HR MANUAL A - 29 Nov 2018

HR Manual
INDEX
Sr. No CONTENTS PAGE NO

1. Message from Managing Director 3
TEMA INDIA LTD., Mission, Vision and 4
2.
Values
3. HR Vision and Mission 5
4. Quality Policy & Quality Objectives 6
5. TEMA India – Locations 7
6. Recruitment Policy 8
7. Induction and Joining formalities 10
8. Benefits and Services 14
9. Working Hours and Attendance 17
10. Dress Code & Grooming Standards 20
11. Leave and Holidays 24
12. Salary Reimbursement and LTA 26
13. Maternity Benefit 27
14. Paternity Benefit 28
15. Performance Appraisal Policy 29
16. Training and Development 31
17. Transfer Policy 33
18. Local Conveyance Policy 35
19. Travel Policy 37

International Travel & Oversea 41
20.
deputation
21. Employee Social Security Benefits 45
Standards of Business Conduct and 48
22.
Discipline
23. Basic Principles for Employee 49
24. Exit Policy 52
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HR HANDBOOK Page 1 of 92
25. EEO & Anti-Discrimination Policy 56
26. CSR Policy 63
27. Ethical Code of Conduct 69
28. Whistle Blower Policy 75
29. Harassment Policy 78
30. Anti-Bribery Policy 80
31. Grievance Handling 82
32. Policy against Human Trafficking 85
33. Conflict Mineral Policy 88
34. Miscellaneous 92
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1. MESSAGE FROM MANAGING DIRECTOR
Dear Employees,
Welcome to TEMA INDIA LIMITED!

Engineering Empowered by Innovation
TEMA INDIA aims to be recognized as an organization with good HR

practices and transparent policies. Ours is a family where each one of us
strives to contribute significantly to the growth of the Company and our
vision is to emerge as a world-class company and be a dominant Indian
player in the product that we are making in terms of quality, timely
delivery, reliability and cost.
Our future growth, as a company, depends on each employee's initiatives,

commitment and co-operation. Efforts by employees are the sole and
significant contributors in accomplishment of the company's objectives.
TEMA INDIA has designed this manual to provide comprehensive and up-
to-date information regarding our HR practices. It encompasses the
policies of TEMA INDIA, our day-to-day work life and answers questions
that we may have regarding the benefits applicable to each of us.
In a nutshell, the Manual is aimed at guiding each employee through the

ethos at TEMA INDIA and you are requested to approach the HR
department for any guidance, if required.
My best wishes for a long and mutually beneficial association.
Sd/-
(Haresh K. Sippy)
Managing Director
TEMA INDIA LTD
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2. TEMA INDIA LTD - MISSION, VISION AND VALUES
Mission
TEMA India is engaged in the design, engineering and fabrication of

innovative, cost effective, low maintenance, safe and reliable heat transfer
equipment with applications in Oil & Gas, Petrochemicals, Fertilisers and
Power industries.
Vision
By 2020, we aim to be the world’s leading Shell & Tube manufacturer, with
a presence in the entire range of static equipment, and a preferred
manufacturing partner to EPCs and end users, whilst contributing to the
national program Make In India designed to transform India into a global
manufacturing hub
Values
Team values
Our work practices will reflect a strong commitment to employee
satisfaction, wellbeing and safety at all times.
Product values
Every piece of equipment we manufacture will bear the stamp of our core
strengths; design, quality and ease-of-maintenance. We will maintain
leadership in each of these areas through constant innovation.
Brand values
The TEMA brand is built on the twin platforms of reliability and cost-
effectiveness. We will continually endeavour to raise efficiency and lower
the price of our equipment through innovation.
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3. HR VISION AND MISSION
The vision of HR Department at TEMA India Limited is to build an efficient

business-centric people network that helps the company achieve
organizational objectives, helps the employees to realize their full potential
and deliver value to our clients.
Dear Colleague,
We welcome you to TEMA India Ltd and trust that you will find working at
TEMA satisfying and rewarding, offering you exciting opportunities for
growth and learning.
The emphasis at TEMA is that all the stakeholders both internal and
external derive value and the association will always be enriching.
The industry TEMA caters to thrives on creativity, innovation and

improvisation. Therefore, we foster a culture of creativity and innovation.
We believe in a merit-based culture and would like you to know that many
of our employees flourished in their careers with us. Team work is a way
of life at TEMA. We value the contribution of each member.
This booklet briefs about the company and would help you understand our
corporate ethos and policies. We hope, this booklet serves its purpose to
get you introduced to TEMA India Ltd.
We wish you a very fulfilling and satisfying tenure with TEMA India Ltd.
With Best Wishes
Sd/-
Head HR
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4. QUALITY POLICY AND QUALITY OBJECTIVE
Quality Policy
We at TEMA are committed to:
 Enhancing total customer satisfaction by providing customer with a

product that meets or exceeds their specifications, product
standards and expectations
 Meet the requirements of quality management system, based on

ISO 9001:2000, and application statutory and regulatory
requirements
 Continual improvement of the effectiveness of our quality

management system through:
• Setting new targets as quality objectives,

• Improvement in the performance of our business processes,
• Motivating and upgrading the skills of our personnel
Quality Objectives
Improve our performance through:
 Increasing our production whilst delivering on schedule
 Measuring and reducing rework in all functional areas.
 Obtaining customer’s feedback, using it for continual improvement,

and enhancing customer’s satisfaction.
The current targets along with objectives for each functional area are
shown in the departmental process sheet and their achievements are the
responsibility of concerned functional heads.
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5. TEMA INDIA LTD- LOCATIONS
Registered Office: TEMA INDIA LTD.

Hamilton House, 3rd Floor,
J N Heredia Marg,
Ballard Estate, Mumbai
400038
Tel:- 022-66900100
Fax:-022-67124533-34
Email :-
enquries@temaindia.com
Tema India Ltd – Factories are located at the following places:
Sr. No. UNIT Address

(a) 1) Survey No-9, NH-8,
Vill.-Achhad,Tal.-Talasari
Dist:-Palghar,
Opp.-Sahyadri Hotel
Maharashtra-401606
Tel: +91-2521-230061/230122
Fax:+91-2521-230010
2) 20/1/2 Udhva-Khanvel Road,

Kherdi, Silvassa,
Dadra Nagar Haveli. India
Tel: +91-260-2677344
Fax:+91-260-2677348
3) Plot No.667, Road No.6 GIDC

Panoli 394116,
Ankleshwar, Taluka
Dist. Bharuch
Tel:02646-272227
4) Plot No. 201, 18/19, GIDC

Panoli 394116,
Ankleshwar, Taluka
Dist. Bharuch
Tel:02646-272060
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6. RECRUITMENT POLICY
To ensure that quality manpower has been made available at the right
time for the organization to meet its business needs.
Procedure:
1. The HODs will identify manpower needs and an annual manpower

plan will be prepared along with the budget for each position.
2. There have been consistent efforts to make each employee
associated with TEMA INDIA , pleasant and professionally
rewarding.
3. For any New or Replacement vacancy, Dept Head needs to fill the
Man Power Requisition form (Annex. 1). This will be given to the
HR Department.
4. Mode of Recruitment:
• Existing data bank
• Direct application
• Placement consultants
• Recruitment portal
• Media release
• Campus recruitment
• Personal Contacts
Selection and Appointment
The objective is to ensure that all recruitments are of high/right caliber,

cost effective and concluded at the right time.
The selection will be based on evaluation of parameters contained in the

Job Description for each of the positions.
A selection panel shall be constituted on the lines suggested in the table

below.
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Offer
Position Interview Panel
made by
Preliminary Final
Interview Interview
Graduate Group Immediate Head
Engineer Trainee Discussion supervisor (HR)
and HR
Rep.
Up to Manager Immediate HOD and Head
supervisor Head (HR) (HR)
(not below
the rank of
Manager)
and HR
Rep.
Sr. Manager to HOD and COO / Head
General Manager Head (HR) Director (HR)
The interview panel should be provided the interview schedule,

candidates’ brief and position details at least 3 days in advance. The
evaluation results of the candidates will be recorded in the Interview
Evaluation Form (Annex. 2) with Written Test Paper, and after selection is
finalized, a Wait List in order of merit is prepared, so that it can be used for
issuing offer, if needed.
On selection of the candidate, offer letter is issued and on acceptance of

offer, appropriate Reference Check (Annex. 4) is done.
Offer Letter
On being selected, the candidate will be issued an Offer Letter (Annex. 3).
The Offer Letter will be signed by the Head HR or such other competent
authority as may be authorized by him. On acceptance of offer, Reference
Check (Annex. 4) will be done and if negative feedback receive then offer
of employment will be ended with immediate effect.
NOTE: HR Department should ensure that before the candidate joins the
organization, his/her workstation is properly allotted and the computer,
intercom, stationary items, etc are also kept ready on his/her table.
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7. INDUCTION AND JOINING FORMALITIES
Objective
This is to ensure the smooth induction and preliminary joining formalities

of a new employee into the organization. The objective is to familiarize the
new recruit with the functions, processes, people, culture, rules, norms,
vision and mission of the organization.
Joining Formalities
On the day of joining, HR Dept should attend to him/her and ensure that
the new joinee is welcomed to the organization and offer tea/coffee, which
creates good impression about the organization. As it is said - First
Impression is the last Impression. The new entrant should complete the
Joining formalities as mentioned below (a & b), based on that HR will
issue the detail Appointment Letter (Annex.6).
a) Following documents are to be submitted by new joinee:
1. Application form duly filled

2. Copies of Qualification & Testimonial Certificates
3. Copy of Age Proof, like school leaving certificate or Birth
certificate issued by the competent authority.
4. Two recent passport size Photographs
5. Proof of last salary drawn
6. Salary Certificate
NOTE: Above mentioned things will become a part of Personal Folder

maintained by HR Dept
b) Following forms are to be given to the new joinee:
1. HR Manual
2. Savings Bank Account opening Form
3. PF Application/Nomination Forms
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4. Gratuity Nomination Form
5. ESIC Declaration Form if applicable
6. PF Transfer Forms to be filled online
7. Non-Disclosure Agreement (Annex 7)
Induction Programme
The HR Department organizes an induction programme for new joinees.

This is a one-day programme held once in two months. The new recruit is
oriented about the company, its services, its people, and its policies. The
objective of Induction is to assist new recruits to develop a sense of
belonging so that they identify with the philosophy and culture of TEMA
INDIA. Induction will assist recruits to imbibe the code of conduct and
values of TEMA INDIA at the earliest and facilitate cordial working
relationships with colleagues across functions. Attendance is mandatory
for all new employees. Incase, an employee is unable to attend the
induction program, he/she must take prior written approval from the Head
HR.
HR Representative should ensure that as soon as the candidate

completes all the joining formalities, s/he should be taken along for
introduction to all Managers, Department Heads, etc. Once the
introduction is completed, the employee should be taken to the concerned
Department Head where s/he is going to work.
Guideline:
For the HOD of the department of new employee
1. Explain his/her background and role to the new employee.

2. Understand the new employee's background, family, work
experience and hobbies.
3. Explain the work of the department/unit and highlight the functions
and reporting relationships with other departments/units.
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4. Hand over the job profile and explain the role and related
responsibilities to be performed and the related performance
parameters.
5. Explain the reporting relationship in terms of whom the new
employee will report to and whom he/she will consult for
information and any work related assistance.
6. Emphasize on the new employee reading the manuals, files and
standard operating procedures to familiarize with the rules and
regulations and work processes.
7. Follow up a week later with the new employee on how he/she is
progressing in terms of understanding the work, people and
environment and ensure that the latter is clear about his/her role
and responsibilities.
Probation
An employee below the level of General Manager will initially be on

probation for a period of 6 months from the date of his/her joining. An
employee will be deemed confirmed only when he/she receives a letter
stating the confirmation. Performance of the employees on probation will
be monitored by HOD every month. At the end of 5th month of probation,
the HR department will initiate process of performance review (Annex.8),
which is to be concluded by HR department and Functional Head.
At the end of probation period of six months, depending upon performance
and suitability of the employee, he/she will be confirmed. The Confirmation
Letter (Annex. 9) will be issued by the HR department.
In an event of non-satisfactory performance, an employee's probation will

be extended for the period not exceeding three months. Incase, the
performance is not satisfactory even during the extended period of
probation, the employee will be communicated about his non suitability
(cessation of the employment)
Normally, on confirmation no revision of salary takes place.

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Notice Period
Notice Period for an employee on probation will be of 30 days and 60 days

upon confirmation of employee. Notice period means an employee will be
required to physically serve and if the employee remains absent during
notice period, the notice period will be extended correspondingly. Salary
will not be accepted in lieu of notice period. However, if the employee is to
be relieved giving notice by company, he/she will be paid gross salary
(Basic, HRA, CCA, RRA, Conveyance, General Allowance and Special
Allowance) drawn at the time of relieving, in lieu of notice period.
Incase the employee leaves the services without any intimation, his/her
salary and other dues will be on hold.
NOTE: Employees on probation will be bound by the same set of rules,

regulations and norms in matters of conduct, business standards and
responsibilities as confirmed employees.
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8. BENEFITS AND SERVICES
Computer Policy
The Company has an objective to achieve IT integration in all its activities

and also aims at paperless working. Therefore, following policy for
computer allocation is prescribed:
1. Keeping in view the business needs and operating requirements
an employee will be considered for allotment of Laptop
irrespective of the designation of the employee.
2. All other employees (staff) will be provided a Desktop.
3. In case of any loss or damage of Laptop or any other accessories
issued to the individual, cost of same as may be determined or
book value shall be recovered from the individual concerned.
4. As far as email addresses are concerned, manager and above will
be given dedicated email addresses for smooth functioning.
5. Individual official email id will be provided only to an individual
based on the need of the business. Others are supposed to use
the email address provided for the Department.
Mobile / Residential Telephone Policy
Communication is very vital for the smooth functioning of any organization,

as well as for effectiveness of the Company.
1. Personnel of certain departments like projects, marketing,
procurement, finance, production, quality, planning, HR and Admin
who have a client facing role and are involved in coordination of
various activities will have the mobile bills reimbursed as below:
Directors At Actual
General Manager and Above Up to Rs. 1500/-
Sr. Manager to Sr. DGM Level Up to Rs. 1200/-
Managers and below Up to Rs. 800/-
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2. The amount exceeding from the limit provided for mobile bill payment
will be borne by employee or adjusted from the employee’s salary.
3. The management will decide who are eligible for availing the mobile
reimbursement and HR will be informed accordingly for maintenance
of the list of personnel who are authorized for mobile bill
reimbursement.
Visiting Cards
If an emplyee’s Job entails regular interface with agencies / customers /

clients, he/she is required to get prior approval from his department head
for visiting cards. The paper, size and style of printing are standardized
and then cards are issued by HR/Admin department within two weeks
from the date of request received. See Annexure 11.
Cash payment against IOU
To claim an advance for anticipated expenses of an official nature, an IOU

slip has to be filled in and authorized by the Department Head or in
absence of Dept Head any Superior of the department. The IOU slip is to
be submitted 2 days in advance. The advance can be collected from the
cashier on presentation of the slip at the terminus fixed by the Accounts
Department. This IOU is to be settled with in 7 days after coming from the
tour. Unless and until 1st IOU is clear no other IOU will be entertained. See
Annexure 12.
Identity Card
All employees are issued identity card and are expected to carry it with
them at all times. The cards will be issued by HR & Admin Department.
Travel Booking
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Ticket / Accommodation booking will be done by admin department, only
on receipt of the travel booking email duly approved by the department
head. Incase cancellation of ticket is to be done, then the cancellation
email along with the ticket for cancellation has to be sent to the admin
department well in advance.
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9. WORKING HOURS, ATTENDANCE
Guidelines
The Employee is expected to always report for work on time.
Minimum working hours per day: 9 hours

Minimum working hours for half day: 4 hours without lunch break
Lunch break - 45 Minutes i.e. 1.00 pm to 1.45 pm
The employees will observe following routine:
Flexi Timing
(i) Monday to Friday 08.30 hrs to 05.30 hrs.

09.00 hrs to 06.00 hrs
09.30 hrs to 06.30 hrs
All Saturdays & Sunday will be a holiday
The employees who have been given an important task on a particular day
should complete the same before leaving the office or if required will have
work on holidays. No overtime will be given to employee for extra work.
Late Coming
In case of late coming by employee for more than 15 minutes post 9.30am
for more than 4 occasion in a monthly attendance cycle i.e. 26th to 25th of
every month, there will be a half day salary deduction for each day of late
coming beyond the 4 occasion. Employee punch-in beyond 10.30am will
be considered as half day after first instance of late coming beyond
10.30am in monthly attendance cycle.
Recurring late coming to office will be noted in the employee personal

records and necessary action will be taken.
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Compensatory Off
In case any employee is called for work on a holiday or weekly off a
compensatory off will be granted. The employee can avail compensatory
off after taking approval from respective HOD. A list of accumulated
compensatory off’s will be maintained with HR department. The
compensatory off’s need to be availed within 3 months and in the event of
non-availment the said compensatory off’s will be lapsed.
Note: Compensatory off is applicable only up to Sr. Engineer
& Sr. Executive level
Recording of Attendance
Presently biometric time machines has installed to record the attendance

and attendance muster.
By HR Department
To monitor and regulate the attendance through the biometric time &
attendance machine, also to generate reports regarding absenteeism, late
coming. This will be shared with the HOD’s of respective personnel for
counseling and improvement.
Monthly Attendance
HR and Admin department based upon these records, prepare monthly

attendance statement for processing payroll. In case of any ambiguity, the
reconciled attendance record will be treated as final attendance record. All
employees are required to ensure that their attendance is properly
recorded.
Public Holiday
All employees are entitled to 12 public holidays. The holiday list will be
published at the beginning of the calendar year at each location depending
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upon the regional importance of the festivals and depending upon the
need of the availability of power etc.
Personal Changes
The Employee Details (Address, Phone number, Date of birth, Date of

joining, etc) are maintained in Individual Personnel Dossier. The employee
should give the updates if any change takes place thus helping in having
an up-to-date Employee Database.
Refreshment Reimbursement
In case of an employee required to work on Saturday or paid holiday or

after normal working hours, he/she is eligible to receive refreshment
allowance as under
Paid holiday / Weekly off working Lunch Rs.150 &
(Lunch after 1pm & Dinner after 8.15pm) Dinner Rs. 200
Working beyond office hours Refreshment
(After 7.15 pm) Allowance Rs.40
Incase an employee continue to work Dinner Allowance Rs.
beyond 8.15 pm on a normal working day 160
Those who are availing this benefit must claim the amount along with
supporting
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10. DRESS CODE & GROEMING STANDARDS
Introduction
Your dress and appearance reflects your professionalism and TEMA

India image as a competent, high quality organization that can be
entrusted with providing the right and innovative engineering solutions for
its customers.
Any time you are in the office or at a client site, you may directly or
indirectly come into contact with current or prospective clients, community
members or other business leaders. As a representative of TEMA India
you are expected to project a consistent, professional image and be
dressed appropriately. TEMA India Dress and Appearance standards
apply to all full-time and contract employees based at TEMA India Ltd.
and outlying units.
This policy covers the following:

• Personal Grooming Standards
• Prescribed Dress Code for Men
• Prescribed Dress Code for Women
• Unacceptable Attire
• Compliance
Personal Grooming Standards
Grooming is taking care of one’s personal health and appearance so

that you are presentable at all times. This is especially critical in our
business as we are constantly interacting with customers.
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Prescribed Dress Code for Men
Attire for Men

Shirt Trousers
1. Full Sleeve or half - sleeve 1. Acceptable colors — black, gray,
2. Solid colors only blue
3. Acceptable colors — white, gray, 2. Acceptable combinations

blue or combinations of these • Black pants with gray shirt or
4. No prints, checks or stripes blue shirt
5. No embellishments or • Gray pants with gray shirt or

embroidery blue shirt
6. Blazer/jacket as required • Dark blue pant with white shirt

or light blue shirt
7. A white vest, if worn
8. Tie as and when required
— in coordinating colors:
either solid colors or stripes
Footwear Accessories
1. Black/Brown shoes 1. Black belt with a silver buckle no
2. Plain socks coordinated with more than 2” wide
your trousers 2. A steel (silver/gold) or leather
3. No white socks (black/tan) watch with a
4. No sneakers, floaters, slippers, conservative dial
flip – flops 3. Wear the badge or lapel if issued
Jewelry Headgear
1. No jewelry unless except worn 1. None unless except worn for
for religious or cultural religious purposes
purposes
Prescribed Dress Code for Women
Attire for Women

1. (a) Indian — Sarees (Light pastel colored sarees with a border)
(b) Professional salwar suits
(c) Formal churidar kurta and Leggings for Kurtas
2. Western –
(a)Blouse or shirt - in light pastel colors coordinated with dark color
( (b) Formal pants/skirt ( Skirts to be knee length or below, Straight cut
skirts, no flared skirts)
(c) Business suit
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General Guidelines for all Women employees
1. Low embellis hment s and embroidery
2. No sleeveless, unless worn with a jacket
3. No low necklines, no bare midriffs
4. A cardigan/shawl in winter in colors -- white/ gray/ blue
Footwear Accessories
1. Formal black shoes. — open or 1. A stole, scarf as appropriate
closed toe 2. A steel (silver/gold) or
2. Closed/open toe leather sandals leather (black/tan) watch with
3. No sneakers, floaters, flip-flops a conservative dial
4. Only skin colored stockings 3. W e a r the Tata Capital
badge/lapel issued
Headwear Jewelry
1.None unless except worn for 1. Minimal and professional
religious purposes at a times; no loud jewel
Manufacturing Area
When working/visiting in manufacturing areas – shop floor, prescribed

Personal Protective Equipment (PPE), protection gear for eye, hand,
face, foot and/or hearing with an overall – boiler suit should be worn at
all times.
Display of I – Card
All employees shall display I Cards at all times (in office or at client site)
by wearing them round the neck with the lanyard neatly tucked under the
collar/beneath the pony tail.
Unacceptable Attire for Men and Women
a) Denim clothing (of any color) including jeans, shirts, skirts, jackets
b) Neon or bright colored attire
c) S h o r t s o r C a p r i p a n t s
d) S h o r t s k i r t s
e) Tee shirts round neck, V neck, collared or polo neck
f) Body clinging fabrics
g) Sheer clothing
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h) Colored leggings
i) Sweat shirts, sweat pants, or jogging suits
j) C a r g o p a n t s , b a g g y p a n t s
k) L o u d m a k e - u p
l) Rolled up sleeve
m) Silk shirts(for men)
n) Flashy Hand Bags
Compliance
Each employee is expected to comply with the standards outlined in this

document. If you are not in compliance with these standards, your
manager may request that you leave the work place and return with
appropriate attire. Continued non-compliance may result in appropriate
action against you which may also lead to termination of employment.
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11. LEAVE AND HOLIDAYS
Leave
Eligibility
The organization provides an opportunity for all employees to take paid
leave on annual pro-rata basis to promote their well-being.
TEMA employees, while on probation, leaves will be credited after

completion of 3 months service. Salary will be deducted for any leave
availed in 1st 3 months.
Guidelines for leave
1. Leave will be credited to the employees' leave account on pro-

rata basis on 1st of January every year.
2. To avail leave for more than 5 working days, an employee must
submit an application-seeking grant of leave to the HOD at least
10 to 15 days in advance.
3. At any given time, employee can avail leave maximum 21
working days subject to approval from his/her HOD.
4. Leave beyond 5 working days may be availed subject to a
maximum of 3 times in a calendar year.
5. Employees will be eligible for the basket (inclusive of CL, SL,
PL) of 30 days leaves.
6. Any Public Holiday / weekly off falling in between the leaves will
not be treated as part of the leave.
7. At the end of the year unutilized Leaves will be carried forward
and accumulated up to 3 years i.e. (90 Days).
8. All employees are required to give their contact address before
proceeding on leave.
9. Salary will be deducted for leave availed by employee without
approval of HOD.
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Application for Leave
The eligible employees who wish to avail leave should apply for leave on
“GreytHR” portal or by filling up the leave card, which in turn should be
submitted to the HOD for approval and forwarded to the HR department
for maintaining leave records for all employees.
Whenever leave is availed in case of an emergency without prior written

sanction, then employee must communicate the same to HOD & HR over
phone or email and leave must be regularized on the day the employee
resumes duty. Failure to do so will be considered as a major breach of
discipline and the leave will be treated as unauthorized absence.
Application of leave on the Greythr portal will not be treated as automatic

approval by HOD
Leave Encashment
The encashment of leave will be done at the time of application for leave
encashment and/or in case of superannuation / resignation based on last
drawn basic & DA or basic salary as applicable.
An employee can carry forward his/her leaves and accumulate leaves till 3
years to an extent of 90 days. However, all the accumulated leaves will be
lapsed after 3 years. To avoid lapse of leaves an employee can either
avail those leaves or else encash the same. To encash the accumulated
leaves, the employee should use Leave encashment Form (Annex.13).
Minimum 15 days of leaves are to be kept in balance at the time of
availing Leave encashment. Leave encashment can be availed once in a
calendar and financial year.
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12. SALARY REIMBURSEMENTS AND LEAVE TRAVEL ASSISTANCE
(LTA)
Reimbursement
The entitlement of an individual will be as per appointment letter. An

individual who falls under the tax bracket needs to submit bills to claim
reimbursement. Reimbursement can be claimed on monthly, quarterly,
half yearly or yearly basis. Vouchers are to be supported with relevant
bills/receipts. The vouchers are to be submitted to HR/Admin Department
as per their entitlement. Payment is made along with the salary.
Reimbursement claimed without supporting bills is taxable.
Reimbursement of LTA
Guidelines
• As international travel is not reimbursable as per relevant Tax

provisions. Employees will be reimbursed fair for journey
undertaken within the country and are required to submit the tickets
as proof of travel along with duly filled LTA Claim Form (Annex.14).
• LTA covers travel for self and dependent family. Family includes
spouse, dependant parents and children.
• Income Tax Rules defines only 2 journeys in a block of 4 years are
exempted. These blocks are not financial years (April 1 to March
31); but they are calendar years (January 1 to December 31). The
current block is January 2018 to December 2021. The earlier one
was from January 2014 to December 2017. During this period, a
person is entitled to claim two LTA free of Income Tax.
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13. MATERNITY BENEFIT
Eligibility
This policy applies to all women employees who have worked for a
minimum of one year in TEMA INDIA.
Entitlement
As per Company policy, a married woman employee who has worked for a
minimum of one year preceding the date of expected delivery is entitled to
maternity leave for twenty six (26) consecutive weeks at the time of
delivery. This leave is granted on a maximum of two occasions during the
tenure of the employee with TEMA INDIA. Eligible employee is to apply in
the prescribed form.
Process
• Maternity Leave Application (Annex.15) duly approved by the

HOD should be submitted at least 10 weeks before the anticipated
confinement to the HR Department.
• In case of miscarriage (medical termination of pregnancy) an
eligible woman employee shall on production of the prescribed
proof, is entitled upto twelve (12) weeks leave with wages
immediately following the day of miscarriage.
• The appropriate company policy and procedures will come into
effect if an employee resigns from his/her services while on
maternity leave and shall not be eligible to any maternity benefit.
• In the case of a premature delivery and if the employee is still at
work and has not started maternity leave, the 26 weeks of leave
starts from the date of delivery.
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14. PATERNITY BENEFIT
Eligibility
This policy applies to all men employees who have worked for a minimum
of one year in TEMA INDIA.
Entitlement
As per Company policy, a married man employee who has worked for a
minimum of one year preceding the date of expected delivery of his wife is
entitled to paternity leave for five (5) days at the time of delivery. This
leave is granted on a maximum of two occasions during the tenure of the
employee with TEMA INDIA. Eligible employee is to apply in the
prescribed form.
Process
• Paternity Leave Application duly approved by the HOD should be

submitted at least 4 weeks before the anticipated confinement to
the HR Department.
• In case of miscarriage (medical termination of pregnancy) 3 days
leave will be provided.
• The appropriate company policy and procedures will come into
effect if an employee resigns from his services while on paternity
leave and shall not be eligible to any paternity benefit.
___________________________________________________________________________
15. PERFORMANCE APPRAISAL POLICY
Objective
Performance appraisals are essential for the effective management and

evaluation of staff. Appraisals help develop individuals, improve
organizational performance, and feedback for business planning. In TEMA
India, performance appraisals are conducted annually or subject to
management approval for all the staff in the organization. The immediate
superior appraises his subordinates and performance reviews are
undertaken at the HOD's / Organizational level depending upon the level.
Annual performance appraisals enable the management in monitoring of

standards, agreeing to expectations and objectives, and delegation of
responsibilities and tasks. Performance appraisals data feeds into
organizational annual pay and grading reviews, and coincides with the
business planning for the next financial year. Performance appraisals
generally review each individual's performance against objectives and
standards for the financial year agreed at the previous appraisal meeting.
Performance appraisals are also essential for career and succession
planning. Performance appraisals are important for staff motivation,
attitude, development, communicating organizational aims, and fostering
positive relationships between management and staff.
Staff performance appraisals also establish individual training requirement

enabling scrutiny of the training needs and planning. Performance
appraisals provide a formal, recorded, regular review of an individual's
performance, and plan for future development. In short, performance and
job appraisals are vital for managing the performance of people and
organizations. See Annexure 16.
Guidelines
1. Performance Appraisal review period will be financial year i.e. 1st

April to 31st March.
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2. All confirmed employees would be appraised at the end of each
appraisal cycle.
3. If an employee joins the company on or before October of the
year, he/she would be part of the appraisal process for the year,
and pro-rata merit increase would be given. In case an employee
joins after October of the year, he/she would not be considered for
the annual appraisal process in that year and shall be appraised in
the subsequent year.
4. At the start of the appraisal cycle, each employee will be the First
Appraiser and the First Appraiser’s Immediate Supervisor will be
the Second Appraiser.
5. The First Appraiser will receive the achievement of the employee
against each objective and send it to the Second Appraiser. This
process shall be completed as per the timelines indicated by the
HR Department.
6. If an employee is transferred within the appraisal year, the First
Appraiser must take into account inputs of the previous Immediate
Supervisor.
7. The first and second Appraisers should suggest a development
plan for the employee to bridge any skill gaps for the activities that
he/she may have to perform the current job and to meet his/her
future career aspirations.
8. The First and Second Appraisers would jointly assess the
employee’s competencies and award him/her an overall
performance rating in the Appraisal form.
9. Half-yearly appraisals will be done totally on merit basis and
subject to management discretion.
___________________________________________________________________________
16. TRAINING AND DEVELOPMENT
Objective
The objective of training to the employees is to increase knowledge/skill,

impart better behavioral changes & to enhance the technical ability of the
employees. The impact of the training should be seen on productivity
improvement, cost reduction, defect reduction, zeroing the accidents and
breakdowns, as applicable.
Procedure
1. Training and development programs will be organized plant-wise.

However some of the common programs will be conducted
centrally, location for the same will be decided by HRD.
2. The training needs will be captured by: Training Need
Identification Form (Annex.17):
• The HOD will take feedback during the Performance
Review in the month of March/April every year.
• Skill required for performing special tasks.
• Need arising on the basis of organizational goals.
3. Based on the training needs from all the department Annual
Training plan will be prepared by the end of June of every year for
the period from July to June. Monthly training plan will be
prepared after consulting the concern department head. Monthly
training plan will be announced in the last week of the month for
the coming month. (Training Calendar, Annex.18)
4. Based on the identified needs, the participants for the programme
will be identified by departmental heads and they will be informed
15 days before the programme date.
5. On completion of programme, a duly filled Training Feedback
Form (Annex. 19) will be collected from all the participants and it
will be analyzed by HR for further improvements.
___________________________________________________________________________
6. HRD department will maintain all the records of training at
respective location.
7. In case of the external training programs, Head HR, on the basis
of the identified need and the course content, will identify
employees to be nominated. The identification of the employees
also will be done on the basis of the developmental plan of the
employees.
8. The activities to be performed after the training programs should
be clearly explained to the nominated employees.
9. During the in-house training program all employees should fill
Attendance Sheet (Annex. 20). At the end of the training program
every employee will submit the feedback form. HR department will
do the analysis of this data & will decide the changes in
consultation with the faculty.
10. In the third month from the date of the training program, HRD
department will forward the Training Effectiveness Form to the
participants' immediate superior who will discuss with the
participant and measure the effectiveness of the program.
Immediate superior will also grade the participant on the basis of
the change that has occurred. The same will be intimated to the
concerned HOD.
11. In the month of April, every year HRD will revisit the yearly
calendar as well as individual training needs. In case, few training
programs are not conducted, an attempt will be made to schedule
those programs in last two months. If any training program could
not be scheduled in that year then with the consent of the HODs
the decision will be taken to either carry forward it or drop
according to the need.
___________________________________________________________________________
17. TRANSFER POLICY
Objective
Being a multi-locational company, an employee, will be required to

relocate depending upon the need and exigencies. An employee therefore
will be required to report at the place of transfer, once the instruction/order
for relocation is issued. The policy is defined to adequately cover the costs
incurred on the transfer of the employees from one location to another.
Guidelines
1. The employee will travel to the new location (where he/she is

being transferred). The necessary transport and other
administrative arrangements will be made by HR/Administration.
2. Any relocation/change of place of posting will be considered a
transfer if the posting is for a period of at least 6 months. Re-
location done for a period of less than 6 months will be considered
as Deputation, and suitable deputation expense / allowance shall
be given to the employee.
3. The travel eligibility is applicable for domestic travel. The company
would bear the travel cost of the employee plus 3 dependents i.e.
spouse, fully dependent two children. The details for limit of the
expenses upon transfer are given below.
___________________________________________________________________________
Packing,
loading,
Children’s
Grade Mode/Class Unloading
Education
and insurance
prem.
Sr. Manager II Tier AC Actual or Actual or Rs.
above Rail Rs.25, 000/- 15,000/- per child
whichever is for 2 children only.
less (One time only)
whichever is less
A.M, III Tier AC Actual or Actual or Rs.
Dy Manager Rail Rs.20, 000/- 10,000/- per child
& Managers, whichever is for 2 children only.
Jr. Eng. less (One time only)
Engineer Sr. whichever is less
Eng./
Executives
Other Staff Bus / state Actual or Actual or Rs.
Transport Rs.15,000/- 10,000/- per child
whichever is for 2 children only.
less (One time only)
whichever is less
Process
The employee must obtain the estimate for transportation of household
goods (2 Quotations minimum to be submitted), travel for self and family,
etc, and get the amount duly approved by the concerned HOD, subject to
limits specified or actual expenses, whichever is less. The employee must
submit the expense reimbursement form with the bills duly attached to the
Accounts Department through HR Department, for payment. The
employee should obtain assistance from the Administration Department, to
negotiate the rate with movers and packers.
___________________________________________________________________________
18. LOCAL CONVEYANCE POLICY
Objective
The objective of this policy is to reimburse the conveyance expenses

incurred by employees who travel within the city on official duty.
Guidelines
1. An employee going out for official duty must take prior approval of
his/her concerned HOD/Supervisor.
2. The following reimbursement expense rates will apply for those who
use their own vehicles for business purpose.
Local Tour Rate of Claim

Use of personal 4 wheelers for official local Rs.13.00 per
travel within 200 km (For Managers and km
above up to DGM level)
Use of personal 2 wheelers for official local Rs. 5.00 per
travel for all levels km
The following mode of travel will apply for those who travel by public
transport for official purpose:
Grade Eligibilities
Manager and Taxi / 1st class train fare/Private
Above Vehicle (Ola/Uber Mini or Micro)
Asst. Manager, Dy. Taxi / Auto / 1st class train fare
Manager
Below Dy. Bus / Auto / Taxi / 2nd class train fare
Manager
For reimbursement of expenses during official outdoor duties, office boys /

peons can claim on every Friday and all others can claim only once a
month, between 25th to 30th of every month.
___________________________________________________________________________
Process
The superior must approve the reimbursement on daily basis. However,

the claims will be reimbursed once in a week and the day of the payment
will be Friday. The duly approved and certified claim form must be
submitted to the accounts/finance department along with the supporting
bills.
___________________________________________________________________________
19. TRAVEL POLICY
Objective
TEMA INDIA has formulated standardized policy regarding travel

undertaken by employee for official purpose.
General Guidelines
1) Any official outdoor tour must be approved by the HOD well in advance
and the copy of the same must be sent to HR department for salary
purpose.
2) Advance for outstation duty can be taken up to maximum 75% of the
expected expenses depending upon duration of stay and other
expenses.
3) Expenses will be paid in advance only after the employee gets approval
of his/her superior.
4) The Expenses Statement must be submitted and settled with the
Accounts department within 10 working days on completion of Travel.
Else, the advance amount will be debited and deducted from the salary.
A] Domestic Travel Policy
Official Travel Expenses
Outstation Duty
Employees proceeding to outstation duty are provided allowances, as per

following classification of cities
A Bangalore, Delhi, Chennai, Mumbai, Ahmedabad, Baroda,

Chandigarh, Coimbatore, Cochin, Goa, Gurgaon,
Hyderabad, Kolkata, Nagpur, Noida, Surat, Pune and
Bhubaneshwar
B Any other location in India not mentioned in the above
categories
___________________________________________________________________________
For an employee who needs to go for long distance tours for 2 or more
days, following will be applicable.
Long Distance Tour Claim

A class cities For Local travel cash will be given, and
Credit Card can be used for settling the
Hotel Bills.
B class cities As far as possible Credit Card to be used
for settling the bills, but incase Credit
Card is not accepted cash payment to be
made.
Travel Expenses
The expenses are reimburse as follows
Grade Location Travel Lodging Meal Conveyance

Category Mode per Allowance
Up day
Limit
Sr. Mgr and A Air/ Rail- 5500* 600 At Actual
Above B AC2T 4500 500
Mgr Dy. A Rail-AC3T 4000 600 At Actual Auto

Mgr B Chair Car 3500 500 Fare (Taxi
wherever Autos
are not available)
Asst. Mgr A Rail – II nd 3500 600 At Actual Bus
Sr. Officer B Sleeper 2900 500 Fare(Auto
Officer Class wherever buses
Executive not available)
Supervisor
Note:
In case of emergency /urgency flight booking can be done subject HOD
and HR approval. Air travel will be application for grade below Sr.
Manager level only if train travel is more than 8 hours and subject to HOD
& HR Approval.
* In the event in places like Delhi especially for GM and above positions if
there no decent hotel available for Rs.5500, the maximum limit permissible
is Rs. 7000/-
___________________________________________________________________________
Visit to factory
Private vehicle will be organized only by admin department. For effective

utilization, vehicle should be used in pool.
Following are the categories eligible to travel by private vehicle:
Grade Mode of traveling / Type of
vehicle
GM, DGM & AGM Dzire, Indigo or any sedan car - If
travelling alone or upto 3 people.
Innova / Ertiga - If traveling with
more then 3 people
Sr. Manager and Manager Dzire / Indica or any sedan card –
If travelling with 2 people
(Including self or upto to 4 people)
Dy. Manager upto officer By Train (Chaircar / Ist Class / 3
and Executives Tier AC ) or equivalent bus fare
Office Boys, Peons II nd Class train or equivalent bus
fare
Note: The vehicle to factory for 2 days trip is not be withheld.
Payment for Meals
Meals taken in the hotel while on tour will be covered in the hotel bill. If
meals are taken outside the hotel, the receipt for the same must be
submitted. If the employee is entertaining a client/customer, he/she must
give details of the party entertained.
Day travel only
If an employee is required to travel to a place, which is within the radius

120 kms. of his/her place of duty/residence, the employee is expected to
___________________________________________________________________________
return back the same day and he/she can claim traveling and meals
expenses as per above table.
Miscellaneous Provision
1) The onus of reporting expenses and submitting related proofs will

be on the employee.
2) If incorrect or unsupported claims are made or expenses are
claimed or the vouchers submitted are not genuine, the employee
will be required to reimburse such expenses to the company and if
she/he fails to do so, the company will deduct such amount from
the salary or any other dues to be paid by the company without any
intimation and same will also be viewed seriously.
3) Employees availing any leave while on Outdoor duty will not be
eligible for expenses for the period of leave. In the normal
circumstances, employee cannot avail any leave during an official
travel. However, if an employee has fallen sick while on an official
travel, he/she must submit a certificate from a registered medical
practitioner if the illness exceeds two days.
4) While planning an official trip, the employee should take care that
no holiday/weekly-off falls during the period of travel.
5) Separation: The Company will finalize the settlement of accounts
only when the employee clears the outstanding advance. If the
same is not cleared or if the settlement amount falls short, the
company will deduct this amount from the dues payable to the
employee.
___________________________________________________________________________
20. INTERNATIONAL TRAVEL & OVERSEAS DEPUTATION
Introduction
Over the years the nature of business operations has changed drastically
due to globalization and also long-term business objectives of the
company. These changes have brought upon both the management and
employees employment situations which need to be handled in a manner
which will not affect the interests of the stake holders involved. So many
new policy guidelines have been deliberated and management by the
virtue of board approval has issued them as addendums to the existing
HR policy. These will be effective from the date of approval by the board
alternately from the date of communication whichever is earlier.
One such policy is OVERSEAS DEPUTATION policy.
Definitions
Overseas Deputation: means a business situation in which an employee

or a consultant who is working for TEMA has to be deputed to
client/customer/supplier/vendor’s office for jointly working on a project or
supporting the client in activities of whatsoever nature.
Short Deputation: means the duration of the overseas deputation is

under 2 weeks. For the purpose of calculation, the travelling time will not
be considered.
Long Deputation: means the duration of overseas deputation is more

than 2 weeks. For the purpose of calculation, the travelling time will not be
considered.
Directors: means Managing Director and Directors of the company
Top Management: means employees of the designation Sr. President,

President, Vice President and Associate Vice President.
___________________________________________________________________________
Senior Management: means employees of the designation Sr. General
Manager and General Manager.
All other employees: means employees of the designation Sr. Deputy

General Manager and below.
Long Journey: means journey which exceeds six hours.
Short Journey: means journey which is under six hours.
Out of Pocket Expenses: means amount paid to employees for which

bills or supporting documents are not required. For the purpose of
calculation, travelling time will not be considered.
En-route Expenses: means incidental expenses incurred during travel.
Policy:
Visa and other documentation:

The visa and other documentation and other incidental expenses will be
borne by the company.
Mode of International Travel:

Particulars Directors Top Senior All other
Management Management employees
Long Journey Business Business Economy Class Economy
Class Class Class
Short Business Economy Economy Class Economy
Journey Class Class Class
Approvals for deviations from the above are to obtained in writing from one
of the Directors.
___________________________________________________________________________
Travel Timings:
The travel timings should be planned in such a manner that the time is
utilized optimally and also the traveler will be in a good physical and
mental condition to undertake the tasks assigned.
Travel Bookings:
The travel bookings will be made by the company. Travel requests from
the HODs should be communicated Travel Desk for approvals well in time.
Unplanned travels should be avoided.
Accommodation & Food Expenses

The accommodation during overseas deputation will be arranged by the
company. The principles of reasonableness, moderation and frugality to
be the guidelines for the travel desk staff/the employee booking the
accommodation in certain scenarios.
The accommodation reserved/booked should be in the close proximity of

the venue of the meeting. In the event of the prices very high in the local
area and is not prudent to reserve/book accommodation, the hotel which is
close to a nearest public transportation node is to be reserved/booked.
The maximum per day limit for accommodation and food expenses is USD
160.
Note: In the event of two personnel travelling overseas for business tours
they are encouraged to reserve/book double occupancy room. In such
scenario, the above allowance for accommodation and food of USD 160
per person will hold good.
___________________________________________________________________________
Local Travel
Shall be reimbursed on actual. Employees to choose the cost effective
mode of travel among the available choices considering aspects of safety.
Laundry
Shall be reimbursed at actual for three pairs a week if the duration of
deputation/business tour is beyond 15 days.
Deputation Allowance
The allowance for deputation will be decided by the concerned authorities
on case to case basis prior deputation.
Advance Foreign Currency

The expenditure to be incurred will be paid in US$ or local currency. Fifty
percent of the amount will be in cash and a Forex card with the balance
fifty percent will be provided. In the event of the cash requirement during
the travel, an email justifying the requirement to be sent to HOD and
concerned HR. Subsequent to approvals from competent authorities the
Forex card will be topped up.
Computer and Network Accessories

Employees on overseas deputation will be provided with a suitable
computer and internet accessories. It is the sole responsibility of the
employee to safeguard the same and return the same to the IT
department in good condition.
Instructions:
Care and discretion shall be exercised in availing costly in-house facilities/
services of hotels/ accommodation where employees are put up.
___________________________________________________________________________
21. EMPLOYEE SOCIAL SECURITY BENEFITS
Provident Fund
To provide social security to the employees all employees are covered

under employees Provident Fund Act 1952.
Immediately on joining the fund, the employee is expected to make a

nomination usually in favor of one or more family members conferring
upon the nominee/s the right to receive the amount in the event of death of
the employee.
Employee Contribution
Employee contribution shall be equal to employer’s contribution. However,

the employee can make additional contributions, which will be reflected in
the records separately. An employee can contribute up to an additional
12% of basic salary may make voluntary contributions, which is in addition
to the regular 12% monthly contribution. Thus the total maximum
contribution that may be made by the employee is 24% per month.
Employees who wish to make a voluntary contribution should inform the
HR department in advance. Each contribution will be rounded off to the
nearest rupee.
Benefits available under the provident fund program
Loans for various purposes can be availed under this scheme. For more
details an employee may contact the Human Resource department.
Procedure
All new employees will fill a nomination form appointing a nominee(s) and
return it to HR department.
Employees joining TEMA INDIA with previous membership of Provident
Fund will require to fill in the relevant forms provided by the HR
department to effect the transfer of their account from the previous
___________________________________________________________________________
employer’s name to TEMA INDIA the employee need to fill up form no. 13
under the PF Act.
Grounds for withdrawal
The Regional Provident Fund office may permit a member to withdraw part
or whole of the amount outstanding to his/her credit in the fund, subject to
the provisions listed from time to time. For further details please contact
the Human Resource Department.
Employees family pension scheme
The provision of the Employees’ Family Pension Scheme, 1971 is

applicable to the company and the company will deposit the Family
Pension Fund contribution and submit such returns to the Regional
Provident Fund Commissioner of eligible employees.
Gratuity
Eligibility
After 5 years of continuous services, an employee will be eligible for

gratuity on
• Retirement
• Resignation
Gratuity is also paid on death due to accident or disease, to the pre-
appointed nominee. Completion of 5 years of service will not be necessary
in case of death of the employee. To become a member employee must
fill the Form ‘F’ indicating the nomination of his gratuity amount lying to his
account.
In case of Retirement and separation employee needs to fill the form to

claim gratuity lying in his/her account. Gratuity will be paid to the employee
or the nominee as the case may be. For claiming the gratuity employee
___________________________________________________________________________
needs to fill up Form ‘I’ under Gratuity Act within a month from the date of
his resignation or retirement.
ESIC
The employees who draw a consolidated salary less than Rs. 21,000/- per
month are becoming members of the scheme. The employee will
contribute 1.75% of his monthly salary and employer will contribute 4.75%
of the employee’s monthly salary. The total 6.5% every month will be
deposited with the ESIC Corporation. HR Dept may be contacted for
details of benefits available to ESIC members.
___________________________________________________________________________
22. STANDARDS OF BUSINESS CONDUCT AND DISCIPLINE
A Guide for the employees of TEMA INDIA
TEMA INDIA believes that it is important to be honest in all its dealings, to

comply with all the laws that govern our business and maintain an ethical
work environment. These beliefs require that each of us understand and
apply the principles as listed in this guide in our everyday decisions, while:
1) Interacting with customers, suppliers, competitors, government

officials, legislators, governmental agencies, and co-employees;
2) Using the company's supplies, time, assets, and other resources;
3) Confronting difficult deadlines;
4) Completing and signing reports
This guide is a living document, and the principles stated in it may change
from time to time.
Every employee is duty bound to report actual or possible violations of
these principles, and, if needed, should seek clarification or advice on any
business matter. Employee should report problems or seek clarification or
advice from his/her superior or the Human Resources Department. The
principles in this guide are based on generally accepted standards of
business conduct, ethics and Indian laws. Failure to honor these principles
or policies of TEMA INDIA may result in disciplinary action which may
warrant strict action depending upon the gravity of the offence. The
absence of a principle or policy covering a particular situation does not
relieve any employee from the responsibility of acting in an ethical
manner, in that situation.
Employees working in the category of staff & supervisor will be govern by
the Industrial Employment Standing Orders act 1946.
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23. BASIC PRINCIPLES FOR EMPLOYEES
Guidelines
The following principles address issues that affect all TEMA INDIA Ltd.
employees in their daily actions.
Principles for TEMA INDIA Employees:

• Accuracy of Reports, Records and Accounts
• Confidential Information
• Gifts, Gratuities, Entertainment, and Other Considerations
• Endorsements and Testimonials
• Use and Protection of Company Property
Accuracy of Reports, Records and Accounts
Every employee is responsible for the accuracy of the records, time sheets
and reports we create and maintain. Accurate information is essential to
TEMA India’s ability to meet legal and regulatory obligations and to
compete effectively.
The employee must not create any false or misleading accounting,

financial or electronic records for any purpose and no one may direct an
employee to do so. For example, expense reports must be accurately
documented. Employees are also responsible for accurate reports of time
worked. Employees entrusted with cash assets such as currency, money
orders and credit cards have an obligation to protect these assets and all
other TEMA INDIA assets as well.
Confidential Information
Information obtained, developed or produced by TEMA INDIA and its

employees, information supplied by outside consultants or vendors for the
benefit of TEMA INDIA, or information about TEMA INDIA customers is
confidential. This information should not be disclosed to anyone outside
___________________________________________________________________________
TEMA INDIA including friends, family, relatives, business or social
acquaintances, customers, suppliers or others.
Without specific authorization, do not disclose any of the above

information to other employees except on a "need to know" basis and with
the agreement of the recipient to treat the information as confidential.
TEMA INDIA has ownership rights to certain information, designs,

products, processes, services, software, names, logos, trademarks and
other property that may be protected by patents, copyrights, trademarks or
trade secrets law. The employee must inform to the competent authority of
the company if he/she believes that others are infringing on any of TEMA
India's rights.
Gifts
No TEMA INDIA employee shall accept a business-related gift from any

organization seeking or having a business relationship with TEMA INDIA
or with interests that could be substantially affected by the actions of
TEMA INDIA.
Suppliers, vendors, Trade and Professional organizations and others may

seek endorsements or testimonials from the TEMA INDIA employees. Do
not give an endorsement without specific prior approval of the
Management, whether or not any payment or consideration is offered in
return.
Gifts, travel and entertainment given to a member of TEMA INDIA

employee's family because of their relation to the employee are
considered gifts directly given to the employee.
Endorsement and Testimonials
___________________________________________________________________________
Company equipment, supplies and other assets are to be used for
business purposes only and all tangible and intangible company property
must be protected.
All employees must protect all of the Company's assets from loss, theft or
misuse. This includes tangible equipment, property, supplies, TEMA
India's intellectual property, computer data and proprietary information.
For example, service related data must be safeguarded against alteration,

fraudulent manipulation, unauthorized access and disclosure. This
includes the employee's responsibility for the protection and confidentiality
of computer passwords, and other system and network access
information.
___________________________________________________________________________
24. EXIT POLICY
Objective
TEMA INDIA is committed to set guidelines to ensure smooth separation

of an employee on account of resignation, retirement or termination.
Guidelines
An employee must serve the stipulated notice period as per the

appointment letter or the contract letter or as per HR policy before leaving
the service.
An employee is required to serve physically during the notice period, and

any leave/absence during notice period shall not be treated as part of the
notice period and the employee concerned is supposed to serve for the
no. of the days he/she has remained absent.
Upon acceptance of resignation/superannuation, the employee is

expected to make a proper hand over along with all documents in his
possession and handover the same to the immediate superior or such
other person to whom the management gives authority/charge. A
clearance form is to be filled by the concerned department head, unless
the Final Clearance form (Annex.22) is submitted the full and final will not
be completed.
The company at its discretion may relieve the employee earlier by in lieu
of notice period.
The Management has the discretional power to terminate the services of

an employee when he/she are found guilty for any major misconduct,
misbehavior, or violation of company rules and regulation.
___________________________________________________________________________
Resignation
Receipt of resignation
Resignations will normally be received by the immediate Supervisor /

Manager / General Manager at the respective location. And efforts will be
made by concerned HOD to retain the employee. The same will be
forwarded to the HR department. The Supervisor / Manager / General
Manager will make recommendations on the acceptance of the
resignation.
Notice Period
Due attention must be paid to the notice period required from the
concerned employee. Notice period while on probation will be 30 days and
for a confirmed employee will be of 60 days.
Relieving Date
1) The relieving date in all cases will normally be the last date of the
notice period.
2) The company may relieve the concerned employee prior to the
last date of the notice period. In such a case the company will
make the payment only up to his/her last working day.
3) No payment in lieu of notice will be accepted.
Acceptance of Resignation
The HR department will issue the Acceptance of the Resignation Letter

(Annex. 23) indicating the date of being relieved. The same will be
completed within seven working days of the receipt of the resignation
letter.
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Retirement
Date of retirement
The employee will retire on last day of the calendar month of his / her 60th
birthday.
Notice Period
Usually, notice period is not required to be served in the case of

retirement. However the HR department should intimate the concerned
employee one month in advance in writing mentioning the final date of his
superannuating the services of the company.
Termination
An employee terminated on disciplinary grounds will be paid all his/her

dues on the last working day. The same will be given by a cheque/draft
along with the termination letter. However, the other admissible dues will
be included in the final settlement and will be paid within 15 days of
issuing the termination letter.
Payment of the following will be made on a prorata basis up to the date on

which the employee is relieved.
1) Monthly gross salary

2) Unpaid reimbursement (up to the date of relieving)
3) Encashment of unutilized leave as due up to the date of being
relieved. This encashment will be calculated on last drawn basic &
DA and basic salary as applicable.
4) The gratuity due and payable.
5) Remaining unpaid bonus and LTA.
If any payment is to be recovered from the employee, the same shall be

recovered from his final dues to be payable by the company.
___________________________________________________________________________
Miscellaneous
Company property
The employee will hand over work related files, stationery and other
company property along with a checklist specifying the same to the
authorized person nominated by the authority concern.
If the valued items of the company are not duly returned, the cost as may
be determined or market value of the same will be deducted while arriving
at full and final settlement.
Wherever the company has provided residential accommodation, upon

receipt of the resignation the employee concerned will hand over the
peaceful possession before the date of relieving. Failing to do so, the
company will recover prevalent rent. If the house is not vacated, his full
and final settlement will be withheld till such time the house is under
possession of the employee apart from the company initiating proceeding
for illegal possession.
Salary and Service certificate
The salary certificate will be issued to the employee on completion of the

financial year for tax related matters. The HR department will issue service
certificate to the employee on his last day of working in the organization.
Exit Interview
The HRD will conduct an exit interview and record the same in the exit
interview form. In case of termination, a note recording reasons thereof
must be maintained in a file. The HR department will analyze the
employee turnover, the reason(s) thereof and submit the same to the
management every quarter.
___________________________________________________________________________
25. EQUAL EMPLOYMENT OPPORTUNITY (EEO) AND ANTI-
DISCRIMINATION POLICY
Introduction
Indian constitution encapsulates social safeguard measures for all citizens

of India in Article 15 and Article 16.
Article 15 mandates prohibition of discrimination on grounds of religion,

race, caste, sex or place of birth.
Article 16 mandates equal opportunity in matters of public employment.

Article 16(2) further states that no citizen shall on grounds only of religion,
race, caste, sex, descent, place of birth, residence or any of them, be
ineligible for, or discriminated against in respect of, any employment or
office under the State.
The United Nations Convention on Elimination of Discrimination against

Women, 1979, United Nations International Convention on the Elimination
of All Forms of Racial Discrimination (1965), the Universal Declaration of
Human Rights International Covenant on Economic, Social and Cultural
Rights (1966), strongly advocate against discrimination in their respective
domains.
TEMA INDIA LTD has endeavored to capture the spirit of the above
national and international statues in EEO and Anti-discrimination Policy.
TEMA INDIA LTD is committed to promoting equal employment

opportunities and a workplace that is free of all forms of discrimination.
Equal opportunity means that all staff experience fairness, impartiality and
equal access to all career initiatives in the TEMA.
TEMA INDIA LTD commitment to equal opportunity promotes an inclusive

work environment that values and accepts the diverse cultural and social
backgrounds of its staff.
___________________________________________________________________________
This EEO and Anti-Discrimination Policy is consistent with the TEMA’s
pursuit of excellence. This policy is underpinned by a set of values and
key guiding principles in the building of a community of all employees.
Objectives
The objectives of this Equal Employment Opportunity (EEO) and Anti-

Discrimination Policy are to ensure that all:
1) TEMA’s employees or potential employees do not suffer unfair

discrimination in the workplace.
2) Individuals and groups within the TEMA work in an environment

where all decisions are free of discrimination, where they have
equal opportunity based on relevant abilities and merit.
3) Employees are encouraged to take positive action towards

promoting equal opportunity throughout the organization.
4) Personnel actions, such as compensation, benefits, transfers,

layoffs, company-sponsored training programs, and social and
recreational programs, will be administered on a non-discriminatory
basis.
5) Application of labour laws to be uniformly applied in the

organization.
EEO and provision of services
It refers to the principle which ensures that all employees and potential
employees of TEMA are treated equitably and fairly, regardless of their
race, sex or disability. Everyone has an equal chance when applying for
jobs or promotions, training opportunities and in their working conditions.
The following activities shall be conducted in a uniform manner-
1) Recruitment procedure and selection criteria, for appointment or

engagement of a person as an employee.
2) Promotion and transfer of an employee;
___________________________________________________________________________
3) Training and staff development for an employee; and
4) Terms of employement or any employee related activity
What is workplace discrimination?
Discrimination occurs when someone is treated unfavorably because of a

certain attribute.
Discrimination may involve some or all of the following:
1) Conduct that can be considered harassing, coercive or disruptive,

including sexual harassment
2) Making offensive ‘jokes’ about another worker’s clan, ethnic
background, colour, sex or Disability
3) Expressing negative stereotypes about particular groups e.g.,
“married women shouldn’t be working.”
4) Judging someone on their political or religious beliefs rather than
their work performance.
5) Using selection processes based on irrelevant attributes such as
ethnic or clan group, age, sex or disability rather than on
knowledge, skills and merit.
Parameters of Discrimination - Strictly Prohibited
TEMA and its employees shall strive to create a workplace that is free
from discrimination in their employment practices against any potential or
existing employees, and shall not discriminate on a person’s:
• Age or other circumstances

• Colour
• Cultural or social beliefs such as religious
• Educational Background
• Race, ethnicity or nationality
• Spiritual, traditional or customary beliefs
• Political opinion
___________________________________________________________________________
• Physical features
• Gender identity and expression
• Marital status
• Pregnancy or judging the impacts of potential pregnancy on

decisions
• Breastfeeding
• Sexual orientation
• Health or physical disability or impairment
• Medical record
• HIV status
• Family responsibilities
• Trade Union membership
• Reserve disciplinary forces, e.g., police
Complaint process and procedures
How to make a complaint
A person wishing to make a complaint of discrimination can consult and

file a complaint with the EEO & Anti-Discrimination Committee. The
complaint should be made in writing and addressed to chairperson of the
committee within 5 working days of any such incident of discrimination.
The constitution of the Committee shall be-
• Chair of the “ Anti-discrimination & EEO” Committee

• Internal Officers- 2 Members from Middle Level Management [One
Female and One Male]
• HR Department Head, TEMA
Once a complaint has been filed:
___________________________________________________________________________
Investigation
Once a complaint has been filed an investigation will be undertaken

immediately. In instances where there is an alleged respondent, the
respondent will be notified immediately. The complainant and the
respondent will both be interviewed along with any individuals who may be
able to provide relevant information.
Where the alleged discrimination is an organizational practice or

procedure, that practice or procedure will be investigated immediately.
Where the investigation finds systemic discrimination within the
organization, that practice or procedure will be changed promptly.
Mediation
TEMA INDIA LTD supports resolving matters through mediation provided

that it is consistent with organizational duties, obligations and needs.
Mediation can only be undertaken voluntarily. If both parties agree to
participate, matters may be resolved through mediation in the following
circumstances. Once the matter has been investigated and TEMA has
determined the facts of the case, TEMA may use mediation to develop
appropriate solutions to the complaint; and, in rare instances, where the
incident is an isolated event and the parties do not dispute the facts,
TEMA will act diligently to ensure that matters are dealt with in a manner
that ensures the safety and protection of everyone within the organization.
Timelines
TEMA will investigate all complaints immediately and will work towards
the prompt resolution and prevention of discriminatory acts and practices.
The first round of investigation and conclusion shall be arrived at within 10
working days from the date of filing of the complaint.
___________________________________________________________________________
Fairness
All complaints will be investigated in the same manner with the aim of
promoting, fairness and equality.
Confidentiality and the Right to Privacy
TEMA will preserve the confidentiality of all individuals involved in a

discrimination complaint. The preservation of confidentiality may be
affected by the employer’s duty to prevent discrimination in/at TEMA and
by the alleged respondent’s right to know the nature of the complaint being
made against them and who has made it so that they can respond.
If the investigation fails to find evidence to support the complaint, no

documentation concerning the complaint will be placed on the file of the
respondent. TEMA will retain all documentation for 12 months for
informational purposes in the event that there is an internal appeal or a
complaint filed with an outside agency.
Outcomes and Remedies
TEMA will act swiftly to ensure that the discriminatory practice is stopped
as soon as possible and may remedy the situation in a number of ways.
Where the investigation determines that d include moving the respondent
to another department, changing the respondent’s job duties, or a letter of
apology. Actions taken to remedy a discriminatory situation should not
have a negative effect on the complainant. The main concerns of the
employer will be to ensure that the discrimination ends and to restore
workplace harmony. Discrimination has occurred or the matter has been
successfully mediated, outcomes may
Appeal Process
Within 10 days from the result of first round of investigation, either the
complainant or the respondent may make a written request that an
investigation be reviewed stating which aspect of the investigation is
___________________________________________________________________________
inadequate. The request must be submitted to HR DEPARTMENT, who
will determine if the investigation is to be re-opened in order to address the
concerns raised.
In case the appeal is taken up, then the investigation shall be completed
within 15 working days by the same committee with the inclusion of an
independent member. The result of the appeal shall be binding on the
complainant for all purposes.
___________________________________________________________________________
26. CORPORATE SOCIAL RESPONSIBILITY POLICY
Introduction
Corporate Social Responsibility (CSR) is strongly connected with the

principles of Sustainability; an organisation should make decisions based
not only on financial factors, but also considering the social and
environmental consequences. As a Corporate Citizen receiving various
benefits out of society, it is our co-extensive responsibility to pay back in
return to the society in terms of helping needy people by providing foods,
clothes, etc., keeping the environment clean and safe for the society by
adhering to the best industrial practices and adopting best technologies,
and so on. It is the Company’s intent to make a positive contribution to the
society in which the Company operates.
CSR and Legal Framework in India
The new Companies Act 2013, (hereinafter referred to as ‘the Act’), has
introduced the idea of CSR to the forefront and through its “Comply-or-
Explain” mandate. It mandates qualifying Companies to constitute
Corporate Social Responsibility Committee to effectively monitor CSR
activities of the Company. Further the Companies (Corporate Social
Responsibility Policy) Rules, 2014, (hereinafter referred to as “CSR
Rules”) lay down the framework and modalities of carrying out CSR
activities which are specified in Schedule VII of the Act
Scope and Objective
This CSR Policy covers current as well as proposed activities to be

undertaken by the Company. It covers the CSR activities which are being
carried out in India only and includes strategy that defines plans for future
CSR activities.
___________________________________________________________________________
The CSR Policy focuses on addressing social, environmental and
economic needs of the underprivileged sections of the society. The Policy
is aimed at benefitting the communities at large and creating social and
environmental impact.
The Company would like to carry out its CSR activities in different areas,
such as;
Healthcare, Sanitation, Drinking Water, Education, Rural Development,
Vocational Skills, Entrepreneurship Skills, Employment Opportunities,
Medical Aid, Special Employment Opportunities for Women, Environment
Protection, Conservation of Natural Resources, Contributions to funds set
up by the Central or State Governments for Development and Welfare of
Scheduled Castes, Scheduled Tribes and minorities, Rural Development
Projects, Contribution to Technology, Incubators located within Academic
Institutions, Go Green Initiatives and / or any other area as may be
prescribed by Schedule VII as may be amended from time to time.
The Company will review the sectors from time to time and make additions
/ deletions / modifications to the above sectors.
Constitution of CSR Committee
CSR Committee
i. Composition: The CSR Committee shall consist of three or more
directors, out of which at least one shall be an Independent Director.
ii. Role: The Committee, referred above, shall:
a) Formulate and recommend to the Board the CSR Policy and any
amendments thereto which shall indicate the activities to be undertaken by
the Company as specified in Schedule VII of the Companies Act 2013;
b) Recommend the amount of expenditure to be incurred on the activities,
as per CSR Policy;
c) Be responsible for implementation and monitoring of CSR projects or
programs or activities of the Company.
___________________________________________________________________________
d) Any other matter / thing as may be considered expedient by the
Members in furtherance of and to comply with the CSR Policy of the
Company.
iii. Meetings: The CSR Committee shall meet at least twice a year and as
and when deemed necessary.
iv. Sitting Fees: The Sitting Fees for attending the meeting shall be
payable to the members of the Committee as determined from time to time
by the Board of Directors.
v. Quorum: Quorum of meeting of CSR Committee shall be one third of
the total strength or two Directors, whichever is higher. The CSR
Committee may invite Executives, Advisors, representatives of Social
Organisations, Auditors of the Company and such other person(s) as it
may consider necessary to attend the meeting.
Powers of CSR committee
Following are the Powers of the CSR Committee:
(i) To review CSR Policy from time to time and recommend the same to
the Board of Directors of the Company for approval.
(ii) Recommend CSR activities as stated under Schedule VII of the Act.
(iii) Approve to undertake CSR activities in collaboration with other
Companies / Firms / NGOs etc. and to separately report the same in
accordance with the CSR Rules.
(iv) Recommend the CSR Budget.
(v) Spend the allocated CSR amount on the CSR activities once it is
approved by the Board of Directors of the Company in accordance with
the Act and the CSR Rules.
(vi) To create transparent monitoring mechanism for implementation of
CSR Initiatives in India, particularly in and around where the Company’s
plants are located.
(vii) Submit the Reports to the Board in respect of the CSR activities
undertaken by the Company.
___________________________________________________________________________
(viii) Monitor activities / charter of Joint Working Group (JWG) who are
authorised to ensure that the CSR activities of the Company are
implemented effectively.
(ix) Authorise executives of the Company to attend the CSR Committee
Meetings
CSR Budget
The total budget for the CSR projects will be recommended by (decided
by) the CSR Committee to the Board for approval The Act mandates that
the Company would allocate average of 2% of its average annual net
profits (before tax) during the three immediately three preceding Financial
Years to be spent on CSR Activities that fall under purview of Schedule VII
of the Act.
CSR Expenditure
Net Profit means Profit more fully described under Rule 2(f) of the CSR
Rules. The CSR expenditure shall include all expenditure including
contribution to corpus or on projects or programmes relating to CSR
activities approved by the Board of Directors on the recommendation of its
CSR Committee but does not include any expenditure on an item not in
conformity or not in line with activities stated under Schedule VII of the
Act.
Failure to spend CSR money
In case the Company fails to spend the above targeted amount in that
particular Financial Year, the Committee shall submit a report in writing to
the Board of Directors specifying the reasons for not spending the amount
which in turn shall be reported by the Board of Directors in their Directors’
Report for that particular Financial Year. Any surplus generated from CSR
projects undertaken by the Company will be tracked and channelized into
the CSR corpus. These funds will be further used in development of the
CSR projects and will not be added to the normal business profits.
___________________________________________________________________________
CSR Initiatives
In line with Schedule VII of the Act, the Company shall undertake CSR
activities included in its Annual CSR Plan, as recommended by the CSR
Committee at the beginning of each year. The Committee is authorised to
approve any modification to the existing Annual CSR Plan or to propose
any new programme during the Financial Year under review.
CSR Plan
The CSR Plan is a yearly plan of CSR activities that would be placed
before the Board of Directors of the Company based on the
recommendation of its CSR Committee which outlines the following
aspects of CSR initiatives of the Company:
• Tailor-made CSR projects depending upon allocated spend and

geographical presence
• Partnering Agencies / Companies / Firms
• Project Proposals
• Targeted Beneficiaries and their needs
• Alignment with Schedule VII of the Act
• Project Goals and milestones
• Activities and Timelines including expected closure dates
• CSR Budget with projections
• Monitoring mechanism
• Progress reporting and frequency of reports
• Risks and mitigation strategies
• Any other information as may be required by the CSR Committee
Monitoring Mechanism
A Joint Working Group (JWG) comprising officials of the of the Company

and representatives of entities with which the Company decides to
collaborate for fulfilling its CSR obligations, may be created to ensure
effective implementation and monitoring of the projects approved by the
CSR Committee. The JWG will submit periodic reports to the CSR
___________________________________________________________________________
Committee of the Company on the progress of the various projects
approved by the Committee, entrusted to the JWG for implementation, and
monitoring.
Reports
JWG shall assist the CSR Committee to prepare reports that are required
to be placed before the Board. The format of the Report shall be the
format prescribed under the CSR Rules stated hereunder:
CSR Sector Project 1) Budget Amount Cumulative Amount Target

Project which Local spent Expenditure Spent Date
or the Areas, 2) on Direct &
Activity project Specify the Project or Status
Identified is state and through
covered district Agency
where
projects
was
undertaken
Publication of CSR Report
As per the CSR Rules, the contents of the CSR Policy shall be included in
the Directors’ Report and the same shall be displayed on the Company’s
website.
___________________________________________________________________________
27. ETHICAL CODE OF CONDUCT POLICY
Objective:
Proper Use of Company, Customer, and Supplier Resources
Scope:
This policy is Limited to Tema India Ltd.
Responsibility & Accountability:

Responsibility to adhere to the policy rests with each employee while HOD’s is
accountable for governing the policy.
Eligibility:
All confirmed employee within Tema India Ltd
Purpose:
Company resources are provided for company business use, but limited use of
company resources for personal use is acceptable. This procedure provides
guidance on the proper use of company resources and addresses such issues
as use of company office equipment for personal use. This procedure applies to
all employees of Tema, including subsidiaries, contingent labor, consultants and
others acting for the company unless otherwise approved by the Board of
Directors.
Introduction
To ensure the success of our company, Tema requires the commitment of all
employees to the proper allocation and use of company resources. Such
resources, including Tema physical property, time, information, and intellectual
property, are provided for company business use.
Nonetheless, occasional personal use of company resources by employees

may occur without adversely affecting the interests of Tema.
___________________________________________________________________________
This procedure authorizes such use, provide guidelines, and directs company
managers to use their discretion in making responsible decisions concerning
appropriate use of the resources they manage.
Adoption of this procedure and its guidelines is grounded in the fundamental

trust that all employees will behave responsibly and use good judgment to
conserve company, customer, and supplier resources.
Requirements:
This procedure provides guidance to employees on the proper use of company

resources. It is not intended to cover every situation that could arise involving
the use of company resources. Deviations from the guidelines included in the
procedure and questions concerning situations not covered should be
discussed with and determined by management. Additional guidance
concerning proper use of company resources may be obtained from our HR and
Administration.
Responsibilities:
A. Employees are expected to take a right decision for use of company

resources. Any personal use of company resources must not result in significant
added costs, disruption of business processes, or any other disadvantage to the
company.
B. Use of company resources for non company purposes is appropriate only

when specifically authorized by company policy or procedure or when the user
receives express authorization from his or her manager.
C. Managers are responsible for there sources assigned to their

respective departments and are empowered to resolve issues concerning their
proper use.
___________________________________________________________________________
D. Employees can unknowingly compromise the security and integrity of Tema
information through the improper use of company equipment. Employees using
company equipment for personal purposes are accountable for that use and
must ensure that no such compromise results.
Misuse of company property and/or time can result in disciplinary action and/or
dismissal.
Employees having custody of materials, equipment, and information related

to Tema or its suppliers or customers must comply with Tema Policy.
Employees must ensure that:
1. Such materials and equipment remain on company-controlled property

unless use in another location has been authorized by management.
2. Proper measures are taken for the storage and safeguarding of company
data and information to prevent unauthorized access, use, or removal by any
means and in any form (electrical, optical, magnetic, or hardcopy) of such data
or information.
3. All company computing assets and computer storage media for which a virus
scanning capability exists are scanned regularly using current versions of
company standard antivirus software.
4. Appropriate authorization is obtained before using or accessing software

designated as shareware, freeware, or public domain.
5. Company, customer, and supplier resources are not supposed to be used for
outside business activities or unauthorized noncompany purposes.
6. Personal use of computing equipment does not compromise the security or

integrity of company information or software.
___________________________________________________________________________
7. Employee use of any Tema-issued computer from home for Tema business
must be in compliance with all applicable Procedures.
8. Any actual or suspected misuse of company computing assets must be

immediately reported to HR and Administration.
Use of Tema Resources for Non-company Purposes
Tema communication systems and networks are provided for the conduct of
company business. However, limited personal use of Tema resources, such as
telephones, facsimile machines, voice mail, E-mail, cell phones (and text
messaging), pagers and internet systems by employees is permitted within the
following guidelines:
a. The use is of reasonable duration and frequency as determined by the

immediate manager. Use can be revoked if determined to be unreasonable.
b. If Tema incurs added costs for such use, management approval is required.
c. The use is not related to any illegal activity or the conduct of an outside
business.
d. The use would not cause embarrassment to the company.
e. The use does not further the activities of religious, political, or other outside
organizations, except as authorized by Directors.
f. The use does not interfere with the performance of company business, the
employee’s assigned duties, or the assigned duties of other employees and
does not adversely affect the performance of the employee or the employee’s
organization.
Use of Tema E-mail systems involves additional considerations and requires

special attention. Employees must bear in mind that Tema' s E-mail system is
not for personal use and its source is clearly identifiable. E-mail messages may
remain part of Tema business records long after they have been supposedly
deleted.
___________________________________________________________________________
Employees must ensure that personal E-mail does not adversely affect the
company or its public image or that of its customers, partners, associates, or
suppliers.
E-mail may not be used for external broadcast messages or to send or post
chain letters, messages of a political or religious nature, or messages that
contain obscene, profane, or otherwise offensive language or material that
violate company policy and/or its procedure,. Issues concerning appropriate
personal use of Tema communication systems within a particular work group
are to be resolved by the management of that organization.
Use of Tema Computers, Copiers, Phones, Mobile Phones and Similar

Office Equipment
Tema equipment, such as computers and copiers, are provided for the conduct
of company business. The company and its organizations may incur costs
based on the rate of use of such equipment. Tema-issued phone and computer
equipment is only to be used by employees or Tema-authorized personnel.
Employees may not use a company mainframe, minicomputer system, or data

network for any noncompany purposes except when such use is in accordance
with this procedure.
However, occasional personal use of a Tema issued computer, copier, or

similar office equipment is permitted within the following guidelines:
a. The use should be infrequent and minimal.
b. The use must not be related to any illegal activity or the conduct of an outside
business.
c. The use must not cause embarrassment to the company.
d. The use does not further the activities of religious, political, or other outside
organizations, except as authorized under by the Board of Directors.
___________________________________________________________________________
e. The equipment should be used on an off-hour basis, such as during lunch
time or before or after work hours.
f. The use should not interfere with the performance of company business, the
employee’s assigned duties, or the assigned duties of other employees and
should not adversely affect the performance of the employee or the employee’s
organization.
g. There should be no incremental cost to the organization or the cost should be
insignificant. Issues concerning appropriate personal use of Tema issued
computers, copiers, and similar equipment within a particular work group are to
be resolved by Department in collabaration with HR and Administration.
Company Travel Resources:
Employees who travel on company business must take care to minimize

company travel expenses. Company business travel is to be conducted in a
prudent and cost-effective manner in compliance with company policies and
procedures.
(Refer Tema HR Manual ,Travel & Local Conveyance Policy)

Use of Company Resources for Political Purposes,
“Employee Involvement in Political Activities,” defines appropriate and allowable

actions for the company and its employees with regard to political activities.
Company policy generally prohibits employee use of company resources and

facilities for political purposes. Approval for exceptions should be obtained
through and Directors.
Employees working in the category of staff & supervisor will be govern by the
Industrial Employment Standing Orders act 1946.
Management discretion
The organization reserves the right to modify/amend this policy from time to
time in part or full or discontinue the policy without assigning any reason.
___________________________________________________________________________
28. WHISTLE BLOWER POLICY
Objective:
Report violations to company’s code of conduct and other matters which

damage the reputation of the company
Scope:
Responsibility to adhere to the policy rests with each employee.
Eligibility:
Non-restrictive
Purpose:
A mechanism for employees to report to the management instances of

unethical behaviour, actual or suspected, fraud or violation of the
company’s code of conduct or ethics policy.
Introduction
The Company believes in the conduct of the affairs of its constituents in a

fair and transparent manner by adopting highest standards of
professionalism, honesty, integrity and ethical behaviour. Towards this
end, the Company has adopted the Ethical Code of Conduct, which lays
down the principles and standards that should govern the actions of the
Company and its employees. Any actual or potential violation of the Code,
howsoever insignificant or perceived as such, would be a matter of serious
concern for the Company. The role of the employees in pointing out such
violations of the Code cannot be undermined. This policy is a provision
requiring employees to report violations of general code of conduct and
actions which damage the reputation of the company
___________________________________________________________________________
Reporting:
There is no specific procedure the employee should follow to report

incidents as covered above, he or she may in case feel that bring the
incidences mentioned above to the immediate superior will harm him/her
and no action will be taken may break the proper channel of reporting and
directly communicate the incident in person or through email to the
members of the Board. The employee also may directly report the matter
to the Chairman of the board.
Protection:
a. No unfair treatment will be meted out to a Whistle Blower by virtue of

his/her having reported a Protected Disclosure under this Policy. The
Company, as a policy, condemns any kind of discrimination, harassment,
victimization or any other unfair employment practice being adopted
against Whistle Blowers. Complete protection will, therefore, be given to
Whistle Blowers against any unfair practice like retaliation, threat or
intimidation of termination/suspension of service, disciplinary action,
transfer, demotion, refusal of promotion, or the like including any direct or
indirect use of authority to obstruct the Whistle Blower’s right to continue
to perform his duties/ functions including making further Protected
Disclosure.The Company will take steps to minimize difficulties, which the
Whistle Blower may experience as a result of making the Protected
Disclosure. Thus, if the Whistle Blower is required to give evidence in
criminal or disciplinary proceedings, the Company will arrange for the
Whistle Blower to receive advice about the procedure, etc.
b. The identity of the Whistle Blower shall be kept confidential to the extent
possible and permitted under law.
c. Any other Employee assisting in the said investigation shall also be

protected to the same extent as the Whistle Blower.
___________________________________________________________________________
Investigation:
The incident thus report will be investigation by constituting a one man or

a two man inquiry committee and the finding of the same are presented to
the Board. During the investigation procedure the whistle blower may be
asked to provide proofs or may be asked to provide leads which facilitate
verification.
Management discretion
The organization reserves the right to modify/amend this policy from time
to time in part or full or discontinue the policy without assigning any
reason.
___________________________________________________________________________
29. HAREASSMENT FREE WORKPLACE POLICY
Our Company has worked hard to build a reputation for responsible

behavior and fairness - a reputation that builds trust with our customers,
employees, community leaders and shareholders. We can continue to
build trust only if we are steadfast in our focus on improving all aspects of
Our Credo responsibilities including the quality of our work environment.
This philosophy is embodied in Our Credo and in our policy on providing a
harassment free workplace.
All employees, as well as non-employees in our workplace which whom

the Company has a business, service or professional relationship, have a
right to work in an environment free from the demoralizing effects of
harassment or unwelcome offensive or improper conduct. Sexual
harassment or harassment based on age, race, ethnic background, sexual
orientation, gender identity, national origin or religious beliefs or any other
protected status will simply not be tolerated at TEMA INDIA LTD.
company.
While it is not easy to provide a complete list of the types of improper

behavior, prohibited conduct certainly includes: unwelcome sexual
advances, requests for sexual favors, obscene gestures, displaying
sexually graphic magazines, calendars, or posters, sending sexually
explicit, racially offensive or derogatory e-mails or voice-mails, and other
verbal or physical conduct of a sexual or offensive nature, such as
uninvited touching of a sexual nature or sexually related comments.
Harassment does not require intent to offend. Inappropriate conduct
meant as a joke, a prank or even a compliment can lead or contribute to
harassment.
There is a procedure for investigating and resolving issues of harassment

at each operating company. Employees should promptly report incidents
___________________________________________________________________________
of harassment to their immediate supervisor, a higher level of
management, or a Human Resources Leader.
All reported incidents will be investigated with an effort to keep the source
of the report confidential except where the company finds disclosure
necessary for resolution. Where inappropriate conduct has occurred,
specific disciplinary actions, up to and including discharge where
appropriate, will be implemented. Any employee who, in good faith,
reports a possible violation of this policy will be protected from any form of
retaliation.
___________________________________________________________________________
30. ANTI BRIBERY POLICY
Objective
This policy outlines acceptable and non-acceptable behaviours to ensure

compliance with anti-corruption laws. This includes compliance with all
laws, domestic and foreign, prohibiting improper payments, gifts or
inducements of any kind to and received from any person, including
officials in the private or public sector, customers and suppliers.
Scope
Responsibility to adhere to the policy rests with each and every employee
and all personnel providing services for TEMA directly or indirectly.
Helpful Definitions
Bribe: Anything of value given in an attempt to affect a person’s actions

or decisions in order or to gain or retain a business advantage. Anything
of value includes cash, entertainment or other gifts or courtesies.
Corruption: The misuse of a public office or power for private gain or the
misuse of private power in relation to business outside the realm of
government.
Facilitation payments: Small sums paid to government officials to

facilitate or expedite routing. Non-discretionary government actions are
considered facilitation payment.
Kickbacks: The return of a sum already paid or due as a reward for

awarding of furthering business.
___________________________________________________________________________
Adherence
As a general rule, TEMA employees should not provide gifts or hospitality

to, or receive them from, a government or other public official (or their
close families and business associates). You may give a modest gift to
these parties when appropriate and allowed by local law provided you
discussed it with and received written approval in advance from the legal
department. Please refer to Code of Business Conduct and Gift Policy for
more details.
Reporting
If a vendor or a supplier or a government official involved in business

transactions requests or proposes bribes, facilitation payments or kick
backs the same has to brought to the notice of the Chief Operations
Officer either directly or through HR
___________________________________________________________________________
31. EMPLOYEE GRIEVANCES HANDLING POLICY
Employee Grievance
Every employee has certain expectations, which he/she thinks must be

fulfilled by the organization he/she is working for. When the organization
failed to do this, he/she develops a feeling of dissatisfaction. When an
employee feels that something is unfair in the organization. He/She is said
to have a grievance.
Reasons
1.Economic
• Wage/Salary fixation
• Wage/Salary revision
2.Work Environment
• Poor physical condition of workplace

• Tight production norms
• Defective tools and equipment
• Poor quality of material
• Unfair rules
• Lack of reorganization.
3.Supervision
• Relates to the attitude of the supervisor towards the

employee such as perceived notions of bias, favoritism,
regional feelings .
4. Work Group
• Employee is unable to adjust with his colleagues, suffers

from feelings of neglect, victimization and becomes an
object of ridicule and humiliation etc.
5. Miscellaneous
___________________________________________________________________________
• Issues relating to certain violations in respect of
promotions, Safety methods
• Transfer
• Disciplinary rules
• Fines
• Granting leaves
• Over stay after the expiry of leaves
• Medical facilities etc.
Handling Grievances Effectively
• Treat each case as important and get the grievances in writing.
• Talk to the employee directly. Encourage him to speak the truth.

Give him a patient hearing.
• Discuss in a private place. Ensure confidentiality, if necessary.
• Handle each case within a time frame.
• Refer company Policy in each case. Inform your superior about

all grievances.
• Get all relevant facts about the grievance; examine the personal
records of the aggrieved worker. See whether any witness are
available and visit the work area.
• Control your emotions, your remarks and behavior.
• Maintain proper records and follow up the action taken in each

case.
Grievance Procedure
Stage –I Immediate Supervisor & HOD
Stage –II Management level & HR
___________________________________________________________________________
Principles of Natural Justics
• A man cannot be a judge in his own case.
• A person should be given an opportunity of being heard.
• The Punishment/Resolution should commensurate with the

gravity of offence
• Justice should be done in a way that it should seem that justice

has been done.
___________________________________________________________________________
32. POLICY AGAINST HUMAN TRAFFICKING
Purpose
TEMA is committed to a work environment that is free from human

trafficking and slavery, which for purposes of this policy, includes forced
labor and unlawful child labor. TEMA will not tolerate or condone human
trafficking or slavery in any part of our organization. This policy is
consistent with TEMA’s Code of Ethics and Business Conduct and our
core values to protect and advance human dignity and human rights in our
global business practices.
TEMA employees, contractors, subcontractors, vendors, suppliers,

partners and others through whom TEMA conducts business must avoid
complicity in any practice that constitutes trafficking in persons or slavery.
Scope
This Policy applies to all personnel employed by or engaged to provide

services to TEMA, including, but not limited to, TEMA’s employees,
officers, temporary employees, contingent workers (including agency
workers), casual staff, and independent contractors (for ease of reference
throughout this Policy, “employees”).
Every TEMA employee is responsible for reading, understanding and
complying with this Policy.
TEMA managers are responsible for ensuring that employees who report
to them, directly or indirectly, comply with this Policy and complete any
certification or training required of them. If you have any questions or
concerns relating to this Policy, consult the TEMA Legal Department or a
member of the Compliance and Ethics Organization. If you learn of any
conduct that you believe may violate this Policy, report it immediately by
any of the means listed under the heading “Policy Compliance” below.
___________________________________________________________________________
Policy Statement
TEMA prohibits trafficking in persons and slavery. TEMA employees,

contractors, subcontractors, vendors, suppliers, partners and others
through whom TEMA conducts business must not engage in any practice
that constitutes trafficking in persons or slavery. This includes, but is not
limited to, the following activities:
Engaging in any form of trafficking in persons;
Using forced labor in the performance of any work;
Destroying, concealing, confiscating, or otherwise denying access by an

individual to the individual’s identity
Using misleading or fraudulent practices during the recruitment of

candidates or offering of employment/contract positions; such as failing to
disclose, in a format and language accessible to the potential candidate,
basic information or making material misrepresentations during the
recruitment of candidates regarding the key terms and conditions,
including wages and fringe benefits, the location of work, the living
conditions, housing and associated costs (if provided by TEMA), any
significant cost to be charged to the candidate, and, if applicable, the
hazardous nature of the work;
Using recruiters that do not comply with local labor laws of the country in
which the recruiting takes place;
Charging applicants/candidates recruitment fees;
TEMA has undertaken actions, and is committed to maintaining and

improving its systems and processes, to eradicate human trafficking and
slavery.
TEMA requires its direct supply chain suppliers to observe all applicable
laws and conduct business in an ethical and responsible manner.
___________________________________________________________________________
TEMA continues to verify, evaluate, promote awareness about, and
address risks associated with forced labor and human trafficking in its
direct supply chain. Examples of actions undertaken include the following:
Investigations and Audits
TEMA will perform investigations and audits to verify that business is

being conducted in compliance with this Policy. All TEMA employees and
third parties through whom TEMA conducts business are required to fully
and promptly cooperate with TEMA’s internal and external auditors and
investigators, and must respond fully and truthfully to their questions,
requests for information, and documents. Any failure by an employee to
completely cooperate, or any action to hinder an investigation or audit,
including for example, hiding or destroying any information or
documentation, providing false answers or false information, or deleting
email or other documents, may be grounds for disciplinary action, up to
and including termination, subject to applicable law.
Policy Compliance
Report any conduct that you believe to be a violation of this Policy, either
directly to a member of the Compliance and Ethics Organization, to the
TEMA Legal Department, HR Department both of which allow anonymous
reporting as permitted by applicable law. Employees who fail to report
actual or suspected misconduct may be deemed in violation of this Policy
as permitted by applicable law.
___________________________________________________________________________
33. CONFLICT MINERALS POLICY
Introduction
Proceeds from the mining of certain minerals in the Democratic Republic

of Congo (the “DRC”) and countries adjoining it have been linked to
violations of human rights through the funding of illegal armed groups. In
accordance with the Dodd-Frank Wall Street Reform and Consumer
Protection Act (the “Dodd-Frank Act”), the United States Securities and
Exchange Commission (the “SEC”) requires publicly traded companies to
report on the origin of these conflict minerals.
This policy is consistent with the Code of Business Conduct and Ethics
which clearly states the strong commitment to ethical business principles
by TEMA INDIA LTD.
Definitions
Conflict Minerals: Refers to columbite-tantalite (coltan), cassiterite, gold,

wolframite, or their derivatives; or any other mineral or its derivatives
determined by the Secretary of State to be financing conflict in the
Democratic Republic of the Congo or an adjoining country. Tantalum, tin,
tungsten and gold are the widely accepted derivative metals to be of
interest at present and are the current focus of the EICC-GeSI conflict free
smelter certification program.
DRC Adjoining Countries: Are countries that share an internationally

recognized border with the Democratic Republic of the Congo.
The following countries are currently recognized as “adjoining countries”:

Angola, Burundi, Central African Republic, Congo Republic (a different
nation than DRC), Rwanda, South Sudan, Uganda and Zambia.
DRC Conflict Free: As defined in Section 1502 of the Dodd-Frank Act, “a

product may be labelled as ‘DRC conflict free’ if the product does not
___________________________________________________________________________
contain conflict minerals that directly or indirectly finance or benefit armed
groups in the Democratic Republic of Congo or an adjoining country.”
Conflict minerals obtained from recycled or scrap sources: Conflict

minerals obtained from recycled metals are reclaimed end-user or post-
consumer products or scrap processed metals created during product
manufacturing. Recycled metals include excess, obsolete, defective and
scrap metal materials containing refined or processed metals that are
appropriate to recycle in the production of tin, tungsten, tantalum or gold.
Minerals partially processed, unprocessed or a bi-product from another
ore are not included in this definition.
Policy
TEMA is committed to conducting its worldwide business operations in a

manner that complies with applicable laws and regulations regarding
conflict minerals. To comply with these requirements, TEMA is committed
to:
• Inform direct suppliers about this Conflict Minerals Policy and its
relationship to the company’s Supplier Code of Conduct.
• Work with its direct suppliers and sub-suppliers to understand the
chain of custody for conflict minerals at least to the smelter or
refiner level.
• Take measures to source parts and components from its direct
suppliers and sub-suppliers that are DRC conflict-free. These
measures may include adopting, disseminating and incorporating
this policy in related purchase orders, contracts and other
appropriate agreements with suppliers.
• Encourage direct suppliers to track and improve their performance
in sourcing minerals from their suppliers and sub-suppliers that are
validated as being DRC conflict-free in accordance with a national
or internationally recognized due diligence framework.
___________________________________________________________________________
Conflict Minerals Policy
TEMA encourages its suppliers to:
• Assist TEMA in complying with the SEC regulations and any other
applicable regulations related to conflict minerals and provide all
necessary declarations.
• Undertake reasonable due diligence within their supply chain to
determine the chain of custody and origin of the conflict minerals.
Due diligence includes developing policies and management
systems to use DRC conflict free minerals, including making these
requirements apply to their direct suppliers and sub-tier suppliers
and requiring them to do the same with lower tiers of suppliers.
• Take measures to purchase parts, components or materials from
their direct suppliers and sub-tier suppliers who source minerals
for their products from smelters or refiners validated as being DRC
conflict free in accordance with a nationally or internationally
recognized due diligence framework.
• Comply with information requests on the source and origin of
conflict minerals in the parts, components or materials provided to
TEMA. Chain of custody data shall be maintained for five years
and be provided to TEMA upon request.
• Maintain records that document TEMA compliance with applicable
laws and regulations regarding conflicts minerals, including those
related to conflicts minerals due diligence, for a period of no less
than five years.
Compliance
This policy applies to TEMA business operations. Employees whose

responsibilities relate to the supply or sourcing of parts, components and
materials should be informed and are expected to comply with these
requirements and associated legislation or regulation.
___________________________________________________________________________
Non-Compliance
TEMA will work with its suppliers to seek remedies for non-compliance
with this policy. These remedies may include suspension or discontinuing
engagement with the supplier.
Reporting Violations
Violations or potential violations of this policy should be reported by

employees to your manager or to the Legal Department.
Additional Information / Contacts
Contact the Legal Department for questions or concerns regarding

compliance with this policy.
___________________________________________________________________________
34. MISCELLANEOUS
• In an event of any question regarding interpretation of any of the

provision, of this Policy Guideline, the same shall be referred to the
HR. Based on need, the permission may be granted for clarification
of any other policy matter by the MD.
• These Policy Guidelines shall be reviewed/ amended from time to

time by the management as and when required.
• In normal case and as far as possible there will not be any

exception to this policy guideline. Any exceptions to this policy must
be reviewed and approved by the HR Department.
___________________________________________________________________________

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HR Manual

Sr. No CONTENTS PAGE NO

4. Quality Policy & Quality Objectives 6

5. TEMA India – Locations 7

7. Induction and Joining formalities 10

8. Benefits and Services 14

9. Working Hours and Attendance 17

10. Dress Code & Grooming Standards 20

11. Leave and Holidays 24

12. Salary Reimbursement and LTA 26

13. Maternity Benefit 27

14. Paternity Benefit 28

15. Performance Appraisal Policy 29

16. Training and Development 31

17. Transfer Policy 33

18. Local Conveyance Policy 35

19. Travel Policy 37

24. Exit Policy 52

26. CSR Policy 63

27. Ethical Code of Conduct 69

28. Whistle Blower Policy 75

29. Harassment Policy 78

30. Anti-Bribery Policy 80

31. Grievance Handling 82

32. Policy against Human Trafficking 85

33. Conflict Mineral Policy 88

Welcome to TEMA INDIA LIMITED!

TEMA INDIA aims to be recognized as an organization with good HR

Our future growth, as a company, depends on each employee's initiatives,

In a nutshell, the Manual is aimed at guiding each employee through the

My best wishes for a long and mutually beneficial association.

TEMA India is engaged in the design, engineering and fabrication of

The vision of HR Department at TEMA India Limited is to build an efficient

The industry TEMA caters to thrives on creativity, innovation and

We at TEMA are committed to:

 Enhancing total customer satisfaction by providing customer with a

 Meet the requirements of quality management system, based on

 Continual improvement of the effectiveness of our quality

• Setting new targets as quality objectives,

Improve our performance through:

 Increasing our production whilst delivering on schedule

 Measuring and reducing rework in all functional areas.

 Obtaining customer’s feedback, using it for continual improvement,

Registered Office: TEMA INDIA LTD.

Tema India Ltd – Factories are located at the following places:

Sr. No. UNIT Address

2) 20/1/2 Udhva-Khanvel Road,

3) Plot No.667, Road No.6 GIDC

4) Plot No. 201, 18/19, GIDC

1. The HODs will identify manpower needs and an annual manpower

Selection and Appointment

The objective is to ensure that all recruitments are of high/right caliber,

The selection will be based on evaluation of parameters contained in the

A selection panel shall be constituted on the lines suggested in the table

The interview panel should be provided the interview schedule,

On selection of the candidate, offer letter is issued and on acceptance of

This is to ensure the smooth induction and preliminary joining formalities

a) Following documents are to be submitted by new joinee:

1. Application form duly filled