EMPLOYEE HANDBOOK - ShawMan Softwareapps.shawmansoftware.com/kmstata/L0000120/Employee-Handbook...

EMPLOYEE

HANDBOOK

TCL Employee Handbook ver. 01

Confidential & for internal circulation only

2

FOREWARD

Dear Colleague, It gives me immense pleasure to share with you the first “Tata Coffee Employee Handbook.” We have felt the need to formalize and communicate our policies and

procedures in a comprehensive manner. This Employee Handbook is the

first step towards addressing this requirement and has been prepared for

use by all Management Staff of Tata Coffee Ltd.

The handbook provides a brief introduction to the Company and helps

to acquaint you with the various policies and procedures which are

currently in practice.

If you need any further clarifications with regard to the above please

contact the HR Department.

We trust you will find this handbook useful.

Sincerely



3

TABLE OF CONTENTS

PARTICULARS

PAGE NO.

VERSION

PREFACE 4 01

COMPANY PROFILE 5 01

OUR VISION, OUR MISSION, OUR VALUES 6 01

TATA CODE OF CONDUCT 7 01

SAFETY AT TCL 8 01

ETHICS AT TCL 9 01

POLICIES AND PROCEDURES- GENERAL POLICIES

10

NEW RECRUIT - JOINING EXPENDITURE 11 01

POL (PETROL, OIL, LUBRICANT) ALLOWANCE 13 01

VEHICLE MAINTENANCE 14 01

EMPLOYEE CAR SCHEME 15 01

ANNUAL LEAVE TRAVEL ALLOWANCE (ALTA) 17 01

LEAVE RULES 18 01

EDUCATION ALLOWANCE 20 01

MEDICAL ALLOWANCE 21 01

INSURANCE POLICY 22 01

COFFEE ALLOWANCE 25 01

CLUB MEMBERSHIPS AND SUBSCRIPTION 26 01

TELEPHONE ALLOWANCE 27 01

INTEREST SUBSIDY ON HOUSING LOAN 29 01

NON PRACTICING ALLOWANCE FOR MEDICAL OFFICERS

30 01

MEAL VOUCHERS – in lieu of Lunch Allowance 31 01

PROVIDENT FUND 32 01

GRATUITY 34 01

SUPERANNUATION SCHEME 34 01

DOMESTIC TRAVEL ALLOWANCE 35

EMPLOYEE DEATH BENEFIT 37 01

POLICIES APPLICABLE ONLY TO EMPLOYEES IN PLANTATION DIVISION

40 01

ACTING ALLOWANCE 41 01

HILL ALLOWANCE 42 01

BUNGALOW ENTITLEMENT 43 01

ANNEXURE 44



4

PREFACE

Dear Colleague, This employee handbook is provided for your use as a ready reference and is a

summary of most of the Company’s policies, procedures, work rules and benefits. It is

designed to acquaint you with the important policies and procedures for availing

reimbursements and benefits. Please go through the document to familiarize yourself

with the policies and procedures.

Please note that this booklet highlights the company policies, practices and benefits

for your personal education and cannot be construed as a legal document nor used

for strict interpretation of the policies or benefits which are described. They also do

not represent a contractual agreement as to your terms of employment.

The handbook is current as of the publication date and will be updated as required.

The handbook is also available on the Knowledge Management portal. The handbook

is not intended to supersede any policies. If, at any time, conflicts arise between

statements in the handbook and existing policies, official policy statements will

override handbook statements.

We welcome and encourage your suggestions and comments concerning the content,

quality, and usefulness of the handbook.

In case you require any further clarity on the policies or procedures, or for comments and suggestions, please contact any of the following Human Resource team members:

Ms. Ava Govadia [email protected] Ms. Suhana Chengappa [email protected]

Date of Issue: January 2013

mailto:[email protected]



5

COMPANY PROFILE

Tata Coffee Ltd is one of the largest integrated coffee plantation companies in the

world. It is involved in every aspect of the coffee making process, with business

activities ranging from growing and curing of coffee and tea to the manufacture and

marketing of value-added coffee products and CTC tea. Tata Coffee grows coffee on

its own estates, processes coffee cherries, exports green beans and manufactures and

exports Instant Coffee powder.

Tata Coffee has three main business units: (SBU’s)

Plantations Division – Coffee and Tea

Instant Coffee Division

Plantation Trails

Plantations Division

Tata Coffee Ltd. has a total of 25 estates - 19 coffee estates spread across the districts

of Coorg, Chickmagalur and Hassan in Karnataka and the district of Valparai in

Tamil Nadu. We also have 6 tea estates in Anamallais in Tamil Nadu.

Instant Coffee Division

Tata Coffee's Instant Coffee Division is India's first export-oriented soluble coffee

manufacturer. The company has two Instant Coffee manufacturing units, producing

Spray Dried, Agglomerated and Freeze Dried instant coffee powder. It has two plants,

one at Theni in Tamil Nadu and the other at Toopran in Andhra Pradesh.

Plantation Trails

Plantation Trails is the Hospitality brand and Coffee Tourism initiative introduced by

Tata Coffee Ltd, offering unique heritage and luxury bungalows nestled in the

verdant surroundings of Coorg and Chickmagalur.



6

Vision

• Tata Coffee will strive to be the preferred choice in the premium markets.

• Customer centricity, Quality, Sustainability and an Engaged Workforce will be our drivers to achieve a Rs.1000 Crore enterprise by 2015.

• Tata Coffee shall be perceived as one of the most respected organizations in the plantation and extraction business.

Mission • To continuously enhance value to

stakeholders through its operations while preserving and enhancing the ecological wealth entrusted to us.

• Improving the quality of life of our people.

Values

• Integrity

• Understanding

• Excellence

• Unity

• Responsibility

OUR VISION, MISSION AND VALUES



7

TATA CODE OF CONDUCT

The Tata Code of Conduct is a set of clearly defined values and principles. It serves as

a guide to all employees on the values, ethics and business principles expected of

them. The TCOC was introduced in 1998 and revised in 2008.

Every employee on joining should refer to the Tata Code of Conduct and thoroughly

understand the same. He/she is then required to sign a declaration form that is part

of the booklet which needs to be submitted at the HR department. Abiding by the

code of conduct is mandatory.

A brief snapshot of the clauses is given below:

Clauses on Corporate Conduct

•National Interest

•Financial Reporting

•Competition

•Equal Opportunities employer

•Gifts & Donations

•Government Agencies

•Political non-alignment

•Quality of products & services

•Health, safety and environment

•Corporate Citizenship

•Co-operation of Tata companies

•Public Representation of the company and the Group

•Third party representation

•Use of Tata brand

•Group policies

•Shareholders

Clauses on Employee Conduct

•Ethical conduct

•Regulatory compliance

•Concurrent employment

•Conflict of interest

•Securities transactions and confidential information

•Protecting company assets

•Citizenship

•Integrity of data furnished

•Reporting concerns



8

SAFETY AT TCL

Safety Policy: To provide a safe working environment by incorporating the best practices in safety

at all our locations, thus safeguarding the overall well-being of our employees. Being a part of the Tata Group, we also need to adhere to the following norms:

A Tata company shall strive to provide a safe, healthy and ergonomic working

environment for its people. It shall comply with all health, safety and

environmental regulations in each jurisdiction, in which it operates.

A Tata company shall be committed to best practice in minimizing its impact

on the environment, prevent the wasteful use of natural resources, and properly

and safely control any hazardous aspects of its business.

A Tata company shall have policies and processes in place to address issues of

safety, health and environment, and shall also have a disaster management system

to address any natural calamities or business contingencies that may arise.

A Tata company, in the process of production and sale of its products and

services, shall strive for economic, social and environmental sustainability.



9

ETHICS AT TCL

Ethics Structure at TCL

Principal Ethics Officer (PEO): Mr. Hameed Huq

Chief Ethics Counsellor (CEC): Ms. Christine F. Jamal

Every location has an ethics counselor known as the Location Ethics Counsellor

(LEC). To know the LEC at your location please contact your Reporting Manager,

CEC’s Office or the HR department.

Ethics related policies at TCL:

Whistle Blower Policy

Prevention of Sexual Harassment (POSH) Policy

Gift Policy

The policies are available on the Knowledge Management website

(http://174.133.67.250/tatakms/).



10

POLICIES AND PROCEDURES

GENERAL POLICIES



11

TRAVEL EXPENDITURE:

This includes the reimbursement of travel expenses such as expenditure on train/

flight ticket, boarding and lodging. The grade eligibility is given below:

Grade M3 and above – Economy class Air fare by Low Cost Carrier.

Grade M7 to M4 – AC II Tier Train Fare/Bus fare. In case any other mode of

transport is used the amount equivalent to the AC II Tier Train Fare will be

reimbursed.

Procedure to claim:

For reimbursement of the travel expenses the employee should produce all the necessary bills with his/her signature on it to the HR department.

The HR department ,on approval , will forward it to the Accounts department. The payment will be processed by cheque or credited in your account.

Name of the policy: NEW RECRUIT – JOINING EXPENDITURE Reference code: TCL/HR-REC/EXP Eligibility: All Management staff in grade M7 and above.



12

SHIFTING OF PERSONAL BELONGINGS:

The shifting charges of personal belongings will be reimbursed based on

the approved quotation.

Procedure to claim:

The Employee has to submit a minimum of 3 different quotations from different movers and packers to the HR department. This will be forwarded to the Engineering Department.

On approval of the quotation by the Engineering department, the employee will be informed to carry out the further procedure for shifting.

On shifting, the employee has to submit the bills to the HR department, who will then forward it to the Accounts department to process the payment, either through cheque or will be credited into your account.



13

The Grade wise eligibility for claiming is given below:

Petrol/Oil/Lubricants (POL) Allowance – in litres per month

Grade Plantation Division Non- Plantation Division

VP Actuals Actuals

M1 Actuals Actuals

M2 Actuals 150 Litres

M3 180 Litres 125 Litres

M4 120 Litres 120 Litres

M5

120 Litres

For new recruits it is 45 Litres for two

wheeler.

120 Litres

For new recruits it is 45 Litres for two

wheeler.

M6 100 Litres for Car (OR) 45 Litres for two

wheeler.

100 Litres for Car (OR) 45 Litres for two

wheeler.

M7 45 Litres for two wheeler. 45 Litres for two wheeler.

Procedure to claim:

Note: For cars under the Company Car Scheme, the employee is allowed to use POL as per allotment letter issued by Accounts department Pollibetta, detailing the eligibility under the car scheme

The employee has to register the vehicle details with the HR department and the aprroval letter of the eligibility is provided.

The employee then submits the bills alongwith the reimbursement form (Annexure I) to the Accounts department, by the 10th of every month.

Name of the policy: PETROL/OIL/LUBRICANTS (POL) ALLOWANCE Reference code: TCL/HR-C&B/POL Eligibility: All Management staff in grade M7 and above.



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Salient Features:

This is allowance can be availed by the employee in the management cadre

irrespective of the vehicle being under the company vehicle scheme or a

personally owned vehicle.

The allowance per annum is towards meeting the cost of replacement of tyres,

tubes, batteries, service charges etc. Apart from emergency repairs, all other

repairs and purchase of any accessories has to be sent to the Engineering

department for approval.

The Grade wise eligibility is given below:

GRADE VEHICLE MAINTAINANCE

M2 & above 40,000/- for car + company jeep OR 40,000/- for car

M3 25,000/- for car + company jeep OR 32,000/- for car

M4 32,000/- for car

M5 28,000/- for car

M6 23,000/- for car OR

9,000/- for two wheeler

M7 9,000/- for two wheeler

Procedure to claim:

The employee has to register the vehicle and furnish the details like the car number, model number, registration number, etc, to the HR department, following which the approval letter with the eligibility is provided.

Every claim should be supported with the necessary bills, that should be submitted to the Accounts department at the respective division for processing.

Name of the policy: VEHICLE MAINTENANCE Reference code: TCL/HR-C&B/VMA Eligibility: All Management staff in grade M7 and above.



15

Salient Features:

Any new employee, who has completed at least 5 years of relevant work

experience prior to the joining TCL, shall be eligible to join the company car

scheme immediately on joining the company.

Any new employee who has not completed at least 5 years of relevant work

experience, will be required to fulfill either of the following:

Complete the balance period to achieve the 5 year work experience period.

OR

If the difference is more than 2 years to achieve the 5 year mark, then 2

years of continuous service in the company shall be considered and the

employee shall be eligible to participate in the company car scheme.

The duration of the scheme is: M5 and above – 4 years; M6 – 6 years for first

vehicle.

The grade wise eligibility is given below :-

GRADE CAR SCHEME

M1 & above 10,05,000/-

M2 8,34,000/-

M3 7,10,000/-

M4 5,84,000/-

M5 4,71,500/-

M6 4,23,000/-

Name of the policy: EMPLOYEE CAR SCHEME Reference code: TCL/HR-C&B/CAR Eligibility: All Management staff in grade M6 and above.



16

Procedure to claim:

The employee should submit a quotation from an authorised car dealer for the car identified by him, within the applicable eligibility, to the Engineering department.

After due verification of the quotation by the Engineering department, a note will be submitted by them to MD for approval to buy the car under the Company Car Scheme. On approval by MD, a Purchase Order is raised. The Accounts Department, Pollibetta will inform the employee about the allotment of the car along with the payment schedule.

Payment schedule:

Full value of the car will be paid by the Company to the supplier. The ex-showroom price including road tax will be the total value of the car that is capatalized in the books of the Company. Payment by employee:

25% of the value of the car - paid as initial down payment by the employee.

20.61% of the value of the car- recovered from the employees' salary through monthly installments during the scheme period.

The vehicle is bought in the name of the Company Secretary of Tata Coffee Ltd. Once the employee completes the installments as per the scheme, the company transfers the ownership of the vehicle to the employee.

In case the employee is seperated from the company before the end of the car scheme period the outstanding amount will be recovered entirely from the employee and the ownership will be transferred to the employee.



17

Salient Features:

In the event of an employee being relieved from the company, he/she will be

eligible to claim ALTA for that financial year on a pro rate basis.

In the event of an employee retiring from the company he/she shall be eligible

for ALTA for that financial year in full.

Minimum 3 days leave must be availed in order to claim ALTA

Quantum:

8.33% of the annual basic salary.

Procedure to claim:

The employee has to send an email request to the HR department, to process the ALTA.

The HR department will process the request as per the eligibility and forwards the same to the Accounts department who will process the payment alongwith the salary.

Name of the policy: ANNUAL LEAVE TRAVEL ALLOWANCE (ALTA) Reference code: TCL/HR-C&B/ALTA Eligibility: All Management staff in grade M7 and above, who are confirmed on the rolls of the company.



18

Salient Features:

Minimum of one day leave has to be taken. Half day leave is not permitted.

The employees are eligible for 42 days leave during a year; of which a

maximum of 17 days can be split leave.

The remaining 25 days, can be utilized in two stretches (each stretch not more

than 21 days)

Long weekend leave: The day prior to the weekly off combined with the

weekly off is considered as a long weekend. Employees located in Coorg,

Hassan, and Anamallais and in Theni are eligible for long weekend leave

which is restricted to one long weekend per month. The long weekend facility

can also be combined with any other leave.

Procedure to Claim:

The leave application has to be sent to the reporting manager/sanctioning authority atleast one week pri0r to proceeding on leave, except emergency leave.

On approval the sanctioning authority should send the leave application to the HR department for maintaining the leave record.

Name of the policy: LEAVE RULES Reference code: TCL/HR-OPS/LEA Eligibility: All Management staff in grade M7 and above.



19

Carry forward and Leave encashment:

At the end of the financial year, out of the unutilized leave, a maximum of 15

days can be carried forward (for accumulation) and a maximum of 15 days is

permitted for leave encashment

Up to a maximum of 240 days may be accumulated by an employee which may

be encashed on retirement or on leaving the services of the Company.



20

Salient Features:

This policy is applicable to those employees whose children are studying

outside the district where the employee is working OR if the children are

studying in a residential facility within the district where the employee is

working. This is applicable for children up to the age of 24 years only.

For children availing hostel facility :Rs. 6000 per month is reimbursed

Children residing as paying guests

OR with one parent OR relatives : Rs. 5000 per month is reimbursed.

This amount will be sanctioned only after submitting a letter with the

institution’s seal to the HR Department which states that hostel facility

is not provided by the institution.

Procedure to Claim:

The employee has to submit the duly filled form (Annexure II) which is available at the HR department. The required bills and documents that are mentioned in the form should be attached.

The HR department approves the request and forwards the same to the Accounts department to process the payment alongwith the monthly salary.

Name of the policy: EDUCATION ALLOWANCE Reference code: TCL/HR-C&B/EDU Eligibility: All Management staff in grade M7 and above.



21

Salient Features:

Domiciliary treatment:

5% of an employee’s annual basic salary or Rs. 15,000/- per annum

(whichever is lower) will be made available to each employee to take care of

their medical expenses which cannot be reimbursed normally, i.e. dental

treatment, optics and other miscellaneous expenses which are not

supported by a Doctor’s prescription.

In case the entire amount has not been utilized in the year; the unclaimed

amount will be paid to the employee along with the salary for the month of

March, which is subject to tax.

Any other medical expenses arising due to hospitalization will come under

the purview of the Insurance policy (please refer Insurance policy page

number 19).

Procedure to claim:

The employee has to send the bills of the medical expenses incurred to the Accounts department at the respective division.

The Accounts department will get the approval of the Chief Medical Officer and process the reimbursement.

Name of the policy: MEDICAL ALLOWANCE Reference code: TCL/HR-C&B/MED Eligibility: All Management staff in grade M7 and above.



22

Salient features:

This policy applies to the employee, dependent spouse, children and parents.

In order to claim the insurance, the insured should be hospitalized for a minimum of 24 hours.

Procedure to enroll into the Insurance policy of the company:

Note: There are two types of insurance policies that may be availed on

hospitalization. One is the cashless process and the other is the

reimbursement process. A brief description about both these processes is given

below. For further detailed information kindly contact the Insurance

department at Head Office Pollibetta.

New recruits : On joining the details of dependent spouse, children and parents such as name, gender, relationship with the employee and date of birth should be submitted to the HR department.

Existing employees : To include a new family member under the policy, their name, gender, relationship with the employee and date of birth should be submitted to the HR department.

These details are forwarded to the Insurance department who subsequently sends it to the Insurance company for enrollmemt.

The Insurance company then provides the health cards to each person enrolled in the policy.

Name of the policy: INSURANCE POLICY Reference code: TCL/HR-C&B/INS Eligibility: All Management staff in grade M7 and above.



23

On receipt of the Pre- Auth Approval, the cashless facility will be availed On receipt of the Pre- Auth Approval, the cashless facility will be availed

On receipt of the Pre- Auth approval, the insured will avail the cashless facility.

Procedure to claim through the Cashless Process:

Note: The mobile number in the Pre- Authorization form is mandatory. The

non payable items and co-payment charges will be borne by the insured

employee. In case of planned surgery, the Pre-Auth form can be sent in

advance, but not more than 15 days in advance from the date of admission of

the patient.

On recommendation of the doctor for hospitalization, the insured chooses a network hospital [hospitals empanelled with the Insurance company] for treatment.

The insured has to fill in and sign the cashless request or pre auth form (which is generally available at the service desk of the hospital) and submit a copy of the health card and photo identity.

The hospital authority with the help of the treating doctor will fill in the diagnosis, treatment method and the cost estimation and send it to the insurance company via fax.

The insurance company upon receipt of the fax, will process the request and refax with the decision as either APPROVED, REJECTED or QUERIED.

In case the decision is Rejected or Queried, the insured should coordinate with the hospital and clear the form.



24

Procedure to claim through Reimbursement process:

Documents required: Duly filled claim form, Discharge summary (with details

of complaints & the treatment availed), Final Hospital bill (detail breakup)

along with the interim bills, Payment receipts, Doctor's consultation papers,

and All investigation reports (Eg. Original Blood report, X-ray, Sonography,

MRI, etc, All pharmacy bills supported with doctor's prescriptions, Medico

Legal Certificate for all accident cases, Copy of health card, Any other related

documents.

The insured who was hospitalized in a non network Hospital has to submit the documents as mentioned below to the Insurance company within 30 days from the Date of Discharge.

The Insurance company verifies the claim. The outcome would either be approved, rejected OR queried.

For the approved cases, within 15 days, the insured would receive the payment along with the settlement letter. For a rejected case, the insured will receive a letter which would contain the details and reasons for rejection. For a case avaiting query, the insured will be asked to clarify certain facts, with documents within a defined timeline.

In the case the insured does not reply to any of the query, two reminder letters in a span of 15 days are sent, failure to revert in 45 days from the initial Query letter will lead to the closure of the claim.

The insured can also check the status of the claim through communication points like, websites, Toll free Helpline number and Email.



25

Salient Features:

For employees working at the Head Office, Corporate Office, Hassan, Coorg,

Kushalnagar, and Valparai the allowance can be availed in two options:

Option I – Instant Coffee

Option II– Coffee Beans

For employees working at Theni and Toopran the Instant Coffee powder is

distributed at site.

For employees located at Anamallias estates except Valparai estate, Tea

Allowance is provided.

Procedure to claim the Coffee Allowance:

At the beginning of every financial year, every employee will have to give their preference of either Option I or Option II, to the respective location co-ordinators.

The instant coffee requirements are distributed each quarter. The coffee bean requirements are distributed annually at the beginning of every financial year.

Name of the policy: COFFEE ALLOWANCE Reference code: TCL/HR-C&B/COF Eligibility: All Management staff in grade M7 and above.



26

Salient Features:

The club membership is applicable to clubs which are located at the place of

work of the employee.

The grade wise eligibility is given below:

GRADE NUMBER OF CLUBS

VP Two

M1 Two

M2 Two

M3 Two

M4 One

M5 One

M6 One

A maximum of Rs.25, 000/- is paid as a one-time payment towards the

membership fee per club.

Employees in grade M4 and above enjoy the privilege of a monthly club

subscription of Rs.400, which would be paid as a part of their monthly salary.

Procedure to claim:

Name of the policy: CLUB MEMBERSHIP & SUBSCRIPTION Reference code: TCL/HR-C&B/CLUB Eligibility: All Management staff in grade M6 and above.

The employee after obtaining neccessary approvals to become a member of a club, has to initially pay the entrance fee towards the club and submit the receipt/bill to the HR department for approval.

The HR department will approve the actual amount or 25,000/- whichever is less, and forward the same to the Accounts department to process the amount.



27

Salient features:

The reimbursement would be made on the bill amount (inclusive of all taxes).

The allowance will cover all telephone facilities such as mobile phones (other

than Company-provided connection), landline and internet facility connected

to landline.

The allowance does not cover USB modem based internet connection.

The landline telephone facility should be at a location where the employee is

based.

This policy is restricted to only one landline connection and only one mobile

connection.

Grade wise eligibility is given below:

MOBILE AND TELEPHONE ALLOWANCE ELIGIBILITY

Grade Amount (in Rupees) per annum

VP Actuals

M1 Actuals

M2 Actuals or Rs.24000/- whichever is less


M4 Actuals or Rs. 12000/- whichever is less




Name of the policy: MOBILE AND TELEPHONE ALLOWANCE Reference code: TCL/HR-C&B/TEL Eligibility: All Management Staff in grade M7 and above.



28

Procedure to claim

Declare the details of the telephone numbers to the HR Department .

The HR Department records the details of the telephone numbers provided by the employee. HR Dept checks the adherance with the company policy and eligibility for each individual and provides the approval .

HR Dept sends the approval letter to the Finance department

The employee sends the telephone bills to Finance Department for reimbursemet

Finance Department processe the bills .



29

Salient Features:

M4 & above- maximum amount is Rs.10 Lakhs.

M5, M6, M7- maximum amount is Rs.5 Lakhs.

Employees in the M5, M6 and M7 grade should have completed a minimum

of 5 years service in the company.

The rate of interest to be charged will be 0.05% less than the direct loan

interest.

The Processing fee payable will be at 0.75% of the loan amount instead of

the normal 1%.

The scheme will also cover refinancing the housing loan taken by the

executives from other leading agencies.

The company will recover and remit the loan installment from the

employee’s salary.

The loan entitlement and terms & conditions will be finalized by the bank

on a case to case basis.

Procedure to claim:

Note: for further details kindly contact the Accounts Department

On availing a loan from a bank, the employee has to send a request to the HR Department alongwith the provisional statement from the bank mentioning the principle amount and the interest amount and the duration of the loan.

The HR Department will forward the details to the Accounts department for processing the amount alongwith the monthly salary.

Name of the policy: INTEREST SUBSIDY ON HOUSING LOAN Reference code: TCL/HR-C&B/ISHL Eligibility: All Management staff in grade M7 and above.



30

The grade wise eligibility is as below:

GRADE Allowance

M1 5600/-

M2 5000/-

M3 4500/-

M4 4000/-

M5 3500/-

M6 3250/-

Procedure to claim:

This allowance is processed with the monthly salary and is a part of the monthly pay slip.

Name of the policy: NON-PRACTICING ALLOWANCE FOR MEDICAL OFFICERS. Reference code: TCL/HR-C&B/NPA Eligibility: All Medical Officers in grade M6 and above.



31

Salient Features:

Employees who opt for the meal vouchers are provided with Sodexo meal

vouchers worth Rs. 1200/- per month.

The equivalent of this amount is deducted from the cash allowance

component of the employee’s salary.

Procedure to claim:

Employees who would like to avail the meal vouchers should send an email request to the HR department.

The HR department will approve the request and send a letter to the Accounts department.

The Accounts department will deduct the equivalent amount from the employees salary every month. Simultaneously, the HR department will order the meal vouchers from Sodexco and distribute the same to the employee on receiving the vouchers.

Name of the policy: MEAL VOUCHERS Reference code: TCL/HR-C&B/MEAL Eligibility: All Management staff in grade M7 and above, working in the Non Plantation Division.



32

Salient Features:

The Co. has its own exempted Trust called “The Tata Coffee Ltd. Staff

Provident Fund”. On joining the services of the Company, all employees are

enrolled to this Fund.

The members account is maintained by the Trust and the members are issued

PF card annually furnishing the recovery made during the year and the

accumulated balance in members account.

Presently the recovery is made @ 12% from the employee with an equal

contribution by the Company. Out of the total 12% contribution by the

Company, a portion of the contribution is remitted towards the Govt. Pension

scheme.

Procedure to apply:

For Transfer of PF Account

On joining every employee is assigned a permanent Employee ID, PF (Employees' Provident Fund Scheme) number and EPS (Employees' Pension Scheme) number, by the PF Department in the Head office at Pollibetta.

The employee is required to fill the applicable documents provided by the HR department at the time of joining. the same is sent to PF Department Pollibetta for necessary action.

Incase the employee would like to transfer the PF account from the previous employer he/she has to fill up "Form-13" and submit it along with the other documents specifiedin the form to the PF Department at Pollibetta.

PROVIDENT FUND



33

Loan on PF Account

An employee can avail loan for certain purposes like: Housing, Repayment of Loans, Illness, Marriage, Post Matriculation education, etc.

Each of the above mentioned loans can be availed on fulfilling certain requirements listed by the Government.

For further details like eligibility, documentation, other salient features an employee can contact the PF Department at Pollibetta.



34

Salient Features:

Management staff is eligible for gratuity at half month’s basic salary for every year of completed service, subject to the employee putting in a minimum period of 5 years continuous service, except where the termination of service is due to death or disablement.

A management staff who retires after completing a minimum of twenty years’ service will be eligible to receive gratuity at one month’s last drawn basic salary for every year of completed service, limited to twenty months basic salary.

In case of death during the period of service, an employee is eligible for full gratuity till the age of retirement, which will be paid to the nominee.

Procedure:

Salient Features:

An officer, subject to the superannuation rules as amended from time to time, will be eligible to join the company’s Superannuation Scheme, on his/her confirmation.

The company reserves the right to include or exclude the officers from joining the Superannuation Scheme.

Procedure to Enroll in the Scheme

On joining the employee has to fill in “Form–F” towards Payment of Gratuity (central) Rules and submit it to the HR Department who will then forward the same to the PF

department at the Head office in Pollibetta.

On joining the employee has to fill in the form provided by the HR department towards the Superannuation Scheme. This form will be sent to the PF department at the Head

Office in Pollibetta.

GRATUITY

SUPERANNUATION SCHEME



35

Salient Features:-

The grade wise eligibility is as below:

Grade Mode of Travel Travel

Allowance in

Cities (In Rs)

Travel

Allowance in

Other Places

(In Rs)

Daily

Allowance (In

Rs)

Magazines per

stay (In Rs)

Halt/day Halt/day

VP Air(Economic Class)

1000/600

700/400

2000/-

300/-

M1 Air(Economic Class)

1000/600

700/400

1600/-

300/-


1000/600

700/400

1400/-

300/-


1000/600

700/400

1200/-

300/-


840/500

600/320

950/-

300/-


840/500

600/320

850/-

300/-


840/500

600/320

700/-

250/-

M7 Train (AC Chair Car/

AC 2Tier /AC 3 Tier

/AC Bus

840/500

600/320

700/-

250/-

Name of the policy: DOMESTIC TRAVEL ENTITLEMENTS Reference code : TCL/HR- C&B/DTE Eligibility: All Management staff



36

Procedure to claim:

Employees send their request to the Head of the department about the business travel for approval.

Based on the approval of the HOD, the employee informs the Administration Department regarding the travel and accomodation arrangements required.

The Administration Department processes the request based on the employee's eligibility .

Employee , on return from the business travel, provides bill of expenes to the HR Department with all necessary documents for approval .

HR department provides the approval for the payment of applicable allowances. The payment of allowances is done. Payment is made to the employee as part of salary .



37

Salient Features:-

When an employee, during the course of his/ her employment with the

company, meets with the fatality due to an accident or due to medical illness,

the employee’s family would be provided with financial and non - financial

assistance as per the table overleaf.

The documents required in case of death are as follows:

Death due to

Natural causes

Death due to medical

illness

Death due to Accident

Death Certificate Doctor’s Certificate FIR filed

Medical Reports Doctor’s Certificate

Death Certificate Medical Reports

Hospital Discharge

Certificate/Release

Certificate

Death Certificate

Hospital release

Certificate

Autopsy Report

Name of the policy: EMPLOYEE DEATH BENEFIT

Reference code: TCL/HR-OPS/SPR-03 Eligibility: This is applicable to all management staff who are on the permanent roles of the company



38

Particulars Compensation / Assistance provided to family:

Provident Fund As per the provisions of the PF Act, the employee’s and the Company’s contribution along

with the interest thereon is payable for the period till the date of demise of the employee.

GratuityThe family of the deceased will be entitled to gratuity equivalent to the the amount which the

employee would have received had he/she continued in service till the date of retirement.

Superannuation Scheme

For employees on payrolls as on 31st March 2003:

Under Defined Benefit Scheme - 50% of the eligible pension

Under Defined Contribution Scheme - full pension based on the contribution made till date of

death and interest thereon.

For employees who joined on or after 1st April 2003:

Full pension under Defined Contribution Scheme based on the contribution made till date of

death and interest thereon.

Group Personal Accident Insurance 60 months basic salary is payable in case of death due to accident.

Employees Deposit Linked

Insurance Scheme (EDLI)A sum of Rs. 1,32,000/- will be paid through LIC.

Employees Pension Scheme under

PF Act - monthly pension payable

for widow and 1 child

As per Employee Pension Scheme, monthly pension for widow and one child is payable as

follows:

Widow - Rs. 450/- to Rs. 2051/- per month (life long).

Child - Rs. 150/- to Rs. 525/- per month (upto the age of 25 years).

Group Savings Linked Insurance -

GSLI

Employees who have opted for this scheme and are paying a monthly premium (which is

deducted from their salary) are eligible upto a sum not exceeding Rs. 3 lakhs based on the

premium paid.

Group Term Insurance This insurance coverage is provided to cover death benefits, both in case of death due to

natural causes or due to accident. The sum paid to the family of the deceased employee is @

2 times the last drawn annual basic salary.

Company Vehicle Scheme

(applicable only for employees who

have availed vehicles under the

Company Vehicle Scheme)

One of the following options may be adopted based on the request received from the family

of the deceased:

• The company may take the car back and reimburse the family of the deceased employee

with the amount recovered by the Company under the car scheme, till the date of death of the

employee

OR

• The family may decide to take over the car by settling the outstanding amount of the car

under the company vehicle scheme. in this sutuation, the Company will facilitate the

transportation of the car to the location requested by the family. The Company will further

bear the cost of transfer and related registration costs.

Additionally the Company may provide an offer of employment or assistance with finding employment for the widow



39

Procedure to claim:-

In the event of the fatility , the location / Unit Head of the concerned department will inform the SBU Head , The Managing Director , The HR Department, Insurance Department , Finance and Accounts Department , IR Department and the PF Department .

A formal communication will be sent by the HR Department to all the employees in the organization about the incident . The location head would send the appropriate documents as specified to the HR Department.

The HR Department will record these reports in the deceased employee's personal file. A note would be prepared to the Managing Director from the HR Department detailing the applicable assistance to be provided to the family of the deceased employee.

On approval of the Managing Director, HR Department prepares a letter detailing the payout/assistance to be provided to the family of the deceased employee. A copy of the letter is sent to the Finance Department, PF and Insurance Department to enable release of payment .

The payment will be made to the family of the deceased employee as follows

a) Statutory benefits : - as per the timelines mentioned in the statutes

b) Financial assistance :- within a period of 30 days from the date of death of employee.



40

POLICIES APPLICABLE ONLY TO THE EMPLOYEES IN THE PLANTATION DIVISION



41

Salient Feature:

In cases where the Deputy Managers or Assistant Managers act as the person

in-charge of another estate during the temporary absence of the concerned

Manager of that estate, they will be paid an Acting Allowances of Rs.5000/- for

30 days or pro-rata.

Procedure to claim:

The employee availing the acting allowance should specify the dates from when he/she was acting in-charge and send the letter to the HOD for approval.

On approval the HOD forwads the letter to the HR Department. A letter with the eligible amount is processed and sent to the Accounts Department for payment.

Name of the policy: ACTING ALLOWANCE Reference code: TCL/HR-C&B/ACT

Eligibility: This allowance is applicable only for Deputy Managers and Assistant

Managers in the estates.



42

Salient Feature:

This allowance is calculated at 10% of the employee’s basic salary.

It is paid as part of the salary every month.

Name of the policy: HILL ALLOWANCE Reference code: HR/HA/TCL16 Eligibility: All Management staff in grade M7 and above in the Plantation Division.



43

Salient Features:

The employees in the plantation division are provided with furnished/semi

furnished accommodation at the sole discretion of the management.

They will also be provided with domestic helpers for the maintenance and

upkeep of the bungalow, garden and miscellaneous work. The number of

domestic helpers provided is as below:

GRADE No. OF DOMESTIC HELPERS

VP Four

M1 Three

M2 Three

M3 Two

M4 Two

M5 Two

M6 Two

M7 Two

Name of the policy: BUNGALOW ENTITLEMENT Reference code: HR/BE/TCL18 Eligibility: All Management staff in grade M7 and above.



44

PARTICULARS DESCRIPTION PAGE NO.

Annexure I

Form for Reimbursement of Expenses.

45

Annexure II

Form for Education Allowance

46

Annexure III

Form for Staff Provident Fund 47

Annexure IV

Form 11 for Employees Provident Fund Scheme (EPFS)

Annexure V

Form 2, for Nomination and Declaration under the Employees’ Provident Funds and Employees’ Pension Scheme

Annexure VI

Member Agreement Form for Staff Provident Fund

Annexure VII

Form I for EPFS Exemption

Annexure VIII

Form for Gratuity

Annexure



45

TATA COFFEE LIMITED

Annexure I From To: Accounts Department Name: Dept: Reimbursement of expenses: Kindly reimburse the following expenses as per the attached bills duly signed by me.

Sr. No.

Particulars

Debit A/c. Code Amount

Main Code Sub Code IC Code

1 Gas (No. of Cylinders……..) 480112

2 Electricity (Units…………..) 480103

3 POL (Litres………………..) 480111

4 Vehicle Maintenance 520304

5 Medical Expenses 430101

6 Telephone Expenses 580204

7

8

9

10

Total

Signature : Passed for Payment Date : Senior Manager (Accounts)



46

TATA COFFEE LIMITED

Annexure II

1.Name of the Officer :

2.Location :

3.Name of the child/children :

4.Class / Course :

5.Name of the School / College :

6.Location of the School / College :

7.Name of the Hostel :

8.Location of the Hostel :

9.Whether the Hostel is attached/ Accredited to School/College : (Certificate to be enclosed)

10.If not, is it recognized by the School or part of School Management : (Certificate to be enclosed)

11.If not staying in hostel, the place Where the child is staying :

12.Hostel fee / School fee :

(Receipts to be enclosed) Signature of the Officer Date:



47

Annexure III

TATA COFFEE LIMITED

STAFF PROVIDENT FUND (Letter of Nomination)

Pursuant to the Rules and Regulations of the above named Fund I……………………………………... being married/unmarried hereby nominate ……………… (Name of the Nominee) ……………………………………………… (Relation).

Of (Full and Permanent……………….……………………………………. Address with PIN

code) ………………………….…………………………………………….…………………….

……………………………………………….…………. PIN: …………………………………………

To receive the amount with may stand to my credit in the above Fund at the time of my death. I

hereby certify that the above named nominee is Not a minor today.

Dated at …………………………….. The ………………….. day of …………….……………………. 20….

(Signature of the member) Ind: Code No: Provident Fund No. KN/708-E/

Witness:

1.

2. Sri./Smt. …………………………………………. is informed that his/her Provident Fund nomination dated………………………. nominating ……………………………. has been noted.

Ind: Code No: for TATA COFFEE LIMITED Provident Fund No. KN/708-E/ STAFF PROVIDENT FUND



48

ANNEXURE IV

FORM NO. 11

(REVISED)

THE EMPLOYEES’ PROVIDENT FUND SCHEME, 1952 Declaration by a person taking up employment in establishment which the Employees’ Provident Fund and Employees’ Pension Scheme are in force.

I …………………………………………. S/o, W/o, Daughter of …………………………. do hereby declare that:

a) I was last employed in ……………………………………………….… (Name and full address of the Establishment) with P.F. A/c No. ……………………... .. And left service on prior to that I was employed in from …………………… to …………………..

b) *I am a member of ………………………………………….. Provident Fund* and

also/but not a Family Pension Fund / Employees Pension Scheme from ……………………………. and my A/c No. was / were ……………………

c) *I have/have not withdrawn the amount of my Provident Fund/Employees Pension Scheme Account.

d) *I have/have not drawn my Superannuation benefits in respect of my past

service from any employer.

e) *I have never a member of any Provident Fund and Family Pension Fund/Employees’ Pension Scheme.

f) *I was a member of Employees Pension Scheme 1995 and my A/c No.

was…………………………………………………………………………………………… Date: (Signature of the employee)

(To be filled in by the employer only when the person employed had not already been member of the Employees’ Provident Fund )

Sri/Smt …………………………is appointed as …………….……………………in

………… (Name of the Factory / Establishment) with effect from ……………………….

Signature of the Employer of Manager or Authorized Officer

N.B.: The Principal Employer should have it filled up also in respect of the employees to be employed by or through a Contractor.

* Strike out which is not applicable.



49

ANNEXURE V

FORM NO. 2 Declaration and Nomination Form under the Employees’

Provident Funds and Employees’ Pension Scheme

1. Name (In Block letters): 6. Account No. KN/708-E/

2. Father’s/Husband’s Name: 7. Address Permanent:

3. Date of Birth :

4. Sex :

5. Marital Status : PART - A

(EPF) I hereby nominate the persons(s) / cancel the nomination made by me previously and nominate the person(s) mentioned below to receive the amount standing to my credit in the Employees’ Provident Fund, in the event of my death.

Name of the Nominee/ Nominees

Address

Nominee’s relationship with the member

Date of

Birth

Total amt. or share of Accumulations in Provident Fund to be paid to each

nominee

If the nominee is a minor, name and relationship & address of the guardian who may receive the amount during the minority of nominee

1 2 3 4 5 6

1. Certified that I have no family as defined in para (2) (g) of the Employees’

Provident Fund Scheme 1952 and should I acquire a family hereafter the above nomination should be deemed as cancelled.

2. Certified that my father / mother is/are dependent upon me.

Signature or thumb impression of the subscriber

Strike out whichever is not applicable



50

PART – B (EPS) (Para – 18)

I hereby furnish below particulars of the members of my family who would be

eligible to receive widow / children pension in the event of my death

SL. No

Name of the family members

Address

Date of Birth

Relationship with the member

1 2 3

4 5

1

2

3

** Certified that I have no family as defined in para 2 (vii) of Employees’ Pension Scheme, 1995 and I should acquire a family hereafter I shall furnish particulars thereon in the above form.

I hereby nominate the following person for receiving the monthly widow pension (admissible under para 162(a) (i) & (ii) in the event of my death without leaving any eligible family members for receiving pension.

Name and Address

of the nominee Date of Birth Relationship

with the member

Date:

Signature or Thumb impression of the subscriber.



51

CERTIFICATE BY EMPLOYER

Certified that the above declaration and nomination has been signed / thumb

impressed before me by Shri/Smt/Kum ………………………………………………… employed

in my establishment after he/she has read the entries have been read over to

him/her by me and got confirmed by him/her.

Date:

Place: Signature of the employer or other

Authorised Officer of the establishment.

Name & Address of the Factory/ Establishment or Rubber stamp thereof

Designation:



52

ANNEXURE VI

TATA COFFEE LTD. STAFF PROVIDENT FUND

POLLIBETTA – 571 215, KODAGU KARANATAKA STATE

MEMBER’S AGREEMENT FORM I hereby declare that I have read and understood the Rules of Tata Coffee Limited

Staff Provident Fund or that they have been explained to me and I agree to be

bound by them and to any subsequent amendments thereof and hereby authorize

the said Company to deduct out of my salary the contribution to be made by me

according to the said Rules.

Name in Full : (in Block letters)

Provident Fund No. : KN/708-E/

Nature of Appointment :

Salary per month : Rs.

Date of Birth :

Date of joining Service :

Dated at ……………………………………… the ……………………. Day of ……………..………………….. 20

Signature of the member Witness: 1.

2



53

ANNEXURE VII FORM NO. I

The Employee Provident Funds Scheme 1952 – Exemption under Paragraph 27A of the Scheme

I hereby apply for exemption from the operation of all or the following provisions of the Scheme Exemption under Paragraph 27A of the Scheme.

1. Name ( In block letters) : 2. Occupation : 3. Sex : 4. Religion : 5. Father’s Name : 6. Husband’s name :

(for married women only) 7. Permanent Address :

8. Details of the Provident Fund : Tata Coffee Ltd. Staff Provident Fund Trust/

Gratuity or old age pension I declare that all the particulars state above are true to the best of my knowledge and belief

Date at …………………….. The …………………… 20 *Signature of left/right hand

Thumb impression of the member Certified that the above delcalration has been signed by Sri/Smt/Kum

………………………………………………………. employed in …………………………………………before

me and that he/she is getting the benefits of Provident Fund Gratuity or old age

pension as above.

Date at ……………………………..

Signature of the Manager or other Authorised Officer or the Establishment Registered No. of the Factory/Establishment KN/708-E (Exempted) *Left hand thumb impression in the case of illiterate member and right hand thumb impression in case of illiterate female member.

** Here give the name and address of the Factory or other Establishment in which employed



54

ANNEXURE VIII

TATA COFFEE LIMITED (Registered Office – Pollibetta, Coorg) Payment of Gratuity (Central) Rules.

FORM - F NOMINATION

To…………………………………………………… (Give her name or description of the establishment with full address)

I, Shri/Shrimathi/Kumari (Name in full) Here whose particulars are given in the statement below, hereby nominate the person(s) mentioned below to receive the gratuity payable after my death as also the gratuity standing to my credit in the event of my death before that amount has become payable or having become payable has not been paid and direct that the said amount of gratuity shall be paid in proportion indicated against the name(s) of the nominee(s).

2. I hereby certify the person(s) mentioned is a /are member(s) of my

family within the meaning of clause (h) of section (2) of the payment of Gratuity Act, 1972.

3. I hereby declare that I have no family within the meaning of clauses (h) of

Section (2) of the said Act.

4. (a) My father/mother/parents is/are not dependent on me.

(b) My husband’s father/mother/parents is /are not dependent on my husband.

5. I have excluded my husband from my family by a notice dated the

controlling authority in terms of the provisions to clause (h) of section 2 of said Act.

NOMINEES

Name in full with full address of

Nominee(s)

Relationship

With the

Employee

Age of

Nominee

Proportion by which

the gratuity will be

shared

1.

2.

3.

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