HR Policy Manual

HR POLICY MANUAL

Company:

[Company Name]

Document No.:

[Reference Number]

Version:

[Version Number]

Effective Date:

[Date]

Policy Owner:

[HR Name], Human Resources

Approved By:

[Authorised Signatory]

Chapter 1: Introduction

1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.

Chapter 2: Definitions

• Company: [Company Name] and its branches.
• Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
• Reporting Manager: the person to whom an employee reports as per the organisation chart.
• HR: the Human Resources department or the person designated to perform the HR function.
• Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.

Chapter 3: Employment

1. Recruitment is based on merit against an approved manpower requisition. Relatives of existing employees must be declared.
2. Every new employee receives an appointment letter stating designation, CTC, probation, notice period and place of work.
3. Probation is [Number] months, extendable once by up to [Number] months with written reasons. Confirmation is communicated in writing.
4. Joining documents: PAN, Aadhaar (last 4 digits / masked copy), educational and experience certificates, bank details and UAN if any.

Chapter 4: Working Hours, Attendance and Leave

1. Normal working hours are [Start Time] to [End Time], [Number] days a week, with a [Number]-minute meal break. Weekly off: [Day].
2. Attendance is recorded through [biometric / HRMS app / register]. Late arrival beyond [Number] minutes on more than [Number] occasions a month may be treated as half-day leave.
3. Overtime is paid as per applicable law where the employee is eligible and the overtime was pre-approved.
4. Leave entitlements per calendar year: Earned/Privilege Leave [Number] days, Casual Leave [Number] days, Sick Leave [Number] days, plus maternity and other statutory leave as per law.
5. Holidays: [Number] paid holidays including national holidays, published in the annual holiday list.

Chapter 5: Compensation and Benefits

1. Salary is paid by bank transfer on or before the [Number] day of the following month, with a payslip showing all earnings and deductions.
2. Eligible employees are covered under EPF (12% of basic + DA each by employer and employee, subject to wage ceiling rules) and ESI (where wages are up to ₹21,000 per month).
3. Gratuity is payable as per law after 5 years of continuous service, at 15 days' wages for each completed year.
4. Salary reviews are carried out [annually] based on performance and business results. Increments are not automatic.
5. Other benefits such as group health insurance of ₹[Amount], meal or travel allowances are as per the benefits annexure.

Chapter 6: Code of Conduct

Employees must act honestly, treat colleagues and customers with respect, protect confidential information and company assets, avoid conflicts of interest and follow safety rules. Gifts above ₹[Amount] from business partners must be declared. Use of alcohol or drugs at work, violence, fraud and misuse of IT systems are serious misconduct.

Chapter 7: Prevention of Sexual Harassment (POSH)

The company has zero tolerance for sexual harassment and complies with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013. An Internal Committee has been constituted and its members' names are displayed at [Display Location]. Complaints may be made in writing to the Presiding Officer at [Email ID]. Retaliation against a complainant or witness is prohibited.

Chapter 8: Grievance and Discipline

1. An employee may raise a grievance with the Reporting Manager, and if unresolved within [Number] working days, with HR or the Grievance Committee.
2. Alleged misconduct is handled through a fair process: written charge or show-cause notice, opportunity to reply, inquiry where required, and a reasoned written decision.
3. Penalties are proportionate and may range from warning to termination, as per the Disciplinary Policy and applicable standing orders.

Chapter 9: Separation

1. Resignation is submitted in writing. Notice period: [Notice Period] during probation and after confirmation as per the appointment letter.
2. The company may accept pay in lieu of notice or waive it at its discretion.
3. Before the last working day the employee completes handover and clearance and returns all company property.
4. Full and final settlement is processed within [Number] working days of the Last Working Day, and relieving and experience letters are issued thereafter.

Chapter 10: Related Policies, Review and Approval

Detailed policies on travel, expenses, IT use, work from home, performance and training form annexures to this manual. HR will review this manual at least once a year or when laws change. Amendments take effect only after approval by [Authorised Signatory] and communication to employees. Non-compliance with this manual may lead to disciplinary action.

Employee Acknowledgement

I acknowledge that I have received and read the HR Policy Manual of [Company Name], version [Version Number], and agree to comply with it and any amendments communicated to me.