Department (Name) HRD

MAIHAR IU Document No. P - HRD - 6 B1

Revision # 00

Implementation Date 15.12.2020

SOP for compliances for compliances for issue of gate pass and passing of
Name of SOP
contractors bills

1. Purpose :

To define check points and process to ensure --

 Controlled access of Manpower to ensure that only validated

(competent to work safely) enters in Plant Premises.
 Legal Compliance of Employees and contractual with respect to
applicable laws of land and in accordance with the terms of Work
Order.

2. Scope :: This covers all Gate passes & bills involving payment of wages
to contractual labours working inside the RCCPL Maihar Plant and Mines.

3. Responsibility – Manager (IR)

4. Procedure: -

Document Check list at different stages of Gate pass Preparation and Bill
passing for ensuring control entry/ exit and legal compliances.

Stages Requirements

Copy of WO/PO/LOI
Labour License --As required (applicable)
for Issue PF / ESIC Registration No. of Vendor
Work Oder PF / ESIC Registration No of workmen
Name and Mobile No of Site In charge
SPOC Name and Contact No
   

Page # 1 of 2 Reviewed By (HOD - HR) MR. P.S. WAGHMARE Date 15.12.2020

Prepared By MR. S.D. JANA Approved By (UNIT HEAD) MR. UTTAM KUMAR ROY Date xx.xx.xxxx
 Department (Name) HRD

MAIHAR IU Document No. P - HRD - 6 B1

Revision # 00

Implementation Date 15.12.2020

SOP for compliances for compliances for issue of gate pass and passing of
Name of SOP
contractors bills

Letter from the Contractor certified by HOD -- List of employees to

be issued Gate Passes
Work Order Copy (Showing Validity, No of Persons to be employed)
Duly filled Personal Details Form (All column must be filled &
photograph pasted)

4 Nos Photographs

Form-32 (Medical Fitness Certificate) Long Term /Short Term

Aadhar Card Copy

Pre-requisites Driving License (LMV / HMV) if applicable (Showing Validity)- In
For case of Drivers
Making Gate
PAN Card/Voter ID Card (As applicable)
Pass
Bank A/c Pass book copy -- of All Workmen, Except Short Term /
Shut Down
UAN Details Copy (Showing last Contribution if old)

ESIC CARD- soft copy to be emailed along with Hard copy

ESIC Copy duly signed & stamped by employer (showing last
contribution in case of old policy)
W/C Policy- If applicable (Clearly showing Firm Name, Policy No,
Validity Date & No. of Person Covered) Policy must be specific for
our plant location -RCCPL Maihar

Qualifying Certificates in support of any statutory positions.

Safety Induction

  Any Other document

Page # 2 of 2 Reviewed By (HOD - HR) MR. P.S. WAGHMARE Date 15.12.2020

Prepared By MR. S.D. JANA Approved By (UNIT HEAD) MR. UTTAM KUMAR ROY Date xx.xx.xxxx
 Department (Name) HRD

MAIHAR IU Document No. P - HRD - 6 B1

Revision # 00

Implementation Date 15.12.2020

SOP for compliances for compliances for issue of gate pass and passing of
Name of SOP
contractors bills

  Remarks:-
Check Work Order Validity -- Copy (Showing Validity, No of
Persons to be employed)- FORM A
W/C Policy- If applicable (Clear showing Firm Name, Policy No,
Validity Date & No. of Person Covered)
Pre-requisits For Copy of Old gate pass to be submitted
Renewal of Gate
Pass Personal Details form ( If not filled earlier)
ESIC Copy duly signed & stamped by employer (showing last
contribution if old) - Challan Copy
ECR Copy (Showing last Contribution in case of old employee)
LOI/ WO issued for Shut Down (Showing Validity, No of Persons to
be employed)
Letter from the Contractor approved by the department head -- List
of employees to be issued Gate Passes
Making Gate
Pass Valid W/C Policy for all the new contractor during shut down period
Shut Down
The gate pass during shutdown will be issued only for approved
person of medical / Safety team
Remarks:-

   
regestration of fingers for Biometric punching of attendance
Pre-requisits For Contractor Request letter for regestration of punching ratified by the
Punching HOD
Punching Registration with IT dept. (as per applicability)
   
 Entry MIS immediately at Time Office
MIS
Record keeping & Updating in KRONOS
Generation of Attendance Report and its certification by the
contractor / concerned Dept.
Bill Prepration
Certification of Attendance by the Contractor and user Department
Certified Wages Register in prescribed Format

Page # 3 of 2 Reviewed By (HOD - HR) MR. P.S. WAGHMARE Date 15.12.2020

Prepared By MR. S.D. JANA Approved By (UNIT HEAD) MR. UTTAM KUMAR ROY Date xx.xx.xxxx
 Department (Name) HRD

MAIHAR IU Document No. P - HRD - 6 B1

Revision # 00

Implementation Date 15.12.2020

SOP for compliances for compliances for issue of gate pass and passing of
Name of SOP
contractors bills

Bill Invoice
Bill checking and certification
SRN by user Dept
 
   
Tracker ID of the Bill
Cross check Work /Purchase/Order copy clearly showing Validity of
the work/purchase order.
Statutory Wage Register- Form D (Current Month)
Attendance Register- Form B (Current Month)
Bill Processing PF Challan Copy- (Previous Month- Bank Payment Receipt)
ECR Report for PF Challan
ESIC Challan - (Previous Month- Bank Payment Receipt)
W/C Policy- If applicable
Bank Payment Receipt of Previous Month (Paid to workmen)
Any Other document

The Invoice format to be used for passing of Bills is as given below -

Page # 4 of 2 Reviewed By (HOD - HR) MR. P.S. WAGHMARE Date 15.12.2020

Prepared By MR. S.D. JANA Approved By (UNIT HEAD) MR. UTTAM KUMAR ROY Date xx.xx.xxxx