My company is working on a rider-based plan for which we will hire more than 300 promoters in various cities of India. ("Promoter" means a rider who will showcase our products on different counters). We are planning to hire them on a promoter basis and will pay a particular amount for promotion to them on a monthly basis. There will not be any joining letter or appointment letter. We will just provide them in writing from our side that they are eligible to promote our products.
My question is that since they are just promoters and not a direct part of the organization or under our direct payroll, do we need to pay them ESI or PF or any other Factory Act remuneration?
My other question is what are the formalities we should complete to hire them as promoters and not an integral part of my company?
From India, Bhopal
9My question is that since they are just promoters and not a direct part of the organization or under our direct payroll, do we need to pay them ESI or PF or any other Factory Act remuneration?
My other question is what are the formalities we should complete to hire them as promoters and not an integral part of my company?
From India, Bhopal
@infotech, use "Sales Promotion" onwards, as the "promotor" word is related to real estate developers. If the "sales promoting" persons are engaged through any manpower contractor, then the formalities go to the contracting agency. However, if the company directly recruits them, then they would be part of the muster roll and salary register, and all perks and benefits would be applicable in line with regular employees. It does not matter if they have no joining letter, but payment made to them individually confirms their engagement with the establishment.
Dear Infotech.Tanaysk,
Your question is related to PF/ESI contributions and other remuneration. You have stated that you would not like to issue them the appointment letter.
I recommend giving them the designation of "Casual Event Promoter" or "Casual Sales Promoter". This will bring clarity to their role and functions.
Though you would not like to issue the appointment letter, it is important to make an agreement with each promoter. If you do not wish to issue an appointment letter, then there has to be a legally valid contract. Otherwise, issue a separate PO on your company letterhead to each promoter. Therefore, you will have to issue 300 POs. It may appear cumbersome, but it will be a legally valid approach.
In the PO, you may issue the terms and conditions for providing the services. Roughly, you may include the following points:
a) Who will intimate them to provide the services, where they will provide their services, how they will provide, how the records of their services will be maintained? Who will validate them?
b) Will it be a product promotion or service promotion? In the case of the former, you will have to pass on to them some amount of inventory. Who will maintain the records of that? What about the theft/damage to the product?
c) What will be the method of remuneration to the promoter? How will you ensure that the promoter is not overpaid or underpaid? What will be the frequency of payment?
d) What will be the method to claim transportation charges, if any?
e) Will the promoters just promote the product or service or will take orders from the customers also? If yes, then how will the orders be routed, and will there be any incentive for acquiring "X" number of orders per month or quarter, etc.?
f) What will be the liability to the company in case of an accident?
g) If some promoter does not want to continue, then how will he/she inform? How will he/she return the inventory?
h) Will the remuneration be liable for tax deduction? How will it be deducted? When will the tax deducted be deposited? How will it be communicated to the promoters?
Note: - The remuneration will be liable for TDS u/s 194J of IT Act, 1961.
i) What will be the definition of "Excellent", "Very Good", "Good", and "Average" performance?
j) What is the scope of getting the promoter absorbed as a salesperson? Is there a career plan for them?
There could be a few more points as well.
Thanks,
Dinesh Divekar
From India, Bangalore
Your question is related to PF/ESI contributions and other remuneration. You have stated that you would not like to issue them the appointment letter.
I recommend giving them the designation of "Casual Event Promoter" or "Casual Sales Promoter". This will bring clarity to their role and functions.
Though you would not like to issue the appointment letter, it is important to make an agreement with each promoter. If you do not wish to issue an appointment letter, then there has to be a legally valid contract. Otherwise, issue a separate PO on your company letterhead to each promoter. Therefore, you will have to issue 300 POs. It may appear cumbersome, but it will be a legally valid approach.
In the PO, you may issue the terms and conditions for providing the services. Roughly, you may include the following points:
a) Who will intimate them to provide the services, where they will provide their services, how they will provide, how the records of their services will be maintained? Who will validate them?
b) Will it be a product promotion or service promotion? In the case of the former, you will have to pass on to them some amount of inventory. Who will maintain the records of that? What about the theft/damage to the product?
c) What will be the method of remuneration to the promoter? How will you ensure that the promoter is not overpaid or underpaid? What will be the frequency of payment?
d) What will be the method to claim transportation charges, if any?
e) Will the promoters just promote the product or service or will take orders from the customers also? If yes, then how will the orders be routed, and will there be any incentive for acquiring "X" number of orders per month or quarter, etc.?
f) What will be the liability to the company in case of an accident?
g) If some promoter does not want to continue, then how will he/she inform? How will he/she return the inventory?
h) Will the remuneration be liable for tax deduction? How will it be deducted? When will the tax deducted be deposited? How will it be communicated to the promoters?
Note: - The remuneration will be liable for TDS u/s 194J of IT Act, 1961.
i) What will be the definition of "Excellent", "Very Good", "Good", and "Average" performance?
j) What is the scope of getting the promoter absorbed as a salesperson? Is there a career plan for them?
There could be a few more points as well.
Thanks,
Dinesh Divekar
From India, Bangalore
@Infotech
The cost of engaging 300 Sales Promotion staff will be booked in your accounts as employee costs. Any statutory authority in the future may raise questions about compliance status - PF, ESIC, Bonus, etc. It would be better to recruit them through any contractor and ensure compliance with all applicable regulations. Otherwise, there is a possibility of facing problems in the future.
S K Bandyopadhyay (WB, Howrah)
From India, New Delhi
The cost of engaging 300 Sales Promotion staff will be booked in your accounts as employee costs. Any statutory authority in the future may raise questions about compliance status - PF, ESIC, Bonus, etc. It would be better to recruit them through any contractor and ensure compliance with all applicable regulations. Otherwise, there is a possibility of facing problems in the future.
S K Bandyopadhyay (WB, Howrah)
From India, New Delhi
Hi Dinesh Divekar Sir,
Thank you for the resolution. Your provided solution will help me a lot in making the policy for the rider plan. Your point-to-point solution is highly appreciable. Although I am still stuck on the solution. Hiring all 300 members will increase all sorts of expenses for me. Please provide if there is any alternative to this approach.
From India, Bhopal
Thank you for the resolution. Your provided solution will help me a lot in making the policy for the rider plan. Your point-to-point solution is highly appreciable. Although I am still stuck on the solution. Hiring all 300 members will increase all sorts of expenses for me. Please provide if there is any alternative to this approach.
From India, Bhopal
@S K Bandyopadhyay,
Thank you for your reply, sir. I understand that the expenses will be booked in my accounts, but this will increase my costs. Therefore, I am exploring any possible alternatives. If you have any suggestions, please provide them. Thank you in advance.
Regards
From India, Bhopal
Thank you for your reply, sir. I understand that the expenses will be booked in my accounts, but this will increase my costs. Therefore, I am exploring any possible alternatives. If you have any suggestions, please provide them. Thank you in advance.
Regards
From India, Bhopal
@Infotech.Tanaysk
My purpose of saying the cost will be booked in your accounts was different. When any authority - PF, ESIC, etc. will visit your organization for compliance check, they will start with your accounts ledger book where each cost will be booked with an explanation. It may appear that the sales promotion cost is reasonably high but no compliance cost - PF & ESIC with 300 manpower. Even if you show all 300 as consultants and deduct TDS - that will also not be accepted by the authority. Had it been so, every organization in India will follow that path (not recruiting any permanent employee or engagement through any contractor) to avoid PF, ESIC, Bonus, etc. compliance. It may be possible for a fewer number of employees (to my opinion max. 5 or 10).
There are even cases where the PF authority instructed the organization to deduct PF for consultants as the designation has nothing to do with PF coverage rather than depend on Basic & DA amount (in the case of a consolidated amount, the entire amount will be considered as Basic).
S K Bandyopadhyay (Howrah, WB)
CEO- USD HR Solutions
From India, New Delhi
My purpose of saying the cost will be booked in your accounts was different. When any authority - PF, ESIC, etc. will visit your organization for compliance check, they will start with your accounts ledger book where each cost will be booked with an explanation. It may appear that the sales promotion cost is reasonably high but no compliance cost - PF & ESIC with 300 manpower. Even if you show all 300 as consultants and deduct TDS - that will also not be accepted by the authority. Had it been so, every organization in India will follow that path (not recruiting any permanent employee or engagement through any contractor) to avoid PF, ESIC, Bonus, etc. compliance. It may be possible for a fewer number of employees (to my opinion max. 5 or 10).
There are even cases where the PF authority instructed the organization to deduct PF for consultants as the designation has nothing to do with PF coverage rather than depend on Basic & DA amount (in the case of a consolidated amount, the entire amount will be considered as Basic).
S K Bandyopadhyay (Howrah, WB)
CEO- USD HR Solutions
From India, New Delhi
Dear Infotech.Tanaysk,
If you do not wish to have an individual contract with the "Casual Sales Promoter," then you may hire a manpower contractor. Have a comprehensive contract with the contractor. This will solve your problem of making an individual contract on a legally valid stamp paper. Nevertheless, you need to issue a letter on your company's letterhead even then also.
The solution that I suggested was similar to the delivery boys hired by Swiggy or Zomato. Please find out how they make the contract with their delivery persons. You can have the same approach. The delivery boys are not on the rolls of the food aggregators.
Nevertheless, whatever method you adopt, the cost will be incurred. If sales promotion were that easy, then a roadside vegetable vendor would not be required to strain his vocal cords to sell his vegetables, and that too every day!
Your plan is to promote the sale of your product/service through 300 sales promoters! This is a big number. For big dreams, the costs are also big! As of now, go ahead with whatever plan suits you. Better ideas will emerge over a period of time!
All the best!
Dinesh Divekar
@Dinesh Divekar Sir,
Thank you for the resolution. Your provided solution will help me a lot in making the policy for the rider plan. Your point-to-point solution is highly appreciable.
Although I am still stuck about the solution. Hiring all 300 Members will increase all sorts of expenses on me.
Please provide if there is any alternative to this approach.
From India, Bangalore
If you do not wish to have an individual contract with the "Casual Sales Promoter," then you may hire a manpower contractor. Have a comprehensive contract with the contractor. This will solve your problem of making an individual contract on a legally valid stamp paper. Nevertheless, you need to issue a letter on your company's letterhead even then also.
The solution that I suggested was similar to the delivery boys hired by Swiggy or Zomato. Please find out how they make the contract with their delivery persons. You can have the same approach. The delivery boys are not on the rolls of the food aggregators.
Nevertheless, whatever method you adopt, the cost will be incurred. If sales promotion were that easy, then a roadside vegetable vendor would not be required to strain his vocal cords to sell his vegetables, and that too every day!
Your plan is to promote the sale of your product/service through 300 sales promoters! This is a big number. For big dreams, the costs are also big! As of now, go ahead with whatever plan suits you. Better ideas will emerge over a period of time!
All the best!
Dinesh Divekar
@Dinesh Divekar Sir,
Thank you for the resolution. Your provided solution will help me a lot in making the policy for the rider plan. Your point-to-point solution is highly appreciable.
Although I am still stuck about the solution. Hiring all 300 Members will increase all sorts of expenses on me.
Please provide if there is any alternative to this approach.
From India, Bangalore
In the Social Security Code 2020, the type of employees under Swiggy/Zomato will be considered as "Gig Workers." In the near future, when Labor Codes will be implemented, all social securities will be required for those Gig Workers as well.
The objective of the government is to protect all levels of employees irrespective of their nature of employment and engagement. I request you to go through the New Social Security Codes in detail and take all necessary precautions before engaging 300 employees to avoid any future complications.
S K Bandyopadhyay (Howrah, WB) CEO- USD HR Solutions
From India, New Delhi
The objective of the government is to protect all levels of employees irrespective of their nature of employment and engagement. I request you to go through the New Social Security Codes in detail and take all necessary precautions before engaging 300 employees to avoid any future complications.
S K Bandyopadhyay (Howrah, WB) CEO- USD HR Solutions
From India, New Delhi
@Nanu1953
Sir, I understand that in the near future, I have to follow all the compliances, and I am okay with that. Just for now, to get my venture started, I need a push for the beginning.
That's exactly what I was looking for. Do you have any more ideas on how this "Gig Worker" format works? If you can elaborate, that would be so helpful.
Thanks in advance.
From India, Bhopal
Sir, I understand that in the near future, I have to follow all the compliances, and I am okay with that. Just for now, to get my venture started, I need a push for the beginning.
That's exactly what I was looking for. Do you have any more ideas on how this "Gig Worker" format works? If you can elaborate, that would be so helpful.
Thanks in advance.
From India, Bhopal
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