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10 Facts That One Must Know About EPF

The following attachment is very useful to understand and implement EPF in your company.
We all know what is EPF – Employee Provident Fund. A small part of your salary (12% of your basic salary) is invested in something called EPF and an equal amount is matched by your employer each month. This is what 95% people know about EPF. But there are many things in EPF which a lot of people don‟t know and this article is going to open some not known secrets of EPF. One should be aware about all the EPF related information. So lets take them one by one in points format.
1: You can also nominate someone for your EPF
Do you know that there is also “nomination” facility in EPF. The nominee will be contacted at the time of death of the person and handed over the EPF money. However if nomination is not present (which you should check), it can raise to all sort of issues while claiming money. There is a form called Form 2 which has to be filled to change or update the nomination. Please contact your company finance department or directly send the form to EPFO. One very strange rule as per the Act is that you can‟t nominate your brother for EPF. Not sure why!
2: One can get pension under EPF
Do you know that there are two elements in EPF- one is called EPF and other is EPS. The EPF is actually for your provided fund and EPS is for your pension. The 12% contribution from your side goes to EPF, but the 12% contribution which your employer makes, out of that 8.33% actually goes in EPS (subject to maximum of Rs 541) and the rest goes into EPF. So understand it this way, a part of your employer contribution actually makes up your pension corpus. But there are some caveats to this. PLEASE SEE THE ATTACHMENT.
One is liable for pension only if one has completed the age of 58. One is liable for pension only if he has completed 10 yrs of service (in case of more than one companies, the EPF should have been transferred, not withdrawn) The maximum Pension per month is subject to maximum of Rs 3,250 per month. Lifelong pension is available to the member and upon his death members of the family are entitled for the pension.
3: No interest is given on EPS (pension part)
You must be thinking that you regularly get compound interest each year on your contribution + employer contribution. But it does not work like that. The compound interest is provided only on EPF part. The EPS part (8.33% out of 12% contribution from your employer or Rs 541 what ever is minimum) does not get any interest. At the time of withdrawal , you get both EPF and EPS.
4: You might not get 100% of your EPF money
Imagine your contribution + employer contribution has been total Rs 3,50,000 till date. Out of this 3,50,000 , suppose 2,50,000 has gone in EPF , and rest 1,00,000 has gone in EPS (for pension) . Now if you quit your job in 6th year of employment and opt for withdrawal of your EPF money (EPF + EPS actually) , then do you think you will get total 3,50,000 . NO !
Thats because you always get 100% of your EPF part, but for EPS there is separate rule . There is something called Table „D‟ , under which its mentioned how much you get at the time of exit from your job, there is a slab for each completed year and you get n times of your last drawn salary (depending on the completed year of service) subject to maximum to Rs 6,500 per month. So if your salary in this case was Rs 30,000 per month, still you will be given only 6,500 * 6.40 = Rs 41,600.
Note that the table D is upto 9 yrs only, because if 10 yrs are crossed, then you are liable for pension.
5: You can invest more in EPF, its called VPF
You can always invest more than 12% of your basic salary in EPF which is called VPF. In this case the excess amount will be invested in EPF and you will keep on getting the interest, but the employer is not suppose to match your contribution. He will just invest upto maximum of 12% of your basic, not more than that.
6: Withdrawing of EPF amount at job change is illegal
Almost every one thinks that withdrawing of your EPF amount after a job switch is totally fine and allowed, however as per law, it‟s illegal. You can only withdraw your EPF money only if you have no job at the time of withdrawing EPF and if 2 months have passed. Only transfer is allowed in case you get a new job and you switch to it. While there are no cases where EPF office tracks these things and takes up this matter, still just for your information you should know that if you got a new job and took it and then you are applying for withdrawal, its illegal as per law. However in
case of EPS, if the service period is less than 10 years, you‟ve option to either withdraw your corpus or get it transferred by obtaining a „Scheme Certificate‟. Once, the service period crosses 10 years, the withdrawal option ceases.
7: One can opt out of EPF if he wants
Yes! It might be a surprising fact for many , but if one‟s basic salary per month is more than Rs 6,500, he has an option to opt out of EPF and not be part of it. In which case he will get all his salary in hand (without anything deducted every month). But the sad part is that one has to opt out of EPF in the start of his job. If a person has been part of EPF even once in his life, then he cant opt out of it. So if you have already had EPF in your life. This option is not for you, but if you are new to job and your EPF account number still does not exist, you can tell your employer that you don‟t want to be part of EPF . You will have to fill up form 11 for this.
8: Your EPF gives you some life insurance too
A lot of people might not know that in case a company is not providing group life insurance cover to its employees, in that case the employee is given a small life cover through EPF. This is because there is something called Employees‟ Deposit Linked Insurance (EDLI) scheme and your organisation has to contribute 0.5% of your monthly basic pay, capped at Rs 6,500, as premium for your life cover. However companies which already have life insurance benefits to employees as part of the company, are exempted from this EDLI scheme. The bad part of this EDLI scheme is that the life cover under this option is very low and that‟s maximum amount of Rs. 60,000. While this is peanuts for most of the people in big cities. For employees in small scale industries and small cities, this amount of Rs 60,000 will still count something.
9: You can use EPF money can be withdrawn at special occasions
So now you know that EPF withdrawal is not permitted if you are still working. But there are occasions when EPF withdrawal is allowed. While you cannot withdraw it fully, you can withdraw a partial amount. Following is a list of events when you can withdraw the EPF amount and the conditions you need to fulfill:-
1. Marriage or education of self, children or siblings
– You should have completed a minimum of seven years of service. – The maximum amount you can draw is 50% of your contribution – You can avail of it three times in your working life. – You will have to submit the wedding invite or a certified copy of the fee payable.
2. Medical treatment for Self or family (spouse, children, dependent parents)
– For major surgical operations or for TB, leprosy, paralysis, cancer, mental or heart ailments – The maximum amount you can draw is 6 times your salary – You must show proof of hospitalization for one month or more with leave certificate for that period from your employer.
3. Repay a housing loan for a house in the name of self, spouse or owned jointly
– You should have completed at least 10 years of service. – You are eligible to withdraw an amount that is up to 36 times your wages.
4. Alterations/repairs to an existing home for house in the name of self, spouse or jointly
– You need a minimum service of five years (10 years for repairs) after the house was built/bought. – You can draw up to 12 times the wages, only once.
5. Construction or purchase of house or flat/site or plot for self or spouse or joint ownership
– You should have completed at least five years of service. – The maximum amount you can avail of is 36 times your wages. To buy a site or plot, the amount is 24 times your salary. – Can be avail of it just once during the entire service.
10: You can file an RTI application for EPF issues
Did you know that you can file an RTI applicable to get any kind of information regarding your EPF. You can file it if you are facing issues like no clarity about balance in your EPF, no action taken for your EPF withdrawal or transfer. To find out information about other issues on EPF. I have done a detailed post on how to file an RTI for your EPF issue.

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Posted by Hrformats - October 6, 2012 at 5:50 AM

Categories: HR   Tags: , , , , , ,

Indemnity Bond Format

I have attached draft of Indemnity Bond.



THIS INDENTURE made the _____ Day of _____,_____, between


_____ Widow of late _____ son of _____ resident of _____, Hereinafter called “Principal Party” of the first part and


______________________________Hereinafter called the “the Surety” of the  second part and _____ Hereinafter called “the Bank” of the third part.


Whereas Late _____ Deceased at the time of his  death had the  following accounts with this Bank.




 Whereas the said principal party _____ claim /claims to be heir/heirs to the said late _____ and entitled  of the above  mentioned property of the  deceased and also claim/claims the payment  of the balance/ balances standing to he credit of the deceased in the book of the Bank.




NOW THIS INDENTURE witness that in consideration of the payment of the Bank of amounts above specified ( the receipt whereas  the said Principal party  hereby the acknowledges) the  said surety both  bind  themselves severally and jointly to pay the aforesaid amounts  with interest  loss damages and costs of  all kinds  whatsoever to the said Bank. In case any claim is made about the aforesaid money / moneys by any body else.


Further in consideration of the aforesaid payment to the said principal party by the said bank. The said principal party and the said Surety both undertake for themselves their heirs executors and administrators to hold the said bank its agents etc. harmless and (indemnified in respect of all claims to the aforesaid money).


IN WITNESSES WHEREOF the said _____ wife of late _____  And ______________ have put their  signatures.




1.     Signature _______________


Name: _____


Address: _____, _____.




2.     Signature _______________


Name: _____ 


Address: _____, _____.


Click Here To Download Draft of Indemnity Bond


Draft of Indemnity Bond

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Posted by Hrformats - August 30, 2012 at 5:34 AM

Categories: HR   Tags: , , ,

Draft of Communication Policy For Corporates

I have attached draft of communication policy for corporates.


Draft outline of Communication policy







A Directive on E-mail Use


1. Electronic mail is an essential element of business in XXXXXX (WRITE YOUR ORG NAME), providing convenient, time-saving communication within the  organization and externally. It also conserves institutional memory. The electronic exchange of information has a profound impact on business, and regulating such exchange is not merely a technical issue. Clear guidelines are required in order to ensure that  the e-mail system is used efficiently and effectively.

2. The “XXXXXX (WRITE YOUR ORG NAME)’s corporate e-mail” directive is issued by ____ in the framework of its mandate for administration management and in collaboration with other concerned Offices. It sets forth the policy for an efficient, secure and reliable use of the corporate e-mail system.

3. The objectives of the policy are to ensure that:
XXXXXX (WRITE YOUR ORG NAME)’s e-mail system is used efficiently and effectively;
staff members are informed of the rules regarding use of e-mail services;
availability and continuity of e-mail services are maximized; •
the institutional memory of e-mail communication is preserved; •
exposure of the Program to breaches in security is minimized; and •
the use of e-mail is compatible with the ethical standards that our corporate follows

The rules and procedures described in this document apply to all XXXXXX (WRITE YOUR ORG NAME) staff members and
anyone granted access to XXXXXX (WRITE YOUR ORG NAME)’s e-mail system (hereafter called “users”).

As with most businesses, e-mail communications at XXXXXX (WRITE YOUR ORG NAME) fall into one of two categories:
Administrative or Personal.

Administrative e-mail
4. Administrative e-mails convey content related to XXXXXX (WRITE YOUR ORG NAME) activities or to the service conditions of its staff. They enable and facilitate operations, provide a basis for individual or institutional accountability, and/or protect legal interests.
5. Administrative e-mail messages are part of the institutional memory and, as such, are preserved in electronic registries. Such messages include, but are not limited to: project documents, donor proposals, contracts, press releases and letters to applicants.

Administration Department Directive 3
6. E-mail messages of a less substantive nature which have an indirect, supportive
relationship to XXXXXX (WRITE YOUR ORG NAME)’s business may not need to be registered in electronic registries. Such messages are expected to have a short-term value and include drafts of documents, providing or requesting meeting or travel arrangements, responding to simple enquiries.

Personal e-mail
7. Personal e-mails have no relationship whatsoever to XXXXXX (WRITE YOUR ORG NAME) or to the service conditions of its staff. Examples of personal e-mail include: correspondence with friends or family, responses to advertisements, purchase of personal goods.
8. XXXXXX (WRITE YOUR ORG NAME) values the importance of enabling its staff to properly balance work and their personal lives. XXXXXX (WRITE YOUR ORG NAME) recognizes that staff can use the corporate system to exchange personal e-mail from time to time, particularly in hardship conditions. In other circumstances, staff is encouraged to use commercial e-mail accounts for personal purposes. These accounts are widely available at no cost.

9. Corporate e-mail services are extended for the use of XXXXXX (WRITE YOUR ORG NAME) staff and partners to accomplish tasks related to and consistent with XXXXXX (WRITE YOUR ORG NAME)’s activities and mission.
10. With the exception of material clearly owned by third parties, XXXXXX (WRITE YOUR ORG NAME) is the legal owner of all accounts and information stored on or passing through its e-mail system.
11. E-mail messages generated by users are identified, over the public Internet, under the domain @XXXXXX (WRITE YOUR ORG Website).
12. Access to XXXXXX (WRITE YOUR ORG NAME) e-mail services is a privilege that may be restricted by XXXXXX (WRITE YOUR ORG NAME) without prior notice and the consent of the e-mail user.

Activation and termination of e-mail accounts
13. A user is provided with an e-mail account by the EDP department through the
completion of an access form signed by his or her manager.
14. When a user leaves the company e-mail system privileges cease, XXXXXX (Write your Org Name) unless a request for continuation has been approved in writing by the EDP head. Normally, such approvals will be granted for a limited period.
15. In special cases, e-mails could be redirected to the user’s new affiliation or to a designated account at XXXXXX (WRITE YOUR ORG NAME) for a reasonable period of time, as determined by the staff managers.
16. E-mail accounts that have not had any activity or access for a period of six months will be automatically deleted and the corresponding contents archived.

Administration Department Directive 4

17. XXXXXX (WRITE YOUR ORG NAME) recognizes e-mail as an indispensable means of communication and emphasizes proper e-mail content and prompt replies in delivering quality service and a professional image. Common rules are set hereafter to communicate better and derive maximum benefit from using e-mail efficiently. A list of encouraging practices can be found in Annex I, ‘’email
18. To supplement this Policy, field offices may define additional technical conditions of appropriate use for local computing. Such conditions are intended to deal primarily with situations of limited resource supply.

When to use e-mail
19. The use of e-mail is encouraged particularly when it is a cost-effective means of communication, when it facilitates work in multi-time zone environments, or when the message/information being sent needs to be transformed for other uses.
20. At the same time, e-mail is designed for convenience, not urgency. The phone is a better tool for urgent messages. When actually important, a follow-up e-mail should be sent to document the verbal discussion.
21. XXXXXX (WRITE YOUR ORG NAME) staff and other users are requested to use the same personal and professional courtesies and considerations in e-mail as they would in other forms of communication, particularly those applicable to written communications. It should be kept in mind that e-mail creates a tangible record of communication.

User identification
22. In line with XXXXXX (WRITE YOUR ORG NAME)’s culture of transparent communication, the user name, e-mail address, organizational affiliation and related contact information must always reflect the  actual originator of a message.
23. Anonymous accounts are not allowed.
24. The e-mail sender is automatically identified by the first and last names of the owner (e.g. eugene.smith@XXXXXX (Write your Org Name).org or Eugene Smith/XXXXXX (WRITE YOUR ORG NAME)).
25. Further identification of the sender should be made by inserting the following
information XXXXXX (Write your Org Name) under the body of the e-mail message: first name, last name, title and Office, telephone number(s).

Administration Department Directive 5
Choice of recipient and subject
26. The “To” header line. Recipients listed in the “To” header line should be limited to those for whom the message requires direct attention or action. If a message is addressed to multiple parties, no one person is considered the responsible party.
27. The “CC” header line. Recipients listed in the “CC” header line should be limited to those who need the message for information purposes but are not required to take action.
Senders should make a careful selection of recipients to avoid an XXXXXX (Write your Org Name)necessary accumulation of e-mails by recipients, thus detracting from important information that recipients may need to access.
28. The “BCC” header line. Blind copies are permitted only when a message needs to be sent to a large number of recipients. Each recipient listed in the BCC header line will receive a copy of the e-mail with his or her name in the To header line. This is considered proper protocol by corporate standards.
29. Various lists of multi-recipient addresses are available for this service: All HQ Staff’, ‘All Country Directors’, ‘All XXXXXX (WRITE YOUR ORG NAME) Staff’. Its use is limited to offices of Division Directors and the central ___service desk.
30. The “Subject” header line. As all e-mails are filed in an Organization-wide system, e-mails should contain only one topic in the subject line to facilitate this process. The topic should be expressed as tersely as possible. On those occasions when the recipient needs to be provided with information on two or more XXXXXX (Write your Org Name)related topics, it is advisable to send separate emails, with each corresponding to one topic.

Replying to an e-mail message
31. Individuals should respond promptly to all messages containing their names in the
“To:” header field. An acknowledgement of receipt is expected be sent within 24 hours, and a substantive reply within three working days whenever possible, unless the message makes it clear that no response is necessary.
32. All users accepting the responsibility of a mailbox in their name should check the mailbox at least once each day when they are in the office. They should also make arrangements for the handling of their e-mail during absences, either by having their e-mail forwarded to another XXXXXX (WRITE YOUR ORG NAME) staff member or activating an out-of-office reply.
33. To keep the thread and context of the message clear, it is recommended that the “reply with history” function be used when replying. However, any  attachment should be removed before using the function.
34. To maintain e-mail effectiveness, the function ‘’ reply to all’’ should be carefully used: only the interested recipients should be addressed. It is not necessary to “copy all” to get the point across. This function may clog up the recipient’s mailbox, creating impediment and nuisance.

Administration Department Directive 6
35. If an e-mail message contains restricted information1, users must not forward it to another recipient unless the recipient has been authorized to view the information or the originator has explicitly approved the forwarding.
Copying communications in the electronic registry.
36. In order to maintain the integrity of the Programs institutional memory, all
administrative electronic correspondence that has financial, fiscal, administrative or legal value should be copied to the electronic registry.
37. Administrative e-mail messages of a less substantive nature, (e.g. meeting or travel arrangements, simple enquiries) should not be registered in the electronic registry. It may be saved in the user’s personal computers for quick reference and then discarded whenever suitable.

Deleting messages/attachments
38. Mailboxes are not intended to be used as data repositories; users should save
important e-mail messages and attachments as documents in their personal computers or in the electronic registry.
39. Old or unneeded messages should be deleted or archived as they take up valuable disk space. Attachments should be deleted after replying. Unless there are new recipients being addressed, attachments needlessly consume system resources.
40. Attachments should be zipped before being sent. A number of field offices suffer from poor connectivity. Large attachments may clog the line up and cause much inconvenience.

Personal use
41. XXXXXX (WRITE YOUR ORG NAME) recognizes the need to use its systems for personal use, which may arise from time to time. In these instances, staff can make personal use of corporate e-mail facilities, provided that it does not:
a. interfere with the operation of XXXXXX (WRITE YOUR ORG NAME)’s computing facilities by wasting computer resources or unfairly monopolizing them to the exclusion of others. Computer based resources – such as network bandwidth and storage capacity – are not unlimited;
b. diminish the user’s productivity in terms of work-related obligations; and
c. violate the rules contained in this or any other applicable policy.

Prohibited use
42. All actions and communications performed by users in the course of serving XXXXXX (WRITE YOUR ORG NAME) may reflect the corporate posture or image of the Program. To minimize the risks of
1 For an explanation of restricted information, please refer to Policy AD 2002/002, ‘’XXXXXX (WRITE YOUR ORG NAME)’s Corporate
Information Security Policy’’.

Administration Department Directive 7
compromising this posture or image, the use of XXXXXX (WRITE YOUR ORG NAME)’s e-mail system is not allowed  under the circumstances and conditions described below.
43. Incompatibility with International Civil Service Environment. XXXXXX (WRITE YOUR ORG NAME)’s e-mail services shall not be used to view, store or disseminate any message whose content can be classified as not compatible with a civil service environment. These include, but are not limited to

pornographic texts or images •
material promoting sexual exploitation or discrimination, racism or violence •
messages that are derogatory or inflammatory regarding race, age, disability, •
religion, national origin or sexual preference
information concerning drugs or weapons •
commercial advertisements •
44. Strain on computing facilities or e-mail systems of others. XXXXXX (WRITE YOUR ORG NAME) e-mail services shall not be used for purposes that could reasonably be expected to cause strain on any computing facilities, or interference with others’ use of e-mail or e-mail systems. Such uses
include, but are not limited to:
entry into, examination, use or transfer of, or forging or tampering with the •
accounts and files of others;
misrepresenting, obscuring, suppressing their own or another user’s identity; •
altering e-mail system software or hardware configurations; •
theft, destruction, falsification or unauthorized removal of e-mail messages; •
entering destructive codes (e.g. viruses) and material concerning ‘hacking’; •
exploiting users’ lists or similar systems for the widespread distribution of •
unsolicited mail;
subscribing to newsletters with no business-related content •
sending/receiving attachment files that exceed the size limited set by EDP (filters that are set to prevent large attachments and specific types of files that are harmful).

2 See directive AD 2003/001 for a complete listing of such prohibitions
Administration Department Directive 8
45. To safeguard data security and help prevent unauthorized access, XXXXXX (WRITE YOUR ORG NAME) puts in place appropriate physical, electronic, and managerial procedures

46. The XXXXXX (WRITE YOUR ORG NAME) e-mail system technologies and configuration guarantee a high degree of confidentiality. However, confidentiality may be compromised by unintended redistribution of security credentials (e.g. passwords, signatures) or by messages, especially if transmitted over the public Internet.
47. Messages sent/received to/from e-mail accounts outside of the XXXXXX (WRITE YOUR ORG NAME) e-mail system over the public Internet are not protected by XXXXXX (WRITE YOUR ORG NAME) security tools. These messages can be easily read, changed and forwarded without any permission.
48. Users need to be aware that the identity of a sender of messages received from the public Internet may be easily counterfeited. Therefore, due diligence is requested when receiving from external accounts.
49. To limit the dissemination of restricted information, forwarding of e-mail to addresses outside XXXXXX (WRITE YOUR ORG NAME) is not permitted without a copy being saved in XXXXXX (WRITE YOUR ORG NAME)’s system.

Signed authorizations
50. Authorizations of action may be carried out using e-mail, in virtually the same way as practiced using traditional other communications methods (e.g. telephone, letters). This applies only to accounts belonging to XXXXXX (WRITE YOUR ORG NAME) e-mail system.
51. All contracts formed through e-mail offer and acceptance messages, as well as other legal and financial documents, must be formalized and confirmed via paper documents within two weeks.
52. Scanned versions of hand-rendered signatures are not encouraged and do not replace the original sender authorization.

Transmitting sensitive information
53. Users must not send any sensitive information or parameters (such as fixed passwords or account numbers) through e-mail unless the message has been protected by encryption.
54. Encryption refers to the process of making a message indecipherable to protect it from XXXXXX (Write your Org Name)authorized viewing or use. The encryption function works within the XXXXXX (WRITE YOUR ORG NAME) e-mail system but does not necessarily apply to messages in which the recipient is an external account on the public Internet.
55. When sending restricted information, the use of the Return Receipt function is recommended.

Administration Department Directive 9
Unsolicited e-mail
56. If a user has been requested by another user via e-mail or in writing to refrain from sending e-mail messages, the recipient may not send that user any further e-mail messages.
57. In general, XXXXXX (WRITE YOUR ORG NAME) cannot and does not wish to be the arbiter of the contents of e-mails.
Neither can XXXXXX (WRITE YOUR ORG NAME) protect users from receiving unsolicited e-mail they may find undesirable.
However, when technically feasible, XXXXXX (WRITE YOUR ORG NAME) may evaluate and set cost-effective mechanisms to alleviate this problem.

58. Users shall not give the impression that they are representing, giving opinions, or otherwise making statements on behalf of XXXXXX (WRITE YOUR ORG NAME) or any of its units unless expressly authorized to do so.
59. They should ensure that their messages do not harm the Programs reputation in any way.
60. In line with the policies and procedures of major organizations and companies, all email messages being communicated from XXXXXX (WRITE YOUR ORG NAME) offices to external parties will be attached with a disclaimer notice3

Privacy and system monitoring
61. The Organization recognizes the importance of protecting the privacy of information.
XXXXXX (WRITE YOUR ORG NAME) is committed to make its best efforts to respect the privacy of staff and partners. It is XXXXXX (WRITE YOUR ORG NAME)’s corporate intent to balance its legitimate business interests with reasonable
expectations of privacy.
62. XXXXXX (WRITE YOUR ORG NAME) reserves the right to inspect, monitor and log any aspects of staff activity on its e-mail system.
63. Inspection, monitoring and logging are authorized following the rules set in AD
Directive 2003/001’’ Usage of Internet and network services’’.
64. XXXXXX (WRITE YOUR ORG NAME) reserves the right to retrieve data when there are time-dependent, critical operational needs of XXXXXX (WRITE YOUR ORG NAME) business in which a XXXXXX (WRITE YOUR ORG NAME) Office has determined that the information sought is not more readily available by other means (in such instances, the Managers will authorize retrieval and e-mail users will be informed, when possible).
65. Automatic mechanisms may be set up to check the content of e-mail in order to block those deemed unsolicited (spam).
66. XXXXXX (WRITE YOUR ORG NAME) may elect to publish e-mail addresses as directory information. Requests for identification or release of staff e-mail addresses should be authorized by the Office of the Director, ADH
3 See ICT memoranda 2003 for more details and the text of the disclaimer
Administration Department Directive 10

Divisional responsibility
67. The Director, AD is responsible for ensuring:
overall implementation of the policy •
monitoring the execution and impact of the policy on the Program •
reporting to the Executive Director on its implementation •
compliance with relevant rules and legislation •
68. The Director, ADI is responsible for ensuring:
implementation of the policy through cost-effective technical solutions •
security of communications and protection of data •
maintenance of technical components •
provision of the required connectivity •
69. Managers are responsible for:
the activities of staff, consultants and project personnel authorized to gain access •
to the e-mail services under their written approval
ensuring staff are informed of the rules outlined in this document and adequately •
trained in the use of the e-mail systems.
Individual responsibility
70. The assigning of an e-mail account is an implicit statement of trust in the individual’s judgment and professionalism. It implies an expectation that he/she will accept the responsibilities inherent with the use.

Specifically, all users are responsible for :
using E-mail in accordance with the rules and procedures set out in this •
taking the necessary precautions to protect the confidentiality of data containing •
personal or confidential information generated in the performance of their duties

For the messages that are sent out from their mailbox and for the security and use of •
their password. Passwords should not be divulged to other persons for any reason.
4 Directive AD 2002/002, ‘’XXXXXX (WRITE YOUR ORG NAME)’s Corporate Information Security Policy’’

Administration Department Directive 11
Copying to the registry any e-mail messages necessary for the completeness of the •
Programme’s institutional memory.

71. Violations of XXXXXX (WRITE YOUR ORG NAME) policies governing the use of the e-mail services may result in disciplinary action, as applicable under staff regulations and rules.
72. Violations of this directive will be brought to the attention of the manager of the relevant office and the Assistant Executive Director AD.
73. The Director, ADI reserves the right to terminate access to computing services in cases of technical misuse.

74. The policy applies throughout the Program, both at Headquarters and in all offices.
75. The directive replaces the administrative Document ADM 95/02 ‘’ Electronic Mail:
Policy and Practice’’.
76. Any questions or comments about this e-mail policy should be referred to the Office of CIO & Director, ADI

77. This policy takes effect immediately.

Mr/ Ms.______________

 Executive Director, AD


Administration Department Directive 12
Here are some suggestions that will enable to better and derive maximum
benefit from this speedy and efficient communications medium.

  • Keep e-mail messages brief. Messages should be concise and to the point.
  • Messages that run into multiple screens are ineffective; people just don’t read them.
  • Keep to short paragraphs with blank lines in between. Reading from a screen is different to reading from paper – it’s more difficult. Great blocks of text are visually demanding  and difficult to read.
  • Keep your formatting simple. Effort spent on making letters bold, italic, colored or  underlined will be lost. Special fonts in messages (rues, faces, dingbats, etc.) will be translated into normal text when received by a system outside.
  • Keep a neutral tone. It is difficult to determine the context and intent of a typed message because you can’t see the person saying what you are reading, and they can’t see you. So, an intended “light” comment can be perceived negatively.
  • Use upper-case words sparingly. As it’s more difficult to read text in capitals, they should only be used for emphasis. Many readers consider the use of capital letters to be the electronic equivalent of SHOUTING.
  • Keep e-mails to one topic. Even if it means sending multiple e-mails to the same person. It’s easier for the recipient to file and forward the mail appropriately.
  • Follow reply threads. If you’re replying to an e-mail and don’t need a new title, then use the “reply” facility. The recipient can immediately grasp and recognize the context.
  • Follow the chain of command. Use proper procedures for corresponding with management. For example, don’t send an e-mail directly “to the top” just because you can. It is not necessary to “copy in” layers of management to get your point across.
  • Use “return receipt requested”. If it’s an important e-mail, use the “return receipt requested” function when sending the e-mail. That stops you from worrying whether it has been received. If you receive an important mail, have the courtesy to send an immediate reply saying it arrived.
  • Check recipients. Before hitting the SEND button, make sure the e-mail is going to only the person/people you want it to go to: especially when replying. It’s easy to reply to all the addressees of an incoming mail when you didn’t mean to, or mistake the name of the sender.
  • Re-read your e-mail before sending it. Time spent getting spelling, formatting and grammar correct is time that creates a positive perception of you amongst people who may only know you through your e-mails.

Click Here to Download Draft Outline of Communication Policy For Corporates

1 comment - What do you think?
Posted by Hrformats - August 16, 2012 at 4:34 AM

Categories: HR   Tags: , , , , , ,

Human Resources Manager Generalist Roles & Responsibility

I have attached Human Resources Manager Generalist Roles & Responsibility.


Position Description:

The Human Resources Generalist manages the day-to-day operations of the Human Resource office. The HR Generalist manages the administration of the human resources policies, procedures and programs. The HR Generalist carries out responsibilities in the following functional areas: departmental development, Human Resource Information Systems (HRIS), employee relations, training and development, benefits, compensation, organizational development, and employment.

Roles & Responsibilities:

  • recruiting and staffing logistics;
  • organizational and space planning;
  • performance management and improvement systems;
  • organization development;
  • employment and compliance to regulatory concerns and reporting;
  • employee orientation, development, and training;
  • policy development and documentation;
  • employee relations;
  • company-wide committee facilitation;
  • company employee communication;
  • compensation and benefits administration;
  • employee safety, welfare, wellness and health; and
  • employee services and counseling.



Roles & Responsibilities:

  • plan and manage recruitment and selection of staff
  • plan and conduct new employee orientation
  • identify and manage training and development needs for employees
  • develop and implement human resources policies and procedures
  • administer HR policies and procedures
  • administer compensation and benefits
  • ensure compensation and benefits are in line with company policies and legislation
  • benchmark compensation and benefits
  • support annual salary review
  • implement and monitor performance management system
  • handle employee complaints, grievances and disputes
  • administer employee discipline processes
  • conduct exit interviews
  • review and update employee rules and regulations
  • maintain the human resource information system and employee database
  • coordinate employee safety, welfare and wellness
  • maintain knowledge of legal requirements and government reporting regulations affecting HR functions.


Roles & Responsibilities:

  • Creating and maintaining reports in Excel & MS SQL Server that allows the company to get information on daily business activities.
  • Preparation of monthly Performance Status Reports to Senior Management
  • Collate, Analyze and Present company performance details quarterly and half yearly.
  • Provide information to management and meet weekly to ensure consistency in data and information across the company.
  •  Generate, maintain, analyze & present daily/ weekly/ monthly Sales, Quality and Client Service reports.
  • Creating MIS/ Dashboard report and presenting it to the concern Department.
  • Make company performance reports and analyzing them from company prospect.
  •  Design reporting formats to provide accurate information in a clear and concise manner.
  •  Produce and support existing reports and processes
  • Review history of current reporting usedKanalyze for time utilization, consistency and accuracy.
  • Monitor implementation of MIS processes and evaluate their effectiveness.
  • Standardize similar reports across clients, departments and teams.
  •  Ad Hoc data collection, analysis and reporting as required. (I. e. Data/ Field Formatting, Data Storage, and report Generation.
  •  Maintain all details of service agreements with clients.
  • Understand requirements, design formats, deploy formats, follow up with Business development Team, Client Services Department, and Quality team and validate data.
  • Prepare Quality dashboards to report progress made through quality initiatives and report overall quality level in the organization.
  •  Measure and develop service level targets against Best in class benchmarks.
  •  Preparing Workflow MIS reports and forecasting workforce availability based on data collected and trend analysis.
  • Undertake Trend Analysis of Data and Automation of reports.
  • Day-to-Day Analysis of MIS Reports


Roles & Responsibilities:

  • Support and/or coordinate new hire orientations.
  • Supervise the maintenance of employee personnel records.
  • Initiate and conduct timely investigations, prepare documentation and make recommendations for corrective/disciplinary actions.
  • Represent the management at meetings that involve employee benefits, compensation and discipline issues.


Roles & Responsibilities:

  • Conducting with and advising management and supervising human resource issues; investigating human resource related problems and making recommendations to the organization.
  • Ensuring the execution of criminal record checks fully in a timely effective manner.
  • Providing HR advice and support to line managers and employees, explaining procedures and policies in a timely effective manner.
  • Assisting in the development of human resource procedures and policies.
  • Contributing to HR projects like introducing an induction program.
  • Administering the performance of management system.
  • Entering data into the database or HR system for maintaining accurate records.
  • Providing data for and preparing management information reports and documents.
  • Liaising with payroll, absence recording, and holiday recording systems.
  • Administering the probationary review time periods.
  • Maintaining and developing the filing system of personnel.
  • Assisting the human resource officer with the maintenance and development of human resource procedures and policies.
  • Advising staff regarding personnel, benefits, and pay issues.
  • Administering staff benefits, programs, and events.
  • Counseling applicants and employees on rules, policies, benefits, procedures and job opportunities.
  • Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
  • Performing or supervising payroll processing, developing, and implementing procedures and applications.
  • Establishing, organizing and supervising the maintenance of department records, ensuring complete accuracy and confidentiality.
  • Evaluating risks and giving advices for risk management procedures, processes, policies, and practices.
  • Preparing, reviewing, interpreting, analyzing and approving a variety of data, information and reports, and making recommendations depending on findings.

Be the first to comment - What do you think?
Posted by Hrformats - August 13, 2012 at 8:04 AM

Categories: HR   Tags: , , , , ,

Format of Company Profile

I have attached sample company profile format in Power Point.



Click Here To Download Format of Company Profile

1 comment - What do you think?
Posted by Hrformats - July 13, 2012 at 8:27 AM

Categories: HR   Tags: , , ,

Induction Reports of HR Head

I have Attached Induction Reports of HR Head

                    Induction report form for New Employee


Name of Employee: – _________________________________   Department: – _____________


Designation:-__________________   Date of Joining: ______/_____/_____ ______________


Type of Appointment:-__________________________


SL.No          Area of Induction                                            Completed                      NO completed

Staff Introduction


Department  Function


Hospital and Department Lay out/Facilities


Location  of other department ,ward and Working relation ship


Working Procedure


Role of new employee, including confidentiality  need


Role of new employee, including confidentiality  need


Whom to report ( Name of Supervisor/In charge)


Leave policy


  1. 10.
Salary detail ( Method of salary payment and date)


  1. 11.
Proof of Qualification and Training Certificate


  1. 12.
Organization Quality Policy , Vision  and Mission


  1. 13.
Medical Check  Up


  1. 14.
Term and Condition  of the Employee


  1. 15.
Rule and Regulation of the organization




I confirm that the above induction point were fully explained and that I understand them




Signature of Employee                 Signature of Supervisor                               Executive HR



Comment for Manager HR: —————————————————————————————


Human Resource Dept..

Click Here To Download Induction Reports of HR Head

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Posted by Hrformats - July 6, 2012 at 6:07 AM

Categories: HR   Tags: , , , ,

New Employee Induction Form

I Have attached New Employee Induction Form.


                    Induction report form for New Employee


Name of Employee: – _________________________________   Department: – _____________


Designation:-__________________   Date of Joining: ______/_____/_____ ______________


Type of Appointment:-__________________________


SL.No          Area of Induction                                            Completed                      NO completed

Staff Introduction 
Department  Function  
Hospital and Department Lay out/Facilities  
Location  of other department ,ward and Working relation ship 
Working Procedure  
Role of new employee, including confidentiality  need 
Role of new employee, including confidentiality  need 
Whom to report ( Name of Supervisor/In charge) 
Leave policy  
  1. 10.
Salary detail ( Method of salary payment and date) 
  1. 11.
Proof of Qualification and Training Certificate 
  1. 12.
Organization Quality Policy , Vision  and Mission  
  1. 13.
Medical Check  Up  
  1. 14.
Term and Condition  of the Employee 
  1. 15.
Rule and Regulation of the organization 


I confirm that the above induction point were fully explained and that I understand them




Signature of Employee                 Signature of Supervisor                               Executive HR



Comment for Manager HR: —————————————————————————————


Human Resource Dept..

Click Here to Download Induction Reports of HR Head

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Posted by Hrformats - June 30, 2012 at 10:41 AM

Categories: HR   Tags: , , , ,

Fixation of Pay

I have Attached Fixation of Pay

In terms of G.O. No/5142-J/JD/L/2S/23/24 DT 20.07.2009 of the Govt of West Bengal. Judicial Department issued by the concurrence with the finance department under their U.O.No/1561-Gr P (service) dated 01.06.2009 in compliance with the direction of the order of the Honorable Supreme Court of India passed in IA No, 71A.135-136.137-138 and 142 in WP (C) No. 1022/1989 and in view of the office order no   65    dated 03.03.2012        Sri Dilip Kumar Sanyal U.D. Asstt is declared and updated in Group II category in the pay scale of Rs 4500-9700/- with effect from 01.04.2003  Thus his pay is fixed in the following manner


Basic pay as on 01.04.2003             Rs7650/-

Fixed on the next stage above as

Per Rule 42(1) (i) W.B.S.R.PART I        Rs150/-

Total              Rs7800/-

Next date of increment will fall on the 1st day of April each and every year

Sri Sanyal is again promoted to Group I post in the scale of Rs4800-10925/-since 01.05.2003   vide order No      64        dated 03.03.2012 of Ld District Judge Hooghly


In terms of the above order the pay of Sri Sanyal is again refixed in the following manner

From 01.05.2003


Pay as on 01.05.2003                     Rs7800/-

One increment Under Rule

42 A (1) of W.B.S.R. part 1           Rs200/-

Total       Rs8000/-

Stage Gap                                       Rs225/-

Total       Rs8225/-

The increment will fall due on 01.05.2004

Increment on 01.05.2004                Rs225/-        raising pay to Rs8450/-

Increment on 01.05.2005                Rs225/-        raising pay to Rs8675/-

Increment on 01.05.2006                Rs250/-       raising pay to Rs8925/-

Increment on 01.05.2007                Rs250/-       raising pay to Rs9175/-



His pay is again refixed w.e.f 01.04.2006 in terms of ROPA Rule 2009


Existing scale of pay   as on 01.05.2006                   : – Rs4800-10925/-

Pay Band (revised) applicable to PB 4                      :- Rs9000-40500/-

Existing basic pay as on 01.04.2006                         : – Rs8675/-

Pay after multiplication by a factor 1.86                   :-   Rs8675*1.86 = Rs16140/-

(To be rounded of to the next multiple of Rs10/-)

Pay in the pay band PB – 4                                       :- Rs16140/-

Grade pay attached to the scale                                 :-Rs4400/-

Total of pay and Grade Pay                                       : – Rs20540/- as on 01.04.2006

Date of next increment                                              : – 01.07.2006



Increment on 01.07,2006                                           :-Rs620/- raising pay to Rs16760/-

Increment on 01.07.2007                                           :-Rs640/- raising pay to Rs17400/-

Increment on 01.07.2008                                           :-Rs660/- raising pay to Rs18060/-

Increment on 01.07.2009                                            :-Rs680/- raising pay to Rs18740/-




Click Here To Download Fixation of Pay

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Posted by Hrformats - June 23, 2012 at 5:49 AM

Categories: HR   Tags: , ,

Checklist for Statutory Compliance

Attached herewith checklist of statutory compliances with dates and links to particular acts.

Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec
By 8th ok ok ok ok ok ok ok ok ok ok ok ok ESIC  Preparation of Statement and giving to the A/C
By 8th ok ok ok ok ok ok ok ok ok ok ok ok P.F.  Preparation of Statement and giving to the A/C
Before 15th ok ok ok ok ok ok ok ok ok ok ok ok P.F. Remittance of PF/FPF
Before 15th ok Factory Act, 1948 Form 21 ( Annual Return) to be sent to CHIEF INSPECTOR OF FACTORIES
Before 15th ok Factory Act, 1948 FORM-22 Half Yearly Return to be sent to CONCERNED DIRECTOR/INSPECTOR
By 15th ok ok THE APPRENTICESHIP ACT, 1961 FORM APP-2-Report in respect of Trade apprentices receiving training in the establishment to be sent to CONCERNED REGIONAL DIRECTOR/ADVISOR and DY. APPRENTICESHIP ADVISOR respectively
By 15th ok ok THE APPRENTICESHIP ACT, 1961 FORM APP-3-giving particulars of trade apprentices who satisfy the minimum conditions of eligibility to appear in the trade test in March or September to be sent to CONCERNED REGIONAL DIRECTOR/ADVISOR and DY. APPRENTICESHIP ADVISOR respectively
By 15th ok ok ok ok Employment Exchange Act FORM ER-1 -QUARTERLY RETURN FOR QUARTER ENDED 31ST DEC. PREVIOUS YEAR,31st March,31st June & 30th September to be sent to LOCAL EMPLOYMENT EXCHANGE or concerned employment officer
By 15th ok ok ok ok ok ok ok ok ok ok ok ok P.F. Preparation of challans & submit to Bank with Cheque,
By 15th ok ok ESIC Reconciliation for half yearly
By 15th ok ok ok ok ok ok ok ok ok ok ok ok ESIC Posting in FORM-7 Register and reconciliation thereof
By 20th ok ok ok ok ok ok ok ok ok ok ok ok P.F. To collect challans from Bank
Before 21st ok ok ok ok ok ok ok ok ok ok ok ok ESIC Remittance of Contributions
By 21st ok ok ok ok ok ok ok ok ok ok ok ok ESIC Preparation of challans & submission to Bank with Cheque
Before 25th   ok ok ok ok ok ok ok ok ok ok ok ok P.F. Form 5–Return of new employees (Addition),
form 10 –Return of member left (Deletion),
FORM-12A Statement of contributions,
FORM-11 Checking,Procesing & filing (Balance sheet)
FORM-2 Checking,Processing & a copy to be submitted alongwith monthly return
By 25th   ok Annual FORM A-list of holiday to be sent to CONCERNED INSPECTOR in the labour department
By 25th   ok Annual NOC from fire office
By 25th   ok P.F. FORM-3A Individual contribution card & FORM-6A Summary of Form 3-A-(Annual return) to be sent to CONCERNED REGIONAL OFFICE
By 25th   ok ok ok ok ok ok ok ok ok ok ok ok P.F. Entry in the P.F ledger
Before 30th   ok Employment Exchange Act Form ER-2 in every 2 years
Before 30th   ok Factory Act, 1948 Form 2 Renewal fees
Before 30th   ok Payment of Bonus Act Form A, B,C
By 30th ok Payment of Bonus Act FORM D RULE 5-ANNUAL RETURN  -to be sent to CONCERNED INSPECTOR UNDER THE ACT
By 30th ok ESIC FORM-6 Return of Contributions
Before 31st ok Welfare Fund Act Deposit in Fund A/c
By 31st ok Factory Act, 1948 FORM-31 Accident Annual Return (FORM-21 Annual Return)
By 31st ok ESIC FORM-6 Return of Contributions
ok ok ok ok ok ok ok ok ok ok ok ok Monthly Statutory Register Daily / End of the month
FORM-13A/13 Transfer of PF Account-After receiving from the members-as & when require P.F.
Eligibility Register Updating,Allotment  of P.F. Nos.-As & when new employee join-As & when required P.F.
PF Inspection Book-To keep ready for the Inspection P.F.
FORM-17 -Register of employees contribution ESIC
Accident register
Inspection book
FORM-1 Declaration Form, FORM-3 Return of Declaration Form-With in 10 days from the date of appointment-As & when required ESIC
FORM-16 Accident Report-With in 24Hrs.-As & when required ESIC
Insurance Nos. to be obtained from the Local Office for the new employees-As & when required ESIC
FORM-2 Notice of occupation-Within 30days from the date of Expiry-Yearly Factory Act, 1948
FORM-18 Notice of Accident-Within 48 Hrs.-as & when required Factory Act, 1948
FORM-18 A Notice of serious AccidentsWithin 4 Hrs.-as & when required Factory Act, 1948
FORM-2A Change of Manager -Within 7 days of the new manager taking  charge-as & when required Factory Act, 1948
FORM-8 Test of pressure Vessal-Half Yearly Factory Act, 1948
FORM-7 Record of white washing-as & when required Factory Act, 1948
FORM-37 Report of examination of Hoist and lift-Half Yearly Factory Act, 1948
Amendment of Licenses & when required Factory Act, 1948
FORM-12-Register of Adult workers
FORM-15-Register of leave with wages-Yearly
FORM 26-Accident register with forms-Monthly
FORM 25-Muster roll & wage register-Daily
FORM 35-Inspection book-as & when required
FORM 9-Register of compensatory holidays & overtime
FORM 10-Muster roll for exempted workers
Factory Act, 1948 Register to be maintained
Form-11 Notice to be checked
List of holidays Notice to be checked
Abstract of the Act Notice to be checked
Name &Adress of FI, LO,LI,& DLC Notice to be checked
Register in FORM XIII Contract Labour Act
Register of wages, fines (form B), deduction for damages or losses & advance, notice of :-abstract,rate of wages,  date of payment of wages-monthly maintainance, monthly checking payment of wage act
Notice to be displayed:-rate of minimum wages, abstract of the act, name & address of the inspector, weekly holiday, working hours, time & payment of wages Minimum Wages Act
FORM-D register Equal remuneration act
industrial employment standing orders act
child labour (P&R) Act
workmen compensation act
inter state migrant workment act
professional tax act
labour welfare fund
payment of grutuity act
trade union act
industrial dispute Act
company law
foreign exchange management act
national & festival holiday


Click Here To Download Checklist of Statutory Compliances

3 comments - What do you think?
Posted by Hrformats - June 18, 2012 at 5:08 AM

Categories: HR   Tags: , , ,

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