HR – PROCESSES 2013HR TEAM

AGENDA

HR Processes Employee Handbook Reimbursement Procedure Timesheet

FAQ ESIC Benefit CTC concept Loans and Salary Advances Leaves PF deduction

CLASSIFICATION

Talent Management

Talent Retentio

n

Compensation &

Benefits

General

Leave Management

System

Resignation Salaries Warning & Disciplinary

Actions

Performance Appraisals

Departure Protocol

Statutory Compliance

Issue Resolution

Employee Engagement

Exit Formalities

TALENT MANAGEMENT

LEAVE MANAGEMENT SYSTEM Interns/Employees on Probation: 3 Days Paid Leaves(One

leave is officially allowed in a span of 2 months)

Confirmed Employee: 21 Days All Purpose Paid Leaves.(Inclusive of Maternity(As per statutory rules), Paternity(7 days), Marriage leaves(15 days))

General Public Holidays: 8

LEAVE APPLICATION PROCEDURE

Submit a soft copy of Leave Application

Form to HR via Email

HR to check leave

balance

HR to forward the application

to PM/ Reporting Authority via

Email

PM to approve/disapprove the leave & reply to HR via

Email

HR to send the final Leave Application

status to the Employee

LEAVE APPLICATION (DESCRIPTION) An application for leave is a mandatory. No leave will be applied and approved

verbally. Employees should apply for leave in the following manner:

Application for 1 day of leave – Mail to be sent to HR 2 days in advance Application for >1 day < 4 day – Mail to be sent to HR 4 days in advance Application for >4 days – Mail to be sent to HR 6 days in advance

before the date of commencement of leave. No leaves will be sanctioned/ approved if the above conditions are not fulfilled

No employee will be allowed to go on a leave unless the status of the same is informed by the HR to the employee. If the employee still goes on leave then the same will be considered as an unpaid leave and warning will be given for leaving without approval

In case an employee wants to apply for leave on the very same day, then he/ she will have to officially make an application to HR via email and wait for approval on the same. On seeking status the employee can leave the office premises

For any reason incase the employee fails to come to office, the same has to be informed to their immediate superior or HR via phone/ SMS. The application for an impromptu leave should be applied for whenever he/ she resumes office.

PERFORMANCE APPRAISAL Annual Appraisals (April/Oct)

Eligibility : All confirmed employees

Increment & Promotions : All deserving employees

Note: All employees eligible for appraisals may not be necessarily entitled for increment

PERFORMANCE APPRAISAL - PROCESS

Counselling Sessions: Carried in month of April/October Criterion: Counselling Form designed by HR, Monthly

Performance Review Forms, Absenteeism and Attendance Report, Basecamp Hours Filled, No. of Warnings/ Disciplinary Mails and Training Programs Attended

First Round Discussion of Report with CEO & PM Final discussion of Report with CEO, PM & HR Increment will not be shared with employees, the outcome of the

same will be reflected in the salary for the month of May/November. Increment & Promotion Letters will be given only after the salary is

credited (i.e. in the month of May/November) Note: All increments subject to management discretion no

negotiation will be carried out after the process.

EMPLOYEE ENGAGEMENT Birthdays: A card is given to the employee by HR on behalf of Ashore

Systems

Wedding : Company provides a gift to the employee on account of his/ her wedding. Other employees can willingly contribute to the same if they wish to.

Events: Ashore Systems Anniversary Annual Party Annual Picnic

Building up In-house Cricket and Badminton team and preparing them for corporate

matches.

TALENT RETENTION

RESIGNATIONSubmission of Hardcopy of resignation to HR

Meeting with the concerned authorities is arranged to discuss Acceptance/ Non Acceptance of Resignation.

If Resignation is accepted then the desired notice period to be served is discussed along with the pending projects/ tasks. The Post Resignation Form

is filled up during the meeting

Commencement of Notice Period

Note: Soft copy via email/ SMS will neither be accepted nor addressed

DEPARTURE PROTOCOLON SUBMITTING HARDCOPY OF RESIGNATION

TL & Above Positions

Meeting with PM & HR regarding acceptance of resignation and pending tasks

2 months of notice period to be served (irrespective of the signed service agreement)

If Served If not Served

Post resignation form will be evaluated

Relevant documents will not be released

If task is completed If task is not completed then the notice period will extend

Exit Formalities will commence

Submission of I-Card and other company related property to HR Exit Formalities will not be completed

Release relevant documents (Including Relieving/ Experience

Letters/ Salary of previous month) Appropriate Legal action

No dues letter will be signed by the resigned employee

Exit interview will be conducted by the HR Executive/HR Manager

DEPARTURE PROTOCOLON SUBMITTING HARDCOPY OF RESIGNATION

Jr. & Sr. Positions Meeting with PM & HR regarding acceptance of resignation and pending tasks

1 month notice period (Who have not signed the service agreement)

If Served If not Served

Post resignation form will be evaluated Relevant documents will not be released

If task is completed If task is not completed then the notice period will extend Exit Formalities will commence

Exit Formalities will not be completed

Submission of I-Card and other company related property to HR

Release relevant documents Appropriate legal action(Including Relieving/ Experience Letters/ Salary of previous month)

No dues letter will be signed by the resigned employee

Exit interview will be conducted by the HR Personnel

Note: Employees who cannot pay 6 month’s salary and who leave without notice appropriate legal action will be taken

Employees who resign or leave without notice during their probation will not be given any relevant documents (including

salary)

DEPARTURE PROTOCOLON SUBMITTING HARDCOPY OF RESIGNATION

Jr. & Sr. Positions Meeting with PM & HR regarding acceptance of resignation and pending tasks

2 months notice period (Who have signed the service agreement)

If Served If not Served

Post resignation form will be evaluated Employee pays 6 month’s of salary

If task is completed If task is not completed then the notice period will extend Exit Formalities will commence

Submission of I-Card and other company related property to HR

Release relevant documents (Including Relieving/ Experience Letters/ Salary of previous month) Exit Formalities will be completed

No dues letter will be signed by the resigned employee

Exit interview will be conducted by the HR Executive/ Hr Manager

Note: Employees who cannot pay 6 month’s salary and who leave without notice appropriate legal action will be takenEmployees who resign or leave without notice during their probation will not be given any relevant documents

(including salary)

EXIT FORMALITIESOn successful completion of Notice Period

Experience & Relieving letters are released

Salary for the previous month and the salary slip is handed over to the employee through cheque on his last working day

No dues letter is signed by the resigned employee

Exit Interview is conducted by the HR Personnel

Submission of I Card and other company related property

Deletion of Basecamp account, Biometric registration, Email id

Note: Full & Final Salary cheque and pay slip for the ongoing month will be

released after a month of leaving the organization

COMPENSATION & BENEFITS

SALARIES

Salary Components Derivatives

Basic – 60% of Gross Salary

House Rent Allowance – 20% of Gross Salary

Dearness Allowances – 17.5 % of Gross Salary

Conveyance – 8.9% of Gross Salary

Other Allowance = Gross Salary –(Basic+ HRA+ Conveyance+ DA)

Gross Salary – Offered salary per month

CTC = Gross Salary *12 (Offered salary per annum)

STATUTORY COMPLIANCE

Provident Fund Applicability – Mandatory for employees whose Basic + DA is less than Rs. 6500/-. Application for PF is optional for employees whose Basic + DA is above 6500/-

Employees who still want to apply for PF can opt for deduction on Basic + DA equivalent to Rs. 6500/-

Contribution –25.61% of (Basic + DA)

Withdrawal of PF is only possible if The employees basic salary goes beyond the Rs. 6500/- On separation

Professional Tax Applicability – Deduction takes place on Gross Salary and mandatory for all employees

Rs. 175/- - Employees whose gross salary is between Rs. 0 to Rs. 10000/ - Rs. 200/- - Employees whose gross salary is above Rs. 10000/ - Rs. 300/- - Employees whose gross salary is above Rs. 10000/ - (only for the month of

February)

Employee State Insurance Corporation (ESIC) Applicability - Mandatory for employees whose Gross is between Rs. 0 to Rs. 15000/- Contribution – 11.25% of Gross

TDS: Eligiblity: Salary more than 2 lacs per annum ( For further details on calculation please contact

Accounts)

GENERAL

Warnings and discipline Issue resolution Loan Policy Salary Advance

WARNINGS & DISCIPLINARY ACTIONS

Warnings will be given on the basis of:

Project Performance (By PM/ Sr. Authorities) Behavioral grounds –

Insubordination Disciplinary grounds (Mentioned in Employee Handbook), Late comings Absenteeism Not updating Basecamp/ Timesheet Not entering In – Out Time in the Muster Irregular Breaks during working hours

Two Written Warnings

Warnings exhausted will lead to Termination/ appropriate legal action

Complaint raised by PM and Sr. Management

(incl. HR)

Second Written Warning

First Written Warning

Serious Action/

Termination

ISSUE RESOLUTION

Escalations

Issues Raised by

Developers/Designers/

Testers

Team Leaders

Project Manager

Support Team

First Project Manager Project Manager

HR Executive

Immediate Superior

Second HR Executive HR Executive

HR Manager HR Executive

Third HR Manager HR Manager HR Manager

Final CEO CEO CEO

ESCALATION LEVELS

Meetings for Issue Resolution

1st Meeting will be held with the Project Manager and HR Executive. If not resolved;2nd Meeting will be held with the Project Manager, HR Executive and HR Manager. If still not resolved;3rd and final meeting will be held with the Project Manager, HR Manager and CEO

Please Note: All escalations should be in writing (email). If not then no action will be taken.

• Only confirmed employee can apply for a loan once a year. The reason for the same should be mentioned along with appropriate documentation for verification. The loan will only be sanctioned at Management discretion and final verification.

• Employee can be granted a loan of Rs. 40,000 (Max) only once a year• The company will have a loan cap of Rs 2,00,000 every year. No other

employee will be granted a loan once the loan cap is exhausted. • If an employee leaves without clearing his dues, he will not be officially

relieved from the organization and legal consequences will follow

Advance Amount

Required Documents (Mandatory)

Recovery Period

Disbursement Time (After application)

1000/- to 5000/- Pan card In two slots from salary

One week

5000/- to 15,000/- Pan card + Original certificates

In three slots from salary

Two Weeks

15000/- 40,000/- Pan Card+ Original certificates + proof of requirement

In Five slots from salary

Three Weeks

LOAN POLICY

Salary Advance

An employee can request for salary advance only thrice a year (not being consecutive).

Only part of the salary or full salary will be released in advance

Salary Advance will only be given for salary due

It is onetime payment so will not be deducted from salary in slots

Procedure: A mail has to be sent to HR one week in advance HR will then send a mail to accounts for approval Once approved from accounts HR will send you an information regarding the status of

your application The payment will be done through a cheque and the same has to be collected from

accounts

E.g. If you wish for a salary advance on 10th July then you will have to apply On 3rd July( one week in advance)

COMPANY HANDBOOK

TYPES OF EMPLOYEES Probation:

Probation for a period of 6 months On successful completion of probation he/ she will be confirmed

on the basis of performance. (Probation period is extended if the employees performance is not satisfactory)

Confirmed: Employee will be confirmed only after he/ she successfully

completes his/her probation & on satisfactory performance.

Interns: Fresh Graduates from various colleges. Tenure of Internship is minimum 3 months On completing the internship, the intern may be absorbed in the

organization on probation and may later get confirmed on the basis of performance.

Incase an intern does not want to continue with Ashore on permanent basis, he will be released from his services and will be only given his internship completion letter.

Biometric Registration: This system will record the employee’s punctuality, leaves and breaks taken.

Salary: Employees’ salary for every completed month will be directly

credited to their respective salary accounts between the 15th and 20th of the following month.

In case of any probable delay, beyond the control of the Management of Ashore, you will be informed accordingly.

GROUNDS OF SEPARATION:

Absenteeism: Any absence from work typically for three consecutive days without intimation,

irrespective of whether you have earned leave balance or not, will be treated as ‘Unscheduled Absenteeism’ result in Forced Separation.

Incompetence and Indiscipline: Any willful act of insubordination, indiscipline, incompetence or misdemeanor,

for which written warnings are received from HR department or Ashore management may result in a Forced Separation.

Planned Separation:

Resignation: (As explained in the processes presentation). Even though all conditions are fulfilled the employee will not be relieved if: The project on which he/ she are working is incomplete; Client’s non acceptance of his/her current project assignment Ashore has not found a replacement for him/ her; No Clearance from any of the departments at Ashore Any other reason that Ashore Management may consider injurious to the

interest of the company;

Working in Office:

Ashore ordinarily observes a 5 day work week, unless extra-ordinary circumstances.

Monday to Friday – 9.30 am to 6.30 pm

Saturday: Official Trainings - 10.00 am to 1.00 pm

Breaks:

Lunch time: 1:00 pm to 1:45 pm

Tea Break: 4:00 pm to 4:15 pm

Late Arrival: Employees working in Ashore after 9:00 p.m. on official days will be allowed to

come till 10:30 a.m. the following day. Due to the responsibilities handled by Team Leaders/ Project Manager & Sr.

Management, will be allowed to come till 11:30 a.m. incase they have stayed in the office beyond 11:00 p.m.

3 (three) consecutive late marks in the month or 6 (six) random late marks in a month will result in a written warning.

Attendance muster kept in HR should be filled up by the employees regularly.

GENERAL

Half Day: Employee coming to office at or after 12:00 noon. Employee leaving on or before 3.30 p.m. Incase an employee comes to the office after the holiday or leaves in

the second half of the day (i.e. after 12:00 noon), his/ her holiday will be treated as a leave and he will be treated as absent for the entire day.

Use of Cell Phones: Use of Cell Phones can only be done during breaks and before or after office hours

unless urgent. Listening to radio & walkman is strictly prohibited during working hours. Incase anyone

is found listening to the same will be given warning leading to serious action.

LEAVESLeaves

Leaves for Confirmed Employees - 21 days of leave is to be earned and used in the following manner:

Jan-Feb-March: 2-2-1

April-May-June: 2-2-1

July-Aug-Sept: 2-2-1

Oct-Nov-Dec: 2-2-2 [*Note: In case an employee gets confirmed on or before 15th of the month, he

will be entitled to leave of only one day for that month , whereas for employees who gets confirmed after 15th of the month will not be entitled to any leave for that month.]

Leave for Probationary Employees: An employee is entitled to 3 (three) days of paid leave.

Prefix/Suffix: After the approval of leave if an employee remains absent beyond the period of his/ her granted leave then salary of the days of absence together with the days of holidays prefixing or suffixing to leave not sanctioned shall be deducted.

Leave during Notice Period: After submitting resignation, no leave will be allowed during the notice period for any reason whatsoever. The Management reserves the right to discharge an employee during notice period on immediate basis on disciplinary/ redundancy grounds.

Compensatory Off:

Ashore generally does not encourage compensatory offs. Compensatory offs will only be allowed in exceptional situations (at managements’ discretion) with the advance written consent of Project Manager and CEO and intimation to HR.

Dress Code: Employees are expected to come to office in Formals or Business Casuals with proper and appropriate footwear.

Employee Engagement – HR arranges for various activities and functions as a part of employee engagement. This helps us in employee bonding.

At company events you will be governed by the company policies.

For the outings you will be required to sign an indemnity form.

Performance Appraisals Appraisals are conducted annually in two parts. All confirmed employees will be eligible for Appraisal which may result in

Salary Increment once a year (i.e. during the month of April/ October) E.g. If X is appraised in the month of October, he will be considered for an

appraisal only next October.(Same with April)

Nimantran Referral Scheme:

This amount will be received by the employee once the referred employee completes 3 (three) months at Ashore.

Designation (Joining At) Amount

Developer & Sr. Developer Rs. 1000/-

Team Leader Rs. 1500/-

Project Manager & Above Rs. 2000/-

REIMBURSEMENT Reimbursements:

Food Reimbursement: Employees working in Ashore after 10:00 p.m. will be eligible for Food Reimbursement of Rs.

50/- per employee/ per day.

Petrol Reimbursement: Employees using their personal vehicles for official purpose will be eligible to claim fuel charges @ Rs. 2.50/- per km.

Process

Reimbursement Form

Reimbursement Process:

1. Submit the form within 10 days 2. Documents: Xerox copies of bills/Receipts 3. Require authority signatures on the form 4. Submit the form to the Accounts department 5. Your reimbursement will be reimbursed within a fifteen days

TIMESHEET

http://server.ashoresystems.com/~ashoresy/avion_timesheet/index.php?option=com_users&view=login

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