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Policy

Employee Policy Manual

This manual intends to keep employees abreast with the HRM policies and practices.
This Manual supersedes all earlier amendments or changes communicated from
time to time.

Any amendment or new thing that may arise from time to time shall be processed
and communicated to all concerned for additions / deletions. All are expected to
follow this strictly and exceptional circumstances demanding any deviation may be
taken up with appropriate authority.

This will help employee’s to get a quick access for the below mentioned Policy.

1. Attendance Policy.

2. Leave Policy.

3. Probation & Confirmation Policy.

4. Resignation and Exit Process.

Please note for any information regarding other detailed policy you can go through
the Employee handbook. The Employee handbook gives you the brief of all the
other [Link] encourage all employees to read Employee Handbook once at
the first available opportunity.

Employee’s can reach us at hr@[Link] for any queries.

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Hours of Work, Attendance and Punctuality

Objectives:
To record the attendance and bring discipline in work

Key Policy Clause:

Excellent attendance is an expectation from all employees of the Company and is

essential to the Company’s efficient operation and is a necessary condition of
employment. When employees are absent, schedules and customer commitments
fall behind, and other employees are forced to accept added workloads.

Recording of attendance of each employee shall be compulsory every time any

employee enters or leaves the premises. With a view to suffice this requirement the
company has implemented the electronic biometric attendance and HR Software. If
an employee faces an attendance punch error, the employee must drop an email on
hr@[Link]

The normal office hours are defined as per the shift which have been assigned to
you. Shifts will be assigned by your Immediate Reporting Manager (RM) or Human
Resources (HR) based on your work requirements. They cannot be chosen at the
employee’s discretion.

Overall break for a day is 1 hour (inclusive lunch/ tea break and game break).

Employees are expected to report to work as scheduled and on time. If it is

impossible to report for work as scheduled, employees must inform their Immediate
Reporting Manager (RM) before their shift starting time and send an Email to
Human Resources (HR).

The office will remain open on any Bandh / Strike day called on by any political
parties. In case an employee cannot attend work due to the inconvenience caused
on such a day, they would be treated as absent on that day.

Employee needs to complete assigned work hours. If any employee misses to

complete the assigned work hours there would be deduction as per the policy. (E.g.
If employee shift duration is 10 hours and sits in office only for 9 hours than it would
be considered as early going and deducted as per early going policy).
Employee is eligible for half day if he completes 4 hours 45 minutes in a day.
If any employee does not complete 4 hours 45 minutes than the employee would be
considered as absent.

“Bio Matrix”

Employee must log in/out through Bio Matrix machine only.

If any employee punches only one time in a day than it would be considered as
absent. (E.g. 1)If any employee logs in at 9:00 am and misses to log out while leaving
from office than that employee would be considered as absent.
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If any employee logs in for the lunch break at 1:00 pm and misses to log out than
this would counted as missing minutes.

‘’Log in & Log out”

Employee has to complete their 9:30 working hours of their shift and for Siliguri
employees they need to complete 10 hours of their shift. If an employee has logged
in at 9:10 am instead of 9:00 am then the employee has to complete their 9:30 hrs
and can leave by 6:40pm.

As this is a Standard shift , so there should be a prior approval from the Reporting
Manager if shift needs to be changed.
No matter employee takes break of only half hour or 45 minutes instead of 1 hour,
he still has to complete his 9:30 hours shift by default.

Work From Home

WFH is only allowed in emergency or medical reason, if all the documents are
submitted to us for the same and it's verified and approved by Rm, HOD and HR so
we can consider WFH

For this prior approval is required from the Reporting Manager.

Time needs to be recorded via Web Clock available in keka if someone is working
from home, also the Web Clock works same as the biometric machine Logs.

You need to Clock-in to begin with the Day, Clock-Out for Breaks, again Clock-in
after completing the break, and final Clock out at the end of the day.

While someone is doing WFH then it is mandatory for them to send the Work
Report of the Day to there RMs and looping HR ID in CC. If respective report has
not been received then the employee will be marked as absent for the specific
WFH day.

Regularization

If an employee misses to Log in and log out or skip to punch in and out during break,
this results in deficit or missing minutes, hence to remove this deficit or missing
minutes we can use regularization . 3 regularization can be applied in a month via
Keka App. However, regularization must be applied within 2 days from the date of
discrepancy. After 2 days Keka App will not allow the applicant to claim the missed
minutes.

Leaving the duty early without completing the assigned shift duration will attract the
deficit minutes deductions on the updated slabs as follows-

1 to 135: 0.25 day leave/ Salary.

136 to 270: 0.5 day leave/Salary.

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271 to 405: 0.75 day leave/Salary.

406 & above: 1 day leave/Salary.

“Extra Worked Hours”

This is applicable for those employees who work for an extra duration in the
organization.

1. If worked for 260 minutes a day then you would be eligible for Half day Comp Off.

2. If worked for 560 minutes a day then you would be eligible for 1 day Comp Off.

“Missing Minutes”

Missing Minutes benefits is applicable for Lunch and tea breaks.

1 Hour of break is completely dependent on the employee however they can take.

The deduction is done on daily basis. You will be penalized, in the following manner,
based on the shortage of effective hours in a day.

i. 0.25 day(s) of paid/unpaid Leave deduction if average effective hours in a day

is less than 95% of shift hours.
ii. 0.5 day(s) of paid/unpaid Leave deduction if average effective hours in a day
is less than 50% of shift hours.
iii. 0.75 day(s) of paid/unpaid Leave deduction if average effective hours in a day
is less than 25% of shift hours.
iv. 1 day(s) of paid/unpaid Leave deduction if average effective hours in a day
is less than 1% of shift hours.

Breaks: When an Employee comes back to work after their scheduled break 1,
Lunch/Dinner Time & break 2, the number of minutes that one gets late from the
break end time will be added to “Missing Minutes”.

Leave Policy

Background:

Leave facility is necessary for effective functioning of the organization, through

qualitative manpower utilization.

Objective:

To define rules with respect to leave. To help out an employee cope periodically, by
taking rest and by being with the family.

Policy:
For the purpose of calculating leave accounts, ‘year’ shall mean the year from 1st
April to 31st March.
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Eligibility:
During the first 90 days employee is not eligible for any leave.

Sanctioning Authority:

 Leave can be sanctioned only by the Department Head/ HR or by the competent

authority delegated with the power to do so. All requests for leave should be by
leave application system available on HR Software (Keka)/ HR Mail Id
hr@[Link]

 Normally the employees application for leave will be considered favorably.

However, the company reserves the right to refuse the leave applied for or recall
an employee, who has already been granted leave, depending on the
emergencies of work.

 All leave will be granted at the convenience of the management and nothing
shall limit the free discretion of the management to refuse or curtail leave as the
exigencies of the Company’s work may demand.

Application for Leave:

All leaves must be applied for in the leave application form on Keka App.

Employee is not eligible for any leaves during Business Season

(a) Application for leave of a non urgent nature must be submitted beforehand
i.e. All applications of 1 full day leave should be handed over 2 days in advance.

(b) All applications of 3 days long leave should be handed over at least 7
days in advance.

(c) All applications of more than 4 days long leave should be handed over to HR at
least 15 days in advance.

(d) In case of an emergency, the HR must be informed by mails to be followed up

later with a written request through mail in the prescribed form.

(e) All leaves should be applied well in advance (except Sick leave and Emergencies).
The application is then received by the HR. Based on the previous leaves it is then
approved or rejected, if approved the Department Head is informed who will
sanction or reject the leave based on work emergencies.

(f) Application for half day leave must be made at least 24 hours prior to the time
which is required. However, leave applications for urgent purposes such as sickness
or death in the family, or grave domestic complications beyond the control of the
employee may be made on the same day. If after enquire being made later
regarding their bonafide, if it is proved that the leave applied for by an Employee
was not for an emergency as claimed, he shall be deemed to be guilty of misconduct
and dealt with accordingly.
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Details of Leaves:

All the staff and employees shall be given 21 paid holidays per year. Upto 10
pending Earned Leaves would be carried forward and the rest would be en
cashed for the same year.

Four National Holidays are fixed which are 26th Jan, 15th Aug, 1st May and 2nd
Oct. However working on these days, an employee is eligible for a compensatory
off.

The festive holidays will be declared by the management in the month of January to
be observed during the year. Employee is eligible for four festive offs in a year
(January‐ December).Festival leaves is limited to one leave each quarter. It can be
applied from Keka. Further, festive holiday is subject to timing of joining as
highlighted below.

 If any employee joins the organization in the first quarter (Jan‐ march)
employee is eligible for four leaves.
 If any employee joins the organization in the second quarter (April – June)
employee is eligible for three leaves.
 If any employee joins the organization in the third quarter (July‐ September)
employee is eligible for two leaves.
 If any employee joins the organization in fourth quarter (Oct‐ Dec) employee is
eligible for one day leave.

1. In case of any employee is on sick leave for more than 2 days need to submit
Medical Certificate and prescription issued by a Registered Medical
Practitioner.

2. In case of Examination leave for more than 5 days the company would require
the copy of hall ticket.

3. If National holiday and week off for the employee is on same day than employee
is not eligible for any additional leave. (e.g. If any employee is on leave on 15th
August 2015 which is a national holiday and it’s a week off for the employee
also, then he is not eligible for any additional leave.)

4. It is the responsibility of the Employee in all cases to satisfy himself that

leave applied for, has been granted before he proceeds on leave. An
Employee shall proceed on leave only if the leave applied for has been
granted.
When proceeding on leave, all employees must leave their forwarding
contact telephone number, if any, with the Reporting Manager and Team.

5. Employees absenting habitually or staying away from duty without prior

permission, without getting leave sanctioned will be treated as
unauthorized absentee and will be liable for a disciplinary action.

6. Employees can take a maximum of 10 days leave at a stretch.

7. If an Employee is found to take maximum emergency leave than the management

and HR will have a discussion with the employee and take an action on the same.
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8. If there is a paid holiday (Festive Off, Week Off, National holiday) and an
employee is on leave before and after paid holidays than it would be
considered as sandwich leave and it would be Leave without pay.

 If XYZ employee has a week off on Saturday and he is on leave on Friday and
Sunday than it is considered as a Sandwich leave and deducted from salary for
all the three days i.e. Friday, Saturday and Sunday.

 If an employee has a week off on Saturday and Sunday and he is on leave for
Friday and Monday than it would be considered as Sandwich leave and
deducted from salary for all four days i.e. Friday to Monday.

 If an employee has applied for festive off on Friday and Saturday / Sunday is a
week off than there would be no deduction. But if employee takes a leave on
the following Monday than it would be considered as Sandwich and there would
be deduction for Saturday/ Sunday and Monday. There would be no deduction
for Friday as it’s a festive off).

9. In a month, an employee is eligible for only 2 festive offs.

Comp Off and Festive Off will not be carried forward.

10. If any employee is working on his/her Week off than that week off must be
adjusted in that week itself. If an employee does not utilize the week off in
that period than it would be lapsed.

11. If any employee is proceeding on a long leave than there would be no

adjustments like Week off/ Comp off and festive off during this period. The
applied leaves would be deducted from the earned leaves and if there are no
earned leaves it would be considered as leave without pay.

12. After 90 days of Probation Period only 3 days of Paid leaves are the
maximum number of leaves which can be approved.

Maternity & Paternity Leave:

The Corporation believes that the personal obligations of employees who become
parents should be respected. To that end, the Corporation provides financial
assistance in the form of loan to employees and adequate time off to allow them to
combine their personal and professional lives.

With these principles in mind Ergode IT Services Pvt. Ltd. grants leave to eligible
employees for the birth and care of a new‐born child.

Maternity Leave

 Full time confirmed female employees are eligible for paid maternity leave.
 It is granted as a continuous period of 3 months from the date of
commencement of the leave. Eligibility of benefit is restricted up to two
surviving children only.
 Pay will be made as per the ESIC Act for employees covered under ESIC facility.
In case if an employee is not registered under ESIC Act she would get her full
salary (for 3 months).
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 Employee is requested to submit a request for maternity leave at least one

month before taking leave. The application should be supported by a medical
certificate confirming the pregnancy and expected date of child birth.
 The weekly offs and holidays falling during this period will be a part of the leaves
availed.
 Employee is requested to submit the medical, fitness certificate and the
necessary documents upon joining.

Paternity Leave

 Full time confirmed male employees are eligible for paid Paternity leave.
 For the biological father taking Paternity Leave, up to 7 Days of leave is provided
for the purpose of providing care for his new born child.
 The applicant should inform about the paternity leaves to the HR department
minimum 2 months in advance before proceeding on leave.
 The application should be supported by medical documents confirming the
pregnancy and expected date of child.

Overstay:

Normally extension of leave will not be allowed. In exceptional cases when

extension is unavoidable, application for extension must be received by the
Company through mail well in advance.

Probation and Confirmation

Objectives:

To encourage and facilitate the performance of the new entrant or probationer

Key Policy Clause:

I. New entrants appointed shall be kept on Probation for a minimum of 6 months.

II. The concerned Department head shall keep a track of the performance of the
new entrant periodically.

III. On the 1st of every month, a list of probationers will be generated by the
Human Resources Department, who are about to complete their first six months.

IV. The performance review of the new entrants shall be done at the end of the
probation period by the Department head and based on their performance a
confirmation would be given.

V. Based on the performance the probation period may be extended or kept on hold.

VI. Probationers shall be confirmed subject to all round performance of the

probationer being considered satisfactory by the respective Department head, after
which a confirmation letter is provided by the HR Department.
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VII. As deemed fit the probation period may be extended to not more than 3 months.

VIII. In case the probation is not confirmed even after the second extension of the
probation period, he/she shall be issued a written communication on termination
from the services.

IX. A reasonable time, maximum 7 days shall be allowed in regard to termination.

X. In absence of the written communication in regard to the confirmation after 6

months, the concerned probationer shall be automatically confirmed.

Resignation and Exit Process

1. Employees have to provide at least a two month notice to facilitate a smooth

transition out of the organization. Less than one month would be considered if
approved by the department head, HR and Management.

2. Managers have to provide at least two month notice to facilitate a smooth

transition out of the organization

3. All resignations must be confirmed in writing. Employees should submit the

resignation letter to their immediate supervisor who should then forward the
Resignation letter immediately to the Human Resource Department. This
written notice should include the reason for leaving and the effective date of the
resignation.

4. Employees may be allowed a resignation if: 1) the employee’s immediate

supervisor approves, and 2) if the Accounts Department approves, and 3) if the
employee’s resignation has been approved by the Management.*(The
acceptance of resignation solely depends on the discretion of the Management.)

5. Resigning employees will be scheduled for an exit meeting with the HR to

understand the reason sort the problem if feasible. It would basically act as a
counselling session to retain employee back if required.

6. The System does not allow you to apply for ELs during your notice period.
However, Festival leaves(FL) , Comp Offs, Holidays (NPH) will be available
during this period. In case there are any leaves except FL, CO & NPH taken,
the notice period gets extended by the number of leaves taken.

7. Un utilized Earned leaves including pro rated leaves for the financial year , in
which the employee’s resigns will be paid to the employee at the time of Full
and Final statement and with not be adjusted with the notice [Link]
leaves will be en cashed on resignation on salary (Basic+HRA).

8. During the notice period, employee’s full 1 month of salary will be on hold
which means if employee resign in April his/her April Salary will be on hold and
in the second month of notice period which means in May we will pay the hold
April Salary and May Salary would be paid along with Full & Final Settlement.
Hence as per policy we will keep 1 month’s salary on hold.
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9. If in case employee choose to withdraw the resignation on the time of serving
notice period, then their 30% of salary would be kept on hold as per
resignation policy.

10. If found Violating any policies or issues in work performance while being in
notice period the action would be taken as per progressive discipline level which
can lead to non-issuance of Experience cum Relieving letter and other benefits
post the exit, if applicable.

11. After resignation benefits and appraisal including arrears if any would not be
effective.

12. He will have to hand over all his pending work to the respective person who will
then sign on the hand over form with the approval of department head. During
the notice period, an employee shall be required to carry out the normal duties
till the relieving date.

13. Then it is ensured that all tools and equipment are returned for which the
Admin and the dept. heads will have to give the clearance form duly signed.
Employees who fail to return any company property will be deemed ineligible
for resigning.

14. The IT department and the HR department must make sure that all his
passwords are changed.

15. Then the accounts department has to check and give clearance of all financial
transaction from both the sides.

16. The resigning employee has to give a declaration that all his/her financial dues
with the company are cleared before receiving the Relieving and Experience
Letter.

17. Once all procedures are completed and the employee have served the notice
period then an Exit interview is conducted by HR.

18. The Full and final settlement will take place only after 45 days from the date of
relieve along with Relieving Letter and the Experience Letter.

19. The Relieving letter and Experience letter is given to an employee only if he/she
has served the organization of a minimum of 6 months.

20. Once the exit formalities is done then the procedures of Pf account will start
which is after 2 months of Resignation and done online.

[Link] find the below link for same.

[Link]
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Updated Escalation Metrics

(HR Department)

It is Pleasure to assist [Link] may kindly follow below escalation matrix if your
concerns are not resolved to [Link] strive to extend our support every
time you need it.

Submission/Feedback/Query.

You may share your concern on email ID

1. To hr@[Link] queries related to HR operation & MGAF
2. To careers@[Link] quires related to recruitment/Hiring.

Our dedicated HR team members are fully equipped to handle your

Feedback/Query/Concern.
You will receive a response within next 24 hours.

First escalations to the concern authorities.

If you do not receive any response from the hr@[Link] and

careers@[Link] within next 24 working hours of sending your
Feedback/Concern/Query or the respond receive was not satisfactory, you may send
your Query/Concern.

1. To shadab@[Link] in case of any query related to HR Operations.

2. To nair.p@[Link] in case of any query related to HR recruitment.
3. To abhishek.t@[Link] in case of any query related to MGAF.

You will receive a response within next 24 hours.

Final Escalation to the support head.

If you still have not received any satisfactory response from concerned heads within
next 24 working hours after sending the Query/Concern you may send your
Feedback/Query/Concern to shivendra@[Link]

You will receive a response within next 24 working hours.