2024

Human Resource
Policy
Introduction

This handbook is the summary of the policies, procedures, guidance and benefits to the
employees and organization. It is an introduction to our vision, mission, values, what you
expect from us and what we expect from you. We believe that employees are the assets of
the organization and to understand them the positive work environment play an important
role.

This Employee Hand Book(EHB) is the confidential property of FCS and any use, distributing,
copying or disclosure by any person to outsiders without any proper authorization is strictly
prohibited. Any query or doubt concerning the content of the EHB should be forwarded to
the Human Resources Department of FCS.

Applicability

This EHB will be applicable to the employees working in Finolity Consultancy Pvt Ltd w.e.f
2018. This book contains all the notices/circulars/extracts/meetings circulated earlier before
the date of validity of this handbook.

Definitions

a) “Company” means Finolity Consultancy Pvt.Ltd.(FCS) and will its branches, offices/plants
located in Gurgaon( Haryana),Patna(Bihar).
b) “Board” means the “Board of Directors” of FCS and it includes all Committee of Directors.
c) “Approving Authority” means the management/higher authority i.e. Managing Director/Di-
rector of the Company.
d) “Employee” means full time employment/retainership/interns/apprentice/Trainees or any
other employee who is working with FCS.
e) “Dependents” means the employees family dependents. Family includes employee mother,
father, spouse and children. The children age of above 24 will not be included as a Depen-
dent Children.
f) “Year” means the financial year i.e. April to March
g) “Base City” means the native location, a permanent residence of the employee.
h) “Posted City” means the work place where the employee will be posted at the time of
joining.
i) “Malfeasance” means official misconduct, an unlawful act which affects the performance
of official duties.

Recruitment

The company policy on recruitment strives for equal opportunity to all irrespective of any
distinction of gender, sexual orientation, caste or any disable applicants. All appointments
will be done
by the approval of the Director .
Recruitment strategy of FCS is strictly based on three points
Talent Acquisition, Talent Management, Talent Development
Talent Acquisition: GROWTH G: GREAT, R:Reward, O: Opportunity, W:Work,
T: Team H: Helpful
GREAT REWARD AND OPPORTUNITY OF WORK WITH TEAM AND HELPFUL ATMOSPHERE

02
This policy covers the vacant position on PAN India basis across the functions, department,
level, grade and hierarchy. The following steps are to be followed to hire the candidate:

a) The proper details will be given to the HR Department related to the candidate job
description, age, gender, salary package, no of subordinates, qualifications and experience.

b) The above details will be approved the Director/Managing Director and forward the
details to the HR Department for the further step.

c) HR Department will initiate the process of recruitment and hire the candidate from vari-
ous sources like Employment Sites, Internal Job Posting, Referral Candidate Scheme,
Campus Recruitment and Placement Agencies.

Process of Recruitment: Candidate will be searched based upon the project assigned to
the concerned department. The Department Head will send the email to the HR Depart-
ment for the proper resources.

• Academic Qualification: Minimum qualification will be considered to fulfill the need of

job responsibilities as per the vacant positions.
• Short Listing : The candidate will be short listed on the basis of criteria mentioned in the
job description. If required the Management can also considered the fresher’s candidate.

Fresher’s Candidate short listing will be done on marks obtained in the graduation or post
graduation.

• Short-listed candidate will receive the email from the HR Department regarding the
Company Profile, Interview Venue, Date, Time and other details (if required)
• After short-listing, the Interview Recruitment Cell will take the interview of the candidate
and the evaluation will be done. Interview Recruitment Cell will include the four mem-
bers i.e. Technical Interviewer/Chief Financial Officer/Director/HR Representative.
• After review and screening, the candidate will be finalized and transfer to the HR
Department for Salary Negotiation.
• Approval from the Interview Recruitment Cell will be taken and the details to be submit-
ted that the recruitment will be done in the lieu of Business Expansion or Replacement.
Based upon the discussion, the candidate will be finalized and the Offer Letter will be
issued.
• HR Department can initiate the process of “Reference Check” once the candidate will
befinalized. On the discretion of the Interview Recruitment Cell, the reference check of
the candidate will be waived off.
• After Issuance of the Offer Letter, the candidate has to provide the acceptance of the
same and submit the resignation copy to the HR Department.
• The documents given in the Offer Letter will be submitted to the HR Department on the
Date of Joining mention in the letter. HR Representative ensure that the all statutory
forms will be filled by the employee. After submission of the above the HR Department
will commence the process of the Induction and on-boarding process.

03
New Hire Travel Expenses:

For the closure of the position, if the candidate will call from outside location. The Travel
Expenses will be given as per the Travel Policy.

New Hire Relocation Expenses:

The intercity relocation expenses may be considered for critical positions at per the
discretion of the Management.

Campus Recruitment:

The above method plays very important role in the Recruitment Section. This will help to
build the cadre of the students. The company can hire the students to give the right path
and enhance their skills/abilities. The Company can hire the two ways recruitment section

a) Internships Programme
b) Campus Placement – On Roll Jobs

Induction:

a) Induction session of the organization comprises the information of the Organization

Policy, Vision, Mission, Strategy and locations details.

b) The HR Representative will give the proper induction training to the candidate.

c) The HR Representative will provide the Induction Kit, Stationary Kit, HR Manual and
Brouchers&Pamphlets.

d) First Day Lunch of the candidate will be organized by the Organisation.

Training & Development:

a) FCS is the career and long term orientation and commitment to guide and develop the
employees through the job training. To identify the training needs, the HR Representative
have to identify at three levels :
Individual Level, Department Level &Organisational Level.

b) Training Needs will be identified at the end of the Financial Year, during the Perfor-
mance Appraisal.

c) While evaluating the Performance Appraisal, Department Head will mention the details
of the training on Individual Level/Department Level or Organisation Level.

04
d) While Identify the training for the employee, the Department Head will have to check
the number of the employee attend that particular training during the year and based
upon that the plan will be prepared.

e) Proper Form or the formal email with the approval of the Director/Managing Director
will be given to the HR Representative.

f) HR Representative will coordinate and arrange the training session for the candidates.
The responsibility of the HR Representative to ensure that at least 4 people will be
engaged in the particular training.

g) With the consultation of the management, HR Representative can amend the training
session based upon the availability of the faculty and the participant.

h) In addition, the candidate who will participate in the paid training session, the proper
training bond will be signed by the employee and the duration of the training bond will
be decided by the Management.

Training Feedback:

a) After the training session, the employee has to submit the evaluator’s feedback to the
organization.
b) The Department Head will evaluate the employee after the particular training session
on quarterly basis and submit the report to the HR Department.
c) After the particular session, if the employee becomes the high-potential and benefit to
the organization, then the additional incentive will be given.

Probation and Confirmation

Probation :

a) The probation period is the two way street for an employee, where the employee
assess whether the role is suitable for them and the company is one they want to work
for.
b) The main purpose of the probation period is to bring an effective employee on board
and thorough
monitoring and performance management process.
c) It covers all the on roll new entrants in the organization and the candidate will be on
probation of six
months.

05
Process of Confirmation:

a) Appointment Letter given at the time of joining shows the clause of Probation Period.
Every Employee has to complete the Probation Period on the basis of the following
parameters. Job Knowledge, Quality of Work, Initiative and Creativity, Punctuality, Inter-
personal Skills

b) On the beginning of the six month, the email will given to the Departmental Heads for
the assessment of the new entrants on the above parameters.

c) The Department Head will assess the performance and submit the review of the em-
ployee to the HR Department.

d) Employee has to earn the minimum category of “Average” and maximum category of
“Excellent” for the confirmation.

e) Depend upon the performance of the probationers and discretion of the management,
the probationer’s compensation, grade, designation can be reviewed for motivation and
better productivity.

f) If the category earn was below “Average” then the extension for the probation of mini-
mum of 1 month and maximum of 3 months will be issued.

g) The employee has to submit the acknowledgement copy of the probation for the record
purpose.

Attendance & Leave Management:

a) Employees are required to register their attendance electronically while reporting to

work and before leaving the office through Attendance Biometric installed in the office
premises, if not done then the attendance for the particular day will be considered as
“Absent” and the deduction of pay and the leave will be done.

b) Working Days : Monday to Saturday

c) For the betterment and work life balance, the organization had introduced the flexi-tim-
ing option.

The details are as follows:

i. 10 : 00 AM to 6 : 00 PM
ii. 10 : 30 AM to 6 : 30 PM

06
d) On the note of the above, 15 minutes will be considered as “Grace Period”, and beyond 15
minutes the leave will be deducted.

e) Based upon the extreme emergency, the employees are allowed to come late till 11:45
AM for two or three occasions and if required then leave the office by 4:30 PM this will
strictly based upon the consent of the Management or Reporting Officers.

f) Beyond the above mention timings, the half day leave will be considered.

g) Employees who are on “Official Duty” (OD) or “On Tour” (OT) are requested to take the
written approval in advance from their Reporting Officer and submit the same to the HR
Department for record and attendance purpose.

h) Employee will be eligible for 2 leaves in a month and the same can be avail after the
completion of month. The leave given to the employee will be strictly based on the Date of
Joining (i.e. Pro-Rata Basis). Employee who joins on the following dates will be eligible for
the leave.

i) The Leave given to the employee will be counted on Financial Year (i.e. April to March)
and the balance as on March will be credited to the next financial year of employee leave
balance account. The leave will not be En-cashed.

j) Employee will inform in advance of 3 days before taking the leave and also specify the
reason of the leave. Absence from office without information will be treated as “Absent”
and same will attract the salary deduction.

k) On extreme emergency, the employee will inform the leave to the Reporting Officer or
HR Department via phone/message or email.

l) Marketing Department will submit the “Daily Time Report” (DTR) to their Reporting Offi-
cers and based upon their DTR the attendance will be marked. Reporting Officers will
inform to the HR Department regarding the attendance of their respective team mem-
bers/subordinate.

m) Employee who will take the leave on Saturday and Monday, then the Sunday of that
particular week will also be included.

n) It is clear state that company follows the rule “NO WORK NO PAY”and unauthorized
absent will be treated as “LOSS OF PAY”.

o) It should be clearly understood that the responsibility of completion the attendance lies
under the account of “EMPLOYEE” only.

p) Maternity and Paternity Leave for the employee will be applicable as per the Maternity
Act 1961.

q) If the employee will take the continuous leave after festival then the festival will be con-
sidered Leave.

07
r) Sunday will be treated as a leave, if the employee will take a leave on Saturday and
Monday.

Compensatory Leave:

a) Employee who work on Sunday’s/Public Holiday will be eligible for the Compensatory
Leave. Every Employee will take the approval or provide the information to their Reporting
Officer and HR Department regarding the working of the days above.

b) Employee who will on Sunday’s/Public Holiday, the lunch of Rs 100/- will be given to the
employee. The same will be arranged by the Administration Department or by the employ-
ee and after that he/she can take the reimbursement for the same.

c) To avail the Compensatory Leave, the employee has to complete minimum 6 hours of
work.

d) Before avail the Compensatory Leave, the employee has to inform in advance of 3 days.

e) Compensatory Leave will not be taken in the long period leave. For Example if the em-
ployee will take the leave on Saturday as “Compensatory Leave” and also take the leave
on Monday as Leave, then the Compensatory Leave will not be considered.

f) Compensatory Leave will be avail within the month and the same will not be credited
and lapsed after the month. For Example: If the employee will work on 26th Aug, then the
employee can avail the compensatory leave till 25th Sept, not beyond than that.

Transfer Provision:

a) The company has to right to transfer you with immediate effect either in the subsidiary
or associate of FCS or any location.

b) In case of transfer of location, the employee is eligible to take the leave of 4 days as
“Special Leave”by said leave; the employee can make the arrangement of shifting and
resettlement.

c) The employee will facilitate by the company by providing the “Relocation Grant” as the
lump sum amount of one month salary for the arrangement of shifting, school and other
miscellaneous expenses.

d) The “Relocation Grant” amount will be approved by the Director.

e) Relocation Grant will be given when the employee and his family will be transfer from
one location to another.

g) For Transferee, the clause of employment, policies and procedures of new company will
be applicable. The proper appointment letter and other joining material will be given.

08
Notices Period:

a) On Probation, the employee can resigns from the services by giving 10 days of notice.

b) On Confirmation, the employee can resign from the services by giving the notice of 30
days (i.e. one month).

c) The employee has to fill the Exit Interview Form and Clearance Form when resigned
from the services. Exit Interview will directly submit to the HR Department either in the
form of hard copy or soft copy. The HR Representative will take the Exit Interview and
highlight the reason of resignation of the employee to the Management. Management
decides and confirms if “retain” process will take place.

d) Clearance Form means that the employee have to take the clearance from different
department i.e. Accounts (for dues/advances), Information Technology (IT) of email id and
submission of Laptop/Desktop), Administration (for submission of mobile sim, mobile
phone, keys, stationary, Data Cards etc) and after that the form will be submitted to the
HR Department for process of Full and Final Settlement.

e) In addition of the above, Marketing Executive/Representative will take the clearance

from the market (i.e. Balance Confirmation from the parties, submission of Form C and
other details).

f) After verbal discussion with the employee, Department Heads will accept or reject the
Resignation Letter within 5 working days from the Date of Resignation.

g) The full and final process will take around 30 days to complete. In case, if the employee
had no dues with the organisation then the salary will be credited on the same month.

h) If any grievances remain unresolved, the employee can directly contact to HR Represen-
tative at ........

Grievances Redressal System:

The objective of the Grievances Redressal procedure is to provide an easily accessible for
settlement of the grievances in the organisation. Grievances can be defined as any com-
munication that expresses dissatisfaction about an action or lack of action, about the
standard of service.

a) Work Related Grievances. Intra Department Grievances/issues, should be referred to

and discussed with the Supervisor/Department Head. The Department Head will under-
stand the whole scenario and provide the resolution to the department. A proper counsel-
ing will given by the Department Head to the Complainant.

b) Inter Department Grievances These Grievances referred to and discussed with their
Supervisor/Departmental Head who will interface with his counterpart in other depart-
ment for a resolution.

09
Procedure:

a) A Person sends a written complaint to the Human Resources Representative within 3

working days of the receipt of the grievances.

b) The complainant shall take the acknowledgement from the Human Resources Depart-
ment with the concerned person Name and Designation.

c) The complaint includes the detailed description of the incidence. The Human Resources
Department will take the prompt action on the complaint.

d) The Human Resources Department will take the detail from the Reporting Officer and
search for the relevant evidence of the said grievance.

e) The Human Resources Representative will prepare the grievance report within 2 days of
the submission of complaint and submit to the next escalation officer/cell.

f) If a satisfactory resolution is not obtained by the escalation officers, then the grievance
will forwarded to the Director.

Advantages of Employee Counseling

a) Higher Staff Retention

b) Reduce Absenteeism

c) Increase the Morale and Confidence of an employee

d) Encourages the employee to speak up regarding potential issues and increase account-
ability in work force.

Welfare and Enhancement Program

Birthday Celebration

Marriage Anniversary

Wedding Ceremony

Salary Advance

Maternity Leave

Paternity Leave

Compensatory Leave

Extraordinary Leave & Work from Home

Management Trainee Hiring

Flexi Working Schedule for Women 10

Birthday Celebration:

The birthday of the employee will be celebrate by the company and the gift for the em-
ployee will be arranged by the Administration Department.

Marriage Anniversary:

Marriage is the blissful loop of the sweet memories, and to make happiness with the
partners,management had initiate with the couple movie tickets to the employees. Em-
ployee can take the reimbursement for the movie tickets, the amount of Rs 600/- will be
given against the reimbursement.

Wedding Ceremony:

A wedding is the ceremony where two people are united in marriage. Wedding traditions
and customs vary greatly between cultures, ethnic groups, religions, countries and social
class. In order to make them special and be a part of the organisation. On behalf of the
Management, the gift cheque of Rs 10,000/-
will be given to the newly weds. To make it operational, the employee has to submit his
wedding card to the HR Department and then HR Representative will initiate the whole
process. The amount will be paid, subject to the deduction of tax at source.

Salary Advance:

An Employee can avail the salary advance after the approval from the Director. Salary
advance will be given upto a maximum limit of three months of Gross Pay and the em-
ployee who had completed the successfully period of 1 year in the organisation may be
avaied.

The same will be recover on the installment of 3/6/9/12 months. The total amount will be
divided into the 3/6/9/12 months. This advance will be free of interest and may be availed
on urgency such as medical expenses, marriage, home loan or house maintenance.

Maternity and Paternity Leave:

Maternity and Paternity Leave will be applicable based upon the “The Maternity Act
1961”.

Compensatory Leave:

Compensatory Leave Employee who work on Weekly off/Public Holiday due to some
project or assignment emergency, can avail the Compensatory Leave. The compensatory
leave will subject to the completion of 9 working hours will be considered as full day and
6 working hours will be considered as Half Day.

11
Extra Ordinary Leave and Work from Home:

On the basis of Medical Ground (i.e. Any Accident, Fracture or any other problem). The
employee can avail the 7 days leave and the same will be considered on Special Leave. To
avail the said leave the employee has to submit the photocopy of the report and when
rejoined the Medical Fitness Certificate to be submitted to HR Department.

In case of emergency and after the approval of the Management, the employee can avail
theservice of work from home and this will be applicable only for 15 days. Management
Trainee on Campus Recruitment The Organisation can hire the Fresher’s in BBA/M-
BA/B.Tech/BA/CA/CS or equivalent may be hired as “Management Trainee” or “Graduate
Engineer Trainee” for a period of one year based upon the Campus Recruitments. They
may be absorbed on an executive cadre subject to a successful completion of one year
with the approval of Director.

Flexi Working Schedule:

Every employee in the company has an important role in ensuring the smooth and efficient
flow of daily business activities. The purpose of attendance is to provide the clarity to all
employees about the attendance criteria and to provide flexibility without compromising
with the productivity of resources.

The employee will avail the flexible working hours :

10:00 AM to 6:00 PM
10:30 to 6:30 PM

Employee can avail the above services on daily basis and must be ensure that work or the
project assigned will not be hamper and the productivity and profitability will be consid-
ered as our main source.

Meal and Conveyance Charges:

Meal Charges : When an employees are required to work late or work on holidays/week-
ends in order to complete the certain assignments on time, they would be reimbursed meal
expenses amounting Rs 100/- each.

Conveyance Charges:

When an employee are required to work late or work on holidays/weekends in order to

complete the certain assignments on time, they would be reimbursed conveyance charges.

For Example: On weekends/public holiday,Employee can take the reimbursement of the

conveyance charges from the residence to the office (i.e. Corporate Or Registered Office).
Employee can hire the OLA or UBER services and submit the bill to the Administration
Department for process.

While working on the weekends or public holiday, the employee have to take the approval
from their Reporting Officers/Director.

12
If the employee will be late and had to work after working hours, then the employee will
be eligible for the conveyance charges. For Example : If an employee will leave after 8:30
pm. So, he or she can avail the services of OLA or UBER and the reimbursement of such
expenses will be given by the Administration Department after proper submission of bill.

Disciplinary Procedures:

The Disciplinary Procedure will be used only when necessary and as LAST RESORT.
Where possible, informal or formal counseling or other good management practice will
resolve the matters prior to disciplinary action being taken.

The procedures is intended to be positive rather than punitive but takes cognizance of
the fact that sanctions may be applied in some circumstances. The new entrants will
discussed any part of the policy with their Reporting Officers. They can help clarify an
employee rights as well as give guidance and support where it may be needed.

The part of the Disciplinary Procedures will be distributed into following categories.
a) Suspension
b) Counseling
c) Warning
d) Termination

Suspension:

Suspension is not disciplinary action, it is the cooling down period for employer or em-
ployee. The purpose of suspension is manifold and can be used when it is necessary to
remove an employee from the workplace pending an investigation.
Above Hierarchy Level from the concerned position will have an authority to suspend an
individual. An employee suspended from duty will receive the written communication
within three days from the final meeting with the concern team.

a) Reason of Suspension
b) Date and Time from which the suspension will operate
c) Timescale of On-Going Investigation

The employee had a right to appeal to the immediate manager regarding the suspen-
sion reason and also specify the relevant facts and figures if required.

The suspension will be maximum done for 7 days and the “double” pay will be deducted
for the suspension period. For Example: If the employee will suspend on 4 days, then the
8 days salary will be deducted.

After the mutual understanding of the employee and employer, the employee will
resume the duty and the apology letter will be given to the employer or any detail based
upon the approval of the Director.

If the suspension of the employee will be done two times in a year, then on the third time
it will be considered as “Termination” from the organisation.

13
Counselin:

Counseling is an attempt to correct a situation and prevent it from getting worse without
having to use the disciplinary procedure and where improvement is required.While coun-
seling it become clear that the matter is more serious, then the discussion will be
adjourned and pursued under the formal disciplinary procedure.

Warning Letter:

Warning Letter is the elaborate document containing text about the breach of HR Policy,
detail of misconduct and consequences. Warning Letter will be issued on Verbal basis or
written basis.

Below the reason mention the warning letter will be issued.

a) Attendance and Punctuality

b) Smoking within unauthorized areas

c) Unreasonable standards of dress or personal hygiene.

d) Absence from Work

e) Poor Performance

f) Insubordination

g) Refusal to Work Overtime

h) Failure to Comply with Company Policy

i) Misuse of Email or Telephone

j) Improper Conduct

Termination:

Termination of Employment is the inevitable part of the activity in the organization and
this is the process will be done after the Warning Letter.

Based upon the above reasons for the termination, first the warning letter and the proper
one month notice is to be given to the employee and if required then based upon the
re-evaluation from the superiors of the Department, the employee shall be revoke from
the organization or else the termination process will take place.When employee is termi-
nated, then no experience and reliving letter will be issue to employee,only clearance and
exit form will be considered.

14
Pay Structure:

Monthly Salary Details Consists of following Salary Heads :

a) Basic Salary
b) House Rent Allowance
c) City Compensatory Allowance
d) Personal Allowance
e) Local Conveyance for Marketing Staff

All Details of the above will be depend upon Hierarchy and Grading of the Employee and
the same will be given as Annexure – A in the Appointment Letter.

Retrial Benefits:

a) Provident Fund (PF)

b) Employee State Insurance Corporation (ESIC)
c) Gratuity Scheme

All Details of the above will be paid by the Employer and Employee as per the Govern-
ment Rules & Regulations. The details of the Provident Fund and ESIC are given in the
Appointment Letter.

Gratuity :

All Employees are currently eligible for employee who will complete the continuous
service of 5 years in the organization and the benefits will be given as per the Payment
of Gratuity Act, 1972.

Performance Incentive:

The organization main motive for the Performance Incentive Policy is to achieve the
outcomes and also to increase the work productivity. This policy goal is to encourage
their employee to adopt healthier behavior through company engagement program.

The performance is divided into three categories:

a) Financial Incentives

b) Recognition based Incentives

c) Specialty Awards

15
Financial Incentives:
In this incentive plan, Marketing Employees are eligible for this plan as this will be the
target oriented plan. Based upon the location of the Marketing Employee, the different
monetary target will be given and evaluation of the target/performance will be done in
Half Yearly and the disbursement amount will be approved by the National Sales Man-
ager/ Director.

The Ratio of the Disbursement will be 80%, 90%, 100%. If the employee will be achieve
their target on or above 100% ratio, and then the special trip with their team/Recogni-
tion Letter/Trophy will be given by the National Sales Manager for motivation.

Recognition based Incentives:

In this incentive plan, Support Function employees will be eligible for this plan and this
plan will be closely observed by the Reporting Manager/ Director.

This will be evaluated on yearly basis and the award will be awarded by Managing Direc-
tors. The award can be monetary or non-monetary basis.

Specialty Awards:
Every Employee is eligible for the Specialty Awards. This will be also evaluated on yearly
basis and the employee will be awarded by the Managing Director. This will also be
monetary or non-monetary basis.

Irregular Consultant :
Irregular Consultant are hired for some specific project/Period of work.

These candidate are experienced and time after the age of superannuation.These consul-
tants have to submit the invoice at end of the month and they are not entitled for the
Provident Fund, ESIC and other statutory benefits.

All other benefits of the company will depend upon the grades and hierarchy of the
consultant.The same will be approved by the Director at the time of joining of the consul-
tant.

Review and Amendment:

Management shall review this policy periodically and amendments required, if any shall
be made accordingly.

Residual Power:

This policy is basically guidelines and the management reserves the right to withdraw /
modify to suit organization’s philosophy at any time without assigning any reason what-
soever.

EFFECTIVE
Commencement Of Policy , 2018
Approved By : ___________Director/-______________

16