Employee Hand Book GTZ

Employee Policy Hand Book 1
GTZ(INDIA)PVT. LTD
Registered Office: Vill Khariberia, Post- Bishnupur (S) Dist - 24 PGS (S)
Employee policy Handbook

Version No : 1 Approved By Managing Director Signature:
Director Signature: Prepared By Personnel & Administration Dept Signature:
Effectible Date
REVISION HISTORY
Sl No Date Of Revision Version No Page No Section/Line/Para Description Of Change
AD DRESS FROM THE HUMAN RESOURCE DESK
As a comprehensive resource this handbook is designed, covering all the area wee feel are of significance to you, and your career with GTZ group. We firmly believe that all our associates are the champions of our growth. It is your capacity and commitment that will determine the success of our company. We must keep our goals and values in perspective at all time, and adopt a sense of ownership and with it the responsibility. We wish to build the ultimate human organisation, with a sense of loyalty and high integrity.
Best Regards Team HR
WELCOME NOTE
From MDs Desk Our goal at Business is simple -- extraordinary customer service as we meet our customer's needs in the personal service industry. We accomplish this by providing information and resources to them that frees them up to address the core goals of their business, and by partnering with organizations who are as committed to quality as we are. Our goals are accomplished by the commitment of every employee. Our values and beliefs require that we:
Treat each employee with respect and listen to their input on how to continually improve our service goals. Provide the most effective and efficient corrective action in resolving customer service issues to ensure our customers' satisfaction. Have an open door policy which encourages interaction, discussions and the exchange of ideas to improve the work environment, and increase our productivity. Deliver competitive, outstanding service to our customers and, where required, partner our customers with vendors who share our vision. Make "Do It Right The First Time" our commitment as a team.
Thanking you With Best Regards
Purpose of the policy Handbook
Employee Policy Hand Book 6 Welcome to the Company. This handbook was developed to provide you with an information resource for common questions and concerns. The information in this handbook is important to all of our employees. Read the manual now and keep it in a convenient place. You will want to refer to your handbook when you have questions about company policies and benefits. Naturally, you wont find answers to all your questions in the handbook. It is neither a law book nor a catalog of personnel policies. In preparing this handbook, we have not tried to give you the minute details of each policy. Instead, we have attempted to present a summary of some of the more important policies. No written statement, no matter how complete, can be a substitute for direct daily contact with your immediate supervisor. Throughout your handbook, you will be able to check the complete information on employee policies and benefits. This advice is continually repeated because its importance cant be overemphasized. If you have questions or concerns about the policies outlined here, you should contact your manager or Human Resources. Circumstances will obviously require that the policies, practices and benefits described in the handbook change from time to time. The company reserves the right to amend, modify, rescind, delete, supplement or add to the provisions of this handbook as it deems appropriate from time to time in its sole and absolute discretion. company will attempt to provide you with notification of any other changes as they occur.
FOREWORD
Employee Policy Hand Book 7 Our employee handbook is a tool to help promote a cooperative and healthy atmosphere, to spell out policies relative to hours, wages, conditions of employment and to provide for the administration of these policies in the interests of all concerned, in keeping with conditions in our area and industry. We are presenting this employee handbook because we feel that if you understand basically what is expected of you, and what you may expect of the company, we shall have an organization which better meets the needs of our customers. The statements as set forth in this book have not been arbitrarily established. Each of them has a sound background of common sense based on the experiences of this company. Employees have suggested many and we will further welcome suggestions from you that will aid in maintaining a constructive and harmonious relationship. Our single most common goal must be to work together to meet the needs of our customers, remembering our customers are mutually our most important assets. SCOPE This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other details and conditions of employment. COVERAGE This policy applicable to all the employee of GTZ (India) Pvt. Ltd.
Companys
Vision
GTZ (India) Pvt. Ltd. would like to be a knowledge-based
organization that achieves economic value for stakeholders by optimizing resources through operational excellence, enabled by technology and driven by continuous innovation to meet customer satisfaction.
&
Mission
To attain and maintain market leadership through technological and product superiority with maximum value-addition, at a competitive cost.
Employee Policy Hand Book 9 About the Company
History of the Organization GTZ (India) Pvt. Ltd. - once the Indian Branch of the USA based business house, Getz Bros & Co. Inc. had started its operation in the business of Chemicals way back 1936 before undertaking the production of Metal Finishing Chemicals in 1985. Collaborating with a USA based Fortune 500 company, a world leader in Speciality Chemicals, GTZ has got off the block in 1985 and since then been finishing it better than others for the leaders with its worldclass Metal Finishing Solutions.
Now A Days we are Besides, leading the way in Indian subcontinent in Steel Mill and Metal Finishing Chemical business with a major market share, GTZ has also extended its foray in Export Market in several Afro Asian Countries which includes Indonesia, Malaysia, Thailand, China, Egypt, Ethiopia, Kenya, Nigeria, Uganda, Tanzania and many more. Not to mention, GTZ is the first ISO-9001:2000 certified Indian organization leaders. Following its excellence from initiation to finish, GTZ has always been superlatively placed on an infrastructure from its inception that provides the leaders an ever-leading edge. Driven by knowledge and technology GTZ is moving ahead with a committed pool of over 400 personnel at Corporate & SBU, manufacturing Metal Finishing Chemicals for the
Employee Policy Hand Book 10 Manufacturing Units, R&D Centre, Marketing & Service Centres comprising Managers, Technocrats, Research Scientist, Engineers, Product Specialist and well equipped state-of-the-art manufacturing facility with 50,000 sq.ft. covered and 200,000 sq.ft. open area with over 15,000 MT production capacity near Kolkata. The experience and expertise of its human resources and the bestowed technical know-how from WITCO, USA have played a pivotal role in GTZs emergence as a leader in its field, where it follows almost every need in Surface Treatment and Metal Finishing with its comprehensive range of Specialty Chemicals.
We are associated with When it matters most, its international partners have always followed GTZ with their technical expertise and support, like its leading customers who follow GTZ to sharpen their leading edge. Allied Kelite Division of WITCO Chemicals Corporation, USA, a Fortune 500 company and a world leader in Speciality Chemicals has followed into a technical collaboration with GTZ in 1981 forging the alliance, creating the leader. The process of redefining technology continues in technical
togetherness with other techno leaders for high performance, environment friendly Metal Finishing Solution.
Bronx Australia.
International,
SMS-DEMAG, Germany. Flat Products Equipment (I) Limited MECON Limited Magadh Dow Germany. Akzo Netherland BASF, Germany 3M Inc., USA. BAYER, Germany. Air Products, USA. Bergische Elektrochemie GmbH, Germany Precision Chemicals, Chemie,
Business Association with Major Plant Manufacturers in Steel Mill Chemical
Business.
Equipment Limited
Business Association with leading for the Chemical finest raw Manufacturers in the world materials.
Association professional institutes.
with
leading /
Institute Finishing, UK.
of
Metal
bodies
Birmingham,
South East Asia Iron & Steel Indian Hot Institute, Dip Kualalampur, Malaysia.
Galvanisers Association
Main Product of the Company
Steel Mill Chemicals Electroplating Chemicals Pretreatment and Phosphate Chemicals Aluminum Treatment Chemicals Hexavalent & Trivalent Chrome Passivation Chemicals Polymer / Thin Organic Coating Chemicals Industrial Cleaners Bottle Washing Chemicals Galvanizing Fluxes Pickling Inhibitors Water Treatment Chemicals
CONDITION OF SERVICES
PURPOSE To maintain harmonies working culture that will enable the employees to understand the GTZ (India) Pvt. Ltd values and culture thereby streamlining the process within the departments to ensure that employee satisfaction is inclined with the values of the company. SCOPE This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other details and conditions of employment. TERMS OF EMPLOYMENT The terms of employment will be as per the details contained in your Appointment letter. The Company shall reserve the right to amend, alter and change any or all the terms and conditions governing employment. The Company will also be the sole judge of the meaning and interpretation of all or any of these terms and conditions and its decisions there on shall be binding on all employees. The employment contract is contract between the individual employee and the company and the terms of contract with others, including your fellow associates. procedures or company rules, standards Any disciplinary of conduct or
regulations, your employment is at will which means the relationship between employer and employee may be terminated by either party unilaterally at any time, with or without notice,
Employee Policy Hand Book 14 for any reason, or for no reason at all. This handbook contains the entire agreement between you and the company as to the duration of employment and the circumstances under which employment may be terminated. Further, the company can demote, transfer, suspend or otherwise discipline an employee in its sole and absolute discretion. Nothing in this handbook, or any other personnel document, including benefit plan descriptions, creates or is intended to create a promise or representation of continued employment, or for continued or indefinite employment at a specific position or rate of pay. EMPLOYEE CLASSIFICATIONS All employees are hired for an unspecified duration; assignment to any of these classifications does not guarantee employment for any specific length of time. Regardless of classification, employment is at the mutual consent of you and the company. Accordingly, either you or the company can terminate the employment relationship at will, at any time, with or without notice. Full -Time Employees - are those normally scheduled for 48 hours of work per week. Part - Time Employees - are those normally scheduled to work less than 48 hours of work per week. Part-time employees are not eligible for company fringe benefits available to full-time employees. Casual Employees - are those who are hired on that basis and work for a special job and/or period of time. Such employees are
Employee Policy Hand Book 15 not eligible for company fringe benefits available to full-time employees. POLICY FOR TEMPORARY EMPLOYEES Introduction Temporary staffs are various persons who fill one-time positions established to undertake a particular piece of work or assist with a particular administrative matter, whose skills will not be needed by GTZ(INDIA) PVT. LTD on a continuing basis This category includes part-time, casual workers and short-term consultants. Appointment Appointment of temporary staff shall be effected by signing of a contract specifying terms and condition of the employment, the duration and the remuneration thereof. The CEO on the recommendation of the department managers shall hire temporary employees. Temporary staff shall not be entitled to any other benefits or overtime. Terms of Service Temporary employees shall enter into a contract with GTZ(INDIA) PVT. LTD, which shall specify the terms of reference, duration of the assignment and fee. The contract shall also have disclaimers from GTZ(INDIA) PVT. LTD regarding insurance, medical and other benefits. It shall place the onus of reporting income to the tax authorities on the temporary staff. The contract will not be valid unless signed by both the CEO and the contracted temporary employee.
Employee Policy Hand Book 16 Short-term consultants Consultants to undertake and provide services to GTZ(INDIA) PVT. LTD shall be hired by the CEO, and approved by the Board of Trustees. The Consultants shall enter into a contract with GTZ(INDIA) PVT. LTD for the services to be provided as stated in the Terms of Reference. EMPLOYMENT ON RELATIONS Our company permits employment of relatives. However, the employment of relatives in the same department can create a conflict of interest. Therefore, immediate family members (see definition below) should not work in the same department for the same supervisor, or for a supervisor who is an immediate family member. Working in the same department for a different supervisor is permitted. Immediate brother. family members include spouse, in-laws, step relatives, domestic partner, parent, child or stepchild, sister or
WORK DAYS
Employee Policy Hand Book 17 GTZ(India) Pvt. Ltd. Follow the work days as follows: Manufacturing Facility( Khariberia) Wednesday to Monday --Tuesday ---Full working Weekly off day
Head Office & Sales Marketing division (Kolkataand Regional)
Monday to Friday--Saturday--Sun day---
Full day working Half Day working Weekly off day
Holidays list consists of 12 Holidays in a year including National Holidays. During emergencies such as weather, fires or power failures can disrupt company operations. The decision to close the office will be made by the Human Resource Department. When the decision is made to close the office, employees will receive official notification from their functional heads.
EQUAL OPPERTUNITY GTZ (India) Pvt. Ltd. Is committed to a policy on equal employment and advancement opportunities for all qualified individuals without regards to race, colours, religion, sex age marital status, national origin or handicap. This is to ensure that equal consideration is extended to all staffs and applicants. All decisions with respect to recruitment and promotions are made solely on the basis of qualifications, viewed in relation to the recruitments of the position. All managers and functional heads are directly responsible for the application of this policy and for ensuring the every one in their department understands and adheres to this policy and for ensuring that every one in their department understands and adheres to this policy. Employees with questions or concerns about discrimination in the
workplace are encouraged to bring these issues to the attention of their manager. Employees can raise concerns and make reports without fear of reprisal.
NON-HARASSMENT POLICY Harassment in employment, including sexual, racial, and ethnic harassment, as well as any other harassment forbidden by law, is strictly prohibited by the Company. Employees who violate this policy are subject to discipline, including possible termination. Racial, ethnic and other forms of prohibited harassment include, but is not limited to: 1. Visual conduct, including displaying of derogatory objects or pictures, cartoons, or posters; 2. Verbal conduct, including making or using derogatory comments, epithets, slurs, and jokes; In addition, sexual harassment is defined by the regulations of the Fair Employment and Housing Commission as unwanted sexual advances, or visual, verbal or physical conduct of a sexual nature. Sexual harassment includes gender harassment and harassment on the basis of pregnancy, childbirth, or related medical conditions, and also includes sexual harassment of an employee of the same gender as the harasser. This includes, but is not limited to, the following types of offensive behavior:
1. Unwanted sexual advances; 2. Offering employment benefits in exchange for sexual
Employee Policy Hand Book 19 favors; 3. Making or threatening reprisals after a negative response to sexual advances; 4. Visual conduct, including leering, making sexual gestures, displaying of sexually suggestive objects or pictures, cartoons, or posters; 5. Verbal conduct, including making or using derogatory comments, epithets, slurs, and jokes; 6. Verbal sexual advances or propositions; 7. Verbal abuse of a sexual an nature, graphic body, verbal sexually
commentaries
about
individual's
degrading words used to describe an individual, suggestive or obscene letters, notes, or invitations; 8. Physical conduct, including touching, assault, impeding or blocking movements. Examples of sexual harassment include (a) an employee being fired or denied a job or an employment benefit because the employee refused to grant sexual favors or because he or she complained about the harassment; (b) an employee reasonably quitting his or her job to escape harassment; or (c) an employee being exposed to a hostile work environment. The Company will take all reasonable and will steps to prevent and harassment from occurring take immediate
Employee Policy Hand Book 20 appropriate action when the Company knows that unlawful harassment has occurred. If you have been harassed by a co-worker, supervisor, agent, vendor or customer, or if you believe that another employee has been harassed, you have a duty to promptly report the facts of the incident or incidents, and names of the individuals involved, to (Option: (1) Department Heads Option: (2) P&A Department)
The matter will be immediately and thoroughly investigated, and confidentiality will be maintained to the extent possible. After reviewing the evidence, a determination will be made concerning whether reasonable grounds exist to believe that harassment has occurred. It is the obligation of all employees to cooperate fully in the investigation process. The Company considers any harassing conduct to be a major offense which can result in disciplinary action for the offender, up to and including discharge. The Company will take action to deter any future harassment. In addition, disciplinary action will be taken against any employee who attempts to discourage or prevent another employee from bringing harassment to the attention of management. The persons involved will be advised of the determination if appropriate. The Company wants to assure all of its employees that measures will be undertaken to protect those who complain
Employee Policy Hand Book 21 about harassment from any further acts of harassment,
coercion or intimidation, and from retaliation due to their reporting an incident or participating in an investigation or proceeding concerning the alleged harassment. LOSS ON COMPANY PROPERTY Company property including cash is at time entrusted to an employee as a part of Normal duties. The employee concern is wholly responsible for the safe custody /handling of company property / cash entrusted to the employee. An employee entrusted with such company property / cash has to ensure the safe return / handling of such property / cash. In the unlikely event of loss of such property / cash, while the Company may empathize with the employee such loss cannot be made good / reimbursement to the employee. Employees should treat Company property / cash entrusted to him with the same caution, as they would treat property / cash belongings to them. In case of high value item such as computer / laptop / etc. employee must ensure that the Company insure such expensive equipment against loss / theft / damage, besides ensuring the safe custody of such items DATA PROTECTION POLICY The protection of confidential business information and trade secrets is vital to interest and success of GTZ(India) Ltd. All employees are required to sign a non disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business information will be
Employee Policy Hand Book 22 subject to disciplinary action, including termination of
employment and legal action, even if they such do not actually benefit from the disclosed information. Such confidential information include to, the following examples: a) b) c) d) e) f) g) h) Compensation data Financial Information Marketing Strategies. Pending projectsand proposals Proprietary production process Personnel / payroll records Conversation between any persons associated with the Security related information
company.
INTERNET Visit internet sites that contains obscene, hateful or other objectionable materials. Make or post indecent, racial or sexist remarks, proposals or materials on the internet. Place indecent, confidential or defamatory remarks about any third party, and in particulars competitors, customers, suppliers, collaborators, investors or any other business associate of GTZ (India) Pvt.
Ltd. On chat sites or bulletin boards. Downloads any software or electronic files without implementing virus protection measures that have been approved by the company. MEDIA ENQUIRIES Any enquiries from the media are to be referred directly to the Directors or Managing Directors. Under no circumstances are any
Employee Policy Hand Book 23 other members of staff authorized to discuss company matters with any person from the media. The Managing Director must approve all press release. Any one found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment. INFORMATION SECURITY POLICY User & Access privileges Every user is given only user access privileges. The user cannot change the desktop background; install/uninstall software or any programs, change IP Address of the machine, etc. The user is not given any privileges to change the desktop background on his/her machine. The desktop background on every machine is GTZ company logo. This is applicable to all the domain users in the network. Every user is allowed a maximum download limit of 20mb, above which permissions are denied. Increased downloads may cause the server to be busy and might create other problems. Whenever there is a change in role of an individual, the access rights will be reviewed and new access rights will be provided depending upon new role and responsibilities as determined by the role being played by the person. All changes will be made on the intimation of the concerned HOD.
Employee Policy Hand Book 24 Whenever the user forgets the password, the system
administrator shall change the password for the user through the System Administration log in based on a request from the user via email. The Regional Service Delivery Manager/System administrator receives a mail from the HR Department for deletion of e-mail ID. Also, the RSDM has to acknowledge the NDC after which the user login ID & password are deleted from the server. Creation of e-mail id The HR Department sends a request to the System Administrator for creation of new e-mail id through mail. Only upon intimation from the HR Department the system administrator creates the email id & configures outlook/outlook express on the users machine. All new users shall be created by the System Administrator based on the communication issued by the HR department. At the time of creation of User, a login ID and a password will be given. The Login ID will be permanent but the password would have to be changed by the user at first logon. A password will be valid for a limited period as determined by the system administrator in the password policy after which it will have to be changed. Auto-lock or screen saver If the user desktop/laptop is inactive for 7 or more minutes the machine is automatically locked (Ctrl+Alt+Del screen) & the owner of that machine has to re-login to start his/her work. At the
Employee Policy Hand Book 25 same time there is a screen saver running at the background as part of awareness to the employees with security precaution catch lines & pictures. In an effort to reduce risks to IT assets, the physical security of GTZ (India) Pvt. Ltd. computing resources ensured. Physical security involves providing environmental safeguards as well as controlling access to equipment and data. For example, server rooms must remain safe, secure, and inaccessible unauthorized individuals and storage cabinets containing critical business records must always locked and secured. Be aware of those areas with restricted access. Make sure that individuals are displaying proper GTZ (India) Pvt. Ltd identification. Tailgating is a term used in the context Physical Security to mean, Gaining access to a restricted space by following an authorized individual through an access controlled door. Be aware of people who follow you into restricted building who do not display proper employee identification. If they do not, you should tell them to report GTZ (India) Pvt. Ltd Information Security Cell through a public access door. Even if you think you recognize someone as an employee, you CANNOT simply let them in the door. You have no way of knowing they have been recently suspended or terminated. Proper security must also be maintained outside doors and windows to prevent unauthorized entry, which could cause damage to GTZ (India) Pvt. Ltd. For example, make sure doors and/or windows are not propped open with cardboard obstructions. Internet Usage
Internet access is for the purpose of increasing productivity. Surfing the internet or wandering away from your business objective is not a productive or acceptable use of this tool. This misuse can connect you to web sites that may contain programs that appear harmless, but could cause damage to GTZ (India) Pvt. Ltd systems. Because it is plain text, most information transmitted over the Internet is subject to interception, reading, and copying by other people. Encryption, which scrambles information during transmission, reduces this vulnerability. Be aware that all Internet use is subject to monitoring and you should have no expectation of privacy while using GTZ (India) Pvt. Ltd -provided equipment. E-mail Usage IS Policy, E-mail Guidelines and Requirements, states that employees must use GTZ (India) Pvt. Ltd e-mail system for all email correspondence. All messages sent or received using these e-mail resources are owned by the GTZ (India) Pvt. Ltd and may be considered Departmental records. This means you should have no expectation of privacy in the use of the e-mail system. It is your responsibility to be aware of important issues such as the rules regarding personal use, passwords, and attachments; when and how to send mass mailings and group messages; and the list of unacceptable activities. This information can be found in IS policy statement. An important issue with regard to e-mail is attachments, which in some cases could contain a virus or other malicious code. If you receive an unexpected e-mail attachment,
Employee Policy Hand Book 27 it is important that you do not open it - even if it is from someone you know. Attachments must not be opened for the virus to infect your computer. The easiest way to find out if the attachment is valid is to make sure the e-mail really came from the sender. If you have questions, contact the Help Desk and/or the ISO. More information can be found in IS policy Manual, Virus Prevention, Detection, and Removal.
FOOD & BEVERAGES AT WORK STATIONS You are advised not to consume food or beverages at your work station. (Except tea / coffee) We seek your cooperation to keep your work areas as neat as possible. Employees are allowed a half an hour lunch break once in a day and 15 minutes tea break twice a day. No body will allow entering the premises in intoxicating conditions. Employees who dont adhere to the break policy will subject to disciplinary action, including termination. VISITORS AT WORK PLACE To provide for safety and security of employees, visitors and the facilities at GTZ(India) Pvt. Ltd. ,only authorize visitors are allowed in workplace. Restricting unauthorized visitors helps ensure security, decrease insurance liability, protect confidential information, safeguard employees welfare and avoid potential
Employee Policy Hand Book 28 distraction and disturbance. All visitors must enter through main reception are receive a visitors pass at the front desk (Security post) Authorized visitors will be escorted to their destinations and must be accompanied by an employee at all times. The visitor pass is issued by the security officers. Every employee should ensure to restrict their personal visitors to the reception area and would not allow inside the office for any reason. It is necessary for every employee to keep in mind that office is meant to run companys business. ACCOUNTABILITY A senior person cannot pass the buck to his juniors for the failure of work or delay. He has to have his control systems for jobs he gets done for his juniors and also make them accountable to himself. Their failure, so far as his seniors are concerned, is his own failure and HOD should accept his normal responsibility. APPEARANCE AND COURTESY Neatness and good taste in dress, care in personal cleanliness, interest in your work, and a willing, cooperative attitude toward associates, customers and visitors are recognized and appreciated business assets. No matter what your position might be, its important to remember that good manners give a good impression. Being pleasant and courteous to customers, visitors, and your coworkers is an important part of your job. OPEN DOOR POLICY
Our company recognizes that in any employee group, problems, difficulties, and misunderstandings may arise. It is the desire of the company to see that every problem is handled promptly. To this end, the company will endeavor: 1. To invite employees to talk frankly with their supervisor or
to anyone else in authority, when they have a problem of any kind, with the assurance that it will not be held against them by their supervisor or anyone else in authority. 2. To provide an open door at all times for employees to management any decision they feel to be unfair. The company is most sincere in encouraging any employee who feels he or she has not been treated properly, or who has a problem of any kind, to make it known to management through the open door policy.
discuss with upper
OFFICE EQUIPMENTS AND USAGE POLICY

PURPOSE The main objective behind this policy is to control the internal cost or wastage by using the internal communication devices (Internet and telephone) and office equipments (scanner, printer, photocopier). The purpose of this policy is to protect the information assets of GTZ (India) Pvt. Ltd. SCOPE The policy provides guidance on the use of mobile and desk telephone, the circumstances and conditions for the usage and the criteria for the provision of Mobile Reimbursement to the employees. PERSONAL TELEPHONE CALLS Telephones are intend for the use of serving our customers and in conducting the Companys business. Personal usage during business hours is discouraged except for extreme emergencies. All personal telephone calls should be kept brief to avoid congestion on the telephone line. Long time conversation of personal calls should be brief to ensure that there would not be any disruption to the other employees work. It is advised to all the employees to ensure that the mobile ring tone should be to an extent where it is audible to self and not to the whole company. Since it is a disturbance to other employees and this become a practice by others to follow on. Therefore it is strictly instructed to
Employee Policy Hand Book 31 the employees to minimize the volume of the ring tones and ensure it is not a disturbance to the other employees.
INTERNET USAGE Company provided system, computer files, the email system, internet access and the software furnished to employees are company property and are to be used for company business only, and not for personal use to communicate with friends for family or to access the Internet for personal purpose. Employees may access the internet for studying and update knowledge to wither complete their certification or to retrieve the information that is useful for the individual growth and also for the growth of the company. Any employee is restricted from attempting to elicit information which is not relevant and is not eligible for its access. If any employee is found to do the same then it is considered violating of the policy. In order to enforce these policies, computers, internet email usage may be monitored by GTZ(India) Pvt. Ltd. Including retrieving and reading e-mail message and other computer files and monitoring of Internet Traffic. PRINTER AND PHOTOCOPIER USAGE All the employees should understand the importance of using the office equipments economically. Letter heads to be used with the permission of the Reporting Managers only. Letter heads are to be utilized for official purpose only and not to be left around work
Employee Policy Hand Book 32 station un attended. Also when not in use, letter heads to be kept under lock and key. Please follow ethics while using printers and photocopier. a) Allow others to use these machines at times of emergency provided the stationary (paper) are brought by self. b) Dont disturb or enforce the printer owners to take print while they are amidst of important task or while they are taking the prints. c) Ensure there are no letter heads placed in the printer while taking a print if it is not required to take on the same. d) Ensure to handle the machines smoothly and rough handling may cause to spoilt the system. e) In case of cartridge shortage or any other trouble please inform the personnel concerned about the same. f) For rough usage or for informal usage, photocopy or print can be taken on one sided papers too. g) Personal usage of printer or photocopier can be restricted to certain documents like certificates, passport or driving license or maximum of 3 page.
HUMAN RESOURCE POLICIES

PURPOSE The main purpose of this policies is to set guidelines for manpower planning maintenance and accuracy of personal records, employee occurrences, absence and tardiness.
SCOPE
Employee Policy Hand Book 33 The HR policies are implemented across the locations irrespective of levels as mentioned accordingly in the policies. This creates a systematic process in the organisation without any chaos. HOURS OF WORK & ATTENDANCE AND PUNCTUALITY For attendance monitoring we maintains Anglo Swiss Clock punching attendance system. At the time of joining Personnel dept will provide attendance card to each of the employee. Employees enter in the factory by punching his attendance card at the main gate. Individuals shift timing will be recorded in the attendance card. At the time of punching if the punching clock not responded properly immediately contact with the personnel dept. and authorized your card. Otherwise your attendance may not be considered as valid. Shift Working Hours:
(Manufacturing Facility at Khariberia)
SHIFT STARTING TIME CLOSING TIME TEA BREAK LUNCH TIFFIN BREAK /
A G B
06-00 A.M. 09-30 A.M. 02 00 P.M.
02
00
08-00 AM TO 08-10 AM 11-20 AM TO 11-30 AM 05-30 PM TO 5-40 PM
10-10 AM TO 10-30 AM 1-30 PM TO 1-50 PM 09-30 PM TO 09-50 PM
P.M. 06 - 00 P.M. 10 00 P. M.
(For Head Office & Sales Marketing Division, Kolkata and Regionals)

SHIFT STARTING TIME CLOSING TIME TEA BREAK LUNCH BREAK / TIFFIN
09-30 A.M.
06-00 P.M.
11-20 AM TO AM 11-30
1-30 PM TO 1-50 PM
Note: Tea will be provided once in every shift (except general shift)
Grace Period:
Management allows 15 minutes grace period after the normal shift starting time as per the existing policy and practice of the Company.
Late attendance:
Employees comes late, has to regularize his attendance by the approval of HOD. (Pease see the ANNEXURE A Late Attendance Approval Form) For consecutive 3 late attendances (after 15 minutes of shift timing) in a month CL will be deducted automatically. After half an hour from the normal shift timings employees will not be allowed to join duty without the approval of superior.
SHIFT
ACTUAL SHIFT STARTING TIME
GRACE PERIOD UP TO
ATTENDANCE WILL BE TREATED AS LATE FROM TO
A G B
06-00 AM 09-30 AM 02-00 PM
06-15 AM 09-45 AM 02-15 PM
06-16 AM 09-46 AM 02-16 PM
06-30AM 10-00 AM 02-30 PM
Note: You may be required to work different work hours under special circumstances. Your immediate / reporting manager is to be consulted if there are any questions about hours of work or if any variations is required. If at clients / customer site , there working hours should be adhere to.
POLICY ON LEAVE
LEAVE STRUCTURE OF THE COMPANY (Applicable for across the location)
LEAVE THE YEAR FOR WHOLE MAXIMUM PERMISSIBLE ACCUMULATION
CASUAL
LEAVE
3 7 25
0 15 80
(CL) SICK LEAVE PRIVILEGE LEAVE
A) CASUAL LEAVE
Casual Leave (CL) cant be granted for more than three (3) days at a stretch. Casual Leave application shall be submitted to the personnel department within 2 days after joining in duty. CL cant be carry forwarded to the next year. Casual leave can be allowed for fraction of the days but minimum .5 days.
B) SICK LEAVE
Employee Policy Hand Book 36 Sick Leave (SL) for more than 2 days shall be submitted along with fitness certificate of any recognize doctor. (ESI Covered employees has to submit the fitness certificate from ESI Panel doctor) The leave application along with fitness corticated shall be submitted within 2 days after joining in duty. Maximum 15 unused SL can be forwarded to the next calendar year. Only Sick Leave (SL) can be taken with Casual Leave (CL) or Earn Leave (EL) at extreme Emergency. An employee can avail SL after successful completion of probation period. B) PRIVILEGE LEAVE Privilege Leave is encashble. An employee will be eligible to apply for encashment of Earn Leave as per the policy and practice of the organization. Employee has to submit application to the HR department. (E-Mail application shall not be applicable). Earn leave will be encashed once in a year within the month of December. Beyond the permissible limit earn leave will be automatically lapsed. (EL will be calculated as per the Act.) COMPENSATORY OFF Compensatory off is applicable for staff members only. If any employee working in his off day, he is entitled to get a compensatory off within two months from the date of schedule off day.
Employee Policy Hand Book 37 MATERNITY LEAVE Female employees who have been working with the company for not less than 90 days will be eligible for 90 days of paid maternity leave, up to two confinements To facilitate arrangements for cover of duties, application for maternity leave will have to be made not less than two months prior to the date of commencement of leave. Absence from work due to miscarriage or any other illness arising out of pregnancy will not be considered as maternity leave, but as normal medical leave. Employees covered under ESI, shall govern as per the ESI guidelines. PATERNITY LEAVE Male Employees will be granted paternity leave for 5 working days. The leave should be availed within three weeks time of the birth of the child. This will be applicable up to a maximum of two confinements. HOLIDAYS Holidays commemorating events of national, social and religious significance are offered to employees. Apart from scheduled weekend/ earned & casual leaves there are 10days declared as paid holidays every year. Holidays list will be put up every year in January and accordingly applicable.
LEAVE PROCESS & PROCEDURE
Employee Policy Hand Book 38 Before proceeding on leave (EL) employee has to authorize and approved his leave card. Casual Leave (CL) cant be granted more than two (2) days at a stretch. Casual Leave application shall be submitted to the HR department within 3 days after joining in duty. For Sick Leave (SL) more than two days (2) shall be submitted fitness certificate of any recognize doctor. (ESI Covered employees has to submit the fitness certificate from ESI Panel doctor) The leave application along with fitness corticated shall be submitted with 3 days after joining in duty. Only Sick Leave (SL) can be taken with Casual Leave (CL) or Earn Leave (EL) at extreme Emergency. At the end of the year SL & EL will carry forward to the next calendar year as per the permissible limit mentioned in above table. Earn Leave is encashbale. After 80 days accumulation an employee will be eligible to apply for encashment of Earn Leave.
Prefixing & Suffixing of Leaves: Both prefixing & suffixing of leaves is not permissible. Special Note:
Employee Policy Hand Book 39 Illustration: 1 Saturday Sunday Monday Tuesday : : : : Leave Off day Leave Working day
In the aforesaid event employee has taken 2 days leave, but 3 days leave will be counted, Saturday Sunday Monday. In intervening Holiday: Intervening holidays except the National Holidays between leave viz casual / earned leave will be treated as leave Illustration: 2 Sunday Monday Tuesday Wednesday Thurs day Friday : : : : : : Holiday Working day, but leave taken Holiday Weekly off day Working day, but leave taken Present
In the aforesaid event, if an employee avails leave on Monday and Thurs day then four leaves will be counted instead of two.
Note: The Management reserves its right to amend the aforesaid as demanded appropriate at any time.
OVER TIME DUTY POLICY
Employee Policy Hand Book 40 Objective: To utilize the man-hours in best effective manner, and to prevent the unnecessary overstay of the employees and workmen. Scope: All permanent workmen and all staff up to Executive level who has already completed the probationary period. General Rules: An employee or workmen can overstay in utmost emergency only. HOD has to ensure the utilization the potential of the manpower in best possible manner. Entitlement: For Workmen: As per the rules prescribed in Factory Act. For Staff: Overstay duty will calculate if the employee overstay for more than 2 hours in any working day. He will be eligible to get a paid leave after accumulating 8 hours duty. Date of Commencement : With Immediate effect. Administrative Procedure: HOD has to raise the OT requisition form (Attached) with proper justification of Overstay. OT requisition form shall be approved by the Works head. Approved OT requisition form will come to P & A Dept. and P&A dept. will keep the necessary records. Paid leave against 8 hours duty has to avail within 2 months from the completion of 8 hours. These leave cannot be clubbed with any other leave. (Except some special cases) Workmen will get the OT payment with monthly wages.
BUDDY REFERRAL POLICY The company encourages you to refer candidates for all positions. Periodically, P&A dept. will announce positions vacant in the organisation to team by way of mail or internal communication. The associate needs to inform P&A about the candidates that match the position before he / she appears for 1st round of interview. However in the event there is any misconduct on behalf of the employee, the person who referred the candidate can also be sent a notice. RECRUITMENT POLICY Introduction Recruitment and Selection aim to search and hire suitable candidate to fill vacancies in GTZ (INDIA) PVT. LTD. with the view to satisfying human resources needs. The search may be internal and/or external. Any position within GTZ (INDIA) PVT. LTD that become vacant will be filled, on completion of a requisition form by the immediate supervisor. Restructured on newly created positions will only be activated upon approval from the board. The success and adaptability of a Company depends upon the recruitment of employees who are flexible, adaptable and committed to the success of the GTZ (INDIA) PVT. LTD. Objectives
Employee Policy Hand Book 42 This section aims to promote and maintain high standards of professional recruitment practice by encouraging recruiters to adhere to best practices. Its purposes are to: a) Ensure that recruitment is considered an essential part of the human resource b) Strategy and consequently an integral part of the overall business strategy; c) Ensure and explain best practice for all types of recruitment; d) Maintain professional standards whether recruits are easy to find; e) Ensure that equality of opportunity is considered an integral part of good recruitment practices and procedure; Recruitment Authorization Procedure Authorization All authorization procedure detailed below must be completed prior to the commencement on any recruitment procedure. a) Prior to the employment of any employee the Manpower Indent n Form must be completed. b) The employment of all individuals for budgeted positions within GTZ (INDIA) PVT. LTD must be authorized by the Department Head and Chief Executive Officer. c) Employment of Personnel Officer. Procedure a) The Department Manager will complete the Employment Authorization form. to the position of Manager of Departments will require the authorization of the Chief Executive
Employee Policy Hand Book 43 b) The Department Manager is responsible to ensure correct authorization procedures have been complied with. c) The Department Head will provide the Human Resources Officer with a fully authorized Employment Authority Form and instruct commencement of Recruitment. d) The Human Resources Officer will control that the correct authorization has been obtained. When all is in order they shall commence the recruitment process. Newly Created or Restructured Positions Authority shall be vested in the Board to consider request for the activation of a newly created or restructured position. a) Activation of a position shall be allowed by the submission of an Employment Authorization Form by the Department Manager to the Human Resources Officer. b) Once the need to fill a vacancy has been identified, the Department Manager will submit a motivated recommendation to the Board for the activation of the position. c) Internal Advertisements shall be sent via e-mail or other means to all employees by the Human Resources Officer, while external advertisements shall be placed in specified local newspapers. Employment Procedure a) The Human Resources Officer shall receive all applications for employment and
Employee Policy Hand Book 44 shall acknowledge receipt thereof in writing. All applicants for employment shall be addressed to the Human Resources Officer. b) The Human Resources Officer shall sort all applications that meet the minimum appointment requirements as advertised, and then forward these applications to the Department Manager concerned, together with a full list of all applications received. c) The Department Manager, in consultation with the Human Resources Officer, shall draw up the shortlist of candidates for interviewing. d) The Human Resources Officer shall invite the short listed candidates for interviews, and will ultimately make a recommendation to the Chief Executive Officer for appointment. e) GTZ (INDIA) PVT. LTD shall bear subsistence and travel and travel expenses of short listed candidates from places other than the duty station. A summary of the interviews shall be prepared by the Human Resources Officer and kept for record purposes. f) The Human Resources Officer shall ensure that Reference Check on shortlist candidates is done, and then the employment offer in consultation with the relevant Department Manager to the selected candidate which upon acceptance shall be followed by an appointment letter signed by the Chief Executive Officer or his/her delegate. Once the selected candidate has accepted the employment offer, the Human Resources Officer shall send regret letters to all the unsuccessful candidates. Employment Interview Panel
Employee Policy Hand Book 45 The Employment Interview Panel shall be provided with the ground rules of and procedures for interviewing (by the Human Resources Officer) prior to the actual commencement of interviews. The Panel shall consist of the following persons: a) The Department Manager concerned b) The Human Resources Officer c) For Management Positions the Director as well as a selected Board Member shall attend. Age GTZ (INDIA) PVT. LTD shall, in terms of the Labour Act, not employ any person under the age of (16) years. Applicants of sixty (60) years and older can only be appointed on approval by the Chief Executive Officer or by the Board. Employees so appointed can only be appointed can only be appointed in a temporary capacity, and such cannot become members of the pension Fund.
Appointment All staff will be appointed by the GTZ (INDIA) PVT. LTD of Trustees or as delegated Letters of Appointment: The formal letter of appointment will bear the signature of the Chief Executive Officer or as delegated. The letter shall require the signature of the appointee before the appointment is considered effective. Job Description: On appointment, an employee shall be given a job description. This shall
Employee Policy Hand Book 46 specify the scope and terms of reference for their position. Each member of staff is expected to devote their time and attention to their work and not engage in activities that may conflict with GTZ (INDIA) PVT. LTDs interests or negatively affect their performance. Job Descriptions shall be reviewed yearly. employees immediate supervisor shall make an appraisal report recommending a confirmation or termination of the employees services. Where necessary, the probation period may be extended as considered necessary by GTZ (INDIA) PVT. LTD. An employee who is on probation may have his appointment terminated at any time without notice. In the event of such termination, the employee is paid for the period worked up to the time of termination Confirmation of appointment. On recommendation from the immediate supervisor, the Chief Executive Officer shall in writing, confirm the appointment. Duration of employment: Unless otherwise stated, employment for all staff shall be on permanent basis subject to satisfactory completion of the probation period and availability of funds.
Personal Data On acceptance of an appointment, the new staff member is required to complete the Employee Personal Data form - (See Appendix 3). New employees must also furnish GTZ (INDIA) PVT. LTD with declaration of dependants, that is spouse and own children; next of kin and provide photocopies of certificates and other testimonials.
Employee Policy Hand Book 47 Any changes in personal status shall be reported promptly to the Human Resources Officer by completing a fresh Personal Data Form. Staff records and related correspondence shall be treated confidentially at all times. Induction All new staff shall undergo induction training to assist them in the process of becoming integrated to the institution within the shortest time possible. The respective immediate supervisor in collaboration with the HR Officer shall conduct induction training. See checklist for induction as Annexure:
PERSONNEL RECORDS & PRIVACY Every employee is bound to submit their documents either on the day of joining or within a week of joining failing which their salary for the month would not be processed. Personal files are the property of GTZ(India) Pvt. Ltd. And access to the information is restricted. Employee who wish to review their own file should contact their Manager or P&A representative with reasonable justification. Employee records maintained by the company will contain only information that is relevant and necessary to meet various legal requirements and to ensure efficient Personnel Administration. Please inform P&A department of changes in personal data and the person to be notified in case of emergency. Employee personal File should contain the following Documents: 1) Details bio data of the Employee.
Employee Policy Hand Book 48 2) 3) 4) 5) 6) 7) 8) 9) 10) At least two copies of self Photo Duly filled Employment form of the company. Date of Birth proof. Copy of all testimonials regarding General & professional qualification. Identity proof (Voter Card / PAN card/ Passport / D. License) Accepted copy of resignation letter and release letter of the last organisation. Proof of compensation & benefits of last organisation. Accepted copy of offer letter / Appoint letter of GTZ. All communication with the company (GTZ)
Up to date records have to be maintained for emergencies and benefit plan in the GTZ. It is the responsibility of the employee to notify any changes in personal data to his immediate manager or P&A department to update his personal records. Personal data such as: 1) 2) 3) 4) time. EMPLOYEE ORIENTATION Orientation is a formal process that is designed to welcome the new employees to be informed about the policies & procedures of the Mailing address Telephone number Name & number of dependent Individuals to be conducted in the event of an emergency.
All employees personal data should be accurate and correct at all
Employee Policy Hand Book 49 company. Employees are presented with all the requires source and procedure needed to navigate within the workplace. Induction for the employee is conducted by the P&A department, other administrative procedure of Induction & Orientation is as follows: All department heads or the authorized person of him will spare time as per the program sheet and help the new joinee to understand the process Personnel department will prepare the Induction & Orientation Program (Annexed) for the new joinee and send it to all department heads. P&A dept. will inform the concern dept. heads at least one day before to spare the time for Induction of New employee. After giving induction Dept. head will put his signature in the forms. End of the Induction program works head will seat with the new employee and evaluate the whole process. If he feels satisfied, advise him (new employee) to join for Training. If required he can extended the Induction program for certain department.
PROBATIONARY PERIOD As a new associate, the new employee will go through a probationary period. The length of probationary period will be specified in your letter of appointment, it is generally or 6 months. During this time you will have the first opportunity to evaluate the company as a place to work, and we will have our first opportunity to evaluate you as an associate.
Employee Policy Hand Book 50 When performance warrants it and at the discretion of Management, your probation period may be extended. Upon satisfactory completion of the probation period, you will become a full time
regular employee of the company, we will confirm you by writing. All associates regardless of classification, status or length of serviced are expected to meet and maintain company standards for job performance & behavior. STAFF MOVEMENT POLICY (TRANSFER) There may be situations during your employment with the company that may require you to be transferred from one work group to another. Should such a need arise, your reporting Manager and Company Head will strive to accommodate the needs of the department and your interest. In order to facilitate your movement from one place to another in the event of job transfer and to alleviate the financial strain on you at such a time the following policy has been framed. A transfer could be to any office in India. Transfer can be affected could be a result of management decision In which case the following policy is followed. In the event of transfer being on request, the policy may not be applicable. 1) Travel Fare: Third AC train fare for self and family (Spouse & dependent children) for movement form present location to transferred location. 2) Relocation / Transfer expenses: Rs. 1500/- to take care of various sundry expenses related to shifting will be reimbursed.
Employee Policy Hand Book 51 3) Transportation of luggage: GTZ (India) Ltd. Will
reimbursed the actual expenses incurred by you towards the transportation to your belongings from the current place of posting to the new place of posting subject to the bill being attached with the claim. Before selecting a transporter for packing, unpacking, loading, unloading and transfer including insurance of all goods, you need to send three quotations from a reputed packer & movers to P&A department fro prior approval. A list of all item to be transported should be attached as annexure. You may then go ahead with the transport of personal effects on the basis of the approved quote. Five days leave will be granted as special leave to the employee, for packing un packing and related matters. 4) Transportation of Vehicles: In the event where an employee has to transfer his vehicles (Registered in his / her name only) the same has to be done by the employee and the amount will be reimbursed by the company. 5) Request Transfer: Management may consider your request for transfer, based on factors such as availability of the vacancy, employees past records, utility to company etc. No entitlement are applicable. Request transfer are not a matter of right; these will be solely at the discretion of the Management. General Notes: Personnel department through the respective transfer is Manager will issue a letter of Transfer. Before a request
affected, a fresh set of KRAs will be given to the member at least 15 days in advance. The employee must submit the clearance / transfer
Employee Policy Hand Book 52 certificate (to be filed in by the new Reporting Head and the present Reporting Head allowing transfer) prior to movement.
COMPENSATION AND BENEFIT

SALARY ADVANCES & LOAN Main objective of staff advance is to provide a support to the employees at their extreme emergency such as Marriage of self / Sister/Son /daughter, Hospitalization of Self/ family members/ dependent parents / widow sister, Self education/ child education. Eligibility: All employees from Asstt. Officer to Manager Level Are covered under this policy. The applicant should be confirm employee of GTZ (India) Pvt. Ltd Interest rate & processing fees: Zero
Loan Amount The loan amount will be Maximum ten (10) months basic salary. Recovery of Loan The loan amount to be recovered in 20 equal monthly Installment. The EMI will be deducted from the salary of the employee in every month.
Administrative Procedure: Application in a prescribed format (Annexed) along with the documentary proof of the loan requirement to Personnel Dept. Personnel Dept. Process the Application and send it to higher authority for necessary approvals. After getting the approval personnel dept will send it to Finance dept for payment. Employee will be required to sign a Promissory note to the value of the loan sanction to him. In the event of the employees separation from the Company, the employee will repay the out standing loan amount with interest against him, otherwise the due amount will be adjusted with his full & final settlement. TAX COMPLIANCES You shall be expected to comply with tax, exchange control and other legal requirements applicable, at all times. The company reserves the right to deduct the Income Tax at source/other statutory contributions as required by law on a monthly basis, from your salary. PROVIDENT FUND The employees provident fund provides social security benefit to you. The Provident fund maintained in GTZ is under the trustee board. The company will contribute an amount equivalent to your own contribution to the fund. PF interest rate is same as RPFC. End of the financial year, individual will get the PF slip which will show the your
Employee Policy Hand Book 54 annual contribution, interest and total accumulated amount up to date. GRATUITY POLICY Payable: At the time of separation (Minimum 5 years of uninterrupted Service) Retirement date shall be finalized with consideration of date of birth documents produced at the time of Joining. In case of death or disablement, the gratuity is payable, even if he has not completed 5 years of uninterrupted service. Maximum amount Payable as Gratuity: Max. Gratuity payable under the Act is Rs. 3,50,000/- (w.e.f. 24-91997)
Calculation of Gratuity: (Last drawn Basic Salary x No of years of service x 15) / 26 Contribution: As per the Payment of Gratuity Act 1972 (4.81 % of Basic Salary) Penalty: Nonpayment of gratuity payable under the Act is punishable with imprisonment up to 2 years (minimum 6 months) and/or fine up to
Employee Policy Hand Book 55 RS 20,000/-. Other contravention/offenses attract imprisonment up to 1 year and/or fine up to RS 10,000.
TRAVEL POLICY
This policy is applicable to all full time employees. In GTZ travel policy divided in to 2 different policies. a) Local Conveyance policy: This policy can be implemented only if the travel travel is within the city with a radius of 100 Kms and if the tour period is less than 12 hours b) b) Domestic Travel policy: This policy can be implemented only if the travel is outside the city or is in the outskirts and if the tour period is more than 12 hours. LOCAL CONVEYANCE POLICY If you have to travel for official purpose within the same city, you are entitled to local conveyance reimbursement. No reimbursement for routine travel from residence to place of work would be allowed. For those employees deputed to a client site for a project, the client site constitutes the place of work. In such cases visit from a client site to the office will be eligible for as reimbursement as local travel. The reimbursement shall be done based on the following guidelines: I. Travel expenses may be reimbursed only where the purpose of travel performed is only for the conduct of business of GTZ(India) Pvt. Ltd.
Employee Policy Hand Book 56 II. It is the responsibility of each employee who seek
reimbursement for travel to ascertain that such claim is in accordance with the rules and regulations will result in delay of payment and may lead to total rejection of the claim. III. When two or more employees travel in a single private conveyance, only one shall receive the reimbursement under the following circumstances: The vehicle on which the employee is traveling should either be their own or if hired from any local travel agent would receive the reimbursement. If the employees are not using only of their own hired vehicles and traveling by private mode of transport like auto rickshaw or bus or any local train or sharing services then one of them would receive the reimbursement. Traveling reimbursement claim must be submitted within 20 working days to his Reporting Manager for approval. Reporting Managers are to plan the travel of all employees under their authority to achieve maximum economy and efficiency Reporting Manager has the right to limit the amount of reimbursements given for specific trips; however, the reporting manager cannot limit the reimbursement beyond the eligibility but would understand the level of expenses and accordingly judge to provide the same. The claim would be reimbursed only after receiving authorization from the reporting manager.
Employee Policy Hand Book 57 In case of unavailability, reimbursement would be
done against cash. The reimbursement would be done as decided by your reporting manager. The same will be conveyed on the day of joining. Eligibility for the local conveyance reimbursement is as follows:
Applicable to (In Rs. Per KM) Mode of Travel Rate (In Rs. Per KM)
Dy. Manger & Above Car Asstt. Manager & Below Personal Motor Cycle Only in case of carrying Taxi Heavy items Note:
8.50 6.50 Actual
1. The policy is Not Applicable for those who have been given
Company Car
DOMESTIC TRAVEL POLICY Objectives: The purpose of policy is to provide rules, guidelines, and entitlements etc. for expenses incurred by employees while traveling in India and to Nepal on Companys business purpose and for attending training programs. It covers domestic travel part of overseas travel also. Scope: The policy shall be applicable to all employees of GTZ (India) Pvt. Ltd. Date of Commencement: This guideline shall come in to force with immediate effects.
Employee Policy Hand Book 58 Travel: 1. Irrespective of eligibility, employee should prefer to travel by train where there are overnight trains available. 2. Any deviation from the entitlement must be clearly justified and should be approved by the immediate superior as wee as by the ED. 3. As far as possible, booking of air /Train travel should be made through the company by filling up the prescribed forms. (Forms attached in Annexure 1) 4. Frequent traveler should by Air tickets through super saver scheme/ Frequent flyer scheme. 5. As far as possible, employee should opt for late night flights / train to get the befit of low fares offered by Airlines / Rail, and to prevent the loss of whole working days. Employee should also plan their trips in advance and opt for Apex fares. 6. Where the schedule train journey is more than 14 hours, employees in work level Deputy Managers & Managers can travel by Air with the prior approval of their superior not below the General Manager level. (Emil approval is also acceptable) 7. Employees must preserve bus / Train / Air tickets (If arrange personally) which should be attached with the expenses statement. For reimbursement of expenses of Air tickets, claim should be supported by the counter foil jackets & boarding pass. In case due to any reason, employee is not able to retain the original tickets. Photocopy of the same duly approved by the HOD has to be attached. 8. Where there is a fix limit of local conveyance (while on tour), employee can additionally claim actual conveyance for
Employee Policy Hand Book 59 economic mode of transport for Residence / Hotel to Railway Station / Airport / Bus stand and vice versa. Travel Risk: Not more than 3 employee should generally travel together in the same Aircraft / Train in same coach. Additionally, a Managers should avoid being accompanied by more than three of his direct reportees. Lodging & Boarding: 1. Employees are required to stay in the approved Hotels. This is to take advantage of concessional tariffs offered and to ensure continued availability of such benefits. The rates are negotiated /being negotiated with the various hotels and as an when changes are made, the same would be include. 2. Employees are advice to suggest the adequacy of hotel and make recommendation for inclusion of any specific hotel for inclusion in the list of approved hotels. 3. Employees are advised to check whether the building is in line with the negotiated rates. 4. Employees are requested also to indicate the hotels, which do not accept the terms of the Company or Credit Card etc. for appropriate corrective action. 5. The Hotel tariff may vary from time to time. Employees may clime actual expenditure incurred provided they stay at the specified hotels. 6. If the employee could not stay in the specified Hotels, he / she may be permitted to stay at any other place of choise,
Employee Policy Hand Book 60 provided the employee does not exceed the daily entitlement as listed as Annexure 7. A listing from the hotel and their official nature certified by the concerned employee must substantiate official long distance call. 8. Employees are advised, to extent, not to make STD calls from hotels in view of its high cost. 9. Decisions pertaining to situations where employees are traveling in Groups or traveling for the purpose of residential training or on tour extending over two weeks are left to the discretion of the respective approving authorities. 10. Where private taxies have been engaged, employees are not to retain in the taxis for overnight stays unless it is absolutely essential to retain the Taxi. 11. expenses for stay in hotels / Lodging includes actual guesthouse. Under no
circumstances cost of Liquor, tobacco, private STD calls or any incidental expenses of personal nature shall be reimbursed. The limit prescribed for lodging includes laundry expenses but it exclusive of all applicable taxes. Entertainment: Based on business requirement reasonable expenses on liquor may be permitted for employees in the GM & above levels with the prior approval of ED. The name of the person entertained and his position should be mentioned in the Travel Expenses Report. 1. Entertainment expenses should be kept to a minimum depending on the business needs. To claim the
Employee Policy Hand Book 61 reimbursement over & above entitlement, guest entertained must be identified (Name. Company, Designation) in the travel expenses statement. 2. If a person leaves his station on official work and return to his headquarters the same day, no amount on account of lodging shall be reimbursed. 3. In case any meal (Breakfast/Lunch/Dinner) is free / complimentary paid for as conference / seminar / hotel/ guest house cost, a prorata deduction at the rate of 1/3rd of per diem allowances, per meal shall be made. It is expected that in case of stay at hotels offering complimentary foods this shall be declared in the travel expenses statement. 4. For reimbursement of Taxi / Auto / Own Car fare, an employee must submit full details (i.e date, travel point & fare paid for every trip) of the journey undertaken as per Traveling Statement form. 5. Reimbursement on account of Boarding shall be inclusive of proterage and tips. 6. The employees stay at same outstation on official duties for a period of more than 15 days, he / she will be entitled to only 75% of the DA which will be inclusive of lodging & Boarding, both. The claim will have to be supported by bills and no reimbursement will be made in case bills are not submitted. It is more than 30 days or more , he / she will not be entitled to any DA but the individual cases may be considered by the Management on its own merit as per the discretion of the Management. Own Arrangements:
Employee Policy Hand Book 62 1. If an employee (GM & Above) chooses not to avail of hotel facilities while on tour and makes his / her own lodging and boarding arrangements, he / she will be entitled for lodging expenses without bills and actual expenses incurred on food and reimbursement subject to the Boarding limits out line Grade wise. 2. For better market coverage, cost effectiveness and in view of practical problems faced by the employees, Taxi/own car is also allowed for outstation travel with prior approval of the appropriate authority. Journey cycle in such cases will be worked out such that travel by Taxi / own car is economically and business wise more efficient than any other mode of travel. 3. If an employees is away on official work within a radius of 60 km from his place of posting during meal interval and the time span including journey period is more than 4 hours, he will be entitled to meal expenses only as per the entitlement, subject to production of bills. 4. Employees traveling to Kathmandu will be entitled to 25% extra on lodging and boarding as applicable in their Grade. 5. Employees traveling to Mumbai will be entitled to 15% extra on lodging & boarding as applicable in their Grade. 6. Employees traveling to any Hill station as per the list will be entitled to 20% extra on lodging & boarding as applicable in their Grade. 7. Employees traveling to any Bangalore will be entitled to 25% extra on lodging & boarding as applicable in their Grade.
Claiming Travel Expenses: 1. The expenses on account of Traveling, duly approved by the departmental heads should be submitted within 7 days of the date of Return from journey on a specified form. Time & date of commencement & return of journey shall be clearly recorded on the form. 2. The number of days shall be calculated by dividing hours covered by the journey and if there is a fraction of a day the calculation should be Made as stated below: 14 23 hours 06 14 hours will be ignored. 3. Expenses not be claimed permissible. for purchase should of be Materials claimed /Stationary / PR expenses / photocopy cost should These separately as per delegation for approving such expenses / purchase. 4. Any deviation from this policy will have to be highlighted by the Traveler in the travel expenses cum- voucher and should be specifically approved by the bill passing authority with justification. Any exception not highlighted by the traveler will be automatically disallowed. 5. Any balance cash advance should be returned with the expenses statement within 7 working days of One full day Half day
If the fraction of the day is less than 6 hours, it
Employee Policy Hand Book 64 reporting to the HQ, failing which, the same will be deducted from next months salary. 6. When an employee is visiting a place / other unit of the company a reasonable amount of Travel Advance can be withdrawn from the base office before going on tours with prior approval of appropriate authority. These advance shall be cleared within 3 working days of return from the completion on Travel. 7. If any body use his / her personal credit card while on tour, any service charges levied by the credit card company arising out of delay in getting approvals will have to be born by the employee. 8. Reimbursement on Travel shall be made strictly as per the entitled class. In case of exceptional circumstances where an employee is not able to travel by the entitled class, and then with prior approval of appropriate authority, he can travel by a higher class, subject to ceiling of entitlement in next Grade. However as a matter of organizational discipline and including the right values, deviations must be dissuaded. Cancellation of Tickets: 1. In case of last minute alteration of Travel Plans, it is the responsibility of the employee to cancel the tickets and return them to the travel desk. However employees are requested to carefully plan their plan their travel and avoid such last minutes cancellation.
Employee Policy Hand Book 65 2. All the unused air / Train tickets should be surrendered to the appropriate authorities and it is the responsibility of the employee to ensure that the relevant refunds / credit notes have been accrued to the company in time. Classification of Cities A Class B Class (State Capital & Other Major C Cities) Allhabad, Agra, Kanpur, Class (Metros) Delhi (NCR) Mumbai Chennai Kolkata Bangalore Ahamedabad Hyderbad Kathmandu Pune Hill Station East Darjeeling Kalingpong Gangtok Entire North Entire East Thimpu (Bhutan) Madhya Pradesh Panchmandi West Maharashtra Mahabaleswar Lonawala Khandala Matheran South Tirupati Madikeri (Mercara) Munnar Wynad Ooty Coodalur Kodaikanal Yercaud North Mount Mussouri Kashmir (+Jammu proper) Uttar Kashi, tehri Garwhal Pauri Garwahal Chamoli, Pithoragarh, Pradesh Almora, Dehradoon, Abu, Nainital, (Other Cities) Varanasi, Other Than cities.
Jalandhar, Jammu, Ludhiana, Jodhpur, A & B Class Udaipur, Lucknow,Chandigarh, Gurgaon, Jaipur Jamshedpur, Dhanbad, Cuttack Indore, Jabalpur, Pune, Nagpur, Surat, Vadodara, Raipur, Gwalior, Panjim Vishakhapatnam, Maduri, Trichiapali, Coimbatore, Cochin, Calicut, Mysore, Mangalore, Pondicherry
Laddakh all of Himachal
Entitlements: Consolidated (Sr. GM to AGM) Particulars with Bill Lodging City A B Boarding C A B C Without Bills Lodging A B Boarding C A B C Same Return (Boarding Day Actual Actual Actual Actual 2000 1700 1500 1200 1000 800 500/1200 1000 850 700 400/Sr. GM Actual Actual Actual Actual Actual Actual General Manager 5500 5000 3500 1500 1300 1100 DGM 5000 4500 3500 1300 1100 900 AGM 4500 4000 3000 1100 900 700
Up to Rs. Up to Rs.
Employee Policy Hand Book 67 Only) Travel Mode (While Tours) Conveyance (While Tours) Local Conveyance Mode up to 60 KM Meal Expenses Actual Actual Actual Actual on A on B C Actual (Bill to Actual be (Bill to
Air (Eco)
Air (Eco)
Train (ACII) Actual
Train (AC II) Actual
be (Bill to be (Bill to be submitted) submitted) submitted) submitted) Own Car / Own Car / Own Car / Own Car / Esteem/Ikon Esteem/Ikon Indigo Indica
Consolidated (Manager to Asstt. Manager) Particulars with City Bill Lodging A B Boarding C A B C Without Bills Lodging A B Boarding C A B 950 800 750 900 650 550 800 500 450 Manager 3500 3000 2000 900 800 650 Dy. Manager 3000 2500 1500 700 600 450 Asstt. Manager 2500 2000 1000 500 400 300
Employee Policy Hand Book 68 C Same Day Return (Boarding Only) Travel Mode (While on Tours) Conveyance (While on Tours) Local Conveyance Mode up to 60 KM ** Meal Expenses (Local) ** Not applicable for sales employee Consolidated (Executive to Asstt. Officer) Particulars with City Bill Lodging A B Boarding C A B C Without Bills Lodging A B Boarding C A B C Same Day Return 225 200 175 650 450 350 Executive 1750 1400 1200 450 350 300 Officer 1500 1200 1000 375 300 275 Asstt. Officer 1200 100 900 325 250 225 A B C 350 Train II) 650 500 200 (AC Train (ACIII) 550 450 250 Train (AC III) 500 400 600 450 400
450 350 300 Own Car / Own Car / Auto / Taxi Local Bus Taxi 200 175 150
Employee Policy Hand Book 69 (Boarding Only) Travel Mode (While on Tours) Conveyance (While on Tours) Local Conveyance Mode up to 60 KM ** Meal Expenses Auto / Local Bus 125 Auto / Local Auto / Local Bus Bus 125 100 A B C 225 Train III) 450 400 350 200 (AC Train (Sleeper Class)/ Bus 400 350 300 180 Train (Sleeper Class)/ Bus 250 200 150
(Local) In case of two or more employees are accompanying each other on tour and are required to stay in a hotel, they should share a Room. Similarly, in such cases, only one person should claim the common expenses. While submitting the Travel Expense Report, employee should give reference to the second persons expense report. In that case second person will be allowed to claim only food allowance maximum up to eligibility. Employees in grade AVP and above may occupy separate room, if required. Combining leave with tour is allowed, as an exception, with prior approval of the Project/Department Head. If an employee exceeds his entitlement as per the Travel rules on a tour, the exceptions have to be approved by the Director, failing which deductions will be made from salary. REIMBURSABLE EXPENSES Reimbursable but are not following:
NON-REIMBURSABLE EXPENSES include to the Non-reimbursable expenses include but are not limited to the following:

expenses limited
Baggage handling and storage expenses
Clothing or toiletry items Commuting between home and

Parking and tolls Business office expenses (copy services, postage, etc.) Business-related phone calls and faxes Conference fees Costs of obtaining required visas and passports Currency conversion fees Overseas Travel Insurance

office Magazines, newspapers, personal reading materials
Personal entertainment (including Cost of Alcohol, Liquor, Cigarette etc.) Charge incurred for failure to cancel hotel / train / air reservation
POLICY ON LEAVE TRAVEL ALLOWANCES (LTA) Eligibility: All Employees (Except Trainees)
Entitlement: As mentioned in the respective compensation sheet
General Rule: The LTA amount will cover travel for Employees spouse, Dependent Children parents. the employees, and dependent
Procedure: Dully filled application form (Annexed Herewith) approved by the HOD should be to the Personnel Department. The Personnel Dept. will process the Application and inform the applicant about the sanction of the LTA.
Employee Policy Hand Book 71 Any body can take the LTA in advance but it should not exceed 50% of the total dues. LTA granted to an employee would be recoverable if the employee postpones / cancel his / her Earned Leave for any reason. An employee joining / resigning from the service of the Company during the financial year will be eligible for LTC on pro-rata basis.
Leave: To avail the LTA, an employee has to avail Earned Leave ----- For a minimum period of three days. Promotion: On promotion, employee will be entitled to LTA based on his revised grade on pro rata basis depending on the month of promotion in the financial year. Carry Forward of LTA: An employee can carry forward the LTC due to him in year 1 to year 2. No carry forward beyond year 2 would be permissible. Exemption is allowed twice in the block of four years. An employee who is eligible for LTA but not wish to go on LTA, may avail the financial benefits by raising a request to Personnel Dept. through his / her manager to this effects so that the accumulated amount under his / her entitlement under LTA is released a Taxable Salary.
Employee Policy Hand Book 72 Tax will be applicable in the year the employee avails of LTC, as per Income Tax Laws. Separation: In the event of separation from the company, an employees LTC account will be settled on a pro rata basis. Tax Implication: Any tax liability on account of LTC will be borne by the employee.
TELEPHONE /CELL PHONE REIMBURSEMENT POLICY Eligibility: All Employees (Except Trainees)
Entitlement: As mentioned in the respective compensation sheet.
General Rule: Employee has to Apply for reimbursement through the prescribed form. (Annexed) Employee will submit the forms along with bills to Personnel dept. P&A dept. will process the application and forward it to finance dept. for payment. The Telephone / cell phone expenses reimbursement amount will cover the Rental & call charges for Land line telephone, cell phone and cash cards subject to ceiling, for the employees,
Employee Policy Hand Book 73 Employees parents. For claiming reimbursement, landline(S) should be at residence address as per company records. For claiming reimbursement, cell phone connection should be in the name of the employee or family members as mentioned above. The entitlements are all inclusive of reimbursement of calls (local / STD). The policy is not applicable for those who have been given company provided landline telephone or cell phone. In case where the balance remains and the employee do not submit the bills, the amount will be paid as part of April Salary after deduction of necessary Tax. spouse, Dependent Children and dependent
POLICY ON MEDICAL EXPENSES REIMBURSEMENT Eligibility: All Employees (Except Trainees)
Entitlement: As mentioned in the respective compensation sheet
General Rule: The medical expenses reimbursement amount will cover Doctors fees/ medicine cost/ pathological examination charges / hospitalization charges for the employees, Employees spouse, Dependent Children and dependent parents.
Procedure:
Employee Policy Hand Book 74 Dully filled application form (Annexed Herewith) approved by the HOD should be sent to the Personnel Department. The Personnel Dept. will process the Application and inform the applicant about the sanction of the medical expenses reimbursement. An employee joining / resigning from the service of the Company during the financial year will be eligible for MEDICAL EXPENSES REIMBURSEMENT on pro-rata basis. Promotion: On promotion, employee will be entitled to MEDICAL EXPENSES REIMBURSEMENT based on his revised grade on pro rata basis depending on the month of promotion in the financial year. Separation: In the event of separation from the company, an employees MEDICAL EXPENSES REIMBURSEMENT account will be settled on a pro rata basis. Tax Implication: Any tax liability on account of MEDICAL EXPENSES REIMBURSEMENT will be borne by the employee.
SEPERATION POLICY
RETIRENENT
Employee Policy Hand Book 75 The normal retirement age is 60 years. As per the requirements of the company, retirement age of any employee can be extended and the same needs to be accepted by the employee RESIGNATION If you wish to leave the services of the company after the completion of the Minimum Commitment Period (MCP) given in the Service Agreement at the time of joining, you will have to submit a resignation letter giving 1 months notice. Your resignation letter will have to be handed over to your reporting manager and a copy of the same forwarded to the P&A Department. Once an employee resigns, he/she will not be covered under any ongoing review. Upon separation from the company, you are required to return all property, equipment, materials, records and documents that have been borrowed from the company. You should also obtain clearance of all outstanding dues (NDC) to/from the company.
ACCEPTANCE OF RESIGNATION Reporting Manager or Regional Manager can grant acceptance of a resignation. This is to be done after the Reporting Manager has had a meeting with the employee who wishes to resign. No commitments will be made orally to an employee who has resigned. A note must accompany the letter of resignation from the Reporting Manager elaborating the reasons for the resignation and the date of relieving. Resignations are accepted taking into consideration the
Employee Policy Hand Book 76 replacement plans for the position and planned for an effective handover. NOTICE PERIOD All employees irrespective of rank are bound to give 1 months working notice. This overrules anything to the contrary said in your Offer, and Appointment letter etc. Leave cannot be taken /granted when an associate is serving the notice period. The notice period for Trainees/Interns is also 1 month. The notice period starts from the day the written resignation is accepted by the immediate Reporting Manager/ Regional Manager. For this reason, the heads are requested to inform P&A as soon as the first intimation is received. WAIVING OF NOTICE PERIOD In certain cases, the notice period agreement term can be waived. This decision can be taken by the Reporting Manager if and only if he obtains written endorsement from the General Manager / Director with a copy to P&A. This decision is at the discretion of management. Comparisons/precedences may neither be quoted, nor will be entertained. In event employee has failed to complete the working notice period, the Company will view it very seriously and reserves the right to seek any legal measures. CLEARANCE PROCEDURE A resignation acceptance / acknowledgement letter shall be sent to the employee from the Reporting Manager along with the necessary
Employee Policy Hand Book 77 No Dues Certificate for obtaining clearance from relevant
Departments. The latest form can be received from HR. Obtaining the necessary clearances from all departments is the employees responsibility. Employee should begin this procedure about 3 days in advance to his last date in the organization and send it to P&A for generation of relieving documents. If you are in possession of Company assets, (for example Cell phone/Laptop/Corporate Credit Card/ Data Cards) full & final settlement will be initiated only after you hand them back in perfect condition to the Company, along with the duly filled No Dues Certificate.
EXIT INTERVIEW An exit interview will be conducted by P&A before the employee leaves the company. The exit interview will provide us with information on the continuation or cessation of your benefits. It will also provide the company with information, which may form the basis for improving the work environment. Except in cases of business necessity, the anonymity of the source of information obtained during an exit interview will remain strictly confidential. FULL & FINAL SETTLEMENTS OF INDIVIDUAL ACCOUNTS Full & Final settlements will be done only through cheque from Head Office. The full and final settlements will be done within 30 working days of the employee leaving the organization.
Employee Policy Hand Book 78 However, the Provident Fund process will take longer up to 4 months. In full and final settlements any dues payable by the employee to the employer by way of advances taken, notice period compensation amount, non-serving of Minimum Commitment period, any training fee incurred during the past 6 months of leaving etc will be deducted and if any amount payable / receivable to / from employee has to settled and only then the F & F Cheque will be settled. PF dues accrued will be transferred to future employer on submission of specific Forms to P&A, or you can withdraw the whole amount from where it will be processed. In case the employee is not taking up any employment, an application is to be submitted in the prescribed Form 19 for settlement/ withdrawal of PF Account. TERMINATION In the event when the management decides to terminate the services of an employee, the company will pay notice salary to the employee based on his status with the company. Trainee/Probation - 1 Months Pay
Others - 1 Months Pay
PROFESSIONAL APPERANCE POLICY

PURPOSE The purpose of this policy is to inform all employees that they are to project a clean and professional personal appearance. GTZ (India) Pvt. Ltd. recognizes application of this policy may be necessary for customer contact, nature of work and other safety issues. SCOPE Employees are expected to maintain high standards of personal cleanliness and to present a neat, professional appearance at all times. This policy is intended to define appropriate business attire during normal business operations and casual attire on weekends. COVERAGE Applicable to all the employees of GTZ (India) Pvt. Ltd
DRESS CODE GTZ(INDIA) Pvt. Ltd. has adopted a business formals dress code. Smart casuals will be allowed on Saturdays (for Sales & HO) and on Sunday (Manufacturing Facility) and in case an employee is required to work on a weekly / public holiday. Employees belonging to the direct force team should exercise discretion and caution keeping in mind with all appointments with company customers, clients, suppliers and vendors. Female employees are allowed to wear Sarees / Churidars/Punjabi Suits etc. It is mandatory to wear shoes on all days and also to ensure that a collar less T-shirt is not allowed on weekends as part of casual wear. Employees irrespective of gender should ensure that they dressed in a decent wear to appear professional to internal as well as external customers. The Company maintains a business casual working environment. All employees should use discretion in wearing attire that is appropriate for the office and customer interaction. Work attire should compliment an environment that reflects an efficient, orderly and professionally operated organization. The Company reserves the right to continue, extend, revise or revoke this policy at its discretion. In the manufacturing facility workmen are required to wear company provided uniform and safety PPEs at the time of work throughout the week. ENFORCEMENT
Employee Policy Hand Book 81 Managers and supervisors are responsible for monitoring and enforcing this policy. The policy will be administered according to the following action steps: 1. If questionable attire is worn in the office, the respective manager will hold a personal, private discussion with the employee to advice and counsel the employee regarding the inappropriateness of the attire. 2. If an obvious policy violation occurs, the manager will hold a private discussion with the employee and ask the employee to go home and change his/her attire immediately. 3. Repeated policy violations will result in disciplinary action, up to and including termination. REMEMBER HOW WE LOOK IS HOW OUTSIDERS WILL PERCEIVE ABOUT GTZ(INDAI) LTD.
DICIPLINARY CODE
PURPOSE GTZ (India) Pvt. Ltd. is committed to the highest standards of business ethics and personal integrity. As a staff member of GTZ (India) Pvt. Ltd, each one of us play an important role in influencing our image through conduct and dealings with others. Therefore it is very much necessary for everyone to understand and implement this policy. SCOPE
Accordingly, it is important that all of us are aware of our responsibility towards the company and also towards our fellow colleagues. This policy will help to create a professional environment in the company. COVERAGE This policy is applicable to all the GTZ (India) Pvt. Ltd which include employees from F1 to F5 and Management. VIOLATION OF COMPANY POLICY It is important that all our employees conduct themselves in a professional, mature and responsible manner. If behavior continues to fall below expectations after informal and/or formal counseling, then termination of employee may result. GTZ (India) Pvt. Ltd may also immediately terminate the employment of an employee without progressive discipline if it deemed necessary in the judgment of management, including but not limited to the following: Engaging in fraud, embezzlement, defalcations, or other dishonest practices Records Falsification Company policies and/or laws Violated. Threatening, intimidating or insubordinate behavior or physical violence. Removing or destroying company records or property, releasing confidential or proprietary information without appropriate approval.
Employee Policy Hand Book 83 Within company premises influence of or use,
possession, or sale of intoxicating substance or illegal drugs in Company premises. Within company premises possessing weapons or firearms or gambling. Engaging in other acts, this would be contrary to the best interest of the Company. Improper use of Company equipment and systems. Violations of government laws and regulations of our Industry type. Breach of Customer and/ or Company confidentiality. Conduct similar to but not limited to the following may result in disciplinary proceedings up to and including termination: Gambling/ consuming alcohol on company premises. Sexual Harassment. Dishonesty. Taking drugs / smoking marijuana (any harmful intoxicating substances) in the premises or coming in to work under the influence of substances Theft Failure to meet performance goals Excessive absenteeism Violation of safety rules Excessive tardiness Inappropriate dress Unauthorized absence Excessive unauthorized personal phone calls Unkempt work area
Employee Policy Hand Book 84 Profanity in the work place Discrimination based on caste, creed, colour, religion etc. Termination decisions will be made in consideration of all the facts in consultation with HR and all such incidents will be placed in the employees personnel file. INDIVIDUAL RESPONSIBILITY All Employees are responsible for performing at a level that is consistent with expectations and adhering to the work rules/procedures, and complying with all laws. If an employee is
unclear about any of these procedures, it is the employees responsibility to consult a manager/process owner or HR. An employee noticing any behavior inconsistent with expectations or the needs of the organization must bring it to the attention of the appropriate person (i.e., individual team, Manager, HR) CONFLICT OF INTEREST Due to the demands and the competitive nature of the business, we have a special concern with regard to potential conflict of interest that arises out of additional employment. The company expects you to devote your full working time and best efforts to our situation. You should also avoid any situation where your personal interests conflict or appear to conflict with the interest of the company.
Employee Policy Hand Book 85 CONFIDENTIAL & PROPRIETARY INFORMATION To ensure the security of confidential information, you are requested to ensure that your desk is cleared of al business related material after office hours. You should not at any time, during your employment or after the termination of your services with the company, disclose to any party any information relating to the practices, business dealings or affairs of the company, including the terms of your employment. No staff member should make use of any official information, position or name of the company to his/her private interests. USE OF COMPANYS LOGOS, TRADEMARKS & STATIONERY We seek your cooperation in protecting the companys interest by ensuring that GTZ (India) Pvt. Ltd Group logos are used only with the formal consent of the company. The companys letterheads, business cards and other stationery are to be used only by GTZ (India) Pvt. Ltd Group staff and only for officially sanctioned business correspondence. COMPANYS ASSETS/SERVICES You are accountable for all assets/services allocated to you. The following set of guidelines will govern the usage of various assets: LAPTOP directly or directly further
Employee Policy Hand Book 86 This facility may be available to some employees. This is not an entitlement and is dependent on the nature of the job assigned by the management. In case of loss of laptop, you are expected to register FIR with the police; complete the necessary insurance formalities and follow-up on the same. A copy of the FIR should be handed over to the HR Department. In such case, where the cost of the laptop is more than the cost of the insurance receivable, the difference amount will be deducted from the employees salary. If the allotted laptop is damaged and the circumstances/sequence of events displays malafide intentions, the cost of the damage/replacement may be recovered from the employees salary. You are expected to return the laptop in good condition on cessation of your service. The company reserves the right to make deductions from your salary for any damages based on the evaluation rate determined by the Finance Department. Software You are restricted from loading and utilizing pirated/unlicensed software on the laptops.
SMOKING IN THE OFFICE In response to the preference of our staff and with regard to health concerns, our office premises are designated as Non-smoking areas. We seek your cooperation in refraining from smoking in any of our offices.
RECEIPT AND GIVING OF GIFTS The receipt of any inappropriate gifts or excessive entertainment from any company with which GTZ (India) Pvt. Ltd Group has (or will have) business dealings are against the business principles and prohibited. DISCIPLINARY PROCEDURE In the event of misconduct by an employee and/or other such circumstances, the Management can decide on suitable disciplinary action up to and including termination of employment. As a result, we have developed a system referred to as the Disciplinary System, which enables us to deal effectively and consistently with these issues in a fair and just manner, as they may arise. The policy has been established so that you understand what course of action may be taken to assist you if your job related performance/ behavior falls below Management expectations. The following is intended to be a guideline and is not intended to be all-inclusive, as circumstances and incidents vary. This guideline is not intended to limit the right of GTZ (India) Pvt. Ltd Group to discipline or terminate employees at any time, at its sole discretion. GTZ (India) Pvt. Ltd Group reserves the right to change or modify the terms set forth below at its discretion and without prior notice to the employee. This policy is not intended to, and does not constitute a contract of employment. Employment with GTZ (India) Pvt. Ltd is
Employee Policy Hand Book 88 on an at will basis. GTZ (India) Pvt. Ltd Group may terminate an employees services with, or without cause at any time. DISCIPLINARY SITUATIONS Situations requiring some form of disciplinary action shall be classified as: Job performance far below required standards as outlined in the Key Result Areas (KRA). Attendance Punctuality or Working Hours Violation of a company policy (i.e., gross misconduct, abysmal behavior failure in to the adhere to schedule, inappropriate of records, workplace, inordinate/frequent
absenteeism,
falsification/suppression
insubordination, theft, fraud and the like. When a disciplinary situation exists, Managers must take prompt action that is fair and consistent and takes into account the performance history of the employee. The leave system is designed to provide sufficient time off during the year to cover contingencies such as sickness or for planning holidays. In the event that you are forced to be absent or late due to illness, accident or any other personal reasons or circumstances an employee must notify the reporting Manager no later than 3 hours before the scheduled shift starting time.
Employee Policy Hand Book 89 A Manager may request verification of absence. Failure to provide proper notification, verification of updates may result in disciplinary action including termination of employment. An unreported, unplanned absence from work for more than 2 days is considered a serious offence and can invoke disciplinary action. STANDARDS OF CONDUCT The work rules and standards of conduct for GTZ(INDIA) PVT. LTD. are important, and the Company regards them seriously. All employees are urged to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting the Companys business. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment CORRECTIVE ACTION GTZ(INDIA) PVT. LTD holds each of its employees to certain work rules and standards of conduct. When an employee deviates from these rules and standards, GTZ(INDIA) PVT. LTD expects the employees reporting manager to take corrective action. Corrective action at GTZ(INDIA) PVT. LTD is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected.
Employee Policy Hand Book 90 The usual sequence of corrective actions includes an oral warning, a written warning, probation, and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employees previous record. Though committed to a progressive approach to corrective action, GTZ(INDIA) PVT. LTD considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of company property, being on company property during non-business hours, the use of company equipment and/or company vehicles without prior authorization by Administration Staff, untruthfulness about personal work history, skills, or training, divulging Company business practices, and misrepresentations of GTZ(INDIA) PVT. LTD to a customer, a prospective customer, the general public, or an employee. While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment: Sexual or other unlawful or unwelcome harassment Theft or inappropriate removal or possession of property; Falsification of timekeeping records; Unauthorized disclosure of business secrets or confidential information;
Employee Policy Hand Book 91 Violation of personnel policies; and Unauthorized use of telephones, or other companyowned equipment; Smoking in the workplace; Possession, distribution, sale, transfer, or use of alcohol
or illegal drugs in the workplace; This instruction shall be administered as follows: 1st Unscheduled Absenteeism 2nd Unscheduled Absenteeism 3rd Unscheduled Absenteeism Initial Warning by Reporting Manager/HR, Verbal or written Second Warning written by HR Review to terminate employment Failure to follow this instruction will result in disciplinary action up to and including termination of employment. Disciplinary action, up to and including termination of employment, may be administered depending on following: Nature of absences, number of incidents and absence patterns (how often, on which days, monthly/yearly number of absences) patterns. Length of service. Previous informal counseling, adherence to action plans and previous allowances given to the employee. Employee initiative to address and correct absence
Employee Policy Hand Book 92 counseling. ASSOCIATE GRIEVANCE PROCEDURE GTZ (India) Pvt. Ltd. seeks to foster a quality work environment for all its associates and encourages a high level of individual and team contribution in support of business goals. Inevitably, however from, time to time you may have some questions, concerns or problems. If you encounter such difficulties, you are encouraged to discuss them with your immediate manager. If for, some reason, this is not feasible or appropriate, the issue(s) should be raised with Human Resources at the below mentioned mail ID. Overall performance and any additional formal/ informal
Grievances may be real or imagined, but in either case, it is essential that the grievance is brought to light, discussed and the matter resolved to the satisfaction of all concerned. Failure to do so will only result in the grievance becoming a worsening source of conflict and eventually ending in a far more serious problem. GTZ (INDIA) PVT. LTD. regards it important that all its employees will have sufficient knowledge of such procedure and easy access to it. To this effect GTZ(INDIA) PVT. LTD has formulated a grievance procedure, which has as its main objective the speedy resolution of shop floor grievances and thereby eliminating possible and unnecessary causes of conflict.
Employee Policy Hand Book 93 Objectives a) The Grievance Procedure is aimed at resolving work related grievances within GTZ(INDIA) PVT. LTD as fairly and as swiftly as possible. Grievances are feelings of injustice or dissatisfaction affecting an employee. b) This Procedure is not used for appeals against disciplinary action. Such are to be carried out in accordance with Disciplinary and Appeal Procedure and Code. c) This Procedure is neither used for the resolution of collective grievances related to wages or salaries as these form part of the collective bargaining system. d) Employees may lodge grievances without fear of victimization. e) Grievances should be resolved at the lowest possible level within GTZ (INDIA) PVT. LTD. f) Employees lodging grievances have the right to be represented by fellow employee of his/her choice. g) Records will be kept of all statements and decisions. h) Any Union member acting as a witness has the right to be accompanied by a representative of his/her choice. Procedure and Guideline The Grievance Procedure will be implemented as follows: Step 1 - Immediate Superior In step 1 the employee must discuss his grievance with his immediate superior or the latters superior in the event of a grievance against an immediate superior.
Employee Policy Hand Book 94 2. The superior must endeavor to solve the problem within two (2) working days and inform the employee. 3. Should the employee not be satisfied with the outcome, he may proceed to Step 2. Step 2 - Department Manager 1. The employee completes a grievance form with all relevant details. (See Appendix 9). He may be assisted by the Human Resources Officer in completing the form. The form is handed to the Department Manager. 2. The Department Manager shall endeavor to solve the problem within two (2) working days and inform the employee. 3. Should the employee not be satisfied with the outcome, he may proceed to step 3. Step 3 - Grievance Hearing 1. The matter is referred to the Chief Executive Officer by handing him the grievance form together with any other further relevant written information. 2. The CEO shall convene a grievance hearing and attempt to resolve the matter within a period of ten (10) working days. His decision shall be final. Procedure to be followed by a Group of Employees If a grievance to be raised affects not one employee, but a group then a spokesman for the Group, accompanied (if he so wishes) by a delegation of not more than ten (10) of the employees concerned, should proceed with Step 2 as for an individual grievance.
HEALTH & SAFETY POLICY
Introduction GTZ (INDIA) PVT. LTD shall take all such steps as prescribed by the Regulations made under the Labour Act, in order to ensure the health, safety and welfare of all the employees in the employment of GTZ (India)Pv. Ltd. Objectives a) To prevent all downgrading incidents, which could result in personal injuries, fire, property damage and waste, and to create and maintain a safe and healthy working environment for all our employees; b) To promote and maintain the highest possible degree of mental and social well being of all our employees; c) To promote and maintain good working conditions so as to safeguard our employees against injuries and occupational health and safety hazards, and to conduct our operations with due consideration to the protection of the environment; d) To train employees at the workplace so that they are well equipped to participate fully in the identification, reporting and management of unsafe acts and conditions; e) To strive for maximum employee participation in creating a healthy and safe working environment at all hierarchical levels through effective communication. Management shall:
Employee Policy Hand Book 96 a) At all times provide the correct attitude for safety consciousness and leadership; b) Supply materials, tools and all requirements for safe practices and operations, within reasonable limits; c) Encourage all employees at all levels within GTZ (INDIA) PVT. LTD to make suggestions for the improvement of health and safety, through the appropriate managers, and supervisors. d) Publicise, praise and criticise safety practices and initiatives wherever warranted. First Aid GTZ (India)Pvt. Ltd. will provide a first aid kid and ensure that at least two staff members are trained on how to use the aid adequate. Visitors All visitors should report to the reception Smoking Smoking shall not be allowed inside the building. All employees are urged to make sure that their visitors adhere to this. Emergencies In the event of an emergency, e.g. fire: Raise the alarm Inform the relevant authority e.g. in the case of fire, inform the Fire Brigade or the Police explaining what kind of fire it is; Disconnect all machinery and close all the windows; Evacuate the building. DO NOT LEAP OUT OF THE WINDOWS; AND If the situation is life threatening; Raise the alarm;
Employee Policy Hand Book 97 Evacuate the building immediately. DO NOT STOP TO CLEAR YOUR DESK OR
DO S DONT &
Organizational User IDs, websites and e-mail accounts may only be used for organizationally sanctioned Communications Use of Internet/intranet/e-mail/instant messaging may be subject to monitoring for reasons of security and network management and users may have their usage of these resources subjected to limitations by the Organization. Users may not visit Internet sites that contain obscene, hateful or other objectionable material, shall not attempt to bypass Organizational surf control technology and shall not make or post indecent remarks, proposals or materials on the Internet. Users shall not solicit e-mails that are unrelated to business activity or which are for personal gain, shall not send or receive any material which is obscene or defamatory or which is intended to annoy, harass or intimidate another person and shall not present personal opinions as those of the company and the use of organizational e-mail facilities. Users may not upload, download or otherwise transmit commercial software or any copyrighted materials belonging to the company or any third parties, may not reveal or publicize confidential information, and will not send confidential e-mails without the level of protection required. Users may not download software from the Internet or execute or accept any software programs or other code on
Employee Policy Hand Book 99 the Internet unless it is in accordance with the
Organizations policies and procedures. Users are not supposed to download bandwidth intensive content such as streaming video and MP3 music files, sharing digital photographs, etc. GTZ (India)Pvt. Ltd. Group Pvt. Ltd. reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy Keep passwords secure and do not share accounts. Authorized users are responsible for security of their passwords and accounts. System-level passwords should be changed every 42 days. All PCs, laptops, and workstations should be secured with a password-protected screensaver with the automatic activation feature set at ten minutes or less, or by logging off when the host will be unattended. Because information contained on portable computers is especially vulnerable, special care should be exercised. Protect laptops security. Postings should by employees a from a GTZ (India)Pvt. the Ltd. Enterprise Solutions Ltd. e-mail address to newsgroups contain disclaimer string that opinion expressed are strictly their own and not necessarily those of GTZ (India)Pvt. Ltd. Group, unless posting is made in the course of business duties. All hosts used by the employee that are connected to the GTZ (India)Pvt. Ltd. Enterprise Solutions Ltd. Internet/intranet/extranet, whether owned by the employee or GTZ (India)Pvt. Ltd. Enterprise Solutions Ltd., shall be
Employee Policy Hand Book 100 continually executing approved virus-scanning software with a current virus database, unless overridden by departmental or group policy. Employees must use extreme caution when opening e-mail attachments received from unknown senders; these may contain viruses, e-mail bombs, or Trojan horse code. Any form of harassment via e-mail, telephone, or paging, either through language, frequency, or size of messages is not allowed Unauthorized use or forging of e-mail header information is not acceptable Escalate any incident or suspicious activity to Information Security Cell. Delete any message that refers to groups or organizations that you are not a part of GTZ (India)Pvt. Ltd. Create a password for your files in order to protect file sharing activities. Regularly update Operating System, web browser, and other major software, using the manufacturers' update features, preferably using the auto update functionality. (Consult System Administrator for this activity) Save attachments to disk before opening them. Symantec Antivirus 'Auto-Protect' will automatically scan your attachments if you save them to disk. Don't write down your password. Especially on a Post-It note stuck to your computer! Or dont give out your password to anyone, whether you know them or not. & Don't select the "Remember My Password" option. Many applications do not store them securely.
Employee Policy Hand Book 101 Don't purchase anything promoted in a SPAM message. Even if the offer isn't a scam, you are only helping to finance and encourage SPAM. Don't reply to SPAM or click on its "unsubscribe" link. That only informs the sender that your e-mail address is valid. Don't create common passwords such as your name, credit card number, debit card PIN number, etc. Don't leave your laptop unattended, even for a few minutes. Don't reply to e-mail(s) requesting financial or personal information. Don't install or use pirated copies of software. Don't install P2P file sharing programs which can increase the vulnerability of your system. Don't set your e-mail program to "auto-open" attachments. Don't run any internet servers. Running web, mail, ftp (etc) servers from your desktop leaves your data vulnerable
Frequently Asked
Questions
What are the WORKING HOURS? The working hours of Khariberia Plant is as follows: 06-00 Am 02-00 PM 02-00 Pm 10-00 PM 09-30 Am 06-00 PM The Working Hours of HO is as follows: 10-00 AM 06-00 PM G Shift A Shift B Shift G Shift
with no flexi timings and lunch break of half an hour as per the Rules. What are the WORKING DAYS For Khariberia plant Wedness Day to Monday Tuesday For Head Office Monday to Friday Saturday: Sun Day Full Working Days Half Working Days Off Full working Day off
It is once again reiterated that the office timings, as mentioned above, are sacrosanct and we expect all to adhere to the same without exception. However to provide for emergencies, grace period of 15 minutes beyond the schedule duty hours is allowed for a
Employee Policy Hand Book 104 maximum period of 5 days in a month. Any late coming beyond this limit will entail deduction of half day leave for such late coming. How will I get my identity card / attendance card? After completion of joining formalities and receipt of Appointment letter, your employment code number will be generated. After that the same day of joining you will get the attendance punch card. For any queries contact the concern person of Personnel & Administration department. Who should I contact for information on payroll, salary A/cs and other related queries. Information regarding payroll can be addressed to the Personnel & Administration department at your base location or the concern of the HO. What is the system of attendance tracking: Your attendance is tracked by the Punch Card Attendance system. You are expected to punch your attendance cards as you enter and leave the premises. You need to start doing the same from the working day next to the day of receipt of your employee code and access card. Attendance period for any month is the 26th Day to 25th Day. In case of emergencies or meeting out side the premises, if any employee comes late, he should informed the Department Head and has to submit the approved OD forms to P&A department.
What is the system of expenses reimbursement of employees visiting other units / offices. Employee traveling should carry sufficient cash for expenses with them as no cash will be given by the visited Unit / Zone/Office in the normal course. The expenses will be reimbursed later at the base location of employee after he fills and submits reimbursement claim form. However in extreme situations cash may be paid after the same has been approved by the unit heads (for Units), CFO (for HO). In this case the debit may be raised and sent giving full details to the home base of the employee within 2 days of cash advance. What is the system of Performance Management ? The system of performance Management is Called Performance Improvement Plan (PIP) It is a process, will enable GTZ to improve organizational contribution through enhanced contribution of Individual. It aims to establish formal individual objectives

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Employee Policy Hand Book 1

Employee Policy Hand Book 2

Employee policy Handbook

Director Signature: Prepared By Personnel & Administration Dept Signature:

Employee Policy Hand Book 3

Employee Policy Hand Book 4

AD DRESS FROM THE HUMAN RESOURCE DESK

Best Regards Team HR

Employee Policy Hand Book 5

Thanking you With Best Regards

Purpose of the policy Handbook

Employee Policy Hand Book 8

Employee Policy Hand Book 9 About the Company

Employee Policy Hand Book 11

Business Association with Major Plant Manufacturers in Steel Mill Chemical

Association professional institutes.

Institute Finishing, UK.

Main Product of the Company

Employee Policy Hand Book 12

Employee Policy Hand Book 13

Head Office & Sales Marketing division (Kolkataand Regional)

Monday to Friday--Saturday--Sun day---

Full day working Half Day working Weekly off day

Employee Policy Hand Book 18

1. Unwanted sexual advances; 2. Offering employment benefits in exchange for sexual

Employee Policy Hand Book 22 subject to disciplinary action, including termination of

Employee Policy Hand Book 26

Employee Policy Hand Book 29

discuss with upper

Employee Policy Hand Book 30

OFFICE EQUIPMENTS AND USAGE POLICY

HUMAN RESOURCE POLICIES

06-00 A.M. 09-30 A.M. 02 00 P.M.

08-00 AM TO 08-10 AM 11-20 AM TO 11-30 AM 05-30 PM TO 5-40 PM

10-10 AM TO 10-30 AM 1-30 PM TO 1-50 PM 09-30 PM TO 09-50 PM

Employee Policy Hand Book 34

ACTUAL SHIFT STARTING TIME

ATTENDANCE WILL BE TREATED AS LATE FROM TO

06-00 AM 09-30 AM 02-00 PM

06-15 AM 09-45 AM 02-15 PM

06-16 AM 09-46 AM 02-16 PM

06-30AM 10-00 AM 02-30 PM

Employee Policy Hand Book 35

(CL) SICK LEAVE PRIVILEGE LEAVE

LEAVE PROCESS & PROCEDURE

OVER TIME DUTY POLICY

Employee Policy Hand Book 41

All employees personal data should be accurate and correct at all

COMPENSATION AND BENEFIT

Employee Policy Hand Book 53

Employee Policy Hand Book 57 In case of unavailability, reimbursement would be

8.50 6.50 Actual

Employee Policy Hand Book 63

If the fraction of the day is less than 6 hours, it

Laddakh all of Himachal

Employee Policy Hand Book 66

Train (ACII) Actual

Train (AC II) Actual

Baggage handling and storage expenses

Clothing or toiletry items Commuting between home and

Employee Policy Hand Book 70

office Magazines, newspapers, personal reading materials