Employee Handbook - Online Template Form - Word and PDF Pro · IN-law
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EMPLOYEE HANDBOOK
This Employee Handbook ("Handbook") is effective from ________ ("Effective Date") and applies to ________, a company incorporated under the Companies Act, 2013 having Corporate Identity Number (CIN) ________ and its registered office at ________, together with its subsidiaries and joint ventures over which the ________ exercises management control ("We", "Us", "Our", "Company"). The Handbook applies to all employees engaged to provide services to the Company (each, an "Employee").
This Handbook has been prepared to guide you in relation to the employment policies and practices of the Company. Please read it carefully and, if you have any queries, please contact Us at the details provided at the end of this Handbook.
We are glad to have you as a member of ________. As a team member of the Company, you are an essential part of the team effort. We hope that you will find your position with the Company rewarding, challenging and productive.
§ 1. IMPORTANT POLICIES
1.1. You are expected to follow and comply with the following policies of the Company, as amended from time to time:
1.1.1. Employee Code of Conduct.
1.1.2. Drug and Alcohol Policy.
1.1.3. Anti-Discrimination and Equal Opportunity Policy.
1.1.4. Social Media Policy.
1.1.5. Remote Work Policy.
1.1.6. Policy on Prevention of Sexual Harassment (POSH Policy), framed pursuant to the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013.
§ 2. PURPOSE
2.1. This Handbook will assist the Employees of the Company to familiarise themselves with, and follow, the policies and guidelines of the Company. Save as expressly stated herein, this Handbook does not, by itself, create any contractual obligations between you and the Company; your contractual terms of employment are governed by your appointment/employment letter.
2.2. This Handbook is not exhaustive, and the Company reserves the right to make necessary changes from time to time without advance notice, provided that such changes shall be consistent with applicable law. This Handbook is supplementary to the other guidelines and policies of the Company.
2.3. This Handbook can only highlight and summarise the Company's policies. For detailed information, you may contact: ________.
§ 3. GENERAL CODE OF CONDUCT
In addition to the other obligations set out under this Handbook and other applicable policies, you are required to observe the following:
3.1. Be proactive in performing your duties and responsibilities under this Handbook and your employment letter.
3.2. Ensure that decisions made, and actions taken, by you are consistent with the Company's values and objectives.
3.3. Support the long-term goals of the Company, which is focused on delivering long-term value to its employees, stakeholders and society.
3.4. Escalate any doubt about a decision to a higher level of management for broader consideration.
3.5. Utilise the appropriate channels to report any deviation from the principles set out in this Handbook.
§ 4. EQUAL OPPORTUNITY
4.1. Our employment policy is based upon individual merit and qualifications related to professional competence. We make all reasonable accommodations to meet our obligations under the laws protecting the rights of persons with disabilities.
4.2. We promote a diverse, inclusive and equal workplace. Every Employee is expected to treat everyone with whom We have contact with dignity, courtesy and respect.
4.3. We do not discriminate against any person on grounds of gender, caste, religion, age, place of birth, nationality, sexual orientation, disability or any other trait protected by law, in relation to any term of employment such as hiring, promotion, transfer, compensation or benefits.
4.4. Managers and supervisors shall make employment-related decisions only on the merit of the person and not discriminate against any person on the basis of personal characteristics.
4.5. In accordance with the Rights of Persons with Disabilities Act, 2016 and the rules thereunder, the Company endeavours to ensure that the work environment is free from any discrimination against persons with disabilities, and expects the same from all Employees.
§ 5. PROHIBITION OF CHILD AND ADOLESCENT LABOUR
5.1. The Company strictly complies with the Child and Adolescent Labour (Prohibition and Regulation) Act, 1986 ("CLA") and the rules and regulations thereunder, which prohibit the engagement of children in any employment and regulate the conditions of work of adolescents.
5.2. Under the CLA, a "child" means a person who has not completed fourteen (14) years of age, and an "adolescent" means a person who has completed fourteen (14) but not eighteen (18) years of age. If you become aware of any person engaged in contravention of the CLA, you must immediately inform the HR department.
§ 6. IMMIGRATION AND WORK AUTHORISATION
§ 7. COMPLIANCE WITH LAWS
7.1. All Employees are expected to comply with the Company's policies, procedures and regulations.
7.2. We are a law-abiding Company, and all Employees are expected to know and understand their legal obligations and to act within the bounds of the applicable laws, rules and regulations of the jurisdictions where the Company does business.
7.3. Employees shall comply with all applicable data protection and privacy laws, including the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 and the rules thereunder, and the Consumer Protection Act, 2019, and, where applicable to the work performed, the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
7.4. Employees must comply with all applicable anti-corruption laws in every jurisdiction where the Company does business, including the Prevention of Corruption Act, 1988 in India.
7.5. Where any provision of this Handbook conflicts with or is inconsistent with applicable law, the provisions of such law shall prevail and override this Handbook.
7.6. Violation of applicable laws, rules and regulations may subject the Employee and/or the Company to criminal or civil liability and to loss of reputation or business, and may attract disciplinary action by the Company.
§ 8. POLITICAL NEUTRALITY
8.1. Employees have the right to political expression; however, such affiliation shall in no case affect the performance or judgment of the Employee while on duty.
8.2. Participation in political activities must be conducted in the Employee's own time and must in no way suggest the Company's support. Employees may not use the Company's name, equipment or resources for making, copying or distributing political materials or messages.
8.3. You shall not identify yourself as a representative of the Company in any political activity, or in any communication on social media or to the media.
8.4. Employees are required to act in the course of their duties in a politically neutral manner, keeping their work out of their politics and their politics out of their work.
§ 9. COMPENSATION
9.1. Your compensation will be as specified in the employment letter entered into with you.
9.2. The Company shall pay Employees on a monthly basis, less the usual and necessary statutory and other deductions, in accordance with the Company's standard payroll practices and the Payment of Wages Act, 1936 and the Code on Wages, 2019 (as and when notified).
9.3. The payment of salaries will be made as follows:
________
9.4. Compensation increases are granted by the Company at its discretion, taking into account various factors, including your performance review.
§ 10. PROVIDENT FUND
10.1. All Employees to whom the Employees' Provident Fund (EPF) and the Employees' Pension Scheme (EPS) apply shall be enrolled in accordance with the Employees' Provident Funds and Miscellaneous Provisions Act, 1952.
10.2. Under the EPF scheme, an Employee contributes a prescribed amount towards the scheme, and an equal contribution is made by the Company. The Employee receives a lump-sum amount, including self and Company contributions with interest on both, on retirement or as otherwise permitted under the scheme.
10.3. Upon joining, the Employee shall furnish the requisite details to enrol in the EPF and shall make a nomination conferring the right to receive the amount standing to his/her credit in the event of his/her death.
10.4. Where an Employee was employed by another establishment prior to joining the Company, such Employee shall apply for transfer of his/her past PF accumulations to the new account under the Company's PF establishment using the Universal Account Number (UAN).
10.5. The UAN is allotted by the Employees' Provident Fund Organisation (EPFO) and serves as a single platform linking member IDs allotted to an Employee by different establishments.
§ 11. STATUTORY DEDUCTIONS
11.1. All statutory deductions towards Provident Fund, Professional Tax, Tax Deducted at Source (TDS), Employees' State Insurance (ESIC) and such other heads shall be applied to payments made to Employees in accordance with the rules and regulations of the relevant authorities, as applicable from time to time.
11.2. You are required to submit valid documents/proof of any investments or other tax-saving schemes under which you are eligible for a reduction of tax liability. If you fail to submit such proof or claim within the timeframe provided, the Company shall deduct taxes in accordance with the applicable law without giving effect to such deductions.
11.3. Each Employee will receive a statement itemising, among other things, the gross pay, deductions and the net pay received.
§ 12. WORK SCHEDULE
12.1. To ensure adequate staffing, positive employee morale and expected productivity standards, you will be held accountable for adhering to your work schedule. If you are unable to meet the schedule, you must obtain prior written consent from your supervisor/manager for any change.
12.2. You will be required to work such hours and schedule as communicated to you by the Company. Your work hours and schedule will be set out in your employment letter but may be varied, in accordance with your employment letter, as reasonably required by Us, subject to the limits prescribed under the applicable labour laws.
12.3. An Employee is deemed absent when he/she is unavailable for work as assigned/scheduled and such time off was not scheduled or approved in advance by the concerned supervisor/manager.
12.4. An Employee who fails to call in and report to work as scheduled for 10 (ten) consecutive scheduled workdays will be deemed to have abandoned their position, and employment may be terminated at the discretion of the Company, subject to compliance with the principles of natural justice and applicable law.
12.5. Employees who engage in a pattern of frequent or excessive absenteeism or tardiness may be subject to disciplinary action, in accordance with the applicable law and the principles of natural justice.
§ 13. WORKING HOURS AND OVERTIME
13.1. Employees are required to work ________ (________) hours per day from ________ to ________, except on the designated holidays applicable at the workplace, in accordance with the applicable Shops and Establishments / Factories legislation and the Code on Wages, 2019 (as and when notified).
13.2. Both the Company and Employees shall endeavour to minimise overtime work. All overtime must be approved and authorised in advance by ________. Employees required to work overtime will be given advance notice, except in emergencies.
13.3. Employees approved for overtime shall receive overtime wages at twice the ordinary rate of wages as mandated under the applicable law, together with any other communicated benefits.
§ 14. RECOVERY AND DEDUCTIONS
The Company reserves the right, at any time during your employment or on termination of employment, to deduct from your salary any overpayment made and/or any money lawfully owed to the Company by you, including any excess holiday taken, outstanding loans, advances and relocation costs, in accordance with the Payment of Wages Act, 1936 and the Code on Wages, 2019 (as and when notified).
§ 15. PROBATION PERIOD
15.1. The probation period is a system to assess the performance and suitability of new entrants and assists both the Company and the Employee in assessing suitability for continued employment.
15.2. For new Employees engaged as "probationary", the probation period will be ________ from the date of commencement of employment.
15.3. At the end of the probation period, an appraisal will be conducted based on periodic feedback. If the Employee receives a satisfactory rating, he/she will be confirmed in writing. If the work is found unsatisfactory, the probation period may be extended for a further period at the discretion of the Company. If the work is found to be poor, the services may be terminated at the discretion of the Company.
15.4. During the probationary period, employment may be terminated by either you or Us by giving ________ notice in writing or salary in lieu thereof, subject to applicable law.
15.5. During the probationary period, Employees may not be eligible for general employee benefits, unless otherwise mentioned in the appointment letter or required under applicable law.
§ 16. TRAINING
16.1. Training is an ongoing process to develop and improve the skills of each Employee. We will arrange internal and external training sessions from time to time, as required.
16.2. An annual training calendar is prepared based on training needs and recommendations. Employees will be nominated to training programmes by their respective Heads/HR.
16.3. Training is not limited to formal sessions but also includes on-the-job and informal training opportunities. Once an application is made by an Employee for any external training session, such application will be scrutinised by: ________.
16.4. Following external training, Employees should share the learning with their team members on a formal level and submit a copy of the training completion/certification/participation document to: ________.
§ 17. PERFORMANCE REVIEWS
17.1. Performance reviews allow each Employee an opportunity to note major accomplishments and progress, as well as performance concerns and areas for improvement.
17.2. The Employee's performance will be evaluated by: ________ at the following intervals: ________.
17.3. Performance evaluations may vary depending upon the period of service, designation, precedence and similar factors.
17.4. Factors considered in the performance review include the quality of your job performance, your attendance, fulfilment of the requirements of your job description and compliance with the Company's policies.
§ 18. PERFORMANCE IMPROVEMENT PLAN (PIP)
18.1. At any point during your service with the Company, you may be placed under a PIP to assist you in meeting performance standards. Failure to meet performance standards on a sustained basis may result in disciplinary action.
18.2. On completion of the PIP period, the performance will be reviewed jointly by you and the Company.
18.3. If your performance is satisfactory during the PIP period, the Company may end the PIP and restore you as a general Employee.
18.4. If your performance remains unsatisfactory, the Company may either extend the PIP period or terminate your employment, subject to applicable law.
§ 19. GENERAL LEAVE
19.1. Where an Employee requires casual leave, he/she should submit an advance request of 3 (three) business days to: ________. In case of an emergency, the Employee shall inform ________ as soon as possible.
19.2. All leave requests must be approved by the Company, which reserves the right to approve or deny any request, unless such leave is statutorily sanctioned under the applicable law.
19.3. Employees are entitled to those national and festival holidays officially recognised under the applicable Shops and Establishments / Factories legislation and notified by the Company.
19.4. If an Employee is found to be engaged in other employment or consulting outside of the Company during leave, the Employee may be considered to have voluntarily resigned from employment with the Company.
§ 20. ANNUAL / EARNED LEAVE
20.1. Employees are entitled to ________ (________) days of paid annual/earned leave per calendar year, subject to the minimum entitlement prescribed under the applicable law.
20.2. Annual leave must be approved in advance by: ________. Employees who wish to take annual leave shall submit the request to ________, who shall intimate the decision to HR.
20.3. Wherever possible, one month's notice should be given for leave of one week or more. For annual leave of less than one week, a minimum of one week's notice is required.
20.4. Employees are encouraged to take annual leave in the year in which it accrues. Unused leave of a maximum of ________ (________) days will be carried forward to the next calendar year, subject to the applicable law. Leave in excess of ________ (________) days remaining may lapse, save to the extent prohibited by the applicable law.
20.5. The Company may, at its discretion or as required by law, encash the remaining annual/earned leave at the end of employment.
20.6. If more leave has been taken than earned at the time of termination of employment, an appropriate deduction may be made from the full and final settlement amount, subject to applicable law.
§ 21. SICK LEAVE
21.1. In the event of sickness where an Employee is unable to attend work and perform his/her duties, such Employee will be entitled to paid sick leave of up to a maximum of ________ (________) days in a calendar year, subject to the applicable law.
21.2. The Employee shall contact ________ as soon as possible to inform them of the sickness and the likely duration of leave.
21.3. Absence of more than 2 (two) working days will require the Employee to submit a medical certificate from a registered medical practitioner.
§ 22. MATERNITY LEAVE
22.1. The Company will provide maternity leave to eligible female Employees in accordance with the Maternity Benefit Act, 1961 (as amended).
22.2. The eligible Employee shall submit a leave request to HR in advance of taking maternity leave, accompanied, where applicable, by a certificate from a registered medical practitioner, in accordance with the Maternity Benefit Act, 1961.
22.3. Maternity benefits are available to an Employee who has worked for not less than 80 (eighty) days in the 12 (twelve) months immediately preceding the expected date of delivery, in accordance with the Maternity Benefit Act, 1961.
§ 23. PATERNITY LEAVE
23.1. The following permanent male Employees of the Company are eligible for paid paternity leave:
23.1.1. An Employee who has become, or is about to become, a parent of a newborn child.
23.1.2. An Employee who legally adopts a child and becomes an adoptive father.
23.1.3. A commissioning father.
23.2. Eligible Employees are entitled to ________ (________) days of paid paternity leave.
§ 24. UNPAID LEAVE
In addition to the leave entitlements described above, you may be permitted to take unpaid leave for a genuine reason, subject to Our prior approval.
§ 25. LOAN FACILITY
25.1. The Company may, at its discretion, grant loans to Employees. The loan facility is not an entitlement, and the decision of the Company in this regard will be final.
25.2. No loan will be granted if there is a balance outstanding on a previous loan.
25.3. The Employee must submit a duly completed loan application form as prescribed by HR from time to time, through: ________.
25.4. Employees availing of a loan may be required to submit post-dated cheques to the HR/Finance team, which shall be released upon clearance of the loan.
25.5. The Employee may prepay the whole outstanding amount at any time.
§ 26. PERSONAL APPEARANCE
26.1. Every Employee must maintain an appropriate standard of dress and personal appearance at work and conduct themselves professionally at all times, both within the workplace and when representing the Company.
26.2. Employees are required to be neat, clean, tidy and of smart appearance, presenting themselves in accordance with their professional status and dressing in a manner appropriate to their role, whether working on the Company's premises or elsewhere.
26.3. Employees required to wear a uniform must do so during working hours unless advised otherwise by their supervisor/manager. Uniforms must always be clean, ironed and presentable. The cost of the uniform will be borne by the Company, and uniforms must not be altered without the Company's permission.
26.4. Employees occupying roles requiring protective/safety clothing or footwear are obliged to wear such clothing while carrying out their duties, as required by law or by the Company's rules.
26.5. Any Employee who disregards these rules may be subject to disciplinary action; minor breaches will generally be dealt with informally. In serious cases, an Employee may be asked to change their dress, and the Employee will not be paid for the duration of such absence from work.
§ 27. OFFICE DECORUM
27.1. All Employees are required to be cooperative, organised, disciplined and to contribute positively to the office ambience. All communication within or outside the Company shall be handled professionally and courteously.
27.2. Employees are prohibited from using abusive language or arguing with colleagues at the Company.
27.3. Every Employee shall keep his/her surroundings, desk and workstation clean.
27.4. Employees shall avoid unnecessary loitering, individually or in groups, in the office or at each other's workstations.
27.5. Employees away from their seats for long intervals should switch off lights, fans, computers/monitors and other equipment used by them.
27.6. For working on off days, prior permission must be obtained from ________ and intimated to HR.
§ 28. RECEIVING GIFTS
28.1. Employees are prohibited from accepting gifts of any kind offered by vendors, suppliers, customers, potential employees, potential vendors and suppliers or any other individual or organisation, on or off the work premises, except as specifically allowed under this Handbook.
28.2. "Gift" under this clause includes any gratuitous non-monetary benefit that the Employee can use or consume.
§ 29. EMPLOYEE DATA PRIVACY
29.1. The Company, acting as a Data Fiduciary under the Digital Personal Data Protection Act, 2023, is committed to protecting the privacy and security of all personal data and complying with the privacy legislation within each jurisdiction in which We operate.
29.2. To meet regulatory and other obligations, We collect certain personal data of Employees and process it to protect the interests of both the Company and its Employees, including the following:
29.2.1. Personal information such as date of birth, age, marital status, place of birth, nationality and mother tongue.
29.2.2. Contact information (e.g., name, address, telephone and email address).
29.2.3. Gender of the Employee.
29.2.4. Caste and religion (to the extent required for statutory compliance).
29.2.5. Beneficiary information.
29.2.6. Recruitment and selection information, including skills and experience, qualifications, references, CV and interview and assessment data.
29.2.7. Previous employment records.
29.2.8. Aadhaar (subject to applicable law) or other government-issued identity numbers.
29.2.9. Photographs and signature copies.
29.2.10. Emergency contact details.
29.2.11. Access card entry details.
29.2.12. Regulatory information, including records of registration with any applicable regulatory authority, regulated status, criminal record or credit background checks (where necessary and lawful), and any regulatory certificate and references.
29.2.13. Remuneration information, including salary/hourly plan/contract pay/fees, allowances, overtime, bonus and commission plans, leave payments, bank account details, grade, tax information, expense claims and payment information.
29.2.14. Leave and management information, including attendance and absence records, holiday dates, requests and approvals, statutory leave, details of incapacity, manager and HR communications, performance improvement plans and return-to-work interviews.
29.2.15. Monitoring information (to the extent authorised by applicable law), including CCTV footage, system and building login and access records, and download and print records.
29.2.16. Call or meeting records, and information captured by IT security programmes and filters.
29.2.17. The work output of Employees, in any storage format, which belongs to Us and is at all times subject to review and monitoring by the Company.
29.2.18. Health information, including information about short- or long-term disabilities or illnesses shared with the Company, particularly in relation to any leave of absence required.
29.3. The Company may collect such information directly from the Employee, from references and from other data sources.
29.4. We may also collect information from third parties, subject to the requirements of applicable law.
29.5. Where required by law and otherwise reasonable, the Company will give Employees notice of the specific purpose for which it collects their personal data at or before the time of collection, and will obtain consent where required under the Digital Personal Data Protection Act, 2023.
29.6. The Company uses Employees' personal data for internal business purposes, including establishing and managing the employment relationship, such as:
29.6.1. Authenticating the Employee's identity.
29.6.2. Determining eligibility for initial employment, including verifying references and qualifications.
29.6.3. Administering pay and benefits.
29.6.4. Processing work-related claims, including workers' compensation and insurance claims.
29.6.5. Establishing training and development requirements.
29.6.6. Conducting performance reviews and determining performance requirements.
29.6.7. Assessing qualifications for a particular job or task.
29.6.8. Gathering evidence for disciplinary action or termination.
29.6.9. Identifying a contact point in the event of an emergency.
29.6.10. Complying with applicable labour and other laws.
29.6.11. Ensuring Employee safety and protecting the confidential information of the Company.
29.6.12. Any other purposes required by the Company in connection with the employment.
29.7. The Company uses appropriate technical and organisational security measures to protect personal data, both online and offline, including access controls, firewalls, network intrusion detection and anti-virus software.
29.8. No system involving transmission of information via the internet or electronic storage is completely secure; We cannot be held responsible for data breaches occurring outside Our reasonable control. We will follow all applicable laws in the event of a personal data breach, including taking reasonable measures to mitigate harm and notifying the affected Employee and the Data Protection Board of India as required under the Digital Personal Data Protection Act, 2023.
29.9. The Employee has the right to access his/her personal data and to seek its correction, completion, updating or erasure where it is inaccurate or processed in violation of Our Privacy Policy or the applicable law, except where such request is disproportionate to the privacy risks or where the rights of other persons would be violated. To exercise these rights, or to nominate another individual in the event of death or incapacity, the Employee may contact the Company at the details provided at the end of this Handbook, or the Data Protection Officer / Contact Person at ________.
29.10. If the personal data We collect is to be used for any purpose materially different from the purpose described here, or disclosed to a third party not acting as Our agent in a manner other than disclosed here, We will provide the Employee an opportunity to consent to or opt out of such use or disclosure, as required by law.
29.11. We will retain Employee personal data only for as long as is necessary to carry out the aforementioned purposes or as otherwise required by law, including for a reasonable period after the end of employment to respond to employment enquiries and to deal with legal, tax, accounting or administrative matters, or to provide ongoing benefits.
29.12. Where We have no continuing legitimate or lawful basis to process the personal data, We will delete or anonymise it or, where this is not possible, securely store and isolate it from further processing until deletion is possible.
§ 30. INTELLECTUAL PROPERTY
30.1. All intellectual property, including but not limited to inventions, designs, works, discoveries, improvements, processes, software and other materials created, developed or produced by the Employee in the course of employment with the Company, shall be the sole and exclusive property of the Company.
30.2. The Employee agrees that all such work output, in any storage format, belongs to the Company, and the Employee hereby assigns all rights, title and interest in such intellectual property to the Company, in accordance with the Copyright Act, 1957, the Patents Act, 1970 and the Designs Act, 2000.
30.2.1. The Employee shall, at the request and cost of the Company, execute all documents and do all such acts as may be necessary to vest such intellectual property rights in the Company.
30.2.2. The Employee shall not use, reproduce or disclose any of the Company's intellectual property for any purpose other than as required in the performance of their duties.
30.3. The obligations under this clause shall survive the termination of the Employee's employment with the Company.
§ 31. CONFLICT OF INTEREST
31.1. The Employee shall avoid any situation in which their personal interests conflict, or may appear to conflict, with the interests of the Company. The Employee shall always act in the best interests of the Company and shall not engage in any activity that competes with, or is detrimental to, the Company's business.
31.2. The Employee shall promptly disclose to the Company any actual or potential conflict of interest, including any financial, personal or family interest that may influence, or appear to influence, their judgment or conduct in the course of their employment.
31.3. The Employee shall not, without the prior written consent of the Company, accept any employment, engagement or consultancy with any other person or entity that may give rise to a conflict of interest during the course of their employment.
§ 32. EMPLOYEE INFORMATION
It is essential that you keep your supervisor/manager and the HR Department informed of any change in important personal information. Your current address and telephone number are essential for many purposes, including communications from the Company. It is your responsibility to inform the Company in writing of any change in your personal information.
§ 33. INTERNET USAGE AND CYBERSECURITY
33.1. The electronic communication system must be used exclusively to facilitate the business of the Company. Employees are cautioned against using the internet for personal gain or entertainment.
33.2. Logging in to any of the Company's accounts from personal devices may put the Company's data at risk. Accessing Company data from personal devices is not recommended; where unavoidable, Employees are obliged to keep their devices secure with proper security protection.
33.3. We recommend that all Employees follow these practices:
33.3.1. Keep all electronic devices password-secured and protected with the latest security features.
33.3.2. Log in to the Company's accounts only using safe and secure networks.
33.3.3. Upgrade antivirus software regularly on devices.
33.3.4. Never leave devices unprotected or exposed.
33.4. Emails can carry scams and malware. If unsure whether an email or data is safe, Employees may contact Our IT specialist or HR for advice.
33.5. To protect the data of the Company, all Employees shall:
33.5.1. Refrain from opening or clicking any links or attachments not from within the Company or a reliable source.
33.5.2. Ensure emails are from valid email IDs within the organisation or from a reliable source.
33.5.3. Be cautious of inconsistencies and clickbait titles offering prizes, advice or surprises.
33.5.4. Use passwords with upper case, lower case, numbers and symbols, and not exchange credentials unless requested or approved by the supervisor.
33.6. The Employee shall avoid transferring any personal data, including customer and employee confidential data, and shall adhere to all applicable data protection laws while handling it.
33.7. These cybersecurity guidelines must be strictly followed even when working remotely. In case of intentional or repeated breaches harmful to the Company, the Company may take serious action, including termination of employment, subject to applicable law.
§ 34. COMPANY PROPERTY
34.1. The Company may entrust the Employee with a range of valuable assets to enable work on the Company's behalf.
34.2. Each Employee is responsible for the acquisition, use, maintenance and disposal of Company assets, including materials, equipment, tools, tangible property, information, data and intellectual property.
34.3. Employees are expected to treat these assets with care and use them in the business's interest, in accordance with the Company's security policies. If property is damaged or lost due to the Employee's fault, the Employee shall be liable to replace or refund the amount as determined by the Company, subject to applicable law.
34.4. The Employee shall never use the Company's property for personal gain or any purpose other than as envisaged under the Company's policy.
§ 35. PERSONAL PHONE USE
35.1. Employees should use common sense and good judgment when making or receiving personal cellular phone calls at work and, to the extent possible, make such calls during breaks or lunchtime.
35.2. The use of cameras on cell phones during work hours is prohibited without the approval of ________, to protect the privacy of the Company and fellow Employees.
35.3. Mobile phones brought to work must be kept in silent or vibration mode. Personal mobile usage permission may be withdrawn if found disruptive or to reduce productivity or attention at work.
§ 36. TRAVEL AND REIMBURSEMENT
36.1. The Company reimburses Employees for all necessary and appropriate transportation and travel-related costs incurred with the Company's prior approval.
36.2. Reimbursement requests must be submitted within ________ (________) business days of the qualifying expense.
36.3. All expenses must be incurred by the Employee solely in connection with Company business to be reimbursable. The Company may disallow any business expense that lacks a receipt or does not follow the guidelines under this Handbook or instructions given at the time of approval.
§ 37. REMOTE WORK
37.1. Before entering into any Remote Work arrangement, the Employee and manager/supervisor, with the assistance of HR, will evaluate its suitability, reviewing the following:
37.1.1. The Employee and ________ will discuss the job responsibilities and determine whether the role is appropriate for remote work.
37.1.2. ________ will approve remote work on an ad hoc or regular basis, as suitable.
37.1.3. Such approval will be carefully reviewed in terms of cost of equipment, health and safety, communication, security and data protection, legal issues and reporting.
37.1.4. Remote work will at all times be subject to the continuing approval of ________. The Company reserves the right to withdraw such approval upon reasonable notice.
37.2. Compensation while working remotely will be as per the employment letter, and any change will be as agreed in writing between the Employee and the Company.
37.3. Managers/supervisors are responsible for aligning allowances with the Company's policy, ensuring funding is controlled within business budgets and ensuring ongoing compliance with the policy.
37.4. Employees must remain available over telephone, email and other messaging applications provided by the Company during working hours and follow the schedule prescribed from time to time. During remote work, the Employee shall follow the schedule below:
________
37.5. The Employee will be entitled to overtime pay if overtime duty is approved in advance in writing by ________, payable as per the then-existing overtime rules of the Company and applicable law.
37.6. Failure to obtain prior approval from ________ may result in action against the Employee.
37.7. Remote-work Employees are required to accurately record all hours worked on the Company system.
37.8. Failure to comply with attendance requirements may result in absence being marked for that day.
37.9. The Employee shall establish an appropriate work environment within his/her workplace. The Company will not be responsible for costs associated with the setup of the Employee's workplace, such as remodelling, furniture, lighting, repairs or modifications.
37.10. Employees approved for remote work are expected to maintain normal productivity and performance, must not carry out work for anyone other than the Company and must not, without prior permission, undertake non-work-related activities during working hours.
37.11. Employees shall liaise with their ________ about their patterns of work and schedule and keep them and their team informed about the status of work, and shall accommodate meetings or training as required by their role.
37.12. The Company's Code of Conduct and all other employment policies, including the remote work policy, apply to the Employee while working, irrespective of work location or schedule.
37.13. The Employee shall refrain from accessing or using Company confidential information while in a public or crowded place.
37.14. Employees are prohibited from taking printouts of, or storing, confidential information while working remotely, unless specifically permitted in writing by ________.
37.15. Employees shall remain available for conference calls and maintain satisfactory performance standards.
37.16. The Employee requires an internet connection with bandwidth adequate for the assigned job.
37.17. Employees shall adhere to rest break and attendance schedules under this Handbook or as agreed with ________, in compliance with central and state laws.
§ 38. VEHICLES
38.1. Employees required to operate a vehicle shall possess a current valid driving licence. All such users shall abide by the Motor Vehicles Act, 1988 and the rules and regulations of the concerned States.
38.2. Only Employees authorised to use the vehicle shall operate it.
38.3. All Company-owned vehicles shall be inspected by their users regularly and undergo regular maintenance.
38.4. On finding any deficiency or damage, users shall immediately inform their supervisor/manager and cease using the vehicle until repaired.
38.5. Users shall carry out basic maintenance at their own cost, including checking and replacing engine oil, topping up engine coolant, maintaining proper tyre pressure and notifying the Company of any major repair requirement.
38.6. Fuel costs will be reimbursed by the Company upon submission of a valid fuel receipt as prescribed from time to time.
38.7. In the event the vehicle is involved in any traffic violation or accident, the operator shall immediately report the incident to the Company.
§ 39. DRUGS AND ALCOHOL
39.1. We strive to protect the health and safety of every person at the Company. Drug and alcohol use can affect a person's ability to work safely and creates risk to workers and the work atmosphere.
39.2. Whenever Employees are working, operating any Company assets, present on the Company premises or conducting Company-related work offsite, they are prohibited from:
39.2.1. Using, possessing, buying, selling, manufacturing or dispensing any illegal drug.
39.2.2. Being under the influence of alcohol or any illegal drug.
39.2.3. Possessing or consuming alcohol.
39.3. An Employee taking a prescription drug is required to present a statement from the prescribing physician that the drug will not impair the Employee's work performance or safety.
39.4. An Employee who violates this clause will be subject to disciplinary action, including termination of employment, subject to applicable law.
§ 40. HEALTH INSURANCE
40.1. The Company will provide health insurance to eligible Employees and their eligible dependents.
40.2. Employees enrolled in medical insurance plans are subject to the eligibility rules and benefits outlined in each plan document and may be required to pay a portion of the premium.
40.3. On joining, Employees will receive a benefits summary containing information about premiums, benefits coverage, applicable enrolment deadlines and how to obtain assistance.
40.4. Each Employee will be notified of the annual open enrolment period, during which they may switch plans, add or delete dependents, cancel coverage or begin participation.
§ 41. SAFETY
41.1. We endeavour to provide a safe working place to Employees, in accordance with the Occupational Safety, Health and Working Conditions Code, 2020 (as and when notified) and other applicable laws. All Employees are required to maintain a safe workplace and adhere to all safety guidelines and policies of the Company.
41.2. You must participate in any programmes or training relating to workplace safety, as reasonably required or directed by Us.
41.3. You must always use/wear the requisite safety equipment as required and directed by Us.
41.4. You shall only undertake duties that are safe and which you are authorised and qualified to perform. In case of any doubt, contact your supervisor/manager immediately and seek advice.
41.5. You must notify Us of any injury or other matter that may increase the risk to the safety of you or any other person or property at Our workplace.
§ 42. EMERGENCY EVACUATION
42.1. In case of any emergency evacuation at the workplace, the following guidelines shall be followed:
42.1.1. Always follow the instructions of the person/department authorised to act during an emergency.
42.1.2. On receiving instructions to evacuate from an authorised person, do so with all safety precautions.
42.1.3. Guide visitors and staff to the way out and inform the person in charge of any persons stranded inside.
42.1.4. Do not re-enter the property unless advised to do so by the person/department in charge.
§ 43. PREVENTION OF SEXUAL HARASSMENT, HARASSMENT AND DISCRIMINATION
43.1. The Company has zero tolerance for sexual harassment and is committed to providing a safe working environment in compliance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 ("POSH Act") and the rules thereunder. An Internal Committee has been constituted under the POSH Act to receive and redress complaints of sexual harassment, the details of which are: ________.
43.2. The Company prohibits discrimination or harassment in any form, including verbal, physical and visual, based on sex, race, colour, caste, religion, ethnicity, nationality, age, disability or any other category protected under applicable law. Any Employee who believes that he/she has been harassed, bullied or discriminated against shall immediately report the incident to their supervisor, the HR team or the Internal Committee (in case of sexual harassment). Supervisors and managers shall report any such incident on becoming aware of it. The HR team and/or the Internal Committee shall take prompt and appropriate action in accordance with the applicable law and the principles of natural justice.
43.3. An Employee may report any harassment or discrimination to HR, the senior management or the Internal Committee of the Company.
§ 44. CONFIDENTIALITY
44.1. During the course of employment, the Employee will have access to information (whether or not recorded in writing or electronic form) which the Company treats as confidential or which has the necessary quality of confidentiality.
44.2. The Employee understands that the Company may possess information claimed by others to be proprietary, which the Company has agreed to keep confidential.
44.3. Access to proprietary information will be limited to those needing to know. The Employee is required to maintain the confidentiality of Company information even after leaving the Company's employment.
44.4. Employees shall, throughout their employment, handle information with integrity and responsibility and comply with all applicable record-retention policies and procedures, including how data is shared, stored, retrieved and disposed of.
§ 45. INSIDER INFORMATION
45.1. The Employee understands and agrees that, by reason of their position and the relationships of the Company, the Employee may obtain certain information that constitutes "unpublished price sensitive information" or "insider information" for the purposes of the Securities and Exchange Board of India Act, 1992, the SEBI (Prohibition of Insider Trading) Regulations, 2015 and other securities laws.
45.2. The Employee shall not disclose any such insider information to anyone, nor use it to deal in securities or to attempt in any way to profit from it.
45.3. If required, the Employee shall execute specific agreements or documents requested by the Company in this connection. Employees may be subject to criminal and civil liability for transactions involving insider information, which may also expose the Company to substantial penalties. The Company considers violations of its insider information policy as grounds for termination of employment.
§ 46. ANTI-BRIBERY AND ANTI-CORRUPTION
46.1. The Employee shall not take any action, directly or indirectly, that would result in a violation of the Prevention of Corruption Act, 1988 (as amended) or any other applicable anti-bribery or anti-corruption law, including using any funds for any unlawful contribution, gift, entertainment or payment to any foreign or domestic government official or employee.
§ 47. BREACH OF HANDBOOK AND DISCIPLINARY ACTION
47.1. Where the disciplinary action for a violation of this Handbook is not specified in the relevant clause, the Company may follow the progressive disciplinary process below, subject always to the principles of natural justice and applicable law:
47.1.1. Verbal warning: The manager/supervisor reprimands the Employee that his/her performance or conduct is unacceptable and warns against any repetition.
47.1.2. Written warning: A written warning letter describing the performance problem or conduct violation in specific detail, explaining the consequences of failure to rectify the same within the specified time.
47.1.3. Suspension: A period during which the Employee is not permitted to work, where it is determined that the Employee's performance or conduct is unsatisfactory, subject to applicable law.
47.1.4. Termination: Where the Employee is found, after due enquiry, to be in gross violation of this Handbook, his/her employment may be terminated in accordance with the employment letter and applicable law.
§ 48. GOVERNING LAW AND JURISDICTION
48.1. This Handbook and the employment relationship shall be governed by, and construed in accordance with, the laws of India.
48.2. Subject to any dispute-resolution provisions in the employment letter and the jurisdiction of the appropriate labour or industrial tribunal under the applicable labour laws, the courts at ________ shall have jurisdiction in respect of any matter arising out of or in connection with this Handbook.
§ 49. FURTHER INFORMATION
For any queries or further information about this Handbook, you may contact ________.
§ 50. ACKNOWLEDGEMENT
50.1. By signing below:
50.1.1. I acknowledge that I have reviewed the above-listed policies and guidelines of the Company and understand my responsibilities.
50.1.2. I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it.
50.1.3. I agree to abide by the aforementioned policies, and I understand that my failure to follow the policies may result in disciplinary action, up to and including dismissal, in accordance with applicable law.
Employee Name: ________
Designation: ________
Employee ID: ________
Date: ________
Place: ________
_________________________
Signature of Employee
For and on behalf of ________
Name: ________
Designation: ________
_________________________
Authorised Signatory
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