Employee Handbook

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• Employees should arrive at the office by 10:00 AM regularly and in any case, by 11.00 AM at the latest.
• If an employee is going to be late, he/she should inform them about the same by phone call to manager and a message to the office group. Failure to inform the same will result in a fine.
• Late comers will have to ensure that they complete nine hours in office.
• If an employee does not complete 9 hrs for more than 2 days in a week, then the difference will be accumulated and if at the end of the month, it crosses 4 and 1/2 hrs, 1⁄2 day leave will be considered.
• If an employee needs to leave early, they can complete 7 hours and logout once a week. They will have to compensate for the remaining 2 hours during the rest of the week. 
• At the end of the month, a total of all hours worked will be calculated. If the total worked hours are more than the standard hours, overtime will be calculated if the hours are more that 4.30 hours (only for approved overtime). Similarly, if the hours are less than standard hours, leave will be calculated if the difference in hours is more that 4.30 hours.

Leave: #

• To apply for leave, employees should send an email to their Manager stating the details of the leave along with the reason for leave.
• Employees should ensure that at least one Company Director is kept in CC. The Manager will reply whether the leave is approved or rejected and why. The leave will only be sanctioned when approved by the management.
• In case of emergency, employees should inform the Manager or one of the directors by phone or SMS and send the mail after joining back in the office. Failure to get the leave approved will result in leave being treated as unpaid leave. 
• If an employee does not rejoin office on the date of re-joining mentioned in the leave request email then after 3 days from the expected date of re-joining first notice will be sent to the employee to rejoin or communicate with the company or else after a further 4 days employee will be sent a termination letter. If he /she rejoins after the first notice a memo will be given that if a second such incident occurs strict action will be taken.
• Long leave limit – Company will allow one paid long leave, including Saturday and Sunday, thrice per year on special request. All saved up paid leave may be utilized in one long leave. If the number of days in long leave is more than the available paid leaves, remaining days will be unpaid leave. 
• Please refer to the Leave policy document for all overtime, compensatory off and leave related rules.
• Long leave will not be granted close to a project deadline. In this case, short duration leave will be granted only in case of emergency. If unapproved leave is taken then it will be treated as unpaid.

Half Day: #

On any day, if an employee does not complete at least seven hours in office, that day will be considered as a half day for that employee. In case an employee wishes to take a half day, prior intimation of the same by email, in the same format as that for leave, is expected.

Note that if an employee does not complete nine hours for two consecutive working days or more than two days in a week, it will be considered a half day.

On a half day, employees will have to work for 4.30 hours. Of which, 4 hours is working time and half hour is lunch time.

Please refer to the Leave policy document for all overtime, compensatory off and leave related rules.

Apparel: #

Dress codes for employees are formal clothes from Monday to Thursday and casual on Fridays.

Formal for men: Shirts, Trousers and Formal shoes.

Formal for women: Salwar kameez, Saree and formal western wear.

Casual wear should include full length clothes.

Weekly task list track: #

All employees’ performance will be calculated as per their monthly performance based on tasks assigned and completed per week and time duration taken. All employees have to fill up their timesheets on Odoo on a daily basis. 

Deadlines: #

There will be frequent meetings of each team on respective projects during which estimated task completion and actual progress will be evaluated and future strategy will be discussed. All team members should discuss their issues and concerns during these meetings. This meeting will be conducted at a date and time mutually decided by team members. During these meetings, deadlines and milestones will be set. Deadlines and delivery dates set must be reasonable and achievable. Once set, deadlines must be met in all circumstances.

Task management (Jira and Slack): #

Employees will have to create an account on Jira and Slack. Employees will be assigned tasks on Jira and Slack and employees should be always logged in to Jira and Slack. Employees are requested to keep their tasks updated at all times in Jira and Slack. Team Leader should write the tasks into Jira and Slack as and when they are assigned and the employee will update his/her tasks when they are completed.

Lunch hour: #

Employees can take a one hour break for lunch as per their convenience. Lunch break must not extend beyond one hour. If an employee needs a longer lunch break then the employee will have to adjust working hours accordingly. 

Beverages and snacks: #

Tea or coffee and snacks (biscuits) are available in the office all day. If an employee wants other snacks, they can buy and store them in the office kitchen for personal use.

Use of Data Transfer Media is strictly banned: #

Employees are strictly not allowed to use personal pendrives, CDs/DVDs, Portable Hard Disks, media cards or any other data transfer devices. In case an employee wishes to transfer data they can use internal LAN or the employee should inform the Manager  and make use of office devices only.

Emails: #

Employees must use company email for all official conversations. Usage of personal email is not allowed. 

Conduct #

It is a violation of policy for any employee to jeopardize the operation or interests of the company through the use of alcohol and other mind altering substances. Possession or consumption of alcoholic beverages is prohibited at the workplace. Arriving at work while under the influence is strictly prohibited. 

 The following symptoms are consistent with being under the influence of alcohol:

● Staggering, or an unsteady gait

● Bloodshot eyes

● Sleeping on duty

● Unexplained mood and behavior changes

 If any employee is experiencing personal problems that may be impacting their ability to effectively perform their duties, the company is willing to allow them unpaid leave of up to 30 days for treatment. With the assurance that confidentiality will be maintained as to the nature of their problem and their treatment. But, they must inform the company of the steps taken towards treatment and provide regular updates.

Vehicle Policy #

• The company does not permit lending personal vehicles to others for office use.
• If an employee shares a vehicle with another employee for official travel, it is at their own risk, and they will be personally liable in case of accidents or damages.

Relationships at Work #

Employees are encouraged to foster professional relationships and engage in social interactions that contribute to a positive work environment. However, it is imperative that these interactions do not compromise work performance or the effective functioning of the workplace. Personal relationships, including romantic ones, must be managed with the utmost professionalism to mitigate any risks of favoritism, bias, ethical concerns, and conflicts of interest. Employees must seek guidance from the next level of administration when in doubt.

Any romantic relationships involving an individual who is engaged or married are deemed inappropriate and will not be tolerated under any circumstances. Failure to adhere to this policy will result in disciplinary action, up to and including termination of employment. Employees are expected to maintain the highest standards of conduct to ensure a respectful and productive work environment.

Complaints & Grievances  #

In case of any issues, complaints or grievances, employees should ask for a private discussion with the following people. Alternatively, employees can send an email to one or all of the following people.

Name	Email	Designation
Deepika Jagtap	deepika@abhinavdcs.in	Managing Director
Nirmohi Jagtap	nirmohi.adcs@gmail.com	Executive Director
Rutuja Kosumbkar	accounts@abhinavdcs.in	Accounts and Admin