Artec Global Solutions Private Limited – Employee Handbook
Contents
Welcome............................................................................................................... 4
Role of the Employee Handbook............................................................................... 5
Artec Solutions’s Vision................................................................................................................... 5
Equal Opportunity Employment and Anti- Discrimination Policy.................................... 5
Confidentiality and data protection............................................................................ 6
Commitment.......................................................................................................... 7
Harassment and violence......................................................................................... 7
Workplace violence................................................................................................. 7
Workplace safety and health.................................................................................... 8
Preventive action.................................................................................................... 8
Emergency management......................................................................................... 8
Drug-free workplace............................................................................................... 9
Diversity at Workplace............................................................................................. 9
Employee Code of Ethical Conduct.......................................................................... 10
Disciplinary action................................................................................................ 11
Policy For Prevention of Sexual Harassment (POSH)................................................. 11
Employment Practices........................................................................................... 14
Child Labor.......................................................................................................... 14
Forced OR Compulsory Labor................................................................................. 15
Recruitment and selection process.......................................................................... 15
Background checks............................................................................................... 15
Joining Formalities................................................................................................ 15
Leave and attendance policy.................................................................................. 15
Work Timings...................................................................................................... 18
Holiday............................................................................................................... 19
Attendance.......................................................................................................... 19
Payday................................................................................................................ 19
Dress Code.......................................................................................................... 19
Insurance Cover................................................................................................... 19
Provident Fund..................................................................................................... 20
Disciplinary & Grievance Policy............................................................................... 20
Grievance Redressal Procedure.............................................................................. 20
Disciplinary Procedure........................................................................................... 20
Resignation Procedure........................................................................................... 21
Travel Policy........................................................................................................ 21
Expenses............................................................................................................. 21
Performance Development Review.......................................................................... 22
Goal Sheets......................................................................................................... 22
Disciplinary & Grievance Policy............................................................................. 19
Grievance Redressal Procedure............................................................................. 19
Disciplinary Procedure......................................................................................... 19
Resignation Procedure......................................................................................... 20
Travel Policy...................................................................................................... 20
Performance Development Review........................................................................ 21
Goal Sheets........................................................................................................ 21
Professional & Personal Development.................................................................... 22
References......................................................................................................... 22
Welcome
Welcome to ARTEC SOLUTIONS! We are happy to have you amongst us. We are continually seeking smart, confident and collaborative people like you to join us.
Artec Solutions is a leading software and sales company specializing in AI, ML, automation, and enterprise services.
Artec Solutions provide full stack development using Java, Spring Boot, React, and process mining technologies to drive business success.
Artec Solutions helps pptimize your operations with our advanced process mining technologies for better efficiency.
As you begin working with us, you will realize that we consciously seek ways to encourage and facilitate professional and personal balance. We are deeply committed to the professional development, growth, and adaptability of all our people throughout their careers. We believe that there is only one way to create value for clients, quality people. We hire exceptional people who demonstrate the capacity and drive for superior performance and continuous professional growth and personal development.
This document is meant to be a ready reckoner to you for things that you need to know about the policies and procedures related to human resources, administration, employee benefits and code of conduct. For further details, your manager or the HR Team will be more than willing to help clarify.
Once again, welcome aboard!
Role of the Employee Handbook
Our Policies and Practices provide one of the most tangible means by which our business puts into practice its beliefs about people. The aim is to make them simple, practical, mutual and to help the business attract, retain and motivate high caliber employees.
This has been designed with inputs from the Employees and considering best practices of other companies in India.
This document will serve as a guiding principle to all Employees during their tenure at Artec Solutions. In the true spirit of fairness and equity all policies have the same effect on all the employees. To facilitate implementation, it has the full support and commitment of Artec Solutions Leadership Team.
All Employees will be held responsible for knowing and understanding the information contained within the Employee Handbook. If after reading this, an Employee has any questions, please clarify the same with respective Manager or HR.Policies must be kept current and relevant, therefore, from time to time it will be necessary to modify some sections or new procedures may be added.
Recommendations on the policies specified in this document are welcome.
Artec Solutions’s Vision
To be a global leader in intelligent digital solutions, empowering enterprises to innovate, automate, and grow through AI-driven technologies.
Equal Opportunity Employment and Anti- Discrimination Policy
Artec Solutions is an Equal Opportunities Employer. We don’t tolerate discrimination against protected characteristics (gender, age, sexual orientation, race, nationality, ethnicity, religion, disability, veteran status). We want all employees to treat each other with respect and professionalism. In practice, this means that we
■ Hire and promote people based on skills, experience or potential and try to reduce bias in every process (e.g. through structured interviews.)
■ Make accommodation to help people with disabilities move about safely on our premises and use our products, services and equipment.
■ Use inclusive, diversity-sensitive language in all official documents, signs and job ads.
■ Conduct diversity and communication training.
■ All staff experience fairness, impartiality and equal access to all career initiatives.
Apart from those actions, we commit to penalizing every discriminatory, offensive or inappropriate behavior. To do this properly, we ask you to report any discriminatory action against yourself or your colleagues to HR or your Manager. Any employee who retaliates or discriminates against will face disciplinary action. Artec Solutions commitment to equal opportunity promotes an inclusive work environment that values and accepts the diverse cultural and social backgrounds of its staff. The EEO and Anti-Discrimination Policy endeavors to capture the spirit of national and international statutes in this regard and is underpinned by a set of values and key guiding principles in the building of a community of all employees.
Confidentiality and data protection
We want to ensure that private information about clients, employees, partners and our company is well-protected. Examples of confidential information are:
■ Employee records
■ Unpublished financial information
■ Data of customers/partners/vendors
■ Customer lists (existing and prospective)
■ Unpublished goals, forecasts and initiatives marked as confidential
We are also committed to:
■ Restrict and monitor access to sensitive data.
■ Develop transparent data collection procedures.
■ Train employees in online privacy and security measures.
■ Build secure networks to protect online data from cyber-attacks.
■ Establish data protection practices, e.g. secure locks, data encryption, frequent backups, and access authorization.
We also expect you to act responsibly when handling confidential information.
You must:
■ Always lock or secure confidential information.
■ Shred confidential documents when they’re no longer needed.
■ Make sure you view confidential information on secure devices only.
■ Only disclose information to other employees when it’s necessary and authorized.
■ Keep confidential documents inside our company’s premises unless it’s necessary to move them.
You must not:
■ Use confidential information for your personal benefit or profit.
■ Disclose confidential information to anyone outside of our company.
■ Replicate confidential documents and files and store them on insecure devices.
This policy is important for our company’s legality and reputation. We will terminate any employee who breaches our confidentiality guidelines for personal profit.
We may also discipline any unintentional breach of this policy depending on its frequency and seriousness. We will terminate employees who repeatedly disregard this policy, even when they do so unintentionally.
Commitment
Our Company is committed to providing a work environment that ensures every employee is treated with dignity and respect and afforded equitable treatment.
The Company is also committed to promoting a work environment that is conducive to the professional growth of its employees and encourages equality of opportunity.
The Company will not tolerate any form of sexual harassment and is committed to take all necessary steps to ensure that its employees are not subjected to any form of harassment.
Harassment and violence
To build a happy and productive workplace, we need everyone to treat others well and help them feel safe. Each of us should do our part to prevent harassment and workplace violence.
Workplace harassment
Harassment is a broad term and may include seemingly harmless actions, like gossip. We can’t
create an exhaustive list, but here are some instances that we consider harassment:
■ Sabotaging someone’s work on purpose.
■ Engaging in frequent or unwanted advances of any nature.
■ Commenting derogatorily on a person’s ethnic heritage or religious beliefs.
■ Starting or spreading rumors about a person’s personal life.
■ Ridiculing someone in front of others or singling them out to perform tasks unrelated to their job (e.g. bringing coffee) against their will.
Sexual harassment is illegal, and we will seriously investigate relevant reports. If an employee is found guilty of sexual harassment, they will be terminated.
Workplace violence
Violence in our workplace is a serious form of harassment. It includes physical and sexual assault, destruction of property, threats to harm a person or property and verbal and psychological abuse. We want to avoid those incidents altogether, but we also want to be ready to respond if needed.
For this reason, we ask you to:
■ Report to HR if you suspect or know that someone is being violent. Your report will be confidential, and we will investigate the situation with discretion.
■ Call our building’s security if you witness incidents of severe physical violence (e.g. ones that involve a lethal weapon.) For your safety, avoid getting involved.
We will treat employees who verbally threaten others as high risk, and they will receive an appropriate penalty. If HR finds that an employee commits an act of violence, we will terminate that employee and possibly press criminal charges. Employees who damage property deliberately will be solely responsible for paying for it.
Workplace safety and health
Our company is committed to creating a hazard-free workplace. To this end, we will ensure workplace safety through preventative action and emergency management.
Preventive action
Preventive actions are any actions we take to avoid injuries or illnesses related to the workplace. We will periodically conduct risk assessments and job hazard analyses through a workplace safety committee to uncover health risks to employees. And we will establish preventative measures to address risks accordingly.
At a minimum, we will
■ Hold employee training sessions on safety standards and procedures.
■ Make sure employees who work in dangerous locations are safe.
■ Provide protective gear.
■ Direct quality control employees to evaluate equipment and infrastructure regularly.
We also expect you to take safety seriously. Always use protective equipment and follow standards whenever necessary. If you deliberately disregard our guidelines, we may terminate you for your own and others’ safety.
Emergency management
Emergency management refers to our plan to deal with sudden catastrophes like fire, floods, earthquakes or explosions. Our emergency management provisions include:
■ Functional smoke alarms and sprinklers are regularly inspected.
■ Technicians (external or internal) are available to repair leakages, damage and blackouts quickly.
■ Fire extinguishers and other fire protection equipment that is easily accessible.
■ An evacuation plan posted
■ Fire escapes and safety exits are clearly indicated.
Drug-free workplace
Artec Solutions is a drug-free workplace. Whether you are an employee, contractor or visitor, you must not bring, use, give away or sell any drugs on company premises. If you are caught with illegal drugs or show that you are under the influence of substances, you will face disciplinary action up to and including termination.
A list of prohibited drugs and substances includes, but isn’t limited to:
■ heroin/cocaine/methamphetamine in any form
■ marijuana
Alcohol
We prohibit employees from consuming alcohol during working hours, but they may consume alcoholic drinks in moderation at company events.
Prescription drugs
If you feel that a prescription drug (e.g. anxiety mediation) unexpectedly affects your senses, thinking or movement, ask for the rest of your day off. If your manager suspects substance abuse, you may face disciplinary action.
You must not use medical marijuana in our workplace. We have the right to terminate you if your off-duty use of medical marijuana makes you unable to complete your job duties correctly.
We expect employees who hold safety-sensitive jobs (e.g. machine operators or drivers) to be fully alert and capable of always performing their duties. We may terminate you if we conclude your prescription drug use creates severe safety risks. If you need to use prescription drugs for a limited time and you think they may impair your abilities, use your sick leave.
If your job includes secondary tasks that are safety-sensitive and your prescribed drugs affect your ability to perform these tasks, we can make reasonable accommodations to ensure you and your colleagues’ safety.
Dealing with addiction
Being sober is a prerequisite at our company and we want to help you as much as possible. We
won’t tolerate substance addiction that results in violent, offensive or inappropriate behavior.
Diversity at Workplace
Artec Solutions values the talents and contributions of employees from diverse backgrounds in reaching toward our future and in playing responsible leadership roles. To facilitate the process of building a diverse workforce we have in place several policies.
Employee Code of Ethical Conduct
Artec Solutions’s Employee Code of Ethical Conduct outlines company’s expectations regarding employees’ behavior towards their colleagues, supervisors, organization and society at large.
Artec Solutions promotes freedom of expression and open communication. But we expect all employees to follow our code of conduct. They should avoid offending, participating in serious disputes and disrupting our workplace. The Company also expects them to foster a well-organized, respectful and collaborative environment.
Policy Elements - Artec Solutions employees are bound by their employment contract to follow Employee Code of Ethical Conduct while performing their duties. Following are the components of Artec Solutions’s Code of Ethical Conduct:
a) Compliance with law
All employees of Artec Solutions must protect the company’s legality. They should comply with all environmental, safety and fair dealing laws. The Company expects employees to be ethical and responsible when dealing with the company’s finances, products, partnerships and public image.
b) Respect in the workplace
All employees should respect their colleagues. Artec Solutions does not allow any kind of discriminatory behavior, harassment or victimization. Employees should conform with equal opportunity policy in all aspects of their work, from recruitment and performance evaluation to interpersonal relations.
c) Protection of Company Property
All employees should treat company’s property, whether material or intangible, with respect and care.
d) Communication with External World and Social Media
All employees should strictly follow organizational and social norms while communicating with the external world. Employees to refrain from taking part in controversial social media discussions where the name and interest of Artec Solutions may feature.
e) Employees shouldn’t misuse company equipment or use it frivolously. Should respect all kinds of incorporeal property. This includes trademarks, copyright and other property (information, reports etc.) Employees should use them only to complete their job duties. Employees should protect company facilities and other material property from damage and vandalism, whenever possible.
f) Professionalism - All employees must show integrity and professionalism in the workplace.
g) Personal appearance - All employees must follow our dress code and personal appearance guidelines.
h) Corruption - Artec Solutions discourages employees from accepting gifts from clients or partners. The Company strongly prohibits briberies for the benefit of any external or internal party.
i) Job duties and authority - All employees should fulfill their job duties with integrity and respect toward customers, stakeholders and the community. Supervisors and managers mustn’t abuse their authority. The Company expects them to delegate duties to their team members considering their competences and workload. Likewise, the Company also expects team members to follow managers’ instructions and complete their duties with skill and in a timely manner.
j) Absenteeism and Regularities - Employees should follow their prescribed work schedules. Company can make exceptions for occasions that prevent employees from following standard working hours or days. But generally, it is expected that employees would be punctual when coming to and leaving from work.
k) Conflict of interest - Artec Solutions expects employees to avoid any personal, financial or other interests that might hinder their capability or willingness to perform their job duties.
l) Collaboration - Employees should be friendly and collaborative. They should try not to disrupt the workplace or present obstacles to their colleagues’ work.
m) Communication - All employees must be open for communication with their colleagues, supervisors or team members.
n) Benefits - Artec Solutions expects employees to not abuse their employment benefits. This can refer to any employment benefits the company offers.
o) Smoking within the premises of Artec Solutions is strictly prohibited.
p) Policies - All employees should read and follow the company policies. If they have any questions, they should ask their managers or Human Resources (HR) department.
Disciplinary action
The Company may have to take appropriate disciplinary action against employees who repeatedly or intentionally fail to follow our code of ethical conduct. Disciplinary actions will vary depending on the violation. The Company may also take legal action in cases of corruption, theft, embezzlement or other unlawful behavior.
Policy For Prevention of Sexual Harassment (POSH)
1. PURPOSE
To create and maintain safe work environment, free form sexual harassment & discrimination for all its employees. As per the guidelines of “The Sexual harassment of women at workplace (prevention, prohibition & redressal) Act, 2013”.
2. SCOPE
Artec Solutions aims to adopt zero tolerance attitudes against any kind of Sexual Harassment or discrimination caused by any employee during their tenure in Artec Solutions towards any other person being an employee of Artec Solutions, Client, Vendor and Contractor in Company premises or elsewhere in India or abroad.
3. APPLICABLITY
Employees of Artec Solutions, at all locations.
4. DEFINITION
1. Employee of Artec Solutions – Includes person carrying out any work on behalf of Artec Solutions and may have been hired as Permanent, Temporary, Contracted or on Retainer Basis, part- time basis etc. either directly or indirectly or through vendor organization.
2. Sexual Harassment – Harassment of a Female / Male employee consisting of any unwelcome sexually determined behavior, whether directly, indirectly, by any male/ female in charge of the management or a male / female co-employee either individually or in association with other persons to exploit the sexuality of co-employee to harass him/her in manner which prevents or impairs his/her full utilization of full benefits, facilities or opportunities or any other behavior which is generally considered to be derogatory.
3. Aggrieved Women - In relation to workplace, a woman of any age whether employed or not, who alleges to have been subjected to any act of sexual harassment by the Respondent.
4. Respondent: Employees against whom the complaint has been filed.
5. POLICY GUIDELINES
Sexual Harassment shall include but not limit to: Physical Contact & Sexual advances, Demand or request for sexual favors; Sexually- colored remarks; Showing pornography; Any other unwelcome physical, verbal or non-verbal or written conduct of a sexual nature.
6. GRIEVANCE MECHANISM: PROCEDURE TO REGISTER COMPLAINTS
A complaint shall be submitted in writing to info@artecsolutions.co.in or to any member of the Internal Committee mentioned herein within 3 months of occurrence of an act of Sexual Harassment. If the respondent is the direct supervisor of the complainant, or person influencing the career growth of the complainant, the reporting structure will be changed till the time the enquiry is completed.
7. INTERNAL COMPLAINTS COMMITTEE (ICC):
a. Each complaint of Sexual Harassment shall be dealt with utmost confidentiality and urgency by an Internal Complaints committee. There is an Apex Committee at Head Office, which is comprised of five members out of which at least two members will be of the same gender.
b. The Complaints Committee is responsible for:
Investigating every formal written complaint of sexual harassment
Taking appropriate remedial measures to respond to any substantiated allegations of sexual harassment
Discouraging and preventing employment-related sexual harassment
c. Within 7 working days from the receipt of original complaint, the designated person shall respond in writing to the complainant informing him/her about the initial steps taken by Artec Solutions to stop the alleged act(s)
d. Within 15 days from receipt of the original complaint, the Internal committee shall record and accordingly communicate in writing to the complainant and the Respondent, its prima facie findings, upon giving the concerned parties a fair and due opportunity to represent themselves and upon conducting fact finding, truth verification and counseling sessions with persons involved in alleged act(s)
e. A complaint will be closed no later than one month from receipt of the original complaint by recording the decisions of the internal committee, accordingly, informing the complainant and the Respondent of the same.
f. Employees are duty bound to assist in investigative steps, employees’ wholehearted participation shall be mandatory in this regard. Whistleblowers shall be protected from exposure, retaliation or hostility.
g. Within 2 working days from receipt of prima facie findings or the charges, if the complainant or the Respondent is dissatisfied with the decision of the internal committee, she or he may appeal specifying the reasons to the Managing Director. Within 5 working days from the receipt, the appeal shall be finally disposed of to the said party. The decision of the Managing Director shall be final and cannot be appealed.
8. REDRESSAL
1. An amicable resolution of the complaint is possible only with the written consent of the complainant.
2. Within 24 hours of closing the case file, the internal committee shall present the same to and inform its decision to the Managing Director.
3. In case of decision establishing the offence of Sexual Harassment of the complainant, within 3 working days, the internal committee shall recommend Disciplinary action against the offender considering the nature and extent of injury caused to the complainant, prior complaints or repetition of offence etc. and the impact of the offence on the company profile.
4. The position of the offender and the criticality of the position occupied by the offender shall not be any hindrance to the disciplinary action taken against the offender.
5. The disciplinary action that shall be commensurate with the nature of the gravity of the offence, shall include but not limited to,
a. A written apology
b. Warning
c. Reprimand
d. Withholding of promotion
e. Withholding of pay rise or increments
f. Undergoing a counseling session
g. Carrying out of community service
h. Terminating the respondent from service
i. Any other punishment according to the service rules applicable to the respondent
Annual report summarizing complaints and Redressal of Sexual harassment shall be prepared by designated person. The said report as well as all documents regarding Sexual Harassment complaints shall be in the custody of designated person and will be termed as ‘Strictly Confidential’.
9. Confidentiality
The Company will protect the confidentiality of those involved to the extent that it is consistent with the need to investigate and address concerns or good faith reports of violations made under this Policy. Any Employee who is found guilty of breaching the confidentiality of the inquiry process may be liable for disciplinary action up to and including termination of employment.
Employment Practices
The Company will do its best to ensure that individuals are recruited, selected, trained, promoted and treated in line with objective criteria, having regard to aptitudes, potential, skills and abilities which are relevant to the job.
Child Labor
Artec Solutions believes in a “No Child Labor” Policy.
It is Artec Solutions’s policy
a) To ensure that no person under the age of eighteen years is employed in the workplace.
b) To refrain from engaging with vendors and suppliers who resort to using child labor in their operations.
Implementation
a) The policy is communicated to all employees in an appropriate and meaningful manner.
b) The frequency of communication of this policy to employees will be decided by the Management and accordingly it will be communicated in possible forums.
c) Artec Solutions’s units have appropriate systems and processes in place to ensure compliance with the policy and statutory provisions.
d) Compliance with the policy will be regularly monitored and evaluated by the Management.
Forced OR Compulsory Labor
Artec Solutions does not engage in or support the use of forced or compulsory labor, including prison labor, the organization does not retain original identification papers and does not require personnel to pay ‘deposits’ to the organization upon commencing employment.
Personnel have the right to leave the workplace premises after completing the standard workday and be free to terminate their employment if they give reasonable notice to the organization.
Recruitment and selection process
Our hiring steps might vary across roles, but we always aim for a process that is fair and effective in hiring great people. If you are hiring for an open role, you will likely go through these steps:
i. Identify the need for a new job opening.
ii. Decide whether to hire externally or internally.
iii. Review job descriptions and write a job ad.
iv. Select appropriate sources (external or internal) to post your job opening.
v. Review resumes in our company database.
vi. Source passive candidates.
vii. Shortlist applicants.
viii. Screen and interview candidates.
ix. Run background checks and check references.
x. Select the most suitable candidate.
xi. Make an official offer.
Throughout this process, we aim to keep candidates informed, communicate well with each other and give everyone an equal opportunity to work with us.
Background checks
As a rule, we commission a background check for finalists only.
Joining Formalities
A new joiner at Artec Solutions is required to complete the joining process which includes providing information and completing various forms. The new joiner must undergo induction.
Leave and attendance policy
1.0 Scope
This policy is applicable to the employees of Artec Solutions across all locations.
2.0 Purpose
To provide information to all the employees about the leave and to give provision to the employees to balance their personal as well as professional life.
3.0 Types of Leaves and Holidays
i. Earned Leave (EL)
ii. Casual Leave (CL)
iii. Sick Leave (SL)
iv. Maternity Leave (ML)
Total leaves: 24
Earned leave/Planned leave -6 (Has to be approved before hand)
Sick leave -12 (But there should be a medical certificate or docs letter for more than 2 leaves at a time)
Casual leave -6 (Adhoc /personal/ emergency)
As per Maternity BenefitAct/ESI Rules - Maternity Leave
4.0 Procedure
4.1. Employees availing leave should make a request to the reporting authority for approval. Mere submitting a request doesn’t mean approval. Employee must get the consent from his reporting manager before proceeding leave.
4.2. The number of leaves mentioned in this policy is for a 12-month calendar year (Jan- Dec). For all new joiners, leaves will be calculated on a prorated basis including employees who are on probation.
4.3 Leave cannot be claimed as a matter of right. When exigencies of Company's interest so require, the competent authority may, at his discretion, refuse the leave applied for or revoke leave already granted.
Loss of Pay (LOP)
Any unauthorized absence (employee remains absent without prior sanction of leave) will amount to LOP and calculating LOP will be on actuals.
Unauthorized absence
If any employee remains absent without prior sanction of leave for a period exceeding three consecutive days, he shall be considered as having voluntarily abandoned his employment and left the services of the Company without due notice with effect from the date of such absence. A notice shall be issued to the employee to his last known address and email as per company records on fourth day of such absence and the name will accordingly be struck off from the rolls of the Company unless he returns to work within 10 consecutive days of the commencement of such unauthorized absence and gives an explanation to the satisfaction of the Company in this behalf for such absence.
Note:
1. No notice is necessary to remove the name of the employee, from the rolls of the Company on the expiry of 10 consecutive days from the date of unauthorized absence and such removal shall be deemed to have automatically taken place on the expiry of such period.
2. Employees can apply for regularization of leave to his/her reporting manager within 2 days of such absence.
Unpaid leave
In the event of exigencies, the employee may apply for unpaid leave if his/her leaves are exhausted. Only if the reporting manager sanctions the unpaid leave, it shall be considered or the same shall be considered as LOP (unauthorized absence).
Early Permission / Late Coming
Early permission/ late coming is not permitted. For any late coming/ early permission, the salarywill be deducted on actuals. In case of an emergency, an employee must avail half pay leave.
Work Timings
The office Timings are as per below.
Head Office Timings
9:00 AM to 6:00 PM
Official working days in a week
· Monday – Friday
Lunch Hour: 1:00 PM – 2:00 PM
Company Rights
The Company reserves the right to amend or withdraw, in whole or part, this policy at any time and without notice.
Compliance Clause
Failure to comply with the terms of this policy may subject the individual to disciplinary action, up to and including termination of employment.
Holiday
An Employee will be entitled to 10 Public Holidays in a calendar year as per the list published by the company.
Attendance
All the Employees shall punch their attendance daily.
Payday
All employees are paid monthly. The bank transfers will be affected Effected on or before the 5th of next month. Employees who join in the middle/end of each month will have their salaries pro- rated.
For calculation of salary attendance is taken for the period of 26th of previous month to the 25th of current month.
The Company reserves the right to deduct from the employee’s pay any amount owing to the Company by the employee, including costs like personal telephone costs, etc. and statutory deductions.
Dress Code
Dress, grooming and personal cleanliness standards contribute to the morale of all employees and affect the business image our company presents to customers and visitors. In keeping with the Company’s professional image, employees are expected to maintain appropriate standards of dress and behavior.
Dress choice is a matter of personal discretion. As a minimum standard, dress should be clean, ironed, neat and professionally appropriate.
Ø Monday to Friday: Formals
Ø Saturdays: Semi Formals / Smart Casuals
Insurance Cover
The company covers its employees under the insurance schemes.
· Mediclaim Insurance for the expenses due to hospitalization (Employee)
· Personal Accident Insurance
· Life Insurance Coverage
Provident Fund
As per the Provident Fund Act, all employees are entitled to PF. The current rate of contribution for PF is 12 % of the employee monthly Basic salary. For all new employees PF is applicable from their date of joining.
Disciplinary & Grievance Policy
The organization shall treat all personnel with dignity and respect. The organization shall not engage in or tolerate the use of corporal punishment, mental or physical coercion or verbal abuse of personnel. No harsh or inhumane treatment is allowed.
To protect ourselves, our culture and others, we shall operate through line management a fair and reasonable procedure for disciplining employees, which will include dismissal for serious offences.
There is an exhaustive procedure independent of line management for appealing against any disciplinary action, and for dealing formally with grievances.
Employee will be given every opportunity to present suggestions or problems and to discuss grievances, criticism or misunderstandings.
If an employee is failing to meet the requirements of his / her job the individual will be given every opportunity to raise the standards of performance with encouragement and training from the line managers.
Grievance Redressal Procedure
If an employee has a problem, it should immediately be discussed with the manager who will make every effort to solve it.
All concerns can be raised with respective HoD and if not resolved can be taken up with CEO/ MD.
Disciplinary Procedure
If at any time the performance and or conduct falls short of the required standard, the manager will discuss it with the employee and agree how an improvement can be affected. Necessary feedback is to be shared with the employee concerned.
If there is no improvement, it may become necessary to record the job performance and/or
conduct. In this event the following steps are taken:
· HoD will discuss the circumstances with the employee concerned and the respective manager.
· Details will be recorded by the manager and entered in the employees’ file.
Resignation Procedure
The exiting employee must send his resignation letter to the respective HOD. On acceptance from the HOD the notice period must be served by the employee and intimate to the HR Department.
The exiting employee need to get the Full and final form completed and signed by respective signatories and return to HR by his last working day.
Travel Policy
Artec Solutions understands that to perform their duties efficiently employees will be required to travel. Employees share the responsibility for using their time most efficiently whilst controlling costs for the business. Travel must be planned, and the necessary approval taken well in advance to the date of travel.
· Exception to this policy will be accepted only if there is prior approval of HOD.
· Travel reimbursement is as per specified rates mentioned in Annexure.
· The tariff specified for Boarding and Lodging is exclusive of taxes.
· Flat allowance when Claimed, NO other expenses (Boarding, Lodging and Incidental expenses) are allowed.
· Employees (Senior Manager and above grade) are expected to take a train (2nd A/C) if the scheduled travel time is less than or equal to 14 hours.
Expenses
· It is the responsibility of employees to ensure expenses claimed are supported with bills.
· In case of Air travel, boarding pass and in case of Train and Bus travel, original ticket must be attached.
· All expenses towards travel must be claimed with-in Fifteen days of travel.
Performance Development Review
At Artec Solutions we aim to be an employer of choice one where people want to work. As a business we are committed to giving all members of our team every opportunity to develop their careers,to contribute to our business and to share in its success.
The work of each employee is reviewed on an on-going basis with the manager to provide a systematic means of evaluating performance by Performance Development Review (PDR)process. The annual performance review is a formal opportunity for the manager and employee to exchange ideas that will strengthen their working relationship, review the pastyear, and anticipate Artec Solutions’s needs in the coming year.
PERFORMANCE MANAGEMENT PHILOSOPHY
The underlying philosophy of this process is as follows
· At Artec Solutions, we believe people should understand how their contribution adds value to the business.
· The organization is committed to a performance management system that fosters and rewards effective performance, which is in line with overall business performance.
· Effective performance aligns the efforts of supervisors and employees with organizational and departmental goals, promotes consistency in performance assessment, motivates all employees to perform at their best, and is conducted with fairness and transparency.
· We believe that the employee, the supervisor, and the organization are critical partners in this process of performance management.
· The overall aim is to assess the performance of the employee, give quantitative and qualitative feedback and identify the areas of development for the employee.
Goal Sheets
All Artec Solutions employees will have Goal Sheets. The objective of all Goal Sheets is to provide an accurate picture of the responsibilities required within specific job roles, and a clear explanation as to how the output of the role is to be measured.
Professional & Personal Development
Artec Solutions, in partnership with the employee will maintain a professional and personal development plan for each employee. Artec Solutions’s role in this is as a supportive facilitator. It will be up to the employee to take a leading role in managing their own development within an approved structure.
Artec Solutions may, from time to time, require employees to attend specific training or instruction
Delivered by internal or external facilitators. Development may take the form of training, education, mentoring, coaching or counselling.
During the appraisal process the manager and Employee will identify and document which areas the employee’s performance may be enhanced by further training. The employee and manager will then work together to complete a professional development plan for the employee.
References
· Standard Operating Procedure for Social and Ethical Guidelines
· Standard Operating Procedure for Training
· Shops and Establishments Act
· Factories Act
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