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Policy Manual Page 1

EMPLOYEE MANUAL


CONTENTS

Introduction ………………………………………………………………………………..3 Condition of Employment …………………………………………………………. 4 Code of Employment…………………………………………………………………. 6 Code of Conduct………………………………………………………………………… 8 Conflict of interest………………………………………………………………………. 9 Customer Contact ……………………………………………………………………… 12 Public Information……………………………………………………………………… 13 Work Timings……………………………………………………………………………… 14 Dress Code………………………………………………………………………………… 15 Leave Policy………………………………………………………………………………. 17 Travel Policy………………………………………………………………………………….21 Deputation Policy………………………………………………………………………….25 Overseas Travel Policy…………………………………………………………………..26 Senior Executives Car Scheme……………………………………………………… 37 Recruitment & Selection………………………………………………………………..41 Induction & Placement………………………………………………………………….44 Grades ………………………………………………………………………………………….45 Joining Expenses Reimbursement ……………………………………………….. 46 Attendance record…………………………………………………………………………47 Leave Travel Allowance …………………………………………………………………48 Medical Reimbursement Scheme…………………………………………………. 49 Mobile Phone Facility……….………………………………………………………….. 50 Group Mediclaim Insurance ……………………….………………….…………….. 51 Group Term Life Insurance …………………………………………………………… 53 Laptop Policy………………………………………………………………………………….55 Gift Policy……………………………………………………………………………………….56 Salary Advance Policy …………………………………………………………………….57 Compensatory off Policy…………………………………………………………………58 Retirement……………………………………………………………………………………..59 Outfit allowance …………………………………………………………………………….61 Relocation Policy…………………………………………………………………………….62 Transfer Policy………………………………………………………………………………..65 Local Conveyance & Miscellaneous expenses…………………………………66 Training policy…………………………………………………………………….………….68 Attendance Bonus Policy………………………………………………………………..69


Introduction

Employees play a key role in our company’s success and are our primary asset. We

seek to create an environment within the company that will inspire all employees

to feel a genuine sense of accomplishment.

ABOUT THE MANUAL

The Employee Manual has been developed to provide employees with a working

guide to understand the day-day administration of policies and practices. It is

designed to help you settle into the Company and quickly familiarize yourself with

the organization by giving you the insight into our background, our aims and

objectives, facilities and amenities, employment policies, terms and conditions of

employment, code of conduct, development and training, Performance Appraisal

process, health and safety and security and confidentiality.

In short, the Employee handbook is a compendium of all the relevant inputs of life

cycle in the Company.

The Management reserves the right to change, modify, delete, deviate from or add

policies and procedures.

We wish you a professionally rewarding association with the Organization.


Conditions of Employment

Policy Title HR Approval 01st January 2012 Conditions of Employment Effective date of

revision

Commencement of service:

Service of an employee shall be deemed to commence from the working day on which an employee reports for duty at the place and time intimated to him by the concerned manager, provided that he/she reports before noon, otherwise his/her service shall be deemed to be considered on duty from the following working day.

Scope of Service:

Unless otherwise stated, all employees shall be whole time employees of the Company and shall serve the Company in its business in such capacity and at such place or places as may be directed from time to time.

Probation and Confirmation:

Probationary period after appointment is an important phase and is necessary to assess the suitability of the employee for a permanent placement in the Company. During the probation an employee is expected to perform as per the stipulated standards of the Company.

The probationary period would normally be six months for all levels and it may be extended should the employee fail to perform to desired standards.

At the end of the probation period, evaluation for confirmation will be carried out by the immediate superior and reviewed by HOD.

Satisfactory completion of probation will be confirmed in writing.

Trainees on successful completion of training period need to be assessed for suitability in a given role in a department and based on the evaluation their services may be confirmed.


Notice period:

The notice period of an employee for cessation of service will be 1month on either side for employees Deputy Manager & below and 2 months on either side for Managers & above. During probation the notice period is 15 days for the level of Deputy Manager & above and 30 days for Manager & above.

Retainers/Off-Roll Employee:

Retainers/contract employees are those engaged by an agreement or by an appointment letter for a fixed term and whose services may arrive to an automatic closure on conclusion of the contracted period/ would call for renewal.


Code of Employment

Policy Title HR Approval 01st January 2012 Code of Employment Effective date of revision

Policy Statement:

To communicate to all employees the fundamental principles and mutual rights and obligations comprising the relationships between the company and its employees to include code of acceptable behaviours.

In its continuing effort to implement fair and effective human resource policies, guidelines and practice, ReGen intends:

To employ people on the basis of their qualification and with assurance of equal opportunity and without prejudice to race, caste, religion, color, sex, age, origin, disability or marital status.

All information about the company should be considered confidential. Employees who have access to confidential information about the Company or any other entity in the Company are not permitted to divulge or share the information for trading purposes without prior approval of the Management.

To maintain safe and healthy working conditions.

To establish reasonable hours of work.

To provide systematic and need based work related training whenever and wherever possible.

To provide salaries and employee benefits which bear a fair and reasonable relationship to the work performed.

To welcome constructive suggestions which relate to methods, procedures, working conditions and the nature of the work performed.

To permit the employees as much discretion and responsibility in performing their duties as is consistent with a well –coordinated and effective operation.

All employees should protect the company’s assets and ensure their efficient use.

To provide opportunity for employees to discuss freely any matter of interest or concern with immediate superior or department manager.


ReGen expects all its employees:

To arrive at their departments to report for work assignments on time.

To demonstrate a considerate, friendly and constructive attitude towards fellow employees

To adhere to the policies and guidelines of the Company.


Code of Conduct

Policy Title HR Approval 01st January 2012 Code of Conduct Effective date of revision

Policy Statement:

ReGen expects all its employees to conduct themselves in a manner that exemplifies ReGen Powertech as a Company. This code of conduct applies to all employees of ReGen and associated Companies.

It is the responsibility of the employee to conduct his / herself in a professional manner and to adhere to established policies and procedures.

Employees are prohibited from promoting or conducting personal or private business for gain or personal benefit.

Employees will not act in any manner that may discredit ReGen, its official, its fellow employees or themselves.

Employees shall not make any false statements or in any manner, commit or attempt to commit any theft, fraud, dishonesty in connection with the Company’s business or property.

Every Employee is responsible to uphold the Company’s image & reputation.

Employees must maintain highest levels of efficiency, morale and achievements.

Employees Responsibility towards Employee Manual

To be familiar with the HR policies and procedures that affects and governs his/her employment with ReGen and their relationships with fellow employees and supervisors.

To be familiar with any updated and/or revision to Employee Manual.


Conflict of Interest

Policy Title HR Approval 01st January 2012 Conflict of Interest Effective date of revision

Policy Statement:

No employee shall have any interest, financial or otherwise, direct or indirect, or engage in any business transaction or professional activity or enter into obligation of any nature which is in substantial conflict with the proper discharge of his/her duties in the Company.

1. Conflict of interest: “conflict” or “conflict of interest”, means a situation in

which regards for private interest tends to lead to disregard of a company

duty or interest. This policy is inclusive of all outside personal or business

relationships that affords present or future financial benefits to an

employee, an employee’s family or to individuals that the employee has

financial/business ties which may be determined by the company.

2. The following may be considered as potential areas of “conflict” and may be considered as a “conflict of interest” for ReGen employees.

Employees who may be in a position to influence company decision must refrain from relationships that may adversely affect their judgment in dealing with Company’s vendors/suppliers or with agencies.

To engage in private business or financial relationships that may

secure advantage of goods, service or influence due to the employee’s

position with the company.

To perform any service, either as an officer, director, agent, sole

proprietor, partner, stockholder, employee, paid consultant or

advisor, for another person or entity that is doing or seeking to do

business with ReGen Powertech.


To purchase, rent or lease any realty, goods and or service (including

equipment, facilities etc.) on behalf of ReGen from persons or entities

which he/she is related or in which he/she has an interest. Or to make

any such purchase or lease otherwise than generally on the basis of

price, quality and service.

An employee or his/her immediate family, acting in a private capacity

renting, leasing or selling any realty, goods, or service to do ReGen or

any of its divisions.

To use or attempt to use his/her official position or any property or

resource that may be within his/her official duties, to secure a special

privilege, benefits, or exemption for themselves or others.

3. Responsibility for Conflict of interest

If any of these potential conflicts are possible, the employee is obligated to advise his/her immediate supervisor in writing as soon as they have knowledge of the potential conflict.

If the department head is of the opinion that said conflict is of such a

nature that will hinder the operations of the department and/or the

company, then a decision will be made and an appropriate action may

be initiated to correct the situation.

4. Gifts and Gratuities:

No employee shall solicit or accept, directly or through any other person ,anything of value including but not limited to a gift, payment, loan, reward, promise of future employment, favour or service, when the employee knows or with the exercise of reasonable care, should know, that it is given to influence the

employee in the course of their employment with ReGen.

No employee shall accept gifts, gratuities or loans from any

organisation business concerns or individuals with whom the said

employee has any or may have an official relationship regarding the

business.


Any gifts received by an employee which is intended as an expression

of appreciation to ReGen shall be deemed to be the property of

ReGen. All such gifts shall be deemed to have been accepted in the

employee’s capacity as ReGen employee.

This gift policy shall not prohibit employees from accepting social courtesies at functions which they attend in an official capacity as invited guests because of their official position with ReGen. The term “social courtesies” encompasses food and beverages generally shared by large groups attending such functions.

5. Violations / Conflict of interest:

Employees found in violation of this policy and/or those employees

found to have a conflict of interest may be subjected to action as

deemed fit.

6. Disclosure of information:

Information that is obtained in the course of the official duties of an

employee shall not be disclosed by any employee unless the

employee is charged with the responsibility as part of his/her official

duties.

Employee will not either directly or indirectly, use their official

positions in the company or information obtained in connection with

their employment for private gains or personal benefits.

Any violation of the provisions of this policy may entail action, if

necessary.


Customer Contact

Policy Title HR Approval 01st January 2012 Customer Contact Effective date of revision

Policy statement:

It is the policy of the Company to provide the customer with the best possible

service. Employees are expected to treat the customers in a respectful manner at

all times.

1. Employees should always remember that customers come first and are

entitled to the same thoughtful treatment that employees would like to

receive.

2. Employees should be particularly careful to exercise courtesy and

thoughtfulness in using the telephone. The following procedure is to be

followed.

When answering the telephone, give the name of the department and

the identity of the speaker.

If the person with whom the caller wishes to speak is on another line,

ask the caller if he desires to be placed on hold.

If a caller has been placed on hold, offer to have the call returned if

the person with whom he wishes to speak is not available within a

reasonable time.

When the caller leaves a name, number, or message make sure it is

recorded correctly and give it to the appropriate individual.

When using the telephones, all employees should , when possible take

and place their own calls.

3. Employee should always carry the identity card and use the same

appropriately.


Public Information

Policy Title HR Approval 01st January 2012 Public Information Effective date of revision

Next Review

Policy Statement:

The policy of the Company is that any communication to media & public on happenings and development both within the Company either in India/abroad shall be made only by the Corporate Communications duly approved by the Managing Director of the Company.


Work Timings

Policy Title HR Approval 01st January 2012 Work Timings Effective date of revision

Policy Statement:

The normal working hours for the Corporate office and branch offices at other locations will be from 09.30 hrs - 18:30 hrs from Monday – Saturday, 1st Saturday of the month will be a non-working day.

Employees at TADA factory work in 3 shifts between 06.00 a.m- 2.00 p.m , 2.00 p.m- 10.00 p.m , 10.00 p.m to 6.00 a.m . General shift operates between 09.00a.m – 05:30 p.m. on all six days a week (other than Sunday and notified holidays).

Site / Field locations may have different working hours.


Dress Code

Policy Title HR Approval 01st January 2012 Dress Code Effective date of revision

Policy Statement:

All employees will be required to dress appropriately in keeping with the standards of ReGen PowerTech Private Limited. Personal appearance and hygiene play an important role in projecting a professional image in the community and to the customers we serve.

1. Gentlemen: Full Sleeve/ half sleeve shirt, trousers and shoes.

2. Lady employees: Sarees / Salwar kameez / Slacks, trousers.

3. Examples of what is inappropriate

Tightfitting slacks/trousers , Sleeveless

Sports Wear

Shorts

Mini or extremely short skirts

T-Shirts

4. Casual: Employees may wear casual clothes only on Saturdays.

5. Uniform: Site, factory employees must wear uniforms as described below along with Safety PPE. At Factory: Round neck T-Shirt, blue overcoat and blue trousers with safety shoes. At Site: O&M Employees: Round neck T-Shirts with blue trousers with safety shoes. Raincoat is also provided. Project site employees: Round neck T-Shirts , blue trousers & dangari (overhaul) with safety shoes. Raincoat is also provided.


ANNUAL SCALE OF UNIFORM

only for personnel of Maintenance & Ovens Group

6. The uniform will be issued as per above scale to an individual. On transfer to

another location, the date of last issue of each item of uniform will be

mentioned on the transfer mail by the department directing the move. New

uniform will be issued when due as per the above periodicity. Proper record

and accounting of issue of uniform, to each individual will be kept at each

location under arrangement of site in charge /HOD. At the end of the year

the holding, issue and accounting of uniforms will be subject to audit.

Sno Dept Pant nos T Shirt nos Coat nos Shoes pairs

Rain coat nos

Over all nos

Exec.uniform

Pant nos

Shirt nos

1 O&M 03 04 03 01 01 - - -

2 Projects - 03 - 01 01 2 - -

3 Tada personnel

02 03 01 01 - 2 - -

4 Corporate - - - - - - 2 2


Leave Policy

Policy Title HR Approval 01st January 2012 Leave Policy Effective date of revision 05th December 2012

Policy Statement:

The leave policy of ReGen Powertech is to establish specific guidelines on leave

accruals and appropriate utilisation of leave of all permanent employees .This

policy is to facilitate employees to avail leave in order to ensure a balance between

personal & professional life. All full time employees of ReGen are eligible.

Privilege Leave: (PL)

All permanent employees of the company are eligible for Privilege leave (PL) of 15 days per financial year.

PL is credited in to the account of the employee on 01st April every year.

PL can be accumulated up to 90 days for all levels and accumulation beyond 90 days will be automatically encashed along with April salary.

PL may be prefixed/suffixed with holidays. Meaning, If Monday is a notified

holiday and an employee is availing leave from Saturday to Wednesday, then

PL is deducted for 3 days only excluding Monday.

PL cannot be combined with any other leave except maternity leave.

Break up of PL will be allowed thrice in a year. In case of technician level it will be relaxed on case to case basis.PL may be availed 3 days at a time and the total PL may be broken to 3 times in a year.

Prior approval must be obtained for availing. In case of illness, marriage of self or examination during the first 12 months of service, specific approval from HOD shall be obtained and forwarded to HR.

PL may be availed on completion of one year of service in the company. For availing LTA, PL must be availed to a minimum of 3 days from the level of Assistant Manager & above.

Fresh entrants of the Company are eligible to avail leave after completion of 1 year.


Casual Leave: (CL)

All permanent employees are eligible for 6 days casual leave in a financial

year.

Employees joining during course of the year shall be entitled to casual leave

on pro-rata basis.

More than 3 days of casual leave may not be allowed at any time.

Casual leave cannot be combined with PL & SL . It is non- cumulative. Any balance of leave shall lapse at the end of the year.

Casual leave may be prefixed or suffixed with Sunday, weekly holidays or public holidays.

Casual leave is non- encashable.

Sick Leave: (SL)

All permanent employees of the Company, inclusive of employees on ESI

are eligible for 6 days Sick leave in a calendar year.

Employees joining during the course of year shall be entitled to sick leave on

pro-rata basis.

Sick Leave will get credited on 01st April of every year.

Sick Leave may be prefixed/suffixed with holidays.

Sick leave is non-cashable and cumulative up to 30 days. Accumulation of such leave beyond 30 days shall be at the discretion of the Management.

Sick leave beyond 2 days needs to be submitted along with the medical documents along with the leave application.

In an exigency where an employee is bedridden or advised, rest for a period more than 6 days, the leave above his /her eligibility will be dealt with on case to case basis in consultation with the functional Manager/HOD.

SL cannot be combined with any other type of leave, however in special case, it may be combined with PL on prior approval of sanctioning authority/MD.


Maternity Leave:

Maternity Leave is granted to lady employees who have worked minimum of 90 days prior to the expected date of delivery.

To facilitate safe delivery of an employee, 12 weeks (84 days) of maternity leave shall be permissible out of which 6 weeks prior to delivery & 6 week after the date of delivery.

In the event of miscarriage, the employee will be eligible to avail 6 weeks of leave.

For availing leave for the above, the employee is required to submit a medical document from Gynaecologist/obstetrician

Employees who are covered under ESI will not be eligible for the above leave.

Maternity Leave can be combined with privilege or sick leave.

Leave without Pay:

Any notified leave/’weekly off’ falling with in such period, shall be treated as leave without pay.

Prior application/approval for such leave is essential and the employee may proceed on such leave only after the leave has been sanctioned by the sanctioning authority.

In exceptional cases, the Management may grant without pay.

Encashment of PL:

Unutilised leave is encashable only at the time of termination of employment (by virtue of retirement or resignation).

PL over and above the accumulated limit may be encashed. However, any tax liability arising out of Encashment will be borne by the employee.


Employees will be eligible for the following category of leave during the year.

1. Technicians

Type of Leave No of calendar days

Accumulation up to

Casual Leave (CL) 6 Nil

Sick Leave (SL) For those who are not covered in ESI

6 30

Privilege Leave(PL) 15 90

Remarks: OT wages are not part of Gross pay.

2. All other levels

Type of Leave No of calendar days

Accumulation up to

Casual Leave (CL) 6 Nil

Sick Leave(SL) (only for Non ESI members)

6 30

Privilege Leave(PL) 15 90

Maternity Leave(only for non-ESI)

84 Nil

Leave towards Professional Growth:

Should an employee appear in an examination which is related to existing job

function or improving qualification for professional growth, they may apply for

special leave for the dates of examination only and to avail such leave, one must

enclose the examination schedule / hall ticket along with OD (On-Duty ) application

through respective HOD to HR .

This may be considered on case - case basis.


Travel Policy

Policy Title HR Approval 01st January 2012

Travel Policy

Effective date of revision

29th August 2012

Policy Statement: Domestic

Objective:

The Travel norms mentioned herein are general guidelines for ReGen and

associated Company. These norms are to be strictly adhered to at all times.

However, the Management reserves the right to allow special sanction in specific

cases where such a sanction is deemed necessary on a case to case basis.

Definition of Terms:

The lodging expense means the charges payable to the Lodge for stay

inclusive of all taxes applicable.

Boarding expenses means the expenses incurred on food and beverages.

Local Conveyance means the mode of conveyance that can be used by a

employee for commuting between point of stay/origin and railway

station/bus station/airport as well as that can be used by him/her while on

outstation duty.

Incidental expenses are fixed for a tour and are not applicable on daily

basis(applicable for Overseas Travel only).

Daily expenses refer to out- of pocket expenses like refreshments, self-

entertainments, reading materials, portage, tips/rounding off expenses in

hotels/lodges/travel and other expenses which may not be categorised as

per accounting norms. Daily expenses shall be claimed if the stay in a place

is more than 6 hrs in a day.

Norms & Explanation:

The Lodging expense shall be applicable if the tour consists of more than 8

hrs in a day.


It is preferred to avail the facility of Company approved hotels and airlines

subject to availability.

Budget airlines shall be used by all categories to whom such mode of travel

is allowable.

For those who are stationed & working at TADA and when they visit

corporate office & similarly for those who are stationed at corporate office

and when they visit TADA, the following norms are applicable:

The lodging expense cannot be claimed if guest house is allotted. If

guest house could not be allotted, the lodging eligibility shall be

claimed.

The boarding expenses can be claimed as per the travel norms

Daily & Incidental expenses may not be claimed.

Local Conveyance is applicable as per travel norms.

PRE TRAVEL PROCEDURES

Sanction for Travel: Travel for all personnel will be sanctioned by the HOD,

prior to undertaking the travel by the employee. The sanction could be

obtained via email also. Sanction for Foreign Travel will be approved by the MD.

Travel Advance: Travel Advance may be approved by HOD before forwarding to

Accounts Department for payment. The format for approving advance is

attached at Appendix A.

Intimation to Travel Desk: On getting HOD’s approval, employee may approach

Travel desk by mail for assistance. Whereas this is recommended for air travel.

However employees for travel by train/ bus, may book on their own.

Lodging at Duty Station: In case an employee is travelling to an outstation

where ReGen offices exist, he shall intimate the concerned office admin

staff/site about his arrival. It would be the responsibility of the receiving

office/site to arrange for accommodation/transport requests of the employee

coming on duty, based on his entitlements. Regen employees going to

outstations where Regen does not have a presence will arrange for their own

accommodation within the prescribed limits given in the Table.


Availing Leave during Duty Travel

Reimbursement for leave, other than due to illness during travel, will not be

permissible during travel.

Cancellation of Accommodation/Tickets

Cancellation of accommodation at the guest house/ hotel well ahead of

occupancy is the responsibility of the individual employee.

The onus of ensuring timely cancellation of tickets lies with the individual

employee.

In the event of “No Show” for tickets booked and the amount lost there by the

company, will be debited to the individual employee.

Travel claim must be supported with documents as may be applicable to the

concerned category. However, this list is not exhaustive and all other supporting

documents like travel ticket copies/details may also be enclosed wherever possible.

a. Boarding pass, in case of air travel. b. Lodging bill (for “with bill” category) c. Boarding bill (for “with bill” category)

d. Bill for Car/taxi duly mentioning all details of travel like origin, destination, opening time and closing time, day wise.

(The Metros are Chennai, Mumbai, Kolkata, Delhi, Bangalore, Ahmedabad, Pune and Hyderabad). The following stations are identified as A Category:- Nasik, Chitradurga , Jodhpur, Coimbatore, Rajkot , Jaipur , Trichy Aurangabad, Mangalore, Salem, Vadodara, Madurai, Satara ,

Bhubaneswar, Hubli, Mysore, Trivandrum, Bhopal, Nagpur, Udaipur All other places/stations shall fall in “others” category.

If the train journey is more than 10 Hrs. then air travel may be used. If the

destination is only an overnight journey then preferred mode of journey should be

train only.

All norms are subject to changes and revisions by the management from time to

time.


Laundry at actuals if the stay is more than one week.

The above policy is not applicable to drivers.

Entitlement for expenses for Domestic travel:

Grade/Designation

Travel

Lodging Boarding Local Convey

ance (car-with Bill)

With Bill

Without Bill

With Bill

Without Bill

Daily Exp

Air Train Metros

A cities

Others

Metros

A cities

Others

Trainee Technician, Technician, Senior /Master Technician & others

- SL 800 650 500 50% of

with bill 250 200 150

60% of with bill

100 Public Trans port

Diploma Trainee, GET, Mgt Trainee, Jr.Engr, Jr.Exec, Assistant

- SL 900 750 600 50% of with bill

300 225 175 50% of with bill

150 Auto Rick

shaw

Engineer, Sr.Engr, Executive, Sr.Exec

- IIIAC 1400 1000 800 50% of with bill

350 300 200 50% of with bill

200 Auto Rick

shaw

Asst Mgr, Dy.Mgr,

Manager - IIIAC 2250 1750 1250

40% of with bill

500 350 250 40% of with bill

300 Non A/C Car

Sr.Mgr, Regional Mgr,AGM, DGM

Eco IIAC 3500 3000 2750 30% of with bill

700 500 300 30% of with bill

350 A/C CAR

GM, Asst Vice President

Eco IAC 4000 3500 3000 30% of with bill

800 600 350 30% of with bill

500 A/C CAR

Vice President, Sr.Vice President, Director, President

Eco - Actuals - Actuals - 600 A/C CAR


Deputation Policy


Deputation Policy


Objective: To lay down guidelines for employees who are sent on deputation of the Company

1. Outstation stay of duration of more than three weeks (21 days) and not

exceeding 60 days in a particular location will be considered as Deputation. 2. The concerned HOD shall send a written communication to the HR Dept

giving details of the employee to be deputed along with the period required

and the justifications for the same.

3. During deputation, Deputation Allowance will be payable as per the table

below. The same will be payable along with the salary of the said employee

as applicable at Sites .

4. If guest house accommodation is not available, the employee may stay in a

hotel and claim Lodging expenses as per his eligibility in the Travel Policy.

5. The Deputation Allowance referred to in para 3 above is as follows :

Designation Deputation allowance in Rs.

NM1 TO NM5 Rs. 1000 /- per month

DT to GT Rs. 2000/- per month

M1 to M3 Rs. 3000/- per month M4 to M6 Rs. 4000/- per month

M7 to M9 Rs. 5000/- per month M10 to M13 Rs. 6000/- per month

6. If the assignment is more than 90 days at a particular location, it shall be

considered only as “Transfer” after which the payment of Deputation Allowance

will cease.


7. Where the assignment exceeds 60 days and the excess period is less than a

month, Deputation Allowance will be paid if the approval of the Management is

obtained for the excess period with justifications.

8. Whenever an employee travels to Site or places where we have Branch offices,

prior permission from Management has to be obtained before booking

accommodation at a Guest House/Hotel and the same should be done with the

support of Site personnel/Branch officials. If the Site official does not book, then

the employee may book the hotel within the eligibility limits.


Overseas Travel Policy


Overseas Travel Policy


Objective:

This policy provides the procedure for overseas travel.

Eligibility: This policy is applicable to all employees who travel overseas on Business / Project assignment/ Deputation / Training for business reasons EXPLANATION OF TERMS IN THE POLICY:

Norms & Explanations:-

(a) All those who proceed on foreign travel shall be eligible for local conveyance by taxi to airport and airport to residence/office.

(b) The foreign travel norms are applicable from the time of boarding the flight in India to the time of arrival back in an Indian airport.

(c) In case of stay in India at any station, waiting for an onward domestic flight to reach the head Quarters, the domestic travel norms shall be applicable.

(d) For the first time overseas travellers, the Management may at its own discretion, provide such employee with befitting dress code and travel kits.

(e) Employee’s nominated for assignment must possess valid Indian Passport. In case such an employee does not possess a valid Indian Passport, the management may, at its own discretion, arrange to obtain the same at the cost of the company by whatever mode like tatkal etc.


(f) Employees proceeding abroad will be insured based on age / designation / duration of travel.

(g) Should the Employee purchase articles at their own cost for self and family

the individual shall bear the responsibility for risk and cost, if any ,of handling the article for carriage/transhipment to the place from the point of purchase including compliance with legal, statutory and customs provisions as may be applicable from time to time . In case of any dispute/ penalty/legal proceedings, the same shall be handled and settled by the individual concerned and the company/Management shall not be held responsible /liable/party to such disputes or related issues whatsoever.

Types of Stay

Period of Stay for 1-15 days is known as “Short term”

Period of Stay from 16 – 90 days is “Mid-term”

Period of stay above 90 days is called “Long Term”/“Deputation”

Foreign Travel General Guidelines:

1. The guidelines given herein shall cover all employees’ and are applicable for all types of foreign travel. Based on the duration of the travel, it is classified into Short term, Mid-term & Long term travel/ deputation.

2. In order to obtain visa for the country of travel, it is mandatory that all the employees ensure that they are in possession of following documents with validity: a. Indian Passport with current residential address and ECNR (Immigration

Clearance Not Required) stamp. Concerned employees must keep track of the expiry of the current

validity of the Passport and renew well in time. Employees must ensure that their passports are valid for a minimum

of 6 months when applying for visa. It is critical to ensure that adequate numbers of blank pages are

available for stamping of the visas.

b. Original Birth Certificate, with name of the employee as in the passport and in English Language.


c. Marriage Certificate, with name of the employee and in English Language.

d. Educational Qualification Certificate in original and in English. e. Receipted copy of originals of Income Tax return filed for last 3 years and

if the same is not available, then duplicates original copies of salary certificates for last 3 years in the Form 16A.

3. The employee, who is nominated to travel overseas, shall fill in “Foreign Travel Requisition” and obtain approval & sanction, as specified therein.

4. All travel bookings shall be made through Company’s official Travel desk.

5. Lodging (Accommodation expenses) shall be arranged and paid for by, when an employee travels on deputation or training. Whenever the Company has its own residential accommodation /guest house, The employees are compulsorily required to stay at the Company’s premises, wherever such arrangements are available.

6. In case the accommodation is not arranged prior to departure then employees may make his/her own arrangements.

7. The local conveyance expenses from Airport to place of stay or hotel as well as conveyance expenses incurred for official work while on duty shall be paid at actual, when supported by bills.

8. In case of deputation or training, the employee shall use public transport for commuting to overseas office, alternatively should the overseas project office provides a car the employee may use the same.

9. All expenses incurred during overseas travel shall be supported by bills.

10. Applicable Airport taxes will be borne by the Company. If the ticket is sponsored / provided by the client, then the airport taxes will be reimbursed to the client by the company.


11.The employee should use the facilities of the visiting office for

communication through phone/fax/e-mail, etc. for official purpose. In case this facility is not available, the telecommunication charges for official purpose can be claimed at actual supported by bills.

12.The class of travel shall be as below:

Grade Country Country Inland travel MD/JMD/ President/ Director

Business class Economy Class

Others Economy Class Economy Class 13. Employees travelling overseas should make sure that they are covered by

overseas travel insurance policy for their stay.

Features of the individual travel insurance plan

When you travel abroad on business or holiday Star Travel Protect insurance policy

provides you coverage for the following exigency:

Emergency medical expenses

Repatriation in case of medical emergency

Repatriation of mortal remains

Any dental emergency expenses following an accident

Compensation following accidental injuries

Loss of your checked in baggage(up to the limits)

Reasonable expenses incurred for obtaining new passport

Flight delay

Missed departure/connection


Hijack distress

Expenses on emergency purchases of consumables due to any delay in handing over your checked in baggage by the carrier for more than 12 hours

Pecuniary loss on cancellation of your trip due to any accidental bodily injury/death of a family member

Any Legal Liability that maybe fastened upon you, if you cause any bodily injury or property damage to any third party

14. In consultation with concerned overseas project office, the employees

travelling abroad must ensure that they obtain the right type of visa, so as to undertake the assignment without violating the Govt. rules of the visiting country.

15. If any international sector in the air ticket is not utilized, employee shall

submit the same within 7 days of return.

16.The employee would travel overseas by company approved airlines, for the sake of safety, security and reliability. The same applies to employees’ spouse, if his/her ticket is borne by the company. If employee has to travel by any other airline he/she should take prior sanction of the management.

17.Prior to departure, the employee will be paid foreign exchange commensurate with applicable PDA and anticipated expenditure. If this amount is not utilised, employee needs to return the foreign exchange within seven days after returning to India. If during the overseas travel the employee is likely to experience shortfall of foreign currency, he /she need to contact immediate supervisor/Travel dept.

18.Immediately after reaching the destination during onward journey, the employee shall intimate to the management as well as her/his immediate superior about safe arrival per telephone/e-mail/fax. An employee should also advice contact details from viewpoint of communications to this office.


19. Prior to departure, the following action must be taken by every employee while visiting overseas country: - Settlement of old dues/advances in Rupee and Foreign currencies. - Give photocopies of air tickets, visa expenses and all such bills in

connection with the overseas visit to Accounts Dept. so as to enable them to raise the invoice on the concerned Division on time.

- If the employee fails to settle the advance, company shall adjust the outstanding amount against his/her salaries. If the specific advance has been granted to the employee prior to the deputation, the same shall be adjusted against his/her future per diem allowance in the coming months.

- Employee shall settle Per Diem Allowance through Tour Expense Report on monthly basis without fail, while on overseas assignment.

20. The visiting employee must forward fortnightly report (i.e. brief description) per e-mail or fax to the manager concerned. For short duration of visit i.e. 4 to 8 weeks, such reports be sent on weekly basis.

21. Air ticket and Medical Insurance for Spouse in case deputation for one year and above will be provided by company.

APPROVING AUTHORITY:

For overseas business travel of employees, the approving authority will be as

under:

Category Approving authority

AVP/VP MD

All other levels MD/JMD/President/Director

The Foreign Exchange (forex) advance will be issued to an employee as per his/her

entitlement.


Types of arrangements:

1. Company/client arranges the accommodation, food & transport facility for

the deputed employee and the employee will be eligible for per diem

expenses only.

2. In cases of short term travel or mid-term travel, the company shall not

arrange accommodation, food & transport, the employee has to make

necessary arrangements and settle all the payments by the for ex received

as advance from the travel department which is calculated based on the

days of travel & stay.


Travel Eligibility:

Entitlement during overseas travel

Grade/

Designation

Air

Travel

Lodging* (To be

supported by bills)

Boarding per day (To be

supported by bills)

Daily

Expenses

Incidental Expenses per Tour

Local

Conveyance (Taxi –with Bill)

Trainee, Junior Engineer,

Engineer, Senior Engineer

Eco

Euro 60 On twin sharing Basis

Euro 25

Euro 12

Euro 5

Taxi/Local Bus/Train

Assistant Manager, Deputy

Manager, Manager, Senior

Manager

Eco

Euro 76 On

twin sharing Basis

Euro 25

Euro 15

Euro 8


AGM, DGM, GM

Eco

Euro 96/115 USD per diem On

twin sharing Basis

Euro

30/36 USD

Euro

20/24 USD

Euro 10/12 USD


AVP, VP, Sr. VP, Director, President

Eco

Euro 150

Euro 100-150

Actuals

Euro 15

Taxi

The advance against “Per Diem allowance” will be calculated on the basis of

number of nights for which hotel accommodation is required during the tour.


Accommodation arrangement during overseas deputation/Training:

For short term business travel, the Company shall arrange "Reasonable standard of hotel or shared apartment type of accommodation.

In case of shared apartment, it will be minimum of "One furnished bedroom with attached bathroom with common furnished kitchen."

In case of an apartment, the shared accommodation shall be only for

same gender of employees.

If the accommodation is not provided by the overseas company for

short term/mid-term ie. 2 weeks-1 month, the employee shall pay the

hotel accommodation expenses on actuals & must produce the bills

on return.

Holiday Break during overseas deputation for one year or more:

1. An employee shall be allowed holiday break to come to India and return back to place of deputation, subject to the following:

1.1 The duration of the deputation is 6 months or more completed.

1.2 The employee has not taken his/her spouse to the place of deputation, availing the facility of to and fro air ticket expenses by company.

1.3 The holiday break shall not exceed 2 weeks, inclusive of days of

departure and return.

1.4 The supervising manager in the country of deputation is agreeable for the holiday break, without affecting the purpose/objective of deputation.

1.5 The holiday break from the date of departure until the date of return to the country of deputation shall be treated as “vacation” on prior sanction of management.

1.6 In case of any type of holiday break, “per diem allowance & local

conveyance expenses shall not be payable from the starting date of


the break in the country of deputation until the date employee

returns to that country and resume duties on the following day.

2. It will be desirable that the employee obtains the confirmation of

supervising manager in the local country than the concerned overseas office

would bear to and fro air travel expenses.

3. The employee, who has taken his/her spouse to the country of deputation

availing to and fro air travel expenses by company, will not be entitled to

above official holiday break to come to India; however, he/she will be

entitled to take holidays at his/her own expense.

3.5. In case of unavoidable Casual & Sick Leave, granting of per diem allowance

shall be at the discretion of the Management. The employee on overseas

deputation is advised not to take any casual leave, unless and until it is

completely unavoidable. In the event of sickness, an employee is entitled to

take Sick Leave during deputation. However, it must be taken as per the

bare necessity. In each case, local Supervising Manager and the

Management must be informed in writing (e-mail) and sanction obtained.

This clause applies to both Short & Long Term deputations.

Other Conditions for Foreign Travel

Employee would agree to abide by all the rules and regulations of the

company and shall not resign from the services of the company, while on

deputation outside of ReGen. However, if he/she does so, the company shall

take following actions:

To ask the employee to refund full to and fro fare granted to him/her for

his/her spouse or for official break as also overseas travel insurance

expenses and to refund his/her return journey ticket to the Company.


To hold the payment of his/her whole salary, till final clearance of his/her

account is done.

The company will not pay incentive or bonus amount, if due during

his/her notice period of resignation.

To reserve the right to levy any such further penalty, which company

management deems appropriate.

The management could consider putting certain pre-conditions on

employees traveling on L1 or H1 visa. These pre-conditions shall be

advised to the employee concerned directly.

Special Leave after return from Foreign Travel

A special leave of 5 days can be granted to an employee at the discretion of the

management after an overseas deputation exceeding continuous three months.

1. This leave can be taken within 3 weeks after coming from the overseas

assignment.

2. This is a special leave and cannot be affixed/suffixed/ with other type of

leaves Earned, Casual and Sick leaves.

Submission of Tour Expense Report (TER)

Expenses incurred on official tour in Indian Rupees or Foreign Currency shall be

submitted in the report as per format given within ten days of returning to India.


Senior Executives’ Car Scheme


Senior Executive’s Car Scheme


Policy Statement:

Under the Scheme the Company provides eligible employees in various grades as mentioned below with a Car, financed through a leasing company.

1. Eligibility:

A. Employees of Grade M-8 (Assistant General Manager) and above, who have completed minimum six months of ReGen service are eligible to enter into the Scheme.

B. The scheme provides for varying monetary limits depending upon the Grade/Designation

Eligibility Limit:

S. No Grade Designation Eligibility limit as per the policy. (Besides car showroom price, includes costs towards Registration, Insurance & Taxes )

(Rs. in Lacs)

1 M-8 AGM 7,50,000

M-9 DGM

2 M-10 GM 10,00,000 M-11 AVP

3 M-12 VP 14,00,000

M-13 Sr. VP


2. The Scheme:

C. The Scheme is for a period of Four year term (Lease Period).

D. Eligible employees may be admitted to the scheme by the Company on request by the employee on completion of six months service in ReGen. The admission into the Scheme, however, is at the discretion of the Management.

E. On admission to the scheme and before allotment of the car, should the cost of the car exceed the maximum permissible monetary limit for the grade, the amount in excess of the maximum permissible monetary limit will be borne by the employee and paid to the company. Please refer to the table.

F. The car will be registered in company’s name. The Company shall bear the cost of registration, taxes and insurance till transfer of the Car to the employee.

3. Agreement:

G. As and when the car is allotted, the employee will be called upon to execute an agreement with the company.

4. Transfer to Employee:

J. On conclusion of the lease period, the employee has to buy the car at the value determined by the leasing company in respect of leased cars or at a depreciated value if bought by the company. The car will then be transferred in the name of the employee

K. As a member of the Car Scheme, should the employee get promoted to next level, he may continue till the term of the scheme (four Years) and retain the same car. However, by virtue of his elevated designation, he may become eligible to receive additionally the differential amount in the EMI as added incentive or he may opt for a foreclosure of lease by remitting the balance amount due to leasing company and subsequently opt for higher eligibility – car/amount.


5. Transfer on Exit:

L. Should the employee leave the services of the company during the lease period and was a member of the Senior Executive Car Scheme, such an employee will have to take possession of the car by foreclosing the lease by paying the amount as determined by the leasing company. However, such an employee may also have an option to identify a suitable buyer to whom the car may be sold to realize the amount. The car cannot be either assigned to the Company or handed over to the Company.

6. Maintenance of the Car:

M. The employee will be responsible to keep the car in good running condition and bear the cost of spares, tubes, tyres, repairs, maintenance, painting, servicing etc., as required from time to time. If in the opinion of the Management, the car is not maintained in proper acceptable condition, the employer shall have the option to remove the said employee from the Scheme & direct disposal of the car.

7. Provisions of the Scheme for beyond eligibility limits:

N. Should a member opt for a car whose “ on the road” cost is beyond the eligibility limit of that particular grade, then the Company may permit such an employee to remit the excess amount through EMIs through the term of the scheme (four years) for ex:

For AGMs/DGMs eligibility limit is 7.5 lacs. EMI option available if the cost of the car is limited up to 8.5 lacs (one lac in excess)

For GMs/AVPs eligibility limit is 10 lacs . EMI option available if the cost of the car is limited up to 12 lacs ( Two lacs in excess)

For VPs/Sr VPs eligibility limit is 14 lacs. EMI options available if the cost of the car is limited up ot 17 lacs.(three lacs in excess)


O. Should a member opt for a car whose cost is beyond the limits as mentioned above, then such an employee will have to remit 25% of the excess amount with the Company before taking possession of the car. For example – the eligibility of the employee is placed at Rs. 10 lacs and he/she opts for a car whose cost on road is Rs. 18 lacs ( 8 lacs above the eligibility limit) then he will have to remit Rs. 2 lacs ( being 25% of the excess price) and the balance of 6 lacs will be payable through EMI’s over four year period by the employee.


Recruitment & Selection

Policy Title HR Approval 01st January 2012 Recruitment & Selection Effective date of

revision

Next Review

Policy Statement:

To provide equal employment opportunity to all applicants, without regard to religion, caste, colour, gender and disability status.

To carry our recruitment in a transparent manner, paving no room for malpractices/unprofessional conduct, selecting the candidate based on the right qualifications, skills & relevant experience, provided he/she passes through the Company selection process.

To attract the best talent, develop & retain its employees at all levels.

Objective:

To recruit and select personnel using fair and equitable procedures and ensure that the right candidate is hired for the job.

To ensure that all departments has an approved manpower plan and recruit as per plan.

To recruit personnel with required qualifications, skills, abilities & aptitude to carry out the job efficiently.

To thrive a strong “Employer Branding” to attract the best talents in the industry

RECRUITMENT & SELECTION PROCESS:

Manpower Planning: The departmental head will provide the information and recommend forecast for the forthcoming year with justifications in conjunction with HR.

The Head – HR will discuss the manpower plans with MD for approval after discussing with concerned Head of departments. The form for Manpower


Manpower Requisition: Whenever there is a vacancy, the concerned functional manager initiates the process by filling in the “Manpower Requisition form”.

The completed form is then approved by the departmental head and on receipt of the approved requisition; it is actioned by HR.

Recruitment Sources: HR shall initiate the sourcing for the vacancy from various sources from internal candidates, Employee referral, consultants, job portal, campus hiring, walk-ins, newspaper advertisements etc.

Shortlisting of candidates: HR shall forward the candidates profiles based on the agreed job Description. On receipt of the shortlisted profiles from the concerned function, HR department would be responsible for arranging interviews / discussion to coordinate with interview panellists and make all the required administrative arrangements.

Selection Process: The candidates will be evaluated on the competencies required for each position.

Written test may be conducted for fresher’s followed by technical interview & final discussion with HR.

“Climb Test” will be mandatory conducted for Projects & O&M team after the technical interview.

For all the other functions, interview will be conducted by technical interview followed by HR interview.

Interviewer has to record his/her comments for each candidate on the “Interview Assessment sheet”. All selected candidates will be given offer letter, on joining the Company, followed by appointment letter.

Preconditions for Recruitment:

Any position would be filled up only if there is a vacancy arising out of the separation of an employee or there is a newly created position on explicit written sanction from MD using the Manpower Requisition form.

During the beginning of the financial year, all Heads of department would forward the Manpower Plan for the year for approval indicating requirements in


terms of level, number & detailed justification for every position. This would be the basic source for recruitment planning & budgeting.

Before external recruitment is sought for HRD and the Functional Head concerned would do an internal search for a possible candidate within a company.


Induction & Placement

Policy Title HR Approval 01st January 2012 Induction & Placement


Next Review

Policy Statement:

The new employee will need to know the working hours, meal breaks , dress code, job content, duties, reporting structures Company policies and procedures and that an induction programme is developed focusing on all the above. All new entrants in the Company till General Manager shall be inducted through a formal induction process.

All new entrants will undergo 3 days of Induction Training. 1st & 3rd day Induction will be provided at Samson Towers & 2nd day at TADA factory. It shall be the responsibility of HR to inform the security, reception and department head about the joining of new incumbent.

All administrative arrangements such as office space, furniture, telephone, visiting cards, basic stationary items etc will be arranged in advance by HR/Admin.

The induction process is facilitated by HR and the itinerary shall include welcome address by HR followed by department briefing by respective Managers and factory visit.

A joining circular shall be issued to new joinees in the Managerial & above cadre highlighting about his/her experience, qualifications, location etc.

The new joinees will have to submit the following documents to HR while joining the duties:

Photocopies & original educational qualification certificates

Five Passport size Photographs

Age Proof (Birth /10th or 12th School certificate)

Pan card copy

Address Proof Copy(Copy of ration card/Passport/Driving License)


Grades

Policy Title HR Approval 01st January 2012 Grades Effective date of

revision

Next Review

Policy Statement:

To understand the different grades system existing in the Company.

S.No Management Staff Grade

1 Staff (Attenders / Drivers / Security / Assistants) NM1

2 Trainee Technician NM2

3 Technician / Grade I NM3

4 Senior Technician / Grade II NM4

5 Master Technician / Grade III NM5

Trainees

6 Diploma Trainee / Other Trainees DT

7 Graduate Engineer Trainee GT

8 Management Trainee MT

Technical / Non-Technical

9 Junior Engineer / Junior Executive / Junior System Administrator/Security Supervisor M1

10 Engineer / Executive / Safety Officer / System Administrator / Front Office/Security Officer M2

11 Senior Engineer / Senior Executive / Senior System Administrator / PRO M3

Middle Management

12 Assistant Manager / Assistant Company Secretary M4

13 Deputy Manager M5

14 Manager M6

Senior Middle Management

15 Senior Manager / Regional Manager M7

16 Assistant General Manager M8

17 Deputy General Manager M9

Senior Management

18 General Manager M10

19 Assistant Vice President M11

20 Vice President / Chief Financial Officer M12

21 Senior Vice President M13

Top Management

22 Director

M14 23 Joint Managing Director

24 Managing Director


Interview & Joining Expenses Reimbursement

Policy Title HR Approval 01st January 2012 Interview & Joining expenses reimbursement


Next Review

Policy Statement: To provide guidelines to ensure prompt reimbursements for candidates attending interview from outstation & expenses towards joining in the Company.

The Company shall reimburse expenses to outstation candidates attending interview from locations different from the candidate’s workplace/residence as per eligibility mentioned below for his/her prospective position /grade in the Company . This is also applicable to employees who have joined from other locations.

Category Expenses All Trainees/Technicians/ Jr. Engr/ Jr.Exec

Sleeper/2S ( Seater Class)

Engr / Exec/ Asst. Mgr / Dy. Mgr / Mgr /Sr. Mgr/ Regional Mgr

AC 3 Tier

AGM & above Air Fare

If a candidate is required to stay overnight for the purpose of interview, he/she shall be accommodated in the guest house if available, to & fro taxi fare/auto fare from airport to office shall be reimbursed. The candidate need to submit the interview reimbursement form and attach the relevant documents as a proof of travel.


Attendance Record

Policy Title HR Approval 01st January 2012 Attendance Record Effective date of revision

Next Review

Policy Statement:

To streamline the attendance record of all employees based in Chennai, an Attendance Recording cum Access Control System is installed. It is mandatory on the part of all employees to swipe the punch card given to them for the purpose before entering the premises for duty and while leaving after the working hours. Employee Service Portal is also installed to keep the record of leave such as Earned Leave/Privilege Leave, Casual Leave & Sick Leave availed by the employee.

Practices:

Every employee will be provided with a swipe card on his/her joining the organisation which bears name, employee Number, Designation & Department and photograph.

An employee should swipe the card upon his/her entry in the office at the beginning of the shift as well at the end of the shift while leaving the office.

If an employee leaves the office during his/her working hours for official work, he/she is required to swipe the card while leaving the office premises and upon returning back.

In such case the employee is required to update early leaving or late reporting by regularising the same through ESS portal i.e. applying for (OD) Outdoor assignment with appropriate reasons.

Full day absence, if not cleared (leave/OD) will be liable for salary deduction and will be treated as unauthorised absence.


Leave Travel Allowance

Policy Title HR Approval 01st January 2012 Leave Travel Allowance


The Company would give Leave Travel Allowance (LTA) from the level of Assistant Manager & above.

PL may be availed on completion of one year of service in the company. For availing LTA, PL must be availed to a minimum of 3 days from the level of Assistant Manager & above.

LTA will be payable only after completion of one year from the date of joining. After completion of one year, EL or PL will be credited to your account.

LTA for all levels is limited to 8.33% of basic.

Unutilised LTA claim for the current year will be carried forward to next year.

In respect of employee who resigned from the service of the company or has been discharged, only pro-rated LTA will be paid. In case of resigned employees who have already availed their LTA for the current year, recovery will be made on pro-rated basis.

LTA is not applicable during training period.

If you wish to claim the tax benefits, relevant bills have to be submitted along with the claim form to HR.

Prior approval should be availed one month in advance for LTA purpose.


Medical Reimbursement Scheme

Policy Title HR Approval 01st January 2012 Medical Reimbursement

Scheme Effective date of revision

Policy Statement:

The object of this scheme is to provide Medical Reimbursement to all employees of Rs.15, 000 per annum.

Benefits:

Employees who are not covered under ESI are eligible for Medical reimbursement Scheme.

Medical Expenses would include doctor’s consultation fees, cost of medicine, clinical tests etc. for the employee, spouse, dependent children and dependent parents. Medical reimbursement claims should be supported by actual bills.


Mobile Phone Facility

Policy Title HR Approval 01st January 2012 Mobile Phone Facility


28 March 2013

Policy Statement:

The objective is to have effective communication system during and after office hours. Employees will ensure that they are available to be contacted at any time of the day in fulfilling the roles & responsibilities.

This policy is extended to all employees and the eligibility is based on the level.

Company will activate the connection through the approved service provider.

The monthly rentals and usage charges will be paid by the Company subject to a limit as fixed by the Management.

Designation Limit AVP & above Actuals

AGM - GM Rs.4000/-

Manager/Sr.Mgr Rs.2500/- Asst Mgr/Dy.Mgr Rs.1000/-

Engr/Exec/Sr.Engr/Sr.Exec Rs.750/- All Others Rs.500/-

If the bill exceeds the sanctioned limit, approval has to be sought from HOD after providing proper justification.

Facilities in the connection like roaming; STD & ISD will be decided by the Management based on the need and exigencies.

In the event of transfer or cessation of employment the employee has to surrender the connection in the company.

In case of loss of instrument by negligence, the individual has to buy the instrument at his/her cost and the same has be deposited to the Company during his/her exit.


Group Mediclaim Insurance (GMP)

Policy Title HR Approval 01st January 2012 Group Mediclaim Insurance

(GMP)


29th August 2012

Policy Statement:

The object of this scheme is to provide Health Insurance cover to the staff of the company , spouses and two dependant children towards hospitalisation.

The policy is being tied up with a professionally managed Insurance Company where the premium is borne by the Company.

The coverage is extended to employee, Spouse, and two dependant children.

Extent of Coverage:

Designation Coverage

AVP, VP, Sr. VP 3,50,000 AGM, DGM, GM, Advisor 3,00,000

Mgr, Sr.Mgr, Advisor 2,50,000 Asst. Mgr, Dy.Mgr 2,00,000

Engineer, Sr. Engineer 1,50,000 Technicians & all others 1,00,000

Benefits under the scheme:

Scheme will be applicable to an employee once he/she joins the Company.


Exclusions:

Medical expenses incurred for any of the following shall in no event be considered as medical expenses under the scheme:

Intentional self-injury

Change of sex

Intemperance due to use of intoxicating liquors and any injury, disease or illness directly or indirectly attributable to intemperance

Plastic surgery other than as may be necessitated due to an accident

Venereal disease

Beauty treatment of any description

Maternity including pre and post natal care from the 3rd delivery and onwards

Forced abortions

Dental treatment including surgery

Congenital disease

Any other expenditure in the opinion of the company as not reimbursable

Any other disease as notified by the Insurance Company.


Group Term Life Insurance (Employee Benevolent Fund)

Policy Title HR Approval 15th September 2012

Group Term Life Insurance

Effective date of

revision

Policy Statement:

To provide financial support to employee’s families in the event of death of an employee or to employees who sustain injuries resulting in Temporary/Permanent disablement.

Extent of Coverage:

The sum assured in the case of employees (level wise) is given below:

Grades & Designation Coverage

NM1-NM5 – Attenders, Drivers, Security, Assistants, Trainee Technician, Technician, Senior Technician, Senior Technician, Master Technician & Trainees ( Diploma Trainees, Graduate Engineer Trainee & Management Trainee)

3,00,000

M1-M3 –Jr.Engr/ Jr.Exec/ Engr/Exec/Safety Officer, Junior System Admnstr, Security officer, Security Supervisor,Front off, Sr.Engr, Sr.Exec/ PRO, Sr.Sys admnstr

4,00,000

M4-M6 - AM/ Asst.Co.Secy/ DM/Manager 5,00,000 M7-M9 -Sr.Mgr /Reg.Mgr/AGM/DGM 7,00,000

M10-M11-GM/AVP 9,00,000 M12-M13-VP/CFO/SR.VP 11,00,000

M14 Director/President & ED/ JMD/MD

15,00,000


Benefits under the Scheme:

Type Extent of Coverage

Life cover ( in case of death) 100% of Basic sum assured

Totally disabled due to

injury/sickness/disease

60% of Basic sum assured

Partially disabled due to

injury/sickness/disease

30% of Basic sum assured

Claim Settlement Process:

On Death of a member or in case of Total Disability / Partial Disability, the following documents need to be submitted to settle the claim.

o Claim form: Filled by Master Policy Holder and signed by the authorized signatory as defined at the Proposal stage.

o Copy of the Death certificate attested by the Master Policy Holder o Age proof o Medical Records as in case of Disability claim

In case of the Natural Death / Illness: Additional Documents required are

o Medical Certificate of Cause of Death o Hospital Records and Past medical reports of the member

In case of the Accidental / Unnatural death

o Copy of FIR o Copy of Post-mortem Report o Medical Records if any of the accident

The claim can be settled directly to the bank account of the Company. The claim can also be settled to the bank account of the dependant as designated by the Company. The claim settlement may take maximum of 7-10 working days.


Laptop Policy


Laptop Policy


Policy Statement:

The objective is to provide Laptop to employees on frequent travel/travelling most of the time outside office and Deputy General Manager (DGM) & above are also provided on need based with HOD’s approval so that the work is not interrupted at any part of the day.

HR will arrange and keep the Laptop available on the day of joining. HR will forward the requisition to Purchase with Head-HR approval. Make, model & configuration will be provided by Information Systems department.


Gift Policy


Gift Policy


Policy Statement:

The Management wishes and exchanges the happiness on the occasion of Marriage of the employee to make the employee feel part of the ReGen family.

This is applicable to all permanent employees of the company.

Employees getting married during the tenure of service with the company will be given a gift of Rs. 1000/- in the form of gift voucher. In case if the couple both are employees of ReGen , the gift will remain as Rs.1000/- only.

The gift is not applicable to employees who have resigned and serving their notice period.

For availing this gift, employee is required to submit the formal invitation printed for the occasion to HR through immediate superior/HOD.


Salary Advance Policy


Salary Advance Policy


Policy Statement:

To provide financial assistance to employees in times of need.

Eligibility: Employees who have been confirmed in the service of the Company in the grade of Manager and below are eligible for availing Salary advance.

A formal letter to HR mentioning the reason and amount for availing the loan is required.

The loan amount is calculated based on the gross salary of the employee. The loan amount should not exceed more than 3 times of the gross salary and will be deducted in 10 equal instalments from the monthly salary.


Compensatory Off


Compensatory off


Policy Statement:

To allow employees to stay off work to compensate for the work done on a non- working day for the employee or holiday.

This policy is applicable to employees up to the level of Deputy Manager.

HOD can grant Compensatory Off when the employees work on a declared National / Festival Holiday/ Sundays and on the days leave declared by the company due to exigency of work.

Comp-Off should be approved by the functional head.

Request for Comp-off duly approved should reach HR within 2 days of working.

Employees can avail comp-off for the day they have worked on any of the listed holidays, in the same month. If they are unable to avail within the same month due to exigency of work, it can be carried forward to the end of the quarter duly approved by Functional Head.

Comp-Off shall lapse if unavailed within 3 months.

Comp-off can be clubbed with any sanctioned leave (prefixed / suffixed).


Retirement


Retirement


01st December 2012

Policy Statement:

To provide benefits for employee retiring from the organisation. An employee shall retire on completion of 60 years of age or shall, however be open to the Management to relax this rule in service.

Practices:

HR shall inform the concerned departmental head six months in advance about the retirement of an employee so that succession can be planned.

The employee shall be informed in writing 6 months in advance about the impending retirement so that retirement can be planned in a methodical manner.

Benefits:

Provident Fund:

Employees provident fund scheme provides for contributory provident fund. The primary objective of this scheme is to provide financial security and to inculcate a spirit of savings among the employees and a provision of benefit after they retire from service and for their family members after their death.

All employees are eligible as per provident fund scheme irrespective of their salary and nature of employment.

Contribution as percentage of wages

Employee: 12% of basic salary is contributed to PF account

Employer: 8.33% of basic salary of employee is contributed to pension account up to Rs.6500/- and balance to PF account.


Gratuity:

Gratuity Scheme will be administered by a trust appointed by the board of directors. Gratuity shall be payable to an employee on termination of his/her employment or he/she has rendered continuous service for not less than 5 years. Gratuity is applicable on retirement or resignation or on death or disablement due to accident/disease.

All conditions and calculations as specified in the gratuity act of 1972 would be applicable; along with the relevant income tax rules as prevailing at the time of payment of gratuity.

Gratuity shall be payable to an employee on termination of his/her employment after he/she has rendered continuous service of not less than 5 years. The minimum service of years is not applicable in case of death during the employment. Gratuity calculation = (Present Salary (Basic +DA) *15* No of yrs. of service/26.


Outfit Allowance


Outfit allowance


Policy Statement:

All permanent employees of the Company are eligible for Outfit allowance. This policy is paid to employees those who travel for the first time outside the country.

The employees before travel are eligible to claim as one-time payment towards outfit to buy clothes, footwear etc. required for overseas journey. Such employees may purchase the necessary outfit and submit the bills. The eligibility is listed below:

Technicians Rs. 4000/-

Engineer/Sr. Engineer Rs. 5000/- Asst. Mgr/Dy.Mgr Rs. 6000/-

Manager/Sr.Manager/AGM Rs. 7500/- DGM & above Rs. 10000/-


Relocation Policy


Relocation Policy


Policy Statement:

To reimburse / settle the expenses incurred by the employee after joining the Company from outstation.

Applicable to all employees in Leadership, Managerial level and others.

Expenses may be claimed within 3 months of joining.

Reimbursement is subject to maximum of limits as per table given below against original receipts only.

Claim will be for family consisting of self, spouse, children up to the age of 21.

Expenses incurred for packing, transportation & insurance of house hold effects by rail, road are reimbursed subject to the following limits:

Mode of travel:


Sleeper/ 2S (Seater Class)

Engr / Exec/ Asst. Mgr / Dy. Mgr / Mgr /Sr. Mgr/Reg.Mgr

AC 3 Tier


If the travel is more than 10 hours, Asst. Mgr & above shall use Air (economy class)

for their travel.

Boarding & Lodging Expenses:

New employee may opt to stay in the Company guest House. Company will bear

the boarding & lodging expenses for first 10 days.


Find below the Guest House at various locations:

Chennai:

Elahi Manazil,2 B, 2nd Floor,47/21, 2nd Street

Sait Colony, Egmore – 600 008.

Contact Person- Vinod Kumar

Contact Number-9566244477

Landmark: Lane opposite to Madras School of Social Works.

Chitradurga : Door No 128-C , Late Subba Reddy House, JCR Ext , 6Th cross-577501

Theni : No-12,Mahatma Nagar, 1st Street Mariamman Kovil patti road, PC Patti-625531 (Kriba 9677128910)

Udumalpet: 47/1B, Govindasamy Lay out, Gandhi Nagar, Udumalpet-642154

Karad: Plot No 112, Near Ganesh Temple, Bungalow - Pawandoot, Gajanan Housing Society-415110 (cv brid)

Mayani : Vithal karupa Niwas, near Hotel priyanka place, Laxmi nagar road, Post –Mayani, Tk- Khatav Dist - Satara Pin-415 102

Mandsour: R/O No 4. Labour Colony, Road No-1, Nai Abadi-458 001

Samakhiyali: Room No 1, Laxmi Guest House, near old bus Stand -370150

Coimbatore: Sarang , 8/5 Race course, Near SIEMA Building, -641018

Udaipur: No 32,1st Floor, Vinayak Complex, B Block, Durga Nursary road,-313001

Bangalore: S-220, Rear Wing, South Block, Manipal Centre, No. 47, Dickenson Road, Bangalore-560 042


Entitlements for Transfer & Relocation expenses:

Grade Expenditure

Transfer of House Hold effects

Self, Family & Travel Train/Flight

BELOW DM

Distance less than 500 kms

Rs. 5,000 Rs. 4,000

Distance 500 to 1000 kms

Rs. 7,500 Rs. 6,000

Distance above 1000 kms

Rs. 10,000 Rs. 8,000

MGR & SR.MGR


Rs. 7,500 Rs. 5,000


Rs. 10,000 Rs. 7,500


Rs. 15,000 Rs. 10,000

AGM - GM


Rs. 10,000 Rs. 6,000


Rs. 15,000 Rs. 7,500


Rs. 20,000 Rs. 10,000

AVP- SR.VP


Rs. 15,000 Rs. 7,500


Rs. 20,000 Rs. 10,000


Rs. 25,000 Rs. 15,000


Transfer Policy


Transfer Policy


Policy Statement:

To provide benefits for employee who are transferred from one location to another.

An employee may be transferred from the regional/branch office/corporate office to another location for a period exceeding 3 months, which involves shifting of residence to a location near the place of duty. Such a change is considered as transfer.

Mode of travel:

Fare and transportation costs for employee, spouse and dependent children are listed for each level:


Sleeper/2S (Seater Class)

Engr / Exec/ Asst. Mgr / Dy. Mgr / Mgr /Sr. Mgr/Reg.Mgr

AC 3 Tier


Employee transferred shall be entitled for six days joining time to enable his/her to pack his/her belongings.

Baggage allowances will be paid on actuals for unaccompanied baggage, subject to prior approval from HR.

The employee should submit necessary receipts for the claim.


Local Conveyance & Miscellaneous Expenses


Local Conveyance & Miscellaneous expenses


Policy Statement:

This policy has been formulated for expenses incurred towards travel & expenses during the course of duty.

This policy is applicable to all employees who are in their location and travel for official purposes.

AGM & above shall use the individual Car provided to them by the Company. If not provided they can use the Company vehicle if available. If Company vehicle is not available then employees can use their own vehicle and claim as indicated below:

(a)Four Wheeler: Rs.12.00 per km

b) Two Wheeler: Rs. 6.00 per km

All other levels, they can use the Company vehicle or use their own vehicle & claim as per the norms. Depending on availability, company cars will be detailed by the local Admin staff. If Company cars are not available, Admin staff will arrange for local conveyance whenever requested by the travelling employee However, wherever possible, employees travelling on duty and arriving at an airport or railway station will make use of pre-paid call taxis/autos. At any duty station (whether permanent or temporary), if an employee is required to travel to a duty location, call taxis / auto will be used /arranged if the one way distance is 50 km or less. If the distance is more than 50 km, regular taxis will be arranged by the Admin department / site of the duty station.

For technician level, public transport shall be used. In case of movement of material, they shall use the quicker mode of travel.

For utilising the company car or hired taxi requisition should be given to the administration department duly approved by HOD.


If an employee stays in office due to work for more than 3 hours beyond their normal working hours, they can claim auto fare to go back to their residence. Those with own vehicle will not be eligible to claim this expenses.

Reimbursement of Lunch & Dinner expenses for employees while on duty & for employees who overstay.

Head of the department should approve the expenses.

Levels Reimbursement while on duty

Reimbursement for overstay

Snacks Dinner

Leadership level

Actuals Actuals Actuals

Managerial level

Rs.100 per meal Rs. 50 Rs. 100

All other employees

Rs.50 per meal Rs. 25 Rs. 50


Training Policy

Policy Title HR Approval 01st January 2012 Training Policy


Policy Statement:

To bridge the competency of employees through training, to meet the current and ever changing needs of business role by continually improving skills and competencies through training.

Objective:

To develop the employees attitude, Skill & Knowledge as per the desired level.

To provide 03 Mandays for Executive level and 07 Mandays for workmen level.

Methodology:

There are different types of methods are followed for conducting training. They are

1. On the Job Training 2. Induction Training 3. Class room training 4. Discussion method


Attendance Bonus Policy

Policy Title HR Approval

Attendance Bonus Policy

Effective date of implementation

1st Sept ‘ 2012

Objective of Attendance Bonus Policy:

To reward Technicians and Technician Trainees (hereinafter called as Technicians) who come regularly for duty with an adequate amount every month. This amount will hereinafter be called as “Attendance Bonus“.

Applicability:

This policy will only be applicable to Technicians and Technician Trainees who are on the rolls of our Company at the Tada Plant. Eligibility:

Any Technician who is present on all working days in a month will be eligible to receive an amount of Rs 300 per month.

On Duty at other locations of the Company and days availed as Compensatory Off for having worked on a Weekly Off day of the Technician will be considered for payment of Attendance Bonus.

A Technician who meets with an accident out of and in the course of employment will be eligible to receive his salary and other allowances, but will not be eligible to receive the Attendance Bonus since this payment is directly linked to physical attendance in the Plant on all working days.

Others:

The Attendance Bonus for a month will be paid in the salary of the same month.

For this purpose, the attendance for the period 1st up to 25th will be reckoned.

In case a Technician is absent after 26th of the month and is not eligible for Attendance Bonus, the same will not be paid in the following month.


In case a Technician receives Attendance Bonus for 6 months at a stretch, he will be eligible for Attendance Bonus of Rs 500 per month for the next 6 months.

However, if he does not qualify for Attendance Bonus in any month after the 6th month, and if he qualifies for Attendance Bonus in the subsequent month, he will receive only Rs 300 in that month.

This payment will attract ESI deduction as per law.

Validity: This Policy will come into effect from 1st September’2012 and continue to be applicable unless amended with the approval of the Management.