`

Corporate HR Policy
Corporate Office
5th Floor Lakshmi Narayana Complex
10/1,Palace Road
Bengaluru 560052
`

Operative Policies & Procedures

These policies are applicable to the staff members in

the HO and all units. The field staff will be covered
under separate policy.

The Policies & Procedures contained in this

document are on "current" basis and any change in
these Policies & Procedure will be incorporated after
due authorization and previous version withdrawn
as and when needed.

Though relevant authorities have been incorporated

in the document, the "Delegation of Authority"
document shall prevail vis-à-vis issues pertaining to
the content of this document.
`

Index
Page
Chapter No. Chapter Name No.
Bal Pharma Vision
Bal Pharma Mission
Bal Pharma Values
1 Talent Acquisition 2-3
2 Induction 4
New Joinees’, Relocation, Transfer
3 and Guest House Policy 5
4 Attendance and Working Policy 6
5 Leave Policy 7
6 Employee Confirmation Process 8
7 Compensation & Benefits 9-10
8 Company Car/Vehicle Policy 11
9 Mobile Policy 12-14
10 Laptop Policy 15-16
11 Salary Advance & Loan Policy 17-19
12 Domestic Travel Policy 20-22
13 Talent Management 23-24
Training, Learning and
14 Development 25
15 Performance Management System 26
16 Employee Engagement 27
17 Employee Communication Forums 28-31
Bal Pharma Ethics & Code of
18 Conduct policy 32
19 Drug And Alcohol Abuse Policy 33
20 Equal Opportunities Policy 34
21 Harassment and Bullying Policy 35
22 IT Policy 36-37
Employee Separation
23 38-39
24 Gift Policy 40

25 Dress Code Policy 41

Core Values :

Commitment, Trust, Speed, Customer care, Discipline, Adaptability,

Ethics, Employee Development and Integrity.

Purpose and Core Ideology :

To Create wealth for all stakeholders through continuous innovation

and quality health care solution to the global community.

Our Vision:

To be a leading Global Player in Healthcare industry with focus on

innovation , Quality, Products, Processes and Markets

Our Mission:

To provide Dynamic, Scientific, Cost Effective and Quality

Healthcare solutions to the global community through innovation

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 1. TALENT ACQUISITION POLICY

Talent Acquisition Approval Matrix:

Any Talent Acquisition across the organization, at any level / function has to be
approved by the concerned authorities as specified in the matrix below:

Interviewing Authority
Roles / Designations
Preliminary Final
VP & GM VP HR /GM-HR VP-HR /CEO / MD
HOD & GM – HR
DGM-Sr.Manager HOD, VP-HR
Manager-Assistant Reporting Manager
Manager GM – HR
Executives, Officers,
Reporting
Trainees, Secretarial
Manager,HR
Staff HOD(Minimum GM)

Offer letter Check list:

1. Approved Manpower Requisition Form (MRF)

2. Job Description
3. Application Form
4. Salary Proofs
5. Educational Certificates
6. Resume (hard copy) of the candidate
7. Interview Assessment Sheet (Filled up with specific recommendations by
the concerned Interviewers)
8. Background Check Report (For Senior Mangers and Above)
9. Reference Checks Details (documented in the specified format)
10. Proposed Offer (Existing package & the proposed plan, duly approved by the
concerned authority)

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Notice Pay

Bal Pharma will not encourage buying out of notice period of prospective
employees. Any exception has to be authorized by VP-HR, CEO and Managing
director in the form of an email.

Retirement Age

Retirement age is 60 years. Hence no candidate beyond the age of 60 years to be

hired on the organization roles. Birth Certificate, 10 th original mark sheet, School
Transfer Certificate, Aadhar Card, Passport, Voters ID, LIC bond, will be
considered for age proof. However, they can be hired as a consultant on a
specialized retainer ship contract.

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 2. INDUCTION PROCESS

Purpose

The broad aim of the induction process is to welcome the new employee to the
company and help them to effectively integrate with the organisation. Induction
process provides information to new members about our organization, to enable
them to carry out their required role and responsibilities to a high and consistent
standard.
A typical induction programme normally initiated by HR team shall include the
following:
 A basic introduction to the company, and alignment of the particular
department
 Information of all legal and statutory requirements
 Concise information on HR policies
 Introductions to key members of staff
 Specific job-role information
Assignment of Buddy to onboarding employees up to Assistant
Manager
A new employee’s onboarding is greatly enhanced by assigning an office Buddy, a
fellow employee (other than the manager) who provides advice and guidance on
the different aspects of working at Bal Pharma. A Buddy is also a “sounding board”
who offers encouragement as the new employee acclimates to Bal Pharma’s culture
and workplace.
Selection Criteria and Process
The successful Buddy is an employee who fully understands the Company’s culture
and environment (has been at Bal Pharma for at least one year) and wants to be a
Buddy.

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Additional criteria include:
 Time to be accessible and available to the employee.
 Familiar with employee’s role and work unit.
 A solid performer.
 Strong communication and interpersonal skills.
 Exemplifies Bal Pharma’s values.
 Patience and empathy.
 Well regarded and trusted by others.
Individuals can volunteer to be considered as a Buddy or recommended by others.
Human Resources and/or the hiring manager can make the final choice based on
the selection criteria.
Buddy Responsibilities
In assisting a new employee acclimating to Bal Pharm, a Buddy serves as a
valuable resource by creating a trusting relationship and maintaining
confidentiality.
Responsibilities include:
 Providing information on policies and procedures.
 Identifying resources in the workplace.
 Familiarizing the employee to Bal Pharma’s culture, norms, and unwritten
guidelines.
 Introducing the employee to others in the unit and throughout Bal Pharma.
 Taking the employee on an expanded tour of the workplace and campus.
 Answering questions and referring the employee to the appropriate
resources.

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3. NEW JOINEES RELOCATION, TRANSFER & GUEST HOUSE POLICY

Objective:

 To provide guidelines on the procedure and processes for transfer

 To provide guidelines on relocation policies to new joinees in order to
accommodate the transition of the employees to the new location to accomplish
the organizational goals and for development of the employee.
 To facilitate Balpharmites movement in a smooth manner and to provide non
refundable financial assistance for moving Balpharmites and their family and
luggage/belongings etc.
 To define guidelines for entitlements on transfer for executives between
locations and Units.

Eligibility:
Serving employees and Prospective employees of Bal Pharma who are transferred
or joining the company from a different State location within the country,
relocation is offered to them as a part of their offer subject to management
discretion.
Entitlement:
One way travel for self and family (spouse, dependent children and dependent
parents) restricted to IInd or IIIrd AC equivalent.
Reimbursement of freight forwarding charges (by road / train), packing and
transit insurance expenses ranging upto maximum of Rs.10000/- for internal
transfer for Managers and above only. Reimbursement of freight forwarding
charges (by road / train), packing and transit insurance expenses ranging upto
maximum of Rs.25000/- for new joiners in the rank of AGM and above only,
subject to management discretion and against production of bills.

a) The allowance is payable only after completion of two months of service with the
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organization.
b) The allowance need to be claimed within 4 months from date of joining.

Guest House Entititlement :

New Joining Employees will be given accommodation at guest house / hotel for 7
to 10 days during which the employee is required to identify a house as per his
requirements. Finalization of the guest house / hotel accommodation to be done
by the administration coordinator based on the inputs from the HR department.
Transfer related expenses would be debited to the concerned function.

4. ATTENDANCE & WORKING HOURS POLICY (FOR HO AND

REGIONAL OFFICES)

Guidelines

Office Timing:

All locations will be following the prevailing timings for General as well as other
shifts as communicated by respective HR from time to time. These timings will not
be applicable to Office Boys/Telephone Operators/Drivers/Peons who are
required to report at different times. Other departments as exceptions shall be
informed by HR Heads.

Weekly Off:

All employees at the corporate office at Bengaluru and Gurugram will have weekly
off on Sundays, 2nd and 3rd Saturdays and 1st, 4th & 5th Saturdays are half day off.
These Weekly off will not be applicable to Office Boys/Drivers/Peons who are
required to report at different times

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 5. LEAVE POLICY

Scope:

 This policy shall be applicable to all full-time employees and trainees at all
locations.
 This policy is not applicable to workmen, who are governed by separate
policies.

POLICY

All leave entitlements coincide with and determined for the CALENDER YEAR
from 1st January to 31st December.

Employees joining/leaving at any point during this period would get pro-rata
leaves.

Individual employee leave record shall be maintained by the HRM Department.

ENTITLEMENT

CAUSAL LEAVE (C.L.)

All the employees shall be entitled for 7 days Casual Leaves (CL) in a calendar year.

Employees joining between 1 st January to 15th January shall be eligible for full
entitlement of Casual Leaves for that year.

Employees joining after the 15th January , will be credited C.L. as follows.

MONTH OF JOINING CL
ENTITLEMENT
FOR THE YEAR
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 JANUARY (16th to 31st) 6.0 DAYS
FEBRUARY 6.0 DAYS
MARCH 5.5 DAYS
APRIL 5.0 DAYS
MAY 4.5 DAYS
JUNE 4.0 DAYS
JULY 3.5 DAYS
AUGUST 3.0 DAYS
SEPTEMBER 2.5 DAYS
OCTOBER 2.0 DAYS
NOVEMBER 1.5 DAYS
DECEMBER (1st to 15th Dec.) 1.0 DAY
DECEMBER (16th to 31st Dec.) NIL

CL not availed during the year will be lapsed.

In case of new joinee CL can not be availed unless it is earned (i.e. CL earned in the
1st month can be availed from 2nd month onwards).

CL can be clubbed with SL but not with EL.

Maximum of 3 days CL can be availed in one spell.

CL can be applied at any time but not less than 0.5 days.

All holidays/weekly off falling in between a spell of CL shall be counted as CL.

Holidays/weekly off days can be suffixed or prefixed to a spell of CL.

No encashment of CL is permissible.

CL should be applied atleast 24 hours in advance in writing. However, in case of

extreme circumstances when person is unable to apply for CL in advance, leave
card duly approved by superior for the same must be given immediately on
resuming duty.

SICK LEAVE (S.L.)

All employees including trainees shall be entitled to 5 days of SL in a year.

Employees joining any time during the leave year will have pro-rata SL for that
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year of joining as per the details given above similar to CL.

No accumulation of SL is permissible. Unavailed SL will lapse.

SL can be clubbed with CL but not with EL.

All holidays/weekly off days falling in between a spell of SL shall be counted as SL.

No encashment of SL is permissible.

Any employee falling sick shall arrange to send information to his superior at the
earliest but not later than 24 hours of his absence on account of SL and to apply
for the same in writing immediately on resuming duty.

In case of sickness for more than 3 days, concerned employee must produce a
medical certificate either from a Doctor or from a Registered Medical Practitioner.

EARNED LEAVE (E.L.)

An employee is eligible for Earned Leaves if he/she fulfill the condition of

attendance of 240 days in a year.

For calculating 240 days attendance actual days worked + earned leaves availed
during the year to be considered.

Where an employee fulfils the condition of 240 days (as mentioned

above ) but has remained absent or on leave without pay, such an
employee shall be deprived of Earned Leave on pro-rata basis, as per
following table :-

NO. OF DAYS DAYS BY WHICH EL TO

(ABSENT/LWP) BE REDUCED

Upto 7 days 0
8-14 1
15-22 2
23-29 3
30-37 4
38-45 5
6
46-51

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In case of new joinee, during first year, EL will be credited on completion of 1 year
of service.

All staff members shall be entitled to 14 days EL maximum in a calendar year.

EL would be credited to the individual employee’s account only after completion of

one year of his service (one year service means having worked for 240 days or
more days in the previous year). For the purpose of computing 240 days, period of
LWP, unauthorized absence, all period of legal lockout, strike and closures,
inclusive of intervening, succeeding and preceding Sundays and holidays shall be
excluded, however, sanctioned leave can be counted as working days.

Employees joining during leave year shall be credited EL in the next year on pro-
rata basis. Similarly employees leaving the service shall be given a credit of EL on
pro-rata basis.

EL can be clubbed with SL on account of special circumstance like

illness/death in the family. This power rests only with Head of the
Department & above category of employees.

EL can not be availed for more than 3 times in a year and must not be of less than
3 day, weekly off days falling within EL period will be counted as EL. EL can be
accumulated upto a maximum of 45 days. No encashment of EL allowed during
the continuity of service.

At the time of resignation, retrenchment, termination or dismissal encashment of

EL up to a maximum of 30 days is permissible for staff. The last drawn basic salary
shall be the basis for the encashment of EL.

For availing EL, an employee would be required to apply in writing atleast 7 days
before the date on which employee wishes the leaves to commence.

Maternity Leave: Company gives leave to female employees for a maximum 26

weeks as per maternity benefit act 1961.
Paternity Leave: Company gives leave to male employees on the birth of child.
Eligibility : Maximum 3 days for confirmed staff, two times in career span.

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Compensatory Off : Up to Executive levels permitted and can be approved by Head
& above and such type of leave shall be treated as present.

GENERAL POINTS

All employees have been allotted a leave card which shall be retained / maintained
by the HR Department.

An employees availing leave shall submit a leave application for getting his leave
sanctioned and forward the same to the HR for regularization.

All the leaves shall be sanctioned by immediate superior.

Compensatory Off upto Executive levels permitted and can be

approved by Head & above and such type of leave shall be treated as
present.

6. EMPLOYEE CONFIRMATION PROCESS

Objective
To provide clear guidelines on terms, conditions and process flow for confirmation
of services in the organization.

Applicability

It is applicable to all newly joined employees who has joined Bal Pharma on
probation period as per the terms of appointment. This policy does not apply to:
 Temporary Employees
 Casual Employees
 Retainers
 Contract Staff
 Existing permanent employees transferred from one location to other at
their current level or promoted to a new level.
 Already confirmed employees

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  Policy:

The probation period for all newly joined employees other than trainees will be as
per the terms of appointment. All the trainees will undergo a training period of
minimum one year, on completion of which they will be confirmed subject to
performance which may be further extended. It is automatically not deemed as
confirmed unless given in writing.

7. COMPENSATION AND BENEFIT POLICY

Objective:

This Policy has been designed with an intention to introduce a uniform

compensation structure and benefits across all locations in India.
Scope:
The policy will be applicable to all staff level employees across the group.

Classification of Grades:

Standard Grades , Bands & Designation for Bal Pharma Employees in India

Staff
Staff Equivalent Designation for
Grade Designation
Band Various Functions
s
Band -VI Apprentice Engg. ( BE
AE-1 Apprentice Trainee ,Diploma , other Trainees under
statutory provisions )
Trainee Assistant/ Executive
E-1 Trainee
Trainee/ Trainee Chemist
E-2 Assistant Sr. Assistant/Sr. Chemist / Sr.
Supervisor / Sr. Supervisor

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E-3 Officer/Sr. Officer Officer / Jr. Officer /Sr.Officer

Executive /
E-4
Sr.Executive
E-5 Assistant Manager
E-6 Deputy Manager
Band-V
E-7 Manager
E-8 Senior Manager
Assistant General
E-9
Manager
Band-IV Deputy General
E-10
Manager
E-11 General Manager
Associate Vice
E-12
Band-III President
E-13 Vice President
E-14 President/CEO
Band-II
E-15 Director
E-16 Band - I Managing Director

8. COMPANY CAR/VEHICLE POLICY

1. Objective:
Company Car Policy has been formulated in order to introduce an employee
friendly and easy to car scheme in the company .
2. Scope:
Employees in Grade of GM and above are entitled for Car. In case of own car
employee will be eligible for car allowance and the fuel reimbursement at following
rates:
Grade/ Level Fuel Reimbursement per month

GM to AVP 3000

VP/President Actual
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 CEO/Director Actual

Managing Director Actual

Vehicle Maintenance : All vehicle maintenance reimbursements are subject to

approval of respective HODs. An amount ranging from Rs.3000- to Rs.5000/- is
allowed for routine service (i.e. every 10,000 Kms or 6 months whichever is
earlier). Any other repairs other than routine service are to be done through
company nominated service centres only. The Admin department shall co-ordinate
the same.

For repair charges, other than the routine maintenance charges including
accidents - a) the vehicle user shall bear 50% of repair expenses for new vehicles
upto 3 years b) between 3 Years upto 5 years 25% repair expenses shall be borne
by the vehicle user c) after 5 years, the company shall bear the full cost of repairs .
All non routine maintenance and repairs charges estimated above Rs.5000/- upto
Rs.20000/- shall be done after the approval of admin department. Above
Rs.20000/-, MD’s approval is mandatory.

Traffic Violations & Penalties : All fines/challan/penalties will have be cleared

by the respective vehicle user. The company shall not reimburse the same.

Note: All entitlement and benefits are subject to the management discretion and
written approval.

9. MOBILE POLICY

Objectives:

To facilitate employees 24 hours connectivity and assist them in making business

related calls to meet official exigencies.

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To Provide guidelines related to Mobile Handset and Services

Scope : To provide mobile facility to employee as per his /her job requirements,
business exigencies and needs.

Policy: Employee can buy an instrument of his/her choice subject to

the following limits

Level/Designation Max. Amount Reimbursement

CEO /Director Actuals
VP/President Actuals
GM/AVP Up to 18000/-
DGM/ AGM Up to Rs.12000/-
Sr.Mgr/Mgr Up to Rs.8000/-
Dy.Mgr/Asst.Mgr Up to Rs.5000/-

Note: The above entitlements are not applicable to field staff. All entitlement and
benefits are subject to the management discretion and written approval.

Limit of Usage

Permission usage limit per month:

Level/Designation Entitlement PM
VP & above Actual
AVP/GM Rs.1500/-pm
DGM/ AGM Rs.1000/-pm
Sr.Mgr/Mgr Rs.750/-pm
Dy.Mgr/Asst.Mgr/Execu Rs.350/- to 500/-pm
tives

Note: Limit can go beyond permissible amount for employees, if their job requires
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extensive calling. However such cases would need one time approval from VP-
HR/CEO/MD. The above entitlements are not applicable to field staff.

Rules :

In the event of any employee leaving with in the 3 years from the date of such
disbursal towards purchase of instrument, the company will deduct part of amount
as per following table

Up to one year 75% deduction

More than one year to 60% deduction
less than two years
More than two years to 40% deduction
less than three years

 In case the monthly bill is over the permissible limit, then it needs to be
approved by the functional head and needs to be submitted to the
administration department within 7 days on the receipt of the bill.

 All new joiners would be entitled to this policy subject to their level and
approval from their functional heads and by the management.

Note:All entitlement and benefits are subject to the management discretion and
written approval.

10. LAPTOP POLICY

Objective:

 To provide the Laptops to Executives whose job demands that information

in the form of documentation, data and presentations is readily available on
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  the laptop.

 To analyze and communicate any information relevant to their business.

 To get an easy access to Internet & Knowledge Management.

 To make speedy decisions.

Scope:

Level Model

Top Management Apple/Sony Vaio / Similar

GM HCL /HP/Similar

Lenovo (Based on the approval from Functional

DGM
Head).

Any model which is in good working condition to

Below DGM
be decided by EDP department

Approval Process:

 Respective department head will send the request to IT department for

1) New joiners who are at AGM and above level at HO, regional offices and plants
and

2) Any employee who gets promoted to AGM and above level (if they have not been
issued a laptop earlier).

3) The company reserves the right to ask the employee to use personal laptop and
reimbursement of upto Rs.1000/- per month can be availed for a period of 15
months.

3) Any exceptions to the above shall be made subject to MD’s approval only.

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Rules:
 The IT Department shall negotiate with computer manufacturers to get the
best rates for laptops.
Damages: Any defects/ damages to the laptop due to
negligence/breakage/improper usage shall be recovered from the employee.

11. SALARY ADVANCE POLICY

This facility is extended to cater for some short term financial needs of the
employees.

1. SCOPE

All confirmed employees after completion of one year of service in case of exigency
and emergency .

2. POLICY

 Employee can avail salary advance to meet the urgent funds requirements
like Self Marriage/ Dependent’s Marriage / House Purchase / Medical
Expenses with proper receipts.

 Eligible employee will apply for salary advance on prescribed application

through his/her department /Functional Head and Head HR.
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  HR will process the salary advance request based on eligibility.

 Salary advance should not be more than 75% of average net salary of last
three months.
 Salary advance will be recovered in the same month’s salary.

 Employee can avail salary advance twice in a financial year.

 Employees serving notice period will not be eligible for salary advance.

LOAN POLICY

The Company will give Loans to employees on medical & personal emergencies on
basis grade, salary and commitment to the Company.

Eligibility

 One years of continuous service.

 There should be no advance / loan outstanding against the individual at the

time of the application of advance / loan.

 The advance /loan permissible only once in year.

Purpose

 Medical Emergency self or dependent

 Marriage of self or dependent

Entitlement

Loan shall be limited to :

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Designation Eligibility
GM and Above Three Months Gross Salary
Manager Two Months
Executives One Month

Repayment of Loan
 The amount will be recovered in equal monthly instalment (Maximum of 10
instalment), commencing from the subsequent month of the disbursement
of such loans.
 In the case of termination of employment, the company will withhold the
individual’s final settlement.
Procedure for availing loan
 The application for loan/ advance should be submitted to HOD in the
prescribed form
 The application should be recommended by the concerned HOD.
 The application will be forwarded to the corporate HR.
 The HR will take the approval from the management on the application and
inform the applicant.

12. DOMESTIC TRAVEL POLICY

Objective:

 To inform all concerned the Entitlement, Requirements and Formalities to be

followed for domestic travel on official work.

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 To provide necessary guidelines for obtaining Tickets, Advances and other
facilities
 To state clearly the Lodging/Boarding, Local Conveyance allowance
entitlement.
 To indicate broadly, rules governing Domestic travel on official work.
 To facilitate reimbursement of official expenses by an employee and not for
his/her profit.

Mode of Travel:

Level Mode of Travel Outdoor Conveyance

VP and Economy Air / 1st /2nd AC
Hired AC Taxi(Car make <= 1600 cc)
above Rail
Hired AC Taxi/ Point to point AC taxi. (Car
Economy Air / IInd/3AC/ AC
GM- AGM make <= 1200 cc) Hatch Back /Small Car/ Cab
Class Rail/Vovlvo Bus /CC
aggregators (Ola/Uber)
Sr.Manager Cab aggregators (Ola/Uber), Point-to-point
IInd Class AC Rail / AC Bus
– Manager Taxi
Deputy
Cab aggregators (Ola/Uber), Point-to-point
Manager– 3 Tier AC Rail / AC Bus
Taxi / Economical mode of Transport
Officer
Assistant
Sleeper Class Rail / Non AC
Officer and Economical mode of Transport
Bus
Below

Lodging (Based on Daily

actuals subject to a Allowance(
Cities Level
maximum of the Against
following amounts) Bill)

Metros & Director/President/VP/CEO On Actuals On Actuals

Bangalore AVP Rs. 6,000/- per day On Actuals

GM – AGM Rs. 4,000/- per day Rs.1000/-

Sr.Manager – Manager Rs. 2,500/- per day Rs.750/-per

day
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 Deputy Manager -Assistant Manager Rs. 1,500/- per day Rs.600/-

Others Rs. 800/- per day Rs.450/-

Director/President/VP/CEO On Actuals On Actuals

AVP Rs. 5,000/- per day On Actuals

State Capitals GM – AGM Rs. 3,000/- per day Rs.1,000/ -

Sr.Manager – Manager Rs. 2,000/- per day Rs.750/-

Deputy Manager -Assistant Manager Rs. 1,000/- per day Rs.600/-

Others Rs. 600/- per day Rs.450/-

Director/President/VP/CEO On Actuals On Actuals

Other Cities AVP Rs. 4,000/- per day On Actuals

GM – AGM Rs. 2,500/- per day Rs.1,000/-

Sr.Manager – Manager Rs. 1,500/- per day Rs.750/-

Deputy Manager -Assitant Manager Rs. 850/- per day Rs.600/-

Others Rs. 450/- per day Rs.450/-

Note: All entitlement and benefits are subject to the management discretion and
written approval. Air tickets shall not be booked for destinations which can be
reached within 8 hours overnight. Employees traveling to such destinations shall
travel by rail or road depending on convenience and ticket availability. Approval
needs to be obtained at least 15 to 21 days in advance to take advantage of dynamic
air fares. Any exception has to be validated by MD. Employees who do not travel
frequently should compulsorily obtain approval for any air ticket booking.

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Local Conveyance : Company vehicles can be availed subject to availability and
approval only. Employees shall use the own vehicle/auto rickshaws/cab
aggregator (Ola/Uber) facilities for local conveyance.

Reimbursement : The claim shall be submitted within 2 days of travel. The

reimbursement shall be as follows

1. Cab Aggregators : Actuals as per the invoice

2. Auto : Actuals

3. Two Wheelers : Rs. 3.25/Kms

4. 4 Wheelers : Rs.6.50/ Kms

It is expected that staff with their own conveyance would use the same
and claim the reimbursement provided

13. TALENT MANAGEMENT

Introduction:

To support the above ambitious strategy and enable business success, we are
investing in:

 Attracting
 Developing &
 Retaining highest quality of human capital.

The intent is to build a high performance management culture across group

companies, backed by world class processes operating on a value framework.

The twin pillars of Education and Systems & Processes will enable to identify high
performance and high potential people and build future leadership.

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Objective:

A comprehensive talent management process put to place at Bal Pharma focuses to

develop the leadership bench strength of the organization.

Scope:

It initiates with identification of the critical talent pool for whom customized
individual development plans are drawn up.

Process:

Initiate from where we are today

(1) with identification of the critical talent pool

(2) for whom customized individual development plans are drawn up
(3) to enable them shape themselves as the succession pipeline to the business
critical roles.
(4) As successors, they propel the organization on a growth trajectory,
(5) therefore establishing themselves as the potential leadership team.
(6) This leadership team, through its vision and strategic positioning would finally
help Bal Pharma achieve Disha.

This talent management initiative focuses on two key elements of this critical
exercise – Succession Mapping and Individual Development Plans.

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 14. TRAINING, LEARNING & DEVELOPMENT POLICY

1. OBJECTIVE:

 To establish a clear process for identifying and prioritizing training and

development needs of staff level employees of Bal Pharma.

 To ensure the development needs of the employees are assessed periodically

and programs are organized to bridge the gaps to ensure the desired level of
performance.

 To ensure that appropriate training and development opportunities are

provided for employees at organizational and individual levels

 To develop a detailed training calendar and a training curriculum for the

eligible employees to enable them meet the organizational objectives

 To ensure that the budgets allocated for training and development are utilized
effectively and equitably.
Policy :
The training needs assessment serves as basic document to understand the
training requirements. The HODs shall assess the training requirements of each of
his team member based on the skill and competency gaps.

HR would prepare an annual training calender which would be categorized into

a. General training which would be organization wide
b. Specific training which would be to individuals or team that needs specific
skill up-gradation.
The mode training whether internal or external and method of training i.e on the
job or class room session will be decided depending on the criticality, non-
availability of internal resource persons and the strength of the target audience.

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 15. PERFORMANCE MANAGEMENT POLICY

1. OBJECTIVE OF THE POLICY

The objectives of this policy are:

To provide brief understanding of the PMS process, formats and time lines etc
relevant to the performance management system deployed at Bal Pharma

2. SCOPE

This policy is applicable to all full time employees of the Company in the staff
category.

3. ELIGIBILITY

 The PMS cycle will be financial year i.e. 1st April to 31st March
 This policy applies to all employees who are on the rolls of the Company
effective within one year of their joining date.
 Any employee joining till last day of Q2 (30th September) will be eligible for

the appraisal process in that financial year itself.

 Employee joining on and after 01 October will be eligible for financial review

in next PMS cycle (01 April – 31 Mar every year) on pro-rata basis.
 KRA Sheet: All

16. EMPLOYEE ENGAGEMENT

Introduction:

Our talented human capital is our biggest asset and liability and we need to
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measure how well it’s adding value. Employee Engagement is an increasingly
important human capital metric as engagement levels correlates with business
performance and measuring it tells us how well we are doing in the competition for
talent. Driving Engagement levels higher improves our ability to attract, motivate
and retain talent and so generates value from our human capital investment.

Employee Engagement Activities :

 Birthday emails
 Birthday Celebrations
 Motivational Talks
 Counselling
 Picnics and Outings
 Employee of the month awards
17. EMPLOYEE COMMUNICATION

Introduction:

Even the best employees cannot perform well without clear, consistent
communication up, down and across the hierarchy of an organization. Employee
communication provides a venue for bilateral exchange of information between
management and workers and between departments. To build a communication
process and engage and retain productive employees in our organization, we have
developed few employee forums.

Objective:

 To establish a formal two way communication between management and the

employees

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  To share the business progress and future plans.
 To provide employees with an informal platform to discuss issues, processes
and
 Objective and provide viable solution if any.
 To facilitate knowledge sharing.

Scope: Employee Communication Process covers all employees of Bal Pharma

across all location in India.

Monthly Departmental Meetings (MDM )

What is MDM?

The Monthly Departmental Meetings is an employee engagement initiative aimed

at promoting communication, transparency, engagement and emotional connects
within members of a department.

It will be a monthly meeting chaired by the HOD /Unit Head

Objective of MDM :

 To establish a formal 2 way communication between the HOD and members

of the said department
 To share and assess progress of the Dept. BSC and realign efforts to enable
the dept to successfully accomplish the set goals
 To provide team members an informal platform to discuss internal dept
issues and systems and processes and encourage them to recommend viable
solutions for the same
 To present teams with the opportunity to conduct Knowledge Sharing
Sessions.

Process of MDM:

1. HR department will coordinate with Business Head / Function Head /HOD to

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create a quarterly calendar
2. Meeting Chair to send out calendar invites to respective team members (1 week
prior)
3. HR department to coordinate with Meeting Chair on Agenda and presentation if
any.
4. HR department to facilitate venue and logistics on the decided date.
5. Standard Agenda (suggested)
Review

o Review of previous MOMs

o Current monthly status
o Plan for next month
 Announcements (if any)
 Achievements (if any)
 Issues to be discussed along with solutions and recommendations.
 Q & A session.

6. The minutes of the meetings shall be prepared.

7. HR department to circulate updates MOM to all member of the dept.

 Business Head / Function Head / HOD to nominate an internal team member

to track progress and achievement of action points

Point to note:

1. Duration: not to exceed 60 mins.

2. Informal Setting - Businesses to try accommodating meetings at respective

boardrooms

HR department to be facilitator and reviewer for the effectiveness of the meetings.

Questionnaires to be circulated to the participants for feedback and
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communication for improvement.

TOWN HALL

What is a Town Hall?

 Corporate and organizations, conduct town halls as per the needs of the
business and communication requirement where large group of employees
are invited together for a meeting with the purpose of communicating either
or all of the following :
 Critical business events or plans,
 Announcing any important company developments,
 Plan for response to competitors or
 Drive any specific change agenda across the organization, etc.

Benefits of Town Hall

 Employee communication can help your organization reach the next level
and emerge from economic challenges ahead of the rest.
 Communicating with employees helps boost employees during tough times
Provides a platform to allow employees to express their opinions.
 Town halls allow the company's leadership to hear a variety of perspectives,
connect at a grassroots level
 Leadership has lots of channels to get content and information from the
bottom up.
 The whole idea behind the town meeting is to facilitate both top- bottom and
bottom-up communication.

8. BAL PHARMA ETHICS AND CODE OF CONDUCT POLICY

Ethics and Code of Conduct: An Introductory Statement

To support the company’s Vision and Mission, Bal Pharmasets forth the ideals of
motivation, lifelong learning, service to others, and enrichment through diversity,
commitment to excellence, mutual respect, and personal integrity. The Company is
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guided by the belief that a sense of true society is achieved when these ideals and
values are reflected in the behavior of its employees towards one another.
Bal Pharmites committed to create an atmosphere of respect and civility amongst
its employees.
Code of Ethics redefines the expected behaviour of employees and stakeholders
with each other.

As employees of the organization, our interactions with one another are to be

guided by these principles as set forth in the Code of Ethics developed through The
Company’s governance process. In order to make this a living document, each
member of the organization must commit to these standards and promote its
general principles. Failure to follow this Code of Ethics will call for Disciplinary
action.

The ethics document covers following six sections:

 Corporate Responsibilities to Employees and Associates

 Basic Ethics and Conduct Code for Employees and Associates
 Responsibilities and obligations to all Stakeholders
 Fair Competition
 Fair Transactions
 Responsibilities to Society and Country

19. DRUG AND ALCOHOL ABUSE POLICY

The Company recognizes that alcohol and drug abuse related problems are an area
of health and social concern. It also recognizes that a member of staff with such
problems needs help and support from his / her employer.
Policy:
1. The company will not hire anyone who is known to currently addicted to
alcohol and drugs abuse.
2. The company will educate and inform its employees about the health

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 consequences of drug and alcohol abuse.
3. Employees must report to work in a fit condition to perform their duties.
Being under the influence of drugs or alcohol is not acceptable.
4. Any employee on company business, on or off company premises, is
prohibited from purchasing, transferring, using or possessing illicit drugs or
using alcohol or prescription drugs in any way that is illegal.
5. Employees will not be terminated for voluntarily seeking assistance for a
substance abuse problem; however, continued performance, attendance or
behavioral problems may result in loss of a job.
6. Employees on physician-prescribed medication must notify a designated
company official if there's likelihood that such medication could affect job
performance and safety.

7. Employees engaged in off-the-job drug or alcohol involvement may be

considered to be in violation of the company substance abuse policy.
8. Where available evidence warrants, the company will bring matters of illegal
drug or alcohol use to the attention of appropriate law enforcement
authorities.
20. EQUAL OPPORTUNITIES POLICY

1. OBJECTIVE:

To ensure that no Balpharmites receives less favourable facilities or treatment on

rounds of sex, marital status, disability, race, colour, nationality, ethnic origin,
religion, dependents or age

2. SCOPE:

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This policy is applicable to all Balpharmites working at different locations.

Policy

Bal Pharma ensures equal employment opportunity in all aspects of the

employer/employee relationship including but not limited to: hiring, upgrading,
and promoting, maintaining or establishing conditions and privileges of
employment, training, providing educational assistance, social and recreational
programs, compensation and benefits, transferring and disciplining, determining
layoffs, reductions in force, recalls, and terminations to all employees without
discrimination because of race, color, age (within statutory limits), marital status,
religion, national origin, sex, sexual orientation, physical or mental disability, or
veteran status, or any other protected class per applicable statute.

21. HARASSMENT AND BULLYING POLICY

1. OBJECTIVE:

The Company recognises that all Bal pharmites have a right to work in an
environment in which the dignity of individuals is respected and which is free from
harassment and bullying. It is committed to eliminating intimidation in any form.

2. Scope :

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This policy is applicable to all Balpharmites working at different locations. The
Policy applies to harassment on the grounds of disability, gender, marital status,
sexual orientation, age, creed, colour, race or ethnic origin.

Policy :

Harassment breaches the Company's Equal Opportunities Policy and it is

classified as a serious offence which may result in summary dismissal under the
Disciplinary Procedure. Suitable action would be initiated against the delinquent
employees as per the disciplinary procedure of the company in accordance to the
prevailing laws after due investigations.

22 . IT POLICY

1. OBJECTIVE:

To create awareness on the rightful use of IT assets of the company

2. Scope

This policy is applicable to all Balpharmites working at different locations.

Policy :

Core Applications

1. Transmission, distribution, and storage of material or conduct found

unlawful to any local, state, federal or foreign law or regulation is strictly

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 prohibited. This shall include but is not limited to, unauthorized use of
material that is protected by copyright, trademark or other intellectual
property right, material that establishes an illegal threat or material that
violates export control laws, regulations or trade secret.

2. Employees with internet access may not transmit or distribute any software
licensed to the company or data owned or licensed by the company (including
license keys) without the express written permission of the owner of the
proper license.
3. Information marked “For Internal Use Only” or “Confidential”, or whose
contents place it on a similar level, must not be passed on to outsiders
without authorization. Content marked as “Confidential” must always be
transmitted in encrypted form and transmission of content marked as
“Strictly Confidential” is only permitted provided the appropriate measures
have been taken to ensure that disclosure to unauthorized person is
prevented and that the integrity of the information is guaranteed by
encryption.

4. Confidential information relating to internal projects or activities and

developments must not be passed on to outsiders, and may be transferred to
other BAL PHARMA units only in encrypted form or password protected
form.

23. SEPARATION AND FULL & FINAL SETTLEMENT POLICY

1. Objective:

The objective of this Policy is to provide a means by which we will identify

workplace, organizational or human resources factors which may have contributed
to an employee’s decision to leave employment from a given department, with a
view of identifying any trends requiring attention or any opportunities for

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improving the HCGA ability to respond to employee issues, and to retain key
people.

A detailed exit process is carried out for all team members leaving the company.
This is necessary from a security, financial, administration, asset management and
information management perspective. The exit process applies to all the
employees leaving the company.
2. Scope

This policy applies to Employees who are resigning from the company, voluntarily.

Notice period & relieving

When an employee resigns, the Reporting Manager should attempt to understand

his reasons and identify means to retain him/her. In case, there is no possibility of
retaining him/her the exit process should be initiated.

The notice period to be served will be as per the terms of appointment.

During the notice period it is essential that the necessary work related information
is transferred to another designated team member under supervision of the Head
of Department or Manager as appropriate.

Exit Interview

On receipt of the resignation letter HR will conduct the exit interview.

The exit interview records are important because they capture the perception of
the people who are leaving the organization. The exit interview discussion with the
team member is documented and will be shared with the Functional Head and
Reporting Manager. The exit interview analysis would throw light on how the
work, the management and the manager are perceived by the team members.

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These could serve as inputs for improvement programs - both for the company
and the Managers themselves.

The exit interview will also facilitate the process of return of all company assets
such as PCs, laptops, mobile phones, security passes, company cards, etc

Full & final settlement

The employee is to get the necessary sign offs on the clearance form from the
concerned departments and hand over the necessary documents for his/her
relieving to the HR on the last working day for his/her final settlement.

HR will give all the required inputs needed to process the full and final settlement
of the team member like accrued leave, pay in lieu of notice etc to the payroll team.

The employee’s final settlement will be processed once all documents are received
and submitted to the F&A/payroll team. The F&A/payroll team will ensure that
the team member’s final settlements are carried out within at least two weeks after
the exit.
24.GIFT POLICY

1. Objective:

To facilitate an uniform gift policy for various occasions.

2. Scope.

This policy is applicable to all Balpharmites working at different locations.

Entitlement :

Particular Gift Amt

Dasara Gift Rs.550
Wedding Gift Rs.2000
First New Born Baby Rs.1000

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 25.DRESS CODE POLICY

1. Objective:

The Uniform Policy is necessary in order to convey a professional image Bal

Pharma its employees. Every employees must behave professional at all times,
both within the workplace and at the time of representing the company.

2. Scope.

This policy is applicable to all Balpharmites working at different locations.

Policy :

Prescibed attire should be as follows

Weekday – Formals

Ladies – Formals meaning Sari, Salwar Kameez, Trousers/Skirts (Capries,

Corduroys and jeans are not classified as trousers) with formal tops (Please avoid
tops with bright colors and large prints) sandals or shoes (Sneakers and not
classified as shoes)
Men – Formals meaning Shirts / Slacks and trousers with Shoes (Corduroys and
jeans are not classified as trousers)

Weekends – Smart Casuals

Ladies – Jeans, Corduroys, Sneakers / Shoes/ Sandals, t-shirts with collar only,
and casual tops.
Men – Jeans, Corduroys, Sneakers / Shoes, t-shirts with collar only, Shirts, t-
shirts or shirts to be tucked in (Please avoid sandals, cargo’s etc..,).

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