hr policy of policy in the factory premises

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2 years ago

hr policy of policy in the factory premises

1.0 OBJECTIVE
1.1 To provide guidelines for entry and exit of visitors, employees, materials and also leave policy in the factory premises.
2.0 SCOPE
2.1 This procedure applies to the Entry and Exit of visitors, employees, visitors and Leave Policy of abc company
3.0 RESPONSIBILITY
3.1 Security Personnel are responsible for proper follow of this SOP during entry and exit of Materials, employees & Visitors and maintaining of all relevant records.
3.2 Officer Executive / – HRA shall ensure follow of this SOP and all records are maintained.
4.0 ACCOUNTABILITY
4.1 Head – H.R. and Administration
5.0 REFERENCE(S)
5.1 In- house.
6.0 ENVIORMENT, HEALTH & SAFETY
6.1 NA
7.0 PROCEDURE
7.1 Persons entering factory complex are classified:-
7.1.1 Employees of company –Punching Card and register.
7.1.2 Employee of contractor – register and attendance card.
7.1.3 Business visitor

7.1.3.1 Take visitor gate pass Annexure-II (Format No ) and entry filled in to the visitor register present on the gate as per annexure no. VII (Format No )
7.1.4 Personal visitors should be discouraged by all employees.
7.1.5 On arrival, visitors will report to the Security Gate.
7.1.6 Security staff on duty will request the visitor to fill the particulars in the visitors Register.
7.1.7 Visitors will be issued an access card and visitors slip and guided to the reception lobby.
7.1.8 Visitor will report to the reception and speak to the concerned employee on telephone.
7.1.9 All meetings with visitor will be in the ‘Meeting Room / Conference Hall.
7.1.10 Visitor will not be allowed to visit plant without prior approval of Chief Executive Officer /Head-H.R.A.
7.1.11 Visitor slip will be signed by the employee who met the visitor.
7.1.12 Visitor will deposit the visitor slip and access card at the security gate before departure.
7.1.13 In case a Visitor/Vender/Technician is required to visit any particular area for repair etc., he will be escorted to the concern Head of Department by security staff.
7.2 Government authorized visitor – Visitor register
7.2.1 Entry procedure for above shall be as Annexure–I (Format No. ).
7.3 General rules for entry & exit.
7.3.1 Company employees & Visitor Vehicle will be parked at a designated place.
7.3.2 Every personal should enter inside the company through the wicket gate (security gate) next to the main gate No. 01.
7.3.3 Don’t carry cigarettes, tobacco, medicines, and match boxes, mobile inside factory. Mobile and medicines are allowed to carry inside only to the persons authorized by HR & Administration Department. Deposit the said items at security gate while coming in.
7.3.4 Employees shall put their punch the card and signature shall also write IN time in the muster register provided for that purpose at security gate No.01.
7.3.5 Security personnel shall check physically to all workmen at gate while entering inside factory at security gate and ensure no one shall wear jewelry like ear rings, ring in fingers and watches except mangal sutra which is allowed for ladies.
7.3.6 If, employees come after 15 minutes of their scheduled shift, enter the details with reason of late coming in Late Coming Register
7.3.7 At the time of exit, employees shall also put punch the card and sign shall also write OUT time in the muster register provided for that purpose at security gate No.1.
7.3.8 If, the employees leave the factory premises within stipulated working hours shall duly fill up ‘Out Going Gate Pass,’ as per Annexure – III (format no.- CLS/HRA /001/F03) clearly showing reason and place and purpose of outgoing.
7.3.9 Get signature of Department Head, after that get signature of personnel from Human Resource & Administration Department.
7.3.10 Handover outgoing gate pass to the security personnel at gate and go out from factory premises.
7.3.11 No employees are allowed to go out from factory premises without outgoing gate pass within their working hours.
7.3.12 Outgoing gate pass is not required for Chief Executive Officer and above.
7.3.13 Outgoing gate pass shall be allowed for maximum 2 hours in a month (For personal Purpose).
7.3.14 No vehicle is permitted inside the gate except that of the authorized persons.
7.3.15 The entry of material will as per the dealer.
7.3.15.1 Bills will be produced at the security.
7.3.15.2 Entry will be made in the material register.
7.3.15.3 Security personnel will escort the vehicle to the store.
7.3.15.4 The material will be unloaded and accounted for in presence of the store holder.
7.3.15.5 The driver of the vehicle will not be allowed inside the classified area.
7.3.15.6 A place will be earmarked for drivers till the unloading is in progress.
7.3.16 Any material going out of the plant premises will be on gate pass duly authorized by the department heads. Any major equipment / material going out will be on clearance from the H.R. Head.
7.3.17 All vehicles going out will be checked thoroughly and the drivers will be frisked. as per Annexure-III (Format No.-)
7.3.18 If Any company vehicles going out of the plant premises will be on gate pass duly authorized by the H.R. Head as per annexure-IV (Format No. – )
7.3.19 Leave Policy of Corum Lifesciences Pvt. Ltd. as per the Annexure-V and If any employee needs leave, He/She shall be applied on Leave application form as per Annexure-V Leave Application Form (Format No.)
7.3.20 HR&A deptt. shall prepare a Holiday Calendar as per Annexure no.-VI for upcoming year.
7.3.21 12-15 Holidays shall be authorized in a calendar year

8.0 HISTORY

SOP NO.	REASON FOR CHANGE	REVISION NUMBER	CHANGE CONTROL NUMBER	EFFECTIVE DATE
	New SOP	00	NA

9.0 ABBREVIATIONS:
NA : Not Applicable
NO. : Number
SOP : Standard Operating Procedure
HR&A : Human Resource and Administration

10.0 ANNEXURE:

Annexure No.	Title of Annexure	Format No. of Annexure
Annexure–I	Entry Procedure
Annexure–II	Visitor’s Pass
Annexure–III	Out Going Gate Pass
Annexure–IV	Vehicle Requisition
Annexure–V	Leave Application Policy & Leave Application Form
Annexure–VI	Holiday Calendar
Annexure–VII	Visitor’s Entry & Exit Register

Annexure–I

Sr. No.	Category of Visitor	Entry Procedure	Exit Procedure
1.	Employees of company	Through Punching card and register	Through Punching card and register.
2.	Employees of contractor	Through manual card	Through manual card.
3.	Business visitor & regular	Entry in visitor register make visitor gate pass	Collect gate pass.
4.	Non-regular	(i) Confirm on telephone. (ii) Visitor registers to be Completed by the visitor.	Collect gate pass.
5.	Government authority	i) Inform HOD ii) Enter in visitor register by security. iii) Gate pass entry	Collect gate pass.
Format No.

Annexure–II

Annexure–III

Annexure–IV

Annexure–V

PURPOSE OF LEAVE:
Leave is granted to employees with the good intention of providing rest, recuperation of health and for fulfilling social obligations. This provides for a healthy and efficient staff for the company.
LEAVE YEAR AND APPLICABILITY:
 Leave is not a matter of right.
 Sanctioning of leave is at Management discretion based on exigencies of business or seriousness of the case.
 Leave year is from 1st January to 31st December.
 Eligible leave is credited to the employees on the 1st of January every year.
 The different types of leaves given under the policy are:
 Casual Leave (CL)
 Sick Leave (SL)
 Earned Leave (EL)
 Maternity Leave (ML)
 Loss of Pay (LOP)
 The Leave policy is applicable for all permanent staff of the company and as well as contract workers.
 Employees who are appointed during the course of the year shall be entitled to the above leaves on pro-rate basis.
 Employees whose date of joining service falls between 1st to the 15th of a month are entitled to get the leave credit for that month.
 Employees whose date of joining service falls between 16th to the end of the month are not entitled for the leave credit for that month.
 If an employee is relieved on any day between 1st to 15th of a month, then he / she is not entitled for leaves due for that month.
 If an employee happens to leave on any day between 16th to the end of the month then he / she is entitled for leaves due for that month.
CASUAL LEAVE
ELIGIBILITY:
All permanent staff & Contract workers.
Casual leave is calculated for a period of one year (January to December)
ENTITLEMENT:
1. 7 days of Casual Leave in a calendar year & according to U.K Govt.
2. A minimum of half CL can be availed & a maximum of 2 days in a row can be taken.
3. If CL extends beyond 2 days, then the excess days taken will be treated under LOP or Earned Leave.
4. It is up to the Management’s discretion to sanction more than 2 days of CL at a stretch.
5. National / Festival / Declared / weekly off days can be prefixed and / or suffixed to CL.
6. Weekly off between CL will be treat as sandwich.
7. Intervening National / Festival / Declared holidays will NOT be counted as part of the leave.
8. Balanced CL remaining unutilized as on 31st December will lapse.
9. When leave is taken without prior sanction (under certain unavoidable circumstances), the absence should be notified to the respective H. O. D’s on the same day through phone.
10. Approved leave application should reach the HR department within 3 working days of rejoining.
SICK LEAVE
ELIGIBILITY
All permanent staff
ENTITLEMENT:
1. 7 days of Sick Leave (SL) in a calendar year & according to U.K. Govt.
2. A minimum of half SL can be availed & a maximum of whatever is required or whatever is available, whichever is lesser
3. If SL extends beyond 3 days, it has to be accompanied with a Doctor’s certificate
4. In case adequate number of SL is not available with an employee, he can club EL with it. If EL is also not available, then it will be treated as LOP.
5. Intervening National / Festival / Declared holidays will be counted as part of the leave.
6. Balanced SL remaining unutilized as on 31st December will be carried forward to the next year.
7. A total of 30 SL can be accumulated after which it will start lapsing
8. Inability to attend office because of any sickness should be notified to the respective
9. H. O. D’s on the same day through phone.
10. Approved leave application should reach the HR department within 3 working days of rejoining.
EARNED LEAVE (EL)
ELIGIBILITY
1. All permanent staff and Contract workers.
2. EL is calculated for the days worked during the previous calendar year.
ENTITLEMENT
1. 1 EL for every 20 working days
2. EL will be credited to permanent staff & workers on completion of one year of service with the company, eligibility after 240 days of working days.
3. In case of staff 20 days are fixed on completion of one calendar year.
4. The days served under probation will be taken into account for EL eligibility.
5. EL can be availed only on prior approval.
6. National / declared / festival / weekly off days can be prefixed and / or suffixed to EL.
7. Intervening National / declared / festival / weekly off days will NOT BE counted as part of the leave.
8. Half day of EL cannot be taken. Minimum three days are required for EL and less than three days leave sanctioned by higher authority.
9. Balanced EL remaining unutilized as on 31st December can be carried forward.
10. EL can be accumulated for a maximum of 90 days.
11. Accumulated EL over and above 90 days can be encashed at the rate of last basic pay drawn on the 31st of March or during final settlement in case of resignation / retirement / termination.
12. At the time of resignation / retirement / termination the balance EL will be encashed at the basic pay rate as on the day of resignation / retirement.
13. Any absence of more than the number of EL sanctioned will be treated as leave without pay, unless given valid reasons to the management.
MATERNITY LEAVE (ML)
ELIGIBILITY:
All married female staff.
ENTITLEMENT:
1. 84 days of paid Maternity Leave is allowed to females who have to deliver a child
2. A female employee can adjust this leave before and after the delivery of child totaling it to 84 days.
3. Before availing this leave, a certificate from the gynecologist has to be submitted mentioning the expected date of delivery.
4. Intervening National / declared / festival / weekly off days will be counted as part of leave.
5. If, because of any complication, leave has to be extended, it can be done but will fall under LOP.
LOSS OF PAY (LOP)
1. LOP can be applied by an employee when no other leave is available.
2. During the period of LOP, the employee is not entitled for any pay or allowance.
3. A maximum of 3 months of LOP can be availed on the approval of the management. (Exceptional cases like ML/SL, etc.)
4. If the employee fails to report to duty on the specified date after the sanctioned LOP, it is deemed that the employee has abandoned his service with the company on his own accord.
5. LOP can be implicated on disciplinary grounds with regard to attendance by the management regardless to the availability of the other types of leave.
6. LOP days will not be taken for EL eligibility.
COMPENSATORY OFF

1. If an employee is required to work on any important assignment on a National / Festival / Declared / weekly off day, he is eligible for Compensatory off on any other working day.
2. Official approval is required from the department head / management to work on such National / Festival / Declared / weekly off days. No compensatory offs will be entertained when worked on these days without proper approval.
3. The compensatory off has to be availed within a period of three months from the date worked.
4. Compensatory off when not availed within the stipulated time period will lapse.
5. Only two days of compensatory offs can be combined and availed at a stretch.
LEAVE SETTLEMENT DURING RESIGNATION / RETIREMENT / TERMINATION:
If an employee to be relieved has availed more number of CL against the number of months he has worked, then the excess CL will be deducted during his final settlement.
EL for the days worked till the employee’s date of relieving will be calculated and paid during the final settlement, provided he / she fulfils EL eligibility criteria.
PROCEDURE FOR APPLYING LEAVE
The available leave balance is to be checked by the employee with the HR department and the leave to be applied by duly filling up the leave application form and writing in a paper. The application has to be forwarded by the employee to their departmental head for approval. The departmental head is authorized to either grant or disapprove the leave on valid grounds. The approved leave application has to be submitted to the HR department for recordings and subsequent processing.
CANCELLATION OF LEAVE
1. The department head can also cancel the once sanctioned leave on situational / need basis. If an employee proceeds to avail the cancelled leave then those days will be treated as absence from duty and the rules pertaining to absence from duty will be applied.
EXTENSION OF LEAVE
1. As it is necessary to get prior approval for leave so it is also for extension of leave. The employee has to apply to his/her department head for extension of leave well in advance and get it sanctioned to avail them. In case an employee overstays, the unsanctioned leave availed will be treated as absence from duty, if there is no any information to HOD by phone or telegram.
ABSENCE FROM DUTY
1. When an employee takes off from duty without prior leave approval or proper intimation under certain unavoidable circumstances, then those day/days will be treated as absence from duty.
2. The days of absence will be treated under Loss of Pay.
3. The employee has to report to his / her department head on rejoining duty from absence and provide valid reasons for absence in writing before taking up work again.
4. If an employee is absent from duty continuously for more than 7 days (including any National / Festival / Declared / weekly off days which may fall in-between), an official correspondence from the HR department will be sent to him asking to report to duty and to provide explanation for his absence.
5. Based on the enquiry any action deemed fit will/would be taken by the management.
6. If there were no response from the employee within the stipulated time mentioned in official correspondence, it would be assumed that the employee has withdrawn his service from the company on his own accord and recorded accordingly.


LEAVE APPLICATION FORM
A. Application Name………………………………………………………… Emp. Code No.:…………………………………………. Designation………………………………………………….. Department……………………………………………… Leave applied from……………………. to ……………………No. of Day/Days……………………………………… Reason for Leave…………………………………………………………………………………………………………. Contact Address/Phone No. During Leave ………………………………………………………………………………… ……………………………………………………………………………………………………………………………… Nature of Leave : Sick Leave/Casual Leave/Earned Leave/Compensatory Leave If Compensatory Leave (S) Please mention the date of working on holiday……………………………………………… Attach medical certificate etc. Where required. Date ……………………………. ………………………………………. Signature of Employee B. Leave Record:
Balance Sick Leave	Balance Casual Leave	Balance Earned Leave