GFPL HR Handbook V1 3 PDF

HR POLICY Handbook
GRAVISS FOODS PVT. LTD.

S.S. Amrutwar Marg, Worli, Mumbai – 400013
India
Telephone: +91 22 4231 3100, Fax: +91 22 4231 3101
THIS Handbook IS PROPERTY OF Graviss Foods Pvt. Ltd., MUMBAI. NO PART OF

THIS Handbook IN ANY FORM MAY BE PRINTED OR REPRODUCED WITHOUT
PERMISSION FROM THE CHIEF EXECUTVE OFFICER.
Dept:
GRAVISS FOODS PVT. LTD. Human Resources
Revised: Standard Operating Manual
Distrib: Code:
BR/HR/2/82
Document Handbook : Human Resource

Document No. BR/HR/001
Issue No. 001
Next Review Date 30th Apr ‘14
Approved by
Head – Human Resource
Issued by
Designation : DGM – HR
Department Human Resource

Sign
Issued to
Designation: All
Department : All
Relevant points
1. This Manual detail about the Policies and Procedures pertaining to the Human Resource
Department of the organization and staff shall abide by the policies written in this document.
2. The distributed copy shall be kept in custody of Head – Human Resource, who shall ensure its
proper maintenance and communication to concerned staff.
3. Amendment rights in this document are reserved with the Head – Human Resources.
4. Amendments and additions in this document will be communicated through separate documents,
which shall be maintained in the same file. All amendments and additions will be included in the
main text in next issue of the manual.
5. The custodian of the document shall mark at the appropriate place in this document, if any
amendment is communicated to him/her.
6. This manual is subjected to be reviewed every year that will result in next issue of the document.
Dept:
Distrib: Code:
BR/HR/3/82
Table of Content
1. Graviss Group Values

2. HR Organogram & Organization structure
3. Talent Acquisition Process
4. Employee Referral Scheme
5. Confirmation Process
6. Relocation Policy
7. Attendance, Office Timings & Late Marks
8. Dress Code and Grooming Standards
9. Leaves, Compensatory Offs And Holidays
10. Compensation, Benefits & Reimbursements
11. Employee Provident Fund Act 1952
12. Gratuity Act 1972
13. Employees State Insurance Corporation 1948
14. Leave Travel Allowance
15. Asset Policy
16. Mobile Policy
17. Salary Advances Policy
18. Performance Appraisal
19. Rewards & Recognition
20. Grievance Redressal Policy
21. Personal & Sexual Harassment Policy
22. Separation Policy
Dept:
Distrib: Code:
BR/HR/4/82
GRAVISS GROUP VALUES
EMPLOYEE NURTURANCE AND DELIGHT

We will strive to invest in employees and help them grow, while encouraging openness, a
collaborative work culture, taking ownership and self dedicated behavior. We will endeavor to help
employees relate to the experience of 'good living', while recognizing personal needs and encouraging
work-life balance.
INTEGRITY OF THOUGHT AND ACTION

We will strive to provide genuine value through our products and services while following ethical
business practices. We will honor our commitments to our stakeholders and maintain fairness and
transparency in our dealings.
INNOVATION LED GROWTH

We will constantly strive to go beyond the obvious, understanding our customer's needs and surprising
them with new products. We will endeavor to be one step ahead of the competition, anticipating and
embracing change and always being creative in our product and service design.
CONTINUOUS QUEST FOR BEST QUALITY

We will strive to become the benchmark for high quality products and services in our field by tying up
with quality brands and partners. We promise to offer the best service experience to customers while
using the best ingredients and adopting the best practices to consistently deliver quality.
PRIDE IN OUR INDIANNESS

We take great pride in our Indianness and Indian traditions, while building the feeling of 'family and
belongingness' with all stakeholders. We maintain trust and mutual respect for all individuals, and
genuine warmth towards our customers and partners.
Dept:
Distrib: Code:
BR/HR/5/82
ORGANOGRAM
CEO
Head Finance Head Marketing
Head HR Head Strategy & Business Development
Head Commercials Head IT
Head Quality Head Institutions
Head Projects Head R&D
Regional Head - West Regional Head – North & East
Regional Head - South Head International Business & New

Product Development
Dept:
Distrib: Code:
BR/HR/6/82
ORGANIZATIONAL LEVELS
All Grades in GFPL are categorized as below:
Cadre Level Grade / Role
Top Mgmt RL-1 & RL-2 ED/ CEO/ CPO/COO/ VP
GM/ DGM/ Functional & Regional

Senior Mgmt RL-3 & RL-4
Heads
Regional Managers/ Corporate

Middle Mgmt RL-5 to RL-7
Managers/ Managers/ Asst Mgrs
Sr. Executives/ Executives/ Office

Junior Staff RL-8 to RL-10
Assistants/ Merchandisers
Dept:
Distrib: Code:
BR/HR/7/82
EMPLOYEE REFERRAL SCHEME
Objective:
It is observed that when Employees refer candidates through a structured Referral policy, the selected
candidates more often than not perform well as well as stay with the Organization longer. The
objective of the policy is to hence provide an incentive to our full-time employees to bring in new
talent by referring applicants for employment in GFPL.
Applicability:
1. All full time employees will be eligible to participate in this scheme.
2. Referral scheme shall not apply to following:
 Employees who are in the HR function.

 Employees to whom the referral would eventually report directly or indirectly.
 All employees RL-5 & above
Who can be referred:
1. The person referred must fit the position profile & should have more than 6 months of
experience.
2. Referred candidate should have not attended interviews with GFPL in the last 6 months.
3. Referred Candidate should not have been currently or in the past directly or indirectly
employed by Graviss group. Referral of ex-employees or re-hires would not be considered for
the referral program.
4. Employee should not refer his / her spouse or any of his / her blood relations (ex. Sister,
Brother, Father, Mother, Son, and Daughter). Any other kind of relationship must be clearly
declared at the time of referral.
Procedure
1. Employees who are referring candidates will have to send updated resume to
hr.br@gravissgroup.com, specifically mentioning the Position name & Organization name in
the subject of the email. Ex. BR: Executive – Franchise Management (NCR)
2. A referral will not be deemed as successful if the resume is already available in the recruitment
database.
3. In the event of an applicant being referred from more than one source e.g. from two
employees, or an employee and an employment agency, the deciding factor will be date on
which the referral has sent resume.
4. Credit for referral of a candidate will be given to the employee for a period of six months from
the date of posting the candidate's resume. After six months, the resume will be deleted from
Dept:
Distrib: Code:
BR/HR/8/82
the recruitment database if not under process, and the employee will not be eligible for referral
benefits.
5. HR department will conduct the interview / interviews as per the existing Recruitment Policy.
HR department will record the name of the referring employees in the Interview Assessment
Sheet of the candidate at the time of interview.
6. Certain Critical positions (as notified from time to time) would be eligible to attract an
additional incentive payout (as would be announced from time to time) towards satisfying key
business needs, e.g. Getting selected referral candidates to join within 15 days
7. In case of any interpretation issues / deviations requested, Head – HR, GFPL would be the
final authority towards resolving / approving the said issue(s) or deviations.
8. Both the employee & the referred candidate need to be on-roll at time of payout (i.e. even if
one of the two has resigned, the payout will not be applicable).
9. If the referred candidate is selected for employment in GFPL, the Referral Incentive will be
paid to the employee subject to the referred candidate completing a minimum of 180 days in
the Company.
10. Taxes as applicable will be charged on the Referral payout.
HR/ Accounts Processing:
1. HR Department will forward the note for the payment to accounts along with the supporting
documents like the Interview Assessment Sheet capturing the date of interview, reference
details duly signed by the concerned authority.
2. All expenses towards this policy will be treated as a part of the recruitment cost of the
candidate and booked as such.
INCENTIVE GRID:
Level/ Rank Designation Award

RL-3 GM/ DGM Rs. 10000/-
RL-4 Region Head/ Functional Head Rs. 10000/-
RL-5 Corporate/ National Managers Rs. 15000/-
RL-6 Senior Manager/ RM/ ZM Rs. 10000/-
RL-7 Asst. Mgr/ Area Manager/ Mgr –Ops Rs. 7500/-
RL-8 Sr. Executive Rs. 5000/-
RL-9 Executive Rs. 4000/-
Dept:
Distrib: Code:
BR/HR/9/82
CONFIRMATION POLICY
Objective
 To assess employee under probation & substantiate their terms of employment as a confirmed
employee based on their ability & performance exhibited during their probation
Periodicity
 After the successful completion of the Probation period the employee will be eligible for
confirmation.
Process
 Once a candidate joins, he is under probation for a Minimum period of 6 months.
 HR team will give the Confirmation Assessment Form to the concerned employee’s immediate
superior for their comments.
 The employee will be assessed based on the parameters in the confirmation form by the HOD in
presence of the employee.
 Based on the ratings assigned by the immediate superior & HOD an employee will either be
 Confirmed
 Extension of Probation
 Fast Track confirmation (Before 6 months – after approval from CEO & Head HR)
 During this period, his/her performance will be monitored and based on his / her actual potential and
his / her deliverables, he / she will be confirmed in the organization and will be issued a
confirmation letter (Annexure ) to that effect.
 The Extension of Probation period is permissible only twice, and the employee would be
communicated about the same through a written communication through extension of Probation
letter (Annexure) issued by the HR.
 The notice period for employees under probation would vary between 15-30 days depending on the
grade either from the management or from the employee.
 There won’t be any salary review at time of probation confirmation
 It is the responsibility of the HOD to provide the employee with an unbiased feedback with regards
to their performance during their probation period. In case of Extension of Probation, the same
needs to be intimated to the employee through the HOD & HR needs to be kept in loop.
 Immediate Superiors are encouraged to meet the employee regularly during probation to:
 Make clear the roles & responsibilities

 Assess Employee performance
 Determine if the employee needs guidance in any aspect
Dept:
Distrib: Code:
BR/HR/10/82
Extension of Probation
 There may be certain instances where the probation will be extended due to various reasons like
temporary disability, or non performance
 Supervisors who believe that an extension of probation will be warranted should consult their
manager for the same and determine the terms and timeframe for the extension of the probation.
 The time frame should be Maximum 3 month’s extension.

Dept:
Distrib: Code:
BR/HR/11/82
RELOCATIONPOLICY
Relocation describes the required change in location of the Employee due to official & personal
reasons. It also includes the overall process of Relocation.
Relocation policy applies to any permanent or temporary change in location including project-based
deputation.
Relocation may be initiated by the following

• The organisation: the trigger could be promotions, and/or temporary or permanent transfers /
deputation based on the business need
 Short term relocations are called Deputations
 Long term relocations are called Transfers
• The employee: the trigger being voluntary relocation due to personal reasons
Objective
 To enable seamless movement across locations.
 Ensuring the Relocation between Graviss Group offices is a smooth and efficient process
 Ensuring the transition is comfortable so that the employee and his/ her family are faced with
minimum disruption in both personal and professional life.
Note: This policy covers relocation of an employee between two offices in two different cities and/ or
states. Any movements or transfers within city limits do not come under the purview of this policy
Scope of the Policy

 This policy is applicable to all full-time and permanent Employees of GFPL in the Management
and Non-Management Cadre across all units, functions and locations.
 The Policy includes the relocation allowances for employee and his/ her family only in case of
Permanent Relocation, which is initiated by the organisation.
 The Relocation allowance will not be given in case Voluntary relocation.
Relocation Allowance in case of transfer:
The Employee is allowed reimbursement of relocation expenses according to his/her job level/ grade.
 Travel expenses: The employee would be reimbursed one way travel expenses for himself, his
spouse and his children based upon the grade/ level he holds at the time of his transfer/
relocation.
 Boarding/ lodging / hotel expenses would be paid for 7 days from the date of his travel to the
new location
 Household goods & appliances (transport of existing or purchase of new): of up to one
month’s basic salary or Rs. 15000/- whichever is lower.
 Allowance towards brokerage/ one-month’s rent – equal to one month’s gross salary or up
to Rs. 25000/- whichever is lower.
Dept:
Distrib: Code:
BR/HR/12/82
Reimbursement of expenses is against actual, and reimbursements are made on submission of bills
towards travel, transport of household goods or purchase of new household appliances and the rental
receipt or brokerage payment receipt.
Temporary Relocations/ Deputations:
Deputations are in general important due to business emergencies and to fill up posts on short term
basis to meet market related changes in the business of the company.
Process
 An employee may be asked to render services in a city/district/town other than the one primarily
was employed in, at a customer premises on a short term project, at the behest of the company.
Provisions under this policy would not be applicable to deployment or transfer at the behest of the
employee for personal convenience.
 A notice period of one week would be provided for deputation, unless mutually agreed for a
specific period.
Allowances:
 When an employee is deputed to another location, for the first 7 days, hotel accommodation and
other expenses such as Local Conveyance policy would be provided for.
 From the 8th Day onwards, a deputation allowance towards hardships and for alternative
arrangements as required would be paid as per the table given below.
 The deputation allowance would be paid up to 1 month from the date of deputation.
Tier City Grades Staff Officer Executi Manageri Sr. Top

ve al Mgmt Mgmt
A Bangalore, Chennai, Deputation 1500 1500 1500 2000 2500 3000

Delhi, Hyderabad, Allowance(
Kolkata, Mumbai, Per month)
Ahmedabad, Pune,
Surat
B Other state capitals Deputation 1000 1000 1000 1500 2000 2500
except those Allowance(
mentioned under cat Per month)
‘A’ & Nagpur, Nasik,
Aurangabad, Cochin,
Chandigarh, Jaipur
C All other cities not Deputation 1000 1000 1000 1500 2000 2500
mentioned above in Allowance(
Tier A & B Per month)
Organisation Facilities
 However, in cases where an Organisation provides lodging and or boarding at their expense, no
deputation allowance would be paid or may be reduced to that extent. This would be dealt on a
case by case basis.
Dept:
Distrib: Code:
BR/HR/13/82
Permanent Relocations/ Transfers

 Transfers are important due to business emergencies and to fill up posts permanently to meet
market related changes in the business of the company.
 A transfer is a lateral move to a position in the same classified pay range or to a position with
comparable duties and responsibilities
Reasons for Transfer

1. Employees who have requested for transfer
2. Enhancement of Job role
3. Any other business need
Condition for Transfer

Deputations beyond a period of 1 month are deemed transfers, and the employee is expected to make
permanent arrangements for living in the town subsequently, and deputation allowance will be
withdrawn from the 2nd month onwards. When an employee is deputed to another location, he would
be handed a Transfer Letter (Annexure) stating his/her reason for transfer
Process:
Transfer due to Employee request
1. Employees desiring a transfer will submit a written request for transfer or mail to
his/her department head. The employee should identify the specific vacancy in which they are
interested. The department head will forward the request to HR for recommended action.
2. HR will determine whether the desired job opening exists. If a suitable job is available, HR
will arrange for the employee's application to be reviewed by the department in which the
opening exists.
Transfer for Enhancement of Job Role

1. It may so happen that the management decides to give additional roles & responsibilities to an
employee because the current business setup doesn’t have the required facilities.
2. In this case, the management sends intimation to the employee about his/her transfer prior to a
month of transfer. A months intimation is required because a lot of handling of duties & other
assets needs to be given
3. The management provides a free accommodation facility for a period of 7 days. It is later on
the lookout of the employee to search for an accommodation for himself
Transfer due to any business need

1. Downsizing or any business need can arise in the current business setup. If the management
feels that the employee is potential enough to perform a given role & is profitable for the
organization, he may be transferred to another other location where the business is doing well
2. The employee needs to be intimated about this transfer before 15 days of happening of such
event
Dept:
Distrib: Code:
BR/HR/14/82
ADMINISTRATIVE
POLICIES
Dept:
Distrib: Code:
BR/HR/15/82
ATTENDANCE, OFFICE TIMINGS AND LATE MARKS

Objective
 The objective of this policy is to lay down the rules pertaining to working hours and marking
attendance. Employees’ are required to follow this policy as company places a high importance
to punctuality and discipline.
 It is expected that all employees be punctual & regular
Office Timings
At Head Office
 10:00 am to 6:30 pm Monday through Saturday (including lunch break),
 In case of any work exigencies, it is necessary that the employee completes his/her work and
leaves the office premises after completion of work
 The employee can avail for lunch time anytime between 1pm and 2 pm for 30 mins
 Business works 6 days a week full day from Monday to Saturday with 2nd and 4th Saturdays
being off
 Weekly off is Sundays.
For Regional Offices:

For office based workforce
 10:00 am to 6:00 pm Monday through Saturday (including lunch break),
 In case of any work exigencies, it is necessary that the employee completes his/her work and
leaves the office premises after completion of work
 The employee can avail for lunch time anytime between 1pm and 2 pm for 30 mins
 Weekly off is Sunday
For field workforce:

 Attendance is as per the duty roster
Guidelines for Regular Attendance:

Head Office/ West Region
 Attendance has to be recorded dually in electronic format through thumb and in physical format
by signing the attendance register.
 Employees in the Head Office will be issued an ID card (on submission of stamp sized colour
photograph).
 Every employee in Head Office has to thumb his/her for access at the start and end of duty for the
day.
 Employees in HO forgetting to swipe need to email HR about their entry and exit times.
Dept:
Distrib: Code:
BR/HR/16/82
Regional Offices
 Attendance has to be recorded in physical format by signing the attendance register.
 The Branch Managers should gather all the attendance data concerning the employees at their
office by 25th of every month and forward it to HR at the Corporate Office for Payroll Processing.
 Attendance register copies from the region should be attested by the Region Head, scanned and
sent to the HR at corporate office along with attendance data.
Guidelines for late comings:

Late marks:
 Employees reporting after 15 minutes of scheduled time will be considered late.
 Employees will be allowed to be late maximum 3 times in a month beyond which the following
will apply:
o 4 late marks in a month will result in half day’s leave being deducted.
o 8 late marks will result in one day’s loss of salary.
o Penalty for more than 8 late marks would be calculated on a pro-rata basis i.e. every
additional 3 late marks in the month would lead to loss of half day’s salary.
 Failure to adhere to the office timing on habitual basis will be considered as misconduct and might
lead to disciplinary action.
 Late marks deductions will not be carried forward/ adjusted in to the next month
Half Day / Full Day Calculations:

 An employee is considered to be Full Day present, if:
o He comes to office before 12.00 noon or
o He completes minimum 6 working hours.
 Employees coming in after 12.00 pm will be considered to be half day present.
 An employee is considered to be Half Day present if:
o He comes to office by or before 2:00 pm and completes minimum 4 working hours.
o He leaves the office by 2.00 pm and completes minimum 4 working hours
o Women employees can claim Taxi fare after 9.30
The above policy of Half Day / Full Day Calculation is not applicable to on field sales force
Late Sitting:
Though Late sittings is not encouraged, an employee who is obliged to work in late hours past 7:30
pm he will be eligible for a Snack worth Rs. 50/-.
Dept:
Distrib: Code:
BR/HR/17/82
Guidelines for Outdoor Duty Attendance
Objective:
 To put in place a robust system for recording and monitoring attendance when an employee is on
outdoor duty for official purposes.
 To implement fair transparent and objective rules on punctuality & attendance and ensure flawless
implementation of attendance monitoring & processing.
 To initiate the process of keeping the Management informed of outdoor duty of employees at a
leadership level.
 To cultivate high degree of discipline and conduct which will enhance productivity, and ensure
optimum utilization of resources.
Scope & Coverage:
These guidelines will be applicable to all employees in all non-sales functions/ departments of GFPL
including employees from IT, Projects, Logistics, and Marketing, HR, Finance, R&D.
Process Guidelines:
Occasionally an employee will be required to go out of the office for official or business purposes
during his/her regular work hours.
 In such cases the employee needs to obtain prior authorization from his reporting senior / HOD.
 The outdoor visit & approval has to be documented & certified in the prescribed OD format.
 The OD form has to be submitted to HR within 24 hours (if the visit is up to a day-long visit) or
within 48 hours if the visit is of a longer duration.
 An email communication can be used to intimate HR in lieu of the OD format provided all the
details in the OD form are included in the email.
 HR will regularize the attendance according to the OD forms / emails submitted.
 Absence from the office without adhering to the OD guidelines will be considered as misconduct
and will attract disciplinary actions.
 It is the reporting manager’s responsibility to check the authenticity of the OD visit. Random
checks will also be conducted by HR to verify information provided on the OD form.
 If on random checking of information provided it is found that there is some mismatch between
data provided by employees or Reporting Manager/HOD, the same will be escalated to
management for further action.
 No requests for making corrections in attendance for Outdoor Duty (OD) would be entertained
after the end of the month, i.e. once the monthly attendance is forwarded by the HR Department to
the Accounts Department for processing the monthly salary.
Dept:
Distrib: Code:
BR/HR/18/82
LEAVES, COMPENSATORY OFFS AND HOLIDAYS

1. Leaves:
Objective
 To provide rest, recuperation of health and for fulfilling social obligations.
 To maintain work life balance for the employee by balancing professional & personal life due to
leave availed
Applicability
 Leave is a privilege extended by the company to its employees, and not a right. It shall be the
company’s discretion to grant leave to all applicant employees, considering the exigencies of
business and the need of the employees at that time.
Nomenclature:
 Approved Leave (AL)
 Maternity Leave (MatL)
 Paternity Leave (PatL)
 Compensatory Off (Comp Off/ CO)
 Weekly off (WO)
 Public Holiday/ Mandatory Holiday
 Optional Holiday
General Guidelines:
 Employees availing leave need to fill the Leave Application Form
 Leave year is based on the financial calendar i.e. from 1st April to 31st March.
 Eligible leave is credited to the employees on the 1st of April every year.
 Employees who join in between or who do not work for the entire year will earn approved leave on
pro-rata basis.
 Employees who do not have sufficient leave balances can avail Leave without Pay with prior
approval from their Department Heads
 Unapproved leave will be deemed as Leave without Pay.
 No leaves can be taken during notice period.
Approving Authority
 Leaves should be approved by the immediate superior taking care of the certain factors such as the
urgency of the work, time involved in finishing the task, handholding of the work at the given
point in time etc.
 Once the leave is approved by the immediate superior, the leave application form should be
forwarded to HR for documentation purpose
Cancellation of Leave
 The immediate superior can also cancel the sanctioned leave on situational basis. If an employee
proceeds to avail the cancelled leave then those days will be treated as absence from duty and the
rules pertaining to absence from duty will be applied
 Disciplinary action might be taken if employee proceed on cancelled leave
Dept:
Distrib: Code:
BR/HR/19/82
Extension of Leave
 As it is necessary to get prior approval for leave so it is also for extension of leave. The employee
has to apply to his/her immediate superior for extension of leave well in advance and get it
sanctioned. In case an employee overstays, the unsanctioned leave availed will be treated as
absence from duty
Leave without intimation

 Any leave without intimation for more than 2 days would be considered as Loss of Pay
 In case the employee dose not resumes work within 3 working days the HR would send a Show
Cause notice
 If the HR does not receives any response on the notice sent, the management hold the right of
terminating the employee the seventh day of such absence
 The terminated employee will not be eligible for any dues & any Experience letter from the
organisation.
Specific Guidelines:
 1.1 Approved Leave (AL):
Purpose: To enable the employee to attend urgent or unforeseen contingencies. To enable an
employee to have rest, vacation, or a visit to his / her hometown or any other place for fulfilling
personal or social obligations for a total of 30 days in a financial year.
Procedure:
 Employees need to submit a Leave Application form, duly signed by concerned approving
authority, to HR at least one day before commencement of his / her leave.
 Under unforeseen circumstances, if prior sanction is not possible, employees can submit the
Leave Application form within 24 hours of his resuming duty.
 Grant of Leave either applied in advance or post facto will solely depend on the discretion of
concerned sanctioning authority.
Accumulation:
 At any given point in time, a maximum of 50 days AL can be accumulated. The remaining
will lapse automatically.
 Weekly holidays/Paid holidays falling in between availed AL will not be considered as AL
Encashment:
 Approved leave can be en-cashed only at the time of exit of the employee.
 On an employee’s exit/ termination, privilege leaves will be adjusted pro-rata
o On exit, employee can en-cash a maximum of 50 days leave.
o Excess AL availed will be adjusted in the Full & Final Settlement against gross salary.
o Unutilized AL will be en-cashed on basic salary and such en-cashed leave will be subject to
taxes as may be applicable.
Dept:
Distrib: Code:
BR/HR/20/82
1.3 Maternity Leave:

Coverage: All female employees shall be entitled to avail Maternity Leave, not exceeding 12 weeks
or 84 days, subject to provisions under the Maternity Benefit Act.
 For details of the Maternity Benefit Act, please contact HR.
 Those female employees who are covered under ESIC shall be eligible to the facilities as per
the provisions under the Act and the scheme made there under.
1.4 Paternity Leave:

Coverage: All eligible employees can avail a Paternity Leave of 6 working days, over and above his
normal leave entitlement.
 A male employee can avail Paternity Leave on 2 instances during his employment period.
 Paternity Leave should be availed within 30 days of the new baby being born.
 Paternity Leave cannot be accumulated or encashed.
1.5 Compensatory off:

Employees are eligible to Compensatory Offs if:
 They work on the day of their weekly off for a minimum of 6 hours.
 They work on a Company Holiday for a minimum of 6 hours.
 All compensatory offs have to be approved by Immediate Supervisor and Departmental
Head and application forms have to be submitted to HR at least one day in advance.
 Compensatory Offs have to be availed within 30 days of working on a Company Holiday /
weekly off.
 Compensatory Off cannot be combined with PL except in cases of long term illness.
 Compensatory offs can be suffixed or prefixed with company holidays, casual leave or
optional holidays (can avail two Comp offs at a time).
 Un-availed Compensatory Offs will lapse automatically, at the end of 30 days.
Dept:
Distrib: Code:
BR/HR/21/82
1.6 Holidays:
A list of 10 – 11 Company Holidays will be circulated by HR in Dec every year
Employees can avail any 1 out of the list of optional Holidays mentioned for the year by submitting a
duly signed Leave Application Form to HR, at least one day in advance.
The following are fixed mandatory holidays for the Company:
 January 26th
 August 15th
 October 2nd

Diwali

Dussera
The other 6 -7 days are region and festival specific.
Dept:
Distrib: Code:
BR/HR/22/82
DRESS CODE AND GROOMING STANDARDS:
Monday through Thursday:
For Ladies:
 Executive Attire: Shirts with formal trousers / up to knee length formal skirts
 Salwar Kameez / Sarees
 Subtle colours without jazzy prints
 Simple and elegant jewellery
No sleeveless /shoulder strap, no skirts above knee length outfits for ladies
For Gentlemen:
 Executive Attire / Formals: Trousers, shirt, tie (optional) and formal belt (optional)
For all:
 Formal shoes
 No denims with sneakers / tennis shoes / running shoes to be worn by anyone from Monday
through Thursday.
Friday & Saturday: Semi - Casuals:
For Ladies:
 Executive Attire: Shirts with formal trousers / up to knee length formal skirts
 Jeans, Corduroy with half / full sleeves Shirts
 Salwar Kameez / Sarees
 Simple and elegant jewellery
No sleeveless / shoulder strap, no skirts or outfits above knee length for ladies
For Gentlemen:
 Executive Attire / Formals: Trousers, shirt, tie(optional) and formal belt (optional)
 Jeans, Corduroy with half / full sleeves Shirts/Collared/Round Neck T-Shirts
For all:
 No faded / torn / tattered / worn out jeans or T-shirts with violent/vulgar/religiously sensitive
messages.
Dept:
Distrib: Code:
BR/HR/23/82
COMPENSATION,BENEFITS&REIMBURSEMENTS
SALARY STRUCTURE & ALLOWANCES:
An employee’s CTC or Cost-to-the-Company is based on:

 His / Her prior experience
 His / Her prior Salary
 Internal parities
 External parity
MONETARY BENEFITS
The monetary compensation package provided to the employee consists of the following heads:
a) Basic Salary (30% to 40% of CTC)
b) Allowances:
 Housing Relocation Allowance (40% to 50% of Basic sal)
 Conveyance Allowance
 Medical Allowance
 Meal Coupons
 Education Allowance
 Special Allowance
 Leave Travel Allowance
 Vehicle reimbursement / allowance (for senior field personnel)
c) Statutory Payments
 Company contribution to Provident Fund
 Bonus as applicable under statutory law
 Company contribution to ESIC (not shown in the salary annexure)
 Gratuity (on completion of 5 years with the company – not shown in salary
annexure)
d) Variable Performance Incentive (or VPI)
 The VPI is based on the direct contribution of the position/ role of the employee to
business generation for the company i.e.
a) Business generating or field staff
b) Business support staff
Dept:
Distrib: Code:
BR/HR/24/82
i. For Business generators the VPI is paid out quarterly

ii. For support staff, the VPI is paid out annually
iii. Employees at RL-8 & RL-9 do not have a VPI component in their CTC.
NON MONETARY BENEFITS

In addition to monetary benefits, employees of GFPL are also eligible to:
1) Mediclaim (for self, spouse, 2 children and 2 dependent parents) (Grade wise)
2) Group Term Life Insurance
3) Group Accident Insurance
4) Group Personal Accident
These benefits are for the company employees as a whole, are not guaranteed, and may vary year on
year based on the business environment, the insurance providers selected for that year, and the overall
company health.
REIMBURSEMENTS:
The company provides the employee reimbursement of expenses incurred by self for conducting
official company business:
a) Mobile reimbursement
b) Travel Allowances
c) Food / Daily Allowance
The details of the level-wise and city wise reimbursements are provided in a chart which is circulated
to the employees.
Dept:
Distrib: Code:
BR/HR/25/82
VPI (Variable Performance Incentive) Policy 2013-14

What is VPI?: VPI is a part of your CTC which is paid either quarterly or annually based on your
performance as per the set targets which has been agreed upon with your supervisor in your KRA
sheets or based on your achievements as per the targets assigned by your supervisor based on the
regional and organizational requirements.
Incentive – Annual (All Support Staff): 70% Individual Performance; 30% Organization Performance
Incentive – Quarterly – RL 3 – RL 6: 90% Individual Performance; 10% Organization Performance
Incentive – Quarterly – RL 7 – RL 9: 100% Individual Performance
Incentive Payout Policy
A. All incentive payout will happen strictly on the basis of the quarterly appraisals (As per the
set KRAs approved by CEO & Head HR).
B. All employees need to be appraised at the end of every quarter. However, incentive payout
would happen as per the payout eligibility and the duration of the payout i.e.
a. Either quarterly or annually (See annexure 1 below).
b. Only if VPI is a part of your CTC (Please check your CTC bifurcation as provided in
your appointment/increment/promotion letter).
C. BD employees would get additional 2% incentive for every additional average franchisee fee
collected above Rs. 2, 50,000/-.
Eg: If the franchisee fee target of an employee is Rs. 10,00,000 (From 4 new franchisee), however he
collects a total of Rs. 12,00,000/-, which means the average franchise fee collected is Rs. 3,00,000/-
then he’d get additional incentive of Rs. 4000 (2% of Rs. 2,00,000/-)
D. Annual Incentive Payout for Separated (Attrited) employees.
a. Should have worked for Min 6 months.
b. If the employee leaves between 6 to 9 months, then he’d be eligible for 50% of the
accrued annual incentive.
c. If the employee leaves between 9 to 12 months, the he’d be eligible for 75% of the
accrued annual incentive.
*** Accrued incentive is the total incentive amount on a pro-rata basis depending on the no.of
months the employee has worked in the organization.
E. Quarterly Incentive Payout for Seperated Employees
a. Any associate under Quarterly Payout plan, if discontinues will be eligible for Incentive
Payout if s/he completes minimum 3 months of continuous service (from the date of joining) in GFPL.
b. Any associate under Quarterly or Annual Payout plan will be eligible for payout for any
quarter if s/he completes min. 60 days (2 months) of service in that quarter
F. Any new joinee under Quarterly Payout plan is eligible for Incentive Payout only after 3
Months of continuous service
a. Any New Joinee under Quarterly Payout plan will qualify for payout at the end of
Quarter if s/he completes min. 60 days (2 months) of service in that quarter
b. Any new joinee who completes minimum 30 days but less than 60 days of service in
any quarter would get her/his incentive payout for that period at the time of subsequent quarter
incentive payouts
Dept:
Distrib: Code:
BR/HR/26/82
G. Any new joinee under Annual Payout plan is eligible for Incentive payout only after 6
months of continuous service .
a. Any associate under Annual Payout if joining between Apr to Sep in any year will be
eligible for payout at the end of same financial year, for the period served till 31st March
b. Any associate under Annual Payout if joins between Oct to March in a year, will be
eligible for payout at the end of Q2 in the subsequent financial year, for the period served till 31st
March.
INCENTIVE CALCULATION PROCESS:

Annual Incentive – Only applicable for employees who are eligible for Annual Incentives and have
VPI as a part of their CTC.
The incentive payout of every employee will depend on two criteria , the individual score and the
company score. There will be a weightage of 70% of the total incentive amount for the individual
score and 30% weightage for the Company score. Once we arrive at the total score of the individual (
self+company) the final score will be weighted again as follows :
 If the score arrived above is below 80%, no incentive will be paid out
 For every percentage point below 100%, , a deduction of 1.5% will be effected to his
score
 For every percentage point above 100%, an addition of 1% will be effected to his score
For example, if I have an individual score of 60% out of a maximum of 70% and the company has
scored a 25% out of a maximum of 30% , my individual score is 85%, now I then apply the weightage
as mentioned above, I deduct 1.5 % for every percent less than 100%, so I need to reduce 22.5% from
my score and my actual incentive payout will be 77.5%. If in the above example my individual score
would have been less than 80% then I will not get an incentive.
Incetive Payout Eligibility

S.No. Quarterly
1 Operations (Regional & HO)
2 FSMT (Regional & HO)
3 BD (Regional & HO)
4 Projects (Regional & HO)
5 Marketing (Regional)
6 Logistics (Regional)
7 Training (Regional)
8 International Business
S.No. Annually
1 All factory staff
2 Finance (HO, Factory & Region)
3 MIS (HO, Factory & Region)
4 HR & Admin (HO)
5 Marketing (HO)
6 IT (HO, Factory & Region)
7 Training (HO)
Dept:
Distrib: Code:
BR/HR/27/82
EMPLOYEE PROVIDENT FUND
Employee Definition:
"Employee" as defined in Section 2(f) of the Employee Provident Fund Act means any person who is
employee for wages in any kind of work manual or otherwise, in or in connection with the work of an
establishment and who gets wages directly or indirectly from the employer and includes any person
employed by or through a contractor in or in connection with the work of the establishment.
Membership:
All the employees (including casual, part time, Daily wage contract etc.) other than an excluded employee
are required to be enrolled as members of the fund the day, the Act comes into force in such
establishment.
Employee Provident Fund Scheme

Employees' Provident Fund Scheme takes care of following needs of the members:
 Retirement
 Medical Care
 Housing
 Family obligation
 Education of Children
 Financing of Insurance Polices
How the Employees' Provident Fund Scheme works:

As per amendment in the Act, both the employees and employer contribute to the fund at the rate of 12%
of the basic wages, dearness allowance and retaining allowance, if any, payable to employees per month.
Benefits:
A member of the provident fund can withdraw full amount at the credit in the fund on retirement from
service after attaining the age of 58 years. Full amount in provident fund can also be withdrawn by the
member under the following circumstance:
 A member who has not attained the age of 58 year at the time of termination of service.
 A member is retired on account of permanent and total disablement due to bodily or mental
infirmity.
 On migration from India for permanent settlement abroad or for taking employment abroad.
 In the case of mass or individual retrenchment.
Withdrawal before retirement:

A member can withdraw up to 90% of the amount of provident fund at credit within one year before
actual retirement on superannuation whichever is later. Claim application in form 19 may be submitted to
the concerned Provident Fund Office.
Accumulations of a deceased member:

Amount of Provident Fund at the credit of the deceased member is payable to nominees/ legal heirs. Claim
application in form 20 may be submitted to the concerned Provident Fund Office.
Dept:
Distrib: Code:
BR/HR/28/82
Nomination:
The member of Provident Fund shall make a declaration in Form 2, a nomination conferring the right to
receive the amount that may stand to the credit in the fund in the event of death. The member may furnish
the particulars concerning himself and his family.
Dept:
Distrib: Code:
BR/HR/29/82
GRATUITY
Applicability
Gratuity shall be payable to an employee on the termination of his employment after he has rendered
continuous service for not less than five years, -
(a) On his superannuation, or
(b) On his retirement or resignation, or
(c) On his death or disablement due to accident or disease:
Provided that the completion of continuous service of five years shall not be necessary where the
termination of the employment of any employee is due to death or disablement:
Provided further that in the case of death of the employee, gratuity payable to him shall be paid to his
nominee or, if no nomination has been made, to his heirs, and where any such nominees or heirs is a
minor, the share of such minor, shall be deposited with the controlling authority who shall invest the
same for the benefit of such minor in such bank or other financial institution, as may be prescribed,
until such minor attains majority.
Termination
The gratuity of an employee, whose services have been terminated for any act, willful omission or
negligence causing any damage or loss to, or destruction of, property belonging to the employer, shall
be forfeited to the extent of the damage or loss so caused.
(a) The gratuity payable to an employee may be wholly or partially forfeited] -
(b) If the services of such employee have been terminated for his riotous or disorderly conduct or any
other act of violence on his part, or
(c) If the services of such employee have been terminated for any act which constitutes an offence
involving moral turpitude, provided that such offence is committed by him in the course of his
employment.
Calculation of Gratuity Amount
(Basic+ DA)/26*15*No of years of service
Nomination
(1) Each employee, who has completed one year of service, shall make, within such time, in such form
and in such manner, as may be prescribed, nomination for the Purpose of' the second proviso to sub-
section (1) of section 4.
(2) An employee may, in his nomination, distribute the amount of gratuity payable to him under this
Act amongst more than one nominee.
Dept:
Distrib: Code:
BR/HR/30/82
(3) If an employee has a family at the time of' making a nomination, the nomination shall be made in
favor of one or more members of his family, and any nomination made by such employee in favor of a
person who is not a member of his family, shall be void.
(4) If at the time of making a nomination the employee has no family, the nomination may be made in
favor of any person or persons but if the employee subsequently acquires a family, such nomination
shall forthwith become invalid and the employee shall make, within such time as may be prescribed,
afresh nomination in favor of one or more members of his family.
Dept:
Distrib: Code:
BR/HR/31/82
EMPLOYEES STATE INSURANCE (ESI)
Objectives
 ESIC is the country's first multi-dimensional social security system for workers in the
organized sector.
 ESIC offers the largest medical infrastructure facility under one umbrella in the country
 ESIC is the most low-priced social security system; it has the lowest contribution rate for
multiple health insurance benefits
 ESIC is the sole health insurance scheme offering full medical care to workers and their
dependants, without any maximum limit on individual expenditure
Benefits
Under section 46 of the ESIC Act, the following social security benefits are offered:
 Medical Benefit
 Sickness Benefit (SB)

o Extended sickness Benefit (ESB)
o Enhanced Sickness Benefit
 Maternity Benefit (MB)
 Disablement Benefit
o Temporary disablement benefit (TDB)
o Permanent disablement benefit (PDB)
 Dependants' Benefit (DB)
 Funeral Expenses
One needs to get registered with the Employee's State Insurance Corporation to enjoy the various
benefits offered by the corporation. Through registration every employer and its employee are
identified for the scheme and their individual records are maintained for the same. For registration,
first the particulars about every coverable organization is obtained and a number is allotted.
Subsequently the employees of the organization are registered and allotted with a separate number;
necessary records are maintained to find out the benefits which the employee is entitled to. Only those
hospitals which are covered under the ESIC Act are eligible for the above benefit.
Dept:
Distrib: Code:
BR/HR/32/82
Contributions
E.S.I. Scheme being contributory in nature, all the employees in the factories or establishments to
which the Act applies shall be insured in a manner provided by the Act. The contribution payable
to the Corporation in respect of an employee shall comprise of employer’s contribution and
employee’s contribution at a specified rate. The rates are revised from time to time. Currently, the
employee’s contribution rate is 1.75% of the wages and that of employer’s is 4.75% of the wages
paid/payable in respect of the employees in every wage period.
Collection of Contribution
An employer is liable to pay his contribution in respect of every employee and deduct employee’s
contribution from wages bill and shall pay these contributions at the above specified rates to the
Corporation within 21 days of the last day of the Calendar month in which the contributions fall due.
Dept:
Distrib: Code:
BR/HR/33/82
LEAVETRAVELALLOWANCE(LTA)SOP&FORMS&FORMAT
Eligibility:
All employees who are confirmed & completed 6 months service in the Company would be eligible to
claim LTA. And it will be at sole discretion of Management (HR Head/CEO).
Terms & Conditions:

 LTA will be paid on calendar year basis i.e. from January to December. However for the first time
LTA will be payable to the employee on a pro-rata basis from the date of joining services to the
end of the calendar year. Subsequently LTA will be payable in full once on completion of the
previous calendar year.
 LTA has to be claimed by filling in the “LTA Requisition form” as it will be automatically paid
with salary at the end of the calendar year.
 In the event of separation from the Company, LTA will be payable on pro rata basis till the last
date of service with the Company.
 Employees are allowed to carry over LTA amounts.
 LTA is exempted from tax for two journeys in a block of four years (provided the necessary
supporting in the form of bills is submitted). The block years have been defined by the Income
Tax Act as under:
2006 – 2009 (i.e. January 1, 2006 to December 31, 2009)

2010 – 2013 (i.e. January 1, 2010 to December 31, 2013) and so on.
E.g.: Mr. Jacob in the example above can claim tax exemption on his LTA amount received during
the year 2009.
For subsequent four years he can claim tax exemption for only two years between 2010 and 2013,
if he is claiming LTA every year.
However, say he claims LTA in 2010 and in 2013, it means he has performed two journeys in the block
2010-2013 i.e. in that case he has actually claimed it against two journeys (amount for four years) and
hence his entire amount would be tax-free. Please note that from the income tax angle the no of
journeys are more important than the no of years.
Mr. Jacob also has the option of carry over exemption for one journey performed from the previous
income tax block, provided he claims it in the immediate first year of the new block.
The years in which he would like to claim tax exemption is up to him to decide. In order to claim tax
exemption he has to provide proof of travel in the form of original bills.
Dept:
Distrib: Code:
BR/HR/34/82
Procedure for Claiming LTA

There are two ways in which LTA can be claimed:
1. LTA claim with tax exemption (where the LTA amount will not be included in taxable
income).
2. LTA claim without tax exemption (where the LTA amount will be included in taxable
income).
 LTA claim with tax exemption

The compliance of the following steps is a MUST in order to avail Tax exemption:
 It is a mandatory requirement for the employee to proceed on a sanctioned PL for a

minimum of 5 days.
 On resuming duty after PL the employee is required to submit the claim in LTA Requisition
form (Annexure 6 e (i)) after obtaining the approval from the concerned management
authority along with the travel expense bills, in original.
 Air (economy class) / train (1st class), the shortest logical route, is considered permissible for
spouse, children & dependents, as per Income Tax rules.
 LTA Claim without Exemption

LTA can also be claimed without providing the necessary supporting documents and not availing
AL. The steps to be followed are as follows:
 LTA Requisition form must be duly filled & the approval from the concerned management
authority must be obtained (HR Head/CEO).
 Availing of PL in this case is not essential.
 It is also not necessary that you submit any supporting documents verifying your travel.
In both the cases, the employee will be paid the LTA in the immediate salary subsequent to forwarding
the claim but the benefit of awarding the exemption will be based on the satisfactory compliance of
the conditions set in the policy. If supporting documents are not given LTA will be paid but will be
made taxable i.e. it will be considered while calculating your tax liability for the financial year.
Dept:
Distrib: Code:
BR/HR/35/82
COMPANYASSET POLICY
Employees of the company are provided assets at the time of joining or during their tenure by the
company for official or business purposes. Each employee is responsible for protecting the Company’s
assets and ensuring they are used for Company business purposes and in accordance with the company
policy.
Resources such as computers, laptops, emails, mobile handsets, data cards, printers and other similar
technologies are provided to enable the employee to perform his/her work for the company.
All electronic data stored on company computers or similar assets are the property of the Company.
The company has the right to monitor or access documents on its systems at any time and within the
limits of existing laws and agreements. At the time of exit, the employee must return all company
assets to the company.
This policy covers:
 Mobile Handset & SIM

 Laptop
 Data card
 Company Email ID
 Company Vehicle
Dept:
Distrib: Code:
BR/HR/36/82
MOBILE POLICY
Objective
To lay down policies and guidelines for using mobile phones or providing sim card facility to all the
employees by the company for official purpose.
Process
 The mobile facility is not applicable to all the employees of the organization
 The eligibility of this policy will be purely based on the work exigencies. This facility is purely
for official purposes.
 They would be either provided with a SIM card or will be provided with a handset along with
the sim card
 The employee should not cause any damage to the handset, and if caused then all the expenses
in repairing the mobile phone will be incurred by the employee and not the employer
 The employee should submit both the handset and the SIM card provided to him/her at the time
of leaving the organization The employee should not misuse the facility given to the him/her
 An itemized bill would be generated by the end of every month tracking every call
made/received by the employee
 If the employee is found misusing the facility given to him/her, then disciplinary action would
be taken by the management
 All mobile expenses incurred for official work would be borne by the company
 In case of loss of SIM card, the employee must inform HR Department as soon as possible to
avoid any misuse of the SIM card
 The company reserves the sole right to modify or cancel the scheme at any time without giving
any notice totally or individually
 If in case the employees bill amount exceeds the upper limit specified by the management, the
difference amount shall be borne by the employee and not by the company
 The cost doesn’t cover Value Added Services, ISD Calls & Special SMS
 The handsets/SIM card should be procured through HR
Dept:
Distrib: Code:
BR/HR/37/82
Mobile Facility / Reimbursement Limits
Cadre Level Grade Upper Limit(Rs)pm

Executive/ Staff RL – 8 to RL – Merchandisers/ Exec/ Sr. Per Reimbursement
10 Execs/ Office Assistants Master
Mid Management RL- 5 to RL – 7 Asst. Managers/ Deputy Per Reimbursement
Managers/ Managers – Master
Corporate & Regional
Senior Management RL – 4 to RL – Region Heads/ Function Per Reimbursement
3 Heads/ AGM/ DGM/ GM Master
Top Management RL – 1 to RL – AVP/ VP/ COO/ CEO/ At Actual
2 MD
In case of any business exigency, it may be dealt on case to case basis
Instrument Price Range
Cadre Grade Instrument Type Instrument

Limit(Rs)
Executive/ Staff RL – 8 to RL – 10 NA NA
Mid Management RL- 5 to RL – 7 NA NA
Senior Management RL – 4 to RL – 3 Blackberry Rs.10000-15000
Top Management RL – 1 to RL – 2 Blackberry At Actual
*** For all other grades mobile handset device will be provided as per need basis with requisite
approval from Head HR & CEO
Dept:
Distrib: Code:
BR/HR/38/82
SALARY ADVANCES
Eligibility:
All Employees are eligible to apply for salary advance, subject to availability of funds.
Amount
The maximum amount to be sanctioned as salary advance will be 50 percent of currently drawn
monthly gross salary of the Employee.
The salary advance will be recovered in the same month’s salary of the Employee. No Employee
can request for more than 3 salary advances during any financial year. However, there should be a
difference of 2 payroll months between any such requests.
Repayment:
If an Employee leaves the organization before the repayment of salary advance, the Employee is
liable to pay the amount before being relieved.
 Procedure
• The applicant has to send an e-mail to his / her Departmental Head. The mail is then forwarded
to HR.
• The HR Department verifies the eligibility amount and forwards the application to CEO for
approval. The sanction / rejection of salary advance is finally at the discretion of the CEO.
• All applications for salary advance should reach HR Department on or before 10th of every
month
Dept:
Distrib: Code:
BR/HR/39/82
PERFORMANCE APPRAISAL
Objective:
 The appraisal process will seek to evaluate the employee on certain competencies, necessary
for performing the job and achievement of the objectives set by them at the start of the review
period.
 The appraisal is not only a tool to evaluate but also to develop. It gives the member a holistic
self – perspective, an opportunity for self – reflection and guides him in the right direction. It
helps in the assessment of training needs and identifying future development.
Probation to Confirmation:
Probation period for Executives: 6 months
Probation period for Managers: 6 month
Fast track confirmation – Employees who are performing well
Incremental Appraisal:
Incremental Appraisals are conducted:
 Annually in the month of April
 Employee must have completed minimum 6 months with the company to be eligible for the
Annual appraisal.
Every month, HR will intimate all Business Heads / Functional Heads about employees whose
probation and / or incremental appraisal is due in that month.
Procedure for Appraisal:
Process Note:
The timelines & process flow for the appraisal activity are as below:
a. HR initiates the Performance Appraisal process by intimating the Departmental Heads about
the same.
b. Appraisal is conducted by Immediate Supervisor (Appraiser). HR participates in the Appraisal
process when required.
c. The employee fills the appraisal format along with his achievement figures and comments.
d. After filling his form and sending it to the immediate Reporting Manager, the two have a one-
on-one discussion where the manager discusses targets achievement/ non achievement and
Dept:
Distrib: Code:
BR/HR/40/82
other initiatives in greater detail and together they decide on developmental programmes for
the next year.
e. The employee goes through his ratings, mentions his feedback on the ratings given to him by
the Appraiser and the entire Appraisal process.
f. Both the Appraiser and the employee sign on the Appraisal form.
g. Post the discussion the reporting manager in strict confidence records his/her feedback about
the employee’s performance and assigns a Performance Rating for the employee in the KRA
Sheet.
h. Any recommendation for Job Profile Changes, Promotions, Salary corrections, etc. needs to be
confidentially recommended by the Reporting Manager for the 2nd Appraiser’s views.
i. The immediate Reporting Manager sends the KRA sheet for all his team members to the
Region Head / Functional Head (2nd Appraiser) for moderation and finalisation of ratings.
j. The Region Head / Functional Head will go through the appraisal document received from the
reporting Manager in detail and give his / her approval to the final rating. He/she may hold a
discussion with the appraisee if required/ desired.
The Performance Rating is still not final at this stage and the Reporting Manager & 2nd Appraiser must
not communicate any ratings/ promotion / salary changes proposed to the employee.
k. The Region Head / Functional Head (if having team of 20 employees or more) ranks all his
employees in descending order of Performance (as per Performance %age Achievement) and
normalizes the Performance Ratings based on the guidelines below i.e.
i. First 5% from this ranked list get Performance Rating of 5
ii. Next 25% from this ranked list get Performance Rating of 4
iii. Next 40% from this ranked list get Performance Rating of 3
iv. Next 25% from this ranked list get Performance Rating of 2
v. Remaining 5% from this ranked list get Performance Rating of 1
l. Support function teams with less than 20 employees may need to be combined as well to form
a quorum of at least 20 members, before their ratings are also normalized – the HR Head
would ensure this.
m. The 2nd Appraiser after adding his/her comments & recommendations, sends across the
updated KRA sheets including normalized Performance Ratings & Promotions / other
recommendations to the HR Head, for further collation and presentation to Management for
approval.
n. Management will review and approve the ratings and recommendations.
o. HR then issues Increment / Promotion / Confirmation letters whichever applicable.
p. Duly signed copy of the letter has to be returned to HR.
Dept:
Distrib: Code:
BR/HR/41/82
REWARDS & RECOGNITION
GFPL believes in rewarding the best performers as a mark of appreciation & respect for the efforts &
hard work they have put in.
Objective: To recognize efforts and acknowledge performances of employees, with specific emphasis
on building a performance culture.
Eligibility for consideration: Employees who:

1. Clearly exceed targets,
2. Meet targets against all odds, where the difficult conditions are not self-created & are beyond
the employee’s control,
3. Embody any of the Graviss Values regularly and consistently, resulting in consistently good
results for the business,
4. Will be talked about as Role Models for other employees to emulate – any adverse behaviour,
ethical or other such issues should be carefully considered by the HR Head & Business Head
before considering any R&R
A detailed plan is available with HR

Dept:
Distrib: Code:
BR/HR/42/82
GRIEVANCE REDRESSAL POLICY
This section of HR Manual describes the overall process of Employee Grievance Redressal Policy,
which Includes Classification of the Problem, Investigation, Formation of Grievance Redressal
Committee, and final outcome.
 What is Grievance:
• It is basically any disagreement between two parties.
• A grievance is also a complaint one party has against another party for some alleged wrong
committed by the second person.
• A “grievance” occurs when a staff member feels aggrieved about a matter Employed with his
or her employment conditions, or when he or she disagrees with a decision, action or behavior
in the workplace by a fellow worker, supervisor or manager that may affect the working
relationship or work environment.
The Policy classifies Grievance in two types:

 Personal Grievance:
Personal grievances may arise from issues to do with employee’s personal matters like
redeployment, misconduct, police records checks, victimization, bullying, and matters concerning
discrimination or harassment, including sexual harassment
 Professional Grievance:
• Professional Grievance means any type of dissatisfaction or discontent arising out of factors
related to an employee’s job which he thinks are unfair.
• A professional grievance arises when an employee feels that something has happened or is
happening to him which he thinks is unfair, unjust or inequitable. In an organization, a
professional grievance may arise due to several factors such as:
• Violation of management’s responsibility such as poor working conditions
• Violation of company’s rules and regulations
• Violation of labor laws
• Violation of natural rules of justice such as unfair treatment in promotion, etc.
Dept:
Distrib: Code:
BR/HR/43/82
 Purpose:
• The purpose of the grievance procedure is to resolve as swiftly and fairly as possible
grievances at the lowest possible administrative level; to provide recourse through an orderly
procedure for satisfactory adjustment of complaints; and to provide the employee with the
proper safeguards as to his or her rights as an employee.
 Scope:
It is intended for the grievance procedure to be made available to all the employees of Graviss
on “Equal Opportunity” and non -discrimination on the basis of race, color, religion, age, sex,
national origin or other non-merit factors.
 Grievance Handling Process:

Start End
Step Action Further facts supporting Action Date Date
1 Grievance is registered At the official e-mail ID of HR Head D D
The format will be
2 Unique Login ID is provided BR/DDMMYY/Complaint No: D D
Check for the integrity and value of
3 Analysis of the complaint complaint D D+1
confidentiality to be maintained, if
4 Investigate the compliant required D+1 D+4
Discuss the results of
5 investigation with the complainant D+4 D+5
HR Discusses with immediate
6 supervisor/CEO D+5 D+7
IF Professional: The committee would
Hr presents findings to the consist of CEO/Head HR
7 committee Manager/Immediate Supervisor
IF Personal: The committee would
consist of CEO/Head HR
(Any 3 of the 4 need to be present when
the findings are presented) D+7 D+9
Dept:
Distrib: Code:
BR/HR/44/82
The committee decides on the

complaint and finalizes the action
8 plan D+9 D+10
The HR team communicates the
9 decision to the complainant D+10 D+10
If the complainant is not satisfied by the results, he will forward the complaint to the Chief People’s
Officer.
The steps in the Table will be followed
If the complainant is not satisfied by the results, he will forward the complaint to the Vice Chairman
Dept:
Distrib: Code:
BR/HR/45/82
PERSONAL & SEXUAL HARASSMENT POLICY.
POLICY STATEMENT
The Company is committed to maintaining a positive working and learning environment.
The company will not tolerate acts of personal and/or sexual harassment or related retaliation against
or by any Employee. This Policy
(1) Provides a general definition of personal and sexual harassment.

(2) Prohibits personal and sexual harassment and related retaliation; and
(3) Sets out procedures to follow when an Employee believes a violation of the Policy has occurred.
It is intended that Employees violating this policy shall be disciplined up to and including termination
of services and taking legal recourse, if deemed necessary.
Applicability: The above policy is applicable to all Employees and consultants on the rolls of the
company.
(1) DEFINITIONS:
A: SEXUAL HARASSMENT:
Sexual harassment consists of interaction between individuals of the same or opposite sex that is
characterized by unwelcome sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature.
Conduct of a sexual nature may include, but is not limited to, verbal or physical sexual advances,
including subtle pressure for sexual activity; touching, pinching, patting, or brushing against;
comments regarding physical or personality characteristics of a sexual nature.
Examples of Sexual Harassment are (but not limited to):
 Requests for sexual favors, Jokes of a sexual nature, Suggestive remarks, Displaying pictures,
posters or cartoons of a sexual nature, Displaying pornographic material, Making sexually
derogatory sounds and comments, Whistling, Unwelcome touching, Sharing sexually
suggestive e-mail messages.
The objective of the above sexual harassment behavior might be:
 To explicitly or implicitly be a term or condition of an individual's employment and/or

performance evaluation.
 Of unreasonably interfering with an individual's work or performance or creating an
intimidating, hostile, or offensive working environment.
Dept:
Distrib: Code:
BR/HR/46/82
B: PERSONAL HARASSMENT:
The Company is committed to maintaining a positive learning and working environment. The
Company does not discriminate on the basis of race, color, origin, sex, age, disability, creed or
religion. Employees are expected not to discriminate with other Employees on the above and any such
behavior shall be invite serious disciplinary action.
Personal harassment may include, but is not limited to, the following:
 Slurs and jokes about a class of persons (for example, those who are disabled or a member of a
minority group)
• Derogatory remarks about a person’s geographical origin, race, language or accent.
• Display of explicit or offensive calendars, posters, pictures, drawings or cartoons which reflect
negatively upon a person’s class.
• Disrespectful comments even if unrelated to a person’s race, color, statehood, religion, age
or disability.
• Teasing or references to an individual’s age or disability.
 Victimization of an Employee based on the above and/or personal bias/dislike.
(2) PROHIBITION OF PERSONAL & SEXUAL HARASSMENT
It has to be understood by all concerned that the actual intent of the personal and sexual harassment is
irrelevant. What is relevant is the impact of the behavior on the recipient.
Further, harassing behavior can be verbal, non-verbal, or physical. “Offensive” is in the eye of the
beholder or the recipient of the behavior. What is NOT offensive to one person may be
offensive to another, despite the intent of the alleged offender. Severe acts may be judged based on a
single act. Less severe acts may constitute harassment if repeated.
The company shall ensure explicit protection of the confidentiality of the victim of
Harassment, the alleged respondent and the witnesses.
The company shall guarantee that neither complainant nor witnesses will be subjected to retaliation.
The Company prohibits any form of Personal and/or Sexual Harassment by any of its
Employees and shall take severe disciplinary action against any person/s found guilty of any
such conduct/s.
(3) COMPLAINT REDRESSAL PROCESS:
A- Definitions:
i) Prevention of Personal and Sexual Harassment Committee (POPSHC)
The company shall nominate the POPSHC committee as per the provisions of Sexual Harassment of
Women at Workplace Act 2013, consisting of 3 members excluding the Chairman of the Committee.
The Head of the committee would be a woman employed at a senior level in the workplace, besides
Dept:
Distrib: Code:
BR/HR/47/82
her there would be 3 other members (Male/Female) including an outsider who would be a member of
an NGO or committed to the cause of women or familiar with issues related to sexual harassment.
ii) Complainant: a complainant is a person who is subject to alleged personal or sexual

harassment.
iii) Respondent: a respondent is a person whose alleged conduct is the subject of a complaint.
iv) Sexual harassment: as per 1A above.
v) Personal harassment: as per 1B above.
B- Complaint Resolution:
Obligation to Report: In order to take appropriate corrective action, the Company must be made aware
of personal/ sexual harassment or related retaliation. Therefore, anyone who believes that s/he has
experienced or witnessed sexual harassment or related retaliation should promptly report in writing
such behavior to the Chairman or any member of the POPSHC.
Timeline of Reports or complaints under this Policy shall be addressed and resolved as promptly as
practicable after the complaint or report is made. Ordinarily, investigations shall be concluded and
reports submitted to the reviewing committee no later than 30 days following the receipt of a
complaint.
Upon receipt of the complaint, the Chairman of the POPSHC shall decide the investigating officer.
The investigating officer shall conduct an inquiry and submit the report to the Chairman, POPSHC
within 15 days.
The POPSHC shall be convened after receipt of the report and the committee shall discuss in detail the
findings of the report and determine whether the policy has been violated. It may be understood that
all members of the committee and the investigating officer should maintain complete confidentiality.
The committee, if required, may ask for additional information/investigation.
If an investigation is conducted, the complainant and the respondent shall have the right to:
a. Receive written notice of the report or complaint, including a statement of the allegations,
soon after the commencement of the investigation as is practicable.
b. Present relevant information to the investigator(s); and
c. Receive, at the conclusion of the investigation and appropriate review, a copy of the
investigator's report.
The respondent shall have the opportunity to give his final comments based on (c) above. After the
response from the respondent is received the POPSHC shall prepare the final report.
The report will then be submitted to the Chairman of the POPSHC.
Any proven case of Personal / Sexual Harassment shall result in termination of employment
from the company.
Dept:
Distrib: Code:
BR/HR/48/82
Head - HR shall be informed by the Chairman of the POPSHC of the punishment of the respondent, if
any and necessary action would be initiated within 1 day.
The whole process shall in no case exceed 60 days from the day of submission of complaint.
Note: It is also a violation of this Policy for anyone acting knowingly and recklessly, either to make a
false complaint of sexual/personal harassment and/or to provide false information regarding a
complaint. In such case strict disciplinary action will be taken by the company.
POPSHC COMMITTEE
Chairperson: Ms. Devika Keer (Marketing)

Committee Members:
1. Ms. Srotoshree Kar (Franchise Management)
2. Mr. Sunit Jha (Institutional Sales)
3. External Member (To be nominated)
Dept:
Distrib: Code:
BR/HR/49/82
SEPARATION POLICY
 Overview
This section of the manual describes the overall process of separation including resignation,
termination initiated by the employer and retirement. It also includes policies on common clearance
formalities Employed with the separation of any Employee.
 Scope
This policy is applicable to all full time Employees of GFPL in the Management and Non
Management Cadres across all units, functions and locations.
 What is Separation
Separation is defined as the termination of the services of the Employee either initiated by the
Employee or by the employer or termination of employment by way of superannuation.
The three instances of separation covered by this policy are:
1. Resignation
2. Termination (initiated by employer)
3. Retirement
 Objectives
The main objective of the Separation Policy for GFPL is outlined as follows:
• Ensure that the activities around cessation of the employment contract are smooth and easy for
both GFPL and the Employee.
• Ensure that separation is handled in a dignified manner and all contractual and legal
requirements are complied with.
While steps to retain high performing and/or high potential Employees would have been taken
much earlier where applicable almost as soon as such talented Employee states his/ her intention to
leave, this policy focuses on providing GFPL with one more opportunity to prevent any
unwarranted separation of key talent and also ensure that all Employees leaving us, leave with
good memories of the organization and continue to be ambassadors of the company.
Dept:
Distrib: Code:
BR/HR/50/82
1. RESIGNATION:
 Process:
For an Employee initiating termination at his own will, the following is the process to be followed:
1. The Employee shall submit a resignation letter to his immediate superior and also mark a copy
to HR
2. Immediate Superior has a dialogue to understand underlying reasons and forwards the
resignation to Department Head with comments.
3. Department Head may decide to meet the Employee in person on a case-to-case basis and
forwards the resignation to Head-HR with comments.
4. HR receives the resignation, may meet the Employee for an informal discussion to make an
independent assessment.
5. Approval authority for accepting resignation
• Senior Level : Executive Director & CPO
• Middle Level : CEO & Head HR
• Junior Level : Department Head.
6. HR will forward all Employee records including resignation letter and Line Manager/
Department Head comments to approval authority for accepting the resignation.
7. Once the resignation is approved, it is forwarded to HR with the approval. If the resignation is
not approved, it is sent back to the Employee with sufficient reasons.
8. On the approval of resignation, the HRD would inform the ITD to take the backup of the
Laptop/PC etc.
9. HR discusses with Line Manager and Department Head to finalize date of relieving, handover/
takeover etc.
10. The Employee fills up the clearance form and submits to HR
11. Clearance Formalities (explained in section 4)
12. HR conducts an exit interview with the Employee, in order to get the exit inputs and to ensure
positive branding of the organization.
Dept:
Distrib: Code:
BR/HR/51/82
2. TERMINATION
 Process:
If GFPL wishes to terminate the services of any Employee the following process is to be
followed:
1. The immediate superior prepares a case to terminate an Employee’s service and substantiates
the case by presenting non-performance data, details of misconduct, details of past warnings
issued (in writing) and additional comments and forwards these documents to the Head HR.
The reason for termination may be one of the following: continuous low performance with no
effort made by Employee to improve, misconduct or other acts that are deemed as against the
policies of the organization.
2. Department Head and Head HR make an independent assessment of the case, and meet the
Employee in person, and may overrule the Manager’s decision to terminate and/ or seek more
time from the Employee and observe his/ her behavior and attitude more closely and forward
comments to Immediate Superior.
3. At this stage if the details of the case stand against the Employee, HR will organize an enquiry
to provide the Employee a chance to clarify/ explain the charges imposed against him/her.
4. Comments of the enquiry officer along with the comments/ papers from each of the above
steps will be sent to the Head HR and Executive Director of the company (CPO in cases of
Senior Levels) for final decision. (Enquiry Officer may/ may not be an Employee of GFPL.
He/ she needs to be a mature, impartial individual with experience in handling such
proceedings, should be one who is seen as independent and non-aligned to either parties)
5. Approval authority for termination:
• Senior Level: Executive Director & CPO
• Middle Level: CEO and Head HR.
• Junior Level: Department Head.
6. On the approval of termination, the HRD would inform the ITD to take the backup of the
Laptop/PC etc
7. Clearance Formalities ( explained in Section 4)
Dept:
Distrib: Code:
BR/HR/52/82
3. RETIREMENT:
All Employees at GFPL shall retire from their services once they complete 58 years of age.
 Process:
The process to be followed is as follows:
1. HR initiates the retirement process one year before the date of retirement of the Employee,
with respect to succession planning.
2. Three months before the retirement date, a letter is sent to the Manager and the Department
Head notifying them of the Employee’s retirement dates. This will ensure that there is adequate
time for a complete handover of services.
3. HR will be the final authority for all retirement based termination of employment.
4. For long term Employees, HR can fix a budget approved by the Department Head for a
Farewell function
5. Clearance Formalities ( explained in Section 4)
6. Notice Period
During the course of employment, either party (Employee or GFPL) may terminate the
contract of employment by providing a notice to the other party. The level wise Notice Period
to be served is as below:
 Senior Level : Three months
 Middle Level: Two months
 Junior Level: One Month.
 Employees on Probation: Fifteen days
7. In certain cases (critical assignment, situations), GFPL, reserves the right to enforce full notice
period. In certain deserving cases the notice period maybe waived. Such waiver may be sought
on an exceptional basis only and has to be approved by the joint decision of ED & CPO for
senior level and CEO & Head HR for Middle & Junior level Employees.
8. Other Clearance Formalities
 All Employees leaving the organization will fill the clearance form. The Employee will
get the form filled and signed by the relevant individuals/ department and hand over the
completed form to HR.
Dept:
Distrib: Code:
BR/HR/53/82
 On receiving the completed form, HR shall intimate the Finance Department to settle
all the accounts: - compensation, PF, gratuity, reimbursements, etc and provide all the
relevant claim forms filled by the Employee.
4. CLEARANCE FORMALITIES:
On clearance from required Departments, HR shall prepare the following documents for relieving the
Employee:
1. Relieving letter signed by the appropriate authority
2. Full and Final Settlement of dues payable
3. Settlement of Provident Fund (if applicable)
4. Application for Payment of Gratuity (if applicable)
5. Service Certificate to be signed by the HR Head
The Employee shall stand relieved after closing at the working hours on the last day of the notice
period after completion of all above mentioned separation formalities.
 After relieving the Employee, HR shall complete/ intimate the necessary departments for the
following administrative formalities:
 Necessary changes in the Attendance and Payroll system- HR
 Information to the organization of the leaving Employee by email- HR.
 Filing a copy of the completed clearance checklist in Employee’s Personal file.
 Deletion/ Blocking of Email ID, ID Card Access and login ID of the Employee.
 Filing the relieving documents in the Personal file and placing the file in Separated Employees
record.
The Relieving letter is issued to the exiting employee only after Full & Final Settlement of dues is
processed. In the interim during the settlement processing, the employee may be issued letter of
“Acceptance of Resignation” that can be submitted to the new employer as proof of official exit from
the company. The letter must be requested for by the exiting employee.
Dept:
Distrib: Code:
BR/HR/54/82
5. EXIT PROCEDURE for Employee
Employee will need to complete the attached exit clearance form before he leaves the organization.
Process:
The process for exit is detailed below:
 Employees planning to opt out of BR have to submit a hard copy (or email) of their resignation
letter (clearly stating their Notice period to be served), duly signed as “received and accepted”
by their Immediate Supervisor, to HR.
 Notice period for employees on payroll during Probation period: 15-30 days
 Notice period for Contractual employees: 15 days
 Notice period for Confirmed employees: 1-3 months
 Employees cannot take leave during Notice Period. Any such leave will be considered as
Leave without Pay.
 Employees whose resignation is accepted will initiate handover formalities during their notice
period, i.e. completing existing assignments, handing over pending tasks to the suitable
counterpart decided by his/her supervisor, handing over of files, documents, agreements,
contacts, etc to the designated person.
 A checklist of the assignments / documents/ ongoing responsibilities is created and signatures
of the persons accepting this information is documented in the Handover Form.
 On or before the Last Working Day, the employee will fill out the Clearance Form, obtaining
sign-off from the respective departments. Any documents needed for computation of TDS, etc
should be submitted to accounts.
 On the last working day, the Clearance form and the Handover form is submitted to the HR
Representative for F&F Settlement processing.
 EXIT INTERVIEWS: Exit interviews can be a valuable source of information beyond learning
the reasons why employees are leaving your company. When exit interviews are done well,
they can uncover issues that can be addressed. They can also provide information on how to
improve procedures and can identify the programs in the company that are highly valued. Exit
interviews can provide you with honest, focused feedback that you can act upon in your own
time frame.
Dept:
Distrib: Code:
BR/HR/55/82
 EXIT Interview Process: Exit interview would be conducted by a Top/Senior management

member to ensure fair and effective process. The interviewer would ask the questions as per
annexure and any other questions as deemed fit and submit the report to HR.
Dept:
Distrib: Code:
BR/HR/56/82
ANNEXURES
Particulars Page No
1. Manpower Requisition Form 57
2. Interview Assessment Sheet 58-59
3. Employee Information Form 60-62
4. Documents Submission list 63
5. Declaration Letter on Non-availability of Documents 64
6. Employee Asset Form 65
7. Asset Request Form 66
8. Declaration of Receipt of Asset 67
9. Application For Salary Advance 68
10. Leave Application Form 69
11. Comp Off Application 70-71
12. Conveyance Reimbursement Form 72-73
13. Travel Reimbursement Form 74
14. Leave Travel Assistance Form 75
15. Appraisal Form 76-78
16. Asset Handover Form 79
17. Clearance Form 80-81
18. Exit Interview Questions 82
Dept:
Distrib: Code:
BR/HR/57/82
Annexure
MANPOWER REQUISITION FORM

Requisition Number:
Requisition raised by:
Date:
Required Designation:
No. of positions:
Department:
Experience:
Qualification:
Skills:
Job Description:
Location:
Expected / Budgeted
CTC:
Replacement of: New Budgeted
Type of Recruitment: [Specify Name of individual] Position Position
Expected Closing Date:
Signature of HOD Signature of Head HR Signature of CEO

Dept:
Distrib: Code:
BR/HR/58/82
INTERVIEW ASSESSMENT SHEET Page 1 of 1
Name: M/F: Date of Birth _______________

Last Employment: Total Experience (yrs.): _
Position Applied for:
Referred by:
Rating Scale: 3=Excellent 2=Good 1=Satisfactory 0=Unsatisfactory
Sr. Parameters Interviewer 1 Interviewer 2 Interviewer 3 Interviewer 4

No.
Name / Designation of
Interviewer
1. Knowledge of specific job
and job related topics
2. Comprehension
3. Communication skills
4. Org. Culture fitment
5. Motivation to Succeed
6. Confidence level
7. Maturity Level
8. Growth potential
9. Appearance
10. Managerial / Leadership skills
(For AM & Above Only)
11. Overall Rating/ Average
Additional Remarks: ________________________
Attitude: ____________________________ Adaptability:____________________
Signature of Interviewer(s): 1. 2. 3. 4 ________
Shortlist Hold Reject Retain in Data Bank
Comments (Technical / Functional):
Comments (HR):
Proposed Branch Proposed Location and Zone

Proposed Designation Proposed Grade
Current Salary Expected Salary
Current Incentives Proposed Date of Joining
Notice Period Proposed Salary
Date:___________
Dept:
Distrib: Code:
BR/HR/59/82
EXPLANATION OF THE PARAMETERS

TRAITS UN SATISFACTORY GOOD EXCEPTIONAL
SATISFACTORY 1 2 3
0
KNOWLEDGE No knowledge Meets our Exceeds our Thoroughly
OF SPECIFIC evident requirements expectations versed in job and
JOB AND JOB for hiring of average very strong in
RELATED TOPICS candidates Employeed areas
COMPREHENSION Did not Understood Grasped all Extremely sharp.
understand most new ideas new points Understood subtle
many points and skills and concepts points and
and concepts discussed quickly underlying
motives. Quick
grasp of ideas;
insight.
Could not Sufficient for More than Outstanding
COMMUNICATION communicate. adequate job sufficient for ability to
Will be severely performance job communicate
Impaired in
most jobs
Does Not Fit Appeared Fits into the Totally fits into
ORG. CULTURE genuinely fit culture & the value system
FITMENT into the culture exhibits exact & culture
Values
None exhibited. Average Highly Extremely
OVERALL No concern for interest in motivated. motivated. Very
MOTIVATION TO advancement advancement Strong desire strong desire to
SUCCEED to advance succeed and
advance.
POISE AND Extremely Sufficient poise No loss of Displayed
CONFIDENCE distracted and and confidence poise during impressive poise
confused. to perform job interview. under stress.
Displayed Confidence in Appears
uneven temper ability to unusually
handle confident and
pressure secure.
Adaptability: Adjusting own behaviours to work efficiently and effectively in light of new information, changing
situations and/or different environments
Dept:
Distrib: Code:
BR/HR/60/82
EMPLOYEE INFORMATION FORM
PLEASE FILL UP ALL DETAILS Photograph
Date Designation CTC (p.a.)

Last Name First Name Middle Father / Husband
Initial Name
Present address
Permanent Address
Phone No
Mobile No
E-mail
Date of Birth Marital Status (Single / Gender Blood Group
Married)
Nationality Religion State of Origin Town / Village
Emergency Contact Number:
Name of Contact Person in case of emergencies:
Relation:
Dept:
Distrib: Code:
BR/HR/61/82
ACADEMIC BACKGOUND (starting from latest):

Sr. Month and
No Name of the Course College and University year of % Grade
. Passing
1
2
3
EMPLOYMENT HISTORY (Starting from latest):
Sr. Period Last

Company Name Reason for
No (From(mm/yy) – Designation Drawn
leaving
. To(mm/yy)) Salary
1
2
3
5
6
FAMILY BACKGOUND:
Date of
Sr.
Name of the Family Member Relationship Birth Occupation
No.
(dd/mm/yy)
1
2
3
5
Dept:
Distrib: Code:
BR/HR/62/82
If Yes, name of Industry/

Are you a member of the Yes No Establishment where Account No.
covered
a) Employees’
Provident
Fund Scheme
b) Employees’ Family
Pension Scheme
c) Employees’ State
Insurance Scheme
Are you related to any Present or Past Employee of this company: Yes No
Name Relatio Positio Departmen Present Past
n n t
If yes please
mention the
Bank Details Yes No Location Bank Account No.
Branch
name
Do you have
an AXIS
Bank
account
I hereby certify that the Information given by me to the foregoing questions are true and
correct, without any consequential omissions whatsoever. I agree that Baskin Robbins shall not
be liable in any respect if the application is rejected or my employment terminated because of
the falsity of answers or omission made by me in this application form. It is understood that if
engaged, my employment will be subject to service conditions as may be stipulated in the
appointment letter.
Date: _________________
Employee’s signature: _________________
Place: ________________
Dept:
Distrib: Code:
BR/HR/63/82
DOCUMENTS SUBMISSION CHECKLIST
Documents to be submitted on day of joining
Welcome to the BR team. You are requested to get following documents and submit
photocopies of the same on your first day of joining:
1. Latest salary slip
2. All work experience certificates
3. All mark sheets / certificates of qualification
4. Date of Birth proof (Birth Certificate / School Leaving Certificate)
5. Photo Identity proof (Passport / Driving License)
6. PAN Card
7. Address proof (Ration Card / Telephone Bill / Electricity Bill)
8. 3 References (from your previous employers)
9. 3 Passport size and 1 stamp size recent colour photograph
An appointment letter will be issued to you on your successful submission of the above
mentioned documents
References:
S. No Name Company Designation Contact E-mail

Name Number address
1
4
Dept:
Distrib: Code:
BR/HR/64/82
DECLARATION LETTER ON NON-AVAILABILITY OF DOCUMENTS
Date:
To,
Head of Department
DECLARATION LETTER
I Mr. / Ms. / Mrs. _____________________ who has been appointed in your organization as
with effect from______________ , would like to declare that, I will not be able to provide the below
mentioned documents.
1. Work Experience Proof

2. Educational Proof
3. Pan Card Copy
4. Residential Proof
5. Date of Birth Proof
Kindly exempt me from submitting the above documents and allow me to join my duties.
__________________ ________________________
Signature of Employee Signature of Head of Department
Name Name :
Designation: Designation:
Date : Date :
Dept:
Distrib: Code:
BR/HR/65/82
EMPLOYEE ASSET FORM
Employee Name: Date of Joining:

Designation: Date of Resign:
Employee Code: Last Day of Working:

Reporting Head: Reporting Head’s Designation:
Please fill the details against the Assets to be provided to the New Joinee this would be a part of the
employee’s personal file & would be referred in case the employee resigns from his duties.
Technical Details
Signature
about the Asset Signature When
Sr. during the
Asset Description Yes/No or any Other Asset is Handed
No. Receipt of
Information/ Over
the Asset
Specification
1 Laptop / Desktop
2 Email Id
3 ERP Login ID
Special / Additional
4 Software
5 Pen drive
6 Identity Card
7 Data Card
8 Visiting Cards
9 Stationary
Complete Handover
10 Document
Employee Signature
Date:
Approved By
Reporting Head: HR:
Signature: Signature:
Dept:
Distrib: Code:
BR/HR/66/82
REQUESTFORM
MOBILE/BLACKBERRY/DATACARD
Name ____________________ Emp. Code: ____________________
Designation ____________________ Location ____________________
Department: ____________________ Date: ____________________
I have read the policy on Mobile Connection for Employees and I shall abide myself to policy. Please
issue me an activated SIM with following requirements.
STD REQUIRED: YES / NO
ISD REQUIRED: YES / NO
ROAMING REQUIRED: YES / NO
HARDWARE REQUEST YES / NO
Justification:
Employee’s Signature:
APPROVAL
Approved by HOD Approved by HR & Admin
Remarks:
(Approval for General Manager and above would not be required)
OFFICE USE
Handset Model & cost: Serial No. :
Data Card No. : Date of Issuance:
Handset No. : Mobile Connection Number:
Signature of IT/Hr & Admin Incharge

Dept:
Distrib: Code:
BR/HR/67/82
EMPLOYEE DECLARATION
I have received the Mobile Connection No. and Handset bearing no. (if
applicable) I hereby declare that I will be responsible and
accountable for the safety of the Mobile handset along with activated connection, and in the case of
loss/theft/damage, I will report immediately to Administration and shall pay the due amount to the
Company. I also declare that this Mobile connection issued to me will be used by me only.
Employee’s signature:
Date :
Copies of this form to be forwarded by Administration Incharge to:

1) Finance & Accounts,
2) Purchase,
3) HR (Personal file)
Dept:
Distrib: Code:
BR/HR/68/82
APPLICATION FOR SALARY ADVANCE
Name ______________________
Employee Code ______________________
Designation ______________________
Department ______________________
Date of Joining ___________
Date of application for salary advance ___________
Previously applied salary advance or loan from Company ___________

(if any, please specify amount)
Declaration:
I hereby declare that I have applied for a salary advance of Rs. ___________
for the purpose of ___________ and I accept that a sum of Rs. ___________ will
be deducted from my monthly salary towards disbursement of salary advance.
___________
Signature of Employee
___________ ___________ ___________
Signature of HOD Signature of Head HR Signature of CEO

Dept:
Distrib: Code:
BR/HR/69/82
LEAVE APPLICATION FORM
Employee Name:
Employee Code:
Department:
Date of Joining:
Type of Leave (AL)
Reason for requesting leave:
For Full day leave

From:
To:
For half day leave
Date of leave
First half / second half
Total No. of days of leave:
Contact Address during leave period:
Contact number during leave period:
Signature of Employee and Date:

Leave sanctioned as follows (To be filled in by Supervisor)
Leave sanctioned for No. of days: Reason if leave not sanctioned:
Supervisor’s Signature and Date Department Head’s Signature and Date

Leave Balance available (To be filled by HR)
AL Balance available
LWP (if any, to be adjusted in payroll)
Human Resource Representative and Date

Dept:
Distrib: Code:
BR/HR/70/82
APPLICATION FOR DECLARING COMPENSATORY OFF Page 1 of 2
Employee Name:
Employee Code:
Department:
Date of Joining:
Working on (date):
(Company Holiday / weekly off)
Reason for working on a Company

Holiday / weekly off:

Comments of HR
<Employee Code/S. No. of Com. Off>
Dept:
Distrib: Code:
BR/HR/71/82
APPLICATION FOR AVAILING COMPENSATORY OFF Page 2 of 2
Comp. Off. Form No.

Employee Name:
Employee Code:
Department:
Date of Joining:
Worked on (date):
(Company Holiday / weekly off)
Date on which you wish to avail your

Compensatory Off:

Dept:
Distrib: Code:
BR/HR/72/82
Tour Expense Statement

Graviss Foods Pvt Ltd.
Traveling Expenses Statement PLACE - Date :
Purpose of Travel :
Name of the Employee: Designation :
1. Fare ( Supported by Tickets / Vouchers )
Pd by Co.
Remarks
Destination : Bangalore Departure Arival No of days Mode Fare Amt.
From To Date Time Date Time of travelling Rs. Yes/No
Total "A" 0 Yes/No
2. Food Expense
Total "B" 0.00
3. Hotel Expenses ( Supported by Bills )
Total "C" 0.00
4. Local Conveyance
Tour convy. Sheet
Total "D" 0.00
5. Other Expenses (Out of Pocket, Interent, Laundry etc)
Total "E" 0.00
Total (A+B+C+D+E) Expenses 0.00

Dept:
Distrib: Code:
BR/HR/73/82
Less : Advances Rs. 0
Less : Paid by company Rs. 0

Less : To be paid to party Rs. 0.00
Balance to be reimbursed ( Refunded ) Rs. 0.00
Prepared By Checked By Approved By
Note : Every expenses supporting required with approval of higher authority.
Travel Report :
Date of Travel Meeting with Purpose/Task Accomplishment/Remarks
Mr. XXX of Taj Int Discuss about Sales & New price
Dept:
Distrib: Code:
BR/HR/74/82
REIMBURSEMENT OF TRAVEL & FOOD EXPENSE SHEET
Grade : RL-_____________________________
Name :._____________________________ Designation : ___________________
Period :_____________________________ Area : _____________________________
Travel Food
Date Particulars Allowances Allowances Total
____________________ ____________________________
____________________
Prepared By Checked By Approved By
Dept:
Distrib: Code:
BR/HR/75/82
LEAVETRAVELASSISTANCEREQUISITION
Name: ___________
Designation: ___________ LTA Eligible: ___________
Leave Start Date: ___________ End Date: ___________
Details:
Travel From: ___________________ To: _________________________
Distance by shortest route one way: __________ Model of Travel: ______________
Ticket No’s, Taxi details: _________________________
Charges Paid: _________________________________

Please note that income tax exemption is only available in the following cases:
1. Travel by airfare for economy class, for the shortest route.
2. Travel by rail fare for Air-conditioned 1st class for the shortest route.
3. Other modes of transport – Actual subject to maximum of 1st class A/C train fare for equivalent
(shortest) route.
____________ ________________
Signature of the Employee HR Head
……………………………………………………………………………………………
For Company use only
Amount paid: Amount exempt:
Amount taxable: Amount approved:
Note: For claiming tax exemption benefit against LTA you must attach your journey transport bill.
This bill should be submitted in original; with revenue stamp affixed; duly signed by the appropriate
authority. Incomplete bills will not be considered for tax exemption.
Dept:
Distrib: Code:
BR/HR/76/82
APPRAISAL FORM
Performance Appraisal Form
Name ________________________ Employee Code ____________________
Designation ______________________ Department _______________________
Reporting Person__________________ Date of Joining ____________________
Date of Confirmation ______________
Appraisal Period From ______________ To ________________
Please give a rating against each attribute

EXCEEDS EXPECTATION: 5
SLIGHTLY ABOVE EXPECTATION: 4
MEETS WITH EXPECTATION: 3
SLIGHTLY BELOW EXPECTATION: 2
WELL BELOW EXPECTATION: 1
IMMEDI
PLEASE ATE
Attributes RATE SUPERVI
YOURSE SOR’S
LF RATING
1. Job knowledge
2. Work Output
3. Quality of work
4. Ability to meet deadlines
5. Communication skills
6. Decision making
7. Leadership quality
8. Team work
9. Reliability
10. Acceptance of criticism
11. Courtesy & Attitude
12. Grooming
13. Cooperation
14.Contribution to cost control
15. Contribution to revenue
16. Adaptability
17. Punctuality
18. Discipline
19. Training Attendance
20. Initiatives taken post training
Dept:
Distrib: Code:
BR/HR/77/82
APPRAISAL FORM
TO BE FILLED BY IMMEDIATE SUPERVISOR
Strong points _________________________________________________________
Points to be improved ___________________________________________________
Any other comments ____________________________________________________
Training Needs _________________________________________________________
________________________________________________________________________
Dept:
Distrib: Code:
BR/HR/78/82
APPRAISAL FORM
Recommendation (Please tick whichever applicable)
 Probation confirmed with salary increment of Rupees.

 Probation confirmed without salary increment.
 Pending discussion with the CEO.
 Extension of probation for _________ days.
 Promoted to _________________________.
 Promotion with salary increment of Rupees.
 Salary increment of Rsupees.
____________________ ____________________
Signature of the Employee Signature of Immediate Supervisor
____________________ ____________________
Date Place
Dept:
Distrib: Code:
BR/HR/79/82
ASSET HANDOVER FORM
Date: / /
Employee Name : _______________________________
Grade : _______________________________
Designation : _______________________________
Location : _______________________________
Company Assets in Hand :
1. 2. 3.
4. 5. 6.
7. 8. 9.
Handover Assets :
1. 2. 3.
4. 5. 6.
7. 8. 9.
Employee Signature:
Received By (Department Wise):
1. IT Dept. :
2. HR/ Admin. Dept. :
3. Accounts Dept. :
4. HOD :
Remarks: ___________________________________________________________________
Dept:
Distrib: Code:
BR/HR/80/82
CLEARANCE FORM Page 1 of 2
Date : ________________________________
Location : ________________________________
Name : ________________________________
Designation : ________________________________
Dept : ________________________________
Sr. Functional Dept Remarks Recovery Signature of

No. Amount Dept Head
1. Manual ( SOP’s )
2. Files and Documents handed
over to
3. Pending Work & Handover
Status Report and Form filled
4. Passwords Disclosed
5. Others
Sr. Finance & Accounts Dept Remarks Recovery Signature of

1. Advances
2. Loans
3. I Owe You status
4. Authorized Signatory
5. Power of Attorney
6. Bond
7. Credit Card Details
8. Any Deposits
9. Any others
Sr. Systems & IT Dept Remarks Recovery Signature of

1. Email ID Disabled /
forwarded Status
2. Password Changed Status
Dept:
Distrib: Code:
BR/HR/81/82
CLEARANCE FORM Page 2 of 2
Sr. HR & Admin Dept Remarks Recovery Signature of

Items
1. ID Card
2. Swipe Card
3. Office/ Cupboards & other
keys
4. Others
Company Assets
1. Cell phone
2. Simcard
3. Car
4. Pager
5. Telephone
6. Laptop
7. Palmtop
8. House
9. Others
Stationery
1. Calculator
2. Stapler
3. Punch
4. Visiting Cards
5. Others
Total Amount to be recovered (if any) in rupees Rs. ______________________________
______________ _________________
Signature Signature
Employee Region Head/ Dept Head
TO BE FILLED BY HUMAN RESOURCES:-
COMMENTS: ____________________________________________________________
____________________________________________________________
________________ _____________________
Notice Period Notice Pay Deduction
(Completed/ Waived) _____________________
Signature
Date:
HR Head / HR Representative
Dept:
Distrib: Code:
BR/HR/82/82
EXIT INTERVIEW QUESTIONS
1. What are the things which make you smile in this organization?
______________________________________________________________
2. Were your development needs addressed?
_______________________________________________________________
3. Did you share your discomfort with anyone in the Organization before taking the decision to
quit?
_______________________________________________________________
4. If things need to change here, what you would think the development areas are ?
________________________________________________________________
5. What are the triggers for you to look for a change?
________________________________________________________________
6. Is there anything I can do to help review your decision ? Like conveying your concerns or
expectations, etc.
________________________________________________________________
7. How do you perceive your growth in your new job as compared to the current?
________________________________________________________________
8. Any suggestions ……..
_________________________________________________________________

GFPL HR Handbook V1 3 PDF

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GFPL HR Handbook V1 3 PDF

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HR POLICY Handbook

GRAVISS FOODS PVT. LTD.

THIS Handbook IS PROPERTY OF Graviss Foods Pvt. Ltd., MUMBAI. NO PART OF

Document Handbook : Human Resource

Department Human Resource

1. Graviss Group Values

GRAVISS GROUP VALUES

EMPLOYEE NURTURANCE AND DELIGHT

INTEGRITY OF THOUGHT AND ACTION

INNOVATION LED GROWTH

CONTINUOUS QUEST FOR BEST QUALITY

PRIDE IN OUR INDIANNESS

Head Finance Head Marketing

Head HR Head Strategy & Business Development

Head Commercials Head IT

Head Quality Head Institutions

Head Projects Head R&D

Regional Head - West Regional Head – North & East

Regional Head - South Head International Business & New

All Grades in GFPL are categorized as below:

Cadre Level Grade / Role

Top Mgmt RL-1 & RL-2 ED/ CEO/ CPO/COO/ VP

GM/ DGM/ Functional & Regional

Regional Managers/ Corporate

Sr. Executives/ Executives/ Office

EMPLOYEE REFERRAL SCHEME

2. Referral scheme shall not apply to following:

 Employees who are in the HR function.

Who can be referred:

10. Taxes as applicable will be charged on the Referral payout.

HR/ Accounts Processing:

Level/ Rank Designation Award

 There won’t be any salary review at time of probation confirmation

 Make clear the roles & responsibilities

 The time frame should be Maximum 3 month’s extension.

Relocation may be initiated by the following

Scope of the Policy

Relocation Allowance in case of transfer:

Temporary Relocations/ Deputations:

Tier City Grades Staff Officer Executi Manageri Sr. Top

A Bangalore, Chennai, Deputation 1500 1500 1500 2000 2500 3000

Permanent Relocations/ Transfers

Reasons for Transfer

2. Enhancement of Job role

3. Any other business need

Condition for Transfer

Transfer for Enhancement of Job Role

Transfer due to any business need

ATTENDANCE, OFFICE TIMINGS AND LATE MARKS

For Regional Offices:

For field workforce:

Guidelines for Regular Attendance:

Guidelines for late comings:

Half Day / Full Day Calculations:

Guidelines for Outdoor Duty Attendance

Scope & Coverage:

LEAVES, COMPENSATORY OFFS AND HOLIDAYS

Leave without intimation

1.3 Maternity Leave:

1.4 Paternity Leave:

1.5 Compensatory off:

DRESS CODE AND GROOMING STANDARDS:

(Basic+ DA)/2615No of years of service