EMPLOYEE MANUAL
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TECHNOLOGIES<br />
<strong>EMPLOYEE</strong><br />
<strong>MANUAL</strong>
1) Introduction<br />
2) About the Company<br />
3) Company’s mission<br />
4) The Company vision<br />
5) Equal Employment Policy<br />
6) Affirmative Action Office<br />
7) Hours of Operation/Work Schedules<br />
8) Holidays<br />
9) Paid Leaves<br />
10) Sick Days<br />
11) Casual Leave<br />
12) Professional Standards and Business Conduct<br />
13) Employee Records and Information<br />
14) Probationary Period<br />
15) Promotions and Transfers<br />
16) Employment of Relatives<br />
17) Termination and Rehire Policies<br />
18) Notice by the Individual<br />
19) Notice by the ADODIS Technologies<br />
20) Termination for Cause<br />
21) Rehire<br />
22) Absences and Lateness<br />
23) Business Expense Reimbursement<br />
24) Telephone and Computer Use Policy<br />
25) Smoking Policy<br />
26) Dress Code Policy<br />
27) Safety Policy<br />
28) Workplace Security Policy<br />
29) Drug and Alcohol Policy
Introduction<br />
Welcome to ADODIS TECHNOLOGIES. This handbook was<br />
developed to provide you with an information resource for common<br />
questions and concerns. If you have questions or concerns about the<br />
policies outlined here, you should contact your manager or Human<br />
Resources.<br />
The policies stated in this handbook are subject to change at any<br />
time at the sole discretion of the Company. From time to time, you<br />
may receive updated information regarding any changes in policy.<br />
The contents of this handbook are not intended to create a<br />
contract or agreement between the Company and you. For those<br />
employees in a position covered by a collective bargaining<br />
agreement, you should refer to the agreement which governs<br />
your terms and conditions of employment.<br />
There are specific procedures for many of the general policies<br />
stated in the handbook. Please direct any questions to your manager,<br />
department head, or to Human Resources.<br />
About the<br />
Company<br />
Adodis is a web development company based out in Bangalore,<br />
whose primary focus is Enterprise Applications, Portal<br />
Development and Service Oriented Architectures (SOA). Adodis’s<br />
focus areas are Web Hosting, Design and Development services<br />
and product development. Continuous investment in R&D and<br />
training has allowed Adodis to keep ahead of the new trends in<br />
technology. The company is dedicated to providing technology<br />
solutions to its clients that are aligned to their business strategies and<br />
at the same time, are cost effective, flexible, scalable, robust, and<br />
require low maintenance. The company is flourishing with glory of<br />
success and maintains its supremacy in the world market. The<br />
clients all around the globe witnessed the niche of rich quality and<br />
service.
Our Vision:<br />
Quality: If there is no quality work, we can’t be in business for<br />
a long time.<br />
Customer Satisfaction: A satisfied customer will bring<br />
2 other customer with him.<br />
Smart Work Place: Achieve better results through smart<br />
work<br />
Our Mission:<br />
Whatever business Adodis does, It has to be<br />
BEST in the business.<br />
Number ONE in the business<br />
FIRST in the business<br />
It is a responsibility & duty of each every employee to meet our<br />
company’s<br />
mission.<br />
Employment Policy<br />
Employment status: This defines and details the employment<br />
status and procedures with Adodis for application of personnel<br />
policies and benefits.<br />
Probationary period: Newly recruited staff should go through 6<br />
months of probation period. All probationers are under review and<br />
observation, during the period, and confirmation of their service is<br />
subject to their satisfactory performance, conduct and discipline. The<br />
probation period shall be counted in the length of service.
Regular Employee: An employee who works on a regular<br />
scheduled basis (whose services are confirmed and classified as<br />
administrative, Supervisory, executive professional).<br />
Non regular Employees: persons taken on contractual basis for a<br />
maximum period of 6 months, which can be extended on mutual<br />
agreement, with no obligation of regularization of services. Eg:<br />
Contract Employees and Student Trainees.<br />
Recruitment: Staff selection and recruitment is done from<br />
amongst those who meet the designated requirements by an<br />
examination or recruitment interview.<br />
Disqualification: persons who fall under any of the following<br />
conditions shall be disqualified:<br />
1. An incompetent or a quasi- incompetent.<br />
2. A person who received a sentence of imprisonment or higher<br />
and<br />
served the sentence or non-execution has been confirmed not<br />
less than<br />
2 years ago.<br />
3. A person whose citizenship was suspended of forfeited under<br />
the law.<br />
4. A person who does not meet the selection standards.<br />
Nullification of Employment: Employment of the person who falls<br />
under any of the following can be nullified:<br />
1. The documents submitted when joining the company contain<br />
any false information (including resume). A person who<br />
refuses submitting HR related documents without a proper<br />
reason.<br />
2. A trainee who has a bad record at training or at work, who<br />
is found unsuitable for the job or found in a negative
health condition.<br />
3. A person who failed to achieve the academic qualification<br />
required for<br />
employment within the period given( agreed at the time of<br />
offer).<br />
4. A person not satisfying the health criteria as per pre-employment<br />
medical check.<br />
5. A person who falls under a cause of disciplinary<br />
dismissal during probationary period.<br />
Internal Transfer: In line with the policy of “Right job for the Right<br />
people” Internal transfer/Transfer can be affected by the company to<br />
the staff by an order of transfer, posting on assignment or change of<br />
duties and department when needed or according to business<br />
situation.
Resignation with Notice : This defines and details the procedure in<br />
case an employee intends to resign voluntarily. The employee<br />
should submit the resignation letter stating reasons for his<br />
resignation not less than 90 days prior to the scheduled date of<br />
resignation, after a discussion with the company.<br />
If the employee has to get relieved urgently then he needs to pay 3<br />
months’<br />
salary in full<br />
Discharge: This provides the procedure for discharging employees<br />
from the service of the company. Staff who falls under one of the<br />
following clauses shall be discharged.<br />
1. In the case an employee intends to resign at personal will and<br />
company approves it<br />
2. In the case of expiry of employment period.<br />
3. In the case of an employee attaining the age of retirement.<br />
4. In case of the staff member being deceased.<br />
5. In the case that he is sentenced an incompetent or a quasiincompetent<br />
or a quasi-incompetent.<br />
6. In the case of the staff member being indicted for a criminal case<br />
and<br />
was confirmed of a sentence of imprisonment or higher at the<br />
first trial.<br />
7. In the case of a person whose citizenship was suspended or<br />
forfeited under the law.<br />
8. In the case that he fails to submit reappointment application<br />
within 14 days after the expiry date of his leave of absence or<br />
after the reasons for leave of absence has been removed.<br />
9. In the case of person who was engaged in other business during<br />
leave of<br />
absence without company's<br />
permission.
Termination: This details the process for termination from<br />
service of an employee for reasons of discipline, nonperformance<br />
and restructuring.<br />
Exit Interview: This provides the exit procedure, for discussion, for<br />
separated employees (both voluntary and involuntary).<br />
Rehiring/ Re-employment : This section deals with the provision of<br />
employing an ex-employee who was not terminated or whose<br />
employment has not been nullified and was discharged after proper<br />
exit procedures with good conduct and an excellent job<br />
performance.<br />
HR System<br />
Job Hierarchy: This mentions the classification of hierarchy<br />
indicating type of work, duties and responsibilities. Classification of<br />
designations and Career path are based on the nature of work, duties<br />
and responsibilities<br />
Promotion: This provides the guidelines for promotions and outlines<br />
the types of level promotion and vertical movement of an employee<br />
from a lower to higher level.<br />
Performance Appraisal: This defines the spirit, code,<br />
constituents and sequence of conducting performance<br />
Appraisals. The goals of the Adodis appraisal system are:<br />
1. To improve employees performance.<br />
2. To assist employees in their career development.<br />
3. To document employees performance history.<br />
4. To form a basis for Wage and salary administration to<br />
ensure open communication between employee and<br />
supervisor.
Annual Salary Revision: All regular employees are eligible for<br />
annual salary assessment.<br />
The level of annual salary and allocation is decided by the<br />
managing director. Confidentiality: This provides for strict<br />
discipline amongst all the employees regarding the confidential<br />
nature of all performance appraisal information, salary data and<br />
similar information.<br />
Hours of Operation/Work Schedules<br />
The office is normally open from 9:30 am until 6.30 pm. certain<br />
employees may be assigned to different work schedules and/or shifts<br />
outside of normal office hours. If an employee must be outside of<br />
the office for non-business related reasons during their normal work<br />
schedule, they should inform their manager.<br />
Full-time professional/administrative positions are expected to<br />
on time; in many cases, however, additional hours may be<br />
necessary in order to satisfactorily fulfill the requirements of a<br />
job.<br />
However, some positions involve a more hour with varying<br />
schedules. In addition to one unpaid lunch break, office/clerical<br />
and service employees are entitled to a fifteen-minute break or rest<br />
period for each half-day worked.<br />
Breaks must not be used for late arrival or early departure and must be<br />
scheduled by the supervisor.
Leaves<br />
Service<br />
Duration<br />
During<br />
probati<br />
on<br />
After<br />
confirmat<br />
ion<br />
Privilege<br />
Leave<br />
Causal/<br />
Sick<br />
Leave<br />
Nil 1<br />
day/month<br />
6<br />
Days/Year<br />
(pro-rata)<br />
12<br />
days/Year<br />
(pro-rata)<br />
Marriage<br />
Leave<br />
Compassio<br />
nate Leave Maternity<br />
Leave<br />
5 days 5 days -<br />
5 days 5 days 12 weeks<br />
Probatio<br />
nary<br />
Period<br />
The first six months of employment for<br />
professional/administrative employees and the first four<br />
months for office/clerical and service employees are<br />
considered a probationary period or refer your<br />
offer/appointment letter. During this time, work<br />
performance is regularly monitored and assessed in<br />
order to determine whether or not continued<br />
employment status should be granted. A new employee<br />
who does not perform satisfactorily, according to<br />
ADODIS Technologies standards, and/or does not<br />
conform to the terms and conditions of employment at<br />
ADODIS Technologies, may be terminated after he/she<br />
has been given notice in writing
Compensation<br />
Monthly Salary: This details the procedure for<br />
calculation and disbursement of monthly salary to<br />
employees including allowances and benefits. All matters<br />
relating to individual's monthly salary are treated as<br />
secrecy of personal affairs.<br />
Project Incentives: This provides an outline for providing<br />
additional monetary compensation apart from monthly<br />
salary and welfare. All matters relating to individuals<br />
payment of performance-related incentives are treated as<br />
secrecy of personal affairs.<br />
Welfare & Benefits<br />
Provident Fund scheme: IT details the procedure and contribution<br />
under the scheme (12% of basic salary by both the employee & the<br />
employer) for the welfare of the employees.<br />
Promotions and Transfers<br />
In filling positions at ADODIS Technologies, preference is given<br />
whenever possible to qualified persons currently employed at the<br />
ADODIS Technologies, with factors such as ability, experience,<br />
potential for growth, and the affirmative action goals taken into<br />
consideration. Employees are encouraged to express interest in<br />
positions for which they believe they are qualified.<br />
A promotion is a change from one position to another (either in<br />
the same office or in another office). A promotion normally, but<br />
not necessarily, is accompanied by an increase in salary.
A transfer is defined as a change from one position to another within<br />
the same classification level and salary range and normally does not<br />
include an increase in salary.<br />
To be eligible for a promotion or transfer, a person must have<br />
completed at least the probationary period, and a year of prior<br />
service at the ADODIS Technologies is strongly preferred.<br />
For the promotion and salary hike, Discuss with your manager to<br />
get more details. It is MUST for all the employees to have MBO set<br />
for them by their reporting manager.<br />
Employment of Relatives<br />
Employment of relatives is permitted, except in circumstances<br />
where an appointment would place related people in supervisory<br />
and subordinate roles within the same office or department or in a<br />
situation where influence could be exerted, directly or indirectly, on<br />
future decisions concerning the status of employment, promotion,<br />
or compensation.<br />
Termination and Rehire<br />
Policies<br />
Notice by the<br />
Individual<br />
A staff member should submit adequate written notice to his/her<br />
supervisor before voluntarily leaving ADODIS Technologies. Those<br />
individuals whose responsibilities are determined are expected to<br />
fulfill their commitments. More advance notice may be<br />
appropriate for senior level positions and it is highly expected that<br />
employees above engineer level should inform about the
management or HR about leaving. Office/clerical and service staff<br />
members are expected to provide a minimum of three months<br />
notice period.<br />
Notice by the ADODIS<br />
Technologies<br />
On resignation of employee he/she should serve notice period of 90<br />
days from the day of your acceptance of resignation by management.<br />
And final salary settlement would be done within maximum 30 days.<br />
Termination for<br />
Cause<br />
The termination of an employee for cause by ADODIS<br />
Technologies is generally the result of an individual's inability to<br />
attain the required level of performance in the job, failure to comply<br />
with required policies and procedures or standards of professional<br />
behavior applicable to employment, or repeated failure to perform<br />
required duties. Any termination must be approved by the Vice<br />
President for Human Resources, or his/her d e s i g ner, and must<br />
be in accordance with established policies and procedures.<br />
Rehire<br />
Employees who leave ADODIS Technologies in good standing<br />
and later wish to return are eligible for consideration for rehire<br />
provided an appropriate position is available. A previous employee<br />
who is rehired will be given credit for prior service for purposes of<br />
vacation eligibility and other pertinent benefits if no more than two<br />
years have elapsed between terminations and rehire.
Absences and<br />
Lateness<br />
Regular attendance is essential to the Company’s efficient operation<br />
and is a necessary condition of employment. When employees are<br />
absent, schedules and customer commitments fall behind, and<br />
other employees must assume added workloads.<br />
Employees are expected to report to work as scheduled and on<br />
time. If it is impossible to report for work as scheduled, employees<br />
must call their manager before their starting time. If your manager is<br />
unavailable, a message should be left. If the absence is to continue<br />
beyond the first day, the employee must notify their manager on a<br />
daily basis unless otherwise arranged. Calling in is the responsibility<br />
of every employee who is absent.<br />
Each supervisor is responsible for keeping accurate records of an<br />
employee's absences and of sick leave earned and taken. ADODIS<br />
Technologies reserves<br />
the right to request a medical examination or doctor's certificate<br />
during or following an illness.<br />
Going out during working hours: In the case an employee intends<br />
to go out during working time for work or and inevitable cause, he<br />
should obtain approval of the reporting manager/project Manager<br />
he is affiliated to. In the<br />
case of going out on personal affairs, the time is out shall not be<br />
counted in his<br />
working hours.
Personal visitors: Personal visitors of the employee can be met<br />
only at the visitor’s area. In case an employee wishes to show the<br />
office premises to his family, he can do so on holidays with prior<br />
permission from HRD & GA. However, they are not to be left<br />
unescorted.<br />
Absences and Lateness<br />
Disclosure of salary: Salary, Compensation and incentive amounts<br />
paid to the employee are personal benefits and are confidential in<br />
nature. Disclosure of such details will be viewed seriously.<br />
Global Mail / Mail Broadcasting: All mails that are planned to be<br />
sent to all employees’ across the organization need prior approval of<br />
the Reporting Manager.<br />
Disciplinary Action: This establishes guidelines for strict and fair<br />
standards of sure penalty and certain reward. This helps to<br />
enlighten employee's spirit and establish fundamental principles of<br />
work and order in the company. The Managing Director shall make<br />
the final decision regarding punishments following the resolution<br />
of the Disciplinary Action Committee (ADAC).<br />
Business Expense Reimbursement<br />
The company will reimburse employees for expense, which is<br />
directly business, related to include: travel expenses, office supplies,<br />
and mileage incurred while traveling on business. Employees<br />
must submit receipts for all expenses. Employees should consult<br />
with their manager prior to business trips to confirm eligible<br />
expenses.
Telephone and Computer Use Policy<br />
The Company understands that when employees work during the<br />
week it is occasionally necessary to conduct personal business<br />
during office hours. However, employees should limit their<br />
personal use of the telephone and computer during office hours.<br />
Talk to your manager if you have any questions as to how much is<br />
too much time. Because the Company at its expense for business use<br />
provides telephone and e-mail systems, all messages sent by or<br />
received on those systems are company documents. The Company<br />
reserves the right to access and to disclose the messages that you<br />
send or receive on the voice mail or e-mail systems. Employees<br />
should also be aware that “deleted” messages from the computer<br />
screen may not actually be deleted fro the e-mail system. Employees<br />
who abuse this policy are subject to disciplinary procedures up to<br />
and including discharge.<br />
Smoking<br />
Policy<br />
The Company maintains a non-smoking policy within<br />
the office.<br />
Dress Code<br />
Policy<br />
The Company maintains a business casual working environment. All<br />
employees should use discretion in wearing attire that is<br />
appropriate for the office and customer interaction
Safety<br />
Policy<br />
The Company is sincerely interested in the safety and well<br />
being of our employees. The Company will make every effort to<br />
keep the office equipment in excellent condition and make sure<br />
that all safety devices are working properly. If, in spite of our<br />
efforts to ensure safe working conditions, an employee has an<br />
accident or becomes ill on the job, it should be reported to the<br />
manager immediately. They will see that prompt medical attention is<br />
provided.<br />
Workplace Security<br />
Policy<br />
The Company is committed to maintain a safe and secure<br />
workplace. In order to maintain a secure work environment, the<br />
company strictly prohibits employees and visitors from bringing<br />
any firearm on Company property. In addition, all visitors are<br />
asked to check in with the receptionist. Failure to comply with this<br />
policy will result in disciplinary action up to and including<br />
termination.<br />
Drug and Alcohol<br />
Policy<br />
The Company realizes that the misuse of drugs and alcohol impairs<br />
employee health and productivity. Drug and alcohol problems<br />
result in unsafe working conditions for all employees and<br />
customers. The Company is committed to maintaining a<br />
productive, safe, and healthy work environment, free of<br />
unauthorized drug and alcohol use.<br />
Any employee involved in the unlawful use, sale, manufacturing,<br />
dispensing or possession of controlled substances, illicit drugs and<br />
alcohol on Company premises or work sites, or working under the
influence of such substances, will be subject to disciplinary action up<br />
to and including dismissal and referral for prosecution.<br />
NDA (Non-Disclosure<br />
Agreement)<br />
All employee are advised to read the NDA document clearly and<br />
understood and stick by that.