BODHTREE CONSULTING LIMITED EMPLOYEE HANDBOOK

BODHTREE CONSULTING LIMITED
EMPLOYEE HANDBOOK
(Release Version2.4 w.e.f 09-June-2016)
Disclaimer:
“Nothing contained in or implied by this manual creates or shall be deemed to create or
constitute a contractual obligation to employees (on the part of the organization). The
policies, procedures and guidelines contained in this manual are subject to change at any
time, do not confer any obligation (on the part of the organization).”
Page 1 of 90
Revision History
Version
No.
Changes Made
Revision
Date
Reviewed and Approved
By
1
Baseline Document
1-Apr-2012
Satish Babu
2
Leave Policy Updated
1-Jan-2013
Sudheer Koppineni
2.1
Work Conditions Clause 9.1
work timings modified
1-Nov-2013
Sudheer Koppineni
2.2
Transport Policy Added
1-Aug-2014
Sudheer Koppineni
2.3
Key Contacts
25-Jan-2015
Radhika Vaddanam
2.4
Report of Violations
9-Jun-2016
Sudheer Koppineni
Page 2 of 90
INDEX
A. Welcome
B. Definitions
C. Human Resource Development Focus
6
7
8
1. Scope
8
2. About BCL
8
2.1
2.2
2.3
2.4
2.5
Locations
Management Philosophy
Vision & Mission
Core Values
Standards and Certifications
3. The Employment
3.1
9
9
9
9
10
10
Background Verification Check (BGC)
10
4. Employee Recruitment Policy
11
5. Non-Disclosure
11
6. Conflicts of Interest
11
7. Employment Status
12
7.1
7.2
7.3
7.4
Employment Categories
Personal Data
Performance Evaluation And Appraisal
Salary Administration
8. Employee Benefit Program
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
8.10
13
Employee Benefits
Personal Accident Insurance
Foodplus Card
National And Festival Holidays
Educational Assistance
Gratuity
Employee State Insurance Corporation (ESIC)
Employees’ Provident Fund (EPF)
Local Conveyance
Optional Tax Benefit Schemes (Part of the CTC)
9. Work Conditions
9.1
9.2
9.3
12
12
12
13
13
13
13
14
14
14
14
14
14
15
15
Work Timings
Lunch Time
Absences
15
15
15
9.3.1
9.3.2
9.3.3
9.3.4
15
16
16
16
Leave Procedure
Casual Leave (CL)
Paid Leave (PL)
Maternity Leave (ML)
Page 3 of 90
9.4
Use of Phone And Mail Systems
16
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12
9.13
9.14
9.15
9.16
16
17
17
17
19
19
20
20
20
21
21
22
Use Of Equipment
Visitors In The Work Place
Computer And Email Usage
Internet Usage
Work Place Monitoring
Workplace Violence Prevention
Attendance And Punctuality
Personal Dress Code
Resignation
Security Inspections
Workplace Etiquette
Travel Policy
10 Employee Conduct & Disciplinary Action
10.1
10.2
Employee Conduct And Work Rules
Procedure For Imposition Of Penalty
22
22
24
11 Information Security Focus
25
12 Suggestions
26
Annexures-1 – Appointment Policy
28
Annexures-2 – Recruitment Policy
31
Annexures-3 – Non-Disclosure Agreement
37
Annexures-4 – Medical Insurance Policy
39
Annexures-5 – Holiday List
45
Annexures-6 – Certification Reimbursement Policy
46
Annexures-7 – Local Conveyance Policy
49
Annexures-8 – Referral Policy
53
Annexures-9 – Relocation Policy
55
Annexures-10 – Laptop and Computer Policy
57
Annexures-11 – Data Card Policy
61
Annexures-12 – Travel Policy – Domestic
63
Annexures-13 – Travel Policy – Overseas
71
Annexures-14 – Exit Policy
81
Annexures-15 – Transportation Policy
88
Annexures-16 - Report of Violations
90
Page 4 of 90
KEY CONTACTS
Mr. Rama Krishna L N
Managing Director & CEO
Landline: +91 40 6622 2333
Email: [email protected]
Page 5 of 90
A. WELCOME
We are delighted to have you join us. We sincerely wish you a wonderful and successful tenure in
our midst.
In Bodhtree, we believe that each employee contributes directly to the growth and success of the
company and we hope you will take pride in being a member of our team. You have an important
part of our ability to succeed. We value your contribution each and every day. This very reason, we
offer motivating and engaging opportunities as well as an encouraging environment, for you to give
your best.
This handbook outlines the policies, programs and benefits available to eligible employees. Each
employee is requested to become familiar with the contents of the ‘Employee Handbook’ at the
earliest. We hope that this handbook will address the queries, if any; you may have regarding the
company or terms of employment.
We believe that professional relationships are easier, when all employees are aware of the culture
and values of the organization and discharge their functions in accordance with these values.
We hope that your experience here will be challenging, enjoyable and rewarding.
Once again, we extend a hearty welcome to Bodhtree.
L N Ramakrishna
MD & CEO
Bodhtree Consulting Limited
Page 6 of 90
B. DEFINITIONS
Item
Definition
Appointment Letter
This is a letter issued to the new employee after fulfilling the joining
formalities
Appraisal
This is a process to evaluate an employee’s performance as per
the Appraisal Policy to consider accordingly, either salary hike or
promotion, commensurate to the employee’s performance
Bodhtree
Wherever the term ‘Bodhtree’ appears refers to Bodhtree
Consulting Limited (BCL)
Company/
Wherever the term ‘Company’ / ‘Organization’ / ‘Employer’ appears
refers to BCL
Organization/Employer
Employee (Regular)
The employees of the Company are classified as Regular
Employee (enjoy complete benefits of the company)
Employee (Probationer)
The employees of the Company classified as Probationer (does
not enjoy complete benefits of the company, till he/she attains the
status of a Regular Employee)
Contractual or
The employees of the Company are classified as Contractual or
Consultant (complete benefits of the company shall not be
applicable and governed by the terms of appointment)
Consultant
Management
The Directors and top Executives of the organization, over and
above AVP category, or any other official(s) authorized and
empowered to act on their behalf
Offer Letter
After successful completion of the recruitment process, the
Company officially communicates to the candidate through an
“Offer Letter” their willingness to engage him/her for a vacancy in
the Company
Reporting Authority
Is an authority to exercise the following on an Employee Reporting
to him/her
Service Certificate

Assignment of work

Supervising the progress of the work assigned

Sanction of leave of absence

Conducting annual appraisals etc.
A service certificate shall be issued to an Employee at the time of
relieving from Company viz. discharge or termination, resignation
or retirement
Page 7 of 90
C. HUMAN RESOURCE DEVELOPMENT FOCUS
Bodhtree has since long recognized the importance of the quality of Human Resource Development
programs to the growth of business and has a full-fledged Human Resource Development (HRD) with
substantial budgets, for recruiting, training, and retaining talented professionals.
Bodhtree believes in training and empowering the individuals through carefully planned career paths,
delegation, continuous help, objective appraisal systems and mechanisms to identify the top
performers on yearly or such other frequency and reward through carefully designed incentives and
promotion schemes. It has well-structured competitive compensation package in tune with current IT
norms / industry standards.
Most misunderstandings and confusions in both interpersonal relations and work environment occur
due to lack of adequate, clear, appropriate and effective communication between/within a
group/organization. The key focus area of Bodhtree is creating an environment, which allows
employees to work in a free, innovative and creative manner, in an informal, congenial and pleasant
work atmosphere which lends itself to generating a sense of ‘belongingness’ among employees.
1. SCOPE
This document outlines the Policies and Procedures available to employees of Bodhtree. However,
the provisions of this handbook are broad guidelines, which are provided for the benefit of the
employees; however, these are not an exhaustive or complete presentation of Company’s
employment policies and/or practices.
The Policies set forth in this handbook are neither intended to create a contract, nor are they to be
construed to constitute contractual obligations of any kind or a contract of employment between
employer and any of its employees. The provisions of the Handbook have been developed at the
discretion of Management and may be amended / revoked or changed at any time either in part or
whole, at its sole discretion, with or without prior notice. Employees may be notified of such
change(s) to the Handbook as they occur.
2. ABOUT BCL
OVERVIEW
Bodhtree Consulting Limited (BCL) is a provider of Innovative Consulting and Technology. We
pride ourselves on delivering quality and value addition to our customers thereby exceeding their
expectations. We understand industry needs and deliver solutions that leverage the process
knowledge of our Consultants.
The Company has niche strengths in building and managing a business-oriented IT environment with
rich experience in Technology Incubation such as Product Engineering, Business Intelligence, Data
Management, SOA Consulting, CRM Consulting, Analytics and Data Warehousing Consulting.
Our other offerings comprise of customized solutions and services in SOA, BPM, Enterprise
Architecture, Offshore Advisory Services and E-Commerce. We give high-end reliable and costeffective IT Services to global organizations. Our customers include Fortune-500, Fortune-250 and
Forbes-200 best small companies. We further collaborate with well reputed software vendors of the
Silicon Valley for implementation and development of solutions.
Page 8 of 90
Bodhtree is headquartered in India with offices in US and UK. Its development and delivery centers
are distributed in India, with a dedicated CoE (Center of Excellence) for SaaS and Cloud Computing.
It serves companies from India, US, Europe and other parts of the globe.
Bodhtree Consulting Limited is a Public Limited Company in India, listed in Madras Stock
Exchange (MSE) and has investments and interests in other niche business areas including EPublishing, E-Learning and Mobile Classified Search. The shares of the Company are traded through
National Stock Exchange (NSE).
For more information about the Company, please visit: www.bodhtree.com
2.1 LOCATIONS
Bodhtree is located at the following place in Hyderabad, India:
<<<
S No
1
Location
Wing 2, Block A, Level 6,
Madhapur, Hyderabad-500081,
INDIA. Phone: +91 40 6622 2333
Fax: +91 40 6654 7029
Contact: Mr. Prabhakar Rao Kallur,
Senior Manager-Finance & Facilities
Location code
Identity
CGW
Delivery Center
2.2 MANAGEMENT PHILOSOPHY
The Management believes that every individual has potential resource and its role is to
provide the right atmosphere to realize the best of his/her potential. This is achieved by
encouraging creativity, responsibility, mentoring & giving feedback and being open to
employees taking on additional roles.
2.3 VISION & MISSION
Vision: “We want to be a globally admired company by our customers, employees and
partners.”
Mission: “Enabling technology that helps our customers build a global, secure and
scalable enterprise.”
2.4 CORE VALUES
Since inception, Bodhtree has been governed by our core values. They form the foundation of
our culture and strengthen the relationship we share with the external world. We at Bodhtree
strive to incorporate these guiding principles in our work life and collaborate for success.
Collaboration We embrace diverse cultures,
responsibilities and strive for mutual success.
respect
everyone’s
opinion,
share
Integrity We stand by our word and build trusted and enduring relationships.
Community We foster a spirit of co-existence and strive to develop an interdependent and
socially responsible workplace.
Service Excellence We are customer focused and deliver high quality services at all times.
We demonstrate passion and reliability in everything we do.
Page 9 of 90
2.5 STANDARDS AND CERTIFICATIONS
Quality
Bodhtree focuses on producing premium software solutions conforming to stringent quality
control. Our efforts have been well rewarded by the ISO Quality Certification by ICR
(International Certification Registrar).
 Bodhtree has been recommended for transition from ISO–9001:2000 to conversion of
ISO–9001:2008 certification by ICR

Bodhtree is an a ISO 27001:2013 compliant from 12th November, 2014

ECCMA Quality certification

Bodhtree is also an ECCMA Certified Master Data Quality Provider
About ECCMA
ECCMA (Electronic Commerce Code Management Association) is an International
Association of industry and government master data managers, working together to increase
the quality and lower the cost of goods and services through developing and promoting
International Standards for Master Data Quality.
Quality Vision
Bodhtree’s quality vision is to achieve the state of highest quality standards; be it people,
process and technology to meet and exceed the customer expectations from diverse cultures.
3. THE EMPLOYMENT
On successful completion of recruitment process of Bodhtree, an Offer Letter is rolled out
mentioning the Date of Joining (DOJ). Appointment Letter will be issued to the employee on the
DOJ. The Employee shall sign the Joining Report and other Employee Undertakings at the time of
joining. Specific written permission from HR is required in case of delay in DoJ (from the date
originally indicated).
Please see the Appointment Policy, as per Annexure-1 (goto page no. 28)
3.1 BACKGROUND VERIFICATION CHECK (BGC)
Bodhtree reserves the right to conduct Background Verification Check (BGC) for the candidates
joining in BCL and for also existing employees, if any, by hiring services of a third party, either
National or International origin. The BGC will be conducted for all employees either at the time of
their hiring or subsequent to their joining in BCL, at the discretion of Management.
The BGC may include all or a selected few as listed below:
General reputation, character, mode of living, credit reports; criminal record checks; public court
record checks; educational record checks; employment verifications; personal and professional
references checks; address proof check and certification record checks; etc.
Page 10 of 90
The BG checks will be conducted, as per standard industry practice in vogue. However, BCL
may add/modify BGC at any time, as per business exigencies. During the BGC, if any of the
credentials/certificates are found to be false/misleading/mischief/negative, BCL reserves the right
to initiate such action, as it may deem fit and appropriate. The decision of BCL will be final, in all
respects.
4. EMPLOYEE RECRUITMENT POLICY
Details of the Recruitment Policy are available at Annexure-2 (goto page no. 31)
5. NON-DISCLOSURE
Protection of confidential business information and trade secrets is vital to the interests and the success
of the organization. Employees are expected to abide by the Code of Conduct and ethical practices. All
employees are required to undertake and execute a standard Employee Confidentiality/Non-Disclosure
Agreement, as part of appointment terms.
Please refer the standard EMPLOYEE CONFIDENTIALITY/NON-DISCLOSURE AGREEMENT at
Annexure-3 (goto page no. 37)
6. CONFLICTS OF INTEREST
Employees have an obligation to conduct business within guidelines that prohibit actual or potential
conflicts of interest. A company cannot survive unless it has the support and undivided loyalty of its
employees, or if its employees pursue their own interests at the Company’s expense. Transactions with
outside agencies must be conducted within a framework established and controlled by the Company.
Employees should perform their duties with loyalty, skill and diligence. Personal considerations
should not interfere with this obligation.
An employee should not participate in any activity that gives rise to an actual or apparent conflict between
the Company’s and the employee’s own interests. Such conflicts are likely to arise in dealings with
competitors, customers and suppliers of the Company.
Employees may invest in other companies without the approval of the Company. However, employees
should obtain the approval of the Management, before taking a substantial ownership interest in a
customer, supplier or competitor of the Company.
Employees should exercise caution before accepting gifts or other benefits from customers, suppliers or
competitors of Bodhtree. In some instances, an employees’ receipt of gifts and benefits is prohibited.
Employees may not accept gifts or benefits that could influence the employee in his or her dealings with
the gift-giver on behalf of Bodhtree, or that could create the appearance that the employee was
influenced or can be influenced in the future by the gift. This is even applicable to family members of an
employee’s family, so that they shall not accept anything that the employee could not accept directly.
Please refer to section 10. EMPLOYEE CONDUCT & DISCIPLINARY ACTION.
Page 11 of 90
7. EMPLOYMENT STATUS
7.1 EMPLOYMENT CATEGORIES
This section is to enable the employees to understand their employment status and benefits
available:
REGULAR employees are those who are in full time employment of the Company and not in
CONTRACT or PROBATION. Generally, they are eligible for the Company’s benefits, subject to the
terms, conditions and limitations of each benefit program.
PROBATIONER is an employee, whose performance is being evaluated to determine whether
further employment with Bodhtree is appropriate or not. Employees, who satisfactorily complete the
probation period, will be notified of their new employment classification.
CONTRACTUAL employees are those, who are hired to temporarily supplement the work force, or
to assist in the completion of a specific project. Employment assignments in this category are of a
limited duration. Employment beyond any initially stated period does not in any way imply change of
employee status, unless explicitly informed by the Company. They are ineligible for all of Company’s
benefit programs.
Apart from the above, the company also enters agreements with various professional personnel to
act as Consultants, in different areas, as and when required. The terms of such appointment will be
decided on case to case basis, as per project requirements. However, the Company’s regular
policies will not be applicable to such Consultants, unless there is a specific reference. They are
governed by the contractual terms of engagement.
7.2 PERSONAL DATA
All employees should inform/update the company the changes, if any, in their personal / contact
details like personal mailing addresses, telephone number(s) (mobile/residence), citizenship status,
names of dependents, individuals to be contacted in the event of emergency, educational
accomplishments etc.
All such changes must be reported promptly. When a life event such as marriage, divorce, birth
or adoption of a dependent occurs, such a change involving your personal information must be
reported to the Company within fifteen days of such event. This will enable the company to maintain
the personal record of all employees with up-to-date information.
7.3 PERFORMANCE EVALUATION AND APPRAISAL
Employees of the Company are eligible for appraisals. The process will be taken up by HR in the last
quarter of every financial year and will be made applicable effective from new Financial Year (AprilMarch). Standard Self-Appraisal Forms (SAF) will be circulated to all employees for their data,
subsequently will be forwarded to reporting managers for their recommendations/ assessments.
Consolidation and assessment will be done, before rating the performance. The reporting managers
shall be required to provide goal setting for each employee, along with his recommendations.
Page 12 of 90
While Performance Appraisal is a year-end exercise, when the year’s performance is summarized
with mutually agreed new goals are set; and in between two annual appraisals; a mid-year review
will be taken up, when the progress of goals set at the year-end review are evaluated.
7.4 SALARY ADMINISTRATION
It is Company’s policy to disburse the salaries of all employees by way of transfer to designated
bank account by last working day of every month. Soft copies of salary slips will be mailed to the
individual mail accounts on the last working day of every month. Salary is calculated based on the
attendance from 21st of previous month to 20th of current month. The leave adjustments, if any,
between 22nd to end of such month will be carried out in subsequent month.
8. EMPLOYEE BENEFIT PROGRAM
8.1. EMPLOYEE BENEFITS
All regular employees in the Company are covered with Group Medical Insurance Coverage
(GMC) to cover the medical expenses, if any; for self, spouse and two children and Personal
Accident Insurance for self. The providing of these benefits is undertaken as part of employee
welfare measure and at the discretion of management. The sum assured and related information
can be obtained from HR dept.
The details of the present policy are:
Insurer
Star Health Insurance
Policy Name
Group Medical Insurance Policy
Type
Family Floater
Inception Date
31st March 2016
Expiry Date
30th March 2017
Coverage
1+3 [Employee + Spouse and 2 Children]
Sum Insured
Rs.4,00,000 (Rupees Four Lakhs Only)
All of these employee health and welfare benefits provided or made available by the Company will
cease upon the termination of employment with Bodhtree, regardless of the reason for such
separation (including retirement).
8.2. PERSONAL ACCIDENT INSURANCE
Company provides Personal Accident Insurance coverage from a standard insurance
company. This will protect / covers the employees against the accidental injuries, if any.
Details of Group Medical Insurance policies can be seen at Annexure-4 (goto page no. 39)
8.3. FOODPLUS CARD
Employees are provided with FoodPlus Cards. HR Department will distribute the FoodPlus Card as
and when a new employee joins. Finance team will instruct the bank to upload the said amount to
the respective employee accounts by 1st week of every month. An amount of Rs.1,250/- is deducted
from employees salary every month towards this. The responsibility of keeping the Card safely
Page 13 of 90
entirely rests on the employee. This card can be used in Retail Outlets only in Food
Counters/Divisions. However, this is optional only and provided to those employees
interested in it.
8.4. NATIONAL AND FESTIVAL HOLIDAYS
All employees are granted twelve (12) holidays during each calendar year (Jan-Dec), towards
observance of National and Festival holidays. The list of such holidays will be mailed by the
HRD to the employees during the last week of December.
Holidays List for the calendar year 2016 is available at Annexure-5 (goto page no. 45)
8.5. EDUCATIONAL ASSISTANCE
Bodhtree recognizes that the skills and knowledge of its employees are critical to the success of the
organization. The educational assistance program encourages personal development through
improvement in qualifications/skills, so that employees can maintain and improve job-related skills
or enhance their ability to compete for reasonably attainable jobs within Bodhtree.
Please refer to the Certification Reimbursement Policy at Annexure-6 (goto page no. 46)
8.6. GRATUITY
All regular employees are covered under Employees’ Group Gratuity Scheme. To be eligible,
employees with a minimum of 4.8 years of continuous service with Bodhtree will be entitled to
receive gratuity upon resignation, retirement, death, or disablement due to accident or disease.
For each year of service, or part thereof in excess of six months, Gratuity at the rate of fifteen
calendar days of the employee’s basic salary shall be paid; and it will be paid on a pro-rata basis
for period of service in excess of six months but less than twelve full months. All claims will be
processed and settled in accordance with the Gratuity Act, as applicable.
8.7. EMPLOYEE STATE INSURANCE CORPORATION (ESIC)
The scheme is applicable to all regular employees, whose gross salary is less than or equal
to Rs.15,000/- per month. The contributions will be made as per the Act. Those employees who
are covered under the ESI are eligible for availing medical facilities for self, spouse, children and
dependent parents at the allotted ESIC dispensary/hospital.
8.8. EMPLOYEES’ PROVIDENT FUND (EPF)
All regular employees are covered under Employees’ Provident Funds Act, as applicable. On
joining the company, a new account number will be allotted by accounts team for remittances of
contributions. Employees are allowed to transfer the accumulations in their previous establishment
to this account.
8.9. LOCAL CONVEYANCE
Administration Department facilitates local conveyance to employees for carrying the official work.
However, this facility is purely voluntary in nature, depending on the availability of the office
Page 14 of 90
vehicle(s). For availing this facility, the employee has to fill the “Car Requisition Request Form”
through mail or send hard copy to Administration Department, in advance.
In case of non-availability of office vehicle, the employee can use an alternative and claim the
expenses as per eligibility by submitting the duly filled “Local Conveyance Reimbursement Form” to
the Finance Department, after obtaining the approval from their Reporting Authority.
More details are available at Local Conveyance Policy Annexure-7 (goto page no. 49)
8.10.OPTIONAL TAX BENEFIT SCHEMES (part of the CTC)
All the employees except Contractual drawing CTC of over and above Rs 20,000/- per month may
consult the Finance Department for their tax planning.
9. WORK CONDITIONS
Every employee shall carry out the work for which he/she has been employed, conscientiously and in
accordance with specific or general instructions given by the Company.
9.1 WORK TIMINGS
The normal office hours are 10.00 am to 6.30 pm, Monday to Friday. Saturday will be a
working day for those employees who support the project on need. Sunday will be weeklyoff. However, depending on the Project/Client Requirement, employee may be required to work on
weekend/s. Employees may also be required to work on different shifts based on the work
requirement.
Flexible scheduling or flexi-time is available in some cases to allow employees to vary their starting
and ending times each day within established limits. Flexi-time may be possible if a mutually
workable schedule can be negotiated with and approved by the Reporting Authority.
9.2 LUNCH TIME
All employees are allowed 30 minutes break for taking lunch/refreshments on each working day,
scheduled suitably to accommodate operating requirements.
9.3 ABSENCES
9.3.1 LEAVE PROCEDURE
A request for leave of absence of any kind must be presented by the employee to his / her
Reporting Authority.
The Reporting Authority may recommend the same or suggest re-scheduling, if necessary,
keeping in view the work situation, after due discussion with and acceptance by the
employee. In the former case, the Reporting Authority will forward the same to HRD for:


Verifying entitlement/leave due record
Updating leave records
Page 15 of 90
9.3.2 CASUAL LEAVE (CL)
All employees are entitled to 6 days of CL, which can be carried forward within the
calendar year.
All Probationers and Consultants are entitled to one day of CL per month, which can
be carried forward within the calendar year.
9.3.3 PAID LEAVE (PL)
Employees who have completed their Probation Period with Bodhtree are entitled to use Paid
Leave, which accrues at the rate of 18 days in a calendar year.
Eligible employees are also entitled to accrue and carry forward leaves up to a maximum of
forty (40) days of unused Paid Leave from one financial year to another. Accrued leave to a
limit of 30 only will be encashed at the time of separation from the company and also the
same can be adjusted towards the Notice period if any.
9.3.4 MATERNITY LEAVE (ML)
Female regular employees are entitled to a maternity leave of 12 weeks. To be eligible, a
pregnant employee should have completed eighty (80) days of service with the company.
Please refer to the Leave Policy in LMS Portal.
9.4. USE OF PHONE AND MAIL SYSTEMS
Personal use of the office telephone for long-distance and toll calls are not permitted. Employees
should practice discretion when making local personal calls.
The use of Company’s paid postage for personal correspondence is not permitted.
To ensure effective telephone communications, employees should use an approved greeting and
speak in a courteous and professional manner. Employees should close the call after ensuring that
the communication is complete and satisfactory in all respects.
9.5. USE OF EQUIPMENT
When using Company Property, employees are required to exercise due care and diligence, as if
their own property, and follow all operating instructions, safety standards and guidelines.
The Company's assets, including facilities, materials, supplies, time, information, intellectual
property, software, and other assets owned or leased by the Company, or that are otherwise in the
Company's possession, may be used only for legitimate business purposes. The personal use of
the Company's assets without the Company's approval is prohibited.
Employees are requested to notify the NETWORKS/ADMIN-FACILITIES department, if any
equipment appears to be damaged, defective, or is in need of repair. Prompt reporting of damages,
defects, and the need for repairs could prevent deterioration of equipment and possible injury to
Page 16 of 90
employees or others. The NETWORK/ADMIN-FACILITIES personnel will guide employees for
maintenance and care of equipment available in the office.
9.6. VISITORS IN THE WORK PLACE
To provide security and protection of data/facilities in the premises, only authorized visitors will be
allowed in the work area. All visitors should enter the Company at the reception area. Authorized
visitors receive directions or are escorted to their destination. Employees are responsible for the
conduct and safety of their visitors.
9.7. COMPUTER AND EMAIL USAGE
Computers, computer files, the email system and software furnished to employees are Company’s
property intended for business use. Employees should not access a file, or retrieve any stored
communication without authorization. To ensure compliance with this policy, computers and
email usages may be monitored.
Company strives to maintain a workplace free of harassment and sensitive to the diversity of its
employees. Therefore, Company prohibits the use of computers and the email system in ways that
are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images, messages, and cartoons are
not allowed. Other such misuse includes, but is not limited to, ethnic, racial comments, off-color
jokes, or anything that may be construed as harassment or showing disrespect for others.
Official emails shall not be used to solicit others for commercial ventures, religious or political
causes, outside organizations, or other non-business matters.
Laptop computers will be provided to employees, as per hierarchy and need basis.
Please refer Laptop Computer Policy at Annexure-10 (goto page no. 57)
9.8. INTERNET USAGE
Internet access to global electronic information resources on the World Wide Web is provided by
Company to assist employees in obtaining work-related data and technology. While internet usage
at office premises is intended for job-related activities, incidental and occasional brief personal use
is permitted within reasonable limits.
The following guidelines have been established to help ensure responsible and productive internet
usage:
All internet data that is composed, transmitted, or received via the Company computer
communications systems is considered to be part of the official records of the Organization and as
such, is subject to disclosure to law enforcement or other third parties. Consequently, employees
should always ensure that the business information contained in internet email messages and
other transmissions are accurate, appropriate, ethical and lawful.
The equipment, services and technology provided to access the internet remain at all times the
property of the Organization. As such, Company reserves the right to monitor internet traffic, and
Page 17 of 90
retrieve and read any data composed, sent or received through the Company’s online connections
and stored in the Company’s computer systems.
Data that is composed, transmitted, accessed or received via the internet must not contain content
that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating or
disruptive to any employee or other person. Examples of unacceptable content may include, but
are not limited to, sexual comments or images, racial slurs, gender-specific comments or any other
comments or images that could reasonably offend someone on the basis of race, age, sex,
religious or political beliefs, national origin, disability, sexual orientation or any other characteristic
protected by law.
The unauthorized use, installation, copying or distribution of copyrighted, trademarked or patented
material on the internet is expressly prohibited. As a rule, if an employee did not create the
material, does not own the rights to it or has not gotten authorization for its use, it should not be
put on the internet. Employees are also responsible for ensuring that the person sending any
material over the internet has the appropriate distribution rights.
Internet users should take the necessary anti-virus precautions before downloading or copying any
file from the internet. All downloaded files are to be checked for viruses, all compressed files are to
be checked before and after decompression.
Abuse of the internet access provided by the Company in violation of the Company rules and
regulations will result in disciplinary action, up to and including termination of employment.
Employees may also be held personally liable for any violations of this policy. The following
behaviors are examples of previously stated or additional actions and activities that are prohibited
and can result in disciplinary action.
















Sending or posting discriminatory, harassing or threatening messages or images
Using the Organization’s time and resources for personal gain
Stealing, using or disclosing someone else’s code or password without authorization
Copying, pirating or downloading software and electronic files without permission
Sending or posting confidential material, trade secrets or proprietary information outside of
the organization
Violating copyright law
Failing to observe licensing agreements
Engaging in unauthorized transactions that may incur a cost to the organization or initiate
unwanted internet services and transmissions
Sending or posting messages or material that could damage the organization’s image or
reputation
Participating in the viewing or exchange of pornography or obscene materials
Sending or posting messages that defame or slander other individuals
Attempting to break into the computer system of another organization or person
Refusing to cooperate with security investigation
Sending or posting chain letters, solicitations or advertisements not related to business
purposes or activities
Using the internet for political causes or activities, religious activities or any sort of gambling
Jeopardizing the security of the organization’s electronic communication systems
Page 18 of 90




Sending or posting messages that disparage another organizations’ products or services
Passing off personal views as representing those of the organization
Sending anonymous email messages
Engaging in any other illegal activities
Please refer to Data Card Policy at Annexure-11 (goto page no. 61)
9.9. WORKPLACE MONITORING
Workplace monitoring may be conducted by the Organization to ensure quality control, employee
safety, security and customer satisfaction.
Computers provided to employees are the property of the Company, as such, computer usage and
files may be monitored or accessed.
9.10. WORKPLACE VIOLENCE PREVENTION
This Company is committed to preventing workplace violence and to maintaining a safe work
environment. Given the increasing violence in society in general, the Company has adopted the
following guidelines to deal with intimation, harassment or other threats (or actual) violence that
may occur during business hours or on its premises.
All employees, including supervisors and temporary employees, should be treated with courtesy
and respect at all times. Employees are expected to refrain from fighting, “horseplay”, or other
conduct that may be dangerous to others. Conduct that threatens, intimidates, or coerces another
employee, a customer or a member of the public at any time, including off-duty periods, will not
be tolerated. This prohibition includes all acts of harassment including harassment that is based
on an individual’s sex, race, age or any characteristic protected by law.
All threats of (or actual) violence, both direct and indirect, should be reported as soon as possible
to the immediate Reporting Authority or any other member of Management. This includes threats
by employees as well as threats by customers, vendors, solicitors or other members of the public.
When reporting a threat of violence, employee should be specific and detailed as possible.
The Company will promptly and thoroughly investigate all reports of threats of (or actual) violence
and of suspicious individuals or activities. The identity of the individual making a report will be
protected as much as is practical. In order to maintain workplace safety and the integrity of its
investigation, the Organization reserves the right to suspend suspected employees, either with or
without pay, pending investigation.
Anyone determined to be responsible for threats of (or actual) violence or other conduct that is in
violation of these guidelines will be subject to prompt disciplinary action up to and including
termination of employment.
Company encourages employees to bring their disputes or differences with other employees to
the attention of their Reporting Authority or the HRD before the situation escalates into potential
violence. Company is eager to assist in the resolution of employee disputes and will not discipline
employees for raising such concerns.
Page 19 of 90
9.11. ATTENDANCE AND PUNCTUALITY
To maintain a safe and productive work environment, Organization expects employees to be
reliable and to be punctual; in reporting for scheduled work. Absenteeism and tardiness plays a
burden on other employees and on the Company. In the rare instances when employees cannot
avoid being late to work or are unable to work as scheduled, they should notify their Reporting
Authority as soon as possible in advance of the anticipated tardiness or absence. Poor attendance
and excessive tardiness are disruptive; either may lead to disciplinary action, up to and including
termination of employment.
Every employee has to mark his/her attendance on arrival, everyday, in the attendance register
apart from using the access card given to him/her for entry/exit from the office. Employees moving
out from their workplace during office hours are requested to enter the entry/exit details in the
Movement Register.
9.12. PERSONAL DRESS CODE
Dress, grooming and personal cleanliness standards contribute to the morale of all
employees and affect the business image the Company presents to customers and
visitors.
All the employees are advised to wear/display the ID Cards during the office hours.
During business hours or when representing Company, employees are expected to present a
clean, neat and tasteful appearance. Employees should dress and groom themselves according
to the requirements of their position and accepted social standards. All employees should wear
the formals during Monday to Thursday and informals like jeans, t-shirts etc. are allowed on
Friday.
Without unduly restricting individual tastes, the following personal appearance guidelines should
be followed:


Jeans, Bermudas, t-shirt and shorts do not represent appropriate professional attire.
Offensive body odor and poor personal hygiene is not professionally acceptable.
9.13. RESIGNATION
Written advance notice is required for all the posts, as per the period mentioned in the letter of the
appointment. Adjustment of the PL’s at the credit of the employee towards the notice period is at
the discretion of the Management.
Please refer to Exit Policy at Annexure-14 (goto page no. 81)
Prior to an employees’ departure, an exit interview may be scheduled to discuss the reasons for
resignation and the effect of the resignation on benefits.
Relieving Letter and Service Certificate is issued to the employee only after acceptance of the
resignation letter and receipt of the No Dues Certificate clearance from the related departments.
Page 20 of 90
9.14. SECURITY INSPECTIONS
Desks, lockers and other storage devices may be provided for the convenience of employees but
remains the sole property of Company. Accordingly, they as well as any articles found within
them, can be inspected by any agent or representative of Company at any time, either with or
without prior notice. Employees are requested to co-operate with security personnel for checking
and recording the Laptop movements into office and outside; and also check the bags/briefcases
carried by employees (for the convenience of women employees, women support staff would be
available to do the checking of bags/briefcases carried by women employees).
9.15. WORKPLACE ETIQUETTE
The Organization strives to maintain a positive work environment, where employees treat each
other with respect and courtesy. Sometimes issues arise when employees are unaware that their
behavior in the workplace may be disruptive or annoying to others. Many of these day-to-day
issues can be addressed by politely talking with a co-employee to bring the perceived problem to
his or her attention. In most cases, commonsense will dictate an appropriate resolution. Company
encourages all employees to keep an open mind and graciously accept constructive feedback or
request to change behavior that may be affecting another employee’s ability to concentrate and
be productive.
The following workplace etiquette guidelines are not hard and fast work rules with disciplinary
consequences. They are simply suggestions for appropriate workplace behavior to help everyone
be more conscientious and considerate of co-employees and the work environment.
Please contact the HRD if you have comments, concerns, or suggestions regarding these
workplace etiquette guidelines.
Employees shall












Not enter or pass through departments other than those in which they are employed
unless this is necessary in the course of their duties.
Avoid public accusations or criticisms of other employees. Address such issues privately
with those involved or take it to your supervisor.
Try to minimize unscheduled interruptions of other employees while they are working.
Communicate by email or phone whenever possible, instead of walking unexpectedly into
someone’s office or workplace.
Be conscious of how your voice travels and try to lower the volume of your voice when
talking on the phone or to others in open areas.
Minimize talking between workspaces or over cubicle walls. Instead, conduct conversations
with others in their workspace.
Try not to block walkways while carrying conversations.
Refrain from using inappropriate language (swearing) that others may overhear.
Monitor the volume when listening to music, voice mail or a speakerphone that others can
hear.
Return copy machine and printer settings to their default after changing them.
Replace paper in the copy machine and printer paper trays when they are empty.
Retrieve print jobs in a timely manner and be sure to collect all your pages.
Page 21 of 90




9.14
Be prompt when using the manual feed on the printer.
Keep the area around the copy machine and printers orderly and picked up.
Be careful not to take or discard others’ print jobs or faxes when collecting your own
Not leave behind waste or discarded papers.
TRAVEL POLICY
Bodhtree has defined separate policies applicable for both domestic and overseas travels. Please
refer to Travel Policy- Domestic at Annexure-12 (goto page no. 63) and Travel Policy- Overseas
at Annexure-13 (goto page no. 71) and Annexure-15 (goto page no. 88) respectively.
10.
EMPLOYEE CONDUCT & DISCIPLINARY ACTION
10.1
EMPLOYEE CONDUCT AND WORK RULES
To ensure orderly operations and provide the best possible work environment, Organization
expects employees to follow rules of conduct that will protect the interests and safety of all
employees and the organization.
All employees should have a responsibility to understand and follow this Code of Conduct. In
addition, all employees are expected to perform their work with honesty and integrity in all areas
not specifically addressed in this Code.
It is not possible to list all the forms of behavior that are considered unacceptable/”misconduct” in
the workplace. The following are examples of infractions of rules of conduct that may result in
disciplinary action, up to and including termination of employment with the company.















Theft, fraud or dishonesty in connection with the business or property of the company or the
property of another person within the premises of the Company
Falsification of time-keeping records
Working under the influence of alcohol or illegal drugs
Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the work place,
while on duty, or while operating employer-owned vehicles or equipment
Fighting or threatening violence in the work place
Boisterous or disruptive activity in the workplace
Negligence or improper conduct leading to damage of employer-owned or customer-owned
property
Willful insubordination or disobedience to the superiors whether or not in combination with
other, of any reasonable order of his superior.
Violation of safety or health rules
Sexual or other unlawful or unwelcome harassment
Possession of dangerous or unauthorized materials, such as explosives or firearms, in the
workplace
Excessive absenteeism or any absence without notice
Unauthorized use of telephones, mail system or other employer-owned equipment
Unauthorized disclosure of business “secrets” or confidential information/Violation of
company policies
Unsatisfactory performance or conduct
Page 22 of 90













Taking or giving bribe or any illegal gratification
Furnishing false information regarding name, age, father’s /mother’s / guardian’s name,
qualifications, particulars about previous work experience
Acting in a manner prejudicial to the interest of the Company
Habitual late or irregular attendance.
Neglect of work or negligence in the performance of duty including malingering or slowing
down of work
Violation of Notice period Clause, in which case, Bodhtree reserves the right to recover the
salary paid so far or notice period salary, whichever is applicable, and/or take legal action
and/or any other action deemed fit
Smoking within the premises of the establishment
Commission of any act, which amounts to criminal offence involving moral turpitude
Commission of any act subversive of discipline or of good behavior
Disclosure to any unauthorized person any information about the process of the work, which
may come into the possession of the employee in the course of his/her work
Deliberately making false complaints against a superior knowing them to be false
Using or commercializing any inventions, discovery or patent invented, discovered or
patented as the case may be in the course of the employee’s employment under the
Company to the benefit of himself or any other person, firm or Corporation.
No employee (REGULAR, TEMPORARY, PROBATIONER AND TRAINEE) of the Company
shall except with the previous sanction of the Reporting Authority, engage directly or
indirectly in any trade or business or undertake any other employment:
Provided that an employee may without such sanction,
 undertake honorary work of social or charitable nature or
 undertake occasional work of literary, artistic or scientific character; or
 participate in Sports activities
Subject to the condition that in all the cases his / her official duties should not suffer.
He/She shall not undertake or shall discontinue such work or activity, if so directed by the
Company.
Abetment of any of the acts or omissions mentioned above or anywhere else in the handbook/
company policies shall amount to acts subversive of discipline and hence misconduct.
Note: The above instances of misconduct are illustrative in nature and not exhaustive.
The following penalties may be imposed on an employee (REGULAR, TEMPORARY,
PROBATIONER, APPRENTICE / TRAINEE), as hereinafter provided for misconduct committed
by him / her for any other good and sufficient reasons.



Censure
Withholding of increment in salary (in Appraisal)
Recovery from pay or such other amount as may be due to him / her of the whole or part of
any pecuniary loss caused to the Company by negligence or breach of orders
Page 23 of 90


Transferring from one department to other department
Dismissal/Removal
10.2 PROCEDURE FOR IMPOSITION OF PENALTY:
Any misconduct or misbehavior of an employee or any other staff, either noticed or experienced
shall be reported by a complaint (orally, written or through e-mail) to any one of the following
authorities.
HR/ADMIN-Facilities Department or
Their Reporting Authority or
CEO/Head of a Department
10.3
Any complaint received by other than HRD, shall immediately be communicated to HRD,
with details of the complaining agency, the details of the complaint, the details of
evidences, if any, in support of allegations made against the accused employee(s) and the
names of the witnesses, if any, through an e-mail or in writing.
10.4
HRD on receipt of such a report of a misconduct / misbehavior of an employee(s) either directly
or from an agency as mentioned above, shall discuss with the complaining agency and scrutinize
the documents/objects submitted to them as evidences and enquire the witnesses (if any) in
confidence and collect all information regarding the misconduct/misbehavior of the accused
employee(s) to firm up in prima-facie, there is sufficient evidence that a misconduct/misbehavior
was conducted by the accused employee(s).
10.5
If HRD, after scrutinizing the allegations made by the complaining authority infers that the
allegations are not sustainable, the question of further proceedings does not arise and the
proceedings will be dropped immediately. HRD shall inform the complaining agency accordingly
by oral means or by e-mail.
10.6
If HRD infers that some of the allegations leveled against the accused employee(s) have no
locus-standi, such allegations shall be dropped from enquiry proceedings and enquiry shall
continue with the balance allegations leveled against the accused employee(s).
10.7
HRD then shall call the accused employee(s) (preferably into a closed conference room) and
read out the allegations made against him/her (or them).
10.8
If the accused employee(s) plead guilty to the articles of charge, the HRD shall record the plea
and take signature of the employee(s) and prepare a note to Management recommending
suitable punishment to delinquent employee(s).
10.9
If the accused employee(s) does not plead guilty, HRD shall give opportunity to him/her (them) for
presenting his/hers (their) defense against the charges leveled against him /her.
10.10 After hearing the explanation given by the accused employee(s) defending his/hers (theirs) action
in respect of misconduct / misbehavior, if HRD infers that the explanation given by the accused
employee(s) is not convincing or believable, then they shall submit their findings (e-mail / written
document) to Management recommending any of the punishments deemed fit to be imposed on
the delinquent employee(s).
Page 24 of 90
10.11 On obtaining the approval from Management for imposing the penalty on the delinquent
employee(s), HRD shall impose the penalty on him/her (them) through a written document / or email and also inform other departments like Finance, Systems and Library Section (if necessary)
and to the Reporting Authority of the delinquent employee (s) for suitable action at their end.
10.12 If HRD is satisfied with the explanation made by the accused employee(s) defending his/hers
(their) charges leveled against him/her (their), the proceedings shall be dropped there and then.
HRD will submit a note to the Management with findings of their enquiry proceedings stating that
the charges leveled against the accused employee(s) are not substantially supported by
evidence. HRD shall inform the accused employee by oral means or by e-mail the charges
leveled against him /her (their) are dropped.
10.13 If HRD infers some of the charges leveled against the accused employee(s) are not substantially
supported by evidences, such charges have to be dropped from the enquiry proceedings and
they shall continue the enquiry with the balance charges leveled against the accused
employee(s).
11. Information Security Focus
Information Security Policy: “Bodhtree is committed to ensure Security, Confidentiality, Integrity,
Availability and Privacy of information (and assets) of clients, shareholders, partners and all other
stakeholders by adopting a formal Risk Management Framework and establishing an Information Security
Management System (ISMS) that is evaluated and improved on a continual basis.
Bodhtree’s Information Security Management System is aligned to business objectives, ensures business
continuity requirements; and applicable contractual, statutory, regulatory and legal requirements of the
business environment are complied with “
Following are the general responsibilities for all Employees and Contractors at Bodhtree
irrespective of the level and the function/practice they represent:
Employees (Associates)



Responsible for conforming to Bodhtree’s Information Security Policy at all times
Required to bring to their manager’s attention on areas of concern regarding information security
Reporting security incidents and/or weaknesses promptly to IS Coordinator or the respective
managers or through incident management system
Employees (Managers & Above)
Responsible for conforming to Bodhtree’s Information Security Policy





Required to bring to their manager’s attention on areas of concern regarding information security
Required to abide by the terms of the compliance with respective legislation, as applicable
Ensure the team have familiarity with all the necessary user-level policies and processes, as
applicable to their role and function
Reporting security incidents and/or weaknesses promptly to IS Coordinator or the respective
managers or through incident management system.
Assist ISMG in resolving security events/incidents, and contribute for continual improvement of
the ISMS.
Page 25 of 90
Contractors/Third Party Services
Responsible for conforming to Bodhtree’s Information Security Policy




Required to bring to their function/manager’s attention on areas of concern regarding information
security
Required to abide by the terms of the compliance with respective legislation, as applicable
Ensure the team have familiarity with all the necessary user-level policies and processes, as
applicable to their role and function
Reporting security incidents and/or weaknesses promptly to IS Coordinator or the respective
managers or through incident management system.
12. SUGGESTIONS:
All employees have the opportunity to contribute to the future success and growth by submitting
suggestions for practical work-improvement or cost-saving ideas.
ANY COMMENTS OR SUGGESTIONS REGARDING THE CONTENT OF THE EMPLOYEE HANDBOOK,
MAY PLEASE BE DIRECTED TO HUMAN RESOURCES DEPARTMENT. Email ID is [email protected].
WISHING YOU A LONG AND REWARDING CAREER
Page 26 of 90
ANNEXURES
Page 27 of 90
ANNEXURE – 1 APPOINTMENT POLICY
Table Contents
1.
Purpose
29
2.
Scope
29
3.
Policy
29
3.1
3.2
3.3
3.4
Issue of Appointment Letter
After receipt of Appointment Letter
Induction & New Hire Orientation
Consultants & Contract Employees
Page 28 of 90
29
29
30
30
1.
PURPOSE
To provide information on the appointment procedures and communicate the terms and conditions of
appointment.
2.
SCOPE
This policy is applicable to all new joinees on the rolls of BCL.
3.
POLICY
3.1. ISSUE OF APPOINTMENT LETTER:
A. On successful completion of recruitment process of BCL, an Offer Letter with a prescribed date of
joining is given to the candidate. Based on this, on receiving the following documents from the
candidate at the time of joining, HRD will issue an Appointment Letter.
i.
ii.
Joining report
Employee undertaking (Non-Disclosure Agreement)
iii.
iv.
Signed copy in duplicate in acceptance of the “Offer Letter”
Photocopies of all the education/professional certificates
v.
vi.
5 Nos. of Passport-size photographs (4 to HRD and 1 to Finance Department)
Date of Birth proof (SSC passing certificate / Passport / Driving License etc.)
vii.
Identity Proof (PAN Card, Passport Copy/Driver’s License/Voter’s ID Card/UID)
viii.
ix.
Passport details (if available)
Address Proof (Passport/Voter’s ID Card/Electricity Bill/Telephone Bill)
x.
xi.
Completed Mediclaim Insurance Form (In case of employees claiming to be covered
under a different Insurance policy already, they have to declare it formally and document
(photocopy of Insurance policy) supporting the same has to be submitted)
Service Certificate ‘or’ Relieving letter, clearly mentioning the date of Separation in it,
from the last employer
xii.
xiii.
Appointment Letters of all previous Employment
An undertaking from the new employee that BCL reserves the right to relocate him/her in
India or abroad as per its business needs.
B. HR creates Emp. Id & sends out the ‘New Hire Notice’ & the ‘Welcome Note’. Also HR will send
mail to:



The Systems & Network to arrange for the necessary Hardware & Software (HW & SW)
Reporting authority of the New Employee
Admin-Facility and Admin-Documentation
3.2. AFTER RECEIPT OF APPOINTMENT LETTER
On receiving the appointment letter, the new employee must submit:


PF Nomination Form
Income tax deduction certificate from previous employer, if applicable
Page 29 of 90

ESIC requirements, if applicable

And shall open an account in the prescribed bank (HDFC Bank) and inform the same to
Finance Department. The Finance department extends necessary assistance in this
matter. However, if the new employee is already having a bank account in HDFC bank
(any branch), the same will be considered in lieu of opening a new account.
3.3. INDUCTION & NEW HIRE ORIENTATION







Plan the Induction with the Functional leaders, prior to the DOJ & communicate to all the
concerned persons accordingly
Make sure that the following forms are filled up and sent to HR on DOJ itself
Completed HDFC Salary / Savings Account Form
All the statutory forms, like PF & Gratuity declaration, Nomination
Take the new hires through the office to all the departments; Introduce them to other
Functional leaders, peers, colleagues
Finally, introduce the new hires to the respective Reporting Managers, to start the
functional orientations
HR receives the Induction feedback from both the trainer as well as from the new hires &
keeps a track of learning & performances of the new hires.
3.4. CONSULTANTS & CONTRACT EMPLOYEES
Apart from the above, BCL engages Consultants and resources on contract basis, depending
upon the business exigencies. Separate MOUs are executed/appointment letters will be issued to
such persons, as per requirement and their appointment governs solely by the terms mentioned
in the respective document.
Page 30 of 90
ANNEXURE – 2 RECRUITMENT POLICY
Table Contents
1. Purpose
32
2. Scope
32
3. Policy
32
3.0.1. Approving Authority
3.0.2. Assigned To Vendor (Hiring Consultants) Or To Recruiting Executive
3.0.3. If Assigned To The Vendors (Hiring Consultants)
3.0.4. If Assigned To Recruiter
3.0.5. Interviewing Of Short Listed Candidates
3.0.6. Compensation Proposals, Negotiation & Issuing The Offer Letters
3.0.7. Offer Letter Check List
3.0.8. Reimbursement Of Travel Expenses For Attending F2F Interview
3.0.9. Joining Formalities
3.1
Employee Referral Scheme
3.2
Guidelines For Hiring Consultants
3.3
Background Verification Check (BGC)
Page 31 of 90
32
32
32
32
34
34
34
35
35
35
35
36
1. PURPOSE
The purpose of Recruitment Policy is to establish formal process guidelines, by which committed
work will be matched to existing resources, additional resource requirements will be filled by qualified
individuals and transitioned into assignments.
2. SCOPE
This policy is applicable to the staffing requirements of Bodhtree Consulting Limited within India and
on on-site projects abroad.
The recruitment cell of Human Resources Department is responsible for providing necessary staffing
services to BCL including recruitment of full-time positions, temporary and contract employees.
Depending upon the business exigencies, some of the positions may be filled up by engaging
Consultants, by executing agreements.
BCL recognizes the value of a diverse workforce and provides equal opportunity to all individuals.
BCL will not discriminate on the basis of race, colour, caste, religion, gender, age, national origin or
ancestry, while considering an individual for employment or career advancement. These decisions
are solely based on the individuals’ professional credentials.
3. POLICY
This policy covers the entire Recruitment Process from requisition, approval, up to the resource
comes on board.
3.0.1. APPROVING AUTHORITY
Approving authority will review the new requirement and accord Approval.
Approving Authority
Functional Area
Preliminary /Recommendation
Final Approval
Delivery
Concerned BU Heads
MD & CEO
Sales
SVP-EM
CEO
Operations
EVP-OP
CEO
3.0.2. ASSIGNED TO VENDOR (HIRING CONSULTANTS) OR TO RECRUITING EXECUTIVE
Acct.Mgr-HR [Mgr-HR (or) Sr.Mgr-HR (or) AVP-HR] will decide whether it is to be assigned to the
Vendors or to a recruiting executive and assign the job to one of them.
3.0.3. IF ASSIGNED TO THE VENDORS (HIRING CONSULTANTS)
Vendors directly mail the profiles to TAG and will make necessary entries.
3.0.4. IF ASSIGNED TO RECRUITER
The Recruiter shall adopt the following:
Page 32 of 90
A) Search in Bench
Recruitment Executive will search for the suitable resources that are on the bench. MIS Cell (of
HR department) shall be maintaining latest list of employees, who are on bench and make it
available to TAG. Recruitment Executive search for suitable candidates in the above list and if
He/She finds suitable candidates, the resumes of such candidates shall be consolidated and
scrutinized and the list of the same shall be sent for screen test to Tech. Team/Interviewing
Team.
B) Referral
Recruitment Executive shall send mails to BCL staff and display in notice boards in the office with
details of vacancy positions with corresponding JDs and number of resources required with a
request to refer candidates known to them who are fit for the job positions under context.
Recruitment Executive shall forward, if he/she get any response from the BCL Staff; after
scrutinizing the resumes of the referred candidates to Tech. Team / Interviewing Team.
C) Search in Portal
Search in portal: Search for the required resources from the Database of the Portal services
(Monster / Naukri etc.)
Recruitment Executive shall forward the resumes found suitable form the above, to Technical
Team /Interviewing Team.
D) Fresher’s / Campus Recruitment
BCL is strongly committed to its Freshers’ / campus recruitment programs because BCL
recognizes that many benefits can be derived from a Freshers’ employment - for fresher and
company alike. The Freshers’ creativity, curiosity and energy applied to the organization’s
program often give the regular staff new ideas, challenges and renewed enthusiasm. The
program also provides an opportunity for the students / new entrants to test a career decision
against the complexities of the profession, apply schoolroom theory to real world considerations
and gain specialized training and practice under experts in current techniques, methods and
equipment.
All freshers applying to the company will be considered and qualified to the selection process
based on the graduate degree, percentages obtained and area of specialization. Freshers here
shall mean only those who have passed out in the current academic year or latest one year
before the current academic year and not beyond.
BCL also plans to launch the Campus recruitment program and will visit the college / university
campus to identify and recruit the suitable candidates.
E) Re-hiring Program:
Bodhtree will also recruit employees, who have separated from Bodhtree in various
circumstances unless separated under disciplinary action. This policy shall not apply to Fresher’s
/ Software Trainees who have served Bodhtree for less than one year in the past.
Page 33 of 90
3.0.5. INTERVIEWING OF SHORT-LISTED CANDIDATES
The Interviewing Team will conduct interviews for all short listed candidates. The interviews may
be conducted either by F2F (or) Telephone (or) WebEx (or) any combination of them.
The number of rounds of interview will depend on the type of job position that is being offered to
the selected candidate.
3.0.6. COMPENSATION PROPOSALS, NEGOTIATION & ISSUING THE OFFER LETTERS:
HR prepares the compensation proposals based on the below-mentioned critical attributes and
gets those approved in writing by the concerned authorities before extending to the candidates:





Academic & Professional qualification of the respective candidates
Experience Profile
Existing Compensation & benefits
Market synergy
Internal Role-wise compensation study to maintain the equity
HR extends the proposals to the candidates who get selected after final round of Interviews and
negotiates to close them.
Once the candidates agree to the proposals & intimate their acceptance, HR sends out the formal
offer letter, duly approved & signed by the concerned authority after verifying the requirements
mentioned under Item 3.3.8. Offer letter check list.
3.0.7. OFFER LETTER CHECK LIST
HR should make sure that all the below-listed documents are received & checked thoroughly
before issuing the formal offer letters –
 Approved Manpower Requisition
 Resume (hardcopy and soft copies) of the candidate
 Interview Assessment sheet (Filled up with specific recommendations by the concerned
Interviewers )
 Reference checks details (documented in the specified format)
 Compensation Proposal (Existing package & the proposed plan, duly approved by the
concerned Authority)
 Recruitment Executive invites the successful candidates from the above list for an HR-round
of discussions (F2F/Telephone/WebEx).On successful negotiations on:



CTC
Designation
Joining date (buying option of notice period, if required will also be discussed and
settled)
Recruitment Executive will post the outcome of the negotiations and after getting the Final
approval from the Approving Authority, Offer Letters will be issued to the successful candidates.
The offer letter will be handed over to candidate if he/she is available in person, else a PDF copy
of the letter will be mailed to the candidate. Candidate Acknowledges the receipt of the letter,
Page 34 of 90
either by signing on the office copy of the offer letter or send a scanned copy of offer letter with his
/her signature.
3.0.8. REIMBURSEMENT OF TRAVEL EXPENSES FOR ATTENDING F2F INTERVIEW
In case of candidates attending for the F2F interviews (outside candidates) their travel expenses
will be reimbursed as follows:


By Rail AC IInd Sleeper
By Road- Actual Bus Fare
TAG has to obtain a prior approval to reimburse the travel expenses of the candidates; if the
claim of the candidate exceeds the above eligible limits (may be due to travel by Air or in higher
classes by Rail or Road).
No travel expense will be reimbursed for local candidates. However, reimbursement of travel cost
to any candidate is the discretion of management.
3.0.9. JOINING FORMALITIES
After issuing the offer letter and obtaining the acceptance from the candidate, BCL-HRD will
initiate the joining formalities as per the Appointment Policy.
3.1.
EMPLOYEE REFERRAL SCHEME
As per the Employee Referral Policy as per Annexure-8 (goto page no. 53)
3.2.
GUIDELINES FOR HIRING CONSULTANTS
Considering the large volume of recruitments to be done within a small span of time, it is
necessary to identify and engage Professional Hiring Consultants to help HR to source quality
candidates for middle & senior level positions.
A. Guidelines (To engage a new Hiring Consultant):


HR would identify the Consultants in all the locations, based on their current clients’
distribution, database size, past perfrmance records & industry feedback.
HR will negotiate the Terms & Conditions with all the identified consultants and will get a onetime approval from EVP-Operations, before rolling out the formal agreement with them.
B. Quality Expectations from the Hiring Consultants:


Minimum Turn-around time (TAT): Once a requirement is placed, the consultant should
forward at least 6 CVs within the next 72 hrs.
Strong Conversion Rate (6:4:2): Out of the 6 CVs forwarded by a consultant, 4 have to be
short-listed (after initial screening by HR) and at least 2 of them have to be selected.
An Annual Evaluation of the services provided by the existing consultants across the country
would be done to create a list of preferred consultants, who would be treated as priority CV
sources for critical positions in future.
Page 35 of 90
3.3.
BACKGROUND VERIFICATION CHECK (BGC)
BCL reserves the right to conduct Background Verification Check for the candidates joining in
BCL and for also employees of BCL, by hiring services of a third party either national or
international origin. The Background Verification Check will be conducted for all employees at the
time of their hiring or subsequent to their joining in BCL.
The Background Verification Check may include all or a selected few as listed below:
General reputation, character, mode of living, credit reports; criminal record checks; public court
record checks; educational record checks; employment verifications; personal and professional
reference/s checks; address proof check and certification record checks; etc.
The BG checks will be conducted, as per standard industry practice in vogue.
However, BCL may add/modify Background Verification Checks at any time, as per business
exigencies.
During the BGC, if any of the credentials/certificates are found to be false / misleading / mischief /
negative, BCL reserves the right to initiate such action, as it may deem fit and appropriate. The
decision of BCL will be final, in all respects.
Page 36 of 90
ANNEXURE – 3 NON-DISCLOSURE AGREEMENT
EMPLOYEE CONFIDENTIALITY/NON-DISCLOSURE AGREEMENT
I, XXXXX S/o XXXXXX, presently working as XXXXX understand and acknowledge the confidential
nature of the business that Company BODHTREE CONSULTING LIMITED (hereinafter “EMPLOYER”
OR “BCL”) is involved in. I understand that during the period of time that I am employed at BCL, that I
may have access to confidential information concerning BCL, its client(s) and its affiliates. This
confidential information may include, but is not limited to, information about BCL’s clients, accounts,
transactions; communications between BCL and its clients and/or third parties; any business, venture,
project or operations that BCL has proposed or undertaken; any technology, methodology, or process
that BCL has developed, purchased, licensed or leased.
I understand and agree that during my employment with BCL and all times thereafter, I shall in no way
disclose, use, or disseminate any confidential information that I have received concerning BCL, its clients
or its affiliates to any person, corporation, association or other entity for any other purpose other than
when it is necessary in the regular and proper scope of my employment with BCL.
I also acknowledge that during my employment with BCL that I may have access to the confidential and
proprietary technical/business information of BCL, its clients, and its affiliates. Such information is the
exclusive property of BCL or its clients and constitutes valuable assets to BCL. I understand and agree
that during my employment with BCL and at all times thereafter, I shall in no way disclose, use, or
disseminate any such confidential proprietary technical/business information to any person, corporation,
association or other entity for any purpose other than when it is necessary in the regular and proper
scope of my employment with BCL.
Additionally, I understand and agree that any invention, discovery, improvement, product, or original work
of authorship developed in the course of my employment with BCL is the sole and exclusive property of
BCL and I agree to execute any necessary assignments to this effect. I also agree to adhere to all
applicable IPR laws in regard to the use of software. I agree not to copy a software program for another
user, if the copyright law forbids it, and will not use any software that is the property of BCL for my own
purpose or the purposes of a third party without the expressed written consent of BCL.
I acknowledge and agree that the identity of BCL’s clients is confidential information and constitutes trade
secrets. To the extent that such information constitutes trade secrets, I agree not to utilize such
confidential information to compete with BCL for assignments with BCL’s clients, whether or not BCL is
actively engaged with such client at the time of such information utilization.
I agree that during the period of time that I am employed at BCL and for two (2) years thereafter that I will
not solicit any BCL employees for a competing business or otherwise induce or encourage BCL
employees to leave their employment, directly or indirectly. Similarly, I will not solicit/opt to join in
company(s), which is competing with the business of BCL by having access to the confidential and
proprietary technical/business information of BCL, its clients, and its affiliates.
I shall return all documents and property belonging to BCL including, but not necessarily limited to,
drawings, blueprints, reports, manuals, correspondence, customer lists, computer programs/designs,
media and all other materials and all copies thereof relating in any way to BCL’s business, or in any way
Page 37 of 90
obtained by me during the course of my employment. I further agree that I shall not retain any copies,
notes or abstracts of the foregoing.
I acknowledge and agree that my covenants, duties, and obligations contained in this Agreement are
independent, cumulative and in addition to any and all other covenants, duties and obligations that I have
with BCL. This agreement will remain in effect even after my employment with BCL has ended and
continue for two years thereafter. With my signature below, I acknowledge and understand my duty to
maintain the integrity of BCL’s confidential information.
I acknowledge that I was given a reasonable opportunity to review and negotiate the terms and conditions
contained in this agreement.
I have clearly read and understood the Quality Policy, Security Policy and Procedures mentioned in ISO
and ISMS Manuals. I agree to abide by them.
Signature:
Name: XXXXX
Designation: XXXXX
Place:
Date:
Page 38 of 90
ANNEXURE – 4 MEDICAL INSURANCE POLICY
Bodhtree – Group Medical Policy
April 2016 – March 2017
Page 39 of 90
GROUP MEDICLAIM POLICY
INSURANCE PROVIDER

Star health Insurance
COVERAGE SCOPE
EXPENSES COVERED
Room rent , Boarding and nursing exp.,
ICU Charges,
Doctors’ fees
Diagnostic charges
Nursing charges Surgeon
Anesthetist
Inpatient Hospitalization
Consultant and Specialist fees
Blood
Oxygen
OT charges
Surgical Appliances
Medicines and Drugs
Diagnostic Materials X ray etc…
MINIMUM DURATION REQUIRED DURING HOSPITALISATION
IN PATIENT
DAY CARE PROCEDURES
An Insured Person who is admitted to
Hospital and stays there for a
minimum period of 24 hours for the
sole purpose of receiving treatment.
Means medical treatment which is undertaken
in a Hospital/day care centre in less than 24
hours because of technological advancement,
and which would have otherwise required a
Hospitalisation of more than 24 hours
LIST OF DAY CARE PROCEDURES
Dialysis, Chemotherapy, Radiotherapy, Cataract surgery, Dental Surgery, Lithotripsy(Kidney
stone removal), Tonsillectomy, Cutting and Draining of Abscess, Liver Aspiration, Pleural
Effusion Aspiration, Colonoscopy, Sclerotheraphy.
Page 40 of 90
BENEFITS COVERED
Period of Insurance
31/03/2016 to 30/03/2017
Grade Sum Insured
Rs.4,00,000/-
Family Floater
Yes
Standard Hospitalization
Yes (Only Incase of Accident or Emergency)
Cash less Hospitalization
Yes
Pre-Existing Diseases
Covered from Day 1
1 yr & 2 yr Exclusions
Waived off
Maternity benefits
Covered
Nine Months waiting period
Waived off
New Born Baby cover
Yes
Day Care Procedures
Yes
Pre & Post Hospitalization
30 Days – 60 Days
Yes
ROOM RENT, BOARDING AND NURSING Exp.,
Room rent
-
Rs.4,000/- per day
ICU Charges -
Rs.4,000/- per day
Ambulance Charges -
Rs.2,000/- (in the policy period)
PRE & POST HOSPITALISATION EXPENSES
Pre - Hospitalization expenses
30 days
Post – Hospitalization Expenses
60 days subject to maximum of Rs.10,000/METERNITY BENEFITS
Who can get
Employee or Dependent Spouse
Who can’t get
Persons having 2 or more children
Coverage limit
Rs.35,000/- for normal
Rs.50,000/- for caesarean
Page 41 of 90
NEW BORN BABY COVER
(as per clause attached)
What is covered
Hospitalization expenses
What is not covered
Immunization, congenital diseases external / internal
and post-natal expenses…
Age
0 – 5 months
Sum Insured
10% of Mother’s SI, but deemed to be part of it
MIDTERM INCLUSION
Of any Employee
Allowed only incase of a new joinee
Dependents
Dependents of the already insured Employee unless
they are newly married Spouse and Newborn child
Incase of New Joiner Employee and Dependents can
be added
IN THE EVENT OF ANY CLAIM
Note:


Treatment in our network hospitals only,
Incase of Medical Emergencies & Accidents treatment can be taken in other
Hospitals.
In all cases immediate intimation shall be given to our call center

IN THE EVENT OF ANY CLAIM (cont’d)
Please inform
24X7 call centre
1800 425 2255 / 1800 102 4477
(or)
044-28263300 (chargeable)
Fax
1800 425 55 22
(or)
044-28306700 (chargeable)
CLAIM PROCEDURE
In case of Network Hospitals
Intimate hospitalization details immediate to the Call Centre on Toll Free No: 1800 424
2255 / 044 – 2826 3300.
The insured has to send a request for ‘Pre Authorization Form’ signed by the Doctor in
the Network Hospital.
Page 42 of 90
Based on the intimation a field visit will be done by the Star Health Doctor.
Pre Authorization will be issued to the Hospital.
Based on the Pre Authorization and the Report by the Star. Doctor, Cash less Treatment
will be given by the Network Hospital.
CASH LESS CLAIM PROCESS
Claim Registration – 1800 425 2255
Field visit report
Initial Sanction
Rejection
Final Bill submission
Final Enhancement given
CLAIM PROCEDURE (CONT’D)
In case of Non-Network Hospitals
Intimate hospitalization details immediate to the Call Centre on Toll Free No: 1800 424
2255 / 044 – 2826 3300.
Claim form will be sent to the Insured.
Based on the intimation a field visit will be done by the Star Doctor
Bills has to be settled by the Insured and will be reimbursed by Star on submitting the
following documents to concern person at your office, (Please remember to collect
following documents from hospital without fail).
•
•
•
•
Original Discharge Summary
Main Hospital Bill with Break Up
Investigation Reports with X-Ray Film
Medical Bills with Prescriptions
Page 43 of 90
REIMBURSEMENT CLAIM PROCESS
Claim Registration -1800 425 2255
Field visit report
Submission of Claim Form
Claim settlement
Rejection
REIMBURSEMENT CLAIM PROCESS (CONT’D)













Claim form must be filled fully and sent to Star Health office along with the
following documents in original where ever applicable...
All columns of Claim form should be filled in properly and signed by the
Customer.
In the Claim form Medical Certificate to be filled in by treating doctor with
Signature and Stamp.
Discharge summary.
Lab Investigation reports and Bills.
Medical bills with doctor’s prescriptions.
First consultation report.
Case sheet (for Non – Network Hospitals)
Policy Bond/Id card.
Any Accident case: Self declaration; MLC is mandatory for Motor Accident.
X-rays, MRI, CT-Scan, USG Scan films and reports.
Any Fracture Case: Pre and Post-Operative X- ray films.
Final break up bills with receipt Nos.
APPROACH TO THE FOLLOWING PEOPLE FOR ANYQUERIES ON CLAIMS
CLAIMS DEPT NOS:
040 - 44344801/802/803/882/883/888/800
Page 44 of 90
ANNEXURE – 5 HOLIDAY LIST
Holiday List – 2016
Holiday List - 2016
S No.
Date
Day
Holiday Name
Holiday Type
1
1-Jan-16
Friday
New Year's Day
General Holiday
2
14-Jan-16
Thursday
Bhogi
Festival Holiday (Option Between
Bhogi and Bathukamma)
3
15-Jan-16
Friday
Sankranthi
Festival Holiday
4
26-Jan-16
Tuesday
Republic Day
Mandatory Holiday
5
7-Mar-16
Monday
Maha Sivaratri
Festival Holiday
6
25-Mar-16
Friday
Good Friday
Festival Holiday
7
8-Apr-16
Friday
Ugadi
Festival Holiday
8
6-Jul-16
Wednesday
Ramzan
Festival Holiday
9
15-Aug-16
Monday
Independence Day
Mandatory Holiday
10
5-Sep-16
Monday
Ganesh Chaturthi
Festival Holiday
11
12-Sep-16
Monday
Bakrid
Festival Holiday
12
30-Sep-16
Friday
Bathukamma Starting Day
Festival Holiday (Option Between
Bhogi and Bathukamma)
13
11-Oct-16
Tuesday
Dussehra
Festival Holiday
Page 45 of 90
ANNEXURE – 6 CERTIFICATION REIMBURSEMENT POLICY
Objective
To encourage and enhance competency of employees, by providing opportunities for
certification so as to add value to both the organization and the employee.
Scope
Applicable to all Bodhtree employees
Features
1. The certification acquiring process can be through any of the recognized institutions, which
does not affect the work timings/deliverables of Bodhtree employees, The Knowledge to be
acquired should be in tandem with Bodhtree’ s line of business, the employee career path.
2. The course of study should have the concurrence from the Delivery Head or from
Sales/STG Head.
Process Highlights
1. Seeking admission to the approved course/certification is the sole responsibility of the
employee.
2. The request to avail this policy has to be formally routed through the respective reporting
Manager and prior to enrollment to the course.
3. Management has the discretion to accept/reject the request, which is dependent on impact
to the business. Management has the discretion to withdraw/alter this facility at any given
point of time without prior notice.
4. Certification reimbursement is applicable only for those who have prior approval by
practice/Function Heads, to ensure that courses pursued are in line with Bodhtree’s
requirements.
5. Employee will be eligible upto 75% of the certification fee, up to a maximum of Rupees
Thirty five thousand only [Rs.35,000], whichever is less, on successful completion and
submission of the certificate to HR.
6. Maximum amount cannot exceed Rs.35,000 in consecutive 2 Years.
7. Reimbursed money will be recovered if the employee leaves Bodhtree on his/her own
accord within 12 months from the date of reimbursement processed.
8. The employee will be eligible for getting the reimbursement once in 2 consecutive
years.
9. The administration of this policy is owned by HR, Manager- Learning and development.
10. The ceiling for number of employees in a particular group (Practice Group, Ex: Sharepoint,
Java, Salesforce) seeking certifications is 10% of that particular group -in a quarter.
11. The reimbursement for the approved certification amount will be made in 2 equated
installments.
Page 46 of 90
Employee Covenants
Employee availing this policy shall abide by all the governing rules of Bodhtree.




Any deviations to the process shall be with the prior approval of the respective approval
authorities identified under “approval Guidelines for policy deviations”
Employee needs to ensure no IP violation occurs during this course effort. The quality of
the deliverables and other related activities should not suffer during the course.
Employee leaving the organization during the course will not be eligible for the
reimbursement.
Employees who avail this benefit need to sign the relevant documents as a token of
acceptance of the above.
Page 47 of 90
APPENDIX - 1
APPLICATION FORMAT
Full Name
:
Employee Id
:
Date of joining
:
Date of confirmation:
Name of Certification :
Date of Certification
:
Fee charged
:
Fee claimed
:
Undertaking:
I have not claimed reimbursement of fees at BCL or any other source for this certification.
I will abide the terms of the management, if any, in this regard.
Signature of Employee (claimant)
Recommendation of reporting manager:
Signature of reporting manager
-----------------------------------------Office use-----------------------------------------------------
Recommendation of management:
Passed for payment etc.
Page 48 of 90
ANNEXURE – 7 LOCAL CONVEYANCE POLICY
Table of Contents
1.
Purpose
50
2.
Scope
50
3.
Policy
50
4.
Eligibility for Reimbursement
50
5.
Car Requisition Request
Appendix-3
51
6.
Local Conveyance Reimbursement Form
Appendix-4
52
Page 49 of 90
1. PURPOSE
To facilitate local conveyance for official work to BCL employees working in twin-cities of Hyderabad,
other regions in India like Bangalore, and at clients cites in India.
2. SCOPE
Applicable to all BCL employees working in India
Local conveyance: Short distance travel from the employee’s work place to nearby locations like
customer offices, Govt. Offices, place of seminars, Training locations etc.
3. POLICY
ADMIN-FACILITIES department facilitates local conveyance for official work depending on the availability
of the office vehicle. For availing this facility the employee has to fill the “Car Requisition Request” form
as per the Appendix-3 (goto page no. 51) form through mail or send a hard copy to Admin Department.
Wherever the facility of office car is not there or Admin Department could not provide official car the
employee can use other modes of conveyance like:
Public Transport by road or local Trains
Engage Auto Service (Asst Manager and above)
Engage Taxi/Cab (Manager level and above)



After completion of local travel, the employee has to claim reimbursement by submitting the “Local
Conveyance Claim Form” to Finance department after obtaining the approval from his/her reporting
authority. However, in case of urgency, the above will be waived on the recommendation of Reporting
Manager.
4. ELIGIBILITY FOR REIMBURSEMENT
S No.
Mode of Travel
Reimbursement
Remarks
1
Public Transport by road or local Trains
At Actuals
All grades
2
Auto
At actuals
Asst Manager level
3
Taxi
At Actuals
Over and above Manager level
4
Two wheelers (Own)
Rs.4.00 per Km
5
Car (Own)
Rs.10.00 per Km
Page 50 of 90
APPENDIX - 3
5. CAR REQUISITION REQUEST
BT-ADF-CRF-001
Car Requisition Request
Emplyee Name:
Designation:
Department:
Purpose:
Place of Visit:
Time Required:
From: (hh.mm. AM/PM)
To: (hh.mm. AM/PM)
Signature And Date
Signature: (
Date: dd/mm/ccyy)
Signature and
Signature:………………………..
Designation of Approving Authority
Designation:…………………….
Date
Date: (dd/mm/ccyy)
)
TO BE FILLED BY SECURITY
Opening Meter Reading : (km)
Time: (hh.mm. AM/PM)
Closing Meter Reading : (km)
Time: (hh.mm. AM/PM)
Signature
Page 51 of 90
APPENDIX - 4
6. LOCAL CONVEYANCE REIMBURSEMENT FORM
BT-FIN-LTF-001
Local Conveyance Reimbursement Form
Employee Name:
Designation:
Department:
S.No.
Date
Mode of
Transport
From
To
No. of
Kms
Amount
(Rs.)
Purpose
1
2
3
4
5
6
7
8
9
10
Total
Rs
in
Employee Signature:
Signature of Approving Authority
Date:
Designation:
Date:
Page 52 of 90
ANNEXURE – 8 REFERRAL POLICY
This Policy is applicable to all the employees of Bodhtree excluding the following:



HR team,
Employees drawing an annual CTC of Rs.10,00,000 (Ten lakhs) or above, and
Employees whose designations are Project Managers, Head of a department or equivalent and
above in the organizational hierarchy.
An incentive is offered to those Bodhtree employees other than the above mentioned employees who
refer their friends and acquaintances for the requirements.
The referral Policy would be applicable for regular positions, contract/fresher and advertised by the HR
team. However employees may refer candidates for temporary positions, and may also refer an exemployee of Bodhtree, but these will not be considered for referral bonus. The Policy details are as
follows:
 The employee must personally know the referral.
 A complete resume needs to be forwarded and providing only contact details without resume
would not qualify.
 Resumes sourced from the internet and other indirect sources would not qualify.
 Both the referring employee and the referral must be in active and continuous employment with
Bodhtree at the time of the referral payment.
 Under the Policy, referrals are entitled on a percentage basis and the employees can avail cash
benefit based on their referrals (refer below).
 The referral bonus will be released to the employee who referred, only after 3 months of the
candidate joining the company. However for the positions of contract/ fresher, the referral bonus
will be paid after 6 months of the candidate joining the company and the period of contract should
be for minimum of 6 months.
The start date for the referrals will be taken for determining validity of the referral.
PROCESS
The referral must be made giving the following details and must be forwarded to the HR Team



Position Requested
Referral’s name
Referral’s Contact numbers and resume
ENTITLEMENT OF REFERRAL FEE
S No.
1
2
3
4
Level at which referred candidate Joins
Software Engineer - Senior Software Engineer
Programmer Analyst - Senior System Analyst
Manager - Group Manager
AVP - GVP
Grade
C1B - C1C
C2A - C2C
C3A - C3C
C4A - C4D
Page 53 of 90
Referral Fee to the Referrer
Rs.5,000/Rs.10,000/Rs.15,000/Rs.20,000/-
In the event that two or more eligible employees make a referral subsequently hired by BCL, the
employee whose referral was first officially received by HR, as detailed by the employee referral program,
will be entitled to the Referral fee. Head of Human Resources / Recruitment reserve the right to make the
final decision.
Page 54 of 90
ANNEXURE – 9 RELOCATION POLICY
Table of Contents
1.
Purpose
56
2.
Scope
56
3.
Policy
56
3.1.
Relocation Expenses
56
3.2.
Eligibility
56
3.3.
Limits for Reimbursement
56
3.4.
Entitlement
56
3.5.
Guidelines
56
Page 55 of 90
1. PURPOSE
The purpose of the Relocation Policy is to support current and potential employees to relocate from
their permanent residence to other locations where BCL has offices in order to support the company‘s
business needs and/or employees ‘career plans.
2. SCOPE
Applicable to all employees of BCL

It is also applicable to those joining the company based on the conditions as under item 3.1.13 of
Appointment Policy
3. POLICY
3.1. RELOCATION EXPENSES
This section gives the policy wrt reimbursement of expenses for employees joining Bodhtree
Consulting Limited from outside the location of posting at BCL.
3.2. ELIGIBILITY
Applicable to all employees except those who do not have prior relevant experience and those
who are recruited from campus.
3.3. LIMITS FOR REIMBURSEMENT
Expenses incurred for travel of employee, spouse & children only and packing, transportation
and insurance of house-hold effects by rail/road, are reimbursed, subject to the following limits:
3.4. ENTITLEMENT
All levels: Rs.15,000/- (subjective to submission of original bills). However, the new employees
joining at onsite are eligible for their travel only (expenses incurred for travel of their spouse &
children will not be covered by BCL).
3.5. GUIDELINES
3.5.1.
3.5.2.
3.5.3.
Expenses should be claimed within 3 months of joining. Post 3 months they will lapse.
Reimbursement is against receipts only.
In case an individual resigns within 6 months of joining, the individual will have to
reimburse to the organization, all the expenses claimed by him/her on joining, as
relocation expenses.
After the transfer is done, the employees are required to submit a reimbursement claim to
the HR Department/Business Unit Head who will approve and forward to the Finance
Dept. for payment.
New employees, who are provided with company’s transit/guest house accommodation
as part of their relocation, will not be entitled to a daily allowance. The company will
provide lodging for a duration not exceeding 5 days depending on the availability of
accommodation in company’s transit/guest house.
Page 56 of 90
ANNEXURE – 10 LAPTOP AND COMPUTER POLICY
Table of Contents
1. Overview
58
2. Eligibility and Approval
58
3. Laptop Computers
58
4. Configuration
58
5. Laptop Usage & Security
58
6. Reporting loss/ damage of laptop
58
7. Installation Of Unauthorized / Illegal Software
59
8. Termination of Services
59
Page 57 of 90
1. OVERVIEW
This policy establishes guidelines for eligibility and usage of laptop computers for Bodhtree employees.
The company provides laptops to senior management executives and other employees on the basis of
sufficient job related rationale. While providing the laptops, it is important that necessary guidelines be
laid down for its procurement / purchase and subsequent usage / disposal.
2. ELIGIBILITY AND APPROVAL
Laptop is given to those employees, who are required to be accessible, as per the hierarchy and nature of
work. Management approval is always required.
3. LAPTOP COMPUTERS
In case, a business unit may determine that an employee needs a laptop to perform work, request needs
to be raised with justification indicating which of the below criteria is applicable. Employees require BU
Head and IT leader approval. Any exceptions/deviations to the criteria need the EVP-Operations’
approval.
* 24 x 7 Support
* On Call after Hours
* Off-shift Responsibilities > 50%
* Approved Flexible Work Arrangement
* Roaming Accessibility for Business
* Emergency Recall or other Business Essentiality
* Travel > 40%
* Customer Approved
4. CONFIGURATION
A standard configuration shall be made available. As and when need arises this will be reviewed by IT
department.
5. LAPTOP USAGE & SECURITY
All laptops acquired for or on behalf of the company shall be deemed company property. Each employee
issued with a laptop is responsible for the security of that laptop & related accessories, regardless of
whether the laptop is used in the office, at the employee’s place of residence, or in any other location
such as a hotel, conference room, car or airport etc. The Company may recover costs from the employee
towards loss or damage of the laptop due to improper handling. All users of laptops shall give an
undertaking as per “Appendix-5” (goto page no. 60) attached.
6. REPORTING LOSS/DAMAGE OF LAPTOP
In the event of loss of laptop, the employee will be required to lodge an FIR with the concerned police
station or inform the nearest High Commission or Consulate of the Government of India (in case of loss or
damage occurring outside India).
Laptop loss or damage should also be immediately reported to the IT and Administration departments for
further formalities.
Page 58 of 90
7. INSTALLATION OF UNAUTHORIZED / ILLEGAL SOFTWARE.
Employees are prohibited from installing unauthorized/illegal software on Company provided Laptops.
8. TERMINATION OF SERVICES
The employee will be required to return the laptop to the IT Department when an employee resigns
or on termination of services with the Company. In the event of an employee absconding or any
other unauthorized absenteeism, post availing the facility, the same will be deemed as offence and
the Company will initiate legal action against such employee.
Page 59 of 90
APPENDIX - 5
EMPLOYEE LAPTOP UNDERTAKING:
I understand that the laptop is property of Bodhtree Consulting Limited (Company) and is
assigned to me. I will not allow use of laptop by others except for official purposes.
I will care for the laptop assigned to me and not leave it unsupervised in unsecured locations.
I will be responsible for all damage or loss caused by neglect or abuse.
I will not handover the laptop to other individuals, not related to the company.
I will report the loss, theft, or the need for repairs.
I will not disassemble any part of the laptop or attempt any repairs.
I will not deface or alter the serial number sticker on the laptop.
I agree to return the laptop, carrying case, power cord, and any other accessories assigned to
me, at the time of my relieving from company.
UNDERTAKING:
I understand that the Laptop and information contained in it is the proprietary and confidential to
Company. I/We agree not to disclose or provide the information, either in part or entirety, any
substantive, descriptive or related documentation, programming code in any form or language,
whether in a native, altered or compiled state, or any collaborative, derived or related information
(including the product features or the results of use or testing) to any third party or use the
product or information for any purpose other than for official purposes and use only in the best
interests of the company.
Signature
Name
Date:____________________________________
Page 60 of 90
ANNEXURE – 11 DATA CARD POLICY
PURPOSE:
To provide employees with a clear guideline on acquiring and using Data Card for business use.
ELIGIBILITY:
Senior management is provided with Data Cards along with Laptops. For others, they shall be allowed on
need basis. Also, for those employees who are on client location/remote location and need to access
mails 24/7 or as per business needs, Data Card will be given to such employees.
The idea behind providing the Data Card or Wireless connectivity to employee is:



The employees who are required to logon from home during weekends or odd hours in the night
for supporting any particular Application/activity/client calls etc. happening in office
Employees who are required to work at client or remote locations
During a disaster, the employee can work from home.
In case, any employee wants Broadband DSL connection at home through any other vendor, then he/she
would have to take approval from the Finance Leader/HR Leader. In such cases, the employee would
have to work with the vendor on their own. The company would reimburse one time installation cost up to
a maximum of Rs.3,000/- only.
The company will reimburse up to a maximum cost for 5 GB data transfer of the total usage every month,
which depends on the hierarchy of the individual.
The claim process does not need any approval. In case the monthly bill exceeds the limit, the employee
would have to pay the excess amount. No reimbursement will be provided for any such excess amount.
The limits will be decided on need basis and as per business requirements.
Note:

This facility is given for the Official Purposes only. Utilize your Data Card connection when using
your work PC at home.

All Resources (including Laptop, Data Card) are the property of Bodhtree Consulting Limited and
are provided to Bodhtree employees to be used for legitimate business purposes only, unless the
user has prior Management approval. With such management approval, limited non-business use
which is not an abuse of Company time or which does not violate Bodhtree policies. Bodhtree
reserves the right, at any time and without the consent of the user, to monitor usage of such
resources, including but not limited to monitoring the user's access to the internet, to ensure
appropriate usage.
"Appropriate Usage" does not include, for example:

Accessing, downloading, printing, transmitting or otherwise conveying unprofessional, offensive,
intimidating or harassing materials or communications, including but not limited to materials which
are inconsistent with Bodhtree Policy.
Page 61 of 90

Downloading software from the Internet or transmitting confidential Bodhtree information over the
Internet without the assistance of a knowledgeable Bodhtree Information Management
professional who is capable of ensuring such protections as screening for viruses, encrypting
confidential information, etc.;

Sending "chain" letters or other personal mass mailings, which do not have a legitimate business
purpose over the Bodhtree Net or the Internet.
PROCEDURE:
The Company will pay the Bill for the usage directly to the vendor. If an individual takes the datacard on
individual capacity, the amount would be reimbursed. If the usage Bill amount is more than the stipulated
amount, the employee would be informed about the same and would be asked for the clarification. Based
on the clarifications provided, the differential may be deducted from the individual’s next month’s salary.
Page 62 of 90
ANNEXURE – 12 TRAVEL POLICY - DOMESTIC
1. OBJECTIVE
The objective of this policy is to provide a structure for reimbursement of expenses, incurred by the FullTime Employees, Consultants and Trainees during travel on Company assignments within India.
2. SCOPE
This policy is applicable for those, who travel within and outside their home city and encompasses all
travel-related expenses. The travel is limited to within India.
3. FEATURES
1. Employees should plan their travel arrangements in advance, so that the Admin- Documentation
team ([email protected] ) can take the requisite steps well in time.
2. All employees are expected to abide by the norms defined in this policy. Any exceptions require
the prior approval of the respective Business Unit head/CEO.
3. This policy covers all aspects that ensure a comfortable stay for the employee and
reimbursement of reasonable expenses.
4. Travel as defined in this policy means official visit for a period of less than Thirty (30) days.
4. CATEGORIES OF EMPLOYEES FOR DOMESTIC TRAVEL (WITHIN AND OUTSIDE THE
HOMECITY)
Category
E
C4
C3
C2 & C1
Designation
CEO, COO, CFO, CPO, CTO, EVP
President and Business\Functional Heads
All employees, one level immediately below the above category and those who will
report directly to the above category
Rest of the employees, including probationers
5. TRAVEL OUTSIDE THE HOME CITY WITHIN INDIA
The following entitlements can be availed as reimbursement for expenses incurred during travel:
Daily Allowance for
Hotel Stay/Stay in
Company Guest House
Daily
Allowance for
Private Stay
Hotel Entitlement *
Mode of
Travel
Conveyance
E
C4
On actuals
On actuals
Air Economy
Air Economy
Day Hire Taxi
Day Hire Taxi
Rs.1,000
Rs.1,000
Rs.1,250
Rs.1,250
C3
Upto a maximum of
Rs.4000
Air Economy
Day Hire Taxi
Rs.800
Rs.1,000
C2
Upto a maximum of
Rs.3500
By Rail 1st
Class /AC IInd
Sleeper
Taxi, Auto
Rs.600
Rs.800
Employee
Page 63 of 90
Upto a maximum of
Rs.3000
C1
By Rail AC
IInd Sleeper /
By RoadActual Bus
Fare
Auto
Rs.400
Rs.500
* Exclusive of taxes
* HOTEL ENTITLEMENT (city-wise break-up)
Employee
E
C4
C3
C2
C1
Delhi
Rs.14,500
Rs.6,500
Rs.4,000
Rs.2,600
Rs.2,600
Chennai
Rs.6,700
Rs.4,800
Rs.3,100
Rs.2,300
Rs.800
Bangalore
Rs.6,600
Rs.3,700
Rs.2,600
Rs.1,600
Rs.1,100
Hyderabad
Rs.6,600
Rs.3,500
Rs.2,600
Rs.1,600
Rs.1,300
Other cities
Rs.5,500
Rs.4,500
Rs.3,500
Rs.2,500
Rs.1,500
* Exclusive of taxes
1. Prior to any travel, a “DOMESTIC TRAVEL REQUEST FORM” as per Appendix-6 (goto page no.
67) has to be approved by the Respective competent authority, of level no less than C3(C) or C4 (A)
and has to be given to the Admin Documentation department for booking tickets and arranging hotel
accommodation.
2. The form can then be used to claim a travel advance from Finance & Accounts Department. A copy of
this form to be retained in Fin & Acct department as referral document during final settlement of the
tour bills.
3. In the case of individuals, such as Consultants and those who are not on the regular rolls of the
company (contract employment), the respective Business Unit Head will indicate the category for
travel and hotel stay, in the best interests of organization.
4. The Private Stay Allowance is in lieu of Daily Allowance for hotel stay and reimbursement of hotel
bills.
5. Daily Allowances are intended to cover Food and Beverages (including room service) and telephone
calls but exclude laundry and conveyance.
Conveyance will be reimbursed from point-to-point as per the declaration made in the travel
reimbursement form. Laundry can be claimed in addition to the Daily Allowance, only if the stay
exceeds two nights.
Business or company representation expenses such as cost of meeting customers, business phone
calls and meetings are to be claimed separately. Daily Allowance must be supported by bills/vouchers
for those who stay at hotels or in Company Guest House (GH).
6. All calculations for daily allowance will be based on the total number of days for the trip, excluding
time spent on travel. The number of days then shall be rounded-off to the nearest figure. Less than
eight (8) hours shall be rounded-off to the lower figure and greater than six (6) hours to the higher
figure.
Page 64 of 90
7. For travel which originates and ends at the same town/city and of duration of less than 24 hours, the
daily allowance will be at actual up to Rs.500/- (Rupees Five Hundred only) per day for employee
Category E and C4, Rs.300/- (Rupees Three Hundred only) per day for employee Category C3-C1.
8. The following expenses are not reimbursable as part of the hotel bill as Daily Allowance is provided
for them:




Meals and mini bars
In-room movies at hotel
Membership in health clubs or hotel clubs
Snacks and refreshments not associated with a business meeting or Conference.
9. All actuals must be justifiable on business grounds. Reimbursements for Liquor and Tobacco will not
be allowed.
10. Any excess baggage allowance, in addition to the usual airline or railway allowance is not normally
provided. Incidents of excess baggage where justified by business needs, it may be authorized by the
Reporting Manager.
11. In the case of employees travelling alone or in a group for training or on a subsidized/sponsored
program, they will be entitled to Private Stay Allowance in case accommodation/boarding is
completely or partially provided.
12. All employees must use company‘s transit accommodation wherever available and use Hotels only if
such accommodation is not available.
Those who avail the company‘s transit accommodation are also entitled to the daily allowance for
private stay.
13. New employees, who are provided with Company’s transit/guest house accommodation as part of
their relocation, will not be entitled to a Daily Allowance. The company will provide lodging subject to
availability of the accommodation for duration as per item 3.5.3 of the “Relocation Policy” as per
Annexure-10 (goto page no. 57).
14. Employees on travel will be required to settle hotel bills directly and claim reimbursement from the
company. As a rule, employees should settle all bills (except tickets) directly by using their credit
cards or travels advances and then claim reimbursement or offset against the advances. Employees
traveling must retain the jacket of the airline ticket/boarding pass and attach the same to “Travel
Expense Statement”. All reimbursements claimed must be supported by bills or receipts.
15. “Expense Voucher Form” should be submitted within ten (10) days of return to office. Cash advances
not utilized or money due to the Company should be returned to Fin & Acct. Department at the same
time. Cash advances for travel will not be given unless all previous travel advances have been
settled. All amounts incurred by the company should be treated as an advance and should be settled
by the employee within ten (10) days after return to the base location. If the duration of travel is more
than a fortnight (i.e. >15 days), employee should submit interim travel claim at the location where BCL
has an office to enable further credit of advance towards travel related expenses reimbursement.
Failure to submit the travel claims within the stipulated time would entail recovery of the expenses
incurred by the company from employees' salary at its discretion. In any case, further advance will not
be provided to such an employee.
Page 65 of 90
16. Any exceptions whatsoever to the Business “Travel Policy” must be justified and approved by the
respective Location Head (Not less than the grade C4(D)) before the travel.
6. TRAVEL WITHIN THE HOME CITY
Local Conveyance expenses can be claimed as follows:
Category of
Employee
E & C4
C3
C2
C1
Details
Use company Car and when not available, the company will arrange for
a car from private agency (actual)
Use company Car and when not available, use Taxi/Cab from private
agency (actual)
Auto Service at actual or use of two-wheeler as per actual cost
Public Transport by road or local Trains, as applicable
1. No claim should be made for travel from home to office unless the trip is made on a holiday.
2. Where employees are required to report at the clients’ offices directly, conveyance
reimbursement will be paid on a lumpsum basis. This will be decided on a case-to-case basis
between the Delivery Head, Fin & Acct. & Admin-Facility.
3. Claims for reimbursement should be made by filling out the Details of “Weekly Expenses Form”,
which has to be approved by the respective Location Head (Grade not less than C4 (D)).
1. TOUR REPORT
Within 3 business days after return from the Official Tour, the employee should submit a Tour Report
(Appendix-8) (goto page no. 70) detailing the business proceedings, that he/she made during the
Tour.
2. LIST OF ANNEXURES
Appendix-6: Domestic Travel Request Form
Appendix-7: Tour Expense Statement
Appendix-8: Tour Report
Page 66 of 90
FORM NO: BCL/000/12-13
APPENDIX - 6
DOMESTIC TRAVEL REQUEST FORM
DATE OF REQUEST:
NAME OF EMPLOYEE*:
EMPLOYEE ID NO*:
PROJECT TO BE BILLED
PROJECT
VERTICAL
COST OF TRAVEL
BILLABLE / NON-BILLABLE TO CLIENT
IF NON-BILLABLE TRAVEL
COST OF DELIVERY BU OR COST TO SALES
REGION

I) TRAVEL REQUIREMENT:
PURPOSE OF TRAVEL*:
MODE OF TRAVEL*:
ONWARD SECTOR/DATE*:
FROM:
TIME:
TO:
RETURN SECTOR/DATE*:
FROM:
TIME:
TO:

II) HOTEL REQUIREMENTS, IF ANY REQUIRED: (YES / NO)
PLACE WHERE HOTEL REQUIRED & ADDRESS IF ANY:
CHECK IN* (DATE & TIME):
CHECK OUT* (DATE & TIME):

III) TRAVEL ADVANCE ESTIMATE FOR TOTAL TOUR REQUIRED:
AMOUNT REQUIRED:
Rs. ___________
APPROVED BY*:
Signature
Page 67 of 90
APPENDIX - 7
TOUR EXPENSE STATEMENT
To be filed by employee
Name:
Emp-Id:
Start
Date &
Time:
Return
Date
Time:
Level:
Date:
Paid By (in Rs)
Ticket
Attached
&
Journey Details :
Date
From - To
TravelTime
From-To
Mode
Company
Total
Tour Report Submitted
15769
Yes / No
Page 68 of 90
Remarks
Self
4800
If "No" mention the reasons:
---------------------------------------------------------------------------------------------------------------
Daily Allowance : (will be filled by Fin & Accts)
Sno
Number of
Days
Stay Period
Per Day
Rate in Rs:
Total
In Rs:
Remark
s
Total
Telephone Expenses
Settlement Details :
Comments
Sd
………………………………………
Sd
………………………………………..
Sd
…………………………………………...
(signature of the employee)
Checked By:
Cleared By:
Date Submitted:
Date Checked:
Date Cleared:
Page 69 of 90
APPENDIX - 8
TOUR REPORT
Tour Report
Sno
Places
Visited
Description of
Business Event
Comments:
Sd. --------------------------------Name: ----------------------------
Page 70 of 90
Follow-up
Action
Remarks
ANNEXURE – 13 TRAVEL POLICY - OVERSEAS
PURPOSE:
To define and streamline various aspects of movements abroad on tours (B1 or business category), on
work permits, H1B or L1 visa etc. on assignments of Bodhtree Consulting Limited.
SCOPE:
This policy applies to all regular employees. Additionally, it also applies to Consultants and others, who
are required to travel overseas on business assignments.
GUIDELINES
The guidelines given herein shall cover all the employees’ and are applicable for all types of foreign
travel. Foreign Travel involving up to one (1) month period shall be termed as Short-Term and beyond
one (1) month as Long-Term at single location.
In view of the kind of business in which our company is involved, the employees in the technical groups
may have to travel to any place in the world for the desired period depending upon the business needs.
1. AUTHORISATION
a. Travels on Projects
Where a customer reimbursable travel is undertaken, the trip can be approved by the Delivery
Head; where company borne travel is undertaken, the trip can be approved by the BU Head.
b. Travels for Business Promotion
Where Business Travel is undertaken, the BU Head can approve as for pre-approved
exhibition participation by Sales Head.
Travel by BU/Functional Heads abroad: Irrespective of the nature, any trip abroad by
BU/Functional Head will need approval by the CEO.
Travel Abroad for any purpose other than above: Any travel abroad not covered for purposes
specified above like Training; will have to be approved by CEO or authority designated by him
time to time for this purpose.
c. Class of Tickets:
All associates are required to travel by Economy Class only.
d. EVPs and above would be eligible for one (1) business class travel per quarter. This will be
applicable to only international travel where the duration of travel is more than eight (8) hours.
2. EXPENSES
Expenses of Foreign Currency on all visits abroad will be governed within the framework of RBI
Regulations. Some of the guidelines for various expenses likely to be met by individuals are enumerated
in the ensuing paragraphs: -
Page 71 of 90
The expenses of these travels will be governed as per details given below:
1. Business Travel:
a. All business travel irrespective of cadre or rank will be on actual basis. All associates are advised
to keep their expenses as reasonable. Associates are required to produce proof of expenses
while settling the claims.
b. Living Expense:
Exclusive of accommodation living expenses may be sanctioned to an individual on per diem or
on a monthly basis. In either case, all expenses by an individual except accommodation are to be
met out of this sanctioned amount towards living expenses.
These living expenses as applicable country-wise are given as Appendix-9 (goto page no. 75) to
this policy. These rates will be periodically reviewed in view of various aspects like cost-of-living
and contractual variation.
Extra allowance per month alone will be given for spouse/family accompanying the associate,
on case to case basis, depending upon the business exigencies. (Applicable as per Specific
Geography locations). Please refer Per diem Rates at Appendix-9) (goto page no. 75).
c.
All senior executives in possession of corporate dollar card are expected to settle their
corporate expenses including accommodation using the card and should avoid their bills to be
paid by the local office or subsidiary which should necessarily be under the guidelines of
RBI/FEMA as applicable.
d. All International travelers are advised to use facilities at Hotel to the minimum.
This can be done by:
a)
b)
c)
3.
Using Cell Phones
Asking offices to call back instead of calling from Hotels
Buying Calling Cards or making calls from booths
ADVANCES
a. Salary Advance:
i.
Individuals proceeding abroad may avail advances from their future admissible salaries due,
as per following guidelines:
ii.
Associates proceeding on tours on which the Indian salary is admissible to them can avail
salary advance in Indian currency upto the entitlements equal to one (1) months’
entitlements.
iii.
The salary advance taken is required to be adjusted from the entitlement/s of the subsequent
month/months.
Page 72 of 90
b. Movement on Business/Visitor visits: Tour advance by associates may be taken keeping in
view the number of days to be spent. However, it is not to exceed the limits provided in current
policy.
c. Associates proceeding abroad on Business Visa or Visit Visa whether for business development
activities or for software development activities are required to avail forex advance for meeting
immediate needs of forex at the place or places being visited. The advance of forex will be
handled in the following manner:i. Locations where accommodation is arranged by Bodhtree or by clients, an advance equal to
per diem for the period to be visited subject to a maximum of thirty (30) days is admissible,
the intimation of which should be provided while putting the requisition for travel.
ii. In the events where the trip planned is for more than thirty (30) days or is subsequently
extended due to exigencies of business, remittance to the individual through bank is
required to be made by Finance department.
iii. Finance department may also plan remittances through Bodhtree offices, clients or other
associates, as they consider suitable. However, a requisition by the BU Head or by
Department Head on their behalf is to be forwarded to Finance department atleast five (5)
working days in advance.
iv. In the cases where accommodation for the associate is not being provided, an advance
equivalent to likely expenses on accommodation for the likely period of stay abroad subject
to a maximum of thirty (30) days is required to be provided.
v. In the events where the trip planned is for more than thirty (30) days or is subsequently
extended beyond thirty (30) days, remittance of forex could be made as suggested in Para
3(b) (ii) above.
In all cases above, the advance given to an associate should be between USD 1000 to USD 1500
or equivalent, even if an associate is likely to stay for longer duration.
3.1
ACTUALS:
The following expenses will be reimbursed to the individuals on actual basis.
a.
b.
c.
d.
e.
f.
3.2
Taxi Fare from Home to Airport (India)
Taxi Fare from Airport to Guest House/Hotel abroad
Travel expenses on Business movements using most suitable and economic mode
Airport Tax on departure from India
Airport Tax at destination, if any
Immigration related expenses, if any
EXPENSES ON SPECIAL VISITS:
Trips abroad for the purpose of participation in exhibitions or fares, seminars, special marketing
activities and to attend or impart training, etc. will be considered as special trips by the individual or
group and will be worked out as a project.
The project plan will then define within itself the likely expenses during the trip. On approval from the
CEO, the expenses can then be incurred in the best interest of purpose and organization.
Page 73 of 90
4.
5.
6.
MEDICAL EXPENSES
a.
All individuals traveling abroad will have the insurance coverage by Overseas Medical
Insurance Policy.
b.
All individuals are required to become familiar with the policy and procedure for claiming
medical expenses before proceeding abroad. All medical expenses not covered by
Overseas Medical Insurance Policy will have to be borne by the individuals.
c.
It is the responsibility of individuals to ensure that they have valid medical insurance
coverage all the time. Action for extending medical insurance coverage should be
initiated at least 6 (six) working days in advance before expiry.
ACCOMMODATION
a.
It will be the endeavor of Bodhtree to provide accommodation to individuals on single or on
twin-sharing basis at all locations abroad, as per the Rules.
b.
In all such cases, where accommodation cannot be arranged
i.
Living expenses known as "All inclusive expenses" will be offered to the individual, so
as to take care of all expenses including accommodation.
ii.
All-inclusive expenses shall vary from place to place depending upon the cost of
living at the particular location where an associate is proceeding. All-inclusive
expenses therefore shall be worked out and intimated to the associate by BU Head
before commencement of journey.
iii.
These rates should have a pre-approval from CEO or EVP-Operations. It is implicit
assumption that the individual will live in the best possible accommodation
affordable within the specified amount.
REQUISITION:
For the movement of associates, requisition is to be made as per Appendix-11 (goto page no. 78)
“International Travel Request Form” available. After having approved, the Admin-Documentation
Department shall initiate the formalities of movement.
Per Diem rates for Associate traveling on Project Related Work for Short-Term & Long- Term
durations.
Page 74 of 90
APPENDIX - 9
LIVING EXPENSES
For North America/ Canada
Category
Travel
Related
Expenses
Actual
Actual
E
C4
C3-C1
Per Diem
$75
$60
Actual
*Lodging up to a
maximum of
$85
$85
$60
Conveyance
Actual
As indicated in
deputation letter
$85
As indicated in
deputation letter
the
the
For Europe
Category
Travel
Related
Expenses
Per Diem
*Lodging up to a
maximum of
E
C4
Actual
Actual
60 Euros
46 Euros
96 Euros
96 Euros
C3-C1
Actual
46 Euros
77 Euros
Conveyance
Actual
As indicated in
deputation letter
As indicated in
deputation letter
the
the
For UK
Category
Travel
Related Per Diem
Expenses
(GBP)
*Lodging upto a
maximum of (GBP)
E
C4
Actual
Actual
45
35
70
70
C3-C1
Actual
35
56
Conveyance
Actual
As indicated in
deputation letter
As indicated in
deputation letter
the
the
For Australia
Category
Travel
Expenses
Related
Per Diem
(USD)
*Lodging upto a
maximum of (USD)
E
Actual
$75
$85
Actual
C4
Actual
$60
$85
As indicated in the
deputation letter
C3-C1
Actual
$60
$85
As indicated in the
deputation letter
Page 75 of 90
Conveyance
For Latin America
Category
E
C4
C3-C1
Travel
Expenses
Actual
Actual
Actual
Related
Per Diem
$60
$50
$50
*Lodging up
maximum of
$60
$60
$60
to
a
Conveyance
Actual
Actual
Actual
For Malaysia/Singapore/Middle east
Category
Travel
Expenses
Related
Per Diem
*Lodging up
maximum of
E
Actual
$55
$55
Actual
C4
Actual
$45
$55
Actual
C3-C1
Actual
$45
$55
Actual
Page 76 of 90
to
a
Conveyance
FORM NO: BCL/000/12-13
APPENDIX - 10
INTERNATIONAL TRAVEL REQUEST FORM
DATE OF REQUEST:
NAME OF EMPLOYEE:
EMPLOYEE ID NO.:
PROJECT TO BE BILLED
PROJECT
VERTICAL
COST OF TRAVEL
IF NON-BILLABLE TRAVEL

BILLABLE / NON-BILLABLE TO CLIENT
COST OF DELIVERY BU OR COST TO SALES
REGION
I) TRAVEL REQUIREMENT:
PURPOSE OF TRAVEL:
MODE OF TRAVEL:
ONWARD SECTOR/DATE:
FROM:
TIME:
TO:
RETURN SECTOR/DATE:
FROM:
TIME:
TO:




II) VISA REQUIREMENT: (YES / NO)
III) INSURANCE REQUIREMENT: (YES / NO)
IV) CALL CARD REQUIREMENT: (YES / NO)
V) HOTEL REQUIREMENTS, IF ANY REQUIRED: (YES / NO)
IF YES, PLACE WHERE THE HOTEL REQUIRED & ADDRESS IF ANY:
CHECK IN (DATE & TIME):
CHECK OUT (DATE & TIME):

VI) TRAVEL ADVANCE ESTIMATE FOR TOTAL TOUR REQUIRED:
AMOUNT REQUIRED:
APPROVED BY*:
Rs. ___________
Signature
Page 77 of 90
APPENDIX - 11
XXX (India) Limited
INTERNATIONAL TRAVEL EXPENSE STATEMENT
Name of the Employee:
Department :
Designation :
Travel dates
From:
to:
Place/s visited:
Purpose of trip:
SUMMARY OF EXPENSES
Transportation
Date
DOMESTIC
Time
Starting Place
Destination
INTERNATIONAL
Total
Page 78 of 90
Voucher #
Amount
(as attached)
USD
Conversion
Rate
Total
(INR)
Hotel & Other Expenses
Date
From
DOMESTIC
Place of Visit
To
Description
of expense
Stay/food
Amount
Bill
number
& date
USD
total no of
days X
US$
Conversion
Rate
Total
(INR)
INTERNATIONAL
Total
Bett Allowance :
Cash Summary
From
to
Advance
Less: Cash expense
Balance
due
Company/Self
Signature of Employee
Dated:
to
Approval Dated:
Pls note:
1. All travel settlements to be done with-in seven days of the trip.
2. Please attach all supports (invoices, tickets, boarding cards, receipts)
3. Please attach Travel Approval
4. For claiming Entertainment & Business expenses, names of the persons present must be provided.
Page 79 of 90
INR
APPENDIX - 12
BODHTREE CONSULITING LIMITED
TRAVELLING EXPENDITURE STATEMENT
Name:_________________
Designation: _______________________
Purpose: _________________
Departure Date & Time: ____________________ Arrival Date & Time: __________________________
Date Particulars Mode of Fare
Hotel
Local
Telephone Courier / Photo – Others
Total
Travel
Conveyance / Fax
Copying Copying (pl. specify)
Boarding Lodging
TOTALS (Rs.):
Less: ADVANCE RECEIVED
Due to me / Company
Approved:
Verified:
Page 80 of 90
Authorized:
ANNEXURE – 14 EXIT POLICY
1. SCOPE
This policy is applicable to all the employees leaving Bodhtree Consulting Limited.
2. DEFINITION
a) Attrition – the process of leaving the company by any of the following means –
i. Voluntary Resignation – The employee leaving the organization by proper communication
and a formal resignation addressed to the reporting manager (with or without notice period).
The resignation will be considered as valid only if reporting manager has accepted and
approved the same.
ii. Involuntary Attrition – Any employee leaving the organization, which is insisted by the
management because of misconduct, integrity, non-performance or any reason whatsoever.
iii. Absconding – Any employee leaving the organization without any formal communication and
information to the reporting manager and fails to respond to the communication by the
management to report to work leading to termination of lien of service.
iv. Retirement – Any employee will automatically retire from Bodhtree after attaining the age of
superannuation on completion of Fifty Eight (58) years.
v. Death – The employees who die during the course of employment with Bodhtree.
b) Date of Resignation – The date on which the employee formally (in writing or through official
mail) communicates to the reporting manager regarding the intension of quitting the job from
Bodhtree.
c) Date of Relieving – The date on which the employee completes serving the notice period or
desires to be relieved from the duties and responsibilities of the organization.
d) Employee – All the employees employed by Bodhtree Consulting Limited through a formal
appointment letter irrespective of the designation and mode of work (includes part-timer, fulltimer, working from home).
e) Gratuity – As per the definition of Payment of Gratuity Act 1972.
f) Income Tax – Income tax is calculated as per the Income Tax Rule set by the Government of
India. However, the deduction at company’s end will happen depending upon the income-tax
declaration and subsequent proof submitted by the employees to the employer.
g) Leave Encashment – Any employee of Bodhtree is entitled to encashment of earned leave up to
thirty (30) days. If the earned leave balance is more than 30, the remaining number of leaves will
be forfeited. There will not be any encashment of holidays, compensatory-offs, paternity leave,
maternity leave or any such leave apart from earned leave.
h) Notice Period – The minimum time period required for one employee to be relieved from the
duties from the date of the formal resignation. This time period is mentioned in the appointment
letter of the employee issued by Bodhtree. The notice period is different depending upon the
position in the organizational hierarchy.
The change in notice period is applicable to all the employees where the change in band/level happens
through internal promotions.
Page 81 of 90
CHAPTER 1
VOLUNTARY ATTRITION
3. VOLUNTARY RESIGNATION Any employee attiring voluntarily from BODHTREE with or without notice period are required to submit a
formal resignation letter to the Reporting Manager. The communication must be formal and the manager
must have accepted and approved the resignation. Resignation through handwritten/typed letter or mail
through official mail ID with the date and signature of the employee is considered to be a valid mode of
resignation. The resignation letter must specifically mention the date of resignation and the date of
relieving.
Resignation through phone call, SMS or mail from personal mail ID will not be considered as a formal
mode of resignation.
4. NOTICE PERIOD:
i. All the employees of BODHTREE are required to serve the notice period as prescribed in
Appointment Letter and handover the duties to the successor before leaving the company.
However, the employee can be relieved by the manager even without serving the notice period.
ii. Notice period can be set-off against the earned leave balance. If the employee has the earned
leave balance, the same can be adjusted against the notice period and the remaining number of
days of earned leave (if any) can be encashed. However, the highest number of earned leave
balance for encashing will be considered as Thirty (30) days only.
iii. In case of any notice period waiver for any employee, the same has to be approved by the HR
leader and the BU Head.
iv. If the employee is not serving the notice period as well as not having the leave balance to
compensate the same, he/she is required to pay in lieu of the notice period. This amount is
equivalent to the basic salary according to the notice period eligibility.
5. F&F PROCESSING:
i.
The Reporting Manager is required to log an exit case of every attriting employee by filling in the
requisite information in the e-exit.
ii.
Once the exit case is logged, the exit tool will generate a resignation ID which is a unique ID for
every case. In case, the manager wants to make any changes in the notice period, he needs
close this case and re-log another case ID for the same.
iii.
Once the exit case is logged, the salary for the employee will be stopped and the employee will
receive the salary and other payable amount along with the F&F settlement, not as per the salary
payment cycle. For employees who are required to serve three (3) months’ notice period, the
salary will be stopped for the last month only.
Page 82 of 90
iv.
The HR will collect the input from the managers (through e-exit), Finance and send it to payroll for
calculation of F&F.
v.
The payable F&F will be processed for fund transfer after the asset clearance is provided by the
HR to payroll.
6. ASSET CLEARANCE
All the employees are required to submit the physical assets to the respective Project Managers’/
HR/ Respective Department on or before the last working day. If the employee fails to submit the physical
assets back to BODHTREE, appropriate action, as deemed fit and necessary will be initiated by the
management.
CHAPTER 2
INVOLUNTARY ATTRITION
7. INVOLUNTARY ATTRITION
If any employee is induced to leave the company because of misconduct, integrity, non-performance,
which is detrimental to the organization and its culture, the management might ask the employee to leave
the organization. The employee can be asked to resign or be issued with a termination letter depending
upon the gravity of the case.
8. NOTICE PERIOD OF INVOLUNTARY ATTRITION
As the employee is asked to leave the organization, he/she is not required to serve any notice period to
the company. As per the terms of the appointment letter, Bodhtree will pay to the employee an equal
amount in lieu of the notice period. This amount is equivalent to the basic salary of the respective notice
period eligibility.
9. F&F PROCESSING OF INVOLUNTARY CASES
The F&F of all the involuntary cases will be processed and closed along with that particular months’
payroll.
CHAPTER 3
ABSCONDING PROCESS
10. ABSCONDING
If any employee is not reporting to work without any approved leave or any communication to the
manager or authorities, and simultaneously the manager is unable to trace the employee for any
communication for a continuous period of six (6) business days, the employee is considered to be
absconding from duties. Manager is to notify HR in three business days of a possible absconding
situation. HR would notify IT to remove email access to the resource by the third business day. If no
communication is established for continuous period of three (3) more business days from either side,
Page 83 of 90
the manager notifies HR of the resource absconding. HR then terminates employment of the resource
on the same day.
11. CAP (CORRECTIVE ACTION PLAN) 1
HR after receiving the trigger for absconding, issues a letter to the employee requesting to join back to
work. This letter is issued on the Fifth (5th) day of the continuation of absconding Two copies of the letter
is sent to the permanent address of the employee; one through registered post with AD. If the employee
comes back within the specified time period, the manager is required to stop the absconding process in eexit and release the salary.
12. CAP 2
If the employee continues to remain absent and does not report to work, neither
establishes any contact with the manager/employer: HR issues the second letter for this continuous
absence requesting the employee to join back to work within seven (7) days’ time period. This letter is
issued on the Twelfth (12th) day of continuous absence. The mode of sending the letter is same as CAP
1.
13. CAP 3
If the employee fails to report back to work or establish any communication with the manager, and neither
the manager is able to reach the employee, a letter of termination of service is sent in the same
procedure like CAP 1. The date of issue of termination letter is considered to be the end of lien of service
of the employee with BODHTREE. The employee ID and other access of the employee get deactivated
after two (2) days of the CAP 3 sent date.
14. F&F PROCESSING OF ABSCONDING EMPLOYEE
The e-NDF for absconding employee gets activated after two (2) days from the date of CAP 3 issued to
the employee. The manager’s need to initiate the E-NDF and the processing starts unlike the voluntary
cases. However, the following facts should be taken into account while processing the F&F for any
absconding case.
i.
ii.
iii.
iv.
v.
15.
Absconding employees are not entitled to any leave encashment. However, the unavailed leave
can be adjusted against the no. of days of absence if the employee returns back to work.
The equivalent money value of notice period and the value of the assets taken away by the
employee will be recovered from the absconding employee.
Absconding employee will not be issued with any relieving letter or service certificate as the
termination letter is already issued.
If the F&F turns to be payable, the balance amount is to be credited to the account of the
absconding employee.
If the F&F turns to be recoverable, the recovery process will start unlike other cases.
REHIRE ELIGIBILITY
All the absconding employees are not eligible to be re-hired by BODHTREE at any point of time
in their career.
Page 84 of 90
CHAPTER 4
NOTICE PERIOD
16. NOTICE PERIOD
Notice period is applicable to all the employees leaving BODHTREE except involuntary and death
cases. The following conditions also applies to all the employees
i.
ii.
iii.
iv.
Notice period can be set-off partially or fully against the earned leave. However such adjustment
has to be agreed upon by the manager while logging the exit case and the same input has to be
provided to HR
Notice period can’t be set-off against any other leave apart from earned leave
No employee will be allowed to go on leave during the notice period unless such leave in
approved by the manager prior to the exit login and the same input is incorporated in the e-NDF
If the notice period is waived-off by the respective BU Head/Operation Leader/HR Leader that
should not impact the leave encashment
17. NOTICE PERIOD WAIVER
Notice period of any employee can be waived-off by the respective BU Head/Operation Leader &
HR Leader.
18. NOTICE PERIOD RECOVERY
If the employee is not able to serve the notice period and does not have sufficient leave balance
to set-off, a proportionate amount of basic salary will be recovered from the employee as a part of the full
and final settlement. The recovery can be full or partial depending upon the notice period eligibility and
the leave adjustment.
i.
ii.
All the absconding employees will face the recovery of a proportionate amount of their basic
salary of one month, as they are not serving any notice period. However, if the absconding
employee is having any earned leave balance, the same will set-off against the notice period
before calculating the notice period recovery.
If the employee is asked to leave the organization because of misconduct, integrity or terminated
from service, the employee will be paid by BODHTREE a proportionate amount of basic salary in
lieu of notice period depending upon the notice period eligibility.
CHAPTER 5
FULL AND FINAL SETTLEMENT
19. PAYABLE F&F:
After calculation of the full and final settlement amount, it can be a payable or recoverable F&F or zero. If
the final settlement amount it payable (+ve) then HR shall advice the Finance team to release the
payment and transfer the balance amount to the account of the employee. Employee has an option to
avail the balance amount in the form of a cheque, if desires so.
Page 85 of 90
i.
ii.
The employee will be paid till his last working day in the company. If the last day in BODHTREE
happens to be the usual weekly-off for the employee, still the employee will be paid for those
days and the same date is considered as relieving date for the employee.
HR issues the relieving letter to the employees whose settlement amount is +ve or zero. The
relieving letter is sent through registered post to the permanent address provided by the
employee.
20. RECOVERY AGAINST CAR LEASE
All the employees of Senior Management and above are eligible for availing a car on company lease. All
the employees who have availed car on company lease are required to close the lease before their exit.
i.
ii.
iii.
(C)
The concerned employee can contact the finance team directly or through his team for knowing
the outstanding amount against the lease.
If the car lease is not closed on or before the last date, the F&F is not considered to be closed. If
the car lease is closed after the relieving date of the employee, then employee has to pay to
BODHTREE the amount paid by BODHTREE towards the EMI for the months between the
relieving date and the actual car lease closure.
The employee is not supposed to take away the car without closing the car lease and transferring
the same to his name. If the employee is not able to close the car before the relieving date, the
Admin Facility team of BODHTREE will initiate such action, as it may deem fit and appropriate.
RECOVERY AGAINST SALARY
If the final F&F of the person turns to be recoverable, the employee is required to pay the recoverable
amount in the form of a DD / cheque in favour of “Bodhtree Consulting Limited’ payable at Hyderabad.
i.
ii.
iii.
If the employee is not serving the notice period fully or partially, the same will be recovered from
the employee depending on the notice period eligibility and pro-rated if applicable.
If the employee has negative leave balance, the same will be recovered on a pro-rated amount
on the basic salary.
If the employee is paid salary advance or had availed loan, the same will be recovered from the
employee.
21. SETTLEMENT OF PROVIDENT FUND
It is the onus of the employee to settle the provident fund either in terms of transfer or withdrawal of the
same. However, BODHTREE can facilitate the processing of the transfer or withdrawal of the provident
fund for the employee. The employee can submit the withdrawal form to finance team for processing.
However, the transfer of provident fund has to be initiated by filling in the transfer form by the new
employer.
22. SETTLEMENT OF GRATUITY
The employee needs to submit the claim form on the date of relieving in a prescribed form to the HR, who
will process the same and advice for the payment. The eligibility and the calculation procedure will be as
per the Gratuity Act. In case of deceased employee, the claim form has to be submitted by the nominee
of the employee in the prescribed form for processing and disbursing the gratuity amount.
Page 86 of 90
23. SETTLEMENT OF BILLS
i.
ii.
iii.
iv.
Medical Bills – The employee can submit the medical bill to Finance department as per the
reimbursement procedure under the financial policy of BODHTREE. However, settlement will
happen on a pro-rated basis for the financial year and as per the entitlement of the employee.
Finance department will forward the same input to HR for inclusion in the F&F settlement.
Conveyance Bills - The employee can submit the conveyance bills to Finance which can be
incorporated in the F&F settlement as per the reimbursement procedure and eligibility under the
financial policy of BODHTREE. However, settlement will happen on a pro-rated basis for the
financial year and as per the entitlement of the employee.
Corporate Card Bills – Once the employee resigns from his duty, he/she need to surrender the
corporate card, if any, to Finance and the account will be deactivated immediately. The employee
need to submit the bills to Finance department and clear the outstanding balance against the
corporate card, failing which the outstanding amount will be recovered from the employee as a
part of the F&F settlement.
Telephone Bills – Employees who are eligible, can claim for the telephone bills as per the
reimbursement procedure and eligibility under the financial policy of BODHTREE. However, this
bill reimbursement will happen for the complete months served by the employee during the
financial year.
24. INCOME TAX
Income tax is deducted based on the income tax rules fixed by the government of India. This income tax
deduction at source happens based on the projected income of the employee during the financial year
and the investment declaration by the employee for the corresponding financial year. For any employee
attriting during the financial year, they are required to submit the investment proof to Finance department
for availing rebate, failing which no rebate will be provided to the employee. The investment proof must
be the actual investment made by the employee till the relieving date from BODHTREE.
The Finance will issue the Form-16 for all the attrited employees in the month of May of every year for the
previous financial year. It’s the responsibility of the attrited employee to collect the Form-16, for filing the
tax return. However, the employee can collect a copy of last payslip as a proof of the income tax
deducted by BODHTREE till his relieving date at the time of relieving.
Page 87 of 90
ANNEXURE – 15 TRANSPORTATION POLICY
1. Objective
The objective of this policy is to provide hassle free commute to work and/or structure for reimbursement
of expenses incurred by the Full time employees, Consultants and trainees in lieu of availing
transportation on project requirement.
2. Scope
This policy is applicable to all employees, (as mentioned above under “Objective”) who travel in Cab.
3. Policy
3.1
Employees should inform the Managers about they availing transportation facility well in
advance when the managers are preparing the rosters for their shifts so that they can give the
instructions to Finance & HR for processing the Reimbursement.
3.2
All employees are expected to abide by the norms defined in this policy. Any exceptions
require the prior approval of the respective Department Head.
3.3
This covers all aspects that ensure the safety and welfare of the employees.
3.4
Delivery Head has to provide necessary approval from client on the expenses reimbursement
which we are going to incur as part of providing the Cab Services to the employees of the
designated projects and the same to be incorporated when we are processing the SOW/GPM
to client.
3.5
Practice/Project Managers should manage to keep Male employees in Odd shifts and avoid
female employees to ensure the safety of female employees working in the organization and it
has to be given utmost importance keeping the current situations in view.
4. Eligibility
The employee will be eligible to avail transportation facility if she/he is working in Odd hours because of
the Project requirement.
5. Reimbursement
The employee will be eligible to get Rs.1500/- PM as Cab Allowance which will be part of the payroll
every month and it is subjective to Project/Practice Manager approval & Business Head approval based
on need of the business.
6. Applicability
This policy is applicable to all the employees who are working in 24*7 shifts of Bodhtree Consulting
Limited:
a. Employee intends to avail transport facility, need to intimate the administration team.
Page 88 of 90
b. Administration team shall coordinate and inform the employee about the pickup place and time.
c. The pickup arrangement for any employee working in 24*7 shifts will be strictly based on the
roster submitted by their respective line managers. In case of delay in departure from office due
to additional workload, 1.5 hrs prior intimation needs to be given to the admin team
representative. All cabs leave the office after 15 minutes of the scheduled time, no further delay
by any employee will be entertained.
7. Exceptions & Deviations
Management reserves the right to modify or terminate this policy at any time without prior notice.
Guidelines:a. Transport arrangement is made for the female employee working in 24*7 operations or on the
approval of respective department heads approval.
b. The roster should preferably be so devised, as to ensure that the last drop is not of the female
employee.
c.
A security guard of the company must escort the vehicle in which any female employee is
traveling. This condition must be adhered at all times, in case the employee resists or objects in
guard escorting the company cab, in such situation no company conveyance shall be provided to
the employee and employee will be required to arrange for own conveyance.
d. That the Company shall establish an emergency contact number, which shall be monitored by the
Administrative department.
e. That all cabs provided by the Company shall prominently display emergency help line number.
f.
Admin department shall conduct regular briefings for drivers on code of conduct while on duty.
g. Company is not responsible for any loss or damage of personal belongings of employees while
they are travelling in company provided cab. Employees are expected to be careful with regards
to their personal belongings while using cab facility.
h. All the employees are expected to carry their Id cards while travelling in company provided cabs
for safety and security reasons.
i.
Employees are not allowed to change the route while commuting to and fro from office for safety
and security reasons. Any deviation will be treated as violation of company rules and company
will not be responsible for the safety of the employees in such case.
At any point of time employees should not get into personal arguments/ arguments/ scuffle with
cabdrivers. Any Problem with respect to cabdriver should be informed to the admin facility.
Page 89 of 90
ANNEXURE – 16 REPORT OF VIOLATIONS
Report of Violations:
Administration General Policy Regarding Report of Violations Associates who observe, learn of, or, in
good faith, suspect a violation of the Code must immediately report the violation to the Compliance
Officer, or to the Audit Committee of the Board of Directors. Associates who report violations or suspected
violations in good faith will not be subject to retaliation of any kind. Reported violations will be investigated
and addressed promptly and will be treated confidentially to the extent possible. A violation of the Code of
Conduct may result in disciplinary action, which may include termination of employment. Complaints or
concerns regarding accounting, internal accounting controls or auditing matters may be made directly to
the Audit Committee in writing, email or by phone.
Complaint Procedure:
Notification of Complaint: Company personnel who observe, learn of or, in good faith,
suspect a violation of the Code must report the violation immediately to the Compliance Officer,
or to the Audit Committee of the Board of Directors. You may be subject to disciplinary action,
including termination of employment, if you fail to do so. Whenever practical, the complaint should
be made in writing. It is unacceptable to submit a complaint knowing it is false.
Investigation: Reports of violations will be investigated under the supervision of the
Compliance Officer or the Audit Committee of the Board of Directors. Company personnel are
required to cooperate fully in the investigation of reported violations and to provide truthful,
complete and accurate information.
Confidentiality: Except as may be required by law or the requirements of the resulting
investigation, the Compliance Officer and others conducting the investigation shall not disclose
the identity of anyone who reports a suspected violation if anonymity is requested.
Protection Against Retaliation: Retaliation in any form against an individual who reports an
alleged violation of this Code of Conduct, even if the report is mistaken, may itself be a violation
of law and is a serious violation of this Code of Conduct. Any alleged act of retaliation must be
reported immediately to the Compliance Officer. If determined to have in fact occurred, any act of
retaliation will result in appropriate disciplinary action, which may include termination of
employment.
Report to Audit Committee: At each Audit Committee meeting, the Compliance Officer shall
report on all complaints received and on the resolution, if any, of all outstanding and new
complaints since the most recent Audit Committee meeting.
Page 90 of 90