HUMAN RESOURCES

MANUAL
BABITHA CONVEYANCE SOLUTIONS PVT LTD

Prepared by

B.V. RAGHUNATH
M.A., M.COM. M.HRM, PGDFM

Manager –HR /Admin & Business Development

Head Office
No. 79/3, 5th Block, IST stage,
H.B.R. LAYOUT,
KALYANAGAR POST
BANGALORE-560 043

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 Table of Contents

Details Page
No.
Mission Policy 03
Meaning of Human Resources including Roles 05
& Responsibility
Screening of candidates up to finalization 06
Issuance of Appointment letter 08
Induction process 09
Assessment & Growth 12
Physical policy 13
Retention & Separation policy 13
Arbitration& settlement of dues 14
Visitors policy 15
Leave & absenteeism policy including OT & 16
Comp offs
Health & Safety Policy 21
Retirement policy 22
Employee Relations policy including 29
Disciplinary Action
Company Internet policy 32
Problem Resolution Policy 33
Personal Communications 33

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Mission Statement
To provide professional travel services to all corporate and international travelers
serving from executive down to ordinary contact.
Babitha Conveyance Solutions Pvt Ltd endeavors to provide an exceptional service,
contributing towards the reconstruction and development of the country by acquiring
business and creating necessary employment opportunities for the communities. We
insist on constantly striving for perfection for the business to become one of the most
successful transportation organizations.
OBJECTIVE
 To provide professional vehicle charter and satisfactory transfer services to our
clients are they local or international at affordable prices and effective costs.
 To proactive a code and culture of accountability, transparency and
productivity.
 To manage efficiently and effectively tenders and conferences.
 To increase our competitiveness in the markets.

AIRPORT TRANSFER
International Airport. These services are done for the VIPs and passengers who visit
corporate offices in Bangalore can use Bangalore International Airport as the port of
entry and departure point, whether to international destinations or local destinations.
These services are done in liaison with the flight information desk at Bangalore
International Airport for the correct time of flights in order to be sure that our drivers
get to the Airport on time for the arriving flights. This also ensures that client is picked
on time from their pick up points and giving enough time for the check in for their
flights.
QUALITY OF SERVICE
Our prices include Meet and Greet and individual attention, car and drive hire, all
insurances, the provision of name boards at the airport terminals for passenger’s
identification.

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 CHAPTER -1

SECTION – A

HRP .1 MEANING OF HUMAN RESOURCES:

a. ‘ Planning, sourcing, recruiting, inducting, managing the support of welfare,

substantiating and implementing employment rules and in-house policies,
professional growth, disciplining, restructuring hierarchies, managing and controlling
conduct, maintaining excellent professional relations, firing and all these activities of
manpower, is human resources. ‘

HRP. 2 ROLE OF HUMAN RESOURCES IN BCSPL OPERATIONS:

a. ‘The objectives and vision of hierarchical team members (employees) at every

site and at the workplace. The complete professional commitment and capability of
these workers will simply make or Babitha Conveyance Solutions Pvt Ltd is entirely
dependent on the ultimate performance of the several breaks the success.
b. Having the right inputs given, by selecting the “right person for the right job”, and
managing their welfare and growth plays a highly vital role in our operations, which
can neither be underestimated nor ignored’.

c. Managing and controlling manpower, their performance and behaviour is not only a
skill but is a necessity to master. This manual is a guide to such management and the
rules hitherto laid down are applicable to every employee at any site/ office or branch
office.

HRP .3 LEVELS OF RESPONSIBILITY:

a. Human Resources management is controlled and managed overall by

the Head of Operations at the Head Office, reporting to the Managing Director.
b. Planning and requisitioning for site is taken care by the Operations Head in
conjunction with the concerned Managing Director –from time to time.

e. Based on the technical specifications provided, sourcing, and identifying, initial

screening, short –listing candidates for final interviews will be the responsibility of
the HR head and may be implemented through the hierarchy.

d. Final selection among short-listed candidates will be done by a team comprising of

the HR Manager, the concerned departmental head (General Manager in this case),
and the Operational Head.
e. Once selected, the complete package of employment policies and in–house rules
induction and maintaining of the concerned employee’s employment record is that of
the HR head and his/her team.
f Induction programme for the employees as specified below in this manual will be
responsibility of the HR head in conjunction with the Operations Head.

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g. ensuring the concerned employee is technically trained in his /her responsibilities and
monitoring the performance is that of the Operations head in conjunction with the
General Manager and Managing Director.

h. Recommendations of professional enhancements and relating benefits will be the

responsibility of the General Manager / Operations Head and the process of
implementation, as per the company’s procedural rules, will be carried out by the HR
head. The periodicity of such recommendations and implementations will depend on
the head office policies existing.

i. Progress or Digress, including disciplinary actions, mutual separation or firing of the

Supervisor levels and above will not be implemented without the involvement of the
HR Manager and the consent of the Managing Director, and will be carried out as per
laws and company policies. Levels below Supervisor can be controlled and actioned
by the Operations Head in conjunction of the HR head, as per procedures listed in this
manual.

HRP .4 RECORDING, DOCUMENTING OF HR ACTIVITIES

. The complete recording and documenting of the HR activities of the project will be
the responsibility of the HR team in the concerned site / city of operations, with
information flow to the Head office through the HR head.’

SECTION –B

HRP. 1 DETAILS OF HR PROCEDURES

Planning and Requisitioning:

a. 1: The Operations Head will plan the requirement of various levels

of working team for the concerned project based on the following
inputs:

 Total area to be covered Coverage time including frequencies required as per

Conveyance Solutions desired.
 Type of sites which require special care and skills
 Type of cleaning and maintenance of vehicles, which require special care and
skills.
 Number of shifts available for the day.
 Ratios of vehicle coverage as indicated in the Standard Operating Procedure
Manual.
 If relevant, budgets provided need to be taken into consideration

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 The Operations Head in conjunction with the HR head will review the
manpower quantity for the particular project frequently, preferably once in a
quarter.

 Planning and justifications along with approvals will be recorded and

documented in the relevant formats provided.

 On approval for recruitment, the Operation head will be provided with the
details of the prospective employee’s details by the HR department at the
relevant city, as per the specifications provided, after which the recruitment process
will be commence using the evaluation process as given in this manual
(keeping in mind about the expansion program)

 Replacements for existing employees due to any reasons will be

Requisitioned in the same procedure as listed above.
Please refer the policy below for replacements.

HRP .2 SOURCING OF CANDIDATES

a. Irrespective of who is identifying the candidates, the sourcing of the prospects
candidates for any level will be based on the following policies:

 The candidates will be sourced from databases developed.

 The candidates will preferably come with a reference.
 The candidates will not have any criminal background
 The candidates will not have any physical disability which Prevents or hinders
him /her from performing the task.
 But If the disability is not related to the responsibility which he/she is being
selected for, such candidates may be given preference.

HRP .3 SCREENING OF CANDIDATES:

 Age-: The candidate will be of a minimum age of 18 years completed as on

the date of recruitment.
 Qualification: The candidate will have a minimum qualification of 10th
standard for Driver” levels, a minimum qualification of
 PUC for “Transport Supervisor” levels, a minimum qualification of
graduation or Post graduation for “Office Staff” levels and above.

Experience : For “operative” levels, candidates with a minimum

experience in similar work backgrounds in reputed industries /
Corporate or commercial establishments
will be given preference.
Health : As a written company policy, and laid down to ensure
safety for the client’s guests, the company and the

Human Resources Policy Restricted

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 candidate themselves , keeping in mind the type of physical efforts required for
housekeeping cleaning and maintenance responsibilities, candidates will have to
declare themselves free of any following diseases at the time of joining
or in relevant cases, even with a history:

 Chicken Pox
 Small Pox
 Blood sugar
 Epilepsy
 Cancer
 History of mental disorder or neuro surgery

: It is a policy to ensure each candidate is thoroughly screened and verified with the
local police office or / and with a private investigating agency, as also with their
references about any history of charge –sheets issued or criminal misconduct. Any
candidate with such records will not be liable to be recruited and his /her resume or
records with us will clearly mark with separate identifiable markings to indicate the
disqualification.

Candidates with history or inclination of anti –establishment activities, trade union

association, political affiliation, holding public or government association membership
are strictly not recruited at any level of the company and a distinguishable marking is
made on his /her resume for future reference.

HRP .4 SHORT –LISTING OF CANDIDATES

a. After the necessary screening, the candidates for Operations

(supervisors, and executives) will be short –listed based on the following recognitions
/ strengths or advantages they possess: (either all of them or some of them as relevant
to freshers)

 Their work experience in performing similar duties

 Their work experience in performing similar duties in similar industry relevant.
 Their job knowledge levels (subjective)
 Knowledge of safety aspects - personal safety, public safety & surface safety. .
 Recognition of passion interests and desires to succeed in the same line.
 History of high attendance average
 Willingness to adapt to our company’s disciplinary policy and the client’s in
house rules.
 Willingness to work within our company’s stipulated Salary and personnel
development schemes.

b. As a policy, Babitha Conveyance Solutions (P) Ltd will not recruit candidates who
are working for either our competitor or in a department within the relevant company
either as vendor or directly as a casual or a direct employee, unless a clearance
certificate duly authorized by their existing employer is obtained along with a conduct
clearance

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HRP. 5 FINAL SELECTION OF CANDIDATES:

For finalizing the operative, team leaders and supervisory levels, a team comprising
of the HR head / representative and Operation head of the particular site will take the
decisions. For finalizing executive levels and above, the HR head, Project head and
operational head will take the decisions.

HRP .6 ISSUE OF APPOINTMENT LETTERS AND

JOINING PROCEDURES

Upon finalizing the candidate, the following instructions, guidelines,

inputs and documents will have to be handed over to the candidate:
 . The candidate’s pay structure has to be clearly specified, explained
leaving no room for ambiguity. The pay structure will primarily
comprise of (1) his /her salary amount per month (2) statutory
deductions as per government laws (3) statutory contributions as per
government laws and secondarily, clear information need to be
provided with regards to any other allowances, benefits and / or
facilities they are entitled to including the amount of eligibility.
 It is compulsory on the part of Management to state the exact amounts
the candidate will be entitled to as part of his pay package.
 Unimportant for the HR/department to specify
the terms and conditions of the employment, responsibilities and
explain the severity of indiscipline, at the same time explain the
company’s objectives of staff support and growth opportunities. The
entire exercise is performed with an objective to motivate and
encourage the employee and not with the intention of creating fear of
work.

 It is mandatory that the entire pay structure in-house rules

and working terms listed in enclosed annexure 1) are defined
and worked out in accordance with the stipulations
listed in company’s policies.

 On selection, the candidate will have to provide with

4 nos of stamp size of passport size photographs, certificates
and other documentary supports as required to go into
his /her employment records.

 All information pertaining to the employment will be given

to the candidate in writing through an appointment letter
issued as per the formats based on legal advice and approval
of the head office.
 Based on the dates of joining as required by the Operations head, the HR
head / department will advise the candidate in writing on the same.

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 The employment letter will contain clearly the hierarchical

reporting structure to ensure the candidate is aware of his
supervisors, colleagues and subordinates.

 All appointment letters will originate from either the head

office controlling the employment site

 No employment terms will be changed nor formats amended

for any level of employees without the written approval and
notification by the HR head in conjunction with the
General Manager / Vice President (ops) at the head office.

HRP. 7 PROCEDURE OF JOINING:

The following details of the selected candidate will be sent to the nodal office HR
department for processing his / her identity number, card and records.

 2 nos passport / stamp size photos with their signature

across it.

 Their designation allotted

 Copy of their resume

 One blank identity card with the employees signature where indicated
 The responsibility / task /he or she has been trained for allotted.

HRP. 8 PRE-JOINING > INDUCTION

a. Every employee joining Babitha Conveyance Solutions (P) Ltd will go

through the following training
and familiarization stages before actually reporting at the relevant
Work site: -

 Know your company

 Know your job
 Know your customer
 Know your market
 Know your competitor
 Know your suppliers/vendors

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b. “Know your company” training should include the following:

b1. Introduction Babitha Conveyance Solutions (P) Ltd – head office / India
branch office details as follows.

 Information on management structure

 Information on divisions
 Information on activities
 Brief on type of clients
 Information on quality commitment, mission and objectives.
 Information on recognition policies.

c. “Know your job” training should include the following

‘Theoretical introduction and detailed explanation on following:

 Job Description
 Responsibilities
 Reporting and hierarchical activity
 Welfare and discipline
In-house rules of Babitha Conveyance Solutions (P) Ltd - India branch
Tasks (any level / designation) – Why and When
Documentation responsibilities
Work procedures – where relevant (Standard Operating Procedure manuals)

d. Practical introduction and detailed training on following:

Tasks (all project levels, operational levels, quality levels)

How Work procedures – where relevant
Safety, hygiene - do’s and don’ts
Know your customer / work site” training should include the following:
Customer type & activities
Customer site details as relevant
Existing problems at customer’s site related
To cleaning & maintenance
Existing practices as relevant
Objectives, plans and implementation information and familiarization
 People who matter, people who count
 Customer’s in-house rules to be practiced by our staff
 Welfare and facilities
 Work Culture
 Work Timings
 Reporting within the site

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“Know your market” training should include the following

Profile of customers who would be keen on Using the services of

Babitha Conveyance Solutions (P) Ltd
Profile of decision makers and users
Profile Segmentation
Cities of Potential

“Know your “competitor training” should include the following

(NOTE: This information is confidential and could work against the employer, as
such; this information should not be disclosed to any levels up-to the supervisor)

 Others in similar activities

 Their weakness and strength
 Their clients is relevant
 Geographical coverage capacity

“Know your vendors” training should include the following

 Our logistics support companies

 Their service range and mode of operations.
 Their service and training personnel contacts
 Service and training schedule policies
 Geographical coverage capacity

HRP.9 POST JOINING > INDUCTION

a. From the date of joining / reporting for duty, every employee will be put
through an induction or worksite familiarization programme which will
include the following:

 Worksite customer representatives introduction

 Worksite Babitha Conveyance Solutions (P) Ltd colleagues, peers
introduction
 Worksite demography familiarization
 Worksite supports available (belonging
to customer / belongings Babitha Conveyance Solutions (P) Ltd)
 Worksite working rules as per customer policies
 Security Information and clarity
 Work schedules and plans
 Documentation relevant to the customer, Head office and self.
 Individual responsibility.

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b. The maximum time limit for completion of the above induction programme
Will be 2 working shifts from the date of joining on site.

c. On completion of the above induction on site, the employee will be on

observation of the following performances, (as stipulated for each
employee during the induction) for 2 working shifts.

 Adaptability to the site conditions

 Adaptability to colleagues, customer representatives
 Communication skills for implementing responsibilities
 Behaviour, attitude and disciplinary issues (refer “Discipline” contents specified
in this manual)
 Work Knowledge
 Safety awareness and practice
 Evaluation of work performed
Correction and prevention of error recurrence On successful completion of the
observation period, and on the recommendation of the Operation head, the employee will
bee placed for the normal work routine to individually take charge of his/her
responsibilities.

HRP .10 ASSESSMENTS & GROWTH

a. Every employee Babitha Conveyance Solutions (P) Ltd will be

under constant evaluation for performance and productivity.
The evaluation for these will be as per company’s policy’s
existing. The HR Head through their relevant departmental
heads will evaluate all employees.
b. Every employee of Babitha Conveyance Solutions (P) Ltd will
be encouraged and motivated by his / her superiors to optimize
his /her performance during their employment with the
company. The attitude they show to their company, client,
colleagues, superiors and the customer is to be treated in high
priority for their growth assessment.

c. Promotional and other professional growth recommendations

Will be made by the concerned department head to the HR
head as per the company policies existing

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Personal Appearance Policy

An employee is expected to maintain a smart appearance at all time during his/her
hours of work and to follow any rule of Company relating to appearance. All the
employees are expected to wear clean and presentable clothes. The Office
environment reflects the Company’s way of working and employees are expected to
maintain a professional standard.

SECTION – C

HRP.1 RETENTION OR SEPARATION:

 Retention is a matter of responsibility for each employee’s superiors

and rightful methods and means should be used for this vital aspect.

 Separation is a matter prone to several complications and legal

implications. As such, any such step with any level of employee
needs to be considered with due reasons, supports which are
documented and discussed with the HR head as well as the legal
advisor to the company.
 Separation is considered or actioned ONLY by the HR head or
alternatively, a duly authorized person by the management,
and is based on Disciplinary grounds, which are specified further
in this manual.
 In the event of removing an employee , the HR head and the concerned
Dept head or Operational head will be responsible for replacing – if
relevant and necessary – in time to prevent shortfall of manpower at
the relevant site and to avoid backlog of responsibilities.
 Separation may also need to be considered when the workforce is found to
be more than the required strength or exceeds the stipulated budget.
Such separations will be based upon the following factors.

 Decision of the number of employees to be disengaged for the services of the

company.
 Who are the prospective employee /s to be disengaged will be based upon
various performance assessments; Employees with least professional success
will be given the first consideration for disengagement.
 In case of disciplinary reasons, list supporting for
 Internal documenting.
 While separating or disengaging an employee from the services of the
company, each of them will be given a clear explanation on the reasons, and
no written communication relating to the separation / reasons for same will be
made without the prior permission of the HR head.

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HRP .2 ARBITRATION:

There may be a need for arbitration while disengaging an employee

From the services, which will be carried out as per the company’s
Policy listed in this manual.

HRP .3 SETTLEMENT OF DUES:

 On separation, the concerned employee will obtain, in the prescribed format,

clearances from the supervisors, administration & head of the Operations:

 Return of uniforms without intentional damage to them

 Return of Identity Card
 Return of all documents in possession
 Clearance from client
 The outgoing employee will sign on his /her personal file indicating
that the leave and dues records in the file are correct and acceptable.

 A photocopy of all the above is sent to the e HR Department as follows:

 Settlement of dues will be made in the consecutive month of

resignation along with salaries payable to other existing employees.
 This is only if all the clearance are in order.
 Any intentional damage to uniforms , documents or such activity
will be compensated for by the employee through necessary
deductions as per company policies.
 No sanctioned /allotted compensatory offs will be reimbursed
except those due.
 Settlement of PF or statutory related dues will be undertaken as per
Governmental policies prevailing
 If an employee is found violating any secrecy policy of the Company,
he/ she will be bound to attract necessary legal or disciplinary action as
deemed fit by the company and as per policies.

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Section - D
HRP1
Visitors Policy

All employees need to ensure that any visitor coming to meet them takes prior appointment
as far as possible. The employee needs to intimate the same to the Security and the
Reception. On the arrival of the visitor, Security would inform the concerned person who can
either receive the visitor himself or direct the guest to the visitor’s area. After the visit the
visitor should be escorted to the reception. However, if a visitor comes uninformed, security
will check with the concerned person. If the person declines to accept or to receive the guest,
the visitor would be sent back. If the visitor is accepted then the above-mentioned procedure
will be followed

HRP2

Code of conduct (with outsiders):

All the visitors to the premises must be met and the discussions held in the common
reception/discussion area.

An employee is not expected to:

 Discuss his/her company related activities with an outsider.

 Give out customer information.
 Comment on issues that are a subject matter in the court of law.
 Discuss financial projections of the company.
 Discuss plans, programs, products or operations of the company.

If anyone is found to be transgressing this he/she shall be liable for suitable disciplinary
action including termination from the services & organization reserves the right to prosecute
the employee concerned or recover the damage incurred thereof. The following guidelines are
intended to assist on the dos and don’ts while dealing with the visitors who visit the
Company.
In case any visitor /govt. official in or around the premises, gets in touch with you and asks
you for particulars or wants to hand over any document in the name of the company, please
inform them to get in touch with Administration or HR department or put them in touch with
Administration/HR personally. Certain govt. officials have the power to interrogate
employees in the course of their official duty. In all such cases, the company will inform the
employees the purpose of the officials visit etc.
In case an employee is not aware of the reason of the official’s visit, he may ask the
government official what the queries relate to. If he is unsure of the reason or
justifiability, he should contact HR/ Administration manager and take their prior
approval. His replies should be truthful and to the point. Do not volunteer on your
own more information than asked for. At the end of the interrogation, in case the
govt. official records the replies and asks you to sign it, read what has been
recorded .You can ask for corrections. If information has been recorded correctly you
may sign it. Signing a statement means that you stand by the facts contained in it.
Hence it is important that the statement is accurate and truthful.

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Where the visitor is not a government official and is asking for any particulars, please put
them in touch with your manager /HR or Administration to do the needful.

In case you receive any telephone calls seeking information about Babitha Conveyance
Solutions Pvt Ltd please direct it to your Manager/HR or Administration Department.

The above points are only guidelines on how to interact with govt. officials and the same do
not constitute any official direction given by the company.

SECTION –E

HRP .1 LEAVE, ABSENTEEISM, ABSCONDING AND PROCEDURES

TO HANDLE THEM

 For ease of following policies, employees of BCSPL are classified under four
levels as follows:

Level 1: operative levels – Drivers at site.

Level 2: supervisory levels – Transport Supervisor at site
Level 3: executive levels – Team Leaders
Level 4: managerial levels – Respective Departments
All these above levels will follow the procedures laid down as follows

 Leave :

 During training and probation (per month)

Leave type Level 1 Level 2 Level 3 Level 4

-Paid casual leave 0 0 0 1
-Paid sick leave 1 1 1 1
-Paid annual leave 0 0 0 0

 On Confirmation (per month)

Leave type Level 1 Level 2 Level 3 Level 4

- paid casual leave 1 1 1 1
-paid sick leave 1 1 1 1
-paid annual leave 1 1 1 1

NOTE: AS PER HO POLICIES, MANAGERS’ LEAVE ON

CONFIRMATION WILL VARY BASED ON SEVERAL
FACTORS OF EXPERIENCE, GRADE ETC..,
WHICH WILL BE PERSONALLY INTIMATED TO THEM
WHENEVER NECESSARY.

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 Procedures for availing leave:

 All leave will be planned in advance by the employee, unless in situations of

justified emergencies that will purely depend on management policies.


All leave will be applied for through the necessary documents as per
company’s
Documenting Policy Manual.

 Leave applications will be submitted to the Head of Operations through the

hierarchy at the site.

 Leave will be sanctioned by the authorized Head of Operations , based on

several
factors or alternative arrangements available , exigencies, situational factors ,
and he /she will solely be responsible for the sanctions.
 However, for selective applications of supervisors and above, falling under
the following category will be forwarded to the Operations Head at the Head
Office for sanctions.

 Applications for paid annual leave

 Applications for leave for more than 3 days at a stretch

 Mass leave applications for the same day /s

 Applicant insisting on proceeding on leave despite advises against it.

 Leave “information” letter – after availing leave, with necessary

supporting documents if it is due to medical grounds.
 Any leave taken for more than three days at a stretch will be considered as
Paid annual leave “

 All leaves granted will be adjusted by the head office ONLY on a

monthly basis and the applicant will only mention their preference but
will not decide on the allotment.

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 All such leaves granted will have to be handled by the Head of the
Operation by making necessary alternate arrangements without disturbing
the daily work routine or results.

 Paid Annual Leave will be planned three months in advance and will be
applied for accordingly. It is not a mandatory for such leave to be
sanctioned and will be granted depending on the situational exigencies.

 No paid Annual leave will be granted for more than 5 days at a stretch
irrespective of its eligibility or availability. Leave for such long periods
may be taken only twice a year in breaks of 6 months in between.

 No type of leave will be “extendable” if availed for a maximum period of

3 days.
 Any such extension without following policies of the company will be
treated as
“Absenteeism” and will attract relevant action as deemed fit.

 No sick leave will be acceptable without supporting medical documents

issued by a registered medical practitioner recognized by Babitha
Conveyance Solutions (P) Ltd

 Babitha Conveyance Solutions (P) Ltd will not be responsible for making
any claims to the ESI department or the Insurance Company during sick
leaves by any employee; this will have to be handled by any employee,
which will have to be handled by themselves.
 Notwithstanding all the above policies, the management of Babitha
Conveyance Solutions (P) Ltd reserves the right to overrule sanctions or
policies and issue directions as deemed fit for specific deserving cases.

HRP .2 LEAVE ACCUMULATION:

a. Sick Leave cannot be accumulated by more than six days and is not en –
cashable or all levels.
b. Casual leave cannot be accumulated by more than six days and is not en –
cashable for all levels.
c. Paid Annual Leave can be accumulated up to a maximum of 12 days and will
lapse thereafter .PAL is en –cashable as per company rules, if not availed, at
the end of the eligible year.

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HRP .3 ABSENTEEISM:

 Abstaining from work / duty without prior application for leave or

permission, including not reporting for duty inspite of rejection of
application, is referred
to as “absenteeism”.

 Handling Absenteeism :

 If an employee abstains from work for more than three continuous days ,
Phone or an e- mail/telegram will be sent to him /her for immediate
reporting.

 If the employee does not respond within 48 hrs of such communication ,

written directive of the company’s policy based intentions will be sent by
speed –post or courier to him /her
 If the employee does not respond within 48 hrs of such communication ,
which will total to a minimum 7 days of absenance, the management
is bound to send a show cause notice to the concerned employee.

 If the employee does not respond within 3 days of such show cause notice
the management of Babitha Conveyance Solutions (P) Ltd will be bound to
take necessary disciplinary action as deemed fit per the policies.

 For all levels, however , such procedures need to be carried out by the
Head of the Operations–to the written directive level. Beyond which, the
Employee’s details will be sent to the local office HR department for
further action.

HRP .4 REFUSAL TO CARRY OUT WORK:

 Any employee refusing to perform tasks as scheduled and / or instructed by

 The supervisor or the head of the Operations, will attract disciplinary
action as deemed fit and as per the policies of the company. However,
these “tasks” should be pertaining to our contractual obligations and be
official in nature.

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HRP .5 OVERTIME AND COMPENSATORY OFFS:

 No overtime all operative levels are entitled for overtime payment while
performing duty.
 Payment is applicable to supervisory and above levels.

 All overtime performance will be authorized or instructed by the Head the

operations in writing using the relevant format and any unauthorized extra
hours work will not be entertained or accepted for compensatory claims.

 Extra duties up-to 4 hrs will be treated as “half day duty” and between 4 -8 hr
will be “full day duty” and will be compensated accordingly.

 Overtime performed intimation will be sent by the site to the head office at the
end of every month along –with the salary payment details and
 No amendments will be accepted after that.

 Compensatory offs are facilities offered to supervisory and above levels in the
following cases of extra working hours:

 Up –to 4 hrs continuous duty after completing allotted shift ,

attracting half a day compensatory off.

 Up –to 8 hrs continuous duty after completing allotted shift ,

attracting one day compensatory off.
 Working on a declared holiday.

 It is mandatory for every level of employee to complete their allotted schedule

For the day, and no overtime or compensatory claims will be made if they
have to stay back on duty to complete these pending works, unless it is a

Justified and deserving case, as decided by the Head of the Projects,

supported by the supervisor concerned .

 For Supervisory levels and above, working on a declared holiday will make
them eligible for either one day’s pay compensation known as
“holiday wage” or they can avail a compensatory off. Any of the above
choice will have to be made by the employee and requested for in writing
to the Head of the Projects, in the prescribed format and in advance.
his information will have to sent to the head office along with salary
details at the end of every month.

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SECTION F

Health and Safety Policy/Procedures

The company will take all reasonably practicable steps to ensure your health, safety and
welfare of you at work. The company’s health and safety policy is as follows:

 The Company as far as is reasonably practicable will provide and maintain

premises and systems of work, which do not involve risk to your health.
 The Company will as far as is reasonably practicable ensure the provision
and maintenance of a working environment which is without risk to your
health and which is satisfactory as regards to facilities and arrangements for
our welfare.
 Such information, instruction, training and supervision will be given as is
reasonably practicable and necessary to safeguard your health at work.
 The Company will ensure, as far as is reasonably practicable, that all
provided equipment is safe.
 The Company will provide adequate information, instruction, training and
supervision in the use of equipment in order to ensure your safety.
 Adequate information, instruction and training will be given for the
evacuation of the Company’s premises in the event of fire or other
emergency.

The Company practicably draws your attention to your legal duty while at work to take care
of your own health and safety and that of your colleagues. (You must familiarize yourself
with the company’s health and safety policy and its safety and fire rules.)

Emergency Situation Policy

 In the event of fire, earthquake or any other calamity, the employees are
expected to save their lives in the best possible manner.
 In the event of holdup/robbery/armed intruders’ employee are expected not
to risk their life unreasonably to resist the criminals but comply with their
instruction and safeguard their lives. As soon as danger to their life is over,
the employee is expected to contact the police and give a written report to
this effect.

Smoking

Smoking is not allowed in the Company’s premises.

Substance Abuse & Other Dependencies

Appearing for work under the influence of alcohol, non-prescribed drugs or controlled
substances violates the Company policy. Any employee found to be violating this policy
would be subject to the disciplinary procedure including dismissal. The possession, use or
sale of drugs on the Company sites is deemed to be gross misconduct resulting into the
dismissal of the employee.

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SECTION – G

HRP .1 RETIREMENT:

Every employee shall retire on attaining the age of sixty (60) years.
In the absence of a birth certificate, the date of birth as shown in the Identity Card of
the employee concerned shall be deemed to be the age for the purpose on determining
the retiring age. However, where only the year of birth is stated then it will be
assumed that the employee’s date of birth shall be 31 st December of that year as
shown in the Identity Card

The company may in special circumstances and at its sole discretion offer a further
period of employment beyond the age of sixty (60) years. Any such re –employment
shall be on one-year basis and subject to the employee being certified medically fit by
the doctor. Such employee shall enjoy all the benefits normally accorded to
permanent employees.

HRP .2 GRIEVANCE HANDLING:

Recognizing the value and the importance of full discussion in clearing up

misunderstandings and preserving harmonious relations, every possible effort
shall be parties to dispose off any inquiries or complaints or questions from an
employee at the lowest possible level.

grievance shall be defined as a complaint by the employee concerned which is

subsection of his immediate superior and which is subsequently not settled to the
satisfaction of the employee. It is agreed that an employee shall have on grievance
until has given to his immediate superior an opportunity of adjusting the said
grievance.

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SECTION – H

1. EMPLOYEE RELATIONS

1.0 Discipline

Policy Statement

Babitha Conveyance Solutions Pvt >td Company has a human resources’

strategy that recognises the value of its people. Part of this strategy is the fair
treatment of all employees. This requires a minimum standard of conduct and
performance be agreed, set and communicated with all employees. If
employees do not meet this standard, appropriate corrective action, such as
training, should be undertaken. Discipline should only be engaged with an
employee on a performance issue if all other corrective action has failed to
achieve the desired result.

Where an employee has deliberately breached a Company policy or procedure,

or engaged in misconduct, disciplinary procedures should be initiated.

Employees should be treated fairly and the proper procedures should be

followed.

Employees must be made aware of their responsibilities, counselled and given

the opportunity to reach the standards expected of them and the chance to
defend themselves before action is taken.

It is a requirement to have a third party attend a disciplinary meeting, and

notes taken be signed as a true record of discussions.

The expected standard must be clearly defined and the measurement criteria
understood. A reasonable date for achievement of standards must be agreed.
This should be shown as a minimum time, e.g. within one month.

For serious issues, employees must be advised in writing and such advice
should be recorded on the employee’s personnel file.

Process

a) Poor Performance

Wherever possible the Performance Management

System should be used to manage employee
performance. However, there may be times
when performance, conduct or employee attitude
need to be immediately addressed.

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If employees fall below required performance

standards and performance management
processes have not been adequate to address
the issue they must be personally counselled
and then given written confirmation of their
deficiencies in performance (a written warning).

Such written warnings must clearly define the

deficiency, the expected standard, by when it
should be achieved, how the company will help
the employee achieve the improvement required
and the consequences of failing to do so.

A record of all meetings, training and/or

coaching given and a summary of discussions
must be kept by the manager concerned and a
copy placed on the employee’s personnel file.
This should include date, location and time of
discussion.

If an employee consistently fails to meet agreed

standards, he/she has been counselled and
appropriate support/training has been offered
and/or given, then further action is required. This
may lead to the employee being dismissed.

If an employee has not been performing as

required, and:
 all possible corrective action, including training and coaching, has
been undertaken
 the manager concerned has documentation showing the
conversations taken place, agreed action plans, and other
communication with the employee
 the employee has been informed of the standards required and
his/her performance deficiency(ies) with action plans in writing on at
least two occasions and the consequences of failing to met the
required standards
 the employee has been given the opportunity to appeal or respond
to the issues highlighted on each occasion
 no other suitable option, or other appropriate positions, are
available

If all these processes have been followed and the

employee’s performance still has not improved,
then the employee may be dismissed*.

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b) Misconduct
Managers are expected to investigate misconduct and proceed
through the following steps:
 a verbal warning should be given to an employee for minor
misconduct. A record of the warning must be kept by the manager
and should be signed by the employee. The employee must be given
the opportunity to respond
 if the unacceptable behaviour continues, a written warning will be
issued, and signed by the employee as being received and
understood. The employee must be given the opportunity to
respond

 a second written warning should be given to an employee if he/she

requires further discipline for the same or a related issue, and also
 signed by the employee as being received and understood. The
employee must be given the opportunity to respond
 employees who have been disciplined three times are subject to
dismissal*
 details of disciplinary actions should be recorded on the employee’s
personnel file and removed after six months if further disciplinary
action is not required

If a manager considers the allegation to be

serious, and it requires further investigation, an
employee should be suspended on base pay for
a maximum of two weeks while an investigation
takes place. The individual must be informed, in
writing, of the details of the allegation and
advised he/she is under investigation. The
employee must sign this notice as being
received and understood.

This letter should invite the employee to present

his/her version of events to the investigating
officer and inform he/she may be accompanied
by a representative. The only purpose of the
representative’s visit is to observe – they are not
participants.

Should we consider an employee’s conduct

likely to lead to a situation in which we may wish
to dismiss without notice, a diary must be kept at
all times to record incidents and conversations
and associated matters which may be needed in
subsequent proceedings. The relevant manager
is responsible for keeping this diary. This
manager should also issue a written warning that
a continuance of such behaviour will lead to
instant dismissal.

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c) Gross or Serious Misconduct

Summary (instant) dismissal for gross or very

serious misconduct is possible (depending on
the facts involved) for the following:
insubordination, drunkenness, dishonesty,
assault, deliberately endangering the safety of
others, commission of a criminal offence on our
site, and objectionable language**. Managers
must, however, consult with senior management
prior to taking this action*.

In such cases follow the procedure below:

 investigate the alleged offence thoroughly, including talking to

witnesses, if any
 ask the employee for his/her response to the allegation (taking notes
of this discussion)
 consult with the next most senior manager regarding possible
action
 if still appropriate, following a thorough investigation,
terminate/dismiss the employee
 keep a file on all evidence collected and action taken in these
circumstances

All procedures must be followed in accordance

with employment equal opportunity/anti-
discrimination legislation.

*Note: In all such cases ‘procedural fairness’ guidelines will apply. This means the
warning and dismissal process must allow the employee to offer their view
of the events concerned. The employee must have every chance to defend
himself/herself and has the right to appeal a decision made. If this process
is not followed an Industrial Relations authority may overturn the dismissal.

**Note: For some offences Company retains the right to report the matter to the
police where charges may be laid. The police will be notified with regard to
any criminal act against the Company or another member of staff.
Management has a duty of care to shareholders and staff and at all times
will be subordinate to legal process.

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SECTION I
1.0 Disciplinary Appeal

Policy Statement

During all stages of the disciplinary process employees have the right to
appeal against any disciplinary action taken against them.

An employee, who believes the disciplinary action taken against them is unfair,
is able to appeal the process.

An appeal will be treated fairly, dealt with discreetly and actioned promptly.

This policy should be read in conjunction with the grievance policy.

Process

An employee is entitled to lodge a written appeal to their supervisor’s manager

detailing his/her objections to the disciplinary action within three working days
of notification.

Managers should:
 acknowledge receipt of the employee’s objection
 investigate the matter thoroughly
 report back to the employee within seven days

If the appeal is disallowed an employee is entitled to appeal to the next most

senior manager.

The next most senior manager should investigate the matter and report back
to the employee within 10 working days.

The employee has no further right of appeal under this process if the second
appeal is disallowed.

All procedures must be followed in accordance with employment equal

opportunity/anti-discrimination legislation.

DISCIPLINES:

 The company may take disciplinary action against any employee in the event
of misconduct, inefficiency or in discipline and any such action shall be
confirmed in writing.
 The company may after due enquiry:-
 Dismiss an employee without notice on the grounds of misconduct
inconsistent with the fulfillment of the expressed of implied conditions of
service.

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 Down –grade the employee

 Impose any other lesser punishment as it deems just and fit.
 Some examples of misconduct may include any or all of the
Samples listed below and the list as indicated are not meant to
be exhaustive:-
 Theft or destruction of company belongings.

 Being intoxicated or under the influence or drugs alcohol or

Involving in any form of drug related activities.

 Fighting within Company premises.

 Insubordination or disobedience of any lawful and reasonable

order of his/her superior.

1.1 Process

An employee is entitled to lodge a written appeal to their supervisor’s manager

detailing his/her objections to the disciplinary action within three working days
of notification.

 Taking or giving bribes or any illegal gratification.

 Committing an immoral act within Company premises
.
 Failure of refusal to submit to a search when requested to do so
by any Company – authorized employee or security guard.

 Leaving the company premises during working hours without the

permission of the superiors.
 Gambling or soliciting for funds on Company property without
written approval of management

 Participation in an illegal strike, abetting, inciting, instigating or

acting in furtherance thereof.

 Willful slowing down in performance of work, malingering or

abatement or instigating any others to do so or interference with
the work of other employees.

 Engaging in any business or trade within the premises of the

Company
(E.g. selling home utensils, insurance etc).

 Holding unauthorized meetings in the Company

premises

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 Disclosing to unauthorized persons any commercial or

trade secrets, manufacturing processes or information
of a confidential nature concerning the affairs of the
company without the prior permission of the Company.

 Attempting or making false, improper or excessive

claims to the company.

 Forging, tampering or defacing medical certificates or

other official documents to defraud the company.

 Smoking in prohibited areas.

 Intimidating or insulting any employee.

 Punching another employee’s time card

 Gross negligence or gross inefficiency or work

 Absence without prior approval

 Inciting or aiding another employee to commit any of

the above offences.

SECTION J
Company E-Mail Policy
Aim: This is to set sets forth the Company's Policies with regard to access, review, or
disclosure of electronic mail ("e-mail") messages sent or received by company employees
with the use of the company e-mail system. It also sets forth policies on the proper use of the
e-mail system provided by the company.

Confidential Company Information:

Employees must exercise a greater degree of caution in transmitting company confidential

information on the e-mail system than they take with other means of communicating
information, (e.g., written memoranda, letters or phone calls) because of the reduced human
effort required to redistribute such information. Company confidential information should
never be transmitted or forwarded to outside individuals or companies not authorized to
receive that information and should not even be sent or forwarded to other employees inside
the company who do not need to know the information. Always use care in addressing e-mail
messages to make sure that messages are not inadvertently sent to outsiders or the wrong
person inside the company. In particular, exercise care when using distribution lists to make
sure that all addressees are appropriate recipients of the information.

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Internet Code of Conduct Policy

 Access to the Internet has been provided to staff members for the
benefit of the Company and its clients. It allows employees to
connect to information resources around the world. Every staff
member has a responsibility to maintain and enhance the
Company’s public image, and to use the Internet facility
provided by the Company in a productive manner. To ensure
that all employees are responsible, productive Internet users and
are protecting the Company’s public image, the following
guidelines have been established for using the Internet through
the facilities provided by the Company. Acceptable use of
Internet: Employees accessing the Internet are representing the
Company. All communications should be for professional
reasons. Employees are responsible for seeing that the Internet is
used in an effective, ethical and lawful manner. Internet Relay
Chat channels may be used to conduct the Company’s business,
or to gain technical or analytical advice. Databases may be
accessed for information as needed. E-mail may be used for
business contacts.

 Unacceptable use of Internet: Use of the Internet must not disrupt the
operation of the Company network or the networks of other users. It must
not interfere with your productivity. Staff members on the Internet shall not
transmit copyrighted materials belonging to entities other than the
Company. Users are not permitted to copy, transfer, rename, add or delete
information or programs belonging to other users unless given express
permission to do so by the owner. Failure to observe copyright or license
agreements may result in disciplinary action from the Company or legal
action by the copyright owner

 Communications: Each employee is responsible for the content of all text,

audio or images that they place or send over the Internet. Fraudulent,
harassing or obscene messages are prohibited. Information published on the
Internet should not violate or infringe upon the rights of others. No abusive,
profane or offensive language should be transmitted through the system. To
prevent computer viruses from being transmitted through the system there
will be no unauthorized downloading of any software The Company’s
proprietary information like reports, files, data, and source code to any
unauthorized person, group, or organization through the Internet should not
be transmitted. This constitutes theft of the Company’s property..
Violations of any guidelines listed above will result in revoking of an employee’s
Internet privileges, and may result in disciplinary action up to and including
termination of employment.

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Copyrighted Information:

Use of the e-mail system to copy and/or transmit any documents, software, or other
information protected by the copyright laws is prohibited.

Systematic monitoring:
Network administrators can implement monitoring schemes on e-mail. Employees must be
informed about how their e-mail is being monitored.

 No systematic monitoring.
 Monitoring allowed for any business purpose.
 Monitoring only with good cause or legal obligation.

General rules: Dos and don’ts

 The Company e-mail system is primarily for the Company business use.
Occasional and reasonable personal use is permitted provided that this does
not interfere with the performance of your duties.
 All e-mail is stored and the Company may inspect e-mail (including personal
e-mail) at any time without notice.
 If you send a personal e-mail, start or sign off the e-mail as personal.
 Obtain confirmation of receipt for important e-mails sent.
 Make and keep hard copies of important e-mails sent and received.
 Check your e-mail on each working day or arrange for a duly authorized
person to do so on your behalf.
 Reply promptly to all e-mail messages requiring a reply.
 Do not impersonate any other person when using e-mail or amend messages
received.
 Do not import any non-text file, including files received as e-mail
attachments, onto your system without first checking them for viruses.
 Do not create e-mail congestion by sending trivial messages or personal
messages or by copying e-mails to those who do not need to see them. Make
use of the Company Web.
 Do not deliberately visit, view, or download any material from any Web site
containing obscene or illegal material or material that is offensive in any way
whatsoever.

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SECTION K
PROBLEM RESOLUTION POLICY
1. General of problem resolution policyCompany is committed to
providing the best possible working conditions for its employees. Part of
this commitment is encouraging an open and frank atmosphere in which
any problem, complaint, suggestion, or question receives a timely
response from company supervisors and management.
Company strives to ensure fair and honest treatment of all employees. Supervisors,
managers, and employees are expected to treat each other with mutual respect.
Employees are encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practices, they
can express their concern through the problem resolution procedure. No employee
will be penalized, formally or informally, for voicing a complaint with company in a
reasonable, business-like manner, or for using the problem resolution procedure.
If a situation occurs when employees believe that a condition of employment or a
decision affecting them is unjust or inequitable, they are encouraged to make use of
the following steps.
2. Procedure of problem resolution
The employee may discontinue the procedure at any step.
• Employee presents problem to immediate supervisor after incident occurs. If
supervisor is unavailable or employee believes it would be inappropriate to contact
that person, employee may present problem to HR dept or any other member of
management.
• Supervisor responds to problem during discussion or after consulting with
appropriate management, when necessary. Supervisor documents discussion.
• Employee presents problem to HR dept if problem is unresolved.
• HR dept counsels and advises employee, assists in putting problem in writing and
visits with employee’s manager(s), if necessary.
• Employee presents problem to the CEO in writing.
• The CEO reviews and considers problem. The CEO informs employee of decision
and forwards copy of written response to HR dept for employee’s file. The General
Manager has full authority to make any adjustment deemed appropriate to resolve the
problem.
Not every problem can be resolved to everyone’s total satisfaction, but only through
understanding and discussion of mutual problems can employees and management
develop confidence in each other. This confidence is important to the operation of an
efficient and harmonious work environment, and helps to ensure everyone’s job
security.

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SECTION L

Personal Communications

The objective of Communication Process shall be to:

a. bring in place suitable mechanisms that establishes and maintains

an open communication environment
b. share the appropriate information across all levels of the
organization.

c. enhance the communication within the company and to improve

the efficiency of our work for potential use of information.

d. encourage employees to share information across the

organization,

e. support task performance and coordination among individuals

and groups

Incorporate the following into communication policy

*Policy relating to e-mails/Intranet/mobile phone

usage/Intercom/Telephones/Extranet etc.,

*Policy relating to Interoffice Memos/correspondance

*Notice Boards/Bulletin Boards

*Employee Meetings/Departmental Meetings/ Managers meet etc

*Social HR

*Employee Suggestion Scheme's etc

1. Phone Calls [choose one of the following]

The making and receiving of personal phone calls must be limited to a maximum
of five minutes in duration, unless otherwise approved by your manager.

Or

It is acknowledged that personal communication is inevitable and sometimes

necessary. It is expected this will be kept to appropriate or reasonable levels.

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