POLICY & PROCEDURES MANUAL

The Bismi Hypermart Pvt Ltd Human Resources Policy and Procedures Manual has
been developed to facilitate the implementation and clearly define Bismi Hypermart
Pvt Ltds policies on human resource management.

The Manual provides guidelines to be followed in the administration of these policies,

and assists all employees in defining who is responsible for each human resource
management decision, and the correct procedure which is to be followed.

The policies specified within are consistent with those of best practice management
principles. They have the full support and commitment of Bismi Hypermart Pvt Ltd
management.

HR policies must be kept current and relevant. Therefore, from time to time it will be
necessary to modify and amend some sections of the policies and procedures, or for
new procedures to be added.

Any suggestions, recommendations or feedback on the policies and procedures

specified in this manual are welcome. This should be provided by email.

These policies and procedures apply to all areas of operations within Bismi Hypermart
Pvt Ltd and related entities.

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1. EMPLOYMENT

1.1 Equal Employment Opportunity

Policy Statement
Bismi Hypermart Pvt Ltd provides equal employment opportunity to all qualified
persons without discrimination on the basis of age, sex, race, disability, marital status
or religion in accordance with applicable local, state and national laws and
regulations. Bismi Hypermart Pvt Ltd will make reasonable job accommodation for
persons with disabilities who can perform the essential functions of the position for
which they are qualified and selected.
All employment and promotion decisions will be based solely upon individuals
qualifications, experience, and prior contribution and demonstrated capacity to
perform at higher or improved levels of performance and will be in accordance with the
principle of equal employment opportunity. Bismi Hypermart Pvt Ltd will take
whatever affirmative action is necessary to attract and retain qualified persons.

Objective
The objective of the Equal Opportunity Policy is to support the attraction and retention
of employees that contribute most to the development of the Bismi Hypermart Pvt Ltd
business.
Application
The Equal Employment Opportunity policy will be successfully applied when all roles
are filled by the best qualified and experienced candidates available regardless of
personal circumstances.
Process

The Equal Opportunity Employment process is reflected throughout Bismi Hypermart

Pvt Ltds staff recruitment and retention processes.

1.2 EMPLOYMENT TYPE

1.2.1 Permanent Employee/Workmen

He/She is appointed by the Company to fill a permanent post and has satisfactorily
completed the probationary period of one year or such other extended period
thereafter and whose appointment has been confirmed in writing by the Manager or
such other officers duly authorized to do so, provided vacancy exists.

1.2.2 Probationer

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He/She is an employee who is provisionally employed by the Company to fill a
permanent vacancy. The period of probation shall be normally a period of one year.
After satisfactory completion of the period of probation, the services of probationer will
be confirmed in writing. The management at its discretion may terminate his services
or extend the period of probation, in case his overall performance, work, conduct,
attitude, attendance etc., are not satisfactory.

1.2.3 Temporary Employee/Workmen

He/She is one who is employed to do work which is essentially of a temporary nature or
employed for any work for a specified period not exceeding one year or as an additional
employee in connection with the work of a permanent character due to exigencies of
work.

1.2.4 Casual Employee/ Workmen

He/She is one who is employed for any work that is unforeseen, unexpected of
essentially casual in nature or on work duration of period cannot be determined.

1.2.5 Trainee/Apprentice/Leaner (Under the Management's Scheme)

He/She is a person who is permitted to learn a trade or skill for a period not exceeding
One & half year depending on the training required. The Management shall display and
issue a copy of the Apprentice Scheme with all the details. The Management reserves its
right to modify or amend the scheme from time to time depending on the requirements.

1.2.6 Contract Employee/Worker

He/She shall mean any person who is employed for a fixed period in the company's
service and after the specified period of contract of service, the same shall automatically
cease. The period of contract will be 11 months.

1.3 RECRUITMENT & SELECTION

It is the policy of Bismi Hypermart Pvt Ltd to base evaluations and selections upon the
abilities and qualifications of the applicants.

Except for senior level appointment or special appointments the company will adopt
the following selection procedures.

Whenever a vacancy arises in the existing sanctioned strength, the requisition for
filling it will be forwarded to HR Department for selection and recruitment.

The Human Resources Office will pre-screen all potential candidates and invite them
for a preliminary interview with the HR Manager and Department Head. The applicant

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will go into the second round of interviews if selected, with the / Division Head/
Managing Director and then issued with the Letter of Appointment.
Trade Tests shall be to ascertain the skill set and knowledge of the candidate, before
the Letter of Appointment is issued.
1.4 EMPLOYEE LEVELS & GRADES
Objectives
To provide for a uniform, stable and reasonably competitive compensation structure
for all employees.
Introduce grade based Promotion policies
Define an efficient Workforce Appraisal Process

All Bismi Hypermart Pvt Ltd employee new recruits have to be designated with respect
to the Designation & Grade Policy.
Scope

This process is applicable for all permanent employees of the company.

Department Structure
1. Project Execution Department
2. Operations Department
3. System and Network Administration Department
4. Human Resources & Administration Department
5. Purchase /Merchandising Department
6. Finance & Accounts Department
7. Commerce Department
8. Logistic Department

DESIGNATION/ GRADE LEVELS

1.4.1 Executive Management Level:

The top most level is the executive Management. The senior executives of the
organisation will fall under this category. There is no specific defined policy for
compensation or experience level. But, there is a defined grade for each level based on
the designation.
The general keyword for Executive Management level is EM. Based on the levels within
each Designation, the Grades has been defined as follows (Table 1).
LEVEL GRADE DESIGNATION
EM1 Head (Function)
Executive Assistant Vice President
Management EM2 (Function)
EM3 Vice President (Function)

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 EM4 President (Function)
Chief Executive Office
EM5 (Function)
Table 1 (Executive Management)

1.4.2 Middle Management Level:

Middle Management executives of the company will be under this level with a specified
Grade and designation Structure. There is a defined experience level required under
each category with a matched Grade levels. The keyword for Middle Management Level
is M. The classification is as per Table 2.

LEVEL GRADE DESIGNATION

M1 Manger (Function)
M2 Senior Manger (Function)
Middle
Deputy General Manager
Management
M3 (Function)
M4 General Manager ( Function)

Table 2 (Middle Management)

1.4.3 Development / Management Level:

All Executives of the company, who are involved in core development activity with
team management responsibility, will fall under this category. A clear designation,
grade with specific qualification required for each level is specified in this level. The
keyword for Development/ Management Level is DM. The classification is as per
Table 3.

LEVEL GRADE DESIGNATION

Assistant Manager
Development/ DM1 I (Function)
Management DM2 Zonal Manager (Stores)
DM3 Deputy Manager (Function)

Table 3 (Development / Management)

1.4.4 Development (Entry Level) :

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Executives of the company who are involved in the core development activities will be
in this level. All grades will be matched with their experience, education and
designation level. The keyword for Development Level is D. The classification is as per
the below Table 4.

LEVEL GRADE DESIGNATION

D1 Trainee (Function)
Development D2 Junior Executive (Function)
(Entry Level) D3 Executive (Function)
D4 Senior Executive (Function)

Table 4 (Entry)

o Designations with respect to the core Function

All designations will be associated with the core Function. A Function is a specific
term for each designation. For example, an employee who is involved in a Human
Resource & Administration, and who is in the Entry Level, may be called as Executive
Human Resource & Administration.

1.4.5 Business Unit Level:

Employees of the company who are involved in the business unit (Stores) activities will
be in this level. All grades will be matched with their experience, education and
designation level. The keyword for Business unit Level is B. The classification is as
per the below Table 5.

LEVEL GRADE DESIGNATION

B1 Store Supervisor
Store Manager Trainee/
Business Unit B2 Assistant Store Manager
B3 Store Manager
B4 Senior Store Manager

Table 5 (Business Unit)

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1.5 JOINING DETAILS

1.5.1 Joining Checklist

A Joining Checklist will be provided to all employees joining the Company along with
their Appointment Letter to enable them to furnish information required for the
Company records and also for all on-boarding purposes of the Employee. If an
employee is being recruited to your department, please ask the HR Manager of your
unit or your immediate supervisor for a copy of the Joining Checklist, if you do not
have one. A sample Joining Checklist is attached in Annexure.
The HR Department will guide the new employee in completing the joining formalities
and will prepare a formal announcement to introduce him / her to the organization
including providing the new employee with the Companys Identity Card. It will be the
responsibility of the immediate supervisor or Manager concerned to introduce a new
employee to his / her colleagues and also help the new employee to settle down into
the Company and his / her assignment.

1.6 INDUCTION

Policy Statement

All new employees should complete an induction program upon their commencement.
The induction period refers to the probationary period during which it is recognised all
staff may need ongoing familiarisation with their role, the business, systems and
processes.

Objective
The objective of the induction policy is to familiarise the employee with the company,
their job, the industry, colleagues, company systems, processes and policies with a
view to ensuring they can make a contribution to business outcomes as quickly as
possible.

The induction should be a combination of standard components as well as learning

specifically tailored to the role

Application

The induction policy will be successfully applied when all new employees meet their
probationary period performance targets.

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Process

Complete the induction planning prior to the employees commencement date.

Introduce the employee to the induction schedule and dates.
Review the progress against the schedule with the employee at the end of each week.

1.7 Internal Employment

Employees seeking job advancement or considering a job change are encouraged to

apply. Employees are also encouraged to refer qualified candidates for employment as
part of their contribution to the Companys success.

1.8 Employee Orientation

Employees newly joined to the group will undergo an orientation and Induction to the
Company, its policies and procedures. A copy of the employee hand book shall be
given to the joiners on the first day of joining duty.

1.9 Employee Suggestions

Management encourages employee suggestions from all levels so as to optimize the

utilization of Companies resources, facilities, policies, processes / systems and
procedures so as to make their job more satisfying. All suggestions should be
addressed to the Human Resource Department. Best suggestions that are
implemented shall be rewarded appropriately.

1.10 Employee Transfer

The company shall at any time during the period of employment be entitled to direct to
work in any department or to transfer them to any branch of the company or any of its
joint ventures, subsidiaries or associate Companies in India or abroad and they shall
comply with such directions and conditions of service prevailing as applicable from
time to time.

1.11 SEPERATION

Separation from the services of the Company would mean resignation and / or
termination or retirement from the Company.

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1.11.1 Employee Resignation

Resignation is a permanent separation from employment by the Company initiated by

the employee.

An employee wishing to resign from the services of the Company will need to
submit resignation letter to the immediate manager.

All confirmed employees are required to serve a Notice Period of 3 months or the
number of days specified in their appointment letter.

If an employee is on probation, the employee is required to serve a Notice Period

of one month.

The resignation letter will be first receipted by the immediate supervisor/

manager and then forwarded to the HR Department. A copy of the accepted
resignation letter will be sent to the Accounts Department at Corporate Office
for preparation of the final settlement.

The immediate supervisor / concerned manager will agree with the resigning
employee a relieving date to ensure a smooth handing over and transition of
work in all respects.

The immediate supervisor / manager will issue a letter of acceptance of

resignation to the employee, mentioning the relieving date, notice period and
work to be done during that period (if applicable).

The HR Department, along with the Finance team will communicate to the
employee the date on which he / she will receive all the dues from the
Company, if any amount is due from the Company to the resigning employee.

In the event of the absence of a prescribed notice period or a shorter than

prescribed notice period, the employee will be required to make a payment to
the Company in lieu of the notice period. Pay here means the basic salary.

A resigning employee will be allowed to adjust Personal Leave with the approval
of the immediate supervisor / manager so long as there is an appropriate hand
over of work.

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 The Company reserves the right to take appropriate recourse to legal action
against an employee who purposely abandons duty.

1.11.2 Retirement

All employees will retire from the services of the Company on reaching
58 years of age.

The HR Department will make a formal communication to the employee

concerned and his / her immediate supervisor / manager, three months prior
to the actual date of retirement.

The HR Department, along with the Finance Department will process the
retiring employees Final Settlement and will also communicate the date on
which the employee will receive all dues from the Company.

1.11.3 Termination

The Company has the right to terminate the employee at any time during the
probation period, with or without reason. The Company has no obligation to provide
notice or payment in lieu of notice for a probationary employee.
The Company has the right to terminate confirmed employees by giving written notice
according to terms of the Appointment Letter.
Any employee dismissed from the service for acts of dishonesty, gross misconduct,
breach of professional ethics, wilful negligence or any other acts of a similar nature
will not be entitled to notice pay.

There is no discretion in the applicability of the Business Conduct Rules set

down by the Company. All employees are advised to go through these Rules carefully,
since any violation of the Rules can attract disciplinary action, including termination
of service.
Upon termination of service, the employee shall hand over charge to such person
nominated by the Company and surrender all such articles and effects of the
Company movable or immovable as may be in possession including, laptop, mobile
and sim card, back- up stored data and all correspondence received for and on behalf
of the Company.

1.11.4 Separation Checklist

On Separation an employee is required to adhere to a set of activities. A checklist is

provided in Annexure along with this manual

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2. WORK SYSTEMS

2.1 Work Hours

All offices of the Company will follow the timings detailed below:
Monday to Saturday 9.30 am to 6.00 pm with half an hour lunch break.

2.2 Attendance & Punctuality

All employees must sign the Attendance Register every day.

In case the employee comes in late by an hour, or leaves half an hour earlier than the
scheduled close of business as in 2.1 above, he / she is required to inform the
immediate supervisor of such absence and record the same in the attendance register.
The immediate supervisor is required to initial such absence in the attendance register
as a token of his / her approval of such absence. The Company may at its sole
discretion, deduct salary for absence of over an hour without permission from the
immediate supervisor.

All employees are expected to attend work regularly. Absence of more than 3 working
days in a month or regular absenteeism seen over a period of time or late coming on
more than 3 occasions in a month (i.e. absence without permission and / or without
proper explanation) will be liable for disciplinary action as the Company may deem fit.

2.3 Weekly Holiday

Bismi Hypermart Pvt Ltd will observe Sunday as the weekly holiday.

2.4 National & Festival Holidays

Bismi Hypermart Pvt Ltd will remain officially closed on Four National Holidays and
Nine State Holidays, every year. The state holidays will be decided upon by each
Region based on the Kerala State Government lists and will be published prior to the

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commencement of the calendar year. In the event of there being more than one office
in Kerala, the Region will follow one uniform Holiday Calendar for the state.
The Four National Holidays:

1. Republic Day 26th January

2. May Day 1st May
3. Independence Day 15th August
4. Gandhi Jayanthi 2nd October

2.5 Dress Code

Bismi Hypermart Pvt Ltd expects all employees to dress neatly and smartly. Employees
who have been issued uniforms must wear them when they are on duty. In keeping
with the standards of our organisation, grooming standards must be adhered to by all
employees. While employees are expected to dress formally when they come to work,
smart casual wear is permitted on Saturdays.

2.6 Telephone Calls

Employees should avoid receiving or making personal telephone calls during work
hours .

2.7 Mobile Phones

Employees are required to keep mobile phones on meeting mode so as to not disturb
others who are working.

2.8 Business Conduct Guidelines

Objective
This Policy has been laid down in order to ensure that employees conduct business in
an environment of prudent judgement, professionalism, trust and integrity.

Scope
These guidelines seek to bring about a common understanding among all employees of
the standards of business conduct expected and ensure that
The image of the organisation is protected.
The interests of the company and its stakeholders are protected.
The dignity of the workplace is maintained.

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 Customer service is not affected.

Given that issues of Ethics and Integrity may involve differing interpretations, every
employee is actively encouraged to seek the views of his immediate supervisor /
manager when in doubt about what to do in a given situation.

2.9 Professional Diligence

2.9.1 Adherence to processes

All employees are expected to strictly adhere to standard processes & quality
standards.

2.9.2 Participating in Outside Activities

Bismi Hypermart Pvt Ltd recognizes and respects the right of employees to take part in
activities that promote their special talents and abilities outside their jobs. However,
these activities must be lawful and free of conflicts with their responsibilities as
employees of Bismi Hypermart Pvt Ltd.
Employees pursuing such activities should ensure that:

The purpose should be to give expression to talent and stay in touch with ones
hobbies and not for the motive of making money.

Employees should not solicit opportunities from customers using their

relationships.

This should not be done during Company time or should not interfere with
work.

Prior permission must always be obtained in writing prior to participating in

such activities.

2.9.3 Relationships with Partners, Business Affiliates and Companies

Employees are prohibited from entering into any kind of personal business contracts
with Bismi Hypermart Pvt Ltds partners, business affiliates and companies.
Employees are likely to be offered cash or gifts in the course of their dealings with
business partners. The following guidelines will apply here:

Accepting cash, whatever the amount, is totally prohibited. Please keep your
Supervisor informed in case you are offered something of this nature.

Small value gifts in the nature of mementos and flowers on festive occasions is
acceptable but high value gifts those in excess of Rs 500/- should not be

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 accepted and should be politely turned down. This also needs to be reported to
the Department Head.

Companies may offer special reward programs to employees of Bismi Hypermart

Pvt Ltd for promoting their products. All such offers should be politely refused
and should be promptly referred to the CEO/Senior Management.

2.9.4 Employment of Relatives

Bismi Hypermart Pvt Ltd does not permit employment of close relatives. Close relatives
would be defined as spouse, children, parents and siblings.

2.9.5 Non-Compete Undertaking

While in employment with Bismi Hypermart Pvt Ltd, employees will not engage in any
activities in any capacity including free consultations or advises during or after office
hours, which is in competition to the business of the company or in related business
or which results in employing other serving employees of the company.
Employees are not permitted to set up part-time businesses or take up part-time
employment in any area as these will hinder their performance and clearly place them
in a conflict of interest situation. Teaching assignments can be taken up with the
Permission of the President / CEO/Senior Management provided they do not affect
work in the Company. Any amount received as honorarium for such assignments in
excess of Rs 500 /- should be paid into the Company.

2.9.6 Accepting Honoraria

Employees may be invited to speak / contribute at various professional forums. Any

honoraria offered in such forums may be accepted if the knowledge shared there is
based on the employees professional capability and is subject to prior approval from
the Business Head.

2.9.7 Personal Integrity in the Use & Handling of Company Property & Funds :

Employment at Bismi Hypermart Pvt Ltd will provide you with access to the
Companys resources in the form of workplace automation facilities, communication
equipments, stationery and vehicles, cash and stocks.

Employees are expected to display utmost personal integrity in the uses of these
resources for discharging official responsibilities.

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Should you need any of the above resources given by Bismi Hypermart Pvt Ltd for your
personal use, you are required to obtain the prior approval of your Department Head.

Employees should restrict their personal usage of the companys Internet and e-mail
facilities as well as automation facilities available to them.

Company funds:
As employees of Bismi Hypermart Pvt Ltd you may be required to handle Company
funds.

The funds of the company must be spent for official purposes only and not for
any other reasons.
Employees using funds for official purposes must produce proper support
documents such as bills, invoices and receipts as proof for the amount spent by
them for official purpose
Employees are required to settle their travel expense claims as per travel policy
norms.
Entertainment expenses, wherever and whenever possible needs to be approved
prior to their being incurred as per Company policy.
Bismi Hypermart Pvt Ltd will view very seriously any attempts to falsify expense
claims of any nature including conveyance, travel and entertainment.

2.9.8 Representing the Company

Employees are prohibited from speaking to the press on any subject, unless
authorised to do so. All questions or requests for information from the press should be
directed to the senior Management.

In the event of government officials visiting the Company premises, employees are
expected to engage with such officials in a polite and courteous manner and to inform
them that most information with relation to the operations of the Company are
available with Senior Managers of the Company at the Head Office. Any such requests
regarding the operations of the Company should be immediately put forward to the
Senior Management / the Head Office to handle.

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Employees may be invited to speak in professional forums or participate in
conferences, seminars, and on-line chats or write in professional magazines. Under all
such circumstances, employees must ensure that participation is with prior written
approval from the Senior Management / the Head Office of the Company.

2.9.9 Adherence to Security Protocol

Security and adherence to Security protocol is critical in Bismi Hypermart Pvt

Ltd. Employees are requested to cooperate with the security personnel to help them
discharge their duties. This will include the following:

Having visitors to record their entry and exit in the Visitors Register.

Meeting visitors at the reception, lobby or designated place and not have them
move around in restricted areas.

Complying with guidelines relating to movement of products that may be

introduced from time to time.

Submitting to a search when you enter and leave the Stores/Offices.

This list is not exhaustive; you may have to comply with any other guidelines
that may be introduced from time to time.

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3 LEAVE POLICY

Purpose: To lay down the guidelines pertaining to leave eligibility.

Eligibility/Applicability: All employees excluding trainees

Effective Date: This Policy comes into effect from 01st January,2016

Guidelines: Employees can avail the following types of leave:

1. Casual leave
2. Sick Leave
3. Privileged/Earned leave
4. Maternity leave
5. Leave without Pay

3.1 Casual Leave

All Employees will be credited 12 days of casual leave in a calendar year

Casual Leave can be used for a period covering absence of 0.5 day to 2.5 days
duration, required for attending to personal needs or for reasons of being
indisposed.

Casual Leave will be credited on a pro-rata basis for employees who join the
services during the financial year.

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 If not availed, Personal leave cannot be carried forward.

Casual Leave cannot be encashed.

Intervening holidays will be counted for leave, except for sickness.

Casual Leave will be credited to the employees account on the 1 st of January,

every year.

Leave should be availed with prior permission, even if it is on short notice.

Where this is not possible, the immediate supervisor / manager needs to be
informed of the absence. In any event, all instances of leave availed by an
employee will be documented and reported by the employee to his / her
immediate supervisor / manager and through this office to the HR Department.

3.2 Sick Leave

All Employees will be credited 12 days of Sick leave in a calendar year

Sick leave can be availed only when a person is sick for more than a day.

Any sick leave application has to be accompanied with a medical certificate

from a Registered Medical Practitioner.

Sick leave can be accumulated upto a maximum of 60 days. Any accumulation

over and above 60 days will automatically lapse.

Sick leave cannot be encashed.

3.3 Privileged/Earned Leave

Every employee shall be entitled to 12 days of Privileged/Earned Leave per year,

after completing one year of service in the Company.

Unavailed Privileged/Earned Leave can be carried forward to the next year.

Accrual of leave will be carried out on an annual basis on the 1 st of January of

each year.

Privileged/Earned Leave can be accumulated up to a maximum of 60 days only.

Any leave unutilized beyond this limit will automatically lapse.

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 Privileged/Earned leave may be availed at a maximum of twice during a year
after giving at least 7 days notice. It is clarified that Earned leave cannot be
availed without the prior written sanction of the employees immediate
supervisor / manager.

Encashment of leave is permitted only at the time of separation or when the

employee has a minimum of 45 days leave in his credit. Employees are
encouraged to take leave and not accumulate the same.

For the purpose of leave encashment, salary at the time of separation will be
taken. For this purpose, salary means only Basic Pay.

An employee may suffix or prefix the planned leave with weekly-off or national
holidays. The weekly off and national holidays will not be counted as part of the
Earned Leave.

3.4 Maternity Leave

A woman employee is eligible for maternity benefit for a maximum period of 12 weeks.
Of these 6 weeks must be taken prior to the date of delivery of the child and 6 weeks
immediately following the date. To be entitled to maternity leave however a woman
must have actually worked for not less than 80 days in 12 months, immediately
preceding the day of her expected delivery. Only working days are taken into account
while calculating these 80 days weekly holiday and all leave paid or unpaid maybe
deemed as working days. A notice must be given in writing stating the date of absence
from work and also a certificate of pregnancy to avail of the facilities of 6 weeks leave
before the expected delivery.

A male employee can avail of 3 days of paternity leave. This leave must have the
approval of the immediate supervisor/ manager.

3.5 Extraordinary Leave without Pay

If an employee needs leave in excess of the leaves that are allotted by the company,
and the leave gets approved, then it would fall under this category. In such a scenario
the employees pay will be deducted for the additional days leave that he/she has
availed over and above the leaves allotted.

3.6 Leave General Guidelines

A woman employee shall be entitled to Maternity Leave and Benefits, after she
has been with the Company for a period of 80 days in the 12 months preceding

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 the expected date of delivery. The expected date of delivery shall be as
certified by a Registered Medical Practitioner.

A woman employee shall be entitled to Maternity Leave and Benefits of 12

weeks (84 days inclusive of Saturdays and Sundays) of which not more than six
weeks shall precede the date of her expected delivery.

Requests for Leave Without Pay (LWP) as an extension to 12 weeks of maternity

leave can be considered only for those employees with more than 2 years of
permanent service with the company, at its sole discretion.

In case of miscarriage, a maximum of 30 days leave (inclusive of weekends and

holidays) will be allowed, starting immediately after such miscarriage.

In case of serious illness, employees may be granted Extraordinary Leave

without Pay based on a doctors certificate and solely at the discretion of the
Company.

An employee availing such leave needs to get such leave approved by the HR
Manager in addition to his / her Supervisor.

A person working less than 4 hours a day should apply for full day leave for
that day.

All employees should apply for leave in advance, giving sufficient notice to their
respective department heads, so that the work in hand does not suffer. This
however may not be possible in case of sudden sickness or unpredictable
eventualities. In all such cases, efforts to communicate duration and reasons
for absence from duty must be made to the office at the earliest.

It is mandatory for an employee to ensure that he/she is fully fit for duty before
rejoining after sickness. A certificate to this effect should be submitted while
rejoining by the employee.

The HR Department will maintain the leave records of all employees. Managers
are required to forward to the concerned HR Manager of their unit all
correspondence and documents pertaining to the leave availed or proposed to
be availed by the employee that has been received by them.

The Company reserves the right to change, amend or alter any or all
of the clauses contained herein.

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4 HEALTH, SAFETY & ENVIRONMENT

Policy Statement

Bismi Hypermart Pvt Ltd is committed to providing and maintaining a safe work
environment for the health, safety and welfare of our staff, contractors, visitors and
members of the public who may be affected by our work.

We undertake to provide resources in terms of personnel, time and financial outlay

commensurate with the commitment of the company.

To do this, Bismi Hypermart Pvt Ltd will:

Develop and maintain safe systems of work, and a safe working environment

Provide information and training at all levels in the organisation to enable all
employees to support this policy

Require all risks to be assessed prior to engaging in new areas of operation,

purchasing new equipment, and implementing new work methods, and that
these risks continue to be reviewed

All persons who are responsible for the work activities of other employees will be held
accountable for:

Identifying practices and conditions which could injure employees, clients,

members of the public or our environment

Implementing steps to control such situations

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 If unable to control such practices and conditions, reporting these to their
superiors

Bismi Hypermart Pvt Ltd demands a positive attitude and performance with respect to
health, safety and the environment by all employees, irrespective of their position.

4.1 Accident & Emergencies

All Employees are covered with the Companys Medical Insurance scheme
Employees who sustain a work-related injury that requires medical attention should
immediately contact outside emergency services and inform their Managers. If any
injury does not require medical attention, employees must still report the incident to
their Managers so the Company can take necessary action. Failure to report the
incident may result in loss of health care benefits.

4.2 Accident While on Duty

In case an employee meets with an accident while on duty in the premises of the the
company at the work spot, the company would bear hospitalization charges on
production of medical certificate and hospital bills even if it exceeds his entitlement.
In addition, he will be granted special leave for the period of his treatment as certified
by the doctor who treated, which is not debited to his leave account.

4.3 Death of an Employee/ Dependents

In the event of death of an employee while in service the company would assist by
paying 10000/- immediately towards funeral and other connected expenses to the
nearest relative as notified by him as his legitimate nominee. The company would
also release one month gross salary of the deceased employee to the nearest relative as
mentioned above.
In the event of death of an employees dependent parents, spouse or children, the
company would assist by paying 5000/- immediately towards funeral and other
connected expenditure. This is applicable only for workers and supervisory cadre
employees.

4.4 Safety

Employees are responsible for performing their duties in a safe manner that will not
endanger themselves or others. Employees are expected to follow safety and health

22
rules as needed and instructed, and promptly report accidents. Employees who fail to
comply with the safety rules may be subject to disciplinary procedures.
Employees in doubt about any safety issue should refer to their Managers for
assistance.
Employees are responsible for reporting any safety incidents or potential safety
hazards to their Managers, so the Company can ensure any safety hazards are
corrected.

4.5 Security

Maintaining the security of the Company offices is every employees responsibility.

4.6 Personal Property

Employees are responsible for the security of their own personal belongings that is
brought into the Company premises.

4.7 Maintenance of Work Areas

Employees are expected to keep their work area neat and orderly at all times to ensure
efficiency in the workplace.
Employees should tidy their work area at the end of each day and store confidential
files & documents in designated places before leaving their office for the day.
The employees should ensure that they have logged out of any computer systems and
switched off any electrical equipment before leaving the workplace

4.8 Smoking

All offices of Bismi Hypermart Pvt Ltd are non-smoking offices

4.9 Alcohol, Drugs (& Other Substance Abuse)

This policy applies to all levels throughout Bismi Hypermart Pvt Ltd . The policy is not
concerned with social drinking or the taking of prescribed drugs for medical purposes,
the concern is directed to instances where alcohol or other drug dependence or abuse
affects the job performance and or/safety of any employee(s).

Bismi Hypermart Pvt Ltd is concerned by factors affecting an employees ability to

safely and effectively perform work to a satisfactory standard. The Company

23
recognises alcohol or other drug abuse will cause short-term or long-term impairment
to such work performance.

Bismi Hypermart Pvt Ltd is committed to creating and maintaining a safe, healthy and
productive workplace for all employees. Bismi Hypermart Pvt Ltd has a zero tolerance
policy in regards to the use of illicit drugs on their premises or the attending of other
business related premises (e.g. clients) while under the influence of illicit drugs.
Contravening either of these points may lead to disciplinary action.

Attending work under the influence of alcohol will not be tolerated and may result in
disciplinary action or ultimately dismissal.

4.10 Manual Handling

It is the policy of Bismi Hypermart Pvt Ltd to provide all employees with a safe and
healthy working environment by identifying, assessing and controlling manual
handling risks within the workplace.

While managerial staffs are ultimately responsible for ensuring the health, safety and
welfare of all staff, all employees are expected to participate by reporting potential and
actual manual handling hazards within the workplace.

In all circumstances, do not lift or manually handle items larger or heavier than you
can easily support. If you are in any doubt, ask for assistance.

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 5. SALARY & BENEFITS

5.1 Payment of Salary

The Company will pay salaries on a monthly basis on or before 7 th of every month, by
direct deposit to the Bismi Hypermart Pvt Ltd s approved bank account only.
Employees shall be asked to complete an application form to open a bank account
with the Companys bank for the purpose of payment of salary.

Employees must keep the salary arrangements between the Company and the
employee confidential at all times. The Company has the right to take strict action on
those who do not adhere to this policy.

The Company has the right to deduct from the employees salary, any expenses (by
way of fines and penalties, etc.) due to the Company by the employee.

Employees will receive on each month, a computer generated pay slip showing gross
pay, deductions and net pay.

Employees should discuss any questions, doubts or concerns regarding their rate of
pay and other compensation issues with their Managers or with the Human Resource
department. Employees, who discover a mistake in their pay, should notify the Human
Resource Department immediately. Human Resource Department will investigate any
claims by employees. In the case of a mistake, the error shall be rectified.

5.2 Salary Advances

Salary Advances will be sanctioned subject to case by case review by the Management
at its sole discretion.

5.3 Statutory Benefits

5.3.1 Gratuity

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All employees will be covered by gratuity as per the norms

Contribution

Employer will contribute 4.81% of basic salary as gratuity contribution.

5.3.2 Employees Provident Fund

All employees will be covered by Provident fund as per the norms

Contribution

The Company will make a contribution of 12% on the employees Basic Salary,
which will be credited to the employees provident fund account.

The employee is required to make a matching 12% contribution, which

will also be credited to his / her provident fund account.

5.3.3 Employee State Insurance

Employees earning a gross salary of 15,000/- or less each month are eligible for
Employee State Insurance Scheme (ESI).

Contribution

The rates of contribution payable on the wages earned by employees are as follows:
Employees' Contribution - 1.75% of wages (exclusive of Conveyance allowance)
Employers' Contribution - 4.75% of wages (exclusive of Conveyance allowance)

5.3.4 Superannuation

It is the policy of Bismi Hypermart Pvt Ltds to provide superannuation benefits to all
employees to assist them to prepare for retirement and provide options for coverage in
the event of death or permanent disability.
Contribution

Company will contribute 15 % of the basic salary to Superannuation Fund

5.3.5 LTA POLICY

26
 Definition
Family means and includes all dependants declared by the employee for the purpose
of LTA.

Eligibility

All employees from Executives (D3) and above are eligible for LTA.
Any new employee is eligible for LTA only on completion, of a year of service with the
company and thereafter after the completion of every year of service.
This does not apply to Plantation employees.

Conditions for Availing LTA

An employee eligible for LTA can avail LTA only when he proceeds on leave
atleast for a minimum of five days.
LTA can be availed by filling up the LTA Form in annexure along with the
sanctioned leave application for five days.
LTA cannot be accumulated and has to be availed during every financial year.
Income tax will not be deducted while effecting LTA payment. Employees
claiming LTA will be responsible for ensuring that Income tax is deducted in
accordance with the provisions of the Act.
For the purposes of calculation of Income Tax liability, the home town declared
by the employee will be considered. No change can be made regarding the home
town unless the reasons for such a change are substantiated.
If an employee is forced to cancel or postpone his already sanctioned leave due
to exigencies of official work, cancellation charges if any, will be borne by the
company.
If an employee who is eligible for LTA has not availed of this facility and resigns
from the services of the company, then he will be paid LTA during the full and
final settlement at the discretion of the management.

5.3.6 MEDICLAIM
The Company provides a group plan for medical insurance for the benefit of employees
and family.

The Company provides this benefit at a nominal deduction to employees. No cash

equivalent shall give if employees do not participate in the scheme.

Employees must submit completed forms together with any supporting documents to
the Human Resource Department.

27
Employees who wish to extend medical insurance coverage to other members of their
family should contact the Companys health care provider who can provide a schedule
of the premiums. Employees should contact the insurance company directly to make
arrangements for the cover, payment of monthly and any administrative charges

1) Family In this context means

a) Spouse b) Unmarried daughter c) Son upto the age of 23 years d) Parents wholly
dependent on the employee e) Unmarried sister and brother wholly dependent on the
employee.
2) The Company reserves the right to reject any claim if it is found to be inconsistent
with the norm.

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 6. RIMBURSEMENT OF EXPENSES

This Policy clarifies the limits and mode of claiming reimbursement for expenses that
are incurred by an employee in the course of discharge of his / her duties in the
normal course of business.

6.1 Reimbursement of Domiciliary Medical Expenses

Objective:
The objective of the policy is to provide assistance to employees and his/her family
towards reimbursement of expenses incurred towards consultation, outpatient/any
other form of treatment and purchase of medicines that have been prescribed by a
doctor/surgeon or buying of O.T.C. drugs or any other routine medical expenses.
Coverage:
This policy is applicable to all permanent employees of Bismi Hypermart Pvt Ltd .
The limits for reimbursement are as specified in the compensation details of the
employee.
The reimbursement is only against submission of relevant bills.
Guidelines
Definition of Family Spouse of employee and dependant children; Parents, brothers
and sisters dependant on the employee.
Whenever an employee incurs expenses towards the below mentioned areas, for self
and family, the employee is expected to keep the relevant bills/receipts and claim
reimbursement against them, by attaching them to the prescribed claim format.
Reimbursement can be claimed for the following expenses:

Consultancy/treatment fees of a doctor.

Purchase of prescribed / O.T.C. medicines from a medical store.
Expenses towards prescribed pathological, bacteriological, radiological
diagnostic tests or other methods as are considered necessary by the authorized
medical authorities.
Reimbursement of charges for special nursing facility, if it is certified by the
Doctor concerned that such a facility was absolutely essential.
Expenses towards dental and visual treatments.
Expenses towards treatment of mental health.
Expenses towards substance abuse treatment.
Expenses towards purchase of aids like hearing aid, cervical collar, walking aids
etc. having relevant prescriptions.

29
 Receipts for the purchase of toiletries, disinfectants, preparations that are
primarily foods and not medicines (eg. Complan, Baby foods, Chyavanprash
etc.), and cosmetics, will not be considered for the purpose of reimbursement.
The reimbursement limits set, are for the financial year (April March).
All payments against claims will be made along with the salary, for the month.
The reimbursement for domiciliary expenses shall be on pro-rata basis for the
period of service during the year.
th
For a financial year, the last day for the submission of bills is 15 of February.
Any expenses incurred subsequently can be claimed in the subsequent
financial year (up to June).
Any unutilized entitlement will be treated as a taxable component and paid in
the salary payable for the month of March.
The Income Tax rules will be applied as appropriate.
This policy comes into force with immediate effect and will be reviewed on or
before April.

6.2 Local Conveyance Reimbursement:

Certain employees may be required to travel for business purposes and

will on separate notification by the HR Department, be entitled to claim
local conveyance reimbursement.
Expenses incurred in travelling from Residence to the Place of work and
back will not be reimbursed. For local travel to locations outside of place
of work, expenses will be reimbursed from the first place of reporting on
the day. The reimbursement rates for conveyance are applicable for both
within and outside Municipal Limits.
To claim conveyance reimbursement, the Travel Reimbursement Form
will have to be submitted by the employee to the unit accounts team, no
later than 7 days from the close of the month. Any subsequent receipts
will not be entertained for reimbursements.
Employees are encouraged to use their own vehicles for local travel and
the expenses would be reimbursed as given below:
o Two Wheelers Rs 2.50 per km
o Four Wheelers Rs 8.50 per km

However, when required, use of public transport is permitted and the

conveyance can be claimed on actuals.

6.3 Mobile Telephone Expenses:

The reimbursement of expenses for official use of mobile phones will be subject
to the rules given herein. This policy will be subject to review by the Company
from time to time.

30
 All claims for reimbursement of expenses will have to be supported by bills.
Employees will be re-imbursed expenses for official calls on the mobile phone
subject to limits as specified below.
If the employees are provided closed user group, the company shall reimburse
the amount as per the limits specified below minus 10% for personal calls.

Titles Mobile Phone

Executives to 300 per

Dpty.Managers month
(D3- DM3)
Managers to 1000 per
General month
Managers (M1-
M4)
Heads & above 1500 per
(EM1 to EM5) month

6.4 Domestic Business Travel

Any employee of the Company proceeding on work related travel within the country
will be guided by the following Travel Policy.

Cities are categorized under different classes. They are:

Tier-1: Bangalore, Mumbai, Calcutta, Chennai, Delhi and Hyderabad.
Tier-2 Coimbatore, Trivandrum, Managalore, Kochi, Kozhikode
Tier-3: All other towns in South India.
For EM1 Grade to EM5 Grades, it will be on Actual Expense
For others Grades, the entitlement follows.
GRADE CITIES LODGE BOARDING PER LOCAL MODE OF
DIEM CONVEYA TRAVEL
NCE
D2 A 550 300 200 Auto 1stClass
B 450 200 150 Rail/Deluxe
Coach
D3 A 650 350 300 Auto - do
B 550 250 200
D4 A 750 400 350 Auto/ Taxi Ist Class/II
B 600 250 250 ACRail/
Deluxe Bus
DM1 A 850 450 400 Auto/ Taxi Ist Class/II
B 650 300 300 ACRail/

31
 Deluxe Bus
DM2 & A 1100 550 500 Auto/ Taxi 1st Class/II
DM3 B 900 350 350 ACRail/Deluxe
Coachby Road/
Car upto 100
KM (One way)
M1 A 2300 600 550 Taxi Economy Air
B 1500 400 400 Travel / 1st
Class / 1AC
Rail / Car upto
200 KM (One
way)
M2 A 3000 700 600 Taxi Economy Air
B 2000 450 400 Travel / 1st
Class/1 AC Rail
/Car upto 200
KM (One way)
M3 A Actual Actual 950 Taxi Air. /Car upto
B Actual Actual 750 500 KMs
M4 A Actual Actual 1000 Taxi Air / Car )
B Actual Actual 850

6.5 RELOCATION POLICY

Eligibility - All individuals at the DM1 to EM5 Grades will be eligible under the
relocation policy.
A prospective candidate joining Bismi Hypermart Pvt Ltd from another
location to the location of work will be eligible for travel and reimbursement
allowance as stated in the relocation policy.
The Individual will be provided air travel or 2nd class AC train fare for himself /
herself and family (Family include wife, children and co habitating dependant
parents)
He/ she will also be put up at a Hotel for one week.
The maximum the company will reimburse the employee for movement of goods
from the place of travel to the destination of work, on production of actual bills
,will be as follows

Anywhere in the South 10,000

Within Kerala 5000

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 7. PERFORMANCE MANAGEMENT SYSTEM

Introduction
At Bismi Hypermart Pvt Ltd we aim to be an employer of choice one where people
want to work. As a business we are committed to giving all members of our team every
opportunity to develop their careers, to contribute to our business and to share in its
success.
The Performance Management System is designed to support the completion of the
work of the organisation. It will also define, measure and recognise the contribution of
individuals and help the organisation establish achievable goals for all of its people it
is a team based approach.

At any stage, if you have any questions or concerns you can raise them with your
Manager.

7.1 Performance Management Philosophy

We believe everyone who comes to work really does want to realise their potential and
develop their relationships with others (managers, colleagues and clients).

Work is characterised by feelings of satisfaction, frustration, opportunity,

exasperation, stimulation, excitement and even feelings of fairness and dishonesty. To
succeed and excel, we recognise people need to know what is expected of them, what
authority they have and how they are performing. In addition the approach to
managing them needs to be consistent.

If our organisation can help its people feel more of the positive emotions and eliminate
most of the negative then we will have come a long way to being an employer of choice.

The Performance Management System is designed to be the foundation for fulfilling

careers at Bismi Hypermart Pvt Ltd .

7.2 Job Description

Competencies

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Each job requires a minimum competency to ensure the quality
consistency/improvement in the output

Each position will have a written job description of the basic function, responsibilities
& authorities (if any), supervision exercised and qualifications. The Job description
describes the job or position, the skills required to perform the job, it does not
describe the person performing the job. The job profile shall be given to every employee
on the date of joining the company.
Objectives

The objective of all job descriptions is to provide an accurate picture of the

responsibilities required within specific job roles, the authority levels attached to that
role and a clear explanation as to how the output of the role is to be measured.

Application

The policy on job descriptions will be successfully applied when all position
descriptions are used as the basis for performance appraisals and when amendments
are completed within 14 days of a performance appraisal discussion. Any changes to
position descriptions deemed necessary by managers will be communicated as soon as
practicable to the employee and this will be implemented by both parties signing a
copy.
Process

All employees will receive individual briefings on their Job descriptions from their
Manager.

Job descriptions will always be discussed in detail at job interviews and all new
employees are to be given a copy of their position description.

7.3 Probationary Period Review

Policy Statement

All new employees are appointed with the intention of the placement being permanent
unless otherwise stated in the letter of offer.

All new employees will serve a one year probationary period to ensure both Bismi
Hypermart Pvt Ltd and the employees are happy with a permanent commitment to the
role. Managers should engage new employees in informal performance based feedback
regularly and have specific meetings to discuss progress after one and two months
respectively.

34
Prior to the completion of the one year probationary period new employees will
undergo a performance appraisal to provide feedback on performance, guidance on
future direction and to set selected specific objectives for the next performance
appraisal period.

Objectives

The objective of the probationary performance appraisal is to ensure both Bismi

Hypermart Pvt Ltd and the employee are satisfied the role is as agreed and a re-
commitment to the permanent nature of the position can be made.
Application

The policy on probationary performance appraisals will be successfully applied when

all probationary appraisals are completed within three months of employment
commencing.

Process

The manager and the employee will agree on the date for a performance appraisal
meeting. In the case of all probationary period appraisals, this must be before the
completion of three months of service.

The manager will prepare a written performance appraisal in the approved format and
provide this to the employee at least 48 hours before the meeting.

The manager and the employee will meet and agree any objectives for the next
appraisal period.

7.4 Performance Appraisals

Policy Statement

All employees will undergo performance appraisals with their immediate managers on
timing that is based on the level of their role. All performance appraisals will be timed
from the date employment commenced. This is to ensure performance management is
a regular, rather than occasional management responsibility. Performance appraisals
are completely separate from remuneration reviews.

Objectives

35
The objective of the performance appraisal system is to constantly monitor progress of
the capabilities and achievements of employees, to facilitate the ongoing development
of team members and to identify when an employee has demonstrated readiness for
greater responsibility.

The objective of individual performance appraisals is to review work performance on

the basis of both capabilities and achievement of specific performance objectives.
Performance appraisals also provide feedback to Bismi Hypermart Pvt Ltd on the
achievability of objectives and the capability of managers to manage their employees.

Application

The policy on performance appraisals will be successfully applied when all employees
appraisals are completed within the required time frames.

Process

The manager and the employee will agree on the date for a performance appraisal
meeting. This must be within the allowable time frame for each role. The frequency of
performance appraisals is noted on position descriptions.

The manager will prepare a written performance appraisal in the approved format and
provide this to the employee at least 48 hours before the meeting.

The manager and the employee will meet and agree any objectives for the next
appraisal period.

7.5 Promotion
Promotion occurs when an employee moves from a position in one grade to a position
in a different grade assigned to a higher grade / salary level. The increment /
promotion is given to an employee based on the performance and the review will be
done annually. The basis of promotion shall be the complete evaluation of your job by
your Division Head & HR Team (to verify improvement in skill sets) & also
endorsement from your immediate supervisor & company head, subject to approval
from the Managing Director. In the case of employees up to the level of supervisors
/executives the performance is evaluated by the immediate superior and by the Head
of the Division / Unit individually. For managers and above, performance evaluation is
done by the Head of the Division.

7.6 Training & Development

36
The Company will ensure that all employees are competent to perform the tasks they
are assigned. Training needs are generally identified during appraisals although
training needs arising at other times may be discussed with the Managers.

All the personnel who are getting trained outside Bismi Hypermart Pvt Ltd shall
submit the training Material with the copy of the trainers certificate/evaluation
documents to the HR Library. Once trained, the personnel shall contribute in
improving the processes, the moment they join back. Once training is over the
personnel shall submit a report to the immediate supervisor how the training was
useful to the processes of the Bismi Hypermart Pvt Ltd

7.6.1 Professional & Personal Development

Policy Statement
Bismi Hypermart Pvt Ltd, in partnership with the employee, will maintain a
professional and personal development plan for each employee. Bismi Hypermart Pvt
Ltd s role in this is as a supportive facilitator. It will be up to the employee to take a
leading role in managing their own development within an approved structure.

Funding for professional and personal development will be considered for support by
Bismi Hypermart Pvt Ltd on its merits.

Bismi Hypermart Pvt Ltd may, from time to time, require employees to attend specific
training or instruction delivered by internal or external facilitators. This may be on or
off-site.

Development may take the form of training, education, mentoring, coaching or

counselling.
Objectives
The objective of the professional and personal development policy is to provide a
structured environment for learning and development for the individual within and
external to the company.
Application
The policy on professional and personal development will be successfully applied when
employees are managing their own development plans.

Process
During the appraisal process the manager will identify and document which areas the
employees performance may be enhanced by further training. The manager will
identify specific courses where possible.

37
The employee and manager will then work together to complete a professional
development plan for the employee.

In response to this the employee can source their own solutions instead of, or in
addition to, the managers suggestions. Requests to attend these should be submitted
in writing to the employees immediate manager and must include:
o suggested dates
o costs
o anticipated outcomes

8. EMPLOYEE DISCIPLINE & DISCIPLINARY PROCEEDINGS

Policy Statement

Bismi Hypermart Pvt Ltd has a human resources strategy that recognises the value of
its people. Part of this strategy is the fair treatment of all employees. This requires a
minimum standard of conduct and performance be agreed, set and communicated
with all employees. If employees do not meet this standard, appropriate corrective
action, such as training, should be undertaken. Discipline should only be engaged
with an employee on a performance issue if all other corrective action has failed to
achieve the desired result.

Where an employee has deliberately breached a Company policy or procedure, or

engaged in misconduct, disciplinary procedures should be initiated.

8.1 Poor Performance

Wherever possible the Performance Management System should be used to manage

employee performance. However, there may be times when performance, conduct or
employee attitude need to be immediately addressed.

If employees fall below required performance standards and performance management

processes have not been adequate to address the issue they must be personally
counselled and then given written confirmation of their deficiencies in performance (a
written warning).

Such written warnings must clearly define the deficiency, the expected standard, by
when it should be achieved, how the company will help the employee achieve the
improvement required and the consequences of failing to do so.

38
A record of all meetings, training and/or coaching given and a summary of
discussions must be kept by the manager concerned and a copy placed on the
employees personnel file. This should include date, location and time of discussion.

If an employee consistently fails to meet agreed standards, he/she has been

counselled and appropriate support/training has been offered and/or given, then
further action is required. This may lead to the employee being dismissed.

If an employee has not been performing as required, and:

All possible corrective action, including training and coaching, has been
undertaken,

The manager concerned has documentation showing the conversations taken

place, agreed action plans, and other communication with the employee

The employee has been informed of the standards required and his/her
performance deficiency(ies) with action plans in writing on at least two
occasions and the consequences of failing to met the required standards
The employee has been given the opportunity to appeal or respond to the issues
highlighted on each occasion

No other suitable option, or other appropriate positions, are available

If all these processes have been followed and the employees performance still
has not improved, then the employee may be dismissed

8.2 Misconduct

Employees may be disciplined or terminated for Misconduct, including but not

limited to the following:

Repeated unexcused absences or tardiness

Failing to follow instructions or company procedures
Failing to follow established safety regulations
Sleeping while on duty
Consumption of alcohol or drugs while on duty

Employees are also terminated for misconduct, including but not limited to the
following:

39
 Falsifying an employment application or any other company records or
documents
Failing to record work time accurately or recording a co-workers timesheet
Insubordination or refusal to perform
Using vulgar, profane or obscene language, including any communication or
action that violates our policy against harassment and other unlawful forms of
discrimination
Disorderly conduct, fighting or other acts of violence.
Misusing, destroying or stealing company property or equipment or another
persons property
Possessing or using weapons on company property
Possessing, selling, using company property or reporting to work with alcohol or
illegal drugs.
Violating conflict of interest rules
Disclosing or using confidential or proprietary information without
authorization.
Violating the Company computer or software use policies
Being convicted of a crime that indicates unfitness for a job or presents a threat
to the company or its employees in any way
Employees are strongly discouraged from performing immodest or illicit relationship
with any of its employees in office premises.
Appropriate action that may include a transfer or re-assignment, leave of absence,
suspension or termination shall taken against those who violate these policies on a
report from the reporting officer.

8.3 Disciplinary Action:

Managers are expected to investigate misconduct and proceed through the following
steps:

A verbal warning should be given to an employee for minor misconduct. A

record of the warning must be kept by the manager and should be signed by
the employee. The employee must be given the opportunity to respond

If the unacceptable behaviour continues, a written warning will be issued, and

signed by the employee as being received and understood. The employee must
be given the opportunity to respond

A second written warning should be given to an employee if he/she requires

further discipline for the same or a related issue, and also signed by the
employee as being received and understood. The employee must be given the
opportunity to respond
Employees who have been disciplined three times are subject to dismissal*

40
Details of disciplinary actions should be recorded on the employees personnel file and
removed after six months if further disciplinary action is not required

If a manager considers the allegation to be serious, and it requires further

investigation, an employee should be suspended on base pay for a maximum of two
weeks while an investigation takes place. The individual must be informed, in writing,
of the details of the allegation and advised he/she is under investigation. The
employee must sign this notice as being received and understood.

This letter should invite the employee to present his/her version of events to the
investigating officer and inform he/she may be accompanied by a representative. The
only purpose of the representatives visit is to observe they are not participants.

Should we consider an employees conduct likely to lead to a situation in which we

may wish to dismiss without notice, a diary must be kept at all times to record
incidents and conversations and associated matters which may be needed in
subsequent proceedings. The relevant manager is responsible for keeping this diary.
This manager should also issue a written warning that a continuance of such
behaviour will lead to instant dismissal.

8.4 Gross or Serious Misconduct

Summary (instant) dismissal for gross or very serious misconduct is possible

(depending on the facts involved) for the following: insubordination, drunkenness,
dishonesty, assault, deliberately endangering the safety of others, commission of a
criminal offence on our site, and objectionable language**. Managers must, however,
consult with senior management prior to taking this action*.

In such cases follow the procedure below:

Investigate the alleged offence thoroughly, including talking to witnesses, if any

Ask the employee for his/her response to the allegation (taking notes of this
discussion)
Consult with the next most senior manager regarding possible action
If still appropriate, following a thorough investigation, terminate/dismiss the employee
Keep a file on all evidence collected and action taken in these circumstances

All procedures must be followed in accordance with employment equal

opportunity/anti-discrimination legislation.

*Note: In all such cases procedural fairness guidelines will apply. This means the
warning and dismissal process must allow the employee to offer their view of the

41
events concerned. The employee must have every chance to defend himself/herself
and has the right to appeal a decision made. If this process is not followed the
dismissal may be overturned by an Industrial Relations authority.

**Note: For some offences Bismi Hypermart Pvt Ltd retains the right to report the
matter to the police where charges may be laid. The police will be notified with regard
to any criminal act against the Company or another member of staff. Management
has a duty of care to shareholders and staff and at all times will be subordinate to
legal process.

8.5 Disciplinary Appeal

Policy Statement

During all stages of the disciplinary process employees have the right to appeal
against any disciplinary action taken against them.

An employee who believes the disciplinary action taken against them is unfair, is able
to appeal the process.

An appeal will be treated fairly, dealt with discreetly and actioned promptly.

This policy should be read in conjunction with the grievance policy.

Process

An employee is entitled to lodge a written appeal to their supervisors manager

detailing his/her objections to the disciplinary action within three working days of
notification.

Managers should:
Acknowledge receipt of the employees objection
Investigate the matter thoroughly
Report back to the employee within seven days

If the appeal is disallowed an employee is entitled to appeal to the next most senior
manager.

The next most senior manager should investigate the matter and report back to the
employee within 10 working days.

42
The employee has no further right of appeal under this process if the second appeal is
disallowed.

All procedures must be followed in accordance with employment equal

opportunity/anti-discrimination legislation.

9. SEXUAL HARASSMENT POLICY

Policy Statement

Bismi Hypermart Pvt Ltd is committed to ensuring employees are treated fairly and
equitably in an environment free of intimidation and sexual harassment. Sexual
harassment is an unacceptable form of behaviour which will not be tolerated under
any circumstances. It is also unlawful. All complaints of sexual harassment will be
treated seriously and promptly, with due regard to confidentiality. Disciplinary action
will be taken against any employee who breaches the policy.

Sexual harassment is any unwanted, unwelcome or uninvited behaviour of a sexual

nature which makes a person feel humiliated, intimidated or offended. Sexual
harassment can take many different forms and may include physical contact, verbal
comments, jokes, propositions, the displaying of offensive material or other behaviour
which creates a sexually tense or hostile working environment. Sexual harassment
can occur between an employee and a co-worker, supervisor, manager, agent,
consultant or contractor.
Sexual harassment is not just unlawful during working hours or in the workplace
itself. The behaviour is unlawful in any work-related context, including conferences,
work functions, business or field trips, and interactions with clients.
Bismi Hypermart Pvt Ltd encourages any employee who feels they have been harassed
to contact a company manager. The company aims to provide a working environment
which is free of workplace harassment or intimidation.
Bismi Hypermart Pvt Ltd recognises comments and behaviour which do not offend one
person can offend another. Management accepts individuals may react differently and
expects this right to be generally respected.
Any complaints or reports of sexual harassment will be treated promptly, seriously
and sympathetically. They will be investigated thoroughly, impartially and
confidentially. Managers and supervisors must act immediately on any reports of

43
sexual harassment. Employees will not be disadvantaged in their employment
conditions or opportunities as a result of lodging a complaint.

Appropriate disciplinary action will be taken against anyone in this companys

employment who is found to have sexually harassed a co-worker. Depending on the
severity of the case, consequences can include an apology, counseling, transfer,
dismissal, demotion or other forms of disciplinary action. Immediate disciplinary
action will also be taken against anyone who victimises or retaliates against a person
who has complained of sexual harassment.

Bismi Hypermart Pvt Ltd has a legal responsibility to prevent sexual harassment.
Therefore, managers and supervisors have a responsibility to:

Monitor the working environment to ensure acceptable standards of conduct

are observed at all times
Model appropriate behaviour themselves
Treat all complaints seriously and take immediate action to investigate and
resolve the matter
Refer complaints to another manager if they do not feel they are the best person
to deal with the case (e.g. if there is a conflict of interest or if the complaint is
particularly complex or serious)

All employees have a responsibility to:

Comply with the organisations sexual harassment policy
Offer support to anyone who is being harassed and let them know where they
can get help and advice (they should not approach the harasser themselves)
Maintain complete confidentiality if they provide information during the
investigation of a complaint (employees who spread gossip or rumours may
expose themselves to defamation action)

Objective
To foster a professional, open and trusting workplace.
Application
The sexual harassment policy will be successfully applied when all staff are treated on
merit by their managers, by peers, by direct reportees and by all other team members.

Process

9.1 Making a Complaint:

If you believe you are being, or have been, harassed, follow the procedure below:

Inform the offender the behaviour is offensive, unwelcome, and against company
policy and should stop (only if you feel comfortable enough to approach them directly)

44
Keep a record of the incident(s)

If the unwelcome behaviour continues, contact your supervisor or manager for

support

If this is inappropriate, you feel uncomfortable, or the behaviour still persists, contact
your manager

9.2 Constitution of the sexual harassment complaints committee

A woman shall head the Complaints Committee and at least half of its members shall
consist of women. Further, to prevent the possibility of any undue pressure or
influence from any quarter, such Complaints Committee may want to involve a third
party, any external member who is well respected in the community and is
knowledgeable on the subject of sexual harassment.
The names of the committee members will be posted in visible and accessible medium
of communication such as notice boards etc

9.3 Complaint Mechanism:

Any employee may lodge a complaint of sexual harassment against any other
employee to the chairperson or to any member of the relevant complaints
committee.
All complaints will have to be sent in writing and will be dealt with in strict
confidence by the committee members.
The complaints should be sent at the earliest, but preferably within 30 days
from the date of occurrence of the alleged incident.
The Chairperson of the committee shall, within 7 working days of the receipt of
such a complaint, personally meet or designate a member of the complaints
committee to meet the employee who has made the complaint and record the
statements made at such meeting. During this meeting the employee is also
expected to present any corroborative material/evidence to substantiate the
complaint.
After the meeting with the complainant, and on satisfaction of the existence of a
prima facie case of Sexual Harassment, the chairperson shall call for a
committee meeting within the next 7 working days.
During this meeting of the complaints committee, the person accused of the
harassment will be called. The complaints committee will communicate the
complaint to the person accused where he/she will be given an opportunity to
give his/her views of the situation.

45
 After having heard both the parties, the complaints committee shall thoroughly
investigate (meet the complainant, enquire into evidence provided, meet the
witnesses, consult with experts etc.) the complaint and make a report of its
findings within the next two weeks. This report will be submitted to the relevant
Management Team.
In case the complaint of sexual harassment is proven to be true, the accused
person will be subject to strict disciplinary action, up to and including
termination of employment.
In case the complaint registered is found to be frivolous or false or was made
with a mischievous intention, the complainant will be liable to face strict
disciplinary action up to and including termination of employment.
Any employee who is a part of the investigations shall not be victimised or
subject to any unfavourable treatment.
The victims of sexual harassment will have the option to seek his/her own
transfer.
Nothing in these guidelines should be taken in any way as a limitation on the
powers of the Management Team to decide what disciplinary action(s) is
appropriate under given circumstances.

9.4 Receiving a Complaint:

When the committee receives a complaint, he/she should follow the procedure below:

Listen to the complaint seriously

Treat the complaint confidentially
Allow the complainant to bring another person to the interview if he/she
chooses to
Ask the complainant for the full story, including what happened step by step
Take notes, using the complainants own words
Ask the complainant to check your notes to ensure your record of the
conversation is accurate
Explain and agree next action with the complainant
If investigation is not requested:
o Act promptly
o Maintain confidentiality
o Pass your notes on to your manager
If investigation is requested, or is appropriate, follow the procedure outlined

9.5 Potential Outcomes:

If the complaint is found to be justified, the complainant may be entitled to any or all
of the following:

The complainant may receive:

46
 Commitment the behaviour will cease

Private apology (verbal or written)

Re-credit of any leave taken due to the harassment

Payment of medical and counselling expenses

Transfer, with no job disadvantage

Other compensation

9.6 Appeal procedure:

If the victim of sexual harassment feels unsatisfied with the outcome of his/her
complaint to the Complaints Committee, he/she may appeal to the Senior
Management. Senior Management after hearing the appeal shall review the case and
present their recommendations to the appropriate Management Team. The decision of
the Senior Management Team will be final and binding on all parties concerned.

9.7 Criminal Proceedings:

Where such conduct amounts to a specific offence under the Indian Penal Code or
under any other law, Bismi Hypermart Pvt Ltd shall support the victim in initiating
appropriate action in accordance with law.

9.8 Employee Education:

All employees will be made aware of this policy by circulating this policy and
ensuring that they have read the same by getting their signoff.
A copy of this policy will be given to all new employees on joining.
This policy will also be exhibited on notice boards for ready reference of all
employees.

9.9 Implementation:

This policy will be implemented across the Bismi Hypermart Pvt Ltd with immediate
effect.
All employees are must understand and sign the declaration form, which will become
part of their personal file.

47
 10. EMPLOYEE RELATIONS

10.1 Grievance
Policy Statement

Bismi Hypermart Pvt Ltd supports the right of every employee to lodge a grievance
with his/her manager if the individual believes a decision, behaviour or action that
affects their employment is unfair. We aim to resolve problems and grievances
promptly and as close to the source as possible with graduated steps for further
discussions and resolution at higher levels of authority as necessary.
Grievances should be actioned discreetly and promptly dealt with in an objective
manner.
Process

The employee should attempt to resolve the complaint as close to the source as
possible. This can be at a quite informal and verbal level. If the matter is not resolved
then further steps need to be taken.

48
All available attempts to settle a grievance before starting the formal grievance process
should be taken.

For the formal grievance process to begin, complainants must fully describe their
grievance in writing, including dates and locations wherever possible and the remedies
sought.

The person(s) against whom the grievance/complaint is made should be given the full
details of the allegation(s) against them and should have the opportunity and
reasonable time to respond before resolution is attempted. The duration of this should
not exceed one week.

If resolution is still not reached, the matter will be referred to the Managing Director
for consideration and final decision. A grievance taken to this level must be in writing
from the employee.

The employees manager will forward to the Managing Director any additional
information thought relevant. The Managing Director will provide a written response to
the employee and also communicate with any other parties involved.

If the matter is still not resolved, the employee will be advised of his/her rights to
pursue the matter with external authorities if they wish.

In some circumstances, it may not be appropriate for an employee to discuss his/her

grievance with the immediate manager. Grievances relating to harassment would fall
into this category and an employee should be able to make their approach to a more
senior manager.

All procedures must be followed in accordance with employment equal

opportunity/anti-discrimination legislation.

The above procedure takes place for individual employee grievances. Whatever the
final outcome, it will affect the attitudes of each party and their long-term relationship.
The issues which sparked the grievance should be reviewed by management at
executive level so the dispute does not reoccur.

10.2 Employee Counselling

Employees who feel they are unable to cope with stress at work or who have personal
problems should discuss the issues with their reporting Manager. The employee will
refer to Human Resource Department, if the Reporting Manager is unable to resolve.

49
10.3 Post Trauma Counselling
Policy Statement

Bismi Hypermart Pvt Ltds policy is to ensure all staff who are faced with a traumatic
event in a work environment are provided with immediate support and counselling, by
a professional, external provider.

Traumatic events can include being the victim of a robbery or assault, witness to such
an event, witness to a significant injury, or death of another employee or any other
person, within the work environment.

Post-trauma counselling must be provided to employees involved in such situations. In

normal circumstances, such employees should be sent home, and referred to
appropriate counselling agencies.

The company will pay for such counselling for a reasonable period.
Objective

The objective of the post trauma counselling policy is to provide immediate care to any
staff affected and to support their return to work.

Process

Check employee(s) are okay etc.

Be prepared to listen:
o to the facts
o to how he/she is feeling
o do not give advice, direction or comment on how they should act or react.

Identify local providers of post-trauma counselling and advice. In more serious cases,
arrange an immediate telephone interview from a qualified counsellor. In all traumatic
circumstances, encourage the employee to attend counselling. Arrange a time for
counselling for him/her. A number of counselling sessions may be required or
appropriate.

It is recommended a supervisor speaks directly to a counsellor after a telephone

interview. This is to ensure support for the employees well-being.

50
The counsellor may make recommendations on how the employee should get home
and which family and friends should be contacted for additional support.

In consultation with a counsellor, maintain contact with the employee as

recommended.

Following the employees return to work, maintain vigilance regarding their state of
mind and discuss any concerns with the counsellor prior to speaking to the employee.

Remember to fill in appropriate workers compensation reports where appropriate.

Contact the insurance company early in the process as they do not cope well with a
claim if there is no medical certificate.

10.4 Conflict of Interest

A Conflict of Interest could be defined as a situation that arises when a decision-
making authority is seen to have a personal stake in the outcome of the decision
itself.

Prior to your employment with Bismi Hypermart Pvt Ltd, you may be conducting
business activities which potentially give rise to real or perceived conflict of interest
with Bismi Hypermart Pvt Ltds objectives and future activities.

In such circumstances, any business or other external interests that have a real or
perceived conflict of interest should be declared to Bismi Hypermart Pvt Ltd .

The Company will review the potential areas of conflict with the employee and
mutually agree on practical, commercial arrangements, which may include, but is not
limited to, the following:

Bismi Hypermart Pvt Ltd purchases the intellectual property right of the
business in question
you combine your business into Bismi Hypermart Pvt Ltd business and you are
compensated accordingly
you cease your business or remove yourself from active involvement

You will at all times advise management of any other interests you or any related
bodies corporate in which you participate, have or are potentially entering into that
could cause conflict with your employment, interests or commitment in Bismi
Hypermart Pvt Ltd .

Where there are external involvements that do not represent a conflict of interest,
these must not affect performance or attendance whilst working at Bismi Hypermart

51
Pvt Ltd. If such involvement does affect performance or attendance it will be
considered as a conflict of interest giving rise to the remedies described above or
disciplinary proceedings including dismissal.

Approval must be given from management before approaching any customers for
commercial or non-commercial external interests. This includes fund raising,
sponsorship and similar activities.

11. PRIVACY POLICY

You are required to observe and uphold all of the Companys privacy policies and
procedures as implemented or varied from time to time.

Collection, storage, access to and dissemination of employee personal information will be

in accordance with the principles of Companies Privacy Policy

11.1 Intellectual Property and Security

During your employment with Bismi Hypermart Pvt Ltd all intellectual property
developed by you, discoveries or inventions made by you in the performance of your
duties related in any way to the business of Bismi Hypermart Pvt Ltd or any related
bodies corporate will be the property of Bismi Hypermart Pvt Ltd or its related bodies
corporate. You will be required to do everything necessary to ensure Bismi Hypermart
Pvt Ltd or its related bodies corporate have ownership of such intellectual property

52
(including, if required assigning such intellectual property to Bismi Hypermart Pvt Ltd
, a related body corporate or any entity that Bismi Hypermart Pvt Ltd nominates).

From time to time during the course of your employment, you may be given access to
sensitive information, data, company property, keys to premises or any other company
related property/information. It is expected employees will treat this as intellectual
property and therefore it should be stored securely either physically and/or
electronically. Failure to properly look after company information or property will
result in disciplinary proceedings including dismissal.

11.2 Confidential & Proprietary Information

Information relating to the personal details, credit card numbers or purchase patterns
of our customers should not be duplicated for any unauthorized usage and should not
be sold to any third party or person.

11.3 Information sharing

Bismi Hypermart Pvt Ltd will share information relating to its performance, customers,
outcomes of meetings and discussions with employees at various levels on a need to
know basis. In other words, information will be shared depending on the need for a
person to use this information to do his / her job. Before disseminating any
information to colleagues / outsiders every employee is expected to apply the same
judgment on whether they need to know.

Amendments to these Rules

Any or all of the above provisions may be amended by the Company at its sole
discretion.

If you would like any clarification of any of the policies or procedures contained within
this HR Manual, please contact internal management who will be glad to provide
guidance and support.

Note: Please go through Annexure for the declaration form

53
 Bismi Hypermart Pvt Ltd

Certificate Checklist
Name: Date:
Sl no. Certificate Ye/No Remarks

54
1 Identity Card
2 Proof of Date of birth
3 SSLC Certificate
4 Pre-Degree / Higher
Secondary Certificate
5 Degree Certificate
6 Post Graduation Certificate
7 Technical Certificate
8 Experience Letter
9 Relieving Letter
10 Pay Slip
11 Others

Bismi Hypermart Pvt Ltd

DATE:

PAYMENT AUTHORIZATION VOUCHER

COMPANY NAME :

1. NAME :
2. DESIGNATION :
3. AMOUNT : RS.
4. ACCOUNT HEAD :
5. PURPOSE :
6. DETAILS OF BI DOCUMENTS :

55
SIGNATURE APPROVED BY AUTHORED BY

Bismi Hypermart Pvt Ltd

TRAVEL ADVANCE REQUISITION

Name : Divn./ Dept.

Grade:
Place of travel :
Date of Travel :
Period of travel :
Please pay me a sum of Rs
(Ruppess

towards travel advance. The account w

be settled within one week from the date of my return.

Advance required Rs. Ps.

1. Travel Expenses :

56
2. Lodging :
3. Boarding :
4. Conveyance :
5. Others :
Total :

Signature Sanctioning Accounts

Authority Department

Date:

Bismi Hypermart Pvt Ltd

Travel Claim Form

(To be submitted within one week of return from travel)

Name of Employee:

Designation: Location:
Travel from: To:
Dates of travel:
Purpose:

Mode of Travel Air / Train / Bus / Car

Amount to be
reimbursed for Travel:

57
 Amount to be
reimbursed for
Lodging:

Amount to be
reimbursed for Food
and Conveyance:
Total amount to be
reimbursed:
Bills attached:

Signature of the Approver Signature of the claimant

Date: Date:

Bismi Hypermart Pvt Ltd

GRIEVANCE REDRESSAL FORM

Emp No: Dept :

Name : Designation:
Date: Time:

Reason for the Grievance:

58
Corrective Action:

First Level Reply:

Date of receipt:
Signature of the Redresser:

Date returned:

Second Level Reply:

Date of receipt:
Signature of the Redresser:

Date returned:

59
 Bismi Hypermart Pvt Ltd

Leave Application Form

I hereby request you to grant me CL/EL/ML/ LWP for __________________ Days

on/from ______________ to ___________________ on account of ___________
______________________________________ Reason.

Signature of Employee Signature of Supervisor

Date: Date:

For Office Use Only

1.) Leave to the credit of employee: __________ Days

2.) No. of Days applied for: ______________ Days

Leave Sanctioned: _____________ Days

Leave Refused: ______________ Days

Approving Authority

Signature:

60
 Bismi Hypermart Pvt Ltd

Declaration Form

I have read and understood the PROFESSIONAL DILIGENCE AND BUSINESS

CONDUCT GUIDELINES thoroughly and will comply with it.

Date:

Signature:

Name of Employee

61
 Bismi Hypermart Pvt Ltd
LEAVE TRAVEL ASSISTANCE CLAIM STATEMENT
Department : Employee Code :
Name
: Location:
Designation:
This is a request for the payment of Rs (Rupees
only) towards
Leave Travel Expense incurred by me.
I furnish the following further details:
From To
Period of Leave
Details of
Journey
Date of
Journey

Details of persons travelled:

Sr Name of the Total
No Person Relation Age Fare

Total 0
Number of Travel Vouchers attached :
.

Particulars of LTA availed during the calendar block

(including LTA received
from the previous
employer):
Sr LTA availed - Tax LTA availed -
No Year of Claim Free Taxable

62
 Declaration:
1. I declare that all relatives indicated herein above are
dependent on me
2. I declare that the information provided above is true and
correct

Employee's Date of
Signature Submission

Checked by : HR Manager:

FOR PAYROLL USE

Distance in shortest route

Mode of Travel
Per Pax First AC Railway Fare for shortest distance
Per Pax Economy Air Fare for shortest distance
Journey's exempted in the current block as per payroll records
Exempted fare for Income Tax purposes
Fare actually incurred by employee

LTA Exempt
LTA Taxable

Prepared By: Checked By:

63
 Bismi Hypermart Pvt Ltd

Sexual Harassment Policy Adherence

Declaration

I, Mr./Ms. ____________________________________________, as a member of the Bismi

Hypermart Pvt Ltd
, have read and understood the Bismi Hypermart Pvt Ltd Policy to Address Sexual
Harassment. I hereby commit to abide by this document in letter and spirit, a copy
of which has been made available to me.

( Name & Signature)

Date :

Place :

Note : Each employee is requested to complete this and hand it over duly
signed to the administration in-charge of the unit (to be retained in the
employee file)

64
 Bismi Hypermart Pvt Ltd
CONFIRMATION REVIEW FORM

Name : Department :
Designation : Reviewer :
Date of Joining : _____________ Date Confirmation Due :______________
1. Key responsibilities for the duration of the probation

2. Assessment of performance for the Probation period

Rating Scale: 1=poor, 2= Average, 3=Good, 4=Very Good, 5=Excellent
Competence/Job Knowledge
2 3 4
1 5

Accountability/Adherence to
schedules
2 2 3 4
1 5

Commitment/Job Involvement
2 3 4
1 5

Learning Ability
2 3 4

1 5

Communication skills
2 3 4
1 5

Teamwork
2 3 4
1 5

Integrity
2 3 4

1 5

65
Strengths:

Areas of development:

Deliverables for the next one Year:

Recommendation Confirm / Extend Probation

Reviewers Signature Date

66
 Bismi Hypermart Pvt Ltd

TRAINING REPORT FORM

1 Course Title
2 Duration
3 Location:
4 Commencement Date
5 Name of the Faculty

I Describe courses/subjects covered during

the training

II Propose how the knowledge and skills

gained from the course can be utilized
further to improve the effective delivery of
services and achieve the goals and objective
of the Organizations

III Your Comments on the content of the

Program and the Faculty/Trainer

Date: Name & Signature:

** Please use additional Sheet if required

67
 Bismi Hypermart Pvt Ltd

EMPLOYEE SEPARATION CLEARANCE FORM

(To be filled and returned to Human Resources)

This form is to be filled (in duplicate if the department requires a copy) on

separation, for the settlement of final dues. The process is to be completed,
preferably, on the last day of work or the last day of handing over charge.

PART I
A. CLEARANCE FROM DEPARTMENT

Employee No. : _______ Name of supervisor : __________________________

Employee ID : ________________

Name : ______________________________ Corporate Function : __________________________

Designation: _____________________________ Location: __________________________________

Date of Joining Bismi Hypermart Pvt Ltd : __ /__ /__ Date of Joining the Group: __/__/__ Date of
Resignation: __ /__ /__

Date of Relieving: __ /__ / __

Address for future correspondence: ____________________________________________________________

(include contact no./mail id)

I hereby declare that I do not have in my possession any property belonging to Bismi Hypermart
Pvt Ltd . I also agree to complete any reference / appraisal for any of my reportees even after
leaving the organisation. I also hereby authorize the company to provide any information as
deemed fit, as a part of my reference check to any of my prospective employers.

Signature of the employee:

________________________________________________________________________________________
Laptop/Desktop:
Password:
Visiting Cards / Calculator etc.:
Manuals/Important documents/CDs/Floppies:
Keys (if any):
Any other:
Signature of supervisor/person taking charge:

68
B. DETAILS OF OTHER ASSETS (To be filled in by Services / Admin. / HR Dept. as the case
may be)
(i) House
(a) Company Accommodation / leased / rented
(b) Charge taken by (Name)
(c) Deposit Amount
(d) Deposit Recovery (Details)
(e) Any other (agreements etc.) Dept Signature & Date
(ii) Vehicle
(a) Type of Vehicle / No.:
(b) Charge taken by (Name) Dept Signature & Date

(iii) Any other

(a) Laptop (Pls mention Asset No / Model)
(b) Laptop Accessories (Bag / cable / other)
(c) E mail ID deactivation
(d) Cessation of Mail access / Domain
(e) Cubicle drawer keys
(f) Access to any other software
IT Dept Signature & Date

(g) Mobile Phone Deactivation

(h) Mobile phone / Landline / Data Card
(i) Mediclaim Card
(j) Employee hired through consultant

Admin / HR Dept Signature &

Date

Any other:

B. LEAVE BALANCE (To be filled in by H.R. dept.)

Privilege Leave opening Balance as on January 1, 20.. Days
Add: PL earned during the year Days
Less: PL availed /adjusted during the year 20. Days
Less: PL adjusted against Notice period Days
Balance Leave for encashment Days

Signature: Date:

69
C. DETAILS OF PERQUISITES / EARNINGS / RECOVERY / ADJUSTMENTS (as on Date of
Separation) ( To be filled in by Accounts/HR as the case may be)
Amount to
Actual Amount to be paid by
be
Amount Period the Company
recovered,
(Rs.) (Rs.)
if any (Rs.)
Salary payable if any
Medical Reimbursement
L.T.A.

Assets, if any
Notice Period recovery
Loans/Travel Advance
recovery
(incl. interest details if any)

Gratuity (to be paid/not paid)

Any other (pl. mention)
PF (to be
withdrawn/transferred)
Superannuation (to be
withdrawn/transferred)
IT Investment/Proof of
investment details
(Adjustment of amounts under each head of the previous year, excess or balance
to be checked & indicated accordingly)
1. His/her attendance during the last working month is as follows :-
CL SL PL LWP PH DAYS WORKED TOTAL

2. Resignation Date is __________________________

3. His/her last working date is _____________________.

4. Salary for the month of _________________ is paid.

5. Salary for the month of _________________ is not paid.

70