https://myfiles.space/user_files/75438_6feb2ed2e15ae596/1611310871_administration-guidelines/image001.png

ID - HandbookVersion 4.0

Welcome to Information Dynamics Family

We at Information Dynamics endeavor for a quality system for excellent work life.

This employee handbook will serve as a one stop guide to the policies and will familiarize you with the various aspects of working with Information Dynamics.

We request you to go through this handbook carefully. Should you need any clarifications, HR team will be happy to assist you.

The information / policies / benefits described herein are subject to change. All such changes will be communicated to you. Applicability of policy or procedure will be based on those in vogue at any given point time.

Human Resources

Information Dynamics

 

Table of Contents

 

1.

Company Profile

4

3.

Equal Employment Opportunity

5

4.

Open Door Policy

5

5.

Reference Check

5

5.

Salary Disbursal

6

6.

Employees Provident Fund Scheme

6

7.

Employees’ State Insurance Scheme

6

8.

Payment of Gratuity

6

9.

Policy on Working Hours and Dress Code

7

10.

Policy on Professional and Personal Conduct at Work place

9

11.

Library Usage Policy

1

0

12.

Cafeteria usage Policy

1

1

13.

Clean Desk Policy

1

2

14.

Travel and Expenses Policy

1

3

15.

Policy On Prevention Of Sexual Harassment At Workplace

1

4

16.

Investment Declaration & Proof Submission Guidelines

1

8

17.

Leave Policy

1

9

18.

Policy on Compensatory Leave and Sandwich Leave

2

0

19.

Performance Management Guidelines

2

1

20.

Relocation Policy

2

2

21.

Policy on Separation

2

3

22.

Internet Usage Policy

2

5

23.

Email Usage Policy

2

7

24.

Confidentiality & Non-disclosurePolicy

2

8

25.

Mediclaim Insurance Policy

2

9

26.

Employee Referral Scheme

3

0

Company Profile

About Us:

Information Dynamics was established in 1995, as business solutions and software service provider for various industries. Since then we have grown from strength to strength in terms of resource pool, expertise in multiple technical and industry domains, delivery capabilities and geographical presence.

Currently our 500+ technical members operate from various centers across 9 countries, and has emerged as a leading solution provider for Shipping & Logistics, Travel & Tourism, Retail & Distribution, HRMS, Finance & Payroll etc.

We have strong technology partnership with established industry players like Oracle, Microsoft, CA, Red-Hat, Symantec, HP, DELL, Sonic wall and Barracuda.

With our State–of–the–art physical, Network and Business Continuity global infrastructure we are serving over 1500+ Active Customers Globally.

We are ISO 9001:2008 certified, which emphasize out commitment to Quality. We also comply with SEI-CMM Level 3, ISO 27001:2005 & BS 17799 standards.

Our Mission:

To meet the global demand for Information Technology with world class IT solutions while creating value for our customers and wealth for our employees and shareholders.

Our Vision:

Building a growth-oriented, process-driven & people –centric organization to provide innovative IT solutions & end-to-end software product support to the delight of our clients, globally.

Key Values:

Customer Focus

Qualitative Approach

Consistent Delivery

Equal Employment Opportunity

Information Dynamics is committed to the principle of equal employment opportunity and strive to provide a work environment free of discrimination and harassment. All employment decisions at Information Dynamics are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex, age, physical disability, HIV status, sexual orientation, marital status etc.

Our commitment to equal opportunity is applied through every aspect of the employment relationship, including, but not limited to, recruitment, selection, placement, training, compensation, promotion, transfer, termination, and all other matters of employment.

Open-Door Policy

In keeping with the company’s philosophy of open communication, all employees have the right and are encouraged to speak freely with HR and management about their job-related concerns.

We urge you to directly approach to your reporting manager to discuss your job-related ideas, recommendations, concerns and other issues which are important to you or the organization.

The most important relationship you will develop at the Company will be between you and your reporting manager. However, should you need support from someone other than your manager, the HR Department, is committed to resolving your individual concerns in a timely and appropriate manner.

Reference Check

To ensure that individuals who join us are qualified to do the job and bear a good character and have potential to be successful, employment reference check at two levels will be conducted for all new joinees within one month of their joining.Any negative reference may result in disciplinary action

Employment Benefits

Salary / Reimbursement Disbursement:

Salaries will be credited in the designated salaried bank account on the last working day of every month and reimbursement will be credited before 15th of next month. Kindly contact the HR Department regarding opening or remapping of salary account.

Employees Provident Fund Scheme

Employee will be covered under the Employee’s PF and Miscellaneous Provisions Act 1952 and Employee’s Family Pension Scheme, 1971 and the rules framed there under from the very first day of joining the Organization.

Both employee & employer's contribution shall be deposited in the respective employee's EPF account every month as per the above said Act.

(ESTABLISHMENT CODE OF THE REGISTRATION IS TNMAS0049615000)

Employees’ State Insurance Scheme

Employees will be covered under ESI as per ESI Act, 1948. The eligibility criteria will be effective as per the salary limit notified by ESIC. Currently the limit prescribed by ESIC is Rs.21,000/- earning per month.

(ESTABLISHMENT CODE OF THE REGISTRATION IS 51001037260000911)

Payment of Gratuity

Gratuity shall be payable to an employee as per the payment of Gratuity Act, 1972 on the completion of his/her employment after he/she has rendered continuous service for not less than five years in the following cases:

Superannuation, Retirement or Resignation Death or Disablement due to accident or disease.

Provided that the completion of continuous service of five years shall not be necessary, where the termination of the employment of any employee is due to death or disablement.

Policy on Working Hours and Dress Code

Objective:

To ensure adherence, creating clarity and transparency amongst employees regarding their working hours and acceptable workplace attire.

Applicability:

The policy is applicable to all on roll employees.

Working Hours

The total working hours in a day is eight hours. The standard start and end time of a working day is from 9.30 am to 6.30 pm with 60 Minutes break for lunch and tea/coffee. However, the timings may vary for certain associates as per the business and client needs.

Employees are required to report to office on time; breach of which would result in Loss of pay for half day in the same pay cycle.

Employees would need to mark their attendance in the biometric system on a daily basis. Non Compliance to the same would lead to “Leave without Pay” for the concerned employee, incase employee is not having sufficient leave balance.

Dress Code

Each employee’s dress, grooming and personal hygiene should be appropriate to the work

situation. Employees are expected to present a professional, business like image to clients, prospects and public.

Employees are required to be dressed formally at the workplace Monday through Thursday. Employees may be dressed in business casuals on Friday.

Employees are expected to use good judgment to ensure that their casual attire is appropriate for all activities (including meetings and client contact) that they will be involved in on a casual wear day.

All employees must comply with the following personal appearance standards:

At its discretion, Company may allow employees to dress in a more casual fashion than is normally accepted. On these occasions, employees are still expected to present a neat appearance and are not permitted to wear ripped or disheveled clothing, athletic wear or similar inappropriate clothing.

Should any employee be asked to attend business meetings on a casual wear day with Clients/third parties, whereby the employee is representing Information Dynamics, either in our office or elsewhere, he/she should dress in appropriate formal attire.

Disregarding or failing to comply with this standard of dress code and work timings could lead to disciplinary action. Consult Human Resources, if you have questions as to what constitutes appropriate appearance.

Policy on Professional and Personal Conduct at Work place

Introduction:

The Company is committed to ensure that the work-place is of equal opportunity, irrespective of background, caste, color, creed, religion or gender.

Scope:

The policy is applicable to all employees on the rolls of Information Dynamics.

Definitions:

Professional Misconduct would include, but not be limited to:

a)Any conduct that contravenes / violates decency, dignity, morality of employees, clients and office decorum.

b)Taking advantage of one’s position or standing in the organization to compel individuals to perform tasks which would falls outside the accepted scope of official work.

c)Any behavior which attempts at gender exploitation including sexual harassment (hereinafter referred to as harassment) whether it is intended or not, which is unwelcome and has the effect of creating a work environment which is offensive to the individual.

d)IMPORTANT: Filing / escalating untruthful and baseless allegations against any individual and if proven, such cases would be construed with exactly the same degree of severity as any of the other conducts mentioned above.

Penalties for Failure to Comply

Any employee who ignores or violates these Codes and any supervisor or superior who penalizes a subordinate for attempting in good faith to comply with these Codes, including for reporting suspected violations of these Codes, will be subject to disciplinary action by the Company as is appropriate under the circumstances, up to and including immediate dismissal.

Library Usage Policy

Objective of Library Service: Most of the associates these days need to sharpen their professional and personality development skills on an ongoing basis to achieve success. One of the key drivers of employee engagement is employee developments.

Scope: We at Information Dynamics effort to develop employees’ skills in a small way as part of the employee engagement process.

The purpose of the library is to develop your knowledge and skills. In our Library few of the professional skills, personality development and work life balance books are available.

LIBRARY Procedure:

Associate may check out the list of books at front office desk.

Informed to front office desk and get the required books.

There will be no fines charges for the late return of books.

Overdue notices will be sent 15days once by the front office desk.

Any loss or damage of the library books the actual cost would be charged to associate.

10

Cafeteria usage Policy

Objective: A Cafeteria plan is an employee welfare system. Our Cafeteria is well designed. During break time in our Cafeteria variety of refreshments are provided to employees to refresh their mind.

Do’s & Don’ts

All tables are to be left clean.

Do not leave the dropped food and tea bags on table. Put them into waste bins.

All food and drink are to be consumed in the Cafeteria.

Associates who finish their lunch / tea before the end of the time may leave the cafeteria.

Loud talking, unnecessary commotions will not be tolerated. Quiet socializing is permissible. Be considerate of your neighbors and keep voices low.

Refrigerator is for official use only. Do not dump eatable items (anything super- smelly) into the refrigerator and freezer.

Do not change TV Channels as you wish.

Sink provision is for cleaning purpose of utensils. Please do not spit on sink

Do not leave dishes soaking in the sink.

Disposal of waste food should be in the dustbin, not in the sink.

Do not operate Vending Machine

Clean Desk Policy 1.Overview

a.The purpose for this policy is to establish a culture of security and trust for all employees at Information Dynamics. An effective clean desk effort involving the participation and support of all ID employees can greatly protect paper documents that contain sensitive information about our clients, customers and vendors. All employees should familiarize themselves with the guidelines of this policy.

2.Purpose

a.The main reasons for a clean desk policy are:

i.A clean desk can produce a positive image when our customers visit the company.

ii.It reduces the threat of a security incident as confidential information will be locked away when unattended.

iii.Sensitive documents left in the open can be stolen by a malicious entity.

3.Responsibility

a.All staff, employees and entities working on behalf of ID are subject to this policy

4.Scope

a.At known extended periods away from your desk, such as a tea break / lunch break, sensitive working papers are expected to be placed in locked drawers.

b.At the end of the working day the employee is expected to tidy their desk and to put away all office papers. Management provides locking desks and filing cabinets for this purpose.

5.Action

a.Allocate time in your calendar to clear away your paperwork.

b.Always clear your workspace before leaving for longer periods of time.

c.If in doubt - throw it out. If you are unsure of whether a duplicate piece of sensitive documentation should be kept - it will probably be better to place it in the shred bin.

d.Consider scanning paper items and filing them electronically in your workstation. e.Use the recycling bins for sensitive documents when they are no longer needed. f.Lock your desk and filing cabinets at the end of the day

g.Lock away portable computing devices such as laptops or PDA devices

h.Treat mass storage devices such as CDROM, DVD or USB drives as sensitive and secure them in a locked drawer.

6.Enforcement

Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

It will be the responsibility of all employees to ensure that the office kept neat and tidy at all times. The work area should be cleared of all files and papers every evening prior to leaving the office. Computers and any lights in the work area need to be switched off when not in use. Do not walk barefoot in the office floor. Do not operate Air conditioner remotes.

12

Travel and Expenses Policy

Objective:

This document provides guidelines and establishes procedures and entitlement for travel, boarding and lodging for Employees, while traveling out of the country on official work.

Scope:

All employees are responsible for: Exercising good judgment and discretion in spending company funds so that expenses incurred, has a necessary business purpose and are reasonable.

Travel Authorization Procedure:

Filling expense reports in a timely manner to facilitate the paying of charged items relating to the employee’s travel and other record keeping directly related to expense reports.

All travel must be requested using the HRMS tool. Request for business travel should be made by the employee and approved by the immediate manager (Manager level and above). Approval can be over email also accepted. Subsequent to approval travel arrangements Visa, ticketing can be co-ordinate through the appropriate department. All reservations will be made through the company authorized travel management firm.

Upon return from business travel, employees are expected to claim reimbursements for expenses by the submission of all original receipts within 3 working days. In case of a lost receipt, approval needs to be obtained from the immediate manager.

Administrative Support:

The Administration Department shall organize the booking and no direct bookings are to be given to the travel agent. Employees shall communicate the destination and the date of arrival at the destination. Employees shall not insist upon the route to be taken or the airlines one wants to fly. The administration department will organize the most cost-effective route. However, if any employee can organize the travel at a cost lower than the cost indicated by the administration department, he/she is requested to provide this information.

List of approved expenses:

Boarding and lodging (as per entitlements)

Meals (for self or with business associates, if any)

Actual and reasonable laundry expenses will be reimbursed. Conveyance (as per entitlements/local conveyance at actuals)

Visa and inoculation fees (only in the case of international travel, like on arrival)

The below expenses will not be reimbursed:

Health and beauty aids, Personal entertainment such as sporting events, theatre etc., Alcohol (to be read with the below given guideline)

Company prohibits the sale, possession, or unauthorized use of alcoholic beverages/tobacco products on company premises at any time. When the prior approval of management, alcoholic beverages only may be served after business hours at occasions that have a legitimate business purpose and/or are company related.

Mode of Travel: All employees entitled to air travel shall travel by economy class All reimbursements shall be on the basis of original bills/receipts.

The employee is responsible for checking the validity of their passport, most of the visa require a minimum validity of 6months remaining on the passport. The cost and responsibility for obtaining a new passport will be borne by the employee.

Type of Allowances (per diem etc), Salary while on tour and leave while on tour etc., will be decided by HR Department.

Breach of the Policy: Breach of the Policy intended to defraud or which incur unnecessary and unapproved costs may be subject to disciplinary procedures.

POLICY ON PREVENTION OF SEXUAL HARASSMENT AT WORKPLACE

In accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, the Company has framed a policy for Prevention of Sexual Harassment at Workplace and adopted the same with immediate effect.

OBJECTIVE:

The objective of the policy is to provide its women employees, a workplace, free from harassment/ discrimination.

COMMITMENT:

The Company is also committed to promote a work environment that is conducive to the professional growth of its women employees and encourages equality of opportunity.

The Company will not tolerate any form of harassment and is committed to take all necessary steps to ensure that its women employees are not subjected to any form of harassment.

SCOPE:

This policy applies to all categories of employees of the Company, including permanent, management, temporary, trainees and employees on contract at its workplace or at client sites. Both men and women can be victims of sexual harassment. Anyone being sexually harassed, regardless of gender should know that the law protects them and should feel encouraged to take appropriate action. The policy also extends to those who are not associate of the Company, such as customers, visitors etc., but are subjected to sexual harassment at the Premises.

DEFINITION OF SEXUAL HARASSMENT:

It includes any one or more of the following unwelcome acts or behavior (whether directly or by implication) namely:-

I.Physical contact and advances; or

II.A demand or request for sexual favors; or III. Making sexually coloured remarks; or

IV. Showing pornography; or V.Creating a hostile work environment

VI. Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

RESPONSIBILITIES REGARDING SEXUAL HARASSMENT:

All employees of the Company have a personal responsibility to ensure that their behavior is not contrary to this policy. All employees are encouraged to reinforce the maintenance of a work environment free from sexual harassment.

COMPLAINT MECHANISM:

An appropriate complaint mechanism in the form of “Internal Complaints Committee” has been created in the Company for time-bound redressal of the complaint made by the victim.

In accordance with the sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, the Internal Complaints Committee will comprise of the following members:

Provided that at least one-half of the total members so nominated shall be women:

One Presiding Officer - Shall be a woman employed at a senior level at workplace amongst the employees

Provided that in case a senior level women employee is not available, the Presiding Officer shall be nominated from other offices or administrative units of the workplace amongst the employees

Two members- Shall be amongst employees preferably committed to the cause of woman or who have had experience in social work or have legal knowledge;

One Member - amongst Non-Governmental Organisations or associations committed to cause of woman or a person familiar with the issues relating to sexual harassment;

The Presiding Officer and every Member of the Internal Complaints Committee shall hold office for such period, not exceeding three years, from the date of their nominations as may be specified by the employer.

The Internal 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.

PROCEDURES FOR RESOLUTION, SETTLEMENT OR PROSECUTION OF ACTS OF SEXUAL HARASSMENT:

The Company is committed to providing a supportive environment to resolve concerns of sexual harassment as under:

A. Informal Resolution Options

When an incident of sexual harassment occurs, the victim of such conduct can communicate their disapproval and objections immediately to the harasser and request the harasser to behave decently.

If the harassment does not stop or if victim is not comfortable with addressing the harasser directly, the victim can bring their concern to the attention of the Complaints Committee for redressal of their grievances. The Complaints Committee will thereafter provide advice or extend support as requested and will undertake prompt investigation to resolve the matter.

B.Complaints:

1.An employee with a harassment concern, who is not comfortable with the informal resolution options or has exhausted such options, may make a formal complaint to any

member of the committee or send an email to HarassmentRedressalCommittee@infodynamic.net.

The committee member on receiving a complaint will intimate the committee head. The committee head would arrange for a meeting within one week of receipt of the complaint for discussing the complaint raised.

2.The complaint shall have to be in writing, within a period of three months from the date of incident. The employee is required to disclose their name, emp code, department they are working in, to enable the Presiding Officer to contact them and take the matter forward.

3.The Presiding Officer of the Complaints Committee will proceed to determine whether the allegations (assuming them to be true only for the purpose of this determination) made in the complaint fall under the purview of Sexual Harassment, preferably within

____ days from receipt of the complaint.

In the event, the allegation does not fall under the purview of Sexual Harassment or the allegation does not constitute an offence of Sexual Harassment, the Presiding Officer will record this finding with reasons and communicate the same to the complainant.

4.If the Presiding Officer of the Complaints Committee determines that the allegations constitute an act of sexual harassment, he/ she will proceed to investigate the allegation with the assistance of the Complaints Committee.

5.The Complaints Committee shall conduct such investigations in a timely manner and shall submit a written report containing the findings and recommendations to the Director & HR as soon as practically possible and in any case, not later than 12 days from the date of receipt of the complaint. The Executive Director & HR will ensure corrective action on the recommendations of the Complaints Committee and keep the complainant informed of the same.

Corrective action may include any of the following: Written apology

Warning to the perpetrator and a copy of it maintained in the employee’s file.

Reprimand or censure Withholding of promotion Withholding of pay rise or

increments

Change of work assignment / transfer for either the perpetrator or the victim.

Suspension or termination of services of the employee found guilty of the offence Undergoing a counseling session or carrying out community service

6.In case the complaint is found to be false, the Complainant shall, if deemed fit, be liable for appropriate disciplinary action by the Management.

PUNISHMENT FOR FALSE AND MALICIOUS COMPLAINTS:

If internal Complaints Committee arrives at a conclusion that : the allegation against the respondent is malicious; or

the aggrieved or any other person making the complaint has made a complaint knowing it to be false; or

the aggrieved or any other person making the complaint has produced any forget or misleading document;

then, it may recommend to the employer to take necessary action against the complainant or the person who has made a complaint.

However, a mere inability to substantiate a complaint or provide adequate proof need not attract action against the complainant. A malicious intent on part of the complainant can be established only after conducting an inquiry into the complaint.

If Internal Complaints Committee arrives at a conclusion that during the inquiry any witness had given false evidence or produced any forged or misleading document, it may recommend to the employer of the witness, to take action as may be prescribed in the provisions of the Statutory laws.

CONFIDENTIALITY:

The Company understands that it is difficult for the victim to come forward with a complaint of sexual harassment and recognizes the victim’s interest in keeping the matter confidential.

ACCESS TO REPORTS AND DOCUMENTS:

All records of complaints, including contents of meetings, results of investigations and other relevant material will be kept confidential by the Company except where disclosure is required under disciplinary or other remedial processes.

PROTECTION TO COMPLAINANT / VICTIM:

The Company is committed to ensuring that no employee who brings forward a harassment concern is subject to any form of reprisal. Any reprisal will be subject to disciplinary action. The Company will ensure that the victim or witnesses are not victimized or discriminated against while dealing with complaints of sexual harassment.

However, anyone who abuses the procedure (for example, by maliciously putting an allegation knowing it to be untrue) will be subject to disciplinary action.

CONCLUSION:

In conclusion, the Company reiterates its commitment to providing its women employees, a workplace free from harassment/ discrimination and where every employee is treated with dignity and respect.

Note: Internal Complaints Committee will not entertain any anonymous complaints.

17

Investment Declaration & Proof Submission Guidelines

Income Tax will be exempted from the following:

HRA

Insurance Premium

Professional tax

Tuition Fees

EPF

Bonds

NSC

Housing Loan Repayment

 

Equity Linked Savings

PPF

Schemes

Transport Allowance

Pension Fund etc.

Please refer to the Income Tax act for more details.

Tax declaration should be mailed to Finance team within 5 Days of joining. Tax will be deducted from your salary based on declaration submitted.

Midyear joinees are required to furnish their previous income details in Form 12B along with the salary certificate/ form 16/ salary slips for calculating the exact tax liability for the current year.

All Investments proof for the declaration made should be given on or before end of December, failing which TDS will be deducted from January Salary without considering the Investments.

Any excess/ short tax deducted due to any non-declaration/ incorrect declaration by the employee is the sole responsibility of the employee only.

Tax deducted and remitted to Govt A/c shall not be refunded. Employee should file and get the refund if there is an excess deduction on account of delay in giving proof of investments.

Once in 6 months there will be deduction of professional tax from your salary.

PAN card is a MUST, without which salary will not be processed. In case, if you don’t have a PAN card, you must apply immediately.

Leave Policy

Objective:

The objective of this policy is to regulate all forms of leave that are accrued and due to employees as a benefit and to outline procedures to be followed for the granting and availing such leaves.

Scope:

Policy provisions apply to all employees.

1. All employees are entitled for following leaves in a financial year.

-

Casual Leave

12 days

-

Sick Leave

12 days

-

Privilege Leave

12 days

-

Maternity Leave

26 weeks

2.An employee who joins the company other than 1st day of April shall be entitled to earn leave in that respective year on a pro-rata basis.

3.Except Maternity Leave, all other leaves will be accrued on a monthly basis on the first day of each month.

4.Any leave taken without approval will be considered as leave without pay and will attract a salary deduction for that particular day.

5.During Probationary period, the probationers can avail only sick leaves based on their leave availability.

Casual Leave:

-The Unavailed Casual Leave in a respective financial year will be lapsed and is not encashable.

Sick Leave:

-Three days sick leave may be granted at a time without Medical Certificate. Sick leave beyond three days has to be supported by Medical Certificate / Discharge Summary or other supporting evidence of illness from recognized hospital.

-An employee’s use of paid sick leave may be denied if the employee fails to comply with a reasonable request for verification of the need for sick leave, or if the verification / document provided is inadequate. Employees who misuse their sick leave entitlements are subject to disciplinary action.

Privilege Leave:

-Unavailed privilege leave for the financial year will be encashed by May of next FY.

Maternity Leave

-Maternity leave with pay is sanctioned for female employees who have completed 90 days of continuous service with the company in the twelve months immediately preceding the date of her expected delivery. This is restricted to two confinements only.

-Leave entitlement is total of 26 weeks.

Procedure to apply leave

Employee desiring to take leave must submit leave application through their ESS and ensure it is approved before availing the leave.

Policy on Compensatory Leave

Objective

To provide guidelines for availing leaves against working on a weekly off / declared holiday.

Scope

This policy would be applicable for the employees on the rolls.

Entitlement

-If an employee is required to work on any important assignment on a National / Festival / Declared / weekly holiday, he/she is eligible for Compensatory off on any other working day.

-Official Intimation is required from the reporting manager to work on such National / Festival / Declared / weekly holiday in advance. No compensatory offs will be entertained when worked on these days without proper intimation.

-Only three days of compensatory offs (including any intervening holidays / Sunday/weekly off) can be combined and availed at a stretch.

-Validity of a compensatory off will be 90 days after which they will expire.

Policy on Sandwich Leave

Objective

To provide guidelines for availing leaves sandwiched with weekly offs / declared holiday.

Scope

This policy would be applicable for the employees on the rolls.

Entitlement

-If an employee is availing for a leave sandwiched with Weekly Off or with declared holidays, then the following non working day(s) will also be counted as a leave and a count will be deducted from the existing leave balance.

Fo Eg. If an associate avails leave on Friday and Monday, then there will be a deduction of 4 days from the leave balance, inclusive of Saturday & Sunday.

*This is not applicable for the employee who is availing sick leave. Also medical certificates needs to be submitted for considering the same.

**Employee who is availing wedding leaves are also exempted from this, for which the employee has to submit a copy of the wedding invitation card to the HR.

Performance Management

Objective:

To provide guidelines for performance management.

Scope

This policy would be applicable for the employees on the rolls.

Eligibility

The employee should be confirmed and should have completed 1 year of service with IDIPL..

Process

We believe in a transparent, professional and unbiased evaluation of performance of every associate.

Performance of each associate is evaluated and assessed in consistent manner for providing feedback on performance through quarterly/annual evaluation.

Goal setting for each financial year will be done through our HRMS System and performance will be reviewed by respective reporting managers on quarterly basis.

However, Managers and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. This will provide opportunity to discuss tasks, identify and correct gaps, recognize and encourage strengths.

Performance Improvement Plan (PIP) is initiated as a short term action plan to offer a relative non-performer a chance to hone his/her skills and meet organizational expectations. This programme is initiated only for the associates who exhibit the potential and willingness to improve.

Lack of improvement in PIP could result in further disciplinary action up to and including termination.

Relocation Policy

Objective:

To assign employees different assignments that effectively utilizes their skills with business interests of the Organization and providing scope for their career development in other functions / operations.

Scope:

The policy is applicable to all employees on the rolls of Information Dynamics.

Types of Relocation:

Self-request Relocation:

These relocations shall be entertained only in case where the requested location has a requirement and the associate fulfils the criteria of the requirement.

For self request relocation company reserves the right to provide allowances as appropriate.

Versatility Relocation:

This relocation shall be aimed at enabling associates to gather varied and broader job knowledge and experience and to meet business need.

Associates while on deputation will be eligible to draw deputation allowance at the discretion of the management based on the duration and relocated place.

Mode of travel for relocation will be as per travel policy.

Policy on Separation

Objective, Scope and Applicability:

This policy guides employees on the process of separation and the formalities to be completed. It covers voluntary resignations and terminations. The policy is applicable to all employees on the rolls of iD.

Separation Types:

Voluntary Resignation:

In case an employee decides to quit the organization voluntarily, he or she has to submit resignation through ESS. Notice period will start from the date of resignation.

Termination:

Organization reserves the right to terminate an employee on grounds of performance issues, breach of policy, misconduct, employees being absconding, disciplinary issues, negative reference check, employee being convicted under any court of law etc.

Notice Period

Employee Type

Separation Type

Notice Period

 

Probationay

Voluntary

30 calendar days

Termination

Subject to management discretion

 

Confirmed

Voluntary

60 calendar days

Termination

60 calendar days

 

Employee Type

Separation Type

Notice Period

 

Shipping

Confirmed

60 calendar Days

KPO/BPO

 

 

Lead

Termination

Subject to management discretion

Shipping

Voluntary

30 calendar Days

KPO/BPO

 

 

others

Termination

Subject to management discretion

 

ID reserves the right to relieve an employee in either case earlier or later which will be its sole discretion. In case of shortfall in notice period recovery will be on the gross salary applicable at the time of Separation.

Leaves during notice period

Employee are not allowed to take any leave during the notice period.But as an exception, they may avail one Sick Leave(SL) on emergency basis with the approval of the line manager. In that case, the last working day will be extended by number of day(s).

In case, if an employee availing leave more than a day, then the notice period may get extended accordingly.

(Extension of Notice period or LOP may depend on the individual dependency on the project ).

Separation Clearance

Separation clearance needs to be initiated by the employee and he/she should ensure clearance is provided in ESS from the concerned department before his /her relieving in order for the full & final settlement to be processed.

Employee would require surrendering all company assets as made available to the employee from the organisation before he/ she leaves the organisation. The full & final settlement will be processed post receiving the clearance from all teams.

Investment proofs are to be given if employee is subject to tax and has given a declaration of investment. In case of non submission of the same, declaration will not be considered and tax will be deducted accordingly.

Full and Final settlement (hereafter referred to as F&F)

Employee salary will be put on hold for the last month of notice period being served. The same will be paid with F&F (after adjustments against recovery, if any)

While on notice period, employee will not be eligible for any compensation increase and / or change in position related attributes that are due as on the date of resignation or deemed due from a prior date owing to organization decisions at a later date.

F&F will be made within 30 days from the last working day, subject to no dues and relevant details (as described in the Separation clearance form) also being made available to HR on the last working day.

PF will be settled separately based on the employee choosing to withdraw/ transfer the same.

The following will be taken care of as part of F & F process: Balance salary payable / recoverable

Encashment of Unavailed Privilege Leave Gratuity, if applicable

Recovery for any outstanding loan, advance, shortfall in notice period, income tax etc.,

Internet Usage Policy

Overview:

The Internet is to be used to further the Company's mission, to provide effective service of the highest quality to the Company's customers and staff, and to support other direct job- related purposes. The various modes of Internet/Intranet access are Company resources and are provided as business tools to employees who may use them for research, professional development, and work-related communications. Limited personal use of Internet resources is a special exception to the general prohibition against the personal use of computer equipment and software.

Employees are individually liable for any and all damages incurred as a result of violating company security policy, copyright, and licensing agreements.

All Company policies and procedures apply to employees' conduct on the Internet, especially, but not exclusively, relating to: intellectual property, confidentiality, company information dissemination, standards of conduct, misuse of company resources, anti- harassment, and information and data security.

Purpose:

The purpose of this policy is to define the appropriate uses of the Internet by Information Dynamics employees and affiliates.

Scope:

The Internet usage Policy applies to all Internet users (individuals working for the company, including permanent full-time and part-time employees, contract workers, temporary agency workers, business partners, and vendors) who access the Internet through the computing or networking resources. The company's Internet users are expected to be familiar with and to comply with this policy.

Capabilities for the following standard Internet services will be provided to users as needed and to be used for business purpose only

•E-mail -- Send/receive E-mail messages to/from the Internet (with or without document attachments).

•Navigation -- WWW services as necessary for business purposes, using a hypertext transfer protocol (HTTP) browser tool

•File Transfer Protocol (FTP) -- Send data/files and receive in-bound data/files, as necessary for business purposes.

Acceptable use of the Internet for performing job functions might include:

•Communication between employees and non-employees for business purposes; •IT technical support downloading software upgrades and patches;

•Review of possible vendor web sites for product information; •Reference regulatory or technical information.

•Research

Personal Usage

Using company computer resources to access the Internet for personal purposes, without approval from the user’s manager and the IT department, may be considered cause for disciplinary action up to and including termination. All users of the Internet should be aware that the company network creates an audit log reflecting request for service, both in-bound and out-bound addresses, and is periodically reviewed.

Management reserves the right to add or delete services as business needs change or conditions warrant.

Request & Approval:

Internet access will be provided to users to support business activities and only as needed to perform their jobs.

Internet access is requested by the user with user’s manager’s approval by submitting an IT Access Request form to the IT department along with an attached copy of a signed Internet usage Coverage Acknowledgment Form.

User Internet access requirements will be reviewed periodically by company departments to ensure that continuing needs exist.

Prohibits:

The company also prohibits the conduct of a business enterprise, engaging in any form of intelligence collection from our facilities, engaging in fraudulent activities, or knowingly disseminating false or otherwise libelous materials.

Other activities that are strictly prohibited include, but are not limited to:

•Accessing company information that is not within the scope of one’s work. This includes unauthorized reading of customer account information, unauthorized access of personnel file information, and accessing information that is not needed for the proper execution of job functions.

•Misusing, disclosing without proper authorization, or altering customer or personnel information.

This includes making unauthorized changes to a personnel file or sharing electronic customer or personnel data with unauthorized personnel.

•Deliberate pointing or hyper-linking of company Web sites to other Internet/WWW sites whose content may be inconsistent with or in violation of the aims or policies of the company.

•Any conduct that would constitute or encourage a criminal offense, lead to civil liability, or otherwise violate any regulations, local, state, national or international .

•Use, transmission, duplication, or voluntary receipt of material that infringes on the copyrights, trademarks, trade secrets, or patent rights of any person or organization. Assume that all materials on the Internet are copyright and/or patented unless specific notices state otherwise.

•Transmission of any proprietary, confidential, or otherwise sensitive information without the proper controls.

•Creation, posting, transmission, or voluntary receipt of any unlawful, offensive, libelous, threatening, harassing material, including but not limited to comments based on race, national origin, sex, sexual orientation, age, disability, religion, or political beliefs.

Removal of privileges:

Internet access will be discontinued upon termination of employee, completion of contract, end of service, or disciplinary action arising from violation of this policy. In the case of a change in job function and/or transfer the original access code will be discontinued.

Email Usage Policy

Objective:

Email system is appropriately for business purpose only as a communication medium; emails of unwelcome types and other activity such as Net abuse is prohibited.

Purpose:

Access to email is provided to users to assist them to perform their work and their use of email must not jeopardize operation of the system or the reputation and/or integrity of Organization.

Email accounts are made available to all agency staff that requires the service for the performance of job related functions.

The following statements apply:

All email and associated system resources are the property of Information Dynamics.

Email is subject to the restrictions on its usage of business purpose only. Its use and content may be monitored.

Email usage must be able to withstand public scrutiny. Users must comply with all applicable legislation, regulations, policies and standards. This includes complying with copyright and license provisions with respect to both programs and data.

While email is provided as a business tool to users, its reasonable, incidental use for personal purposes is acceptable. This use must not, however, detrimentally affect employee productivity, disrupt the system and/or harm organizations reputation.

Email is a record and therefore management of email must comply with existing legislation, regulations, policies and standards.

Alleged inappropriate use of the email technology will be reviewed by authorities on a case by case basis and may lead to disciplinary action up to and including dismissal. In respect to contractors, it may lead to cancellation of the contractual arrangement. In any of the cases, it may lead to litigation.

Don’ts:

Usage of email for commercial solicitation or for conducting or pursuing their own business interests or those of another organization,

Usage of email to distribute hoaxes, chain letters or advertisements and/or send rude, obscene, threatening or harassing messages,

Usage of email to distribute pornographic material or hate literature, Usage of to harass other staff members, Usage of to send executable programs or games,

Usage of email to send potentially offensive material, and propagate viruses knowingly or maliciously

Confidentiality & Non-disclosure Policy

Objective:

The purpose of the Confidentiality Policy is to provide employees clear guidelines regarding handling of confidential information, to prescribe limits of behavior and assign responsibilities.

Scope and Applicability:

This policy is applicable to all employees on the rolls of ID and others authorized to access company information.

Guidelines:

-ID requires all employees to maintain confidentiality with respect to information pertaining to its operations including: Financial, Human Resources, Projects, Delivery, and current and discharged clients.

-Prior to commencing work all employees, consultant and volunteers are required to sign a Confidentiality and Non Disclosure Agreement as a condition of employment / contract. A copy of this agreement will be placed in their personnel file available with Human Resources Department.

-Employees are required to act in accordance with the NDA, failure to do so will be considered as an act of gross misconduct and will be subject to disciplinary action (including termination), even if he or she does not actually benefit from the disclosure of the information.

-In a case where an employee is uncertain whether an issue is confidential, the employee shall consult with their immediate Reporting Manager for directions.

Mediclaim Policy

Objective:

Group Mediclaim Insurance policy is an employee welfare policy, which shall enable the employees to claim reimbursement of expenses in case of hospitalization for illness/diseases or injury sustained.

Scope:

Company shall acquire the policy in respect of all employees.

Policy:

-The Company offers enrollment for new employees from the very first day of joining or within seven days of joining.

-Floater policy for married employees and individual group policy for unmarried employees for 5lacs will be provided.

-Floater policy means all family members will be covered under the same amount collectively. The meaning of family is self, spouse and two children. No other family members/ dependents of the employees will be included in the policy.

-Maternity coverage from the inception of the policy without waiting period.

-Policy will be taken in the Company’s name on the behalf of the employees; the premium shall be paid by the company.

-In case employee resigns during the policy period, he/she can get it renewed himself/herself in order to maintain the continuity of the policy.

-Need to check on including recovery terms.

Employee Referral Scheme

Objective:

The Employee Referral Scheme has been devised with the objective of encouraging existing employees to refer qualified candidates from their social networks for openings within iD.

Scope and Applicability:

This scheme applies to all openings as existing in the rolls of the organisation circulated to employees by Human Resources.

Referral Process:

-Human Resources team will circulate the recruiting needs internally.

-Eligible employee may refer suitable candidates for positions within the company. Referrals of former employees and freshers are not eligible for the incentive.

-Employees need to send the resume to HR for consideration along with information on candidate’s relationship with the employee. The position for which referral is made should be mentioned in the subject line.

-If the candidate is selected and he/she joins, the referral reward to the employee will be paid after the referred candidate successfully completes his/her probation in the organization.

-To get the referral award the Referrer and Referee should be in active employment of Information Dynamics on the date of payment advice. In the event of either party resigning / serving notice period, the Referrer will not be eligible for the referral bonus.

-The referral bonus for any position will be INR 5,000 per referral provided the new joiner has completed 90 days with the organisation. Referral incentives would be subject to tax.

-An employee will not be eligible for referral bonus for referral for positions which would be reporting to him / her directly.

Acknowledgment and Acceptance of Terms in Employee Handbook

I acknowledge that I have received the Employee Handbook and have read & understood the contents of this handbook. I agree to comply with the policies, procedures, and other guidelines set forth in the handbook.

I understand that I should consult the Human Resources regarding any questions not answered in the handbook and for any clarification related to the policies & procedures.

I understand that the working conditions, policies, procedures, processes, and benefits described in this handbook are confidential and may not be distributed in any way nor discussed with anyone.

Finally, I understand that the contents of this employee handbook are simply policies and guidelines, not a contract or implied contract with employees. The contents of the employee handbook may change at any time.

 

Signature of the

Date:

Employee

Place:

Name:

[Submit]