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Sample Letter of Assets Format For Issuing Laptop, Mobile Phone and SIM

Companies issues different things to their employees which are required by them to work hassle-free. While issuing things like laptops, mobile phones etc., companies write a formal letter of assets stating everything that the company is issuing to the employee along with terms and conditions for the same.

Given below is a format for letter of assets for issuing laptop, mobile phone etc. which you can use for creating a personalized letter.

Format of Letter of Assets for Issuing Laptop, Mobile Phone and SIM


Smita Singhal

HR Manager

Sinha Group of Companies

52 Gulmohar Lane


Date: 26.05.2017


Amit Tandon

H-52/A, Welengkar Apartments

Greater Kailash


Dear Amit,

We would like to inform you that for the position you have joined Sinha Group of Companies, the management has decided to provide you with a laptop, a mobile phone and a SIM which comes under group connection of the company.

As per the Company’s policy, the designation on which you have joined, allows us to issue you with a Moto Xplay handset and a Dell laptop. We would further like to inform you that the company will bear only the rental cost of the mobile phone. In case of exceeding the limits, the payments will be debited from your salary.

We would like to share with you that you will be responsible for taking care of the handset and the laptop. In case of loss or damage, you will be responsible for the replacement.  And when you will leave the company then you will be required to return the laptop, the mobile phone and the SIM card that the Company is issuing to you to the HR department.


Smita Singhal

HR Manager

Sinha Group of Companies

Click Here To Download Need Issuing letter format for Laptop, Mobile phone and sim

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Posted by Hrformats - May 25, 2017 at 7:46 AM

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HR manual and HR policy

I Have Attached HR manual and HR policy

N.K.Minda Group of Industries

HRM Policy Manual



















Copy No.               :

Revision No.         :  04

Effective Date       :  01.04.2006

Next Review Date :  01.04.2007





This manual intends to keep employees abreast with the HRM policies and practices. Though the attempt has been made to cover and elaborate all possible factors, however, it is not conclusion.


This Manual supersedes all earlier amendments or changes communicated from time to time.


Any amendment or new thing that may arise from time to time shall be processed and communicated to all concerned for additions / deletions. Broadly, all are expected to follow this strictly and exceptional circumstances demanding any deviation may be taken up with appropriate authority, supported by due justification.








Policy Name

Policy No.

Page No.


Amendment Record



Distribution List









Organisation Values



Quality Policy



Environment Policy



Safety Policy



Material Policy




Contract Operators and Contractor




Functional/ Organisation Structure








Performance Evaluation of New Entrants




Probation / Assessment / Confirmation




Recruitment – Operators




Recruitment – Staff




Recruitment – Temporary Operators




Recruitment of Trainees – Staff




Re-induction/ Re-recruitment Policy





Attendance Procedure – Operators




Attendance Procedure – Staff




Cash Security System




Checking the incidence of disloyalty to company




Compensatory Off




Delegation of Authority




Employee Provident Fund Scheme




Employee State Insurance Scheme




Exit Interview




Efficiency Loss Compensation




Factory visit of Visitors




Furniture Policy




Gifts received from outside party




Grievance Handling System & Procedures




House Taken for Rent / Lease




HRM Function




Late Sitting for Staff




Leave Cards




Leave Policy for Operators




Leave Policy for Staff (including Trainees)




LTA & Procedure for payments




Mail System




Medical Reimbursement




Minimum Wages




Payment of Gratuity




Permanent Item Issue




Personal Files Maintenance




Residential Telephone




Salary / Wage Distribution




Security System




Separation Procedure




Shift Operation




Superannuation Policy (level IX & above)




Transfer Policy




Policy Name

Policy No.

Page No.


Travelling Norms – Inland




Travelling Norms – Overseas




Visiting Cards




Whistle Blower Policy





Service Agreement for Foreign Training




Training System





Job Rotation Policy




Performance Appraisal of Staff




Promotion Policy for Staff




Performance Appraisal, Increments & Promotion of Operators





Accident Insurance Policy




Adarshnidhi – Death Relief Scheme




Annual Day Celebration




Canteen Policy ( As applicable)




Car Scheme for Level VII & Above




Credit Card ( Level IX & above )




Departmental Get Together




Diwali – Gifts, Sweets and Bonus




Executive Health Checkup




Family Planning Incentive




Festival Celebration




Festival Holidays




Lap Top Policy




Loan & Advances




Marriage Gift




Mediclaim Policy




Mobile Policy




New Year Diary




Open House








Vehicle Loan Interest Reimbursement Scheme







Annexure List





















Policy No.

Amendment Summary

Effective Date



This Manual is a controlled document and copies are issued to the following persons.  They are responsible for it’s maintenance and circulation.


Copy No.


Designation of Holder


Corporate Office Managing Director


Corporate Office Corporate  Head


Corporate Office Corporate Business Head


Corporate Office Head – Group HRM


Corporate Office Head – Corporate Finance


Design Center SBU Head


FMAL Division SBU Head


FMAL Division Head – HRM


FMAL Division Head – Accounts


Lighting Division SBU Head


Lighting Division Head – HRM


Lighting Division Head – Accounts


Lighting Division ( Pune ) Head-Operation


Lighting Division ( Manesar ) Head-Operation


MFAL Division SBU Head


MFAL Division Div. Head


MFAL Division Head – HRM


MFAL Division Head – Accounts


Minda Impco Ltd. SBU Head


Minda Impco Ltd. Head – HRM


Minda Impco Ltd. Head – Accounts


Minda Investment Ltd. Head – HRM


Mindarika Pvt. Ltd. SBU Head


Mindarika Pvt. Ltd. Head – HRM


Mindarika Pvt. Ltd. Head – Accounts


Mindarika Pvt. Ltd. ( Pune ) Head-Operation


Mindarika Pvt. Ltd. ( Pune ) Head – HRM


PT. Minda ASEAN Automotive SBU Head


PT. Minda ASEAN Automotive Head – HRM


PT. Minda ASEAN Automotive Head – Accounts


Switch – Aurangabad Head-Operation


Switch – Hosur Head – Operation


Switch Division – Delhi Div. Head


Switch Division – Delhi Head – HRM


Switch Division – Gurgaon SBU Head


Switch Division – Gurgaon Head – HRM


Switch Division – Gurgaon Head – Accounts


Switch Division – Pune Div. Head


Switch Division – Pune Head – HRM


Switch Division – Pune Head – Accounts




This Manual may be borrowed and referred by other concerned Employees as and when required. This Manual can not be reprinted or copied without the written permission of Corporate HRM.




To continually enhance

Stakeholders’ value

through global competitiveness

while contributing to society




By Year

Group §         Group Sales (turnover) to be Rs.1000 Crores

§         To achieve:

25% of total turnover in 5 years through export

§         Our Company be pioneer and be global benchmark in QPCDSM and Technology






§         Business expansion

§         Manufacturing excellence

§         World class product

§         Cost management

§         People excellence

§         Business support initiatives


MRPL (4W SW) To be the most preferred supplier for its customers :

§         To continue leadership in domestic OEM and enhance market share to more than 50%.

§         To achieve 3.4ppm levels for customer receipt, line and warranty claims.

§         To be the pioneers for new technology switches, to maximize product range and be a solutions provider to non-Japanese customers in India

§         To be the global supplier of TRJ for 15% of their outsourcing requirements

§         To capture 15% global market share of plunger and panel switches by being the lowest cost producer in the world

§         To achieve sales of Rs.300 Crores


Horn Domestic Market :

  • Continued leadership in OEM with more than 50% share
  • 25% share in replacement market

Global Market :

  • No. 1 in Asia
  • Global leadership in 2 wheeler horn


  • To become No.1 in the target market with thrust on export


Minda Impco
  • To become No.1 Alternate Fuel Company in India
  • No.1 in South Asia/ASEAN region
  • To become major component supplier to IMPCO worldwide










  • We strive to understand and anticipate customer needs and exceed their expectations.
  • We are committed to offer innovative and value added solutions to our customers.
  • We always ask “How can we serve our customers best?”.





  • We nurture Quality as an attitude at MINDA.
  • We are quality driven and apply a “Quality Minded Approach To Everything We Do.”
  • We are passionate about Quality and its continuous improvement through teamwork.


ENCOURAGE CREATIVITY & INNOVATION TO DRIVE 3 Ps. (People, Processes and Products)


  • We demonstrate leadership by advancing new technologies, innovative manufacturing techniques, enhanced customer service, inspired management, and the application of best practices throughout our organization.
  • We aggressively pursue new business, and determined to add value for our customers with ingenuity, have a determination and a positive approach to every task, have a ‘can-do’ spirit, and a restless determination to continually improve and excel.
  • We utilize our ability to combine strength with speed in responding enthusiastically to every new opportunity and every new challenge.
  • We encourage and inspire learning amongst our people.






  • We passionately believe that people are the most valued assets of our company, and that they are essential participants with a shared responsibility in fulfilling our mission.
  • We trust, inspire, and empower our people to set and achieve high expectations, standards and challenging goals.


  • We treat all people with dignity and courtesy.
  • We strive to support mutually beneficial and enduring relationships with our stakeholders.






  • We work smartly with passion, integrity, conviction and commitment.
  • We work in teams with a shared purpose and value individual ability and diversity as essential to promote harmony and open communication. Each of us succeeds individually … when we, as a team, achieve success.
  • We respect and adhere to company policies, systems and procedures
  • We will be well-informed and respect the regulations, rules, and compliance issues that apply to our businesses around the world.
  • We respect the values and cultures of the communities in which we operate.





















Quality to be accorded high priority to ensure market competitiveness and to enable supply of cost effective products to the customers.


This shall be reflected by our commitments, actions, products and services to our internal & external customers.


For this, we shall create an environment to encourage all our employees and suppliers to prevent defects and strive for excellence.



























As a responsible corporate citizen, Minda is committed to the cause of conservation of the environment and has made environmental protection a priority through:


  • Continually improving environmental performance of our processes & products and ensuring prevention of pollution at each stage.


  • Strictly complying with the applicable environmental legislations & standards.


  • Ensuring effective use of resources in the areas of energy, fuels, oils, paints, chemicals, water, etc.


  • Reducing and recycling waste and packaging materials.


  • Encouraging the usage of environment-friendly technologies to aid elimination of hazardous materials.


  • Promoting the cause of environmental preservation amongst employees & other stakeholders by inculcating sensitivity to the environmental concerns.


We shall communicate this policy to all our employees and would make it available to all interested parties and general public.






As a good corporate citizen, Minda group is committed to Safety & Health of its employees and concerned persons who may be affected by its operation.


To achieve this commitment, it is our policy to:


  • Integrate Safety & Health measures in all our activities.


  • Comply with all applicable legal and other requirements to which the Organization subscribes.


  • Promote Safety & Health awareness amongst employees, suppliers and contractors, customers and dealers.


  • Continually improve the Safety performance through precautions besides participation and training of all employees.


The Safety policy shall be communicated to all employees and made available to all interested parties and to the public.
















  • To develop and nurture a minimum number of high quality vendors in each category, who by way of high productivity and low PPM level, maintain a high level of cost competitiveness.


  • To encourage “ Direct on Line Suppliers” and there by maintain low inventories, and


  • To continuously improve the manufacturing flexibility, with the help of Just-in-time techniques like Kanban system in order to meet customer requirements in shortest possible time.
















01.01            PURPOSE        This policy has been laid down to recruit qualified fresh manpower and to equip them fully to discharge their functions and fulfill the objectives of the Organization.


01.02            SCOPE


01.02.1         This policy is applicable to all the units of the N.K.MINDA Group.


01.03            POLICY


01.03.1         With the perspective to have qualified manpower in various operating areas, it is desirable to recruit fresh qualified persons at various functions in the Company as trainee. Fundamentally, any person, who does not have experience and is willing to join the company in the capacity of trainee, can be considered for placement in this category. The interview and selection process shall be the same as applicable to relevant levels as the case may be.


01.03.2         While appointing trainees, it should be specifically judged that only those candidates are considered for employment who wants to make a long career in the Organization. The career plan as well as the salary structure should be discussed with them and it should be told to them that performance is the only criteria for their growth and if their performance is good, growth shall flow automatically.


01.03.3         The offer letter issued to the trainee at the time of selection is as per “Annexure – 01”.


01.03.4         Training  period  of  trainees  shall  be  one  year. They will be issued an Appointment Letter (Annexure – 03). After  completion of one year training only those trainees will be confirmed, who will get “Good & Above” rating during performance review (Annexure – 02).


01.04            Graduate Engineer Trainee / Engineer Trainee / Diploma Engineer Trainee have one year training period.  This training period will be divided into two segments of 4 months and 8 months duration. After confirmation, no probation and will be treated as regular employees.


01.04.1         Corp. HRM to obtain performance report of each trainee for each phase of training (Annexure – 04) from the departmental coordinators of various units. After successful completion of their one year’s training the confirmation letter ( Annexure-5) will be issued to individuals.


01.04.2         Induction training (4 months) :  During first 1.5 months they will be exposed to various departments like Design, Tool Room, Production Engineering, Vendor Development, Quality Assurance, Production and  inputs on 5-S, Kaizen, TPS, Quality Circles, Waste Management, 3-M,  etc.  After general training of around 1.5 months they will be given specific projects by the HRM Heads for a duration of 2.5 months.


01.04.3         All campus trainees to be placed in Assembly or Part Production after completion of their 4 months induction period, with specific responsibilities to improve Productivity and Quality. Presentation to be given on improvement initiatives completed by trainees to MMC at the end of the year. This is the last phase of training, it is expected that by the time 8 months i.e. training period is over, trainee would have become a regular member of the team of that department.



01.06            For the recruitment of trainees, we shall identify and patronize selected institutes where we would go regularly for campus recruitment. Better rapport can be gradually developed with these institutes by offering summer placements and introducing scholarships/trophies in these institutes.


01.07            Trainees during the period of training shall be entitled to normal statutory benefits as the respective enactment may require to comply with (PF, ESI, etc.)


01.08            Trainees shall be entitled for leaves as per the leave policy for staff.


01.09            Stipend rate for trainees will be decided by Corporate HRM from time to time.









02.01            PURPOSE


02.01.1         To streamline the procedure of the recruitment in the group.


02.02            SCOPE


02.02.1         This policy is applicable to all the units of N.K.MINDA Group.


02.03            POLICY


02.03.1         MINDA is a running organization and adequate manpower is in position in all departments. Therefore, as a policy we should plan recruitment of fresh qualified people at certain defined induction levels only. Except for few critical / specialized positions, as a policy, we should restrict recruitment of experienced persons. Advantages of this policy are :


a)       Fresh qualified persons can be groomed / trained to match with the Organizational culture and requirements.


b)       Except for initial two to three years, such induction helps in keeping the wage bill under control.


c)       Existing employees feel motivated – don’t have the threat of senior positions being grabbed by outsiders.


d)       Creativity in the organization increases with regular infusion of young blood in the Organization.


e)       Average age of employees in the Organization remains under control.


02.04                              Based on the turnover data of employees, we shall plan recruitment as combination of fresh pass outs and also experienced persons.


02.05                              For Level VII & above vacancies, atleast 33% & not more than 50% of vacancies to be filled in from outside and balance vacancies to be filled in from within the organization i.e. through intra-department, inter-department, inter-unit, transfer and through promotions during performance appraisal process.


02.06            HRM Head can sign the offer letter & appointment letter upto Level – VI. Level VII & above will be signed by SBU Head. Responsibility of recruitment & transfer up to Divisional Head level lies with Unit HRM.  For Business Head and new projects’ recruitment & transfer is the responsibility of Corporate HRM.


02.06.1         Whenever there is any recruitment upto Divisional Head, unit HRM to get manpower requisition (Annexure – 06) approved from SBU Head and will sent it to Corporate HRM for approval. SBU Head can approve vacancy against replacement. Any new vacancy has to be approved by MD only.


02.06.2                       Unit HRM to plan and execute recruitment according to the  requirement.


02.06.3                       Job Description should be made before sending manpower requisition

for approval.










Following norms have been fixed to facilitate recruitment against vacancies

for experienced positions.


The table gives the details of the minimum qualifications requirement  :







i.                     Production



Degree / Diploma with 3 yrs exp.

ii.                    PPC



Degree / Diploma with 3 yrs exp.

iii.                   Stores


Diploma/B.Com with 3 yrs exp.

iv.                 Maintenance



Degree / Diploma  with 3 yrs exp.

v.                  Purchase



Degree / Diploma with 3 yrs exp.

vi.                 Vendor Development



Degree / Diploma with 3 yrs exp.

vii.                Q.C. & Q.A.



Degree / Diploma with 3 yrs exp.

viii.               Design


Degree / Diploma with 3 yrs exp.

ix.                 Production Engg.



Degree / Diploma with 3 yrs exp.

x.                  Tool Room



Degree / Diploma with 3 yrs exp.



Degree/MBA/Dip. with 3 yrs exp.



B. Com.

CA / ICWA/CS / MBA OR M.Com/B.Com with 3 yrs exp.


Graduate + Dip. P.M. & I.R./HRM

MBA / MSW/LLB OR PGD with 3 yrs exp.


Graduate+Dip. In Computers

MCA/Degree OR Dip. with 3 yrs exp.





Graduate+Dip. In Secy. Practice






02.08.1         For recruitment of regular employees the Selection Committee shall consist of at least three members. Composition & procedure for various levels is given below:





a.       Representative from department where vacancy exist not below Level VI.

b.       One more technical / relevant person, not below Level VI.

c.       HRM Representative.

Unit HRM will take an aptitude & technical test of the candidate prior to the interview (as per the procedure )


The committee will test the suitability of the candidate and award marks in the interview evaluation form (Annexure – 07), which will decide the ranking. Short listed candidates will be finally interviewed and approved by the SBU Head.



a.       Concerned HOD where vacancy exists. He can along with him bring, if

necessary, another technical / relevant person, not below Level VII.

b.       Concerned SBU Head

As  mentioned  above,  committee   will  award marks in  the interview

evaluation form for Level – VI(Annexure – 07) and for Level–VII (Annexure – 08) to decide ranking. The short listed candidate will be finally interviewed and approved by SBU Head.




Committee for first round of interview would be HOD, SBU Head & Head HRM.


Selection committee shall check the suitability of the candidate as per the interview evaluation criteria (Annexure – 08). The short listed candidate will be evaluated independently by outside consultant and thereafter meeting with M.D.  However, salary will be finalized by Head HRM.




Special Selection Board will be formed in consultation with MD.  Selection committee shall check the suitability of the candidate as per the interview evaluation criteria (Annexure – 09)              For recruitment of Head  & above level, candidates to be interviewed by

MSG (Management Services Group).


02.08.2                       After selection of incumbent an offer letter (Annexure – 10) will be given.


02.08.3                       Before offering employment to the candidate, compensation part should be discussed in detail with him.  Salary break-up should be prepared (Annexure – 11) and it should have signature of both Head HRM and the candidate.  He should be clearly told about his CTC (Cost to Company), which includes car cost, premium of mediclaim and accident insurance, bonus, health check up, mobile phone, residence telephone etc. as applicable to the level of candidate.


02.08.4         On joining, each employee will be issued Appointment Letter (Annexure – 12 A to E).


02.08.5         HRM will make efforts to fill the vacancy in the shortest possible time. However, efforts of recruitment shall be planned with following lead time:

Level   IV &   V                  1 – 2 months

Level   VI & VII                  2 – 3 months

Level VIII & above              3 – 4 months





2.09                 REFERENCE CHECKING


02.09.1         Reference checking shall be done for all the new joinees in staff category.


02.09.2         For level VII and above confidential reference checking (without affecting his/her present employment) will be done by respective HRM before giving offer letter to the selected candidate.


02.09.3         Reference checking upto level VIII from previous employer to be done after joining of the selected candidate as under :-


02.09.4                       Letter (Annexure – 13) will be sent to all those references mentioned in the profile by the candidate.


02.09.5                       If no reply is received within 15 days, a reminder will be sent  (Annexure – 14).


02.09.6                       Antecedents as well as the salary particulars will also be verified from the last employer by sending a letter (Annexure – 15).


02.09.7         If no reply is received within 15 days, a reminder will be sent  (Annexure – 16).


02.09.8         If the service with the last employer is less than one year, then antecedence shall be verified form the previous employer (last but one).


02.09.9         Any employee giving wrong declaration about the experience, qualification, salary, etc. will be viewed seriously and his services may be terminated.


02.10            INDUCTION TRAINING

02.10.1         It is mandatory that any employee recruited will have to first undergo induction training before he / she is posted to the parent department. The inputs during induction training will include following:


a.       Familiarity with organization structure

b.       Familiarity with the job-responsibilities / function of his / her parent department

c.       Familiarity with the HRM Policies.

d.       Familiarity with products.

e.       Familiarity with QS/ISO procedure.


Class Room induction for new joinees to be done within the unit.  Induction training to cover compulsory class room training for all new joinees for one day on Group’s Vision, Values, Policies, Practices, Processes, Expectations etc.  Meeting of all new joinees with SBU Head at the end of one day training.  For Head and above, new joinees to meet MD for half an hour during first 15 days of joining.


02.10.2                       On joining, HRM to give Welcome Docket to each new joinee.


02.10.3                       Unit HRM will ensure induction training is given as per the induction check list (Annexure – 17) and the employee shall report to various HODs with format showing details of induction training.  Format to be kept in the personal file of the employee (Annexure 18).


For first six months, HRM Head to meet all new joinees and take / give feed back twice in a month and SBU Head once a month irrespective of designation.


Corporate HRM to meet new joinees in all units during first three months of their joining.


02.10.4                       After completion of induction training, new joinee to give an induction report about his induction and marks to be given as per the induction check list (Annexure 19) by self, superior, reviewer (SBU Head) and HRM.


02.10.5         Feedback from new Joinees, after 6 months will be taken by Unit HRM.




02.11.1                       Ex. Minda Huf  / Minda Wire Links / Minda Instruments / Ancillaries / other group company employees can be considered for employment, if one year has lapsed.


02.11.2         In case of a new recruitment a person who has any direct blood relation in any of the unit would not be considered. In case such recruitment is done, it should have written approval of MD and  direct relation not to work in the same unit.       LIST OF DIRECT BLOOD RELATIONS IS AS UNDER:









Brother’s wife

Sister’s husband

Son’s wife

Daughter’s husband


2.12             T. A. Rules for attending the Interviews


2.12.1           The company is required to reimburse the travel expenses to the candidates who come for interview as per the Inland Travelling norms of Employees. This will be reimbursed for travelling only, against submission of Proofs/ Tickets.





03.01            PURPOSE


03.01.1         To streamline the procedure of the operator’s recruitment in the Group.


03.02                              SCOPE


03.02.1         This policy is applicable to all the units of N.K.MINDA Group.


03.03            POLICY


03.03.1         Respective Unit HRM dept. to plan recruitment as per following guidelines:  QUALIFICATION:


a        Minimum qualification for female operators be 10th class


b        Minimum qualification for male operators should be 10th class preferably ITI in the relevant trade.  Preference should be given to those who have done apprenticeship training after passing ITI.

c.      Diploma Engineer can be taken at a Level – III A as operating         members.       For assembly, preferably unmarried female operator should be recruited & they have to undergo colour blindness test and hand movement test to ascertain their suitability.


03.04            PROCEDURE


03.04.1         Concerned department will forward the requirement of manpower to  HRM duly approved by Head – Manufacturing.  HRM will check the requirement against Manpower Budget.


03.04.2         HRM will arrange for Bio-Data from its own data bank or other sources. As far as possible, operator should be recruited through reference of one of our existing employee, who would assure his/her conduct and past record and will give declaration in the format (Annexure – 20)


03.04.3         All categories of operator to undergo written aptitude and technical test.  After completion of the test the candidate will be interviewed by departmental head.


03.04.4                       Candidates, who successfully clear the first round of written test & interview, will undergo practical skill test.  For skill test, skill machine should be used.  Practice is allowed to the candidate for operation of machine for ten minutes.  The skill machine should be designed to test ones concentration, coordination of eyes & hands.


03.04.5                       Candidate who clears the skill test should be called for final interview by selection committee.  Selection committee to consist of concerned Departmental Head alongwith HRM Head. Finally,  recruitment to be approved by the SBU Head.


03.04.6                       An appointment letters will be issued to all operators while joining(  Annexure “58”). The period of probation will be of 6 months. The need to extend the probationary period beyond 6 months can only arise in the case of an average or mediocre performer who needs to be given “another chance”.  Department Head may extend the probationary period up to the maximum of three months for two times.


03.04.7         This committee will award marks to decide ranking (Annexure – 21)  All recruitment will be subject to clearing test, which will basically  give report on Color Blindness and Eye sight of the candidate. This test to be completed before joining the duties.




03.05.1         In case of experienced  person, antecedent verification to be done from

previous employer. In case of fresher i.e. having no experience, Name of two references mentioned in the bio-data form to give an undertaking / declaration.


Verification from ex-employer / character certificate from references must be completed. This will be the responsibility of the Unit HRM.




03.06.1                       Ex. Minda Huf  / Minda Wire Links / Minda Instruments / Ancillaries / other group company employees can be considered for employment, if one year has lapsed.


03.06.2         In case of a new recruitment person who has any direct blood relation in any of the unit would not be considered. In case such recruitment is done, it should have the written approval of the MD and direct relation not to work in the same unit.       LIST OF DIRECT BLOOD RELATIONS IS AS UNDER:









Brother’s wife

Sister’s husband

Son’s wife

Daughter’s husband



















04.01            PURPOSE


04.01.1         To stream line the procedure of recruitment of Temporary operators.


04.02            SCOPE


04.02.1         This policy is applicable to all the units of N.K.MINDA Group.


04.03            POLICY


04.03.01                   For filling the sanctioned vacancy of the operators in any unit, the operators may initially be kept on trial for a period of six months only. (Preferably operator should be appointed with reference of our existing employees)


04.03.02        During this period the operators should be judged in detail from all angels. All the records / formalities be completed for “Temporary Operators” as is being done for regular operators.     The applications for Temporary employment may be obtained in Hindi (Annexure – 22), preferably written by the concerned person. For temporary operators appointment letter for fixed term to be given (Annexure “59”).     These “Temporary Operators” will be entitled to EL / CL / SL as applicable to regular operators. I.e. EL – 15, CL – 7, SL (If no ESI) – 7.  During 6 months, their performance shall be judged for confirmation decision at the end of the 6 months. Salary for the Temporary operators will be finalized at the time of increments in the month of April every year.    These “Temporary Operators” will also be entitled to ESI & P.F. as

applicable to regular employees.   Temporary Employees will be provided canteen/ bus facility as provided to   permanent employees.         Bonus will be given to temporary as per Bonus act.


















05.01            PROBATION


05.01.1         Period of probation :


For Member and Leader Level, the period of probation will be 6 months. The need to extend the probationary period beyond 6 months can only arise in the case of an average or mediocre performer who needs to be given “another chance”.  Department Head may extend the probationary period up to the maximum of three months at a time. For Head & above there will be no probation period.


05.01.2                       NOTICE PERIOD :  For all probationary appointment the notice period should be 15 days on either side.


05.01.3                       TERMINATION OF SERVICES DURING THE PROBATIONARY PERIOD  : Performer who are not up to the mark must be dealt with care and concern such that genuinely put in efforts are come up.     According to judicial rulings, since the probationary period  is specified by the Company, in fairness the probationer must be tried out for the full probationary period.

Termination during the period of probation is legally contestable.


Please note, therefore, that if any unit wish to terminate a probationary appointment earlier than the normal 6 months,  there must be a good reason to justify this and a mere “opinion” will not be legally acceptable.  A factual case must be made out to show that the services of the probationer are unsuitable or against the interests of the company and this must be recorded in the person’s file as documentary evidence.


Should you have any doubt as to the suitability of a person at the time of recruitment, you may initially take him on a temporary basis and later put him on probation if he proves to be suitable.


05.02            ASSESSMENT


05.02.1         All probationary staff will be assessed as per the assessment form (Annexure 23)


05.02.2         Rating and weakness etc. to be shared with employee.


05.03            CONFIRMATION


05.03.1                       No person shall be confirmed in service until his performance has been reviewed and assessed in accordance with the assessment criteria.


05.03.2                       No person will be confirmed in service unless it is shown that he fulfills the requirements of the job. In the long run interests of the Company, it is better to face short-term shortages of manpower than to build up inventories of human deadwood.


05.03.3         Employees who are confirmed, may be issued confirmation letter (Annexure – 24) and employees whose probation period is to be extended, extension letter may be issued (Annexure – 25).




05.04            NOTICE PERIOD


05.04.1         For Member and Leader, it is one month on either side. However, for appointments in category of Head & above employees, the notice period is three months.


05.05            RESPONSIBILITY

05.05.1         The HRM Department shall be responsible for this activity.  They have to put up the case of the employee whose confirmation is due to the Department / SBU head and after getting their comments, accordingly release the confirmation / extension order with the Signature of HRM Head.










06.01            PURPOSE


06.01.1         To define the contract operators and contractor.


06.02               SCOPE


06.02.1         The policy is applicable to all the units of N.K.MINDA group.


06.03                              POLICY


06.03.1                       Contractor Manpower to be engaged as per Contract Labour Act.


06.03.2                       However, following points to be checked :                 Valid registration number of the contractor from labour department.                 Engage contractors who are included in registration.                 The Contractor should have valid Registration license, under Contract         Labour Act, PF Act, ESI Act.                  There must be a valid agreement between the Employer and the  contractor.


06.03.3                       Contractor payment on piece rate basis through cheque. Every   month HRM has to check whether the Contractor has made the payment to his people and has filed the statutory return. No bill will be paid without attaching PF, ESI, etc. deposit challans of last month payment.


06.03.4                       Contractor employee will not be given Bus facility.


06.03.5         During Diwali, employees through contractor will be given sweets











07.01            PURPOSE


07.01.1         To attract & retain better talents it is decided to have a flatter organization which in turn gives more emphasis on functions / sub functions than conventional designation hierarchy.


07.02                              SCOPE


07.02.1         The policy is applicable to all the units of N.K.MINDA group.


07.03                              POLICY


07.03.1                       By introducing this concept, attempt is made to make organization flatter and therefore, now, we have only 5 functional designations like, Business Head, Divisional head, Head, Leader & Member.


07.03.2                       By mere Functional Designation it is not binding that all HOD’s or  Leaders or Members are in the same level which automatically establishes the importance of function rather than level.


07.03.3                       There may be cases where the Member is reporting to the Leader though they are in the same level.


07.03.4                       There may also be cases where the Head is reporting to the Head though they are in the same level due to Corporate / Unit Functional Structure.


07.03.5                       Again there may be some cases where the Member is reporting to  another Member, who is the senior most but can not be classified as a  Leader


07.03.6                       In case of Secretary, Company Secretary or Receptionist, we have not given them the functional designation being a staff function.


07.03.7                       There is also a possibility that during organizational restructuring a person’s functional designation might change from Head to leader or Leader to Member or vice versa depending on the function in which he is working.


07.03.8                       The following table shows the possible relationships amongst various Levels and Designations.






07.04            PROMOTION


07.04.1                       In case of promotion, we will simply write about the level elevation but the functional designation may remain unaltered if concerned person is handling the same function in similar role.




07.05            Organization Structures:  At the time of budget, organization structure with job roles / responsibilities clearly defined must be submitted and approved by MD.  Not to be changed during the year.  In case change is unavoidable, follow the following sequence :


Unit HRM        SBU         Corp. HRM                          SJ/VKJ/NKM

(To be approved by atleast two)

















































08.01            PURPOSE


08.01.1         To give feedback to the new member of our family about his performance.


08.02            SCOPE


08.02.1         This policy is applicable to all the units of N.K.MINDA Group & applicable to Head & above new joinees.


08.03            PROCEDURE


08.03.1         It is the responsibility of the organization to ensure that new entrant         get merged with the working and culture of the Organization. Then     only he/she will be able to give his / her best.


08.03.2         For this, a feedback on the performance of new entrant to be taken from the superior, colleague and subordinate in a specified form (Annexure – 26).


08.03.3         After filling the form the same should be forwarded to the Head HRM.  It is required that confidentiality should be maintained. Therefore, people should give their feedback in an objective manner.


08.03.4         Such feed back should be discussed with the new joinee so that he / she becomes aware of his / her short comings, if any and can plan corrective action.


































09.01            PURPOSE


09.01.1         To streamline and regulate the attendance of all the employees in the company.


09.02            SCOPE


09.02.1         This policy is applicable to all the units of  N.K.MINDA Group.


09.03            PROCEDURE


09.03.1                       Attendance for all categories of staff irrespective of level would be through a formal procedure in the Muster Roll Register or card punching system, as applicable. All employees are expected to sign this Muster Roll Register/ Punch card before reaching their work place in the morning while entering the office itself.


09.04            LATE COMING


09.04.1         Employees reporting after 9 am (or other designated time) shall make an entry in a Late Coming Register at the gate mentioning therein the time and date of their arrival and should initial against their names.


09.04.2         This register shall be made available by the security to any staff entering the company after the morning bell is rung.


09.04.3         At the end of the month while preparing the Pay Roll, the HRM Department shall reconcile data from this register.


09.04.4                       Employees coming after 9.00 a.m.(or other designated time)  will also sign in the attendance register.


09.04.5                       In case units are having punching card system, late coming record will automatically be available in system.  Hence employees coming late need not sign in the late coming register.


09.04.6                       Late comings four times in a month up to the maximum of ½ (half) an hour is permitted. Any late coming beyond four times in a month will be treated as absence for which ½ day leave will be deducted if due, otherwise salary will be deducted. This norm is only a guideline and does not entitle a staff member to have a right to come late.


09.04.7                       It is the responsibility of the staff to have their attendance complete to earn salary for that month.




09.05.1         Any employee going on official duty outside shall get permission from his immediate superior mentioning the dates on which he will be out and get it authorized by his sanctioning authority and submit to HRM Department for attendance purpose.


09.05.2         Persons going on duty to local places shall write on the movement board displayed in front of the  Receptionist so as to keep the Receptionist updated about where about of the out going employee. HRM Department can check for his record purpose, the same date from the register the morning. However, persons proceeding on duty during the course of day after having entered on the board, will also sign on the employee outgoing register with details.


09.05.3         Employees proceeding on duty within city will try to reach their places of work back if the work is completed before the close of working hours and this opportunity should not be converted for reducing working hours.


09.05.4         As and when the employee comes back to the office, it is his responsibility to fill up time of returning in the Employee Out Going register as well as to wipe off his name from the movement board before proceeding to his work place.


09.05.5         Employee going out during the working hours for whatever purpose, is also required to complete his particulars in the Employee Out Going Register lying with the security at the gate.


09.05.6         Making an entry on the board or in the Employee Out Going Register does not substitute for the required practice of keeping the immediate superior informed before leaving the work place.


09.05.7         The employee should give OD  (for going out for official job/out of station duty/or on duty to other units for whole day) slip to the HRM Department on prescribed format on the previous working day duly signed by his/her immediate superior.


09.05.8         If, due to some reason, the employee is not able to give OD slip on previous day he should give OD slip duly approved immediately, when he reports on duty.


09.05.9         Employees, who are out for whole day for official work, need not sign in the     Muster Roll / need not punch their card.


09.05.10        The HRM Department shall mark with red ink as (/ ) if the employee does not report for  duty up to 9.30 am and no OD / Leave application duly sanctioned has been received. The concerned employee whosoever is on leave (Casual Leave/Sick Leave/Earn Leave/OD) shall get his / her leave / OD slip, whichever is applicable, sanctioned and submit the same on the very next day or before processing payroll, otherwise he / she will be marked absent.


09.05.11        If an employee has reported on duty and does not get his leave / OD Slip sanctioned either very next or before processing of payroll for that month, shall be marked absent.


09.05.12        It is expected that all kinds of leaves should have a prior approval in writing from the appropriate authorities.


09.05.13        It is the responsibility of the employee to get his leave sanctioned from the authorized person and submits the same to HRM Department.


09.05.14        The HRM Department shall treat all absence from duty unless authorized leave / OD slip is obtained within time frame as mentioned above.


09.06            SHORT LEAVE


09.06.1         Employees can go up to two hours for each occasion up to 2 times in a month any time during the day after getting due sanction from his immediate superior. This is not an entitlement or right to take short leaves every month.








10.01                              PURPOSE


10.01.1         To streamline the system of attendance of operators


10.02            SCOPE


10.02.1         This policy is applicable to all the units of the N.K.MINDA group.


10.03            PROCEDURE


10.03.1         Attendance for operators will be maintained through the Attendance Cards/ Punching card system.


10.03.2         Each operator will be allotted the attendance/ Punch card.


10.03.3         In case of attendance card system, there shall be two attendance card boards on which “IN” and “OUT” will be painted. These card boards should be fixed near the security gate.


10.03.4         Each Operator shall be allotted separate pouch duly numbered where these cards shall have to be placed.


10.03.5         While entering the factory in the morning before the start of the work i.e. 9.00 a.m. (or other designated time) each operator is required to pick up his card from the “OUT BOARD” and place it in the “IN BOARD” after making an initial in the respective column of attendance card. Likewise, while going out of the plant at the close of the work, the operator is required to place his/her card in the “OUT BOARD” and while doing so he/she should also check whether his/her attendance for the day worked has been marked by the HRM Department  in the respective column of the attendance card.


10.03.6         At 5.30 p.m. (or other designated time), the HRM Department should mark “P” in the both columns of the cards lying in the BOARD,  if operator is present. He should also mark present in the Muster Roll of the operators.


10.03.7         The Security Guard will circle the date in the Attendance card with red color ink for those operators entering the premises after 9.00 am (or other designated time) and there after shall give it to the operator to place it in the “IN BOARD”.


10.03.8         It is also the responsibility of the Security Guard to check that as and when the fourth occasion of such late comings in a month arises to refuse entry for such operator who are late at the fourth occasion and there after.


10.03.9         It is also the responsibility of the HRM Department to ensure that the Security Guard is following this system strictly. No operator shall be allowed to enter the premises who so ever is late after 30 minutes.


10.03.10        At 9.30 a.m. the Security Guard will lock all card board and allow only the HRM Department to collect the cards from the board for making attendance and keeping the cards back.




10.03.11        Operator coming in the night shift shall, however, adopt the same procedure while entering the unit but at the time of exit they will give their cards to the Security Guard and will not place it on the OUT BOARD.


10.03.12        As mentioned above, HRM Department shall mark the attendance of the concerned operator in the card as well as in the Muster Roll on the same day after counter checking the work allotment register maintained at the shop floor.


10.03.13        The HRM Department shall initial the work allotment register on daily basis and put the date on the bottom of the attendance register.Any discrepancy identified during this process should be highlighted on the same day to the Production In-charge as well as security man and corrective action be taken. Likewise he would mark the attendance card for night shift purpose in the similar process.


10.03.14        It is the responsibility of the HRM Department that they should make all possible efforts and encourage the operator to sort out the queries raised by the operator on account of any discrepancy in the attendance.


10.03.15        It is also the responsibility of the HRM Department to have surprise check that the attendance is initialed by the concerned operator and not by proxy.


10.03.16        It is the responsibility of the HRM Department that while preparing the Pay    Roll , they will reconcile the data of the attendance card and the muster roll at the end of the month.


10.03.17        In case units are having punching card system all employees are required to punch their card.  The same procedure as of staff attendance i.e. explained in the Policy No. 09 will be followed.


10.04                              SHORT LEAVE


10.04.1         Employees can go up to two hours for each occasion up to 2 times in a month any time during the day after getting due sanction from his immediate superior. This is not an entitlement or right to take short leaves every month.


10.05            ON DUTY PROCEDURE


10.05.1         Any operator going out on duty is required to get his Gate Pass   approved by getting the signature on the same from the authorized signatory.









11.01            PURPOSE


11.01.1         To define the Company’s policy on leave entitlement and availment for all the employees.


11.01.2         To enable employees to take rest/recover in case of illness.


11.01.3         To enable employees to take leave in case of emergency/personal reasons.


11.01.4         To enable employees to take vacations.


11.02            SCOPE


11.02.1         This policy is applicable to all the units of the N.K.MINDA Group.


11.03            POLICY


11.03.1         All leave entitlements coincide with and determined for the CALENDER YEAR from 1st January to 31st December.


11.03.2         Employees joining/leaving at any point during this period would get pro-rata leaves.


11.03.3         Individual employee leave record shall be maintained by the HRM Department.


11.04            ENTITLEMENT


11.04.1         CAUSAL LEAVE (C.L.)       All the employees shall be entitled for 7 days Casual Leaves (CL) in a calendar year.       Employees joining between 1st January to 15th January shall be eligible for full entitlement of Casual Leaves for that year.       Employees joining after the 15th January , will be credited C.L. as follows.





JANUARY (16th to 31st)           6.0     DAYS
FEBRUARY           6.0     DAYS
MARCH           5.5     DAYS
APRIL           5.0     DAYS
MAY           4.5     DAYS
JUNE           4.0     DAYS
JULY           3.5     DAYS
AUGUST           3.0     DAYS
SEPTEMBER           2.5     DAYS
OCTOBER           2.0     DAYS
NOVEMBER           1.5     DAYS
DECEMBER  (1st to 15th Dec.)           1.0     DAY
DECEMBER  (16th to 31st Dec.)            NIL       CL not availed during the year will not laps. Balance CL will be clubbed with EL.       In case of new joinee CL can not be availed unless it is earned (i.e. CL earned in the 1st month can be availed from 2nd month onwards).       CL can not be clubbed with any other type of leave.       Maximum of 3 days CL can be availed in one spell.       CL can be applied  at any time but not less than 0.5 days.       All holidays/weekly off falling in between a spell of CL shall not be counted as CL.     Holidays/weekly off days can be suffixed or prefixed to a spell of CL.     No encashment of CL is permissible.     CL should be applied atleast 24 hours in advance in writing. However, in case of extreme circumstances when person is unable to apply for CL in advance, leave card duly approved by superior for the same must be given immediately on resuming duty.


11.04.2         SICK LEAVE (S.L.)       All employees including trainees, excluding employees covered under ESI shall be entitled to 7 days of SL in a year. Employees joining any time during the leave year will have pro-rata SL for that year of joining as per the details given above similar to CL.       SL can be accumulated upto a maximum of 21 days.       Any accumulation beyond prescribed limit will lapse automatically.       SL can not be clubbed with CL.       All holidays/weekly off days falling in between a spell of SL shall be counted as SL.       No encashment of SL is permissible.       Any employee falling sick shall arrange to send information to his superior at the earliest but not later than 24 hours of his absence on  account of SL and to apply for the same in writing immediately on resuming duty.       In case of sickness for more than 3 days, concerned employee must produce a medical certificate either from a Doctor or from a Registered Medical Practitioner.       On account of increment or by any other reason, if employee come out of the preview of ESI, shall immediately be eligible for Sick Leave on pro-rata basis.


11.04.3         EARNED LEAVE (E.L.)       An employee is eligible for Earned Leaves if he/she fulfill the condition of attendance of 240 days in a year.       For calculating 240 days attendance actual days worked + earned leaves availed during the year to be considered.                 Where an employee fulfills the condition of 240 days (as mentioned above ) but has remained absent or on leave without pay, such an employee shall be deprived of Earned Leave on pro-rata basis, as per following table :-




Upto 7 days













6       In case of new joinee, during first year, EL will be calculated on pro-rata basis and also the condition in last para will be applied.       All staff members shall be entitled to 26 days EL in a calendar year.       EL would be credited to the individual employee’s account only after completion of one year of his service (one year service means having worked for 240 days or more days in the previous year). For the purpose of computing 240 days, period of LWP, unauthorized absence, all period of legal lockout, strike and closures, inclusive of intervening, succeeding and preceding Sundays and holidays shall be excluded, however,  sanctioned leave can be counted as working days.       Employees joining during leave year shall be credited EL in the next year on pro-rata basis. Similarly employees leaving the service shall be given a credit of EL on pro-rata basis.                 EL can be clubbed with SL on account of special circumstance like illness/death in the family. This power rests only with Head of the Department & above category of employees.                 EL can not be availed for more than 4 times in a year and must not be of less than 1 day, weekly off days falling within EL period will not be counted as EL. However, those employees, who are covered under ESI and not eligible for S.L. can avail E.L. upto 6 times maximum.  EL can be accumulated upto a maximum of 3 years of an employee’s leave entitlement i.e. 78 leaves.             100% of EL over and above 78 days lying credit to the individual employee’s account on first day of the year i.e. as on January 01, shall be encashed and payment shall be made by 31st March of every year during the employment.  The Basic salary as on 31st December shall be the basis for the encashment of EL.


Example  :


Balance EL as on 31st Dec.


EL credited on 1st Jan.


Total EL as on 1st Jan.


No. of EL over & above 78 days


100% of EL over & above 78 days


Encashable EL

18     At the time of resignation, retrenchment, termination or dismissal encashment of EL up to a maximum of 78 days is permissible for staff. The last drawn basic salary shall be the basis for the encashment of EL.     For availing EL, an employee would be required to apply in writing atleast 7 days before the date on which employee wishes the leaves to commence.             For availing LTA, employee has to avail minimum of 5 days EL.             All encashment of leave will be subject to PF Deduction as per Employee Provident Fund Act. Along with Employer’s share (which will be born by the company), this amount will be deposited with Employee Provident Fund Organisation.


11.05            GENERAL POINTS


11.05.1         All employees have been allotted a leave card which shall be retained / maintained by the HRM Department.


11.05.2         An employees availing leave shall obtain his leave card from the HRM Department, shall fill up the respective column for getting his leave sanctioned and forward the same to the sanctioning authority.


11.05.3         All the leaves shall be sanctioned by immediate superior.


11.05.4         Once leave card has been issued, it is the responsibility of the concerned employee to ensure that it is returned back to HRM Department. The HRM Department shall see that the leave card is received back within 24 hours of its issue.


11.05.5         An employee who is in the first year of service may be granted an advance EL to the maximum of 10 days with the approval of Head of the department & above category of employees, only in case of genuine need found satisfactory by the Department Head.  However, this shall become adjustable against the next year EL and recoverable if the employee leaves the company before the completion of one year of service.


11.05.6         Employee going on leave, not having any leave to his credit, should  apply for LWP and get it approved otherwise such leave will be treated as absenteeism.


11.05.7         Permanent employees, who are required to serve 90 days of notice on leaving the service, may adjust 30 days EL against the notice period with the approval of the SBU Head.


11.05.8         Any deviation to the above policy shall have to be approved by Level IX and above category of employees.


11.05.9         Compensatory Off upto Member can be approved by Head & above and such type of leave shall be treated as present.








12.01           PURPOSE


12.01.1         To define the Company’s policy on leave entitlement and availment for all the   operators.


12.01.2         To enable operators to take rest/recover in case of illness.


12.01.3         To enable operators to take leave in case of emergency/personal reasons.


12.01.4         To enable operators to take vacations.


12.02            SCOPE


12.02.1         This policy is applicable to all the units of the N.K.MINDA Group.


12.03            POLICY


12.03.1         All leave entitlements coincide with and determined for the CALENDER YEAR from 1st January to 31st December.


12.03.2         Operators joining/leaving at any point during this period would get pro-rata leave.


12.03.3         Individual operator’s  leave record shall be maintained by the HRM Department.


12.04            ENTITLEMENT


12.04.1         CAUSAL LEAVE       All the operators shall be entitled for 7 days Casual Leaves (CL) in a calendar year.       Operators joining between 1st January to 15th January shall be eligible for full entitlement of Casual Leaves for that year.       Operators joining after 15th January , will be credited CL entitlement as follows.




JANUARY (16th to 31st)           6.0     DAYS
FEBRUARY           6.0     DAYS
MARCH           5.5     DAYS
APRIL           5.0     DAYS
MAY           4.5     DAYS
JUNE           4.0     DAYS
JULY           3.5     DAYS
AUGUST           3.0     DAYS
SEPTEMBER           2.5     DAYS
OCTOBER           2.0     DAYS
NOVEMBER           1.5     DAYS
DECEMBER  (1st to 15th Dec.)           1.0     DAY
DECEMBER  (16th to 31st Dec.)             NIL       CL not availed during the year cannot be accumulated with subsequent year and the unavailed CL shall automatically get encashed and payment will be made alongwith the wages in the subsequent year (i.e. in the month of February every year.)  The Basic Salary as on 31st December shall be the basis for encashment of CL.       CL can not be clubbed with any other type of leaves.       Maximum of 3 days CL can be availed in one spell.       Not  less than 0.5 day CL can be applied  at any time                 All holidays/weekly off falling in between a spell of CL shall not be counted as CL.                 Holidays/weekly off days, however, can be suffixed or prefixed to a spell of CL.             CL should be applied atleast 24 hours in advance in writing. However, in case of extreme circumstances when person is unable to apply for CL in advance, leave card duly approved by superior for the same must be given immediately on resuming duty.


12.04.2         SICK LEAVE       All employees excluding employees covered under ESI  shall be entitled to 7 days of SL in a year. Employees joining any time during the leave year will have pro-rata SL for that year of joining as per the details given above similar to CL.       SL can be accumulated upto a maximum of 21 days.       Any accumulation beyond prescribed will lapse automatically.       SL can not be clubbed with CL.       All holidays/weekly off days falling in between a spell of SL shall be counted as SL.       No encashment of SL is permissible.       Any employee falling sick shall arrange to send information to his superior at the earliest but not later than 24 hours of his absence on account of SL and to apply for the same in writing immediately on resuming duty.       In case of sickness for more than 3 days, concerned employee must produce a medical certificate either from a Doctor or from a Registered Medical Practitioner.       On account of increment or by any other reason, if they come out of the preview of ESI, shall immediately be eligible for Sick Leave on pro-rata basis.


12.04.3         EARNED LEAVE       All operators, who have worked for a period of 240 days or more in a calendar year  shall be allowed EL in the subsequent year at the rate of 1 day for every 20 days worked as per the factory’s act 1947. For computing 240 days, actual working days + Earned Leaves availed shall be considered.      EL can be accumulated upto 30 days and the EL in excess of 30 days lying to his credit shall be encashed and payment shall be made to him along with his wages payable in the month of February of the subsequent year.       EL can not be clubbed with CL.       There is no time restriction for availing EL in a year, but it should not be less than 1 day for each duration/spell.       Operators joining during leave year shall be credited EL in the next year on pro-rata basis. Similarly employees leaving the service shall be given a credit of EL on pro-rata basis.       Weekly off days/ holidays falling within the leave period will not be counted as EL.                 For availing EL, an operator would be required to apply in writing atleast 7 days  before the date on which operator wishes the leave to commence.


12.05            GENERAL POINTS


12.05.1         All operators have been allotted a leave card which shall be retained / maintained by the HRM Department.


12.05.2         Operators availing leave shall obtain his leave card form the HRM Department, shall fill up the respective column for getting his leave sanctioned and forward the same to the sanctioning authority.


12.05.3         All the leaves shall be sanctioned by immediate superior.


12.05.4         Once leave card has been issued, it is the responsibility of the concerned employee to ensure that it is returned back to HRM Department. The HRM Department shall see that the leave card is received back within 24 hours of its issue.


12.05.5         HRM Department is required to mark leave (CL/SL/LWP/EL) in the Attendance Register with the approved leave that they have received from the person concerned.


12.05.6         Every Department should give its consolidated next year leave plan by 15th January every year.


12.05.7         Operators going on leave, not having any leave to his / her credit should  apply for LWP and get it approved otherwise such leave will be treated as absenteeism.





12.05.8         Any deviation to the above policy shall have to be approved by Head of the department and above category of employees.


12.05.9         As and when the CL/EL is encashed to operators, Basic and HRA are to be included.


12.05.10        There is no scheme to sanction maternity benefit or maternity leave to any of the employee except to those who are covered under Employee State Insurance Act and the rules framed there under and entitled to the same under the above said act.






13.01            PURPOSE


13.01.1         To streamline the system of maintaining leave cards of employees.


13.02            SCOPE


13.02.1         This policy is applicable to all the units of the N.K.MINDA Group.


13.03            PROCEDURE


13.03.1         The company has provided leave cards (Annexure – 27) to each employee.


13.03.2         For each employee a separate card will be prepared.


13.03.3         Leave availed by any employee shall be entered in the leave card as per the leave policy of the Company.


13.03.4         Any  employee  availing  the  leave shall obtain the leave card from the HRM Department and get his leave sanctioned from the sanctioning authority as per the policy of the company and shall return the same to HRM Department.


13.03.5         Leave card should be filled in and maintained very neatly.


13.03.6         While preparing the monthly salary, leave card should be checked, the leave without pay or leave with pay be calculated and salary be paid accordingly.


13.03.7         Every year a new leave card will be issued and the balance should be carried forward in the new leave card and old leave card should be filed in the respective Personal File.


13.03.8         The maintenance, checking, verification and issuing the new leave card will be responsibility of Unit HRM Department.






14.01            Staff sitting late after closing office hours shall be served tea and snacks as per the following policy :


14.01.1         Staff sitting late upto 6.30 p.m. will be entitled to only tea and no snacks will be served.


14.01.2         Staff sitting late from 6.30 p.m. to 9.30 p.m., tea + snacks will be provided costing not more than Rs.15 /-.


14.01.3         Staff sitting beyond 9.30 p.m. shall get fixed meal allowance of  Rs. 60/- for level IV to VII.


14.01.4         Staff staying late beyond 07.30 p.m. shall also be entitled to actual conveyance expenses from office to residence as per the Travelling norms, if the company conveyance is not available.








15.01            PURPOSE


15.01.1         To compensate the employees coming at works on Off days / Holidays.


15.02            SCOPE


15.02.1         This policy is applicable for all employees of Level IV to Level VI of all the units of N.K.Minda Group.


15.03            POLICY


15.03.1         All Level IV to Level VI employee shall be entitled for Compensatory Off.  However compensatory off for higher levels is allowed at the  discretion of SBU Head.


15.03.2         Employees of Level IV to Level VI working on Off days / Holidays shall be entitled to compensatory off at the discretion of the their department Head.


15.03.3         Employees coming to office on Off days / holidays will enter their name in the “Employee Outgoing Register” kept at the Security gate.


15.03.4         Employees will maintain their record of compensatory off on the reverse side of the Leave Cards.


15.03.5         On receipt of Leave Card, HRM department will check the “Employee Outgoing Register” for verification of working hours.


15.03.6         Compensatory off should be availed within 1 month from the date of approval. If not availed within the time period of 1 month, the compensatory off shall automatically be lapsed.


15.03.7         For applying compensatory off, employee should have worked for minimum six hours on any Off day / holiday.


15.03.8         Accumulation of working hours, spent on different days is not permissible.


15.03.9         Any deviation in the above can be done by SBU Head only at his sole discretion.





















16.01            PURPOSE


16.01.1         To streamline the system of maintaining personal files of employees.


16.02            SCOPE


16.02.1         This policy is applicable to all the units of N.K.MINDA group.


16.03            PROCEDURE


16.03.1         There will be a separate personal file for each employee and the documents be prepared as per the check list, Annexure – 28 A will be used for Operator files and Annexure – 28 B for staff.


16.03.2         All  personal files of the employees shall be kept in the unit as follows:       All operators files shall be in the charge of HRM Department.       All personal files up to VI shall be under the charge of Unit HRM Department and personal files of level VII & VIII shall be under the charge of SBU Head.       All files of Level – IX and above shall remain with Corporate HRM. However, for those, who are reporting to MD, the files will be kept with MD’s Office.








17.01            ENTITLEMENT


17.01.1         No regular employee shall be paid less than the minimum wage.


17.01.2         Regular employees shall be paid minimum wages as applicable in each state.


17.02            MINIMUM WAGE


17.02.1         The minimum wages applicable to the different states in India are applicable.


17.02.2         It is the responsibility of the HRM Heads to have Up-to-date information of the minimum wage applicable to the employees working under their units.


17.02.3         The impact of minimum wages changes to be incorporated during Appraisal and increment.






18.01            PURPOSE


18.01.1         This procedure has been laid down to streamline the system of distribution of the salary/wages in the various Units.


18.02            SCOPE


18.02.1         This procedure is applicable to all the Units of the N.K.MINDA Group.


18.03            PROCEDURE


18.03.1         The following procedure is laid down for distributing the salary /wages.                 All operators will get their wages by cash/ bank transfer on 1st of every month. Each Operators has to write authorization letter to Company for the transfer of Wages in their bank account (Annexure-61).The same letter will be filed in personal files of operators.


18.03.3                       All staff will get their salary through bank transfer, where this facility is not available the process will be as follows.       All staff members, who are designated in level – IV & above, will get their salary by cheques and cheques will be issued to them on 1st of every month. The HRM Department will complete the salary /wages register by 27th of every month duly authenticated by HRM head and will hand over to Accounts Department on the same day so that Accounts Department can prepare the cheques in time.


18.03.4         All Employees will get their salary slips along with the salary / wages.


18.03.5         In case of holiday, weekly off on the above-mentioned date, the salary will be distributed a day before the date of holiday.







19.01            PURPOES


19.01.1         To streamline the procedure of availing LTA and its payments.


19.02            SCOPE


19.02.1         This policy is applicable to all the units of N.K.MINDA group.


19.03            ENTITLEMENT


19.03.1         As per salary structure decided by Corporate HRM from time to time.


19.04            POLICY


19.04.1         LTA year shall be from 1st January to 31st December.


19.04.2         LTA to be paid to employees as soon as his LTA becomes due for the entire period.


19.04.3         Leave Travel Assistance (LTA) shall be paid in the form of reimbursement.


19.04.4         Employees must take atleast 5 days EL to apply for LTA.


19.04.5         LTA can be claimed only once in a year subject to prevailing IT rules.


19.04.6                       Approving authority for any level of Employees will be Head of the Department  while routing through F & A department.


19.04.7         For staff getting promoted /leaving the service shall be entitled to LTA on pro-rata basis.


19.04.8         In case employee leaves, LTA dues shall be paid along with the settlement as “ex-gratia” since LTA procedure would become non-applicable.


19.04.9         80% of LTA due amount can be taken as advance against LTA.


19.04.10        There will not be any deduction of LTA entitlement on account of sickness/illness (upto 3 months).






















20.01            PURPOSE


20.01.1         To streamline the system of medical reimbursement


20.02            SCOPE


20.02.1         This policy is applicable to all the units of N.K.MINDA group


20.03            POLICY & ENTITLEMENT


20.03.1         Level wise entitlement as per the salary structure, decided by Corporate HRM from time to time for the treatment of self and dependent family members.


20.04            RULES


20.04.1         Employees can claim a medical reimbursement either monthly, quarterly, ½ yearly or annually on submission of medical bills.


20.04.2         An eligible employee shall have to submit the medical bills.


20.04.3         Employees joining/leaving during the month shall be eligible for medical reimbursement on pro-rata basis for the number of days worked in that particular month.


20.04.4         There will not be any deduction of medical entitlement on account of their remaining absent for a long period on account of sickness/illness.


20.04.5         In case of amendment in the ESI Act and should such benefit connected to any of the above level, the above benefit will stand withdrawn.


20.04.6         If any employee gets promoted to the next level will be eligible for medical as applicable to his/her new level from the date of promotion.



























21.01            Employee will be covered under the Employee’s PF and Miscellaneous  Provisions Act 1952 and Employee’s Family Pension Scheme, 1971 and the rules framed there under.


21.01.1         Employee’s contribution i.e. 12% of the basic salary which will be deducted from employee’s salary as well as the employer’s contribution i.e.  12% of the basic salary shall be deposited in the individual’s P.F. account as per the above said Act.


21.01.2         All employees shall be covered under the act from the very first day of joining the Organisation.

























22.01               Employees will be covered under ESI as per ESI Act 1948. The eligibility criteria will be effective as per the salary limit notified by ESIC.


22.02            The employer’s contribution is 4.75% of the salary and employee’s contribution towards  ESI is 1.75% of the salary as per the above said Act.


























23.01            All possible efforts should be made to discourage overtime.


23.02                              There is no Efficiency Loss Compensation for staff and drivers.      However, Efficiency Loss Compensation will be paid to security Guards over and above 8 hrs of job and also Efficiency Loss Compensation shall be paid for working on off days.


23.03            Operators may only be allowed to work on Efficiency Loss Compensation to compensate the loss of hours on account of absence/leave or to increase the productivity over and above the level fixed by the time and motion study to have the optimum level of productivity.


23.04            The departmental head shall take decision, whom-so-ever he wants to allow to work on ot / night duty.


23.05            Two separate lists will be prepared by him. The first copy of this be sent to Security Guard for checking and the second copy to be sent to HRM for calculation purpose.


23.06            During the Efficiency Loss Compensation period, HRM person, production supervisor, quality supervisor, one duty manager( not below Level VI) must be available. 20:1 Operator: Staff ratio has to be maintained.


23.07            Female operators can do Efficiency Loss Compensation only upto 7.30 p.m.


23.08            Efficiency Loss Compensation should be allowed for only those operators who are on regular basis. There should not be any Efficiency Loss Compensation for any other category.


23.09            An Efficiency Loss Compensation register shall be maintained as per the factory’s Act and the rules framed there under.


23.10            The payment of the Efficiency Loss Compensation shall be prepared on or before the 3rd of every month to be passed as per “AUTHORITY LIMITS ” and Efficiency Loss Compensation payment shall be released by 07th of every month.


23.11            The calculation for the computation of Efficiency Loss Compensation payment shall be explained in person.




23.13            The Efficiency Loss Compensation payment shall also attract the provisions of ESI Act.


23.14            ESI contribution on account of Efficiency Loss Compensation (employer/employee’s share) will be paid by the company.


23.15            The Efficiency Loss Compensation registers shall always be in the lock and key with the Head of the HRM Department.


23.16            Operator detained for extended night shift shall be entitled for dinner allowance of Rs.25.00. But this should be rare. If used frequently it will be considered as negative point.





24.01            The Units may have two & three shift operations. Following steps may be taken to have operations in each shift.


24.01.1         The shift timings shall be as follows.


3 Shift Timing  :  06.00 AM – 02.30 PM

02.00 PM – 10.30 PM

10.00 PM – 06.30 AM


2 Shift Timing :   09.00 AM – 05.30 PM

09.00 PM – 05.30 AM


General shift      08.45 AM – 05.45 PM (Wherever 2nd Saturday is Off)

09.00AM -05.30 PM (Wherever 2nd Saturday is working)


24.01.2         If any unit is running extra shift, one person each from HRM, Production & Quality will be available.  20 : 1 ratio of Operator: Staff to be maintained.


24.02            Shift in-charge for each shift should be identified (not below Level VI) who will be the overall in-charge of the shift.


24.03            There will be a separate attendance register for each shift.


24.04            A shift wise register should be maintained which will be filled in by the each shift in-charge giving the details about the requirement needed/ any other communication which he intends to make to the SBU Head or the information which the shift in-charge wants to highlight.


24.05            Shift In-charge should also have an adequate imprest for emergency need which SBU Head will define.


24.06            First Aid Box must have the required medicines in each shift. The telephone numbers and addresses of the Doctors to be contacted for emergency need should also be available.


24.07            Proper lighting arrangement inside and outside the building.


24.08            Shift rotation can be done on weekly basis and the list of the operators/members and other staff required to come in each shift should be prepared and displayed on the Notice Board well in advance i.e. 7 days before.


24.09            As per the Labour Laws we are required to give atleast 21 days advance notice for starting the shift.


24.10            Regarding the other labour formalities to be completed like permission to be obtained from Labour Department or any other special records to be kept in each shift etc.. Unit HRM to ensure the legal compliance under the Laws.


24.11            Female employees not to be called in the second/ third shift.









25.01            PURPOSE


25.01.1         To streamline travelling rules.


25.02            SCOPE


25.02.1         These rules shall be applicable to all the units of N.K.MINDA Group.


25.03            PROCEDURE


25.03.1         DAYS FOR THE COMPUTATION OF D.A.                 For computation of daily allowance, days will be calculated on the

Following basis :


5 – 7   hours             –        Half Day

8 – 24 hours               –       Full Day


25.03.2         DA                 To meet the boarding and lodging expenses, this allowance is provided

to employees while on tour from their respective units.       Daily Allowance is a flat allowance when the employee makes his own arrangements for boarding and lodging and supports for expenses are not to be provided alongwith expense claim statement. Alternatively employees can stay in a paid accommodation (i.e. Hotel, Guest house, Rest house, Circuit house etc.) where the amount to be spent for boarding and lodging and amount to be allowable cannot exceed the specified amount mentioned against every category of employee at every location as specified in (Annexure – 29).


25.03.3         CATEGORY OF TOWNS       Towns have been categorized on the basis of their respective cost of living as given in the (Annexure – 29).


25.03.4         EXPLANATION TO “ANNEXURE – 29”       The following explanations are being given for the purpose of understanding the rules in its true sense:       In case of local conveyance the complete details of travelling  (  i.e. indicating the names of places from—to ) is to be furnished.       DA has been fixed during the journey period as indicated in “Annexure-29”          10% of DA can be claimed without any supporting document, at all levels, subject to a maximum of Rs.100/- per day but within the overall limits to cover the incidental charges like tips etc. Lodging & DA would be clubbed together for entitlements at all levels.       No liquor will be permitted       All miscellaneous expenses would have to be approved by Departmental Head on the basis of supporting provided or otherwise depending upon the circumstances.                  Level I to III employees will get their expenses (i.e. DA) without   producing any documents / bills etc.                  If the airfare is more than train fare at a maximum of 20%, HOD is authorized to sanction the same.                 Domestic Air Travel :  Tickets should be booked in discounted fare.  Wherever full fare is paid, should be approved by SBU Head.


25.03.5         The ticket will be booked by the HRM department atleast 5 days in advance from the imprest allotted to individual employees for official trip. The ticket will be booked as per category of the employees or as asked by the concerned person who is going on tour but it should not exceed the limit as given in the “Annexure 29”.


25.03.6         The HRM department is responsible for booking the Air as well as the Train tickets.


25.03.7         The concerned official will hand over the air/train booking  slip duly approved by competent authority to HRM department who in turn will make the payment to travel agent.


25.03.8         The Accounts department will make payment immediately as an imprest to the concerned person and adjust the same on submission of the travel expenses bills.


25.03.9         The Accounts department will make payment by cheque to the travel agency in respect of air booking.


25.03.10        In the event of any cancellation, not availing the ticket or any other reason the individual will immediately inform the Accounts department who shall raise a debit note to the travel agency and route it to the HRM department.


25.03.11        The amount for booking train tickets will be provided to the HRM department by the individual concerned. The bill in respect of train bookings will be handed over to the concerned person alongwith the ticket. The concerned person will claim the same alongwith his travel expenses.


25.03.12        IMPREST   :   When the employee concerned shall go on a tour, he will get an imprest, provided he has cleared all other earlier imprest taken for travel which is approved by his immediate superior


25.03.13        SUBMISSION OF BILLS  :   After returning from the tour, the employee concern must submit his claim within 4 days by filling a travel expense statement and all the supporting documents will be attached with the travel expense statement. Accounts department has to ensure that the settlement of bills/imprest is done before payment of his salary.


25.03.14                   The following daily allowance has been fixed for traveling in the                       adjoining towns / cities viz. Faridabad, Ghaziabad, Gurgaon, etc. and beyond but return on same day and exceeding 6 hours journey,  DA will be admissible without supporting document :


Level                                                Amount


IV TO VI                                     Rs. 60/-


I  TO III                                     Rs. 40/-



25.03.15        No Daily allowance to be claimed if this visit is to any of the N.K.Minda Group Unit.


25.03.16                   Local Conveyance : The following rates per kilometer depending upon categories of vehicle, for local conveyance have been decided :


Car                        – Rs. 4.50 Per km. ( Level V & VI )


Scooter/ Motorcycle  – Rs. 2.25 Per km. ( Level IV to VI )










26.01            All proposals for foreign travel should have prior written approval of SBU Head, in the annexure 43 (A&B).


26.02                              Table given below gives the details of entitlement :





US $


US $


US $


US $


DIR. / M.D.






















26.03                              Above rates are applicable for Japan, USA, European Countries, Korea, Singapore, Hong Kong, Taiwan, China, South Africa, Indonesia and Thailand.


26.04            For countries other than mentioned above, 60% of the above tariff will be the entitlement


26.05            Lodging (Hotel) charges can be claimed on actuals, duly supported by bills, subject to the maximum of limits specified above.


26.06            All expenses other than Hotel, i.e. food, local conveyance etc. are to be met out of DA. Figures given under column DA (C) are total entitlement of DA and the figures mentioned under column DA (B) is 30% of the total entitlements of DA, which can be claimed without any supporting documents/bills. Upto 70% of total DA can be claimed with supporting bills. D.A. will be calculated for the actual stay in the foreign land.  Partial DA will be calculated as per inland travel norms.  Telephone, fax expenses can be claimed by producing cash receipts.


26.07            Ticket should be full fare in both economy and business class but whenever programme is fixed in advance, it should be made excursion. Airport tax will be borne by the company.


26.08                 Whenever boarding and lodging is already paid or is free or is incurred by foreign company, 30% of total DA can be claimed to meet various out of pocket expenses.


26.09                              Before leaving for Foreign country, a proposal to be prepare by Unit     concerned giving all particulars regarding the Foreign visit, details about employees to be sent for approval of SBU Head as per “Annexure – 43(A&B)” , atleast 7 days in advance.


26.10                              In case of any deviation for expenses, the same can be approved by SBU Head as per his Authority limits.











27.01            The company has standardized the visiting cards, the size of cards shall be as follows :

LENGTH         :  90  MM

WIDTH          :  52  MM

BORDER         :  05  MM  ( IN MINDA COLOUR)



27.02            ENTITLEMENT  :


27.02.1         All the visiting cards will be get printed as per the size mentioned above


27.02.2         All Level V and above category of employees shall be entitled to have the visiting card in the company’s standardized prescribed design at the cost of the company.

27.02.3         In few of the cases Level IV may also be required to have the visiting cards, they may also have the visiting cards on need basis and HOD is authorized to approve the same on case to case basis.

27.03            The visiting card will be provided if needed only through the HRM department.


27.04            No body has got the right to get the visiting cards printed neither on his own expenses nor company’s expenses from outside and for a person more than one type of card will not be allowed.








28.1     PURPOSE


28.1.1           Sharing of concern areas observed by any employee.


28.2                 SCOPE


28.2.1            This policy is applicable to all the employees of N.K.Minda Group.


28.3               POLICY


28.3.1            An employee who observe an unethical or improper practice (not

necessarily a violation of law) shall be able to approach the Audit

Committee without necessarily informing their supervisors.


28.3.2            The Company will ensure that such employee, who approaches the Audit Committee to inform unethical or improper practices, if any, shall not be terminated unfairly.


28.3.3                     The Company shall annually inform that it has not denied any employee access to its Audit Committee (in respect of matters involving alleged misconduct) and it has provided protection to such employees called as “whistle blowers” from unfair termination and other unfair or prejudicial employment practices.


The above such affirmation shall form a part of the Director Report on Corporate Governance, to be prepared alongwith the Annual Report.









29.01               PURPOSE


29.01.1         The company is required to take house on rent/lease for various executives.


29.02            SCOPE


29.02.1         This policy is applicable to all the employees designated in level VIII and above of all the units of the N.K.MINDA group.


29.03            PROCEDURE


29.03.1         The HRM Department shall look for a house/flat for an executive on the rent settled during the interview.


29.03.2         The electricity, water charges etc. shall be borne by the employee unless specifically settled that it will be reimbursed by the company.


29.03.3         All possible efforts shall be made to look for a house near the place of posting and in a good locality.


29.03.4         HRM department should make all possible efforts to look for a house having A class construction preferably newly built or recently renovated.


29.03.5         Before finalizing the house the HRM department should keep in view the following points  :       The house/flat is properly white washed & painted.       The house does not need any repair.       Each bedroom has got proper almirahs for storage and all the rooms are properly ventilated.       All electrical fittings including bulbs, tubes and fans are fitted and are in working order.


29.03.6         The company will deposit 3 months rent as security to be adjusted in the last months of rent payable.


29.03.7         The company will pay upto 3 months rent as advance to be adjusted atleast 50% from the 1st day of the month.


29.03.8         The company has Approved Agreement (Annexure – 30) which should be entered between the parties (company and the landlord).


29.03.9         The HRM department can take assistance from the broker for identifying a house and company shall pay upto 1 month rent as brokerage to broker only for once (i.e. 1st time only) that too on production of proof of such payment to broker.


29.04.           Many a times executives are requesting that a company lease be entertained even if a house is in the name of his mother/father/wife etc.  In those cases following policy is framed :





29.04.1         The company will not have any objection for such lease.


29.04.2         In all such cases no advance should be paid and if there is any, concerned employee shall deposit the amount and only then the company shall issue the cheque as advance to the landlord.


29.04.3         The rent should be paid only after expiry of one month, which will be recovered from the executive’s salary.



















30.01            ENTITLEMENT


30.01.1         Level IX  and above.


30.01.2         Any other employee provided with telephone as a special case where his job demands to have telephone for office use subject to approval by SBU Head.


30.02            When an employee of above category joins, a telephone is to be provided by company at his/her residence. Concerned HRM Department shall book the telephone in employee’s name and shall ensure that the connection is provided within shortest time. If the employee leaves the organization within three years, he /she will retain the telephone & pay the cost of connection. If the employee serves the company for more than 3 years, then the telephone connection becomes the property of the individual.







31.01            As and when any item is issued for the official use to any employee, the record should be maintained by each unit HRM department in his Personal file as well as Permanent Issue Register, where signature should be obtained to whomsoever it is issued.


31.02                              As and when any employee who has been issued any item, leaves the company, a signature should be obtained by the HRM department before  clearing full and final clearance form & will check the items issued to him as per the register and shall see that these have been received back in proper condition.


31.03                              For Items like Laptop, LCD, Camera, etc. a Permanent Issue Card to be issued to the user and user to show card on gate while taking out such item.







32.01            This mail system has been designed to streamline the procedure resulting in prompt and efficient disposal of internal and postal mail receipt and dispatch.


32.02            SYSTEM




32.03.1         Departments of Switch Manesar are required to drop the Mail in a box

kept in HRM department by 5.00 p.m. everyday.  The            total Mail will be placed in a bag, which will  go to Horn Division, Delhi everyday by Company vehicle.


32.03.2                       Minda Impco & Mindarika is also required to drop the Mail of their unit

in the HRM department of Switch Manesar.


32.03.3                       The bag containing Mail of Switch Wazirpur, Horn Division, Lighting Division, SML & MFL shall be delivered by the vehicle driver at Horn Division security gate.


32.03.4                       The Mail shall be sent by HRM department of Horn Division to respective units through Company vehicle. The vehicle driver will deliver the same at Switch Manesar reception. The receptionist will segregate the mail for respective Units and the concern units will collect the same from Switch Manesar reception. For delivery of mails to Delhi the same procedures will be followed.


32.03.5                       The Mail received from other units i.e. Switch Wazirpur, Lighting Division, SML & MFL shall be kept in the bag & the bag will be sent to Switch Manesar everyday by company vehicle.


32.03.6         For the Mail of Minda Impco & Mindarika, they have to send their office boys to collect the Mail from Switch-Manesar.


32.04            POSTAL MAIL RECEIPT


32.04.1         HRM will receive all the postal mail ordinary, registered, telegrams, post parcels or courier mail. If any mail is received at security gate, the security person at gate shall immediately forward it to HRM department.


32.04.2         The mail will be segregated in two categories :


(A)     Personal Mail –        Post cards, inland envelopes marked in

personal names.


(B)      Official Mail    –        Others than above

32.04.3         The personal mail shall not be opened and the receipt stamp shall be put on the mail. The Office boys from HRM department shall distribute the personal mail to various staff members and the mail of operator category shall be kept along with Employee entrance gate.


32.04.4                       The mail marked confidential shall not be opened and the receipt    stamp should be put on the envelope only.


32.04.5         The government mail should be stamped for receipt on documents as well as envelopes. The envelopes of government mail should be attached to the mail.


32.04.6         The details of mail will be entered in inward Mail Register. UPC/Courier/Regd. Letter/Govt. Letters  must be entered in Mail Register.

32.05              POSTAL MAIL DESPATCH


32.05.1         All the staff shall prepare the mail, shall leave it in the appropriate shelf of OUTWARD POSTAL MAIL TRAY kept in the HRM department. The mail should have the distinct address and mention of Regd., AD, through Courier, if so.


32.05.2         The mail particulars shall be entered in Outward Mail Register. Courier mail details shall be recorded in a separate register.


32.05.5         The Office boys from HRM department shall take the mail to post office everyday. He will obtain the receipts for Registered Letter/Parcel and hand over to HRM Department. The HRM Department will enter the postage charges in Outward Mail Register and attach the slip with the respective page for records.


32.05.6         The HRM department shall fix the courier service provider, the person from courier service will be handed over the mail and obtain the acknowledgement from him.


32.05.7         The courier company should be selected and standardized in view of their services and charges.


32.05.8         HRM will verify the Courier bills with Courier Mail Register before payment and the payment should be made only for the mail for which POD (Proof of Delivery) has been received. The Courier should be advised to raise monthly bills only those documents, for which POD has been received.






























33.01            Four persons to be available 24 hours in the factory.


33.02            Security gate shall be manned by minimum two security guards round the clock in the factory. Minimum one security guard of our appointment during night and day must be available in the Plant, even if the security is contracted outside. The guards should be competent to read and write and be alert and be available at all times at the gate.


33.03            The salient features of the system to be followed up by the person are as follows :-


33.03.1         To maintain all the Register such as:

a)       Incoming Material Register             (Annexure-31)

b)       Outgoing Material Register             (Annexure-32)

c)       Returnable Material Register           (Annexure-33)

d)       Visitors Entry Register                   (Annexure-34)

e)       Late coming Employees Register      (Annexure-35)

f)       Employees Outgoing Register            (Annexure-36)


33.03.2         The security man at gate should see that the columns are neatly filled in and all the guidelines mentioned below are strictly followed.


33.03.3         In case of any problem, he should contact the HRM department immediately.


33.03.4         To check and monitor the entries of men and material at all times in proper register and with proper identity (affixing rubber stamp, fill entry, etc.). It is expected that he does not permit any stranger who is not able to express his identity or any person who is an ex-employee and has been separated from the company’s Roll for organizational reasons or currently in employment with competitors. He should also ensure that the men and material  crossing the gate go in the right direction  to the right place (rather than loitering around).


33.03.5         To issue visitors card as per the policy of the company.


33.03.6         He should have his activities chart displayed in Hindi in his work place and also  have the specimen signatures of the Authorized  Signatories with Gate Pass signing authority, emergency  telephone nos. for communication at times of needs.


33.03.7         Operator leaving the factory premises before the closure of work shall give the Gate Pass to the security guard, duly authorized by his immediate superior, which he shall maintain in a clip with the details of exit filled in.


33.03.8         He will check all the employees irrespective of the level at the time of exit as a normal routine check. This activity has to be swift and thorough. Security guard has to be polite while checking.


33.03.9                       He shall keep vigil of any gathering in and around the factory premises and keep the plant HRM head informed of his observations as to such gathering and the intent of such gathering. However, this is a broad gambit of vigilance which a HRM man should train a security guard. Since, it can not be defined in individuals but is legitimately an ongoing demand on a security guard. As a company safety norm for 24 hours (permanent) there should be minimum four persons available in the company.

33.03.10        To guide the visitors as well as the employee to park their vehicles at the place earmarked for such purposes. He should also ensure that there is no parking of any vehicle close to the gate and no visitor’s vehicle will be allowed inside the factory.


33.03.11        The Security Guard should guide the visitor that he should directly go to the Reception area. He should ensure that no visitor go to any other place except Reception.


33.03.12        The Receptionist will enquire on intercom from concerned official whether she should send him or not. The Receptionist should direct visitors to the concerned official’s place and also ensure that visitors go to the concerned department only and no other place.


33.03.13        Making rounds around the plant particularly after sunset.


33.03.14        Locking of all gates, doors and windows of office, shop floor etc. within the factory premises.


33.03.15        Switching off/on lights and fans as and when required after/before factory/ office hours.


33.03.16        Handle fire fighting equipment, Motor Pump, Generator or compressor.


33.03.17        Keep an overall idea/information about operators movement, which is against the interest of the company.


33.03.18        Keep company’s officials informed of any irregularities as and when noticed.


33.03.19        A list of all the persons falling under level IV and above should be made available with security HRM.


33.03.20        The factory/office /stores etc. premises should be locked and all the keys of the various departments should be kept in a box placed at security gate. This box should be locked and lock should be properly sealed by an employee not less than Level V. The authorized person under whose supervision the factory premise are to be opened should ensure that the seal of the key box is intact.


33.03.21                   After normal working hours the factory premises will be kept opened   only when an official not below Level IV stays back.


33.03.22        Wherever female employees are working a lady security guard will be placed.



33.04            GENERAL POINTS :


33.04.1         An authorized person from HRM department will come one hour before the schedule time and will get the premises charged in his presence. Sweepers should not be allowed to enter the premises unless an authorized person is present.


33.04.2         Any employee who comes early say 30 minutes will be allowed to enter the premises. Security should ensure that during this time they remain at their respective place of work/department.


33.04.3         While settling full and final account of any employee on his resignation or terminal, the security man should sign on the final settlement form after checking his register (Returnable Material Register) that nothing is recoverable from him.


33.04.4                       Ex-employee of the organization should be allowed to enter in the premises, if accompanied by some employee with prior approval by Head – HRM.









34.01            It is the Corporate philosophy that no outside party should send gifts at the residence of our employee. It should be refused and politely be conveyed directly or indirectly to the outside party.


34.02            In view of the Indian customs, there is a practice to receive/ send gifts. The following systems will be followed :


34.02.1         The outside party may present sweet to the concerned employee but it should be received only in the office. If still any outside party visits the residence, it should be viewed negatively and respective employee should deposit the gift in the HRM  or keep his SBU Head informed as to nature of such gift, who between them can decide appropriate use of it.







35.01            It is the prime responsibility of Departmental Head to constantly keep an eye on the activities of his department and people. Those departments, where cash purchases or dealing with outside parties is involved, regular audit/vigilance should be done by Head of Department to identify such employees who indulge into malpractices.


35.02            Company policy is very clear that any employee, whose integrity is doubtful, has to leave the company immediately.


35.03            Whenever such an action is taken, the information is to be shared openly with all employees. Depending on the gravity of the situation, SBU Head can take decision to put the information on the notice board. Certain cases where adequate supporting data is available, SBU Head can consider making a Police Case.


35.04            Since the consequences are extreme, Departmental Head must take utmost precaution on the charges levied. It should not be based on hearsay but should have adequate supporting information or data.


35.05            It may also be mentioned here that merely mis-appropriation of cash or seeking favour from supplier or theft etc. are not the only cases of disloyalty to organization. It also includes misuse of company property, giving wrong information intentionally, false TA/DA, conveyance claim etc.


35.06            It is again reiterated that prime responsibility of running the affairs of the Department is with the Departmental Head. On case to case basis  SBU Head, may nominate a senior person to go into the details and where it is concluded that Department Head was also negligent – this will go in his personal file also.

















36.01            Any employee having any complaint / grievance should immediately contact his supervisor for its redressal.


36.02            It is the responsibility of the superior to listen to his complaint/ grievance and redress the same within 12 hours of the grievance.


36.03            If he is not able to redress his grievance and he wants to discuss the problem with his boss he may do so but whether it is possible to redress his grievance or not it must be communicated to the complainant accordingly within 24 hrs.


36.04            Employees not satisfied from the reply of the superior can submit his complaint in writing to the Departmental Head through his superior.


36.05            The superior should forward his complaint with his comments to the Departmental Head for decision and the departmental head should redress the complaint within 5 days from its receipt. If he so desires he may call the concerned complainant as well as his superior and communicate his decision. If it is not possible for him to take a decision, he may discuss the matter with the SBU Head.


36.06            The complainant if not satisfied with the decision of the departmental head, he may approach the SBU Head within 10 days.


36.07            The SBU Head will make all possible efforts to redress the grievance of the applicant and if he so desires, he may discuss the complaint with the Corporate Head of the Corporate Office.


36.08            Any action being taken to redress the complaint or if there is any delay in redressing the grievance, the employee must be communicated through his immediate boss.


36.09            Employees not satisfied with his complaint may raise the issue in the Open House at the Unit Level and if still not satisfied, he may raise the issue to Corporate HRM.










37.01            PURPOSE


37.01.1         To regularize the visitors who come from out side to visit the Unit.


37.02            SCOPE

All visitors entering into the N.K.Minda group company.


37.03              POLICY


37.03.1         Visitor will be issued a Visitor Card by the security department. After that he will approach the reception.


37.03.2         Receptionist will contact the concerned person to whom the visitor wants to meet and receptionist will either call the employee at the reception or send the visitor inside the office after getting confirmation from the employee.


37.03.3         The visitor shall display this card on his chest. On his return, he / she will have to return the same to the security guard.


37.03.4         In case visitor wishes to visit Shop Floor area. Permission from HRM Head will be required. Visitors to Design department are not allowed, except in case where accompanied by HOD & above.






















38.01            PURPOSE


38.01.1         To ensure uniformity of furniture in the Unit.


38.02            SCOPE


38.02.1         Tables and chairs for all categories of staff.


38.02.2         Visitors Chairs.


38.02.3         Conference Room tables and chairs.


38.02.4         Training Room tables and chairs.


38.02.5         Shop floor discussion tables and chairs.


38.02.6         Filing and Drawing cabinets.


38.03            PROCEDURE


38.03.1         Each Unit to have its own policy for Furniture i.e. within the unit there should be uniformity of furniture. This shall be the responsibility of  HRM.


38.03.2         For any deviation, specific approval from MD to be obtained by the concerned unit.











ITEM                                                   LEVEL OF AUTHORITY


39.01                              Appointment Letter

Upto Level VI                                        HRM Head

Level VII to Div. Head                             SBU Head

Business Head  & Above                          MD


39.02  Warning Letter                                                SBU / Departmental Head


39.03  Charge Sheet/Suspension Letter               HRM Head

39.04  Compliance of ESI, PF & Factory’s Act          HRM Head

and other Govt. Authorities under

Labour laws (Returns & Forms)


39.05  Gate Pass for out-going                          Immediate superior

39.06  Full & Final clearance of the employee          Up to Head – SBU Head

Div. Head & Above – MD


39.07  Deduction of salary for unauthorized                   HRM Head on

Leave /absence                                     recommendation of Deptt.


39.08  Discharge/Termination

– Operators                                         SBU Head

– Staff                                                         SBU Head through Corp.Head

39.09  Nominations for Training programme ( External):

–   SBU Heads                                       MD

–   All Others                                        HOD/HRM Head/ SBU Head

39.10  Sanctioning leave                                  Immediate Superior


39.11  Transfer                                               SBU Head

39.12  Annual Increments

-Unit MMC                                            MD

-Other than Unit MMC                                      Corp. Head & SBU Head

39.13  Promotion letters

– Upto Level VIII                                    SBU Head

– Level IX & above                                 Corp. Head & MD

















40.01.1                       All the appointment letters, at all levels, in our group consists of “transfer” Clause.


40.01.2                       Transfer within same company : In Group, within same company manpower could be considered for transfer from one location to another, should such need arise the following methodology be followed :       The receiving division should have a vacancy, which will suit to the incumbent’s exposure and profile.       In case of transfer of employee, the Inter Unit Transfer Format  (Annexure – 37) will be filled in by Transferring Department/Functional Head by giving details about employee regarding his qualification, salary, level etc., reason of transfer, his present duties and responsibilities, etc. in the format duly signed by SBU Head & will send to the Unit HRM department. Then transferee Unit HRM department will give its comments and send the said format to the Unit where the transfer is to be effected for the approval of their SBU Head after getting the confirmation from the concerned SBU Head.  Unit HRM will issue the transfer orders.       Transfer letter in writing shall be issued by the Unit HRM Head after concluding the date of transfer. It is desirable that the date of transfer should be first day of the month to avoid administrative inconvenience. The HRM department should parallel close the leave and other entitlements balance, like PF, Gratuity, Superannuation as of transfer date and send the consolidated statement to the new division in two days of the transfer along with the personal file as per Annexure – 38.


40.01.3                       Inter-Company transfer (Inland), same procedure will be followed as mentioned in, and, except following :


40.02.1         For all retiral liabilities towards gratuity, Superannuation (wherever applicable) the closing balances will be transferred to the new Company. And thereafter new Company will take care of these liabilities. The transferee company will complete the formalities of transfer of Gratuity, Superannuation.


40.02.2                   All Leaves & Advances/Loans will be balanced as on date of transfer to new Company and thereafter-new company will take care of all future liabilities from his/her original date of joining. The transferee company will provide all the details to transferred company.


40.02.3          For all purposes, his / her date of joining in our Group / first Company will prevail for determining any seniority etc.


40.02.4         P.F. will be transferred to new Company.


40.02.5        In all cases personal file etc. will be maintained at new place only.













41.01.1         Any employee leaving the organization should address his letter of resignation in writing to the immediate Superior.


41.01.2         The terms of relieving would be concluded in the mutual interest of the employee and Company by the Head of the Department in consultation with the concerned superiors and forwarded to the SBU Head with the recommendations and conclude terms of release. The notice period for release shall be as follows:-       For Head & Above – 3 months, for Member & Leader – 1 month.  (15 days during probation period) and for operators – immediately.  The notice period shall be on either side.


41.01.3         Up to Div. Head Waiver off/short fall in notice period or payment in lieu of notice period can be accepted subject to approval of SBU Head.


41.01.4         HRM department should be informed immediately on receipt of any resignation from any employee. Upon such information HRM department should inform Accounts/ Stores to control imprest and material issued and also arrange Exit interview with the Corporate HRM as per the policy of he company. The payroll for the employee should be tagged and payment should be made along with final settlement. In case of employee is undergoing 3 month notice period salary may be paid first 2 months with accepting authority’s clearance.


41.01.5                       The final clearance form (Annexure – 39) should be floated by HRM   department three days before with appropriate details through the employee for obtaining clearance from all concerned. Unit HRM will issue the acceptance of resignation (Annexure-60).


41.01.6         The clearing functional heads should conclude dues and put remark “No Dues/ Dues” recoverable in clear monetary value with communication to the employee.


41.01.7         The employee should deposit the clearance form to HRM department after step given above. It would be done by HRM department, if the employee is not present and has requested release of his dues by post.


41.01.8                       HRM department to work out relevant details and forward the form to Accounts on the last working day before noon session. Accounts department to compute preferably with witnesses present.


41.01.9                       Separation should be dealt with very carefully.  Any separation upto

Member level should have SBU Head specific approval through Unit HRM.  In case of Leader & above, Corp. Head’s specific approval is also required.


41.02                            CALCULATIONS


41.02.1                       EL– Total days worked till close (for operator) and nearest month (for staff) (Rounded off nearest 15 days) subject to maximum encashable limit as per Leave Policy. Basic of Staff means Basic only and for operator Basic means Basic + HRA.





41.02.2             GRATUITY– 15/26 X Last Drawn Basic X total years of service. This

shall be for employees, who have completed minimum service of 5 full years on Company’s service only.


41.02.3         Pro – rata LTA – Entitlement / 12 X Months Worked.


41.02.4         Medical – Pro-rata entitlement rounded off to nearest Month – against bills received.


41.02.5         Notice pay – shall be payable/ recoverable as the case may be in accordance with the remark/conclusion of the relieving authority. The pay for this shall be treated as Basic Salary of an employee. The days payable /recoverable should be clarified by HRM department after verifying the personal file.


41.02.6         Bonus –  Shall be paid along with the final settlement at 8.33 % to all operators and staff whosoever qualifies for Bonus as per Bonus Act.


41.03            Such of those employees (Office boys, Drivers, Sweepers, and Guards) who have been provided with uniforms should be asked to deposit their uniforms before clearance of dues to HRM department as per policy.


41.04            SUBMISSION OF IDENTITY CARD :Such of those employees, who have been issued an Identity Card should be asked to deposit their Identity Card before clearance of dues to HRM department.




In case of staff the payment has to be made through accounts payee cheque only.  In case of operators, preferred mode of payment should be accounts payee cheque only however if the operator does not have a bank account then a bearer cheque should be issued in his /  her name.  Immediately after issuing the cheque to the operator, an employee from HRM / Accounts department should take the operator to the bank and get his / her payment & hand over to the operator. In case we have the slightest doubt about the operator intensions, in such cases the HRM department should get the final settlement of accounts in front of area inspector / Labour officer.


41.05            SERVICE CERTIFICATE : The company will provide a service certificate to all the staff member alongwith their clearance as per Annexure – 40.








42.01            The company has the policy to conduct the Exit Interview for level IV and above.


42.02                              As soon as a resignation is received, Unit HRM should contact Corporate HRM to fix the exit interview.


42.03                              Detail should be filled in by the employee leaving the company as per “Annexure – 41”.


42.04            This form should be completed & signed by him.


42.05            Head Corp. HRM would conduct the exit interview to know the strength and weaknesses of the organization and also have an informal discussion on the  improvement.


42.06            Head Corp. HRM would keep the SBU Head informed about the feedback received.





























43.01            Gratuity shall be payable to an employee as per the payment of Gratuity Act, 1972 on the completion of his/her employment after he/she has rendered continuous service for not less than five years.


(a)      On his superannuation, or

(b)              On his retirement or

(c)              Resignation, or

(d)              On his death or

(e)              Disablement due to accident or disease.


43.02            Provided that the completion of continuous service of five years shall not be necessary where the termination of the employment of any employee is due to death or disablement.


43.03            The present rate of Gratuity is maximum of Rs. 3.50 Lacs.



















































44.01            Organization gets output because people perform tasks to   desired standards.   People can perform their tasks properly, if they understand the organization’s requirement and then apply the knowledge and skill, which they possess.        Sometimes organization has to give additional knowledge and skill if the employee is fresh from Institute, sometimes it is needed because there are certain changes in the organization.


44.01.1         Annual Initiatives & Interventions Plan based training to be planned in following categories :


a)                 Training by Roles / functions

b)                 Training at Group level

c)                 Training at Unit Level


Compulsory no. of days for training per employee per year and type of training to be given to each category of employees has been fixed as follows :


Type of Training


Head & Above


Members Operatos


4 Days

2 Days

1 Day




2 Days

3 Days

2 Days

3 Days





1 Day

1 Day




& Seminars

1 Day

1 Day





1 Day

1 Day

1 Day


Total Days

8 Days

8 Days

5 Days

3 Days

Professioal Body/Association Meetings

As & When

(Must Attend)

As & When

(Must Attend)





44.02            Training is a common terminology, which is used.  But it can be divided into two broad segments.


MANAGERIAL TRAINING :Those   inputs,    which  are  designed to

improve  the overall competence of the employees.


OPERATIONAL TRAINING : Those     inputs,   which    prepare     the

employee to upgrade his technical competency.


44.03              MANAGERIAL TRAINING


As mentioned earlier, these inputs improve the overall competence of the employee. The benefit of such inputs may not directly effect employee’s performance or department’s performance.  For the overall cultural improvement of the organization, this input, at regular interval, across the board is essential.

44.03.1         Contents of such training are decided depending on the target employees. Faculty for these training would be internal & external.  Training is effective, if internal data, related to the topic, is shared.  Internal data should include, without hesitation, our success stories, our failures, etc.


44.04                              OPERATIONAL TRAINING


44.04.1         As mentioned earlier these technical inputs prepare the employees to upgrade their technical competency by using these inputs.


44.04.2                       Special training for selected employees to be organized by the concerned department with the help of Unit HRM, which may be extracted during annual performance appraisal exercise.






44.06.1                       Although it is very difficult to evaluate the direct benefits arising out of training efforts. However, it is possible to get a feel if the efforts are in correct direction or not.                     Feedback taken from participants at the end of training session does help in evaluating the faculty, contents and administrative arrangement of the training programme.


44.6.2                           Post training feedback is likely to give better picture about the relevance of training and its impact.  The mechanism of this feed back will need action from both HRM department and also from the respective Head of the Department.  There is a need to have a formal session where the employee after attending the training programme has discussion with his/her head of the Department.  During this discussion certain action plan is identified and recorded.  Departmental Head ensures that necessary support is extended to help the employee in achieving the action plan.


44.6.3                           Unit HRM department will take feedback from respective Departments about the attitudinal changes noticed, if any, among the employees who have undergone training programme. (Annexure 42).


44.6.4                           Monitoring of certain data will indicate the overall improvement in the functioning of the department.  It is difficult to attribute improvement or deterioration on above parameters only due to Training interventions.  But these are simple, basic parameters, which do reflect the Organizational Health.


44.6.5                           It is the prime responsibility of HRM to plan and organize the training activities.  However, effectiveness and success will depend on the involvement and support of all Members.










44.7                                  OPERATOR’S TRAINING


44.07.1         Operator’s training is the responsibility of respective Units.  Unit HRM can identify internal faculty and should plan the training identified by unit concerned.


44.08            FOREIGN TRAINING


44.08.1         Employees may be required to visit Foreign Countries/Companies in connection with their training.


44.08.2         Before leaving for Foreign country, a proposal to be sent by Unit concerned giving all particulars regarding the Foreign visit, details about employees to be sent etc., duly signed by SBU Head as per “Annexure – 43(A&B)” to MD for approval, atleast 7 days in advance. As per authority limits, MD’s approval is required before leaving for foreign country.


44.08.3.              Only after approval of MD, the employee can proceed for Foreign



44.08.4         After returning from foreign training, Employee has to fill the annexure 43(C) for the deployment of learning during his/ her foreign training.













45.01                              Foreign training includes long-term placement with foreign collaborators for improvement of skills and increasing capabilities of shouldering higher responsibility. In addition, following will also constitute training visits :


45.01.1                       JV Partners Programs/ Seminars.


45.01.2                       Training & Development Seminars.


45.01.3                       Any other Visits not covered in the category of Business visits.


45.02                              Unit HRM  is responsible for effective implementation of this policy.


45.03            In order to ensure that the training abroad is fully utilized all such employees who undergo training abroad, will be required to sign a service agreement bond (Annexure – 44 & Annexure-45) which would specify the minimum period for which the employee will served the company. In the event an  employee does not comply with the conditions of service agreement bond, he will be required to pay the following amount:









RS 100000



RS 150000



RS 200000



RS 400000


* During the bond period, the notice period will be six months. After    discontinuation of the bond period, the notice period will changed as per the designation of the person.

45.04            In case an employee leaves the services of the organisation during the bond period he has to give the notice period of six months and he is also prohibited from joining any of our competitors for a period of 3 years after leaving the employment of the Company.  To this effect he has to sign an amendment in the terms of appointment as per Annexure – 45.


45.05            For each duration of foreign training, a fresh bond will be signed.  The subsequent bond(s) will be concurrent to the first one so that the employee serves the differential periods, after the completion of minimum service stipulated in the first Indemnity Bond.


45.06            This policy is applicable to all the employees irrespective to levels (but not applicable to visits pertaining to inspections/ selection of machinery’s or technical discussions etc.)


45.07            HRM Department will get the agreement / undertaking executed by the employee.  Necessary noting will be made in the personal file of the employee.


45.08            Whosoever is sent for foreign training, on his  return, he will impart training to other relevant departments/employees. He will take minimum 6 training sessions in a year.  The training imparted by him to be considered in his performance appraisal.  On his return from training, he will send proposed training schedule to HRM for approval and co-ordination.


45.09            He should make a detailed report / manual of his training which should be kept in the library and can be referred by other employees.











46.01            Cost of non-conformance, as in case of product, is a very critical parameter.  Similarly for human beings cost of non-conformance is extremely high.  Annual Appraisal is one tool to define the performance level of each employee and it should be monitored regularly.  Eventually it is the sum total of employee’s performance, which decides the performance of the organization.


46.02                              From organization’s point of view, each employee has a cost and in return he/she is expected to contribute towards achieving departmental / organizational targets.  Through annual appraisal, we set individual targets (tasks) and finally evaluate individual performance against these mutually agreed criteria.


46.03                              From employee point of view, it is important that clear targets/goals are decided so that he/she can make action plans, if needed demand resources.  Whereas money is considered to be the biggest motivator, but this alone can not infuse enthusiasm in an employee to give his/her best.  Clear target and regular feedback on performance can keep an employee charged.


46.04                              We have a structured system of doing performance appraisal.  This is an annual exercise, but a half yearly appraisal is also done and marks against the MPCP, Behaviour, Committment & Best are given. The ratings will be also done for half yearly appraisal.


46.05                              In our appraisal system, the evaluation of an individual is divided into four parts i.e. MPCP, Behaviour, Committment & Best rating.


For the appraisal, following break-up of marks shall be followed :




Commitment Rating






46.07               INCREMENTS


46.07.1         In order to award increments, Unit Rating will be done by Corp. office, using following criterion :


QPCDSM                                        –       65 MARKS



NEW BUSINESS                               –       05 MARKS


TOTAL         100 MARKS


46.07.2                       During a particular year, in case a unit obtains less than 60% marks, 25% of increment amount of each staff will be retained & rest 75% of increment amount will be released w.e.f. April salary.


46.07.3                       During next year Unit Rating, if unit is able to obtain 70% or above marks, then 25% increment amount, which was withheld in the previous year, would be released w.e.f. April of previous year as an arrear.


46.08                              At the end of appraisal process, an employee gets the following rating based upon his  performance :




GOOD              (G)

AVERAGE*       (AVG.)

* In case of Average rating of an employee, he will be communicated that he / she  should improve his/ her performance within next six months.  After six months, his/her performance appraisal should be done again.  In case he/she does not improve, he / she should be separated from the organization.


46.09                              After appraisal process increment will be awarded to each employee as per the rates / policy decided by management every year.


46.10                              Increments for all the eligible employees shall be declared effective 1st April every year. Corporate HRM to define each year parameters and release the schedule for affecting the increments.


46.11                              For all employees a performance appraisal form shall be completed by as per procedure & forwarded the same to the HRM through their Department Head. For all employees(except 2nd line), form (annexure-48) shall be filled and for 2nd line employees form(annexure48A) should be filled in. For Half yearly appraisal form (annexure47) to be filled and rating will also be given.


46.12                              It is the responsibility of the concerned employee to fill the MPCP/ achievement sheet for the appraisal year as well as the MPCP which he is going to perform in the next appraisal year attached with the appraisal form. After filling the above, he should approach his superior for getting himself appraised.


46.13                              Appraising authority after reviewing each employee working should call individually and details of his MPCP finalized for the next appraisal year as well as strength and weakness should be discussed which should be mutually be acceptable and specify the planned programme for his development as well as to over come his area of improvement be mentioned. This should be signed by the concerned employee as well as by the appraiser.


46.14                              While discussing his area of improvements and strengths, the task undertaken and the performance achieved by him for the period of appraisal year should be kept in view (it is presumed that each staff must have been assigned specific task for the appraisal year).


46.15                              The Functional Head & Unit HRM Representative must also be present for appraising / sanctioning increments for the employees connected with their departments at the unit.




46.16.1                       Employee who have completed one year of service as on 31st March shall be given increment for the full year.


46.16.2                       Employees who have not completed one year of service but have joined in the appraisal year shall be given increment proportionately e.g. if annual increment is sanctioned Rs. 600 p.m. and he is having a service of only 8 months he will be given an increment of Rs 400/- p.m.


46.16.3                       No increment shall be given to those employees who have joined from 1st January of an appraisal year their review for increments will be done only in April next year.


46.17                              Management gives lot of importance to the attendance and punctuality. Following weightage to be given while recommending the increments/promotion.


46.17.1                       EFFECTIVE DATES OF INCREMENTS FOR STAFF


46.17.2                       If an employee’s attendance (including authorized leaves & holidays) is 260 & above days of working, the increments will be effective from 1st April.  The logic of arriving at 260 days  is as follows:

Total  days in a year                    365     Days

Total weekly off                           52      Days

Maximum Holidays                        10      Days

Casual Leave                               7       Days

Sick Leave                                  7       Days

Earn leave                                  26      Days


102        Days

—————–                                                                                  365 – 102 = 263 Days

46.17.3                       If an employee has attended between 240-259 days, the increment will be effective from 1st July.


46.17.4                       If an employee’s attendance is less than 240 days, no increment will be given.


46.17.5                       Wherever 2nd Saturday is Off, 12 days be reduced for entitlement for increment of each employee.


46.18            INCREMENT ORDER


46.18.1         Once the increment has been sanctioned, the Unit HRM Department shall send the photocopy of the increment sheet to Accounts Department for preparing the salary.


46.18.2         The increment letters will be issued to all staff( Annexure 62-A & B ).


46.18                 Wherever, if the increment Nil, the concerned employees should be

explained and again be guided to overcome his weakness as mentioned earlier. It should be said to him that he can definitely look forward to have better increment and promotion provided there is an improvement in his performance. This must be arranged in an informal and cordial atmosphere.


46.19                 Retention of key people:


46.20.1.              Key people means those who consistently get OS/VG ratings. These

key employees should be recognized at various forums i.e. MMC meetings, annual days etc.  In case of consistent OS performance in continuous 2 years, a special reward should be given consisting of 5 days Company sponsored family tour anywhere in India as per the travelling norms applicable to his/ her level.


46.20.2               Units to keep constant watch on these key employees for their

marketability & upgradation of compensation such that it is always comparable in the market.  Unit HRM to prepare career growth plan for consistent OS employee. Minimum one key employee should be nominated for outbound training programme at national/international level.






47.1                                  Promotion is way of recognition of an employee’s contribution for the company & his ability to shoulder additional responsibilities.  It also helps organization to fill higher level vacancies through internal resources.  Through promotions, an employee gets a feedback that his contribution to organization is not going unnoticed.  Promotion leads to better / higher designation, which satisfies his / her growth needs.


47.02                              Promotion should always accompany additional / higher responsibility.  Thus four factors would be considered:


i.        Development of his Second in Command

ii.       Potential / Capability to take higher responsibility

iii.     Performance in the existing level

iv.    Experience i.e. a minimum period spent in the existing level


As per the growth chart, following emerges :


Category of Employee

Min. no. of years to be spent in a level

Min. years to reach Level IX







Level IV

































Exception is possible only in case of recruitment of experienced person.  This exception is restricted to only first promotion, after considering the relevance of past experience and initial fitment.


47.03            Since performance is one of the key factor for determining eligibility of employees for consideration for promotion.  It is important to link performance rating with promotion.


47.03.1                       As per the rating received by an employee on conclusion of appraisal process, he / she will earn points as per following details


RATING                            POINTS


OUTSTANDING                   20

VERY GOOD                       15

GOOD                               10











47.03.2         Points earned by an employee over years shall be added.  Employee shall be eligible for consideration for promotion, when he / she has accumulated points as per following table :















Merely earning the requisite points does not entitles an employee for automatic promotion.


47.03.3                 In case of any promotion for Leader & above, unit to ensure   availability of his / her second in command.


For Head & above promotions, selection procedure to be followed i.e. interview by a panel consisting of concerned SBU Head alongwith another SBU Head & Corp. Head. Only then they will recommend to MD for approval.


47.03.4                       Track record i.e.- points earned for promotion of the employee has to  be a part of green sheet & promotion recommendation form.


47.04                              HRM will prepare list of all such cases, who have been recommended for promotion (level IV & above).  These cases will be put up before the committee consisting of Business Head, Corporate Head, Corporate Business Head for approval as per Annexure – 49.


47.04                              Promotions will be considered only during April, when appraisal process is completed.  No case will be reviewed during the year.


47.05                              In the case of promotion. Promotion letter will be issued as per Annexure  – 50 to level IV and above, which will be signed by concerned authority and this letter shall be issued in person by the Departmental Head.
























48.01            REGULAR OPERATORS


48.01.1         The Department wise statement shall be prepared by the Unit HRM Department for all the regular employees.


48.01.2         Rating shall be recommended by his immediate superior and will be approved by Departmental Head. The rating should be done in the performance appraisal form as per Annexure – 51.  Each Operator must sign on the Appraisal Form.


48.01.3         The rate of increment and the effective date shall be based on the rating as per the policy of the company.


48.02            Effective dates of increment for operators :


48.02.1         If an employee’s attendance is 260 & above days of working, the increments will be effective from 1st April.


48.02.2         If an employee’s attendance is  between 240-259 days, the increment will be effective from 1st July.


48.02.3         If an employee’s  attendance is less than 240 days, no increment will be given.


48.03            OTHER POINTS


48.03.1         If a person is promoted and his level is upgraded then the benefits applicable to his category shall automatically be given but no additional payments shall be made and the salary structure will be modified accordingly as per the new level.


48.04            Once the increments are approved, the photocopy of the statement shall be sent to accounts for the preparation of salary.


48.05            No increment letter shall be issued to these categories of employees.


48.06                              PROMOTION (From Level III to IV)


48.06.1         Promotion is way of reward & recognition of an employee’s good performance and contribution for the company & his ability to shoulder higher responsibilities.  It also helps organization to fill supervisory level vacancies through internal resources.  Through promotions, an employee gets a feedback that his contribution to organization is not going unnoticed.  Promotion leads to better / higher designation, which satisfies his / her growth needs.


48.06.2         Promotion in this category must always accompany higher responsibility.  Thus following factors would be considered:


i.                                Vacancy exists for such position

ii.                              Ability to supervise the process and people

iii.                             Potential / Capability to take higher responsibility

iv.                            Performance in the existing level




48.06.3                       Since performance is one of the key factor for determining eligibility of employees for consideration for promotion.  It is important to link performance rating with promotion.


48.06.4         Concerned Unit HRM will prepare list of all such cases, which have been recommended for promotion (level III to IV).  These cases will be put up before the SBU Head for approval (Annexure –  49).


48.06.5                       Promotions will be considered only during April, when appraisal process is completed.  No case will be reviewed during the year.


48.06.6                       In the case of promotion. Promotion letter will be issued (Annexure – 50) which will be signed by SBU Head and this letter shall be issued in person by the Departmental Head.























































49.01               PURPOSE

49.01.1           The Company has a policy that level VII & above categories of employees are entitled to company’s car.

49.02               SCOPE

49.02.1                        This policy is applicable to all units of the N.K. Minda Group.

49.03            SCOPE

49.03.1                       Level VII and above category of employees of the Company shall be entitled for a Company maintained car as under:



Entitlement(including accessories)


46      Additional Permissible Amount (over & above entitlement)

Level VII

Any car not exceeding Rs. 2.50 Lacs and accessories not exceeding Rs. 10,000/-

Upto Rs. 1.25 Lacs

Level VIII

Any car not exceeding Rs. 4.00 Lacs and accessories not exceeding Rs. 10,000/- Upto Rs. 2.00 Lacs

Level IX

Any car not exceeding Rs. 6.00 Lacs and accessories not exceeding Rs. 10,000/- Upto Rs. 2.50 Lacs

Level X

Any car not exceeding Rs. 7.00 Lacs and accessories not exceeding Rs. 12000/- plus Driver Upto Rs. 3.00 Lacs

Level XI

Any car not exceeding Rs. 8.00 Lacs and accessories not exceeding Rs. 12000/- plus Driver Upto Rs. 3.50 Lacs

Level XII

Any car not exceeding Rs. 10.00 Lacs and accessories not exceeding Rs. 12000/- plus Driver Upto Rs. 4.00 Lacs


NOTE: Employee can opt for any car other than MUV


49.03.2            The Company would provide car within the entitlement limit mentioned above against each category on ex-showroom price, however Insurance & Road tax will be extra.. However, employee would have the option to opt for a car, cost of which exceeds his entitlement but such excess amount not to exceed additional permissible amount as mentioned above.                 There are different registration charges in various states.  Hence, for car purchased outside Delhi, the entitlement is increased by an amount equivalent to difference between registration charges wherever applicable at the state/place of purchase vis-à-vis Delhi.

49.03.3                        The Company will pay for the total value of the car including upto additional permissible amount and such total value would be the “Purchase value” of the car. However, a sum equivalent to 2.5% of the additional amount paid by the company would be deducted from concerned employee’s salary every month during the use of such vehicle by him/her i.e.- 48 months.                  Part of pay of that concerned employee to be reduced to the extent of monthly recovery.                  For the ease of operation etc., firstly the LTA entitlement of that particular employee should be reduced. In case LTA amount is not sufficient the balance can be deducted from any of the remaining part of pay entitlements.                  In case the monthly amount to be recovered is less than the monthly LTA of that particular employee, then one way is to recover the amount in 48 months and monthly LTA of that particular employee to be reduced to that extent. Balance LTA to be given as per present rules.                  Proper records ( in separate register ) to be maintained by the Accounts department showing month wise recovery made ( employee wise ).                  When the total amount is duly recovered from the employee ( in 48 months or before ) the monthly recovery amount to be added back to his/ her salary.

49.03.4            Under the car policy, car will remain the property of company. In case the employee has opted for the car other than the entitlement, even then the vehicle will belong to the company.

49.03.5            Any additional fitment of accessories over prescribed limit shall be borne by the concerned allottee.

49.03.6            In case of breakdown of car, Level VII and above concerned shall plan possibility to join other Level VII & above to commute.

49.03.7           The car shall be maintained by the company on actual expenses incurred subject to details of logbook maintained as per format given below. The insurance of the car shall be to the account of the company.




49.03.8                        No major repair shall be permitted during the fourth year, however maintenance would be permitted with a limit of Rs. 10,000/- maximum during fourth year.

49.03.9                        On completion of 4 years from the date of allotment of the car,  the car shall be sold to the allottee at 20% of the basic entitlement or car cost whichever is lower (including ST if any).

49.03.10                    Sales Tax to be levied on the amount of sale at the rates persisting at the time of sale of vehicle.

49.03.11                     20% of the basic entitlement, which will be recovered from the employee concerned is inclusive of sales tax, this means sales tax will be borne by the Company.

49.03.12                    If Level VII and above is allotted an existing old car (which shall however not be more than one year old car) he/she shall be eligible to buy as per the above norms i.e. on the car becoming 5 years old. He shall be eligible to buy it at 10% of the basic entitlement or car cost whichever is lower (including ST if any).

49.03.13                    As per the Income Tax Rule, if a car is transferred to the employee at a value            by considering depreciation @ 20% p.a. / 10% p.a. as the case may be, then there will not be any perquisite. However, if the transfer value is lower than the value so arrived by applying 20% / 10% depreciation, then such difference will be treated as taxable perquisite of the employee.

49.04                              In case, employee leaves the services of the company before completing                                                                                                          four years under the scheme, employee will have to compulsorily buy the car by making the payment given under.  In case employee does not opt to buy the car, the company reserves the right to sell the car in the open market and recover the amount outstanding against the same from the proceeds of the sale.  Any surplus from the proceeds of the sale will be paid to the employee and in case of any deficit; the same will have to be paid by employee and may be recovered from his full and final settlement of account.



WDV as per I-T rule (Dep. 20%) Transfer Value (On which car will be sold) Ref. Note* Difference

(For Perk Value)

During 1st 4 months




I Year (4 – 12 months)




II Year (12 – 24 months)




III Year (24 – 36 months)




IV Year (36 – 48 months)





Note    :  Above % are % of Entitlement amount as per level.


49.05               If the employment conditions of an employee change, so as to alter his car eligibility, the employee may want to avail the new car as per the new entitlement.  In such a case, the company has option to change car or defer it till due in normal course.  When company decides to change (instead defer), concerned employee has to buy existing car, as per above %.


49.06                              SBU Head to approve the sale of old car to User. On such a sale of the car, the allottee shall be entitled for a new car again for the cycle of 4 years.


49.07                              Any allottee leaves the company who has been allotted Car has to    compulsorily buy the car as per the table 49.04 & get the car transferred from Company before processing final settlement. Full & Final settlement payment will not be made to individual, unless he/she provides receipt of RTO for transfer of vehicle.

49.08               The intention of the above scheme is to provide a quality perk to the allottee and reward him/her with a right to dispose off or retain the 4 years old car (presumably used optimum by the company in that period) at his discretion for his tenure of 4 years continuous service put in.

49.09               Any deviation in the above as one time measure can be done by  M.D. at his sole discretion to sort out discrepancies due to old car / late allotment of car, etc.

49.10               At the time of receiving the car, allottee has to fill the form of  Taking Over of Company’ s Car (Annexure – 52A) & Car Option Form ( Annexure – 52B) that he has received the car with all accessories and with proper documents. This form will be filed in the service file of the employee, one copy will be given to him and the original copy will remain with the HRM Department.









50.01            PURPOSE


50.01.1         The policy aims to facilitate employees to procure a vehicle with reimbursement of interest amount by the organization.


50.02            SCOPE


50.02.1         This policy is applicable to all the units of the N.K.MINDA Group.


50.03            PROCEDURE


50.03.1                       The entitlement for the reimbursement of 100 % interest amount of loan  shall be as per the amount mentioned against each category :






Level IV



80% of the cost of two wheeler, whichever is lower

1 Year

Level V



80% of the cost of car, whichever is lower

(In case Level V employee wish to buy two wheeler, he/she can avail the loan as per clause applicable to level IV)

1 Year

Level VI



80% of the cost of car, whichever is lower

(In case Level VI employee wish to buy two wheeler, he/she can avail the loan as per clause applicable to level IV)

1 Year


50.03.2         The eligible employee can get the vehicle financed through the finance company, as per the norms mentioned in the above table. Installment will be paid by the employee, the company will pay interest part of the loan. Employee will ensure that Interest rate charged by the finance company should be negotiated and not more than prevailing market rate of interest.


50.03.3         Reimbursement of interest amount will be as per following criteria :              Loan amount will not be more than prescribed limit. If loan amount is   more than prescribe limit, reimbursement of interest will be done on the basis of prescribed limit.

50.03.4                       The duration of loan period will not be more than 36 months.


50.03.5         Interest subsidy that is given to individual is liable for taxation. Employee has to bear tax in this regard.


50.03.6         The concerned employee will intimate to Accounts Department, who will consider the value of perquisites while computing his taxable salary.


50.03.7         If promoted during the course of the loan, employee should complete current cycle and go for enhanced finance upon completion of the cycle only.


50.03.8         Employees who leave their service from the Group, prior to the repayment of the entire loan, reimbursement of interest amount will only applicable till the time he/she works for the organization.


50.03.9         It will be the responsibility of the concerned employee to bear the total cost towards the petrol and maintenance etc. and he will be entitled to the rates per km. for using his vehicle for official purpose as per the policy of the company.


50.03.10        For getting the reimbursement of interest of loan sanctioned, the concerned employee shall be making the application as per the Annexure – 53 A and B to his Departmental Head who will recommend the same to the HRM Department. The Accounts Department shall counter sign the recommendation as per the policy of the company and there after it will go to SBU Head for approval.


50.03.11        Employee can claim reimbursement of interest of loan either quarterly, half yearly or annually on submission of finance company statement clearly showing interest amount.






51.01            PURPOSE


51.01.1         An employee advance /loan is a cash assistance given to an employee while he is in need of money due to unavoidable circumstances in his personal front. As a broad guideline the following reasons may be observed under the gambit of exigencies :                 Marriage.  (Self, dependent brothers/ sisters/ daughter/son).                 Hospitalization of self/ dependent family members.       Ceremonies in the house of specific nature cause due to death of any first line family member.       Any other miscellaneous reason of grave nature/calamity that has caused a need for cash assistance to the employee with which the immediate superior is satisfied and has found the employee to be genuine and reasonable in his request.


51.02            SCOPE


51.02.1         This policy is applicable to all units of N.K.MINDA Group.


51.03            POLICY


51.03.1         An advance / loan can be granted to any employee who approach for  loan / advance in writing addressed to his immediate superior. The immediate superior should put it up with his recommendation to the approving authority clearly stating his conclusive decision alongwith logic for such a decision.


51.03.2         Employee claiming a loan /advance shall be granted an amount which should    as follows:



Employee with 6 months & below employment in the Company No loan is allowed but salary advance may be allowed which shall be deducted on immediate pay day.


Employee with 6 months to 5 years employment in the company

2 months Basic + HRA Maximum


Employee with 5 years and above employment in he company

3 months Basic + HRA Maximum

51.03.3         In case of 51.03.2 (b & c), amount will be deducted in ten (10) equally monthly installments.


51.04            A salary advance would mean an immediate need for cash to the employee for his personal need depending on his monthly salary due for logical reasons like his proceeding on leave till the pay day etc. This amount shall be granted as an advance, which shall, however, be adjusted against salary payable on the immediate pay day succeeding such a payment.




51.04.1         Salary advance will be paid on the basis of working days. The same are given as under, if,


A Working day are 25 & above will get 80% amount of his salary
B Working days are 20 to 24 will get 60% amount of his salary
C Working days are 15 to 19 will get 40% amount of his salary.


51.05            As per the Income Tax Rule, interest free loan exceeding to Rs.20000/- if given to an employee then it will be treated as perquisite and will be part of taxable salary of the employee.


51.05.1         In view of the above the loan exceeding to Rs.20000/- is given to an employee, then the perquisite value will be calculated by applying the following interest rates on reducing monthly outstanding balance or such other rates as may be prescribed under Income Tax Act / Rule, from time to time :


Purpose of the Loan                                      Rate of Interest (p.a.)


Marriage  (refer                                13%

Hospitalisation (refer                         NIL

Ceremony at House (refer                            13%

Housing – Construction / Purchase                     10%

(Not for repair)

Others (Including Housing loan for repair)             13%


51.06            The above guideline shall remain as a thumb rule for the recommending authorities to decide loan requests from employees, which comes from time to time. However, it shall not become an entitlement of every employee to gain a loan  / advance from the company every year and no employee would, however, be granted a loan / advance if he has not completed six months time of his last installments of deduction of his last drawn loan /advance. It is in any case expected from the recommending authorities that they prudently discriminate the genuine need and the unreasonable demands and put up their recommendation appropriately. While the upper limits have been mentioned the need based real approving authority for the above loan / advance shall be minimum of SBU Head. Deviations from the above guidelines, if any, shall be done only by MD.





52.01            The company has the policy to declare 9 no. of festival holidays.


52.02            Following will be the standard festival holidays to be followed  in all the units :

























52.03            SUBSTITUTE HOLIDAYS


52.03.1         The substitute holidays are declared as per the following policy :       Holidays falling on weekly off days are substituted by declaring any other holiday.       The communication for declaring substitute holidays should preferably be given atleast 10 days in advance.







53.01            PURPOSE


53.01.1         This policy has been laid down to bring similarity among all the employees and to maintain uniformity.


53.02            SCOPE


53.02.1                       This policy will be applicable to all Units of N.K.Minda Group. This covers all permanent employees i.e. Staff & Operators.  However, temporary employees will be issued two aprons (no uniform), colour of the apron can be decided by unit.


53.03            POLICY


53.03.1                       Each Unit can have different Uniform, however, within the Unit colour code, pattern, brand must be common.


53.04            SUMMER UNIFORM


53.04.1         Each employee will be provided two sets of summer uniform every year consisting of trousers & shirts. All new joinees will be given three sets of Uniform & if Company changes the colour/ pattern also.


53.04.2         The cloth will be provided by the company and stitching charges upto Rs. 500/- for two sets of uniform will also be borne by the company.


53.04.3         SBU Head may decide whether the logo of the company should be available on the uniform including shirt, jacket, cap etc for identity.


53.05            WINTER UNIFORM


53.05.1         WINTER UNIFORM : On joining, new employees will get one Sweater & one Jacket or two Jackets as the case may be. After that employee will get one Sweater or one Jacket every year. There will be no deduction of difference between Jacket & Sweater from employees.


53.06            Operators working in the Maintenance, Power Coating, Press Shop Deptt shall also be provided one piece of Apron along with uniform, which they can wear on need basis as required.


53.07            It is expected that all the employees shall be wearing shoe preferably black.


53.08            The uniform shall be given to the above category of employees from the date of joining.


53.09                              The summer uniform shall be issued by 1st April every year, winter uniform shall be issued by 1st October every year.


53.10            All employees shall come on duty in the above said uniform and it should be neat & clean. Employees should wear uniform while visiting other units and outside for official purposes.


53.11                              HRM Department of the respective units as well as the Departmental Head shall be responsible to check and ensure about the wearing of uniform in each case.



53.12            The HRM Department of the concerned unit shall purchase the cloth and shall issue the same to employee.


53.13            No deduction to be made against Uniform, from employees who are leaving the Organisation.











54.0             PURPOSE


54.1             To have fast & better communication within the group.


54.2             SCOPE


54.2.1           This policy is applicable to all the units of N.K.Minda Group.


54.3                POLICY


54.3.1              Head & above category of Employees are eligible for cellphone. For other category of employees cellphone may be provided depending on the nature of work i.e. need to be in constant contact and mobility, with special approval of SBU Head.


54.3.2             The maximum price of handset is limited to Rs.10,000/- in case of Head & above category of employees, Rs.6,000/- in case of Leader and Rs. 3500/- in case of Member.


54.3.3       Unit HRM Dept. is responsible to obtain cellphone take over form (Annexure-57) and the same will be filed in the personal file of the user.


54.3.4           Employee can replace the handset once in two years, subject to handset is beyond repair.  The old handset will be returned to GA dept.  Each dept. should take necessary budget for handsets and monthly bill.


54.3.5           In case mobile is lost or damaged by the user before two years, he will have to purchase handset by himself and after two years he would be entitled for new handset as per policy.


54.3.6           Use of Mobile – No operator is allowed to use mobile at the work place.  In case they bring mobile, the same to be kept in the locker provided to them.


54.3.7           The cost of cellphone would be budgeted as Revenue expenditure and would have to be budgeted. As it is not treated as Capital item, no CIJ is required for this. However, the quantity record of cellphones will have to be maintained and for this purpose a confirmation from each employee will be required as on December 31 of each year.






55.01            OBJECTIVE


55.01.1         The scheme is being introduced with a view to encourage the operators of the company to pursue small family norms.


55.02            SCOPE


55.02.1         This policy will be applicable to all Units of N.K.Minda Group. The scheme shall cover all regular operators of the company who have put in at least 2 years of service in the company and are in the age group of 25 to 45 years.


55.03            ELIGIBILITY


55.03.1         The incentive is admissible to the employee subject to the fulfillment of the following conditions of eligibility :       The employee and the spouse of the employee must be with in the ‘Reproductive’ age group. In case of a male employee, this would mean that he should not be over 45 years of age and his wife should not be over 40 years of age. In the case of a female employee, she must not be over 40 years of age and her husband must not be over 45 years of age.       Only one of the couple is eligible for grant of incentive at their option even when both of them under go sterilization operation.


55.04            INCENTIVES


55.04.1         Employee having upto two children will get cash reward of Rs.1000/- if he/she undergoes a family planning operation. The award is also permissible if the spouse of the employee undergoes the operation.


55.04.2         Cash reward of Rs. 2,000/- will be awarded, if the employee or his/her spouse undergo family planning operation, if the two children’s are daughters.


55.04.3         A cash reward of Rs. 500/- will be given to those employees who maintain minimum difference of three years between first and second child.




55.05.1         An employee may apply in the prescribed application form as at “Annexure – 55”, through proper channel for the grant of incentive to the HRM Department along with the requisite certificate (s) from the prescribed authorities, as mentioned in para 55.06.1 The HRM department will process and issue the sanction order.


55.06            COMPETENT AUTHORITY


55.06.1         In order to be eligible for the benefit under this scheme, the sterilization certificate should be issued by an authorized central authority of the hospital.  Where this is not possible, the sterilization certificate issued by the Central Government for the purpose is sufficient. If the employee or his/her spouse undergo sterilization operation in a Private Nursing Home/Private Hospital is also eligible to




get incentive provided he or she produces a certificate from the concerned Nursing Home/Hospital duly countersigned by the Civil Surgeon/ District Medical Officer/Authorized Medical Officer (CGHS).


55.07            In addition to the cash reward, employee will be eligible for two days special casual leave, for the day of operation and next day for rest and recovery. These leaves are applicable even if his/her spouse undergoes the operation.


55.08            Combination of special casual leaves granted in connection with planning with other regular leave is permissible.









56.01            OBJECTIVE


56.01.1         Group Mediclaim Insurance policy is a welfare policy, which shall enable the employees to claim reimbursement of expenses in case of hospitalization for illness/diseases or injury sustained.


56.02                              SCOPE


56.02.1         This policy is applicable to all the units of N.K.Ninda group.


56.03            Company shall acquire the policy in respect of all employees.


56.04            POLICY


56.04.1                        This policy will be taken on the date of joining itself. Company will deposit an advance amount with Insurance company for inclusion of new joinees. On the day of joining, Unit HRM will intimate Insurance company for inclusion of new employee in mediclaim insurance from day one. Company will take floater policy including Maternity benefits having child care coverage for all employees, other than covered under ESI. Once an Employee is out of  ESI scheme, company will immediately take the Mediclaim policy. Floater policy means all family members will be covered under the same amount collectively and not individually. The meaning of family is self, spouse and children.  No other family members/ dependents of  the employees will be included in the policy.  If insurance company allows inclusion of any member at extra premium, the additional premium will be borne by the employee.


56.04.2         In case employee is already having Mediclaim policy, is exempted under this scheme subject to submission of copy of policy to the concerned HRM Head and he is entitled for reimbursement of the amount against the same as per his entitlement of premium amount.


56.05            APPLICABILITY


56.05.1         This policy shall be applicable through out the country.


56.06            GENRERAL POINTS


56.06.1         HRM will be responsible for all the activities related to Mediclaim i.e. information about illness to settlement of the claim, updation of employee’s list etc.


56.07            The sum insured in the different categories shall be as under :






Level VIII & above

Rs. 1,50,000


Level VI & VII

Rs. 1,00,000


Upto Level V

Rs.    75,000


56.08            CLAIM


56.08.1         Preliminary notice of claim with particulars relating to policy number, name of insured person in respect of whom claim is made, nature of illness/injury name and address of the attending medical practitioner / hospital/ nursing home should be given to the insurance company within seven days from the date of hospitalization/injury/death .


56.09            PROCEDURE


56.09.1         Policy will be taken in the Company’s name on the behalf of the employees, the premium shall be paid by the company.


56.09.2         In case employee Leaves Company during the policy period, he/she can get it renewed himself/herself in order to maintain the continuity of the policy. However in this case he/she will not be eligible for advantage of discount.


56.09.3         After taking this policy, employee can avail the weekly benefits of accident insurance policy also side by side.






57.01            PURPOSE


57.01.1         To take insurance cover for the employees under Group Accident Insurance Policy.


57.01.2         To provide monetary benefit in case of accident.


57.02            SCOPE


57.02.1                       This policy is applicable for all the employees of N.K.Minda Group including   those who are covered in ESI scheme. In case employee is already having Accident Insurance policy, is exempted under this scheme subject to submission of copy of policy to the concerned HRM Head and he is entitled for reimbursement of the amount against the same as per his entitlement of premium amount.


57.03            POLICY


57.03.1                       This policy is applicable to the following categories of employees as per the amount mentioned against each category. The benefits under the above said scheme shall be available as under :






   1 Level VI & above Rs.     5,00,000/-
   2 Level V Rs.     3,00,000/-
   3 Level – II to IV Rs.     2,00,000/-
  4 Level – I Rs.     1,00,000/-


57.03.2         The company will take the policy in its own name. The premium of the policy shall be borne by the company.


57.03.3         Processing of claims : Bills and claims of any employee should be submitted in appropriate form with enclosure to HRM department for interface & conclusion with Insurance company to result in reimbursement of claim. Any employee wish to make a claim should obtain blank claim form from HRM department and intimation as to accident should always be made to HRM as and when such accident occurs.


57.04            The administration of this scheme is the responsibility of the HRM Department.











58.01            PURPOSE


58.01.1         In the event of unfortunate demise of a fellow employee, other employees will contribute a token amount to be given to the next of kin of the deceased employee. This scheme would not only provide a monetary support to the deceased employee’s family but would also convey a message that all employees belong to a family and show concern for each other.


58.02            SCOPE


58.02.1         This policy is applicable to all the unit of N.K.MINDA Group.


58.03            SCHEME


58.03.1         Token amount of contribution shall be as follows:




















58.03.2         50% of the total amount of contribution received from the employees shall be contributed by the organization and then cheque will be released by Corporate Finance department.


58.04            The scheme will be operative in the following way :


58.04.1         The employees will be asked to submit a declaration form as per “Annexure – 56”. In this form the employee would convey his willingness to be member and would authorize recovery of his/her contribution from the salary. The declaration form would also have a column where the employee will mention the nominee.


58.04.2         As soon as the information about the death of an employee is received. HRM Department will inform the Account Department to recover the contribution from the next salary. Rs. 30,000/- would be given to the nominee immediately on death of individual by the parent company. Balance amount will be paid as per policy.


58.04.3         The cheque should be delivered by the Unit HRM Head along with a condolence letter from the SBU Head.


58.04.4         In case of operators the cheque will not be delivered directly to their nominees. Unit HRM will open an MIS A/c (monthly Income Scheme) in the name of the nominee in the post office near his/her residence. The cheque will be deposited in that account and the nominee will get monthly interest on that amount.







59.01            PURPOSE


59.01.1         To improve team building among the employees.


59.02            SCOPE


59.02.1         This policy is applicable to all the units of the N.K.Minda Group.


59.03            PROCEDURE


59.03.1         Departmental Head should organize a get–togather of his department twice a year.


59.03.2         100% expenses or Rs. 400/- per person twice in a year will be borne by the Company( whichever is lower).


59.03.3         SBU Head to monitor whether such get-togethers can be organized inter / intra department.


59.03.4         Budget provision to be made by respective Departments.


59.03.5         Each SBU head to ensure atleast one meeting with his MMC’s family members in a year.


59.03.6                       Units may organize atleast one picnic with all Employees and one cultural programme involving operators/ organized by operators in a year.









60.01.1         The company has the policy to give gift to all the employees irrespective of level including Temporary employees and drivers attached to employees.  The Employees through contractor will be given only sweets.


60.01.2         Cost of the gift should not exceed Rs. 400/- per employee


60.01.3         The sweets amounting to Rs. 150/- per employee to be distributed to all the employees.


60.01.4         The items to be decided for distribution of gift to all the units will be decided by the committee to be decided before Diwali.


60.01.5         The responsibility to purchase the gift rests with the committee.


60.01.6         Each Unit should submit the nos. of gifts atleast 30 days in advance from the date of the distribution.


60.01.7         The sweets shall also be decided by the above said committee.


60.01.8         The cost of gifts/sweet shall be borne by each unit.


60.02            DISTRIBUTION OF BONUS


60.02.1         The bonus wherever applicable will be distributed along with the gifts and sweets.


60.02.2         Rs. 101/- to be given to the employees as “Shagun” who are exempted from Bonus limit.


60.02.3         An employee who is working with in a unit where the bonus is not applicable, he may be entitled to have an ex-gratia payment equivalent to the amount declared at the previous unit from where he was transferred only in the first year.


60.02.4         It is also the policy of the company that the bonus will be paid to employees only after the accounts are finalized and bonus declared by the management.


60.02.5         For employees (Staff and Operator) leaving the company before the declaration of bonus, the bonus shall be settled at the time of his settlement of account if the bonus is applicable.


60.03            DIWALI GREETING CARD


60.03.1         The company has the policy to send Diwali Greeting Card to the important persons who comes into the contact of the company.


60.03.2                       Each unit should send their requirement to Switch – Marketing Deptt, which will get the same purchased in bulk and distribute to the Indenting Units atleast 20 days before the Diwali Day.


60.03.3         The cost of these Diwali cards shall be borne by concerned unit.


60.04            Family get together : A Family get together of group MMC and their 2nd Line on Diwali to be organized by Corporate HRM.


Similarly a Family get together of Unit MMC and their 2nd Line on Diwali to be organized by Unit HRM.





61.01            ANNUAL FUNCTION


61.01.1         The objective of celebrating Annual Day is to give recognition to all the employees of the unit for their contribution. This opportunity is to be utilized for honouring the recipients of service awards, attendance awards or any other such honour. Efforts are to be made such that every member of the team gets the opportunity to interact with Senior Management Staff and is also able to participate in the celebration.


61.01.2         The celebration is to be from one of the following options :       A picnic with all the employees. Destination should be such that the bus journey is not more than 2 hours one way.       A Pooja ceremony to be organized in the unit on the day of Annual day celebration.       A cultural programme to be organized in such a way that employee’s participation is ensured.


61.01.3         No working day is to be lost due to Annual Day celebration. If Pooja or Cultural evening is planned on the actual date of Annual Day, maximum 2 hours Production /Office hours loss is permitted.  If picnic is to be planned, it should be on a Sunday/Holiday.


61.01.4         During the Annual Day which are being celebrated, following awards /Prizes are also distributed.


a.       Best Operator – skill wise (min. 5 skills)

b.                  Best Line of the year


61.02            ATTENDANCE AWARD: The company has policy to recognize the employees who are best in their attendance and the best 3 employees are selected on the basis of their attendance in the company and given certificates along with gifts. The procedure for counting the no. of days of attendance is the actual full day presence.


61.03            LONG SERVICE AWARD: The company has the policy to distribute award to all those employees who have completed the following no. of years of service in any of group company. They are distributed the long service award mentioned against each category.






100 Grams


200 Grams


350 Grams


500 Grams


600 Grams



61.03.1         SILVER Momento can be given with the MINDA logo and tenure of his service in Minda inscribed on the same plus a Certificate signed by the Chairman/M.D. highlighting the contribution made by the employee.


61.03.2         Photographs of those persons who will be awarded with Long Service Award is to be displayed on the notice board atleast one month in advance from the date of annual day of the unit concerned.


61.03.3                       During Annual Day Function, families of Employees served more than    10 Years and above will be invited. Further it is at discretion of SBU Head to invite family of Unit MMC Members.


61.03.4                       Whenever Units are located in same complex ( for e.g.- Switch Manesar, Corporate, Minda Impco) Annual day will be celebrated jointly.



61.04            LUCKY DRAW


61.04.1         During the Annual Day, Lucky Draw to be held and where the name of all the employees should be in a box and a operator preferably oldest one, should come on the stage and take out the 3 slips from the box and the 1st , 2nd , and 3rd luckies be awarded.





62.01            NEW YEAR


62.01.1         Sweets should be distributed on 1st January every year to all employees.


62.02                            LOHRMI FESTIVAL


62.02.1         On Lohri festival sweets (preferably ground nuts and rewaries) to be distributed to all the employees in the evening at the close of the working hrs.


62.03            AKADSI FESTIVAL


62.03.1         On Akadsi traditional Prasad (preferably Lassi, Musk Melon and Mango) to be distributed to all the employees.


62.04            MANGALWAR


62.04.1         An employee to be sent to the temple for “Bhog” and distribute the “Prasad” to each and every employee of the Company including the guests who are present at the reception as well as in the office.







Employees are the best ambassadors of the organization even after they leave. In today’s market conditions where the professionals with right skills and attitude are scarce, it makes sense to rehire the ex-employees on selective basis. The company has the benefit of having known the performance and cultural fitment in the organization.


But there must be some guidelines and same be included in the HRM policy manual.




63.01.1    The former Employee may be considered for Re-induction in cases                    where :       He/she left on an amicable note           His/her past performance/rating of last 3 years, before leaving us preferably be “very good” or above.           Has settled his dues and has not breached the contract terms in terms   of  confidentiality etc.


63.01.2                   He/she must have made valuable/good contributions in his/her areas.


63.01.3                  He/she must now be considered as a good professional with high competence


63.01.4                  To watch out that he will not upset the internal equity or do not pay him  higher then others who have stayed with the organization. Unless he has acquired a rare skill which others do not have.



63.02                         Therefore, the factors to be considered while Re-induction should be:


63.02.1                    Past Performance


63.02.2            Competence, and


63.02.3            Expertise in certain areas.


63.02.4            Need of the organization, to re-induct.


63.02.5                     The former employee must not have left/departed on bad note, to say      that; there was nothing adverse against him/her in terms of integrity, discipline, behavior etc.


63.02.6              Re-induction must be against an existing approved vacancy. The period of leaving should not be a major point. At any given point of time, if the former Employee can do value addition, should be considered for Re-induction.








63.03                   PROCEDURE


63.03.1       Before making rehire decision a prior written approval on given format (Annexure “46”) from MD through Corporate HRM be obtained.


63.03.1                     If an employee rejoins he/she will be re-recruited with normal average increment for the period based on his last ratings i.e. at a level/grade he/she would have reached had he continued in the organization.


63.04                            Such cases should be very limited and need based only, with justifiable                            reasons. Re-induction should be in exceptional cases only.















































64.01            There shall be a Company gift on self-marriage of the employee of any level, who gets married. The terms shall be as follows.


64.02                              Gift shall be of worth Rs. 2100/- ( Cash or in kind).


64.03            The employee should be a permanent employee of the company. (includes probationers and trainees)


64.04            The concerned department head of such an employee who is getting married shall ensure that the gift is presented to him/her. The voucher pertaining to the same  shall be authorized by the department head. The voucher should be accompanied  with the marriage invitation copy in all possible cases.






                         (POLICY NO. 65)


65.01            PURPOSE


65.01.1         This policy has been laid down to clarify the role of HRM Function.


65.02            SCOPE


65.02.1         This policy is applicable to all the units of the N.K.MINDA Group.


65.03            POLICY


65.03.1                       With the perspective to have defined role of HRM following roles have been defined for these functions.


65.03.2                        In all the units, HRM function will be headed by one person.  The day to day HRM will be looked after by Units individually.  At Corporate, all the policies and guidelines will be framed in consultation with unit HRM.  In case of any support, unit may refer to Corporate HRM.


65.03.3           Role of HRM department


Adherence to HRM Policies
Recruitment & Induction – Staff
Personal Files – Staff
HRM Policy formulation & implementation
Training & Development – Staff & Operators
Performance Appraisal – Staff & Operators
Manpower Planning – Staff
Employee Engagement Survey
Competence Mapping & Improvement – Staff
Career Planning
Communication (Magazine etc.)
Emotional Support to People
Reward & Recognition
Exit Interview – Analysis and Action Plan
Employee Retention Strategies
Improve Team Building
Work Culture and Environment
Contribution to Society
Open House
Get-Together/Unit Address/Birthday Celebration, etc.
Job Rotation, Enlargement & Enrichment
Internal Customer Rating












Adherence to HRM Policies
Recruitment & Induction – Operators
Personal Files – Operators
Payroll HRM – For all employees except CPR
Statutory Compliances (PF, ESI, Factory Act, Pollution, Country Town Planning, Fire, Electricity, Contract Labour, Employment Exchange, etc.)
Labour Cases
Annual Day Celebration
Transportation & travel arrangement
Insurance (Mediclaim & Accident etc.) for all employees
Time Office for all employees
Upkeep & house keeping of unit premises
Telecom Systems – Telephone, Mobile, Fax, etc.
Office facilities (Furniture, AC, Lights, Fans, etc.)
Front Office & Mail Systems
Risk Management Systems
Employee Safety
Disciplinary administration and Grievance Handling related to facilities
Employee Separation
Welfare – Loan, Advances, vehicle loan, etc.
Car, Mobile, Laptop
Rest Room
Formulation & Approval of Standing Order.
Guest House administration
Liasoning with Govt. authorities










66.01            PURPOSE/ SCOPE


66.01.1                       This policy has been laid down to provide the food and tea at the work place for all, where the canteen facility is available.


66.01.2                       Company will provide the Food at the specified place for all where the canteen is available.


66.01.3                       The food will be subsidized by the company.


66.02                DISTRIBUTION OF TEA


66.02.1         Company shall provide tea two times in a day.


66.02.2         Tea will be served to all the employees at the specified place decided by the HRM.








67.01            ENTITLEMENT


67.01.1         All the level IV and above employees are distributed the standardized Company’s diary as follows:       Level VI and above – Diary having their names printed on it.       Employees at the level of IV & V are distributed the standardized  diary for their official use only.


67.02            Appointment Diary (Planner) is distributed to all the Level VI and above.


67.03            In no circumstances this diary should be given to outsiders.


67.04            DISTRIBUTION OF DIARY


67.04.1         Switch Division HRM department will be responsible for making its arrangements and distributing the same to each unit.


67.05            Cost of these diaries shall be borne by each unit.


67.06            Each Unit should send their requirement by 15th November to Switch Division HRM department.


67.07            Switch Division HRM department should see that the diaries are sent to the respective unit by 20th December and the Unit HRM department should distribute the diaries to employees by 25th December, every year.
























68.01               PURPOSE


68.01.1         This policy has been laid down to facilitate the employees to grow with the organization by support and guidance of senior members of the organization.


68.02               SCOPE 


68.02.1               This policy is applicable to all the units of the N.K.Minda Group.


68.03            POLICY


68.03.1         Each member of Group MMC to become Mentor of one GET & one Fast Track employee of his unit.  Each Unit MMC Member/ SBU Heads/ MD will also become Mentor for Trainees recruited through Campus.


68.03.2         All the Trainees recruited through Campus will have one Mentor for initial 2 years.


68.03.3         Mentor to be in a different function / department.


68.04            Meeting with Trainee : Mentor’s first meeting with the Mentee should be introductory.  How they can contact each other and be available as and when required.


68.05            Frequency and Timing of Meeting :Meeting between Mentor and Mentee should be held atleast for 2 hours once in a month.


68.06            It is also advised that the Mentor has one lunch or dinner outside office with Mentee once in six months.  This will give the opportunity to Mentee and Mentor to understand each other more better.


68.07                              During Performance Appraisal of Mentee, Mentor will not participate.


68.08            Benefits of Mentoring :


  • Mentoring creates empowered people.
  • It generates people’s goodwill.
  • A development culture settles in the organisation.
  • There may be a higher employee retention.
  • Core values of the organisation may be passed from generation to generation.


68.09              MENTOR 

68.09.1         Counseling is part of the role of Mentor.  Mentor essentially helps the Mentee to deal more effectively with such subjective and personal questions as “Where am I going with my life?”, “My career?”, “What is that I really want?”, “What is the worse and best of life that I have experienced so far?” etc.

Thus a Mentor needs to possess both Counseling and Coaching skills. A mentor needs to make himself available for the Mentee, not for dealing all his problems and frustrations, but available enough to help him over issues related to his growth in the organization.


68.10               MENTEE

68.10.1         For a mentoring relationship to be successful, both individuals need to possess certain personal qualities.  Mentee must be open minded and willing to learn. They should also be prepared to consider their weaknesses and be able to develop a high level of self-awareness.

68.11               WHAT DO MENTORS DO?

68.11.1         Most successful mentoring relationships go through four phases:

  • Establishing Rapport (Initiation)
  • Direction Setting (Getting Established)
  • Progress Making (Development)
  • Moving On (Finalizing /Maintenance)

Each of the phases has its own tasks.

68.12            Establishing Rapport

Tasks: During this time the Mentor and the Mentee will :

  • Exchange views on what the relationship is and is not
  • Agree a way of working together
  • Set up a way of calling meetings, frequency, duration, location

68.13               Direction Setting

Tasks: The Mentor and Mentee will :

  • Learn about the Mentee’s style of learning
  • Think through the implications of their style for how they will work together
  • Diagnose needs
  • Determine learner’s goals and initial needs
  • Set objective measures
  • Identify priority areas for work
  • Clarify focus of their work
  • Begin work

68.14               Progress Making

Tasks: Now the Mentor and Mentee will:

  • Create a forum for progressing the Mentee’s issues
  • Use each other’s expertise as agreed
  • Establish a means for reviewing progress and adapt the process in the light of this review
  • Identify new issues and ways of working that are required
  • Be ready for the evolution of the relationship

68.15               Moving On

Tasks: Now the Mentor and the Mentee will:

  • Allow the relationship to evolve
  • Move to maintenance
  • Review what can be taken and used in other contexts







69.1                    PURPOSE


69.1.1                           It has been felt that most of the senior executives are continuing with the same functions and for the same product range / SBU, which is limiting their exposure and vision just to their own SBU.


69.1.2                           Job Rotation is to give these members an insight of the working of other departments / functions, which will make them versatile and also help them in understanding the problems being faced by their counterparts.   This will also help in building a strong second line.


69.1.3           As it is expected that the vision of an  executive placed at that level should be of  organizational level and not limited to his department / Unit / SBU.  By introduction of this policy, this concern can also be addressed.


69.2                SCOPE


69.2.1.                   This policy is applicable for MD’s MMC and Unit MMC members.


69.3             POLICY


69.3.1           Every year minimum one rotation from MD’s MMC as well as from Unit MMC member.


69.3.2                           Executives who have spent more than three years in a particular Department / Division could only be moved to another Department / Division, where he / she should remain for minimum three years.


69.3.3                           For smooth take over of the department, overlapping period of minimum two months shall be given to the executive.


69.3.4                           While rotating an employee, he / she will be extended all possible help to acclimatize himself with the new department / division and necessary training inputs with respect to various key aspects like commercial, technical, legal etc. shall be arranged.






70.01 PURPOSE:


70.01.1 To have a standard written & specified procedure for cash disbursement.


70.02 SCOPE: This procedure will be applicable to all the Units of N. K. Minda Group.


70.03 PROCEDURE:  The following procedure has been laid down.


70.03.1 The Cashier shall responsible for the cash disbursing, verification & its tallying with the day book at the close of business on every day.
70.03.2 The cashier shall be responsible for any variance in the cash and controlling its key and shall hand over its duplicate key under safe custody of Unit Finance Head. Physical verification will be carried out by UFH twice in a month. The cash payments will be made on the basis of rounded off to the nearest rupee.
70.03.3 It is prime responsibility of the cashier to get exchanged the soiled notes once in a month and at the time of exchanging the soiled notes he has to make details of each and every currency alongwith number of the notes in the letter head of the company duly signed by the authorised signatory and torn notes should be pasted.
70.03.4 The Cashier shall be responsible for maintaining day book (Manual/ Computer generated) on daily basis / on disbursement day, after making the payments of a day and shall enter all the vouchers in the day book consisting voucher number and whom amount is paid and shall tally with the physical cash available with him and shall make a detail of cash lying in the cash box on daily basis/ disbursement day.
70.03.5 The cashier shall make payment on days as approved by SBU Head (maximum 3 days in a week) and in case of Corporate Office the payment shall be made twice in a week, first payment shall be made on Tuesday and second payment shall be made on Saturday. The time of cash disbursement shall be fixed by Unit Finance Head/Business Head.
70.03.6 Before making any payments the cashier shall verify the correctness of vouchers and approval as per authority norms for all the vouchers which are to be paid and shall allot the correct account head on which amount to be booked and shall mention narration and voucher number started from 1st day of financial year as per the serial number. Cashier should ensure proper and adequate supports with the voucher before making any payment. In case of Bill stating cash/credit than, Cash Receipt of vender must be there as a proof of cash payment.
70.03.7 The Unit Finance Head and SBU Head shall decide to keep the minimum cash for smooth functioning of the organisation.
70.03.8 After making the payment he shall put a stamp that is called “PAID” stamp on every voucher which is paid and entered in the day book and shall monitor serially started from 1st day of the financial year and shall call the Binder after close of every quarter for voucher binding and other records of the organisation.


The cashier shall affix revenue stamp of one rupee in the case of cash transactions of the value of which exceeds one thousand rupees.


The cashier shall make credit entry in the respective account when he receive the cash from the employee.


The cashier is responsible to maintain staff advance control register, imprest control register, and part of the salary register, whenever he will make the payment of aforesaid nature of expenses he shall make an entry in the respective control register of individual a/c accordingly. The imprest account must be brought to nil quarterly (30th June, 30th Sept, 31st Dec.  & 31st March)


The cashier is also responsible for checking of the payroll and its scrutinizing and disbursement of the salary in time or as per salary procedure.


The cashier is responsible for adequate insurance coverage of cash i.e. cash in safe, cash in transit, transit within limit, Fidelity of the person handling cash, cash in safe for fire and responsible for its renewal timely (extracted for ready reference is mentioned in para 3.13.1. & 3.13.2.).

CASH IN SAFE: Adequate coverage of insurance must be done to ensure that the total cash in safe is under insurance coverage and actual amount kept in safe does not exceed the insured limit. Whenever the cash is withdrawn for specific purpose  say wages, than policy for that period to be enhanced by that amount.

CASH IN TRANSIT:  The coverage of insurance in respect of cash in transit should be taken till the amount is disbursed at the office and the amount in transit should also be within the limit. Whenever cash is withdrawn it should be entered in a Register kept with cashier to know about utilized value as well as the pending insurance cover for in transit. When the amount is inadequate next policy is to be taken. The above insurance policies in respect of cash should also cover fidelity of the person handling cash and coverage of the person handling imprest.

For Cash withdrawal, Company’s Car will be preferably used irrespective of the amount of Cash withdrawal. The person who will be withdrawing the cash be changed i.e. same person should not withdraw cash from the Bank. Atleast two persons must go to the Branch to withdraw the cash if amount is more than Rs.1.00 Lacs and UFH to ensure only those persons to withdrawal of cash whose names are furnished with the insurance company to avoid any claim loss, if any.


The cashier shall make plan for cash withdrawal on every day as per cash plan and in case of falling bank holiday, he shall withdraw the cash well in advance. Whenever cashier proceeds on leave he shall inform to his immediate superior well in advance and shall handover the cash appearing in the day book before proceeding on leave.


No payment shall be made in cash a sum exceeding twenty thousand rupees, if any payment is more than twenty thousand rupees the cashier shall make an account payee cheque or demand draft drawn on a Bank in such cases.


The cashier shall keep all the important documents such as Fixed Deposit Receipts issued by Banks.





















(Policy No. 71)

71.01            PURPOSE


71.01.1         To meet the requirement of fast & better communication, employees may need to use information and data readily available all the times.


71.01.2                       Laptops are required to be given to employee who needs to move frequently for official purposes.


71.02            SCOPE


This policy is applicable to all the units of N.K.Minda Group.


71.03               POLICY


71.03.1                       Senior employees required to move frequently and requiring information and data easily available with them all the time.  Hence it is decided that employees of Level IX & above are entitled for laptop, subject to their function require the same.


71.03.2          The configuration of Laptop will be finalized by Head – Group IT.



71.03.3         Above category of employees can purchase any Laptop as per following limit.


Business Head          :        Up to Rs. 1.30 Lacs


Level IX & Above      :        Up to Rs. 1.00 Lacs


Depending upon the nature of the job, MD may approved laptop for other level of employees also, however, cost of such laptop should not exceed Rs. 60,000/-.


71.03.4         On issuing the Laptop to employee, unit HRM to obtain company asset take over form (Annexure – 54) and the same will be filed in the personal file of the user.


71.03.5                       As technology is changing fast, laptops are also required to be updated regularly.  Laptop can be replaced once in three years depending on the recommendation of Group IT department.  In such case old laptop can be sold to the supplier in buy back scheme.


71.03.6        IT dept. will ensure that Insurance policy for Laptop is taken at the time of purchasing the laptop.


71.03.7                       The quantity record will have to be maintained and for that purpose a confirmation has to be taken from each Laptop allottee by December 31 every year.


71.03.8         The Laptop would be budgeted under Capital items and CIJ has to be put up to MD for approval.



(Policy No. 72)

72.01            PURPOSE


72.01.1         To meet the all staff members on regular basis to have better interaction with them.


72.02            SCOPE


This policy is applicable to all the units of N.K.Minda Group.


72.03               POLICY


72.03.1         Quarterly Open House shall be planned for 2nd Line of SBU Head for his Unit.


72.03.2                       Yearly Open House shall be planned for 2nd Line of MD by Corporate HRM.































(Policy No. 73)


73.01            PURPOSE


73.01.1         For Medical check up of Level VIII & above employees.


73.02            SCOPE


73.02.1         This policy is applicable to all the units of N.K. MINDA Group.


73.03            POLICY


73.03.1                       Corporate HRM will identify Hospital & Scheme for Annual Check up. Unit HRM will co-ordiante the activity.


73.03.2         Provision of the budget will be taken care by Unit HRM.
















































(Policy No. 74)

74.01            PURPOSE


74.01.1         To provide credit card for Level IX & above Employees.


74.02            SCOPE


This policy is applicable to all the units of N.K.Minda Group.


74.03               POLICY


74.03.1        Provide Visa/ Master credit card to employees. The annual subscription charges will be borne by Company.


74.03.2                       Providing credit card will be the responsibility of Unit HRM   department.


74.03.3                       To use the credit card while on tour or for official purpose.












































( POLICY NO. 75 )



75.01            SCOPE


75.01.1         This policy is applicable to all the units (as applicable) of the N.K.MINDA Group.


75.01.2          To applicable to all employees Level – IX & above.



75.02            PROCEDURE


75.02.1         15% of basic salary will be contributed in individual account on monthly basis. This contribution will be transferred to the Superannuation Trust.


75.02.2                         Employees will get statement of accounts from respective accounts    department of  Units on yearly basis.


75.02.3                       At the time of retirement or in case of separation (by any other reason) the employee become eligible to claim pension from LIC. In addition he also has the immediate option to get1/3rd of total outstanding amount by way of commuted pension. For claiming of the same the Employees or his/ her legal heir has to fill up the forms available with Unit HRM.





























1.      For any achievement, Gifts will be common for Staff and operators, same Diwali policy will be followed.  SBU Head to decide the amount, however, amount should not exceed the Diwali Gift amount.



2.      Decided that no plant will run on holidays. In case of emergency the written permission to be taken from Corporate Business Head / Corporate HRM dept.  SBU Head is responsible for taking approval.


3.      The deduction of Canteen amount for Operators will be Rs. 100/- per   month, and there will be no change for staff deduction.









































Annexure No.

Policy Reference


File Type


Adarshnidhi Declaration Form





Application for Family Planning Incentive





Application for Part Time Operator




Application for Vehicle Loan interest reimbursement approval form

53 (A & B)




Appointment Letter of Trainees





Appointment Letter of Trainees(After Confirmation)





Appointment Letter of Operators





Appointment Letter of Temporary Operators




Appointment Letters( Level IV to IX )

12 (A to E)




Appraisal Form – Operators





Appraisal Form (Half Yearly)





A. Appraisal Form (Yearly)

B. 2nd Line check list








Assessment of Probationer





Bank transfer letter for Wages




Bond Agreement – Foreign Training






Car Take Over Form


52( A & B )





Confirmation Letter of Staff





Declaration from Reference – Operator





Employees Outgoing Register Format





Exit Interview Form






Extension Letter of Probation





Feedback of new entrant






Final Clearance Form






Foreign Travel/ Training Approval Form

43(A & B)





Foreign Training-Deployment status





Incoming Material Register Format






Annexure No.

Policy Reference


File Type


Induction Check List






Induction Feed Back Form





Induction Form






Inter Unit Transfer Form





Increment Letter





Interview Evaluation Form Level IV,V & VI





Interview Evaluation Form Level VII-IX





Interview Evaluation Form Level X & Above





Interview Evaluation of Operator





Late Coming Employees Register Format





Lease Agreement






Leave Card






Letter for Reference Checking





Manpower Requisition Form





Offer Letter






Offer Letter of Trainees






Outgoing Material Register Format





Performance Report of Trainee during training





Performance Review of Trainees





Personal file Check List Staff & Operator

28 (A&B)




Promotion Letter






Recommendation for Promotion





Re-recruitment/ Re-induction Form





Reference Checking from last Employer





Reminder for reference Checking





Reminder for reference checking from last employer





Resignation Acceptance letter





Returnable Material Register Format





Salary Break up Form







Annexure No.

Policy Reference


File Type


Service/ Experience Certification





Taking Over of Company Cellphone





Taking over of Company Asset





Terms Amendment in Appointment – Foreign Training






Training Feed Back cum evaluation form from individual and from Superior





Transfer Details Form




Travelling Norms – Inland





Visitors Entry Register Format










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Posted by Hrformats - January 4, 2012 at 6:52 AM

Categories: HR   Tags: ,