Employee HR Handbook

To be amongst the leading global businesses in the field of Fabric care, Home care & Personal care products and other diversified activities.

To be an Institution of excellence, striving for high standards and positions of leadership in all spheres of our activity, committed to providing superior quality and value for money to our global customers.

To strive to achieve through profitable business operations, prosperity for our stakeholders and contribute to the Society, our Nation, and the Environment.

To do so through an organisation, committed to fair and ethical business practices, with working environment that nurtures a sense of belonging, encourages entrepreneurship amongst our people and motivates them to give their best.

To delight our internal and external customers by delivering defect free products and services exceeding their stated and implied needs.

To do so cost effectively through systems, processes and an organisation culture, committed to doing things right the first time every time and continuous improvement thereafter.

• Loyalty to and Pride in the Organisation
• Entrepreneurship
• Customer Delight
• Integrity
• Commitment
• vInnovativeness
• Excellence
• Team Work
• Respect for Human Dignity
• Social Responsibility

To ensure that in the pursuit of our Organisational goals in relation to our products processes, the following objectives are met:

• Safety of employees, customers community at large and the physical assets of our organization and others.
• Good Health for all employees, in terms of their physical mental wellbeing.
• Protection improvement of the Environment in which we work.

To work towards the development welfare of all sections of the society, without discrimination, in terms of their:

1. Physical Mental Health Wellbeing.
2. Economic wellbeing Growth through education and development of skills.
3. Ethical, Moral Spiritual development.

ORGANISATIONAL LEVELS / DESIGNATIONS:

Office timing for employees shall be from 09:30 AM to 06:00 PM Lunch break from 01:30 PM to 02:00 PM as at present. Employees, who are working in shifts, shall report to work place as per their shift timings.

FENA has a computerized biometric attendance system for all regular employees of the company at establishments. The employees punch their attendance through Finger/Thumb impression or attendance card in the attendance machine installed near the entry gate before commencement and after completion of work.

The Sales employees working in field shall mark their attendance through their tablets (Bizom) on commencement and after completion of work.

The leave rules apply to all regular employees of the company.

Leave cannot be claimed as a matter of right and the discretion shall rest with the Management to grant or refuse such leave at any time because of exigencies of the company’s work.

The Leaves (Earned, Casual and Sick Leave) are calculated on the basis of calendar Year i.e. from 01st January to 31st December of the year.

Employees who have worked for part of the year are entitled to Casual Leave and Sick Leave on pro-rata basis.

Any employee who desires to proceed on Earned leave shall apply to the Head of his department giving the reasons for the leave and shall not avail the same before it is actually sanctioned. Except in an emergency, application for leave shall be made 30 days prior to the date for which the leave is required.

If Sick Leave is for 3 days or more it should be accompanied by a proper medical certificate from the Doctor/Hospital from where treatment is taken.

Intervening Sundays and holidays will not be considered in the calculation of Earned leave days if the day before after the Sunday /Holiday are given as earned leave. Earned leave entitlement is worked out on the basis of one day leave for every 20 days actually worked. Unavailed Earned Leave can be accumulated up to maximum of 60 days. The earned leave in excess of 60 days as on 1st January is encashed.

The Unavailed Casual Sick Leave shall lapse at the end of the year.

i) Earned Leave

Permanent employees- One day for every 20 days actually worked which can be enjoyed after Completion of 240 working days service.

Accumulation of EL - Upto 60 days

Encashment of leave shall be paid In the month of January for the employees who have already accumulated upto 60 days leave.

ii) CASUAL LEAVE:

• Employees - 7 days leave with full pay during the year.
• Max availment - 3 days inclusive of weekly holidays at a stretch.
• Accumulation of CL - NIL
• Encashment of leave: - NIL
• Combination with EL/SL - NIL

iii) SICK LEAVE:

(except those who are covered under ESIC)

• Employees - 7 days leave with full pay during the year.
• Accumulation of SL - NIL
• Encashment of leave: - NIL
• Combination with EL/CL - NIL

The company grants 10 days National /Festivals Holidays including 03 National Holidays ( i. e. 26th Jan, 15th Aug, 02 Oct) during the calendar year.

In order to maintain office decorum and to create professional work culture in the organisation, all employees are expected to come to office or work in the market in best of body hygiene, and well maintained formal dress including shoes, as suited to climatic conditions of the area (ie. trouser, shirt, properly tucked into the trouser, Blazer/Coat/Jacket ( If Needed), Neck Tie ( Optional) and formal black / brown shoes etc.) on all working days.

White Sports shoes, jeans, T-shirts, Shirts without collars and Cap etc. are not expected to be worn while on duty in Office / Market unless they are a part of a promotional campaign.

The employees who are issued with uniform including shoes from the company, must wear the same on all working days.

All employees become eligible to join the Provident Fund on joining the organization as per the Employee Provident Fund Misc Provision Act 1952. The company contributes an amount equal to the contribution of the employee as per the Act.

• Applicable only to Employees drawing basic salary less than Rs 15000/- as per statute. However all employees are covered under EPF in the company.
• Funds are managed thru the EPFO office at Dwarka in Delhi for employees of Head Office and Sales employees. For employees in the Units, the EPF fund is managed through the EPFO office of the Local Area.
• EPF, Pension , EDLI contributions are as per rules
• Employee State Insurance:

The company is covered under the ESI scheme. All the employees excluding apprentices who are drawing gross salary less than Rs. 21,000/- Per Month are covered under the ESI scheme. Under the scheme employee contributes @ 1.75% of his salary per month and the company contributes @ 4.75% of the employee’s salary per month. Under the scheme employee and his family is entitled for the following benefits.

• Medical benefit in case of sickness from day one of employment
• Temporary total disablement benefit in case of accident.
• Permanent, total /partial disablement benefit in case of accident.
• Dependent’s benefit (pension) in case of death.
• Free medical facilities for the employee and his family in ESI dispensary and Hospital as per the ESIC Act.

Bonus:
• Eligible Employees shall be paid Bonus as per provisions of the Payment of Bonus Act.
• Bonus is near Diwali Festival

iii) Ex- Gratia:

• Ex-gratia is paid for employees not covered under payment of Bonus Act, as per terms of appointment.
• Ex Gratia is paid near Diwali Festival.

The company has taken a Group Medical Insurance Policy for all its employees and their families in W to TM grades if not covered under ESIC.

• Family means 4 members including self, Spouse, Children/ Parents.
• This policy covers maternity benefits.
• Reimbursement for any disease by birth are not allowed
• Expenses prior to 30 days of hospitalization and 60 days after discharge are not allowed.
• In case of hospitalization Employee to immediately inform the insurance company, thru the HR department at HO.
• Only specified diseases are covered and in most cases minimum 24 hours hospitalization is mandatory.
• Only specified Hospitals are covered and the list of the same is provided along with the Mediclaim card.

Presently Maximum benefits Ceiling under Mediclaim (Hospitalization) Policy are as under:

The coverage is only for employees not covered under ESIC .

Mediclaim is under floater policy per family consisting of 4 members. Coverage and premium shall be decided by Management and communicated accordingly.

The Company has taken Group Personal Accident coverage for all employees who are not covered under ESIC. The policy covers the risk arising out of accidents resulting in partial / total disablement or death. Presently the “sums assured” are as given below and may be revised from time to time.

The Company has taken Group Term Life Insurance coverage for all employees of the company. The policy covers the risk arising out of death by any reason for the beneficiaries. Presently the “sums assured” are as given below and may be revised from time to time.

Maximum benefits under Group Term Life Insurance

• Once in two years for Management Staff in MM – 2 and Above
• The health checkup is arranged by HR Department at approved hospitals on the request of the employee.
• The Executive Health Checkup can also be done out of Delhi on pre-approval ( Need Based)

• Management staff from JM - 3 above , aged not less than 21 years not more than 58 years are covered under this scheme.
• Contribution: 10% of monthly basic salary.
• No minimum period of service is required for eligibility under the scheme.
• The contribution amount is eligible for Income Tax exemption as per rules.
• The amount is transferable into other superannuation fund account on separation.
• Benefits payable as Per LIC policy options

• Management staff from JM - 3 above may opt.
• Contribution: 10% of monthly basic salary to be contributed in Tier – 1 Account with NPS Fund Manager. In addition to this, the employee can also have option to deposit Rs 50000/- ( PA) to claim additional IT Benefits.
• No minimum period of service is required for eligibility under the scheme.
• The contribution amount is eligible for Income Tax exemption as per rules.
• Benefits payable as Per NPS Guidliens.

• All employees are covered for gratuity as per provisions of Gratuity Act, 1972 ( Contribution @ 4.81% of basic)
• Eligibility: Min. 5 years of continuous service.

• Applicable for level JM – 3 and above employees.
• 03 days leave is must for claiming Income Tax benefits.
• In the block of 4 years, Income Tax exemption can be claimed maximum for 02 years, as per the existing rules.
• The claim for LTA due for the current financial year may be availed after 15th March of the year by the eligible employees.

The salary of the employee is paid in the Bank Account of the employees on or before 7th of the following month as per the salary slip provided to the employees.

The salary of the employee is paid in the Bank Account of the employees on or before 7th of the following month as per the salary slip provided to the employees.

Fena is committed towards providing all employees with meaningful performance reviews. Goals objectives are defined and mutually agreed and are documented by way of Key Result Area and Work Break downs. Self-appraisals reviews by senior provide the forum for recommendations and feedback in order to improve relationships and performance.

The annual appraisal cycle is from 1st April to 31st March; however the new joinees undergo Performance Appraisals process on completion of 6 months for Confirmation of services.

The PMS is designed so that employees:

• Are aware of what is expected of them
• Receive timely feedback about their performance
• Receive recognition in a fair manner.

Fena is committed towards providing all employees with meaningful performance reviews. Goals objectives are defined and mutually agreed and are documented by way of Key Result Area and Work Break downs. Self-appraisals reviews by senior provide the forum for recommendations and feedback in order to improve relationships and performance.

The annual appraisal cycle is from 1st April to 31st March; however the new joinees undergo Performance Appraisals process on completion of 6 months for Confirmation of services.

The PMS is designed so that employees:

• Are aware of what is expected of them
• Receive timely feedback about their performance
• Receive recognition in a fair manner.

• Increments and Promotions : Merit and Performance Based.

Employees who complete 10 and 25 years of continuous service:

• On completion of 10 years of service : Silver Plaque and Certificate
• On completion of 25 years of service : Silver plaque and Certificate.

Incentive schemes are devised from time to time for field sales personnel and given on achievement of sales target.

The services of an employee are liable to be transferred from existing job, department, establishment, and /or area anywhere in India or abroad whether existing at present or to be set up in future. Upon such transfer, rules and regulations of the new location shall be applicable to the employee.

Retirement age of employee is 58 years

It is the responsibility of each employee to promptly notify the company of any changes in personal data, personal mailing addresses, telephone numbers, number and names of dependants, educational accomplishments and other such similar information to enable the company to update its records with the latest information.

Objective: To provide financial help to employees in case of contingencies.

Eligibility: All confirmed employees will be eligible to avail the loan.

Entitlement: All eligible employees will be entitled to interest free loan, subject to a maximum of two months’ salary/wages (Basics and HRA only).

• Marriage of own children/dependent sister.
• Higher education of children
• Treatment of immediate family member/dependent parents.
• Repair and maintenance of own home.

The application for the loan with recommendations from HOD/Unit Heads to be forwarded to HOD – HR at HO.
The loan amount is to be repaid in a maximum of 12 monthly instalments.

In certain cases of very urgent or emergency situations in the family, on the recommendations of HODs/Unit Heads and approval from HOD – HR, the employees may be paid salary advance during the month as per following guidelines:

1. Salary advance to staff shall be paid after 18th and to workmen after 22nd day of the month.
2. The salary advance cannot be more than the accrued amount for the month.
3. The amount paid is to be recovered from the salary payable to the employee in the same month.

1. Employees getting married are given a token gift amount as under:
2. W Grade : Rs 2100/-
3. S Grade : Rs 3100/-
4. JM and Above : Rs 5100/-

Marriage invitation to be sent to HR at HO.

Fena is committed to working with Vendors as “Business Partners” to achieve high standards through transparency and continuous improvement in quality and reduction in costs. All vendors are expected to adhere strictly to the following Code of Relationship:-

1. Compliance with all applicable laws and regulations.
2. Providing safe and healthy working conditions for all employees.
3. Taking due care for environment protection.
4. Ensuring all products and services supplied meet required specifications conditions and are good for intended use/ application.
5. Offering / soliciting of commissions, personal benefits or favours in Cash or kind, gifts, samples. Entertainment of any kind, gift vouchers, meals etc. to / by Fena employees is strictly forbidden on any occasion, whatsoever, including festivals, new year and personal/ social events such as birthdays, wedding etc.
6. Following ethical business practices always.
7. Maintaining strict confidentiality in respect of all business information, however small or insignificant and not passing on the same to anybody other than authorized Fena team members.
8. Ensuring that there is no misuse of any intellectual property rights of Fena (P) Limited i.e. Trademark, Copyright and Patents etc.
9. Ensuring strict compliance to agreed Terms Conditions of business and adopting best business practices in general, always.
10. Always taking proactive initiative to provide innovative and creative improvements to keep abreast with technological advancements taking place.
11. Ensuring that prices charged to Fena are not higher than prices charged to other customers.
12. Dealings between Vendor and Fena are direct no middle men / commission agents etc. are to be involved without prior written permission of Directors of Fena (P) Limited.

It is expected that employees shall keep all important information related to the business acquired in the course of employment as strictly confidential. Any disclosure of such information to the unauthorised recipient shall be treated as a breach of contract of employment.

At Fena, The employees are encouraged to bringing out their creative potential and ideas that could lead towards efficiency improvement, Safety improvement, reduction in wastage, Simplification of process/system/policy, improvement in productivity and profitability.

Each establishment has Suggestions Box fixed near front office/Security gate, where in the suggestions may be dropped. In the alternate employees may write their suggestions through e mail id mysuggestion@fena.com.

This mail box shall be accessed by HR Head at Head office. The suggestions giver should identify him/her self by giving his/her name, designation, department, establishment and location.

All the suggestions are discussed and evaluated for implementation and the feedback is shared with the suggestion maker.

Benefits enumerated in this “Employee HR Handbook” are subject to change due to statutory changes or changes in the Company Policy.