HR POLICY AND PROCEDURE MANUAL
An HR POLICY AND PROCEDURE MANUAL is a must
have in every office out there. Such manuals indicate the codes, protocols, and
clauses to be followed by the employees and the treatment and compensation the
staff can expect as part of the office. These manuals cover several topics like
recruitment, employee benefits, employee termination, etc. If you need some
inspiration to design an HR POLICY AND PROCEDURE MANUAL there are
pre-structured HR templates, especially created to help in framing the HR
policies.
This HR POLICY AND PROCEDURE MANUAL would
be of great use to anybody who wants to know about HR manual and what to
mention in the HR policies. It starts by defining who would use the HR manual
and the main reasons to use it. Then, it offers a sample of a standard HR
manual template along with tips on how to use it. You may also see our
upcoming post with regards to HR Handbook, Standard Operating procedure OF
Human Resource (SOPHR)
TABLE OF CONTENTS
- Philosophy
- Human Resource Function
- Gradation System
- Executive Committee
- Requisitions and Recruitment
- Rehires & Relatives
- Retention of Employee Records
- Probation Period
- Orientation & Training
- Travel & Tour
- Leave Rules
- National & Public Holidays
- Performance Review
- Employee Insurances
- Recognition
- Employee Benefits
- LTA
- Medical Reimbursement
- Fairness in Discipline
Philosophy
It
is the philosophy of (Company Name) to establish a culture built upon trust
with employees and franchisors through credibility, respect and fairness.
Win-Win
Relationship: We build mutually beneficial relationships that focus on creative
solutions that are aligned with the hotel’s & restaurants goals and
objectives.
Human Resources Function
To
provides a full range of services such as recruitment, employee relations
solutions, employee benefits, retention strategies, administration, employee
training and continuously improving the human resources practices.
Human
Resources develop business strategies that are in alignment with the hotel’s
& restaurant’s objectives.
OFFICE TIMINGS
Work Days : Monday – Saturday. The office
shall work for minimum 48 hours a week, with 2nd, 4th &
5th Saturdays off.
Preferred Timing : 10.00 am to 6.00 pm.
However,
administrative staff will observe different working hours as per the decision
of the management.
LIST OF HOLIDAYS FOR COMPANY
National / Festival Holidays:
S.No.
|
Holidays
|
Date
|
Day
|
1
|
Republic
Day
|
26TH
Jan
|
Sat
|
2
|
Independence
Day
|
15th
Aug
|
Fri
|
3
|
Gandhi
Jayanti
|
2nd
Oct
|
Thu
|
4
|
Holi
|
22nd
March
|
Sat
|
5
|
Dusshera
|
9th Oct
|
Thu
|
6
|
Diwali
|
28th
Oct
|
Tue
|
7
|
Mahashivratri
|
6th March
|
Thu
|
8
|
Ram
Navami
|
14th
April
|
Mon
|
9
|
Id-ul-Zuha
|
||
10
|
Rakshabandhan
|
16th
Aug
|
Sat
|
11
|
Janamashtami
|
24th
Aug
|
Sun
|
12
|
Guru
Nanak Birthday
|
13th
Nov
|
Thu
|
13
|
Christmas
|
25th
Dec
|
Thu
|
Restricted Holidays (Any two
optional Holidays out of)
S.No.
|
Holidays
|
Date
|
Day
|
1
|
Makar Sankranti / Lohri
|
13th Jan
|
Sun
|
2
|
Id-ul-Fitr
|
2nd Oct
|
Thu
|
3
|
Good Friday
|
20th March
|
Fri
|
4
|
Mahavir Jayanti
|
18th April
|
Fri
|
5
|
Moharram
|
9th Jan
|
Wed
|
6
|
Buddha Jayanti
|
20th May
|
Tue
|
7
|
Bhai Dooj
|
30th Oct
|
Thu
|
8
|
Ganesh Chaturthi
|
3rd Sep
|
Wed
|
9
|
New Year
|
01st January
|
Thu
|
LOANS TO EMPLOYEES
The loans can be divided into
three categories as given below and to be given to confirmed employee at the
discretion of the Management.
a) House Loan: to be given to the confirmed
employee, to assist them in the purchase of house or renovation purpose
provided he/she should fulfill the following requirements
Loan amount : maximum of 5 months of the
gross salary.
Eligibility : 5 years of service
with the institute
Recoverable
duration : maximum
within 18 months in equal installment without interest.
Approving authority : Executive Committee and Executive
Director
b) Vehicle Loan: to be given to the confirmed
employee, to assist them in the purchase of vehicle, provided he/she should
fulfill the following requirements
Loan amount : maximum of 3 months of the
gross salary.
Eligibility : 3 years of service
with the institute
Recoverable
duration : maximum
within 12 months in equal installment without interest.
Approving authority : Executive Committee and Executive
Director
c) Personal Loan: to be given to the confirmed
employee, provided he/she should fulfill the following requirements
Loan amount : maximum of 2 month of the
gross salary.
Eligibility : 2 years of service
with the institute
Recoverable
duration : maximum
within 6 months in equal installment without interest.
Approving authority : Vice President - Operations
An employee can avail only one
loan at a time and the other loan will only be sanctioned once he/she cleared
the previous loan amount. The loan shall be taken up on case to case basis, at
the discretion of the Management and this cannot be claimed as right. An
employee can also be asked to furnish supporting documents to the company.
SALARY ADVANCE TO EMPLOYEES
To be given to confirmed employee
at the discretion of the Management however, the amount shall not exceed 70% of
gross salary per month and the advance will be recovered in the same month.
The same can be taken up on case
to case basis, at the discretion of the Management and this cannot be claimed
as right.
GIFT TO EMPLOYEES
1)
Wedding:
A wedding gift from the Institute may be given to all employees at the time of
their marriage up to maximum of following limits:
i)
For employees in A-1 & A-2 grade = Rs.2100/-
ii)
For employees in A-3 and above grade = Rs.5100/-
2)
Birthday:
A birthday card & key chain / Pen (engraved IIMT on it) as a gift from the
Institute may be given to all employees.
3)
New
Born: A cake with flower arrangement up to Rs.400/-, in case of any
addition in the family of the employee.
Gradation
System
Policy
Statement: In keeping with the trend for having leaner and flatter organization
structure with command of authority, following gradation of employees have been
prescribed.
Grade
Code
|
Designations
& Level
|
Executive
M-7
M-6
M-5
M-4
M-3
M-2
M-1
|
Vice
President
Associate
Vice President
Director
/ General Manager
Associate
Director
Manager
Manager
/ Deputy Manager
Assistant
Manager / Executives
|
Supervisor
and Staff
SP
-1
S-4
S
|
Supervisor
/ Officer
Assistant
Other
staff
|
Salary
Advance
To
be given to confirmed employee at the discretion of the Management however, the
amount shall not exceed 70% of gross wages per month. The salary advance will
be recovered from the salary in equally six months instalments.
LEAVES RULES
The
leave year is a financial year i.e. from 01st April to 31st
March.
Leave cannot be availed in advance, except as special
consideration in case of an emergency. The advance leave availed will be
adjusted against leave in the following year.
The
leave entitlement in respect of staff shall be as follows :
Types
of Leaves
|
Duration
|
Purpose
|
Remarks
|
Casual
Leave
|
7
days per year
|
Personal
work etc.
|
Lapse
at the end of the year
|
Sick
Leave
|
7
days per year
|
Medical
grounds
|
Lapse
at the end of the year
|
Privilege
Leave
|
21
days per year
|
leave
earns in respective of service
|
Accumulated
upto 63 days
|
Maternity
Leave
|
Maternity
= 90 days
Miscarriage
= 45 days
|
Maternity/
miscarriage
|
Upto
two children
|
Paternity
Leave
|
7
days
|
Take care of the child and
wife
|
|
Leave
without Pay
|
90
days
|
When
no leave is in the account or if he/she is not eligible
|
a)
Casual Leave:
- Availability : Can be availed
in case of urgency of any sort.
- Applicability : For all
categories of employees except those on training.
- Number of Leaves : 07 per
financial year.
- Accumulation : Cannot be
accumulated. Unavailed Casual leaves will lapse at the end of the
financial year.
- Encashment : Not encashable.
b) Sick Leave :
- Availability : Can be availed
in case of Sickness / Injury etc.
- Applicability : For all
categories of employees except those on training.
- Number of Leaves : 07 per
financial year.
- Accumulation : Cannot be
accumulated. Unavailed Casual leaves will lapse at the end of the
financial year.
- Encashment : Not encashable
General
Rules for Sick and Casual leaves :
- For the purpose of leave
management, only 3.5 leaves can be availed in a quarter i.e 2 sick leave and 1.5 casual or vice
versa.
- In no case the Sick and
Casual leaves can be availed together.
- Sick and Casual Leaves cannot
be combined with any other type of leaves.
- In case Rest or Declared
Holiday falls between the Sick Leaves, the number of sick leaves will be
considered as 3 not 2.
- In case Rest or Declared
Holiday falls between the Casual Leaves, the number of Casual leaves will
be considered as 2.
- Sick
leave / Casual leave is accrued on a pro-rata basis from your date of
commencement.
- When
calling in sick the employee is required to notify their immediate
supervisor as soon as is practicable. The employee is required to advise
their supervisor on each subsequent day of a continuing illness, keeping
them advised of the anticipated date of joining back.
- Employees
must fill a leave application form / leave card for any sick leave (
within 24 hrs after joining back the duty) / casual leave (24 hrs prior to going on leave ), and
have it approved by the approving authority. A copy of the approved form /
leave card is to be given to Human Resources Department within the time
framed as mentioned above, otherwise it will be treated as absent.
- A
medical certificate from a qualified medical practitioner must be produced
as evidence of illness to support a claim for sick leave of 3 days or more
(if the said leaves are earned and are in balance).
- Sick
leave / Casual leave is not allowed to be carried over to subsequent
years.
- Upon
resignation/termination, accrued but un used leaves are not entitled for
en-cashment.
- On
separation from the company if the individual has taken CL or SL in excess of the entitlement, the same
shall be recovered from the salary.
- Casual
Leave / Sick Leave may be taken half day also i.e. either pre/post-lunch
period.
3.
Earned / Privilege Leave
- Applicability : All employees
who qualify the eligibility criteria except those on training.
- Eligibility : For employees
working for full calendar year : Actual working days should be minimum of
240 days.
- Number of Leaves : 21 per
financial Year.
- Accumulation : Can be
accumulated to 63 leaves, at any point of time, exceeding which the leaves
will lapse.
- Encashment : Privilege leaves
for eligible employees are encashable at the time of leaving. It is also
encashable only once in a year i.e at the end of the financial year
keeping a minimum balance of 30 leaves. The earned leaves will be encashed
at the rate of Basic Salary.
General
Rules for Earned / Privilege leave :
- Privilege
means leave earns in respective of service and will be credited to the
employee on the quarterly basis.
- PL
credited to individual's account will be from the month of joining to 31st
March.
- Privilege
leave is accrued on a pro-rata basis from the date of joining.
- The
application for leave form / leave card is to submitted 15 days in advance
for approval by Vice President (Ops) through the HOD. The employee must
give a copy of the approved form / leave card to Human Resources Department.
- We
encourage privilege leave to be taken in the year in which it is accrued.
It is advised that the privilege Leave should not be carried over to
subsequent years.
- Upon
resignation or termination of employment, any accrued but unused annual
leave are entitled for en-cashment as per company policy.
·
Privilege leave shall not be
combined with any other kind of leave. During such period when an employee is
on leave without pay or absent, proportionate deduction may be made in
calculation of earned leave.
- On
separation from the company if the individual has taken EL in excess of
the entitlement, the same shall be recovered from the salary.
- A
maximum of 63 days leave would be en-cashed at the time of leaving.
- Tax liability if any, will be
borne by the employee.
Maternity Leave:
- Maternity Leave may be granted to a
female staff with less than two
surviving
children, for a period of upto 90 days from the date of its
commencement.
- Maternity Leave may also be granted on
full pay in cases of miscarriage
subject to the condition that the
leave applied for does not exceed 45 days in entire service and the application
for leave is supported by a medical certificate.
- Maternity Leave shall not be debited to
the leave account.
- During maternity leave, leave salary equal
to last pay drawn is admissible.
- Maternity Leave may be
combined with leave without pay only.
- Female employee is entitled
for the maternity leave only in case, if she has completed six months with
the institute.
Paternity Leave
- Male staff with less than two children
may be granted 7 days Paternity
Leave
at a stretch during the confinement of his wife for child birth.
- The Paternity Leave can be availed upto 7
days before or upto six
months
from the date of delivery of the child.
- Paternity Leave shall not be debited to
the leave account.
- During paternity leave, leave salary
equal to last pay drawn is admissible.
5.
Leave without Pay
When
an employee proceeds on the leave by taking due authorization from the
appropriate authority and there is either no leave of that nature in his leave
account or he is not fulfilling the eligibility conditions for that type of
leave, then he is considered to be on leave without pay. Salary for that sort
of leave is not paid.
All
sort of Holidays & Rest falling between the L.W.P. are considered as L.W.P.
The leave without pay can be combined with the maternity leave
maximum of 3 months duration.
ABSENCE WITH OUT PERMISSION
Except in cases of emergency or
sudden sickness it will be the duty of every staff/ official to obtain
permission from his immediate superior in case he needs leave on the following
day or days. Leave without prior sanction will be debited against earned leave
(EL) entitlement.
In
case of an employee being absent from the company for more than 8 days without
any information to his/ her head of the department or without taking
permission/ sanction for leave, it would be presumed that he/she is not
interested in the job, and would be terminated from the services.
PROCEDURE FOR PROCESSING APPLICATIONS FOR VARIOUS TYPES OF LEAVES
Type of Leave
|
Sanctioning Authority
|
Through
|
Request
for
leave
must
be
received
at
least
|
Casual & Sick Leave
|
Head of Department
|
Immediate Supervisor
|
|
Earned Leave, Maternity
Leave, Paternity Leave and LWP
|
V.P. (Ops)
|
Head of Department
|
15 days in
advance
(except on
Medical
Grounds)
|
LEAVE TRAVEL ASSISTANCE
·
LTA is provided to employees who
have been confirmed and have completed 12 months of service from the date of
joining.
·
LTA can be availed for an amount
equivalent to one month’s basic salary. If an employee avails LTA once in a
block of two years, he /she shall be eligible for an amount equivalent to two
month’s basic salary drawn in the respective blocks of years.
·
LTA for particular block shall
lapse if not taken within two years of becoming eligible to avail LTA for that
block.
·
LTA covers self, spouse, dependent
parents and children.
·
For availing the benefit of LTA 7
days of PL will be obligatory for self. 75% of the entitlement may be taken in
advance before proceeding on leave and the remaining may be claimed after
giving a declaration in the prescribed form.
·
Tax liability if any, will be
borne by the employee.
PROVIDENT FUND
All regular employees shall
be entitled to PF as per statutory requirements.
GRATUITY
Gratuity to all employees as per the payment of gratuity act 1972.
MEDICAL REIMBURSEMENT
MEDICAL
All eligible employees will be entitled to claim medical
reimbursement as per their entitlement during an academic year on medical
expenses incurred on self and family against submission of medical bills.
Family includes self, spouse, dependent parents and children
Expenses on items such as baby food, perfumes, beauty aids etc.,
or any brand name of toiletry items shall not qualify for reimbursement.
Reimbursement of medical expenses for all the eligible employees
shall be made on the 10th of every month. Eligible employees should
submit their claims, in the prescribed format, duly supported with bills and
receipts.
The medical entitlement applicable for one financial year, i.e. 31st
March to 1st April, if unused, will be carried forward for a maximum
of three years, after which period, the availed amount will lapse.
Tax liability, if any, arising out of the reimbursement of medical
expenses as stated above, shall be entirely to the employee’s account.
MEDICAL INSURANCE
This would be notified separately.
MISCONDUCT AND DISCIPLINARY ACTION
Any of the following acts and omissions on the part of the
employee shall be deemed to be misconduct.
1.
Willful insubordination or
disobedience of any lawful and reasonable order of a superior.
2.
Going on an illegal strike or
abetting, inciting, instigating or acting in furtherance thereof.
3.
Willful slowing down in
performance of work or abatement or instigation thereof.
4.
Theft, fraud or dishonesty in
connection with the employer’s business or property or a theft of another
employee’s property within the establishment.
5.
Demanding and accepting bribes or
any illegal gratification.
6.
Habitual absence without leave,
absence without leave for more than fifteen consecutive days without sufficient
grounds of overstaying sanctioned leave without sufficient grounds for without
proper or satisfactory explanation.
7.
Habitual late attendance.
8.
Habitual breach of any rule or any
law applicable to the establishment or any rules made thereunder.
9.
Engaging in trade or business or
taking up any part time or full time work other than that of the organization.
10.
Drunkenness or riotous, disorderly
or indecent behavior, use of abusive language.
11.
Threatening or intimidating other
employees or wrongfully interfering with the work of other employees assault or
threat to assault within the premises of the establishment or otherwise.
12.
Commission of any subversive of
good behavior or discipline on the premises of the establishment or otherwise.
13.
Gross neglect of work or gross or
habitual negligence.
14.
Habitual breach of any rules or
instructions for the maintenance of running of the departments or the
maintenance of the cleanliness of the Institute’s premises.
15.
Holding or attending meetings
inside the premises of the establishment without the previous permission of the
Management except in accordance with the provisions of any law in force for the
time being.
16.
Canvassing for union membership or
the collection of union dues, funds or contributions of collection of any money
for any purpose during working hours except in accordance with any laws or with
the permission of the management.
17.
Being rude towards officers,
employers, guests and other persons having dealing with the organization on the
Institute’s premises or elsewhere in connection with the institute business.
18.
Habitual absence from the place of
work without obtaining prior permission or without sufficient reasons.
19.
Distributing or exhibiting within
the establishment, handbills, pamphlets, posters or causing to be displayed by
any means or written or drawn signs of writing or other visible representations
without the prior sanction of the management.
20.
Engaging in any civic, political
or union activities during working hours except to the extend permitted by law
or by the management.
21.
Falsification, defacement or
destruction of records or any records of the establishment.
22.
Willful and serious
mis-representation in the information given by the employee at the time of
application for employment.
23.
Willful damage to work in process
or to any property of the establishment.
24.
Disclosing to any unauthorized
person any information in regards to the processes of the institute which may
come into the possession of the employee in the course of his/her work.
25.
Gambling within the premises of
the institute
26.
Smoking in the premises of the
institute.
27.
Possession of lethal weapons of
fire arms at the premises of the institute except as permitted under the law
and with the permission of the management.
28.
Refusal to accept a charge sheet
order or other communication served in accordance with the service rules.
29.
Accepting expensive gifts from
supplier, creditors and customer.
30.
Any other subversion of
discipline.
AN
EMPLOYEE GUILTY OF MISCONDUCT MAY BE
a.
Warned or censured
Or
b.
Suspended without salary by an
order in writing signed by the authorized signatory and management
Or
c.
Deprived of his / her yearly
increment or increments
Or
d.
Demoted to a lower rank or grade
Or
e.
Discharged with notice
Or
f.
Dismissed without notice depending
upon the degree of misconduct performed.
RESIGNATION BY EMPLOYEES
·
In the same manner as appointment
orders are issued from HR Department, termination of services and acceptance of
resignations will also be effected from that office. In view of the resignation of all staff will be dealt by the Vice President
(Ops) and HR Manager.
·
It may also be noted that in the event of
resignation of any Executive, the HR Manager must interview the person who has tendered the
resignation, so that the factors leading to the resignations are noted in the
correct perspective (Feedback from the employee may be taken in the prescribed
format).
FULL & FINAL SETTLEMENT
The full and final accounts will be settled within 48 hours a
person is relieved. Moreover, efforts
should be made to settle it on the day the person is relieved.
Executive Committee
Objective : To ensure that the decision on
the company matters is been made efficiently and effectively in the interest of
the company.
Members : The executive committee will
consist of following members :-
a)
Vice President - Operations
b)
Vice President - Projects
c)
Head of Finance
d)
Concerned HOD
Approving Authority : Executive
Director
Process: Following is the process as
mentioned below :
1)
Any proposal requiring the
approval of Executive Director as per the company policy, such as proposal for
capital expenses, new recruitment, etc whether is budgeted or non budgeted in
the financial budget, will be forwarded only through the executive committee to
Executive Director.
2)
The concerned HOD will propose the
matters pertaining to his department to the executive committee for their
review and consent before putting forward to Executive Director.
3)
The Executive Director will review
and may approve / advice, if any accordingly.
Mobile
Reimbursement
Objective: To facilitate key executives of the organisation in fulfilling
their official responsibilities.
Following
shall be the mobile reimbursement entitlements:
Grade
|
Entitlement
(per month)
|
M-7
|
Rs.
10000/-
|
M-5
to M-6
|
Rs.
3500/-
|
M-3
to M-4
|
Rs.
2700/-
|
M-2
|
Rs.
2000/-
|
M-1
|
Rs.
1000/-
|
Sp-1
|
Need
Based
|
Procedure:
- The re-imbursements will be
made against production of actual mobile bill and for only one mobile
connection.
- In case, the company has
provided a mobile connection, the bill will be paid directly to the
service provider and not reimbursed in cash. Also, in that case no other
mobile bill shall be paid / reimbursed.
- The above limit shall be
cumulative for the year, i.e. in case mobile bill for a particular month
exceed the limit, the same will be paid subject to a maximum annual limit.
- The above limits should be
considered as a capping, and any shortfall in the actual mobile bills
against the entitlements for the year would not be reimbursed in cash.
- Company will not provide any
accessories to the mobile, such as data cable / chargers / mobile case /
batteries etc.
Fixed Conveyance Reimbursement Policy
The
fixed conveyance re-imbursement policy is been enacted with an objective to
facilitate the executives / staff in transportation for official work based on
their grades. Following are the fixed conveyance entitlements w.e.f. 01st
Sept. 2007, in the respective grades:
Grade
Entitlement
M-6 to
M-7
200 litres
of petrol per month
M-4 to
M-5
175 litres
of petrol per month
M-2 to
M-3
125 litres of
petrol per month
SP-1 to
M-1
75 litres of
petrol per month
Procedure:
1.
The re-imbursements will be made
against production of actual petrol bills and at the rates prevailing for the
month.
2.
The said reimbursement is paid in
lieu of the actual local conveyance i.e conveyance expenses incurred in Delhi
& NCR (including coming on off days / holidays), charged by the employees
on account of fulfilling of official responsibilities. The same shall not be
payable w.e.f 01st September 2007 to the employees in the above
mentioned grade.
3.
The above entitlements are
irrespective of the actual conveyance expenses incurred.
4.
The above limit shall be
cumulative for the financial year, i.e. in case petrol bill for a particular
month exceed the limit, the same will be paid subject to a maximum annual
limit. However, all the employees are advised to claim the same on monthly
basis.
5.
The above limits should be
considered as a capping, and any shortfall in the actual petrol bills against
the entitlements for the year would not be reimbursed.
6.
The employees not covered under
the above grades, i.e. employees in S1 – S4 grades shall be entitled for the
bus fare / auto fare (in case of special approval).
Overseas
Travel Policy
Objective
The objective of this document is to provide norms and procedures
for all associates (employees / consultants / advisors) of the Company for
official business travel outside India.
Scope
This
policy applies to employees of Company on a business trip.
Coverage
This policy is applicable to all full time employees of the
Company and to consultants/advisors of COMPANY . The applicability to the
consultants / advisors will be based on the category / level as proposed by the
Vice President - Operations with approval of the Executive Director.
Sanctioning
Authority
The employees, before undertaking a
tour, has to get a Travel Requisition Form approved (signed) by the Executive
Director and submit the duly filled and approved form to the Finance &
Administration Department for booking tickets and hotel. A copy of the approval
has to be submitted to HR Department for the salary purpose and to the Finance
Department for obtaining travel advance, before proceeding on the tour. A copy
of the form has to be attached to the Travel Expenses Claim Form after the
tour.
Entitlements
Particulars
|
Foreign Travel (Per Day)
|
Boarding & Lodging
M-6
to M-7
M-1
to M-5
S-1
to SP -1
|
USD
= 150 / Actuals
USD
= 150/ Actuals
USD
= 100 / Actuals
(Whichever
is less)
|
Mode of Travel
M-6
to M-7
M-1
to M-5
S-1
to SP -1
|
By
Air
Business
Class / Economy Class
Economy
Class
Economy
Class
|
Food & Incidental Expenses
M-6
to M-7
M-1
to M-5
S-1
to SP -1
|
USD
= 50 / Actuals
USD
= 50 / Actuals
USD
= 35 / Actuals
(Whichever
is less)
|
DA / Per Diem
M-6
to M-7
M-4
to M-5
M-1
to M-3
S-1
to SP -1
|
USD
= 50
USD
= 35
USD
= 35
USD
= 25
(Per
Room Night)
|
Per Diem
·
If the employee takes vacation, they will not be eligible for per
diem allowance.
·
Employees will be paid if they are off from work for medical
reasons.
Accommodation
·
The company will pay for hotel expenses (room only) if the
employee is asked to stay in a hotel. The company will choose the hotel based
on availability, cost and convenience.
·
The above lodging expenses are inclusive off all taxes.
·
Vouchers shall have to support all claims.
·
If two or more employees are traveling together and intend to stay
in the same room, they will not be allowed to club/sum up their room limits for
purpose of staying in a hotel or room of higher tariff.
·
As far as possible the employee shall stay in a hotel identified
by the Company were in the Company has fixed corporate rates for availing of
discount.
Airfare
·
The company will select the airline and the route.
·
If overnight stay is required, the company will pay for the hotel
and all incidental expenses (meals, transportation to/from the hotel).
·
If a transit stay is less than four hours, the company will not
pay for any day rooms.
·
If a transit stay is more than four hours, the company will pay
for day rooms, provided it is pre-approved. Incidental expenses (meals, shower,
etc.) will also be covered for the employee in the airport. Family expenses
will not be covered.
·
If the employee’s stay needs to be extended for business reasons
beyond the validity of their air ticket, the company will either get the ticket
extended or buy a new one.
Medical
·
The company will provide overseas medical insurance for the
employee.
·
The company will not reimburse expenses for over-the-counter
medicines, inhalers, etc.
·
Doctor visits for sickness during the period of the assignment,
including eye problems and toothaches, will be covered, subject to adjustment
against insurance claim.
·
The company will not cover routine, non-urgent medical, dental or
eye checkups.
·
Pre-existing conditions will not be covered.
·
It is strongly recommended that the employee undertakes physical,
eye and dental checkups in India prior to their departure. The company at its
discretion may send the employee for a full medical checkup before departure.
Visa
·
The company will pay for all visa-related expenses (visa, transit
visas and transit airport taxes) of the employee.
Other
Expenses
Gratuity/Tips: Tips to porter, taxis etc. are reimbursable within reason and has
to be supported by bills. Any tip given in excess of the customary amount, or
for special services rendered, should be explained on the travel expense
statement.
Laundry: Laundry / Dry Cleaning / Valet are reimbursable on trips of 2
days or longer provided the amount is reasonable.
Telephone/Fax: Business telephone calls
can be put on the travel expense report. Employees are allowed one phone call
to their residence per day of a maximum of three minutes duration. Other
personal calls are the responsibility of the employee.
Non-Reimbursable
Expenses
The following expenses are not reimbursable and should not be
claimed:
·
Personal airfare or upgrade
charges
·
Personal Trip insurance
·
Rooms different from the regular
room
·
Barber, manicurist, massage or
shoeshine
·
Toiletry items such as toothbrush/paste,
deodorant, shampoos
·
Repair, maintenance, insurance,
traffic fines or car wash on personal cars
·
Briefcases, luggage or similar
items
·
Loss of cash or other personal
property due to negligence
·
Clothing purchase
·
Un authorized trips,
entertainment, gifts or donations
·
Personal medical supplies
·
Alcohol and sightseeing-related expenses .
·
Other travel expenses considered
as ‘not necessary’ for the completion of the trip’s objectives
Travel Advance
Travel advance based on eligibility, estimated expenses including
local travel and incidental expenses can be availed. Travel advances will
require approval of Vice President -
Operations . Travel Advance is available only if you do not have a Corporate
Credit Card.
Procedure
Travel Approval
Travel authorization form shall be approved by the Executive
Director.
Travel
Arrangements
Bookings
A copy of the approved Travel Authorization Form shall be given by
the person traveling to the Finance & Administration department for booking
the required ticket and hotel.
The Finance & Administration department shall book the tickets
through the travel agent nominated by the company. The travel agent will book
the ticket and send it with the travel itinerary to Finance &
Administration department.
Room shall be booked by the Finance & Administration
department with those hotels were the Company enjoys Corporate discount. The
Finance & Administration department shall obtain by Fax/email confirmation
of room booked and room rate (along with additional facilities such as airport
pick-up/drop; free breakfast; etc).
The Finance & Administration department shall send the
confirmed ticket, travel itinerary, hotel confirmation fax/e-mail (giving rate
to be charged and details of additional facilities) to the person traveling.
The person receiving the ticket and hotel information from the Finance &
Administration department will sign the copy of TAF as confirmation of receipt.
Travel Cash Advance
A copy of the approved TAF shall be given by the person traveling
to the Finance & Administration department for obtaining travel advance, if
any required.
The Finance Department shall give the advance as approved in the
TAF, provided no prior travel advance is out-standing against the concerned
employee. Fresh travel advance will be given only after settling the earlier
travel advance. The employee shall sign the copy of TAF on receipt of the
advance.
Travel Expense Claim
Travel Expenses
Statement
- All bills supporting the
expense, as required, must be attached to the travel expenses statement.
The original approved travel requisition form shall be attached as well.
- Special expenses and expenses
incurred out side the prescribed limits shall be clearly indicated in the
travel expense statement.
- The employee shall obtain
approval by Vice President - Operations on the travel expense statement.
Special approval is required for the excess expenses mentioned in (iii)
above by Executive Director.
Submission of Claim
·
Expense incurred on travel shall be submitted within seven days of
completion of the trip in the prescribed Travel Expenses Statement.
·
The Vice President / Director shall duly approve the Travel
Expense Statement.
·
The Travel Expense Statement shall be submitted to the Finance
Department
·
Any cash advance not utilized shall be returned to the Finance
Department and a receipt obtained
·
The Finance Department will verify the Expenses Statement against
the bills attached and the entitlement of the employee. In case of excess
expenditure, which has been approved by
the Vice President / Director, the same will be accepted. In case of excess expenditure, which has NOT been approved by the Vice
President - Operations, the concerned functional head will be informed and
approval sort. If approval is not received, the expense shall be debited to the
personal account of the employee and recovered from his/her salary.
·
After the Expenses Statement has been cleared by the Finance
Department, it will be accounted for as required.
Payment of Claims
In case any amount is payable to the employee against the Travel
Expenses Statement the Finance Department shall credit the amount to the
employee’s personal account and pay the same by cash/cheque.
Use of Credit Card
Expenses paid by Credit Card shall be rembuirsed to the employee,
incase of personal cards. However incase of official credit card the expense
will be paid directly to the credit card company. Any personal expenses on
official card shall be recovered from the employee.
Exceptions
Any exception to this policy will require the approval of the
Executive Director prior to commencement
of travel.
At
the discretion of Executive Director, we may deviate, change or adjust this
policy as required to conduct our business.
Employees
must submit their expenses account with supporting bills within 7 business days
of joining office in India.
Responsibility & Enforcement
·
The traveler is responsible for
complying with the travel policy.
·
The approver is responsible for
reviewing expense reports for compliance with the travel policy.
·
COMPANY assumes no obligation to
reimburse staff for expenses that are not in compliance with this policy.
Domestic Travel Policy
Objective
The objective of this document is to provide norms and procedures
for all associates (employees / consultants / advisors) of the Company for
official business travel within India.
Scope
This
policy applies to employees of Company
Coverage
This policy is applicable to all full time employees of the
Company and to consultants/advisors of COMPANY. The applicability to the
consultants / advisors will be based on the category / level as proposed by the
Vice President - Operations with approval of the Executive Director.
Sanctioning
Authority
The
employees, before undertaking a tour, has to get a Travel Requisition Form
approved (signed) by the Vice President / Director, as the case may be, and
submit the duly filled and approved form to the Finance & Administration
Department for booking tickets and hotel. A copy of the approval has to be
submitted to the Finance Department for obtaining travel advance, before
proceeding on the tour. A copy of the form has to be attached to the Travel
Expenses Claim Form after the tour.
Entitlements
Particulars
|
Inland Travel (Per Day)
|
Boarding & Lodging
M-6
to M-7
M-1
to M-5
S-1
to SP -1
|
As
per Actuals
As
per Actuals
Rs.
3000/- / Actuals
(Whichever
is less)
|
Mode of Travel
M-6
to M-7
M-1
to M-5
S-1
to SP -1
|
By Air / Train
Business
Class / Economy Class
Economy
Class / Train -1 Class AC
Train
– II Class AC
|
Food & Incidental Expenses
M-6
to M-7
M-1
to M-5
S-1
to SP -1
|
As
per Actuals
As
per Actuals
Rs.
1000/- / Actuals
(Whichever
is less)
|
DA / Per Diem
M-6
to M-7
M-4
to M-5
M-1
to M-3
S-1
to SP -1
|
Rs.
550/-
Rs.
425/-
Rs.
275/-
Rs.
150/-
(Per
Room Night)
|
Per Diem
·
If the employee takes vacation, they will not be eligible for per
diem allowance.
·
Employees will be paid if they are off from work for medical
reasons.
Accommodation
·
The company will pay for hotel expenses (room only) if the employee
is asked to stay in a hotel. The company will choose the hotel based on
availability, cost and convenience.
·
The above lodging expenses are inclusive off all taxes.
·
Vouchers shall have to support all claims.
·
If two or more employees are traveling together and intend to stay
in the same room, they will not be allowed to club/sum up their room limits for
purpose of staying in a hotel or room of higher tariff.
·
As far as possible the employee shall stay in a hotel identified
by the Company were in the Company has fixed corporate rates for availing of
discount.
Airfare
·
The company will select the airline and the route.
·
If overnight stay is required, the company will pay for the hotel
and all incidental expenses (meals, transportation to/from the hotel).
·
If a transit stay is less than four hours, the company will not
pay for any day rooms.
·
If a transit stay is more than four hours, the company will pay
for day rooms, provided it is pre-approved. Incidental expenses (meals, shower,
etc.) will also be covered for the employee in the airport. Family expenses
will not be covered.
·
If the employee’s stay needs to be extended for business reasons
beyond the validity of their air ticket, the company will either get the ticket
extended or buy a new one.
Medical
·
The company will not reimburse expenses for over-the-counter
medicines, inhalers, etc.
·
Doctor visits for sickness during the period of the assignment,
including eye problems and toothaches, will be covered, subject to adjustment
against insurance claim.
·
The company will not cover routine, non-urgent medical, dental or
eye checkups.
·
Pre-existing conditions will not be covered.
Other
Expenses
Gratuity/Tips: Tips to porter, taxis etc. are reimbursable within reason. Any
tip given in excess of the customary amount, or for special services rendered,
should be explained on the travel expense statement.
Laundry: Laundry / Dry Cleaning / Valet are reimbursable on trips of 2
days or longer provided the amount is reasonable.
Non-Reimbursable
Expenses
The following expenses are not reimbursable and should not be
claimed:
·
Personal airfare or upgrade
charges
·
Personal Trip insurance
·
Rooms different from the regular
room
·
Barber, manicurist, massage or
shoeshine
·
Toiletry items such as
toothbrush/paste, deodorant, shampoos
·
Repair, maintenance, insurance,
traffic fines or car wash on personal cars
·
Briefcases, luggage or similar
items
·
Loss of cash or other personal
property due to negligence
·
Clothing purchase
·
Un authorized trips,
entertainment, gifts or donations
·
Personal medical supplies
·
Alcohol and sightseeing-related expenses .
·
Other travel expenses considered
as ‘not necessary’ for the completion of the trip’s objectives
Travel Advance
Travel advance based on eligibility, estimated expenses including
local travel and incidental expenses can be availed. Travel advances will
require approval of Department Head / Vice President / Director. Travel Advance
is available only if you do not have a Corporate Credit Card.
Procedure
Travel Approval
Travel authorization form shall be approved by the concerned
Departmental Head/ Vice President- Operations, as applicable.
Travel
Arrangements
Bookings
A copy of the approved Travel Authorization Form shall be given by
the person traveling to the Finance & Administration department for booking
the required ticket and hotel.
The Finance & Administration department shall book the tickets
through the travel agent nominated by the company. The travel agent will book
the ticket and send it with the travel itinerary to Finance & Administration
department.
Room shall be booked by the Finance & Administration
department with those hotels were the Company enjoys Corporate discount. The
Finance & Administration department shall obtain by Fax/email confirmation
of room booked and room rate (along with additional facilities such as airport
pick-up/drop; free breakfast; etc).
The Finance & Administration department shall send the
confirmed ticket, travel itinerary, hotel confirmation fax/e-mail (giving rate
to be charged and details of additional facilities) to the person traveling.
The person receiving the ticket and hotel information from the Finance &
Administration department will sign the copy of TAF as confirmation of receipt.
The approved form is to be submitted to HR Department.
Travel Cash Advance
A copy of the approved TAF shall be given by the person traveling
to the Finance & Administration department for obtaining travel advance, if
any required.
The Finance Department shall give the advance as approved in the
TAF, provided no prior travel advance is out-standing against the concerned
employee. Fresh travel advance will be given only after settling the earlier
travel advance. The employee shall sign the copy of TAF on receipt of the
advance.
Travel Expense Claim
Travel Expenses
Statement
- All bills supporting the
expense, as required, must be attached to the travel expenses statement.
The original approved travel requisition form shall be attached as well.
- Special expenses and expenses
incurred out side the prescribed limits shall be clearly indicated in the
travel expense statement.
- The employee shall obtain
approval by Vice President - Operations on the travel expense statement.
Special approval is required for the excess expenses mentioned in (iii)
above by Executive Director.
Submission of Claim
·
Expense incurred on travel shall be submitted within seven days of
completion of the trip in the prescribed Travel Expenses Statement.
·
The Vice President - Operations shall duly approve the Travel
Expense Statement.
·
The Travel Expense Statement shall be submitted to the Finance
Department
·
Any cash advance not utilized shall be returned to the Finance
Department and a receipt obtained
·
The Finance Department will verify the Expenses Statement against
the bills attached and the entitlement of the employee. In case of excess
expenditure, which has been approved by
the Vice President / Director, the same will be accepted. In case of excess expenditure, which has NOT been approved by the Vice
President - Operations, the concerned functional head will be informed and
approval sort. If approval is not received, the expense shall be debited to the
personal account of the employee and recovered from his/her salary.
·
After the Expenses Statement has been cleared by the Finance
Department, it will be accounted for as required.
Payment of Claims
In case any amount is payable to the employee against the Travel
Expenses Statement the Finance Department shall credit the amount to the
employee’s personal account and pay the same by cash/cheque.
Use of Credit Card
Expenses paid by Credit Card shall be rembuirsed to the employee,
incase of personal cards. However incase of official credit card the expense
will be paid directly to the credit card company. Any personal expenses on
official card shall be recovered from the employee.
Exceptions
Any exception to this policy will require the approval of the
Executive Director prior to commencement
of travel.
At
the discretion of Executive Director, we may deviate, change or adjust this
policy as required to conduct our business.
Employees
must submit their expenses account with supporting bills within 7 business days
of joining office in India.
Responsibility & Enforcement
·
The traveler is responsible for
complying with the travel policy.
·
The approver is responsible for
reviewing expense reports for compliance with the travel policy.
·
COMPANY assumes no obligation to
reimburse staff for expenses that are not in compliance with this policy.
Requisitions
and Recruitment
New
Staff : Any requisition for new staff must be based upon the business and
service needs of the company. In each case, the manger along with HR Manager
will examine real staffing needs in light of existing circumstances.
Following
will be the process :
A
position requisition form to be filled up by the HOD requesting new staff and
the HR Manager must be convinced before forwarding the form. The job
description of the new staff have to be drafted.
A
position requisition form with the comments of the HR Manager will be forwarded
to the executive committee for review.
On
the recommendation of the executive committee, the proposal will be forwarded
to the Executive Director for the approval.
Rehires
and Relatives
Rehires
: The company may rehire an employee who left in good standing and who had demonstrated
optimum performance in the past.
No
former employee will be recruited without first coordinating with the HR
Manager for an opportunity to review the applicant’s prior employment record.
All
former employees will go through the same process as our new hires in respect
to the probationary period.
Years
of service with regards to annual leave, long service entitlement etc will not
be retrospective to the first recruitment date under any circumanstances.
Relatives
Members
of the same family or life partners may work at the same company under certain
guidelines as mentioned below :
Employees
will not be placed in the position where an employee would directly supervise
resulting in a conflict of interest.
If
an employee fails to notify the HR Manager of a relative working with them and
it results in a conflict of interest, it could lead to termination of one of
the employees.
Employees
cannot use their relatives to replace them when they need time off.
Must
be approved by the Vice President Operations and the HR Manager prior to an
offer of employment being made.
The
approval noted above is in writing and placed into the appropriate employee
personal file.
Staff
Transfer internally and between Hotels
The
transfer of staff internally and between hotels is encouraged as a means to
establish opportunities within the company and also to build up the ethics and
professionalism.
Transfer
will be arranged through an internal application form following the approval
process.
All
open positions will be communicated to our employees through a Job Posting.
If
an existing employee is interested in the position, he/she must fill out an
Employee Transfer Request Form.
The
request must be signed by the employee’s supervisor prior to giving the request
to HR Manager. To be considered for the transfer, the employee must have
completed 12 months and have been employed within their current position for a
minimum of 6 months before applying for transfer.
The
HR Manager will assess the employee’s past performance and the needs of both
departments.
The
requisition must be approved by HR Manager and Vice President – Operations.
Executive
Director Approval is required prior to the transfer of employee from COMPANY
Hotel Management Services Ltd to another system companies or within the hotels.
Hope this HR POLICY AND PROCEDURE MANUAL will of immense help for HR professionals who all are trying to build up their HR Department from the scratch.Does your employee handbook need a refresh? Let our handbook builder take that to-do off your plate! https://shrm.co/g6sbrf #SHRM
HOW TO DESIGN A STRONG HR POLICY AND PROCEDURE MANUAL
HAPPY READING !!!
CONCLUSION
One of the prime benefits of the HR POLICY AND PROCEDURE MANUAL is that it ensures both the employer and employees have a proper understanding of the
expectations, roles and consequences on violating any clause- as part of the
organization. When you have set rules on a certain kind of attitude or behavior
to be maintained in office, you get a step closer to assuring complete fairness
with your employees.
Your staff are the most
important pillar of your company and the HR manual helps to check that they are
getting standard treatment in your office. Besides, the HR manual also enables
you to stress that your office culture meets the needed legal obligations
No office is complete
without an HR manual. Such a manual helps in the convenient management of the
staff by setting the set codes and protocols to be followed by both the
employee and the employer. There are HR policy templates today to help you with
a ready made structure of a standard HR policy, and such a policy template can
be easily modified with your specific inputs.
HOW TO DESIGN A STRONG HR POLICY AND PROCEDURE MANUAL
Referring earlier blog post for more insights
https://endtoendhr555.blogspot.com/2019/09/free-guide-to-recruitment-process.html
https://www.facebook.com/endtoendhr555/
https://www.facebook.com/endtoendhr555/
HAPPY READING !!!
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