Employee Hand Book Gtz

Employee Policy Hand Book 1

GTZ(INDIA)PVT. LTDGTZ(INDIA)PVT. LTD

Registered Office: Vill – Khariberia, Post- Bishnupur (S) Dist - 24 PGS (S)


Employee policy Handbook

Version No : 1

Approved By Managing Director

Signature:

Director

Signature:

Prepared By Personnel & Administration Dept

Signature:

Effectible Date

REVISION HISTORY


Sl No Date Of

Revision

Version

No

Page No Section/Line/Para Description Of Change

AD DRESS FROM THE HUMAN RESOURCE DESK


As a comprehensive resource this handbook is designed, covering

all the area wee feel are of significance to you, and your career with

GTZ group.

We firmly believe that all our associates are the champions of our

growth.

It is your capacity and commitment that will determine the success

of our company. We must keep our goals and values in perspective

at all time, and adopt a sense of ownership and with it the

responsibility.

We wish to build the ultimate human organisation, with a sense of

loyalty and high integrity.

Best Regards

Team HR

WELCOME NOTE

From MD’s Desk

Our goal at Business is simple -- extraordinary customer service as

we meet our customer's needs in the personal service industry. We

accomplish this by providing information and resources to them that

frees them up to address the core goals of their business, and by


partnering with organizations who are as committed to quality as

we are. Our goals are accomplished by the commitment of every

employee. Our values and beliefs require that we:

Treat each employee with respect and listen to their input on

how to continually improve our service goals.

Provide the most effective and efficient corrective action in

resolving customer service issues to ensure our customers'

satisfaction.

Have an open door policy which encourages interaction,

discussions and the exchange of ideas to improve the work

environment, and increase our productivity.

Deliver competitive, outstanding service to our customers

and, where required, partner our customers with vendors who

share our vision.

Make "Do It Right The First Time" our commitment as a team.

Thanking you

With Best Regards

Purpose of the policy Handbook

Welcome to the Company. This handbook was developed to

provide you with an information resource for common questions

and concerns. The information in this handbook is important to

all of our employees. Read the manual now and keep it in a

convenient place. You will want to refer to your handbook when

you have questions about company policies and benefits.


Naturally, you won’t find answers to all your questions in the

handbook. It is neither a law book nor a catalog of personnel

policies. In preparing this handbook, we have not tried to give

you the minute details of each policy. Instead, we have

attempted to present a summary of some of the more important

policies. No written statement, no matter how complete, can be a

substitute for direct daily contact with your immediate

supervisor.

Throughout your handbook, you will be able to check the

complete information on employee policies and benefits. This

advice is continually repeated because its importance can’t be

overemphasized.

If you have questions or concerns about the policies outlined

here, you should contact your manager or Human Resources.

Circumstances will obviously require that the policies, practices

and benefits described in the handbook change from time to

time. The company reserves the right to amend, modify, rescind,

delete, supplement or add to the provisions of this handbook as

it deems appropriate from time to time in it’s sole and absolute

discretion. company will attempt to provide you with notification

of any other changes as they occur.

FOREWORD

Our employee handbook is a tool to help promote a cooperative

and healthy atmosphere, to spell out policies relative to hours,

wages, conditions of employment and to provide for the

administration of these policies in the interests of all concerned,

in keeping with conditions in our area and industry.


We are presenting this employee handbook because we feel that

if you understand basically what is expected of you, and what

you may expect of the company, we shall have an organization

which better meets the needs of our customers.

The statements as set forth in this book have not been arbitrarily

established. Each of them has a sound background of common

sense based on the experiences of this company. Employees

have suggested many and we will further welcome suggestions

from you that will aid in maintaining a constructive and

harmonious relationship.

Our single most common goal must be to work together to

meet the needs of our customers, remembering our

customers are mutually our most important assets.

SCOPE

This policy applies to recruitment and placement, promotion,

training, transfer, retention, rate of pay and all other details and

conditions of employment.

COVERAGE

This policy applicable to all the employee of GTZ (India) Pvt. Ltd.

Company’s


Vision

GTZ (India) Pvt. Ltd. would like to be a knowledge-based

organization that achieves economic value for stakeholders by

optimizing resources through operational excellence, enabled by

technology and driven by continuous innovation to meet customer

satisfaction.

&

Mission

To attain and maintain market leadership through technological and

product superiority with maximum value-addition, at a competitive

cost.

About the Company

History of the Organization

GTZ (India) Pvt. Ltd. - once the Indian Branch of the USA based

business house, Getz Bros & Co. Inc. had started its operation in the

business of Chemicals way back 1936 before undertaking the

production of Metal Finishing Chemicals in 1985.


Collaborating with a USA based Fortune 500 company, a world

leader in Speciality Chemicals, GTZ has got off the block in 1985

and since then been finishing it better than others for the leaders

with its worldclass Metal Finishing Solutions.

Now A Days we are

Besides, leading the way in Indian subcontinent in Steel Mill and

Metal Finishing Chemical business with a major market share, GTZ

has also extended its foray in Export Market in several Afro Asian

Countries which includes Indonesia, Malaysia, Thailand, China,

Egypt, Ethiopia, Kenya, Nigeria, Uganda, Tanzania and many more.

Not to mention, GTZ is the first ISO-9001:2000 certified Indian

organization manufacturing Metal Finishing Chemicals for the

leaders.

Following its excellence from initiation to finish, GTZ has always

been superlatively placed on an infrastructure from its inception

that provides the leaders an ever-leading edge.

Driven by knowledge and technology GTZ is moving ahead with a

committed pool of over 400 personnel at Corporate & SBU,

Manufacturing Units, R&D Centre, Marketing & Service Centres

comprising Managers, Technocrats, Research Scientist, Engineers,

Product Specialist and well equipped state-of-the-art manufacturing

facility with 50,000 sq.ft. covered and 200,000 sq.ft. open area with

over 15,000 MT production capacity near Kolkata.

The experience and expertise of its human resources and the

bestowed technical know-how from WITCO, USA have played a

pivotal role in GTZ’s emergence as a leader in its field, where it

follows almost every need in Surface Treatment and Metal Finishing

with its comprehensive range of Specialty Chemicals.


We are associated with

When it matters most, its international partners have always

followed GTZ with their technical expertise and support, like its

leading customers who follow GTZ to sharpen their leading edge.

Allied Kelite Division of WITCO Chemicals Corporation, USA, a

Fortune 500 company and a world leader in Speciality Chemicals

has followed into a technical collaboration with GTZ in 1981 forging

the alliance, creating the leader.

The process of redefining technology continues in technical

togetherness with other techno leaders for high performance,

environment friendly Metal Finishing Solution.

Business Association with

Major Plant Manufacturers

in Steel Mill Chemical

Business.

Bronx International,

Australia.

SMS-DEMAG, Germany.

Flat Products Equipment

(I) Limited

MECON Limited

Magadh Precision

Equipment Limited

Business Association with

Dow Chemicals,

Germany.

Akzo Chemie,


leading Chemical

Manufacturers in the

world for the finest raw

materials.

Netherland

BASF, Germany

3M Inc., USA.

BAYER, Germany.

Air Products, USA.

Bergische

Elektrochemie

GmbH, Germany

Association with leading

professional bodies /

institutes.

Institute of Metal

Finishing, Birmingham,

UK.

South East Asia Iron &

Steel Institute,

Kualalampur, Malaysia.

Indian Hot Dip

Galvanisers’ Association

Main Product of the Company

Steel Mill Chemicals

Electroplating Chemicals

Pretreatment and Phosphate Chemicals

Aluminum Treatment Chemicals


Hexavalent & Trivalent Chrome Passivation Chemicals

Polymer / Thin Organic Coating Chemicals

Industrial Cleaners

Bottle Washing Chemicals

Galvanizing Fluxes

Pickling Inhibitors

Water Treatment Chemicals

CONDITION OF SERVICES


PURPOSE

To maintain harmonies working culture that will enable the

employees to understand the GTZ (India) Pvt. Ltd values and

culture thereby streamlining the process within the departments

to ensure that employee satisfaction is inclined with the values

of the company.

SCOPE

This policy applies to recruitment and placement, promotion,

training, transfer, retention, rate of pay and all other details and

conditions of employment.

TERMS OF EMPLOYMENT

The terms of employment will be as per the details contained in

your Appointment letter. The Company shall reserve the right to

amend, alter and change any or all the terms and conditions

governing employment. The Company will also be the sole judge

of the meaning and interpretation of all or any of these terms

and conditions and its decisions there on shall be binding on all

employees. The employment contract is contract between the

individual employee and the company and the terms of contract

with others, including your fellow associates. Any disciplinary

procedures or company rules, standards of conduct or

regulations, your employment is “at will” which means “the

relationship between employer and employee may be terminated

by either party ‘unilaterally’ at any time, with or without notice,

for any reason, or for no reason at all”. This handbook contains

the entire agreement between you and the company as to the


duration of employment and the circumstances under which

employment may be terminated.

Further, the company can demote, transfer, suspend or

otherwise discipline an employee in its sole and absolute

discretion. Nothing in this handbook, or any other personnel

document, including benefit plan descriptions, creates or is

intended to create a promise or representation of continued

employment, or for continued or indefinite employment at a

specific position or rate of pay.

EMPLOYEE CLASSIFICATIONS

All employees are hired for an unspecified duration; assignment

to any of these classifications does not guarantee employment

for any specific length of time. Regardless of classification,

employment is at the mutual consent of you and the company.

Accordingly, either you or the company can terminate the

employment relationship at will, at any time, with or without

notice.

Full -Time Employees - are those normally scheduled for 48

hours of work per week.

Part - Time Employees - are those normally scheduled to work

less than 48 hours of work per week. Part-time employees are

not eligible for company fringe benefits available to full-time

employees.

Casual Employees - are those who are hired on that basis and

work for a special job and/or period of time. Such employees are

not eligible for company fringe benefits available to full-time

employees.

POLICY FOR TEMPORARY EMPLOYEES


Introduction

Temporary staffs are various persons who fill one-time positions

established to undertake a particular piece of work or assist with a

particular administrative matter, whose skills will not be needed by

GTZ(INDIA) PVT. LTD on a continuing basis

This category includes part-time, casual workers and short-term

consultants.

Appointment

Appointment of temporary staff shall be effected by signing of a

contract specifying terms and

condition of the employment, the duration and the remuneration

thereof.

The CEO on the recommendation of the department managers shall

hire temporary employees.

Temporary staff shall not be entitled to any other benefits or

overtime.

Terms of Service

Temporary employees shall enter into a contract with GTZ(INDIA)

PVT. LTD, which shall specify the terms of reference, duration of

the assignment and fee. The contract shall also have disclaimers

from GTZ(INDIA) PVT. LTD regarding insurance, medical and other

benefits. It shall place the onus of reporting income to the tax

authorities on the temporary staff. The contract will not be valid

unless signed by both the CEO and the contracted temporary

employee.

Short-term consultants

Consultants to undertake and provide services to GTZ(INDIA) PVT.

LTD shall be hired by the CEO, and approved by the Board of

Trustees.


The Consultants shall enter into a contract with GTZ(INDIA) PVT.

LTD for the services to be provided as stated in the Terms of

Reference.

EMPLOYMENT ON RELATIONS

Our company permits employment of relatives. However, the

employment of relatives in the same department can create a

conflict of interest. Therefore, immediate family members (see

definition below) should not work in the same department for the

same supervisor, or for a supervisor who is an immediate family

member. Working in the same department for a different

supervisor is permitted.

Immediate family members include spouse, in-laws, step

relatives, domestic partner, parent, child or stepchild, sister or

brother.

WORK DAYS

GTZ(India) Pvt. Ltd. Follow the work days as follows:

Manufacturing Facility( Khariberia)

Wednesday to Monday --- Full working

Tuesday ---- Weekly off day


Head Office & Sales –Marketing division (Kolkataand Regional)

Monday to Friday--- Full day working

Saturday--- Half Day working

Sun day--- Weekly off day

Holidays list consists of 12 Holidays in a year including National Holidays.

During emergencies such as weather, fires or power failures can disrupt company

operations. The decision to close the office will be made by the Human Resource

Department. When the decision is made to close the office, employees will

receive official notification from their functional heads.

EQUAL OPPERTUNITY

GTZ (India) Pvt. Ltd. Is committed to a policy on equal

employment and advancement opportunities for all qualified

individuals without regards to race, colours, religion, sex age

marital status, national origin or handicap. This is to ensure that

equal consideration is extended to all staffs and applicants. All

decisions with respect to recruitment and promotions are made

solely on the basis of qualifications, viewed in relation to the

recruitments of the position. All managers and functional heads

are directly responsible for the application of this policy and for

ensuring the every one in their department understands and

adheres to this policy and for ensuring that every one in their

department understands and adheres to this policy. Employees

with questions or concerns about discrimination in the workplace

are encouraged to bring these issues to the attention of their

manager. Employees can raise concerns and make reports

without fear of reprisal.

NON-HARASSMENT POLICY


Harassment in employment, including sexual, racial, and ethnic

harassment, as well as any other harassment forbidden by law, is

strictly prohibited by the Company. Employees who violate this

policy are subject to discipline, including possible termination.

Racial, ethnic and other forms of prohibited harassment include,

but is not limited to:

1. Visual conduct, including displaying of derogatory objects

or pictures, cartoons, or posters;

2. Verbal conduct, including making or using derogatory

comments, epithets, slurs, and jokes;

In addition, sexual harassment is defined by the regulations of

the Fair Employment and Housing Commission as unwanted

sexual advances, or visual, verbal or physical conduct of a sexual

nature. Sexual harassment includes gender harassment and

harassment on the basis of pregnancy, childbirth, or related

medical conditions, and also includes sexual harassment of an

employee of the same gender as the harasser. This includes, but

is not limited to, the following types of offensive behavior:

1. Unwanted sexual advances;

2. Offering employment benefits in exchange for sexual

favors;

3. Making or threatening reprisals after a negative response

to sexual advances;

4. Visual conduct, including leering, making sexual gestures,

displaying of sexually suggestive objects or pictures,


cartoons, or posters;

5. Verbal conduct, including making or using derogatory

comments, epithets, slurs, and jokes;

6. Verbal sexual advances or propositions;

7. Verbal abuse of a sexual nature, graphic verbal

commentaries about an individual's body, sexually

degrading words used to describe an individual, suggestive

or obscene letters, notes, or invitations;

8. Physical conduct, including touching, assault, impeding or

blocking movements.

Examples of sexual harassment include (a) an employee being

fired or denied a job or an employment benefit because the

employee refused to grant sexual favors or because he or she

complained about the harassment; (b) an employee reasonably

quitting his or her job to escape harassment; or (c) an employee

being exposed to a hostile work environment.

The Company will take all reasonable steps to prevent

harassment from occurring and will take immediate and

appropriate action when the Company knows that unlawful

harassment has occurred.

If you have been harassed by a co-worker, supervisor, agent,

vendor or customer, or if you believe that another employee has

been harassed, you have a duty to promptly report the facts of

the incident or incidents, and names of the individuals involved,

to (Option: (1) Department Heads Option: (2) P&A

Department)


The matter will be immediately and thoroughly investigated,

and confidentiality will be maintained to the extent possible.

After reviewing the evidence, a determination will be made

concerning whether reasonable grounds exist to believe that

harassment has occurred. It is the obligation of all employees

to cooperate fully in the investigation process. The Company

considers any harassing conduct to be a major offense which

can result in disciplinary action for the offender, up to and

including discharge.

The Company will take action to deter any future harassment.

In addition, disciplinary action will be taken against any

employee who attempts to discourage or prevent another

employee from bringing harassment to the attention of

management. The persons involved will be advised of the

determination if appropriate.

The Company wants to assure all of its employees that

measures will be undertaken to protect those who complain

about harassment from any further acts of harassment,

coercion or intimidation, and from retaliation due to their

reporting an incident or participating in an investigation or

proceeding concerning the alleged harassment.

LOSS ON COMPANY PROPERTY

Company property including cash is at time entrusted to an

employee as a part of Normal duties. The employee concern is

wholly responsible for the safe custody /handling of company

property / cash entrusted to the employee. An employee entrusted

with such company property / cash has to ensure the safe return /


handling of such property / cash. In the unlikely event of loss of

such property / cash, while the Company may empathize with the

employee such loss cannot be made good / reimbursement to the

employee. Employees should treat Company property / cash

entrusted to him with the same caution, as they would treat

property / cash belongings to them. In case of high value item such

as computer / laptop / etc. employee must ensure that the Company

insure such expensive equipment against loss / theft / damage,

besides ensuring the safe custody of such items

DATA PROTECTION POLICY

The protection of confidential business information and trade

secrets is vital to interest and success of GTZ(India) Ltd. All

employees are required to sign a non disclosure agreement as a

condition of employment. Employees who improperly use or

disclose trade secrets or confidential business information will

be subject to disciplinary action, including termination of

employment and legal action, even if they such do not actually

benefit from the disclosed information.

Such confidential information include to, the following examples:

a) Compensation data

b) Financial Information

c) Marketing Strategies.

d) Pending projectsand proposals

e) Proprietary production process

f) Personnel / payroll records

g) Conversation between any persons associated

with the company.

h) Security related information


INTERNET

Visit internet sites that contains obscene, hateful or other

objectionable materials. Make or post indecent, racial or sexist

remarks, proposals or materials on the internet. Place indecent,

confidential or defamatory remarks about any third party, and in

particulars competitors, customers, suppliers, collaborators,

investors or any other business associate of GTZ (India) Pvt.

Ltd. On chat sites or bulletin boards.

Downloads any software or electronic files without implementing

virus protection measures that have been approved by the

company.

MEDIA ENQUIRIES

Any enquiries from the media are to be referred directly to the

Directors or Managing Directors. Under no circumstances are any

other members of staff authorized to discuss company matters

with any person from the media.

The Managing Director must approve all press release.

Any one found to be engaging in unlawful discrimination will be

subject to disciplinary action, including termination of

employment.

INFORMATION SECURITY POLICY

User & Access privileges

Every user is given only user access privileges. The user cannot

change the desktop background; install/uninstall software or any

programs, change IP Address of the machine, etc. The user is not

given any privileges to change the desktop background on


his/her machine. The desktop background on every machine is

GTZ company logo. This is applicable to all the domain users in

the network. Every user is allowed a maximum download limit of

20mb, above which permissions are denied. Increased

downloads may cause the server to be busy and might create

other problems.

Whenever there is a change in role of an individual, the access

rights will be reviewed and new access rights will be provided

depending upon new role and responsibilities as determined by

the role being played by the person.

All changes will be made on the intimation of the concerned

HOD.

Whenever the user forgets the password, the system

administrator shall change the password for the user through the

System Administration log in based on a request from the user

via email. The Regional Service Delivery Manager/System

administrator receives a mail from the HR Department for

deletion of e-mail ID. Also, the RSDM has to acknowledge the

NDC after which the user login ID & password are deleted from

the server.

Creation of e-mail id

The HR Department sends a request to the System Administrator

for creation of new e-mail id through mail. Only upon intimation

from the HR Department the system administrator creates the e-

mail id & configures outlook/outlook express on the user’s

machine. All new users shall be created by the System


Administrator based on the communication issued by the HR

department.

At the time of creation of User, a login ID and a password will be

given. The Login ID will be permanent but the password would

have to be changed by the user at first logon. A password will be

valid for a limited period as determined by the system

administrator in the password policy after which it will have to be

changed.

Auto-lock or screen saver

If the user desktop/laptop is inactive for 7 or more minutes the

machine is automatically locked (Ctrl+Alt+Del screen) & the

owner of that machine has to re-login to start his/her work. At

the same time there is a screen saver running at the background

as part of awareness to the employees with security precaution

catch lines & pictures.

In an effort to reduce risks to IT assets, the physical security of

GTZ (India) Pvt. Ltd. computing resources ensured. Physical

security involves providing environmental safeguards as well as

controlling access to equipment and data. For example, server

rooms must remain safe, secure, and inaccessible unauthorized

individuals and storage cabinets containing critical business

records must always locked and secured. Be aware of those

areas with restricted access. Make sure that individuals are

displaying proper GTZ (India) Pvt. Ltd identification.

Tailgating is a term used in the context Physical Security to mean,

“Gaining access to a restricted space by

following an authorized individual through an access controlled

door”. Be aware of people who follow you into restricted building


who do not display proper employee identification. If they do not,

you should tell them to report GTZ (India) Pvt. Ltd Information

Security Cell through a public access door.

Even if you think you recognize someone as an employee, you

CANNOT simply let them in the door. You have no way of

knowing they have been recently suspended or terminated.

Proper security must also be maintained outside doors and

windows to prevent unauthorized entry, which could cause

damage to GTZ (India) Pvt. Ltd. For example, make sure doors

and/or windows are not propped open with cardboard

obstructions.

Internet Usage

Internet access is for the purpose of increasing productivity.

Surfing the internet or wandering away from your business

objective is not a productive or acceptable use of this tool. This

misuse can connect you to web sites that may contain programs

that appear harmless, but could cause damage to GTZ (India)

Pvt. Ltd systems. Because it is plain text, most information

transmitted over the Internet is subject to interception, reading,

and copying by other people.

Encryption, which scrambles information during transmission,

reduces this vulnerability. Be aware that all

Internet use is subject to monitoring and you should have no

expectation of privacy while using GTZ (India) Pvt. Ltd -provided

equipment.

E-mail Usage

IS Policy, E-mail Guidelines and Requirements, states that

“employees must use GTZ (India) Pvt. Ltd e-mail system for all e-


mail correspondence”. All messages sent or received using these

e-mail resources are owned by the GTZ (India) Pvt. Ltd and may

be considered Departmental records. This means you should

have no expectation of privacy in the use of the e-mail system. It

is your responsibility to be aware of important issues such as the

rules regarding personal use, passwords, and attachments; when

and how to send mass mailings and group messages; and the list

of unacceptable activities. This information can be found in IS

policy statement. An important issue with regard to e-mail is

attachments, which in some cases could contain a virus or other

malicious code. If you receive an unexpected e-mail attachment,

it is important that you do not open it - even if it is from someone

you know. Attachments must not be opened for the virus to

infect your computer.

The easiest way to find out if the attachment is valid is to make

sure the e-mail really came from the sender. If you have

questions, contact the Help Desk and/or the ISO. More

information can be found in IS policy Manual, Virus Prevention,

Detection, and Removal.

FOOD & BEVERAGES AT WORK STATIONS

You are advised not to consume food or beverages at your work

station. (Except tea / coffee) We seek your cooperation to keep

your work areas as neat as possible. Employees are allowed a

half an hour lunch break once in a day and 15 minutes tea break

twice a day. No body will allow entering the premises in

intoxicating conditions.


Employees who don’t adhere to the break policy will subject to

disciplinary action, including termination.

VISITORS AT WORK PLACE

To provide for safety and security of employees, visitors and the

facilities at GTZ(India) Pvt. Ltd. ,only authorize visitors are

allowed in workplace. Restricting unauthorized visitors helps

ensure security, decrease insurance liability, protect confidential

information, safeguard employees welfare and avoid potential

distraction and disturbance. All visitors must enter through main

reception are receive a “visitors pass” at the front desk (Security

post) Authorized visitors will be escorted to their destinations

and must be accompanied by an employee at all times. The

visitor pass is issued by the security officers. Every employee

should ensure to restrict their personal visitors to the reception

area and would not allow inside the office for any reason. It is

necessary for every employee to keep in mind that office is

meant to run company’s business.

ACCOUNTABILITY

A senior person cannot pass the buck to his juniors for the

failure of work or delay. He has to have his control systems for

jobs he gets done for his juniors and also make them

accountable to himself. Their failure, so far as his seniors are

concerned, is his own failure and HOD should accept his normal

responsibility.

APPEARANCE AND COURTESY


Neatness and good taste in dress, care in personal cleanliness,

interest in your work, and a willing, cooperative attitude toward

associates, customers and visitors are recognized and

appreciated business assets.

No matter what your position might be, it’s important to

remember that good manners give a good impression. Being

pleasant and courteous to customers, visitors, and your co-

workers is an important part of your job.

OPEN DOOR POLICY

Our company recognizes that in any employee group, problems,

difficulties, and misunderstandings may arise. It is the desire of

the company to see that every problem is handled promptly. To

this end, the company will endeavor:

1. To invite employees to talk frankly with their supervisor

or to anyone else in authority, when they have a

problem of any kind, with the assurance that it will not

be held against them by their supervisor or anyone else

in authority.

2. To provide an open door at all times for employees to

discuss with upper

management any decision they feel to be unfair.

The company is most sincere in encouraging any employee who

feels he or she has not been treated properly, or who has a

problem of any kind, to make it known to management through

the “open door policy”.


PURPOSE

The main objective behind this policy is to control the internal

cost or wastage by using the internal communication devices

(Internet and telephone) and office equipments (scanner, printer,

photocopier). The purpose of this policy is to protect the

information assets of GTZ (India) Pvt. Ltd.

SCOPE

The policy provides guidance on the use of mobile and desk

telephone, the circumstances and conditions for the usage and

the criteria for the provision of Mobile Reimbursement to the

employees.

PERSONAL TELEPHONE CALLS

Telephones are intend for the use of serving our customers and

in conducting the Company’s business. Personal usage during

business hours is discouraged except for extreme emergencies.

All personal telephone calls should be kept brief to avoid

congestion on the telephone line. Long time conversation of

personal calls should be brief to ensure that there would not be

any disruption to the other employees’ work. It is advised to all

the employees to ensure that the mobile ring tone should be to

an extent where it is audible to self and not to the whole

company. Since it is a disturbance to other employees and this

become a practice by others to follow on. Therefore it is strictly

OFFICE EQUIPMENTS AND USAGE POLICY


instructed to the employees to minimize the volume of the ring

tones and ensure it is not a disturbance to the other employees.

INTERNET USAGE

Company provided system, computer files, the email system,

internet access and the software furnished to employees are

company property and are to be used for company business only,

and not for personal use to communicate with friends for family or

to access the Internet for personal purpose.

Employees may access the internet for studying and update

knowledge to wither complete their certification or to retrieve the

information that is useful for the individual growth and also for the

growth of the company. Any employee is restricted from attempting

to elicit information which is not relevant and is not eligible for its

access. If any employee is found to do the same then it is

considered violating of the policy.

In order to enforce these policies, computers, internet email usage

may be monitored by GTZ(India) Pvt. Ltd. Including retrieving and

reading e-mail message and other computer files and monitoring of

Internet Traffic.

PRINTER AND PHOTOCOPIER USAGE

All the employees should understand the importance of using the

office equipments economically. Letter heads to be used with the

permission of the Reporting Managers only. Letter heads are to be

utilized for official purpose only and not to be left around work

station un attended. Also when not in use, letter heads to be kept

under lock and key.

Please follow ethics while using printers and photocopier.


a) Allow others to use these machines at times of emergency

provided the stationary (paper) are brought by self.

b) Don’t disturb or enforce the printer owners to take print while

they are amidst of important task or while they are taking the

prints.

c) Ensure there are no letter heads placed in the printer while

taking a print if it is not required to take on the same.

d) Ensure to handle the machines smoothly and rough handling

may cause to spoilt the system.

e) In case of cartridge shortage or any other trouble please

inform the personnel concerned about the same.

f) For rough usage or for informal usage, photocopy or print can

be taken on one sided papers too.

g) Personal usage of printer or photocopier can be restricted to

certain documents like certificates, passport or driving license

or maximum of 3 page.

PURPOSE

The main purpose of this policies is to set guidelines for manpower

planning maintenance and accuracy of personal records, employee

occurrences, absence and tardiness.

SCOPE

The HR policies are implemented across the locations irrespective of

levels as mentioned accordingly in the policies. This creates a

systematic process in the organisation without any chaos.

HUMAN RESOURCE POLICIES


HOURS OF WORK & ATTENDANCE AND PUNCTUALITY

For attendance monitoring we maintains Anglo Swiss Clock

punching attendance system.

At the time of joining Personnel dept will provide attendance card

to each of the employee. Employees enter in the factory by

punching his attendance card at the main gate. Individual’s shift

timing will be recorded in the attendance card.

At the time of punching if the punching clock not responded

properly immediately contact with the personnel dept. and

authorized your card. Otherwise your attendance may not be

considered as valid.

Shift Working Hours:

(Manufacturing Facility at Khariberia)

SHIFT STARTING

TIME

CLOSING

TIME

TEA BREAK LUNCH / TIFFIN

BREAK

A 06-00 A.M. 02 – 00 P.M. 08-00 AM TO

08-10 AM

10-10 AM TO

10-30 AM

G 09-30 A.M. 06 - 00 P.M. 11-20 AM TO

11-30 AM

1-30 PM TO

1-50 PM

B 02 – 00 P.M. 10 – 00 P.

M.

05-30 PM TO

5-40 PM

09-30 PM TO

09-50 PM

(For Head Office & Sales – Marketing Division, Kolkata and Regionals)

SHIFT STARTING

TIME

CLOSING

TIME

TEA BREAK LUNCH / TIFFIN

BREAK

G 09-30 A.M. 06-00 P.M. 11-20 AM

TO 11-30

AM

1-30 PM TO

1-50 PM


Note: Tea will be provided once in every shift (except general shift)

Grace Period :

Management allows 15 minutes grace period after the normal shift

starting time as per the existing policy and practice of the

Company.

Late attendance:

Employees comes late, has to regularize his attendance by the

approval of HOD. (Pease see the ANNEXURE – A – Late Attendance

Approval Form) For consecutive 3 late attendances (after 15

minutes of shift timing) in a month ½ CL will be deducted

automatically.

After half an hour from the normal shift timings employees will not

be allowed to join duty without the approval of superior.

SHIF

T

ACTUAL SHIFT

STARTING TIME

GRACE PERIOD

UP TO

ATTENDANCE WILL BE TREATED AS

LATE

FROM TO

A 06-00 AM 06-15 AM 06-16

AM

06-30AM

G 09-30 AM 09-45 AM 09-46

AM

10-00

AM

B 02-00 PM 02-15 PM 02-16

PM

02-30

PM


Note: You may be required to work different work hours under

special circumstances. Your immediate / reporting manager is to

be consulted if there are any questions about hours of work or if

any variations is required. If at client’s / customer site , there

working hours should be adhere to.

POLICY ON LEAVE

LEAVE STRUCTURE OF THE COMPANY ( Applicable for across the location)

LEAVE FOR

THE WHOLE

YEAR

MAXIMUM

PERMISSIBLE

ACCUMULATION

CASUAL LEAVE

(CL)

3 0

SICK LEAVE 7 15

PRIVILEGE LEAVE 25 80

A) CASUAL LEAVE

Casual Leave (CL) can’t be granted for more than three (3)

days at a stretch. Casual Leave application shall be submitted

to the personnel department within 2 days after joining in

duty. CL can’t be carry forwarded to the next year. Casual

leave can be allowed for fraction of the days but minimum .5

days.

B) SICK LEAVE


Sick Leave (SL) for more than 2 days shall be submitted along

with fitness certificate of any recognize doctor. (ESI Covered

employees has to submit the fitness certificate from ESI Panel

doctor) The leave application along with fitness corticated

shall be submitted within 2 days after joining in duty.

Maximum 15 unused SL can be forwarded to the next

calendar year.

Only Sick Leave (SL) can be taken with Casual Leave (CL) or

Earn Leave (EL) at extreme Emergency.

An employee can avail SL after successful completion of

probation period.

B) PRIVILEGE LEAVE

Privilege Leave is encashble. An employee will be eligible to

apply for encashment of Earn Leave as per the policy and

practice of the organization. Employee has to submit

application to the HR department. (E-Mail application shall not

be applicable). Earn leave will be encashed once in a year

within the month of December. Beyond the permissible limit

earn leave will be automatically lapsed. (EL will be calculated

as per the Act.)

COMPENSATORY OFF

Compensatory off is applicable for staff members only. If any

employee working in his off day, he is entitled to get a

compensatory off within two months from the date of schedule off

day.


MATERNITY LEAVE

Female employees who have been working with the company

for not less than 90 days will be eligible for 90 days of paid

maternity leave, up to two confinements To facilitate

arrangements for cover of duties, application for maternity

leave will have to be made not less than two months prior to

the date of commencement of leave.

Absence from work due to miscarriage or any other illness

arising out of pregnancy will not be considered as maternity

leave, but as normal medical leave. Employees covered under

ESI, shall govern as per the ESI guidelines.

PATERNITY LEAVE

Male Employees will be granted paternity leave for 5 working

days. The leave should be availed within three weeks time of

the birth of the child. This will be applicable up to a maximum

of two confinements.

HOLIDAYS

Holidays commemorating events of national, social and

religious significance are offered to employees. Apart from

scheduled weekend/ earned & casual leaves there are 10days

declared as paid holidays every year.

Holidays list will be put up every year in January and

accordingly applicable.

LEAVE PROCESS & PROCEDURE

Before proceeding on leave (EL) employee has to authorize

and approved his leave card.


Casual Leave (CL) can’t be granted more than two (2) days at

a stretch. Casual Leave application shall be submitted to the

HR department within 3 days after joining in duty.

For Sick Leave (SL) more than two days (2) shall be submitted

fitness certificate of any recognize doctor. (ESI Covered

employees has to submit the fitness certificate from ESI Panel

doctor) The leave application along with fitness corticated

shall be submitted with 3 days after joining in duty.

Only Sick Leave (SL) can be taken with Casual Leave (CL) or

Earn Leave (EL) at extreme Emergency.

At the end of the year SL & EL will carry forward to the next

calendar year as per the permissible limit mentioned in above

table.

Earn Leave is encashbale. After 80 days accumulation an

employee will be eligible to apply for encashment of Earn

Leave.

Prefixing & Suffixing of Leaves:

Both prefixing & suffixing of leaves is not permissible.

Special Note:

Illustration: 1

Saturda

y

: Leave

Sunday : Off day

Monday : Leave

Tuesday : Working day


In the aforesaid event employee has taken 2 days leave, but 3

days leave will be counted, Saturday – Sunday – Monday.

In intervening Holiday: Intervening holidays except the National

Holidays between leave viz casual / earned leave will be treated as

leave

Illustration: 2

In the aforesaid event, if an employee avails leave on Monday and

Thurs day then four leaves will be counted instead of two.

Note: The Management reserves its right to amend the aforesaid as

demanded appropriate at any time.

OVER TIME DUTY POLICY

Objective:

To utilize the man-hours in best effective manner, and to prevent

the unnecessary overstay of the employees and workmen.

Scope:

All permanent workmen and all staff up to Executive level who has

already completed the probationary period.

General Rules:

Sunday : Holiday

Monday : Working day, but leave taken

Tuesday : Holiday

Wednesday : Weekly off day

Thurs day : Working day, but leave taken

Friday : Present


An employee or workmen can overstay in utmost emergency only.

HOD has to ensure the utilization the potential of the manpower in

best possible manner.

Entitlement:

For Workmen: As per the rules prescribed in Factory Act.

For Staff: Overstay duty will calculate if the employee

overstay for more than 2 hours in any working day. He will be

eligible to get a paid leave after accumulating 8 hours duty.

Date of Commencement :

With Immediate effect.

Administrative Procedure:

HOD has to raise the OT requisition form (Attached) with

proper justification of Overstay.

OT requisition form shall be approved by the Works head.

Approved OT requisition form will come to P & A Dept. and

P&A dept. will keep the necessary records.

Paid leave against 8 hours duty has to avail within 2 months

from the completion of 8 hours. These leave cannot be

clubbed with any other leave. (Except some special cases)

Workmen will get the OT payment with monthly wages.

BUDDY REFERRAL POLICY

The company encourages you to refer candidates for all positions.

Periodically, P&A dept. will announce positions vacant in the

organisation to team by way of mail or internal communication.

The associate needs to inform P&A about the candidates that match

the position before he / she appears for 1st round of interview.

However in the event there is any misconduct on behalf of the


employee, the person who referred the candidate can also be sent a

notice.

RECRUITMENT POLICY

Introduction

Recruitment and Selection aim to search and hire suitable

candidate to fill vacancies in GTZ (INDIA) PVT. LTD. with the view to

satisfying human resources needs. The search may be internal

and/or external.

Any position within GTZ (INDIA) PVT. LTD that become vacant will

be filled, on completion of a requisition form by the immediate

supervisor. Restructured on newly created positions will only be

activated upon approval from the board.

The success and adaptability of a Company depends upon the

recruitment of employees who are flexible, adaptable and

committed to the success of the GTZ (INDIA) PVT. LTD.

Objectives

This section aims to promote and maintain high standards of

professional recruitment practice by encouraging recruiters to

adhere to best practices. Its purposes are to:

a) Ensure that recruitment is considered an essential part of the

human resource

b) Strategy and consequently an integral part of the overall

business strategy;

c) Ensure and explain best practice for all types of recruitment;

d) Maintain professional standards whether recruits are easy to find;

e) Ensure that equality of opportunity is considered an integral part

of good recruitment practices and procedure;


Recruitment Authorization Procedure

Authorization

All authorization procedure detailed below must be completed prior

to the commencement on any recruitment procedure.

a) Prior to the employment of any employee the Manpower Indent n

Form must be completed.

b) The employment of all individuals for budgeted positions within

GTZ (INDIA) PVT. LTD must be authorized by the Department Head

and Chief Executive Officer.

c) Employment of Personnel to the position of Manager of

Departments will require the authorization of the Chief Executive

Officer.

Procedure

a) The Department Manager will complete the Employment

Authorization form.

b) The Department Manager is responsible to ensure correct

authorization procedures have been complied with.

c) The Department Head will provide the Human Resources Officer

with a fully authorized Employment Authority Form and instruct

commencement of Recruitment.

d) The Human Resources Officer will control that the correct

authorization has been obtained. When all is in order they shall

commence the recruitment process.

Newly Created or Restructured Positions

Authority shall be vested in the Board to consider request

for the activation of a newly created or restructured

position.


a) Activation of a position shall be allowed by the submission of an

Employment

Authorization Form by the Department Manager to the Human

Resources

Officer.

b) Once the need to fill a vacancy has been identified, the

Department Manager will submit a motivated recommendation to

the Board for the activation of the position.

c) Internal Advertisements shall be sent via e-mail or other means

to all employees by the Human Resources Officer, while external

advertisements shall be placed

in specified local newspapers.

Employment Procedure

a) The Human Resources Officer shall receive all applications for

employment and

shall acknowledge receipt thereof in writing. All applicants for

employment shall be addressed to the Human Resources Officer.

b) The Human Resources Officer shall sort all applications that meet

the minimum appointment requirements as advertised, and then

forward these applications to the Department Manager concerned,

together with a full list of all applications received.

c) The Department Manager, in consultation with the Human

Resources Officer, shall draw up the shortlist of candidates for

interviewing.

d) The Human Resources Officer shall invite the short listed

candidates for interviews, and will ultimately make a

recommendation to the Chief Executive Officer for appointment.

e) GTZ (INDIA) PVT. LTD shall bear subsistence and travel and travel

expenses of short listed candidates from places other than the duty


station. A summary of the interviews shall be prepared by the

Human Resources Officer and kept for record purposes.

f) The Human Resources Officer shall ensure that Reference Check

on shortlist candidates is done, and then the employment offer in

consultation with the relevant Department Manager to the selected

candidate which upon acceptance shall be followed by an

appointment letter signed by the Chief Executive

Officer or his/her delegate. Once the selected candidate has

accepted the employment offer, the Human Resources Officer shall

send regret letters to all the unsuccessful candidates.

Employment Interview Panel

The Employment Interview Panel shall be provided with the ground

rules of and procedures for interviewing (by the Human Resources

Officer) prior to the actual commencement of interviews.

The Panel shall consist of the following persons:

a) The Department Manager concerned

b) The Human Resources Officer

c) For Management Positions the Director as well as a selected

Board Member shall attend.

Age

GTZ (INDIA) PVT. LTD shall, in terms of the Labour Act, not employ

any person under the age of (16) years.

Applicants of sixty (60) years and older can only be appointed on

approval by the Chief Executive Officer or by the Board. Employees

so appointed can only be appointed can only be appointed in a

temporary capacity, and such cannot become members of the

pension Fund.


Appointment

All staff will be appointed by the GTZ (INDIA) PVT. LTD of Trustees

or as delegated Letters of Appointment: The formal letter of

appointment will bear the signature of the Chief Executive Officer or

as delegated. The letter shall require the signature of the appointee

before the appointment is considered effective.

Job Description: On appointment, an employee shall be given a job

description. This shall

specify the scope and terms of reference for their position. Each

member of staff is expected to devote their time and attention to

their work and not engage in activities that may conflict with

GTZ (INDIA) PVT. LTD’s interests or negatively affect their

performance. Job Descriptions shall be reviewed yearly.

employee’s immediate supervisor shall make an appraisal report

recommending a confirmation or termination of the employee’s

services. Where necessary, the probation period may be extended

as considered necessary by GTZ (INDIA) PVT. LTD. An employee

who is on probation may have his appointment terminated at any

time without notice. In the event of such termination, the

employee is paid for the period worked up to the time of

termination Confirmation of appointment. On recommendation from

the immediate supervisor, the Chief Executive Officer shall in

writing, confirm the appointment.

Duration of employment: Unless otherwise stated, employment for

all staff shall be on permanent basis subject to satisfactory

completion of the probation period and availability of funds.

Personal Data


On acceptance of an appointment, the new staff member is

required to complete the Employee Personal Data form - (See

Appendix 3). New employees must also furnish GTZ (INDIA) PVT.

LTD with declaration of dependants, that is spouse and own

children; next of kin and provide photocopies of certificates and

other testimonials.

Any changes in personal status shall be reported promptly to the

Human Resources Officer by completing a fresh Personal Data

Form. Staff records and related correspondence shall be

treated confidentially at all times.

Induction

All new staff shall undergo induction training to assist them in the

process of becoming integrated to the institution within the shortest

time possible. The respective immediate supervisor in collaboration

with the HR Officer shall conduct induction training. See checklist

for induction as Annexure:

PERSONNEL RECORDS & PRIVACY

Every employee is bound to submit their documents either on the

day of joining or within a week of joining failing which their salary

for the month would not be processed. Personal files are the

property of GTZ(India) Pvt. Ltd. And access to the information is

restricted.

Employee who wish to review their own file should contact their

Manager or P&A representative with reasonable justification.

Employee records maintained by the company will contain only

information that is relevant and necessary to meet various legal

requirements and to ensure efficient Personnel Administration.


Please inform P&A department of changes in personal data and the

person to be notified in case of emergency.

Employee personal File should contain the following Documents:

1) Details bio data of the Employee.

2) At least two copies of self Photo

3) Duly filled Employment form of the company.

4) Date of Birth proof.

5) Copy of all testimonials regarding General & professional

qualification.

6) Identity proof (Voter Card / PAN card/ Passport / D. License)

7) Accepted copy of resignation letter and release letter of

the last organisation.

8) Proof of compensation & benefits of last organisation.

9) Accepted copy of offer letter / Appoint letter of GTZ.

10) All communication with the company (GTZ)

Up to date records have to be maintained for emergencies and

benefit plan in the GTZ. It is the responsibility of the employee to

notify any changes in personal data to his immediate manager or

P&A department to update his personal records. Personal data such

as:

1) Mailing address

2) Telephone number

3) Name & number of dependent

4) Individuals to be conducted in the event of an emergency.

All employees personal data should be accurate and correct at all

time.

EMPLOYEE ORIENTATION


Orientation is a formal process that is designed to welcome the new

employees to be informed about the policies & procedures of the

company. Employees are presented with all the requires source and

procedure needed to navigate within the workplace.

Induction for the employee is conducted by the P&A department,

other administrative procedure of Induction & Orientation is as

follows:

All department heads or the authorized person of him will

spare time as per the program sheet and help the new joinee

to understand the process

Personnel department will prepare the Induction & Orientation

Program (Annexed) for the new joinee and send it to all

department heads.

P&A dept. will inform the concern dept. heads at least one day

before to spare the time for Induction of New employee.

After giving induction Dept. head will put his signature in the

forms.

End of the Induction program works head will seat with the new

employee and evaluate the whole process. If he feels satisfied,

advise him (new employee) to join for Training. If required he can

extended the Induction program for certain department.

PROBATIONARY PERIOD

As a new associate, the new employee will go through a

probationary period. The length of probationary period will be

specified in your letter of appointment, it is generally or 6 months.

During this time you will have the first opportunity to evaluate the


company as a place to work, and we will have our first opportunity

to evaluate you as an associate.

When performance warrants it and at the discretion of

Management, your probation period may be extended. Upon

satisfactory completion of the probation period, you will become a

full time regular employee of the company, we will confirm you by

writing. All associates regardless of classification, status or length of

serviced are expected to meet and maintain company standards for

job performance & behavior.

STAFF MOVEMENT POLICY (TRANSFER)

There may be situations during your employment with the company

that may require you to be transferred from one work group to

another. Should such a need arise, your reporting Manager and

Company Head will strive to accommodate the needs of the

department and your interest.

In order to facilitate your movement from one place to another in

the event of job transfer and to alleviate the financial strain on you

at such a time the following policy has been framed. A transfer

could be to any office in India. Transfer can be affected could be a

result of management decision – In which case the following policy

is followed. In the event of transfer being on request, the policy may

not be applicable.

1) Travel Fare: Third AC train fare for self and family

(Spouse & dependent children) for movement form

present location to transferred location.

2) Relocation / Transfer expenses: Rs. 1500/- to take care

of various sundry expenses related to shifting will be

reimbursed.


3) Transportation of luggage: GTZ (India) Ltd. Will

reimbursed the actual expenses incurred by you

towards the transportation to your belongings from the

current place of posting to the new place of posting

subject to the bill being attached with the claim. Before

selecting a transporter for packing, unpacking, loading,

unloading and transfer including insurance of all goods,

you need to send three quotations from a reputed

packer & movers to P&A department fro prior approval.

A list of all item to be transported should be attached as

annexure. You may then go ahead with the transport of

personal effects on the basis of the approved quote.

Five days leave will be granted as special leave to the

employee, for packing un packing and related matters.

4) Transportation of Vehicles: In the event where an

employee has to transfer his vehicles (Registered in

his / her name only) the same has to be done by the

employee and the amount will be reimbursed by the

company.

5) Request Transfer: Management may consider your

request for transfer, based on factors such as

availability of the vacancy, employees past records,

utility to company etc. No entitlement are applicable.

Request transfer are not a matter of right; these will be

solely at the discretion of the Management.

General Notes: Personnel department through the respective

Manager will issue a letter of Transfer. Before a request transfer is

affected, a fresh set of KRA’s will be given to the member at least

15 days in advance. The employee must submit the clearance /

transfer certificate (to be filed in by the new Reporting Head and

the present Reporting Head allowing transfer) prior to movement.


SALARY ADVANCES & LOAN

Main objective of staff advance is to provide a support to the

employees at their extreme emergency such as Marriage of self /

Sister/Son /daughter, Hospitalization of Self/ family members/

dependent parents / widow sister, Self education/ child education.

Eligibility:

All employees from Asstt. Officer to Manager Level Are covered

under this policy. The applicant should be confirm employee of GTZ

(India) Pvt. Ltd

Interest rate & processing fees:

Zero

Loan Amount

The loan amount will be Maximum ten (10) months basic salary.

Recovery of Loan

The loan amount to be recovered in 20 equal monthly Installment.

The EMI will be deducted from the salary of the employee in every

month.

Administrative Procedure:

COMPENSATION AND BENEFIT


Application in a prescribed format (Annexed) along with the

documentary proof of the loan requirement to Personnel

Dept.

Personnel Dept. Process the Application and send it to higher

authority for necessary approvals.

After getting the approval personnel dept will send it to

Finance dept for payment.

Employee will be required to sign a Promissory note to the

value of the loan sanction to him.

In the event of the employees separation from the Company,

the employee will repay the out standing loan amount with

interest against him, otherwise the due amount will be

adjusted with his full & final settlement.

TAX COMPLIANCES

You shall be expected to comply with tax, exchange control and

other legal requirements applicable, at all times. The company

reserves the right to deduct the Income Tax at source/other

statutory contributions as required by law on a monthly basis, from

your salary.

PROVIDENT FUND

The employees provident fund provides social security benefit to

you. The Provident fund maintained in GTZ is under the trustee

board. The company will contribute an amount equivalent to your

own contribution to the fund. PF interest rate is same as RPFC. End

of the financial year, individual will get the PF slip which will show

the your annual contribution, interest and total accumulated

amount up to date.


GRATUITY POLICY

Payable:

At the time of separation (Minimum 5 years of uninterrupted

Service)

Retirement date shall be finalized with consideration of date

of birth documents produced at the time of Joining.

In case of death or disablement, the gratuity is payable, even

if he has not completed 5 years of uninterrupted service.

Maximum amount Payable as Gratuity:

Max. Gratuity payable under the Act is Rs. 3,50,000/- (w.e.f. 24-9-

1997)

Calculation of Gratuity:

(Last drawn Basic Salary x No of years of service x 15) / 26

Contribution: As per the Payment of Gratuity Act 1972 (4.81 % of

Basic Salary)

Penalty:

Nonpayment of gratuity payable under the Act is punishable with

imprisonment up to 2 years (minimum 6 months) and/or fine up to

RS 20,000/-. Other contravention/offenses attract imprisonment up

to 1 year and/or fine up to RS 10,000.


This policy is applicable to all full time employees. In GTZ travel

policy divided in to 2 different policies.

a) Local Conveyance policy: This policy can be

implemented only if the travel travel is within the city

with a radius of 100 Kms and if the tour period is less

than 12 hours

b) b) Domestic Travel policy: This policy can be

implemented only if the travel is outside the city or is in

the outskirts and if the tour period is more than 12

hours.

LOCAL CONVEYANCE POLICY

If you have to travel for official purpose within the same city, you

are entitled to local conveyance reimbursement. No reimbursement

for routine travel from residence to place of work would be allowed.

For those employees deputed to a client site for a project, the client

site constitutes the place of work. In such cases visit from a client

site to the office will be eligible for as reimbursement as local travel.

The reimbursement shall be done based on the following guidelines:

I. Travel expenses may be reimbursed only where the purpose

of travel performed is only for the conduct of business of

GTZ(India) Pvt. Ltd.

II. It is the responsibility of each employee who seek

reimbursement for travel to ascertain that such claim is in

accordance with the rules and regulations will result in delay

of payment and may lead to total rejection of the claim.

TRAVEL POLICY


III. When two or more employees travel in a single private

conveyance, only one shall receive the reimbursement under

the following circumstances:

The vehicle on which the employee is traveling should

either be their own or if hired from any local travel

agent would receive the reimbursement.

If the employees are not using only of their own hired

vehicles and traveling by private mode of transport like

auto rickshaw or bus or any local train or sharing

services then one of them would receive the

reimbursement.

Traveling reimbursement claim must be submitted

within 20 working days to his Reporting Manager for

approval.

Reporting Manager’s are to plan the travel of all

employees under their authority to achieve maximum

economy and efficiency

Reporting Manager has the right to limit the amount of

reimbursements given for specific trips; however, the

reporting manager cannot limit the reimbursement

beyond the eligibility but would understand the level of

expenses and accordingly judge to provide the same.

The claim would be reimbursed only after receiving

authorization from the reporting manager.

In case of unavailability, reimbursement would be done

against cash. The reimbursement would be done as

decided by your reporting manager. The same will be

conveyed on the day of joining.

Eligibility for the local conveyance reimbursement is as follows:

Applicable to Mode of Travel Rate


(In Rs. Per KM) (In Rs. Per KM)

Dy. Manger & Above Car 8.50

Asstt. Manager & Below Personal Motor Cycle 6.50

Only in case of carrying

Heavy items

Taxi Actual

Note:

1. The policy is Not Applicable for those who have been given

Company Car

DOMESTIC TRAVEL POLICY

Objectives: The purpose of policy is to provide rules, guidelines,

and entitlements etc. for expenses incurred by employees while

traveling in India and to Nepal on Company’s business purpose and

for attending training programs. It covers domestic travel part of

overseas travel also.

Scope: The policy shall be applicable to all employees of GTZ

(India) Pvt. Ltd.

Date of Commencement: This guideline shall come in to force

with immediate effects.

Travel:

1. Irrespective of eligibility, employee should prefer to travel by

train where there are overnight trains available.

2. Any deviation from the entitlement must be clearly justified

and should be approved by the immediate superior as wee as

by the ED.


3. As far as possible, booking of air /Train travel should be made

through the company by filling up the prescribed forms.

(Forms attached in Annexure – 1)

4. Frequent traveler should by Air tickets through super saver

scheme/ Frequent flyer scheme.

5. As far as possible, employee should opt for late night flights /

train to get the befit of low fares offered by Airlines / Rail, and

to prevent the loss of whole working days. Employee should

also plan their trips in advance and opt for Apex fares.

6. Where the schedule train journey is more than 14 hours,

employees in work level Deputy Managers & Managers can

travel by Air with the prior approval of their superior not

below the General Manager level. (Emil approval is also

acceptable)

7. Employees must preserve bus / Train / Air tickets (If arrange

personally) which should be attached with the expenses

statement. For reimbursement of expenses of Air tickets,

claim should be supported by the counter foil jackets &

boarding pass. In case due to any reason, employee is not

able to retain the original tickets. Photocopy of the same duly

approved by the HOD has to be attached.

8. Where there is a fix limit of local conveyance (while on tour),

employee can additionally claim actual conveyance for

economic mode of transport for Residence / Hotel to Railway

Station / Airport / Bus stand and vice versa.

Travel Risk: Not more than 3 employee should generally travel

together in the same Aircraft / Train in same coach. Additionally, a

Managers should avoid being accompanied by more than three of

his direct reportees.


Lodging & Boarding:

1. Employees are required to stay in the approved Hotels. This is

to take advantage of concessional tariffs offered and to

ensure continued availability of such benefits. The rates are

negotiated /being negotiated with the various hotels and as

an when changes are made, the same would be include.

2. Employees are advice to suggest the adequacy of hotel and

make recommendation for inclusion of any specific hotel for

inclusion in the list of approved hotels.

3. Employees are advised to check whether the building is in line

with the negotiated rates.

4. Employees are requested also to indicate the hotels, which do

not accept the terms of the Company or Credit Card etc. for

appropriate corrective action.

5. The Hotel tariff may vary from time to time. Employees may

clime actual expenditure incurred provided they stay at the

specified hotels.

6. If the employee could not stay in the specified Hotels, he / she

may be permitted to stay at any other place of choise,

provided the employee does not exceed the daily entitlement

as listed as Annexure

7. A listing from the hotel and their official nature certified by

the concerned employee must substantiate official long

distance call.

8. Employees are advised, to extent, not to make STD calls from

hotels in view of its high cost.

9. Decisions pertaining to situations where employees are

traveling in Groups or traveling for the purpose of residential

training or on tour extending over two weeks are left to the

discretion of the respective approving authorities.


10. Where private taxies

have been engaged, employees are not to retain in the taxis

for overnight stays unless it is absolutely essential to retain

the Taxi.

11. Lodging includes actual

expenses for stay in hotels / guesthouse. Under no

circumstances cost of Liquor, tobacco, private STD calls or

any incidental expenses of personal nature shall be

reimbursed. The limit prescribed for lodging includes laundry

expenses but it exclusive of all applicable taxes.

Entertainment:

Based on business requirement reasonable expenses on liquor may

be permitted for employees in the GM & above levels with the prior

approval of ED. The name of the person entertained and his position

should be mentioned in the Travel Expenses Report.

1. Entertainment expenses should be kept to a minimum

depending on the business needs. To claim the

reimbursement over & above entitlement, guest

entertained must be identified (Name. Company,

Designation) in the travel expenses statement.

2. If a person leaves his station on official work and return to

his headquarters the same day, no amount on account of

lodging shall be reimbursed.

3. In case any meal (Breakfast/Lunch/Dinner) is free /

complimentary paid for as conference / seminar / hotel/

guest house cost, a prorata deduction at the rate of 1/3rd of

per diem allowances, per meal shall be made. It is

expected that in case of stay at hotels offering

complimentary foods this shall be declared in the travel

expenses statement.


4. For reimbursement of Taxi / Auto / Own Car fare, an

employee must submit full details (i.e date, travel point &

fare paid for every trip) of the journey undertaken as per

Traveling Statement form.

5. Reimbursement on account of Boarding shall be inclusive

of proterage and tips.

6. The employees stay at same outstation on official duties

for a period of more than 15 days, he / she will be entitled

to only 75% of the DA which will be inclusive of lodging &

Boarding, both. The claim will have to be supported by bills

and no reimbursement will be made in case bills are not

submitted. It is more than 30 days or more , he / she will

not be entitled to any DA but the individual cases may be

considered by the Management on its own merit as per the

discretion of the Management.

Own Arrangements:

1. If an employee (GM & Above) chooses not to avail of

hotel facilities while on tour and makes his / her own

lodging and boarding arrangements, he / she will be

entitled for lodging expenses without bills and actual

expenses incurred on food and reimbursement subject

to the Boarding limits out line Grade wise.

2. For better market coverage, cost effectiveness and in

view of practical problems faced by the employees,

Taxi/own car is also allowed for outstation travel with

prior approval of the appropriate authority. Journey

cycle in such cases will be worked out such that travel

by Taxi / own car is economically and business wise

more efficient than any other mode of travel.

3. If an employees is away on official work within a radius

of 60 km from his place of posting during meal interval


and the time span including journey period is more than

4 hours, he will be entitled to meal expenses only as per

the entitlement, subject to production of bills.

4. Employees traveling to Kathmandu will be entitled to

25% extra on lodging and boarding as applicable in their

Grade.

5. Employees traveling to Mumbai will be entitled to 15%

extra on lodging & boarding as applicable in their

Grade.

6. Employees traveling to any Hill station as per the list

will be entitled to 20% extra on lodging & boarding as

applicable in their Grade.

7. Employees traveling to any Bangalore will be entitled to

25% extra on lodging & boarding as applicable in their

Grade.

Claiming Travel Expenses:

1. The expenses on account of Traveling, duly approved

by the departmental heads should be submitted

within 7 days of the date of Return from journey on a

specified form. Time & date of commencement &

return of journey shall be clearly recorded on the

form.

2. The number of days shall be calculated by dividing

hours covered by the journey and if there is a

fraction of a day the calculation should be Made as

stated below:

14 – 23 hours One full day

06 – 14 hours Half day

If the fraction of the day is less than 6 hours, it

will be ignored.


3. Expenses claimed for purchase of Materials

/Stationary / PR expenses / photocopy cost should

not be permissible. These should be claimed

separately as per delegation for approving such

expenses / purchase.

4. Any deviation from this policy will have to be

highlighted by the Traveler in the travel expenses –

cum- voucher and should be specifically approved by

the bill passing authority with justification. Any

exception not highlighted by the traveler will be

automatically disallowed.

5. Any balance cash advance should be returned with

the expenses statement within 7 working days of

reporting to the HQ, failing which, the same will be

deducted from next month’s salary.

6. When an employee is visiting a place / other unit of

the company a reasonable amount of Travel Advance

can be withdrawn from the base office before going

on tours with prior approval of appropriate authority.

These advance shall be cleared within 3 working

days of return from the completion on Travel.

7. If any body use his / her personal credit card while on

tour, any service charges levied by the credit card

company arising out of delay in getting approvals will

have to be born by the employee.

8. Reimbursement on Travel shall be made strictly as

per the entitled class. In case of exceptional

circumstances where an employee is not able to

travel by the entitled class, and then with prior

approval of appropriate authority, he can travel by a

higher class, subject to ceiling of entitlement in next


Grade. However as a matter of organizational

discipline and including the right values, deviations

must be dissuaded.

Cancellation of Tickets:

1. In case of last minute alteration of Travel Plans, it is the

responsibility of the employee to cancel the tickets and

return them to the travel desk. However employees are

requested to carefully plan their plan their travel and avoid

such last minutes cancellation.

2. All the unused air / Train tickets should be surrendered to the

appropriate authorities and it is the responsibility of the

employee to ensure that the relevant refunds / credit notes

have been accrued to the company in time.

Classification of Cities

A Class

(Metros)

B Class (State Capital & Other Major

Cities)

C Class

(Other

Cities)

Delhi (NCR)

Mumbai

Chennai

Kolkata

Bangalore

Ahamedaba

d

Hyderbad

Kathmandu

Pune

Allhabad, Agra, Kanpur, Varanasi,

Jalandhar, Jammu, Ludhiana, Jodhpur,

Udaipur, Lucknow,Chandigarh, Gurgaon,

Jaipur

Other Than

A & B Class

cities.

Jamshedpur, Dhanbad, Cuttack

Indore, Jabalpur, Pune, Nagpur, Surat,

Vadodara, Raipur, Gwalior, Panjim

Vishakhapatnam, Maduri, Trichiapali,

Coimbatore, Cochin, Calicut, Mysore,

Mangalore, Pondicherry

Hill Station

East West South North


Darjeeling

Kalingpong

Gangtok

Entire North

Entire East

Thimpu

(Bhutan)

Maharashtra

Mahabaleswar

Lonawala

Khandala

Matheran

Madhya Pradesh

Panchmandi

Tirupati

Madikeri

(Mercara)

Munnar

Wynad

Ooty

Coodalur

Kodaikanal

Yercaud

Mount Abu, Nainital,

Mussouri

Kashmir (+Jammu proper)

Uttar Kashi, tehri Garwhal

Pauri Garwahal

Chamoli, Almora,

Pithoragarh, Dehradoon,

Laddakh all of Himachal

Pradesh

Entitlements:

Consolidated (Sr. GM to AGM)

Particulars

with Bill

City Sr. GM General

Manager

DGM AGM

Lodging A

B

C

Actual

Actual

Actual

5500

5000

3500

5000

4500

3500

4500

4000

3000

Boarding A Actual 1500 1300 1100


B

C

Actual

Actual

1300

1100

1100

900 900

700

Without Bills

A

B

C

2000 1700 1500 1200

Lodging

Boarding A

B

C

Actual Actual

1200

1000

800

1000

850

700

Same Day

Return

(Boarding

Only)

Actual Actual Up to Rs.

500/-

Up to Rs.

400/-

Travel Mode

(While on

Tours)

Air (Eco) Air (Eco) Train

(ACII)

Train

(AC II)

Conveyance

(While on

Tours)

A

B

C

Actual

(Bill to be

submitted)

Actual

(Bill to be

submitted)

Actual

(Bill to be

submitted)

Actual

(Bill to be submitted)

Local

Conveyance

Mode up to 60

KM

Own Car /

Esteem/Ikon

Own Car /

Esteem/Ikon

Own Car /

Indigo

Own Car /

Indica

Meal

Expenses

Actual Actual Actual Actual

Consolidated (Manager to Asstt. Manager)


Particulars with

Bill

City Manager Dy.

Manager

Asstt.

Manage

r

Lodging A

B

C

3500

3000

2000

3000

2500

1500

2500

2000

1000

Boarding A

B

C

900

800

650

700

600

450

500

400

300

Without Bills

A

B

C

950 900 800

Lodging

Boarding A

B

C

800

750

600

650

550

450

500

450

400

Same Day Return

(Boarding Only) 350 200 250

Travel Mode

(While on Tours)

Train (AC II) Train

(ACIII)

Train

(AC III)

Conveyance

(While on Tours)

A

B

C

650

500

450

550

450

350

500

400

300

Local

Conveyance

Mode up to 60

KM **

Own Car /

Taxi

Own Car / Taxi

Auto / Local Bus

Meal Expenses

(Local)

200 175 150


** Not applicable for sales employee

Consolidated (Executive to Asstt. Officer)

Particulars with

Bill

City Executive Officer Asstt.

Officer

Lodging A

B

C

1750

1400

1200

1500

1200

1000

1200

100

900

Boarding A

B

C

450

350

300

375

300

275

325

250

225

Without Bills

A

B

C

650 450 350

Lodging

Boarding A

B

C

225 200 175

Same Day Return

(Boarding Only) 225 200 180

Travel Mode

(While on Tours)

Train (AC

III)

Train

(Sleeper

Class)/ Bus

Train

(Sleeper

Class)/ Bus

Conveyance

(While on Tours)

A

B

C

450

400

350

400

350

300

250

200

150

Local Conveyance

Mode up to 60 KM

**

Auto / Local Bus

Auto / Local Bus

Auto / Local Bus

Meal Expenses

(Local)

125 125 100


In case of two or more employees are accompanying each other on

tour and are required to stay in a hotel, they should share a Room.

Similarly, in such cases, only one person should claim the common

expenses. While submitting the Travel Expense Report, employee

should give reference to the second person’s expense report. In that

case second person will be allowed to claim only food allowance

maximum up to eligibility. Employees in grade AVP and above may

occupy separate room, if required.

Combining leave with tour is allowed, as an exception, with prior

approval of the Project/Department Head.

If an employee exceeds his entitlement as per the Travel rules on a tour, the

exceptions have to be approved by the Director, failing which deductions will be

made from salary.

REIMBURSABLE EXPENSES

Reimbursable expenses include

but are not limited to the

following:

Baggage handling and storage

expenses

Parking and tolls

Business office expenses (copy

services, postage, etc.)

Business-related phone calls and

faxes

Conference fees

Costs of obtaining required visas

and passports

Currency conversion fees

Overseas Travel Insurance

NON-REIMBURSABLE EXPENSES

Non-reimbursable expenses

include but are not limited to the

following:

Clothing or toiletry items

Commuting between home and

office

Magazines, newspapers,

personal reading materials

Personal entertainment

(including Cost of Alcohol, Liquor,

Cigarette etc.)

Charge incurred for failure to

cancel hotel / train / air

reservation


POLICY ON LEAVE TRAVEL ALLOWANCES (LTA)

Eligibility:

All Employees (Except Trainees)

Entitlement:

As mentioned in the respective compensation sheet

General Rule:

The LTA amount will cover travel for the employees, Employee’s spouse, Dependent Children and dependent parents.

Procedure:

Dully filled application form (Annexed Herewith) approved by

the HOD should be to the Personnel Department.

The Personnel Dept. will process the Application and inform

the applicant about the sanction of the LTA.

Any body can take the LTA in advance but it should not

exceed 50% of the total dues.

LTA granted to an employee would be recoverable if the

employee postpones / cancel his / her Earned Leave for any

reason.

An employee joining / resigning from the service of the

Company during the financial year will be eligible for LTC on

pro-rata basis.

Leave:

To avail the LTA, an employee has to avail Earned Leave


----- For a minimum period of three days.

Promotion:

On promotion, employee will be entitled to LTA based on his

revised grade on pro rata basis depending on the month of

promotion in the financial year.

Carry Forward of LTA:

An employee can carry forward the LTC due to him in year 1

to year 2. No carry forward beyond year 2 would be

permissible. Exemption is allowed twice in the block of four

years.

An employee who is eligible for LTA but not wish to go on LTA,

may avail the financial benefits by raising a request to

Personnel Dept. through his / her manager to this effects so

that the accumulated amount under his / her entitlement

under LTA is released a Taxable Salary.

Tax will be applicable in the year the employee avails of LTC,

as per Income Tax Laws.

Separation:

In the event of separation from the company, an employee’s

LTC account will be settled on a pro –rata basis.

Tax Implication:

Any tax liability on account of LTC will be borne by the

employee.

TELEPHONE /CELL PHONE REIMBURSEMENT POLICY

Eligibility:



Entitlement:

As mentioned in the respective compensation sheet.

General Rule:

Employee has to Apply for reimbursement through the

prescribed form. (Annexed)

Employee will submit the forms along with bills to Personnel

dept.

P&A dept. will process the application and forward it to

finance dept. for payment.

The Telephone / cell phone expenses reimbursement amount

will cover the Rental & call charges for Land line telephone,

cell phone and cash cards subject to ceiling, for the

employees, Employee’s spouse, Dependent Children and

dependent parents.

For claiming reimbursement, landline(S) should be at

residence address as per company records.

For claiming reimbursement, cell phone connection should be

in the name of the employee or family members as mentioned

above.

The entitlements are all inclusive of reimbursement of calls

(local / STD).

The policy is not applicable for those who have been given

company provided landline telephone or cell phone.

In case where the balance remains and the employee do not

submit the bills, the amount will be paid as part of April Salary

after deduction of necessary Tax.

POLICY ON MEDICAL EXPENSES REIMBURSEMENT


Eligibility:


Entitlement:

As mentioned in the respective compensation sheet

General Rule:

The medical expenses reimbursement amount will cover Doctor’s fees/ medicine cost/ pathological examination charges / hospitalization charges for the employees, Employee’s spouse, Dependent Children and dependent parents.

Procedure:

Dully filled application form (Annexed Herewith) approved by

the HOD should be sent to the Personnel Department.

The Personnel Dept. will process the Application and inform

the applicant about the sanction of the medical expenses

reimbursement.

An employee joining / resigning from the service of the

Company during the financial year will be eligible for MEDICAL

EXPENSES REIMBURSEMENT on pro-rata basis.

Promotion:

On promotion, employee will be entitled to MEDICAL

EXPENSES REIMBURSEMENT based on his revised grade on

pro rata basis depending on the month of promotion in the

financial year.

Separation:

In the event of separation from the company, an employee’s

MEDICAL EXPENSES REIMBURSEMENT account will be settled

on a pro –rata basis.


Tax Implication:

Any tax liability on account of MEDICAL EXPENSES

REIMBURSEMENT will be borne by the employee.

RETIRENENT

The normal retirement age is 60 years. As per the requirements of

the company, retirement age of any employee can be extended and

the same needs to be accepted by the employee

RESIGNATION

If you wish to leave the services of the company after the

completion of the Minimum Commitment Period (MCP) given in the

Service Agreement at the time of joining, you will have to submit a

resignation letter giving 1 month’s notice.

Your resignation letter will have to be handed over to your reporting

manager and a copy of the same

forwarded to the P&A Department. Once an employee resigns,

he/she will not be covered under any ongoing review.

Upon separation from the company, you are required to return all

property, equipment, materials, records and documents that have

been borrowed from the company. You should also obtain clearance

of all outstanding dues (NDC) to/from the company.

SEPERATION POLICY


ACCEPTANCE OF RESIGNATION

Reporting Manager or Regional Manager can grant acceptance of a

resignation. This is to be done after the Reporting Manager has had

a meeting with the employee who wishes to resign. No

commitments will be made orally to an employee who has resigned.

A note must accompany the letter of resignation from the Reporting

Manager elaborating the reasons for the resignation and the date of

relieving. Resignations are accepted taking into consideration the

replacement plans for the position and planned for an effective

handover.

NOTICE PERIOD

All employees irrespective of rank are bound to give 1 month’s

working notice. This overrules anything to the contrary said in your

Offer, and Appointment letter etc. Leave cannot be taken /granted

when an associate is serving the notice period. The notice period for

Trainee’s/Interns is also 1 month.

The notice period starts from the day the written resignation is

accepted by the immediate Reporting Manager/ Regional Manager.

For this reason, the heads are requested to inform P&A as soon as

the first intimation is received.

WAIVING OF NOTICE PERIOD

In certain cases, the notice period agreement term can be waived.

This decision can be taken by the Reporting Manager if and only if

he obtains written endorsement from the General Manager /

Director with a copy to P&A.

This decision is at the discretion of management.

Comparisons/precedence’s may neither be quoted, nor will be


entertained. In event employee has failed to complete the working

notice period, the Company will view it very seriously and reserves

the right to seek any legal measures.

CLEARANCE PROCEDURE

A resignation acceptance / acknowledgement letter shall be sent to

the employee from the Reporting Manager along with the necessary

No Dues Certificate for obtaining clearance from relevant

Departments.

The latest form can be received from HR. Obtaining the necessary

clearances from all departments is the employee’s responsibility.

Employee should begin this procedure about 3 days in advance to

his last date in the organization and send it to P&A for generation of

relieving documents.

If you are in possession of Company assets, (for example Cell

phone/Laptop/Corporate Credit Card/ Data Cards) full & final

settlement will be initiated only after you hand them back in perfect

condition to the Company, along with the duly filled “No Dues

Certificate”.

EXIT INTERVIEW

An exit interview will be conducted by P&A before the employee

leaves the company. The exit interview will provide us with

information on the continuation or cessation of your benefits.

It will also provide the company with information, which may form

the basis for improving the work


environment. Except in cases of business necessity, the anonymity

of the source of information obtained during an exit interview will

remain strictly confidential.

FULL & FINAL SETTLEMENTS OF INDIVIDUAL ACCOUNTS

Full & Final settlements will be done only through cheque from Head

Office. The full and final settlements will be done within 30 working

days of the employee leaving the organization.

However, the Provident Fund process will take longer up to 4

months. In full and final settlements any dues payable by the

employee to the employer by way of advances taken, notice period

compensation amount, non-serving of Minimum Commitment

period, any training fee incurred during the past 6 months of

leaving etc will be deducted and if any amount payable / receivable

to / from employee has to settled and only then the F & F Cheque

will be settled.

PF dues accrued will be transferred to future employer on

submission of specific Forms to P&A, or you can withdraw the whole

amount from where it will be processed.

In case the employee is not taking up any employment, an

application is to be submitted in the prescribed Form 19 for

settlement/ withdrawal of PF Account.

TERMINATION

In the event when the management decides to terminate the

services of an employee, the company will pay notice salary to the

employee based on his status with the company.

Trainee/Probation - 1 Month’s Pay


Others - 1 Month’s Pay

PURPOSE

The purpose of this policy is to inform all employees that they are to

project a clean and professional personal appearance.

GTZ (India) Pvt. Ltd. recognizes application of this policy may be

necessary for customer contact, nature of work and other safety

issues.

SCOPE

Employees are expected to maintain high standards of personal

cleanliness and to present a neat, professional appearance at all

times.

PROFESSIONAL APPERANCE POLICY


This policy is intended to define appropriate “business attire” during

normal business operations and “casual attire” on weekends.

COVERAGE

Applicable to all the employees of GTZ (India) Pvt. Ltd

DRESS CODE

GTZ(INDIA) Pvt. Ltd. has adopted a “business formals” dress code.

“Smart casuals” will be allowed on Saturdays (for Sales & HO) and

on Sunday (Manufacturing Facility) and in case an employee is

required to work on a weekly / public holiday. Employees belonging

to the direct force team should exercise discretion and caution

keeping in mind with all appointments with company customers,

clients, suppliers and vendors. Female employees are allowed to

wear Sarees / Churidars/Punjabi Suits etc.

It is mandatory to wear shoes on all days and also to ensure that a

collar less T-shirt is not allowed on weekends as part of casual wear.

Employees irrespective of gender should ensure that they dressed

in a decent wear to appear professional to internal as well as

external customers.

The Company maintains a business casual working environment. All

employees should use discretion in wearing attire that is

appropriate for the office and customer interaction. Work attire

should compliment an environment that reflects an efficient, orderly

and professionally operated organization.

The Company reserves the right to continue, extend, revise or

revoke this policy at its discretion.


In the manufacturing facility workmen are required to wear

company provided uniform and safety PPEs at the time of work

throughout the week.

ENFORCEMENT

Managers and supervisors are responsible for monitoring and

enforcing this policy. The policy will be administered according to

the following action steps:

1. If questionable attire is worn in the office, the respective

manager will hold a personal, private discussion with the employee

to advice and counsel the employee regarding the

inappropriateness of the attire.

2. If an obvious policy violation occurs, the manager will hold a

private discussion with the employee and ask the employee to go

home and change his/her attire immediately.

3. Repeated policy violations will result in disciplinary action, up to

and including termination.

REMEMBER HOW WE LOOK IS HOW OUTSIDERS WILL PERCEIVE

ABOUT GTZ(INDAI) LTD.

PURPOSE

GTZ (India) Pvt. Ltd. is committed to the highest standards of

business ethics and personal integrity. As a staff member of GTZ

(India) Pvt. Ltd, each one of us play an important role in influencing

our image through conduct and dealings with others. Therefore it is

DICIPLINARY CODE


very much necessary for everyone to understand and implement

this policy.

SCOPE

Accordingly, it is important that all of us are aware of our

responsibility towards the company and also towards our fellow

colleagues. This policy will help to create a professional

environment in the company.

COVERAGE

This policy is applicable to all the GTZ (India) Pvt. Ltd which include

employees from F1 to F5 and Management.

VIOLATION OF COMPANY POLICY

It is important that all our employees conduct themselves in a

professional, mature and responsible manner. If behavior continues

to fall below expectations after informal and/or formal counseling,

then termination of employee may result. GTZ (India) Pvt. Ltd may

also immediately terminate the employment of an employee

without progressive discipline if it deemed necessary in the

judgment of management, including but not limited to the following:

Engaging in fraud, embezzlement, defalcations, or

other dishonest practices

Records Falsification

Company policies and/or laws Violated.

Threatening, intimidating or insubordinate behavior or

physical violence.


Removing or destroying company records or property,

releasing confidential or proprietary information

without appropriate approval.

Within company premises influence of or use,

possession, or sale of intoxicating substance or illegal

drugs in Company premises.

Within company premises possessing weapons or

firearms or gambling.

Engaging in other acts, this would be contrary to the

best interest of the Company.

Improper use of Company equipment and systems.

Violations of government laws and regulations of our

Industry type.

Breach of Customer and/ or Company confidentiality.

Conduct similar to but not limited to the following may result in

disciplinary proceedings up to and including termination:

Gambling/ consuming alcohol on company premises.

Sexual Harassment.

Dishonesty.

Taking drugs / smoking marijuana (any harmful

intoxicating substances) in the premises or coming in to

work under the influence of substances

Theft

Failure to meet performance goals

Excessive absenteeism

Violation of safety rules

Excessive tardiness

Inappropriate dress

Unauthorized absence

Excessive unauthorized personal phone calls


Unkempt work area

Profanity in the work place

Discrimination based on caste, creed, colour, religion etc.

Termination decisions will be made in consideration of all the facts

in consultation with HR and all such incidents will be placed in the

employee’s personnel file.

INDIVIDUAL RESPONSIBILITY

All Employees are responsible for performing at a level that is

consistent with expectations and adhering to the work

rules/procedures, and complying with all laws. If an employee is

unclear about any of these procedures, it is the employee’s

responsibility to consult a manager/process owner or HR. An

employee noticing any behavior inconsistent with expectations or

the needs of the organization must bring it to the attention of the

appropriate person (i.e., individual team, Manager, HR)

CONFLICT OF INTEREST

Due to the demands and the competitive nature of the business, we

have a special concern with regard to potential conflict of interest

that arises out of additional employment. The company expects you

to devote your full working time and best efforts to our situation.

You should also avoid any situation where your personal interests

conflict or appear to conflict with the interest of the company.

CONFIDENTIAL & PROPRIETARY INFORMATION


To ensure the security of confidential information, you are

requested to ensure that your desk is cleared of al business related

material after office hours. You should not at any time, during your

employment or after the termination of your services with the

company, disclose to any party any information relating to the

practices, business dealings or affairs of the company, including the

terms of your employment.

No staff member should make use of any official information,

position or name of the company to directly or directly further

his/her private interests.

USE OF COMPANY’S LOGOS, TRADEMARKS & STATIONERY

We seek your cooperation in protecting the company’s interest by

ensuring that GTZ (India) Pvt. Ltd Group logos are used only with

the formal consent of the company. The company’s letterheads,

business cards and other stationery are to be used only by GTZ

(India) Pvt. Ltd Group staff and only for officially sanctioned

business correspondence.

COMPANY’S ASSETS/SERVICES

You are accountable for all assets/services allocated to you. The

following set of guidelines will govern the usage of various assets:

LAPTOP

This facility may be available to some employees. This is not an

entitlement and is dependent on the nature of the job assigned by

the management. In case of loss of laptop, you are expected to

register FIR with the police; complete the necessary insurance


formalities and follow-up on the same. A copy of the FIR should be

handed over to the HR Department. In such case, where the cost of

the laptop is more than the cost of the insurance receivable, the

difference amount will be deducted from the employee’s salary. If

the allotted laptop is damaged and the circumstances/sequence of

events displays malafide intentions, the cost of the

damage/replacement may be recovered from the employee’s

salary.

You are expected to return the laptop in good condition on

cessation of your service. The company reserves the right to make

deductions from your salary for any damages based on the

evaluation rate determined by the Finance Department.

Software

You are restricted from loading and utilizing pirated/unlicensed

software on the laptops.

SMOKING IN THE OFFICE

In response to the preference of our staff and with regard to health

concerns, our office premises are designated as Non-smoking areas.

We seek your cooperation in refraining from smoking in any of our

offices.

RECEIPT AND GIVING OF GIFTS


The receipt of any inappropriate gifts or excessive entertainment

from any company with which GTZ (India) Pvt. Ltd Group has (or will

have) business dealings are against the business principles and

prohibited.

DISCIPLINARY PROCEDURE

In the event of misconduct by an employee and/or other such

circumstances, the Management can decide on suitable disciplinary

action up to and including termination of employment. As a result,

we have developed a system referred to as the “Disciplinary

System”, which enables us to deal effectively and consistently with

these issues in a fair and just manner, as they may arise. The policy

has been established so that you understand what course of action

may be taken to assist you if your job related performance/

behavior falls below Management expectations.

The following is intended to be a guideline and is not intended to be

all-inclusive, as circumstances and incidents vary. This guideline is

not intended to limit the right of GTZ (India) Pvt. Ltd Group to

discipline or terminate employees at any time, at its sole discretion.

GTZ (India) Pvt. Ltd Group reserves the right to change or modify

the terms set forth below at its discretion and without prior notice to

the employee. This policy is not intended to, and does not

constitute a contract of employment. Employment with GTZ (India)

Pvt. Ltd is on an “at will” basis. GTZ (India) Pvt. Ltd Group may

terminate an employee’s services with, or without cause at any

time.

DISCIPLINARY SITUATIONS


Situations requiring some form of disciplinary action shall be

classified as:

• Job performance far below required standards as outlined

in the Key Result Areas (KRA).

• Attendance Punctuality or Working Hours

• Violation of a company policy (i.e., gross misconduct,

abysmal failure to adhere to schedule, inappropriate

behavior in the workplace, inordinate/frequent

absenteeism, falsification/suppression of records,

insubordination, theft, fraud and the like.

When a disciplinary situation exists, Managers must take prompt

action that is fair and consistent and takes into account the

performance history of the employee.

The leave system is designed to provide sufficient time off during

the year to cover contingencies such as sickness or for planning

holidays. In the event that you are forced to be absent or late due

to illness, accident or any other personal reasons or circumstances

an employee must notify the reporting Manager no later than 3

hours before the scheduled shift starting time.

A Manager may request verification of absence. Failure to provide

proper notification, verification of updates may result in disciplinary

action including termination of employment. An unreported,

unplanned absence from work for more than 2 days is considered a

serious offence and can invoke disciplinary action.

STANDARDS OF CONDUCT


The work rules and standards of conduct for GTZ(INDIA) PVT. LTD.

are important, and the Company regards them seriously.

All employees are urged to become familiar with these rules and

standards. In addition, employees are expected to follow the rules

and standards faithfully in doing their own jobs and conducting the

Company’s business.

Please note that any employee who deviates from these rules and

standards will be subject to corrective action, up to and including

termination of employment

CORRECTIVE ACTION

GTZ(INDIA) PVT. LTD holds each of its employees to certain work

rules and standards of conduct. When an employee deviates from

these rules and standards, GTZ(INDIA) PVT. LTD expects the

employee’s reporting manager to take corrective action.

Corrective action at GTZ(INDIA) PVT. LTD is progressive. That is,

the action taken in response to a rule infraction or violation of

standards typically follows a pattern increasing in seriousness until

the infraction or violation is corrected.

The usual sequence of corrective actions includes an oral warning, a

written warning, probation, and finally termination of employment.

In deciding which initial corrective action would be appropriate, a

supervisor will consider the seriousness of the infraction, the

circumstances surrounding the matter, and the employee’s previous

record. Though committed to a progressive approach to corrective

action, GTZ(INDIA) PVT. LTD considers certain rule infractions and

violations of standards as grounds for immediate termination of

employment.


These include but are not limited to: theft in any form,

insubordinate behavior, vandalism or destruction of company

property, being on company property during non-business hours,

the use of company equipment and/or company vehicles without

prior authorization by Administration Staff, untruthfulness about

personal work history, skills, or training, divulging Company

business practices, and misrepresentations of GTZ(INDIA) PVT. LTD

to a customer, a prospective customer, the general public, or an

employee.

While not intended to list all the forms of behavior that are

considered unacceptable in the workplace, the following are

examples of rule infractions or misconduct that may result in

disciplinary action, including termination of employment:

• Sexual or other unlawful or unwelcome harassment

• Theft or inappropriate removal or possession of

property;

• Falsification of timekeeping records;

• Unauthorized disclosure of business “secrets” or

confidential information;

• Violation of personnel policies; and

• Unauthorized use of telephones, or other company-

owned equipment;

• Smoking in the workplace;

• Possession, distribution, sale, transfer, or use of alcohol

or illegal drugs in the workplace;

This instruction shall be administered as follows:

1st Unscheduled Absenteeism

2nd Unscheduled Absenteeism


3rd Unscheduled Absenteeism

Initial Warning by Reporting Manager/HR, Verbal or written

Second Warning – written by HR

Review to terminate employment

Failure to follow this instruction will result in disciplinary action up to

and including termination of employment. Disciplinary action, up to

and including termination of employment, may be administered

depending on following:

• Nature of absences, number of incidents and absence

patterns (how often, on which days, monthly/yearly

number of absences)

• Length of service.

• Previous informal counseling, adherence to action plans

and previous allowances given to the employee.

• Employee initiative to address and correct absence

patterns.

• Overall performance and any additional formal/ informal

counseling.

ASSOCIATE GRIEVANCE PROCEDURE

GTZ (India) Pvt. Ltd. seeks to foster a quality work environment for

all its associates and encourages a high level of individual and team

contribution in support of business goals. Inevitably, however from,

time to time you may have some questions, concerns or problems.

If you encounter such difficulties, you are encouraged to discuss

them with your immediate manager. If for, some reason, this is not

feasible or appropriate, the issue(s) should be raised with Human

Resources at the below mentioned mail ID.


Grievances may be real or imagined, but in either case, it is

essential that the grievance is brought to light, discussed and the

matter resolved to the satisfaction of all concerned. Failure to do so

will only result in the grievance becoming a worsening source of

conflict and eventually ending in a far more serious problem.

GTZ (INDIA) PVT. LTD. regards it important that all it’s employees

will have sufficient knowledge of such procedure and easy access to

it. To this effect GTZ(INDIA) PVT. LTD has formulated a grievance

procedure, which has as its main objective the speedy resolution of

shop floor grievances and thereby eliminating possible and

unnecessary causes of conflict.

Objectives

a) The Grievance Procedure is aimed at resolving work related

grievances within GTZ(INDIA) PVT. LTD as fairly and as swiftly as

possible. Grievances are feelings of injustice or dissatisfaction

affecting an employee.

b) This Procedure is not used for appeals against disciplinary action.

Such are to be carried out in accordance with Disciplinary and

Appeal Procedure and Code.

c) This Procedure is neither used for the resolution of collective

grievances related

to wages or salaries as these form part of the collective bargaining

system.

d) Employees may lodge grievances without fear of victimization.

e) Grievances should be resolved at the lowest possible level within

GTZ (INDIA) PVT. LTD.


f) Employees lodging grievances have the right to be represented

by fellow employee of his/her choice.

g) Records will be kept of all statements and decisions.

h) Any Union member acting as a witness has the right to be

accompanied by a representative of his/her choice.

Procedure and Guideline

The Grievance Procedure will be implemented as follows:

Step 1 - Immediate Superior

In step 1

the employee must discuss his grievance with his immediate

superior or the latter’s superior in the event of a grievance against

an immediate superior.

2. The superior must endeavor to solve the problem within two (2)

working days and inform the employee.

3. Should the employee not be satisfied with the outcome, he may

proceed to Step 2.

Step 2 - Department Manager

1. The employee completes a grievance form with all relevant

details. (See Appendix 9).

He may be assisted by the Human Resources Officer in completing

the form. The form is

handed to the Department Manager.

2. The Department Manager shall endeavor to solve the problem

within two (2) working days and inform the employee.

3. Should the employee not be satisfied with the outcome, he may

proceed to step 3.

Step 3 - Grievance Hearing

1. The matter is referred to the Chief Executive Officer by handing

him the grievance form


together with any other further relevant written information.

2. The CEO shall convene a grievance hearing and attempt to

resolve the matter within a

period of ten (10) working days. His decision shall be final.

Procedure to be followed by a Group of Employees

If a grievance to be raised affects not one employee, but a group

then a spokesman for the

Group, accompanied (if he so wishes) by a delegation of not more

than ten (10) of the

employees concerned, should proceed with Step 2 as for an

individual grievance.

Introduction

GTZ (INDIA) PVT. LTD shall take all such steps as prescribed by the

Regulations made under the Labour Act, in order to ensure the

health, safety and welfare of all the employees in the employment

of GTZ (India)Pv. Ltd.

Objectives

a) To prevent all downgrading incidents, which could result in

personal injuries, fire, property damage and waste, and to create

and maintain a safe and healthy working environment for all our

employees;

b) To promote and maintain the highest possible degree of mental

and social well being of all our employees;

c) To promote and maintain good working conditions so as to

safeguard our employees against injuries and occupational health

HEALTH & SAFETY POLICY


and safety hazards, and to conduct our operations with due

consideration to the protection of the environment;

d) To train employees at the workplace so that they are well

equipped to participate fully in the identification, reporting and

management of unsafe acts and conditions;

e) To strive for maximum employee participation in creating a

healthy and safe working environment at all hierarchical levels

through effective communication.

Management shall:

a) At all times provide the correct attitude for safety consciousness

and leadership;

b) Supply materials, tools and all requirements for safe practices

and operations, within reasonable limits;

c) Encourage all employees at all levels within GTZ (INDIA) PVT. LTD

to make suggestions for the improvement of health and safety,

through the appropriate managers, and supervisors.

d) Publicise, praise and criticise safety practices and initiatives

wherever warranted.

First Aid

GTZ (India)Pvt. Ltd. will provide a first aid kid and ensure that at

least two staff members are trained on how to use the aid

adequate.

Visitors

All visitors should report to the reception

Smoking

Smoking shall not be allowed inside the building. All employees are

urged to make sure that their visitors adhere to this.

Emergencies

In the event of an emergency, e.g. fire:


Raise the alarm

Inform the relevant authority e.g. in the case of fire, inform

the Fire Brigade or the

Police explaining what kind of fire it is;

Disconnect all machinery and close all the windows;

Evacuate the building. DO NOT LEAP OUT OF THE WINDOWS;

AND If the situation is life threatening;

Raise the alarm;

Evacuate the building immediately. DO NOT STOP TO CLEAR

YOUR DESK OR


•

• Organizational User IDs, websites and e-mail accounts may

only be used for organizationally sanctioned

Communications

• Use of Internet/intranet/e-mail/instant messaging may be

subject to monitoring for reasons of security and network

management and users may have their usage of these

resources subjected to limitations by the Organization.

• Users may not visit Internet sites that contain obscene,

hateful or other objectionable material, shall not attempt to

bypass Organizational surf control technology and shall not

make or post indecent remarks, proposals or materials on

the Internet.

• Users shall not solicit e-mails that are unrelated to

business activity or which are for personal gain, shall not

send or receive any material which is obscene or

defamatory or which is intended to annoy, harass or

intimidate another person and shall not present personal

opinions as those of the company and the use of

organizational e-mail facilities.

• Users may not upload, download or otherwise transmit

commercial software or any copyrighted materials

belonging to the company or any third parties, may not

reveal or publicize confidential information, and will not

send confidential e-mails without the level of protection

required.

• Users may not download software from the Internet or

execute or accept any software programs or other code on

DO S & DON’T S


the Internet unless it is in accordance with the

Organization’s policies and procedures.

• Users are not supposed to download bandwidth intensive

content such as streaming video and MP3 music files,

sharing digital photographs, etc.

• GTZ (India)Pvt. Ltd. Group Pvt. Ltd. reserves the right to

audit networks and systems on a periodic basis to ensure

compliance with this policy

• Keep passwords secure and do not share accounts.

Authorized users are responsible for security of their

passwords and accounts. System-level passwords should

be changed every 42 days.

• All PC’s, laptops, and workstations should be secured with

a password-protected screensaver with the automatic

activation feature set at ten minutes or less, or by logging

off when the host will be unattended.

• Because information contained on portable computers is

especially vulnerable, special care should be exercised.

Protect laptop’s security.

• Postings by employees from a GTZ (India)Pvt. Ltd.

Enterprise Solutions Ltd. e-mail address to newsgroups

should contain a disclaimer string that the opinion

expressed are strictly their own and not necessarily those

of GTZ (India)Pvt. Ltd. Group, unless posting is made in the

course of business duties.

• All hosts used by the employee that are connected to the

GTZ (India)Pvt. Ltd. Enterprise Solutions Ltd.

• Internet/intranet/extranet, whether owned by the

employee or GTZ (India)Pvt. Ltd. Enterprise Solutions Ltd.,

shall be continually executing approved virus-scanning


software with a current virus database, unless overridden

by departmental or group policy.

• Employees must use extreme caution when opening e-mail

attachments received from unknown senders; these may

contain viruses, e-mail bombs, or Trojan horse code.

• Any form of harassment via e-mail, telephone, or paging,

either through language, frequency, or size of messages is

not allowed

• Unauthorized use or forging of e-mail header information is

not acceptable

• Escalate any incident or suspicious activity to Information

Security Cell.

• Delete any message that refers to groups or organizations

that you are not a part of GTZ (India)Pvt. Ltd.

• Create a password for your files in order to protect file

sharing activities.

• Regularly update Operating System, web browser, and

other major software, using the manufacturers' update

features, preferably using the auto update functionality.

(Consult System Administrator for this activity)

• Save attachments to disk before opening them. Symantec

Antivirus 'Auto-Protect' will automatically scan your

attachments if you save them to disk.

• Don't write down your password. Especially on a Post-It

note stuck to your computer! Or don’t give out your

password to anyone, whether you know them or not. &

Don't select the "Remember My Password" option. Many

applications do not store them securely.


• Don't purchase anything promoted in a SPAM message.

Even if the offer isn't a scam, you are only helping to

finance and encourage SPAM.

• Don't reply to SPAM or click on its "unsubscribe" link. That

only informs the sender that your e-mail address is valid.

• Don't create common passwords such as your name, credit

card number, debit card PIN number, etc.

• Don't leave your laptop unattended, even for a few

minutes.

• Don't reply to e-mail(s) requesting financial or personal

information.

• Don't install or use pirated copies of software.

• Don't install P2P file sharing programs which can increase

the vulnerability of your system.

• Don't set your e-mail program to "auto-open" attachments.

• Don't run any internet servers. Running web, mail, ftp (etc)

servers from your desktop leaves your data vulnerable


Frequently Asked

Questions?


What are the WORKING HOURS?

The working hours of Khariberia Plant is as follows:

06-00 Am – 02-00 PM A Shift

02-00 Pm – 10-00 PM B Shift

09-30 Am – 06-00 PM G Shift

The Working Hours of HO is as follows:

10-00 AM – 06-00 PM G Shift

with no flexi timings and lunch break of half an hour as per the

Rules.

What are the WORKING DAYS

For Khariberia plant

Wedness Day to Monday Full working Day

Tuesday off

For Head Office


Monday to Friday Full Working Days

Saturday: Half Working Days

Sun Day Off

It is once again reiterated that the office timings, as mentioned

above, are sacrosanct and we expect all to adhere to the same

without exception. However to provide for emergencies, grace

period of 15 minutes beyond the schedule duty hours is allowed for

a maximum period of 5 days in a month. Any late coming beyond

this limit will entail deduction of half day leave for such late coming.

How will I get my identity card / attendance card?

After completion of joining formalities and receipt of

Appointment letter, your employment code number will be

generated. After that the same day of joining you will get the

attendance punch card. For any queries contact the concern

person of Personnel & Administration department.

Who should I contact for information on payroll, salary A/cs

and other related queries.

Information regarding payroll can be addressed to the Personnel

& Administration department at your base location or the

concern of the HO.

What is the system of attendance tracking:

Your attendance is tracked by the Punch Card Attendance system.

You are expected to punch your attendance cards as you enter and

leave the premises. You need to start doing the same from the

working day next to the day of receipt of your employee code and


access card. Attendance period for any month is the 26th Day to

25th Day.

In case of emergencies or meeting out side the premises, if any

employee comes late, he should informed the Department Head

and has to submit the approved OD forms to P&A department.

What is the system of expenses reimbursement of

employees visiting other units / offices.

Employee traveling should carry sufficient cash for expenses with

them as no cash will be given by the visited Unit / Zone/Office in the

normal course. The expenses will be reimbursed later at the base

location of employee after he fills and submits reimbursement

claim form.

However in extreme situations cash may be paid after the same has

been approved by the unit heads (for Units), CFO (for HO). In this

case the debit may be raised and sent giving full details to the

home base of the employee within 2 days of cash advance.

What is the system of Performance Management ?

The system of performance Management is Called “Performance

Improvement Plan” (PIP) It is a process, will enable GTZ to improve

organizational contribution through enhanced contribution of

Individual. It aims to establish formal individual objectives

Date post:	23-Oct-2014
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