The document provides details on various HR processes and policies at a company. It discusses leave policies, performance appraisal process, talent management, compensation and benefits, statutory compliances, warnings and disciplinary actions, issue resolution procedures, and general guidelines. Key information includes types of leaves available, performance appraisal criteria and increments, recruitment and talent retention strategies, salary structure, loans and advances rules, and separation protocols.

1. HR – PROCESSES 2013
HR TEAM

2. AGENDA
 HR Processes
 Employee Handbook
 Reimbursement Procedure
 Timesheet

3. FAQ
 ESIC Benefit
 CTC concept
 Loans and Salary Advances
 Leaves
 PF deduction

4. CLASSIFICATION
Talent
Management
Talent
Retention
Compensati
on &
Benefits
General
Leave
Management
System
Resignation Salaries Warning &
Disciplinary
Actions
Performance
Appraisals
Departure
Protocol
Statutory
Compliance
Issue Resolution
Employee
Engagement
Exit
Formalities

5. TALENT MANAGEMENT

6. LEAVE MANAGEMENT SYSTEM
 Interns/Employees on Probation: 3 Days Paid Leaves(One leave is
officially allowed in a span of 2 months)
 Confirmed Employee: 21 Days All Purpose Paid Leaves.(Inclusive of
Maternity(As per statutory rules), Paternity(7 days), Marriage
leaves(15 days))
 General Public Holidays: 8

7. LEAVE APPLICATION PROCEDURE
Submit a soft copy
of Leave Application
Form to HR via
Email
HR to check leave
balance
HR to forward the
application to PM/
Reporting Authority
via Email
PM to
approve/disapprove
the leave & reply to
HR via Email
HR to send the final
Leave Application
status to the
Employee

8. LEAVE APPLICATION (DESCRIPTION)
 An application for leave is a mandatory. No leave will be applied and approved verbally.
 Employees should apply for leave in the following manner:
 Application for 1 day of leave – Mail to be sent to HR 2 days in advance
 Application for >1 day < 4 day – Mail to be sent to HR 4 days in advance
 Application for >4 days – Mail to be sent to HR 6 days in advance
before the date of commencement of leave. No leaves will be sanctioned/ approved
if the above conditions are not fulfilled
 No employee will be allowed to go on a leave unless the status of the same is informed
by the HR to the employee. If the employee still goes on leave then the same will be
considered as an unpaid leave and warning will be given for leaving without approval
 In case an employee wants to apply for leave on the very same day, then he/ she will
have to officially make an application to HR via email and wait for approval on the same.
On seeking status the employee can leave the office premises
 For any reason incase the employee fails to come to office, the same has to be informed
to their immediate superior or HR via phone/ SMS. The application for an impromptu
leave should be applied for whenever he/ she resumes office.

9. PERFORMANCE APPRAISAL
 Annual Appraisals (April/Oct)
 Eligibility : All confirmed employees
 Increment & Promotions : All deserving employees
Note: All employees eligible for appraisals may not be necessarily entitled
for increment

10. PERFORMANCE APPRAISAL - PROCESS
 Counselling Sessions:
 Carried in month of April/October
 Criterion: Counselling Form designed by HR, Monthly Performance
Review Forms, Absenteeism and Attendance Report, Basecamp Hours
Filled, No. of Warnings/ Disciplinary Mails and Training Programs
Attended
 First Round Discussion of Report with CEO & PM
 Final discussion of Report with CEO, PM & HR
 Increment will not be shared with employees, the outcome of the same will be
reflected in the salary for the month of May/November.
 Increment & Promotion Letters will be given only after the salary is credited
(i.e. in the month of May/November)
 Note: All increments subject to management discretion no negotiation
will be carried out after the process.

11. EMPLOYEE ENGAGEMENT
 Birthdays: A card is given to the employee by HR on behalf of Ashore Systems
 Wedding : Company provides a gift to the employee on account of his/ her wedding.
Other employees can willingly contribute to the same if they wish to.
 Events:
 Ashore Systems Anniversary
 Annual Party
 Annual Picnic
 Building up
In-house Cricket and Badminton team and preparing them for corporate matches.

12. TALENT RETENTION

13. RESIGNATION
Submission of Hardcopy of resignation to HR
Meeting with the concerned authorities is arranged to discuss Acceptance/ Non
Acceptance of Resignation.
If Resignation is accepted then the desired notice period to be served is discussed
along with the pending projects/ tasks. The Post Resignation Form is filled up
during the meeting
Commencement of Notice Period
Note: Soft copy via email/ SMS will neither be accepted nor addressed

14. DEPARTURE PROTOCOL
ON SUBMITTING HARDCOPY OF RESIGNATION
TL & Above Positions
Meeting with PM & HR regarding acceptance of resignation and pending tasks
2 months of notice period to be served (irrespective of the signed service agreement)
If Served If not Served
Post resignation form will be evaluated
Relevant documents will not be released
If task is completed If task is not completed then the notice period will extend
Exit Formalities will commence
Submission of I-Card and other company related property to HR Exit Formalities will not be completed
Release relevant documents (Including Relieving/ Experience
Letters/ Salary of previous month) Appropriate Legal action
No dues letter will be signed by the resigned employee
Exit interview will be conducted by the HR Executive/HR Manager

15. DEPARTURE PROTOCOL
ON SUBMITTING HARDCOPY OF RESIGNATION
Jr. & Sr. Positions
Meeting with PM & HR regarding acceptance of resignation and pending tasks
1 month notice period (Who have not signed the service agreement)
If Served If not Served
Post resignation form will be evaluated Relevant documents will not be released
If task is completed If task is not completed then the notice period will extend
Exit Formalities will commence
Exit Formalities will not be completed
Submission of I-Card and other company related property to HR
Release relevant documents Appropriate legal action
(Including Relieving/ Experience Letters/ Salary of previous month)
No dues letter will be signed by the resigned employee
Exit interview will be conducted by the HR Personnel
Note: Employees who cannot pay 6 month’s salary and who leave without notice appropriate legal action will be taken
Employees who resign or leave without notice during their probation will not be given any relevant documents (including
salary)

16. DEPARTURE PROTOCOL
ON SUBMITTING HARDCOPY OF RESIGNATION
Jr. & Sr. Positions
Meeting with PM & HR regarding acceptance of resignation and pending tasks
2 months notice period (Who have signed the service agreement)
If Served If not Served
Post resignation form will be evaluated Employee pays 6 month’s of salary
If task is completed If task is not completed then the notice period will extend
Exit Formalities will commence
Submission of I-Card and other company related property to HR
Release relevant documents
(Including Relieving/ Experience Letters/ Salary of previous month)
Exit Formalities will be completed
No dues letter will be signed by the resigned employee
Exit interview will be conducted by the HR Executive/ Hr Manager
Note: Employees who cannot pay 6 month’s salary and who leave without notice appropriate legal action will be taken
Employees who resign or leave without notice during their probation will not be given any relevant documents (including
salary)

17. EXIT FORMALITIES
On successful completion of Notice Period
Experience & Relieving letters are released
Salary for the previous month and the salary slip is handed over to the employee through cheque
on his last working day
No dues letter is signed by the resigned employee
Exit Interview is conducted by the HR Personnel
Submission of I Card and other company related property
Deletion of Basecamp account, Biometric registration, Email id
Note: Full & Final Salary cheque and pay slip for the ongoing month will be
released after a month of leaving the organization

18. COMPENSATION & BENEFITS

19. SALARIES
Salary Components Derivatives
 Basic – 60% of Gross Salary
 House Rent Allowance – 20% of Gross Salary
 Dearness Allowances – 17.5 % of Gross Salary
 Conveyance – 8.9% of Gross Salary
 Other Allowance = Gross Salary –(Basic+ HRA+ Conveyance+ DA)
 Gross Salary – Offered salary per month
 CTC = Gross Salary *12 (Offered salary per annum)

20. STATUTORY COMPLIANCE
 Provident Fund
 Applicability – Mandatory for employees whose Basic + DA is less than Rs. 6500/-.
Application for PF is optional for employees whose Basic + DA is above 6500/-
 Employees who still want to apply for PF can opt for deduction on Basic + DA equivalent to Rs.
6500/-
 Contribution –25.61% of (Basic + DA)
 Withdrawal of PF is only possible if
 The employees basic salary goes beyond the Rs. 6500/-
 On separation
 Professional Tax
 Applicability – Deduction takes place on Gross Salary and mandatory for all employees
 Rs. 175/- - Employees whose gross salary is between Rs. 0 to Rs. 10000/ -
 Rs. 200/- - Employees whose gross salary is above Rs. 10000/ -
 Rs. 300/- - Employees whose gross salary is above Rs. 10000/ - (only for the month of
February)
 Employee State Insurance Corporation (ESIC)
 Applicability - Mandatory for employees whose Gross is between Rs. 0 to Rs. 15000/-
 Contribution – 11.25% of Gross
 TDS:
 Eligiblity: Salary more than 2 lacs per annum ( For further details on calculation please contact
Accounts)

21. GENERAL
 Warnings and discipline
 Issue resolution
 Loan Policy
 Salary Advance

22. WARNINGS & DISCIPLINARY ACTIONS
 Warnings will be given on the basis of:
 Project Performance (By PM/ Sr. Authorities)
 Behavioral grounds –
 Insubordination
 Disciplinary grounds (Mentioned in Employee Handbook),
 Late comings
 Absenteeism
 Not updating Basecamp/ Timesheet
 Not entering In – Out Time in the Muster
 Irregular Breaks during working hours
 Two Written Warnings
 Warnings exhausted will lead to Termination/ appropriate legal action
Complaint raised by PM
and Sr. Management (incl.
HR)
Second Written
Warning
First Written
Warning
Serious
Action/
Termination

23. ISSUE RESOLUTION
Escalations Issues Raised by
Developers/Desig
ners/Testers
Team Leaders Project
Manager
Support
Team
First Project Manager Project
Manager
HR Executive Immediate
Superior
Second HR Executive HR Executive HR Manager HR Executive
Third HR Manager HR Manager HR Manager
Final CEO CEO CEO
ESCALATION LEVELS
Meetings for Issue Resolution
1st Meeting will be held with the Project Manager and HR Executive. If not resolved;
2nd Meeting will be held with the Project Manager, HR Executive and HR Manager. If still not
resolved;
3rd and final meeting will be held with the Project Manager, HR Manager and CEO
Please Note: All escalations should be in writing (email). If not then no action will be
taken.

24. • Only confirmed employee can apply for a loan once a year. The reason for the same
should be mentioned along with appropriate documentation for verification. The loan
will only be sanctioned at Management discretion and final verification.
• Employee can be granted a loan of Rs. 40,000 (Max) only once a year
• The company will have a loan cap of Rs 2,00,000 every year. No other employee
will be granted a loan once the loan cap is exhausted.
• If an employee leaves without clearing his dues, he will not be officially relieved from
the organization and legal consequences will follow
Advance Amount Required
Documents
(Mandatory)
Recovery Period Disbursement
Time (After
application)
1000/- to 5000/- Pan card In two slots from
salary
One week
5000/- to 15,000/- Pan card + Original
certificates
In three slots from
salary
Two Weeks
15000/- 40,000/- Pan Card+ Original
certificates + proof of
requirement
In Five slots from
salary
Three Weeks
LOAN POLICY

25. Salary Advance
 An employee can request for salary advance only thrice a year (not being consecutive).
 Only part of the salary or full salary will be released in advance
 Salary Advance will only be given for salary due
 It is onetime payment so will not be deducted from salary in slots
 Procedure:
 A mail has to be sent to HR one week in advance
 HR will then send a mail to accounts for approval
 Once approved from accounts HR will send you an information regarding the status of
your application
 The payment will be done through a cheque and the same has to be collected from
accounts
E.g. If you wish for a salary advance on 10th July then you will have to apply
On 3rd July( one week in advance)

26. COMPANY HANDBOOK

27. TYPES OF EMPLOYEES
 Probation:
 Probation for a period of 6 months
 On successful completion of probation he/ she will be confirmed on the
basis of performance. (Probation period is extended if the employees
performance is not satisfactory)
 Confirmed:
 Employee will be confirmed only after he/ she successfully completes
his/her probation & on satisfactory performance.
Interns:
 Fresh Graduates from various colleges.
 Tenure of Internship is minimum 3 months
 On completing the internship, the intern may be absorbed in the organization on
probation and may later get confirmed on the basis of performance.
 Incase an intern does not want to continue with Ashore on permanent basis, he will be
released from his services and will be only given his internship completion letter.

28.  Biometric Registration: This system will record the employee’s punctuality,
leaves and breaks taken.
 Salary:
 Employees’ salary for every completed month will be directly credited to their
respective salary accounts between the 15th and 20th of the following month.
 In case of any probable delay, beyond the control of the Management of
Ashore, you will be informed accordingly.

29. GROUNDS OF SEPARATION:
 Absenteeism:
 Any absence from work typically for three consecutive days without intimation, irrespective
of whether you have earned leave balance or not, will be treated as ‘Unscheduled
Absenteeism’ result in Forced Separation.
 Incompetence and Indiscipline:
 Any willful act of insubordination, indiscipline, incompetence or misdemeanor, for which
written warnings are received from HR department or Ashore management may result in a
Forced Separation.
 Planned Separation:
Resignation: (As explained in the processes presentation). Even though all conditions are
fulfilled the employee will not be relieved if:
 The project on which he/ she are working is incomplete;
 Client’s non acceptance of his/her current project assignment
 Ashore has not found a replacement for him/ her;
 No Clearance from any of the departments at Ashore
 Any other reason that Ashore Management may consider injurious to the interest of the
company;

30.  Working in Office:
Ashore ordinarily observes a 5 day work week, unless extra-ordinary circumstances.
Monday to Friday – 9.30 am to 6.30 pm
Saturday: Official Trainings - 10.00 am to 1.00 pm
 Breaks:
Lunch time: 1:00 pm to 1:45 pm
Tea Break: 4:00 pm to 4:15 pm
 Late Arrival:
 Employees working in Ashore after 9:00 p.m. on official days will be allowed to come till
10:30 a.m. the following day.
 Due to the responsibilities handled by Team Leaders/ Project Manager & Sr.
Management, will be allowed to come till 11:30 a.m. incase they have stayed in the office
beyond 11:00 p.m.
 3 (three) consecutive late marks in the month or 6 (six) random late marks in a month will result
in a written warning.
 Attendance muster kept in HR should be filled up by the employees regularly.
GENERAL

31.  Half Day:
 Employee coming to office at or after 12:00 noon.
 Employee leaving on or before 3.30 p.m.
 Incase an employee comes to the office after the holiday or leaves in the
second half of the day (i.e. after 12:00 noon), his/ her holiday will be treated as
a leave and he will be treated as absent for the entire day.
 Use of Cell Phones:
 Use of Cell Phones can only be done during breaks and before or after office hours unless urgent.
 Listening to radio & walkman is strictly prohibited during working hours. Incase anyone is found
listening to the same will be given warning leading to serious action.

32. LEAVES
Leaves
 Leaves for Confirmed Employees - 21 days of leave is to be earned and used in the
following manner:
Jan-Feb-March: 2-2-1
April-May-June: 2-2-1
July-Aug-Sept: 2-2-1
Oct-Nov-Dec: 2-2-2
 [*Note: In case an employee gets confirmed on or before 15th of the month, he will be
entitled to leave of only one day for that month , whereas for employees who gets
confirmed after 15th of the month will not be entitled to any leave for that month.]
 Leave for Probationary Employees: An employee is entitled to 3 (three) days of paid
leave.
 Prefix/Suffix: After the approval of leave if an employee remains absent beyond the period
of his/ her granted leave then salary of the days of absence together with the days of
holidays prefixing or suffixing to leave not sanctioned shall be deducted.
 Leave during Notice Period: After submitting resignation, no leave will be allowed during
the notice period for any reason whatsoever. The Management reserves the right to
discharge an employee during notice period on immediate basis on disciplinary/
redundancy grounds.

33.  Compensatory Off:
Ashore generally does not encourage compensatory offs. Compensatory offs will only be
allowed in exceptional situations (at managements’ discretion) with the advance written
consent of Project Manager and CEO and intimation to HR.
 Dress Code: Employees are expected to come to office in Formals or Business Casuals
with proper and appropriate footwear.
 Employee Engagement – HR arranges for various activities and functions as a part of
employee engagement. This helps us in employee bonding.
At company events you will be governed by the company policies.
For the outings you will be required to sign an indemnity form.
 Performance Appraisals
 Appraisals are conducted annually in two parts.
 All confirmed employees will be eligible for Appraisal which may result in Salary
Increment once a year (i.e. during the month of April/ October)
 E.g. If X is appraised in the month of October, he will be considered for an appraisal
only next October.(Same with April)

34.  Nimantran Referral Scheme:
This amount will be received by the employee once the referred employee completes 3
(three) months at Ashore.
Designation (Joining At) Amount
Developer & Sr. Developer Rs. 1000/-
Team Leader Rs. 1500/-
Project Manager & Above Rs. 2000/-

35. REIMBURSEMENT
 Reimbursements:
 Food Reimbursement:
Employees working in Ashore after 10:00 p.m. will be eligible for Food Reimbursement of Rs. 50/-
per employee/ per day.
 Petrol Reimbursement: Employees using their personal vehicles for official purpose will be eligible
to claim fuel charges @ Rs. 2.50/- per km.
Process
 Reimbursement Form
 Reimbursement Process:
1. Submit the form within 10 days
2. Documents: Xerox copies of bills/Receipts
3. Require authority signatures on the form
4. Submit the form to the Accounts department
5. Your reimbursement will be reimbursed within a fifteen days

36. TIMESHEET
 http://server.ashoresystems.com/~ashoresy/avion_timesh
eet/index.php?option=com_users&view=login

37. THANK YOU