HR Manual Book

HUMAN RESOURCE
MANUAL
Bihar Vikas Mission

Bihar State Building Construction Corporation Campus,
Hospital Road, Rajvanshi Nagar, Patna – 800023
Disclaimer
TABLE OF CONTENTS
Disclaimer…………………………………………………………………………………………………...............4
Definitions…………………………………………………………………………………………………..............5
1. Recruitment and Selection…………...……………………………………………………………………...6
2. Joining and Orientation…………………………………………………………………………….............12
3. Probation and Confirmation……………………………………………………………………….............14
4. Rewards………………………………………………………………………………………………………..17
5. Payroll…………………………………………………………………………….…………………………....22
6. Training and Development………………………………………………….……....................................25
7. Performance Evaluation………………………………………………………………………………….....30
8. Travel Allowance and Daily Allowance ……………………………………………………………….....36
9. Location of Posting and Transfers……………………………………………………………….............40
10. Holidays and Leaves…………………………………………………………………………………...…....42
11. Code of Conduct………………………………………………………………………………………..........47
12. Timing and Attendance …………………………………………………………………………………….55
13. Dress Code…………………………………………………………………………………………………….58
14. Appropriate Use of Technology…………………………………………………………………………...60
15. Grievance Redressal………………………………………………………………………………………...63
16. Anti-Sexual Harassment…………………………………………………………………………………….68
17. Employee Records…………………………………………………………………………………………...72
18. Employee Rehire/Contract Renewal……………………………………………………………………...75
19. Separation……………………………………………………………………………………………….........78
2
TABLE OF ANNEXURE
Manpower Requisition Form....................................................................................................................84

Application Form......................................................................................................................................87
Reference Check Form.............................................................................................................................91
Letter of Regret.........................................................................................................................................93
Joining Document Check List.................................................................................................................94
Letter of Approved/Valid Proofs………………………………………………………………………………..95
Letter of Confirmation..............................................................................................................................96
Letter to Extend Probation......................................................................................................................97
Training Needs Identification Form........................................................................................................98
Training Schedule Notification...............................................................................................................99
Training Nomination Form.....................................................................................................................100
Training Feedback Form........................................................................................................................102
Orientation Program Schedule..............................................................................................................105
Performance/Probation Review Authority Matrix................................................................................110
Performance Evaluation Form...............................................................................................................114
Travel Requisition Form.........................................................................................................................118
Travel Expense Reimbursement Form.................................................................................................119
Tour Report.............................................................................................................................................121
Transfer Letter.........................................................................................................................................122
Leave Application...................................................................................................................................123
Matrix detailing Grievance Redressal Committee...............................................................................124
Grievance Redressal Form....................................................................................................................127
Form for Complaint against Sexual Harassment.................................................................................133
Form for Complaint against Sexual Harassment (For committee members)....................................134
Separation Docket .................................................................................................................................135
Resignation Acceptance Letter.............................................................................................................138
Initiation of Termination in case of Desertion......................................................................................139
Letter of Termination in case of Desertion...........................................................................................140
Handing Over Report..............................................................................................................................141
Full and Final Settlement of Account....................................................................................................143
Service Certificate...................................................................................................................................144
Condolence Letter in case of Death......................................................................................................145
Matrix of Reporting and Appellate Authority.......................................................................................146
3
DISCLAIMER
This policy manual is designed for a start-up phase organisation to enable ease of
administration and governance. HR Policies and Procedures will evolve over a period of
time on the basis of usage data.
Bihar Vikas Mission reserves the right to amend, abrogate, modify, rescind / reinstate the
entire policy or any part of it at any time with or without giving any reason whatsoever.
All policies issued/ modified after any person’s employment will supersede the policies
mentioned in the employment contract with immediate effect.
Changes/Amendments to any policy will be approved by the Chairman Executive

Committee, or as delegated. Each such change will be informed to the Governing
Body through the Executive Committee
4
BVM -- Definitions
DEFINITIONS
For the purpose of this Policy Manual, the following terms wherever used herein, will
mean the following:
1. Controlling Officer
• For BVM: Chairman, Executive Committee/Member Secretary/Mission Director, or as

delegated
• For Department: Principal Secretary or Secretary of the Department, or as delegated
• For District: District Magistrate, or as delegated
2. Competent Authority: At Bihar Vikas Mission, competent authority is Member

Secretary Bihar Vikas Mission, or as delegated
3. Appellate body
• For BVM: Chairman, Executive Committee or as delegated or as separately specified

in any relevant policy
• For Department: Chairman, Executive Committee or as delegated or as separately

specified in any relevant policy
• For District: Member Secretary, or as delegated or as separately specified in any

relevant policy
3. Wherever applicable, unless otherwise specified, words denoting the male gender
connote the female gender and vice-versa
4. Words denoting plurals will be taken to include the singular and vice-versa
5. The word "including," when used is not intended to be exclusive and means
"including, but not limited to."
6. Bihar Vikas Mission maybe represented as BVM or Mission
7. Any questions / clarifications with regards to any policy, contained herein, may be
directed to BVM office through the appropriate Controlling Officer
5
BVM -- Recruitment and Selection
Recruitment and Selection
HR Policy No. 1, Version 1.0
Issue date: ___________
Applicability date: ___________
Document history
Author Reviewed Approved

Version Date Nature of changes
(function) by by
6
1. Policy Statement
Bihar Vikas Mission (also referred as BVM) realises the significance of selecting competent individuals to
make the goals and objectives of the Mission successful. The objective of this policy is to lay down
guidelines and procedures to be followed by BVM in the recruitment and selection of appropriate human
resources for the organisation.
2. Applicability
This policy applies to all employees working, aiding, facilitating at all levels in all locations of the BVM,
except otherwise provided.
However, BVM may, by the order of Competent Authority for reasons of exigencies and in the interest of
organisation, exclude or include any class of employees or post from application of these policies.
3. Responsibility
The processes are the responsibility of HR Cell of BVM.
4. Definition/Scope
4.1. Recruitment
The process of defining a job or vacancy, and identifying and hiring the best-qualified candidates (from
within or outside of an organisation) in a most timely and cost effective manner
4.2. Selection
The process of choosing the most appropriate candidate, from the universe of candidates who have
applied, to fill a post
5. Resource Planning
5.1. Bihar Vikas Mission will undertake resource planning on an annual basis to decide its recruitment
strategy and budget.
5.2. The objective of Resource Planning is to calculate the sanctioned posts, actual vacancies and develop
an Annual Staffing Plan, which will form the basis for all recruitment decisions in the organisation. It
involves looking at the gap between current and target manpower (in terms of numbers and skills) to
facilitate designing of a Manpower Plan, in sync with the strategic imperatives of BVM.
5.3. Resource Planning will provide the sanctioned strength of employees in terms of the following:
5.3.1. Number of permanent/ contractual/thematic expert employees required
5.3.2. Number of employees from reserved categories, if any
5.3.3. Function/Department/Location where manpower is required
5.3.4. Grades for which manpower is required
5.3.5. Technical Skills, Critical Behavioral Attributes and Competencies required
5.3.6. Time frames within which recruitment needs to take place
6. Recruitment Budget
6.1. BVM will also develop a Recruitment budget based on the Annual Staffing Plan/Resource Planning,
undertaken at the beginning of each financial year.
6.2. The budget will be decided on the basis of the following
7
6.2.1. Expenses related to notice of vacancies in local and national daily newspapers
6.2.2. Fee to advertising agencies
6.2.3. Fee to external recruitment agencies
6.2.4. Fee charged by external experts for Selection and Interview panels
6.2.5. To and fro airfare of candidates for being called for the Selection Process from outside of
Bihar as well as their stay arrangement or any other as decided by BVM, if the process
extends to the next day.
6.2.6. To and fro airfare of candidates for top level posts or any other, as decided by BVM, being
outside of Bihar as well as their stay arrangement, if the process extends to the next day
6.2.7. Miscellaneous expenses such as stationary, logistics, food and refreshments, etc.
6.3. The draft staffing plan along with commensurate budgets will be approved by the Executive
Committee and their after ratified by the Governing body.
7. Guidelines for Requisition
7.1. Competent Authorities at the district, department and nodal level will forward requests for creation of
new posts/filling of vacant post to the HR cell through a Manpower Requisition Form. (Refer to
Annexure 1)
7.2. The Competent Authorities must provide the following information as a part of the Requisition:
7.2.1.Job description / job profile/ Key Areas of Work of the proposed staff.
7.2.2.Minimum and preferred educational qualifications, years of experience
7.2.3.Age Limit (if any)
7.2.4.Key Competencies
7.2.5.Assignment / Requirement period (if any)
7.2.6.Compensation
7.2.7.Reporting Authority
7.2.8.Reason / Purpose of recruitment
7.2.9.Any other relevant information justifying the recruitment
7.3. Competent Authorities may recommend in-house resources capable of filling the said positions after
re-skilling or up-skilling.
7.3.1.Recommendation for training may be made on the basis of educational qualifications, years
of relevant experience, placement record in the concerned Department, etc.
7.3.2.BVM will facilitate the search for appropriate Training Programs and Providers
7.3.3.BVM will facilitate the enrolment process.
7.3.4.BVM may, at its discretion, bear the cost of such trainings, unless otherwise specified.
7.3.5.Individuals undergoing short term training up to 3 months for some specific project on
recommendation of the department should be provisioned to be retained in the particular
department for a minimum period of two years. Individual undergoing long term training (more
than 3 months) such as certificate/degree course funded by BVM/Department will be required
to serve a bond of three-years with the concerned State Department.
8. Principal Guidelines for all Recruitment and Selection
8.1. HR Cell will submit such requisition requests for the review of Member Secretary, who will forward
these to Governing Body (GB) of Bihar Vikas Mission put forth by the Executive Committee
8.2. All new posts in BVM across the organisation can only be created with the approval of the Governing
Body (GB).
8.3. After the approval, HR Cell will choose the appropriate recruitment and selection method and
accordingly recruit and select staff for all the positions.
8
8.4. For all positions BVM will follow the Bihar State Government’s policies and guidelines with respect to
various categories of reservations, seeking approval of the Executive Committee.
8.5. The recruitment and selection process in BVM will ensure the following:
8.5.1. Fair and equal opportunity to all eligible candidates, irrespective of religion, faith, caste, tribe,
creed, gender, region, etc.
8.5.2. Encourage women to apply and provide equal opportunity to women for selection.
8.5.3. Focus on selecting competent individuals for each position.
8.5.4. Maintain the highest level of transparency and fairness during the entire process of
recruitment and selection.
8.6. Employees currently working, in a full time permanent or contractual or part time capacity, in any
NGO / Corporation / Society / Company / Department under the aegis of Government of Bihar will
be eligible to apply for suitable relevant position with BVM only after submission of No Objection
Certificate (NOC) from appropriate Competent Authority at the time of application
9. Screening Committee and Selection Panel
9.1. A Selection Panel will be formed for each position under BVM.
9.2. For recruitment and selection done by the BVM Establishment, selection panel will consist of:
9.2.1.Screening Committee - to undertake review of applications (directly received / advertised by
BVM) against specified eligibility criteria and other parameters to prepare initial list of
shortlisted candidates to be further selected through various selection tools.
• Chief General Manager
• General Manager HR
• HR Manager
• Section Officers
• Assistants
• As per requirement
9.2.2.In case of a high response volume, BVM can request the Govt. of Bihar to help with temporary
deputation of personnel for assisting BVM’s work. BVM will pay an appropriate honorarium
to all such deputed personnel.
9.3. Any changes in the constitution of Selection Panel will be made by Member Secretary’s office, in
consultation with Chairman, Executive Committee
9.4. In the event that the resource availability does not match requirements circulated by BVM, the
Competent Authority can suitably modify the requirements (years of experience and/or salary) so as
to assist prudent hiring.
9.5. External/Sectoral Experts are brought on-board the Selection Panel. BVM will provide for their airfare
(if any), to and fro local conveyance and an honorarium as per the approval of the Governing Body.
9.6. Selection Panel for recruitment by BVM Establishment:

9.6.1.Chairman of the Panel – of sufficient seniority or a senior functionary of the State Government
9.6.2.Principal Secretary / Secretary of the concerned department
9.6.3.Subject Matter Expert of the concerned department
9.6.4.Representative of the Mission Director’s office
9.6.5.Representative of the Member Secretary’s office
9.6.6.At least two external subject matter experts
9.6.7.If not already represented – 1 member each of Minority, Woman and SC/ST communities not
below the rank of a Joint Secretary
9
9.7. Based on the number of jobs / positions and the time exigencies to hire at BVM, there may be more
than one selection panel on any single day. The composition of the said multiple panels is described
in 9.6 hereinabove.
10. Recruitment Sources
BVM, as deemed necessary, under normal or exigent circumstances may choose to hire from any one or
a combination of the following sources -
10.1. Direct advertisements on BVM website or notice in local/national newspapers

10.2. Through Government approved agencies earmarked for hiring of specific jobs or outsourced to any
such agencies
10.3. By recruiting individuals through a competent empaneled external agency or internet job sites
10.4. By outsourcing the services to an external agency for specific services/functions, as deemed
appropriate
10.5. By direct campus recruitment, from reputed development, management, social work, agriculture
institutions or any other as deemed appropriate at the time of hiring
10.6. By selection of personnel on deputation / posting from Central and/or State Governments’
Departments/PSU’s/other Instrumentalities. Deputation may be adopted as a mode of recruitment
for those vacancies/ positions where experience in the government sector is a key pre-requisite.
11. Selection Methodology
11.1. Eligibility Criteria: For each position a set of minimum eligibility criteria will be defined, based on which
candidates will be shortlisted for the selection process. Eligibility Criteria will include, but not limited
to, the following:
11.1.1. Minimum, essential and preferred Educational Qualification required
11.1.2. Minimum years of Experience required, if any, for each specific job
11.1.3. Age limits (if any)
11.1.4. Nature of candidate’s experience, in job relevant area and proven track record of
demonstrating innovative methods and ideas that added value to his organisation, (if any
job requires specific prior work experience).
11.2. Selection Tools

BVM may, at its discretion and as deemed necessary, use any one or a combination of selection
tools / methods in parallel or in sequential manner in order to select the most appropriate candidate.
Following tools / methods (including but not limited to) may be used by BVM from time to time:
11.2.1. Direct hiring based on merit list(s) created on scores awarded for each parameter
prescribed in the recruitment advertisement
11.2.2. Shortlisting based on details mentioned in the CVs along with technical ability test(s), e.g.
shorthand, typing, etc. or any other kind of technical test as the job specifications may require
11.2.3. Interviews
Interview is a technique to evaluate a candidate’s personality attributes behavioral skills,
technical expertise, person-job and person-organisation fit. Various types of interviews can
be used to evaluate a candidate, e.g.
11.2.3.1. Behavioral Event Interview (BEI) is a very powerful interview technique to assess
an individual on the Critical Behavioral Attributes/ Competencies required by the
role
11.2.3.2. Stress Interview helps to demonstrate important personality characteristics which
are difficult to observe in pressure-free situations
10
11.2.3.3. Depth Interview provides a comprehensive view on the candidate’s life history,
covering aspects of both his professional and personal life
11.2.4. Tests, most commonly used by empaneled external recruitment agencies, that help
understand the candidate’s fitment within the organisation, e.g.:
11.2.4.1. Psychometric Tests: These personnel profiling tests are designed to indicate how
psychologically comfortable an individual is with the kind of work expected to be
taken up in BVM.
11.2.5. Group Discussions, to indicate an individual’s ability to work in groups. This selection
method is used especially when the pool of candidates is high and is effective to shortlist
candidates specially during Campus recruitment
12. Extraordinary Provisions
At any point of time, as deemed necessary, the Member Secretary with the consent of the Chairman
Executive Committee can utilise their executive powers to modify any provision / process of recruitment /
selection panel, methodology of hiring / job specifications, etc. or appoint, for any duration, any individual /
body / organisation / firm to speedup achievement of BVM’s objectives. This will be duly informed to the
Governing Body through the Executive Committee.
13. Process Flow
11
BVM – Joining and Orientation
Joining and Orientation
Issue date: ________
Applicability date: _________
Document history

(function) by by
12
BVM – Joining and Orientation
1. Policy Purpose
The objective of this policy is to familiarise the newly recruited employees with the organisation, introduce
them to the vision, mission, policies along with his roles and responsibilities and ensure their effective
integration into or across the organisation for the benefit of both parties.
2. Applicability
This policy applies to all employees working, aiding, facilitating at all levels in all locations of the BVM such
as employees on Contract, employees on Foreign posting to BVM from Government of Bihar and
employees on Third-Party Payroll (if any), except otherwise provided.
3. Responsibility
The HR Cell is responsible for coordinating and conducting the joining and orientation session.
4. Joining Formalities
The new joining should take place in batches on either 1st or 15th of a month.
On the day of joining, the employees will need to submit/fill self-attested documents/information for the HR
Cell. HR will verify the required documents and file the same in the personal file of the employees.
Refer to Annexure 5 for list of documents and relevant valid proofs.
On completion of the joining process an ‘Employee Unique Identification Code’ will be given to each
employee.
5. Induction Program/Orientation Session
All new staff joining BVM will undergo a formal induction program. During the orientation session, the
employee will become familiar with BVM, its vision, structure, work culture, policies and regulations. He will
also be introduced to his/ her job responsibilities and the organisation’s expectations from him.
Refer to Annexure 12 for Orientation Schedule.
13
BVM – Probation and Confirmation
Probation and Confirmation
Document history

(function) by by
14
1. Policy Purpose
The purpose of the probation is to assess the basis for a full term contract between the employee and Bihar
Vikas Mission (BVM).
2. Responsibility
The HR Cell is responsible to ensure timely completion of all the probation reviews and communicate
probation confirmation status to the employees
3. Applicability
employees on Third-Party Payroll (if any), except otherwise provided.
4. Definition
1.1. Appraisee (Employee)

The individual being evaluated
1.2. Reporting Authority

Immediate supervisor of the employee, or as defined in the Annexure 13
1.3. Reviewing Authority

Immediate supervisor of the Reporting Authority, or as defined in the Annexure 13
1.4. Accepting Authority:

Overall reviewing and approving authority
Details of reporting structures and hierarchy, for the purpose of conducting evaluation for
employment confirmation, are defined in Annexure 13
5. Policy Details
Following are the details on probation and confirmation policy -
S.N Particulars Description

• 3 months
Probation period
1 • Probation period is included in the total duration of the employee
service contract
2 Notice Period 30 days
15
• To start by 1st (first) working day of the 3rd (third) month

• To be completed by Reporting Authority, Reviewing and Approving
(detailed in the Annexure 13) at most one week before the
completion of probation period (3 months from date of joining) of
the concerned Employee
3 Performance review • In case the Accepting Authority does not agree with the overall
evaluation, he may change the recommendation after conducting
a discussion with the Reporting Authority
• Parameters to be considered (including but not limited to) –
employee performance*, attendance record, and general
conduct since joining
*As defined in the Performance Evaluation Policy
• Employee with poor performance / attendance record / conduct,

will result in disciplinary/appropriate action by Controlling Officer.
A performance improvement period of 1 month should be
Termination / discharge
4 given, after which a review will be undertaken.
from the duty
o If performance is not deemed satisfactory, the Controlling
Officer will inform the HR Cell and it will lead to immediate
termination of employment after the end of improvement
period
Performance review All new joining will be informed about their performance review via
5 written / electronic communication on their officially registered email id
communication from HR
or mobile number or permanent address by the HR Cell
• If the performance is found satisfactory as detailed in Annexure 13
Letter of Confirmation/ then letter of confirmation (Annexure 6) will be issued to the
6 Letter to extend employee
Probation • If performance is not deemed satisfactory as detailed in Annexure
13 then letter to extend Probation (detailed in Annexure 7) will be
issued to the employee
16
BVM – Rewards
Rewards Policy
Issue date: _______
Applicability date: _______
Document history

(function) by by
17
BVM – Rewards
1. Policy Purpose
This policy lays down the pay-grade and salary components guidelines for BVM employees and provides
for rules to claim reimbursements.
Policy also provides equivalence between BVM jobs and commensurate jobs that have been posted /
deputed from the services of Government of Bihar.
2. Applicability
This policy applies to all employees working, aiding, facilitating at all levels in all locations of BVM except
employees who have posted / deputed from the services of Government of Bihar (for them only Section-6
will be applicable)
3. Responsibility
The HR Cell of BVM share the responsibility with the Finance Cell to establish and maintain the
Compensation policy
4. BVM Jobs & Grades
BVM
BVM Jobs
Grades
A
C Thematic Experts; Professional Support Service Experts; Project Lead
D
Management Assistant I; HR Manager; Procurement Manager; Finance Manager;
Internal Audit Manager; Nodal Data Analytics Center Lead; Nodal IEC Expert; Impact
E Assessment Head; Thematic Specialists (in Urban Development & Housing Dept);
Specialist (e.g. Management Associate, Research Associate, Communication
Associate, etc.)
Management Assistant II; Computer Cell Head; Manager - Program Monitoring;
Manager - Program Implementation; Sub Mission Manager; Impact Assessment
F Monitor - Agri; Impact Assessment Monitor - Infra; Impact Assessment Monitor -
Social; Impact Assessment Monitor - Agri+Infra; Department PMU Lead; District PMU
Lead
G Data Analysis Lead; MIS & Analytics Cell Lead
H Legal Officer; MIS Cell Lead; Manager (DRCC)

Data Entry Lead; Content Developer; PR & Media Relations Officer; Digital Media
I Specialist; Data Analyst; Assistant Manager Schemes (DRCC); Assistant Manager
Projects & Accounts (DRCC)
Housekeeping Officer; MIS/HRIS Support Officer; Accounts Officer; District Sectoral
J Coordinator - Agri; District Sectoral Coordinator - Social; District Sectoral Coordinator
- Infra; District Sectoral Coordinator - Agri+Infra; Supervisor IT (DRCC)
K Stenographer (On Contract); IT Helpdesk Officer
18
BVM – Rewards
Grade IV employees; Single Window Operator (DRCC); Multi-Purpose Assistant

L
(DRCC); Computer Assistant; Data Entry Operator
5. Components of Salary for BVM Jobs
All amounts in Indian Rupees per month
Employees'
BVM 1 2 3 Gross Salary Provident Fund State Insurance
Base Pay Housing Medical Conveyance 4
Grades (Total) 5
B 5,000
C Applicable to
1,250 employees with
Equal
D Gross Salary up
contribution - by
to 21000 per
BVM and
E 2,500 month.
Employee - @
12% of Base
F Sum Total of all BVM
As Fixed for 20% of Base Pay upto a
the contribution @
Each Grade Pay maximum base
G Components 4.75% of Gross
pay limit of
Salary
15000
H
Employee
i.e. 12% x 15000
I Contribution @
= 1800
750 1,000 1.75% of Gross
J Salary
Housing 1 • 20% of Base salary at all grades.

• Tax Benefits as prescribed for House Rent Allowance under the
House Rent Allowance Income Tax Act,1961 and Income Tax Rules, 1962; as updated
from time to time
• Grades A to F – INR 1250 per month;
• Grades G to L – INR 750 per month
• Claims only against bills submitted by 20th of each month
o Medical reimbursements will be given along with the salary
of the month in which bills are submitted.
• Bills submitted after 30th will be processed/paid in subsequent
month’s salary
Medical 2 • Inclusions
o Fees paid for doctor’s consultation – receipt to be attached
Reimbursement o Over the counter medicines bought from chemist – bill to be
attached
o Minor OPD surgery(ies) – doctor’s prescription and receipt to
be attached
o Prescription eye glasses (only for glasses / contact lenses) –
bills to be attached
o Hearing aid
o Tooth extraction / Root canal treatment
• Exclusions
19
BVM – Rewards
o Cosmetics, toothpastes, any kind of beauty creams, generic

health supplements, deodorants, perfumes, toothbrush,
shampoo, soap / medicated soap, etc.
o Frames for eye glasses
o Cosmetic dental treatment
o Cosmetic / beauty skin treatment
• Payment Process
o Each month, ONLY if bills (countersigned by the Controlling
Officer or as delegated) are submitted by the 20th, amount
equal to monthly entitlement will be paid.
o If claim is less than the entitlement, then claim amount will
be paid.
o If claim is more than the entitlement, then entitlement
amount will be paid
o Unpaid / unclaimed amount will be carried forward to the
subsequent month.
o At the end of the contract tenure, any unpaid / unclaimed
amount will be added to taxable income and paid.
Months
EXAMPLE
1 2 3 4 5 6
Entitlement 1250 1250 1250 1250 1250 1250
Claim / Bills 1250 800 3200 0 0 2000
Paid 1250 800 1700 1250 250 2000
carry
0 450 0 0 1000 250
forward
• Grades A to C – INR 5000 per month
• Grades D to F – INR 2500 per month
• Grades G to L – INR 1000 per month
• Inclusions
o Regular home-office-home commute
Conveyance 3 o If posted in a District – travel to Local HQ (Collectorate, other
offices, etc.)
o If posted in Patna / Patna City – travel to BVM HQ / Offices,
any other Department HQ
• Exclusions
o Conveyance allowance will not be paid if the job requires
BVM to provide transport
• BVM and Employee to EACH contribute @ 12% of Base Pay
• Maximum base pay ceiling for Provident Fund program is 15000
Employees’ Provident per month; or as amended in the Employees Provident Funds
Fund 4 Act, 1952 from time to time
• If employee’s base pay is more than 15000 per month, then base
pay will be considered as 15000 for provident fund calculations
• As per EPF Act
• Coverage for employees whose gross salary is less than or equal
Employees' State to INR 21000 per month
Insurance 5 • BVM contribution @ 4.75% of gross salary
• Employees contribution @ 1.75% of gross salary
• As per ESI Act
Grade specific Base Pay and Gross Salary is with the HR Department of BVM and not included in
this manual
20
BVM – Rewards
6. Project Allowance
Employees of Govt. of Bihar working in Bihar Vikas Mission (posted/deputed/foreign posting) are entitled
to a monthly Project Allowance of 20% of their monthly basic pay (which includes basic pay and dearness
pay), subject to a maximum of Rupees 6000 (six thousand) per month from the date of joining in BVM.
21
BVM – Payroll
Payroll
Applicability date: ________
Document history
Version Date Author Reviewed by Approved by Nature of changes

(function)
22
BVM – Payroll
1. Policy Statement
Bihar Vikas Mission (BVM) intends to pay the employees for time worked in an accurate, timely manner
and in accordance with applicable labor laws. For this purpose, this policy has been designed to establish
the process and components of employee payroll.
2. Applicability
employees on Third-Party Payroll, except otherwise provided.
3. Policy Details
Following are the details of payroll policy -
S.N Particulars Details
Calculation of Pay
1 Salary will be calculated/credited on a monthly basis
• Salary for each month will/should be disbursed on the 7th of

subsequent month.
2 Pay Day
• If a regular payday falls on a weekly off/holiday/bank
holiday/festival or any other day off, salary will be credited on the
next working day.
3 Mode of Pay Salary will be credited through Bank Account Transfers
• A new employee will not be put on payroll without the all details
Mandatory
4 required for Employee Records
Requirements
• Bank Account in the name of the employee must be active for a
minimum of 10 days for salary to be credited
23
BVM – Payroll
Deductions (indicative list) made from employee pay will include

but are not limited to –
5 Deductions • TDS, as per Income Tax Act and Rules

• Fine / Penalty on account of Penalties/Violations in code of conduct
• Leave without pay (over the permissible leave balance)
• Any other Changes / Amendments in any Central / State norms
becoming applicable from time to time
6 Advances and / or Loans

Not Applicable
Discrepancy in Salary will be resolved by the Controlling Officer/HR Cell

7 Discrepancy in Salary
of BVM
All payrolls will be done on a computerised system. Pay-slips related to

8 Payroll Administrator the pay will also be provided in electronic form to each employee through
HRMS.
4. Process
Accurate reporting of employee time and attendance is the responsibility of the employee and his
Controlling Officer. The Controlling Officer will forward the digitised details of the time and attendance
register along with absentee report to BVM HR Cell latest by 2nd of the subsequent month for processing
of salaries. If 2nd falls on weekly off/holiday/bank holiday/festival or any other day off, the details will be sent
to BVM HR Cell on the next working day.
24
BVM – Training and Development
Training and Development
Issue date: ______
Document history

(function) by by
25
A learning environment, focussing on continuous education and relevant skills, is necessary for each of us
to grow personally and professionally. Bihar Vikas Mission (BVM) believes in providing employee training
and development initiatives to ensure a workforce that is innovative, efficient, able to lead change and
responsive to the needs of the communities it serves.
1. Policy Purpose
The policy aims to highlight the learning opportunities provided by BVM to its employees to enhance their
specific job skills, overall professional strengths, and facilitate personal development.
2. Applicability
3. Responsibility
HR Cell is responsible for identifying training needs, designing the training calendar and making necessary
resources/expertise available to organise the said trainings.
4. Definition/Scope
Training will include activities/courses/sessions including but not limited to classroom training programmes,
seminar, conventions, workshops, conferences, symposiums or any other structured
learning/developmental program, based on organisational needs and/or Training Need Analysis.
The policy does not apply to conferences or meetings of Trade Unions/professional bodies organised to
promote the interests or affairs of their organisations.
5. Principal Guidelines
5.1. Training, Learning and Development is the responsibility of both employee and the organisation.
5.2. It is mandatory for all employees to undergo the various capacity building/training modules designed
for employees at various levels.
5.3. All Training needs will be identified during the performance management process or through
individual/department/district training needs surveys undertaken by the HR Cell from time to time.
5.4. After the identification of training needs, HR Cell will prepare a training schedule/calendar and budget,
and forward the same to the Member Secretary/Mission Director. (detailed in Annexure 9)
5.5. The training schedule finalised will be circulated to the various functions. A copy of the schedule will
also be displayed on the BVM notice board in departments and districts.
5.6. As per the schedule, necessary administrative arrangements will be made by BVM-HR to organise the
trainings.
5.7. All trainings will be evaluated to ensure the resources allocated improve the services and
competence of employees and to ensure learning is put into practice.
5.8. On completion of the training, all employees will submit the training feedback forms to the HR Cell.
(detailed in Annexure 11)
26
5.9. Training details will be periodically updated in the personal files of the employees.
6. Training Needs Analysis
To focus on the growth of employees and the organisation, BVM will try and identify the areas of
improvement through Training Needs Analysis (TNA) (detailed in Annexure 8)
6.1. The objectives of the TNA are to:

6.1.1.Systematically identify developmental needs of employees
6.1.2.Integrate and prioritise identified individual needs with organisational needs
6.1.3.Enhance relevance and acceptance of training and learning programmes within the
employees
6.2. These areas of growth will be identified from the following:

6.2.1.The Performance Evaluation System identifies the key result areas of each employee. Those
indicators in which the employee has scored low will be identified. In their one-on-one
interactions, employees can also submit request for any special training programs they wish
to be a part of.
6.2.2.HR Cell will also circulate the Training Needs Identification Form from time to time to identify
training and development areas the employees are interested in.
6.3. Process of Training Needs Analysis:

6.3.1.HR Cell will send each Controlling Officer a Training Needs Identification Form in March first
week.
6.3.2.The Controlling Officer at each level will forward the Form to the BVM employees to fill their
training needs and preferences.
6.3.3.Controlling Officer will route the filled forms back to HR within 20 days of the receipt of the
form.
6.3.4.HR Cell will collate the Training Needs of the entire organisation from the forms as well as
PMS, classify them into categories and create an organisational summary.
6.3.5.On the basis of the organisational summary, the Training Calendar/Schedule will be drafted
for the new financial year each April.
7. Training Modules
7.1. Induction Training Module
These trainings will be conducted for new recruits and employees on deputation/transfer, if any. It will
be conducted in a modular form. The design of modules will be done keeping in mind both the formal
processes as well on-job components.
The objective of this training module is to familiarise the newly recruited employees with the
organisation, introduce them to the vision, mission, policies along with his roles and responsibilities and
ensure their effective integration into or across the organisation for the benefit of both parties.
27
The following trainings can be taken up based on the outcomes of Training Need Analysis:
7.2. Behavioral Training Module
These are offered to employees at various levels. Behavioral trainings can be used to keep employees
motivated and create a positive approach towards work while also clarifying the behaviours and outlook
expected from the employees. These training modules can be conducted internally by BVM, or externally
in collaboration with reputed institutes.
7.2.1. Management and Leadership Development

These modules/workshops are organised for the employees who are in the management
cadre for broadening their perspective and enhance their leadership capabilities.
7.2.2. Team Building Module

These programs are organised for all employees to develop self-awareness and the ability
to work in teams by improving interpersonal relationships.
7.2.3.Time Management Module

In this module, employees will learn to set goals, determine priorities, overcome interruptions
and distractions to achieve organisational and personal goals effectively.
7.3. Special Trainings

Experts within BVM will be asked to give lectures or refresher sessions to various departments/set of
employees and circulate knowledge papers on specialised subjects to keep the employees of BVM
abreast with the latest global best practices. Competent Authorities can also nominate selected
employees for special trainings. Any special article of interest (both functional and developmental) can
also be forwarded by the employees to HR to circulate among other employees for learning and
development.
8. Benefits of Proposed Training Modules
Regular trainings assist the organisation and employees in numerous ways:
8.1. Ensure that employees are abreast with latest field developments.
8.2. Enhance organisation’s ability to adopt new/innovative technologies, strategies and methods
because of a sufficiently knowledgeable staff.
8.3. Make it easier to identify skill gaps and put corrective measures or mechanisms in place.
8.4. Directly improve efficiency and productivity of employees. Well trained employees show both quantity
and quality performance.
8.5. Result in higher sense of employee job satisfaction, which in turn, improves their motivation towards
work.
8.6. Training and Development helps in instilling the sense of team work, team spirit, and inter-team
collaborations.
8.7. Overall organisational growth through performance improvements and dissemination of information,
ideas and networking.
9. Training Calendar
The HR Cell will design the training calendar for each financial year and forward the same to Member
Secretary for approval in April each year.
28
The training calendar will be designed on the basis of the total number of employees requiring training in a
given year. The template for designing future calendars is as follows:
Program/
Participant Total No. of Conducted
Sn. Module Dates Duration Venue
Group Participants by
Title
10. Training Budget
The HR Cell will seek approval of the required Training Budget, from Member Secretary in April each year
as follows:
Administrative Cost
Type of Training Training Cost Approving Authority
related to training
11. Training Evaluation
The objective of training evaluation is to measure the value for money of learning and development activities
and impact of training programmes on employee behavior and performances. It aims to enhance the value
addition of training programs/modules by building on the strengths and removing the shortcomings, if any.
At BVM, Training Evaluation will be done at three levels:

1. Pre-training Evaluation: Pre-training Evaluation is aimed at detecting shortcomings in the
programme design before the commencement of the program. For this, the HR Cell will review the
program design and content in the light of the feedback obtained from a sample of participants.
2. Training Feedback: The HR Cell will seek participant feedback at the end of the training program
in the Training Feedback Form for making modifications/improvements in future programs or
modules.
3. Impact Assessment: It involves measuring the change in behaviour and performance of the
employee on account of the training module. The information will be collected through the Impact
Assessment Form after completion of three months of the program.
29
BVM – Performance Evaluation
Performance Evaluation
Issue date: ______
Document history

(function) by by
30
1. Policy Statement
Bihar Vikas Mission is committed to continuous engagement of its employees through transparent &
efficient performance evaluation practices. An effective Performance Evaluation framework should
recognise high performers through a fair & objective assessment of their performance
2. Applicability
This policy applies to all confirmed employees working, aiding, facilitating at all levels in all locations of the
BVM such as employees on Contract and on Third-Party Payroll, except otherwise provided. The appraisal
will cover performance during the financial year.
Parameters and process specified in this policy will not be applicable to employees on foreign posting to
BVM from Government of Bihar.
3. Responsibility
HR Cell is responsible for successful performance evaluation of employees.
4. Definition
4.1. Appraisee (Employee)

The individual being evaluated
4.2. Reporting Authority

Immediate supervisor of the employee, or as defined in the Annexure 13
4.3. Reviewing Authority

Immediate supervisor of the Reporting Authority, or as defined in the Annexure 13
4.4. Accepting Authority:

Overall reviewing and approving authority
4.5. Assessment year

The Assessment Year for the Performance Appraisal system will consist of the 8 months period post
confirmation of the employee
4.6. Rating Scale

A three-point rating scale is being used for performance evaluation of employees on the Key Result
Areas (KRAs) and as defined below
3: Exceeds Performance Standards

2: Meets Performance Standards
1: Below Performance Standards
31
5. Key Elements of Performance Evaluation Process
KRA Setting Probation Review
• KRAs for the employee will be set as • Discussion on performance against

per the position of the employee for goals till probation period
the duration of the performance • Confirmation of the employee
period against position
Ongoing
Dialogue
Performance Review
• Evaluating performance against the agreed annual KRAs

• Reviewing individual performance scores to arrive at the final performance rating
• Communication of final performance rating to individuals
6. Details of the Performance Evaluation Process
6.1. Performance Planning

6.1.1.KRA Setting is the first step in the Performance Evaluation Process.
6.1.2.KRA setting exercise starts after the confirmation of the employee during the probation period
6.2. Review & Finalisation of KRAs

6.2.1.KRA Sheets are to be filled by all employees jointly with their Reporting Authority. Discussion
with the Reporting Authority on KRAs, targets and support required is important and the same
has to be mutually agreed between the Appraisee and the Reporting Authority.
6.2.2.The Appraisee, in consultation with the Reporting Authority, also has to assign weights to the
KRAs
6.2.3.A signed (by Appraisee and Reporting Authority) copy must be submitted to the Reviewing
Authority and Accepting Authority and the HR by the Reporting Authority with the Appraisee
in cc. In case the Reviewing Authority or Accepting Authority are not in agreement with the
KRAs, he may call for a joint meeting with the Appraiser and Reporting Authority within 2
weeks of receiving the KRAs. Any changes to the form will be submitted by the Reporting
Authority to the HR. In case, no changes are suggested within 2 weeks of submission of the
form to HR, the form will be taken as finalised.
32
6.3. Guidelines for Goal-Setting

6.3.1.Each Appraisee should not have more than 6-7 goals
6.3.2.It is imperative for Reporting Authority & Appraisee to have a formal discussion on the goals
being set for the year. No Reporting Authority should sign off on goals without doing a
thorough review and ensuring the goals fall into the SMART framework showcased below
6.3.3.Each KRA should be accompanied by an action plan to achieve the goals. This will help
both Reporting Authority & Appraisee be clear at the beginning of the year whether the KRA
are realistic and achievable
6.3.4.KRAs once set, cannot be changed during the year however action plans can be changed
if required. In case of any extraneous circumstances, if change of KRAs is required, the same
would need the approval of the Accepting Authority along with a mail to the HR.
S Specific
Clearly identify what is the final outcome.
Use action words like create, develop, initiate, implement etc.
M Measurable
Each goal should have a measurable target (quantitative or qualitative)
A Achievable
Focus should be on setting challenging goals but still ensuring that they
are realistic
R Relevant
All goals should be specific to the job and are aligned with BVMs priorities
T Time-bound
Appropriate timelines should be specified for achieving each goal. Action plans
should have milestones to track progress on the goals
6.4. Assigning weights to KRA’s-

Weights should be allocated depending on the relevance/ criticality of the KRA and the effort required
to accomplish the same. Weights provide a clear direction on where the time, efforts and resources
need to be directed in the coming year.
Total Weight of KRAs should add up to 100%
6.5. Developing an Action Plan and Initiatives

6.5.1.After defining KRAs, ‘Action Plans’ are detailed, describing the specific steps, milestones and
resources planned by the Appraisee to accomplish the outlined KRA
6.5.2.Advantages of Action Planning
33
6.5.2.1. Clearly defines “how” the performance measure are to be achieved

6.5.2.2. Helps in time and resource assessment
6.5.2.3. Takes the blame away from the individual, for non-achievement due to
extraneous problems
6.6. Probation Review

6.6.1.To start by 1st (first) working day of the 3rd (third) month
6.6.2.To be completed by Reporting Authority, Reviewing and Accepting (detailed in the Annexure
13) at most one week before the completion of probation period (3 months from date of
joining) of the concerned Employee using the same process as the Annual Performance
Review detailed in Section 6.7
6.6.3.In case the Accepting Authority does not agree with the overall evaluation, he may change
the recommendation after conducting a discussion with the Reporting and Reviewing
Authority
6.6. Annual Performance Review

6.6.1.The Annual Performance Review (APR) process is initiated on the first Monday of the tenth
month of the employee’s performance period. The necessary communication with regard to
the appraisal is sent to all relevant parties by the HR cell.
6.6.2.Each Appraisee is expected to complete his ‘Self Evaluation’ which involves filling up of the
columns KRAs and Actual achievements. (If required, the Appraisee can enclose the most
recently finalised KRA sheet along with the APR).
6.6.3.The relevant section with respect to recommendations shall be filled by the Reporting
Authority after discussion with the Appraisee. The Reporting Authority will complete the form,
referring to the records/ data of the employee’s tasks discuss performance with Appraisee
and forward the form to the Reviewing Authority. The discussion remarks along with the
Appraisee’s acceptance are mandatory to be captured in the APR format.
6.6.4.The Reviewing Authority Recommendation column shall be filled by Reviewing Authority after
discussions with the Reporting Authority.
6.6.5.In case of discrepancies between the Reporting Authority and the Appraisee, the Reviewing
Authority can change the rating taking in to consideration employee achievements,
contributions made in Special Projects and any other observations/remarks. The clear
reasons for moderation of ratings should be captured in the discussion remarks.
6.6.6.The HR Cell will compile the overall rating for the employees prior to submitting the forms to
the Approving Authority. HR will also be required to record any comments / observations
regarding the process adherence. This part also contains provision for the Approving
Authority’s remarks and final sign off.
6.6.7.In case of an executive being transferred during the year, if he has worked in his previous
team / function for more than three months, an interim Appraisal Report shall be generated
by the previous Reporting Authority which shall be taken into consideration during the
Assessment Year for that period.
6.7. Communication of rating by BVM HR Cell
6.7.1.The HR shall be responsible for compiling all APR forms with the finalised ratings given to all
Appraisees.
6.7.2.The ratings shall be linked to the following outcomes listed in the Performance Evaluation
form in the Annexure 14
34
6.7.3.The final ratings post finalisation is communicated to all the employees by their Reporting
Authority
6.7.4.The Approving Authority shall be contacted in any of the following situations:
6.7.4.1. When the Appraisee is not satisfied with the assessment and recommendations made
for him
6.7.4.2. When the Reporting Authority is not satisfied with the assessment and
recommendation made for the Appraisee
6.7.5.In the case of the above, the employee will get an opportunity to make a representation
against the final rating provided:
6.7.5.1. The employee is allowed six weeks’ time (from the date of communication of the final
rating)
6.7.5.2. Unless there is satisfactory explanation for the delay, a representation submitted after
the time limit specified above is not taken into consideration; and
6.7.5.3. Decision on the representation is to be taken expeditiously and, in any case, not later
than six weeks from the date of submission of the representation
35
BVM – Travel Allowance and Daily Allowance
Travel Allowance and Daily Allowance
Issue date: _______
Document history

(function) by by
36
1. Policy Purpose
The objective of this policy is to ensure clear and standard guidelines in the organisation for tours and travel
for official purposes.
2. Applicability
as employees on Contract, employees on Third-Party Payroll, except otherwise provided.
3. Responsibility
The HR Cell of BVM share the responsibility with the Finance Cell to establish and maintain the Travel
policy
4. Definition/Scope
All expenses, as mentioned in the policy, excluding -

4.1. If place of posting is in a district: Travel to Local Headquarters (e.g. Collectorate, other
offices, etc)
4.2. If place of posting is in Patna/Patna City: Travel to BVM HQ/Offices and any Department HQ
5. Entitlement
Travel allowance and daily allowance will be as per entitlements published on the following page -
Travel Allowance and Daily Allowance for all such employees of BVM who are on deputation / foreign
posting from Government of Bihar will be in accordance with the Provisions that they fall under.
----this space has been left blank intentionally----
37
Daily Allowance 1
(includes Hotel / Stay and Food / Miscellaneous
Travel Allowance /
BVM Grades BVM Jobs Travel expenses)
Reimbursement
All Other
Metro Cities Patna
Cities
A By Air
(economy)
Rs 5000 Rs 4000 Rs 3000
By Train (1st
B (hotel*) (hotel) (hotel)
AC)
Rs 500 Rs 400 Rs 300
By Road (AC
Thematic Experts; Professional Support Service (normal**) (normal) (normal)
C Bus / AC Taxi /
Experts; Project Lead Car)
. Any employee may
D be allowed to travel by
Air (economy), if
Management Assistant I; HR Manager;
deemed necessary,
Procurement Manager; Finance Manager; Internal
after prior approval
Audit Manager; Nodal Data Analytics Center Lead;
from Member Secretary
Nodal IEC Expert; Impact Assessment Head;
E
Thematic Specialists (in Urban Development &
. Any employee
Housing Dept); Specialist (e.g. Management
By Train (2nd traveling in a class
Associate, Research Associate, Communication Rs 3000 Rs 2000 Rs 1000
AC) lower than his/her
Associate, etc.) (hotel) (hotel) (hotel)
By Road (AC entitlement, such
Management Assistant II; Computer Cell Head; Rs 400 Rs 300 Rs 200
Bus / AC Taxi / employee will not be
Manager - Program Monitoring; Manager - (normal) (normal) (normal)
Car) reimbursed amounts
Program Implementation; Sub Mission Manager; equivalent to his/her
Impact Assessment Monitor - Agri; Impact entitlement
F
Assessment Monitor - Infra; Impact Assessment
Monitor - Social; Impact Assessment Monitor - . REIMBURSEMENT
Agri+Infra; Department PMU Lead; District PMU - Non AC / AC Bus:
Lead Actual fare (ticket /
G Data Analysis Lead; MIS & Analytics Cell Lead receipt of payment to
be attached)
- AC Taxi: Rs 12/km
H Legal Officer; MIS Cell Lead; Manager (DRCC) OR Rs 700 for
8hrs/80kms OR Rs 400
Data Entry Lead; Content Developer; PR & Media for 4hrs/40kms
Relations Officer; Digital Media Specialist; Data - Non AC Taxi: Rs
I
Analyst; Assistant Manager Schemes (DRCC); 10/km OR Rs 600 for
Assistant Manager Projects & Accounts (DRCC) By Train (3rd AC 8hrs/80kms OR Rs 300 Rs 1500 Rs 1000
Rs 500 (hotel)
Housekeeping Officer; MIS/HRIS Support Officer; / AC Chair Car) for 4hrs/40kms (hotel) (hotel)
Rs 150
Accounts Officer; District Sectoral Coordinator - By Road (Bus / - Auto: Rs 5/km Rs 300 Rs 200
(normal)
J Agri; District Sectoral Coordinator - Social; District Auto) - Prepaid Auto / (normal) (normal)
Sectoral Coordinator - Infra; District Sectoral Taxi: Actual fare (ticket
Coordinator - Agri+Infra; Supervisor IT (DRCC) / receipt of payment to
be attached)
K Stenographer (On Contract); IT Helpdesk Officer
By Train Rs 1000
Grade IV employees; Single Window Operator Rs 500 (hotel) Rs 300 (hotel)
(Sleeper) (hotel)
L (DRCC); Multi-Purpose Assistant (DRCC); Rs 150 Rs 100
By Road (Bus / Rs 200
Computer Assistant; Data Entry Operator (normal) (normal)
Auto) (normal)
*HOTEL refers to maximum permissible reimbursement (excluding taxes) per day for stay & food arrangements in any hotel
**NORMAL refers to maximum permissible reimbursement (excluding taxes) per day for stay & food arrangements in any State Govt or State Govt Undertaking
Guest house, OR when arrangements are made by employee of his/her own
Daily Allowance 1
If travel time is <6 hours, then no DA is payable. If travel time is >6 hours <12 hours, then 50% of DA is payable. If
a)
travel time is >12 hours, then full DA is payble
if expenses incurred for stay / food arrangements in State Govt or State Govt undertaking guest house is more than the
b)
entitlement in NORMAL, actual expenses will be reimbursed up to the limit for HOTEL
For travel within the State of Bihar, primary arrangements will be made in State Govt. / State Govt. undertaking guest
c) house or circuit house or inspection house. Upon non-availability of rooms, arrangements will be made in any hotel as
per limits
For travel to Delhi, primary arrangements will be made in Bihar Bhawan or Bihar Niwas. Upon non-availability of rooms,
d)
arrangements will be made in any hotel as per limits
For travel outside Bihar (except Delhi), primary arrangements will be made by Govt. of India / State Govt. of the intended
e)
destination. Upon non-availability of rooms, arrangements will be made in any hotel as per limits
As much as possible, all stay arrangements, for BVM employees will be made in State Govt. / State Govt. undertaking
f)
accommodation facilities in equivalence with Bihar Govt.'s deputed employees
As much as possible, all travel arrangements, for BVM employees will be made in equivalence with Bihar Govt.'s
g)
deputed employees
Reduction in DA will be applicable as follows - 38
- if free stay is available, then 25% reduction
h)
- if free food is available, then 50% reduction
- if both free food and stay are available, then 75% reduction
6. Reimbursement Process
6.1. All expenses will be reimbursed only against bills countersigned by Controlling Officer or as delegated.
6.2. All claims for journeys and local travel undertaken by the employee, enclosed with relevant bills and
Travel Approval Form should reach the Finance Cell of BVM in the prescribed format, within 30 days
of completion of travel as detailed in Annexure 16.
6.3. Claims for filed for reimbursement after more than a month will not be entertained, except with the
special approval of Controlling Officer with reasons.
6.4. Finance Cell will process the reimbursement amount along with next month’s salary.
6.5. Only 10% of amounts specified in Clause 6 hereinabove can be claimed on self-declaration without
supporting bills.
39
BVM – Location of Posting and Transfers
Location of Posting and Transfers

Issue date: _____
Applicability date: ______
Document history

(function) by by
40
BVM – Location of Posting and Transfers
1. Policy Purpose
In the interest of the project, it is expected that staff may be transferred to different locations based on
Mission requirements. The objective of this policy is to define, detail and facilitate the process of transfer to
make it easier for employees and bring in standardisation of practices.
2. Applicability
This policy applies to all new employees working, aiding, facilitating at all levels in all locations of the BVM
such as employees on Contract and employees on Third-Party Payroll, except otherwise provided.
3. Responsibility
The implementation and administration of this policy is the responsibility HR Cell of BVM.
4. Location of Posting
4.1. No transfer / posting will be permitted / allowed in the home district

4.2. If both spouses work for Bihar Government or any of its allied / funded bodies, then they can be
posted in the same district subject to availability of posts
5. Transfer
5.1. Transfer can only be initiated by BVM as and when work need arises.
5.2. Employees cannot seek transfer or place of posting.
5.3. The transferred staff will clear all the pending work and will report at the new place of posting within
the joining time mentioned in the policy.
5.4. His contractual obligations will remain unchanged.
5.5. Upon transfer, the leaves status will remain unchanged and will get carried forward to the new place
of posting.
5.6. All the personal records of the transferred staff will be transferred from the Controlling Officer of the
previous administrative unit to the Controlling Officer of the new unit to which the staff is transferred.
5.7. A staff on transfer will join the new location of duty within 7 (seven) working days of the Issue of
transfer letter/ order (as detailed in Annexure 18) or as decided by BVM. This period of seven days
or as directed by BVM, will be granted as leave with pay and will not be accounted for in the
employee’s leave account
5.8. Transfer Allowance will be as per entitlements published for each Grade Pay that is notified against
each BVM grade. Refer to Travel Allowance & Daily Allowance Policy for Grade Pay equivalence
with BVM grades. Grade Pay, in force today, is published in the Bihar Gazette (extraordinary) No. 61
Patna issued on 21st January, 2010, and may be amended from time to time by official notification.
41
BVM – Holidays and Leaves
Holidays and Leaves

Issue date: ______
Document history

(function) by by
42
1. Policy Purpose
The purpose of this policy is to provide work life balance to all the employees such that they get time for
any personal commitments and / or exigencies during the course of their employment without compromising
on work deliverables and discipline.
2. Applicability
as employees on Contract, and employees on Third-Party Payroll, except otherwise provided.
3. Policy Guidelines
3.1. Employees are expected to not claim leaves as a right. Except in case of emergencies, all leave will
be granted subject to the requirements of BVM.
3.2. A situation will be considered an emergency on a case by case basis and will be decided by the
Controlling Officer.
3.3. No leaves except mentioned in this leave policy will be applicable to the employees of BVM.
3.4. Details on the policy is mentioned in the table below -
• Number of holidays will depend on Gazette published each

1 Holidays
year by Government of Bihar, and as amended from time
to time.
• Head Office*: 1 (One) casual leave for every completed

month of service.
• District Office: 1 (One) casual leave for every 22 days of
service.
• Leave calendar will start from the date of start of employment as
mentioned in the employment contract.
• Leave calendar will end on the date of cessation of contract.
Allowed leaves during • Leave calendar, for employees hired by BVM on contract, will not
2 be January to December.
contract tenure
• Casual leaves not taken in a particular month will be added to
leave balance and can be availed in any of the months till end of
contract period
• Special Leave for Women Employees, irrespective of

their location: 2 days per month. If not availed in any
month, then the leave for that month will lapse.
43
*Head Office of BVM / Department HQ / or any other related

office located in Patna
• Leave applied but not approved before date of start of

leave, is deemed not approved
• Leave will be considered approved when an employee’s
How to apply for leave and its
3 written or electronic notification / information (SMS /
approval
WhatsApp through a registered mobile number or through
registered e-mail id) will receive acknowledgement from
Controlling Officer and HR will be notified of the same. (As
detailed in Annexure 19)
• If Controlling Officer rejects any approved leave, it must be
notified to the employee before the leave period starts
• Leaves for less than 3 days to be applied 1 week before
the actual date except extraordinary circumstances
• Leaves for more than 3 days to be applied 2 weeks
before the actual date of leave
• For leaves due to emergency / medical reasons,
4 Leave request timeline employees must inform Controlling Officer as soon as
possible through electronic / written / verbal notification
(phone call / SMS / WhatsApp through registered mobile
number or e-mail id)
o Controlling Officer has to inform HR Cell regarding the
same
o Once the employee returns to work, she/he should
submit a leave form to cover her/his absence
If employee is absent without anyelectronic / written / verbal

notification (phone call / SMS / WhatsApp through a registered
Absence without approval – mobile number or e-mail id) notification or information for 5
5
Abandonment (five) continuous working days, it will be deemed that
employee has abandoned voluntarily and terminated the
contract with BVM
Leaves taken over and above It will be treated as leave without pay and salary will be
6
leave balance deducted accordingly
In cases of exigent circumstances, employees’ may be allowed
to avail of leave without pay (LWP)
• Leave application in such cases will be approved by
the Chief General Manager, or as delegated, on a
7 Leave without pay
case to case basis not withstanding any precedence
being set herein for any future referencing
• The maximum limit of LWP is set at 30 days during the
contract tenure whether taken at one instance or a
44
cumulative sum total of various short LWPs during the

contract tenure
• There is no leave encashment
8 Leave encashment At the time of leaving/separating from BVM/end of contract
duration, any un-availed leave will be forfeited
In case any employee is not able to follow the leave policy guidelines, disciplinary action will be taken
Maternity Leaves
A period of approved absence for a female employee granted for the purpose of giving birth and taking care
of infant children.
No employer shall knowingly employ a woman during the six weeks immediately following the day of her
delivery / miscarriage / medical termination of pregnancy and no woman shall work in any establishment
during this period.
Conditions
There are certain conditions that need to be fulfilled in order to claim maternity benefit and they are as
follows:
• The woman must have been working in BVM for a minimum period of one hundred and sixty days in the
twelve months immediately preceding the date of her expected delivery.
• The woman will have to give notice in writing to the employer stating a nominee and the date from which
she will be on leave, which can’t be a date earlier than six weeks of the expected delivery date.
i. Maternity Leave of 180 days may be granted for first two surviving children. If the female delivers
twins in her first delivery, she will be entitled to another maternity leave as and when she is declared
pregnant by a competent authority as mentioned in (ii) herein below.
ii. Proof that a woman is pregnant or has delivered a child or has undergone miscarriage or is suffering
from illness arising out of pregnancy, delivery, premature birth of a child or miscarriage will be
through production of a certificate to the effect by any of the following-
(a) From a Gazetted Officer of the State or Central Government; or

(b) From a member of Parliament, State Legislature, the Local Municipality, or Notified Area
Committee, or any other Local Authority; or
(c) From a Registered Medical Practitioner, Vaid, Hakim, or Kaviraj
iii. The fact that a woman has undergone miscarriage may also be proved by the production of a
certificate signed by a registered midwife.
iv. Maternity leave shall not be debited against the leave account.
NOTE: Maternity leave may be granted in cases of miscarriage including abortion subject to the condition
that the leave applied for does not exceed six-weeks and the application for leave is supported by a medical
certificate.
Adoption Leave
(1) A female member of the Service with less than two surviving children, on valid adoption of a child below
the age of one year, may be granted child adoption leave for a period of 180 days immediately after the
date of such adoption. Provided that child adoption leave shall not be admissible where such member is
already having two or more surviving children at the time of such adoption
45
BVM – Code of Conduct
(2) During the period of child adoption leave, such member shall be paid leave salary equal to the pay
drawn immediately before proceeding on leave.
Payment of maternity benefit in case of death of a woman:
Before the Delivery –
(1) During Maternity Leave period, if the woman dies due to any medical circumstances without being able
to deliver a child, payment of benefit will be made till the last day the woman was alive subject to
production of a Death Certificate along with a Doctor’s Certificate. Payment will be made to a nominee
as declared by the woman
After the Delivery –
(1) The mother dies: Payment of maternity benefit will continue if the child is surviving and till such date the
child survives or until the last date of maternity leave period whichever is earlier. Payments will be made
to a nominee as declared by the woman;
(2) Both the mother and child die simultaneously: Payment of maternity benefit will be made till the last day
the woman was alive, subject to production of a Death Certificate along with a Doctor’s Certificate. Payment
will be made to a nominee as declared by the woman.
Payment of Wages / Salary during Maternity Leave / Adoption Leave
During the period of Maternity Leave / Adoption Leave / Leave due to miscarriage etc., the employee will
not be paid any salary / wages due to her for that period. Payment will be made for the entire duration of
leave period only after the employee rejoins duty.
46
Code of Conduct
Issue date: ______
Document history

(function) by by
47
1. Policy Statement
Bihar Vikas Mission (BVM) believes that all the employees should be provided with a professional work
culture that is free from discrimination or harassment.
This section details the policies on code of conduct, confidentiality, and the related disciplinary actions in
case of violation, so as to clearly define the path that all the employees are supposed to follow in upholding
the organisation’s values.
2. Applicability
3. Guidelines
Following are the guidelines on code of conduct policy -
• All employees are expected to obey general principles/norms/policy

guidelines of office. Any other activity will be defined as unlawful.
General conduct • Discrimination based on an individual's gender, race, religion,
1
origin, age, disability or financial condition is not allowed
• Every employee will abide by and comply with the regulations of
BVM and all directions from the Controlling Officer
• Employees are expected to maintain complete confidentiality

• During employment:
o Employees will not disclose or divulge or make public,
except on legal obligations, any information regarding the BVM’s
affairs or administration or research carried out, whether the
2 Confidentiality
same may be disclosed to them or become known to them in the
course of their service or otherwise
• Upon termination: Employee must return all the assets and
property (including any leased properties), documents, files,
books, papers, memos or any other property of BVM in his
possession or control
48
• Smoking and consumption of products like, including but not

limited to tobacco, khaini, supari, paan, etc. is prohibited in
any building or vehicle owned or leased by BVM
Consuming tobacco and
3 • Spitting on the walls of BVM office building or outside area within
related products
the BVM campus is not allowed
• If an employee is caught violating this, a fine of INR 1000 will be
imposed by Controlling Officer. Repeat action will lead in a
disciplinary proceeding
Gifts, entertainment and Employees cannot accept gifts from vendors/suppliers since it can put
4
other gratuities offered employees in a position of obligation
• Employee will not be involved in any full-time or part time

Any other employment employment or engagement in any other work, business,
5
outside BVM occupation
• Study course will be allowed after the prior approval of Member
Secretary through the concerned Controlling Officer
4. Disciplinary Action
For any policy breach by:

Employees on foreign posting to BVM from Government of Bihar: When disciplinary proceedings are
initiated against an officer or employee, who is on deputation to the BVM, and if the disciplinary authority
of foreign organisation is of the opinion that his services are not required in the light of the charges levelled
against him, it will place his services at the disposal of the lending authority along with the list
Of the charges with evidences for such action as it may deem necessary.
For all other employees of BVM, the process is detailed as under:
Need for a Disciplinary Procedure

Disciplinary rules and procedures help to promote orderly employer – employee relations as well as fairness
and consistency in the treatment of individuals. Disciplinary procedures are also a legal requirement in
certain circumstances. Employees are explained what behaviour employers expect from them. If an
employee breaks specific rules, this action is termed as “misconduct”. Employers use disciplinary
procedures and actions to deal with situations where employees allegedly break / flout rules.
Disciplinary procedures may also be used where employees don’t meet their employer’s expectations in
the way they do their job. These cases, may be termed as unsatisfactory performance (or capability), may
require different treatment from misconduct, and disciplinary procedures should allow for this.
A disciplinary procedure will:

• Encourage employees to achieve and maintain standards of behaviour
• Provide a fair and consistent method of dealing with alleged failures against
• defined rules of conduct
• Remind managers and supervisors how disciplinary matters should be handled
• Minimise disagreements about disciplinary matters
• Reduce the need for dismissals
49
Characteristics of a Disciplinary Procedure

While the procedure could be tailored to an organisation’s need, but it should:
• Be in writing
• Not discriminate on grounds of race, sex or disability, religion or belief, caste or creed
• Specify to whom it applies
• Explain the penalties
• Deal with matters quickly
• Give employees the right to be accompanied
• Give employees the right to put their side of the case
• Specify who has the authority to take disciplinary actions
• Ensure that action is not taken without careful investigation
• Provide a right to appeal
Acts of Misconduct
“Misconduct” means improper conduct or wrongful behaviour. However, while dealing with employees in
an organisation, the term 'misconduct' has to be seen with reference to the rules and regulations applicable
to the various categories of employees working in the organisation.
Report of Misconduct
Complaint is the starting point of any disciplinary action. For initiating disciplinary action the management
should invariably get a specific written complaint. Complaint is clear, sequential narration of the facts of
incidence of indiscipline by the complainant.
A Reporting Authority and Appellate Authority matrix is detailed in Annexure 34
Since any disciplinary action may have consequences for the said employee, it is essential that every
complainant should bear in mind the following:
• Reproduce in writing whatever has happened immediately and not rely on memory
• Submit the complaint in the shape of report of misconduct without any delay to superiors
• Avoid dictating the complaint to somebody else
• Submit the complaint in writing. It could be typed / handwritten or sent by an email
• Narrate the actual facts rather than adding impressions or guesses
• Take written statements of all whoever has any facts relating to the complaint or witnessed the
incident
The Report of misconduct should invariably give the following details:

• Full name of the person who committed the act of misconduct
• Designation
• Department
• Date and time of incident;
• Place of occurrence;
• Details of misconduct;
• Name of witnesses, if any
• Recorded statements, if any
50
Detailing Steps of Disciplinary Proceedings
Preliminary Enquiry
As soon as a complaint is received, a prima-facie fact finding should be done by the Officer who has
received the complaint and thereafter a formal charge-sheet may be issued to the concerned employee.
Principles of Natural Justice
The procedure for taking disciplinary action against any delinquent employee must be based on principles
of "natural justice" - that are in conformity with the principles of a Welfare State.
To hold an enquiry in conformity with the principles of natural justice, the following conditions are to be met:
• The employee proceeded against has been informed clearly of the charges levelled against him
• The witnesses are examined ordinarily in the presence of the employee in respect of the charges
• The employee is given a fair opportunity to cross- examine the witnesses
• The employee is given a fair opportunity to examine his own witnesses, including himself in his
defence if he so wishes
• The enquiry officer records his findings with reasons for the same in his report
Charge Sheet
Check-List for preparation of Charge-Sheet

• Date of Charge-sheet
• Correct Name, Designation, Department and Employee No. of concerned employee
• Specify date of incident
• Description of incident
• Reproduce the language in verbatim if there are words of abuses, defamation or threat
Guidelines for preparing Charge-sheet

• The Charge-sheet should be specific and must spell out all the relevant particulars of the
misconduct
• As far as possible, it should be precisely mentioned in the Charge-sheet the rule or clause under
which the charges constitute acts of misconduct so as to enable the employee to determine
applicability of rules in this context
• The Charge-sheet must be signed by the competent authority (as defined in the Annexure 34)
• invalid because it is signed by incompetent authority unless the charges are really so
• If the charge is of abusing or threatening in nature, write the exact words used, in the Charge-
sheet
• Avoid using abbreviations such as "etc." and also phrases such as "such other things"
• If the previous record of the employee is referred to, then sufficient particulars of the previous record
should be given in the Charge-sheet
Time period to reply to Charge-sheet

A reasonable period of time should be given to the employee to submit his reply to the charge-sheet but
not less than 72 hours.
51
Service of Charge-sheet
Serving the Charge-sheet on the delinquent employee plays a very important role in disciplinary
proceedings. Hence, all efforts should be made by the employer to see that the Charge-sheet is served on
the delinquent employee.
• The Charge-sheet may be handed over to the employee and his signature or thumb-impression of
his having received the same obtained on the office copy.
• If the employee concerned asks for the Charge- sheet being made out in the language that he
understands, the same should be done.
• If the employee either refuses to accept or give acknowledgement of the Charge-sheet or is not
present in the Organisation due to suspension or any other reason, the Charge-sheet should be
sent to his last known and recorded address (both local as well as permanent) by Registered Post
/Speed post/ Courier with acknowledgement due.
• In case of absence or refusal of the employee to take the Charge-sheet or refusal to give
acknowledgement of its receipt, a copy of the same should also be displayed on Notice Board. If
all efforts to serve the Charge-sheet on the employee fail, the Charge- sheet may be published in
some local/regional newspaper with a wide circulation.
Suspension
• Suspension from duty means keeping an employee away from work-place temporarily for reasons
of discipline. Suspension does not mean removal from service.
• If an employee has committed such serious acts of misconduct such as assault, sabotage and his
presence inside the work premises poses threat to safety of other employees and material, he may
be placed under suspension immediately.
• The disciplinary authority has a right to keep an employee under suspension, if he is accused in a
court of law of any criminal offence, until the disposal of the trial. In this case sufficient evidence is
required from the Police / Judicial authorities.
• Even though an employee is not suspended pending enquiry, if it is decided to punish him by way
of suspension for the acts of misconduct committed by him, the disciplinary authority may do so
after the conclusion of enquiry in which case the suspended employee will not be entitled to any
payment for the period of suspension since it is a punishment imposed on him.
• During the period of suspension, the suspended employee shall not enter the work-premises
without the permission of the disciplinary authority or any other authority competent to do so.
• No leave shall be granted to a suspended employee during the period of suspension
• If an employee suspended pending enquiry submits resignation, it is normally not accepted unless
it is in the company's interest.
52
Penalties and their Imposition by the Reporting and / or Appellate Authority
The penalty proposed should normally be commensurate with the gravity of the 'misconduct' by the
Reporting and/or Appellate authority.
Warning
Warning will be in writing. When it is in writing, it forms a part of one's record of service and reflects on the
conduct and efficiency of the employee. It can also be used in awarding severe punishment in future, in
case of habitual repetition of the same offence.
Issue of warning does not affect wages of the employee nor does it have any bearing on the status or future
increment of the employee. It merely amounts to a displeasure by the management that such an act of the
employee is not looked in with favour by the management and is just to inspire awe in the mind of the
employee to be a bit more vigilant, careful and responsible and make it clear to him that if he persists in
that action it is likely to bring him into trouble.
Fine
It may be defined as sum of money fixed as penalty for an act of misconduct. It is a deduction made from
the salary of an employee as a punishment.
Forced Leave
Forced leave may be ordered as a punishment (as a penalty), or can be inflicted on an employee after the
completion of the formalities of the disciplinary proceedings. For this period there will be no honorarium.
Removal and Dismissal

In ordinary parlance both these words mean the termination of an employee's service. However, there is a
slight distinction between the two in the sense that the removal from service does not disqualify an
employee from re-employment in the organisation whereas dismissal from service does disqualify him from
such reemployment; and thus, dismissal is the severest of all the penalties. Removal or dismissal is due to
gross misconduct on the part of an employee and is resorted to generally for such:
• Conduct on the part of the employee as may be deemed to be inconsistent or incompatible for
discharge of his duties; and
• Immorality on his part as may bring the employer in disrepute
No order of removal or dismissal from service shall be made by an authority lower than the appointing
authority of the employee concerned, notwithstanding the fact that the appointing authority might have
subsequently delegated the power of appointment of employees of the category/rank to which the employee
belongs to such lower authority. Names of the dismissed employees shall be communicated to the different
department /locations in order to prevent their re-employment in the organisation.
APPELLATE PROCEDURE
An employee on whom any of the penalties is imposed shall have the right of appeal to the authority notified
in this behalf. The appeal shall be submitted within 7 days of the receipt of the order of the disciplinary
authority.
The opportunity to appeal against a disciplinary decision is essential to natural justice. Defects in the original
disciplinary procedure may often be remedied through a properly held appeal.
53
The appeal procedure should

• Ensure that appeals are dealt within specified time frame, particularly those involving suspension
or dismissal
• Ensure that the appeal be heard by someone senior in authority to the person who took the
disciplinary decision and, if possible, who was not involved in the original meeting or decision
• Spell out what action may be taken by those hearing the appeal
• Set out the right to be accompanied at any appeal meeting
Ensure that the employee, or a companion if the employee so desires, with an opportunity to comment on
any new evidence arising during the appeal before any decision is taken.
54
BVM – Timing and Attendance
Timing and Attendance
Issue date: _______
Document history

(function) by by
55
1. Policy Statement
The policy provides employees with information about official timings, reporting to office as per the assigned
time, remain on duty during scheduled work hours, and attendance mechanism in general.
2. Policy Purpose
To streamline and regulate the attendance of all Bihar Vikas Mission (BVM) employees present across all
locations.
3. Applicability
4. Policy details
4.1 General
4.1.1 Employees are expected to make sure they reach office before time and register their entry
time on the system or in the attendance register so as to comply with the official timings.
4.1.2 Timings (entry and exit) registered by the biometric system or recorded in the time and
attendance register will be used for calculating leaves / absence / half day(s) / short leave(s) /
salary of employees. Therefore, it is advised to reach office before time so that employees have
sufficient time to access biometric system or sign their timings.
4.1.3 Time entry for all the employees is mandatory. In case an employee miss out the same,
attendance will be evaluated as per policy.
4.2 In case an employee is absent for 5 (five) continuous working days without any electronic / written /
verbal notification (phone call / SMS / WhatsApp through a registered mobile number or e-mail id), it
will be deemed that employee has abandoned voluntarily and terminated the contract with BVM.
4.3 Further details on the Timing and Attendance policy are as follows –

For Head Office: Monday to Friday
For other offices: Monday to Saturday
1 Working days
*Head Office of BVM / Department HQ / or any other related office
located in Patna
• For Head Office: 09:30 AM – 6:00 PM
• For other offices: 10:00 AM – 5:00 PM
2 Office timing
• Employees will be required to be present at work as & when directed,
irrespective of timing
• Daily attendance is monitored through biometric system or time and
3 Entering office attendance register/HRMS
• Registering entry time is mandatory for all employees
56
• Late by up to 1 hour after the official entry time

4 Late to office o Half day Casual Leave will be deducted and in case of no leave
balance, half day leave without pay will be marked
5 Lunch Interval • 30 minutes from 1:30 PM – 2:00 PM
• Register your out time in the biometric system or attendance register

• Missing out time record is allowed only 03 (three) times in a month
Leaving office / or as per
6 o 4th instance onwards, full day leave will be marked
HRMS
• Leaving 30 minutes early is allowed only 03 (three) times a month.
Thereafter, show cause notice will be issued by the Controlling Officer
• Inform Controlling Officer through written or electronic mode by their

registered mobile number / e-mail id and acknowledgement from the
On duty / out of office for work
7 Controlling Officer
• Controlling Officer will inform concerned HR and send a field report
o If he fails to do so, then the employee will be marked as absent.
8 Half day Continuous working period of 4 hours excluding lunch break
9 Absent Work of less than 4 continuous hours excluding lunch break in a day
• Allowed -Reporting to work up to 2 hours late or leaving from work up

to 2 hours early; a maximum of 3 times in a month. Thereafter, half day
leave will be marked
10 Short Leave
o Inform Controlling Officer in advance through electronic / written /
verbal notification (phone call / SMS / WhatsApp from registered
mobile number or registered e-mail id)
• All the leaves will be deducted from leave balance

11 Honorarium deduction • If no leaves exist in the leave balance, then honorarium will be
deducted accordingly
No overtime for any work is payable. No Compensatory off will be

12 Over time/Compensatory Off
provided for working overtime or for working on weekly off/public holidays
Monthly attendance statement and leave balance to be shared with all

13 Attendance Statement employees by the HR as part of salary statement through HRMS
57
BVM – Dress Code
Dress Code
Issue date: _____
Document history

(function) by by
58
BVM – Dress Code
1. Policy Purpose
The intent of the policy is to create a comfortable yet professional work environment.
2. Applicability
3. Policy Details
3.1. All the employees are expected to maintain personal grooming and hygiene at work place. Following
are the indicative dress code guidelines –
Men Women
• Clean formal trousers and • Wear clean and comfortable

1 Dress / clothing collar shirt dress
• It should not be torn. • It should not be torn
• No slogans on it as well • Indicative list of preferred
attire is as follows: Salwar-
Kameez, Saree
• Clean shaved/well-
2 Appearance • Combed hair
groomed beard
• No deep/plunging necklines
• Combed hair
3 Footwear • Formal shoes / sandals • Clean footwear

• No slippers allowed • No gaudy/flashy footwear
• Kurta, pyjamas, t-shirts, • T-shirts, jeans, shorts, half

jeans, shorts, half pants, pants, slippers, and attire in
4 Not Allowed
slippers, and attire in gaudy gaudy colors not allowed
colors not allowed
Please note:
A. Wear clothes/dresses that do not hurt religious feelings/sentiments of other employee(s).
B. By HR notification regarding celebrating festival(s) in office, employees can wear traditional dress
for festival(s) only.
59
BVM – Appropriate Use of Technology
Appropriate Use of Technology

Applicability date: _____
Document history

(function) by by
60
The primary purpose of Bihar Vikas Mission (BVM)-owned technology is to accomplish work in line with its
values & objectives. All technology and related information must be dealt with appropriate discretion to
protect the interests of the Mission and its stakeholders. It is imperative for all employees to understand
and use BVM-owned technology in a manner consistent with the guiding principles outlined in this policy.
1. Policy Purpose
To ensure all employees use technology provided to them, as a part of their employment with the Bihar
Vikas Mission, in a responsible manner.
2. Applicability
3. Responsibility
The HR and IT Cell is responsible for this policy’s success and ensuring the appropriate use of technology.
4. Definition/Scope
Technology for the purpose of this policy covers all electronic systems including but not limited to printers,
fax machines, photocopy machines, desktops, laptops, shared network services, software & all related
technology devices that employees will use or access for any work related to BVM.
The policy and usage guidelines are as follows:
S.No Particulars Details

• BVM reserves the right to:
o Monitor or access individual or group use of any of its owned
technologies —with or without notice— to ensure appropriate use.
o Replace, remove or revoke usage of hardware/software at any time
o Proprietary ownership of any data/content (including personal
documents) created, stored, sent or received on BVM owned
General technologies.
1 Guidelines
• All communication on any BVM owned technology platform must be formal
and professional.
• Use of BVM owned technology for actions that are harassing,
discriminatory, and illegal and/or for entertainment, personal work and/or
financial gains will not be tolerated.
• Eating/Drinking at workstations or any action that may cause potential
damage to BVM owned technology is prohibited.
61
• All information will be shared on a need-to-know basis. Each user will be

given necessary (and restricted) access to technology. It is mandatory to
follow the access limits strictly.
• Separating employees must return all BVM related technologies (hardware
or software) along with information/data contained within them before
leaving.
• All information requirements, queries, complaints, etc. regarding BVM
owned technology should be directed to the IT help desk.
• Any breach of any of the above guidelines on ‘Appropriate Use of
Technology’ may lead to strict disciplinary action against the concerned
employee, as directed by the IT Cell of BVM.
Specific
2 Usage Detailed policy do’s and don’ts on use of hardware, software, email, internet
Guidelines along with access and disciplinary guidelines will be issued by the IT Cell/Help
Desk
62
BVM – Grievance Redressal
Grievance Redressal
Issue date: ______
Document history

(function) by by
63
Bihar Vikas Mission (BVM) recognises that grievances are incidental to the work environment and that they
need to be positively addressed and resolved. The Grievance Procedure is one of the most important
means available to the employees in providing a channel to express his dissatisfaction or discontentment
and ensure swift redressal of the same.
1. Policy Purpose
To settle grievances of the employee in a uniform manner within shortest possible time at lowest possible
level of authority
2. Applicability
However, BVM may, by the order of Competent Authority of exigencies and in the interest of organisation,
exclude or include any class of employees or post from application of these policies.
3. Responsibility
HR Cell along with the Grievance Redressal Committee is responsible for successful redressal of employee
grievances.
4. Definition/Scope
‘Grievance’ is a cause or source of grief or hardship or burden or distress. Grievance matters stated below
under can/cannot be invoked by an aggrieved employee under the scope of this policy:
Covered in Policy
S. No Grievance
Definition
4.1 Working conditions Yes
4.2 Salary payment Yes
4.3 Reimbursement and other dues Yes
4.4 Leave Yes
4.5 Transfer No
4.6 Matters relating to disciplinary enquiry, action and vigilance No
4.7 Terms of Appointment settled before joining No
4.8 Performance Evaluation No
5.1. Employees should aim to settle grievances informally wherever possible.

5.2. This mechanism is not an alternative for the normal official channels, but an additional support for staff
to seek redressal for their grievances when the official channel fails to provide quick and satisfactory
responses.
5.3. All complaints should be treated with utmost confidentiality and sensitivity.
5.4. All complaints should follow the process specified in the policy.
64
6. Procedure
6.1. Procedure to be followed by Individual employees
Form to be
Stage From To Timeline
filled
Immediate Form I –
1 Employee -
Reporting Manager Part A
Immediate Form I –
1a Employee 7 Days
Reporting Manager Part B
15 Days from receiving
Skip Level Form II –
2 Employee reply from Reporting
Manager Part A
Manager
Form II – 15 Days from date of
2a Skip Level Manager Employee
Part B receiving complaint
Grievance 15 Days from date of
Form III –
3 Employee Redressal receiving reply from Skip
Part A
Committee Level Manager
Grievance
Form III – 30 Days from date of
3a Redressal Employee
Part B receiving complaint
Committee
Stage 1 –Reporting Stage

a) If employees have a problem or grievance relating to their employment, they should discuss it
informally with their immediate reporting manager. Most grievances are likely to be resolved
satisfactorily at this stage.
b) If the employees wish to report the grievance formally, they can lodge their grievance in writing
(Form I-Part A, detailed in Annexure 21) with their immediate reporting manager.
c) The superior must endeavor to solve the problem within 7 (seven) working days of raising the
issue and communicate his decision in writing (Form I – Part B) to the aggrieved employee.
d) Should the employee not be satisfied with the outcome, he may proceed to Step 2.
Stage 2 – Skip Level Stage

a) If the employee is not satisfied with the outcome, or has not received an acceptable response, then
he can further seek redressal (Form II – Part A as detailed in Annexure 22) within 15 (fifteen)
working days from the date on which the decision was communicated to him.
b) The skip level manager will call for the grievance along with the reply from aggrieved employee’s
immediate superior (Form I – Part A and B) for further action.
c) The skip level manager must endeavor to solve the problem within 15 (fifteen) working days from
the receipt of grievance and communicate his decision in writing (Form II – Part B) to the aggrieved
employee.
d) Should the employee not be satisfied with the outcome, he may proceed to step 3
65
Stage 3 – Grievance Redressal Committee / Appellate Authority

A 3 (three) member committee to settle grievances will be constituted at the state level. At least one
person in the each of the committees should be a woman. The Chairperson and every member of
the committee will hold office for a period not exceeding 2 (two) years. One of these will be appointed
as the Committee Nodal Officer. The Committee Nodal Officer will maintain an electronic/digital
register of all grievances referred to the Grievance Redressal Committee and number of grievances
settled/ pending. All case proceedings will be recorded.
a) If the employee still feels that his grievance has not been resolved satisfactorily or if he fails to
receive the reply within stipulated period, he may submit his grievance in the prescribed form (Form
III – A, as detailed in Annexure 23) to the Grievance Redressal Committee.
b) It must be submitted within a period of 15 (fifteen) working days from the date on which the
decision at Stage-II was communicated to him/her.
c) The employee should give full details of the problem in written including the reasons why he feels
dissatisfied with the response that he has received so far.
d) An acknowledgement of the lodged grievance will be issued (in writing or through mail) by
Grievance Redressal Committee within a day of its receipt.
e) The employee will then be invited to attend a formal meeting with the Grievance Redressal
Committee and the HR Coordinator who will hear and attempt to resolve the matter within a period
of 30 (thirty) working days of receiving the details of the grievance in written.
f) The decision of the Grievance Redressal Committee (Form III – B) will be final and binding.
Matrix detailing Reporting Stage, Skip-Level Stage, Appellate Authority / Grievance Redressal
Committee members is in Annexure 20
66
Grievance Redressal Procedure
Grievan
ce
Grievance Resolve
Stage I Redressal d
Discuss it
informally with
their immediate
reporting manager
Superior must try to solve the

problem within 7 (seven) working
Grievance No days of raising the issue and
Resolved communicate his decision in writing
Yes
Skip level manager must
Employee can further endeavor to solve the Grievan
seek redressal within15 problem within 15 working ce
Stage II working days from the days from the receipt of
Resolve
date on which the grievance and communicate
d
decision was the decision in writing
communicated
Yes
Should the employee not be satisfied with the outcome, he may proceed to stage III.
No within15
She/he may submit his grievance to a Grievance Redressal Commitee
(fifteen) working days from the date on which the decision at Stage-II was
communicated.
The decision
Grievance
No of the
Redressal
A 3 (three) member Grievance
Committee and the
committee to settle Grievan Redressal
HR Coordinator will
Stage III grievances will be ce Committee
hear and attempt to
constituted at the state Resolve
resolve the matter will be final
level. d
within a period of 30 and binding.
(thirty) working
days of receiving
the details of the
grievance in written
Yes
END
67
BVM – Anti-Sexual Harassment
Anti-Sexual Harassment
Issue date: ______
Applicability date:_____
Document history

(function) by by
68
1. Policy Statement
Bihar Vikas Mission (BVM) values the dignity of all employees working in the organisation and aims to
nurture a safe working environment. Hence, BVM prohibits any act of sexual harassment against or by any
employee.
This policy intends to disallow such occurrences and also details procedures to follow for the resolution,
settlement or prosecution of acts of sexual harassment.
2. Applicability
The policy also extends to those who are not employees of BVM, such as vendors, visitors etc., but are
subjected to sexual harassment at BVM workplace at all the locations, other locations (like guesthouse,
hotels, home) by or to BVM employees.
3. Responsibility
HR Cell is responsible for implementation of this policy and successful prevention of sexual harassment at
BVM work place at all the locations, other locations (like guesthouse, hotels, home) by or to BVM
employees.
4. Definition
4.1 “Sexual harassment" includes any unwelcome sexually determined behavior (direct or implied) such as
• Physical contact and advances
• Unwelcome communications or invitations
• Demand or request for sexual favors
• Direct or implied request by any staff for sexual favors in exchange for actual or promised job benefits
such as favorable reviews, increments, promotions, benefits or continued employment
Sexually colored remarks
• Showing pornographic material
• Any other unwelcome “sexually determined behavior” (physical/verbal/non-verbal conduct)
4.2 “Workplace” includes:

• All business locations of BVM
• Any external location visited by employees due to or during the course of their employment and
interaction with BVM such as offices across locations, guest houses etc
• Any mode of transport provided by BVM (or a representative of BVM) for undertaking a journey to and
from the aforementioned locations
69
5. Redressal Committee
BVM will have a state level centralised committee of five members to address any complaints of sexual
harassment. The Committee will be will be headed by a woman employee. Not less than half of the
members will be women. The centrally nominated members will review all cases of sexual harassment
reported within BVM, on case to case basis. In addition to handling complaints of sexual harassment, the
committees will also co-ordinate preventive activities to create a sexual harassment free atmosphere via:
• Common Information mailers
• Floating Articles on the same, from time to time
The Chairperson and every Member of the Committee will hold office for a period not exceeding two
years, from the date of their nomination. The committee members will be provided necessary inputs by the
HR Cell to handle such issues effectively and with the required sensitivity and concern.
At the District level, already established 'Local Complaints Committees' ("LCC") will receive and
investigate complaints regarding sexual harassment. LCC will investigate the complaint within a stipulated
time frame as detailed below. Investigation report and recommendation on actions to be taken will be
communicated only after the directives of District Magistrate.
If the aggrieved or accused party is not satisfied after the post-facto action report, has the option of
appealing further to the state level Central Committee formed under the jurisdiction of Member Secretary.
After filing complaint with the Central Committee investigation process will begin. Investigation of report and
recommendation on actions taken will be communicated only after the directives of Member Secretary.
Excluding the district level roles all other complaints must be sent to the Complaints Committee of BVM
headed by Member Secretary’s Office and as formed from time to time.
6. Procedure for dealing with complaints
6.1. Filing of a complaint

6.1.1. If any employee believes that she has been subjected to sexual harassment, may file a
complaint with any member of the committee in written form (letter/email) as detailed in
Annexure 24.
6.1.2. Complaints must be brought within 1 month of the incident of Sexual Harassment.
6.1.3. The complaint will include the circumstances giving rise to the complaint, the dates of the
alleged occurrences, and names of witnesses, if any along with complainant’s signature.
6.1.4. The committee member on receiving a complaint will intimate the committee head. The
committee head will arrange for a meeting within one week of receipt of the complaint for
discussing the complaint raised.
6.1.5. Complaints made anonymously or by a third party will not be entertained.
6.1.6. Complaints after the expiry of employee’s contract with BVM will not be entertained.
6.1.7. Where the aggrieved employee is unable to make a complaint on account of her/his physical
or mental incapacity or death or otherwise, her/his legal heir or such other person as may be
prescribed may make a complaint within 1 month of the incident.
70
6.2. Process of enquiry

6.2.1. The Committee will organise verbal hearings with the complainant and the accused.
6.2.2. The accused will be asked to prepare a response to the statement of allegations and
submit to the Committee within 7 working days.
6.2.3. The statements and other evidence obtained in the inquiry process will be considered
confidential.
6.2.4. The Committee will take testimonies of other relevant persons and review the evidence
wherever necessary. The committee should ensure that sufficient care is taken to avoid any
retaliation against the witnesses.
6.2.5. The Committee will conduct inquiry in accordance with the practices of natural justice, i.e. the
complainant will be offered to the accused for cross-examination and vice versa.
6.2.6. During the inquiry process, the complainant and the accused will be expected to refrain from
any form of threat, intimidation or influencing of witnesses.
6.2.7. The Committee will ensure confidentiality during the inquiry process and will provide both
parties with reasonable opportunity to be heard along with witnesses and to produce any
other relevant documents
6.2.8. The Committee will arrive at a decision after carefully and fairly reviewing the circumstances,
evidence and relevant statements
6.2.9. The committee will be empowered to do all things necessary to ensure a fair hearing of the
complaint including all things necessary to ensure that victims or witnesses are neither
victimised nor discriminated against while dealing with a complaint of sexual harassment. In
this regard the committee will also have the discretion to make appropriate interim
recommendations in relation to an accused person (pending the outcome of a complaint)
including suspension, transfer, leave, change of work location etc.
6.2.10. The enquiry report will be submitted to Complaints Committee with recommendations to
Complaints Committee within 2 weeks of completion of hearings (as detailed in Annexure
25).
6.2.11. Both parties will be informed of the results within 10 days of decision of the committee.
6.3. Decision and Action
6.3.1. Once the investigation is completed, a determination will be made regarding the validity of
the harassment allegations.
6.3.2. If it is determined beyond reasonable doubt that harassment has occurred; the accused will
be immediately terminated from the employment of BVM.
6.3.3. This anti-sexual harassment policy will not, however, be used to raise malicious complaints.
If a false complaint has been made, as demonstrated by clear and convincing evidence, such
an employee (false complainant) will be terminated from the employment of BVM.
6.3.4. The disciplinary action will be carried out by the HR Cell. All related documents will be
maintained in a separate folder, ensuring confidentiality.
71
BVM – Employee Records
Employee Records

Applicability date: ______________
Document history

(function) by by
72
All organisations, however large or small, need to keep certain records for the purpose of law and internal
use. Well-maintained employee records in Bihar Vikas Mission (BVM or Mission) are necessary for the
formulation and implementation of employment policies and procedures for recruitment, training and
development. They also help ensure that workers receive their correct pay, leaves and other entitlements
and benefits. They can also provide the raw data to monitor equal opportunities for staff. These records
assist the organisation and contribute to its overall success.
1. Policy Purpose
The purpose of this policy is to maintain the personal/professional record of all employees for future
reference and information.
2. Applicability
as employees on Contract, employees on Foreign posting/Deputation to BVM from Government of Bihar
and employees on Third-Party Payroll, except otherwise provided.
Notwithstanding anything in this manual, shall be contravening of the rules and regulations stated in Bihar
Service Code (1952) or any further notification from Government of Bihar.
3. Responsibility
The HR Cell of BVM is responsible for maintaining the employee records mentioned in this policy.
4. Definition/Scope
For purposes of this policy, “personnel records” or “employee records” mean information submitted by and
pertaining to each employee of BVM, in paper or electronic format.
Submitted by Employees at Joining During Service
• Performance Review remarks

• Communication issued in respect of salary
revision
• Mentioned in the Joining Document Checklist
• Communication issued in respect of transfers
• Communication and papers relating to
grievance/disciplinary actions, if initiated.
Refer to Annexure 5 as part of Joining and Orientation Policy for associated documents/proofs.
73
5. Usage Guidelines
5.1. Guidelines for storing personal files and records

5.1.1.Employees must submit all necessary documents for ‘Employee Records’ from their end to
the HR Cell within a week of joining.
5.1.2.Employees who have responsibility for maintaining any part of an employee record will
maintain those records in a secure environment with restricted access.
5.1.3.The employee records will be maintained by the Controlling Officer at the
District/Department/Function level.
5.1.4.A copy will also be maintained centrally at the State level.
5.1.5.The personal file should be treated as a "confidential" document.
5.2. Guidelines for Access to Personal Files and Records
5.2.1.Access to Employee Records is limited to immediate supervisor, department head and

Human Resources staff. Employee Records and Personal Files will be given to others only
with prior permission from the Head of HR.
5.2.2.Every employee has the right to review his personnel file/employee records. To review, an
employee should schedule an appointment over email with a member of the Human
Resources staff/Controlling Officer who will be present to answer any questions about
materials in the file.
5.2.3.Employment Records and Personal Information may be disclosed to third parties only with
the relevant individual's consent or depending on legal compliances.
5.2.4.All Officials dealing with such records and documents should treat it with utmost confidence
and ensure that there is no accidental or deliberate disclosure of such personal information
to any third party unless otherwise authorised, as above.
5.2.5.Any deviation from this will attract disciplinary action.
5.3. Guidelines for Updating of Records
5.3.1.All employee records and personal files will be updated periodically.

5.3.2.Employees are responsible for notifying the HR Cell/Controlling Officer of any changes in
Employee records/personal information on a timely basis. Relevant changes include those
except–
5.3.2.1. Name change (without due process) / Date of Birth
5.3.2.2. Change in permanent address (if not deemed necessary)
5.3.2.3. Change in personal email id (if not deemed necessary)
5.3.2.4. Change in PAN/Aadhar Number/Voter ID
5.3.2.5. Change in Emergency contact (if not deemed necessary)
5.3.3.Employees need to use the Employee Change of Personal Information form along with any
associated documentation, to update their employee records.
5.3.4.Employees who have responsibility for updating any part of an employee record will update
those records in a secure environment.
When an employee transfers to a new manager, department, or location, HR Cell will transfer all records
of transferred staff will be transferred from the Controlling Officer of the previous administrative unit to the
Controlling Officer of the new unit to which the. The above said record of any employee/group of
employees may be disposed off on the discretion of the HR Head.
74
BVM – Employee Rehire/Contract Renewal
Employee Rehire/Contract Renewal

Issue date:_____
Applicability date:_____
Document history

(function) by by
75
1. Policy Statement
Bihar Vikas Mission (also referred as BVM, Mission) recognises the advantages of rehiring employees with
noteworthy performance and/or separated employees. The purpose of this policy is to lay out clear
processes and requirements to be followed for the same.
2. Applicability
3. Responsibility
The HR Cell of BVM is responsible for this policy’s success.
4. Definition/Scope
All employees/ex-employees except the ones terminated on account of misconduct or any other disciplinary
breach will be covered under the scope and definition of this policy.
5. Guidelines and Conditions for Rehiring of existing employee
5.1. Contract Renewal of an existing employee may be considered based on employee performance.
However, contract renewal is not a right. It is discretionary and subject to terms and conditions of
Bihar Vikas Mission.
5.2. Contract will be renewed at terms and conditions prevailing at the date of renewal. It is the right of the
prospective employee to accept or reject the terms of renewal.
5.3. The employee must have cleared all pending monetary and other handovers at the time of contract
renewal. In case any dues are pending, the person can be considered for re-hire only after approval
from the HR Cell.
5.4. The date of rehire will be considered as the first day of a fresh/new employment.
6. Guidelines and Conditions for Rehiring of separated employees
6.1. Rehiring of a separated employee will only be considered if he/she had not been terminated owing to
misconduct/harassment/poor performance or other disciplinary issues.
6.2. Employees currently working, in a full time permanent or contractual or part time capacity, in any NGO
/ Corporation / Society / Company / Department under the aegis of Government of Bihar will be eligible
to apply for suitable relevant position with BVM only after submission of No Objection Certificate (NOC)
from appropriate Controlling Officer at the time of application. On successful selection, such
applicants will need to provide a No Dues Certificate and an experience-cum-relieving letter from their
immediate previous place of work.
6.3. The employee must have cleared all pending monetary and other handovers at the time of
separation/contract renewal. In case any dues are pending, the person can be considered for re-hire
only after approval from the HR Head.
76
6.4. The date of rehire will be considered as the first day of a fresh/new employment.
6.5. The separated employee, who has been re-employed, will be subject to the same conditions of
employment as a new hire like probation period, leaves, holidays etc. as per policy manual.
6.6. The following terms for re-hiring must be noted:
6.6.1.Contract Renewal/Rehire within a year of resignation: The former employee will be re-hired
at the same level, and compensation. In case there has been a compensation revision at
BVM in the interim, then the person being rehired may get an increment, subject to approval
by HR Head.
6.6.2.Rehire between one to three years of resignation: The former employee may be re-hired up
to one level above his last level in BVM. In case the employee is being re-hired at the same
level and there has been a compensation revision at BVM in the interim, then the person
being rehired may get the revised compensation, subject to approval by HR Head.
7. Rehiring/Renewal Process
7.1. Performance Indicators for contract renewal have been highlighted in the Performance Evaluation
policy.
7.2. The tenure of hiring of the employees will be of 3 years and a fresh contract will be signed after every
11 months subject to satisfactory performance. The guidelines and conditions for recontract are as
follows:
7.2.1.Signing of fresh contract with an existing employee will be considered based on employee
performance. However, signing of fresh contract is not a right. It is discretionary and subject
to terms and conditions of Bihar Vikas Mission.
7.2.2.Fresh contract will be signed at terms and conditions prevailing on that date. It is the right of
the prospective employee to accept or reject the terms of fresh contract.
7.2.3.The date of signing of fresh contract will be considered as the first day of a fresh/new
employment.
7.2.4. At no state the employee can claim permanent employment with the Bihar Vikas Mission /
Government of Bihar.”
7.3. Separated employees can only apply for vacant positions openly advertised in public domains.
7.4. Ex-employees must meet the selection criteria set for the positions (in terms of age, qualification,
experience, past performance, value alignment, interview etc.) for which they are applying and must
participate in the normal selection process in order to be considered for the position.
7.5. The HR Cell re-hiring the ex-employee must validate the following, in writing, from the relevant HR
where the employee was previously employed:
7.5.1.Completion of full and final settlement at the time of resignation
7.5.2.Reference checks with previous superior/s and Function Head
7.5.3.Employment details, tenure, last compensation, designation, job profile and reason for
leaving and recommendations
7.5.4.Performance rating for the last years as applicable
7.6. HR Head reserves the right to reject any recommendation for rehiring, without assigning any reason.
77
BVM – Separation
Separation
Issue date: _______
Document history

(function) by by
78
BVM – Separation
At Bihar Vikas Mission (BVM), we recognise there are occasions when the relationship with an employee
cannot continue. Employees may separate from the organisation for various reasons. In all cases, it is
imperative to follow procedures and guidelines to facilitate a smooth exit.
1. Policy Purpose
To outline procedural formalities that fall under separation and make the process as smooth as possible for
the organisation as well as the employee.
2. Applicability
as employees on Contract and employees on Third-Party Payroll, except otherwise provided.
Employees on foreign posting to BVM from Government of Bihar will follow exit/separation guidelines stated
in the Bihar Service Code (1952).
Notwithstanding anything in this manual, shall be contravening of the rules and regulations stated in Bihar
Service Code (1952) or any further notification from Government of Bihar.
However, BVM may, , by the order of Competent Authority for reasons of exigencies and in the interest of
3. Responsibility
The processes are the responsibility of HR and Finance Cell.
4. Definition/Scope
4.1. Separation:
The term separation refers to the end of employment of an employee from the organisation
4.2. Resignation
Resignation is a voluntary separation initiated by the employee if he is desirous of leaving the services
of Bihar Vikas Mission.
4.3. Termination
Termination is the ceasing of employment when an employee is unable to meet BVM’s performance
requirement, conduct, ethical and policy standards or providing any untrue statement in the personal
information provided at the time of offer of employment.
4.4. Contractual Termination

This refers to agreed separation on completion of specific period of employment as per terms and
conditions of employment. For the purpose of this policy, the specific period is 11 months.
4.5. No dues/settlement of dues

No Dues refers to clearance/Return/Settlement of Money, materials, other properties or any other
articles or things issued by the company or specially entrusted to the employee or vice versa. Dues
79
BVM – Separation
include but are not limited to salary payable for the remaining days, leave encashment, loss/damage
of company property, etc
4.6. Notice Period

All employees are required to give a notice, in writing, in accordance with the appointment letter/
employment contract, if they wish to terminate their employment relationship with the organisation.
For the purpose of this policy, the notice period is 30 days or compensation in lieu thereof. On
completion of the said notice period, the employee’s service with BVM will stand ceased.
5. Types of Separation
An employee's services may cease on account of any one of the following ways:
5.1. Termination of an employee from services of BVM as a result of misconduct, disciplinary action or
inadequate performance.
5.2. Resignation by an employee
5.3. Non-Renewal of Contract/Contractual Termination
5.4. Desertion or Abandonment by employee
5.5. Disability/Long Illness/Death while in service
6. Guidelines for Termination of Contract
6.1. The organisation will initiate termination of employment when an employee is unable to meet the
organisation’s performance, conduct, ethical and policy standards.
6.2. Performance related terminations have been dealt with in the Performance Evaluation Policy
6.3. In case of disciplinary breach/inadequate performance, the employee may be called for a counseling
session depending on the nature of the breach. Despite counseling, if the employee's current behavior
persists, the employment may be terminated.
6.4. The duration that the employee is undergoing counseling will be treated as notice period and no other
compensation will be paid to the employee. If no improvement is seen, the employee’s services will
be terminated without any further warning. In case of a serious disciplinary breach, the organisation
may terminate the services of the employee without counseling or notice.
6.5. The following list covers activities that may result in termination for disciplinary breach. These activities
include but are not limited to:
6.5.1. Breach of trust or dishonesty
6.5.2. Acceptance / giving of bribes
6.5.3. Conviction of a felony
6.5.4. Willful violation of an established policy or regulations
6.5.5. Falsification of organisation records
6.5.6. Gross negligence or Insubordination
6.5.7. Harassment and/or Discrimination
6.5.8. Undue and unauthorised absence from duty
6.5.9. Deliberate non-performance of work
6.5.10. Possession of dangerous weapons on the premises
6.5.11. Unauthorised possession, use or copying of any records that are the property of the
organisation
6.5.12. Unauthorised posting or removal of notices from bulletin boards
6.5.13. Fighting, Marring, defacing or other willful destruction of any supplies, equipment or
property of the organisation
80
BVM – Separation
6.5.14. Substance abuse in office premises

6.5.15. Theft and/or Gambling, conducting games of chance or possession of such devices on the
premises or during work hours
6.6. HR Cell will initiate the ‘No Dues’ process along with all relevant documents. The immediate reporting
manager needs to ensure that the separating employee returns all organisation property before he/she
leaves.
6.7. HR Cell will process the case and issue the status whether any amount is payable or recoverable
to/from employee. Final Settlements will be managed by the Finance Cell.
7. Guidelines for Resignation
7.1. All employees are required to give a one month notice in writing if they wish to terminate their
employment (or compensation in lieu thereof), stating the reason and tentative last day of work to the
Controlling Officer. Where the organisation feels that the employee is in a sensitive position, the
organisation may relieve the person earlier and pay compensation for the days of service remaining.
(As defined in Annexure 28)
7.2. The Controlling Officer will forward the resignation to the HR and Finance Cell.
7.3. The employee must initiate ‘No Dues’ process and send the completed form to HR Cell along with all
relevant documents. The immediate reporting manager needs to ensure that the separating employee
returns all organisation property before he/she leaves.
7.4. HR Cell will process the case and issue the status whether any amount is payable or recoverable
to/from employee. Final Settlements will be managed by the Finance Cell. (As defined in Annexure
32)
8. Guidelines for Non-Renewal of Contract
8.1. After the completion of contract period, HR Cell will initiate the ‘No Dues’ process along with all relevant
documents. The immediate reporting manager needs to ensure that the separating employee returns
all organisation property before he/she leaves.
8.2. HR Cell will send relevant document to concerned cell, which will process the case and issue the
status whether any amount is payable or recoverable to/from employee. Final Settlements will be
managed by the Finance Cell.
9. Guidelines for Desertion/Abandonment
If employee is absent without anyelectronic / written / verbal notification (phone call / SMS / WhatsApp
through a registered mobile number or e-mail id) notification or information for 5 (five) continuous
working days, it will be deemed that employee has abandoned voluntarily and terminated the
contract with BVM
In such cases, BVM will make contacts over registered mobile number to enquire about reason of desertion.
If suitable answers are not received, BVM may serve at least two letters to the permanent residential
address as per Society records. If required legal proceedings (notice through newspaper) may be initiated
against the person. (As detailed in Annexure 29)
81
BVM – Separation
10. Guidelines for Death of Employee
In case of unfortunate death of an employee, Controlling Officer be responsible to prepare a status list of
clearance from all offices/ Cells of the Society and submit to HR Head for approval. A condolence message
from the Society signed by the Member Secretary or as delegated may be sent to the bereaved family. (As
detailed in Annexure 34) Outstanding amounts may be settled as per the accounting norms and care will
be taken in identifying the designated beneficiaries. Finance Cell will process all dues
82
Annexure
ANNEXURE
83
Annexure
Annexure 1
Ref No.
For office use
Bihar Vikas Mission
Manpower Requisition Form
Job Title Grade/Cadre
No. of Positions
Required Location
Office/ Department/
District for where
Purpose of Hiring
the Resource is
sought
Placement Reporting
Authority Authority
Date by which
Reservation Status
required
Duration/Tenure for
Department /
which Resource is
District Head
required
In-house experts
available and their
current roles
84
Annexure
Job Description/Key Accountabilities
Job Requirements
Age Limit Minimum:
85
Annexure
Maximum (as on 1/8 of calendar year as per Government rules):
Minimum/Essential:
Educational
Qualifications
Preferred:
Years/Details of
Experience
Technical
Competencies
Any other
relevant
information
Budgeted Cost
Monthly Annual
Requisitioned By: Approved By:
Name: ________________________ Name: ________________________
Designation: ___________________ Designation: ___________________
Final Approval By:
Name: _______________________
Designation: ___________________
Date: ________________________
86
Annexure
Annexure 2
Bihar Vikas Mission

Application Form
(To be filled in own handwriting in Block Letters)
1. Position Applied For : ___________________________________
2. Full Name: ____________________________________________
3. Father’s / Husband’s Name (in full): _______________________
4. Contact Details :
Present Address: __________________________________________________________
_________________________________________________________________________
Permanent Address: _______________________________________________________
_________________________________________________________________________
Tel. Nos.: ______________________________________________
Mobile: ________________________________________________
E-Mail: ________________________________________________
5. Date of Birth ____________/________________/______________
6. Age as on date : ______ years _______ months
7. Height: _________ (Ft. /Inch.) Weight: _____Kg.
8. Health : (Please give details of past illness, if any): _______________________________
__________________________________________________________________________
Details of any major operation undergone: ______________________________________
__________________________________________________________________________
9. Marital Status :__________________________________________
10. Passport Details:
Date of Issue: ___________________________________________
Place of Issue: __________________________________________
Passport Number: _______________________________________
87
Annexure
11. Particular of Dependents:

Name (in Full) Sex Date of Birth Place of Birth
Wife / Husband:
Children
Father:
Mother:
12. Earning Members of Family :
Name Age Organisation Relationship Monthly Income
13. Source and Amount of any other income:

________________________________________________________
________________________________________________________
14. Educational Qualifications: Mention in details the educational qualification starting from
High School / Secondary School.
(Please attach a copy of each of all Certificates regarding educational qualification)
Name and
Degree Subject /
Address of Universit Year Division /
Exam. Specialis Marks %
School / y/ Board From –To Class
Taken ation
College
88
Annexure
15. Have you been involved in any proceedings in the court of law? If yes, give particulars:
___________________________________________________________________________
___________________________________________________________________________
16. Give details of your involvement with politics, trade unions & litigation (if any):
___________________________________________________________________________
___________________________________________________________________________
17. Experience: Please attach a copy of each testimonial. If more space is required, please
attach separate sheet.
Name & Designation at

Time Period Designation at
Address of Time of Salary Drawn
Time of Joining
Employer Leaving
89
Annexure
18. Two professional reference you have been associated with but are not related to you:,
1. Name: _______________________________________________________
Designation: _______________________________________________________
Organisation: _______________________________________________________
Contact Address: _______________________________________________________
Contact No.: _______________________________________________________
2. Name: _______________________________________________________
Designation: _______________________________________________________
Organisation: _______________________________________________________
Contact Address: _______________________________________________________
Contact No.: _______________________________________________________
Declaration
I hereby certify that the aforementioned information is correct and complete to the best of my
knowledge and belief and nothing has been concealed. I am not aware of any circumstance which
might impair my fitness for employment. If at any time, I am found to have concealed any material
information or given false details, my appointment shall be liable to summary termination without
notice or compensation.
Date: _____________________ Place: _______________
Signature of Applicant _______________________
*Copy attached should be self-attested compulsorily
90
Annexure
Annexure 3
Bihar Vikas Mission

Reference Check Form
Date:
Sir / Madam,
Mr./Ms._______________________ working in _____________________________ as

_____________________________ has appeared for an Interview with Bihar Vikas Mission (BVM)
recently.
As one of the suggested references, we request you to help BVM with some information about him / her for
our Employee Records. In this regard, your honest responses to the questions in the format attached below
will be greatly appreciated.
All information received will be treated as strictly confidential.
Thanking you,
With regards,
Human Resources Department

Bihar Vikas Mission
91
Annexure
PLEASE ANSWER THE FOLLOWING QUESTIONS ABOUT THE CANDIDATE AS KNOWN TO YOU:
1. Number of years the candidate has been known to you ___________________________
2. His / Her Personal / Professional relationship with you ___________________________
3. His / Her behavioral characteristics ___________________________________________
__________________________________________________________________________
__________________________________________________________________________
4. Are there any phases in the person’s background, that you are aware of, which can
possibly interfere with his / her employment (chronic illness, poor work habits etc.)? If yes,
please give details.
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
5. Any other comments________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Referee Details:
Name: __________________________________________________
Designation: __________________________________________________
Organisation: __________________________________________________
Signature: __________________________________________________
Date: __________________________________________________
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Annexure
Annexure 4
Bihar Vikas Mission

Letter of Regret
Date:
Dear Mr. / Ms.
Further to your application and the subsequent interviews, we regret to inform you that your profile does
not suit our current requirement.
However, we have filed your details with us and we will get in touch with you in case we have a
vacancy/position that matches your profile.
We wish you success in all your future endeavors.
Yours Sincerely,

Bihar Vikas Mission
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Annexure
Annexure 5
Bihar Vikas Mission
Joining Document Check List
The employees need to submit the following list of documents to the Human Resources Department on the
first day of joining:
1. CV/Resume of employee
2. 5 Passport-sized Photographs
3. 2 Photo copies of a photo identity proof (Aadhar and PAN card)
4. 2 Photo copies of temporary/permanent address proof
5. 2 Photocopies of Proof of Date of Birth
6. 2 Photo copies of each Educational Qualification/Certificate(s) with Medical certificate by a Doctor of
any government hospital
7. Caste Certificate issued by Competent Authority as per the Government of Bihar format needs to be
submitted by the following categories of applicants:
SC, ST, OBC, MBC
(Submission of Creamy/Non-creamy layer certificate in case of OBC applicant)
8. For claim of reservation in grand-son/daughter of Freedom Fighter(s) category, submission of

Certificate prescribed as per Govt. of Bihar Performa is mandatory
9. Reservation for Physically Handicapped Candidates/Disabled Quota: If Person with Disability,
certificate from competent authority
The PWD category is further classified in three different categories - Orthopedically Handicapped (OH),
Visually Impaired (VI) & Hearing Impaired (HI).
10. Acceptance of the Offer Letter duly signed
11. Service and Salary certificate(s) from previous companies the employee has worked in
12. Insurance application form
13. Bank account application form
14. Provident Fund declaration form
15. Provident fund transfer/nomination form
16. A4 Sheet with following personal details:
16.1. Mobile Number
16.2. Email Id
16.3. Emergency Contact Details
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Annexure
Bihar Vikas Mission

List of Approved/Valid Proofs
S.no Particulars Details
Aadhaar card, PAN card, Driving License, Passport, Voter ID,

1 ID Proof
Ration/PDS card
Aadhaar card, PAN card, Driving License, Passport, Voter ID,
2 Address Proof
Ration/PDS card, Registered Rent Agreement
4 Date of birth Birth Certificate, Class 10th Certificate
Certificates/Degrees of Class 10th, 12th, Bachelors, Masters,

Education
5 M.Phil/ Ph.D, any other certificates/degrees if applicable, with
Qualifications
Medical certificate by a Doctor of any government hospital
Previous Company Offer Letter, Pay Slips, Relieving Letter, Experience

6
Service Proof Certificate
Copy of Name Change Affidavit, Notification in English/Hindi

7 Name Change
daily newspaper, Gazette Notification
Change in Marital
8 Court Approved Marriage Registration Certificate
Status
95
Annexure
Annexure 6
Bihar Vikas Mission

Letter of Confirmation
Date:
Dear Mr. / Ms. _______________
This is to inform you that on successful completion of your probation period, you stand confirmed in the
services of the Mission with effect from ____________.
We take this opportunity to congratulate you and wish you a very happy, long and fruitful association with
Bihar Vikas Mission.
With best wishes once again,
Yours sincerely,

Bihar Vikas Mission
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Annexure
Annexure 7
Bihar Vikas Mission
Letter to Extend Probation
Date:
Dear Mr. / Ms.
This is to inform you that your probation period has been extended for a period of _____ month(s). Your
probation period will now end on _______________________.
After the completion of your probation period, we will review your performance to confirm our employment
decision. We will be happy to clarify any questions that you may have.
Wishing you success,
Yours Sincerely,

Bihar Vikas Mission
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Annexure
Annexure 8
Ref No.
For office use
Bihar Vikas Mission
Training Needs Identification Form
Name: Employee Code:

Designation: Dept. / Function:
Instructions:
1. Skill Sets: Mention the skills required to perform the assigned job/tasks
2. Importance of Skills: Rate the skills according to the level of importance:

1= Very Important, 2= Moderately Important, 3= Less Important.
3. Urgency of Training Needs: Rate the urgency of need for “Training”:

1= Very Much Needed, 2= Moderately Needed, 3= Less Needed.
Importance of the Urgency of Training

S.No Skill Sets
Skill Need
Any other comments

_____________________________________________________________________________
_____________________________________________________________________________
__________________ ___________________
(Signature of Employee) (Signature of Controlling Officer)
Date
(Please submit this form duly filled to the HR Cell)
98
Annexure
Ref No.
Annexure 9
For office use
Bihar Vikas Mission

Training Schedule Notification
Date:
Topic/ Subject of training program: _________________________________
Date(s) of the program: _________________________________
Description of the program (in brief): _________________________________
Faculty: _________________________________
Venue: _________________________________
Duration of the program: _________________________________
Eligibility: _________________________________
Last date for nominations: _________________________________
Please send in the training nomination forms to the HR Cell latest by the above mentioned date
______________________
(HR Head)
Human Resource Department
Bihar Vikas Mission
99
Annexure
Annexure 10
Ref No.
For office use
Bihar Vikas Mission
Training Nomination Form
Date:
Details of the Training Program
Topic/ Subject:
Date:
Faculty:
Venue:
Fees (if any):
Details of the Nominated Employee
Name:
Designation:
Function/ Dept.:
Location:
Number of months in present role:
Other training programs attended:
Reason for nomination: (please attach a copy of the Training Needs Identification form)
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Annexure
Details of the Nominating Authority
Name:
Designation:
Function/ Dept.:
Relationship with the nominated employee: Self / Subordinate
Signature:
Date:
(Please submit this form duly filled to the HR Cell)
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Annexure 11
Ref No.
For office use
Bihar Vikas Mission
Training Feedback Form
Subject: Venue:
Name of the Trainee (Optional): Date:
1. About Training Program
S.No Particulars Yes No
1 Did the program meet your expectation?
Was the content of the program logical and well-

2
organised?
3 Was adequate time allotted for each session?
S.No If you have mentioned “ No”, Please give the reason in detail
Which sessions/ information did you find particularly useful?
_____________________________________________________________________________
_____________________________________________________________________________
If you were to design this Training Program, what will you do differently?
_____________________________________________________________________________
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Annexure
____________________________________________________________________________________
Additional Comments, if any

______________________________________________________________________________
______________________________________________________________________________
2. Training Delivery
Were the following helpful: Yes No Partly N /A
Documentaries
Presentation
Role Plays
Demonstrations
Handouts
Reading Assignments
Discussion
Lecture
Others(mention activity, if any)
3. Faculty/Staff
Kindly provide the following feedback about the faculty/staff that undertook the program
S.No Particulars Yes No
1 Well informed
2 Well Prepared / Organised
3 Enthusiastic
4 Able to encourage participation
5 Able to satisfactorily answer questions
6 Able to present a professional appearance
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Annexure
Additional Comments, if any

_______________________________________________________________________________
_______________________________________________________________________________
4. Material Provided (if applicable)
How will you rate the Training Very

Poor Fair Average Good Excellent
Program material? Good
• On Relevance 1 2 3 4 5 6
• On Presentation 1 2 3 4 5 6
Any comments/ suggestions on the material provided in the Program.
_______________________________________________________________________________
_______________________________________________________________________________
______________________
(Signature of the Employee)
Date:
Thanks for your feedback!!
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Annexure
Annexure 12
Bihar Vikas Mission
Orientation Program Schedule
Dear Mr. / Ms.________________________,
Bihar Vikas Mission’s Orientation Program is scheduled for (from date) – (to date). You are requested to report
at _____ hrs sharp at the (venue), (address). You are requested to ensure punctuality.
For any assistance/ queries related to the Orientation Program, please contact (name) at (contact no.) or
(email)
The Orientation Schedule is given below for your reference.
Type 1: This type includes the officials in the Core Working Group and other senior officials at the nodal level
of the mission. The officials belonging to this type will be acquainted with the finalised organisation structure,
policies of the mission and functioning of the Human Resource Management System. The officials belonging
to this type are as follows:
Mission Director’s Office Member Secretary’s Office
• Mission Director • Member Secretary

• Additional Directors • Chief General Manager
• Sub Mission Directors • General Manager
Type 2: This type includes the Government

officials posted at the Nodal Level (Mission
Director’s and Member Secretary’s Office) of the
mission who are not part of the Type 1. The officials
belonging to this type are as follows:
• Section Officer
Type 3: This type includes the Government

officials at the department level who are linked to
Bihar Vikas Mission. As per the BVM organisation
structure, these officials will act as the reporting
managers of the Department PMU Leads,
Professional Support Services and Thematic
Experts allocated to the Departments. The officials
• Department Principal Secretary /

Secretary
• Other Secretaries / Directors of
Department linked to BVM (as
nominated by Department Principal
Secretary / Secretary)
• Other Department Officials linked to
the BVM (as nominated by
Department Principal Secretary /
Secretary)
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Annexure
Type 4: This type includes the Government officials at the district level who are linked to Bihar Vikas
Mission. As per the BVM organisation structure, these officials will act as the reporting managers of the
District PMU allocated to the District. The officials belonging to this type are as follows:
• District Magistrates
• District Planning Officers linked to BVM (as nominated by District Magistrate)
• Other District Officials linked to BVM (as nominated by District Magistrate)
Type 5: This type includes the Contractual Employees of BVM involved in core roles, working at the nodal
level in Mission Director’s and Member Secretary’s Office. The roles belonging to this type are as follows:
• Computer Cell Head

• Finance Manager
• Internal Audit Manager
• Executive Assistant
• HR Manager
• Legal Advisor
• Nodal Data Analytics Center Lead
• Data Analysis Lead
• Data Analyst
• Nodal IEC Expert
• Procurement Manager
• Manager - Program Implementation
• Manager - Program Monitoring
• Impact Assessment Head
• Impact Assessment Monitors
• Sub-Mission Manager
Type 6: This type includes the Contractual Employees of BVM involved in support roles, working at the
nodal level in Mission Director’s and Member Secretary’s Office. The roles belonging to this type are as
follows:
• Computer Assistant
• MIS/HRIS Support Officer
• IT Helpdesk Officer
• Accounts Officer
• House Keeping Officer
• Legal Officer
• Nodal Data Entry Lead
• Data Entry Operator
• Digital Media Specialist
• PR & Media Relations Officer
• Content Developer
• Stenographer
• Receptionist
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Annexure
NOTE – All the Data Entry Operators in the BVM (to be deployed in Nodal Offices and District PMUs) will
belong to this type and will be trained together.
Type 7: This type includes the contractual employees of BVM working in the departments linked to Bihar
Vikas Mission. The roles belonging to this type are as follows:
• Thematic and Professional Support Services Experts

• Department PMU Leads
• MIS and Analytics Cell Leads
• Data Analysts
Type 8: This type includes the contractual employees of BVM working in the District PMUs deployed in all
38 districts of the state under the leadership of District Magistrate / District Planning Officer. The roles
• District PMU Lead

• MIS Cell Lead
• Impact Assessment Officer
• District Sectoral Coordinator
Type 9: This type includes the contractual employees of BVM working in the District Registration and
Counselling Centers in all 38 districts of the state under the leadership of District Magistrate / District
Planning Officer. The roles belonging to this type are as follows:
• Manager
• Assistant Manager – Project & Accounts
• Assistant Manager – Schemes
• IT Supervisor
• Multipurpose Assistant
• Single Window Operator
107
Annexure
Sample Training Day Itinerary
For a typical training day the itinerary for trainee group type 1, 2, 3, & 4 will be as follows –
Session Time Slot
Session 3 – Bihar Vikas Mission Organisation Structure 09:30 am to 10:15 am
Session 4 – Polices governing Bihar Vikas Mission Employees 10:15 am to 11:15 am
Tea Break 11:15 am to 11:30 am
Session 5 – Human Resource Management System 11:30 pm to 12:30 pm
Session 6 – Question and Answers 12:30 pm to 01:00 pm
For a typical training day the itinerary for trainee group types 5, 6, 7 & 8 will be as follows –
Session Time Slot
Session 1 – Ice Breaking Session 09:30 am to 10:00 am
Session 2 – Introduction to Bihar Vikas Mission 10:00 am to 10:30 am
Session 3 – Bihar Vikas Mission Organisation Structure 10:30 am to 11:30 am
Session 4 – Polices governing Bihar Vikas Mission Employees 11:40 am to 12:40 pm
Quiz / Puzzle / Group Activity 12:40 pm to 01:00 pm
Lunch 01:00 pm to 02:00 pm
Session 4 – Polices governing Bihar Vikas Mission Employees 02:00 pm to 03:00 pm
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Annexure
For a typical training day the itinerary for trainee group type 9 will be as follows –
Session Time Slot
Session 2 – General Introduction 10:00 am to 10:30 am
Session 4 – Polices governing Bihar Vikas Mission Employees 10:30 am to 12:45 pm
Lunch 01:00 pm to 02:00 pm
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Annexure
Annexure 13
Bihar Vikas Mission
Performance/Probation Review Authority Matrix
Reviewing Accepting
Office Sub-Office Roles Reporting Authority
Authority Authority
Executive Assistant to
Chairman – Executive
Chairman – Executive Information to Member Secretary
Committee
Committee
Governing Executive Assistant to

Body Chairman – Sub Mission Information to Member Secretary
Chairman – Sub Mission
Executive Assistant to
Advisor to Chairman -
Advisor to Chairman - Information to Member Secretary
Governing Body
Governing Body
Information to
Mission Computer Assistant Mission Director - Member
Director Secretary
Support Information to
Office Stenographer Mission Director - Member
Secretary
Additional Director – Member

Quality Assurance Head Mission Director
Program Implementation Secretary
Quality
Assurance
Additional Director –
Quality Assurance Member
Quality Assurance Head Program
Monitor Secretary
Implementation

Content Developer Mission Director
Mission Program Monitoring Secretary
Director
Office Additional Director – Member
Digital Media Specialist Mission Director
Program Monitoring Secretary
PR & Comm.
PR & Media Relations Additional Director – Member
Mission Director
Officer Program Monitoring Secretary

Nodal IEC Expert Mission Director
Nodal Data Analytics Additional Director – Member

Mission Director
Centre Head Program Monitoring Secretary
Nodal Data
Analytics
Centre
Data Entry Lead
110
Annexure

Data Entry Operator Data Entry Lead

Data Analysis Lead

Data Analyst Data Analysis Lead
Chairman -
Additional Director - For Member
Mission Director Executive
Committee
Manager - Program Additional Director - Member

Mission Director
Monitoring Program Monitoring Secretary
Program
Monitoring Additional Director - Chief General Member
Computer Assistant
Program Monitoring Manager Secretary
Additional Director - Chief General Member

Stenographer
Program Monitoring Manager Secretary
Chairman - Information to
Additional Director -
Mission Director Executive Member
Program Implementation
Committee Secretary
Information to
Manager - Program Additional Director -
Mission Director Member
Implementation Program Implementation
Secretary
Additional Director - Chief General Member

Computer Assistant
Program Implementation Manager Secretary
Program
Implementati
on Additional Director - Chief General Member
Stenographer
Program Implementation Manager Secretary
Chairman - Sub Missions with inputs from Additional Director –

Sub Mission Director Program Implementation
(For information to Member Secretary)
Information to
Chairman – Sub
Sub-Mission Manager Sub Mission Director Member
Missions
Secretary
Data Entry Operator Member

Sub-Mission Manager Sub Mission Director
(Sub-Mission) Secretary
Chief General Member

Member Computer Assistant General Manager, HR
Manager Secretary
Member Secretary
Secretary Support
Office Chief General Member
Stenographer General Manager, HR
Manager Secretary
111
Annexure
Chief General Manager* Member Secretary Chairman, EC
General Manager* - Member

Chief General Manager Member Secretary
Legal & Procurement Secretary
General Manager– Legal Chief General Member

Procurement Manager
Legal & & Procurement Manager Secretary
Procurement
General Manager– Legal Chief General Member
Legal Advisor
& Procurement Manager Secretary
General Manager–
Member
Legal Assistant Legal Advisor Legal &
Secretary
Procurement
General Manager* - HR
& IT
General Manager – HR & Chief General Member

Computer Cell Head
IT Manager Secretary
MIS/HRIS Support General Manager – Member

Computer Cell Head
Officer HR & IT Secretary
HR & IT
General Manager – Member
IT Helpdesk Officer Computer Cell Head
HR & IT Secretary
General Manager – HR & Chief General Member

HR Manager
IT Manager Secretary
Housekeeping General Manager – HR & Chief General Member

Supervisor IT Manager Secretary
General Manager*-
Finance & Accounts
General Manager - Chief General Member

Accounts Officer
Finance & Accounts Manager Secretary
Finance &
Accounts
Internal Audit Manager

Finance Manager

Department. PMU Lead Department Secretary
Manager Secretary
MIS & MIS & Analytics Cell Department Member

Analytics Cell Department PMU Lead
Lead Secretary Secretary
Nominee of
Member
Department Data Analyst MIS & Analytics Cell Lead Department
Secretary
PMU Secretary
Principal Secretary /
Thematic + Support Chief General Member
Secretary of respective
Services Manager Secretary
department(s)
112
Annexure

District PMU Lead District Magistrate
Manager Secretary
Member
MIS Cell Lead District PMU Lead District Magistrate
Secretary
Member
Data Entry Operator MIS Cell Lead District PMU Lead
Secretary
Quality Assurance Member

Officer Secretary
District PMU District
District Sectoral Member

Coordinator – Infra Secretary

Coordinator – Agri Secretary

Coordinator - Social Secretary
*As per directions from GAD, GoB
113
Annexure
Annexure 14
Ref No.
For office use
Bihar Vikas Mission

Performance Evaluation Form
Name:
Employee Code: Designation:
Date of Joining: Location:
Dept. / Function/ District: Reporting Authority:
Reviewing Authority: Accepting Authority:
Key Result Areas / Goal Setting

Please note –
Weight
(in%)
S.No Key Result Areas Action Plan/Tasks Timeline
(total =
100%)
1. KRAs for the employee will be set as per the position of the employee for the duration of the
performance period, in consonance with Mission’s goals and objectives.
2. Each Appraisee should not have more than 6-7 goals
3. KRAs once set, cannot be changed during the year however action plans can be changed if
required. In case of any extraneous circumstances, if change of KRAs is required the goal setting
form must be refilled with a cover letter justifying the revision of targets, to be submitted to the
Accepting Authority for approval as well as the HR
4. No Timeline of the KRAs can go beyond the tenure of the contract.
Performance Evaluation Form
114
Annexure
(A) Assessment on Work Output

(Overall score on work output will account for 50% of Overall Employee score)
Probation Review Annual Performance Appraisal

Weighte
Weighte
d Score
Weight d Score
S.no KRAs Reporting (Weight Reporting
Self Self (Weight
Authority x Authority
Rating Rating x
Rating Finalised Rating
Finalised
Rating)
Rating)
Total
Comments, if any
Rating Scale
3: Exceeds Performance Standards;

2: Meets Performance Standards;
115
Annexure
(B) Assessment on Attributes

(Overall score on attributes will account for 50% of Overall Employee score)
Weighte Weighte
Values / Weight d Score d Score
S.no Reporting Reporting
Competencies Self (Weight Self (Weight
Authority Authority
Rating x Rating x
Rating Rating
Finalised Finalised
Rating) Rating)
1 16.67
2 16.67
3 16.67
4 16.67
5 16.67
6 16.67
Total 100
Comments, if any
Rating Scale
3: Exceeds Performance Standards;

2: Meets Performance Standards;
Date : Date :
Employee’s Signature Signed by Reporting Authority
116
Annexure
Overall Employee Score
50% of Overall Overall

Overall 50% of Overall Employee 50% of Overall 50% of Overall Employee
Score on Score on Work Score Score on Work Score on Work Score
Work Output (B) Output (A) Output (B)
(A + B) (A + B)
Output (A)
Recommended Action for Probation Period as per Overall Employee Score

208-300: Meets or Exceeds required performance standards; Should be recommended
121-207: Requires further evaluation on performance standards; Probation should be extended
100-120: Does not meet required performance standards; Should not be recommended
Recommended Action for Performance Period as per Overall Employee Score

211-300: Meets or Exceeds required performance standards
100-210: Does not meet required performance standards
Final Comments by Reviewing Authority
Date : Signed by Reviewing Authority
Date :
117
Annexure
Signed by Accepting Authority
Annexure 15
Ref No.
For office use
Bihar Vikas Mission
Travel Requisition Form
Purpose of Travel __________________________________________________________________
Travel Schedule
Place Mode of
Date Time Place (To) Remarks
(From) Transport
Accommodation Schedule
Date & Time Date & Time

Place Hotel Remarks
(From) (To)
________________________ ________________________
Employee’s Signature Authority Signature
Date: ___________________
118
Annexure
Annexure 16
Ref No.
For office use
Bihar Vikas Mission

Travel Expense Reimbursement Form
Purpose of Travel __________________________________________________________________
Travel Fare
Travel Date of Mode of Duration of Claim

Travel (To)
(From) Travel Travel Travel Amount*
Total
* Travel tickets attached
Accommodation & Meals
Check-in Check-out Duration of Claim

Place Hotel
Date & Time Date & Time Stay Amount*
Total
* Bills / Receipts attached
Local Conveyance
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Annexure
Mode of Claim
Date From To Purpose
Transport Amount*
Total
Miscellaneous Expenses
Claim
Particulars Specify Details (where possible)
Amount*
Total
Summary of Expenses
Particulars Claim Amount
Travel Fare
Accommodation & Meals
Local Conveyance
Miscellaneous Expenses
Total
________________________ ________________________
Date: ___________________ Date: ___________________
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Annexure
Annexure 17
Ref No.
For office use
Bihar Vikas Mission

Tour Report
1. Place(s) Toured
__________________________________________________________________________
2. Purpose of visit (in brief):

___________________________________________________________________________
___________________________________________________________________________
3. Accomplishment of work:
(With details or forecasting of the outcome)
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
________________________ ________________________
Date: ___________________ Date: ___________________
121
Annexure
Annexure 18
Bihar Vikas Mission

Transfer Letter
Date:
Dear Mr. / Ms. _______________
This is to inform you that you are being transferred from your Bihar Vikas Mission’s office at (location) to
Bihar Vikas Mission’s office at (location) with effect from (date) .
You will be relieved from your present duties on (date) and you must report to Mr. / Ms. (name)
at (location) latest by (date) . Please get in touch with (name & designation) from the Human
Resources Department regarding the logistical procedures related to your relocation.
All other terms and conditions remain the same as per your appointment letter.
We wish you success in your endeavours.
Yours sincerely,

Bihar Vikas Mission
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Annexure
Annexure 19
Ref No.
For office use
Bihar Vikas Mission

Leave Application
For Employee
Name : ____________________________________________
Designation : ____________________________________________
Function : ____________________________________________
Type of Leave : ____________________________________________
No. of Days : _______ From: ___________ To: ___________
Reason for availing leave:

________________________________________________________________________________
In case you are going outstation, contact address/telephone no.:

________________________________________________________________________________
Date: ___________________ Signature:
----------------------------------------------------------------------------------------------------------------------------- ----------
For Controlling Officer
Leave Status : Approved/Not Approved
Date : ______________________
Signature : ______________________
------------------------------------------------------------------------------------------------------------------- --------------------
For HR Cell
_______ day/s ____________ leave approved from ____________ to ______________.
Date : ______________________
Signature : ______________________
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Annexure
Annexure 20
Matrix detailing Reporting Stage, Skip-Level Stage, Appellate Authority / Grievance Redressal
Committee members
District Registration and Counselling Centre (DRCC) Level:
Designation Reporting Stage Skip-Level Stage Appellate Authority /
Grievance Redressal
(Stage-I) (Stage-II) Committee headed by
(Stage-III)
Manager District Planning Officer Senior Deputy District Magistrate, or as

Collector, or as delegated
delegated
Assistant Manager, Manager (DRCC) Senior Deputy District Magistrate, or as

Projects & Account Collector, or as delegated
delegated
Assistant Manager, Manager (DRCC) Senior Deputy District Magistrate, or as

Schemes Collector, or as delegated
delegated
Supervisor, IT Manager (DRCC) Senior Deputy District Magistrate, or as

Collector, or as delegated
delegated
Multi-Purpose Manager (DRCC) Senior Deputy District Magistrate, or as

Assistant Collector, or as delegated
delegated
Single Window Manager (DRCC) Senior Deputy District Magistrate, or as

Operator Collector, or as delegated
delegated
BVM-Other Employees at District Level:

Grievance Redressal
(Stage-III)
District PMU Lead Assistant District District Magistrate or Member Secretary or

Magistrate / Deputy as delegated as delegated
Development
Commissioner (DDC)
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Annexure
District Sectoral District PMU Lead Assistant District District Magistrate or

Coordinator Magistrate / Deputy as delegated
Development
Commissioner
Data Entry Operator District PMU Lead Assistant District District Magistrate or
Magistrate / Deputy as delegated
Development
Commissioner
MIS Cell Lead District PMU Lead Assistant District District Magistrate or
Magistrate / Deputy as delegated
Development
Commissioner
Quality Assurance District PMU Lead Assistant District District Magistrate or

Officer Magistrate / Deputy as delegated
Development
Commissioner
Departments
Grievance Redressal
(Stage-III)
Department PMU Principal Secretary / Member Secretary or Chairman EC, or as

Lead, Thematic Secretary of as delegated delegated
Experts Department
MIS & Analytics Cell Department PMU Lead Principal Secretary / Chairman EC, or as
Lead Secretary of delegated
Department, or as
delegated
Data Analysts Department PMU Lead Principal Secretary / Chairman EC, or as

Secretary of delegated
Department, or as
delegated
125
Annexure
Mission Director Office:

Grievance Redressal
(Stage-III)
All jobs Additional Director Chief General Mission Director OR as

Programme Monitoring OR Manager, or as delegated
Additional Director delegated
Programme Implementation
(as the reporting lines

maybe)
Member Secretary Office:

Grievance Redressal
(Stage-III)
All jobs General Manager, HR Chief General Member Secretary OR

Manager, or as as delegated
delegated
126
Annexure
Annexure 21
Bihar Vikas Mission

Grievance Redressal Form
STAGE-I GRIEVANCE
Grievance & Reason :

(in brief)
Date : ______________________ Signature : ______________________
127
Annexure
FORM-I – Part B
Bihar Vikas Mission
(For the use of the Immediate Reporting Manager)
STAGE – I GRIEVANCE
Grievance Number : Received on:
Whether interviewed
the employee :
Sources & Results :

of enquiry
Replied on :
Date : ______________________ Signature : ______________________
128
Annexure
Annexure 22
FORM-II – Part A
Bihar Vikas Mission
STAGE – II GRIEVANCE

(in brief)
Date : ______________________ Signature : ______________________
129
Annexure
FORM-II – Part B
Bihar Vikas Mission

(For the use of the Skip Level Manager)
STAGE-II GRIEVANCE
Whether interviewed
the employee :
Sources & Results :

of enquiry
Replied on :
Date : ______________________ Signature : ______________________
130
Annexure
Annexure 23
FORM-III – Part A
Bihar Vikas Mission

STAGE-III GRIEVANCE

(in brief)
Date : ______________________ Signature : ______________________
131
Annexure
FORM-III – Part B
Bihar Vikas Mission
(For the use of the Grievance Resolution Committee)
STAGE-III GRIEVANCE
Whether interviewed
the employee :
Result :
Final Action to be taken :
______________________
(Signature of Chairman) Date: ___________________
______________________
(Signature of HR Head) Date: ___________________
132
Annexure
Annexure 24
Ref No.
For office use
Bihar Vikas Mission
Form for Complaint against Sexual Harassment
Details of complainant:
Details of complainant:
Professional Relationship with the

Name:
complainant:
Complaint (Give complete details of the issue and/ or incidents with relevant dates):
Date: ______________________ Signature: ________________________
133
Annexure
Annexure 25
Bihar Vikas Mission
Complaint against Sexual Harassment Form

(For the use of Anti Sexual Harassment Committee)
Complaint Number : Received on :
Findings of Investigation :
Action to be taken :
______________________
(Signature of Chairman) Date: ___________________
______________________
(Signature of HR Head) Date: ___________________
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Annexure 26
Bihar Vikas Mission

Separation Docket
Date:
Dear Mr. / Ms. _______________
This is regarding your separation from Bihar Vikas Mission. Thank you for your support and contribution
during your association with us.
As part of the separation process, you are required to complete a few formalities and obligations. The
attempt here is to have a smooth transition / hand-over of work / responsibilities and settlement of your
financial dues.
The attached note will explain as to what needs to be done with regards to getting clearance from the
various Functions/Groups, and how you would go about settling financial matters pertaining to your
employment with BVM.
The following are the two things, which you need to complete in the next few days:
1. Handing Over Report

2. No Dues Clearance Form
In case you need any clarifications / help in this regard, please contact_________ in HR Dept. at the
earliest.
Yours sincerely,

Bihar Vikas Mission
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SEPARATION GUIDELINES
1. Handing-Over Report is a kind of checklist, which needs to be completed as part of the handing
over process. You are requested to complete the process before your last working day.
2. No Dues Clearance Form needs to be signed by different functions. The information filled in the
Clearance Form will be an input for the settlement process. Please ensure that there are no pending
issues in this regard as this will delay the process.
Confidentiality:
As you are aware, you are bound by the confidentiality clause of your terms and conditions of appointment.
As such you shall not divulge, disclose or impart to any person/ organisation by word of mouth or otherwise
particulars of details of systems and procedures, technical know-how, trade-secret, administrative or
organisational matters pertaining to Bihar Vikas Mission which may have been your personal privilege to
be aware of, by virtue of your employment in the Mission.
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Annexure
Bihar Vikas Mission

Contractual Termination Letter
Date:
Dear Mr. / Ms. _______________
We would like to remind you that you that your contract with Bihar Vikas Mission will end on
______________________.
Please complete the clearance process as soon as possible to facilitate settlement of dues before you leave
the organisation.
Your service certificate is enclosed.
We would like to take this opportunity to thank you for your contribution to Bihar Vikas Mission and wish
you luck for your future endeavours.
Yours sincerely,

Bihar Vikas Mission
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Annexure 27
Bihar Vikas Mission
Resignation Acceptance Letter
Date:
Dear Mr. / Ms. _______________
In reference to your resignation letter dated ___/___/_____, requesting us to relieve you from the services
of Bihar Vikas Mission, kindly note that your resignation has been accepted.
You will be relieved from the services of the Company with effect from ___/___/_____.
You are requested to contact the HR Cell and complete the clearance formalities including hand over of
company property. The Accounts Department has been advised to settle your full and final account.
Your service certificate is enclosed.
We take this opportunity to thank you for your services and wish you success in your future endeavors.
Yours sincerely,

Bihar Vikas Mission
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Annexure 28
Bihar Vikas Mission
Initiation of Termination in case of Desertion
Date:
Dear Mr. / Ms. _______________
It has been brought to our notice that you have been absent from duty without any authorisation from the
date ____________________.
We have made continuous efforts to contact you over phone/ email, but have failed to reach you. A notice
was sent to you on _____________ by registered post and again on __________ by registered post at the
address mentioned in your personal records, but we have received no replies to those notices.
You are hereby directed to report to your duty station with an explanation of your unauthorised absence,
before _________________ (mention date – at least fifteen days from the issue of the letter), failing which
we shall initiate termination proceedings as per BVM HR Policies.
Yours sincerely,

Bihar Vikas Mission
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Annexure
Annexure 29
Bihar Vikas Mission
Letter of Termination in case of Desertion
Date:
Sub: Termination due to unauthorised absence from work
Dear Mr. / Ms. _______________
An enquiry was conducted by Bihar Vikas due to your unauthorised absence from work since
_______________. Continuous efforts were made to contact you over phone/ email and via registered
posts on ______________ and _____________, but we failed to reach you. A public notice was released
in __________________ (name of newspaper), dated ____________, directing to you to report for the
hearing of the enquiry.
Since you have not reported for the enquiry, nor have sent any communication in this regard, you are
hereby dismissed from services of Bihar Vikas Mission with effect from _____________.
You may collect your dues, if any, and settle your account on any working day during the office hours from
Accounts Department.
Yours sincerely,

Bihar Vikas Mission
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Annexure
Annexure 30
Ref No.
For office use
Bihar Vikas Mission

Handing Over Report
1. Please mention list of past and ongoing assignments including work status.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
2. Please mention list of hard and soft copies of all relevant documents of past and ongoing
assignments handed over.
_____________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Please mention list of hard and soft copies of all relevant documents related to people
management responsibilities or any additional role handed over (if applicable).
_____________________________________________________________________________
______________________________________________________________________________
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Annexure
______________________________________________________________________________
______________________________________________________________________________
4. List of all significant documents and materials, if any.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
This is to confirm that all the files, information and material related to my tasks have been handed over by
me.
Date: ___________________ Signature: _____________________
142
Annexure
Annexure 31
Bihar Vikas Mission
Full and Final Settlement of Account
Date:
Dear Mr. / Ms. _______________
This is with reference to your release from the services of Bihar Vikas Mission. We would like to inform you
that your full and final settlement of accounts has been processed and an amount of ____________ will be
credited to your bank account shortly.
We are enclosing herewith a copy of your full and final settlement of accounts received from our Finance
Department for your information.
Yours sincerely,

Bihar Vikas Mission
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Annexure 32
Bihar Vikas Mission
Service Certificate
Date:
This is to certify that Mr. / Ms. ______________ was employed by Bihar Vikas Mission and his/ her
particulars of service were as follows:
1. Name:
2. Designation:
3. Department:
4. Last Salary Drawn:
5. Other Benefits:
6. Date of Joining:
7. Date of Leaving:
8. Reason for Leaving:
9. Conduct:
10. Remarks, if any:

Bihar Vikas Mission
144
Annexure
Annexure 33
Bihar Vikas Mission
Condolence Letter in case of Death
Date:
Dear Mr. / Ms. (name of nominee)
We, at Bihar Vikas Mission, would like to extend our condolences on the sad demise of Mr. / Ms.
__________________________ We wish to offer our gratitude for his /her services.
There are certain formalities, which have to be completed to enable us to process his dues. We request
you to contact _______________________ in the HR Cell at your earliest convenience.
We regret this unfortunate occurrence.
Yours sincerely,

Bihar Vikas Mission
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Annexure 34
Bihar Vikas Mission
Matrix of Reporting and Appellate Authority for Code of Conduct Policy
District Registration and Counselling Centre (DRCC) Level:
Designation Reporting Authority Appellate Authority
Manager Senior Deputy Collector, or as District Magistrate, or as

delegated delegated
Assistant Manager, Projects & Senior Deputy Collector, or as District Magistrate, or as

Accounts delegated delegated
Assistant Manager, Schemes Senior Deputy Collector, or as District Magistrate, or as

delegated delegated
Supervisor, IT Senior Deputy Collector, or as District Magistrate, or as

delegated delegated
Multi-Purpose Assistant Senior Deputy Collector, or as District Magistrate, or as

delegated delegated
Single Window Operator Senior Deputy Collector, or as District Magistrate, or as

delegated delegated
BVM-Other Employees at District Level:

Designation Reporting Stage Appellate Authority
(Stage-I) (Stage-II)
District PMU Lead District Magistrate or as delegated Member Secretary or as

delegated
District Sectoral Coordinator Assistant District Magistrate / District Magistrate or as

Deputy Development delegated
Commissioner
Data Entry Operator Assistant District Magistrate / District Magistrate or as

Commissioner
MIS Cell Lead Assistant District Magistrate / District Magistrate or as

Commissioner
Quality Assurance Officer Assistant District Magistrate / District Magistrate or as

Commissioner
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Annexure
Departments:
All jobs Chief General Manager, or as Member Secretary OR

delegated Mission Director as
delegated
Mission Director Office:
Designation Reporting Stage Appellate Authority /
(Stage-II)
All jobs including Principal Secretary / Secretary of Chairman EC, or as

Thematic Experts Department, or as delegated delegated
Member Secretary Office:
All jobs Chief General Manager, or as Member Secretary OR as

delegated delegated
147

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HUMAN RESOURCE

Bihar Vikas Mission

Manpower Requisition Form....................................................................................................................84

Changes/Amendments to any policy will be approved by the Chairman Executive

• For BVM: Chairman, Executive Committee/Member Secretary/Mission Director, or as

• For Department: Principal Secretary or Secretary of the Department, or as delegated

• For District: District Magistrate, or as delegated

2. Competent Authority: At Bihar Vikas Mission, competent authority is Member

• For BVM: Chairman, Executive Committee or as delegated or as separately specified

• For Department: Chairman, Executive Committee or as delegated or as separately

• For District: Member Secretary, or as delegated or as separately specified in any

6. Bihar Vikas Mission maybe represented as BVM or Mission

Recruitment and Selection

HR Policy No. 1, Version 1.0

Issue date: ___________

Applicability date: ___________

Author Reviewed Approved

The processes are the responsibility of HR Cell of BVM.

7. Guidelines for Requisition

8. Principal Guidelines for all Recruitment and Selection

9. Screening Committee and Selection Panel

9.6. Selection Panel for recruitment by BVM Establishment:

10. Recruitment Sources

10.1. Direct advertisements on BVM website or notice in local/national newspapers

11. Selection Methodology

11.2. Selection Tools

12. Extraordinary Provisions

13. Process Flow

Joining and Orientation

HR Policy No. 2, Version 1.0

Issue date: ________

Applicability date: _________

Author Reviewed Approved

Refer to Annexure 5 for list of documents and relevant valid proofs.

5. Induction Program/Orientation Session

Refer to Annexure 12 for Orientation Schedule.

Probation and Confirmation

HR Policy No. 3, Version 1.0

Issue date: ________

Applicability date: _________

Author Reviewed Approved

1.1. Appraisee (Employee)

1.2. Reporting Authority

1.3. Reviewing Authority

1.4. Accepting Authority:

Following are the details on probation and confirmation policy -

S.N Particulars Description

• To start by 1st (first) working day of the 3rd (third) month

• Employee with poor performance / attendance record / conduct,

HR Policy No. 4, Version 1.0

Issue date: _______

Applicability date: _______

Author Reviewed Approved

4. BVM Jobs & Grades

C Thematic Experts; Professional Support Service Experts; Project Lead

H Legal Officer; MIS Cell Lead; Manager (DRCC)

Grade IV employees; Single Window Operator (DRCC); Multi-Purpose Assistant

Housing 1 • 20% of Base salary at all grades.

o Cosmetics, toothpastes, any kind of beauty creams, generic

HR Policy No. 5, Version 1.0