Policies

Leave Policy

Types Of Leave

• EARNED LEAVE : 12(MAX)
• CASUAL LEAVE: 6 DAYS
• SICK (Medical Leave) LEAVE: 5 DAYS
• COMPANY HOLIDAYS: 11 (FOR SPECIFIC OCCASION)

EARNAED LEAVE: Staff can avail EL not more than 3 times in a year. Staff can club their 12 EL with 5 sick leave not with CL. The earn leave shall be exclusive weekly holidays and paid holiday. The total no of days of leave can be carry forward to a succeeding year shall not more than 90 days.

CASUAL LEAVE: 6 DAYS
Limited to 3 days at a time. No leave of any kind shall be combined with casual leave.CL shall not be carry forward to next year.

SICK LEAVE: 5 DAYS
Shall not be carry forward

Fraud Prevention Policy

BACKGROUND

The corporate fraud policy is established to facilitate the development of controls that will aid in the detection and prevention of fraud against MICRON HVAC. PVT.LTD. It is the intent of MICRON HVAC. PVT.LTD Company to promote consistent organizational behaviour by providing guidelines and assigning responsibility for the development of controls and conduct of investigations.

POLICY

Management is responsible for the detection and prevention of fraud, misappropriations, and other irregularities. Fraud is defined as the intentional, false representation or concealment of a material fact for the purpose of inducing another to act upon it to his or her injury.

Any irregularity that is detected or suspected must be reported immediately to the Director of , who coordinates all investigations with the Legal Department and other affected areas, both internal and external.

ACTIONS CONSTITUTING FRAUD

The terms defalcation, misappropriation, and other fiscal irregularities refer to, but are not limited to:

• Any dishonest or fraudulent act
• Misappropriation of funds, securities, supplies, or other assets
• Impropriety in the handling or reporting of money or financial transactions
• Profiteering as a result of insider knowledge of company activities
• Disclosing confidential and proprietary information to outside parties
• Disclosing to other persons securities activities engaged in or contemplated by the company
• Accepting or seeking anything of material value from contractors, vendors, or persons providing services/materials to the Company. Exception: Gifts less than $50 in value
• Destruction, removal, or inappropriate use of records, furniture, fixtures, and equipment; and/or Any similar or related irregularity

TERMINATION

If an investigation results in a recommendation to terminate an individual, the recommendation will be reviewed for approval by the designated representatives from Human Resources and the Legal Department and, if necessary, by outside counsel, before any such action is taken. The Unit Head does not have the authority to terminate an employee. The decision to terminate an employee is made by the employee’s management. Should the Unit Head believe the management decision inappropriate for the facts presented, the facts will be presented to executive level management for a decision.

Instrument Policy

(Only for on Roll Micron Employees)

Purpose

• Up keeping of all required instrument for inspection and testing
• Up keeping of its calibration and maintenance
• In case of any Damage /Theft/ lost deeding responsibility and accountability

Procedure

• To whom so ever carrying any instrument of micron or client / customer shall be responsible and accountable for up-keeping of the said instrument.
• The person carrying instrument should fill-up required micron instrument form and issued submitted to his senior/ branch head.
• The branch head/ senior will be responsible and accountable for checking insuring the up keeping of that instrument.
• In case of Damage / Theft / Loss, the person carrying instrument and the Branch head / Senior will be held responsible and accountable for recovery by the cost of the instrument.
• The precautions required to be adhered carrying in instrument are as mentioned in the form sign by and between to person.
• In case if anyone observes for any damage defect/ In Operation of that instrument will be inform Branch Head the stakes / MD of micron.
• The Regular up-keeping/ Release and Acceptance of instrument has to be method in the register keep at each side.
• The consarn Branch Head will be responsible and accountable of maintained and register and he will be adhered the policy procedure. In line with the micron expectations.

Mediclaim Policy

Purpose

To provide Mediclaim insurance coverage to an employee and his spouse for covering medical expenditure at the time of Hospitalization due to sickness, accident, or any reason.

Eligibility

• The management on company roll are covered every year.
• New employees are covered after completion of their joining formalities.

Responsibility

• HRD will inform in writing or by phone to the concerned authorities within 48 hrs after the hospitalization.
• Concerned staff member should submit the relevant document for the claim.
• HRD will lodge the claim.
• For the settle, the claim the time duration is 45 days.
• Payment is made by the company till the settlement of claim employee need not to pay.

Hours of Work Regulation

At all offices (for office staff other than office Boy / Helpers) 10:00am To 06:00pm

Late Come: Late coming after 10:15am is allowed 3 Times in a month only. Fourth time even a single second will be committed for half day punch. It will be automatic feed the ESSL System.

With lunch break from: 01:30pm to 02:00pm

On all days Monday to Saturday of each month with full day off on Sunday’s expect when site work and consequent office work is on.

Working hours for office boy / Helpers will be two hours extra on each working day, they will attend the office one hour earlier and will leave one hour after close of office hours or site as the case may be and that overtime payable to these two categories shall be counted after such time.

The special concession like early release or late coming need to be documented approvals as approach.

Simply mention punching process with maximum Three late per month and allowable grace period is to be mentioned. Alternatively, the penalty for deviation should be mentioned separately as admin document and part of the manual absence or failure of punching machine will be offset by document signoff by respective location In-charge.

(Avoid bureaucratic process and options with maximum trust with employee as centre and physical availability should be given limited weight age in this size of organization.)

Every employee Is required to punch his attendance card or sign attendance register maintained by the company, marketing the time of arrival, the time of departure lunch break. If an employee reports after 15 minutes of start of office hours or shift but more than trice in a month, department in advance about Three late arrival. An employee after he has “clocked in “shall not remain absent from his place of work during working hours without permission or sufficient reasons. Apart from being liable to be punished for such absence under rules of misconduct punishable under rules, may result in the employee being marked absent for the day. One day’s leave shall be debited to the leave account of the employee for every three days of late attendance.

There should be each location holiday list with coverage of national (mandatory) and regional occasion as focus with approval from Hr Before starting of new year and well display and circulation. The flexibility of change should be supposed with limited clubbing option due to nature of service business and avoiding even distribution within months wherever possible to maintain employee concentration. Clarity on compensatory off process with local approval is must or extended service tenure, sites, statutory deadlines etc.

Flexible Working time Office Staff Regulation

• Daily working time: 8 hours – weekly working time: 48 hours.
• Recorded presence and actual working hours not necessarily the same when staying in the company premises for private purpose (e.g., extra Non-company activity), the employee shall register- out first.
• 30 mins lunch break.
• Employees must always record individually the time when entering and when leaving the premises in the register.
• Proper working time recording is the responsibility of each employee.
• In case of miss discrepancy (Weekly base) the employee will be informed by Hr.

Whistle Blower Policy

PREAMBLE

The Whistle Blower policy is for elimination of malpractices in the system. This policy encourages all the employees to come out with their complaints regarding any kind of misuse of company’s properties, mismanagement or wrongful conduct prevailing in the company, if any.

Whistle Blower could be a either “present employee” or an “ex-employee” who may provide information about his/her employer/ex-employer to the Audit Committee of the company either through phone or through written communication with relevant information without fear or retaliation of any kind.

The information on suspected wrongful conduct is such information which the employee /business associates in good faith believe evidence.

• Violation of a Law or Regulation by the Company
• Financial Malpractices
• A danger to public health or safety

MAKING A DISCLOSURE

Any employee/ex-employee/business associate whether at the Senior Management level or at lower level, can either through phone or written communication, complete with related evidence can send his/her observation of facts to the Audit Committee Members.

The information on suspected wrongful conduct should be such information which the Employees/business associates in good faith, believes, evidence any of the following.

• Violation of any law or regulations, including but not limited to corruption, bribery, theft, fraud, coercion and willful omission.
• Pass back of Commission/benefit or conflict of interest.
• Procurement frauds.
• Mismanagement, Gross wastage or misappropriation of company funds/assets.
• Manipulation of Company data/records.
• Stealing cash/company assets; leaking confidential or proprietary information.
• Unofficial use of Company’s material/human assets.
• Activities violating Company policies including Code of Ethics and Conduct.
• A substantial and specific danger to public health and safety.
• An abuse of authority.
• An act of discrimination or sexual harassment.

The above list is only illustrative and should not be considered as exhaustive.

The Audit Committee of the Company will undertake to implement.

DISCLOSURE INVESTIGATION

The Audit Committee, after proper scrutiny, must investigate within 30 days upon receipt of complaint. They will ascertain the correctness and trueness of the complaint and shall recommend necessary corrective measures for the said complaint as follows: -

• Closing the complaint if wrongful conduct remains largely unsubstantiated.
• If the complaint found correct on investigation, action against concerned persons be suggested.
• To overcome system weakness/making it more stringent recommending installation of other policies, codes or procedures.

Management, on the basis of the recommendation of the Audit Committee, shall take appropriate action immediately.

CONFIDENTIALITY

Disclosure of wrongful conduct may be submitted on a confidential basis or may be submitted anonymously. Such disclosures will be kept confidential to the extent possible, convenient with the need to conduct an adequate investigation.

PROTECTION AGAINST VICTIMIZATION

No adverse action shall be taken against an employee or business associate in “knowing retaliation” who makes any good-faith disclosure of suspect or wrongful conduct to the Audit Committee.

REPLY TO COMPLAINT ACTION TAKEN

Not later than 30 days after a current or former employee/business associate is notified or become aware of an adverse personnel action against him/her, he or she may protest the action by filing a written complaint with anyone in the Audit Committee if the employee believes the action was based on his or her prior disclosure in good faith, of alleged wrongful conduct.

In case any employee prefers to remain anonymous, while making the complaint, he/she can remain so, provided he/she submits necessary evidence substantiating his/her complaint.

Any supervisor or employee found to have so violated this Policy shall be subject to disciplinary action, in accordance with existing rules, policies and procedure of the Company till termination.

Travel Policy

Objective

To facilitate travel of employees for business purposes and to provide guidelines and establish procedures for employees to define and lay down Company’s rules on reimbursement of expenses incurred on official travel in India.

Category, Eligibility and Procedure

I. Travel within the State

• If necessary, an employee may use his personal vehicle for short distance travel for business purpose criteria of area around 20km up-down will pay rs.50/- petrol allowance / if criteria of area around 40km up-down will pay rs.100/- and possibility of more than 50km-100km will pay that case at actual amount.
• The mileage reimbursement allowance covers all automobile related costs exclusive of Toll charges and parking fees.
• The toll and parking fees will be paid extra at actual.
• Employee using personal vehicle must necessarily bear a legal driving License. (In case he has a driver, the driver should be valid license holder.
• It is recommended that employees using personal vehicles on company business have adequate automobile coverage (Insurance, Road Tax and Other necessary documents).
• In case of any accident/ damage to vehicle it shall be reported to nearest police station & insurance anthemis. If any insolation in traffic, the traveler will be exclusively responsible & accountable for notion.

II. Food Charges in Travel

Company decides to food charges in travel rs.150/- per person/if. For on time meal. If in case work project place, is it nearby company location around distance will be 50km to 60km in that criteria employee is not able for apply food charges.

Cancellation

• As a policy no cancellations would be allowed. All employees will have to plan their trip accordingly to avoid cancellations. Emergency cancellations would be attended on approval of Functional head with proper justification.
• Trip accordingly to avoid cancellations. Emergency cancellations would be attended on approval of Functional head with proper justification.

III. Hotels

• Eligibility as per employee visit another site for company work where company accommodation is not available in that case, he/she will be able for stay in hotel.
• Wherever a company guest house is available, it is compulsory to use the same.
• Employees shall be encouraged to share a room with a colleague. (Max-03 No’s) while on travel. This will enable the Admin department to book a hotel which will be 1.5 times the eligibility of a single person.

IV. Spouse Accompaniment

As a rule, company does not reimburse for spousal accompaniment. Should the employee’s spouse accompany the employee for personal purposes, the net amount of the employees’ own expenses may be reimbursed.

V. Communication

• Personal calls can be reimbursed up to a reasonable amount at the discretion of the management.
• Employee should inform the administration department to activate the roaming facility before proceeding on tour.

VI. Guest Entertainment

Expenses for entertainment of guests (customers/Senior Govt. officials etc.) will be reimbursed on HOD’s approval.

VII. Non-Allowable Expenses

The Company's policy is to reimburse its employee for all reasonable and necessary expenses incurred while transacting the affairs of the Company. However, there are specific types of expenses, which are considered to be personal, and are therefore not reimbursable. This includes:

• Personal entertainment including movies in a hotel room.
• Barber, manicurist, and shoeshine.
• Repairs on personal automobiles damaged while on company business.
• Traffic violations and court costs.
• Membership fees in airline clubs.

VIII. Advances

• Employees having credit cards should preferably use the same. and claim against the actual bill to cover business travel expenses.
• Alternatively, he may apply for a travel advance in the appropriate format with the Accounts department.
• The advance will be established at an amount that is reasonable. (It shall be calculated considering his entitlement * no of days of travel).
• Travel Advances must be settled within 15 days after completion of the travel.
• A Travel Advance will not be issued if any prior advance is outstanding.
• Statement of travel expense forms is to be forwarded to Account dept. With all receipts attached. Any unused travel advance money must accompany this form.

IX. Re-imbursement

• Employees may only receive reimbursement for actual, reasonable travel costs up to the limits prescribed in the policy.
• Employees incurring unauthorized or over limit expenses in the performance of official business, are not guaranteed reimbursement.
• Employees combining personal and official business, or who incur expenses strictly for their personal convenience or benefit, will not receive reimbursement for any additional expenses caused by their personal business or personal convenience needs.
• It will be the responsibility of the department administrator and the employee to ensure that receipts are collected and retained for each and every request for travel reimbursement.
• Original receipts, boarding pass in case of travel and other supporting documentation must be attached to the travel reimbursement form.

X. Exclusions

• This policy is not applicable for bulk bookings done for company events and training. In this case, the travel guidelines will be dealt separately.
• Employees who are eligible for ground travel and wish to go by Air will have to bear 50% of the cost differential between Ground and Air.

POSH Policy

OBJECTIVE

Micron HVAC Private Limited is committed to creating a safe work environment that is free from any form of sexual harassment and where all employees are treated with dignity and respect. MICRON HVAC PRIVATE LIMITED is dedicated to maintaining an environment which is free from coercion and intimidation.

MICRON HVAC PRIVATE LIMITED shall adopt certain procedures and guidelines to govern cases against sexual harassment. The procedure has been provided below in Micron HVAC Private Limited policy against sexual harassment (“POSH Policy”).

All allegations of sexual harassment shall be taken seriously by MICRON HVAC PRIVATE LIMITED and shall be governed by this Policy.

This Policy extends to all employees of MICRON HVAC PRIVATE LIMITED and is deemed to be incorporated in the service conditions of all employees and comes into effect immediately.

DEFINITION

Any behavior (physical, verbal, written, graphic, electronic, emotional, psychological or through gestures that offend) which has been defined as inappropriate by the Policy, whether intentional or not, which offends the dignity of the person towards whom the behavior is directed by fellow employee(s), supervisor(s), customer(s) or supplier(s) will be considered as sexual harassment and shall invite serious disciplinary action.

Sexual harassment would mean and include (whether direct or by implication) any of the following:

• Unwelcome sexual advances, requests or demand for sexual favors, either explicitly or implicitly, in return for employment, promotion, examination or evaluation of a person towards any micron hvac private limited activity.
• Advances involving verbal, non-verbal, or physical conduct such as sexually colored remarks, jokes, letters, phone calls, e-mail, gestures, showing of pornography, lurid stares, physical contact or molestation, stalking, indecent exposure, physical contact, sounds, display of pictures, intrusive questions about a person’s private life or body, signs, insults or taunts based on sex, obscene communication, verbal or non-verbal communication which offends the individuals sensibilities and affect her/his performance.
• Eve teasing, innuendos and taunts, unwelcome invitations to go out, suggestive comments or jokes, physical confinement against one’s will and likely to intrude upon one’s privacy.
• Act or conduct by a person in authority which creates the environment at workplace hostile or intimidating to a person belonging to the other sex.
• Conduct of such an act at workplace or outside in relation to an employee of micron hvac private limited, or vice versa during the course of employment.
• Any unwelcome gesture by an employee having sexual overtones.
• Physical contact and advances.
• A demand or request for sexual favors.
• Staring, leering or unwelcome touching.
• Suggestive comments or jokes.
• Sexually colored remarks.
• Showing pornography.
• Any unwelcome sexual activity tied to employment decision or benefits.
• Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

APPLICABILITY

• All employees of MICRON HVAC PRIVATE LIMITED (including employees on contract, on 3rd (third) party rolls).
• All customers, suppliers and contractors of MICRON HVAC PRIVATE LIMITED.
• All third parties associated with MICRON HVAC PRIVATE LIMITED at work or involved in work related activities.
• The complainant as well as the respondent may be a man or a woman.
• The complainant needn’t be of the opposite sex.
• The respondent can be anyone including the complainant’s supervisor/ an agent/contractor/customer/client /3rd (third) party associated with MICRON HVAC PRIVATE LIMITED /or any other employee of MICRON HVAC PRIVATE LIMITED.
• The complainant does not have to be the person harassed but could be anyone affected by the offensive conduct.
• It may occur without economic injury to the complainant.
• It may occur at workplace or any other place where the employee is engaged in work related activities.
• It may occur with MICRON HVAC PRIVATE LIMITED employees deputed to client sites.

CONCILIATION AND INFORMAL COMPLAINT REDRESSAL PROCEDURE

For female members

• The ICC shall meet within 2 (two) days of filing of the complaint, to examine the complaint made by the female member.
• At the start of initiating the inquiry, and at the request of the complainant, ICC shall settle the matter between the complainant and the respondent/accused through conciliation.
• Such conciliation should in no case include any monetary settlement.
• The ICC shall, in case of settlement, record and forward the same to the Executive Committee.
• The Executive Committee shall implement such recommendation and send a report of such recommendation within 15 (fifteen) days to the ICC.
• Copies of such settlement shall be provided to the complainant and the respondent.
• On conciliatory settlement being attained, no further inquiry shall be conducted by the ICC.

For male members

• The CC shall meet within 2 (two) days of filing of the complaint to examine the complaint made by the male member.
• At the start of initiating the inquiry, and at the request of the complainant, CC shall settle the matter between the complainant and the respondent/accused through conciliation.
• Such conciliation should in no case include any monetary settlement.
• The CC shall, in case of settlement, record and forward the same to the Executive Committee to take action as specified in the recommendation.
• A copy of the settlement shall also be provided to the complainant and the respondent.

Performance Appraisal Policy

Preamble

Performance appraisal in Micron HVAC Pvt.Ltd is a systematic and continuous process of evaluating the performance of an employee. The basis of evaluation is Key result areas and competencies required for the job.

Objective

The objective of performance appraisal system is to understand and support overall development of employee, thereby to achieve organizational development. It will be achieved by proper job description, job analysis, feedback process, arriving at better understanding between appraiser and appraisee and awarding recognition.

Rating Criteria

The rating will be done on 100-point scale. 100 being the highest performance and 0 being the lowest performance. Each attribute will be allotted certain points. Accordingly, the rating will be further simplified by converting it into qualitative terms which is as follows: -

0 - 55	D	Below Average
56 - 65	C	Average
66 - 75	B	Good
76 - 90	A	Very Good
91 - 100	A+	Outstanding

Below Average Performance

Performance does not meet most targets. Has been on the job long enough to have better performance, does not demonstrate the drive or knowledge to do the job. Continuation at this level will lead to reassignments of job or termination.

Average Performance

Performance does not meet some targets. A corrective plan of action should be in place. Performance needs to be monitored closely and reviewed on a frequent basis.

Good Performance

Errors are minimal and seldom repeated. Prioritizes work- and work-related problem well. Requires only normal supervision and follow-up. Each job is done thoroughly and on time.

Very Good performance

Performance consistently exceeds targets. Demonstrates initiatives in the development and implementation of challenging assignments. Requires practically no direction or supervision.

Outstanding Performance

Performance significantly exceeds targets. Personal commitment to the highest level of performance and results are evident. Quality and timelines of results are never in question. Even in highest challenging circumstances “A Role Model” contributor.

Performance Period

Performance period will be from June to May for that particular year. HR department will communicate it to the concerned Appraiser.

Performance appraisal will be done once in a year.

Stages

Performance appraisal will be administered in two stages.

Stage I

Self-Appraisal

Appraisee will be provided self-appraisal form (Annexure. I) wherein he/ she will fill up the required information and submit it to the appraiser.

Performance Appraisal

Appraiser will fill up the appraisal form (Annexure. II) wherein he / she will give numerical ratings, put remarks and submit it to the reviewer along with self-appraisal form submitted by the appraisee.

Stage II

Review

Reviewer will go through the self-appraisal and performance appraisal and communicate the feedback to appraiser.

Feedback

Appraiser will give the feedback to appraisee.