VERSION 1.1 DATED 01.09.

2018
Shriram Transport Finance Company Limited - STFC wishes to maintain a work environment that
fosters personal and professional growth for all employees. Maintaining such an environment is the
responsibility of every staff person.

The Employee Handbook (“Handbook”) is a compilation of personnel policies, practices and

procedures currently in effect at Shriram Transport Finance Company Limited.

The Handbook is designed to introduce you to our Company, familiarize you with Company policies,
provide general guidelines on work rules, benefits and other issues related to your employment, and
help answer many of the questions that may arise in connection with your employment.

- Human Resource Department

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 Umesh Govind Revankar
(Managing Director & CEO)

Welcome to Shriram Transport Finance Company Limited (STFC) - India's largest commercial
vehicle finance company.
We are a part of the "SHRIRAM" conglomerate which has significant presence in financial
services viz., commercial vehicle financing business, consumer finance, life and general
insurance, stock broking, chit funds and distribution of financial products such as life and
general insurance products and units of mutual funds. Apart from these financial services, the
group is also present in non-financial services business such as property development,
engineering projects and information technology.

STFC was set up with the objective of offering the common man a host of products and
services that would be helpful to him on his path to prosperity. Over the decades, the
company has achieved significant success in reaching this objective, and has created a
tremendous sense of loyalty amongst its customers.

Operational efficiency, integrity and a strong focus on catering to the needs of the common
man by offering him high quality and cost-effective products & services are the values driving
STFC. These core values are deep-rooted within the organization and have been strongly
adhered to over the decades.

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 Contents

 INTRODUCTION
 STATEMENT OF PHILOSOPHY
 ORGANIZATIONAL STRUCTURE
 DEPARTMENT STRUCTURE
 CURRENT PORTFOLIO
 PROCESS AND POLICIES
 ATTENDANCE AND PUNCTUALITY
 LEAVE AND TRAVEL ALLOWANCE
 RELOCATION POLICY
 COMPENSATION
 PERFORMANCE EVALUATION
 CONFIRMATION POLICY
 REIMBURSEMENT
 PERSONAL LOAN
 EMPLOYEE LOAN FACILITY- INDIAN BANK ARRANGEMENT
 TRAVEL POLICIES
 EMPLOYEES DUTIES & RESPONSIBILITIES
 SEXUAL HARASSMENT POLICY
 IT SECURITY
 STATUTORY BENEFITS
 EMPLOYEE BENEFITS
 EMPLOYEE GROUP PERSONAL ACCIDENT POLICY
 SHRIRAM LIFE INSURANCE POLICY – JANASURAKSHA
 MEDICLAIM
 EDLI BENEFITS
 PENSION SCHEME BENEFITS
 CODE OF CONDUCT
 DISCIPLINARY RULES & PROCEEDINGS
 ONLINE PORTALS
 MOBILE APPLICATION BASED SERVICES - MNOVA
 EXIT POLICIES
 DISPUTE RESOLUTION

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INTRODUCTION:

It is our privilege to welcome you to Shriram Transport Finance Company Limited (STFC). We
wish you every success in your new job, and we hope that you quickly feel at home. This
Handbook was developed to describe some of the expectations we have for all of our
employees and what you can expect from us. We hope that your experience here will be
challenging, enjoyable, and rewarding. Again, Welcome!

The Employee Handbook (“Handbook”) is a compilation of personnel policies, practices and

procedures currently in effect at Shriram Transport Finance Company Limited (STFC).

The Handbook is not a contract. This Handbook does not create a contract, express or
implied, guaranteeing you any specific term of employment, nor does it obligate you to
continue your employment for a specific period of time. The purpose of the Handbook is
simply to provide you with a convenient explanation of present policies and practices at STFC.
This Handbook is an overview or a guideline. It cannot cover every matter that might arise in
the workplace. For this reason, specific questions regarding the applicability of a particular
policy or practice should be addressed to the Human Resources Department.

The Company reserves the right to modify any of our policies and procedures, including those
covered in this Handbook, at any time. We will seek to notify you of such changes by email
and other appropriate means. However, such a notice is not required for changes to be
effective.

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STATEMENT OF PHILOSOPHY:

Shriram Transport Finance Company Limited wishes to maintain a work environment that
fosters personal and professional growth for all employees. Maintaining such an environment
is the responsibility of every staff person. Because of their role, managers and supervisors
have the additional responsibility to lead in a manner which fosters an environment of respect
for each person.

It is the responsibility of all staff to:

 Foster cooperation and communication among each other

 Treat each other in a fair manner, with dignity and respect
 Promote harmony and teamwork in all relationships
 Strive for mutual understanding of standards for performance expectations, and
communicate routinely to reinforce that understanding
 Encourage and consider opinions of other employees or members, and invite their
participation in decisions that affect their work and their careers
 Encourage growth and development of employees by helping them achieve their
personal goals at STFC and beyond
 Seek to avoid workplace conflict, and if it occurs, respond fairly and quickly to provide
the means to resolve it
 Administer all policies equitably and fairly, recognizing that jobs are different but each
is important; that individual performance should be recognized and measured against
predetermined standards; and that each employee has the right to fair treatment
 Recognize that employees in their personal lives may experience crisis and show
compassion and understanding

Vision:

STFC prides itself on a perfect understanding of the customer. Each product or service is
tailor-made to perfectly suit customer needs. It is this guiding philosophy of putting people
first that has brought the company closer to the grassroots, and made it the preferred choice
for all the truck financing requirements amongst customers.

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 ORGANIZATIONAL STRUCTURE:

BOARD OF DIRECTORS

MANAGING DIRECTOR

BUSINESS TECHNOLOGY FINANCE INVESTOR

OPERATIONS-ZBHs RELATION

COMPANY SECRETARY BUSINESS PROCESS A/C & ADMIN HR & TRAINING

BOARD OF DIRECTORS:

 Mr. S. Lakshminarayanan (Chairman)

 Mr. Umesh Govind Revankar (Managing Director & CEO)
 Mr. Sumati Prasad M.Bafna
 Mr. Puneet Bhatia
 Mr. Pradeep Kumar Panja
 Mrs. Kishori Udeshi
 Mr. Gerrit Lodewyk Van Heerde
 Mr. S.Sridhar
 Mr. D.V. Ravi

Managing Director:

Mr. Umesh Govind Revankar.

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 Key Managerial Personnel:

 Mr. S. Sunder(Executive Director - Accounts And Admin)

 Mr. Parag Sharma(Executive Director And CFO)
 Mr. Vivek Achwal(Senior Vice President & Company Secretary)
 Mr. S.K.Mundra(Senior Vice President-Investor Relations)
 Mr. U.Balasundar Rao(Executive Director -Business Processing )
 Mr. A Ganesh (Senior Vice President-HR & Training)
 Mr. Gayadhar Behera(Vice President – Technology)
 Mr. Hardeep Singh Tur(Executive Director & CRO- Risk Management)
 Mr. Sridharan P(Executive Director And CEO-Chennai Zone)
 Mr. Sudharshan B Holla(Executive Director And CEO-Bangalore Zone)
 Mr. Mohammed Iqbal Abbasi(Executive Director And CEO-Lucknow Zone)
 Mr. Hamza Ali(Executive Director - Hyderabad Zone)
 Mr. Sanjeev Kumar Sinha(President- Delhi Zone)
 Mr. B M Patil(President- Pune Zone)
 Mr. Nilesh S Odedara(Executive Director -Ahmedabad Zone)
 Mr. Sujoy Bhatta(Vice President-Kolkata Zone)
 Mr. Farhat Iqbal(President- East Central Zone)
 Mr. Praveen Kumar(General Manager- Chandigarh Zone)
 Mr. Sanjaysingh Bhadoria (Deputy General Manager- Raipur Zone)
 Mr. Sachin Singh Shekhawat(Assistant General Manager- Indore Zone)

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 DEPARTMENT STRUCTURE:

OPERATIONS COMMERCIAL

ZBH NATIONAL HEADS

HO

RBH ZONAL HEAD

COMMERCIAL

REGIONAL COORDINATOR-
REGIONAL COORDINATORS- REGIONAL
(BUSINESS/VEHICLE LOAN) BUSINESS SUPPORT TEAM
COLLECTION HEAD

BH BTL

CSE
RE’S BCH’S CRE

ACRONYMS:

BTL: Branch Team Leader

BH: Branch Head

CSE: Customer Service Executive

CRE: Customer Relationship Executive

BCH: Branch Collection Head

NH: National Head

RE: Relationship Executives

RBH: Regional Business Head

ZBH: Zonal Business Head

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CURRENT PORTFOLIO: AS ON 31st March 2019

Asset Under Management: 31st March 2019 INR. 1,04,482.29 Crores

Total no of Customers: 31st March 2019 20.3 Lakhs +

Total no of Employees as on 31st March 2019 26, 630

Zonal Offices as on 31st March 2019 12

Regional Offices as on 31st March 2019 112

Branches as on 31st March 2019 1545

Rural Centers as on 31st h

March 2019 838

PROCESS AND POLICIES:

People Centric Organization:

We at SHRIRAM believe that “PEOPLE” are the most important resource in our organization. Effective
employees contribute to the effectiveness of the organization. Human Resources Development at
SHRIRAM is a continuous process to ensure ongoing development of employee skills, dynamism,
motivation and effectiveness in a systematic and planned manner.

To facilitate the above process, means such as Training and Development, Incentives, Rewards &
Recognition are adopted.

Equal Employment Opportunity:

STFC is an equal opportunity employer and employs to all individuals without regard to race, religion,
color, sex (including pregnancy, sexual orientation and gender identity), national origin, disability, age,
genetic information, or any other status protected under applicable state, or local laws. Our policy
reflects and affirms the Company’s commitment to the principles of fair employment and the
elimination of all discriminatory practices.

Recruitment and Hiring:

The Company’s primary goal when recruiting new employees is to fill vacancies with persons who have
the best available skills, abilities or experience needed to perform the work. Decisions regarding the
recruitment, selection and placement of employees are made on the basis of job-related criteria.

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 When positions become available, qualified current employees are encouraged and are welcome to
apply for the position. As openings occur, notices relating general information about the position are
posted. The manager of the department with the opening will arrange interviews with employees who
apply.

We encourage current employees to recruit new talent for our Company.

Selection:
The mode of selection of Personnel shall be as per the current practice of written/online test, HR
Screening, Final Interview.

During an Interview the candidate is evaluated based on his/her family background, personality, job
knowledge, leadership qualities, potentialities etc. An Interview evaluation form has been developed
and the members in the interview panel are advised to duly fill after assessing the candidate.

Selection of General Manager and above is through Interview Panel comprising of Key Managerial
Personnel.

Onboarding:
An employee has to undergo some formalities after the successful joining:

1. Orientation - All new employees of STFC will receive an orientation session which will encompass
an overview of general policies, procedures and operations.
This will also provide employees, new to either a position or STFC, an opportunity to learn the
performance expectations management has with regard to the position in question.
They will be given a copy of the Employee Handbook and will be expected to learn its contents.
They will also make aware of policies such as, Code of Ethics, and asked to sign off on their
adherence to same.
2. Training - In addition, the Company may periodically offer additional training or educational
programs. Some programs may be voluntary, while others will be required.
3. Appointment Letter – All the details about Place of Posting, Reporting Authority, Terms &
Conditions of Employment & Remuneration details.
4. Employee Code – A unique 5 digit numeric identification code is provided to Employee for all
official communications.
5. Identity Card – ID card contains all the information related to Employee’s Name, Joining Date,
Blood Group & Communication Address. It authenticates the person to be a part of Shriram
Transport Finance Company Limited.
6. Employee Official Email ID – All the official correspondence has to be done via official Email ID. It
has to be used for all the conversations of the responsibilities assigned to the employee.

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 7. HRMS Portal – All information about company circulars, policy documents, employee information
related to Pay Slips and other details. It also contains the circulars released by top management for
all the employees.

Training and Development:

The growth of SHRIRAM depends on the success and performance of its employees. For this reason,
SHRIRAM offers a variety of training programs to all employees of various categories on timely basis. In
order to maintain job standards, on rotation basis training is provided to each and every employee.
The training is conducted at various levels and to name a few programs conducted in-house are as
follows:
 Induction Training
 Refresher Training
 On the Job Training.
 Managerial Effectiveness.
 Product Training
 IT Training
 Other Need based training programs

During the above training programs, performance of each and every Trainee is evaluated and
counseling etc. is provided for non-performers in the Program.

How Induction training helps an Employee?

Induction Training program is designed with an aim to provide and understanding of the organization
and its goal, also the individual responsibilities to the entire newly joined employees. It also provides a
total walkthrough regarding process, product, policies and practices of the Organization.

It is conducted in small Batches at our state of art training centers that facilitates the new comers to
undergo through audio Visual training sessions especially designed by our In- house Trainers &
Industry experts.

It also helps the new comers to quickly grab on to the job.

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Every newly joined employee has to attend Induction Training compulsory.

Inductions training cover the following:

 About company.
 Products & Processes.
 Credit Policies & Functionalities.
 Roles & Responsibilities.
On the last day of training assessment test is conducted and top 3 scorers are awarded.

After successful completion of training new joined employees have to report at their respective place
of Posting as mentioned in the offer letters and connect to the Branch Managers / Branch Team
Leaders to understand their Job responsibilities.

Career Development:

It’s an endeavor of the Company management to provide all its employees with the opportunity for
personal growth and progress.
The Company provides all employees with growth and development opportunities:

 All career progression opportunities will be contingent upon the existing vacancies but it will
not be binding on the Company to promote an employee.
 All matters with respect to promotions and career progression will be the responsibility of the
Company management.

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ATTENDANCE AND PUNCTUALITY:

It is important for you to report to work on time and to avoid unnecessary absences.

Once the candidate joins and reports at their place of posting he/she needs to meet the respective
Manager’s to get them registered in Biometric Machine or Attendance Register.

 Attendance should be recorded by all the employees on daily basis failing which may lead to
loss of pay.
 Attendance are recorded in three methods:
a. Biometric Device
b. Attendance Register
c. M-Nova Application for PE Diaries

 After receiving the employee code, employee enrolls their finger print in Biometric device. If
any employee facing difficulty in recording their attendance in Biometric, he/she should
immediately contact respective Manager for the same

Leave Policies:

 All leave shall be granted at the convenience of the Management who shall have full discretion
to refuse or curtail leave as and when the exigencies of the company’s work may require.
 An employee habitually absenting without leave for more than 7 consecutive days or overstays
sanctioned leave without sufficient grounds or proper sanction or satisfactory explanation,
shall render himself liable to disciplinary action, including termination of service.
 Leave cannot be enjoyed unless it is due and is sanctioned by a proper approving authority.
 If there is no casual leave & privilege leave to the credit of the employee, the company shall
consider at its sole discretion, granting loss of pay.
 Off-days and holidays falling during the period of leave shall be considered as a part of casual
leave or privilege leave.

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 CASUAL LEAVE PRIVILEGE LEAVE

Days: 12 CL per year – 1 day per month Days: 24 PL per Year – 2 days per month

All confirmed employees those who have put in

All employees are eligible for casual leave of
continuous service of more than 240 days are
only ONE DAY per month. Calculation of CL is
entitled for privilege leave of previous calendar
based on priority basis.
year

Casual leave earned during the calendar year Privilege leave earned during the calendar year will
will be credited to an employee’s account at the be credited to an employee’s account at the
beginning of the following month. beginning of the following calendar year.

Privilege leave is cumulative for the previous

Casual leave is cumulative for the year.
calendar year.

Casual leave cannot be availed without prior

Privilege leave cannot be availed without prior
sanction but except for emergency with
sanction.
sufficient explanation.

An employee shall be permitted to accumulate

A maximum of 12 Casual leaves will be carried privilege leave up to 72 days. PL accumulation in
forward to the next year. excess of 72 days can be en-cashed on employee’s
request.

Encashment calculation shall be on Basic salary

Casual Leave cannot be en-cashed it gets lapsed.
only.

Leave Approval:

 Employees need to take prior approval from their Functional/Admin Reporting Head before
going for a leave.
 Not approved leaves will be marked as “Absent”.
 If an employee is applying leave for less than three days, admin reporting needs to approve it.
 If an employee is applying leave for more than three days, admin and functional reporting
needs to approve it.

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 Admin
Employee HO
Reporting

Admin & Functional

Employee HO
Reporting

Late Arrival:

Employees are expected to arrive at work and for meetings on time. If an employee anticipates late
arrival he/she must inform the immediate manager (or a colleague in case the immediate manager is
not available) in advance to allow for schedule changes and to handle coverage of working hours.

Repeat challenges with late arrivals will be recorded as misconduct in the employee’s file. All
employees working with customers must ensure that all meeting commitments are met on time.
Lapses in punctuality will not be acceptable.

LEAVE AND TRAVEL ALLOWANCE:

LTA Eligibility:

 Employee should be eligible for LTA claim.

 Employee has to take 4 days continuous leave for claiming LTA.
 Regional team should verify the attendance of an employee before sending the LTA form to
HO.
 LTA can be claimed in two blocks commencing from January 2018 to December 2019 and
January 2020 to December 2021.
 Employees eligible for LTA can submit their LTA Claim on completion of one year from the
respective block commencement date.
 Current slab period 2018 – 2021 ( 4 years )
 20th of each month will be the cutoff date for LTA form submission.

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RELOCATION POLICY

To define the procedure, entitlements & guidelines for assistance in relocation to transferred employees. This
policy is applicable to all employees from the grade of OP4, COM6 and above and Company Initiated Transfers.

Eligibility Criteria:

SL.NO DESCRIPTION ELIGIBILITY

1 Travel Expenses to New Location for Self and  As per the Travel Reimbursement Rules
Family
2 Transport of Household Goods  Cost of Transportation incurred

3 Transit Accommodation at New Location  Guest House Accommodation or

4 Assistance for Accommodation at New Location
reimbursement of Boarding & Lodging
Expenses as per Travel Reimbursement Rules
for a maximum period of 7 days.
 Eligible for reimbursement of conveyance
expenses from office of place of stay and
back as per the policy on local conveyance
 Not eligible for reimbursement of incidental
expenses
 Loan for Security Deposit for Self-Leased
Accommodation equivalent to 6 months
Basic or Actual Deposit whichever is less
with interest @12% p.a. recoverable in 12
equal monthly installments

5 Other Incidental Expenses like School  In case of Necessity, ZBH may recommend
arrangements an adhoc Incentive not exceeding Rs.50000
which shall be adjusted against Annual
Incentive to meet such expenses

Relocation Leave:

Employees shall be eligible for relocation leave of 7 days for attending to various activities associated with
relocation viz. gas connection, ration card, school admission etc

Fare Reimbursement for Scouting Trip:

Employees shall be eligible for one scouting trip for admission of wards to school at the new location covering
self, spouse and school going children as per the travel reimbursement rules.

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Claiming Reimbursements:

 The employee shall book tickets and claim travel expenses as per travel reimbursement rules.
 The employee, if staying in a hotel shall claim reimbursements by submitting all relevant bills for
lodging and boarding as per travel reimbursement rules
 The employee shall have to obtain 3 quotes from packers and movers and take prior approval of Zonal
Business Head and later submit their claim for reimbursement with bills
 The employee shall furnish a copy of lease agreement to avail the loan in respect of security deposit.

Salary:

On Company Initiated Transfers, if employees move from Higher Grade City Locations to Lower Grade City
Locations, Salary being drawn at Higher Grade City Location shall be maintained in case of no change in
designation/grade.

Guidelines:

Wherever the employee tenders resignation before completion of one year from the date of joining, the
expenses reimbursed to him towards his shifting and transportation of household goods would be recovered
from the employee.

Exceptions:

Any exceptions to this policy will require the approval of Managing Director or official nominated by him.

Definitions:

Family: Self, Spouse, Dependent Parents and children below 25 years

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COMPENSATION:

Salary Administration:

All employees will be paid their salary on a monthly basis on the last working day of the month.

 The salary for the first month will be paid via Cheque. For new salary account, employees have
to submit the bonafide certificate from their respective reporting heads, either to HDFC Bank
or AXIS Bank.
 Any Employee who wants to continue with their existing Salary account has to submit one
Cancelled Cheque to their respective reporting authority.

Salary Payment Cycle:

The Company believes in paying equitable salary to its employees commensurate with their skill,
experience knowledge, responsibility, performance etc. based on industry standards.

 Salary payment cycle is counted from 21st of previous month to 20th of current month.
 Salary will be counted for the current month only.
 Rest 10 days will be the grace pay will be paid by employer and if any leave/absent in the
particular period then deduction/adjusted in the next month salary.

PERFORMANCE EVALUATION:

The process of performance evaluation provides a systematic approach for communicating goals,
expectations and objectives to each employee as well as documenting individual performance.

The process of performance evaluation is covered in three steps:

1. Goal Setting:

The supervisor and employee discuss and set performance expectations for the assessment period and
sign off individual performance contracts.

2. Performance Review:

Performance review is conducted periodically (semiannually) to assess individual performance and to

take necessary action to remove bottlenecks and to provide suggestions for improvement. The
outcome of this review would result in the identification of training needs, rewards and recognition
and career development.

3. Performance Appraisal:

Performance Appraisal is done based on careful consideration of employee performance for the
assessment period.

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CONFIRMATION POLICY:

What is Confirmation of services?

Confirmation of services is the process by which all the new joiners/employees are absorbed as
permanent employees in the company.

Process:

 On successful completion of Training & Probation period, employees will be given

confirmation of services.
 Training & Probation period will be 6 months for all employees and 1 year for Trainee Junior
Relationship Executives; Trainee Relationship Executives and Management Trainees.
 Review Assessment is conducted for all the new employees at quarterly basis, where the
reviewer evaluates their performances.
 Operation Team Executives will be eligible for review after 3 months from the date of joining.
 Back Office Executives will be eligible for review only after 6 months from the date of joining.
 Quarterly Review Assessment is scheduled to check their learning and performance.
o Review Assessment 1- To check employee knowledge progress.
o Review Assessment 2 - Confirmation/Extension.
 Before review employee need to complete Questionaries’ in the HRMS portal.
o Operation Self-Assessment 1 & 2 Form.
o Commercial Self-Assessment Form.
 Reviewers’ remarks will be recorded in HRMS PORTAL and accordingly confirmation/ extension
is processed.

Performance Not Satisfactory:

In case if performance is not satisfactory then Training/Probation period will be extended for 3
months.

And in case they fail to improve within one year from date of joining, process of separation may be
initiated.

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REIMBURSEMENT:

Reimbursements of employees are done monthly in their Salary Account.

Vehicle Reimbursement:

 Vehicle allowances for updation of two wheeler - RC / Insurance / Driving License are
mandatory.
 RC should be on employee name. If it is not on employee’s name functional head will
verify that such non ownership vehicle are used by employee for business purpose.
 Learner license is acceptable but employee has to submit his standard / permanent
license after getting it from RTO.
 Government receipt for learner license form submission is also acceptable.
 New Vehicle, B extract is acceptable instead of RC book. After getting it from RTO
employee has to submit to HR.

Car Allowance:

 Car allowance updation Car RC / Insurance / Driving license are required.

 Car RC should be in employee name or should be in the name of spouse only.
 Learner license is acceptable but employee has to submit his standard / permanent
license after getting it from RTO.
 Government receipt for learner license form submission is also acceptable.
 For New Vehicle, B extract is actable instead RC book. After getting it from RTO
employee has to submit to HR.

Petrol Policy:

Eligibility for TWO Wheeler petrol policies will be determined as mentioned in the offer letter
of the employee. Amount shall be credited to their salary account on monthly basis. No
submission of bills is required. Personnel Department shall collect a declaration from the
concerned employees mentioning that the said amount is being used for official purposes.

Telephone Reimbursement (Operations):

Amount as per the below table & as per the following rules shall be reimbursed to their salary
account on monthly basis.

No submission of bills is required. Declaration to that effect shall be obtained from the
concerned employee on the usage of such amounts for business purpose.

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 1. SR. RE'S /SR. CRD. EXE / EXECUTIVE – LEGAL INR 1000

2. R.E. /C.E./ JR. R.E. / JR. C.E. INR 750

Employees with the roles other than those mentioned above shall continue to get their
reimbursements as per the above limit on submission of bills.

Please note that maximum of two telephone numbers will only be entertained for such claims.

PERSONAL LOAN:

Eligibility:

 Employees who are confirmed and have completed one year of Service can be given a Personal
Loan repayable in equated month installment of 12/24 months @ 13.25% interest rate
(reducing balance).
 Show cause / Legal cases / Resigned / Notice period serving employees are not eligible for
personal loan.
 Loan will be calculated on Monthly gross salary and maximum eligibility for loan is equal to 3
Months gross salary.
 Eligibility of Loan amount will also depend upon tenure. Calculation for the same mentioned
below:
a) After 1 year service – 1 month gross salary.
b) After 2 year service- 2 month gross salary.
c) After 3 year service – 3 month gross salary.

Primary Checking:

 Employee cannot avail any fresh loan if already previous loan is outstanding.
 Loan request mail should come from employee side.
 Loan tenure / EMI details should be mentioned in that mail
 Necessary approval should be attached.
 Employee’s request and his eligibility should be cross verified.
 DPN should be filled properly and with guarantor details. (full address and contact no)
 Employee signature on DPN is mandatory.

Mandatory Documents:

 Email of employee for Personal Loan.

 Approval email copy of Reporting Authority.
 Filled DPN and Cheque.

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EMPLOYEE LOAN FACILITY- INDIAN BANK ARRANGEMENT:

Shriram Transport Finance Company Limited have a tie-up with Indian Bank to provide personal loan
facility to its employees who wish to avail the opportunity.

Eligibility:

 Maximum Loan amount has been increased to 10 months of Gross Monthly Salary subject to a
maximum of 10 Lacs.
 Interest rate will be 11% PA for 36 months and 11.25% PA for 60 months
 Other charges and process with respect to Loan sanction remains same.

How To Apply: (PROCESS)

 Employees have to send an email to reporting authority requesting for loan. Eligibility will be
informed to the concerned by Regional HR team.
 Approvals are mandatory for loan processing; Loan should be approved from the reporting
authorities like Functional Reporting, Admin reporting.
 Employees have to submit the set of forms duly filled in to HR.
 HR has to verify the data submitted and recommend and forward the application to branch on
Indian Bank at Vile Parle (Mumbai).
 Bank will verify CIBIL and eligibility as per scheme.
 Status of the application will be informed to HR and Employee.
 If the loan is not sanctioned, application will be sent to HR.
 If the loan is sanctioned, sanction ticket will be sent to Employee and HR.
 Loan will be released and transferred to employee A/c by Vile Parle branch on Indian Bank.

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TRAVEL POLICIES:

The Travel Policy is to cover all business related tours with prior approval for appropriate authority.

Domestic Travel:

All employees are eligible for Domestic Travel based on the requirements. The Domestic Travel means
travelling within the place of work/city

The employees can make their own arrangements for lodging and boarding. The Mode and class of
travel has been detailed give below.

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EMPLOYEES DUTIES & RESPONSIBILITIES:

The responsibility for maintaining the Company’s reputation for integrity and compliance rests in large
measure on associates who guide its operations and others in particularly sensitive positions.

Employee must acknowledge that he/she has read and understand this Employee Code of Business
Conduct and Ethics.

Conflict of Interest:

Company policy prohibits conflicts of interest. A “conflict of interest” occurs when private interest
interferes in any way with the interests of Company. In addition to avoiding conflicts of interest,
employee should also avoid even the appearance of a conflict.

Corporate Opportunities:

Employee owes a duty to Company to advance its legitimate interests. Employees are prohibited from
competing with the Company and from using corporate property, information or position for personal
opportunities or gain.

Outside Activities:

Employee may not serve as a Director, Officer, Trustee, and Partner or in any other principal position
of another for-profit or publicly held organization or company without the prior approval of Company’s
Chief Executive Officer (or a designee). Employee should obtain approval from Company’s Chief
Executive Officer (or a designee) before agreeing to serve on the board or in a principal position of a
trade or professional association or of a non-profit organization. In any event, these outside activities
must not impact in any way your daily job responsibilities in your current position.

Second Job:

Unless the Company otherwise consents in its sole discretion, employee will devote the entire
resources and full and undivided attention exclusively to the business of the Company during the term
of employment with the Company and shall not accept any other employment or engagement
(honorary or otherwise).

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SEXUAL HARASSMENT POLICY:

SHRIRAM TRANSPORT FINANCE COMPANY LIMITED is an equal employment opportunity

organization and is committed to creating a healthy working environment that enables women
employees to work without fear of prejudice, gender bias or sexual harassment.

Company also believes that women employees have the right to be treated with dignity. Sexual
harassment of women at the work place is grave offence and is therefore, punishable.

Scope And Effective Date:

The Policy is framed to provide protection against sexual harassment of women at workplace and is
deemed to be incorporated in the service conditions of all employees. It is implemented by immediate
effect.

Sexual harassment would mean and include any one or more of the following:

 Unwelcome acts or behavior (whether directly or by implication)-

 Physical contact and advances; or
 A demand or requests for sexual favors; or
 Making sexually colored remarks: or
 Showing pornography; or
 Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

Sexual harassment and other discriminatory harassment are illegal and violate Company policies.
Actions or words of a sexual nature that harass or intimidate others are prohibited. Similarly, actions
or words that harass or intimidate based on race, color, religion, gender, sexual orientation, age,
national origin, disability, covered veteran status, marital status or any other unlawful basis are also
prohibited.

“Employee” means a person employed by the company at a work-place for any work, on regular,
temporary, adhoc or daily wage basis, either directly or through a contractor or sub-contractor,
whether for remuneration or not, or working on a voluntary basis or otherwise, whether the terms of
employment are expressed or implied and includes a co-worker, a contract worker, probationer,
trainee, apprentice or called by any other such name.

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IT SECURITY:

Acceptable Usage Policy:

1. Purpose:

The IT Security policy establishes acceptable use of IT Assets and Services in the organization according
to its business requirement, lawful behavior, trust, integrity and in accordance with local laws, ethics
and culture. Acceptable usage is an important requirement to prevent the system from being
compromised.

2. Applicability:

The policy is applicable to all employees, contractors, part-time and temporary workers, service
providers, and those employed by others to perform work on Shriram Transport’s premises and who
have been granted access to Shriram Transport’s information or systems.

3. Policy Statement:

All the IT assets and services provided by Shriram Transport are for carrying out business operations.
Users shall ensure that information resources are used safely and its usage do not disrupt business
operations and bring disrepute to the organization. Acceptable usage applies to proper care and
maintenance of assets and following the security requirement as laid down in this policy. Users shall
ensure that appropriate controls that are enforced by the organization for preventing infections
through malicious codes are followed. Users shall restrict from copying information to their personal e-
mail ids. User account and passwords for systems or services shall not be shared with anyone under
any condition. All systems shall be kept secure by installing the latest security patches.

3.1. Clear Desk and Clear Screen Policy:

All employees shall adopt a clear desk and clear screen policy. The following principles are to be
followed as part of clear desk and clear screen policy:

 Vouchers, invoices and other paper documents are to be stored on a file cabinet and shall be
locked while going for the day.
 Desktop screens shall be kept as uncluttered as possible.
 Work area shall be kept tidy and no sensitive documents shall be left unattended.
 Documents containing sensitive or classified information shall be removed immediately after
use from scanners and photocopiers.

3.2. Workstation Usage:

The guidelines are applicable to desktops and laptops given by the organization to end users.

 Any changes in hardware or software shall be done by the IT Department. The end user shall
request for changes to the IT Department through the Helpdesk.
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  Users shall terminate active sessions when they have finished their purpose of connectivity
e.g. Logging out from the account after operations. Users shall adopt formal log-off procedures
instead of just switching off the PC screen or terminal.
 Users shall keep their equipment clean and free from dust.
 Users of laptop should prevent damages to the laptop due to inappropriate handling of laptop.
 During travel, care should be taken that laptops are not to be packed in checked in baggage.
The user shall ensure that the laptop is always under his supervision and never left
unattended.
 If user believes that some data has been modified or deleted from his system then it means
that his system is being compromised. The end user shall immediately inform the IT
Department about the same.
 If any user finds that his desktop has changed and any files are missing in his system, he shall
immediately contact the IT Department and report it as an incident.
 The users shall not disassemble the workstation for making any hardware modifications.

3.3. Printer Usage:

 Printers shall be used for printing documents for business requirements only. Any other usage
apart from that is strictly restricted.
 Users printing documents shall ensure that they collect it personally from the printers and not
designate others to collect it from the printers.
 Printed documents shall not be left to accumulate in the machine. Stringent care should be
taken to ensure that any document that was printed by mistake, or has an error is destroyed.
It shall not be used for any other purpose.

3.4. Email Usage:

 The users shall use their corporate e-mail account to communicate with external parties and
not through their personal e-mail accounts.
 E-Mail sent by the employees should not contain any defamatory, offensive, racist or obscene
remarks. E-Mail messages sent shall not be used to harass or intimidate people.
 Corporate e-mail account shall not be used to send chain mails, for political reasons, personal
amusement and entertainment.
 Continuous receipt of spam e-mails or any mail that the user feels is not suitable; he / she
should immediately inform it to IT Department.
 All e-mails sent shall have a disclaimer. The disclaimer is approved by the management and the
sender shall not modify the content of the disclaimer.
 Users are prohibited from forwarding e-mail that come to their mail box to their personal e-
mail id. It is a serious violation of corporate security and appropriate action will be taken on
the offenders.

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 3.5. Internet Usage:
 Users shall not use the internet facility to carry out malicious activity such as hacking,
eavesdropping, cracking, unauthorized scanning, Denial of Service (DOS), Distributed Denial of
Service (DDOS) etc., against internal and external network or users connected to such
networks.
 Users shall not violate copyrights by downloading and distributing copyrighted material.
 Usage of internet for carrying illegal activities such as gambling, accessing obscene material,
identity theft etc is strictly prohibited and may lead to disciplinary action leading to
termination and / or legal action.
 Opinion about the organization posted on any websites needs proper authorization from the
top management.
 End users shall not use the internet facility to download entertainment software, music, videos
and games or play games over the internet. Apart from unnecessary wastage of bandwidth,
these files may contain malicious codes.
 Usage of approved chat software for carrying out business communications among employees
is permitted. Usage of unapproved chatting tools and instant messengers are strictly
prohibited within the organization.

If the user comes across any abnormal situation while using the internet, he is requested to
contact the IT Department immediately and not take any action on his own.

4. Enforcement:
• Violations of these policies may be grounds for serious disciplinary action, by management.
• The policy shall take effect from the date an employee joins Shriram Transport. In case of
existing employees, this policy comes into force and is applicable to all employees from the date
this is signed off as the authoritative company policy on control of access privileges.

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STATUTORY BENEFITS:

EMPLOYEE PROVIDENT FUND:

All employees will be covered under this scheme but the contribution are payable on maximum wage
ceiling of INR.15, 000/- pm by employee and employer. The declaration forms shall be sent to every
office along with the necessary guidance to fill the same.

The filled forms shall be submitted to the Human Resource Department and they in return shall
forward the same to the Provident Fund Office. The maximum limit of PF contribution will be INR.
1800/- (12% of 15,000 basic ceiling)

Benefits of EPF:

BENEFITS:

A member of the provident fund can withdraw full amount at the credit in the fund on retirement
from service after attaining the age of 58 year. Full amount in provident fund can also be withdrawn by
the member under the following circumstance:

 A member who has not attained the age of 55 year at the time of termination of service.
 A member is retired on account of permanent and total disablement due to bodily or mental
infirmity.
 On migration from India for permanent settlement abroad or for taking employment abroad.
 In the case of mass or individual retrenchment.

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 ESIC (EMPLOYEE STATE INSURANCE SCHEME):

Employees drawing salary of INR.21, 000/- and below shall be covered under this scheme. Necessary
declaration forms shall be sent to each and every STFC/office/Regional Office along with the necessary
guidance to fill the same. The filled forms shall be submitted to the concerned Regional Office in order
that the employees covered under this scheme shall be getting the necessary benefit.

EMPLOYER: 4.75% of gross salary EMPLOYEE: 1.75% of gross salary

ELIGIBILITY:

Employees whose gross pay is less than or equal to INR.21, 000/-

ESIC CALCULATION:

If Gross Salary = INR. 14, 250/- :

Employee contribution = 14250*1.75% = INR. 249 PM

Employer Contribution = 14250*4.75% = INR. 677 PM

NOTE: In case salary increases more than INR 21,000 during employment, the contributions will
continue till September/March of prevailing year and benefits can be claimed during this period.

ESIC ENROLLMENT:

 Employees will receive the mail from statutory department regarding ESIC Insurance number
after joining the company.
 If employees are having Old ESIC number, they will be given the TIC (Temporary ESIC card) and
if not, the following format for data of New ESIC number and TIC generation is required.
 Email is to send to employees for TIC.
 Please affix your family photograph in Temporary Identity Certificate enclosed herewith and
get the same attested via your head and attend the photo session at respective ESIC branch as
mentioned in the form get attested by the ESIC branch manager.
 Also, kindly get registered at ESIC covered dispensary, so as to proceed for the treatment.
 Aadhaar card verification process: Email of PDF is send to employees for all family members. If
the employees haven’t enabled Biometric, Aadhaar card verified employees will be getting the
benefits.

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 FAMILY DETAILS
EMP EMP RESIDENTAIL FAMILY AADHAR
CODE NAME ADDRESS DATE OF BIRTH NOMINEE DISPENSARY
RELATION MEMBERS CARD
(DD/MM/YYYY) Y/N NAME
NAME NUMBER

BENEFITS UNDER THE ACT:

Sickness Benefit:

 Insured employees are entitled to receive the sickness benefits, for the period of his sickness,
as the daily “standard benefit rate”. Minimum 78 days of the corresponding contribution is a
must.
 Benefit is not available for the first 2 days of sickness. Maximum period for benefit is 91 days
in one year.

Standard Benefit Rate:

 The daily rate at which sickness benefit is payable to an insured employee during the period of
his sickness.
 Lowest rate is INR 14/- and Highest rate is INR 195/-

MATERNITY BENEFITS:

Conditions for eligibility of benefits:

 Ten weeks before the date of her expected delivery, she may ask the employer to give her light
work for a month. At that time she should produce a certificate that she is pregnant.
 She should give written notice to the employer about seven weeks before the date of her
delivery that she will be absent for six weeks before and after her delivery. She should also
name the person to whom payment will be made in case she cannot take it herself.
 She should take the payment for the first six weeks before she goes on leave.
 She will get payment for the six weeks after child-birth within 48 hours of giving proof that she
has had a child.

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 Leave for Miscarriage & Tubectomy Operation:

 Leave with wages at the rate of maternity benefit, for a period of six weeks immediately
following the day of her miscarriage or her medical termination of pregnancy.
 Entitled to leave with wages at the rate of maternity benefit for a period of two weeks
immediately following the day of her tubectomy operation.

Leave for Illness arising out of Pregnancy:

 A woman suffering from illness arising out of pregnancy, delivery, premature birth of child
(Miscarriage, medical termination of pregnancy or tubectomy operation) be entitled, in
addition to the period of absence allowed to her leave with wages at the rate of maternity
benefit for a maximum period of one month.

DISABLEMENT BENEFIT:

Permanent disablement, whether partial or total, as a result of an employment injury (personal injury
caused by an accident arising out of and in the course of employment).

Benefit for whole life.

DEPENDENTS’ BENEFIT:

When an insured employee dies as a result of an employment injury, his wife and children and in case
the employee does not leave behind him a widow or children, his other dependants, are entitled to
receive periodical payments.

MEDICAL BENEFIT:

Medical benefits can be availed due to Sickness of Insured employee or of a member of his family in
case medical benefits are extended to his family. The benefit can be available by the employee during
any period for which contributions are paid in respect of him or in which he can claim sickness benefit.

FUNERAL EXPENSES:

In case of death of an insured employee, the eldest surviving member of his family, and if the
employee had no family or was not living with his family at the time of his death, then the person who
actually incurs expenditure on the funeral of the employee, is entitled to receive the payment under
“funeral expenses”.

Maximum permissible amount of such payment is INR 10,000/-

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 BONUS:

Bonus is calculated @20% on basic salary subject to a maximum of INR.7000 or minimum wages
whichever is higher for the year.

GRATUITY:

Eligibility:

 An employee should be eligible for superannuation.

 An employee resigns after working for 5 years with a single employer.
 An employee passes away or suffers disability due to illness or accident.
 An employee retires.

Calculation:

 N = number of years of service in a company

 B = last drawn basic salary plus DA
 Then Gratuity = N*B*15/26
Example:

If Amit is an engineer who has worked with STFC for 20 years of service and had INR.25, 000 as his last
drawn basic plus DA amount, then:

Gratuity Amount for Amit = 20*25,000*15/26 = INR. 2, 88,461.54

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EMPLOYEE BENEFITS:

NATIONAL PENSION SCHEME:

National Pension scheme (NPS) is pension scheme introduced by Government of India and is
regulated by pension fund regulatory and development authority (PFRDA). PFRDA is an autonomous
body set up by the Government of India, ministry of finance to promote old age income security. NPS
is useful retirement planning tool and also good tax planning investment opportunity. NPS corporate
Model is specially designed for workforce employed in corporate sector.

Benefits of NPS:

The silent features of NPS Corporate model are as follow:

 Government Regulated: NPS is government regulated pension scheme with complete

transparency.
 Tax Benefits: Contribution up to 10% of employee’s annual salary (Basic + DA) is exempt from
income tax under section 80CCD of the income tax act 1968. Further contribution towards
VNPS up to maximum limit of INR. 50, 000/- will be exempted under Section 80CCD1 (B).
 Economic: NPS is world’s lowest cost pension schemes that help maximize retirement corpus.
 Flexible: NPS offer three fund options to suit employee’s risk appetite.
 Portable: The Portability option under NPS allows an employee to carry his accumulated
corpus along with him across geographies and employment.

How does NPS Work?

Companies / employer can tie-up with point of presence, to commence the NPS Corporate scheme for
the employees.

The employer is required to deduct the contribution from employee’s salary and make payment to NPS
corporate scheme. Such contribution are aggregated by the employer and paid to the POP. The POP
then transfer the contribution to NPS trustee bank (i.e. Axis Bank), for further Investment with Pension
Fund Manager (PFM). PFM then invest these contributions in fund option chosen by employee.

Central Record Keeping Agency(CRA- NSDL) control the movement of the contribution from employer
up to the PFM and ensure that allow and employee to track the status of his Investment In NPS.

At the time of retirement vesting, the subscriber can purchase an annuity from any one of the PFRDA
empanelled annuity service providers as per his choice or selection of annuity type.

Tax Benefits:

Employer: Employee’s contribution to NPS on behalf of an employee can claimed as business expense,
as prescribed by the income tax act 1961.

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 Employee: Employee’s contribution towards an employee up to 10 of annual salary (Basic + DA) is
exempt in the hand of employee u/s 80CCD (2). This is addition to INR 1.Lakh under section 80C of the
Income tax act.

Withdrawal of NPS:

A subscriber can withdraw his / her corpus from NPS system in the following manner:

Vesting Age Maximum Lump sum Withdrawal Purchase of Life Annuity

Before 60 Year 20% 80%

At 60 years upto 70years 60% 40%

Nominee will receive 100% of fund value in case of death of subscriber. In case of nominee wishes to
continue in the NPS system, the same is also allowed.

Return on NPS:

If subscriber’s age is 25 years and he/she is investing INR. 2250/- every month for 35 years (i.e. 420
months), Then total amount invested for 420 months is 9, 45,000/-. Projected NPS return at 9 %, 10%
and 12% is given below:

No Incremental or tax benefits under NPS are considered in above assumption. Pure NPS
return.

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 Retirement Benefits:

Retirement Benefits at 60 years @ 12 % return:

Corpus Amount Permissible Withdrawal Lump Sum Annuity Annual Income for Your
i.e. 60% Amount i.e. 40% Life Time at Current
Annuity

1,44,69,659 86,81,795 57,87,864 5,41,165

EMPLOYEE GROUP PERSONAL ACCIDENT POLICY:

The nominee of an employee, on account of accidental death, is eligible for compensation as per
below table:

AGE BAND NO OF MONTHS GROSS SALARY

55 - 60 20

50 - 55 30

45 - 50 40

40 - 45 50

Upto 40 80

SHRIRAM LIFE INSURANCE POLICY – JANASURAKSHA:

COMMERCIAL OPERATIONS AMOUNT

COM1 – COM6 & COM6T OP1 – OP5 & OP4T – OP5T INR 6,00,000/-

COM7 – COM11 OP6 – OP8 & OP6T INR 8,00,000/-

COM12 OP9 – OP11 & OP 13 INR 10,00,000/-

MEDICLAIM:

All employees who are not covered under ESIC are covered under Bajaj Allianz General Insurance Co.
Ltd. An employee along with spouse & 2 children’s are covered under this scheme for an amount of 3
Lakhs. In case of hospitalization for more than 24 hrs, an employee can avail this facility.

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EDLI BENEFITS:

Employees' Deposit Linked Insurance (EDLI) Scheme:

On death of an employee, the Family Members or Nominee (whoever has the entitlement to claim
Provident Fund amount) can claim for EDLI Benefit. Amount payable is INR. 6, 02,000/-. The SLIC is the
service provider for EDLI purpose.

Change in Nomination or Name:

The member of Provident Fund shall make a declaration in Form 2, a nomination conferring the right
to receive the amount that may stand to the credit in the fund in the event of death. The member may
furnish the particulars concerning himself and his family. These particulars furnished by the member of
Provident Fund in Form 2 will help the Organization in the building up the data bank for use in event of
death of the member.

If employee wants to change his name due to some reason should send the application to PF
Commissioner with Form 2 and proof of Name change.

PENSION SCHEME BENEFITS:

Four situations when Pension can be applied for:

 On superannuation, Age 58 years or more and at least ten years of service. The member can
continue in service while receiving this pension. On attaining 58 Years of age, an EPF member
ceases to be a member of EPS automatically.
 Before superannuation Age between 50 and 58 years and at least ten years of service, the
member should not be in service.
 Death of the member while in service or Death while not in service.
 Permanent disability i.e. permanently and totally unfit for the employment which the member
was doing at the time of such disablement.

CODE OF CONDUCT:

Disciplinary action for any act of misconduct by the employees will be taken by the Human Resource
Department in consultation with the Reporting Authority / Branch Manager / Department Head.

The misconduct committed by the employees should be brought to the notice of the Human Resource
Department immediately for suitable disciplinary action.

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 For information of the employees, the following acts of omissions & commission shall amount to
misconduct and those found guilty are liable for punishment:

 Flash strikes / wilful slowdown.

 Theft of company’s property, fraud and dishonesty.
 Demanding, accepting bribes or any illegal gratification whatsoever.
 Smoking in areas where it is prohibited.
 Sexual harassment, eve – teasing, misuse of Internet / Telephone etc.
 Drunkenness, fighting or riotous or disorderly or indecent behaviour within the premises
and/or while on duty or tour etc.
 In subordination or disobedience of any kind alone or in combination with other.
 Sleeping on duty.
 Statements made on employment form/application/bio-data, which are found incorrect.
 Within the limits of the establishments, committing or inciting other to commit, breaches of
the law or rules of the company, or the commission of any other act intended to harm
interests of the company or its employees.
 Alone or in collusion with others, causing or threatening to cause mental and physical pain to
employees within the premises or while on duty.
 Distribution of propaganda leaflets or posting of notice in the premises without prior
permission of the Management.
 Collection, without the permission of the Management of any money within the premises of
the establishment except as permitted by the Management.
 Holding meetings inside the company premises without prior permission from the
Management.
 Committing any act likely to harm or endanger the company’s property.
 Engaging in or inciting others to engage in strikes or slowdown of work or any other illegal
activities during the working hours within the establishment.
 Sabotage in any form.
 Conviction or any criminal offence involving moral turpitude.
 Refusal to allow oneself to be interrogated by the Management or to sign any statement
recording one’s own evidence.
 Refusal to accept any communication or charge sheet from the company.
 Habitual negligence or neglect of work.
 Habitual late attendance.
 Refusing to work on another job of the same nature or status or workplace when ordered.
 Gambling within the company’s premises.
 Engaging in trade within the premises of the company.
 Lending to or borrowing money from other employees.
 Writing anonymous letters.
 Theft of employee’s property inside the company premises.
 Leaving the work place and/or company’s premises without permission during duty hours.
38 | P a g e
  Creating disturbances or confusion or agitation of any nature whatsoever within the
company’s premises.
 Engaging or abetting in abuse and physical violence on other employees at any time within
the company’s premises.
 Habitual breach of any rules or instructions.
 Unauthorized entry into or stay in the company’s premises.
 Failure to observe safety instructions or interference with any safety device or equipment
within the establishment.
 Unauthorized possession of any lethal weapon in the establishment.
 Habitual absence from duty or overstaying of sanctioned leave without permission for more
than 8 consecutive days.

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DISCIPLINARY RULES & PROCEEDINGS

Management has decided to implement a Disciplinary Rules and P roceedings in the

Organization for the below mentioned purposes:

A. Correct the behavior of its employees

B. To maintain peace and order in the organization
C. Set examples to others by taking action against the wrong doers
D. For smooth functioning of organization
E. For productivity, effectiveness, efficiency, existence, growth & success of the Organization.

1. Effective date and applicability: These orders are applicable w.e.f. from 1stOctober 2015.

2. Definitions:

a) “Company” or “Establishment” means Shriram Transport Finance Company Limited

b) “Employees” means who is working under Shriram Transport Finance Company Limited engaged as
specified under clause 4 of this Rule.

c) “Employer” means the corporate entity, which is styled as M/s Shriram Transport Finance company
Limited or any of its successors in interest or any persons, who may be expressly empowered by the said
company to function on its behalf for any specified purpose or purposes whenever such term the
management used, it shall mean the employer.

d) “Appointing Authority” means who are empowered to appoint employees to the Company in several
ranks and positions as mentioned in the Clause 11 of this rule

e) "Managing Director" means the Managing Director of the Company or any person for the time being
performing the duties of the Managing Director.

f) “Disciplinary Authority” means the authority who is competent to impose penalties and punishments on
employees as mentioned in the Clause 11 of this rule.

g) “Enquiry Officer” means the Officer who is appointed by the Disciplinary Authority for the purpose
conducting enquiry who can be within the Company or an outsider who has a fair knowledge of the
Company’s business and enquiry proceedings.

h) “Presenting Officer” is an Officer appointed by the Disciplinary Authority who will be representing the
Company during the course for the enquiry proceedings.
i) “Appellate Authority” is the Authority who is empowered to receive the appeal from the aggrieved
employee against the decision of Disciplinary Authority.

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 j) “Notice” means a communication in any Indian Language or English required or intended to be given or
served by means of direct service or by registered post AD or displayed on notice board where the
employee is working. If the employee’s whereabouts are not known it may be pasted on to his last
known residential address with two witnesses other than the employees of the company.

3. Appearance of Legal Practitioner: No Legal Practitioner or Advocate or Agent can appear on behalf of the
charged officer to defend him/her in the domestic Enquiry. However he can defend himself or avail the
services from his working colleague of the Company or a retired employee of Shriram Transport Finance
Company.

4. Classification of employees:
(a) Permanent
(b) Probationer
(c) Apprentice/Trainee

(a) A “Permanent” is one, who is employed on a permanent basis and includes any person who
has satisfactorily completed the prescribed period of probation in the same or higher or equivalent
category in the company.

(b) “Probationer” is one who is provisionally employed to fill a permanent vacancy in a post and has not
completed the period of probation, which shall be for a duration of six months. Provided in any
particular case, the management may extend the period of probation of any up to an equivalent
period/terminate the services, if they are not satisfied with the work and / or conduct of the
Probationer during the period of probation.

(c) “Apprentice/Trainee” is one, who is engaged on stipend essentially in learning any work, provided
that the period of such learning shall not exceed one year for those with prescribed qualification.

5. Act of Commissions & Omissions constituting Misconduct

The following commission or omissions constitute misconduct or indiscipline by the employees.

(a) Non-performance of duties / defective performance of Duties

(b) Slowing down in performance of work; whether alone or in combination with another or others or
abetment or instigation thereof.

(c) Habitual absence without leave or absence without leave for more than ten consecutive days.

(d) Negligence or neglect of work

(e) Causing damage to work, goods in process or to any property of the company or vendor or that of any co-.

(f) Habitual breach of any rule, or instructions

(g) Failure to observe safety instructions notified by the company or interference with any safety device or
failure to use safety appliance suffer, wherever it is required to be worn.

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 (h) Sleeping in any posture, whilst on duty.

(i) Missing from the work spot, without due authorization or prior permission.

(j) Disobedience of Rules / Instructions

i. Squatting or remaining anywhere within the Premises of the company, other than the assigned
or appointed place of work.
ii. Loitering, idling or wasting time during working hours or being in conversation with another or
other or being within the Premises out of the authorized hours of work without previous written
permission from the authorized person.
iii. Failure to maintain essential services
iv. Reading storybooks, novels, periodicals etc., during working hours.
v. Refusal or failure to comply with company’s instructions to work in shifts or in other sections or
departments or any other place of business of the company, when transferred or required to do
so.
vi. Absence without permission or grant of leave on the day preceding or the day succeeding a
festival or national holiday or a weekly holiday.
vii. Acts or omissions, which would lower the quality of the business
viii. Not taking proper care of tools, trims, accessories, etc., entrusted to him.
ix. Not keeping the workplace, clean and tidy.
x. Leaving the place of work without sufficient cause during working hours and / or entering
another department / section; otherwise than in the course of duty.
xi. Overstaying sanctioned leave, without sufficient ground
xii. Leaving the Premises, or work spot, when the leave is refused
xiii. Availing unauthorized rest.
xiv. Impertinence, insubordination or disobedience or insolent behaviour whether alone or in
combination with another or others of any lawful and reasonable order of a superior.
xv. Habitual breach of any standing order or any law applicable to the company, or any rules made
under the same.

xvi. Refusal to accept any official communication in person or otherwise.

xvii. Engaging in any other employment or profession, whilst in the service of the company, without
the written permission of the manager.
xviii. Refusal to be searched by the security personnel, or by a person authorized by the manager.
xix. Failure by the employee to produce the receipt of sickness slip or certificate of fitness, within 48
hours; issued to him by any authorized medical authority.
xx. Refusal to show identity card to the inspecting staff, authorized by the manager.
xxi. Hammering nails on the walls or pasting on the walls or writing on the walls or inside the
lavatories, dining hall, rest room or other places, disfiguring the building etc.
xxii. Throwing wastes or any other item other than the designated places.
xxiii. Failure to appear for medical examination, when called upon to do so.
xxiv. Non-adherence to the process instruction, given at different stages of operation.
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 xxv. Entering or leaving or attempting to enter or leave the Premises of the company, except by the
gate door intended for such purposes.
xxvi. Wilful failure to report to the ESIC Doctor / company’s Medical Officer / a doctor referred by the
company on any infectious disease from which an employee may be suffering from.
xxvii. Failure to quick responding or reporting to the immediate superior of any accident, which had
occurred during his working hours.
xxviii. Failure to notify to the company of any change in permanent / present address, within three
days of such a change.

(k) Acts involving bad faith, or dishonesty

i. Deliberately making false, vicious, or malicious statements; public or otherwise against the
company or any superiors or any employees of the company
ii. Interfering with process, which are not connected with the allocated work and or asked to do by
a member of the supervisory staff.
iii. Any wilful act, liable to cause danger to himself, or to his co-employee.
iv. Wilful damage to work in progress, tools or to any property of the company.
v. Withholding of any relevant information at any enquiry held by the company, or at any enquiry
affecting the interests of the company.
vi. Any material mis-statement or withholding of any relevant information, before the company
medical officer / ESI Medical Officer.

(l) Activities inconsistent with faithful discharge of duties

(m) Disclosing to any person, about information relating to working or the process of the company, which may
come to know during the course of his employment and also,

(i) Impersonation, or being accessory thereto or connivance at it; in connection with the work in the
company.

(ii) Forging the signature of a superior or any other person / persons connected with the company
(iii) Wilful or deliberate misuse of any amenity provided by the company.
(iv) Theft, Fraud or Dishonesty in connection with employer’s business or property or of another
(v) Drunkenness, fighting riotous or disorderly behaviour or conduct inside the premise of the
company likely to cause breach of peace or conduct; endangering the life or safety of any other
person.
(vi) Commission of any act subversive of discipline, or efficiency.
(vii) Gambling in the Premises of the company.
(viii) Smoking within the Premises of the company, where it is prohibited.
(ix) Unauthorized possession of any lethal weapon in the Premises of the company.
(x) Punching another’s identity card, or in any way recording another’s attendance.
(xi) Doing any private or personal work, within the Premises, during the working hours.
(xii) Engaging in trade within the Premises of the company.
(xiii) Conviction by any court of law, for any criminal offence involving moral turpitude.
(xiv) Conducting of chit funds, or any other schemes involving collection of money.
(xv) Indulging in abusive language, or defamatory remarks against the management, or management
personnel; whether inside or outside the Premises of the company.

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 (xvi) Assaulting any co-employee, inside in connection with the employment in the company, or
outside (company) the company.
(xvii) Obtaining leave on false grounds
(xviii) Any material misstatement or withholding of any relevant information in the application for
employment.
(xix) False and / or dishonest declaration, or statement or representation made to the management, or
to superiors.
(xx) Not reporting at the Transferred Location within the stipulated time period.

(n) COMPUTER – Related misuse of Soft and Hard copies

(o) No employee shall engage himself individually or collectively to access any computer or network or
servers or information stored in hard copies in archives / official premises of the company, without expressed
permission of the head of the department.

(p) No employee shall indulge in acts of theft, copying or attempting to copy, obliterating or deleting
information from any computerized system / network or medium of storage of data.

(i) No employee shall collect, process, analyse, forward or transmit information, data, files, graphics by
means from one computer to another or from the company’s network to outside the company,
without the expressed authorization of the head of the department.

(ii) Any employee who is found to intentionally extract print, carry or destroy any information in hard copy
or soft copy without permission, shall be deemed to have committed a serious offence of unauthorized
access of company’s information.

(iii) No employee shall either solely or collectively indulge in any act of sabotage to computers,
network connectivity, services and / or medium of storage leading to destruction, damaging of
disconnection.

(q) Undesirable Acts / Collective Activities

(i) Surrounding or forcibly detaining the company’s superiors or other or those of other Resident
Units.
(ii) Writing anonymous or pseudonymous letters, those are false or malicious to the people or to
the competent legal authorities.
(iii) Breach of confidentiality of the Company, thus rendering the Company to liable for damages;
any third party with whom, the Company has an obligation of confidentiality, irrespective of
whether the Company is actually required to pay the damages or not.
(iv) Theft or Unauthorized removal of any records, papers software or documents or technology
from company or those of other Resident Units.
(v) Behaviour / conduct likely to cause annoyance to others including co-workers or those of
other Resident Units.
(vi) Carrying unauthorized persons in the company’s vehicles or providing such access to Common
Use Facilities and Shared Services.

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 (vii) Intimidating, coercing or threatening any doctor at an ESI Hospital / dispensary or authorized
company doctor to issue sickness certificate, when he/she is not sick.
(viii) Threatening, abusing, intimidating, or assaulting any employee or any person connected with
company’s business; inside, or outside the Premises of the company in connection with the
employment in the management.
(ix) Taking or giving bribe or illegal gratification.
(x) Knowingly or wrongfully interfering with records, wilful falsification, defacement or
destruction of any records of the company.
(xi) Refusal to leave Premises at the end of shift, or when the employee is suspended.
(xii) Stay in strike or hunger strike, within the Premises of the company.
(xiii) Striking work, or inciting others to strike work, which is illegal or unreasonable.
(xiv) Abetment, incitement, intimidation, instigation or acting in furtherance of strike, which is
illegal or unreasonable.
(xv) Collection or attempting to collect contribution for any purpose, whatsoever at any time
without the prior permission of the management of any money, within the Premises of the
company; except as sanctioned by the manager.
(xvi) Holding, organizing, attending or taking part in any meeting inside the Premises of the
company, without the prior sanction of the manager.
(xvii) Distribution or exhibition within the Premises of the company of any bills or pamphlets or
posters or wearing any badges, without the prior consent from the manager.
(xviii) Canvassing for trade union or party membership or collection of dues, funds or contribution
thereof within the Premises of the company, without the permission of the manager.
(xix) Stoppage of work or leaving work undone; resulting in damage to the company’s property.
(xx) Shouting any slogan within the company, whether alone or in combination with others,
against the company or superiors.
(xxi) Flouting court’s orders, governing the conduct of the workmen, during the period of strike /
go slow / lock - out / lay-off / partial closure.
(xxii) Damaging the vehicles of co-workmen, superior and the company.
(xxiii) Commission of acts of sexual harassment as defined in Women Sexual Harassment Policy as
prescribed by Government.
(xxiv) Failure to undergo training, as required by the company.
(xxv) Not commencing work at the scheduled time or stopping work, before the scheduled time,
unless permission or instruction to commence work at late hours, or cease work earlier have
been given by the concerned superior.
(xxvi) Any other misconducts which has not been explained in any of the above clauses.

6. Procedure for imposing Minor and Major Penalties:

a) There should be a written complaint or a report against an Employee to the Disciplinary Authority.
b) After receiving the complaint or a report, the disciplinary authority should decide as to whether a
Preliminary Enquiry is needed or not. It is not mandatory to have a Preliminary Enquiry in every case.
If there is no prima facie case is made out in the preliminary enquiry then case can be dropped.
c) After getting the Preliminary Enquiry report, if necessary depending on the gravity of misconduct,
employee may be suspended pending Enquiry. If the employee is suspended, an order for payment of
Subsistence Allowance is made by the disciplinary Authority as explained below. If the Enquiry has not
been completed within 3 months, further suspension can be extended and appropriate payment of
allowance will be made as briefed under subsistence allowance. If the situation does not warrant his

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 immediate Suspension, the employee will be on duty and further action will be initiated as per the norms
and procedure for the Domestic Enquiry.
d) The Disciplinary Authority shall frame Charge-Sheet and will be served to the employee by any one of
the means a) Direct Service b) Registered Post A.D. c) Putting it on the Notice Board where the
employee is working d) If the employee’s whereabouts are not known it may be pasted on his last
known residential address with two witnesses other than the employees of the company.
e) If the charge Sheeted Employee pleads guilty and reply is satisfactory to the charges framed then any
of the following actions will be initiated accordingly.

(i) Exonerate
(ii) Impose Minor punishments
(iii) Impose Major punishments with or without conducting a Domestic Enquiry

f) If the minor punishment is to be given, the punishment will be awarded

g) If the charged employee does not plead guilty and his/her reply is unsatisfactory, enquiry will be
proceeded with the appointment of Enquiry Officer and Presenting Officer by the Disciplinary Authority
for conducting a full-fledged Departmental Enquiry.

h) Soon after the appointment of Enquiry Officer and Presenting Officer, Enquiry notice has to be served to
the Charged Employee as explained in Clause 6 Sub Clause (d) of this Rule.

i) The Domestic enquiry should be conducted like a Court of enquiry and articles of charges and statement
of imputation will be served to the accused Employee. If he does not report for enquiry, Exparte enquiry
is conducted which should be again according to the normal course of Domestic enquiry.

j) The Enquiry Officer shall in the course of enquiry consider such documentary evidence and take such oral
evidence as may be relevant of material in regard to the charges. The charged officer shall be entitled to
cross examine witnesses in support of the charges and to give evidence in person and to examine
witnesses in his behalf. sThe person presenting the case (Presenting Officer) in support of the charges
shall be entitled to cross examine the charged officer and the witnesses examined in his defence. If the
Enquiry Authority declines to examine any witness on the ground that his evidence is not relevant or
material it shall record its reasons in writing.

k) If in the opinion of the Enquiry officer proceedings of the enquiry establish any charge different from
those originally framed it may record its findings on such charge, provided that the findings on such
charge shall not be recorded unless the charged officer has admitted the facts constituting such charge or
given an opportunity to defend himself on such charges.

l) If at any time before the conclusion of the enquiry, it is necessary to amend, alter or add to the charges
originally framed against the Charged employee and if he does not admit the facts, copy of the amended,
altered or additional charges together with a statement of the allegations on which such amendment,
alteration or addition shall be furnished to the Charged officer who shall be allowed to file additional
written statement if any and recall and cross examine such of the witnesses as may be necessary and to
examine witnesses in his behalf with reference to such amended, altered or additional charge as the case
may be. Where the original charges are framed by the Disciplinary authority, any amendment, alteration

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 or addition shall be made by the Enquiry Officer shall be with the prior approval from the Disciplinary
Authority.

m) Depending on the outcome of full-fledged proceedings by the Enquiry Authority, the Appointing Authority
or the Disciplinary Authority shall pass the orders communicating the punishments to the charged
Employee.

n) If the punishment is a major punishment, it has to be passed by the Appointing Authority.

o) Such Orders shall be implemented and file shall be closed.

7. Joint Enquiry: Where two or more employees are concerned in any case, the authority competent to impose
the penalty on them may make an order directing that disciplinary action against all of them may be taken in
a common proceeding.

1. Minor Punishments:
i. Censure
ii. Withholding of promotion
iii. Recovery from his pay of the whole or part of any pecuniary loss caused by the Employee to the
Company by negligence or breach of orders.
iv. Reduction to a lower stage in the pay scale for a period not exceeding three years without cumulative
effect and not adversely affecting his pension.
v. Withholding of increments of pay.

2. Major Punishments
i) Reduction to a lower stage in the pay scale, for specified period with further directions as to
whether or not the Employee will earn increments of pay during the period of such reduction and
whether on expiry of such period the reduction will or will not have the effect postponing the
future increments of his pay.

ii) Reduction to a lower time scale of pay grade, post or service which shall ordinarily be a bar to the
promotion of the Employee to the time scale of pay, grade post or service from which he was
reduced with or without further directions regarding condition of restoration of the grade or post
or service from which the Employee was reduced and his seniority and his scale of pay on such
restoration to that grade, post or service

iii) Compulsory retirement.

iv) Dismissal from the Services.

8. Subsistence Allowance

If the employee is suspended, an Order for payment of subsistence Allowance is made by the
disciplinary Authority. An employee who is placed under suspension shall be paid during the period of
suspension, subsistence allowance as below.

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 a) First 3 months from the date of suspension at the rate of 50% of the Salary*
b) From 4th month to 6th month at the rate of 75% of the Salary*
c) Above 6 months at the rate of 100% of the Salary*

Provided further that an employee under suspension shall not be eligible to any subsistence allowance
if the period of suspension is extended beyond ninety days due to reason of the employee not
attending to or cooperating to the disciplinary proceedings in force.

*Salary for the purpose of Subsistence Allowance shall be monthly basic salary and HRA to which
he was entitled just before suspension. All reimbursements and allowances shall be excluded for the
calculation of such Salary. Statutory deductions and Loan Repayment Adjustments shall be done out
of the calculated amount and net if any shall be released to the charged employee.

9.Period of Limitation for Appeals:

No appeal shall be entertained unless it is submitted within a period of 15 days from the date of
communication of the order appealed against to the appropriate authority.

10.Consideration of Appeals:

On receipt of an appeal, the appellate authority may, if satisfied that the appeal is maintainable, call for the
relevant records and examine:

a) Whether appropriate procedure has been complied with

b) Whether the findings on the charges are justified
c) Whether the penalty imposed is excessive, adequate or inadequate

After his findings, may pass suitable order either to reject the Appeal or make modification on the Order within
30 days.

11. Authority Matrix

S. Category of Disciplinary Appointing Appellate

No. Employees Authority Authority Authority
For all employees Zonal Business
1. Head-HR & Personnel Managing Director
of Operations Head

For all employees Executive Director

2. Head-HR & Personnel Managing Director
of Commercial (Accts& Admin)

3. For Zonal Business Heads. Managing Director Managing Director Managing Director

Respective
4. Others Functional Head-HR & Personnel Managing Director
Head
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ONLINE PORTALS:

At, STFC We keeps focus on employee requirements to get them ease access of information required
to their employment, policies and practices and it has been given through the access of below
mentioned portals:

Employee Portal:

Named as HRMS - It is designed with aim to provide every bit of information related to individual
employment.

Employee can Login to the HRMS Portal by opening the link:

http://hrms.stfc.me/STFC/Login

 Username & Password are set as the employee code for first time users.

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 Employees can able access following things in HRMS Portal:

 Pay slips.
 Complete Appraisal.
 Vacancy Information.
 Policy Documents.
 Team Information.
 Review Questionnaires.
 Birthdays/Anniversary.
 Employee Grievances.
 Circulars & Manuals of the Company.

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 Expense Portal:

Employees Travel Expenses can be reimbursed in UNO Portal using link:

http://shricorp.stfc.me/unotreasury

FTP FOR PRESENTATION WEB APPLICATION - URL MOBILE APP

URL ftp://115.248.93.130 http://shricorp.stfc.me/unotreasury Download it From FTP on your Mobile

User ID stfcexp STF + Employee Code STF + Employee Code

Password stfcexp@123 stfc@123 or existing password (if already in use)

Snapshots:

Login Screen:

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 Expense Screen:

Expense Booking Screen:

Employees will be able to access:

 Claim Travel Expenses

 Claim Travel Advances
 Business Reimbursement
 Mobile Reimbursement

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MOBILE APPLICATION BASED SERVICES - MNOVA:

At STFC, We have real time information sharing mobile application (MNOVA) developed to enhance
the customer service and gives ‘feel at office’ atmosphere to our field executives.

Schedule:

 We have MNOVA mobile application for EMI Collection, Inventory, Bank Locator and Schedule.
 In schedule it’s compulsory for Field Executive to update their daily activities.
 Based on their Schedule Updation, attendance will be marked.

Schedule Planner Screens:

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 Activity Details Location View

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 Description:

 Fig 1 is the Dashboard of the Application.

 Fig 2 mentions Schedule Option.
 Fig 3 shows the demo to fill the Schedule of an activity.
 Fig 4 shows the Executive can view the scheduled meeting details and their status.
Executive can also perform the creation of meeting schedule.
 Fig 5 & 6 shows the list of activities which can be filtered for the specific day.
 Fig 7, 8 & 9 works as the monitor for Respective Branch Head to PE Activities.

EXIT POLICIES:

An Employee leaving the Organization is asked to fill the Exit Report in order to assess the reason for
leaving our Employment and suitable measures are taken to reduce the attrition rate.

Procedure: As per following criteria-

 Resignation Letter.
 Resignation Acceptance.
 Notice Period.
 Exit Evaluation Sheet Followed By Exit Interview.
 Discharge Clearance.
 Processing Of Full & Final Settlements (Within 45 Days), Relieving & Experience Letter.

DISPUTE RESOLUTION:

Regrettably, conflict can occur in any working environment. In an effort to resolve conflict in an
expedient, yet fair manner, STFC recommends the following process for conflict or dispute resolution:

 Speak to the person you are having the dispute with. Many times disputes arise due to
misunderstandings and miscommunications.
 If speaking to the individual does not work, speak to the Reporting Head. The Reporting Head
will arrange a meeting between those involved in the dispute, to determine a resolution.
 If the Reporting Head is unable to resolve a workplace dispute, the parties may be referred to
mediation by HR Department. The resolution of the mediator is binding on both parties of the
dispute.

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