SONA BISCUITS LTD. KOLKATA

SALES POLICIES & MANUALS

INTRODUCTION & APPLICABILITY

The Guidelines are applicable to all employees of Sona Biscuits Limited (SOBISCO) It consolidates all prior notices, circulars, extracts, and meeting minutes issued before this . The Company was incorporated on Dt. 16/11/1998 with its registered office at 15A Hemanta Basu Sarani , Continental Chambers, 5th Floor, Kolkata – 700001 with a capital of Rs. 24,24,50,000. Then by gradual its flourishes with potential accelerate growth depends on various factors viz. effective management, a strong business model, adaptability to market changes, wise sale strategies as well as understanding better customer needs.

COMPANY PROFILE & VISION

Company's Vision

To be a respectable brand through initiatives, providing world-class products with consistent quality, leading to profitability and growth for all associated with the organization.

1. Sales Vision: RESPECT
2. Reliability: You can count on us.
3. Excellence: Is our Standard.
4. Service: Customer First and accomplish needs
5. People: Serve People with Fairness & Firmness
6. Empowerment: Enabling each to attain potential
7. Caring: Care for all as we wish to be cared for.
8. Teamwork: Foster a spirit of Teamwork.

RECRUITMENT POLICY & PROCESS

1. SOBISCO's recruitment policy ensures equal opportunity regardless of gender, sexual orientation, caste, or disability. All appointments require Director or Managing Director approval. Our strategy focuses on Talent Acquisition, Talent Management, and Talent Development.
2. Talent Acquisition: GROWTH

  Great Reward and Opportunity of Work with Team and Helpful Atmosphere.

1. Process Initiation

  Department Head sends resource details to HR for recruitment across India.

1. Candidate Finalization

  Shortlisting, interviews, salary negotiation, and offer letter issuance, with optional reference checks.

1. Time Frame of New Joinee.
2. Every Month 1st to 15th
3. After Selection Senior Share his/her Documents to HR department to check his/her Pan/Aadhar/UAN /ESI number operative or any issues.
4. Process offer letter and share to candidate cc to his/her reporting head.
5. Hr department will process registration in PF and ESI.
6. Update his details in CSS System for salary process.

LEAVE AND ATTENDANCE

Objective:

1. The policy covers the guidelines and rules for the Leaves and Daily Attendance for the employees working in the Sobisco Group.

Applicability:

1. The policy is applicable to all payroll employees of the Sobisco Group.
2. Casual Leaves:
3. The Total No. of Casual Leaves for the Calendar Year is 6 casual leaves.
4. The unused casual leave will lapse on 31st March every year.
5. The Casual Leaves are calculated from April to March every year.
6. A maximum of 3 casual leaves can be availed at one time. If available in balance
7. Casual Leaves cannot be accumulated, for next year
8. Any holiday or weekly off which falls within 2 casual leaves will be included in the Casual leave and will be  considered as Casual leave.
9. Casual leaves will be calculated on a pro-rata basis for the new Joines from the Date of Joining for the first financial year only.
10. Casual leave can be availed immediately after joining the organization. (After 15th will be not applicable for this month only)
11. Privilege Leaves:
12. The total no. of Privilege Leaves for the Calendar year will be 15 earned leaves.
13. Any holiday or weekly off which falls within 2 Privilage leaves will be included in the Privilege  leave and will be  considered as Privilege leave.
14. Privilege Leaves can be accumulated.
15. Maximum no. of Privilege Leaves which can be accumulated is 50 Privilege Leaves.
16. Privilege leaves will be calculated on a pro-rata basis for the new Joinees from the Date of Joining for the first
17. Financial year only.
18. Privilege Leaves will be credited in to the employee on 1st April of each year.

1. Leave Application Process:
2. Leave Application will be following the below mentioned process,
3. Employee to put application of the above Leaves in the Leave Application CSS ERP Management System only.
4. Leave will be considered as Leave only after the approval in the Reporting Manager.
5. The Reporting Manager is the approver of the Leave Application.
6. The approval mail or CSS Softwear from the Reporting Manager can be put as a supporting document along with the Leave Application.
7. The responsibility of the regularizing of the Leaves is with the employees.
8. The Unit HR to be responsible for maintaining the Leave Records of the employees.

1. Unauthorized Absence from work:
2. It will be considered Unauthorized Absence, in case there is no information of leaves either by text message or via email for more than 3 days from the employee to his or her Reporting Manager.
3. On the 4th day from the start of the unauthorized absence, HR to issue first letter of Unauthorized Absence to the employee. Letter to be sent both by Registered Post and in email.
4. The second & final letter of Unauthorized Absence will be issued on the 07th day from the start of unauthorized Absence to the employee. Letter to be sent both by Registered Post and in email.
5. Failure of any reply to any of the letters could lead to termination of employment based on unauthorized absence. The incumbent will be treated as Absconding employee after a period of 10 days.

1. Out Door Duty:
2. Outdoor Duty will be processed using the official mail his or her reporting head and CC to Hr. Head.
3. Outdoor Duty will be only considered if formal approval is provided by the employee for the Outdoor Duty from the Reporting Manager.
4. Employees should provide the Outdoor Duty Form to the concerned HR Department.
5. The work will be considered as Full Day Working on the receipt of the Outdoor Duty Form duly approved.
6. Exemption is for the Sales Staff.

1. Attendance:
2. The employee should complete an average of more than 8 hours daily on a monthly basis.
3. It is mandatory to have a login in field assist Apps within 10 Am punch for all employees in the Attendance system.
4. Its advisable to Employ their mark on leave on fields assist.
5. Failure of complete the Average working hours of 8 hours on a monthly basis can lead to disciplinary action against the particular employee.
6. Late Coming:
7. Any employees coming after 15 minutes from the day Start timing will be considered as Late coming for that particular day.
8. There would be only a maximum of 4 late coming allowed in a month for the employee.

PAY SLIP

1. It is crucial for maintaining transparency, ensuring compliance, and promoting employee understanding of their compensation.

  Applicability:

1. The policy is applicable to all payroll employees of the Sobisco Group.
2. Key elements of a Payslip policy
3. Timely issuance: Employers must provide payslips regularly, typically monthly, coinciding with or preceding salary payment dates.
4. Comprehensive information: Payslips must clearly itemize all earnings, including basic pay, allowances (HRA, conveyance, medical, etc.), and deductions (PF, ESI, TDS, professional tax).
5. Mandatory deductions:
6. Details of all statutory deductions, such as Provident Fund (PF), Employee State Insurance (ESI), Professional Tax, and Tax Deducted at Source (TDS), must be explicitly stated.
7. Employee and employer information
8. Payslips must include the employee's name, ID, and designation, along with the company's name, address, and contact details.
   
9. Pay period and date
10. The specific pay period covered by the payslip and the actual payment date should be clearly indicated.
11. Record maintenance
12. Employers are legally obligated to maintain accurate records of all issued payslips for future reference.
13. Benefits of a robust payslip policy
14. Transparency and employee understanding.
15. Clear and detailed payslips empower employees to understand their earnings and deductions, fostering trust and enabling better financial planning.
16. Proof of income and employment:
17. Payslips serve as crucial proof of income and employment for various purposes, including loan applications, tax filings, and visa applications.
18. Facilitating payroll reconciliation and tax reporting:
19. Detailed payslips aid in accurate payroll reconciliation, tax withholding calculations, and preparing tax reports, streamlining financial processes.
20. Promoting positive employer-employee relations
21. Transparency and accuracy in payslip practices build trust and confidence among employees, fostering a positive work environment.
22. Key takeaways
23. A well-defined payslip policy is crucial for any organization, ensuring legal compliance and fostering a transparent and trustworthy relationship with employees.
24. Payslips serve as vital financial and legal documents, providing essential information for both employees and employers.
25. Adhering to best practices for payroll management and payslip issuance is essential for operational efficiency and legal compliance.

By implementing a comprehensive payslip policy, organizations can enhance transparency, ensure accuracy, and build a strong foundation for a positive and productive work environment.

Bonus Policy

As per the Bonus act, One month salary or 20,000/- which ever is lower is paid at the time of Durga Puja.

Rs.20,000 above salaried persons  bonus amt is variable based on the designation, amount should be include the C.T.C also.

For the position of Sales officer & Sr. Sales Officer One month salary or 20,000/- which ever is lower.

For the position of Sr.Area Sales Manager & Area Sales Manager Rs.10000/-

For the position of Regional Sales Manager & above designation Rs.20000/-

Process of Loan

Objective:

To provide monetary assistance to the employees of Sobisco Group in the form of Loan & Salary Advance in terms of medical emergencies.

Applicability:

Loan Policywill be applicable for allemployees of this organization.

Definition of Loan:

A loan is a system provided by an organization to its employees in no interest rate which will be eligible for all on roll employees, apart from regularbenefit programs the organization is also committed to extend necessary support to its employees. The employee Loan Policy is also among of them which motivate employees.

Purpose of Loan:

The purpose of this program is to assist existing employees of this organization financially for meeting unexpected emergencies of Medical ground for own & dependable.

1. Guidelines for Loan:
2. Loan can be provided only Medical ground for better treatment and supporting documents has to be submitted with the application duly certified by registered doctor.
3. Loan can be applied forMedical emergency of Self, spouse, own children & dependent Mother & dependent Father.
4. Employee will be eligible for Loan after competition of one years of services with this organization.
5. Loan can be deducted maximum 10 nos. instalment through monthly salary.
6. Loan will provide or not it will be decided by respective reporting head.

Employee Grade wise maximum eligibility for Loan:

1. Procedure of Loan:
2. Employee should come first to his or her reporting head with Loan Application  or one can put application through mail.
3. The Reporting Head will talk to Head HR for justification. After discussion HR will verify his required data for processing his loan & arrange, also communicate the same to applicant including all terms & condition of Laon.
4. Hr. will take final approval from Director, then will after completion  of all process, HR department will send the application to Accounts department for processing of payment.
5. HR department will be responsible for entire process of loan -calculation of EMI, disbursement of Loan & completion of deduction of all EMI. EMI will be deducted in equal monthly instalments through the Salary.
6. Loan will be disbursed through Electrical clearance system only, to clear the payment process minimum time will be required 7 working days.
   
7. In the incident when an employee discontinues from the services of the company balance Loan amount will recover immediately, otherwise all amounts should be deducted from his Full & Final settlement.
8. N.B: Management has the right to change/review this policy from time to time.

TRAVEL POLICY

1. POLICY:

 The policy is to provide facility for the domestic travel to all the employees.

1. PURPOSE:

 To ensure comfortable, convenient and cost-effective travel for the official purpose.

1. ELIGIBILITY:

 All the staff members on the rolls of the company

1. SYSTEM AND PROCEDURES:
2. Travelling for work purpose where Accommodation is required, travel reimbursement criteria as per following table is applicable in case of night stay.
3. Submission of Month end tour  plan 1st week of every month. The reimbursement criteria is as follows:

1. For sales force or a team with the nature of daily market visit/reporting for full day purpose within the Headquarters (“H/Q”). Where ever it is possible and applicable proper bill should be submitted with the travel claim.
2. Local Conveyance Reimbursement.

Mode of Travel by Bus /Auto/Toto/Rental or Personal  Car/Rider -Usage for office Purpose Use.

1. Note:- Local Conveyance bill submit human Resource department for every Month
   

Note:

1. Submit Monthly TA & DA in this authorized Format.
2. Submit bill -Travel by Bus /Auto/Toto/Rental Car/Rider -Usage for office Purpose Use.
3. HOD Sign Compulsory in TA &DA format.
4. All bills are required, other wise that amount deduct in his TA Bill.

1. Terms and condition and other notes
2. Headquarters (“H/Q”) is considered to be 60 Kilometers within the appointed territory.
3. Outstation (“O/S”) is outside the above defined territory.
4. Claims should not include any alcoholic beverages.
5. Bill Submission is compulsory for claiming any allowance. The same is inclusive of Taxes if any. Similarly, tickets for Air Travel/Bus/Train/Cab is to be submitted to claim the amount.
6. Loss on account of loss occurred on Missed Flight/Train/Bus the same will borne by the employee.
7. Any incidental expenses occurred during the travel that is personal in nature will be borne by the employee only.
8. All the expenses on conveyance are subject to the cheapest mode of travel and should be the within the set limits.
9. Any outstation visit should be duly approved by Reporting Head and vertical Head.
10. For Night Stay supporting should with the expenses sheet.

GROUP MEDICLAIM INSURANCE

Objective:

To provide employee welfare through basic assurance of healthcare to employees and help them to meet unforeseen personal expenses arising from medical emergencies.

1. Eligibility & Applicability:

“Group Mediclaim Insurance” is applicable to all on-roll employees except the employees under ESI coverage.

1. GMC is applicable for:
2. Self
3. Spouse

Dependent Children (Within 24 Years )

Eligibility and applicability of GMC may differ from year to year as per management’s decision/renewal agreement.

Hospitalization:

Hospitalization means admission in a Hospital for a minimum period of 24 consecutive ‘Inpatient Care’ hours except for specified procedures/ treatments, where such admission could be for a period of less than 24 consecutive hours

1. Day Care Treatment:

Day care treatment means medical treatment, and/or surgical procedure which is: i. Undertaken under General or Local Anesthesia in a hospital/day care center in less than 24 hrs. because of technological advancement, and I, which would have otherwise required hospitalization of more than 24 hours Treatment normally taken on an out-patient basis is not included in the scope of this definition.

1. Operate Process

https://ghi.tataaig.com/

1. Select Role-HR

Input mail id-hr@sobisco.com, click for the OTP then login necessary OTP.

Inter Employee Portal.

Choose the individual Employee and click on the E Card icon click over it download card

Benefits:

Maximum entitlement (Sum Insured) of Group Medical Insurance is Rs: 5,00,000/- Annual (Rupees Five Lakhs only). This can be used by the employee or by family members on a floater basis.

GMC provides insurance coverage for expenses related to hospitalization due to illness, disease, injury, Maternity benefit and Day Care facility etc. The policy covers hospitalization expenses on both “Cashless” and “Reimbursement” basis.

All details of the diseases, facilities, treatment covered under GMC are as per the respective insurance company’s GMC policy, the information of which will be provided by the insurance company’s representative/HR as per the query raise from the claiming person’s end.

1. Employees are asked:

To provide correct information regarding the name/age of claiming person’s family members to the respective HR person at the time of joining.

To carry the employee’s/patient’s original ID proof during the time of admission.

To pay a nominal advance at the hospital, to ensure uninterrupted service.

To ensure that the details of employees’ Employee code/name/insurance no. are correctly filled and are given to the billing section of the hospital correctly.

All the original documents and paper receipts confirming the expenses and treatment relating to pre, post, and during hospitalization must be collected and kept safe to submit them to the insurance company/TPA for the Cashless or reimbursement.

1. Claim and Claim settlement procedure:

Intimation of any Claim must be communicated to the “TPA” or Insurance company and to the HR concern person within 24 hours immediately after the incident. Intimation to the HR person shall be made through mail only.

“TPA” defines as “Third Party Administrator”, an organization processes insurance claims or certain aspects of employee benefit plans for a separate entity. This can be viewed as "outsourcing" the administration of the claims processing, since the TPA is performing a task traditionally handled by the company providing the insurance or the company itself.

1. Cashless Facility:

Cashless means the Administrator may authorize upon a Policyholder’s request for direct settlement of eligible services and its according charges between a Network Hospital and the Administrator.

In such cases the administrator (Insurance Company/TPA) will directly settle all eligible amounts with the“Network Hospital” and the Insured Person may not have to pay any deposits at the commencement of the treatment or bills after the end of treatment to the extent as these services are covered under the Policy.

“Network Hospital”are those hospitals which are having an understanding

with the insurance company for providing cashless facility to the beneficiaries under the scheme at pre-agreed tariffs for each of the surgeries. The location wise list of network hospitals are available in the Mediclaim company’s web site, also available in the Mediclaim card provide by the company to every individual.

Reimbursement (Non-Cashless) Procedure:

Admission procedure - In case employee choose a non-network hospital employee will have to liaise directly with the hospital for admission.

However, employees are advised to follow the pre-authorization procedure to ensure the eligibility for reimbursement of hospitalization expenses from the insurer.

Discharge procedure – in case of non-network hospital, employee will be required to clear the bills and submit the claim to TPA/Insurance Company for reimbursement. Please ensure that employee collect all the necessary documents such as Discharge summery, investigation reports etc. for submitting the claim.

Submission of documents – Employee must submit the final claim with all relevant documents immediately after discharge from hospital.

Please follow reimbursement process flow as designed below by the insurance company.

In case of change of marital status or birth of child or any other changes, please follow the process flow as designed below by the insurance company.

All the original documents and paper receipts confirming the expenses and treatment relating to pre, post and during hospitalization must be collected and kept them safe for the submission to the insurance company/TPA for Cashless/reimbursement. Failing to submit any of the relevant documents may cause the claim as unsettled.

“Pre/Post Hospitalization expenses” coverage depends on the respective mediclaim company’s policy condition. This varies company to company, the same could be informed during/before the time of hospitalization by the concerned mediclaim representative person or by the TPA/Insurance company.

Settlement of  the claim will  depend as per the   hospital bill/first prescription/discharge summery/ diagnosing report and related bills submitted in originals by the claiming person, which will be confirmed by the Mediclaim insurance company/TPA only.

1. Awareness and Assistance:

Any employees who are unaware/intend to know further about the GMC are allowed to talk to the HR concerned person directly, assistance will be provided accordingly.

For any further queries, employee can visit the respective mediclaim company’s web site or can talk to our mediclaim representative directly. Contact details of the Mediclaim representatives are as per below “Escalation Matrix” sheet.

1. N.B:

All the above information’s are as per the respective “Group Mediclaim Policy”, which may vary in coming year as the Group Medical Plan is reviewed and renewed on an annual basis.

Any questions concerning the administration and coverage of the Group Mediclaim plan can be directed to the Human Resources Department.

New joinees addition into the GMC and any endorsement will be processed once in a month. The date of the same would be decided by the management accordingly.

This policy is applicable to all units of “Sobisc Group”, which are covered under Group Mediclaim Insurance.

1. Escalation Matrix:

Below mentioned persons are to be contacted in case of any issues/queries:

“TATA AIG GeneralInsurance Co. Ltd.” (For employees of “Sobisco Group.”)

HR” Concerned person:

EMPLOYEES STATE INSURANCE

The ESI (Employees' State Insurance) card, also known as the Pehchan card, is used to access medical benefits and other social security benefits provided under the Employees' State Insurance scheme. To use the card, insured individuals and their dependents need to present the physical card at designated ESI hospitals and dispensaries. The card also serves as proof of identity and stores medical information, facilitating access to treatment and tracking the insured person's medical history.

1. How to Use the ESI Card:

1. Obtain the Card:

Insured individuals are issued two magnetic cards, one for themselves and one for their family members.

2. Visit an ESI Facility:

When medical care is needed, present the ESI card at any ESI network hospital or dispensary.

3. Authentication:

Biometric authentication, such as fingerprint verification, may be used to verify the cardholder's identity.

1. Benefits of the ESI card

Comprehensive Medical Care: Access to medical treatment and hospitalization at ESI network hospitals and dispensaries, including specialist consultations, surgeries, diagnostic tests, and free medicines.

Sickness Benefits: Cash compensation (70% of wages) for certified sickness for up to 91 days annually, with extended benefits for specific long-term illnesses.

Maternity Benefits: Financial support (100% of wages) for up to 26 weeks during pregnancy and childbirth, with possible extensions.

1. Claiming Cash Benefits:

Financial assistance for sickness, maternity, disablement, and in case of the death of the insured person.

Visit the nearest ESI Branch Office or DCBO.

Submit the appropriate claim form (e.g., Form 9 for sickness, Form 10 for temporary disablement, Form 19 for maternity) along with required supporting documents like medical certificates, accident reports, and bank details.

For online claims, log in to the ESIC portal using your credentials, fill out the necessary forms, upload scanned documents, and submit.

Track the claim status through the ESIC portal or UMANG app

1. Disability Benefits:

Temporary disablement benefit: 90% of wages until recovery for employment-related injuries.

Permanent disablement benefit: Monthly pension (90% of wages) for life, depending on the extent of disability.

Dependents' Benefit: Monthly pension (90% of wages) for family members in case of death due to work-related injury.

Funeral Expenses: Lump sum payment of up to ₹15,000 to cover funeral costs.

Unemployment Allowance: Financial support in case of job loss under schemes like the Rajiv Gandhi Shramik Kalyan Yojana.

Lifetime Validity: Your ESI card remains valid even if you change jobs.

1. Accessing Medical Benefits:

Access to full medical care for insured individuals and their families at ESI hospitals and dispensaries.

Visit any ESI hospital or dispensary in your network.

Present your ESI card (or temporary ID/biometric Pehchan card) at the facility.

Consult a doctor and receive necessary medical treatment, consultations, and prescribed medications.

For hospitalization, present your card and undergo treatment. The ESI scheme covers these expenses within prescribed limits.

In case of emergencies at a private hospital, inform the ESIC within 24 hours and submit the required documents for reimbursement.

1. Tracking Medical History:

The card stores medical information, allowing for easy access to treatment history.

1. Reduced Fraud:

Biometric authentication helps prevent misuse and ensures transparency.

1. Nationwide Coverage:

Access to medical facilities at any ESI network hospital across the country.

1. Dependents' Benefits:

Family members of the insured person are also entitled to medical benefits.

1. Features & Benefits of Employees State Insurance Scheme ESIS
   
2. Escalation Matrix:

Below mentioned persons are to be contacted in case of any issues/queries:

“Employees' State Insurance.” (For employees of ““HR” Concerned person:)

PERFORMANCE APPRAISAL POLICY

Above guideline should be followed for to measure the performance.

Score should be followed in below criteria.

EXIT OR SEVERANCE

Scope:

This policy applies to all the employees of The Company.

1. Resignation:

If an employee desirous of resigning from the services of the company should submit the resignation letter as a hard copy or soft copy to her/his Reporting manager.

On receipt of an Employee’s resignation, the reporting manager is required to immediately inform the HR head so as to trigger Exit procedures.

On receipt of the Information, any unpaid salary will be kept on hold by the Human Resources department and will be paid along with the Full and final settlement after adjusting dues, payable or recoverable, if any.

Notice period will be applicable as per the appointment terms and condition, and the Notice period will be begin from the date mutually agreed between the employee and the reporting manager, notice period will be applicable as follow,

1. Notice Period:

All resignations must have the acceptance of the reporting manager/ Functional Head.

The acceptance of the resignation will be at the sole discretion of the reporting manager / Functional Head considering adequate notice, business exigency and criticality of the role.

The resignation may be treated as Not Accepted when the Notice served by the employee is not as per the agreed employment.

Notice period waivers may be allowed in exceptional circumstances, which will need the approval of the reporting manager / Functional Head and HR. If an employee is being released earlier or in case if an employee is failed to serve his required notice period, then the shortfall in notice period will be adjusted with the accrued will be recovered in lieu of notice at the rate of Gross salary.

1. Leave duringNotice Period

PL and CL is not permitted during the notice period. Employee is not allowed to take such leave from the date of resignation till the last working day except weekly off and

company declared Holiday, However, medical issues will be adjusted during notice period. Employees are required to be submitted the valid medical certificate.

1. Retirement

The age of retirement is 58 years. The date of retirement will be taken as the last date of the month in which the employee completes 58 years of age. The Unit HR is required to give a one month written Intimation to the employee about his retirement date.

1. Final settlements:

Employee shall hand over all materials and assets that belong to the company that may be in his possession to the departments concerned and collect ’No Dues from all the department heads on the ‘Clearance Certificate’.

HR department shall initiate the exit interview and fill in the Exit Interview’ form after receiving the ‘Clearance Certificate’ duly signed by all the concerned from the concerned.

HR department prepares the final settlement of a resigned employee and forwards the same to Finance Department, Finance department may process the same on or after 15 working days from the date of receiving the advice.

Provident Fund,and Gratuity (if applicable) standing to the credit of the resignedemployee will be settled in accordance with the rules of the Provident Fund act, and Gratuity act

1. Relieving Letter:

Relieving letter shall be issued only after full and final settlement. Employee may get the Resignation acceptance on the last working day after receiving the ‘Clearance Certificate’ from the employee. The Relieving letter can be collected in person or at his/her request, on his/her email. If a representative is collecting the letter, the same should carry an authorization letter from the concerned individual.