HOW TO DESIGN A STRONG HR POLICY AND PROCEDURE MANUAL

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 2^nd, 4^th& 5^th 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	26^TH Jan	Sat
2	Independence Day	15^th Aug	Fri
3	Gandhi Jayanti	2^nd Oct	Thu
4	Holi	22nd March	Sat
5	Dusshera	9^th Oct	Thu
6	Diwali	28^th Oct	Tue
7	Mahashivratri	6^th March	Thu
8	Ram Navami	14^th April	Mon
9	Id-ul-Zuha
10	Rakshabandhan	16^th Aug	Sat
11	Janamashtami	24^th 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	2^nd Oct	Thu
3	Good Friday	20^th March	Fri
4	Mahavir Jayanti	18^th April	Fri
5	Moharram	9th Jan	Wed
6	Buddha Jayanti	20^th May	Tue
7	Bhai Dooj	30^th Oct	Thu
8	Ganesh Chaturthi	3^rd Sep	Wed
9	New Year	01^st 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 01^st April to 31^st 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 10^th 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. 31^st March to 1^st 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

b. Suspended without salary by an order in writing signed by the authorized signatory and management

c. Deprived of his / her yearly increment or increments

d. Demoted to a lower rank or grade

e. Discharged with notice

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. 01^st 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 01^st 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.

· 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 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.

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.

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

· After the Expenses Statement has been cleared by the Finance Department, it will be accounted for as required.

Payment of Claims

Use of Credit Card

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.

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.

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

Referring earlier blog post for more insights

https://endtoendhr555.blogspot.com/2019/09/hr-policy-and-procedure-manual.html

https://endtoendhr555.blogspot.com/2019/09/hr-end-to-end.html

https://endtoendhr555.blogspot.com/2019/09/free-guide-to-recruitment-process.html
https://www.facebook.com/endtoendhr555/

HAPPY READING !!!

End-to-End-HR-Blog

HOW TO DESIGN A STRONG HR POLICY AND PROCEDURE MANUAL

HR POLICY AND PROCEDURE MANUAL

OFFICE TIMINGS

LIST OF HOLIDAYS FOR COMPANY

ABSENCE WITH OUT PERMISSION

PROVIDENT FUND

GRATUITY

AN EMPLOYEE GUILTY OF MISCONDUCT MAY BE

Overseas Travel Policy

Objective

Scope

Entitlements

Per Diem

Accommodation

Airfare

Medical

Visa

Other Expenses

Non-Reimbursable Expenses

Travel Advance

Procedure

Travel Approval

Travel Cash Advance

Travel Expense Claim

Travel Expenses Statement

Submission of Claim

Payment of Claims

Use of Credit Card

Responsibility & Enforcement

Domestic Travel Policy

Objective

Scope

Per Diem

Accommodation

Airfare

Medical

Other Expenses

Non-Reimbursable Expenses

Travel Advance

Procedure

Travel Approval

Travel Cash Advance

Travel Expense Claim

Travel Expenses Statement

Submission of Claim

Payment of Claims

Use of Credit Card

Responsibility & Enforcement

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