Policy / HR Policy

HR Policy

Planning, Sourcing, Recruiting, Inducting, Managing the support of welfare, substantiating and implementing employment rules and inhouse policies, professional growth, disciplining, restructuring hierarchies and maintaining excellent professional relations, all these activities of manpower, is Human Resources.
Having the right inputs given by selecting the “right person for the right job”, and managing their welfare and growth plays a highly vital role in our operations, which can neither be underestimated nor ignored.Managing and controlling manpower, their performance and behaviour is not only a skill but also a necessity to master. This manual is a guide to such management and the rules hitherto laid down are applicable to every worker at Luthra Industrial Corp.
Based on the technical specifications provided, sourcing, identifying, initial screening, short –listing candidates for final interviews will be the responsibility of the HRManager and may be implemented through the hierarchy.

The Department Head will plan the requirement of various levels of working team for the concerned department.
Requisitioning for additional staff – at any level – will be justified and requested for using the relevant format – and addressed to the HR Department through the Department Head. While requisitioning for new workers, the Department Head will have to specify the skills required clearly to ensure the hr sends the right candidates.

On approval for recruitment, the Department Head will be provided with the details (resumes) of the prospective workers by the HRDepartment, as per the specifications provided, after which the recruitment process will be commence using the evaluation process as given in this manual.
Replacements for existing workers due to any reasons will be requisitioned in the same procedure as listed above. Please refer the policy below for replacements.

Irrespective of who is identifying the candidates, the sourcing of the prospective candidates for any level will be based on the following policies:

• The candidates will be sourced from databases developed.
• The candidates will preferably come with a reference.
• The candidates will not have any criminal background.
• The candidates will not have any physical disability which prevents or hinders him / her from performing the task. But if the disability is not related to the responsibility which he/she is being selected for, such candidates may be given preference.

• AGE:The candidate will be of a minimum age of 18 years, completed as on the date of recruitment.
• QUALIFICATION:The candidate will have a minimum qualification of 5th standard for “helper” levels, 8th standard for “operators” levels, 12th standard or job-related diploma for “supervisory” levels and above.
• EXPERIENCE:For “helper” levels, candidates with a minimum experience in similar work backgrounds in reputed industries / corporate or commercial establishments will be given preference. Candidates with no experience will qualify only if they have the potential, physical capability to perform the tasks they are expected to do, and are willing to carry them out without any prejudice or hatred.
• APPEARANCE:Though primarily there is no criteria for a candidate’s appearance, however, they should not appear overweight and uncomfortable while working or in working apparel, should appear healthy, bright and hygienic.
• HEALTH:As a written company policy, and laid down to ensure safety for the staff of the company and the candidates themselves, candidates will have to declare themselves free of any following diseases at the time of joining or in relevant cases, even with a history:
1. Chicken pox
2. Small pox
3. Tuberculosis
4. HIV
5. Hepatitis (all categories)
6. Arthritis
7. Cardio – thoracic history
8. Blood pressure (high or low)
9. Blood sugar
10. Epilepsy
11. Cancer
12. History of mental disorder or neuro surgery
13. Covid-19
• CONDUCT & RECORD :It is a policy to ensure each candidate is thoroughly screened and verified with the local police office or / and with a private investigating agency, as also with their references about any history of charge-sheets issued or criminal misconduct. Any candidate with such records will not be liable to be recruited and his /her resume or records with us will clearly marked with a separate identifiable marking to indicate the disqualification. Candidates with history or inclination of anti-establishment activities, trade union association, political affiliation, holding public or government association membership are strictly not recruited at any level of the company and a distinguishable marking is made on his /her resume for future reference.

After the necessary screening, the candidates for operations (helpers, operators, team leaders, supervisors, and executives) will be short listed based on the following recognitions / strengths or advantages they possess:

• Their work experience in performing similar duties.
• Their work experience in performing similar duties in similar relevant industry.
• Their job knowledge levels (subjective).
• Knowledge of safety aspects - personal safety, public safety & surface safety.
• Knowledge of operating machines/instruments, tools, and working with materials and drawings as relevant to the industry.
• Recognition of passion interests and desire to succeed in the same line.
• History of high attendance average.
• Willingness to adapt our company’s disciplinary policy.
• Willingness to work within our company’s stipulated wage and personnel development schemes.
You have the right to request a copy of the personal data that we hold about you, together with other information about our processing of that personal data.

Final selection among short-listed candidates will be done by a team comprising of the HRManager, the concerned Departmental Head or the Operational Head.

For finalizing the operators, team leaders and supervisory levels, a team comprising of the HRManager, Department Head of the particular Department will take the decisions.

For finalizing Department Heads/Managers the HRManager and Partners of the organization will take the decisions.

Once selected, the complete package of employment policies and in-house rules induction and maintaining of the concerned employee’s employment record is that of the HRManager and his/her team.

Upon finalizing the candidate, the following instructions, guidelines, inputs and documents will have to be handed over to the candidate:

a) The candidate’s pay structure has to be clearly specified, explained leaving no room forambiguity.
The pay structure will primarily comprise of
(1) His / Her wage amount per month
(2) Statutory deductions as per Government Laws
(3) Statutory contributions as per Government Laws and secondarily clear information need to be provided with regardsto any other allowances, benefits and / or facilities they are entitled to including the amount of eligibility.

b) It is important for the HRDepartment to specify the terms and conditions of the employment, responsibilities and explain the severity of indiscipline, at the same time explain the company’s objectives of staff support and growth opportunities. The entire exercise is performed with an objective to motivate and encourage the employee and not with the intention of creating fear of work.
c) On selection, the candidate will have to provide HR Department with 2 nos of passport size photographs, certificates and other documentary supports as required for his /her employment records on his/her appointment letter.
d) All information pertaining to the employment will be given to the candidate in writing through an appointment letter issued as per the formats.Based on the dates of joining as required by the Department Head, the concerned department will advise the candidate in writing or by email on the same.
d) All information pertaining to the employment will be given to the candidate in writing through an appointment letter issued as per the formats.Based on the dates of joining as required by the Department Head, the concerned department will advise the candidate in writing or by email on the same.
e) The Employment Letter will contain clearly the hierarchical reporting structure to ensure the candidate is aware of his supervisors, colleagues and subordinates.
f) An acceptance of terms and conditions of appointment letters will be taken from the selected candidate and a copy will be retained for office records.
g) No employment terms will be changed nor formats amended for any level of employees without the written approval and notification by the HR Manager.

Induction program for the employees as specified below in this manual will be responsibility of the HRDepartment in conjunction with the Department Head. Every employee before joining Luthra Industrial Corp. will go through the following training and familiarization stages as required according to the post selected for: - 1. Know your company
2. Know your job
3. Know the products
4. Know the suppliers
a) “know your company” training should include the following:
• Information on Management Structure
• Information on activities
• Brief on type of customers
• Information on quality commitment, mission and objectives (ISO / IATF).
• Information on recognition policies.
b) “know your job” training should include the theoretical introduction, detailedexplanation and training on following:
• Job description
• Responsibilities
• Reporting and hierarchical activity
• Welfare and discipline
• Technical familiarization of equipment, tools & materials used
• Tasks (any level / designation) – why and when
• Documentation responsibilities
• Work procedures – where relevant (standard operating procedure manuals)
• Safety, hygiene - do’s and don’ts
c) “know the products” training should include the following:
• Product type & models
• Identifying the products
• Existing practices as relevant
d) Know the suppliers” training should include the following:
• Our raw material suppliers and service/support providers
• Their products or service range
• Their service personnel contacts
• Service schedule policies

a) From the date of joining / reporting for duty, every employee will be put through an induction or worksite familiarization program which will include the following:
Department colleagues, peer’s introduction.
Department working rules.
Security information and clarity.
Work schedules and plans.
Required documentation procedure.
Individual responsibility.
b) The maximum time limit for completion of the above induction program will be 3 working days from the date of joining.
c) On completion of the above induction, the employee will be on observation of the following performances, (as stipulated for each employee during the induction) for 14 working days.
d) Adaptability to the department conditions.
e) Adaptability to colleagues.
f) Communication skills for implementing responsibilities.
g) Behaviours, attitude and disciplinary issues.
h) Work knowledge.
i) Safety awareness and practice.
j) Evaluation of work performed.
k) Correction and prevention of error recurrence.
Though the normal practice is to correct the employee as and when any such need is recognized, it is important to retrain the employee based on the recommendations of the Department Head whether such effort is worthwhile.On successful completion of the observation period, and on the recommendation of the Department Head, the employee will be placed for the normal work routine to individually take charge of his/her responsibilities.

a) Every employee at Luthra Industrial Corp. will be under constant evaluation for performance and productivity. The evaluation for these will be as per Company’s Policy’s existing. All employees will be evaluated by the Management through their relevant Departmental Heads.
b) Every employee of Luthra Industrial Corp. will be encouraged and motivated by his/her superiors to optimize his/her performance during their employment with the company. The attitude they show to their company, colleagues, superiors and the customer is to be treated in high priority for their growth assessment. Employee promotion strategy, criteria at Luthra Industrial Corp.

a) Retention is a matter of responsibility for each employee’s superiors and rightful methods and means should be used for this vital aspect.
b) Separation is a matter prone to several complications and legal implications. As such, any such step with any level of employee needs to be considered with due reasons, supports which are documented and discussed with the management as well as the legal advisor to the company.
c) Separation is considered or actioned only by a duly authorized person by the management, and is based on disciplinary grounds, which are specified further in this manual.
d) In the event of removing an employee, the HRManager and the concerned Department Head or Operational Head will be responsible for replacing – if relevant and necessary – in time to prevent shortfall of manpower and to avoid backlog of responsibilities.
e) Separation may also need to be considered when the workforce is found to be more than the required strength or exceeds the stipulated budget. Such separations will be based upon the following factors.
• Decision of the number of employees to be disengaged from the services of the company.
• Who are the prospective employee/s to be disengaged will be based upon various performance assessments, employees with least professional success will be given the first consideration for disengagement.
• In case of disciplinary reasons, list supporting’s for internal documenting.
While separating or disengaging an employee from the services of the company, each of them will be given a clear explanation on the reasons, and no written communication relating to the separation / reasons for same, will be made without the prior permission of the HRManager or Management.

a) On separation, the concerned employee will obtain, in the prescribed format,clearances from the Supervisors, Administration &Head ofthe Department:
• Return of uniforms without intentional damage to them.
• Return of identity card.
• Return of all documents/data in possession.
b) The outgoing employee will sign on his /her personal file indicating that the leave and dues records in the file are correct and acceptable.
c) Settlement of dues will be made in the consecutive month of resignation along with salaries payable to other existing employees. This is only if all the clearance are in order.
d) Any intentional damage to uniforms, documents or such activity will be compensated for by the employee through necessary deductions as per company policies.
e) No sanctioned /allotted compensatory offs will be reimbursed except those due.
f) Settlement of PF or statutory related dues will be undertaken as per Governmental Policies prevailing.
g) If an employee is found violating any secrecy policy of the company, he/ she will be bound to attract necessary legal or disciplinary action as deemed fit by the company and as per policies.

Abstaining from work / duty without prior application for leave or permission, including not reporting for duty in spite of rejection of application, is referred to as “absenteeism”.
a) If an employee absents from work for more than three continuous days, a telephonic conversation will be done by department head for immediate reporting.
b) If the employee does not respond within 48 hrs. Of such communication, a written directive of the company’s policy-based intentions will be sent by email, speed-post or courier to him /her.
c) If the employee does not respond within 24 hrs. of such communication the management is bound to send a show cause notice to the concerned employee.
d) If the employee does not respond within 48 hours of such show cause notice, which will total to a minimum 8 days of absenance, including off days and holidays, the management of Luthra Industrial Corp. will be bound to take necessary disciplinary action as deemed fit per the policies and the employee shall be deemed to have voluntarily abandoned his/her services. In such an event, his/her services would stand automatically terminated and no notice or salary in lieu of notice shall be payable.
e) For all levels, however, such procedures need to be carried out by the Head of the Departments up-to the written directive level. Beyond which, the employee’s details will be sent to the HRDepartment or Management for further action.

a) Any employee refusing to perform tasks as scheduled and / or instructed by the supervisor or the Head of the Department, will attract disciplinary action as deemed fit and as per the policies of the company.
b) However, these “tasks” should be pertaining to our contractual obligations and official in nature.

a) All staff of helper level, operator level and supervisor level are entitled for overtime payment while performing duty. b) No overtime payment is applicable above supervisor level.
c) All overtime performance will be authorized or instructed by the head of the departments.
d) In writing using the relevant format and any unauthorized extra hours work will not be entertained or accepted for compensatory claims.
e) All overtime performed intimation will be sent by the Department Head to the HROffice at the end of every month along-with the salary payment details and no amendments will be accepted after that.
f) It is mandatory for every employee above supervisor level to complete their allotted schedule for the day, and no overtime or compensatory claims will be made if they have to stay back on duty to complete these pending works, unless it is a justified and deserving case.
g) For supervisory levels and above, working on a declared holiday will make them eligible for either one day’s pay compensation or they can avail a compensatory off. Any of the above choice will have to be made by the employee and requested for in writing to the head of the department, in the prescribed format and in advance. This information will have to send to the hr office at the end of every month before salary preparation.

Every employee will retire on attaining the age of fifty-eight (58) years. The date of birth as provided by the employee shall be considered to be the age for the purpose on determining the retiring age.
The company may in special circumstances and at its sole discretion offer a further period of employment beyond the age of fifty-eight (58) years. Any such re-employment shall be on one-year basis and subject to the employee being certified medically fit for his duties. Such employee shall enjoy all the benefits normally accorded to permanent employees.

Recognizing the value and the importance of full discussion in clearing up misunderstandings and preserving harmonious relations, every possible effort shall be made to dispose of any inquiries or complaints or questions from an employee at the lowest possible level.
A grievance shall be defined as a complaint by the employee concerned which is subsection of his immediate superior and which is subsequently not settled to the satisfaction of the employee. It is agreed that an employee shall have no grievance until has given to his immediate superior an opportunity of adjusting the said grievance.

a. The company may take disciplinary action against any employee in the event of misconduct, inefficiency or in discipline and any such action shall be confirmed in writing.
b. The company may after due enquiry: -
• Dismiss an employee without notice on the grounds of misconduct inconsistent with the fulfilment of the expressed or implied conditions of service.
• Down-grade the employee.
• Impose any other lesser punishment as it deems just and fit.
c. Some examples of misconduct may include any or all of the samples listed below and the list as indicated are not meant to be exhaustive: -
• Theft or destruction of company belongings.
• Being intoxicated or under the influence of drugs on company property or involving in any form of drug related activities.
• Fighting within company premises.
• Insubordination or disobedience of any lawful and reasonable order of his superior.
• Sleeping on duty.
• Falsification of any company records.
• Absence without leave or prior approval by the company.
• Deliberate violation of safety rules.
• Taking or giving bribes or any illegal gratification.
• Committing an immoral act within company premises.
• Failure of refusal to submit to a search when requested to do so by any company authorized employee or security guard.
• Leaving the company premises during working hours without the permission of the superiors.
• Gambling or soliciting for funds on company property without written approval of management.
• Participation in an illegal strike, abetting, inciting, instigating or acting in furtherance thereof.
• Wilful slowing down in performance of work, malingering or abatement or instigating any others to do so or interference with the work of other employees.
• Holding unauthorized meetings in the company premises.
• Disclosing to unauthorized persons any commercial or trade secrets, manufacturing processes or information of a confidential nature concerning the affairs of the company without the prior permission of the company.
• Attempting or making false, improper or excessive claims to the company.
• Forging, tampering or defacing medical certificates or other official documents to defraud the company.
• Smoking in prohibited areas.
• Intimidating or insulting any employee.
• Punching another employee’s time card.
• Gross negligence or gross inefficiency or work
• Absence without prior approval.
• Inciting or aiding another employee to commit any of the above offences.

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