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Human Resource SOP
- 1. Saurabh.R.Jain Human Resource Grain MillsPvt. Ltd Standard Operating Procedure 1
- 2. Saurabh.R.Jain Particulars Page No. Profile3 Business & Support team 4 Road Map 5 Process of Appointment 6 Documentation 7 Our Policy 8 Agreement 25 Statutory Compliances 26 Termination Policy 27 Annexure-”A” 28 2
- 3. Saurabh.R.Jain Introduced 1997 Founder ShreeDinesh Chand Goyal Manufacturer Durum wheat,wheat products and cattle food products manufacturer and trader. Board Members Shree Dinesh Chand Goyal (Mechanical Engineer) Shree Punit Goyal (Graduate) Area served With in India & Out of India No.of Employees 53 Units 2 3
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- 6. Saurabh.R.Jain 1. Process ofAppointment • Screening • Walk in interview • Two round will be conducted Technical Round HR Round • Basic Knowledge will be tested related to :- 1. Work 2. Industry 3. General Awareness • Past Experience (if any) • Strength and Weakness • Salary Finalization 6
- 7. 7 2. Documents tobe submitted by the Employee Documents Legal Others • Joining check list • Copy of Academic Qualification • Copy of any professional Qualification (if available) • Investment Proof for income tax purpose • Bank details • Previous employment (if any) •Previous employment salary slip •Relieving certificate •Experience certificate •Form 16 • Copy of PAN card • Copy of Adharcard • Address proof • Medical certificate • DOB certificate • Passport size color photo *Employee should submit all the documents Before joining or within 30 days of joining. Saurabh.R.Jain
- 8. Saurabh.R.Jain 3. Policy ofthe GMPL Probation Period Office Timing Attendance Salary Component Leaves Travelling Agreement 8
- 9. (a) Probation Period •The Probation Period is 6 months for all employees and can be extended at management’s discretion. (b) Office Timing • Monday to Saturday: 10.00 am to 6.00 pm • Lunch Timings: 30 Minuets From 1.00 to 1.30 PM (c) Attendance • Late coming more than 30 Minutes would be considered as half day. • 5 hr. would be considered as half day. • If any employee works on holiday or on Sunday with approval of Head of department (HOD)would be eligible for one day Compensatory off .Employee have to submit application to HR before it. • For your daily attendance, please ensure to punch your finger on biometric attendance system on daily basis. • Employee of production unit Eligible for over time. • Salary will be processed on the basis of HR attendance only. • Also ensure to regularize your absent days / Leave Days before 1st of every month to avoid the salary deduction. Saurabh.R.Jain9
- 10. Saurabh.R.Jain (d) Salary Component •Basicsalary •Dearness allowance •HRA •Special allowance •Overtime •Education allowance ( For Children) •Medical allowance (For medical expenses) •Conveyance •Statutory bonus 10 * 1.For salary purpose employee should open their a/c in Axis Bank. 2.If employee appointed on CTC(Cost to company) bases then net salary will be given to the employee.
- 11. Saurabh.R.Jain Loan Short term loan againstsalary Advance salary • Advance will be given up to 70% of the Gross amount receivable. • No advance shall be given if already outstanding shows in their a/c. • Blank Cheque would be required as Guarantee. • loan will be given up to maximum 2 month salary. • Interest Rate would be charges @14% P.A • Blank Cheque would be required as Guarantee. • Loan repayment period would be maximum 6 month. • Loan amount would be deducted from the salary as per the repayment schedules. • No advance shall be given if already outstanding shows in their a/c. Short term loan will be given once in a year and employee should fill the prior application for it. 11
- 12. Saurabh.R.Jain (e) Leaves •Total 20Leaves will be allow to each employee for a year. (Except:- Sunday and National Holiday) •Unused leaves will not be carried forward. •Leaves cannot be encashed. •Maternity leave will be allowed to female employee for 90 days 12 * 1. Leaves can be availed from the start of the FY.In case of New joining leaves can be availed after 6 months of joing i.e. after probation period. 2. If any employee take excess leaves from the prescribed limit then normal salary will be deduct for the same period. 3. Employee should give 1 week prior notice for the excess leaves and same would be approved by the HR manager.
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- 15. 15 Top Level Middle Level Lower Level • Boardof Director • CEO • CFO • Department Heads • Plant Head • Team-leader • Assistant manager • Foremen Saurabh.R.Jain
- 16. 16 General Rules •This Policyapplies to all levels of employees irrespective of their location. •These rules relate to the travelling for Company’s work within India or outside india. •These rules will apply to journeys outside an employee’s normal place of work. Any official travel of more than 50 kms from an employee’s place of work (one way) would be covered by this Policy. Travel within 50 kms (one way) would be covered under “local conveyance”. •Employee should settle hotel bills directly in cash/cheque (if accepted by hotels) or against their credit cards and take reimbursement. •Employees may take reasonable advance from company to meet travel Expenses. This travel advance will be credited to the salary account of the employee or paid by cheque. •No fresh advance shall be payable to any employee who has an advance outstanding in his/her account. Saurabh.R.Jain
- 17. 17 General Rules •Employees arerequired to submit the duly approved TA Bill with “Proper supporting of expenses” to Finance Department within 7 days of the completion of their travel. If the TA Bill is not submitted within 7 days, the amount of all travel advance, if any, shall recovered from the salary of the month next to the month in which advance is drawn / amount is paid. If amount actually incurred is less than the advance taken, then the balance has to be repaid to the Company immediately along with the TA bill. Any amount due to the company as per travel advance account shall be treated as a debt due to the Company. •If due to any exigency, the travel is not done and an advance was taken for the same, then the advance should be immediately paid back to the Company. •Where the spouse of employee accompanies & stays with him/her during such Travel, then expenses will be limited to single only. Extra expenses incurred over & above what is allowed will be borne by concerned employee & should not be claimed in the TA Bill. Saurabh.R.Jain
- 18. 18 General Rules •Travel claimsshall be duly supported by vouchers. The TA bill will not be passed if the supporting vouchers are not attached. •Incidental expenses include Cigarettes, tips, cost of newspapers, normal coolie charges, boot polish etc. If any incidental expenses are included in the hotel bills paid, the incidentals permissible shall be reduced by the amount so included. •Liquor will be allowed in TA bill only in case of expenditure is incurred while entertaining Companies guests. The details of the same (Person entertained and name of Company etc.) have to be furnished in Travel bills. •Reasonable conveyance and telephone expenses incurred will be reimbursed on actual basis. •Where travel is undertaken with lodging being paid by a programmed sponsor or as part of delegate fees already paid, only daily allowance limits will be applicable. Saurabh.R.Jain
- 19. 19 Local conveyance Outsideconveyance • On Actual basis* (Rs.2.5 per Km) • Top level – Actual • Middle level – D/A Rs.600 per day •Lower level - D/A Rs.300 per day * Approved by HOD Saurabh.R.Jain
- 20. 20 For Local ForOutside • On Actual basis* (Eg.Food,Telephone,Internet, Photo-copy ,etc) * Approved by HOD Saurabh.R.Jain
- 21. 21 Hotel Booking •All stayin Hotels to be in Standard rooms only. Exceptions in this regard will require HOD prior approval. All hotel bookings in metro cities for middle level and above will be done only from Head Office admin. department. All other hotel bookings need to be within the entitlements laid down in this policy. If an employee stays in a hotel where the tariff is lower than his / her individual limits, no benefit will be given to employee for same and reimbursements will be only at actual. If hotel rooms are not available within the limits as per policy then a prior approval for stay beyond approved limits should be taken as per the following: Top Level Middle Level Lower level • From the Director • From their respective HOD • From the Director Saurabh.R.Jain
- 22. 22 Top Level MiddleLevel Lower level • Actual • For Metro:- Rs.2,500 per day •For Non Metro:- Rs.1,500 per day • For Metro & Non Metro:- Rs.1,000 per day Saurabh.R.Jain
- 23. 23 Booking of Railwayticket •Employee can book the rail ticket from the authorized travel agent or directly from railway authorities or internet booking system. The same should be claimed along with the Tour Expenses. Limit is as follows: Top Level Middle Level Lower level • First/Second A.C • Third A.C • Sleeper Saurabh.R.Jain
- 24. 24 Booking of Airticket •Air fare allowed only to “Top level management". •Exceptions in this regard will require top management’s prior approval. Saurabh.R.Jain
- 25. 25 (g) Agreement •Every Employeeshould have to sign a agreement for •Not to disclose / confidentiality • Indemnity • Solicitation • Continuous services of 1 year, {attached in Annexure – A} • If he/she breach the agreement then legal processing will be done against them. Saurabh.R.Jain
- 26. 4. Statutory compliances Saurabh.R.Jain BonusPF ESIC • Bonus will be given to each employee according to prescribed rate given in Bonus Act 1965. • PF deduction is mandatory for each employee who’s (Basic salary + D/A) is less than Rs.15,000 per month. • PF will be deducted as per EPF Act,1952. • ESIC deduction is mandatory for each employee who’s gross salary is less than Rs.21,000 per month. • ESIC will be deducted as per ESI Act,1948. 26
- 27. 5. Termination/Resignation Policy PriorNotice of 1 month and notice period will be extended by management. Retirement age is 60 yrs. Employee have to clear all outstanding prior termination or resignation. Saurabh.R.Jain * If any employee go against ethics , professionalism, and honesty then management has the power to “step down” immediately without any prior notice 27
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