who is an hr

7/31/2019 Who is an HR

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A practical experience on day to day HR and ADMIN

function at

USGI LTD.

SHABNAM DAHAL

Under the guidance of MR.JOY

FAUZDAR

Zonal HR and ADMINISTRATOR


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UNIVERSAL SOMPO GENERAL

INSURANCE

KOLKATA

INDEX:

Page no. Particulars

3. Acknowledgement

4. Objective of this report

5. Introduction

6. Who is a hr.?

Who is an Administrator?

7, 8, 9 Duties and Responsibilities of HR department

9, 10 Duties and Responsibilities of administrative department

10-11 Skills and Abilities of HR and Administrative

department

11 Difference between HR and Administrative activities

12 Introduction TO the Insurance Industry

What is Insurance?

13 Insurance Market at Present

Benefits of General Insurance

14-15 General Insurance Companies In India

16 Introduction to the Organization

17 Offices of the Company

18 Department of Kolkata Regional Office

19-29 Daily activities of HR at USGI


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29-30 Daily activities of Admin.at USGI

31 Conclusion

32. Annexure

33. Bibliography

ACKNOLEDEGEMENT

At the outset, we would like to express our

heartiest gratitude to Universal Sompo General

Insurance Ltd. For giving us an opportunity to have

a hand on experience of the practical insurance

field.

We are really grateful to Mrs.Dhritipriya

Roy Dasgupta reginal head of eastern zonal of USGI

and Mr. JOY FAUZDAR, zonal HR.and administrator,

without whose guidance & help this project could

not be done. He helped me with his suggestion as &when we sought it during this program. His

thoughtful insights, innovative ideas and ever

encouraging. attitude helped us to reach the mark

of project completion within the stipulated

timeframe.

At the end we would like to thank all the

other staff members of the USGI, Kolkata for raisingtheir hand of co-operation to accomplish the project

during the whole period


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Objective of this report:

Since I am doing my specialization in human resource it is essential for me

to know the day to day activities of the human resource department. While

doing my internship project in this organization I came to know the

functions of hr. /admin.

Dealing with humans is way more complicated the dealing with machines,

so watching my hr. manager working I actually came to know how hard the

work of the HR could be.

The day to day functions of hr. is to recruit the best candidate to selection

to training that candidate to maintain their attendance register to giving

them their salary cheque on time, and the function of an administrator is

totally different to that of an hr. The activities of and includes payment of

electricity bill to payment of taxes to inspection of vehicles, payment of

staff services charges and many more. The functions which we thought

were never so important in our daily life are actually the real activities of

the hr.administrater.

Had it not been through this project I might have never been able to know

the real work of a HR.ADMINISTATER.


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Introduction:

The purpose of having the human resource department can be analyzed on

the basis of the functions performed by them. Employees are the most valued

asset in any given organization. The human resource department is to

guarantee that the right candidates get appointed to the right task at the right

time and the job offered to them is capable of utilizing their capabilities to the

maximum, adding to self-motivation leading to better performance. They help

in the adoption of the best technique for recruitment based on the needs of

the role. Creation of an image of being a most favored company by the

employees is an important task of the HRD as it helps in drawing the best

possible recruits to the company. The HRD is also responsible for the creation

of the hiring plans for the organization. It has to decide on the best way of

recruiting possible candidates through internal or external hiring sources. The

HRD is to formulate a good salary policy which is capable of helping in hiring

the best in the industry without compromising on the company profits.

Once appointed, the employee must be given proper training to help him

understand the way the business operates and to work using the best possiblemethod. Training also helps in easy adaptation to the company as it throws

light on the employee policies, code of ethics expected from them and other

business procedures. Training also helps in adding to the creativity of the

employees by developing an innovative culture within the entity that is

capable of accepting changes into their system. Innovation is inevitable for the

success of any business. The employees must be directed and assisted in


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effectively utilizing their resources and capabilities for maximum output,

leading to job satisfaction and a higher rate of company profitability.

HRD is allotted with the task of creating a healthy environment within the

entity through employee favorable policies. Today, with the companies having

a global mix of the employees, understanding their needs and negating their

differences of opinion through a proper understanding of the employees is a

tough task in the hands of the human resource department. Handling them

and making them work together towards the common objective is a massive

task. A global mix expects the company to understand the labor laws

applicable to each country. The HRD has to promote a fair and equitable

treatment to all its employees. The employee disputes must be identified at

the preliminary stage and steps to resolve amicably lies on the capabilities of

the HRD.

Who is a hr.?

HRD = Human Resources Department. In the old days, they were called

Personnel Managers, and now rephrased as Human Resources, and somecompanies have gone a step further to Human Capital.... Basically their job is

to help recruit people, issue appointment letters, keep track of absences,

leaves, calculation of salaries, benefits, insurance, provident fund or 401K,

pension fund etc. in various organizations.

"Human resources" (HR) is a term that is used in business to refer to the

people who work for a company or organization. It also is used to refer to the

department of a company that is responsible for managing those resources,

such as hiring and training new employees and overseeing the benefits and

compensation packages provided to all of the company's employees. Thisterm was coined in the United States during the 1960s, when labor relations

became a greater concern for U.S. businesses, and has since spread around

the world.

Who is an Administrator?


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An HR administrator is a human resources generalist responsible for

supporting a business within every area of human resources, including

recruitment and employee relations.

As an HR administrator, your role is a mixture of admin and HR, also known as

human resources and personnel. The proportions of each will vary according tothe organization, department and your own background and talents. Many

organizations will encourage and enhance the HR aspect of the role for a high-

caliber, committed HR administrator.

You will be expected to undertake some or all of the following:

Be the first point of contact for all HR-related queries.

Administer HR-related documentation, such as offer letters, contracts of

employment, leavers' and pensions information.

Ensure the relevant HR database is up to date, accurate and complies

with relevant legislation.

Assist in the recruitment process - i.e. Liaise with recruitment agencies,

set up interviews and issue relevant correspondence.

Duties and responsibilities of hr.department:

Human resource (HR) department deals with wide range of activities from

strategic planning level to the day to day operations level. Therefore defining

roles and responsibilities of HR manager is a quite complex task but some of

the functions carried are summarized below.

Involvement in the strategic planning process

HR manager gets involved in the strategic planning process of the

organization and identifies HR as a core competency of the organization. When

HR is assumed as a core competency HR becomes a competitive advantage

for the organization and HR manager is responsible of developing the HR of

organizations to bring the stated competitive advantage to the organization.

Forecasting the labour requirement


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The HR manager holds the responsibility of forecasting the labour requirement

of the organization in the future based on the future level of sales/production

level of the organization. The labour forecast may identify the need for need

for hiring or firing employees.

Recruitment

Once the labour forecast is done organization can identify the need for more

labour in the organization if the existing workforce is not sufficient to handle

the future workload. In such a situation HR manager has to recruit new

potential candidates to fill the vacancies. Recruitment is the process of

creating a pool of potential candidates who can be employed to fill the

vacancies.

Selection

Selection is the process by which the most suitable candidate is selected from

the recruited pool of candidates. Selection is done by carrying out various

types of tests and interviews. HR department/manager is responsible of

selecting the most suitable employees to fill existing vacancies.

Induction

Induction is the process by which new employees are made familiarized with

the organizational environment. Once the employees are selected they need

to be introduced to other staff of the organization and they should be

given necessary guidelines about the organizational culture and theprocedures.

Training

Once the employees are done with the induction they become an employee of

the organization but the skills they possess may not be adequate to carry out

required tasks. The need for training arises when the there is a gap between

expected level of skills and the current level of skills of an employee. If a there

is a training need HR department has to design training programs and execute

them.

Motivation

HR manager is responsible of motivating employees to carry out their duties of

a timely and accurate basis.

Performance Appraisal


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This is where the employees performance are evaluated based on expected

level and the actual level of the performance. HR department needs to design

performance appraisal systems to appraise the employee performance on a

fairly manner.

Rewarding employees

Once the employee performance evaluation is done HR department needs to

design good employee rewarding packages to reward

well performing employees. These rewards could be of monetary or non-

monetary in nature.

Managing Carrier Growth of employees/Promotions

HR department is responsible of managing the carrier growth of employees

where they needs to promoted in the carrier ladder if they are suitable to fill

existing vacancies in high ranks of the organizational structure.

Managing redundancy

When the organization decides that they no longer need the service of certain

employee they need to be sent to be given the redundancy notices and have

to be paid the redundancy charges. HR department has to manage this

process.

Managing employee grievance

HR department needs to accept the grievance and complaints submitted by

the employees about their problems. HR department need to listen to

grievance and should come up with solutions to solve problems.

Managing complains about employees

There can be complaints about employees regarding poor performance,

bribery, misbehavior and so on. HR department needs to hear those complains

and make necessary steps (advising/punishing employees) to solve thoseissues

Duties and responsibility of HR and

Administration department:


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1. H.R. Duties:

1, Recruitment,

2, Pre recruitment

a) Getting requirement from dept.

b) Sourcing the resumes by Advertisement, reference, Job Portsl

c) Interview card

etc.

3, Post Recruitment

a) Reference Check

b) Issue the Appointment Letter,

c) Joint formalities

d) Personnel File Creation

etc

4, Induction,5, Training,

6, Work Allocation,

7, Time Office Management,

8, Payroll, Benefit and Compensation management,

9, Facility management,

10, Safety Policy implementation,

11, Labor welfare activities,

12, Statutory Activities,

13, Liaison with Govt.

14, Full and final settlement,

15, Performance appraisal

2. Admin Manager duties:

1.Canteen Management,

2.Housekeeping management,3.Security Gate management,

4.Ticket Booking,

5.Stationary Control,

6.Cab arrangement,

7.Liaison,


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Skills and abilities of HR. and

ADMINISTRATOR:

Communicates well both in writing and verbally

Enjoys and is able to work as part of a small team

Flexible approach to work,

Appreciates that projects need to be completed, methodical approach with

ability to Work under pressure

Uses judgment to know when to ask for help and guidance

Uses own initiative and can work independently

Takes responsibility for own work

Proficient use of all Microsoft programs

Organizational skills

Records information accurately

Pays attention to detail

Understands and implements processes

Good level of numeracy

makes good use of the opportunities to develop within the role

builds appropriate professional, friendly and accessible relationships with

employees

Resilient and able to work in an organization that is undergoing change due

to development and growth.

Appreciates and understands the need with confidentiality in dealing with

all HR and training issues.

Difference between HR and admin activities:


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In actual, there is a lot much difference between HR and administration but

unfortunately smaller organizations or organizations with unclear HR

concepts / functions mix it up with each other and thus such posts do arise like

HR and Admin manager and thus instead of hiring and separating these two

post, they want to take the work of both these areas from a single person.

It was truly said that HR could perform the tasks of Administration which are of

routine nature (e.g. transport management, vehicle problems handling in

pharmaceutical organizations, construction or civil matters...etc.) but the tasks

performed by HR are definitely specialized in nature (Like training and

development according to the needs, performance appraisal, career

management & succession planning, motivating and retaining

employees....etc.).

As far as the personnel management is concerned, it is considered to be the

old form of HR and older concept in which human side of employees was less

viewed or focused.

Introduction to the insurance industry:Insurance has a long history in India. Life Insurance in its current form was

introduced in 1818 when Oriental Life Insurance Company began its

operations in India. General Insurance was however a comparatively late

entrant in 1850 when Triton Insurance Company set up its base in Kolkata.

History of Insurance in India can be broadly bifurcated into three eras: a) Pre


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Nationalization b) Nationalization and c) Post Nationalization. Life Insurance

was the first to be nationalized in 1956. Consolidating the operations of

various insurance companies formed Life Insurance Corporation of India.

General Insurance followed suit and was nationalized in 1973. General

Insurance Corporation of India was set up as the controlling body with New

India, United India, National and Oriental as its subsidiaries. The process of

opening up the insurance sector was initiated against the background of

Economic Reform process, which commenced from 1991. For this purpose

Malhotra Committee was formed during this year who submitted their report in

1994 and Insurance Regulatory Development Act (IRDA) was passed in 1999.

Resultantly Indian Insurance was opened for private companies and Private

Insurance Company effectively started operations from 2001.

What is insurance?

The business of insurance is related to the protection of the ECONOMIC

VALUES OFASSETS. Every asset has a value. The asset would have been

created through the efforts of the owner. The asset would have been created

through the efforts of the owner. The asset is valuable to the owner, because

he expects to get some benefits from it. It is a benefit because it meets some

of his needs. The benefit may be an income or in some other form. In the case

of a factory or a cow, the product generated by it is sold and income is

generated. In the case of a motor car, it provides comfort and convenience in

transportation. There is no direct income. Both are assets and provide

benefits. Every asset is expected to last for a certain period of time duringwhich it will provide the benefits. After that, the benefit may not be available.

There is a life-time for a machine in factory or a cow or a motor car. None of

them will last forever. The owner is aware of this and he can so manage his

affairs that by the end of that period or life-time, a substitute is made

available. Thus he makes sure that the benefit is not lost. However, the asset

may get lost earlier. An accident or some other unfortunate event may destroy

it or make it incapable of giving the benefits. An epidemic may kill the cow

suddenly. In that case, the owner and those enjoying the benefits therefore,

would be deprived of the benefits. The planned substitute would not havebeen ready. There is an adverse or unpleasant situation. Insurance is a

mechanism that helps to reduce the effects of such adverse situations. It

promises to pay to the owner or beneficiary of the asset, a certain sum if the

loss occurs.


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Insurance market: present

The insurance sector was opened up for private participation few years ago.

For years now, the private players are active in the liberalized environment.

The insurance market has witnessed dynamic changes, which include

presence of a fairly large number of insurers both life, and non-life segment.

Most of the private insurance companies have formed joint venture partnering

well-recognized foreign players across the globe.

The available types of insurance in India:

Insurance provides compensation to a person for an anticipated loss to his life,

business or an asset. Insurance is broadly classified into two parts covering

different types of risks:

1. Long-term (Life Insurance)

2. General Insurance (Non-life Insurance)

Benefits of general insurance:

We realize it or not, we live with the full risk. Every day, we actually bear the

burden of risk upon themselves, their families and our property. We should be

able to reduce that risk, either for now or the future. Because that is the case

then there is general insurance.

Almost the same withlife insurance, general insurance bears all things,

such as health, wealth, and the other that is not borne by insurance. Many

unexpected things can happen in our lives. This is actually the basis for more

conscious of the importance ofgeneral insurance. Controls without the risk

of mature, non-impossible events that are not desired in the future force us to

gather our possessions from point zero of the damage caused.

The scope ofgeneral insurance includes home insurance, car

insurance, travel insurance. Is the difference between life insurance. Ifinsurance covers events that will occur, at any time, like death, general

insurance to protect us from things, unexpected, such as natural, accident or

fire
http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/http://lifeinsurance-term.blogspot.com/


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GENARAL INSURANCE COMPANIES IN INDIA:

Presently both public and private general insurance companies are operating

in India. A comprehensive list of all companies is given below.

PUBLIC SECTOR:

National Insurance Co. ltd

The Oriental insurance Co. ltd

United India Insurance Co. ltd

Export credit guarantee Corporation ltd

Agriculture insurance Company of India

The New India Assurance Co. ltd

PRIVATE SECTOR

Bajaj Alliance General Insurance co. ltd

ICICI Lombard General Insurance Co. ltd

IFFCO TOKIO General Insurance Co. Ltd

Reliance General Insurance Co. ltd

Royal Sundaram Alliance Insurance Co. ltd

TATA AIG General Insurance Co. ltd

Cholamandalam MS General Insurance co. ltd

HDFC ERGO General Insurance co. ltd

Star Health and Allied Insurance company limited

Apollo DKV Insurance Company Limited

Future Generali India Insurance Company Limited


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Universal Sompo General Insurance Company Limited

Shriram General Insurance Company Ltd

Bharati AXA General Insurance Company Ltd

SBI

L&T


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INTRODUCTION TO THE ORGANISATION

UNIVERSAL SOMPO GENERAL INSURANCE CO.LTD:

Universal Sompo General Insurance Co. Ltd. is a joint partnership between the

Allahabad Bank, Sompo Japan Insurance Inc., Dabur Investments, KarnatakaBank and Indian Overseas Bank. On November 2007, the Insurance Regulatory

and Development Authority granted a License of Registration to this company.

Dabur is ranked the 4th largest FMCG Company in India with about 15 million

retail outlets and over 4000 branches and distribution centers.

Sompo Japan Insurance Inc., headquartered in Tokyo, has a

presence in over 27 countries with its distribution network comprising of

brokers, agents and line direct marketing promotions.

Universal Sompo is present across almost all product lines, classified

into five major types of insurances: Property, Marine, General Accident,

Workmen Compensation and Motor. The company also provides specialized

packages for Small & Medium Enterprises (SMEs) and Corporates such as

Operational Insurance, Project Insurance, Liability and Employee Benefit.

The company has its head office located at Mumbai and its regional

offices situated at Delhi, Chennai and Kolkata. Under Kolkata regional office,

Patna, Bhubaneswar, and Angul branch offices are situated. It is also proposed

that under Kolkata regional office Jamshedpur and Guwahati branches offices

will also be situated.

The Kolkata Regional Office has the following department

underwriting , claims, human resource, administration, and marketing.

THE SHAREHOLDERS OF THE COMPANY:

Allahabad Bank -30%

Indian Overseas Bank-19%

Karnataka Bank-15%

Dabur Investment-10%

Sompo Japan Inc.-26%


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Offices of the company: proposed under Kolkata

region

CHENNAI

HEAD

OFFICE

MUMBAI

DELHI BHUBAN

ESWAR

CHENNAI KOLKAT

A

REGIONA

L OFFICE

RANCHI PATNA SILIGURIGUWAHA

TIRAGUNA

THGANJ

ANGULJAMSHED

PUR


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Department of Kolkata regional office

KOLKATA

REGIONAL

OFFICE

CLAIMS

MARKETIN

GMARKETI

NG

UNDERWR

ITINGUUU

H.R AND

ADMIN

MOTORNON-

MOTORRETAIL

BANCASS

URANCERETAIL

CORPOR

ATE


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The daily activities of the HR of USGI :

(a) Staffing:

Staffing is the process by which an organization creates a pool of

applicants and makes a choice from that pool to provide the right person atthe right place at the right time to increase the organizational effectiveness.

The staffing function of hr. Department of USGI includes:

1. Recruitment:The process of identifying and hiring the best-

qualified candidate (from within or outside of an

organization) for a job vacancy, in a most timely and cost

effective manner.

2. Selection:Terms that refer to the process of attracting and

choosing candidates for employment. The personnel

department of a larger business will often have detailed

recruitment and selection policies that need to be followed

by those responsible for hiring new employees.

3. Orientation:Once screening takes place, the appointed

candidates are made familiar to the work units and work

environment through the orientation programs.

4. Training: it is a process of imparting knowledge and giving

the candidate the idea about the job he is hired to perform

5. Remuneration- It is a kind of compensation provided

monetarily to the employees for their work performances.

This is given according to the nature of job- skilled or

unskilled, physical or mental, etc. Remuneration forms an

important monetary incentive for the employees.

6. Performance Evaluation- In order to keep a track or record

of the behavior, attitudes as well as opinions of the workers

towards their jobs. For this regular assessment is done toevaluate and supervise different work units in a concern. It

is basically concerning to know the development cycle and

growth patterns of the employees in a concern.

7. Promotion and transfer- Promotion is said to be a non-

monetary incentive in which the worker is shifted from a


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higher job demanding bigger responsibilities as well as

shifting the workers and transferring them to different work

units and branches of the same organization

8. Induction: All new employees will be introduced to USGI

through general orientation program organized by the HRdepartment. Such a program will begin on the date of joining or

soon thereafter. The orientation program will be designed by

the human resource department to facilitated smooth

employment transition into USGI.

Induction program:

The induction program, organized by the HR department

varies depending on the position for which the new

employee is recruited.

Induction check list:

Timing

Punctuality

Attendance

Leave rules

Compensation structure

Benefits

Salary mode and day of disbursement.

The other incidental function of the HR department of USGI

is:

A.Payment ofCompensation:

Compensation is the total amount of the monetary and non-monetary payprovided to an employee by an employer in return for work performed as required.

Compensation is based on:

market research about the worth of similar jobs in the marketplace,

employee contributions and accomplishments,


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the availability of employees with like skills in the marketplace,

the desire of the employer to attract and retain a particular employee

for the value they are perceived to add to the employment relationship,

and

The profitability of the company or the funds available in a non-profit or

public sector setting, and thus, the ability of an employer to pay market-

rate compensation.

Compensation also includes payments such as bonuses, profit

sharing, overtime pay, recognition rewards and checks, and sales

commission. Compensation can also include non-monetary perks such as a

company-paid car, stock options in certain instances, company-paid housing,

and other non-monetary, but taxable, income items.

B. ConductingExit interview:

In human resource terms, an exit interview is a survey that is conducted

with an employee when he or she leaves the company. The information from

each survey is used to provide feedback on why employees are leaving, what

they liked about their employment and what areas of the company need

improvement. Exit interviews are most effective when the data is compiled

and tracked over time.

C. Maintenance of attendance:

The attendance records are maintained by the hr. of the company.

This is one of the basic activities of the HR.

The HR has to maintain the attendance of on-role as well as off role employee.

The HR has to make sure that each on job employee gets each year

1. 21 days of earned leaves

2. 7 days of sick leaves

3. 7 days of casual leave

4. Maternity leave as per the provisions, but the off-job

employee only gets 21 days of earned leave per year, the

sick leave and casual leave is absent in this case.
http://humanresources.about.com/od/glossaryb/g/bonus.htmhttp://humanresources.about.com/od/glossaryp/g/profit_sharing.htmhttp://humanresources.about.com/od/glossaryp/g/profit_sharing.htmhttp://humanresources.about.com/od/glossaryo/g/overtime.htmhttp://humanresources.about.com/od/salaryandbenefits/a/sales_comp.htmhttp://humanresources.about.com/od/salaryandbenefits/a/sales_comp.htmhttp://humanresources.about.com/od/glossaryp/g/Perks.htmhttp://humanresources.about.com/od/glossaryb/g/bonus.htmhttp://humanresources.about.com/od/glossaryp/g/profit_sharing.htmhttp://humanresources.about.com/od/glossaryp/g/profit_sharing.htmhttp://humanresources.about.com/od/glossaryo/g/overtime.htmhttp://humanresources.about.com/od/salaryandbenefits/a/sales_comp.htmhttp://humanresources.about.com/od/salaryandbenefits/a/sales_comp.htmhttp://humanresources.about.com/od/glossaryp/g/Perks.htm


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The employee may also get a leave without pay as per their wish in

case their paid leave is over ,but in this case their per day salary would be

deducted according to the number of days the leave is taken.

Incase if a candidate wishes to leave the job his remaining paid leave would

provide him with the leave encashment. But before leaving the job a candidatehas to serve a 3 months notice period after submission of his resignation

letter, only then he could be benefitted with the leave encashment

The HR has to maintain two attendance sheet every month one for the on-role

employee and the other for the off-role employee

**refer to annexure 1 and 1.1

D.Maintenance of exist list:

The hr. has to maintain a sheet where he has to mention the nameof the employee who has left the organization. According to this sheet

the HR actually calculates the numbers of days the employee has

worked in the organization and pays his dues accordingly.

Also conducting exit interview.

E. Maintenance of leave updating list:

The HR maintains the leave updating list of an employee. The on

role employee gets 60 days of paid leave per year, and if the employee

leaves the organization his reaming paid leave provides him with leave

encashment, but if the existing employee has not used his paid leave for

that year his leave would get carried forward to the next year.

**refer to annexure 1.2

F.Group medical policy:

This is an insurance policy offered by the USGI to its employee.

This facility is extended to the employee and his family to take care of

hospitalization expenses.

Benefits:

This is given for reimbursement of expenses for treatment requiring

hospitalization

Applicable to employee and his family


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The med claim policy of the insurance company guides the claims limits

for treatment category

The detailed policy is available with the HR department.

Procedure and responsibility:

For claiming the reimbursement of the group med claim policy the

employee or the applicant has to submit all the supporting documents

of hospitalization, consultancy charges, and the test etc.

Whom to submit:

The documents are to be submitted to the HR. department

Medical entitlements are as follows:

Grade Medical

allowance

(p.a.)as a part

of CTC

Group med

claim limits

Personal

accident

insurance

coverage

Band IV 15,000 5,00,000 40 lacs

Band III 15,000 4,00,000 30 lacs

Band II 15,000 3,00,000 25 lacs

Band I 15,000 2,00,000 15 lacs

** refer to annexure 1.5

G. Payment of leave travel allowance:

Objective:

An amount paid annually to reimburse expense incurred on annual

vacation.

Eligibility:

All confirmed employees are paid LTA once the financial year.


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Only employees not confirmed within the financial year are

allowed to carry forward pro-rata LTA to the next year.

Amount payable is fixed as per the grade

Employees have to avail, minimum 05 days earned leave forclaiming LTA as per eligibility.

Procedure

The employee has to submit a statement of account in the

prescribed claim form to the FINANCE AND ACCOUNTS

DEPARTMENT.

The forms are available with finance and accounts department

The company as per income tax rules will deduct tax on LTA.

Exceptions:

For people who leave the service of the company during the year,

the LTA paid shall be pro-rata.

Entitlements:

The LTA amounts are mentioned in the individual appointment letter.

Normally the LTA is equal to one months basic salary, which is the

part of the total cost to the COMPANY.

Domestic travel will be due to following purposes:

Directors meeting

Customers development

Training

Office related

Eligibility:

Company travel related limits:(within india)

Designati

on

Mode

of

Maximum limit Per dayincident

als

PerCity Lodging boardi


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l

B actual actual actual N.A. DO Actua

l

C actual Actual actual N.A. DO Actua

l

Band IV Y class

(air)/1A

-

train

metr

o

10000 Actual 250 3,50

0

AC

taxi/ind

ogi/este

em

Actua

l

A 7500 Actual 225 3000 Do Actua

l

B 6000 Actual 200 2500 Do Actua

l

C 5000 Actual 200 2000 Do Actua

l

Band III Y

class/2

A-train

metr

o

6,000 1,000 200 2,50

0

taxi

indica/s

antro

Actua

l

A 4,000 750 175 1,50

0

Do Actua

l

B 2,500 600 50 1,25

0

Do Actua

l

C 2,000 500 125 1,00 Do Actua


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0 l

Band II 2A/3A

train

metr

o

4,000 500 100 1500 Do Actua

l

A 2,500 400 125 1200 Taxi/aut

o

actua

l

B 1,800 400 100 1000 Taxi/aut

o

actua

l

C 1,200 300 100 750 Tai/auto actua

l

Others 3A-

train/b

us

metr

o

1,200 300 125 350 Auto/bu

s

actua

l

A 800 250 100 350 Auto/bu

s

actua

l

B 650 200 75 300 Auto/bu

s

actua

l

C 500 200 75 250 Auto/bu

s

actua

l

Classification of cities:

Metro class: Delhi, Mumbai, Calcutta, Chennai, Bangalore.

A class: Ahmadabad, Hyderabad, Pune, Chandigarh, Cochin, Nagpur,

Vizag, Indore,.

and Surat

B class: all state capitals

C class: all other cities/towns

** limits for the use of vehicle on official tour for 4/2 wheeler vehicle.

The maximum limit is 300/km.

2 wheeler RS 3.50/km


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4 wheeler RS 7/km(up to managerial level)

4 wheeler RS 9/km (above senior manager level)

Local conveyance for marketing team.

Marketing team are:(on-role)

5. Retail

6. Banc assurance

Designation Metro Other cities

Zonal head 100 liter 100 liter

Branch head 100 liter 75 liter

Senior manager/

manager

60 liter 50 liter

Assistant

manager/deputy

manager

50 liter 40 liter

Assistant

manager/senior

executive

45 liter 35 liter

Local and tour conveyance for marketing team:

Marketing team :(off-role employee)

Departme

nt

Location

category

Local

conveyan

ce

Mobile Hotel Train Conveyan

ce

Meal

Banc metro 1000 500 500 Sleeper 500 200


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assurance Non-

metro

1000 500 300 Sleeper 500 150

Other metro 500 n/a n/a n/a n/a n/a

Non-

metro

500 n/a n/a n/a n/a n/a


H.Mobile phone bills:

Mobile phones are given to the entire employee at the levels of whole

time director and group heads.

To the employee below this are provided with a postpaid sim cards.

This facility is provided to the employee to take care of the

communication needs for the business and exigencies from anywhere in

the field or home.

In case an employee exceeds the limits as per his/her entitlements, the

same shall be approved by the HOD /MD through head HR.

The payment of mobile phones will be made after deducting thepersonal call bills and 12.36% of service tax is charged only on official

calls.

Even for the off role employee mobile phone reimbursement is done in

the same way as is done for on role employee.


I. Entertainment charges:

Applicable:


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To zonal head and branch manager (this may include taking guest

for lunch in a restaurant or ordering lunch for the guest in the office

itself or presenting of gift to the guest of the company)

** Entertainment expense sometimes may also include tour or local

conveyance for the purpose of guest visit

Limits:

Branch

manager

Rs.3,000/mo

nth

Zonal head Rs.5,000/mo

nth

Require approval from:

Zonal head CMO (corporate office)

Branch manager Zonal head

The Admin. Department


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As an HR administrator, role in USGI is a mixture of admin and HR.

The proportions of each will varies accordingly to the organization,

the activities of administrative department also falls under the HR

department of this company. Unlike many organizations where there

are two separate departments i.e. the HR DEPARTMENT AND

ADMINISTRATIVE DEPARTMENT to look after their functions

accordingly, but this is not the case here. At USGI both HR and

ADMIN functions are managed by the same HR. department.

Daily activities of the Admin. Department of

USGI.1. Payment of courier bills

2. Payment of stationery bills

3. Payment of toiletry bills

4. Payment of electricity bill

5. Payment of taxes

6. Payment of service bill

7. Payment of tea, coffee

8. Vending machine bill

9motor inspection

10security services charges

11. Staff service charges

12. Payment to travel agency

13. Maintenance of petty cash files

14. Payment to pest control

15. Payment of news paper


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16. Payment of water bill, etc.

**refer to annexure 2, 2.1, and 2.2

CONCLUSION:


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The HR and ADMINISTRATIVE function are one of the most complex

functions of an organization. These two departments are responsible

for supporting a business within every area of human resources,

including recruitment and employee relations.

Human resources (HR) worker is someone who assists employees inevery department of a company. HR workers are crucial when it

comes to making sure employees understand their job description, as

well as their company's policies and guidelines. These workers

perform job evaluations and help arrange important aspects of the

workplace, such as employee health benefits, retirement plans, and

incentives or bonuses.

Human resources (HR) administrator performs mostly clerical duties

for a company's human resources department. An HR administrative

assistant answers phones, responds to emails, faxes and filesdocuments, and enters data into computers. Many are also

responsible for keeping track of records related to their company's

employees. That includes employee names, addresses, earnings and

whether or not the employee is paid by mail or direct deposit.

The HR and ADMIN. Department plays a very crucial role in the

working of the company. The functions of these two departments

may look minor but are very crucial functions. The basic purpose of

this report was to show how the HR and admin department works and

how the absent of these two departments could affect the daily

activities of the company, hence Im very grateful to USGI and MR.JOY

FOUZDAR for making me aware of this activities, I have gained

enough knowledge and practically gained experience regarding the

work of HR and believe I could use it in the future.


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Annexure 1.5


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Local conveyance form:

Employee code: Mode /Make ofvehicle:

Employee name: Fuel Used:

Date Mode of: Place : Purpose: total

km: total Amt:

Travel from/to

Prepared by: Approved by:

Annexure 1.7


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Mobile Phone Bills

Reimbursement form:

Name :

Employee code:

Designation :

Department :

Location :

Claimed Eligibility Limit:

Mobile Expense Period:

Particulars FROM TO

Monthly Rental:

Call charges Local

Call charges STD

Call charges ISD ___________

___________

SMS charges-Local

SMS charges-international ___________

____________

Total current charges


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Less: Personal calls

Add: Service tax @12.36 %( service tax charged only on officialcalls)

Annexure 1.6

Tour Reimbursement Form

Purpose: Statement no.: Pay

Period:

Employee Information:

Name : Position:

Employee ID:

Department:

Date :

Description:

Hotel :

Transport :

Fuel :

Meals :

Phone :


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Entertainment:

Miscellaneous: ___________________

Total :

** Same form is applicable for tour reimbursement of off role employee.

Annexure 2.

ADMIN:

URGENT PAYMENT VOUCHER:

Purpose: Date: Payee Name: Details:

Amount:


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Paid by: Approved by: CFO:

Received By:

Annexure 2.1

VENDOR PAYMENT VOUCHER

VENDO

R

NAME

BILL

DATE

BILL

NO.

BILL

AMT.

DISPATC

H

DATE/PO

D

NUMBER

CHEQUE

NO.

CHEQUE

DATE

RECEIVED DATEANDAMOUNT

PREPARED BY: APROVED BY: RECEIVED BY:


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**1. cheque number, cheque date and received date and amount are filled

only after receiving of cheque

2.copy of payment voucher are kept in the office for future reference invendor payment file

Annexure 2.2

Payment voucher

*VOUCHER DATE

*PAYEE NAME

*DEPARTMENT NAME

*PURPOSE

*BILL NO.

*BILL AMT.


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PREPARED BY: APROVED BY: RECEIVED BY:

Bibliography:

www.google.com

www.wikepedia.com

http://www.irda.gov.in

http://irdaindia.org

http://universalsompo.com

www.citehr.com

http://www.totaljobs.com

http://wiki.answers.com
http://www.irda.gov.in/http://irdaindia.org/http://universal/http://www.citehr.com/http://www.totaljobs.com/http://wiki.answers.com/http://www.irda.gov.in/http://irdaindia.org/http://universal/http://www.citehr.com/http://www.totaljobs.com/http://wiki.answers.com/


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who is an hr

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