XYXXYZXXUUXIXUXPVTLTD . .11ADMINISTRATIVEMANUAL__________________________________________________________________________________________AddressoftheCompany:XYXXYZXXUUXIXUXPVTLTD . .VVIISSOONNOOFFTTHHEECCOOMMPPAANNYY-NameofHeadofInstitution__________________________________________________________________________________________RULESANDREGULATIONSGOVERNINGEMPLOYMENTATXYXXYZXXUUXIXUXPVT.LTD.,KKKKKKCONTENTSINTRODUCTION1SECTION 1DEFINITIONS2SECTION 2HISTORYOFCHANGE52.1CHANGESINPOLICY52.2RATIONALEFORCHANGE52.3KEYCHANGES52.4HUMANRESOURCEREORGANISATION6SECTION 3CORPORATE PHILOSOPHY AND CULTURE3.1CORPORATEHISTORY73.2VISION73.3MISSION83.4WORDOFHONOR8SECTION 4EMPLOYMENT,POLICIES,RULES&PRACTICES4.1EMPLOYMENTAPPLICATION94.2SELECTIONANDRECRUITMENT94.3TRANSFERANDREASSIGNMENT94.4NON-DISCRIMINATION104.5NON-DISCLOSURE/CONFIDENTIALITY104.6NEWEMPLOYEEORIENTATION104.7PROBATIONARYPERIODFORNEWEMPLOYEES114.8OFFICEHOURS/SHIFTTIMINGS114.9LUNCHPERIODS124.10BREAKPERIODS124.11PERSONNELFILES124.12PERSONNELDATACHANGES124.13EMPLOYEEPERFORMANCEREVIEW&PLANNINGSESSIONS124.14OUTSIDEEMPLOYMENT134.15CORRECTIVEACTION134.16EMPLOYMENTTERMINATION134.17SUMMARYDISMISSAL-MISCONDUCT144.18AGEOFRETIREMENT144.19SAFETY154.20HEALTH-RELATEDISSUES154.21EMPLOYEEREQUIRINGMEDICALATTENTION154.22BUILDINGSECURITY164.23PERSONALBELONGINGS164.24COMPANYPROPERTY164.25SUPPLIES;EXPENDITURES;OBLIGATINGTHECOMPANY164.26VISITORSINTHEWORKPLACE174.27IMMIGRATIONLAWCOMPLIANCE174.28INCLEMENTWEATHERANDEMERGENCY17SECTION 5CODEOFCONDUCT185.1ATTENDANCE/PUNCTUALITY185.2ABSENCEWITHOUTNOTICE195.3HARASSMENT,INCLUDINGSEXUALHARASSMENT195.4TELEPHONEUSE195.5INTERNETUSE195.6USAGEOFILLEGALSOFTWARE205.7DRESSCODE205.8TOBACCOPRODUCTS205.9OFFICECLEANLINESS205.10SUBSTANCEABUSE215.11POWER/WATERSAVING215.12SAFETYPRECAUTIONS215.13PROTECTIONOFENVIRONMENT215.14GIFTORFAVOR22SECTION 6WAGEANDSALARIESPOLICIES6.1BASICPAYSCALES236.2SALARY236.3COMPUTATIONOFDAILYANDHOURLYRATES236.4ANNUALINCREMENT246.5LUMPSUMPAYMENT246.6OVERTIME246.7PAYDAYS256.1BONUS/EX-GRATIA25SECTION 7EXPENSESREIMBURSEMENTPOLICIES267.1EXPENSESREIMBURSEMENT267.2MOBILEPHONE267.3TRANSPORTATIONEXPENSES267.4LOCALCONVEYANCEALLOWANCE267.5TRAVELREIMBURSEMENT277.6FOREIGNTRAVELRULES277.7TOURREPORT287.8PARKING28SECTION 8BENEFITSANDSERVICES8.1MEDICALBENEFITS298.2MEDICLAIMINSURANCE298.3HOSPITALIZATIONSCHEME298.4TAXDEDUCTIONATSOURCE298.5PROFESSIONALTAX298.6EMPLOYEESPROVIDENTFUND298.7EMPLOYEESGRATUITY308.8VACATION/LEAVE308.8.1PRIVILEGELEAVE308.8.2CASUALLEAVE328.8.3SICKLEAVE328.8.4MATERNITYLEAVE328.8.5PATERNITYLEAVE328.6.6EMERGENCYLEAVE338.6.7PAYMENTINLIEUOFVACATION/LEAVE338.6.8LEAVETRAVELALLOWANCE338.7CONVEYANCE338.8FOOD/SNACKS338.9RECORDKEEPING348.10PUBLICHOLIDAYS348.11TRAININGANDPROFESSIONALDEVELOPMENT348.12UNIFORMS,WORKINGCLOTHESANDSAFETYSHOES34SECTION9EMPLOYEECOMMUNICATIONS9.1BOARDMEETINGSANDSTAFFMEETINGS369.2BULLETINBOARDS369.3SUGGESTIONBOX369.4PROCEDUREFORHANDLINGCOMPLAINTS369.5GRIEVANCES379.6PRESSRELATIONS379.7VIDEOGRAPHY/PHOTOGRAPHY37SECTION 10BREACHES10.1BREACHOFCODE:CONDUCT,POLICIES,RULESPRACTICES38INTRODUCTION .ThisHandbookwillserveasaguidetotheTermsandConditionsofEmployment,benefitsandotherrelatedmatterspertainingtotheserviceofastaffofXYXXYZXXUUXIXUXPrivateLimited(PPPP),KKKKKK.ItsupplementstheTerms&ConditionsofEmploymentasdetailedinthestaffcontractofserviceagreement.Thecompanyreservestherighttoamend,deleteorannexanytermsandconditionsofserviceasandwhennecessary.TheBoardofDirectorswillapproveallchangestothetermsandconditionsofservice.Thesetermsandconditionswill,whereapplicable,besubjectedtotheprovisionsofanyrelevantGovernmentlegislationanditsamendments.Thecontentofthisbookistobekeptstrictlyconfidentialandisintendedtobeusedasreferenceforthecompanyandthestaff.AnydoubtorqueryconcerningthecontentofthishandbookshouldbeforwardedtotheHumanResourceDepartment.2SECTION1 .Definitions1.1 “PPPP”shallmeanXYXXYZXXUUXIXUXPVTLTD.1.2term

”COMPANY”shallmeanXYXXYZXXUUXIXUXPrivateLimited(PPPP).The“company”or“organization”mayalsobeusedinterchangeably.1.3“MANAGEMENT”shallmeantheManagingDirector/Directors/GeneralManageroftheCompany.1.4”STAFF”shallmeanemployees,whoareinthepermanentemploymentofthecompany.Thetermstaff,oremployee(s)maybeusedinterchangeablytorefertothesamemeaning.1.5“CONFIRMEDSTAFF”Confirmedstaffmeansemployeeswhohavesuccessfullycompletedtheprobationaryperiodandareconfirmedinthepermanentemploymentofthecompany.1.6“INWRITING”shallmeaninaformalcommuniquéintheformofphysicaldocument.1.7“BOARDOFINQUIRY”shallmeanagroupofEmployeesand/oroutsidepersonsappointedbyManagementtohearandconsiderdisputes.TheBoardshallcomprisememberswhoareindependent,unbiasedandimpartialtothedisputeunderconsideration.1.8“SUPERIOR”shallmeanyourimmediatereportingofficershallmeananyManager.1.9“DEPARTMENTALMANAGER”shallmeanapersonwhoworksforXYXXYZXXUUXIXUXPVTLTD.,onasalariedbasisandwhohavecompletedhis/herprobationaryperiod.31.10“EMPLOYEE(S)”Employee(s)mayincludefull-timeEmployeesandothersemployedwithXYXXYZXXUUXIXUXPVTLTD.,whoaresubjecttothecontrolanddirectionofXYXXYZXXUUXIXUXPVTLTD.,intheperformanceoftheirduties.Employee(s)meansanypersonwhoirrespectiveofthesalaryhe/sheearnsinamonthhasenteredintoacontractofservicewithXYXXYZXXUUXIXUXPVTLTD.1.11"SALARY"shallmeanbasicsalaryandallotherpayments,ifany,incashpayabletoanEmployeeforworkdoneinrespectofhis/hercontractofservicebutdoesnotincludeanypaymentbywayofcommission,subsistence,allowanceandotherovertimepayment.1.12“EMPLOYEESUNDERPROBATION”shallmeananewEmployeewhoseperformanceisbeingevaluatedtodeterminewhetherfurtheremploymentinaspecificpositionorwithXYXXYZXXUUXIXUXPVTLTDisappropriate.Itisconsiderednecessarytoengagestaffonprobationinorderthattheirabilitiesandsuitabilitybeaffirmedinaworksituation.Theprobationaryperiodisuptothree(3)monthsforallstaff,duringwhich,hisperformancewillbereviewedforconfirmation.WhenanEmployeecompletestheprobationaryperiod,theEmployeewillbenotifiedofhis/hernewstatuswithXYXXYZXXUUXIXUXPVTLTDinwriting.Thecompanymayatitsdiscretionextendtheprobationaryperiodbyanotherthreemonths.1.13“PERFORMANCEREVIEW”shallmeantheprocesswhereinEmployee’simmediatesuperiorwillreviewtheperformanceofeachstaffonaregularbasisusingthePerformanceReview/Appraisalform.1.14“COMPANYPROPERTY”shallmeanallXYXXYZXXUUXIXUXPVTLTDownedorleasedpropertyusedbyEmployees.1.15“CONTROLLEDSUBSTANCEOFABUSE”shallmeananysubstancelistedinSchedulesI-VofSection202oftheControlledSubstanceAct,asamended.1.16“DRUG”shallmeananychemicalsubstancethatproducesphysical,mental,emotional,orbehavioralchangeintheuser.1.17“DRUGPARAPHERNALIA’shallmeanequipment,aproduct,ormaterialthatisusedorintendedforuseinconcealinganillegaldrug,orotherwiseintroducingintothehumanbodyanillegaldrugorcontrolledsubstance.41.18“ILLEGALDRUG””shallmeananydrugorderivativethereofwhoseuse,possession,sale,transfer,attemptedsaleortransfer,manufacture,orstorageisillegalorregulatedunderanyfederal,state,orlocallaworregulation.1.19“UNDERTHEINFLUENCEAnydrug,including–butnotlimitedto–aprescriptiondrug,usedforanyreasonotherthanthatprescribedbyaphysician.Inhalantsusedillegally.shallmeanastateofnothavingthenormaluseofmentalorphysicalfacultiesresultingfromthevoluntaryintroductionintothebodyofanalcoholicbeverage,drug,orsubstanceofabuse.“1.20OUTSTATIONshallmeananystateinIndiathatisoutsidethestateinwhichtheCompanyislocated.1.21 “OVERSEAS”shallmeananycountryoutsideIndia.5SECTION2 .HistoryofChange2.1.ChangesinPolicy.ThisEmployee’sGuideisdesignedtoacquaintEmployeeswithXYXXYZXXUUXIXUXPVTLTD(hereinafterreferredasPPPP)andprovidetheEmployeeswithinformationaboutcorporatephilosophy,culture,policies,rulesandpractices,workingconditionsandbenefitsaffectingemployment.TheinformationcontainedinthisEmployee’sGuideappliestoallEmployees.AbidingtothetermsandconditionsdescribedinthisEmployee’sGuide,isconsideredaconditionofcontinuedemployment.However,nothinginthisEmployee’sGuidealtersanEmployee’sstatus.ThecontentsofthisEmployee’sGuideshallnotconstitutenorbeconstruedasapromiseofemploymentorasacontractbetweenPPPPandanyofitsEmployees.TheEmployee’sGuideisasummaryoftheCompanypolicies,’whicharepresentedhereonlyasamatterofinformationandguideline.AllEmployeesareresponsibleforreading,understanding,andcomplyingwiththeprovisionsofthisEmployee’sGuide.TheCompany’sobjectiveistoprovidetheEmployeeswithaworkenvironmentthatisconstructivetobothpersonalandprofessionalgrowth.ThisEmployee’sGuidesupersedesallpreviousEmployeeHandbooksandmemosthatmayhavebeenissuedfromtimetotimeonsubjectscoveredinthisEmployee’sGuide.However,sincetheCompany’businessandorganizationaresubjecttochange,theManagementreservestherighttointerpret,change,suspend,cancel,ordisputewithorwithoutnotice,alloranypartofourpolicies,procedures,andbenefitsatanytime.TheManagementwillnotifyallEmployeesofthesechanges.ChangeswillbeeffectiveonthedatesdeterminedbytheManagement,andafterthosedates,allpreviouspolicieswillbenullandvoid.NootherEmployeeasidefromtheManagementhastheauthoritytochangepoliciesatanytime.IfanyEmployeeisuncertainaboutanypolicyorprocedure,he/sheisencouragedtospeakwithhis/herdirectSuperior,DepartmentalManagerortheManagement.2.2RationaleforChange.TheCompanyhasbeenusinganOfficeManualthatwascreatedintheyear2003.SincethentheCompanyhasundergonetremendouschangeandgrowth.Thesequantitativeandqualitativedevelopmentsnecessitatedanupdatetothatmanual.2.3KeyChanges.AlmostallaspectshavebeenmodifiedtomakethisasaOfficialmanual.Thishandbookhasa“Definitionspage”tofacilitateeasierandmoreaccuratereferencetocommontermsused.Companypolicies&allbenefitsanddaytodaygoverningrulesarealsomorecomprehensivelymentioned.62.4HumanResourceReorganisation.TheCompanyhasadoptedanewsetofcategorizationforstaff.Thisreorganizationistoprovideafairerbasisforperformancereviews,reassignmentofdutiesandbenefitsandentitlements.TheCompanyhasalsostipulatedthataformalperformancereviewistobeheldatleastonceayearwhilstinformalonescanbeconductedasandwhendeemednecessary.7SECTION3 .CorporatePhilosophyandCulture3.1CorporateHistory.CCCCCCCCC,a______________based_____Millionstronggroup,basicallyengagedinthemultifariousbusinesssphereslike,Air-conditioning,RoadProjects,RealEstate,andHospitalityandindistributionofcomprehensiverangeofqualityOEMandconstructionMachineryparts,overthelastthreedecades.Asoneofthemajorplayersinthe_______________Industry,situatedin____________________,XYXXYZXXUUXIXUXCo..,istheauthorizeddistributorforrenownedbrandsinIndianamelyM/S._____________for________,_____________forfasteners&M/S.__________Canadafor_________andendbits.XYXXYZXXUUXIXUXPvtLtd.,asubsidiaryofCCCCCCCCwasformedonDecember01,2002withastrengthofFouratKKKKKK.ThecompanywasRegisteredunderCompaniesActonFebruary07th,2003forTradingactivitiesof______________spares.OnJanuary23rd,2004theCompanystartedbusinessinasprawlingareaof56,000SqFtinWhitefield,KKKKKK.Totaketheadvantageoftheacquiredspaceandtoimprovethequalityoftheproduct,aMeterrologicalLaboratorytodeterminethephysicalcompositionofthecomponentswasestablishedinFebruary2004.Toimprovethequalityofpaintingconformingtotheinternationalstandards,paintingfacilitieshavebeenstartedinthepremisesinMay2004.InJanuary2005,Mr.VinodKumar.RwithhisinnovativeideasjoinedtheCompanytoleadtheKKKKKKteamtogreaterheights.TosupportthevisionoftheChairmanoftheCompany,aHeatTreatmentPlantwithShotBlastingFacilityhasbeenestablishedinApril2005.Withintwoyearssinceinception,thestrengthoftheCompanyincreasedtoFortyandhassuccessfullymanagedtoenterintotheforayof_____________segment.TocatertotheneedsofthegrowingIndianmarketwehaveestablishedthemostcriticaloperationwhichcontributes100%towardstheperformanceofanyGETitemsi.e.heattreatmentandtestingfacilityforproducingworldclass/customdesigncastings(especiallytoothpointsandadaptors)etc.ThecompanyemploysprinciplesandtechniquesofContinuousQualityImprovementandemphasizeslong-termQualityPartnershipswithcustomersandsuppliers.3.2.Vision.TomakePPPPaprofessionally-managed,dynamic,vibrant,valuebasedorganisationwithexceptionallyskilled,highlymotivatedhumanresourcescommittedtototalcustomersatisfactionandfacepresent&futurechallenges.83.3. Mission.Tomanufactureandsellproductsconfirmingtotheprescribedqualitynormswithintimeatareasonablygoodpricethroughaprocessthatisprofessional,fairandimpartial. Tosupplyproductsandtoensure100%reliabilityandcompatibilitywithOEMstandard toourcustomers, ofhighquality,thattheywouldsetthestandardofexcellencefortheindustryandcontinuallyreinforceourstandingasanindustryleader.Toachieve______________ peryearproductionby_____andestablish asamajorplayerin_______________Industry.WordofHonor . Itistheduty ofevery employee

toputin

his/her efforts toachievehigherproductivitystandards:’ssurvival&growth.

’sdisposalandtoensure To offset

rising

costs

to improve

Company’scompetitiveness

and earningcapacity.9SECTION4 .Employment,Policies,RulesandPractices4.1EmploymentApplication.TheCompanyrelyupontheaccuracyofinformationcontainedintheemploymentapplicationandtheaccuracyofotherdatapresentedthroughoutthehiringprocessandemployment.Anymisrepresentations,falsifications,ormaterialomissionsinanyofthisinformationordatamayresultinexclusionoftheindividualfromfurtherconsiderationforemploymentor,ifthepersonhasbeenhired,terminationofemployment.4.2.SelectionandRecruitment.SelectionandrecruitmentofEmployeeshallbemadeonanopencompetitivebasisinaccordancewiththeneedsoftheManagement.AllexecutiveappointmentsshallbemadebyManagementortheBoardofDirectors.Whenanapplicantissuccessfullyappointed,he/sheshallbegivenaletterofappointmentsignedbyManagementand/oraSuperiorauthorizedbyManagement.AdditionalEmployeeshallonlyberecruitedwhenadequatejustificationissatisfiedbythe Management. Successful applicants, if required, may at the discretion ofManagement,havetoundergoamedicalexamination.AllEmployeeshavetosubmitalltheiroriginalcertificates asdetermined bytheManagement tothecompany beforecommencementoftheirserviceandthesamewillbereturnedtothemimmediatelyafterscrutinisation.Incaseoriginalcertificates/documentstoberetainedbytheManagement,forwhatsoeverreason,thesamewillbehandedovertothepersonneldepartmentforwhichanacknowledgementwillbeprovidedtotheindividual.TheoriginalcertificatesanddocumentswillbereturnedtotheEmployeeasandwhentheformalitiesareover.4.3.TransferandReassignment.Anemployeemaybetransferred,assignedorsecondedfromonedepartment,location,branchtoanotherorfromonecompany,subsidiaryorassociatecompanytoanother,existingnoworinthefuture,inIndiaorabroad.Hemayalsoberequiredtoundertakeadditionaldutiesapartfromthenormaldutiesoftheposttowhichheisappointed.AnEmployeemayrequestfortransferfromoneworkingplacetoanother,however,transferofEmployeesshallbetheprerogativeoftheManagementandshallnotbedisputed.AnEmployeemaybereassigned,subjecttoperformanceofhis/herdutiesandontherecommendationbyhis/herSuperiorand/orDepartmentalManager.AllrecommendationsforreassignmentshallbedeterminedbytheManagementasandwhenrequired.104.4.Non-Discrimination.InordertoprovideequalemploymentandadvancementopportunitiestoallEmployees,employmentdecisionsattheCompanywillbebasedonmerit,qualifications,andabilities.TheCompanydoesnotdiscriminateinemploymentopportunitiesorpracticesbecauseofrace,color,religion,sex,nationalorigin,ageordisability.TheCompanywillmakereasonableaccommodationsforqualifiedindividualswithknowndisabilitiesunlessdoingsowouldresultinanunduehardship.Thispolicygovernsallaspectsofemployment,includingselection,jobassignment,compensation,discipline,termination,andaccesstobenefitsandtraining.EmployeeswithquestionsorconcernsaboutdiscriminationintheworkplaceareencouragedtobringtheseissuestotheattentionoftheirSuperior,ortheManagement.Employeescanraiseconcernsandmake reports without fear ofreprisal. Anyone found tobe engaging in unlawfuldiscriminationwillbesubjecttodisciplinaryaction,includingterminationofemployment.4.5Non-Disclosure/Confidentiality.TheprotectionofconfidentialbusinessinformationandtradesecretsisvitaltotheinterestsandsuccessoftheCompany.Suchconfidentialinformationincludes,butisnotlimitedto,thefollowingexamples:Compensationdata,Financialinformation,Marketingstrategies,Pendingprojectsandproposals,Proprietaryproductionprocesses,Personnel/Payrollrecords,andConversationsbetweenanypersonsassociatedwiththeCompany.AllEmployeesmayberequiredtosignanon-disclosureagreementasaconditionofemployment,iftheCompanyseesthisasnecessary.AnyEmployeewhoimproperlyuseordisclosetradesecretsorconfidentialbusinessinformationwillbesubjectedtodisciplinaryaction,includingterminationofemploymentandlegalaction,evenifhe/shedoesnotactuallybenefitfromthedisclosedinformation.4.6NewEmployeeOrientation.NewEmployeeOrientationisaformalwelcomingprocessthatisdesignedtomakethenewEmployeefeelcomfortable,informedabouttheCompany,andpreparedfortheroleinhis/hernewposition.NewEmployeeorientationshallbeconductedandshallincludeanoverviewoftheCompany’shistory,anexplanationofitscorevalues,vision,andmission;anditsgoalsandobjectives.Inaddition,thenewEmployeewillbegivenanoverviewofbenefits,tax,andlegalissues,andtocompleteanynecessarypaperwork.Theorientationshallbeconductedbyhis/herimmediateSuperior,ManageroraPersonnelDepartmentrepresentative.114.7ProbationaryforNewEmployees.ThespecificprobationaryperiodshallbestatedintheLetterofAppointment.Duringthistime,EmployeeshavetheopportunitytoevaluatetheCompanyasaplacetoworkandhis/herSuperiorhavethefirstopportunitytoevaluatetheEmployee.Duringthisprobationaryperiod,boththeEmployeeandtheCompanyhavetherighttoterminateemploymentbygivingoneweek’snotice.ForManagerialStaffsthenoticetimeduringprobationaryperiodisonemonth.Uponsatisfactorycompletionoftheprobationaryperiod,areviewwillbegiven.ProbationaryEmployeesareexpectedtomeetandmaintaintheCompanystandardsforjobperformanceandbehavior(SeeSection5,CodeofConduct).Duringtheperiodofprobation,noleavewillbegranted.However,theleaveapplicabletotheemployeefortheprobationdurationwillbeaccountedforoncompletionofsuchperiod.4.8OfficeHours/ShiftTimings.TheCompany’sofficehoursarefrom9.00a.m.to5.30p.m.MondaysthroughSaturday,exceptforHolidays.ForManagement,Executive&AdministrativeCategories2nd&4thSaturdayswillbeholidays.ThestandardworkweekisFortyeight(48)hoursofwork.Certainemployeeswhoseservicesarerequiredthroughouttheworkingperiodwillhavetooperateonashiftbasissuchthatnoemployeeisrequiredtoworkformorethan9hrsadaysubjecttoexigenciesofwork.Theshiftsofsuchemployeeswillbedecidedafterdeliberationbythemanagementwhichwillbebindingonallemployees.Requestsforchangeofshiftswillbeconsideredonlyifappropriateslotsareavailablewithoutcompromisingonthequalityoftheworkconcerned.Allemployeesarerequiredtoobservethenormalhoursofwork.Themanagementmayatitsdiscretionre-arrangetheprescribedworkingdaysandhoursdependingonoperationalneeds.ShiftTimingsRecessEffectiveWorkingHrs/DayI06.00AMto30Minutes7Hrs50Minutes2.20PMII2.20AMto30Minutes7Hrs30Minutes10.20PMIII10.20PMto30Minutes7Hrs10Minutes6.00AMGeneral9.00AMto30Minutes7Hrs50Minutes5.20PMRotationofshiftshallbenormallyattheendofeveryweek.Punchingofattendancecardswillbedoneatthestartofshiftafterchangeofclothesandatthecloseoftheshiftbeforechangeofclothes.124.9LunchPeriods.Employeesareallowedahalfhourlunchbreak.Lunchbreaksaregenerallytakenbetweenthehoursof12.30pmand2.30pmonastaggeredschedule(approvedbyManagement)sothatthecompanyremainsoperationalduringthelunchhour.4.10BreakPeriods.TheCompanydoesnotprovideanybreakforEmployeesduringofficehoursexceptfortheaboveoutlinedlunchperiodasinSection4.9.Teabreaksandcoffeebreaksareassuchnotallowed.Breakfastduringtheofficehoursisalsonotallowed.PriorapprovalfromaSuperiororManagerisnecessaryforsuchabreak,ifsorequired.IfanEmployeehaveunexpectedpersonalbusinesstotakecareof,he/shemustnotifyhis/herdirectSuperiortodiscusstimeawayfromworkandmakeprovisionsasnecessary.PersonalbusinessshallbeconductedontheEmployee’sowntime.Employeeswhodonotadheretothebreakpolicywillbesubjecttodisciplinaryaction.4.11PersonnelFiles.Employeepersonalfilesincludethefollowing:jobapplicationform,resume,copyoftheacknowledgementletterofsubmissionoforiginalcertificates,recordsofparticipationintrainingevents,salaryhistory,recordsofdisciplinaryactionanddocumentsrelatedtoEmployeeperformancereviews,coaching,andmentoring.PersonnelfilesarethepropertyoftheCompany,andaccesstotheinformationisrestricted.OnlymanagementpersonneloftheCompanywhohavealegitimatereasontoreviewthefileareallowedtodoso.EmployeeswhowishtoreviewtheirownfileshouldcontacttheirSuperiororPersonnelDepartment.Withreasonableadvancenotice,theEmployeemayreviewhis/herpersonnelfileinCompany’sofficeandinthepresenceoftheirSuperiororPersonnelDepartmentRepresentative.4.12PersonnelDataChanges.AnEmployee’spersonaldatashouldbeaccurateandcurrentatalltimes.ItistheresponsibilityofeachEmployeetopromptlynotifytheirSuperiororPersonnelDepartmentofanychangesinpersonneldatasuchas:(a)Mailingaddress,(b)Residentialaddress,(c)Telephonenumbers,(d)Changeinmaritalstatus,(e)Incometaxnumber,(f)Nameandnumberofdependents,and(g)Individualstobecontactedintheeventofanemergency.4.13.EmployeePerformanceReviewandPlanningSessions.Superiorsshallconductformalperformancereviewsandplanningsessionswithallfull-timeandpart-timeEmployeesatleastonceeveryfinancialyear,afterconfirmationofservice.Superiorsmayconductinformalperformancereviewsandplanningsessionsmoreofteniftheysorequire.PerformancereviewsandplanningsessionsaredesignedfortheSuperiorandtheEmployeetodiscusshis/hercurrentjobtasksandareasofimprovement,encourageandrecognizeattributes,anddiscusspositive,purposefulapproachesformeetingwork-relatedgoals.Together,EmployeeandSuperiordiscuss13waysinwhichtheEmployeecanaccomplishgoalsorlearnnewskills.TheplanningsessionsaredesignedfortheEmployeeandhis/herSuperiortomakeandagreeonnewgoals,skills,andareasforimprovement.TheCompanydirectlylinkswageandsalaryincreaseswithperformanceofwork.TheEmployee’sperformancereviewandplanningsessionswillhaveadirecteffectonanychangesinhis/hercompensation.Forthisreasonamongothers,itisimportanttoprepareforthesereviewscarefully,andparticipateinthemfully.NewEmployeeswillbereviewedattheendoftheirprobationaryperiods.Aftertheinitialreview,theEmployeewillbereviewedyearly.4.14. OutsideEmployment . Employeesarenotallowedtoholdoutsidejobseveninnon-related supplier/customer community andsocietyorprofessions regardless ofwhether theEmployee havemettheperformance standards oftheirjobdescription.Unlessotherwiseapproved bytheCompany, Employees engagedinalternative work(parttimeorfulltime),willbesubjecttotheCompany’sdisciplinaryactionorterminationofemployment.4.15CorrectiveAction.Employeesareexpectedtoadherestrictlytotheworkrulesandcodeofconduct.WhenanEmployeedeviatesfromtheserulesandstandards,theEmployee’sDepartmentalManagershalltakecorrectiveaction.Correctiveactionshallbeprogressive.Thatis,theactiontakeninresponsetoaruleinfractionorviolationofstandards,typicallyfollowsapatternincreasinginseriousnessuntiltheinfractionorviolationiscorrected.Theusualsequenceofcorrectiveactionsincludesanoralwarning,awrittenwarning,probation,andfinallyterminationofemployment.Indecidingwhichinitialcorrectiveactionwouldbeappropriate,theDepartmentalManagerwillconsidertheseriousnessoftheinfraction,thecircumstancessurroundingthematter,andtheEmployee’spreviousrecord.4.16EmploymentTermination.Terminationofemploymentisaninevitablepartofpersonnelactivitywithinanyorganization,andmanyofthereasonsforterminationareroutine.Belowareafewexamplesofsomeofthemostcommoncircumstancesunderwhichemploymentisterminated:Resignation–voluntaryemploymentterminationinitiatedbyanEmployee.Termination–involuntaryemploymentterminat