I have joined newly a Software Company as a HR Head. Can anybody please help me out in framing the HR Policy by providing some samples copies.. Thanking you. Regards, Suchita
From India, Bangalore
From India, Bangalore
I have joined newly a Software Company as a HR Head. Can anybody please help me out in framing the HR Policy by providing some samples copies..Pls mail me across the requirement to 
Thanking you.
Regards,
Sucheta
From India, Bangalore
Thanking you.
Regards,
Sucheta
From India, Bangalore
1
Hope the following is of some help
EXTENDED WORKING / COMPENSATORY OFF POLICY
The following norms would apply to employees who may be required to work extended hours on week days or work on Weekly Off / Holidays:
a) EXTENDED WORKING ON WEEKDAYS:
If an employee is required to stay back in office beyond 07:00 pm on any working day:
Between 07:00 pm and 09:00 pm: Complimentary snacks will be provided during this time.
b) WORKING ON WEEKLY OFF / HOLIDAYS:
Weekly offs and holidays are for employees to relax, spend quality time with their families and complete personal chores.
However, in case an employee is required to come to office on a Weekly Off day or on a Holiday due to exigencies of work / Delivery Deadlines the following norms would apply:
There will be no extra days (paid or adjusted) applicable to any of the employee in lieu of working on holidays and weekly off’s.
All extended hours / working on Weekly Off or Holidays must be approved in writing by the Departmental Head on recommendation of the immediate superior.
A copy of the approval and list of employees who may be coming to office on a Weekly Off / Holiday must be given to the HR Department and at the Security Gate on the previous day.
LEAVE POLICY
All regular employees would be eligible for leave as follows:
1. Casual Leave : 6 Days in a calendar year
2. Sick Leave : 6 Days in a calendar year
3. Earned Leave/Privilege Leave : 15 Days in a calendar year
4. Maternity Leave : 84 Days (42 days pre-natal and 42 days post-natal) on maximum two occasions as per the prevailing law.
Note: Just see the days for maternity leaves.
5. Restricted Holidays : 2 in a calendar year as per the RH List.
Avail of Leaves
In any circumstances, any type of Leaves without prior intimation (either same day or a day before) will not be entertained.
1. CASUAL & SICK LEAVE:
Casual Leave & Sick Leave is meant for attending to urgent and unavoidable personal work or for a short illness.
Wherever possible, prior permission should be taken for availing CL/SL. In case it is not possible to take prior approval, the immediate superior should be informed on the morning of the day of absence giving valid reasons for the leave.
Employees would be entitled to 6 days Casual Leave & 6 days Sick Leave in a calendar year.
• CL & SL Accrued
a) In case of confirmed employee: Employee will be entitled at the beginning of calendar year.
b) In case of employee joining FQS during the year: Employee will be entitled to pro rata leave accrued to him in the calendar year after confirmation.
• CL for personal work can be taken for a maximum of three days at one time and cannot be clubbed with any other kind of leave.
• In case of sickness, SL can be taken for more than three days, subject to the employee submitting a Medical Certificate.
• In case of CL & SL intervening weekly offs or national holidays falling during the period of CL or SL will be counted while computing the number of days taken as CL or SL.
• CL can be prefixed and/or suffixed to weekly offs or holidays.
Availing of CL is not a right and the supervisor / HOD can decline to sanction such leave. In such a case, the absence would be treated as unauthorized absence and salary for the period of leave would be deducted.
ACCUMULATION OF CASUAL LEAVE :
Unavailed SL up to 6 days at the end of the year can be carried forward to the following year subject to a maximum accumulation limit of 30 days. All CL balances will automatically lapse.
Accumulated Casual Leave cannot be encashed or adjusted against Notice Period and will automatically lapse.
2. PRIVILEGE or EARNED LEAVE:
• Regular employees will be entitled to 15 days Earned Leave in a calendar year.
• Employees are required to take prior approval from the Department Head at least 3 weeks in advance.
• Employees would be entitled to avail EL only after completion of six months of service or confirmation whichever is later.
• EL can be taken on a maximum of two occasions in a year.
• EL has to be taken for a minimum of 3 days at a time.
• EL cannot be attached to any other type of leave except Maternity Leave.
• EL can be either suffixed and / or prefixed to weekly off or paid holiday. However intervening Paid Holidays falling during the period of PL will not be counted while computing the number of days taken as Privilege Leave.
• Earned Leave cannot be availed during the Notice Period in the event of an employee resigning from the services of the Company.
Departments would draw up an “Annual Leave Plan” for their respective employees at the beginning of the year and forward the same to the HR Department.
ACCUMULATION OF EL
The objective of granting EL to employees is to give them an opportunity to rest, spend quality time with their families and “recharge their batteries”. Hence, after accumulating 15 days’ EL, employees would be allowed to accumulate EL subject to a maximum of 60 days.
Balance Earned Leave at the time of separation from the services of the Company is encashable and will be computed at the rate of Basic Salary as on the date of separation.
ADVANCE EARNED LEAVE
Applicable in case of confirmation of an employee before 6 months
Advance Privilege Leave will be granted only after confirmation of services in FQS depending on a case to case basis for any of the following eventualities at the discretion of the Departmental Head or Reporting Head:
• Marriage of self or immediate family member
• Professional Examinations ( for courses of relevance to the employee’s job )
• Accident /Sickness / Hospitalization
• Death of immediate family member
The quantum of Advance EL would be limited to the proportionate number of days accrued from the date of joining to the date of commencement of leave.
Note: Do we need to keep this option in the Manual***
ENCASHMENT OF EARNED LEAVE
1) At the time of service: Employee can encash EL in excess of 30 days accumulated EL in the beginning of calendar year on Basic salary.
2) At the time of separation: Notice period or CL/SL availed in excess of accrue to him are to be adjusted from EL.
3. MATERNITY LEAVE:
Married female employees would be entitled to Maternity Leave without pay on a maximum of two occasions.
Entitlement for Maternity Leave would be applicable after completing a minimum of six months of service in FQS.
Concealment of pregnancy at the time of joining FQS could lead to termination of employment without grant of maternity leaves or benefits.
Maternity Leave entitlement would be 84 days (twelve weeks), which is normally availed for 42 days (six weeks) pre natal and 42 days (six weeks) post natal.
However, the employee has the option of deciding to reduce the pre – natal leave and availing the balance leave after delivery (subject to a maximum total of 84 days pre and post natal).
DRESS CODE
It is imperative that all employees are presentable and decently dressed while at work.
Behavior, manner of dress, grooming and appearance creates an impact on the impression that visitors and business associates form of the organization.
In order to maintain proper office decorum while on duty, all employees are expected to adhere to the following dress code:
1. WEEK DAYS ( MONDAY THROUGH THURSDAY ) :
Smart casuals.
Jeans, Tee shirts, sandals, sneakers and chappals should not be worn during these days.
Ladies should not wear revealing clothes like spaghetti straps, short skirts etc.
2. FRIDAYS & WORKING SATURDAYS :
Casuals such as jeans, Tee Shirts, long skirts and sneakers will be allowed on Fridays and working Saturdays / Sundays.
Employees should not come to office wearing shorts, Bermudas, sleeveless vests, short skirts, spaghetti straps, revealing clothes or chappals.
Employees who have to interact with outsiders / customers on any day must be dressed in formal attire for the meeting.
EXIT INTERVIEW POLICY
PURPOSE OF THE EXIT INTERVIEW:
All employees leaving the services of FQS would go through the Exit Interview process. Information and suggestions obtained in these interviews can be used to improve the work environment for other employees.
The Exit Interview is normally conducted by the Human Resources Department and the Exit Interview format is filled up.
EXIT INTERVIEW PROCEDURE:
1. The exit interview is to be conducted on the last working day of the employee.
2. When the work of a probationary or temporary employee has been good, a compliment regarding his or her performance is in order.
3. In the event of an employee is being relieved due to unsatisfactory performance or redundancy, he / she must be explained the circumstances under which the decision had to be taken.
Reference must be made to the corrective interviews / counseling which may have taken place in the past.
4. In order to preserve self-confidence and self-respect, the employee must be made to understand that although results on the current job were unsatisfactory, he / she might do well in a different assignment and should therefore not feel discouraged.
5. The employee must be made to feel that the Company is anxious to help and that this release is to the employee's own advantage.
6. If the employee is leaving to take up an alternative assignment, attempts must be made to find out the name of the company, type of work, rate of pay, and how the job was obtained.
7. Factors or conditions which might be affecting the efficiency, performance, and morale of the remaining employees that may necessitate corrective action by the Company should be discussed.
8. The employee's opinion on the work of the department, attitude, and deportment must be sought.
Comments, complaints, and grievances that the employee may have regarding the job, the department, and the Company must be probed.
9. Advise the employee on matters such as full and final settlement and parting statutory benefits.
10. All Company property or material in the employee's possession has been collected.
11. The contact address and telephone numbers must be taken for further correspondence in case he / she have to be contacted for any reason.
12. In case of circumstances where it might prove embarrassing to either the employee or the Company, it must be ensured that the departing employee gets the Full & Final Settlement immediately.
:)
From India, New Delhi
EXTENDED WORKING / COMPENSATORY OFF POLICY
The following norms would apply to employees who may be required to work extended hours on week days or work on Weekly Off / Holidays:
a) EXTENDED WORKING ON WEEKDAYS:
If an employee is required to stay back in office beyond 07:00 pm on any working day:
Between 07:00 pm and 09:00 pm: Complimentary snacks will be provided during this time.
b) WORKING ON WEEKLY OFF / HOLIDAYS:
Weekly offs and holidays are for employees to relax, spend quality time with their families and complete personal chores.
However, in case an employee is required to come to office on a Weekly Off day or on a Holiday due to exigencies of work / Delivery Deadlines the following norms would apply:
There will be no extra days (paid or adjusted) applicable to any of the employee in lieu of working on holidays and weekly off’s.
All extended hours / working on Weekly Off or Holidays must be approved in writing by the Departmental Head on recommendation of the immediate superior.
A copy of the approval and list of employees who may be coming to office on a Weekly Off / Holiday must be given to the HR Department and at the Security Gate on the previous day.
LEAVE POLICY
All regular employees would be eligible for leave as follows:
1. Casual Leave : 6 Days in a calendar year
2. Sick Leave : 6 Days in a calendar year
3. Earned Leave/Privilege Leave : 15 Days in a calendar year
4. Maternity Leave : 84 Days (42 days pre-natal and 42 days post-natal) on maximum two occasions as per the prevailing law.
Note: Just see the days for maternity leaves.
5. Restricted Holidays : 2 in a calendar year as per the RH List.
Avail of Leaves
In any circumstances, any type of Leaves without prior intimation (either same day or a day before) will not be entertained.
1. CASUAL & SICK LEAVE:
Casual Leave & Sick Leave is meant for attending to urgent and unavoidable personal work or for a short illness.
Wherever possible, prior permission should be taken for availing CL/SL. In case it is not possible to take prior approval, the immediate superior should be informed on the morning of the day of absence giving valid reasons for the leave.
Employees would be entitled to 6 days Casual Leave & 6 days Sick Leave in a calendar year.
• CL & SL Accrued
a) In case of confirmed employee: Employee will be entitled at the beginning of calendar year.
b) In case of employee joining FQS during the year: Employee will be entitled to pro rata leave accrued to him in the calendar year after confirmation.
• CL for personal work can be taken for a maximum of three days at one time and cannot be clubbed with any other kind of leave.
• In case of sickness, SL can be taken for more than three days, subject to the employee submitting a Medical Certificate.
• In case of CL & SL intervening weekly offs or national holidays falling during the period of CL or SL will be counted while computing the number of days taken as CL or SL.
• CL can be prefixed and/or suffixed to weekly offs or holidays.
Availing of CL is not a right and the supervisor / HOD can decline to sanction such leave. In such a case, the absence would be treated as unauthorized absence and salary for the period of leave would be deducted.
ACCUMULATION OF CASUAL LEAVE :
Unavailed SL up to 6 days at the end of the year can be carried forward to the following year subject to a maximum accumulation limit of 30 days. All CL balances will automatically lapse.
Accumulated Casual Leave cannot be encashed or adjusted against Notice Period and will automatically lapse.
2. PRIVILEGE or EARNED LEAVE:
• Regular employees will be entitled to 15 days Earned Leave in a calendar year.
• Employees are required to take prior approval from the Department Head at least 3 weeks in advance.
• Employees would be entitled to avail EL only after completion of six months of service or confirmation whichever is later.
• EL can be taken on a maximum of two occasions in a year.
• EL has to be taken for a minimum of 3 days at a time.
• EL cannot be attached to any other type of leave except Maternity Leave.
• EL can be either suffixed and / or prefixed to weekly off or paid holiday. However intervening Paid Holidays falling during the period of PL will not be counted while computing the number of days taken as Privilege Leave.
• Earned Leave cannot be availed during the Notice Period in the event of an employee resigning from the services of the Company.
Departments would draw up an “Annual Leave Plan” for their respective employees at the beginning of the year and forward the same to the HR Department.
ACCUMULATION OF EL
The objective of granting EL to employees is to give them an opportunity to rest, spend quality time with their families and “recharge their batteries”. Hence, after accumulating 15 days’ EL, employees would be allowed to accumulate EL subject to a maximum of 60 days.
Balance Earned Leave at the time of separation from the services of the Company is encashable and will be computed at the rate of Basic Salary as on the date of separation.
ADVANCE EARNED LEAVE
Applicable in case of confirmation of an employee before 6 months
Advance Privilege Leave will be granted only after confirmation of services in FQS depending on a case to case basis for any of the following eventualities at the discretion of the Departmental Head or Reporting Head:
• Marriage of self or immediate family member
• Professional Examinations ( for courses of relevance to the employee’s job )
• Accident /Sickness / Hospitalization
• Death of immediate family member
The quantum of Advance EL would be limited to the proportionate number of days accrued from the date of joining to the date of commencement of leave.
Note: Do we need to keep this option in the Manual***
ENCASHMENT OF EARNED LEAVE
1) At the time of service: Employee can encash EL in excess of 30 days accumulated EL in the beginning of calendar year on Basic salary.
2) At the time of separation: Notice period or CL/SL availed in excess of accrue to him are to be adjusted from EL.
3. MATERNITY LEAVE:
Married female employees would be entitled to Maternity Leave without pay on a maximum of two occasions.
Entitlement for Maternity Leave would be applicable after completing a minimum of six months of service in FQS.
Concealment of pregnancy at the time of joining FQS could lead to termination of employment without grant of maternity leaves or benefits.
Maternity Leave entitlement would be 84 days (twelve weeks), which is normally availed for 42 days (six weeks) pre natal and 42 days (six weeks) post natal.
However, the employee has the option of deciding to reduce the pre – natal leave and availing the balance leave after delivery (subject to a maximum total of 84 days pre and post natal).
DRESS CODE
It is imperative that all employees are presentable and decently dressed while at work.
Behavior, manner of dress, grooming and appearance creates an impact on the impression that visitors and business associates form of the organization.
In order to maintain proper office decorum while on duty, all employees are expected to adhere to the following dress code:
1. WEEK DAYS ( MONDAY THROUGH THURSDAY ) :
Smart casuals.
Jeans, Tee shirts, sandals, sneakers and chappals should not be worn during these days.
Ladies should not wear revealing clothes like spaghetti straps, short skirts etc.
2. FRIDAYS & WORKING SATURDAYS :
Casuals such as jeans, Tee Shirts, long skirts and sneakers will be allowed on Fridays and working Saturdays / Sundays.
Employees should not come to office wearing shorts, Bermudas, sleeveless vests, short skirts, spaghetti straps, revealing clothes or chappals.
Employees who have to interact with outsiders / customers on any day must be dressed in formal attire for the meeting.
EXIT INTERVIEW POLICY
PURPOSE OF THE EXIT INTERVIEW:
All employees leaving the services of FQS would go through the Exit Interview process. Information and suggestions obtained in these interviews can be used to improve the work environment for other employees.
The Exit Interview is normally conducted by the Human Resources Department and the Exit Interview format is filled up.
EXIT INTERVIEW PROCEDURE:
1. The exit interview is to be conducted on the last working day of the employee.
2. When the work of a probationary or temporary employee has been good, a compliment regarding his or her performance is in order.
3. In the event of an employee is being relieved due to unsatisfactory performance or redundancy, he / she must be explained the circumstances under which the decision had to be taken.
Reference must be made to the corrective interviews / counseling which may have taken place in the past.
4. In order to preserve self-confidence and self-respect, the employee must be made to understand that although results on the current job were unsatisfactory, he / she might do well in a different assignment and should therefore not feel discouraged.
5. The employee must be made to feel that the Company is anxious to help and that this release is to the employee's own advantage.
6. If the employee is leaving to take up an alternative assignment, attempts must be made to find out the name of the company, type of work, rate of pay, and how the job was obtained.
7. Factors or conditions which might be affecting the efficiency, performance, and morale of the remaining employees that may necessitate corrective action by the Company should be discussed.
8. The employee's opinion on the work of the department, attitude, and deportment must be sought.
Comments, complaints, and grievances that the employee may have regarding the job, the department, and the Company must be probed.
9. Advise the employee on matters such as full and final settlement and parting statutory benefits.
10. All Company property or material in the employee's possession has been collected.
11. The contact address and telephone numbers must be taken for further correspondence in case he / she have to be contacted for any reason.
12. In case of circumstances where it might prove embarrassing to either the employee or the Company, it must be ensured that the departing employee gets the Full & Final Settlement immediately.
:)
From India, New Delhi
DEAR FRIENDS,
THANK YOU VERY MUCH FOR SENDING ME SOME IMPORTANT HR POLICIES. ITS HELPFUL FOR ME. IF ANY ONE HAVE COMPLETE POLICIES AND ANY CD ON HR POLICIES ARE AVAILABLE. KINDLY SEND ON MY ADDRESS BELOW : I AM VERY THANKFUL TO YOU FOR MY HELP.
JAWAD FAHIM LODHI
H. NO. 8, STREET NO. 16, F-6/3, ISLAMABAD, PAKISTAN
I AM WAITING FOR YOUR POSITIVE RESPONSE.
WARMEST REGARDS & BEST WISHES
JAWAD LODHI
From Pakistan
THANK YOU VERY MUCH FOR SENDING ME SOME IMPORTANT HR POLICIES. ITS HELPFUL FOR ME. IF ANY ONE HAVE COMPLETE POLICIES AND ANY CD ON HR POLICIES ARE AVAILABLE. KINDLY SEND ON MY ADDRESS BELOW : I AM VERY THANKFUL TO YOU FOR MY HELP.
JAWAD FAHIM LODHI
H. NO. 8, STREET NO. 16, F-6/3, ISLAMABAD, PAKISTAN
I AM WAITING FOR YOUR POSITIVE RESPONSE.
WARMEST REGARDS & BEST WISHES
JAWAD LODHI
From Pakistan
Hi Arvinoo,
I am working for a small scale Telecom company which is in to Software services & Offshoring business. I am in the process of creating some policies & procedures. Could you please guide me on preparation of International Travel Policy. Our business requires us to deploy our associates on short-term, mid-term & long-term projects at different locations across the world. I also need some guidance on freezing KRA's for Technical Team i.e. Software Engineers, Consultants, Project Lead etc.
Kindly mail me the details at
Thanks & Regards,
Prachi
From India, Mumbai
I am working for a small scale Telecom company which is in to Software services & Offshoring business. I am in the process of creating some policies & procedures. Could you please guide me on preparation of International Travel Policy. Our business requires us to deploy our associates on short-term, mid-term & long-term projects at different locations across the world. I also need some guidance on freezing KRA's for Technical Team i.e. Software Engineers, Consultants, Project Lead etc.
Kindly mail me the details at
Thanks & Regards,
Prachi
From India, Mumbai
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