HR Administration SOP
SOP Standard Operating Procedures
Objective: The bunch of set processes and procedures that are independent by nature & thought about from the future perspective & will help the company's functions run smoothly and effectively years after years
Compliance Authority: HOD HR & Admin & His/Her Reporting Team
SOPs are attached for reference
From India, Mumbai
1SOP Standard Operating Procedures
Objective: The bunch of set processes and procedures that are independent by nature & thought about from the future perspective & will help the company's functions run smoothly and effectively years after years
Compliance Authority: HOD HR & Admin & His/Her Reporting Team
SOPs are attached for reference
From India, Mumbai
HR Administration - SOP Standard Operating Procedures
Objective: The bunch of set process and procedures that are independent by nature & thought about from the future prospective & will help the companys functions run smoothly and effectively years after years
Compliance Authority: HOD HR & Admin & His/Her Reporting Team
SOPs are to be followed for below mentioned areas.
Administration.
Front Office & Guest Relation
Compliance Authority: Front Office Representative
Guidelines:
Front Office Representative should be dressed neatly and tidily as its the first look of the Office. He/She should follow the dress code strictly.
Front Office Representative should be always seated at her desk and in his /her absence; it should be handed over to the responsible person.
While transferring the calls to the Top Management, He/she should seek the concerned persons permission first and than take necessary action on the same.
While transferring the calls for others, it should be transferred on their extension only.
Front Office Representative should give Official nos or email ids of the concerned person only after comprehensive verification.
The front office is in charge to welcome the guest along with the respective depts. Once the Security check is done
Once the guest/ visitor are at the reception, the concerned person should be called in or contacted by any available mode.
If the Visitor has come to collect Cheque/ document, he/she should be handed over the same after confirming the identity to remove loopholes if the same is deposited with the Front Desk.
If the Visitor has come to collect Cheque/ document, the concerned person should be informed and simultaneously he/she should be told after speaking with the concerned person and should not be made to seat beyond 30 mins.
If the visitor/guest is asked to wait, he/she should be offered refresher at the reception or if they have come for a specific reason they should be made seated at the conference room and should be offered refresher.
For specific guest/visitors prearrangements like food, refreshers & necessary stationary along with the welcome board should be ready prior to 1 day of their arrival after the details are circulated and well informed
Every Visitor/ Guest should be escorted well by the known people in the company premise, if at any point of time he is seen wandering in the campus the Front office shall be responsible for the same.
No Visitor/Guest should be allowed to take any document from the company premise with out proper check.
No Visitor/Guest should be made seated for more than 30 mins if the concerned person is not available or busy.
After the Office hours, the front office executive should ensure that the board line is diverted to Security desk (*900) & Before the start of office it should be diverted back to the board line using the same no.
After Office hours, the front office executive should ensure that all the office related material is locked and kept inside the respective drawers.
At any given time if any un-expected incident takes place at the Reception, he/she should report it to the management.
Front Office Representative should take care of the crank call to safeguard the companys security. name
Courier Process
Compliance Authority: Front Office Incharge / Commercial Executive
Guidelines:
Courier facility is meant for the employees at XYZ COMPANY - India.
Apart from HO, the responsibility of receiving & handing over the courier lies with Commercial Executive.
Courier service is meant for only official purpose.
Courier facility should be tied up with such an organization, which has presence across India and Globe if required.
The courier company should not be changed or should be hired afresh without prior intimation or notice to the management
The courier submission should not be later than 4:00 at the front office with proper address.
In only certain cases the courier shall be accepted after 4:00, deciding on the criticality
of the situation
Responsibility of handing over the Courier with proper information to the tied up agency shall only lie with Front office executive.
Responsibility of receiving & handing over the received courier to the concerned person/s shall only lie with front office executive.
Any employee handing over the Courier shall give with all required information on it with finely pasted across.
An employee who wants to send the official courier shall only send it using the XYZ COMPANYs envelope.
The details of the courier shall be entered by the front office executive in the courier register which is maintained by her/him at the reception and as a proof of delivery, the Docket slip should be handed over to the concerned employee after cross verifying it from the concerned agency
The courier, which comes from security desk to the Reception, needs to be collected after through verification as entered by the Security desk.
The courier coming from the security desk should not be in any form of goods as goods related courier should be dealt separately with the production team.
If there is a mismatch in the no. of courier coming to the reception through security, it should be brought to the notice immediately to the Reporting Manager and should make the remark in securitys courier Register.
If the Courier received directly at the reception is not in his original shape, it should be brought to the immediate notice of the Reporting Manager & to the concerned agency.
Before accepting the courier, the front office executive should make sure that only those items are allowed which has bare minimum risk, or whose insurance can be claimed if lost or damaged as per the agreement.
If the Courier in transit is damaged, lost/misplaced or does not reach the destination in its original shape, the front office executive should look into it and get it sorted out with the tied up agency as the courier handed over was in the original shape.
All the above point is also applicable to the commercial executive as well.
Cafeteria
Compliance Authority: AM - HR & Admin
Guidelines:
The HR is responsible for choosing the cafeteria based on the poll view of the employees.
The HR should be actively involved in deciding on the rates and menu for daily consumption as per the budget allocated by the management
The HR should everyday sign the register with remarks of daily consumption and any other specific remarks if any.
The HR should be actively involved in the Hygiene factors including cleanliness of the dining space for the employees.
The menu items should be called in accordance to the taste and culture of the employees.
No Items should be added/deleted without the authority of the concerned person, who is in charge of the overall cafeteria
No item should be called off extra, without the knowledge of the concerned person.
No Additional Item apart from consistent menu should be billed to company without the approval of the concerned authority.
For the employees who are observing fast( religious by nature) should be allowed to have food of their choice and that should be billed to the company, but the maximum of 2 times such food can be called.
The HR should actively check the consumption nad waste and make sure the food is ordered that way.
The HR should sign the register and keep a check that the food called is sufficient and upto the mark.
At the prior Intimation, the frontoffice executive should call the extra plates (food quantity) for break fast & lunch.
All the preliminary arrangement like making sure the food is arrived on time, the extra plates to be called and last minute additions, if we have guest should be taken care by the front office executive.
Before clearing the billing and sending it over to Finance team, the HR should verify and authorize the same.
At any point of time, if the quality of food is inconsistent repeatedly, with the proper authorization and process the cafeterias contract should be re-looked.
Garden
Compliance Authority: AM HR admin
Guidelines:
In the entire process 4 people are involved in the maintenance of garden and the
surrounding area. The people consist of 2 gardeners for overall garden maintenance,
1 housekeeper for making sure no waste is lying in the garden space and 1 HR
to make sure that the garden is neat and tidy.
The Housekeeping team who looks after the cleaning the garden is responsible for
cleanliness along with the gardeners
The Security makes an everyday entry of the Gardners and inform the same to the HR
about their presence
The entire responsibility of shredding the grass and making it look neat & tidy is
gardeners responsibility.
The responsibility of adding required amount of plant nutrition, soil and fertilizers is with
the gardeners.
If at any given point, the concerned person finds that the Garden is not in a good shape, the matter should be brought in the notice of the authority for immediate actions.
At no point, in between the gardeners should not demand the gardening instruments or soil as agreed in the AMC.
Stationary Ordering & Purchase Process.
Compliance Authority: Front Office Incharge,Office assistants & AM HR & Admin
Guidelines:
The entire stock of stationery (Office stationery articles & Chocolates) lies in custody with front office.
The purchase of all the stationery related Items lies with the front Office Executive.
The entire range of office stationery should be called from the branded shop and bill should not be handwritten.
The front office is in charge of distribution & recording of those Items whenever the employee wants.
The front office should maintain the records on excel sheet so that it can be shared easily.
The front office is responsible of maintaining & recording the stock on day to day basis
The front office is responsible for sending the stock record 2 times in a month to his reporting authority.
Before sending the stock, the front office needs to verify the stock in physical and than send it to their reporting manager.
There should be a minimum gap of 45 days before ordering for the next item list.
If the items are called before 45 days, the front office should highlight the usage of those items along with the depts. Name and if asked with the employee details
For ordering the Letterheads, the front office should get it approved from his/her reporting authority
While ordering the stock the approval of the reporting manager is necessary so that the track is well maintained.
On receiving the order, front office should confirm the quantity that is received and sign it received and send the bill to his/her reporting manger, as the bill would be approved & sent to accounts only after his/her verification and sign
If the stock is not as per the ordered stock or if there is any mismatch in the stock, the front office should make a remark accordingly.
If at any point of time, the front office finds the stock is being used haphazardly, it should be highlighted to the reporting manager along with the reason shared by the concerned employee.
If at any point of time, the front office finds the stock is being lost or missing, it should be highlighted to the reporting manager along with the reason.
If the quantity asked by the employee is more than the normal, usage the front office should seek the reason from the employee and if possible should not permit it.
If at any point of time, the employee asks for any thing that is expensive and never before called sort of, than in that case the front office should intimate the reporting manager and get the permission.
No item should be called only for one employee as it could be a trendsetter and if it is hard and fast, it should be intimated by the front office to the reporting manger.
At any point of time if the employee is found indulged into using the companys stationery for his/her personal use, he should be asked for a reason by front office.
Commodities Ordering & Purchase Process.
Compliance Authority: Office Assistants & AM HR & Admin
Guidelines:
The entire stock of commodities (Office commodities Refreshers & Housekeeping Items) lies in custody with OA.
The purchase of all the commodities related Items lies with the OA.
The entire range of office commodities should be called from the branded shop and bill should not be handwritten.
The OA is in charge of distribution & recording of those Items whenever its required.
The OA should maintain the records on book so that it can be shared easily.
The OA is responsible of maintaining & recording the stock on day to day basis
The OA is responsible for sharing the stock record 2 times in a month to his reporting authority.
Before sending the stock, the OA needs to verify the stock in physical and than share it to their reporting manager.
There should be a minimum gap of 60 days before ordering for the next item list.
If the items are called before 60 days, the OA should highlight the usage of those items along with the depts., name and if asked with the housekeeping details
While ordering the stock the approval of the reporting manager is necessary so that the track is well maintained.
On receiving the order, OA should confirm the quantity that is received and sign it received and send the bill to his/her reporting manger, as the bill would be approved & sent to accounts only after his/her verification and sign
If the stock is not as per the ordered stock or if there is any mismatch in the stock, the OA should make a remark accordingly.
If at any point of time, the OA finds the stock is being used haphazardly, it should be highlighted to the reporting manager along with the reason shared by the concerned housekeeper.
If at any point of time, the OA finds the stock is being lost or missing, it should be highlighted to the reporting manager along with the reason.
If the quantity asked by the housekeeper is more than the normal, usage the OA should seek the reason from them and if possible should not permit it.
If at any point of time, the housekeeper asks for any thing that is expensive and never before called sort of, than in that case the OA should intimate the reporting manager and get the permission.
No item should be called only for single housekeepers usage as it could be a trendsetter and if it is hard and fast, it should be intimated by the OA to the reporting manger.
At any point of time if the housekeeper is found indulged into using the companys commodities for his/her personal use, he should be asked for a reason by OA.
Housekeeping
Compliance Authority: OA, Front Office Executive & AM HR & Admin
Guidelines:
The Housekeeping at XYZ COMPANY is outsourced by third party.
The Housekeeping people need to report at work from 8:00 AM to 6:00 PM
The Housekeeping Agency is divided into 2 parts i.e one agency for Admin Building & 1 Agency for Plant Building.
The Security reports their In & Out time in register on daily basis along with their Identity Card and reports to HR on daily basis.
They also make a daily entry in the register kept at Reception so that the Front Office also is ware
The entire nature of work for both the buildings is same and work force is allocated in the same fashion. In all for Admin Building, we have 3 people and for Plant Building we have 5 people.
All the 8 people reports to OA and OA reports into HR in regards to their daily work and allocation.
All the 8 people are distributed in such a way that they do not cross each other nor are they free of their duties.
The work allocation chart is given to them since their 1st day at work.
Agency 1 at Admin building is involved in Dusting & Cleaning of entire building, Courier packing & handling over to the employees on receiving from Front Office and getting their sign on it as well, Serving Refreshers & Guest Relations.
The housekeeper at Admin Building has to make sure that all the tasks allocated to them are completed in the given period.
Agency 2 at Plant building is involved in Dusting & Cleaning of entire building, Courier handling over to the employees on receiving from Front Office and getting their sign on it as well, Serving Refreshers & Guest Relations & cleaning the pavements and roads inside the premise..
The housekeeper at Plant Building has to make sure that all the tasks allocated to them are completed in the given period.
Apart from their daily work, they are also responsible for keeping the OA posted about any incident that takes place in the premise.
The material used for the maintenance of the both the buildings is in custody with OA and while purchasing & handing over to them the OA has to divide it in a balanced way so that the material is used properly and in an efficient way.
The material should be called only if required and proper reason should be given to OA before he makes a PO.
If any of them is not present at work, they themselves should co-ordinate with their respective agency for replacement and inform OA.
If at any point the housekeeper wants a half-day leave, he should intimate in advance or call for replacement if possible. Maximum of 2 half days in a month is allowed
If any of the housekeepers is found in violating act, he should be terminated from XYZ COMPANY on immediate basis.
At no point of time, the replacement should not be a friend and deployed in a wrong way. The deployment should always be from the concerned Agency only after verification.
The housekeepers should not be involved in any other tasks apart from their predefined tasks.
The housekeeper at any point of time should not be asked for any work outside the company premise.
The housekeeper at any point of time should not get involved in doing the personal work of any employees.
At the month end the bill which is raised by them respectively, should be verified with the records at the security and reception and than only it should be given to finance team.
Cab Facility
Compliance Authority: AM HR & Admin & GM Commercials
Guidelines:
The facility of CAB is for the Employees of XYZ COMPANY India
The facility has been outsourced to the third party and they are responsible for the Pick & Drop of our employees.
The Car that is used for this purpose is non-AC cars, which can carry until 10 employees at a stretch for the same route.
The facility given by the company is for the comfort level and smooth journey of our employees.
This facility is free of cost for the employees.
The CAB can be given to the Employees for their official use during work hours and after working hours including Sunday.
Any employee while taking the CAB should inform at the reception and than make a move ahead.
The CAB is strictly to be used for the official purpose only.
The stoppages are already decided by the CAB driver and it cannot be changed as per the will of the employee as by doing so it may be of inconvenience to others in the CAB.
While pick & drop the employee should not make the CAB wait at a different stoppage for his/her personal needs
If such incidences occur, the cab driver should report this immediately to his reportee at company and get such incidences to their notice.
The CAB drivers are also not allowed to have stoppages apart from pick and drop.
The Cab drivers or employees are not allowed to ask anyone else apart from employees on their way back or vice versa.
The cab drivers should not ask for any extra money to the employees if they have to pick or drop them apart from their normal stoppage.
The cab drivers or employees should not be allowed to take any stranger on their way back or vice versa in lieu of Money
The cab driver at no point should drive rash and risk the life of others. If such incidences happen, it should be brought to the immediate notice of the higher authority.
If at any point of time the employee finds the driver misbehaving, then it should be immediately reported to the higher authority
During office hours, the employees are allowed to use the CAB for the official visit only and the same should be informed to the HR before taking the CAB out of premise.
If the Employee is using the CAB for personal usage, the similar amount should be recovered from the employee itself.
If the cab driver is made to wait for more than 3 days a week for more than 10 mins for a small reason, the concerned employee should be given the warning and asked to be on time and if the situation persists, it should be brought to higher authoritys notice and vice versa.
After the Office Hours, the CAB should not be made to wait for more than 30 mins.
Mobile Bill Payment at HO, Branch offices & Zonal Offices
Compliance Authority:
Guidelines:
XYZ COMPANY India uses GSM network for all its employees.
The Limit of usage has already been decided by the Company and circulated to the employees. The Limits have also been mentioned in the HR manual.
The Bill payment is done at HO for all the employees who are at HO after the scrutiny of their monthly bill.
If anyone exceeds without a genuine reason he/she has to pay the excess amount.
The employees apart from HO will be sending the e-bill at HO to the HR and based on the limits given, the bill will be cleared and if anyone exceeds the same, it will be deducted from his salary.
The Bill coming from Branch offices should be sent by commercial executive before the due date, highlighting the excess amt if any and than send the scan copy of bill to HR for Approval.
Once the approval follows the Commercial executive can than go ahead with the payment procedure.
At no point of time, the commercial executive should pay the bill without the approval from HR.
The Bill received at HO should come to HR and after the scrutiny of the amount; it should be than handed over to the finance team.
The bill should be scanned and mailed/sent in the original format. It should not be distorted.
Overtime
Compliance Authority: AM HR & Admin
Guidelines:
The Overtime facility is given only to Office Assistants & Office Drivers.
The overtime records needs to be maintained in the logbook and the logbook should be signed and the entries should be verified than only the overtime payment is valid.
The overtime should be claimed only for official work and should not be claimed for any other reason.
The overtime should be signed and approved by the HR before submitting it to the Finance Dept.
Official Working Days: Monday to Saturday.
Official Work Timings: Monday to Friday - 07:15 A.M to 06:15 P.M
Saturday - 07:15 A.M to 03:00 P.M
Below mentioned over time rates are applicable to the Office Drivers
Overtime: Overtime will be applicable only after completion of 1 hour after working hours as under
Pune:
Overtime @ the rate of Rs.40. per hour
Meal allowance at Rs.35.
Meal allowance of Rs.65 additional for the working hours extending more than 15 hours i.e.
after 10.15 PM
Sunday / Holiday:
Half Day - Half-day salary + Meal allowance Rs. 35.
Full Day - Full day salary + Meal allowance Rs. 75.
Petrol allowance at 2.25 per K/m additional.
Out Station Duties:
On Holiday/Sunday - Full Day salary + Meal allowance Rs. 150.
On Working days - Meal allowance Rs. 150 only.
Only Pick up / Drop at Mumbai Airport:
On Working days Overtime @ Rs. 40 + Meal allowance Rs. 100.
On Holiday/Sunday - Full Day salary + Meal allowance Rs. 150.
Outstation Stay:
Overtime @ the rate of Rs.40 upto the time of driving
Meal allowance at Rs.150.
Room Rent upto Rs. 500 only.
Below mentioned over time rates are applicable to the Office Assistant
Overtime: Overtime will be applicable only after completion of 1 hour after working hours as under
Pune:
Overtime @ the rate of Rs.25. per hour
Meal allowance at Rs.35.
Meal allowance of Rs.65 additional for the working hours extending more than 15 hours i.e.
after 10.15 PM
Sunday / Holiday:
Half Day - Half day salary + Meal allowance Rs. 35.
Full Day - Full day salary + Meal allowance Rs. 75.
Petrol allowance at 2.25 per K/m additional.
Out Station Duties:
On Holiday/Sunday - Full Day salary + Meal allowance Rs. 150.
On Working days - Meal allowance Rs. 150 only.
Company & Hired Car usage
Compliance Authority: Front Office Executive & AM - HR
Guidelines:
This facility is meant for the official visit within Pune, For pick & Drop of any important guests or if traveling outside pune than only the car facility can be availed.
At HO, the car facility includes utilization of Company car or Company CAB or calling a hired CAB.
The employee who wants to avail this facility will have to inform the HR about it and take the approval for the same.
The usage is not meant for personal use.
The superior along with the justification will approve the usage of CAB apart from HO.
If at any point of time the CAB asked is of a higher model, the same should be verified and justified.
All the booking should be done through HO (Front Office) only as the vendors we have are across India.
The cost of CAB if exceeded beyond expectation, the superior should seek for the justifications as the management has decided to give the CAB according to the designation.
Whenever the company car is called after office hours, the office drivers are entitled for overtime.
The hired car should be called when the company cars or cabs are not available for any reason.
While calling for the hired car, the front office has to bill it in the name of that employee along with the reason so that the records are verified
Company Security.
Compliance Authority: AM HR & Admin & GM - Commercials
Guidelines:
General rules
The security at XYZ COMPANY is the third party vendor
The Security consists of 3 people in all i.e. 1 supervisor and 2 guards. The no of people are same in 3 shifts.
The supervisors are fixed and they should know how to read, write in English and the resident language( Marathi)
They should be trained by their security official in such a way that they perform normal tasks and activities without any flow.
At no point of time, the supervisor or guards should be seen without a proper uniform.
No security in charge or guards should leave their table without proper approval of the concerned person in the company.
No security should indulge in any kind of activities that are inhuman in nature else, the company holds the right to terminate that security without any intimation.
No security should involve in any kind of fights or arguments with any employee or any visitor.
Attendance
No guards including the supervisor should leave the premise unless availed permission.
As per the security terms, the vigilance in charge should visit the premise during night hours and make his remarks for the same.
The Guards will have to maintain the attendance logbook to confirm their In & Out time.
The Supervisor will also have to update if any replacements coming in for the particular no of days along with reason.
The Area Supervisor will have to come an visit the premise everyday for routine check
Registers
The security Incharge maintains their own register of attendance and handover which talks about the duties handover & their observations during their stay.
The security in charge is responsible for making a daily entry in the Employee Vehicle Register, which notes their In & Out time
The security is in charge of maintaining the Courier Register for Documents & Goods
If the courier contains Documents or goods related to stationary than it goes to front office desk after making the entry in the register At Reception, the front office cross verifies the documents handed over by the security guard and signs in the register and than only asks him to leave.
The security in charge maintains Inward & Outward Register. In the Inward Register they register the details of goods going which are coming in the premise and in the Outward Register they make an entry for the goods which go out of this premise. This registers also captures details of goods. For all kinds of material, depending upon the entry the Security Guard or Supervisor is responsible for stamping the document and send it to the Reception for further Moves
If the Goods are related to Production, it should be sent to the concerned person after making the entry in the register and bill and accordingly should be stamped.
The security in charge maintains Housekeeping & gardeners register and everyday they will inform the concerned person about their presentees.
The Security Incharge maintains the In and Out time of IT Dept in specific as well.
The in & out time in all the registers is maintained by the Security supervisor only
Incident Note
For any incident like Fire , theft or any unusual incident the supervisor or Security guard should report it to the concerned authority on top priority and at the same time it should be handled using appropriate available techniques.
From India, Thane
Objective: The bunch of set process and procedures that are independent by nature & thought about from the future prospective & will help the companys functions run smoothly and effectively years after years
Compliance Authority: HOD HR & Admin & His/Her Reporting Team
SOPs are to be followed for below mentioned areas.
Administration.
Front Office & Guest Relation
Compliance Authority: Front Office Representative
Guidelines:
Front Office Representative should be dressed neatly and tidily as its the first look of the Office. He/She should follow the dress code strictly.
Front Office Representative should be always seated at her desk and in his /her absence; it should be handed over to the responsible person.
While transferring the calls to the Top Management, He/she should seek the concerned persons permission first and than take necessary action on the same.
While transferring the calls for others, it should be transferred on their extension only.
Front Office Representative should give Official nos or email ids of the concerned person only after comprehensive verification.
The front office is in charge to welcome the guest along with the respective depts. Once the Security check is done
Once the guest/ visitor are at the reception, the concerned person should be called in or contacted by any available mode.
If the Visitor has come to collect Cheque/ document, he/she should be handed over the same after confirming the identity to remove loopholes if the same is deposited with the Front Desk.
If the Visitor has come to collect Cheque/ document, the concerned person should be informed and simultaneously he/she should be told after speaking with the concerned person and should not be made to seat beyond 30 mins.
If the visitor/guest is asked to wait, he/she should be offered refresher at the reception or if they have come for a specific reason they should be made seated at the conference room and should be offered refresher.
For specific guest/visitors prearrangements like food, refreshers & necessary stationary along with the welcome board should be ready prior to 1 day of their arrival after the details are circulated and well informed
Every Visitor/ Guest should be escorted well by the known people in the company premise, if at any point of time he is seen wandering in the campus the Front office shall be responsible for the same.
No Visitor/Guest should be allowed to take any document from the company premise with out proper check.
No Visitor/Guest should be made seated for more than 30 mins if the concerned person is not available or busy.
After the Office hours, the front office executive should ensure that the board line is diverted to Security desk (*900) & Before the start of office it should be diverted back to the board line using the same no.
After Office hours, the front office executive should ensure that all the office related material is locked and kept inside the respective drawers.
At any given time if any un-expected incident takes place at the Reception, he/she should report it to the management.
Front Office Representative should take care of the crank call to safeguard the companys security. name
Courier Process
Compliance Authority: Front Office Incharge / Commercial Executive
Guidelines:
Courier facility is meant for the employees at XYZ COMPANY - India.
Apart from HO, the responsibility of receiving & handing over the courier lies with Commercial Executive.
Courier service is meant for only official purpose.
Courier facility should be tied up with such an organization, which has presence across India and Globe if required.
The courier company should not be changed or should be hired afresh without prior intimation or notice to the management
The courier submission should not be later than 4:00 at the front office with proper address.
In only certain cases the courier shall be accepted after 4:00, deciding on the criticality
of the situation
Responsibility of handing over the Courier with proper information to the tied up agency shall only lie with Front office executive.
Responsibility of receiving & handing over the received courier to the concerned person/s shall only lie with front office executive.
Any employee handing over the Courier shall give with all required information on it with finely pasted across.
An employee who wants to send the official courier shall only send it using the XYZ COMPANYs envelope.
The details of the courier shall be entered by the front office executive in the courier register which is maintained by her/him at the reception and as a proof of delivery, the Docket slip should be handed over to the concerned employee after cross verifying it from the concerned agency
The courier, which comes from security desk to the Reception, needs to be collected after through verification as entered by the Security desk.
The courier coming from the security desk should not be in any form of goods as goods related courier should be dealt separately with the production team.
If there is a mismatch in the no. of courier coming to the reception through security, it should be brought to the notice immediately to the Reporting Manager and should make the remark in securitys courier Register.
If the Courier received directly at the reception is not in his original shape, it should be brought to the immediate notice of the Reporting Manager & to the concerned agency.
Before accepting the courier, the front office executive should make sure that only those items are allowed which has bare minimum risk, or whose insurance can be claimed if lost or damaged as per the agreement.
If the Courier in transit is damaged, lost/misplaced or does not reach the destination in its original shape, the front office executive should look into it and get it sorted out with the tied up agency as the courier handed over was in the original shape.
All the above point is also applicable to the commercial executive as well.
Cafeteria
Compliance Authority: AM - HR & Admin
Guidelines:
The HR is responsible for choosing the cafeteria based on the poll view of the employees.
The HR should be actively involved in deciding on the rates and menu for daily consumption as per the budget allocated by the management
The HR should everyday sign the register with remarks of daily consumption and any other specific remarks if any.
The HR should be actively involved in the Hygiene factors including cleanliness of the dining space for the employees.
The menu items should be called in accordance to the taste and culture of the employees.
No Items should be added/deleted without the authority of the concerned person, who is in charge of the overall cafeteria
No item should be called off extra, without the knowledge of the concerned person.
No Additional Item apart from consistent menu should be billed to company without the approval of the concerned authority.
For the employees who are observing fast( religious by nature) should be allowed to have food of their choice and that should be billed to the company, but the maximum of 2 times such food can be called.
The HR should actively check the consumption nad waste and make sure the food is ordered that way.
The HR should sign the register and keep a check that the food called is sufficient and upto the mark.
At the prior Intimation, the frontoffice executive should call the extra plates (food quantity) for break fast & lunch.
All the preliminary arrangement like making sure the food is arrived on time, the extra plates to be called and last minute additions, if we have guest should be taken care by the front office executive.
Before clearing the billing and sending it over to Finance team, the HR should verify and authorize the same.
At any point of time, if the quality of food is inconsistent repeatedly, with the proper authorization and process the cafeterias contract should be re-looked.
Garden
Compliance Authority: AM HR admin
Guidelines:
In the entire process 4 people are involved in the maintenance of garden and the
surrounding area. The people consist of 2 gardeners for overall garden maintenance,
1 housekeeper for making sure no waste is lying in the garden space and 1 HR
to make sure that the garden is neat and tidy.
The Housekeeping team who looks after the cleaning the garden is responsible for
cleanliness along with the gardeners
The Security makes an everyday entry of the Gardners and inform the same to the HR
about their presence
The entire responsibility of shredding the grass and making it look neat & tidy is
gardeners responsibility.
The responsibility of adding required amount of plant nutrition, soil and fertilizers is with
the gardeners.
If at any given point, the concerned person finds that the Garden is not in a good shape, the matter should be brought in the notice of the authority for immediate actions.
At no point, in between the gardeners should not demand the gardening instruments or soil as agreed in the AMC.
Stationary Ordering & Purchase Process.
Compliance Authority: Front Office Incharge,Office assistants & AM HR & Admin
Guidelines:
The entire stock of stationery (Office stationery articles & Chocolates) lies in custody with front office.
The purchase of all the stationery related Items lies with the front Office Executive.
The entire range of office stationery should be called from the branded shop and bill should not be handwritten.
The front office is in charge of distribution & recording of those Items whenever the employee wants.
The front office should maintain the records on excel sheet so that it can be shared easily.
The front office is responsible of maintaining & recording the stock on day to day basis
The front office is responsible for sending the stock record 2 times in a month to his reporting authority.
Before sending the stock, the front office needs to verify the stock in physical and than send it to their reporting manager.
There should be a minimum gap of 45 days before ordering for the next item list.
If the items are called before 45 days, the front office should highlight the usage of those items along with the depts. Name and if asked with the employee details
For ordering the Letterheads, the front office should get it approved from his/her reporting authority
While ordering the stock the approval of the reporting manager is necessary so that the track is well maintained.
On receiving the order, front office should confirm the quantity that is received and sign it received and send the bill to his/her reporting manger, as the bill would be approved & sent to accounts only after his/her verification and sign
If the stock is not as per the ordered stock or if there is any mismatch in the stock, the front office should make a remark accordingly.
If at any point of time, the front office finds the stock is being used haphazardly, it should be highlighted to the reporting manager along with the reason shared by the concerned employee.
If at any point of time, the front office finds the stock is being lost or missing, it should be highlighted to the reporting manager along with the reason.
If the quantity asked by the employee is more than the normal, usage the front office should seek the reason from the employee and if possible should not permit it.
If at any point of time, the employee asks for any thing that is expensive and never before called sort of, than in that case the front office should intimate the reporting manager and get the permission.
No item should be called only for one employee as it could be a trendsetter and if it is hard and fast, it should be intimated by the front office to the reporting manger.
At any point of time if the employee is found indulged into using the companys stationery for his/her personal use, he should be asked for a reason by front office.
Commodities Ordering & Purchase Process.
Compliance Authority: Office Assistants & AM HR & Admin
Guidelines:
The entire stock of commodities (Office commodities Refreshers & Housekeeping Items) lies in custody with OA.
The purchase of all the commodities related Items lies with the OA.
The entire range of office commodities should be called from the branded shop and bill should not be handwritten.
The OA is in charge of distribution & recording of those Items whenever its required.
The OA should maintain the records on book so that it can be shared easily.
The OA is responsible of maintaining & recording the stock on day to day basis
The OA is responsible for sharing the stock record 2 times in a month to his reporting authority.
Before sending the stock, the OA needs to verify the stock in physical and than share it to their reporting manager.
There should be a minimum gap of 60 days before ordering for the next item list.
If the items are called before 60 days, the OA should highlight the usage of those items along with the depts., name and if asked with the housekeeping details
While ordering the stock the approval of the reporting manager is necessary so that the track is well maintained.
On receiving the order, OA should confirm the quantity that is received and sign it received and send the bill to his/her reporting manger, as the bill would be approved & sent to accounts only after his/her verification and sign
If the stock is not as per the ordered stock or if there is any mismatch in the stock, the OA should make a remark accordingly.
If at any point of time, the OA finds the stock is being used haphazardly, it should be highlighted to the reporting manager along with the reason shared by the concerned housekeeper.
If at any point of time, the OA finds the stock is being lost or missing, it should be highlighted to the reporting manager along with the reason.
If the quantity asked by the housekeeper is more than the normal, usage the OA should seek the reason from them and if possible should not permit it.
If at any point of time, the housekeeper asks for any thing that is expensive and never before called sort of, than in that case the OA should intimate the reporting manager and get the permission.
No item should be called only for single housekeepers usage as it could be a trendsetter and if it is hard and fast, it should be intimated by the OA to the reporting manger.
At any point of time if the housekeeper is found indulged into using the companys commodities for his/her personal use, he should be asked for a reason by OA.
Housekeeping
Compliance Authority: OA, Front Office Executive & AM HR & Admin
Guidelines:
The Housekeeping at XYZ COMPANY is outsourced by third party.
The Housekeeping people need to report at work from 8:00 AM to 6:00 PM
The Housekeeping Agency is divided into 2 parts i.e one agency for Admin Building & 1 Agency for Plant Building.
The Security reports their In & Out time in register on daily basis along with their Identity Card and reports to HR on daily basis.
They also make a daily entry in the register kept at Reception so that the Front Office also is ware
The entire nature of work for both the buildings is same and work force is allocated in the same fashion. In all for Admin Building, we have 3 people and for Plant Building we have 5 people.
All the 8 people reports to OA and OA reports into HR in regards to their daily work and allocation.
All the 8 people are distributed in such a way that they do not cross each other nor are they free of their duties.
The work allocation chart is given to them since their 1st day at work.
Agency 1 at Admin building is involved in Dusting & Cleaning of entire building, Courier packing & handling over to the employees on receiving from Front Office and getting their sign on it as well, Serving Refreshers & Guest Relations.
The housekeeper at Admin Building has to make sure that all the tasks allocated to them are completed in the given period.
Agency 2 at Plant building is involved in Dusting & Cleaning of entire building, Courier handling over to the employees on receiving from Front Office and getting their sign on it as well, Serving Refreshers & Guest Relations & cleaning the pavements and roads inside the premise..
The housekeeper at Plant Building has to make sure that all the tasks allocated to them are completed in the given period.
Apart from their daily work, they are also responsible for keeping the OA posted about any incident that takes place in the premise.
The material used for the maintenance of the both the buildings is in custody with OA and while purchasing & handing over to them the OA has to divide it in a balanced way so that the material is used properly and in an efficient way.
The material should be called only if required and proper reason should be given to OA before he makes a PO.
If any of them is not present at work, they themselves should co-ordinate with their respective agency for replacement and inform OA.
If at any point the housekeeper wants a half-day leave, he should intimate in advance or call for replacement if possible. Maximum of 2 half days in a month is allowed
If any of the housekeepers is found in violating act, he should be terminated from XYZ COMPANY on immediate basis.
At no point of time, the replacement should not be a friend and deployed in a wrong way. The deployment should always be from the concerned Agency only after verification.
The housekeepers should not be involved in any other tasks apart from their predefined tasks.
The housekeeper at any point of time should not be asked for any work outside the company premise.
The housekeeper at any point of time should not get involved in doing the personal work of any employees.
At the month end the bill which is raised by them respectively, should be verified with the records at the security and reception and than only it should be given to finance team.
Cab Facility
Compliance Authority: AM HR & Admin & GM Commercials
Guidelines:
The facility of CAB is for the Employees of XYZ COMPANY India
The facility has been outsourced to the third party and they are responsible for the Pick & Drop of our employees.
The Car that is used for this purpose is non-AC cars, which can carry until 10 employees at a stretch for the same route.
The facility given by the company is for the comfort level and smooth journey of our employees.
This facility is free of cost for the employees.
The CAB can be given to the Employees for their official use during work hours and after working hours including Sunday.
Any employee while taking the CAB should inform at the reception and than make a move ahead.
The CAB is strictly to be used for the official purpose only.
The stoppages are already decided by the CAB driver and it cannot be changed as per the will of the employee as by doing so it may be of inconvenience to others in the CAB.
While pick & drop the employee should not make the CAB wait at a different stoppage for his/her personal needs
If such incidences occur, the cab driver should report this immediately to his reportee at company and get such incidences to their notice.
The CAB drivers are also not allowed to have stoppages apart from pick and drop.
The Cab drivers or employees are not allowed to ask anyone else apart from employees on their way back or vice versa.
The cab drivers should not ask for any extra money to the employees if they have to pick or drop them apart from their normal stoppage.
The cab drivers or employees should not be allowed to take any stranger on their way back or vice versa in lieu of Money
The cab driver at no point should drive rash and risk the life of others. If such incidences happen, it should be brought to the immediate notice of the higher authority.
If at any point of time the employee finds the driver misbehaving, then it should be immediately reported to the higher authority
During office hours, the employees are allowed to use the CAB for the official visit only and the same should be informed to the HR before taking the CAB out of premise.
If the Employee is using the CAB for personal usage, the similar amount should be recovered from the employee itself.
If the cab driver is made to wait for more than 3 days a week for more than 10 mins for a small reason, the concerned employee should be given the warning and asked to be on time and if the situation persists, it should be brought to higher authoritys notice and vice versa.
After the Office Hours, the CAB should not be made to wait for more than 30 mins.
Mobile Bill Payment at HO, Branch offices & Zonal Offices
Compliance Authority:
Guidelines:
XYZ COMPANY India uses GSM network for all its employees.
The Limit of usage has already been decided by the Company and circulated to the employees. The Limits have also been mentioned in the HR manual.
The Bill payment is done at HO for all the employees who are at HO after the scrutiny of their monthly bill.
If anyone exceeds without a genuine reason he/she has to pay the excess amount.
The employees apart from HO will be sending the e-bill at HO to the HR and based on the limits given, the bill will be cleared and if anyone exceeds the same, it will be deducted from his salary.
The Bill coming from Branch offices should be sent by commercial executive before the due date, highlighting the excess amt if any and than send the scan copy of bill to HR for Approval.
Once the approval follows the Commercial executive can than go ahead with the payment procedure.
At no point of time, the commercial executive should pay the bill without the approval from HR.
The Bill received at HO should come to HR and after the scrutiny of the amount; it should be than handed over to the finance team.
The bill should be scanned and mailed/sent in the original format. It should not be distorted.
Overtime
Compliance Authority: AM HR & Admin
Guidelines:
The Overtime facility is given only to Office Assistants & Office Drivers.
The overtime records needs to be maintained in the logbook and the logbook should be signed and the entries should be verified than only the overtime payment is valid.
The overtime should be claimed only for official work and should not be claimed for any other reason.
The overtime should be signed and approved by the HR before submitting it to the Finance Dept.
Official Working Days: Monday to Saturday.
Official Work Timings: Monday to Friday - 07:15 A.M to 06:15 P.M
Saturday - 07:15 A.M to 03:00 P.M
Below mentioned over time rates are applicable to the Office Drivers
Overtime: Overtime will be applicable only after completion of 1 hour after working hours as under
Pune:
Overtime @ the rate of Rs.40. per hour
Meal allowance at Rs.35.
Meal allowance of Rs.65 additional for the working hours extending more than 15 hours i.e.
after 10.15 PM
Sunday / Holiday:
Half Day - Half-day salary + Meal allowance Rs. 35.
Full Day - Full day salary + Meal allowance Rs. 75.
Petrol allowance at 2.25 per K/m additional.
Out Station Duties:
On Holiday/Sunday - Full Day salary + Meal allowance Rs. 150.
On Working days - Meal allowance Rs. 150 only.
Only Pick up / Drop at Mumbai Airport:
On Working days Overtime @ Rs. 40 + Meal allowance Rs. 100.
On Holiday/Sunday - Full Day salary + Meal allowance Rs. 150.
Outstation Stay:
Overtime @ the rate of Rs.40 upto the time of driving
Meal allowance at Rs.150.
Room Rent upto Rs. 500 only.
Below mentioned over time rates are applicable to the Office Assistant
Overtime: Overtime will be applicable only after completion of 1 hour after working hours as under
Pune:
Overtime @ the rate of Rs.25. per hour
Meal allowance at Rs.35.
Meal allowance of Rs.65 additional for the working hours extending more than 15 hours i.e.
after 10.15 PM
Sunday / Holiday:
Half Day - Half day salary + Meal allowance Rs. 35.
Full Day - Full day salary + Meal allowance Rs. 75.
Petrol allowance at 2.25 per K/m additional.
Out Station Duties:
On Holiday/Sunday - Full Day salary + Meal allowance Rs. 150.
On Working days - Meal allowance Rs. 150 only.
Company & Hired Car usage
Compliance Authority: Front Office Executive & AM - HR
Guidelines:
This facility is meant for the official visit within Pune, For pick & Drop of any important guests or if traveling outside pune than only the car facility can be availed.
At HO, the car facility includes utilization of Company car or Company CAB or calling a hired CAB.
The employee who wants to avail this facility will have to inform the HR about it and take the approval for the same.
The usage is not meant for personal use.
The superior along with the justification will approve the usage of CAB apart from HO.
If at any point of time the CAB asked is of a higher model, the same should be verified and justified.
All the booking should be done through HO (Front Office) only as the vendors we have are across India.
The cost of CAB if exceeded beyond expectation, the superior should seek for the justifications as the management has decided to give the CAB according to the designation.
Whenever the company car is called after office hours, the office drivers are entitled for overtime.
The hired car should be called when the company cars or cabs are not available for any reason.
While calling for the hired car, the front office has to bill it in the name of that employee along with the reason so that the records are verified
Company Security.
Compliance Authority: AM HR & Admin & GM - Commercials
Guidelines:
General rules
The security at XYZ COMPANY is the third party vendor
The Security consists of 3 people in all i.e. 1 supervisor and 2 guards. The no of people are same in 3 shifts.
The supervisors are fixed and they should know how to read, write in English and the resident language( Marathi)
They should be trained by their security official in such a way that they perform normal tasks and activities without any flow.
At no point of time, the supervisor or guards should be seen without a proper uniform.
No security in charge or guards should leave their table without proper approval of the concerned person in the company.
No security should indulge in any kind of activities that are inhuman in nature else, the company holds the right to terminate that security without any intimation.
No security should involve in any kind of fights or arguments with any employee or any visitor.
Attendance
No guards including the supervisor should leave the premise unless availed permission.
As per the security terms, the vigilance in charge should visit the premise during night hours and make his remarks for the same.
The Guards will have to maintain the attendance logbook to confirm their In & Out time.
The Supervisor will also have to update if any replacements coming in for the particular no of days along with reason.
The Area Supervisor will have to come an visit the premise everyday for routine check
Registers
The security Incharge maintains their own register of attendance and handover which talks about the duties handover & their observations during their stay.
The security in charge is responsible for making a daily entry in the Employee Vehicle Register, which notes their In & Out time
The security is in charge of maintaining the Courier Register for Documents & Goods
If the courier contains Documents or goods related to stationary than it goes to front office desk after making the entry in the register At Reception, the front office cross verifies the documents handed over by the security guard and signs in the register and than only asks him to leave.
The security in charge maintains Inward & Outward Register. In the Inward Register they register the details of goods going which are coming in the premise and in the Outward Register they make an entry for the goods which go out of this premise. This registers also captures details of goods. For all kinds of material, depending upon the entry the Security Guard or Supervisor is responsible for stamping the document and send it to the Reception for further Moves
If the Goods are related to Production, it should be sent to the concerned person after making the entry in the register and bill and accordingly should be stamped.
The security in charge maintains Housekeeping & gardeners register and everyday they will inform the concerned person about their presentees.
The Security Incharge maintains the In and Out time of IT Dept in specific as well.
The in & out time in all the registers is maintained by the Security supervisor only
Incident Note
For any incident like Fire , theft or any unusual incident the supervisor or Security guard should report it to the concerned authority on top priority and at the same time it should be handled using appropriate available techniques.
From India, Thane
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