Transfer & Relocation Policy. Relocation Policy

Transcription

1 Relocation Policy The content of this documents must not be reproduced or disclosed to any person outside the organisation either wholly or in parts without the prior consent of the Management representative. Designation Department Date Authored By Manager - Human Resources Human Resource 24/08/2011 Approved By President - Human Resources Human Resource 24/08/2011 Valid From: 24/08/2011 Page 1 of 7

2 Document Name: Version: 1.0 Prepared By: Document Creation Date: Modification Date: HR 10/08/2011 S. No. Description of changes Date of Changes Version No. 1 Release of first version 1.0 Valid From: 24/08/2011 Page 2 of 7

3 Table of Contents S No. Description Folio Number 1 Objective 3 2 Scope 3 3 Types of Relocation 3 4 Guidelines 4 5 Procedure 5 6 Relocation Benefits 6 7 Designation-wise Relocation Allowance 6 Objective: To have a standardized policy for transfer and relocation of employees arising on account of business needs as follows: To meet the needs of the organization. To utilize the employees services optimally by placing him / her where his / her services are best utilized. As a career development, to increase the versatility of the employee and avoid stagnancy. As a plan for improvement / remedial action. Scope: All employees of Cafe Coffee Day. Types of Relocation: Promotional Relocation: On getting promotion, an employee may be relocated to some other place to take up a new / additional responsibility. Administrative Relocation: These relocations are punitive in nature. The objective of such relocation should be to bring about the behavioural and positive changes in the employee. This relocation should be reviewed after six months. Versatility Relocation: This relocation shall be aimed at increasing the versatility of an employee by assigning him / her job responsibility which would be higher or altogether different than the present job. This will enable the employee to gather varied and broader job knowledge and experience. Valid From: 24/08/2011 Page 3 of 7

4 Inter-Group Relocation: Relocation of a person to a different group company would depend on his or her academic qualification, knowledge and relevant experience for the company. Competent people shall interview the employee and only when he is found fit for the new role he shall be relocated. The pay and allowances given to the person would be as per the salary structure of the unit to which he / she is being relocated. Self-request Relocation: These relocations shall be entertained only in case where the unit has a requirement at the location and the employee fulfils the criteria of the requirement. Note: Self-request relocations are subject to the following conditions: o o The employee will commit in writing that he/she will neither resign nor request for another relocation within One Year from the date of relocation. In case of a breach, the Company has the right to recover the expenses incurred in hiring the replacement at the time of relocation in addition to any other penalty the Company deems fit. The employee will not be eligible for any relocation benefit. Deputation: Relocation on deputation shall be done for a special task / assignment for a minimum period of one month and a maximum period of six months. After which the person has to report back to his actual place of posting. In these cases employee shall get salary from actual place of posting. In addition he / she shall be eligible for deputation allowance. NOTE: Please indicate type of relocation when recommending relocation. The company s decision in above shall be final. Guidelines for Relocation: At the time of relocation, the person handing over shall ensure proper documentation and resolution. The person handing over shall ensure that all documents, files, literature and Company property is handed over to the incumbent. In the event the incumbent is not available, he/she should hand over the same to senior most designated employee or as advised by the Department in-charge. The incumbent is supposed to acknowledge the receipt of these documents. Copy of handing over certificate should be sent to HRD and HOD. Valid From: 24/08/2011 Page 4 of 7

5 After relocation orders have been sent and after the person has been relieved from his duties and if the relocation is from one city to another necessitating travel and change / shifting from one residence to another with households effects, a maximum period of 3 working days transit leave shall be allowed for such relocations. If the relocation is within the city limits or form one company to another and within the same city, no joining time shall be permissible. In such relocations the employee shall report to the new place of posting on the next working day. Due to exigencies of work the management or the transferring authority shall have the right to reduce the joining time and may ask the concerned employee to join the place of posting at the earliest through the shortest possible route. In case the employee fails to report by due date, he will be treated as absent and action as per rules will be taken. New Joinee Relocation Clause: Relocation Allowance is at times extended to a new joinee in case the job location and the current location of the new joinee are different. A case will be considered only if the Recruitment Team fails to find a suitable candidate at the job location after comprehensive search. This is done ONLY in an exceptional case and with approval from HR Head. All other terms and conditions pertaining to the payment of Relocation Allowance will be applicable to the new joinee as applicable for the employee of Cafe Coffee Day. Procedure for Relocation: Either the immediate supervisor can initiate relocations or it could be under selfrequest by the employee. All relocations have to be routed through immediate supervisor. Consent of the HOD and HR Head is a must for final approval. Choice of location of the individual may also be taken into account while taking such decisions but it shall not be mandatory and Company decision shall be firm and final. The relocation order duly signed by the HR Head shall be sent to all concerned including Regional and Corporate HRD. Valid From: 24/08/2011 Page 5 of 7

6 In cases where the relocation is from one Group Company to other, HRD shall issue such relocation orders. Relocation Benefits: 1. Settling Advance: To meet the contingencies of settling in a new place settling advance may be given in case of permanent relocation. This amount will not exceed one month s gross salary. The same can be recovered in 3 equal monthly instalments. (same as salary advance policy) 2. Travelling Allowance: The travel cost of self and family up to maximum four members shall be reimbursed as per the travel policy of the Company. 3. Relocation Allowance: Packaging, handling, loading, unloading and Transportation Inclusive of portage and insurance. Maximum Below or 501 to 1000 to 1501 Approving Level Eligible up to and Authority Amount 500kms kms kms above Sr. General Mgr/GM/ 45,000 22,000 30,000 38,000 45,000 Head - HR Territory Managers / RM 35,000 17,000 22,000 30,000 35,000 Head - HR Sr. Mgr /ARM 25,000 10,000 15,000 20,000 25,000 Head - HR Manager/City Manager 20,000 7,500 12,000 17,000 20,000 Head - HR Asst Mgr/ Area Mgr. 10,000 8,000 9,000 10,000 10,000 Sr. Exec/ MTs/ Trainee Area Mgr./ Café Mgr. 5,000 Asst. Café Mgr./ Exec/RMT 3,000 Jr. Exec/ OT/ TM 2,000 Please note: The term family with reference to this policy means self, spouse and up to two dependent kids. Valid From: 24/08/2011 Page 6 of 7

7 All Relocation Benefits should be pre-approved by HR. These reimbursements shall be paid after submission of the actual bills by the employee, which should be submitted within 30 days of joining at the relocated location. The employee will submit 3 competitive quotations and the best quote will be approved by HR. Travel will be by shortest route by road or rail or as per eligibility mentioned in the travel policy. Relocation Allowance include Freight, Packaging/Un-packaging, Insurance, & applicable Taxes. Condition of Payment of Relocation Allowances under this Policy: In case the employee resigns within a period of One Year from the date of Relocation, the entire amount of Relocation expenses reimbursed/paid to him/her will be recovered as part of the final settlement. Repayment will not be required if the employee is dismissed through reason of termination, compulsory redundancy or ill health. HOME Valid From: 24/08/2011 Page 7 of 7