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ORGANIZATION EXPECTATION

ENTRY AND EXIT

The entry and exit policy details the norms an employee is expected to follow at the time of joining or leaving the company

EMAIL POLICY

This email policy details acceptable use of your organization's email system. It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails.

    • It is recommended to use emails for all formal communication within the organization.

    • It is required that you check your emails frequently every day.

    • The turnaround time for responding to emails generally is 24 hours, while emails that require immediate attention need to be treated with urgency.

    • The following use of email is prohibited: Signing up for illegal, unreliable, disreputable or suspect websites and services.

    • Sending unauthorized marketing content or solicitation emails. Sending insulting or discriminatory messages and content.

    • Intentionally spamming other people’s emails, including their coworkers.

    • Usage of Company-owned email addresses and systems for personal use should be limited to minimal and incidental use.

     

     

    EMAIL POLICY

  • 1. Every employee will have to undertake a minimum of 1 week of induction program planned by the program lead.

     

    2. Every employee who joins the organization will be on probation for three months.

     

    3. During the probation period, the employee will only be entitled to the earned leaves that have been credited to them at the beginning of every month.

     

    4. The employee will not be able to avail organizational perks such as period leaves, interest-free loans etc.

     

    5. After the three month probation period, the employee will receive an employment confirmation letter (unless challenged by the team lead). The employee will have access to all organizational perks.

     

    6. Every employee will be required to submit copies of identity documents, address and employment proof and any such document requested

    ENTRY

  • 1. Either you or the organization can terminate the employment by providing written notice of serving a minimum notice period of 30 working days or one month’s gross salary as compensation.

    ​

    2. The organization will reserve the right to withhold your salary in case of failure to serve the notice period of 30 working days.

    ​

    3. During your notice period, you would not be eligible for any leaves considering the process of effective handover of responsibilities. Any leaves availed despite the clause would be considered as a loss of pay.

    ​

    4. If you are serving your notice period, you will be entitled to encash up to 6 days of leave or the number of leaves accumulated (Whichever is lower)

    ​

    EXIT

  • Step 1: Resignation email [employee] from employee, addressed to team lead, copying hr.helpdesk@mantra4change.com, hari.prasad@mantra4change.com and jay@mantra4change.com

     

    Step 2: Resignation approval [Team lead] by team lead with relevant details {refer things to remember}

     

    Step 3: Initiation of exit [HR Helpdesk] On Keka by HR Helpdesk

     

    Step 4: Keka data download [employee] by employee: payslips, PF details, UAN number from ‘Finance’ tab Step

     

    5: Transition and Handover [employee] by employee, making sure arrangements for handover of assets, documents and knowledge transfer is initiated.

     

    Step 6: Exit Interview [P&C team] by P&C team, with employee on the last working day

     

    Step 7: Full and Final settlement (FnF) [Finance] by the start of the month following the employee exit

     

    Step 8: Relieving letter [HR Helpdesk] from HR Helpdesk to employee’s personal email address after 4-5 days of FnF

     

    Step 9: Email ID deactivation [P&C] Email of the exited employee to be deactivated by P&C team within 15 days from the date of exit

    PROCESS STEPS

  • THINGS TO REMEMBER FOR EMPLOYEE

  • Approval Email:

     

    1. Approval confirming the last working day of the employee.

     

    2. Google data transfer - who will it go to? 3. Mention on Loss Of Pay leaves

    THINGS TO REMEMBER FOR TEAM LEAD

  • ​​

    • It is recommended to use emails for all formal communication within the organization.

    ​

    • It is required that you check your emails frequently every day.

    ​

    • The turnaround time for responding to emails generally is 24 hours, while emails that require immediate attention need to be treated with urgency.

    ​

    • The following use of email is prohibited: Signing up for illegal, unreliable, disreputable or suspect websites and services.

    ​

    • Sending unauthorized marketing content or solicitation emails. Sending insulting or discriminatory messages and content.

    ​

    • Intentionally spamming other people’s emails, including their coworkers.

    ​

    • Usage of Company-owned email addresses and systems for personal use should be limited to minimal and incidental use.

    ​

  • ​

    1. Every employee will have to undertake a minimum of 1 week of induction program planned by the program lead.

     

    2. Every employee who joins the organization will be on probation for three months.

     

    3. During the probation period, the employee will only be entitled to the earned leaves that have been credited to them at the beginning of every month.

     

    4. The employee will not be able to avail organizational perks such as period leaves, interest-free loans etc.

     

    5. After the three month probation period, the employee will receive an employment confirmation letter (unless challenged by the team lead). The employee will have access to all organizational perks.

     

    6. Every employee will be required to submit copies of identity documents, address and employment proof and any such document requested

    ​

  • ​

     1. Either you or the organization can terminate the employment by providing written notice of serving a minimum notice period of 30 working days or one month’s gross salary as compensation.

    ​

     2. The organization will reserve the right to withhold your salary in case of failure to serve the notice period of 30 working days.

    ​

     3. During your notice period, you would not be eligible for any leaves considering the process of effective handover of responsibilities. Any leaves availed despite the clause would be considered as a loss of pay.

    ​

     4. If you are serving your notice period, you will be entitled to encash up to 6 days of leave or the number of leaves accumulated (Whichever is lower)

    ​

  • ​

    ​​

    • Step 2: Resignation approval [Team lead] by team lead with relevant details {refer things to remember}

    ​

    • Step 3: Initiation of exit [HR Helpdesk] On Keka by HR Helpdesk

     

    • Step 4: Keka data download [employee] by employee: payslips, PF details, UAN number from ‘Finance’ tab Step

     

    • 5: Transition and Handover [employee] by employee, making sure arrangements for handover of assets, documents and knowledge transfer is initiated.

     

    • Step 6: Exit Interview [P&C team] by P&C team, with employee on the last working day

     

    • Step 7: Full and Final settlement (FnF) [Finance] by the start of the month following the employee exit

     

    • Step 8: Relieving letter [HR Helpdesk] from HR Helpdesk to employee’s personal email address after 4-5 days of FnF

     

    • Step 9: Email ID deactivation [P&C] Email of the exited employee to be deactivated by P&C team within 15 days from the date of exit

    ​

  •  

    • Exit Survey: 8 days prior to exit, an email will be triggered from Keka requesting the employee to fill out an exit survey. This is a mandatory and essential process that the employee has to go through.

     

    • Pay slip download: Employees requested to download the required pay slips from the HR portal before exit. The last month’s payslip will be shared only after FnF settlement.

    ​

    • PFdetails download: Employees requested to download the PF details (UAN number and PF Number) from Keka portal under Finance tab - Summary.

     

    • Clause: no separate requests for prior payslips will be entertained after the exit.

     

    • Full and final settlement is done in the salary cycle following the exit (upcoming month).

     

    • Relieving letter and last drawn salary payslip will be shared post 4-5 working days after full and final settlement.

     

    • The employee is requested to clean and sort all drive data to ensure easy access to important information. All assets provided by the organisation to the employee must be submitted to the office before exit

  •  

     Approval Email:

     

     1. Approval confirming the last working day of the employee.

     

     2. Google data transfer - who will it go to? 3. Mention on Loss Of Pay leaves

    ​

Note: The standard norm is that the employee exiting is required to serve a notice period of 30 days. In exceptional cases where notice period needs to be waived off or reduced, prior approval from Santosh More is required. Team lead to ensure this process is followed. Leaves during notice period are considered LOP even if paid leave balance is available. Special cases of waivers require prior approval from Santosh. During notice period, employees will be entitled to encash up to 6 days of leave or the number of leaves accumulated (Whichever is lower). Team Lead to ensure all handover and transition processes and documentation are taken care of. Transition document to be obtained from the employee.

 

Things to remember for P&C team: Google Drive data transfer to approved transferee Formal exit interview scheduled on the last working day to ensure feedback is recorded, transition is completed, and assets are handed over. Email ID deactivation (within 15 days from date of exit)

Property of the Organization means all property, including income, funds and assets, belonging to the Organization or held or administered by the Organization or on its behalf.

 

The organization is not mandated to provide any resource to the employee. Resources will be provided based on availability and requirement only. Team managers will hold the right to allocation. Employees are encouraged to use personal resources. 

 

The employee will be responsible for the safe custody of resources, funds, valuables, furniture, registers, books and other things entrusted to them and shall exercise the same prudence and care as they would regarding their property or fund.

 

In case of any damage or loss, the organization shall have the right to make good the same from their salary besides taking any other disciplinary action that may deem fit or

PROPERTY OF THE ORGANIZATIOM

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