Reminder Letter For Full and Final Settlement to Employer
On leaving the company, an employee is entitled for the payment of last working month and this whole process of recovering or paying during the process of resignation is known as Final Settlement. In some companies, the final settlement happens first and then the employee can resign and in other companies, the process of final settlement takes place at a later date.
Sometimes, the need for writing a reminder letter for full and final settlement arises if the process of the final settlement is not initiated or otherwise. If you are confused about creating a reminder letter for full and final settlement to employer then in this post, we have included a full and final settlement letter format for your reference along with all the important details in this context.
Components That Are Included in Final Settlement Sum
Here are some important components that are essential in deciding the final settlement sum and must be always kept in mind while writing a full and final settlement request letter:
- Unpaid salary and arrears
- Unpaid bonus
- Payment of non-availed leaves, if any
Period of Settlement
Though the final settlement is suppose to happen on the last working day of the employee with the company but sometimes it takes time for the papers to get cleared and therefore, the final settlement can happen within the period of 30 to 45 days after the last working day of the employee.
Tips on Writing Full and Final Settlement Request Letter
While writing a full and final settlement letter to HR, here are the points which can help you create a perfect draft:
- Always include the names of the people or parties who are involved in this process.
- Don’t forget to mention the important dates in your letter
- Always check for grammatical errors and spelling mistakes.
- Keep it short and precise
Reminder Letter for Full and Final Settlement to Employer
From:
Achraj Sharma
G-48, Green Apartments
Delhi
Date: July 30th, 2020
To,
The HR Manager
Zenith Technologies Pvt. Ltd.
Delhi
Sub: Issuance of Full and Final Settlement
Dear Sir,
I am writing this letter as a gentle reminder to you in relation with my full and final settlement. Please refer to my letter of resignation, dated june 25th, 2020. Even after the expiry of over 35 days from the date when I resigned, my full and final settlement has not been made which is a matter of serious concern.
I am, therefore, writing this letter in order to request you to complete the process of full and final settlement and have all the dues cleared. I also request you to please share the original statement with me as soon as possible.
Thanking in anticipation.
Sincerely,
Achraj Sharma
Click Here to Download Reminder Letter for Full and Final Settlement to Employer in Word Format
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Categories: Letters Tags: Employer, Final Settlement, Full and Final Settlement, Letter, Letter Format, Reminder Letter
Contract Completion and Not Continue Further Letter Format in Word
Within the corporate understanding, contracts or agreements are said to be documentary notations required by officials to decide over specified working terms and conditions. The contractual agreements are created for a specific time period and needs renewal or expiry after that time slot. This is the reason that professionals make sure to communicate about the continuation or termination of the contract through proper emails or letters. This tends to be an amicable way of communicating business necessities to the other person for sure. Here is the format of the letter, which informs about unwillingness to continue with a company or particular profession on completion of the contract.
Date: February 27, 2018
To,
Mr. Shailesh Malik,
Employee No: 2486
Sub: Non-renewal of the term contract
Dear Mr. Shailesh,
This letter is in reference to your contract with our company, Adroit Web Solutions Pvt. Ltd. We entered into a term contract for the requisite services from your end, which initiated on February 27, 2018 and terminates on February 28, 2019. As the respective contract is about to finish, the administrative decisions are explication of the fact that the company does not wish to continue with your high-end services. It is just a corporate decision taken by higher authorities without any negative intentions.
As a part of compensation, you will be paid till the last date of the contract as full and final settlement. Therefore, you are requested to handover the company laptop and mobile to the HR Manager and get clearance from the departments. On submission of the clearance details, you will be provided with a certificate on your last working day. Along with this, you will be given an experience certificate with details description of the responsibilities handled at Adroit Web Solutions Pvt. Ltd. This will help you in getting excellent opportunities and open ways for more job prospects.
The end of the contract does not mean that your journey to success has halted. In fact, this will make you progress on the path of brighter future. Though, the contract between you and our company has come to an end; still, we have retained your contact details in our record bank. As the requirement of the company persists in near future, we might contact you again for your valuable services. We wish you all the best in life and a prosperous career ahead.
Thanks,
Shreya Bansal
HR Manager
Click here to download Contract Completion and Not Continue Further Letter Format in Word
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Categories: Letters Tags: Contract, Employee, Employee letter
Relieving Letter From Group Company
Every year every company has some new faces joining in and some old ones leaving the company. This is quite the sequence for every company every year. If you are the HR manager of your company and you also have some relieving request letters from your employees then you must send formal acceptance letters relieving them from their duties in professional manner.
Here is the example relieving letter to help you write a formal letter on behalf of your group of companies. Use this sample format to create a personalized letter.
Relieving Letter Format From Group Company
Robert Wills
HR Manager
ABC Corporation Pvt. Ltd.
B 15 6th Block
Jackson Street
California
Date: 01.02.2016
Samantha Brown
123 52nd Park Street
California
Dear Ms. Brown,
This is response to your resignation letter dated December 20th, 2015. This is to inform you that the Management has accepted your request for the same and has decided to relieve you from the services of ABC Corporation Pvt. Ltd. as Senior Marketing Executive at the close of your normal duty hours on January 10th, 2016.
The same has been conveyed to the Accounts Department and all the financial formalities that include your full and final settlement etc. will be taken care of once you have submitted your No Dues Certificate. We also appreciate you for the feedback through the Exit Interview. Please find enclosed your Service Certificate with the letter.
If you have any queries and doubts then please feel to get in touch with the HR department.
We wish you all the very best in all your future endeavors.
Robert Wills
HR Manager
ABC Corporation Pvt. Ltd.
More Relieving Letter Formats
Relieving Letter Format from Employee to Company
Experience Certificate with Relieving letter
Resignation Letter with Request to Reduce Notice Period
Relieving Letter Format For Employee
Relieving Letter for Contract Employees
Relieving Letter Format From Employer
Categories: Reliving Letter Format Tags: Formal letter, Relieving Letter
Full And Final Settlement Letter Central Excise
Full and final settlement letter central exercise is written for a business purpose and this letter is issued at the time of relieving an employee from a company. Generally, the letter deals with making the complete payment which a company is liable to pay to the concerned employee. The amount of payment depends upon the terms and condition of the company and according which, the payment is made to an employee.
A format of full and final settlement letter is given below. You can add your own information to use the letter as per your requirements. The letter is in word format and if it suits your criteria, you can download it too.
Sample Letter of Full And Final Settlement
To
Mr. Robert Koch
100 Avenue D,
8th Street, Fort Lee,
New York
Subject: Full And Final Settlement Letter
Mr. Koch,
In respect of your resignation application dated on 16.08.2010, the management of our company accepted your resignation and relieves you from the post of software engineer.
As per your service during the notice period, we attached the cheque amount.
Wish you best of luck for your future.
Regards,
James Codie
The letter must contain the amount which is given to the employee and, other than that it should attach all the important details about the employee’s working area so that the concerned person does not have any problem to understand. The full and final settlement worksheet should be attached along with the letter. Generally, it is the payment of working during the notice period in a company. The letter must give an employment detail of the concerned company.
Other Related Letter Formats
Reminder Letter For Full and Final Settlement to Employer
Full & Final Settlement and Exit Interview Format
Final Settlement Letter To Employer
Categories: Letters Tags: Final Settlement, Letter Format
Role & Responsibilities HR Executive in a Company
As for the job role of HR, it all depends. Assuming a very basic role in HR following list shows a few responsibilities of an HR
1. Recruitment –
Understanding manpower requisition from the concerned department.
Understanding the requirement and accordingly drafting a job description and getting it approved from the concerned person.
Sourcing candidates that match the desired skills.
Screening the candidates by conducting telephonic or personal interviews as the case may be.
Encouraging the employees to provide reference for better prospects.
Arranging for technical interview and coordinating with the concerned person.
Communicating the employment status to the applied candidates.
Maintaining and updating the database of the candidates.
Doing a background verification of the shortlisted candidates.
2. Induction and On-boarding
When a particular candidate is finalised and selected, giving him offer letter or letter of intent
On joining the services, issuing appointment letter with brief working agreement or policies.
Giving a description on the policies, procedures and culture followed by the company.
Properly filing relevant document of the new joinee as required.
Introducing him/her to the team and supervisor and/or manager.
Explaining the mode of communication.
Coordinating with the IT team to get his email id made.
3. HR Policies and HR Manual
If the company do not have an HR Manual, drafting the same for the company.
Making or Amending the existing policies and procedures.
4. Attendance and Leave records.
Keeping a track of the attendance of the employees.
Filing the leave forms and keeping a track of the leaves taken.
Seeing to it that there is not much absenteeism on any given day.
Seeing to it that no employee is irregular and if there are such people, taking corrective and/or preventive measures.
5. Performance Management
Helping the seniors do performance appraisal in a better way by adopting better appraisal practices.
6. Employee Engagement
Keeping a track on employee turnover and exit rate.
Taking initiatives to engage the staff to their work.
Taking the surveys in order to understand their engagement level and accordingly take actions.
Planning events or activities regularly or on some occassions, getting those approved by senior management and implementing those.
7. Workforce Management
Handling the staff so that people are not dissatisfied with each other.
Handling cross culture things.
See to it that there is no grouping or no dissatisfied person.
Other employee related issues.
8. Statutory Compliance
Leaves – as per the act that is applicable to you.
minimum salary
pf / esic / medical deductions as applicable
other compliance
9. Exit Formalities
Conducting exit interviews of candidates who are resigning.
Trying to get constructive feedback for company and trying to implement the corrective measures for them.
Helping the person to be relieved properly.
Issuing relieving letter and letter of experience.
Doing the full and final settlement for the person.
10. Compensation and Benefits
Designing the salary structure for employees
Helping employees save tax by advising them on tax benefits plans and other investment options
Calculating the Gratuity, Handling PF accounts, etc.
11. Employee Motivation and T&D/L&D
Many organizations have training sessions for their employees.
You can provide internal training by checking who has what to contribute and accordingly plan a training session.
On the contrary you can also hire trainers with specific skills.
You can also send motivational mails to employee on regular basis.
These are few basic responsibility an HR will have to handle.
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Categories: HR Tags: HR Executive Role In Company - Appointment Letter
About ESI and EPF
Employee State Insurance
Coverage – Act is applicable to non-seasonal factories using power and employing 10 or more persons and non-power using factories 20 or more persons.
Earning wages limit- Gross Salary Rs. 10,000/- w. e. f. 01.04.2006.
Contribution : By Employer @ 4.75%
By Employee @ 1.75%
Registration and number allotment– Duly filled Form-01
For Employees Form 01 & Declaration Form no. 03 within 10 days of joining, kept one copy of Form-3 for record.
Identity Cards : Form 4 the ESI Office will issue the same.
Register for ESI Record : Every employer shall maintain a register in Form-6 which is prescribed in rule-32.
Contribution periods 1st : 1st April to 30th September
2nd : 1st October to 31st March
Challans Deposit : Deposit in bank by 21st of every month.
Returns of contribution : On Form no. 5 in quadruplicate with Six Challans within or before 11 May & 12 Nov of every year mandatory certified by the Chartered Accountant if the member are 40 nos. or more w. e f. 01.04.2008.
Special Provision :
(i) Within 42 days of the termination of the contribution period to which it related.
(ii) Within 21 days of the date of permanent closure of the factory.
(iii) Within 7 days of the date f receipt of requisition in that behalf from the appropriate office.
Notice of Accident : As soon as practicable after the accident.
Maintenance of Accident Book : Form-15 any injury to an insured person.
Report to Accident :
- Immediately if the injury is serious. i.e. is likely to be cause to death or permanent disablement or loss of a member.
- In any other case within 24 hours after the receipt of the notice or when the accident came to his notice or to his foremen or other official under whose supervision the insured person was employed at the time of accident.
- If the injury result in the death at the place of employment, the report to IMO and Local Office should be sent through a special messenger.
Every Employer shall send a report in Form-16 to the nearest Local Office and to the nearest Insurance Medical Officer in triplicate i.e.
(1) One deposit to Local Office
(2) Second deposit to IMO
(3) Kept for their records.
Benefit Period : If the person joined insurable employment for the first time say 5th January, but his contribution period will be 5th Jan to 31st March and his corresponding first benefit will be from 5th October to 31st December.
| Sr. No. | To be deemed as a wages | Not to be deemed as a wages |
|
1 |
Basic Allowance | Contribution paid by employer on any pension / PF or ESI |
|
2 |
Dearness Allowance | Daily Allowance paid for period spent on tour |
|
3 |
House Rent Allowance | Encashment of leaves |
|
4 |
City Compensatory Allowance | Washing Allowance |
|
5 |
OT Wages | Amount towards reimbursement for duty related journey |
|
6 |
Production Incentive | Gratuity payable on discharge |
|
7 |
Payment for day of rest | Benefit paid under ESI |
|
8 |
Night Shift Allowance | Payment of Inam which does not form part of the terms of employment |
|
9 |
Meal / Food Allowance | |
|
10 |
Suspension Allowance | |
|
11 |
Conveyance Allowance |
Damages or contribution or any other amount due but not paid in time-
| Sr. No. | Period of delay | Maximum rate of damages in % per annum of the amount due |
|
1 |
Less than 2 months |
5 % |
|
2 |
Grater than 2 but less than 4 months |
10 % |
|
3 |
Grater than 4 but less than 6 months |
15 % |
|
4 |
Grater than 6 months |
25 % |
Penalties : Different punishment have been prescribed for different types of offences in terms of section 85 :
(i) Six month imprisonment and fine Rs. 5000/-
(ii) One year imprisonment and fine
And under section 85-A
(i) Five year imprisonment and not less than 2 years
And under section 85-C(2) of the ESI Act which are self explanatory
Besides these provisions, action also can be taken under section 406 of the IPC in case where an employer deduct contribution from the wages of his employees but does not pay the same to the corporation which amounts to criminal breach of trust
EPF
FREQUENTLY ASKED QUESTIONS
1) Who will be covered by the Pension Scheme?
Every member of the ceased Family Pension Scheme 1971 and anyone who joins any covered establishment on or after 16-11-95 is compulsorily to join this scheme, provided his/her salary/wage is less than Rs. 6500/- per month at the date of appointment.
2) What is a covered establishment?
Covered establishment is an establishment belonging to the class of industries / other establishments, which have been listed in the schedule appended to the Employees’ Provident Fund and Miscellaneous Provisions Act 1952 and where 20 or more persons are employed.
3) What are the eligibility criteria for taking the benefit of Employee Pension Scheme?
For getting the benefit of Employee Pension Scheme, an employee has completed to complete the age of 58 and have least 10 years of contribution in pension scheme.
4) Is employee the only beneficiary of Fund?
Benefit will be paid to him/her and in his/her absence to his/her family.
5) What is meant by Family?
Family means employees’ spouse and children below 25 years of age.
6) Suppose an employee does not have a Family and he/she dies before receiving benefit. Does his/her pension get lost?
No, if he/she does not have a family, benefits will be paid to his /her nominee, who will receive the benefit in his/her, absence.
11) Suppose member has not nominated anyone.
The pension / ROC will be paid to the dependent parents.
12) Can member change his/her nomination?
He/She can change his/her nomination whenever he/she decides within the framework of rules for such nomination. In other words if he/she has a family, nomination should be in favour of a member(s) of the family. If he/she has no family he/she can nominate anyone he/she wishes.
14) Employee is a member of Employees’ Pension Scheme. He/She has left employment at 48 yrs. of age and 8 yrs. of service. When shall he/she receive his/her pension?
He/She can take either withdrawal benefit or can take scheme certificate so that the 8 years service can be added to any future service that he / she may put in, in any other covered establishment. By virtue of being a holder of a scheme certificate, if the member dies before 58 years widow / widower and children shall be entitled for pension.
16) When does an employee become eligible to become a member of Employees’ Provident Fund Scheme, 1952 and Employees’ Deposit Linked Insurance Scheme, 1976?
An employee becomes a member of Employees Provident Fund (Employees’ Provident Fund) Scheme, 1952 / Employees Deposit Linked Insurance (Employees’ Deposit Linked Insurance) Scheme, 1976 immediately on joining an establishment covered under the Employees Provident Funds & Miscellaneous Provision Act, 1952.
17) What is nomination?
Every member has to give the details of himself & details of the nominee for Employees’ Provident Fund & Employees’ Deposit Linked Insurance Schemes and details of family for Employees Pension Scheme, 1995 in form no. 2.
A member if, is having a family can nominate any one or more persons to receive the Provident Fund on his death. In case of him having no family he can nominate any other person.
Family for the purpose of Employee Provident Fund Scheme’52 means wife/husband, children, whether married or unmarried, including adopted children, if adoption is recognized and dependant parents of member.
Employees Deposit Linked Insurance Scheme benefit will be paid to the nominee under Employees Provident Fund Scheme, 1952.
For the purpose of Employees Pension Scheme,1995 the member has to furnish the details, such as name, relationship & age of all the family members in the form no. 2. Family for the purpose of Employees Pension Scheme, 1995 means wife/husband & children. Whenever member wants to make a change in the nomination already made for Provident Fund, or to update the details of family for Employees Pension Scheme,1995, he has to send a revised form no. 2. The form no.2 is routed through the employer.
18) What are the periodical returns to be sent by an employer to the Provident Fund Office?
The employer of an un-exempted establishment has to forward the following returns. These returns will include details required under the three schemes namely, Employees Provident Fund Scheme, 1952, Employee Deposit Linked Insurance Scheme,1976 and Employee Pension Scheme, 1995.
a) Form-9(Revised):
The details of employees enrolled as members of Employees’ Provident FundS’52, Employees’ Deposit Linked Insurance’76 & Employees’ Pension Scheme’95 on coverage of the establishment- This is to be submitted immediately after coverage, within 15 days of coverage.
b) Form-12A:
The details of the contributions recovered form the members & paid along with details of employers’ contribution & administrative charges- This is to be submitted monthly by 25th of following month.
c) Form-5:
The details of the employees enrolled newly to the Provident Fund- To be submitted along with Form-12A every month within 15 days of the following month.
d) Form-10:
The details of the employees leaving service during the month- To be submitted along with form-12A.
e) Challans:
The triplicate copy of challans in token of having remitted the Provident Fund dues in the bank- to be submitted along with form-12A every month.
f) Form-2(Revised):
Nomination form- To be submitted along with form-5/9.
g) Form-3A:
The details of wages & contributions in respect of each member, to be prepared financial year wise- To be submitted to the Provident Fund office by 30th of April every year.
h) Form-6A:
Yearly consolidated statement of contributions- To be forwarded yearly along with form-3A. It should be ensured that all the form-3A are entered in form-6A, irrespective of whether the form-3A was forwarded for the broken period and the total dues as per the form-12A for the whole year agrees with the total of form-6A within 30th April.
i) Form-5A:
Return of ownership of the establishment- To be forwarded immediately after coverage & whenever there is a change in the ownership, it has to be intimated with in 15 days of change.
j) Specimen signature:
Specimen signature of the officer/officers who are authorized to sign the returns/documents relating to Provident Fund forwarded immediately after coverage & whenever there is a change in
authorized officer.
19) What is the procedure to be followed by the member if the employer is not attesting his claim forms?
It is the duty of the employer under the Act & Scheme to help Employees’ Provident Fund organisation to settle the Provident Fund dues of his employees. He has to complete the prescribed application within 5 days of receipt [para72(5)] forms & hand over it to the member when he leaves the service. When a member finds difficult to get the form attested by the employer, he can get the attestation of any of the following officer & send to the Provident Fund office
- Manager of a bank.
- By any gazetted officer.
- Member of the Central Board of Trustees./ committee/ Regional Committee (Employees’
Provident Fund Organization).
Magistrate/ Post/ Sub Post Master/ President of Village Panchayat/ Notary Public.
20) What is the mode of payment of Provident Fund and Employees’ Deposit Linked Insurance dues?
Provident Fund & Employees’ Deposit Linked Insurance dues is paid by money order/ by deposit in payees’ bank a/c/ through employer/ by depositing the cheque in payees’ name or part of amount in annuity scheme in any nationalised bank. Payment by money order is allowed where the amount is not more than Rs. 2000/-
21) What are the modalities to be followed for payment through cheque?
The member has to open an account in the nationalised bank, scheduled bank, urban bank or post office savings bank. He has to furnish the details of bank a/c no. with the full address of the bank in application form. An advance stamped receipt has also to be annexed in the form.
For receipt of pension member/claimant has to open an account only in State Bank of India or Punjab National Bank.
22) In case of returning of cheque what is the procedure to be followed?
Generally the cheques are returned by the bankers when the a/c number is furnished incorrect or a/c has been closed. On receipt of the cheque from the bankers the Provident Fund office will write to the member & employer about the fact & request them to intimate the bank, a/c number & detailed address. In case, the member comes to know about returning of the cheque before this, he can write to the Provident Fund office through his former employer regarding his present address & bank a/c number.
23) What is the time taken for disposal of the application in the Provident Fund office?
The claims received complete in all respects are disposed off within a maximum period of 30 days from the date of receipt of claims in the office. In case the member is not hearing anything about his application within 30 days, he can approach the Public Relation Officer.
24) What is the voluntary rate of Provident Fund contribution by the member?
As per the Act, the member has to contribute at the rate of 10% or 12% of his basic pay, D.A. & retaining allowance if any. In case the member wants to contribute more than this, voluntarily he can do so at any rate he desires. i.e. upto 100% of basic and D.A. But the employer is not bound to contribute at the enhanced rate.
Instructions for a member while sending application to Employees’ Provident Fund.
Instructions for a member while sending application to Employees’ Provident Fund Organization:
General:
- Use the appropriate form for claiming Provident Fund Pension, withdrawal benefit/scheme certificate, Employees’ Deposit Linked Insurance benefit, etc. as given below :-
- Form-19 : To claim final settlement of Provident Fund by a member.
- Form-20 : To claim Provident Fund by nominee/legal heir on death of the member.
- Form-10-D : To claim pension. (In duplicate : If within state, In triplicate : If outside state.)
- Form-10-C : To claim withdrawal benefit/scheme certificate under Employees’ Pension Scheme ’95.
- Form-5IF : To claim assurance benefit under Employees’ Deposit Linked Insurance ’76 by nominee/legal heir of a member.
- Form-31 : To claim temporary withdrawal/advance under Employees’ Provident Fund scheme
’52. - Form-13 : To effect transfer of Provident Fund/Pension from one A/C to another.
- Ensure that all columns of the application are filled completely.
- Information in the application form relating to name, a/c no. should agree with the details
available with Employees’ Provident Fund Organization; which were furnished by the employer at the time of enrolling to Provident Fund. - Application should be signed by the member/claimant.
- It should be attested by the former employer. In case attestation by the former employer is not possible, it should be got attested by any other authorized official specified with application form.
- Application for final settlement can be sent by a member on completion of 2 months from the date of leaving service, if the reason for leaving service is other than superannuation, medical ground, retrenchment and V.R.S./ Female members getting married etc.
- Desired mode of payment can be given legibly, if the amount involved is more than Rs. 2000/-. The amount will sent by deposit in payees’ bank a/c. To facilitate this, Bank a/c no., name and address of the bank should be furnished. An advance stamped receipt should also accompany this application.
- Application may be supported by the return Form-10, showing the details of leaving service and details of contribution for the year in Form-3A, if not sent earlier by the employer.Specific additional requirements:A) Death cases:
- Nominee/legal heir should apply in Form-20 /Form-10-D /Form-5IF.
- If the member has not executed any nomination, application should be supported by certificate of family members issued by employer/revenue official/sworn in an affidavit by the family/ member/legal certificate from a court of law.
- Death certificate of the member.
Certificate of the employer stating whether the death was while in service of the member or not.
B) Pension cases:
- Joint photograph of member/spouse or the claimant should accompany the application.
- Option for return of capital/commutation should be specified clearly.
- Details of non-contributory period during the service, wages/salary for last 12 months should also accompany, if not already sent.
- Details of the branch of the specified bank may be given legibly.
- Date of birth certificates of children
In case of death away from service, an undertaking by the claimant to the effect that the member was not working / had not worked in any other covered establishment after exit from the establishment on the basis of which pension is being claimed.
How to Change/Correction Employee Name in ESIC Portal – ESIC Name Change Letter Format
Categories: HR Tags: PF & ESI Rate
Policy on Allotment Company Assets
I have attached policy on allotment company assets.
IT
Policy
Prepared and Approved by:-
HR Department
TABLE OF CONTENTS
|
S. No. |
Policy Contents |
Page No. |
|
1 |
Introduction |
1 |
|
2 |
Scope |
1 |
|
3 |
Applicability |
1 |
|
4 |
Responsibility |
1 |
|
5 |
Rules |
1 |
|
6 |
Registering an Asset |
1 |
|
7 |
Reporting a Theft |
2 |
|
8 |
Return the asset to the Company |
2 |
1. Introduction:-
The purpose of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and outside the Organization. Also, this policy is used to specify the documents that the employee needs to assign while allotting him the assets used for the communication by the company like Laptop, Mobile Handsets, Blackberry Handsets and Data Cards etc.
- Scope :-
This policy covers the usage of the Company assets (Laptop, Data Cards, Mobile Handsets, Local and STD Dialing on Extension Number and Blackberry Cell phone) by senior staff where the regular use of such asset is necessary or useful to meet the requirements of the job. This includes issuing the asset to the employee that is to be used for official purpose only after the approval of the reporting head.
- Applicability:-
- The CEO.
- GMs/DGMs/Heads of Departments.
- Members of staff nominated by any of the above staff members.
- Responsibility:-
The preparation of this policy, procedure, forms, letters, and its revision along with justification & obtaining approval from the Management and its implementation and monitoring is the responsibility of HR Department.
- Rules:-
- ·The Company will provide the official Assets (Laptop, Blackberry, Mobile Handsets and Data Cards) to all entitled employees after they have signed an agreement for the Assets and the Assets authorization letter.
- ·These assets are returnable upon transfer / discontinuation of the services with the company.
- ·This facility is provided purely for official purpose.
- ·In case of loss of Company Asset, the employee must inform the company as soon as possible to avoid any misuse of the asset. Detailed instructions in the case of a loss are given in the Assets authorization letter.
- Registering an Asset:-
Every Company asset must have a owner. Each department that has a company asset must have a sign out sheet indicating that has the company asset, the make, model and Serial number. This information should be sent to HR department each time there is a change of the owner.
Page 1
- Reporting a Theft:-
If a Company-owned asset is stolen, its owner is expected to immediately file a theft report with all details as to the time, date, location and any other details that you feel is important with HR/Admin Department. If traveling, the owner must also report the theft to the local law enforcement agency.
- Return the asset to the Company:-
An owner must return the asset to the Company before their ending date of employment. HR will provide a list of assets and owners to Admin. At the meeting with Human Resources and Admin the Assets, keys, and other items will be collected. Separate file needs to be prepared for all the assets issued to the employees and also in the employee file. Failure to turn in the company asset may result in withholding payments such as Full &Final settlement until the asset is returned.
Click Here To Download ITT Policy
Experience or Relieving Letter Format
I have attached two sample format of relieving Letter or Experience Letter.
Experience Certificate
June 31st, 2008
To Whomsoever It May Concern
This is to certify that Ms. A was employed with our Company (Company name) from___ to __ as an Executive-Back Office for a period of ____yrs.
Her major responsibilities included working on Human Resource like Joining & Separation formalities, Attendance Management, Induction Programs, Appointment Letter & Confirmation, Job Portals, Administration, Maintaining Personal files of Employees, Employee Relation.
Her Exposure in these areas is very good. During her tenure with us, she ably handled major responsibilities and found her to be hardworking and very productive.
We have found her to be self starter who is motivated, duty bound, and a highly committed team player with strong conceptual knowledge.
We at (Company Name). Wish her all success in his future endeavors.
For (Company Name).
Name
Manager {Human Resource}
Experience Certificate
To Whom So Ever It May Concern
Ms. A was a good employee of our organization .She had been working with us for one year as
An Executive- Back Office. During this period she devoted her valuable time to contribute to the team of
(Company name)
Ms. A performed her duties up to her best with great stamina during her tenure of work. She
Bears lot of responsibilities and did them without making errors on time.
Not only that she was a well organized and hard working employee. She was very co-operative and always
Conducted good communication style in our organization.
As a HR Manager of (Company Name) I recommend Ms. Archana Dua to any organization
Without heaving any hesitation.
I wish her all success.
For (Company name).
Name
Manager
Human Resource
May 31st, 2008
Ms. A
Executive- Back Office
Relieving Letter
TO WHOM SO EVER IT MAY CONCERN
Dear Ms. Dua,
This has reference to your letter of resignation dated May 19, 2008, wherein you have requested to be relieved from the services of the company on 4th June, 2008.
We would like to inform you that your resignation is hereby accepted and you are being relieved from the services of the company after serving one month notice period, with effect from closing office hours of June 4th, 2008.
We also certify that your full and final settlement of account has been cleared with the organization.
Your contributions to the organization and its success will always be appreciated.
We at (Company name). wish you all the best in your future endeavors.
For (company name)
Yours Sincerely,
Name
Manager
Human Resource
Click Here to Download Experience And Relevance letter
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Categories: HR Tags: And, Experience, Letter, Relevance
Sample Cell Phone Reimbursement Policy
I have attached Sample Cell Phone Reimbursement Policy.
Introduction
The objective of this policy is to facilitate the Employees in their jobs by increasing communication within the organization and especially with the customers and to prevent them from the hassle of purchasing Sim Cards / Hand Sets.
Objective
This policy has been introduced to:
v define clearly who is entitled to a cell phone and how the costs of purchasing the asset plus ancillary equipment, and the rental and call costs will be met.
v streamline statement administration and payment, and the reimbursement of the costs of business calls.
Applicability
v Employees at the level of executive of special duties and Managers.
v Employees who by virtue of their function have a constant need to be in contact with other employees and to attend external customers or office work through mobile phone.
When Sim + mobile allotted to employee
Reimbursement rules
Company is entitled to pay monthly rental charges + taxes + call charges up to a limit as per the grades & perks.
- Bill amount exceeding other than official calls should be recovered by the employees.
- Expenses in excess of approve limits can be reimbursed only on approval from their immediate reporting authority.
- At top management levels reimbursement can be direct and full.
Mode of Reimbursement
- Direct payment by the company to the service provider.
- Monthly reimbursement to employee on presentation of detailed bills.
- Excess amount of bills other than official calls can be charged by employee in cash/ cheque of debited to their salary.
- Prepaid card of some limits defined as per grades can be given + lifetime free incoming calls.
Safety rules
- Handset should be insured.
- In case of handset damaged / lost (non – insured) cost should be recovered from the employees.
Operative Guidelines
- Where providing of such facility is warranted, formal approval will be sought.
- Asset purchased form duly signed by HR head.
- Cell Phone authorization letter needs to be filled.
- Cost of mobile should be within entitlement.
- Replacement of handset by existing employees can be done after expiry of…………..period.
- Employees are liable for safety of the phone.
- In case of employee separation from company, sim + set to be surrendered to the company by employee.
- Full and final settlement of employee will be put on hold until the sim & set is not surrendered.
Advantages
- Easy accessibility to all employees.
- Employee benefit – reducing effort of buying sim +set.
- Company can save the cost by purchasing the same corporate plan and set for all employees.
- Employees will get a connection at low cost.
- Free group calling
When only sim is allotted
- Set cost is saved.
- Selling of used phone and purchasing of new phones transactions are not needed.
Sim + some % of cost of mobile in cash as per the entitlement
- Reduction in purchasing formalities.
Disadvantages
Increase in paper formality.
- Support documentation leads to increase in cost (in terms of labour, stationary and efforts).
- Employees refusal in case of used phone.
When only sim is allotted
- Employees may not take interest in purchasing a mobile set.
Sim + some % of cost of mobile in cash as per the entitlement
- Increase in feeling in inequality in employees
No Sim, No mobile from Company
- Company can contact to the service provider for employees facility.
- Company can pay first time installation charges.
- Service provider will intimate officially to the company about the number being allotted to an employee.
- All the formalities related to support document will be done by the company only.
- Employees will contact directly or company can act as initial link between the service provider and the employees (like in case of salary account)
Reimbursement rules
- Reimbursement can be done upto a limit as per the entitlement after presentation of detailed bills.
- For top management, bills can be reimbursed fully.
Advantages
- All the documentation will be done through service provider leads to reducing the cost and saving of time, which can be used in some other important work of the company.
- Reduce filing and recording work.
- Saving of sim and set cost.
- No need to employees to surrender the no. or set on parting from the services.
- Employees will get low rate of calling.
- Company will get benefits in terms of free calling between the group.
- Handset insurance formalities will also not require, leading to saving of cost.
The total expenses on mobile phone claim can not exceed the limits as given below:
- Top management: upto Rs. ………/- per month (full reimbursement).
- Sr. Mgr and Mangers : upto Rs ……………/-Per Month.
- Executives upto Rs…………./-Per Month.
Cost / Value of Mobile at different levels:
Category 1
Top management : – Actual Payment.
– Fixed amount range between (Rs. X – Y).
Category 2
Senior Manager to Manager : Between Rs. X – Y.
Category 3
Senior Executives to Executives : Between Rs. X – Y.
Mobile / Blackberry / Data card Request Form
Name _________________________________ Emp. Code: _____________________
Designation ________________________Location ____________________________
Department: _______________________Date: _______________________________
I have read the policy on Mobile Connection for Employees and I shall abide myself to policy. Please issue me an activated SIM with following requirements.
STD REQUIRED: YES / NO
ISD REQUIRED: YES / NO
ROAMING REQUIRED: YES / NO
HARDWARE REQUEST YES / NO
Justification:
Employee’s Signature: _____________________
APPROVAL
Approved by HOD Approved by HR & Admin
Remarks:
(Approval for General Manager and above would not be required)
OFFICE USE
Handset Model & cost: Serial No.
Data Card No. Date of Issuance:
Handset No. Mobile Connection Number
Signature of Admin Incharge
EMPLOYEE DECLARATION
I have received the Mobile Connection No._______________ and Handset bearing no. (if applicable)___________. I hereby declare that I will be responsible and accountable for the safety of the Mobile handset alongwith activated connection, and in the case of loss/theft/damage, I will report immediately to Administration and shall pay the due amount to the Company. I also declare that this Mobile connection issued to me will be used by me only.
Employee’s signature: _______________________ Date: ______________________
Copies of this form to be forwarded by Administration Incharge to:
1) Finance & Accounts,
2) Purchase,
3) HR (Personal file)
Click Here To Download Mobile Policy
Search Sample Formats:
Show Cause Notice
I have Attached Show Cause Notice
A. Show Cause Notice |
I) Show cause notice for all types of misconduct
Date:
Shri ………………..
You have been working as ________________ in the department/ section/ branch/ unit/ shift since _______________
(Please write the charges in detail)
Note : Please refer to the Narration of Incidents given below for a detailed list of misconducts
The aforesaid acts and/ or omissions amount to misconduct under the Model Standing Orders / Certified Standing Orders/ Rules/ Regulations applicable to you and you are hereby called upon to explain within 48 hours on receipt hereof, as to why action should not be taken against you. In the event we do not hear from you within the above mentioned period, it shall be presumed that you have no explanation to offer and the matter will be dealt with as per law.
Signature of Competent Authority
II) Narration of Incidents
I) Unauthorisedly remaining absent
It has been found from the attendence records that you have been unauthorisedly remaining absent from duty. The details of your unauthorized absence for the period from ___________ to ___________ are given as follows :
|
Sr. No. |
Month |
Total Number of days absent in the month |
| ____________________
____________________ ____________________ ____________________
|
___________________
___________________ ___________________ ___________________ |
____________________________
____________________________ ____________________________ ____________________________ |
| TOTAL DAYS ABSENT | XXX |
The above dates of absence by you are in addition to the leave availed by you for the said period by way of Privilege Leave, Sick Leave, Casual Leave etc. as well as the weekly holidays.A letter in this regard dated __ was sent to you by the Personnel Department of the company, asking for explanation on your part but till date you have not submitted any reply nor did we hear anything from you in respect of this unauthorised absence.
II) Refusing to comply with transfer order
As per the terms of your contract of service and service conditions /letter of appointment /settlement/ rules /regulations and due to administrative exigencies, you are liable to be transferred periodically. Transfer order no. _________ was accordingly issued to you on (date) transferring you from your present place of posting at __________ to __________ w.e.f. ____________. You however failed to comply with the said transfer order and did not report for duty at the place of transfer as directed by the management. Upon the management asking you for an explanation for your failure to do so, by its letter dated __________, you have failed to reply and not provided any explanation.
III) Theft of goods
On __________ (date) you were employed in the second shift from ___________ to ____________ (time). At ___________ (time) when you were leaving the premises after your shift was over, the watchman while conducting your search found certain items of raw material/finished products (give description, quantity, details of the goods) belonging to the company concealed in your trouser pockets and you were unable to give any explanation when asked by your supervisor. Panchnama of seized goods was taken in your presence.
IV) Misappropriation – false leave travel concessoin, medical bills, travel. reimbursement
On ___________ you falsely claimed reimbursement of medical bills and traveling allowance amounting to Rs. __________. On _________ (date) you had made an application to the personnel department for reimbursement of medical bills totalling Rs. _________ for medical tests viz. MRI scan, blood test and ECG with appended receipts in the name of your wife. However on inquiry it was found that the person who had in fact undergone the tests was not your wife and personal details in the vouchers also are different from those of your wife in the records. You have told your supervisor that the tests were in fact taken by a second cousin of yours but since the company provided for reimbursement of medical expenses only of employee and immediate family and not distant relatives you had got the bills made in the name of your wife.
You have also claimed reimbursement of traveling expenses of Rs. _________ on the basis of vouchers which on careful examination have proved to be forged.
V) Disorderly behaviour – assault, abuse, slogan shouting
On _______ (date) your shift commenced at _______ (time) but you reported for duty very late at _________ (time). On reaching your work place the supervisor Mr. ___________ reprimanded you for coming late and then informed you that the manager had summoned you to his office when you report for duty, as this was your third instance of late coming in this month. On so being told by the supervisor you became very angry and shouted at him in a loud voice “Chup raho, warna……….” (please give the exact words used by him in the language which he spoke and also give the description of his gesture). The supervisor asked you to be quiet, upon which in a fit of rage you assaulted him and he fell on the floor. You then proceeded angrily to the manager’s cabin and entered without permission and demanded in an angry voice why he had summoned you. He asked you to calm down and then explained that you had been regularly coming late and warned you about disciplinary action for such misconduct of late attendance. You then began to use abusive language against him….*** (Give details of the exact words spoken). You then raised a threatening fist at him saying “Dekh lega tumko” and stormed out of his cabin. You collected the other workmen ______________ (Give names of the workmen) at ____(place) and you along with these workmen went around instigating and threatening other workers to stop work and join you and thereafter you in a mob went to the managers office shouting threatening, abusive and vile slogans “________*** ” (Give details of the slogans). In the meanwhile security staff came to the place and escorted you out. While leaving, you along with other workers threatened the manager and other officers with dire consequences.
VI) Agitational behaviour – go slow
On __________ (date), at _________ (time) while you were expected to be on duty, you left your place of work and held meeting of other workers i. e. A, B, C (give the names of the few workers who are leaders so that charge-sheet to them also can be issued) and instigated the workers to slow down production so as to put pressure on the management to accept the charter of demands issued by the worker’s union, of which you are an executive member of the union. Due to your instigation, most workers slowed down production. You coerced and threatened those workers who did not want to take part in such agitation that if they do not obey the directions they will meet with dire consequences and thereby created atmosphere of terror and fear in them. As a result of such go slow tactics, the production on that day was ______ tons as compared to the usual production of ________ tons, which resulted in ________ % of loss.
VII) Illegal Strike
On ________ (date) at________ (time), you gathered __(number) of workmen in the factory and together stopped work, in order to put pressure on the management to accept the demands raised by the worker’s union which was regarding increase in the rates of wages and change in the work timings. You have played an active part in instigating the workmen to strike work and also coerced those workmen who did not wish to participate, to stop work by threatening them with physical harm. As a result, the entire production in the factory came to a standstill and there was a loss of _______ (quantity) to the establishment. The strike resorted to by the workmen was with common understanding and concerted action in pursuance of the demand for which the dispute is pending before the Industrial Tribunal at _______which was referred by the State Government vide notification ______ dated _______ and thus is illegal as per the Industrial Disputes Act and you were fully aware of this fact.
VIII) Drunkenness and disorderly behaviour
On ___________ (date) your duty in the third shift commenced from ________ p.m. However you reported late for duty at _______ p.m. in a drunken state and smelling of consuming alcohol. After reporting for duty you went to your work station at the ____________ machine. The supervisor Sri ______________ was present over there and finding you in a drunken state, he advised you to go home. But you refused to do so and threatened him with the words, “Agar mere raaste me aaya to dono hath tod dega” (Please give details of the exact words spoken and gestures used.) Meanwhile on hearing your loud voice two members of the union committee Sri ___________ and Sri ____________ came to the spot and tried to calm you down but you refused to listen and tried to move to your work place. Since your duties involved several complex operations and in your drunken condition you would not be able to perform them and could possibly cause accident or damage, the union committee members tried to restrain you physically, but you pushed them away from you and proceeded to your work station and began to start up the machines and would not be stopped.
As the situation had totally gone out of control the supervisor went and informed the Deputy General Manager Sri _____________ who was present in the factory at that time and he along with security staff came to the factory at _______ a.m. and on reaching your work place found you slumped at your desk in a state of severe intoxication. On being summoned to the factory office you refused to answer any questions and maintained a sullen silence. You were then escorted out of the premises and back to your residence by a security guard in view of your intoxicated condition.
IX) Sleeping while on duty
You have been working in the factory as a watchman and have been posted at the night shift. The supervisor Sri _____________ while on his round of inspection of the premises found that you were sleeping on the chair, at the main entrance gate where you where posted to keep watch. During such time at least four workers passed into the premises without the regulatory checks, which you were expected to carry out. The supervisor then proceeded to awaken you and you awoke embarrassed and returned quietly to your post. In fact, this is not the first instance where you have been found sleeping on duty. On two occasions previously, you were found sleeping on duty, on __________ and __________ (mention dates) and on the second occasion you were even given a warning against sleeping on duty failing which you would invite disciplinary action.
X) Unauthorised union activities/ meetings in premises of establishment
You are an executive member of the Worker’s Trade Union. On ________ (date), you reported for duty at ________ (time). A short while later you were found collecting the union membership fees from the workers in your shift. The supervisor told you to get back to work and you did so but an hour later again you were found to be collecting the dues and you were warned not to repeat such activity.
On _________ (date) while you were on duty, at _________ (time), you called a meeting of workmen in the assembly hall where about 30 workmen gathered and you were found inciting the workmen to resort to drastic measures for their rights and urging them to enlist for the membership of the union. Such meeting was held during working hours without the permission of the management.
XI) Insubordination, agitational behaviour, staging demonstration, gherao etc.
Your behaviour towards your superiors and the senior management has often been arrogant and rude to the point of being willful insubordinating. You have been reprimanded by your superior officers but have taken no notice. On ________ (date), you reported for duty at _________ (time), and then left your workplace and were seen loitering in the corridors and were found addressing some workers of the previous shift who were leaving the premises. The supervisor on seeing this asked you to return to your workplace at once but you refused to do so and continued to loiter around. The senior manager Sri ____________ on being informed of your behaviour of insubordination summoned you to his cabin and warned you to behave yourself in a disciplined manner or face suspension. On hearing this you glared angrily at him and raising a fist at him shouted, “Dekh lega” and went out. Thereupon you gathered a number of co-workers and incited them that the management was anti-worker and convinced them to join you in staging a demonstration in the premises. They accordingly joined you in demonstrating against the management and picketing and agitation led by you. When the senior manager came out with two other members of the senior management to see what was happening, you and your co-workers gheraoed them and raising fists shouted slogans against the management. On account of such agitational behaviour caused by you, the peace of the workplace was disturbed and finally security personnel had to stop your gherao and disperse the demonstration to restore order in the work place.