EMPLOYEE HANDBOOK – POLICY
MANUAL
DOCUMENT CONTROL
Document Information
Document ID
/Name
LeadSquared
Employee
Handbook
Prepared by
Version No.
1.3
Reviewed by
Date of
Release
Document
Classification
18th Nov
2021
Approved by
HR
Priya Srivastava
(Senior Manager –
Human Resources)
Prashant Singh
(COO & CISO
Date
18th Nov 2021
Date
18th Nov 2021
Date
18th Nov 2021
C2 (Internal)
Document History
Version
Number
Revision Description
0.1
Draft
1.0
Revision Date
Change Approver
Baseline
31st January 2019
Sr. Management
Sr. Management
1.3
ICC member list revised in POSH,
Reimbursement policy in travel
ISMS & HIPAA Policy, Disciplinary
procedure - violation for ISMS and
HIPAA policies, employee referral
policy
Leave Policy
12th
1.4
Re-drafting of handbook
1.1
1.2
July 2019
30th September 2019
Sr. Management
08th June 2021
Sr. Management
18th November 2021
Sr. Management
Document Distribution
Recipient’s name
Designation
Organization
Copy #
Purpose
MarketXpander Services Pvt Ltd referred as “LeadSquared” in this document.
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Contents
DOCUMENT CONTROL ........................................................................................................................... 1
1.
PERSONAL CONDUCT .................................................................................................................... 5
2.
EQUAL EMPLOYEMENT OPPORTUNITY ................................................................................... 9
3.
ISMS (Information Security Management System) Policy ......................................................... 12
4.
HIPAA (Health Insurance Portability & Accountability Act of 1996) Policy.............................. 13
5.
Prevention of Sexual Harassment (POSH) .................................................................................. 13
6.
Non-Disclosure and Confidentiality Agreement ........................................................................... 21
7.
Employment Status and Records .................................................................................................. 22
8.
Health and Safety Policy/ Procedures .......................................................................................... 24
9.
Information Technology Acceptable Usage Policy ...................................................................... 26
10.
PERFORMANCE MANAGEMENT SYSTEM .......................................................................... 33
11.
REWARDS AND RECOGNITIONS ........................................................................................... 37
12.
EMPLOYEE RELATIONS ........................................................................................................... 42
12.1
Discipline and its procedures ............................................................................................. 43
12.2
Disciplinary Appeal ............................................................................................................... 47
12.3
Grievance ................................................................................................................................. 48
13.
WORK HOURS AND OFFICE TIMINGS.................................................................................. 49
14.
LEAVE AND HOLIDAYS ............................................................................................................. 51
14.1
Types of Leave ........................................................................................................................ 52
15.
TRAVEL – INTRACITY TRAVEL ............................................................................................... 59
16.
TRAVEL AND ACCOMMODATION – DOMESTIC AND INTERNATIONAL TRAVEL ..... 62
Domestic Travel Policy ............................................................................................................................ 65
International Travel Policy....................................................................................................................... 66
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17.
EMPLOYEE BENEFITS .............................................................................................................. 75
17.1
GRATUITY ................................................................................................................................ 75
17.2
GROUP HEALTH INSURANCE ............................................................................................ 75
17.3
EMPLOYEE WELFARE POLICY.......................................................................................... 76
17.4
EMPLOYEE REFERRAL POLICY........................................................................................ 79
18.
SEPARATION ............................................................................................................................... 81
18.1
Termination.............................................................................................................................. 81
18.2
Retirement................................................................................................................................ 82
18.3
Return of our property .......................................................................................................... 83
19.
NIGHT SHIFT ALLOWANCE ..................................................................................................... 83
20.
RELOCATION POLICY ............................................................................................................... 84
21.
EXTERNAL TRAINING AND DEVELOPMENT POLICY ....................................................... 85
22.
SALARY ADVANCE POLICY ..................................................................................................... 87
23.
WORKPLACE RELATIONSHIPS & ASSOCIATION POLICY .............................................. 89
24.
WHISTLE BLOWER POLICY ..................................................................................................... 91
24.4
Reporting Mechanism/Compliant (Whistle Blower)................................................................. 94
25.
CONFLICT OF INTEREST ......................................................................................................... 97
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Policy & Procedures Manual - Introduction
Our business is a people business. We rely on the talents and enthusiasm of all our employees in
establishing a competitive advantage and building a successful organization.
As a part of family each one of us should strive to achieve the goals of the organization within the framework
that has been provided. Thus, this HR policy manual is not just a compilation of information on policies and
processes but is a reminder of our responsibilities in ensuring effective implementation of the same.
The LeadSquared Human Resources Policy and Procedures Manual has been developed to facilitate the
implementation and clearly define LeadSquared’ s policies on human resource management.
The Manual provides guidelines to be followed in the administration of these policies and assists all
employees in defining who is responsible for each human resource management decision, and the correct
procedure which is to be followed.
The policies specified within are consistent with those of best practice management principles. They have
the full support and commitment of LeadSquared management.
The contents of this Manual shall not constitute nor be construed as a promise of employment or as a
contract between the Company and any of its employees.
HR policies must be kept current and relevant. Therefore, from time to time it will be necessary to modify
and amend some sections of the policies and procedures, or for new procedures to be added.
Any suggestions, recommendations or feedback on the policies and procedures specified in this manual
are welcome. This should be provided by email.
These policies and procedures apply to all areas of operations within LeadSquared and related entities.
You are responsible for reading, understanding, and complying with the provisions of this Manual. Our
objective is to provide you with a work environment that is constructive to both personal and professional
growth.
Our Philosophy and Values
We are committed to a set of corporate values based on our philosophy of equal opportunity, fair treatment,
creation of conducive climate of motivation and performance, recognition and reward and open-door
communication which facilitates meaningful exchange of ideas.
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A person who takes pride in his/her work is capable of putting in a much bigger effort to produce the best
he/she is capable of. To develop the pride in one’s own work, the organization shall strive to create as much
motivational climate as is expected. Every aspect of creativity shall be encouraged and in furtherance of
this, calculated risk-taking shall be promoted at all times.
As a corporate philosophy, we shall endeavor to attract, develop, and retain the best talent available and
have the right person for the right job.
In brief, we shall constantly strive to make the workplace endowed with a positive work-culture.
1. PERSONAL CONDUCT
Policy Statement
LeadSquared expects its employees to achieve and maintain a high standard of ethics, professional
conduct, and work performance to ensure the Company maintains its reputation with all internal
and external stakeholders.
Objective
To enhance LeadSquared’ s reputation as a quality service provider and an enjoyable, stimulating
and challenging place to work.
Application
The policy will be seen to be successfully applied when all employees are seen to perform their
duties professionally with skill, care, and diligence.
This includes:
•
observing LeadSquared policies and procedures
•
treating colleagues with courtesy and with respect for their rights, duties, and aspirations
•
employees who do not conform to this standard of conduct will be subject to disciplinary action
as detailed in this manual
1.1
Dress Code
Dress choice is a matter of personal discretion, considering requirements for any protective clothing,
customer/supplier interaction and professional environment.
Be aware that work attire will have an impact upon LeadSquared’ s image as well as your work colleagues.
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As a minimum standard, dress should be clean, neat, and professionally appropriate.
LeadSquared reserves the right to request a staff member to dress to an appropriate standard as a condition
of employment.
If you are in a work environment with inappropriate clothing you may be sent home to change, before
returning to work.
1.2
Personal Communications
1.2.1
Phone Calls [choose one of the following]
The making and receiving of personal phone calls must be limited to a maximum of five minutes in
duration, unless otherwise approved by your manager.
Or
It is acknowledged that personal communication is inevitable and sometimes necessary. It is
expected this will be kept to appropriate or reasonable levels.
1.2.2
Email
Email has legal status as a document and is accepted as evidence in a court of law. Even when it is used
for private purposes, LeadSquared can be held responsible for the contents of email messages, including
any attachments. Access to emails can be demanded as part of legal action in some circumstances.
It is therefore important that email is used within the following guidelines:
•
email should mainly be used for formal business correspondence and care should be taken to
maintain the confidentiality of sensitive information. Formal memos, documents and letters for
which signatures are important, should be issued on company letterhead regardless of whether a
physical or electronic delivery method is used
•
if electronic messages need to be preserved, they should be printed out and filed
•
limited private use of email is permitted, provided that such does not interfere with or distract from
an employee’s work. However, management has the right to access incoming and outgoing email
messages to determine whether staff usage or involvement is excessive or inappropriate
•
non-essential email, including personal messages, should be deleted regularly from the ‘Sent
Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid congestion
•
all emails sent should include the approved company disclaimer
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In order to protect LeadSquared from the potential effects of the misuse and abuse of email, the following
instructions are to be observed by all users.
•
No material is to be sent as email that is defamatory, in breach of copyright or business
confidentiality, or prejudicial to the good standing of LeadSquared in the community or to its
relationship with staff, customers, suppliers and any other person or business with whom it has
a relationship.
•
Email is not to contain material that amounts to gossip about colleagues or that could be
offensive, demeaning, persistently irritating, threatening, discriminatory, involves the harassment
of others or concerns personal relationships.
•
The email records of other persons are not to be accessed except by management (or persons
authorized by management) engaged in ensuring compliance with this policy, or by authorized
staff who have been requested to attend to a fault, upgrade, or similar situation. Access in each
case will be limited to the minimum required to complete the task.
•
When using email, a person must not pretend to be another person or use another person’s
computer without permission.
•
Excessive private use, including mass mailing, “reply to all” etc. that are not part of the person’s
duties, is not permitted.
Failure to comply with these instructions is a disciplinary offence and will be subject to appropriate
investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include
dismissal. Staff need to be continually aware some forms of email conduct may also be open to criminal
prosecution.
1.2.3
Internet
The internet is a facility provided by LeadSquared for business use. Access is authorized by managers
on the basis of business needs. Limited private use is permitted provided the private use does not
interfere with or distract from a person’s work. Management has the right to access the system to
determine whether private use is excessive or inappropriate.
The following activities, using LeadSquared’ s internet access is not permitted:
•
attending to personal activities of a business nature
•
viewing, other than by accident, sites of incoming emails portraying obscene, violent, defamatory,
and unlawful material and material that could cause LeadSquared to be in breach of equal
opportunity or anti-discrimination legislation, verbally, in writing or pictorially
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•
downloading or printing material as described above
•
showing to others, or allowing to be seen by others, items as described above
•
repeated or prolonged use that is not directly relevant to the user’s work
•
introducing computer viruses by failing to follow company IT procedures
•
downloading software from the internet or from unauthorized disks and CD ROMs on to the
internal network
Failure to comply with these instructions is a disciplinary offence and will be subject to appropriate
investigation. In serious cases, the penalty for an offence, or repetition of an offence, may include
dismissal. Staff need to be continually aware some forms of internet conduct may also be open to criminal
prosecution.
1.2.4
Code of conduct (with outsiders):
All the visitors to the premises must be met and the discussions held in the common
reception/discussion area.
An employee is not expected to:
•
Discuss his/her company related activities with an outsider.
•
Give out customer information.
•
Comment on issues that are a subject matter in the court of law.
•
Discuss financial projections of the company.
•
Discuss plans, programs, products, or operations of the company.
If anyone is found to be transgressing this, he/she shall be liable for suitable disciplinary action including
termination from the services & organization reserves the right to prosecute the employee concerned or
recover the damage incurred thereof.
Where the visitor is not a government official and is asking for any particulars, please put them in touch
with your manager /HR or Administration to do the needful.
In case you receive any phone calls seeking information about LeadSquared, please direct it to your
Manager/HR or Administration Department.
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1.3 Employee Communications
1.3.1 Employee Meetings
Quarterly meetings after the end of each quarter and Annual meeting once in a year will be held from time
to time. Details are generally communicated to all employees after the exact schedules are set. These
informative meetings allow employees to be informed on recent company activities, changes in the
workplace and employee recognition.
1.3.2 Document Centre and Portal for Communications
All the documents related to HR policies announced from time to time for employee reference are placed
in Alt worklife Portal which provide employees access to important posted information and announcements.
The employee is responsible for reading necessary information posted on the portal.
1.4 Customer Relations
Customers are among our organization’s most valuable assets. Every employee represents LeadSquared
to our customer and the public. The way we do our jobs presents an image of our entire organization.
Customers judge all of us by how they are treated with each employee contact. Therefore, one of our first
business priorities is to assist any customer or potential customer. Nothing is more important than being
courteous, friendly, helpful, and prompt in the attention you give to customers.
We will provide customer relations and service training to all the employee with extensive customer contact.
Our personal contact with the public, our etiquette on the telephone, and the communications we send to
customers are a reflection not only of ourselves, but also of the professionalism of LeadSquared. Positive
customer relations not only enhance the public’s perception or image of our company, but also pay off in
greater customer loyalty and increased Sales and Profit.
2. EQUAL EMPLOYEMENT OPPORTUNITY
2.1
Policy Statement
LeadSquared provides equal employment opportunity to all qualified persons without discrimination on the
basis of age, sex, race, disability, marital status, or religion in accordance with applicable local, state, and
national laws and regulations. LeadSquared will make reasonable job accommodation for persons with
disabilities who can perform the essential functions of the position for which they are qualified and selected.
All employment and promotion decisions will be based solely upon individuals’ qualifications, experience,
prior contribution and demonstrated capacity to perform at higher or improved levels of performance and
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will be in accordance with the principle of equal employment opportunity. LeadSquared will take whatever
affirmative action is necessary to attract and retain qualified persons.
2.2
Objectives
The objective of the Equal Opportunity Policy is to support the attraction and retention of employees that
contribute most to the development of the LeadSquared business.
2.3
Application
The Equal Employment Opportunity policy will be successfully applied when all roles are filled by the best
qualified and experienced candidates available regardless of personal circumstances.
2.4
Process
The Equal Opportunity Employment process is reflected throughout LeadSquared’ s staff recruitment and
retention processes.
2.5
Who is responsible for ensuring policy is implemented?
Each one of us is responsible for ensuring that our behavior is not discriminatory and that we follow the
Company’s Equal Opportunities Policy and plays our part in achieving its objectives. The Company’s
management takes overall responsibility for implementation of the policy and will ensure that the staffs that
feel that they have not been treated in accordance with the policy have appropriate means of redress.
2.6
What is discrimination?
There are several types of discrimination.
1. Direct discrimination is where a person is treated differently by reason of his/her race, sex,
marital status, disability etc.
2. Indirect discrimination is not quite so obvious. Indirect discrimination takes place where a
condition or requirement is imposed which an individual cannot comply with and where the
condition/requirement is such that fewer persons in certain groups (by race or sex) can
comply with it and the condition/requirement cannot be shown to be justifiable.
3. A final form of discrimination is victimization. Victimization occurs where a person is treated
less favorably because he/she has started proceedings, given evidence, or complained
about the behavior of someone who has been harassing them or discriminating against
them.
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2.7
What should one do if that one is being discriminated again?
1. One has a right not to be discriminated against in any way. If one is being discriminated
against the following action is suggested:
2. If it is practical, one should make it clear to the person who is discriminating that their
behavior is unacceptable and ask them to cease their discriminatory behavior. It is
understood, however, that in many cases this may not be practical.
3. If the problem continues despite one having made it clear that the person’s conduct is
unacceptable, (or if one feels that one cannot speak to them directly) one should ask one’s
immediate supervisor to investigate and resolve the matter. If one cannot speak to one’s
immediate supervisor about the problem (perhaps because they are the problem) then one
should either speak to their manager or, if one would prefer, to the Manager, Human
Resources.
2.8
What action will company take?
1. The Company will take the necessary steps to investigate the complaint. It is more than
likely that Human Resources will be brought in since they have expertise in dealing with
these types of complaints. They will see whether this is the type of situation, which can be
resolved informally. If not, they will probably want to conduct investigatory interviews with
both you and the person who is discriminating against you and also anyone else that is
able to throw further light on the complaint.
2. Both you and the person against whom the complaint is made will have the right to be
accompanied (by a friend or colleague); the person against whom the complaint is made
will be given full details of the nature of the complaint and the opportunity to respond; and
strict confidentiality will be maintained throughout any investigation into an allegation.
Where it is necessary to interview other people, the importance of confidentiality will be
emphasized.
3. If, after investigating the complaint, the Company agrees that there are reasonable grounds
to uphold the complaint then disciplinary action will be taken against the person against
whom the complaint is made under the Company’s usual disciplinary procedures.
4. The Company wishes all staff to realize that discrimination is a very serious offence and
will be treated as gross misconduct under the company’s disciplinary procedure. An
incident of discrimination is therefore likely to lead to dismissal; In addition, victimization of
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a complainant is also gross misconduct and will also lead to severe disciplinary action
including dismissal.
2.9
What should one do if one feels that one has been unfairly
accused?
One should use the company’s grievance procedure in the usual way. The Company will not tolerate
discrimination, harassment or victimization in the workplace and will ensure that all complaints of such
behavior are fairly investigated. Behavior of this type constitutes gross misconduct and will result in
disciplinary action.
3. ISMS (Information Security Management System)
Policy
LeadSquared (MarketXpander Services Private Limited), is an Independent Software Vendor offering
business process automation software and services to Customers worldwide.
LeadSquared is committed to preserving the Confidentiality, Integrity and Availability of all information for
successful day-to-day business operations. The security of information and other assets is therefore
regarded as fundamental for the successful business operation of LeadSquared.
LeadSquared has adopted an ISMS comprising of policies, procedures, and processes to effectively protect
the information security requirements of all interested parties, both internal and external. The LeadSquared
ISMS is aligned with the requirements of ISO/IEC 27001:2013.
Our organization is committed to ensure –
•
Compliance to all legal, statutory, and regulatory requirements.
•
Privacy and confidentiality of information is preserved.
•
Sensitive and valuable information is safeguarded through adequate policies, procedures, and
practices.
•
The integrity of information and information assets are maintained to ensure accuracy and
completeness.
•
The availability of information is maintained to meet business and customer requirements.
•
Plans for business continuity are formulated, implemented, evaluated, and improved.
•
All employees are aware of the ISMS and responsibilities pertaining to their functions and roles.
•
Incident management system is established to ensure timely reporting and investigation of security
breaches.
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•
Risk based thinking is applied through a risk management framework and process.
•
The ISMS is continually improved.
•
Resources are allocated to implement, operate, and review the effectiveness of the ISMS.
•
All suppliers, sub-contractors and service providers abide by the ISMS policies of LeadSquared,
besides compliance to all applicable statutory and regulatory requirements.
Formal disciplinary procedures will be followed for employees/sub-contractors who violate the information
security policies and procedures adopted by LeadSquared.
4. HIPAA (Health Insurance Portability & Accountability
Act of 1996) Policy
LeadSquared is committed to protecting the integrity, privacy, and security of confidential health information
as required by law, professional ethics, and accreditation requirements.
We acknowledge our duty and responsibility to protect the privacy and security of Individually Identifiable
Health Information (“IIHI”) generally, and Protected Health Information (“PHI”) specifically, as defined in the
HIPAA Privacy and Security Regulations and other applicable laws protecting the confidentiality of personal
information, and under principles of general and professional ethics.
LeadSquared is a business associate as defined by HIPAA. As an organization, we are committed to
maintaining compliance with the HIPAA Privacy and Security Rules. Our organization and all our
employees, comply with the requirements of the HIPAA regulations with respect to privacy principles of
minimum necessary use, security safeguards and accountability; and make reasonable efforts to limit use
of and access to PHI within our systems
5. Prevention of Sexual Harassment (POSH)
5.1 Introduction
LeadSquared is committed to providing a safe environment for all its employees free from any discrimination
on any ground and from harassment at work including sexual harassment. LeadSquared will operate a
zero-tolerance policy for any form of sexual harassment in the workplace, treat all the incidents seriously
and promptly investigate all allegations of sexual harassment.
Sexual harassment is any unwanted, unwelcome, or uninvited behavior of a sexual nature which makes a
person feel humiliated, intimidated, or offended. Sexual harassment can occur between an employee and
a co-worker, supervisor, manager, agent, consultant, or contractor.
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Sexual harassment is not just unlawful during working hours or in the workplace itself. The behavior is
unlawful in any work-related context, including conferences, work functions, business or field trips, and
interactions with clients.
5.2 Purpose
Our sexual harassment policy aims to protect person in our company from unwanted sexual advances and
give them guidelines to report incidents.
We won’t tolerate sexual harassment in our workplace in any shape or form. Our culture is based on mutual
respect and collaboration. Sexual harassment is a serious violation of those principles. It is also unlawful.
All complaints of sexual harassment will be treated seriously and promptly, with due regard to
confidentiality. Disciplinary action will be taken against any employee who breaches the policy.
5.3 Scope
This policy applies to every person at LeadSquared regardless of gender, sexual orientation, level, function,
seniority, status, or other protected individuals. We are all obliged to comply with this policy.
Also, we won’t tolerate sexual harassment from whether it happens within the office premises or outside.
Employees, investors, contractors, customers, third party visitors and everyone interacting with our
company are covered by the present policy.
Any complaints or reports of sexual harassment will be treated promptly, seriously, and sympathetically.
They will be investigated thoroughly, impartially, and confidentially. Managers and supervisors must act
immediately on any reports of sexual harassment. Employees will not be disadvantaged in their
employment conditions or opportunities because of lodging a complaint.
5.4 Policy Elements
What is sexual harassment?
Sexual harassment is unwelcome conduct of a sexual nature which makes a person feel offended,
humiliated and/or intimidated. It includes situations where a person is asked to engage in sexual activity as
a condition of that person’s employment, as well as situations which create an environment which is hostile,
intimidating or humiliating for the recipient. Sexual harassment can involve one or more incidents and
actions constituting harassment may be physical, verbal, and non-verbal.
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Who is an Aggrieved Person?
The Act recognizes the right of every person to a safe and secure workplace environment irrespective of
age or employment/work status. Hence, the right of all people working or visiting any workplace whether in
the capacity of regular, temporary, adhoc, or daily wages basis is protected under the Act.
It includes all person whether engaged directly or through an agent including a contractor, with or without
the knowledge of the principal employer. They may be working for remuneration, on a voluntary basis or
otherwise. Their terms of employment can be express or implied.
What is a Workplace?
A workplace is defined as any place visited by the employee arising out of or during the course of
employment, which includes co-working spaces, virtual workspace, including transportation provided by the
employer for undertaking such a journey. As, per this definition, a workplace covers both the organized and
un-organized sectors.
What is sexual harassment at the workplace?
“Sexual Harassment” includes anyone or more of the following unwelcome acts or behavior (whether
directly or by implication), namely:
•
•
•
•
•
Physical contact or advances.
A demand or request for sexual favors.
Making sexually colored remarks.
Showing pornography.
Any other unwelcome physical, verbal, or non-verbal conduct of a sexual nature
Key elements of workplace sexual harassment
Very often situations that start off innocently end up in inappropriate and unprofessional behaviors. It is
important to remember that workplace sexual harassment is sexual, unwelcome and the experience is
subjective. It is the impact and not the intent that matters and it almost always occurs in a matrix of power.
It is possible that a woman may experience a single instance of sexual harassment or a series of incidents
over a period of time. It is important also to remember
THE FIRST STEP TO PREVENTION IS
that each case is unique and should be examined in its
own context and according to the surrounding
circumstances as a whole. The following table
highlights the subjective nature of the experience
and the impact it may have on the person involved,
irrespective of the intent of such behavior. To enable
prevention of sexual harassment at the workplace,
RECOGNITION
Workplace Sexual Harassment is
behavior that is UNWELCOME
SEXUAL in nature
A SUBJECTIVE experience
IMPACT not intent is what matters
Often occurs in a matrix of POWER
it is critical to recognize and differentiate between
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welcome and unwelcome sexual behavior. Listed are some examples of how “unwelcome” and “welcome”
behavior is experienced.
UNWELCOME
WELCOME
Feels bad
Feels good
One-sided
Reciprocal
Feels powerless
In-control
Power-based
Equality
Unwanted
Wanted
Illegal
Legal
Invading
Open
Demeaning
Appreciative
Causes anger/sadness
Happy
Causes negative self-esteem
Positive self-esteem
5.5 Prevention & Prohibition
LeadSquared’ s rules on sexual harassment
•
No one has the right to sexually harass our employees. Any person in our company who is
found guilty of serious harassment will be terminated, whether they are VPs or assistants. Also, if
representatives of our contractors or vendors sexually harass our employees, we will demand that
the company they work for takes disciplinary action and/or refuse to work with this person in the
future.
•
Sexual harassment is never too minor to be dealt with. Any kind of harassment can wear down
employees and create a hostile workplace. We will hear every claim and punish offenders
appropriately.
•
Sexual harassment is about how we make others feel. Many do not consider behaviors like
flirting or sexual comments to be sexual harassment, thinking they are too innocent to be labeled
that way. But, if something you do makes your colleagues uncomfortable, or makes them feel
unsafe, you must stop.
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•
We assume every sexual harassment claim is legitimate unless proven otherwise. We listen
to victims of sexual harassment and always conduct our investigations properly. Occasional false
reports do not undermine this principle.
•
We will not allow further victimization of harassed employees. We will fully support employees
who were sexually harassed and will not take any adverse action against them. For example, we
will not move them to positions with worse pay or benefits or allow others to retaliate against them.
•
Those who support or overlook sexual harassment are as much at fault as
offenders. Managers and HR especially are obliged to prevent sexual harassment and act when
they have suspicions or receive reports. Letting this behavior go on or encouraging it will bring
about disciplinary action. Anyone who witnesses an incident of sexual harassment or has other
kinds of proof should report to HR.
LeadSquared has a legal responsibility to prevent sexual harassment.
What to do if you are being or have been sexually harassed
•
Any associate who feels that they have been or are being harassed, is encouraged to immediately
inform the HR SPOC, or the associate should immediately inform one of the members of the
Harassment Redressal Committee or send a mail to posh.committee@leadsquared.com.
To address the complaints mechanism, we have set up an ICC (Internal Complaints Committee) who
are the Harassment Redressal Committee members. The members are:
Name
Nalini Nagaraj
Priya Srivastava
Soumya Kant Singh
Anu Sharma
Murali Krishna
•
•
Designation
External Committee Member
Presiding Officer
IC Member
IC Member
IC Member
Contact No
9535729293
7798299759
9545509394
8310022806
9632544225
Email Id
nalinin@silveroakhealth.com
priya@leadsquared.com
soumya.kant@leadsquared.com
anu.sharma@leadsquared.com
murali@leadsquared.com
The Company will promptly investigate any allegations of sexual harassment in as confidential a
manner as possible, and take appropriate corrective action, if warranted.
Associates are strongly advised to keep all records in sequence (events with date, time etc.) along
with nature of the incident and description of those involved.
5.6 Redress
This section is about Redress. It provides helpful information on who can complain, to whom, and what a
complaint should contain. It also gives information and lays out the steps involved when a complaint has
reached the Complaints Committee, in terms of the process, findings and recommendations.
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Who can complaint and where?
The below table explains who can file a complaint and to whom:
What should the complaint contain?
The written complaint should contain a description of each incident(s). It should include relevant dates,
timings, witness (if any), proof (if any) and locations; name of the respondent(s); and the working
relationship between the parties. A person designated to manage the workplace sexual harassment
complaint is required to provide assistance in writing of the complaint if the complainant seeks it for any
reason.
What can an employee expect?
When it comes to redress for workplace sexual harassment, employee/worker has a right to expect a
trained, skilled, and competent Complaints Committee, a time bound process, information confidentiality,
assurance of non-retaliation, counselling or other enabling support where needed and assistance if the
complainant opts for criminal proceedings.
Rights of a Complainant
•
An empathetic attitude from the Complaints Committee so that she can state her grievance in a
fearless environment
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•
A copy of the statement along with all the evidence and a list of witnesses submitted by the
respondent
•
Keeping her identity confidential throughout the process
•
Support, in lodging FIR in case she chooses to lodge criminal proceedings
•
In case of fear of intimidation from the respondent, her statement can be recorded in absence of
the respondent
•
Right to appeal, in case, not satisfied with the recommendations/findings of the Complaints
Committee
Rights of the Respondent
•
A patient hearing to present his case in a non-biased manner
•
A copy of the statement along with all the evidence and a list of witnesses submitted by the
complainant
•
Keeping his identity confidential throughout the process
•
Right to appeal in case not satisfied with the recommendations/findings of the Complaints
Committee
Protection Against Retaliation
Retaliation includes:
•
marginalizing someone in the workplace with regard to their roles and responsibilities
•
socially ostracizing
•
intimidating someone or someone close or related to the victim; physically, psychologically, and
emotionally
Retaliation is a serious violation of the Prevention of Sexual Harassment policy and LeadSquared forbids
any form of retaliation against anyone who has reported a suspected episode of harassment or has
cooperated in any investigation involving a reported episode of harassment.
•
Any person found to have retaliated against an individual for reporting harassment will be subject
to appropriate disciplinary procedures.
•
Anyone who experiences retaliation in the nature of intimidation, pressure to withdraw the case or
threats for reporting, testifying or otherwise participating in the proceedings should report to the
Committee immediately.
•
As with complaints of harassment, this too will be treated as a major misconduct and the Committee
will take appropriate action to prevent/rectify the retaliation.
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Disciplinary action and repeat offenders:
After a complaint is received, and once the investigation has been carried out, a determination will be made
regarding the validity of the harassment allegations. If it is determined that harassment has occurred;
prompt, remedial action will be taken.
Employees who are found guilty of sexual assault will be terminated after the first complaint and
investigation.
Employees who are found guilty of sexual harassment (but not assault) the first time may:
•
Be reprimanded and fined.
•
Get a “below expectations” performance review.
•
See expected promotions and/or salary increases freeze for two years.
We may also transfer harassers or take other appropriate action to protect their victims. We will terminate
repeat offenders after the second claim against them if our investigation concludes they are indeed guilty.
This discipline can include written disciplinary warnings, transfer, demotion, suspension, or termination.
We apply these disciplinary actions uniformly. Employees of any sexual orientation or other protected
characteristics will be penalized the same way for the same offenses.
Outcomes as they affect the complainant should be discussed with the complainant to ensure that needs
are met, where appropriate.
Helping harassment victims
Apart from investigating claims and punishing perpetrators, we want to support the victims of sexual
harassment.
Potential Outcomes:
If the complaint is found to be justified, the complainant may be entitled to any or all of the following:
The complainant may receive:
•
commitment the behavior will cease
•
private apology (verbal or written)
•
re-credit of any leave taken due to the harassment
•
payment of medical and counselling expenses
•
transfer, with no job disadvantage
•
other compensation
Your job and benefits will not be jeopardized or altered if you choose any of those options or other means
to recovery.
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Speak up, we listen
Sexual harassment can exhaust those who endure it. Speaking up about this issue is often tough for fear
of not being heard, upsetting managers and challenging corporate culture.
Please don’t let these fears deter you. Our company will do everything possible to stop sexual harassment
and any other kind of harassment from happening, while supporting harassed employees. We need to know
what’s going on, so we can act on it. And by raising your voice on this issue, you help our company create
a happy workplace and thrive.
6. Non-Disclosure and Confidentiality Agreement
The protection of confidential business information and trade secrets is vital to the interests and the success
of LeadSquared. Such confidential information includes but is not limited to, the following examples:

Compensation data

Pending projects and proposal

Computer processes

Research and development strategies

Computer program & codes

Scientific data

Marketing strategies

Computer lists

Scientific formulae

Technological data

Scientific prototypes

Customer lists

Financial information

Human Resource strategies

New market research
All employees and associated members are required to sign a nondisclosure agreement as pre-condition
of employment. Employees or associated members who improperly use or disclose trade secrets or
confidential business information will be subject to disciplinary action, up to and including termination of
employment and legal action, even if they do not actually benefit from the disclosed information.
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7. Employment Status and Records
7.1 Employment Categories
It is the intent of LeadSquared to clarify the definition of employment classification, so the employee
understands their employment status and benefit eligibility.
REGULAR FULL-TIME employees are those who are not in a temporary or probation status and who are
regularly scheduled to work full time schedule. Generally, they are eligible for LeadSquared benefits
package subject to term, conditions, and limitations of each benefits program.
PROBATION is those whose performance is being evaluated to determine whether further employment in
a specific position or with LeadSquared is appropriate. Employees who satisfactorily completed the
probation period will be notified of their new employment classification.
CONTRACTUAL employees are those who are hired as interim replacements, to temporarily supplement
the work force, or to assist in the completion of a specific project. Employment assignments in this category
are of a limited duration. Contractual employees retain that status until and unless they are notified of a
change. Contractual employees are ineligible for all of LeadSquared other benefits programs.
CONSULTANTS are those who facilitate organizational change and/or provide subject matter expertise on
technical, functional, and business topics during development or implementation.
ACCESS TO PERSONNEL FILES
LeadSquared maintains a personnel file on each employee. The personnel file includes such information
as the employee’s job application, resume, record of training, documentation of performance appraisal and
salary increases, and other employment record.
Personnel files are the property of LeadSquared, and access to the information they contain is restricted.
Generally, only Human Resources personal will have access to these files.
Employees who wish to review to their own file should contact the Human Resources with reasonable
advance notice, employee may review their own personnel files in LeadSquared office and in the presence
of an individual appointed by LeadSquared to maintain the files.
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PERSONNEL DATA CHANGE
It is the responsibility of each employee to promptly notify LeadSquared of any changes in personnel data.
Personal mailing addresses, telephone numbers, numbers and name of the dependents, individuals to be
contacted in the event of emergency, educational accomplishments, and other such status reports should
be accurate and current at all times. If any personal data has changed, notify the Human Resources
Department.
PROBATION PERIOD
The probation period is intended to give new employees the opportunity to demonstrate their ability to
achieve a satisfactory level of performance and to determine whether the new position meets their
expectations LeadSquared use this period to evaluate employee’s capability, work habits, and overall
performance.
All new and hired employees work for on a probation basis for three months after their date of joining. Any
significant absence will automatically extend the probation period by the length of absence. If LeadSquared
determine that designated probation period is does not allow sufficient time to thoroughly evaluate the
employee’s performance, the probation period may be extended for a specified period.
Upon satisfactory completion of the probation period, employees enter the “regular” employment
classification. Probation Confirmation/Extension will be done on Alt worklife portal. Process is as follow:
•
Manager raises the confirmation/Extension request for employee finishing probation on
portal
•
The recommendation by manager and 1:1 discussion goes to BU Head for approval.
•
Payroll approval
•
HRBP approval
•
Employee can acknowledge and download letter from Alt worklife (Login>>HRIS>>My
letter)
After becoming regular employees, they may also be eligible for LeadSquared provided benefits, subject
to terms and conditions of each benefits program. Employees should read the information for each specific
benefits program for the details on eligibility requirements.
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EMPLOYMENT APPLICATIONS
LeadSquared relies upon the accuracy of information contained in the employment application, as well as
the accuracy of other data presented throughout the hiring process and employment, any
misrepresentation, falsification, or material omissions in any of this information or data may result in the
exclusion of the individual from further consideration for employment or, if the person has been hired,
termination of employment.
8. Health and Safety Policy/ Procedures
Policy Statement
LeadSquared is committed to providing and maintaining a safe work environment for the health, safety and
welfare of our staff, contractors, visitors, and members of the public who may be affected by our work.
We undertake to provide resources in terms of personnel, time, and financial outlay commensurate with
the commitment we place on OHS (Occupational Health and Safety) to achieve these objectives.
To do this, LeadSquared will:
•
develop and maintain safe systems of work, and a safe working environment
•
provide information and training at all levels in the organization to enable all employees to support
this policy
•
require all risks to be assessed prior to engaging in new areas of operation, purchasing new
equipment, and implementing new work methods, and that these risks continue to be reviewed
All persons who are responsible for the work activities of other employees will be held accountable for:
•
identifying practices and conditions which could injure employees, clients, members of the public
or our environment
•
implementing steps to control such situations
•
if unable to control such practices and conditions, reporting these to their superiors
LeadSquared demands a positive attitude and performance with respect to health, safety, and the
environment by all employees, irrespective of their position.
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8.1
Smoking
LeadSquared employs a nonsmoking policy. Smoking is not permitted on LeadSquared property or offices
at any time. Smoking is accepted to be harmful to the health of those who smoke and those around them
(passive smokers). Consequently, smoking while on company premises will be considered as gross
misconduct and will render an employee liable to instant dismissal.
Smokers who need to take breaks should do so during their allotted breaks. These breaks must be limited
to 15 minutes from leaving the workplace to recommencing work.
These breaks must not be taken at the entrance to LeadSquared offices. This is a poor representation of
the Company and people who may be visiting LeadSquared, visitors do not want to be walking through a
cloud of smoke.
No special privileges will be afforded to smokers. Any additional breaks (outside of allotted breaks) must
be approved by your manager - these must be limited to 10 minutes from leaving the workplace to
recommencing work - and the time must be made up at the conclusion of the working day. Excessive
smoking breaks will be regarded as absenteeism and disciplinary action may be taken.
8.2
Alcohol, Drugs (& Other Substance Abuse)
This policy applies to all levels throughout LeadSquared. The policy is not concerned with social drinking
or the taking of prescribed drugs for medical purposes, the concern is directed to instances where alcohol
or other drug dependence or abuse affects the job performance and or/safety of any employee(s).
LeadSquared is concerned by factors affecting an employee’s ability to safely and effectively perform work
to a satisfactory standard. The Company recognizes alcohol or other drug abuse will cause short-term or
long-term impairment to such work performance.
LeadSquared is committed to creating and maintaining a safe, healthy, and productive workplace for all
employees. LeadSquared has a zero-tolerance policy in regard to the use of illicit drugs on their premises
or the attending of other business-related premises (e.g., clients) while under the influence of illicit drugs.
Contravening either of these points may lead to instant dismissal.
Attending work under the influence of alcohol will not be tolerated and may result in disciplinary action or
ultimately dismissal.
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LeadSquared, at times, makes alcohol available to staff over the age of 18. Limiting the consumption of
any alcohol made available is the responsibility of the employee. Driving under the influence of alcohol or
any other illicit drug is illegal, it is your own responsibility to ensure you comply with this.
8.3
Manual Handling
It is the policy of LeadSquared to provide all employees with a safe and healthy working environment by
identifying, assessing, and controlling manual handling risks within the workplace.
While managerial staff are ultimately responsible for ensuring the health, safety and welfare of all staff, all
employees are expected to participate by reporting potential and actual manual handling hazards within the
workplace.
In all circumstances, do not lift or manually handle items larger or heavier than you can easily support. If
you are in any doubt, ask for assistance.
9. Information Technology Acceptable Usage Policy
The purpose of LeadSquared’s Information Technology Acceptable Use Policy (“AUP”) is to prescribe the
set of guidelines by which LeadSquared IT Assets may be used by the employees, independent contractors,
vendors, and other users (“Users”) with access to LeadSquared’s information technology hardware,
software, networks, telephone systems, mobile communications devices, and all other aspects of the
information technology systems (“LeadSquared Technology Assets”). The goal of this Policy is to protect
the LeadSquared Technology Assets and the information contained in the LeadSquared Technology Assets
from misuse. Understanding and complying with this AUP is mandatory for all users.
9.1 User Responsibility and Compliance
9.1.1
The rules and obligations described in this policy apply to all Users of the LeadSquared
Technology Systems. It is each User's duty to use the LeadSquared Technology Systems
responsibly, professionally, ethically, lawfully, and conduct their activities accordingly.
9.1.2
This policy shall be implemented by the personnel at each business unit who are responsible
for managing and protecting the LeadSquared Technology Systems.
9.1.3
Violations of this policy can result in immediate withdrawal or suspension of system and
network privileges for individuals. Security privileges may be restored only upon approval by
LeadSquared IT Management, Directors of LeadSquared.
9.1.4
LeadSquared reserves the right to modify, amend, or terminate any stipulation of this AUP at
any time.
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This Policy does not create a contract of employment and does not alter the status of any employee,
independent contractor, vendor, or other user.
9.2 Proper Use of LeadSquared Technology Systems
9.2.1
Don’t Transmit or Store Improper or Unlawful Material. Users are strictly prohibited from storing,
transmitting, or printing any improper materials on the LeadSquared Technology Systems.
“Improper Materials” may include, but are not limited to, materials that (a) infringe the
proprietary rights of another person, (b) contain commercial or personal advertisements,
solicitations, promotions, or political material; (c) contain viruses or other destructive programs;
(d) are harassing, embarrassing, sexually explicit, profane, obscene, intimidating, or
defamatory, or (d) constitute fraud, or are otherwise unlawful. Users may not transmit Improper
Materials by e-mail or any other form of electronic communication, such as fax, newsgroups,
chat groups, instant messenger. Users may not display or store Improper Materials in any part
of the LeadSquared Technology Systems.
9.2.2
Don’t Misuse the LeadSquared Technology Systems. Users may not use the LeadSquared
Technology Systems for non-business related activities, such as (but not limited to) (a) sending
non-business related mass distribution e-mails or chain letters, (b) subscribing to non-business
related mailing lists, (c) spending excessive amounts of time browsing the Internet, visiting
social networking sites or chatting via instant messaging programs, (d) gambling on the
Internet, (e) participating in online sports, (f) playing computer games, (g) engaging in hacking
activity.
9.2.3
Identify Yourself Accurately in Communications. Users must identify themselves honestly and
accurately when sending email. Users may not alter the "From” field or any other attribution-oforigin field in email messages, or postings. Users may not communicate using personal
accounts with clients. Users may not communicate through the LeadSquared Technology
Systems either anonymously or under a pseudonym.
9.2.4
Limit Personal Use. LeadSquared is aware that Users may send personal communications
through the LeadSquared Technology Systems. LeadSquared expects Users to limit such
personal use to a minimum. You are strictly prohibited from making any personal use of the
LeadSquared Technology Systems that (a) absorbs a large amount of System resources, (b)
distracts you from your duties.
9.2.5
Use the Internet Cautiously. Users should exercise caution when browsing the Internet through
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the LeadSquared Technology Systems. In order to avoid receiving unsolicited e-mail or e-mail
containing offensive content, Users should avoid posting their LeadSquared Technology
Systems email addresses on the Internet until unless if there is a business reason.
LeadSquared may implement Internet blocking software to prevent receipt of unsolicited email
or to restrict access to inappropriate Internet sites, however, LeadSquared is not responsible
for such material.
9.2.6
Obey Copyright Laws. Users may not use the LeadSquared Technology Systems in a manner
that infringes the copyright rights of others. Copyright law protects the exclusive rights in
images, music, text, audiovisual materials, software, and photographs. The distribution,
display, performance, or reproduction of any copyright protected material through the
LeadSquared Technology Systems without the permission of the copyright owner is strictly
prohibited.
9.2.7
Comply with Software Licenses. The LeadSquared Technology Systems include software that
is licensed from third parties. Users must use any licensed software in accordance with the
terms of the licensing agreement. Users may not reproduce or install any software that has not
been properly authorized or purchased by IT Staff, LeadSquared IT Management, or other
authorized personnel. No User may modify, revise, recompile, disassemble, reverse engineer,
or otherwise alter any software licensed to LeadSquared without prior written authorization from
the software vendor and LeadSquared.
9.2.8
Conserve Resources. Storage space on the LeadSquared Technology Systems is not an
unlimited resource, and Users should take all possible steps to conserve the System’s
capability. Users should delete unnecessary or unwanted files on a regular basis from network
servers, e-mail inboxes and folders, and local hard drives.
9.2.9
No Unauthorized Software. Users may not reproduce or install on the LeadSquared
Technology Assets any software that has not been properly authorized, licensed or purchased
by LeadSquared. Users are not authorized to install and not limited to (a) Personal Wi-Fi
hotspots to connect mobile phones such as Connectify, Thinnix, Custom Java applications, (b)
Network sniffing tools such as ethereal, Wireshark etc. or (c) Download mangers such as IDM,
DAP, iLivid, YouTube Downloaders and other video downloading tools.
9.2.10 Do not Access without Permission. Only Users who have been given approval or authorization
to use LeadSquared Technology Assets are permitted to do so. Users should only access
those LeadSquared Technology Assets for which they have permission, even in cases where
Users might have the ability to access certain Assets for which they do not have permission.
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9.3 Privacy
9.3.1
No Expectation of Privacy. Users should have no expectation of privacy in anything created,
stored, sent, or received on the LeadSquared Technology Systems. User accounts on
LeadSquared Technology Systems are issued to individuals to assist them in the performing
their jobs and remain the property of LeadSquared. Users are permitted to access the
LeadSquared Technology Systems for the purpose of conducting LeadSquared business, and
personal use should be limited and is not private.
9.3.2
Use May Be Monitored. LeadSquared IT Management and limited others such as members of
the Human Resources and Legal departments have access to and may review any information
that Users create, store, send, or receive on the LeadSquared Technology Systems, including
e-mail and instant messages, and communicate such information to others.
9.3.3
Blocking Hardware – Users may not transmit data through personal external devices such as
USB pen drive, CD/DVD drive or Floppy disks. LeadSquared may block USB mass storage
media connectivity.
9.3.4
Blocking Software - LeadSquared may implement Internet blocking software to restrict access
to inappropriate Internet sites or prevent the receipt of suspicious emails.
9.4 Protection of LeadSquared’ s Confidential Information
9.4.1
What is Confidential Information? Users who have access to LeadSquared’ s confidential
information must be careful to protect such information from disclosure to unauthorized
recipients. “Confidential Information” includes, but is not limited to, financial information,
business plans, marketing plans, employee contact data, software source and object code,
outside contracts, and course materials.
9.4.2
How to Protect Confidential Information? In order to prevent unauthorized individuals from
viewing such information, Users should exercise proper judgment when sending Confidential
Information via e-mail or forwarding e-mail strings containing Confidential Information.
9.4.3
What is Highly Sensitive Information? Certain types of Confidential Information are highly
sensitive and must be protected with the utmost security (“Highly Sensitive Information”)
because unauthorized disclosure creates the most harm for the owner and greatest legal
liability for LeadSquared. “Highly Sensitive Information” is comprised of the following:
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•
Credit card numbers
•
Bank account numbers.
•
Passwords and logins.
•
Personal health information, relating to physical and/or mental health.
•
Information about sexual activity or orientation.
•
Information about race or ethnicity
•
Information about political opinions
•
Information about religious or philosophical beliefs
•
Information about trade-union membership
•
Information about the commission or alleged commission of an offence
•
Information about any proceedings for any offence committed, or alleged to have been
committed, the disposal of such proceedings or the sentence of any court in such
proceedings.
9.4.4
How to Protect Highly Sensitive Information. Do not attempt to gain access to Highly Sensitive
Information unless you are authorized to do so. If you are authorized to handle Highly Sensitive
Information, you must follow these “rules of the road.”
9.4.5
Ensure unauthorized individuals cannot read your screen
9.4.6
Lock down your computer if you must leave your desk.
9.4.7
Never send Highly Sensitive Information by email unless it is absolutely necessary; or it is
contained in an attachment that is password-protected.
9.4.8
Print out Highly Sensitive Information only if absolutely necessary; or if you need to keep a
printed copy, lock it up.
9.4.9
Report Breaches. You should immediately report any unauthorized disclosure of Confidential
or Highly Sensitive Information at IT Support Help desk immediately.
9.5 Logins and Passwords
9.5.1
Login Accounts. Users may be assigned a unique login account consisting of a User ID and
password (“LeadSquared Login”). Users are responsible for all transactions made using his or
her LeadSquared Login. No one may access the LeadSquared Technology Systems by
entering another User’s LeadSquared Login. All Users are expected either to lock up or logoff
the workstation when they are away from their work area for extended periods of time, and to
log off their workstation before leaving for home at the end of each business day, unless the
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logoff interferes with an application or normal operation running on the workstation. Users may
not disguise their identity while using the LeadSquared Technology Systems.
9.5.2
Password Security. Users are responsible for safeguarding their LeadSquared Login
password. Individual passwords should not be printed, stored online, posted on sticky notes,
or shared with others. Users are prohibited from using or disclosing another User’s password.
9.5.3
Password Maintenance. Where possible, passwords should be obscure and a minimum of
eight characters in length. For optimum security, passwords should include uppercase,
lowercase, numbers, and special characters (i.e., @ - # - $ - &). Where applicable.
9.5.4
Passwords Do Not Imply Privacy. As discussed in Section C, Users should have no expectation
of privacy when using the LeadSquared Technology Systems. The fact that certain Users are
granted access to password-protected areas of the LeadSquared Technology Systems does
not imply that such Users retain any expectation of privacy in material created or received
within the LeadSquared Technology Systems. LeadSquared IT Management reserves the
right, without prior notice, to inspect, examine, audit, read, print, and monitor all data stored on
the LeadSquared Technology Systems.
9.6 Security
9.6.1
System and Network Accessibility. Users may access only LeadSquared Technology Systems
to which they have authorization. A User’s ability to gain access to other computers or networks
within the LeadSquared Technology Systems does not imply a right to such access unless
such access is specifically authorized. Users may not browse the LeadSquared Technology
Systems in order to gain access to unauthorized areas.
9.6.2
Network Security. Each User is responsible for ensuring that the use of external public
networks, such as the Internet, does not compromise the security of the LeadSquared
Technology Systems. This responsibility includes refraining from any activity that might
networks can introduce malicious programs into the LeadSquared Technology Systems such
as viruses, worms, Trojan horses.
9.6.3
Security Controls. Users shall not connect to the LeadSquared Technology Systems by any
means other than by those specifically defined by the Divisional IT Staff or LeadSquared IT
Management. Personally, owned computers should not be connected to the LeadSquared
Technology Systems without prior approval. Users may not disable security controls, such as
virus scanners, personal firewalls, and audit trails. Users may not attempt to discover security
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flaws. Tampering with any software protections or restrictions placed on computer applications,
files or directories is strictly prohibited.
9.6.4
Monitoring. As described earlier the IT Staff, LeadSquared IT Management, and limited others
such as members of the Human Resources and Legal departments may monitor a User’s use
of the LeadSquared Technology Systems. Monitoring includes, without limitation, reviewing
previously viewed Internet sites, material downloaded or uploaded by Users to and from the
Internet, and e-mail or instant messages sent and received by Users. Monitoring may be
performed at any time, and without prior notice to LeadSquared Users. LeadSquared may
monitor its Users for any reason within its sole discretion, including, but not limited to,
preventing, or investigating allegations of abuse, assuring compliance with copyright laws,
conducting technology audits, conducting internal investigations, or complying with legal or
regulatory requests for information.
9.6.5
Physical Security. Users shall take all reasonable and cautious measures to physically secure
hardware items belonging to the LeadSquared Technology Systems. Users shall not attempt
to circumvent any such physical security measures. Laptop Users should lock the laptop or
store the laptop in a secure location whenever it is not in use.
9.7 VOIP
User has access to VOIP phone to communicate with customers. The VOIP phone is accessible from
conference & discussion rooms. VOIP phones will be provided to end user to carry to their home based
on approval from BU heads with business reasons only.
9.7.1
Voicemail
9.7.1.1 Voicemail Setup. If a user has access to the LeadSquared Telephone system, he or she should
record an appropriate internal and external voicemail greeting and change the voicemail
password from the system default to a unique password.
9.7.1.2 Voicemail Precaution. Users should be cautious when conveying Confidential Information in
voicemail messages to others. Users should not play voicemail over speakerphones where
others might overhear Confidential Information.
9.7.2
Call recording
LeadSquared reserves the right to record the calls made through phone systems. LeadSquared
IT team will store the recordings up to 3 month and more based on need.
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9.8 Virus & Malware Prevention
Viruses & Malware possess the potential to causes substantial damage to individual computer systems and
networks. Each User is responsible for taking reasonable precautions to ensure he or she does not
introduce viruses or Malware into the LeadSquared Technology Systems. To that end, Users should not
open e- mail or file attachments from unknown sources or disable virus protection software installed on the
LeadSquared Technology Systems. Laptop Users should comply with virus definition update
announcements as required. All Users should report suspected viruses & malware activity to Divisional IT
Staff or LeadSquared IT Management immediately and disconnect their machines from LeadSquared
Network.
9.9 Destruction of Hardware and Software
9.9.1
General. LeadSquared has made significant investments in hardware and software to provide the
essential tools necessary to its Users. Users must not willfully destroy or otherwise delete any
software licensed to or owned by, or any hardware purchased, leased, or otherwise in the
possession of LeadSquared. Any such damage or destruction shall subject the User to disciplinary
action under this policy. LeadSquared reserves the right to seek payment through legal action for
any damage incurred by the User.
9.9.2
Hardware damages – Users are responsible to keep hardware safe such as Desktop, laptop,
headset, External storage devices, Internet dongles, Mouse & Keyboards. In case of physical
damages of hardware Users are liable to pay charges defined by IT Management.
9.10 Incident Reporting Procedure
If you come across any suspicious email, please report it to reportspam@leadsquared.com
immediately and take no further action until advised.
For any IT related issues, please drop an email to it@leadsquared.com
10. PERFORMANCE MANAGEMENT SYSTEM
Introduction
At LeadSquared we aim to be an employer of choice– one where people want to work. As a business we
are committed to giving all members of our team every opportunity to develop their careers, to contribute
to our business and to share in its success.
The Performance Management System is designed to support the completion of the work of the
organisation. It will also define, measure, and recognise the contribution of individuals and help the
organisation establish achievable goals for all its people – it is a team-based approach.
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At any stage, if you have any questions or concerns you can raise them with your manager.
10.1 Performance Management Philosophy
We believe everyone who comes to work really does want to realise their potential and develop their
relationships with others (managers, colleagues, and clients).
Work is characterised by feelings of satisfaction, frustration, opportunity, exasperation, stimulation,
excitement and even feelings of fairness and dishonesty. To succeed and excel, we recognise people need
to know what is expected of them, what authority they have and how they are performing. In addition, the
approach to managing them needs to be consistent.
If our organisation can help its people feel more of the positive emotions and eliminate most of the negative,
then we will have come a long way to be an employer of choice. The Performance Management System is
designed to be the foundation for fulfilling careers at LeadSquared.
10.2 Position Descriptions
All LeadSquared employees will have position descriptions, these will only be produced in an agreed format
and amendments need to be approved by Management.
Objectives
The objective of all position descriptions is to provide an accurate picture of the responsibilities required
within specific job roles, the authority levels attached to that role and a clear explanation as to how the
output of the role is to be measured.
Application
The policy on position descriptions will be successfully applied when all position descriptions are used as
the basis for performance appraisals and when amendments are completed. Any changes to position
descriptions deemed necessary by managers will be communicated as soon as practicable to the employee
and this will be implemented by both parties sign a copy.
Process
Introduction and Amendment of Position Descriptions
All employees will receive individual briefings on their position descriptions from their manager.
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Position descriptions will always be discussed in detail at job interviews.
10.3 Probationary Period Reviews
Policy Statement
All new employees are appointed with the intention of the placement being permanent unless otherwise
stated in the letter of offer.
All new employees will serve a probationary period mentioned in the appointment letter to ensure both
LeadSquared and the employee are happy with a permanent commitment to the role. Managers should
engage new employees in informal performance-based feedback regularly and have specific meetings to
discuss progress after one and two months respectively.
Prior to the completion of the probationary period new employees will undergo a performance appraisal to
provide feedback on performance, guidance on future direction and to set selected specific objectives for
the next performance appraisal period.
Objectives
The objective of the probationary performance appraisal is to ensure both LeadSquared and the employee
are satisfied the role is as agreed and a re-commitment to the permanent nature of the position can be
made.
Application
The policy on probationary performance appraisals will be successfully applied when all probationary
appraisals are completed within six months of employment commencing.
Process
•
The manager and the employee will agree on the date for a performance appraisal meeting. In the case
of all probationary period appraisals, this must be in the month when the probation completion date
arrives.
•
The manager will prepare a written performance appraisal in the approved format and provide this to
the employee.
•
The manager and the employee will meet and agree any objectives for the next appraisal period.
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10.4 Performance Appraisals
Policy Statement
All employees will undergo performance appraisals with their immediate managers on timing that is based
on the level of their role. All performance appraisals will be timed from the date employment commenced.
This is to ensure performance management is a regular, rather than occasional management responsibility.
Performance appraisals are separate from remuneration reviews.
Objectives
The objective of the performance appraisal system is to constantly monitor progress of the capabilities and
achievements of employees, to facilitate the ongoing development of team members and to identify when
an employee has demonstrated readiness for greater responsibility.
The objective of individual performance appraisals is to review work performance based on both capabilities
and achievement of specific performance objectives. Performance appraisals also provide feedback to
LeadSquared on the achievability of objectives and the capability of managers to manage their employees.
Application
The policy on performance appraisals will be successfully applied when all employees’ appraisals are
completed within the required time frames.
Process
•
The manager and the employee will agree on the date for a performance appraisal meeting. This must
be within the allowable time frame for each role. The frequency of performance appraisals is noted on
position descriptions.
•
The manager will prepare a written performance appraisal in the approved format and provide this to
the employee.
•
The manager and the employee will meet and agree any objectives for the next appraisal period.
10.5 Professional & Personal Development
Policy Statement
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LeadSquared, in partnership with the employee, will maintain a professional and personal development
plan for each employee. LeadSquared’ s role in this is as a supportive facilitator. It will be up to the employee
to take a leading role in managing their own development within an approved structure.
Funding for professional and personal development will be considered for support by LeadSquared on its
merits.
LeadSquared may, from time to time, require employees to attend specific training or instruction delivered
by internal or external facilitators. This may be on or off-site.
Development may take the form of training, education, mentoring, coaching, or counselling.
Objectives
The objective of the professional and personal development policy is to provide a structured environment
for learning and development for the individual within and external to the company.
Application
The policy on professional and personal development will be successfully applied when employees are
managing their own development plans.
Process
•
During the appraisal process the manager will identify and document which areas the employee’s
performance may be enhanced by further training. The manager will identify specific courses where
possible.
•
The employee and manager will then work together to complete a professional development plan for
the employee.
•
In response to this the employee can source their own solutions instead of, or in addition to, the
manager’s suggestions. Requests to attend these should be submitted in writing to the employee’s
immediate manager and must include:
o
suggested dates
o
costs
o
anticipated outcomes
11. REWARDS AND RECOGNITIONS
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INTRODUCTION
Employees not only want good pay and benefits. They also want to be valued and appreciated for their
work, treated fairly, do work that is important, have advancement opportunities, and opportunities to be
involved in the organization. Recognition and rewards play an important role in workplace and
organizational programs to attract and retain their employees. It is the day-to-day interactions that make
employees feel that their contributions are appreciated and that they are recognized for their own unique
qualities.
This type of recognition may contribute to high morale in the work environment. So, it’s extremely important
that managers, who communicate the organizational goals to employees, are included in the development
of recognition programs.
PURPOSE
To recognize and reward outstanding contributions & efforts, to improve and boost Employee Loyalty
& Motivation.
Recognition is a leadership tool that sends a message to employees about what is important to the leaders
and the behaviors that are valued. Managers can use this tool to help employees understand how their jobs
contribute to the organization’s overall goals and how their performance affects the achievement of those
goals.
OBJECTIVES
•
To align employee performance and achievements in line with Company’s Value Charters &
Mission Objectives.
•
To reward these performance incidents in monetary or non-monetary terms indicating
organizational recognition and appreciation towards the employees.
•
To encourage improvements in productivity, quality of work and customer service.
What’s most important in a recognition program?
TO SENIOR
TO EMPLOYEES:
MANAGEMENT:
Increases productivity
TO MANAGERS OF
PROGRAM:
Satisfies recognition
Includes efficient
Needs
Administration
Produces Return On
Creates positive
Excites employees
Investment (ROI)
recognition experience
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Improves attitudes
Provides a wide selection
Creates pride
of attractive, personalized
awards
Builds loyalty and
Provides timeliness of
Pleases management
Commitment
Recognition
Generates positive
Guarantees quality of
Feedback
Award
Empowers the workforce
Fosters open
Develops a partnership
communication of
with the workforce
Involves all employees
appreciation
Assures efficiency
The objective is to differentiate between, and effectively fulfill, all three levels of concerns (senior
management, employees, and managers of the program) and achieve levels of performance beyond
expectations.
SCOPE APPLICABILITY
Software Engineering Department including Product Development team, Mobile Team and QA team.
Exclusions: The Management of the company are excluded from this program.
REWARD GUIDELINES
The following chart summarizes reward value parameters. These values apply to cash awards, as
well as to non-cash rewards with monetary value (such as event tickets and gift certificates).
Table 1
Reward Guidelines
Code
Reward Value
R1
No monetary value (Star
Approval
Frequency Per
Needed
Person/Team
Manager
As often as
badges)
R2
No
appropriate
No monetary value (certificate
Manager
of appreciation)
R3
Taxable?
As often as
No
appropriate
No monetary value (trophy)
Head of
One time per fiscal
Department
year
No
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R4
Up to Rs. 5000 (non-cash,
Head of
For every star-
No
Vouchers of Amazon/Flipkart/
Department
badges earned
Head of
One time per fiscal
Department
year
Head of
After completion of
Department
10 years in the
Similar)
R5
Up to Rs. 10000 (cash)
R6
Up to Rs. 25000 (cash)
Yes
Yes
company
POLICY PROCEDURE
Payroll Considerations
One-time cash rewards are administered through the additional pay panels of the HR System. The
amount is added during the normal payroll cycle.
Tax Law Compliance
Reward and recognition activities will follow all applicable tax laws.
GENERAL RULES
Nomination: (Individuals / Teams / Groups):
All Managers / Department Heads (along with inputs from immediate Superiors / Reporting Authorities
wherever applicable) can nominate employees/teams who have shown reward -worthy performance,
behavior, skills, or competence.
Benchmarking Reward-worthy:
To align employee performance to Company’s Values & Mission Objectives, the standards can be set
against the soft skill & Technical Skill. Employee showcasing exceptional examples of following up
these values can be considered for Rewards & Recognition Program:
•
Exemplary effort
•
Suggesting a new or modified business practice (innovation)
•
Project completion (exceptional cases)
•
Outstanding achievements
•
Customer service
TYPES OF REWARDS
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Types of Rewards
Quarterly (Division wise/
Common)
Department specific
(Varies from department to
department)
(SOQ – Star of the Quarter)
Nominated by respective
Managers and directly
approved as per the
department specific norm.
Nominated by Managers
and approved by HODs. The
awards are distributed in
Quarterly meet.
Annual (Common)
(EOY – Employee of the
Year)
Nominated and approved
by HODs. The awards are
distributed in Annual meet.
DETAILS
DEPARTMENT SPECIFIC AWARDS
Different departments have different reward policy which is specific to the nature of work in the department.
The detailed policy as per the employee benefit program will be shared to the employee at the time of
joining or as and when a policy is published.
QUARTERLY AWARDS
Periodicity:
The nominations for these awards should be submitted to the respective Head of Department keeping
Human Resource team in cc, latest by one week prior to the all-hands Quarterly meet.
Manager’s Responsibility:
The respective Manager in a Division is responsible to assess various parameters (refer Rewards and
Recognition Policy (Managers) - LeadSquared) for the specific awards within the team and send an
email with the details of the nomination along with the reasons to HOD via emails keeping the Human
Resource Team in cc.
1. SOQ – Star of Quarter (Department wise)
The Star of the Quarter Award publicly recognizes an employee for its key contribution during
the quarter for the overall growth of the company during the respective quarter and bringin g
in the most significant impact in the company.
Reward & Award: R2 and R3 (See Table 1)
Workflow: (Steps involved)
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i.
The HR Team Collects the data from all the respective Divisions and sends the
consolidated report to HODs for final decision.
ii.
The awards are announced and distributed by HODs in the all-hands quarterly meet.
ANNUAL AWARDS
Periodicity:
The nominations for these awards shall be submitted by all the Head of Department to Human
Resource team, latest by fifteen days prior to the Annual meet.
1. EOY- Employee of year
The Employee who is the key contributor for the overall growth of the company in the year
and bringing in the most significant impact in the company.
Reward & Award: R2, R3 and R5 (See Table 1)
Workflow: (Steps involved)
i.
The Founding Team/HODs decides based on various parameters and provides the data
latest by fifteen days prior to the annual meet to the HR Team.
ii.
The awards are announced and distributed by HODs in the all-hands annual meet.
2. Service Award
The awards can be provided for length of service. Employees must have at least five years
of service to receive a service award.
Reward & Award: R2, R5 (For completion of 5 years) and R6 (For completion of 10 years)
(See Table 1)
Workflow: (Steps involved)
i.
The HR Team collects the data and sends a consolidated report to HODs for final approval
based on the above-mentioned eligibility.
ii.
The awards are announced and distributed by HODs in the all-hands annual meet/
quarterly meet.
NOTE: All the managers/supervisors and HR Team are requested to refer Rewards and Recognition
Policy (Managers) – LeadSquared for further guidelines on the policy.
12. EMPLOYEE RELATIONS
LeadSquared believes that work conditions, wages, and benefits it offers to its employees are competitive
with those offered by other employers in this industry. If employees have concerns about work conditions
or compensation, they are strongly encouraged to voice these concerns openly and directly to their seniors.
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Our experience has shown that if employees deal openly and directly with their seniors, the work
environment can be excellent, communications can be clear, and attitudes can be positive.
We believe that LeadSquared demonstrates its commitment to employees by responding effectively to
employee concerns.
In an effort to protect and maintain direct employer/employee communications, we will do anything we can
to protect the right of employees to speak for themselves.
12.1 Discipline and its procedures
Policy Statement
LeadSquared has a human resources’ strategy that recognises the value of its people. Part of this strategy
is the fair treatment of all employees. This requires a minimum standard of conduct and performance be
agreed, set, and communicated with all employees. If employees do not meet this standard, appropriate
corrective action, such as training, should be undertaken. Discipline should only be engaged with an
employee on a performance issue if all other corrective action has failed to achieve the desired result.
Where an employee has deliberately breached a Company policy or procedure, or engaged in misconduct,
disciplinary procedures should be initiated.
Employees should be treated fairly, and the proper procedures should be followed.
Employees must be made aware of their responsibilities, counselled, and given the opportunity to reach
the standards expected of them and the chance to defend themselves before action is taken.
It is a requirement to have a third party attend a disciplinary meeting, and notes taken be signed as a true
record of discussions.
The expected standard must be clearly defined, and the measurement criteria understood. A reasonable
date for achievement of standards must be agreed. This should be shown as a minimum time, e.g., within
one month.
For serious issues, employees must be advised in writing and such advice should be recorded on the
employee’s personnel file.
Process
12.1.1 Poor Performance
Wherever possible the Performance Management System should be used to manage employee
performance. However, there may be times when performance, conduct or employee attitude need to
be immediately addressed.
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If employees fall below required performance standards and performance management processes
have not been adequate to address the issue, they must be personally counselled and then given
written confirmation of their deficiencies in performance (a written warning).
Such written warnings must clearly define the deficiency, the expected standard, by when it should be
achieved, how the company will help the employee achieve the improvement required and the
consequences of failing to do so.
A record of all meetings, training and/or coaching given, and a summary of discussions must be kept
by the manager concerned and a copy placed on the employee’s personnel file. This should include
date, location, and time of discussion.
If an employee consistently fails to meet agreed standards, he/she has been counselled and
appropriate support/training has been offered and/or given, then further action is required. This may
lead to the employee being dismissed.
If an employee has not been performing as required, and:
•
all possible corrective action, including training and coaching, has been undertaken
•
the manager concerned has documentation showing the conversations taken place, agreed
action plans, and other communication with the employee
•
the employee has been informed of the standards required and his/her performance
deficiency(ies) with action plans in writing on at least two occasions and the consequences of
failing to meet the required standards
•
the employee has been given the opportunity to appeal or respond to the issues highlighted
on each occasion
•
no other suitable option, or other appropriate positions, are available
If all these processes have been followed and the employee’s performance still has not improved, then
the employee may be dismissed*.
12.1.2 Misconduct
1. Purpose of the procedure/Introduction
LeadSquared sets high standard of conduct and performance for the individual employees.
Employees are expected to adhere to the code of conduct established by the company. This
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procedure sets out the action which will be taken when the company rules are broken and provides
a fair, effective, and consistent method of dealing with disciplinary matters such that the employees
are guided and feel encouraged to conform to the code of conduct.
2. Principles
•
Employees are expected to know the standard code of conduct and work expected of them.
•
Employees will be given details of misconduct, and any evidence in support of the
misconduct if it is available, in meeting with the management.
•
In a subsequent meeting with the management, that will be conducted two working days
after the initial meeting, the employee will be given the chance to state the case from his
or her point of view and defend his position.
•
An employee is entitled to be accompanied by a work colleague at the Disciplinary meeting.
•
No employee will be dismissed for a first breach of discipline, except in cases of gross
misconduct. Examples of gross misconduct are breach of sexual harassment policy and
non-disclosure agreement signed by the employee. But the categorization if a misconduct
as gross or otherwise is entirely at the discretion of the management.
•
Employees have the right to appeal to the Management of the company against any
disciplinary action taken. Final decision taken by the Management will be acceptable to
everyone. However, for cases where any law of the land is violated, the process will follow
the guidelines established by the government applicable for the case concerned.
3. Informal discussions
Before taking formal disciplinary action, the manager will make every effort to resolve the matter
by informal discussion with the employee. Only when this fails to bring about the desired
improvement should the formal disciplinary procedure be implemented.
4. First Formal Written Warning
If conduct or performance is unsatisfactory, the employee will be given a written warning or
performance note by the manager. Such warnings will be recorded but disregarded after three
months of satisfactory service, providing there have been no subsequent disciplinary issues.
5. Second Formal Written warning
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If the employee’s conduct or performance continues to be unsatisfactory even a month after they
have received first formal written warning, a disciplinary meeting may be called. Disciplinary
meeting will be attended by the employee concerned, immediate manager of the employee, Head
of HR, Head of the Department the employee belongs to. In addition, Head of Operations may also
attend the meeting. The employee concerned will have the right to be accompanied by a colleague
too. The employee will be given a second formal written warning after this meeting.
Six months after the second formal written warning, if no further disciplinary action has been found
necessary and the minor breach has been resolved, the warning will expire.
6. Final written warning
If the employee’s work or conduct fails to improve even a month after the first Disciplinary meeting
discussed in point number 5 above, then one more Disciplinary meeting will be convened that will
be attended by the same set of people as in the first Disciplinary meeting. A final warning will be
given to the employee stating that any further misconduct or continued poor performance will result
in a dismissal with appropriate notice per the policy of the company at that point in time. Employees
will be paid for this notice period.
After a period of 12 months, if no further disciplinary action has been found necessary and the issue
has been resolved, the warning will expire.
7. Gross misconduct
Summary (instant) dismissal for gross or very serious misconduct is possible (depending on the
facts involved) for the following: insubordination, drunkenness, dishonesty, assault, deliberately
endangering the safety of others, commission of a criminal offence on our site, and objectionable
language**. Managers must, however, consult with senior management prior to taking this
action*.
An employee can be dismissed without notice on grounds of gross misconduct. For such
misconducts, the employee will be suspended with pay while the circumstances of the alleged
incident are investigated.
A dismissal must be confirmed in writing within 2 working days from the date of the informal
discussion or the disciplinary interview.
For cases where any law of the land is violated, the process will follow the guidelines established
by the government applicable for the case concerned.
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In such cases follow the procedure below:
•
investigate the alleged offence thoroughly, including talking to witnesses, if any
•
ask the employee for his/her response to the allegation (taking notes of this discussion)
•
consult with the next most senior manager regarding possible action
•
if still appropriate, following a thorough investigation, terminate/dismiss the employee
•
keep a file on all evidence collected and action taken in these circumstances
All procedures must be followed in accordance with employment equal opportunity/anti-discrimination
legislation.
*Note:
In all such cases ‘procedural fairness’ guidelines will apply. This means the warning and
dismissal process must allow the employee to offer their view of the events concerned. The
employee must have every chance to defend himself/herself and has the right to appeal a
decision made. If this process is not followed the dismissal may be overturned by an Industrial
Relations authority.
**Note:
For some offences LeadSquared retains the right to report the matter to the police where
charges may be laid. The police will be notified about any criminal act against the Company or
another member of staff. Management has a duty of care to shareholders and staff and always
will be subordinate to legal process.
12.1.3
Violation of company’s ISMS and HIPAA policies
Any violation of the company's ISMS or HIPAA policies will result in disciplinary access and will be assessed
on a case-by-case basis. It will be determined if the action was voluntary, accidental, or related to a lack of
awareness. Consequences could range from warning and re-education to termination of employment.
12.2 Disciplinary Appeal
Policy Statement
During all stages of the disciplinary process employees have the right to appeal against any disciplinary
action taken against them.
An employee who believes the disciplinary action taken against them is unfair, can appeal the process.
An appeal will be treated fairly, dealt with discreetly and actioned promptly.
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This policy should be read in conjunction with the grievance policy.
Process
An employee is entitled to lodge a written appeal to their supervisor’s manager detailing his/her objections
to the disciplinary action within three working days of notification.
Managers should:
•
acknowledge receipt of the employee’s objection
•
investigate the matter thoroughly
•
report back to the employee within seven days
If the appeal is disallowed an employee is entitled to appeal to the next most senior manager.
The next most senior manager should investigate the matter and report back to the employee within 10
working days.
The employee has no further right of appeal under this process if the second appeal is disallowed.
All procedures must be followed in accordance with employment equal opportunity/anti-discrimination
legislation.
12.3 Grievance
Policy Statement
LeadSquared supports the right of every employee to lodge a grievance with his/her manager if the
individual believes a decision, behaviour or action that affects their employment is unfair. We aim to resolve
problems and grievances promptly and as close to the source as possible with graduated steps for further
discussions and resolution at higher levels of authority as necessary.
Grievances should be actioned discreetly and promptly dealt with in an objective manner.
Process
The employee should attempt to resolve the complaint as close to the source as possible. This can be at a
quite informal and verbal level. If the matter is not resolved, then further steps need to be taken.
All available attempts to settle a grievance before starting the formal grievance process should be taken.
For the formal grievance process to begin, complainants must fully describe their grievance in writing,
including dates and locations wherever possible and the remedies sought.
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The person(s) against whom the grievance/complaint is made should be given the full details of the
allegation(s) against them and should have the opportunity and reasonable time to respond before
resolution is attempted. The duration of this should not exceed one week.
If resolution is still not reached, the matter will be referred to the Management for consideration and final
decision. A grievance taken to this level must be in writing from the employee.
The employee’s manager will forward to the Management any additional information thought relevant. The
Management will provide a written response to the employee and communicate with any other parties
involved.
If the matter is still not resolved, the employee will be advised of his/her rights to pursue the matter with
external authorities if they wish.
In some circumstances, it may not be appropriate for an employee to discuss his/her grievance with the
immediate manager. Grievances relating to harassment would fall into this category and an employee
should be able to make their approach to a more senior manager.
All procedures must be followed in accordance with employment equal opportunity/anti-discrimination
legislation.
The above procedure takes place for individual employee grievances. Whatever the outcome, it will affect
the attitudes of each party and their long-term relationship. The issues which sparked the grievance should
be reviewed by management at executive level, so the dispute does not reoccur.
13. WORK HOURS AND OFFICE TIMINGS
POLICY INTENT
By implementing an employee work hours and office timings policy we ensure that our business
operations run smoothly, the company’s and employee’s security is not compromised, and our
employees (both in-office and remote ones) can plan their work schedule.
This Policy Shall define:
1. Number of expected hours of work per day/week.
2. Flexibility in working hours
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3. Office timings for women
DEFINITION
1. Office timings defines the in-time and out-time of an employee in the office premises.
2. Flexible working time when employees choose to shift their everyday schedule by starting the
day later or leaving earlier. The total of working hours doesn’t change. “Core hours” may be
established during which an employee is obliged to be present at the workplace. An employee is
required to work during a core time and must work to maintain the average working hours during
the accounting period of a month.
ELIGIBILITY
This policy applies to all our employees who work in regular shift, who need an alternative arrangement
about their work schedules and who are eligible by nature of their job.
POLICY AND PROCEDURES
Your regular attendance at work and punctuality are important factors to your success personally and to
the success of our organization as a whole. We all work as a team to provide services to our affiliates and
clients, and this requires that each person be at office premises or at their project sites at the assigned
times.
If a situation arises which makes it impossible to report to office, or if you are going to be late, you must
immediately contact your appropriate supervisor.
Regular office hours are, 48 paid hours per week, Monday to Friday 9:30am to 7:00 pm., which includes
lunch breaks and evening break. LeadSquared provides flexible timings to all those employees who are
eligible by nature of work.
This policy aims to encourage employees to consider flexible working arrangements with consideration of
employee safety. The organization recognizes that a better work-life balance can improve employee
motivation, performance, and productivity, and reduce stress. Therefore, the organization wants to
support its employees achieve a better balance between work and their other priorities, such as caring
responsibilities, leisure activities, further learning, and other interests. The organization is committed to
agreeing any flexible working arrangements, provided that the needs and objectives of both the
organization and the employee can be met. However, it restricts women employees to leave office
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premises latest by 7:00 PM. If the work demands extra work beyond 7:00 PM, they are free to continue
their work after reaching home.
Provisions relating to office time of women
Section 66 of the Factories Act, 1948 imposes restriction on employment of women to work at office
between 7.00 pm to 6.00 am.
All the female employees should leave the office premises latest by 7:00 PM. If the work demands them to
stay back beyond 7:00 PM, they should drop an email at women@leadsquared.com to notify the reason
for stay cc’ing their respective manager who is supposed to give his/her consent to stay back and also the
employee should mention arrangements of travel they have done to ensure their safe travel back home.
The Managers will require a very strong reason to provide the consent to hold back a woman employee
beyond 7:00 PM at office premises.
Any misconduct towards the policy will be treated as an in-disciplinary act and an appropriate
action will be taken against it by the management.
14. LEAVE AND HOLIDAYS
Purpose
The purpose of leave policy for employees is to lay guidelines regarding when to avail leaves and the
process to take leave with pay, leave without pay, Leave of absence policy and so on.
Guideline
•
The year for leave is a calendar year which starts from January 01 to December 31st.
•
All leave record of the employees shall be maintained in HRMS tool.
•
All leaves should be applied on HRMS tool before proceeding on leave. In case of
emergency, when a leave cannot be applied in advance, telephonic intimation/e-mail to
the immediate reporting manager should be done and it must be updated before the cutoff date of the attendance cycle on HRMS tool.
•
Leave entitlements are calculated from the date of commencement. If an employee joins
during the middle of the calendar year, the annual leaves granted are calculated on prorata basis for that calendar year.
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•
We encourage all our employees to utilize their available leaves to the maximum possible
extent to maintain their work life balance.
•
Employees may apply for leave depending upon their leave balance available to their
credit on HRMS tool.
•
An employee can avail paid leave depending upon the leave balance available to him/her.
Also, unpaid leaves can be availed only when entire leave balance is exhausted, and
employee is in need of such leave which shall be approved from the immediate reporting
manager.
•
If you are absent for a continuous period of 3 (three) working days without obtaining your
manager's approval, the Company may construe this as an act of abandonment and the
same will be deemed as your notice to terminate this employment.
•
Weekends and any holiday lying between the sanctioned leave periods will be excluded
and not be counted as leave in case of sick and earned leaves.
•
No Leave for the succeeding year shall be availed in the current year.
14.1 Types of Leave
There are different types of Leaves given and listed in Company HR Annual Leave Policy. The
leaves can be categorized as Annual Paid Leave or Unpaid Leave as follows:
•
Earned Leave
•
Sick Leave
•
Maternity Leave
•
Paternity Leave
•
Leave Without Pay
•
Covid Specific Leaves
14.1.1 Privilege/Earned Leave
Eligibility – Full time employees
•
Maximum 18 days of Earned Leave will be credited to an employee in a calendar
year (entitlement @1.5 leaves per month).
•
Leave application for Earned leave must reach reporting manager at least 1 week
in advance.
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•
For new joiners joining during the middle of year, earned leave will be credited on
pro-rata basis.
•
For existing full-time employees, entire 18 Earned leaves will be credited in the
beginning of the calendar year. However, if an employee leaves the organization
in the middle of the year, the entitlement for Earned leaves will be pro-rated for the
number of months served in the organization and any extra leaves availed more
than the entitlement will be adjusted as part of Full and Final Settlement.
o
For full time employees, earned leaves if unutilized will be encashed by
default by the end of every calendar year at the rate of his/her last drawn
CTC until and unless the employee opts out of this and declares to opt for
carry forward.
o
Partial carry forward of any unutilized Earned leave will not be allowed.
o
Privilege/Earned leave can be accumulated up to a maximum of 45 days.
Any Leave accumulated above 45 days will lapse automatically.
•
Employees who have resigned from their duties, earned leave entitlement would
be calculated on pro-rata basis till their last working day for encashment.
•
For the calculation of LTA, 5 consecutive days leaves are compulsory to be availed
by an employee (inclusive of holidays).
How to apply for Earned Leave?
Employee must apply for earned leave at least 1 week in advance through HRMS tool. Once
applied, notification will reach immediate reporting manager. Once approved leave notification will
reach employee. Leave balance after deduction will be updated on HRMS tool.
14.1.2 Sick Leave
Eligibility – Full time employees, interns, and contractual employees
•
Maximum of 12 days of Sick Leaves will be credited to an employee in a calendar year
(entitlement @1 leave per month).
•
For new joiners joining during the middle of the year, sick leaves will be credited on
pro-rata basis.
•
For existing full-time employees leaves, 12 Sick leave will be credited in the beginning
of the year. However, if an employee leaves the organization in the mid of the year,
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the entitlement for Sick leaves will be pro-rated for the number of months served in the
organization and any extra leaves availed over and above the entitlement will be
adjusted as part of FNF.
•
For existing interns, and contractual employees, sick leaves will be credited monthly
by the start of the calendar month @ 1 sick leave per month.
•
Maximum 12 days of sick leave can be availed by an employee in a year.
•
Sick leave is a paid leave.
•
Sick leave can be taken for minimum of half day and maximum of the entire leave
balances However, if an employee avails more than 2 consecutive days of sick leave,
a supporting medical prescription and fitness certificate by a MBBS doctor will be
required to be submitted to get the availed leaves approved for the same.
•
Leave for more than 2 days without evidence submission can be taken as earned
leave.
•
Sick leave can also be clubbed with earned leave or any other type of leave.
•
Sick leave not availed during the year will automatically lapse at the end of each
calendar year.
How to apply for Sick Leave?
Sick leave applied by an employee on HRMS tool. For approval, the leave notification will reach
the immediate reporting manager. Once approved, approval notification will reach to employee.
Leaves are deducted from leave balance from the employees account and latest balance updated
on HRMS tool.
14.1.3 Maternity Leave
Eligibility – Female Full-time employees
•
Maternity benefits cannot be claimed by a female full-time employee unless she has
worked with the Company for a period of not less than 80 days in the twelve months
immediately preceding the date of her expected delivery.
•
The maximum period for which any female employee shall be entitled to maternity
leave shall be twenty-six (26) weeks of continuous leave. The twenty-six weeks can
be broken up to pre- and post-delivery period provided that not more than eight (8)
weeks of leaves be availed prior to the day of delivery.
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•
Leave taken for prenatal treatment during the first 7 months of pregnancy will be
considered as normal leave and not maternity leave.
•
Other types of leave can be taken in conjunction with maternity leave providing the
total period of absence from work does not exceed 52 weeks.
•
Applications for maternity leave should include personal details, a medical certificate
detailing the expected date of confinement or birth, proposed commencement date
and duration of leave.
•
In case of miscarriage or medical termination of pregnancy, a female employee shall,
on production of such proof as may be prescribed, be entitled to leave for a period of
six weeks immediately following the day of her miscarriage or her medical termination
of pregnancy where the pregnancy is terminated other than by birth of a living child
and the employee has not commenced maternity leave.
•
Maternity leave will not count towards continuous service.
•
Maternity leave can be availed for a maximum of two child births.
How to apply for Maternity Leave?
Before proceeding on Maternity Leave it is needed to be applied on HRMS tool and must be
approved by the reporting manager. The woman employee proceeding on Maternity leave must
also submit doctor’s certificate to HR.
Leave in case of adoption of child or birth through surrogacy.
In case of adoption of child or childbirth through surrogacy a woman employee is entitled for 12
weeks of leave.
These Leaves can be availed on when the child has started living with the parents.
Maternity leaves including adoption shall not exceed two times availing such leaves during the
employment period.
Process of leave in case of adoption of child or childbirth through surrogacy
In the above-mentioned case leave must be applied at least 6 weeks before the date of adoption.
All legal certificate and required documents must be submitted to HR while applying through RMS
tool.
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14.1.4 Paternity Leave
Eligibility – Male Full-time employees
•
Paternity leave is a paid leave available for a maximum of three days at the time of
confinement per childbirth for a maximum of two child births.
•
Other types of leave can be taken in conjunction with paternity leave providing the total
period of absence does not exceed two weeks.
•
The paternity leave must be taken within 15 days of childbirth, failing which the leaves
will lapse.
•
The leave must be taken at a stretch.
•
In case of adoption or surrogacy leave can be taken only if child starts living with the
parents.
•
Applications for paternity leave should include personal details, a medical certificate
detailing the date of confinement or birth, proposed commencement date and duration
of leave.
•
Where the pregnancy is terminated other than by the birth of a living child and the
employee has not commenced paternity leave, his entitlement to such leave ceases
to exist.
•
Paternity leave will count towards continuous service.
How to apply for Paternity leave?
Paternity leave is applied by an employee on HRMS tool. For approval, the leave notification will
reach the immediate reporting manager. Once approved, approval notification will reach to
employee. Leaves are deducted from leave balance from the employees account and latest
balance updated on HRMS tool.
14.1.5 Covid Specific Leaves
Eligibility – Applicable for calendar year 2021 for full time employees and interns
•
If you have been infected by COVID-19, then an extra 10 days of paid leave (PL) will
be granted to you which you can utilize for recovery. If one of your family members
has been infected and you have to play role of caretaker, then 5 days of extra leave
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will be provided (this can be availed only once irrespective of number of members
getting infected in the family). This is applicable for infections happening since 1st Jan
2021 till 31st Dec 2021.
•
The employee needs to send the supporting documents to HR Team to get the
sufficient leave balance added in this category to avail.
•
The extra unused leaves under this category will get lapsed if unutilized and shall not
get carried forward.
How to apply for COVID Specific leave?
An employee shall first send the supporting documents via email to HR team to get the sufficient
balance added in this category in HRMS tool. For approval, the leave notification will reach the
immediate reporting manager. Once approved, approval notification will reach to employee.
Leaves are deducted from leave balance from the employees account and latest balance updated
on HRMS tool.
14.2 Leave without Pay
Eligibility – Full time employees, interns, and contractual employees
•
As the name suggests, leave without pay results in Salary deduction if utilized. If one
wants to apply for Leave without pay, they must apply through HRMS tool. Approval
of leave without pay is at the discretion of the management.
•
An employee can avail leave without pay in case existing leave balance is exhausted
and employee needs leave due to unforeseen circumstances.
•
In case no approval taken for leave without pay, such absence of employee will be
considered as unauthorized leave.
•
Disciplinary action will be taken in case of absence without approval.
•
No salary would be given to employee for the days leave without pay is availed.
•
An application giving number of days, personal details, employment details, and the
reason for the leave should be submitted by the employee.
•
Other types of appropriate paid leave should be used before approval for leave without
pay can proceed.
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•
Failure to return to work on the date stipulated may result in loss of continuity or
termination. Extension of leave will be considered on an individual basis. An exchange
of letters is required setting out all conditions.
•
Any intervening weekly offs will be included in Leave without pay.
•
Leave without pay will not count towards continuous service.
How to avail leave without pay?
Loss of Pay can be availed by an employee by applying on HRMS tool for approval from
immediate reporting manager. Once approved by immediate reporting manager, leave can be
availed by employee. Leave will be updated as loss of pay on HRMS tool.
14.3 Unauthorized Leave
Eligibility – Full time employees, interns, and contractual employees
•
Unauthorized absence refers to absence from work without requisite approval.
•
The employee will need to offer an explanation to the immediate manager in the event
of any unauthorized absence. The employee will not be eligible for payment of salary
for this period of absence.
14.4 Leave during notice period
Employees can NOT avail leave while serving their notice period. Any leave taken during notice
period will result in leave without pay or extension of relieving date by number of days leaves
were taken during such period (as per mutual agreement with the immediate manager).
14.5 Cancellation of Leave
Approved leave can be cancelled depending upon the business demand. Leave once cancelled
by reporting manager an automatic notification will reach to the employee and the HR. Leave
balance will be updated accordingly by HR.
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14.6 Extension of Leave
•
In case of extension of leave due to any unforeseen circumstances the employee must
inform reporting manager in advance. It is employee responsibility to regularize leave
on HRMS tool once employee has resumed back on duty.
•
The extended leave must be applied on HRMS tool in case of planned extension so
that both the reporting manager and HR are informed automatically.
•
Leave extended without permission will be treated as loss of pay.
14.7 Leave Calculation on Resignation/Termination
Eligibility – Full time employees
In case employee has resigned from the services or on termination of employee privilege leave
will be calculated till the last working day of the employee and will be paid during the full and final
settlement of the employee.
15. TRAVEL – INTRACITY TRAVEL
GENERAL
This policy is applicable to employees of LeadSquared based in India who travel within city limits
for any business purpose.
Any travel for business purposes, within and around the city by road and return on the same day
is considered as Intra-city travel.
COVERAGE / NON-COVERAGE
All permanent employees of LeadSquared based in India whose roles require regular visits to
prospects and customers.
Examples of such roles/functions:
•
Field Sales Team in different cities
•
Solutions Team
•
Customer Success and Implementation Team in different cities
Examples of purpose of visit:
•
Sales Meeting with prospect
•
Solutioning discussion with prospect
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•
Onsite onboarding of customer
•
Customer User Training
The policy is NOT applicable to every employee in above mentioned functions. An employee
needs to be covered specifically in the policy. The company will communicate this entitlement
while making an offer, during joining formalities or at any time during employment as applicable.
Employees who make one-off visit to customers are not covered in this policy. They should talk
to their manager about any travel reimbursement applicability.
Staff not covered:
Staff on Contract
SUMMARY OF POLICY - LEVEL WISE ENTITLEMENTS
“Meeting Day” = A particular day where a person has made at least one intra-city business visit.
An employee can claim for a fixed amount of Rs. 400 per diem per Meeting Day for intra-city travel
without any bills
OR
claim with actual travel bills for travel with radio taxi travelling agencies like OLA, UBER etc. Local
agency cabs bills will not be acceptable.
Please note that an employee can only claim for any one option among the above-mentioned
options.
*Conditions Apply. Please check next section for details.
POLICY DETAILS AND CONDITIONS
•
The policy is NOT applicable to an employee by default. An employee needs to be covered
specifically in the policy. The company will communicate this entitlement while making an
offer, during joining formalities and at any time during employment as applicable.
•
The policy is only applicable for travel within city in which employee is based.
•
Employees will have to share the expense details on or before 5th of every month and the
reimbursement will be done on or before 15th of every month.
•
Any expense which is not claimed within 30 days from the day of expenditure for
reimbursement, will not be considered.
•
Claim details should contain the date of meetings and client name.
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•
No manual bills will be accepted.
•
The entitlement amount is applicable if at least one intra-city meeting has been done by
the employee on the day for which the claim is made.
•
The entitlement amount will remain unchanged even if more than one meeting is done on
a given day.
•
The entitlement will be based on the claim made by the employee on meetings and
approval of his/her manager for the same.
•
The company reserves the right to assign or remove the entitlement to any employee at
any time. The company may also change the amount of entitlement based on ground
realities.
•
The employees are free to choose the mode of transport – Bike, Car, Metro, Taxi, Bus etc.
•
No travel receipts are required for the entitlement of Rs. 500 per diem. In case the
employee wants to claim more than this amount then the actual bills will be required at the
time of claim. Manager’s confirmation on employee’s visit is required for the claim.
SETTLEMENT / REIMBURSEMENT
All employees are expected to submit the statement of expenses by sending an email to
travel@leadsquared.com cc’ing the respective manager within two (2) weeks after the return
from the travel. The statement of expenses includes all the expenses that qualifies for
reimbursement and amount paid against Per Diem by filling the Travel Reimbursement form which
is also available on HRMS Portal. The same should be approved by the reporting manager as
well.
All the necessary details must be filled in the Reimbursement form. If the details filled are found
to be incomplete, the reimbursement against that will not be done.
Expenses without receipts whereever applicable will not be considered for reimbursement.
Reimbursement will be done within the eligibility and limits specified in the policy document.
The cutoff date for filing claim and getting the approval is 5th of every month and the
reimbursements for the same will be done by 15th of the same month.
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For e.g. an employee filing a claim on 1st Sep, gets the approval by respective manager by 4th
Sep, is eligible for reimbursement by 15th Sep. But if the employee files the claim by 6th Sept and
gets approval by 8th Sep will be eligible to get the reimbursement by 15th Oct.
If any balance amount must be paid to the employee or vice versa, the equivalent value in INR
will be computed by finance based on their accounting policy.
Employees are expected to exercise prudent business and personal judgement regarding
expenses covered by this policy.
16. TRAVEL AND ACCOMMODATION – DOMESTIC
AND INTERNATIONAL TRAVEL
General
This policy is applicable to employees of MarketXpander based in India, who travel between
cities for business purpose inside or outside India.
Travel within India will be called as “Domestic Travel” and travel to outside India will be called
“International Travel”.
Coverage/Non-Coverage
The policy covers only inter-city travel. It does not cover intra-city travel of employees based in a city.
All permanent employees of MarketXpander based in India including Engineering, Sales, Marketing,
Success, Support and Shared Services are covered in the policy.
Staff/Scenarios not covered:
•
Staff on Contract
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•
Interns
Staff on Contract and Interns may be covered in the policy on case to case basis based on manager’s or
management’s approval.
Per Diem (or Daily Allowance) is not applicable in case of:
•
Employees located outside Bangalore visiting Bangalore office to attend monthly/quarterly/annual
meetings.
Summary of Policy
Note that some items mentioned here are subject to prior manager / management approval. Please
refer to details in subsequent sections for more information.
Domestic Travel
International Travel
Economy Class where flight is
available. Second Tier AC where
Air / Train Class
flight is not available.
Economy class flight
As per actuals. Company will book
Air / Train Fare
As per actuals
the tickets.
Below USD 70 per night (or
equivalent amount in respective
Hotel Class
Below Rs. 3000 per night
currency of the country visiting)
Taxi Class
Ola or Uber or similar radio taxi
Uber or Dedicated Car
Taxi Expense
As per actuals
As per actuals
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As per the Per Diem rates in the
next table
Travel Allowance per day
or Per Diem (to cover for
(may change depending upon
meals / personal
Rs. 1000
country)
expenses)
(check coverage restrictions)
(check coverage restrictions)
Travel Insurance
Not Applicable
Company will provide
Generally, not applicable (employee
Company will provide Per Diem for
will get Per Diem post travel). Can be the travel duration via cash or cash
Travel Advance
provided upon request.
in foreign currency
Food expenses
Covered in Per Diem.
Covered in Per Diem.
The company may provide a phone
with International SIM card on case
Phone/Data Expenses
Not Applicable
to case basis
Expenses (Lunch/Dinner
Reimbursement on actuals
Reimbursement on actuals
with Client)
(need prior approval)
(need prior approval)
Business Entertainment
Country Name
Per Diem Rate (in US Dollars)
USA
$ 60
Singapore
$ 50
UAE
$ 50
South Africa
$ 50
Europe
$ 50
Australia
$ 50
New Zealand
$ 50
Malaysia
$ 40
Indonesia
$ 40
Philippines
$ 40
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Vietnam
$ 40
Thailand
$ 40
Domestic Travel Policy
Domestic travel is defined as travel between two cities within India. It can be undertaken in following
scenarios:
•
Visiting a customer
•
Visiting another city to host/attend an event
•
Visiting a college/university for recruitment
•
Any other business reason if approved by employee’s manager
Mode of Travel
Default mode of travel is flight. Use economy class flight for domestic travel unless:
•
Destination is not connected by flights (in such cases you may fly till nearest airport and then use
Train or Bus or taxi)
•
Travel by Train / Bus is faster and substantially cheaper than flight.
Class of Travel
Mode of Travel
Class of Travel
Flight
Economy
Train
Second Tier AC
Bus
Volvo AC or Equivalent
Notes
Use any other taxi service only if
Taxi
Ola or Uber or Radio Taxi
Ola/Uber cannot be availed.
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Accommodation
Use any business hotel / service apartment or guest house with per night charge of Rs. 3000 (+taxes) or
less. Bed & Breakfast can be covered in the hotel rental. Original receipts/bills need to be submitted.
Local (Intra-city) commute during domestic travel
Any travel for business purposes within and around the city by road and return on the same day is
considered as Intra-City Travel.
The default mode of Intra-city travel is Radio Taxi like Ola and Uber.
Per Diem or Daily Allowance
The company will pay Rs. 1000 per day per employee during domestic travel. This amount is intended to
cover food and general living expenses. No expense receipts are required to claim this amount.
The Per Diem amount will be paid for non- working days (like weekend / holidays) also if they fall in
between the duration of employee travel.
Example: Onward journey starting on Friday of one week and return journey on Wednesday of next
week will be counted as 5 days for Per Diem.
Per Diem (or Daily Allowance) is not applicable in case of:
•
Initial joining / onboarding visit of new employees.
•
Employees located outside Bangalore visiting Bangalore office to attend monthly/quarterly/half
yearly/annual meetings
International Travel Policy
Any travel for business purpose from India to another country is considered foreign travel.
Economy class flight will be used for all foreign travels. An additional train/bus journey may be needed if
destination is far from landing airport.
Visa Processing
The company will take care by providing applicable Visa to employee for foreign travel.
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Accommodation
Use any business hotel / service apartment or guest house with per night charge of USD 70 (or equivalent
amount in respective currency of the country visiting) or less. Bed & Breakfast can be covered in the hotel
rental. Original receipts/bills need to be submitted.
Travel and Medical Insurance
Any employee traveling outside India must carry International Travel and Medical insurance. The company
will provide the same.
Intra-city travel during international visit
Use metro, bus, taxi services like Uber - whichever is fastest and cheapest. In some cases, a dedicated
rental car for the duration of stay may be a better option. The employees can avail the same with consent
from his/her manager.
Per Diem or Daily Allowance
The company will pay USD 50 (or equivalent amount in respective currency of the country visiting, refer
the table for Per diem in summary above) per day per employee during foreign travel to most countries
which have cost of living equivalent to USA. The amount may change (increase/decrease) for a specific
country if its cost of living is substantially different from USA. This amount is intended to cover food and
general living expenses. No expense receipts are required to claim this amount.
The Per Diem amount will be paid for non- working days (like weekend / holidays) also if they fall in
between the duration of employee travel.
Example: Onward journey starting on 1st of month and reaching India on 1st of next month, is counted
as 30 days for Per Diem.
Foreign currency
The company will provide foreign currency in advance as cash / card to cover the Per Diem amount.
Holiday Calendar and Leaves
The employees, when onsite, will follow the client’s holiday calendar (if the visit is in context of a customer).
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The employees will have to discuss with their manager and client before availing their Privilege Leave (if
any).
Other Business Expenses
Expenses related to business entertainment or any additional expenses incurred during the travel or transit
from India to the destination will be reimbursed at actual with approval from your Manager.
If invited to participate in an international meet / conference / trade fair and the company has approved it,
the expenses not covered by the sponsoring authority will be provided by the company and within a limit
which will be communicated.
Expenses excluded from reimbursement
•
All personal communication expenses (Telephone, Fax, Courier etc.)
•
Conveyance and other expenses incurred on pleasure trip or sightseeing.
•
Any change in routing of the Travel to cover additional locations entailing additional airfare for
personal purposes.
•
Stay beyond the business requirement, expenses incurred on spouse, children and others.
•
Personal expenses of any nature. e.g. personal cosmetics, visits to hairdressers, purchase of
newspapers/magazines, buying alcohol and tobacco.
•
Any other additional claims other than those specifically allowed above are excluded.
Travel arrangement process
For prior arrangements and Travel advance, kindly send the following details on email to
travel@leadsquared.com at least one week in advance with a copy to your manager with following details:
Destination
Dates (Start and end date)
Duration (days)
Visa
Air Ticket
Visa on Arrival OR
I have valid Business Visa OR
Requesting Travel desk to arrange Visa
MMT (will book myself); OR
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Requesting Travel Desk to Book
MMT (will book myself); OR
Requesting Travel Desk to Book
MMT (will book myself); OR
Requesting Travel Desk to Book
Hotel
Travel Insurance
Destination Currency
Per Diem rate (per day)
Mention the per diem for the Country you are
visiting as per travel policy
Total Per Diem
Additional Travel Advance Needed
Reason for Additional Travel Advance
Total (Per Diem + Additional Advance)
Amount Needed in Cash
Amount Needed in Travel Card
All fields of the above table are mandatory.
Without such email to travel@leadsquared.com, no per diem will be provided.
The employees need to submit all the necessary bills and receipts against the utilization of the advance
amount within thirty (30) days after they return from the travel.
The excess amount if un-utilized should be returned to the finance team. If the bills against the advance
amount is not submitted, then the excess amount will be adjusted from the salary.
Settlement/ Reimbursement
All employees are expected to submit the statement of expenses and the supporting bills by sending an
email to travel@leadsquared.com only cc’ing the respective manager within thirty (30) days after the
return from the travel. The statement of expenses includes all the expenses that qualifies for reimbursement
and amount paid against Per Diem by filling the Reimbursement form which is also available on HRMS
Portal. The same should be approved by the reporting manager as well.
Note the following:
1)
Attach all bills
2)
All bills must have classification (type of expense) and purpose (business purpose of expense)
3)
Kindly fill the Reimbursement form
An employee will NOT be eligible to travel again if he/she has not cleared settlements of previous
travel.
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All the necessary details must be filled in the Reimbursement form. If the details filled are found to
be incomplete, the reimbursement against that will not be done.
The reimbursement of the tickets will be based on the submission of the ticket and the boarding pass.
Expenses without receipts where ever applicable will not be considered for reimbursement.
Employee must ensure that all expenses are done within the eligibility and limits specified in the
policy document.
The cutoff date for filing claim and getting the approval is 5th of every month and the reimbursements for
the same will be done by 15th of the same month.
For e.g. an employee filing a claim on 1st Sep, gets the approval by respective manager by 4 th Sep, is
eligible for reimbursement by 15th Sep. But if the employee files the claim by 6th Sept and gets approval by
8th Sep will be eligible to get the reimbursement by 15th Oct.
If any balance amount must be paid to the employee or visa versa, the equivalent value in INR will be
computed by finance based on their accounting policy.
Employees are expected to exercise prudent business and personal judgement regarding expenses
covered by this policy.
Guide for International travelers
Things to be done before you confirm plans during your trip
Destination Safety
•
Research the safety and security situation of your planned destination.
•
Learn more about your destination, and how to get there safely
Learn about:
o
Political climate, weather, crime, what to bring, health issues, cultural differences, risks,
differences in laws, what to expect, transportation, holidays or election days
o
The location of the nearest Respective country embassy and/or your home country’s
embassy.
Travel Planning
•
Check your passport and get a visa (if required) Passport basics:
o
It can take several months to get a passport; apply now if you don’t have one
o
Your passport should be valid for at least 6 months after you return from travel
Passport Security:
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In some countries you must carry your passport at all times
o
Take your passport if you are taking a short trip from your base city
o
In many countries, hotels are required to photocopy or hold guests’ passports overnight
(it’s common, but find out in advance if this is true for your destination)
o
Report a lost or stolen passport immediately to your nearest embassy. Put together a
“lost passport kit,” which should be kept separate and includes copies of all your
important documents (including the ID page of your passport) as well as photo IDs and
the contact information for the nearest country embassy.
•
Determine if you'll need a visa
o
Check the respective country or your home country’s embassy. Then answer these
questions:

What type of visa do I need?

How long will it take for my visa to arrive?

Will I need a transit visa (for a layover or travel through another country on the
way to my destination)?
Health and Insurance
•
Visit your personal physician before you go Schedule a travel consultation with a travel medicine
clinic or your personal physician at least 6-8 weeks before you depart
o
Schedule your appointment early; many immunizations are given in a series over time
o
A list of travel clinics can be found online. Travel clinics are generally fee-for-service,
meaning the cost of the visit may not be covered by your family health insurance. Find
out before you go. Make sure to discuss:
•

vaccinations

traveling with medication

other health concerns for the destination
Understand your health insurance coverage and contact information
o
Don’t make assumptions about what will be covered.
o
Determine if your current health insurance plan covers you while abroad, including for
chronic medical conditions, non-emergency physician visits, pre-existing conditions.
•
Insurance Card
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o
Take your health insurance card with you and familiarize yourself with policies and
procedures.
o
The travel assistance insurance will provide the following:

Assistance for medical emergencies including emergency medical evacuation
and repatriation.

Emergency medication assistance

Lost document assistance

Emergency cash advance

Legal access

Emergency translations and interpreters

Emergency political evacuation

Concierge services
Finances
•
See to your cash needs (ATM card, credit cards) and tell your bank and credit card companies
that you’ll be traveling
o
Ask if they charge foreign transaction fees
o
Ask if you’ll need a PIN to make purchases abroad
o
Find out what the exchange rates are for the countries you will be traveling in at
•
Clean out your wallet or purse and take only the credit cards and ID you will need
•
Find out if traveler’s checks are a viable option or if you should rely on a debit/credit card and
ATMs to obtain cash
Important Documents
•
Take photocopies of important documents and itinerary; give one set to your family and take one
set with you
•
•
Make copies of the following documents
o
Passport identification page and visa
o
Driver’s license
o
Insurance cards
o
Credit cards (front and back)
o
Flight and other travel itineraries
o
Immunizations and prescriptions
o
Significant medical history (e.g., surgeries, major illnesses)
Then...
o
Leave a copy of each at home with family and/or a friend
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o
Keep a copy in your luggage (separate from any originals)
o
Scan and email copies to yourself or store photos of them on your smart phone and
laptop
Communications
•
Look into cell phones and communicating (internet accessibility, telephone cards and costs)
•
Cell phones Ways to get a cell phone for your travel:
o
Ask your current cell phone service provider to unlock your respective country phone
o
Buy an international plan for your cell phone if it can be used in the country you are
visiting (check with your carrier)
o
Buy a phone when you reach your destination then purchase a SIM card that can be
recharged on a pay-as-you-go basis
•
Check in
o
Set a schedule for weekly check-ins with a family member at home so someone knows
you’re safe
•
Receiving calls from home
o
Making international calls from your cell phone can be expensive, but incoming calls may
be free
o
Skype and Google Voice may offer cheaper international calling rates from other
countries.
•
•
Collect calls
o
Learn how to make collect calls from your destination
o
Find country-specific telephone codes online
Emergency phone numbers
o
•
Make a list of emergency phone numbers and bring it with you.
Emergency cell phone use
o
If you are using your cell phone during an emergency that could last hours or even days,
try texting Instead of calling to save battery life on your phone
Safety During Your Stay
•
Be aware of the cultural differences and abide by the local customs.
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Be aware of the cultural differences and abide by the local customs.
o
Request a hotel room between floors two and seven. Some fire department ladders will
not reach above the seventh floor.
o
Always check the nearest fire stairwell, hoses, and emergency telephone when checking
in to a hotel.
o
Be aware of your surroundings
o
Invest in a good map of the city you are visiting
o
Use the “buddy system” – try to travel in groups consisting of colleagues or locals from
the country.
•
Road crashes and suggestions for road safety:
o
Do not ride in unofficial taxis or buses.
o
Avoid overcrowded vehicles or vehicles that are in poor condition. Do not travel at night,
especially in rural or mountainous areas. Carry a cell phone.
o
Ride vehicles with accessible and functional seat belts.
o
Do not ride with drivers who seem to be fatigued, under influence of alcohol or
medication or distracted.
o
Be alert for irresponsible driving (e.g. speeding, inattention to driving, disregard for
signage and signals).
o
Speak out if driver is speeding or driving irresponsibly.
o
If driver continues to drive irresponsibly, politely ask to be let out at first safe opportunity.
o
If renting a car abroad, always purchase the additional liability insurance.
o
If driving, be sure to research and understand the applicable laws, including road signs.
For reimbursements during travel
•
Keep receipts for all work-related expenses
•
Keep your department informed of any changes to your itinerary or serious issues that occur
during your trip.
Upon Return
•
Submit travel expenses according to the company policy.
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17. EMPLOYEE BENEFITS
17.1 GRATUITY
Gratuity means reward payable to an employee by an employer in lieu of continuous service It becomes
payable upon cessation of employment and after rendering a continuous service of not less than five
years, either on retirement or upon resignation. However, in case of death or disablement, the Gratuity
benefits will be applicable irrespective of the number of years of service completed by the employee.
The gratuity payable to employee can be totally forfeited:
•
If service of such employee is terminated for his riotous or disorderly conduct or any other act of
violence on his part: or
•
If service of such employee has been terminated for any act which constitute an offence involving
moral turpitude provided that such offence is committed by him in the course of his employment.
As per the prevailing provisions of the Gratuity Act, the Gratuity shall be payable on the basis of the
following formula (subject to a maximum ceiling laid down under the Act)
(15/26) x (Last Salary* drawn) x (number of completed years of service), where 6 months or more of
service is considered as one year.
* Salary as defined in the Payment of Gratuity Act, 1972.
17.2 GROUP HEALTH INSURANCE
LeadSquared offers the following health and life insurance programs for employees:
1. GMC (Group Mediclaim Coverage) –
Group Mediclaim coverage (GMC) is a medical health insurance plan offered to the group of people
where the benefits offered are similar to all the members of the group. The policy takes care of the
hospitalization expenses and other allied expenses as opted by the LeadSquared. This is
applicable to full-time employees only.
This includes employee, two parents (or in-laws), 1 spouse and 2 children.
The detailed policy document will be shared separately to the employees at the time of joining.
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2. GPA (Group personal Accidental Coverage) –
The group personal accident policy is a type of group insurance policy which offers financial
protection against any accidental injuries, accidental disability, or accidental death. This is
applicable to the employees and Interns.
The employee specific / intern specific detailed document of the policy will be shared separately at
the time of joining.
17.3 EMPLOYEE WELFARE POLICY
PURPOSE
The purpose of this policy is to provide guidelines for all the employees to utilize the employee
welfare budget at LeadSquared for team bonding activities.
SCOPE
The following members of LeadSquared are covered:
•
•
•
•
Fulltime employees
Employees under probation period
Interns
Direct Contractors
EXCLUSIONS:
All the members who are not listed above are excluded from this program.
APPLICATION:
Employee Welfare expenditure must be for team bonding purpose and to have fun in groups.
The objectives of this Policy are to:
•
•
Give direction to LeadSquared employees on the conduct expected when incurring and
approving Employee Welfare expenditure,
Define Employee Welfare expenditure and the approval and monitoring process of such
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•
expenditure,
Ensure that all LeadSquared Employees comply with the Employee Welfare policy
DEFINITION OF EMPLOYEE WELFARE
The “provision of Employee Welfare” refers to the provision of:
•
•
Any recreational activity or anything decided by the group of employees for team bonding.
Accommodation or travel connected with or to facilitate such Employee Welfare
EXCLUSIONS
The employees cannot utilize the welfare fund for the following:
•
•
•
For exchanging gifts to spend the welfare fund
For overnight stays in teams
For alcohol consumptions during the welfare fund utilization
THE BUDGET
The budget for the Employee Welfare expenses is Rs. 1000 per employee per quarter
irrespective of the levels of employee position. This includes all types of expenses incurred for the
activity like travel, stay, food, etc. (Please note that alcohol consumption is not included)
If there is a new joiner in the team, the budget for the new member allotted depends on the date
of joining. If the new joiner joins within first 45 days of the quarter, the new joiner will be eligible
for Rs. 1000 for that quarter. If the new joiner joins after 45 days of the quarter, the new joiner
will be eligible for Rs. 500 for that quarter. The details of the quarters are:
Quarters
Q1
Q2
Q3
Q4
Details
1-Jan to 31-Mar
1-Apr to 30-Jun
1-Jul to 30- Sep
1-Oct to 31-Dec
The employees can utilize the budget in teams which can be either department wise or
region wise. The various existing departments are:
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•
•
•
•
•
•
•
•
•
Engineering (Software Development, Product Management and Testing)
Mobile Team
Sales India
Sales International
Sales Development
Presales
Marketing
Customer Support
Customer Success
Shared Services (Human Resource, Talent Acquisition, Finance & Accounting,
Administration & Procurement)
This can be changed from time to time as per the company strategies.
PRINCIPLES
The key principles underlying this Policy are that Employee Welfare expenditure must be:
•
•
•
•
Only incurred for employees’ benefit.
All the supporting documents like bills, receipts and expense form shall be submitted to
finance team via email for reimbursements and corporate, accounting and taxation
purposes, with the department/team purpose identified subjected to the budget
mentioned above.
With prior approval of reporting manager.
In accordance with the company’s decorum.
POLICY DETAILS AND CONDITIONS:
•
•
•
•
•
•
•
Team members of a department/region are supposed to plan the recreational activity
outside of the work premises once in every quarter along with the reporting manager for
fun and team bonding. The reporting manager’s consent is a must.
One or multiple teams can plan the Employee Welfare expenditure together for a quarter.
Individual employee cannot claim this budget if unutilized. An individual also cannot utilize
this budget for private affairs and later claim for the amount.
Any employee is not allowed to bring in any of their respective family members or friends
outside of the LeadSquared team for such activities.
The budget per employee remains fixed irrespective of whether the employee is associated
with one or multiple teams in one quarter.
If an employee changes the team within a quarter, the employee can utilize the budget
only once (either along with the former team or the later team)
If a department/employee has not utilized the budget in one quarter, it can be carried
forward to a maximum of one quarter post which it gets lapsed. I.e. if the
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department’s/team’s budget is carried forward to next quarter, the sum of amount for first
and the second quarter is clubbed together and granted to the department/team subject
to submission of the supporting documents.
If the expenditure is more than the allotted budget, the reimbursement will only be limited
to the budget mentioned above.
STEPS INVOLVED:
•
•
•
When a department’s/region’s members decide to plan the event, the respective reporting
manager must send a prior mail to all the team members stating the details of the event
and inviting all the team members for the same.
It is the reporting manager’s responsibility to gather all the bills and receipts and the
expense form duly filled once the event is completed and submit a copy of it within next
three working days to the finance team cc’ing HR and respective Head, informing about
the event via email. The email also must contain the list of team members who have taken
part in the event.
The finance team then verifies all the supporting documents and reimburses the amount
according to the criteria mentioned above.
17.4 EMPLOYEE REFERRAL POLICY
Purpose
The purpose of the Employee Referral Program is to recruit high quality talent for the open
positions of the company.
Recruiting great talent is important for LeadSquared’s continued growth and success. The market
for recruiting talent is challenging and the competition is quickly increasing. The employee referral
program is intended to bring in the best possible talent for mission of equal employment
opportunity for all candidates.
To be eligible to receive an employee referral award, the following criteria must be met:
Employee Eligibility
➢ You must be an employee at the time of the referral and the award payout
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➢ You should not be involved in the hiring process of the eligible position.
➢ All the employees of LeadSquared except the members of Management, Talent Acquisition
and Human Resources are eligible for referral bonus.
Candidate Eligibility
➢ Candidates must meet the basic qualifications for employee referral award-eligible positions.
➢ Candidates must follow the prescribed application process for the position.
➢ Candidate and the employee who referred must still be employed in LeadSquared in the
offered position in good performance standing when the payout of the referral bonus
Award Eligibility
➢ All the open positions of LeadSquared are eligible for referral bonus, the open positions will
be updated on our careers page on a regular basis.
➢ In the event the same candidate is referred by more than one employee/source, the
person/source who submitted the referral first will receive credit for the referral.
➢ Once an employee refers any candidate, they will have to undergo all selection procedure &
once the candidate gets selected, it would be communicated to the employee by Talent
Acquisition if the referral is hired.
➢ Award payments will be included in the employee’s regular paycheck and will be subject to all
applicable taxes.
Referral Amount
Relevant Experience
Referral Fee (Rs.)
Paid when referred employee completes
2+ years
50000
6 months
How to Submit a Referral
To participate in this program, an employee must upload their referrals against the open job roles
on our recruitment portal MyNextHire Account.
Link: https://leadsquared.mynexthire.com/employer/referrals
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Please login using your LeadSquared O365 id. You will be able to track the status of all the
candidates referred here.
18. SEPARATION
18.1 Termination
The employment is terminable by either side by giving notice (as per the terms of the offer letter) or payment
in lieu thereof. However, such notice will not be deemed necessary in case of termination on grounds of
serious neglect or dereliction of duty, breach of rules and regulation or conduct prejudicial to the interest of
the company.
In case you remain absent from duty without prior permission in writing from the management or if you
proceed on leave without prior sanction or overstayed the sanctioned leave without first getting it
sanctioned, for a continuous period of eight days, your service is liable to be terminated without any further
reference to you.
Your services would cease automatically on your attaining the age of 60 years. You are liable to be retired
early if the company doctor to be mentally or physically unfit to carry out your duties certifies you.
Any employee who wishes to resign from the services of the Company should give the required notice
period as per the terms & conditions of his appointment letter. The employee should also mention his /
her present address & contact telephone number, since the Accounts & HR divisions require this
information to notify their full and final settlement. The employee is required to submit a written letter /
email of resignation, indicating the last working day, and submit it to his/her Reporting Manager. The
notice period required to be given by an employee while submitting his / her resignation is as follows:
•
In case the employee wants to be relieved earlier, he/she shall surrender in lieu thereof salary
equivalent to the days for which the notice falls short of the period. However keeping in view the
exigencies of work, management has right to either accept the resignation letter and relieve the
employee earlier or ask him / her to serve the entire period of notice.
In the event of an employee resigning from the company without giving the stipulated notice affects the
work and also does not permit the company from recovering the security deposits/ advance of company by
the time he / she leaves the company the outstanding amount shall be recovered from his / her full and final
salary payment and for all purpose he / she will be treated as absconding.
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The employee’s Reporting Manager should normally accept the resignation, and the acceptance will
clearly mention: •
Date of resignation
•
Date of acceptance
•
Notice period (to be served or waived off)
At the time of full & final settlement, all the reimbursements will be cleared on a pro-rata basis against
relevant bills. In case the employee does not submit the bills, the Company will pay this amount and treat
this as taxable income.
In case the employee decides to withdraw the resignation within the stipulated notice period, and the
employee’s Reporting Manager accepts the withdrawal of resignation, there will not be any break in their
services and the continuity of service will be maintained. If the employee wishes to reconsider his / her
decision after the full & final settlement (this practice, however, will not be encouraged), and the
employee’s reporting manager agrees to accept the employee back in to the Company, the employee’s
appointment will be treated as a fresh appointment and the employee will not get any benefit for the
previous period, such as bonus, gratuity, LTA, Medical, PF, etc.
The employee who resigns has to surrender the company assets in his / her possession including company
laptop/ telephone/ any other company’s property at the time of leaving the services of the company.
Any excess payment made to the employee such as excess leave, loans advances etc. the same shall be
adjusted / deducted while settling his / her full and final payment.
HR Department shall conduct an Exit Interview with the employee and observations recorded in the
prescribed format in the respective personal file. An experience & relieving certificate will be issued to the
employee within next two weeks after the date of relieving of the employee.
18.2 Retirement
The normal age for retirement is 60, and it is our policy for employees to retire at the end of the month in
which their 60th birthday falls. In certain circumstances consideration may be given to fresh employment
being offered to you after retirement. Such offers will be totally at the discretion of the Chief Executive
Officer or Chief Operating Officer.
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18.3 Return of our property
On the termination of your employment, you must return all our property which is in your possession or for
which you have responsibility. Failure to return such items will result in the cost of the items being deducted
from any monies outstanding.
19. NIGHT SHIFT ALLOWANCE
19.1 Objective
The objective to frame this policy is to provide additional benefit to employees in any department who all
are working at Night Shift based on Company’s official requirement.
19.2 Eligibility
All the employees of LeadSquared including trainees/interns who are on rolls of the company are covered
under this policy.
19.3 Summary
If an Employee is being asked to work at Night Shift based on the official requirement, then that Employee
is eligible to claim the Night Shift Allowance for the period/number of Days he/she has worked in the Night
Shift at the rate of Rs. 300/night worked. Night Shift Allowance will be paid to that employee over and
above his/her CTC.
19.4 Procedure
•
Night Shift Allowance will be paid to only those employees who work in Night Shift based on the
official requirement.
•
This Night Shift work shall be approved from the Manager of that particular Employee.
•
The employee needs to submit monthly night shift data (days on which he/she has done night shift)
to HR and Finance department keeping the reporting manager in cc and the reporting manager
needs to approve.
•
The cycle for calculating the night shift allowance shall be in sync with the attendance cycle which
is 25th of a month till 24th of next month.
•
This information shall be shared with HR and Finance department by concerned employee/intern
and the approval shall be received from the reporting manager latest by on or before 25th of every
month.
•
The Night Shift Allowance will be processed and disbursed to the Employee along with the Salary
pay-out of that particular month.
Example: Ram has worked in Night Shift from 1st December to 15th December. He will be eligible for
Night Shift Allowance as per the calculation given below:
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Ram has worked at Night Shift: 11 Days (Excluding 4-week offs)
Night Shift Allowance: 300*11= Rs. 3300/The employee shall submit the details and get the approval from his reporting manager latest by 25th of
December.
20. RELOCATION POLICY
20.1 Purpose
Relocation Package is a package provided to the employee joining LeadSquared to provide
comprehensive financial and other relocation assistance to compensate the employee of the cost of
relocation.
20.2 Eligibility
•
Employees joining only as fulltime employees.
•
The employee joining must have accepted a job offer from LeadSquared which requires
him/her to relocate from his/her current location to the job location which is different from
their current location.
20.3 Bonus Components
Travel
a. LeadSquared will provide Economy class air travel to the joining location (for the
Candidate/Employee, Spouse and Children). Final move flight tickets may only be booked as a
one-way ticket from departure location to destination location.
b. If the Candidate/Employee will have to make the necessary arrangements for travel by any other
mode of transport (Bus/India Railways). Company will reimburse these expenses at actuals upon
submission of the bills and approval from Hiring Manager/HRBP.
Note: If the Candidate/Employee opts to travel by Indian Railways, the reimbursement is limited to AC 2
tier fare.
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Transit Stay
LeadSquared will arrange for interim accommodation in the company identified hotel/ guest house up to a
maximum of 7 days/6 nights for the Candidate/Employee only, starting one day prior to the Date of
Joining.
Note: Miscellaneous expenses (like Laundry, ‘Lunch & Dinner’ and ‘Telephone & Internet’ charges) at the
hotel/ guest house should be borne and directly paid by the Candidate/Employee.
As per Income Tax rules, any relocation stay beyond 7 days will attract Income Tax on the entire duration
of the stay. In such cases rent paid for the entire accommodation shall be treated as employee’s income
and taxed as per Income Tax guidelines. In other words, tax liability arising out of the payment of rent on
behalf of employee shall be deducted from employee's salary.
Relocation Allowance
A one-time payment of INR 50,000 will be offered to cover miscellaneous incidentals incurred during the
relocation that are not otherwise reimbursed. This amount will be paid along with the first payroll after
deducting applicable taxes.
Please Note: In the unlikely event, the employee chooses to leave LeadSquared before the completion of
one year of employment (excluding the notice period) with the Company, the relocation allowances will be
construed as debt due and should be repaid fully by the employee before his/her last working day.
21. EXTERNAL TRAINING AND DEVELOPMENT POLICY
21.1 Introduction
LeadSquared Learning & Development policy is an initiative taken by the organization to ensure that the
employees in LeadSquared have access to learning, development and training opportunities which enable
them to gain suitable knowledge and skills to carry out their role within LeadSquared, and to develop their
talent in ways that fits with LeadSquared’ s vision to meet its strategic objective.
21.2 Eligibility
All full-time employees who are on Indian payroll of LeadSquared and have successfully completed
probation are eligible to avail the benefits from this policy. Contractual employees and interns are
ineligible.
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For any exceptions to the above, the employee must get required approval from respective HRBP & BU
Head.
21.3 Purpose
The purpose of the Learning & Development policy is:
➢ To ensure that employees are supported and enabled to meet the changing demands of LeadSquared
so that the group achieves its strategic objectives.
➢ To facilitate employee development/or personal development through assisting staff member to
broaden, deepen and thereby further enhance their existing skill base.
➢ To provide a working environment where continuous learning and development takes place to help
employees in their roles, increase motivation and enhance staff retention.
21.4 Guidelines
Employees must ensure that the training course they want to take, helps them in their current/next level
job role at LeadSquared.
➢ Prior approval of the employees’ respective manager and BU Head before taking up any
training course will be required.
➢ Employees need to fill and submit the training request form with all relevant
training/certification course details to consider the request.
➢ The reimbursement limit for any training/certification courses for an employee can be
maximum up to Rs. 50,000 in the tenure of one financial year (1st Apr to 31st Mar) or 5% of their
annual fixed CTC whichever is lower (The CTC at the time of start of the course will be
considered). Amount can be utilized for one course or multiple courses in the said duration.
➢ This shall include a co-pay system where 80% of the course amount shall be reimbursed by
the organization with the upper capping into consideration and 20% shall be paid by the
employee himself/herself.
➢ Employee will be eligible for the reimbursement only when a successful completion certificate
is produced at the time of claim.
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➢ To reimburse the training/certification cost, employee must submit all the relevant bills and
certificate of completion/ passing scorecard to HRBP.
➢ Reimbursement amount will be on actuals, or the limit as defined in policy, whichever is lower.
➢ Employee must sign an undertaking with LeadSquared for one year from the date of
completion for certification which states that, in the unlikely event of his/her employment ending in
the Company (Voluntary resignation only) before completion of one year from the date of
completion towards such trainings, the reimbursed amount will be construed as debt due and
should be recovered in full, from the employee as part of full and final settlement.
➢ Please ask your HRBP to provide you the External Learning & Development Request Form for
requesting for such trainings.
22. SALARY ADVANCE POLICY
22.1 Policy Brief
LeadSquared Salary advance policy describes the eligibility and terms for advancing salary to all our
employees as short team loan with appropriate repayment model at zero interest rate.
22.2 Scope
The Salary Advance policy applies to all our full-time and contractual employees regardless of their position.
Part time employees or interns who have contract span of more than one year may also be included in this
policy.
Any exceptions to above need approval from BU head & HRBP.
22.3 Policy Elements
“Salary Advance” refers to employees receiving a portion of their pay before their next normal salary day.
This doesn’t include any money paid to employee for relocation or work-related expenses.
Any salary advance given must be considered as loan (without interest) and repaid to the company in full.
22.4 Guidelines
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➢
Employee must finish at least six months or probation period (whichever is later) with
LeadSquared.
➢
Salary Advance amount eligibility as mentioned below:
Duration with Organization
Amount (Max eligibility)
Repayment (Max)
After completion of at least six
1 month of salary with a
6 monthly installments
months of services
capping of 5 lacs
After completion of at least
2 months of salary with a
one year of services
capping of 5 lacs
After completion of at least
3 months of salary with a
one and half year of services
capping of 5 lacs
12 monthly installments
12 monthly installments
➢
Employees need to fill and submit the salary advance request form with justification of requirement
and submit to respective HRBP and BU Head for approval. Post approval, Payroll team will process
the request.
➢
Employee can take salary advance only once in a calendar year.
➢
To be eligible for another salary advance, an employee must have cleared all previous dues with
the company.
➢
LeadSquared has full rights to reject the salary advance.
➢
In case of exit of employee (voluntary and involuntary) before the full repayment of salary advance,
the balance amount will be recovered in full as part of full and final settlement.
➢
Please note that there can be monetary impact due to TDS for each salary advance cases based
on your tax structure
➢
Kindly ask for the salary advance request form from your respective HRBP when required.
22.5 Salary Advance Reasons
LeadSquared has predefined the reasons for availing the salary advance. The below list is exclusive:
1. Medical Emergency
2. To cover purchase of necessities (as deemed appropriate by LeadSquared management)
3. Any other emergency (as deemed appropriate by LeadSquared management)
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23. WORKPLACE RELATIONSHIPS & ASSOCIATION
POLICY
23.1 Policy Brief
LeadSquared workplace relationships & association policy provides guidelines our employees should follow
around possible involvement of a personal nature with a colleague. We want to make sure that relationships
won’t cause awkwardness or problems in our workplace.
23.2 Scope
This policy applies to all our existing employees regardless of gender, sexual orientation, or other
protected characteristics. LeadSquared strongly believes that a work environment where employees
maintain clear boundaries between employee personal and business interactions is necessary for
effective business operations. Although this policy does not prevent the development of friendships
between co-workers, it does establish boundaries as to how relationships are conducted during working
hours and within the working environment.
In the context of this policy, “workplace relationship” includes consensual romantic/amorous relationships.
We explicitly prohibit non-consensual relationships.
23.3 Guidelines
Before you date a colleague
Before you decide to date a colleague, please consider any problems or conflicts of interest that may arise.
Please note that employees dating each other cannot be a part of same team. Their respective manager
must shift one of them to a different team and update the HRBP immediately. To enable this, the concerned
employees must inform their respective Managers and subsequently their HRBPs about the same as soon
as possible.
Acceptable Behavior
We expect you to always behave appropriately and follow our Code of Conduct. This means you and your
partner shouldn’t behave in a way that:
➢ Hinders our operations.
➢
Embarrasses your colleagues
➢
Distracts your colleagues from their duties
Examples of acceptable behaviour are:
➢ Passing by your partner’s office to talk to them for a short time.
➢
➢
Discussing your joint vacation plans during breaks
Coming to and leaving from work together
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Examples of unacceptable behaviour are:
➢ Arguing in the workplace.
➢
Improper physical conduct with each other in front of colleagues or clients
➢
Exchanging an excessive number of instant messages or calls during working hours
➢
Boasting about or discussing your relationship in your colleagues’ presence
➢
Expecting/providing favours from the position the partner is in
Employees who exhibit such unacceptable behavior will face disciplinary action.
When you begin dating a colleague
HR won’t get involved in your private lives and will always be discreet. Please inform HR as soon as you
become involved and start dating. We want to be aware of these relationships so that we handle any
conflicts of interest in a better way.
Also, make sure to:
➢
Keep your personal issues and discussions out of the workplace.
➢
Be productive and focused as always. If you find that your work is affected by dating a colleague,
seek counselling from your manager, HR, or Counsellor.
After you stop dating a colleague
If your relationship ends, maintain professionalism, and ensure you won’t disrupt our workplace. You
mustn’t badmouth your former partner, sabotage their work, or reveal any intimate details. All these actions
break our code of conduct about respect in the workplace and you will face disciplinary action from the
management against the same. If your former partner behaves this way, report them to HR and we will
investigate as soon as possible.
If you’re facing emotional or psychological issues, talk to our in-house counselor.
Dating Managers
Individuals in supervisory or managerial roles and those with authority over others' terms and conditions of
employment are subject to more stringent requirements under this policy due to their status as role models,
their access to sensitive information, and their ability to affect the employment of individuals in subordinate
positions.
To avoid accusations of favoritism and abuse of authority, we strictly prohibit supervisors from dating their
team members or those who report to their team members (directly or indirectly). If they do, they’ll face
disciplinary action up to and include termination.
Employees who are from the level of manager and above are also forbidden from dating anyone who is
below the same level, even if they’re in another department.
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Employees who are below the level of manager may have a relationship with colleagues from other teams
or departments if that person is at the same level or within two levels below them.
If you break these rules by dating someone who’s a direct report or below the acceptable level of seniority,
it’s in your best interest to disclose your relationship as you may face more severe disciplinary action later.
Employees will not face demotion, victimization, or loss of benefits. Managers may receive a reprimand
depending on the circumstances. We may terminate those who repeatedly disregard this restriction.
When one of the former partners becomes manager
If an employee gets promoted or transferred from another department, they may find themselves managing
a colleague they used to date. In this case, either of the two should let us know.
When managing a former partner, you must be extra careful with how you behave towards them. You’re
not allowed to favor or retaliate against them. You should do everything possible to prove that you’re treating
every team member in a fair and professional way. Document every information or incident necessary for
performance reviews and ask for your manager or HR’s advice if you need to discipline or reward your
former partner.
Couples who are married or in a domestic relationship
The following guidelines address employees who are already married, have a domestic partner or other
long-term relationship.
If you’re the hiring manager for your team, you’re not allowed to consider your spouse or partner for hiring.
Doing so might raise questions of favoritism in the hiring process. You are not allowed to refer your partner
to other teams or departments.
We have a strict “No hiring” policy for Spouses at LeadSquared.
24. WHISTLE BLOWER POLICY
24.1 Scope
This policy is applicable to all employees (Full time, part time, interns, direct and indirect contractual
employees) of MarketXpander Services Pvt. Ltd. referred as “LeadSquared” in this document.
24.2 Purpose
LeadSquared is committed to comply with the highest standards of professionalism, honesty, integrity, and
ethical behavior, in line with the Company’s Code of Conduct and Ethics.
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Section 177 of the Companies Act, 2013 (“Companies Act”) require each company to establish a vigil
mechanism for directors and employees to report genuine concerns or grievances.
This policy aims to provide a secure environment and to encourage employees of the Company to report
unethical, unlawful, or improper practices, acts or activities in the Company and to prohibit managerial
personnel from taking any adverse personnel action against those employees who report such practices in
good faith. This Policy should neither be a route for taking up a grievance about a personal problem/issue
nor be route for raising unfounded or frivolous allegations against colleagues.
This policy:
• Provides a platform and mechanism for the Employees and Management to voice genuine concerns or
grievances about unprofessional conduct without fear of reprisal
• It provides an environment that promotes responsible and protected whistle blowing. It urges Employees
and Management to report any suspected violation of any law that applies to the company and any
suspected violation of the Group Values or LeadSquared’ s Code of Conduct.
• Above all, it is a dynamic source of information about what may be going wrong at various levels within
the company, and which will help the Company in realigning various processes and take corrective actions
as part of good governance practice.
24.3 Policy
Every employee of LeadSquared is expected to promptly report to the management any actual or possible
violation of the Code of Conduct or any other unlawful or unethical or improper practice or act or activity
concerning the Company.
The unlawful or unethical or improper practice or act or activity (hereinafter referred to as
an “Alleged Wrongful Conduct”) may include, but is not limited to, any of the following:
•
A violation of any law
•
Breach of contract
•
Manipulation of company data/records
•
Pilferage of confidential/propriety information
•
Wastage/misappropriation of company funds/assets
•
Misuse or misappropriation of the Company’s assets
•
A substantial and specific danger to health and safety
•
An abuse of authority.
•
Misappropriation of company assets or resources
•
Conflict of interest
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•
Inappropriate sharing of confidential information
•
Financial fraud of any nature
•
Non-adherence to safety guidelines
•
Inaccurate financial reporting
•
Bribery & Corruption
•
Insider trading
•
Other forms of Harassment – Victimization, Bullying, Discrimination etc.
•
Concurrent employment
•
No manager, director, department head, or any other employee with authority to make or materially
influence significant personnel decisions shall take or recommend an adverse personnel action
against an employee in knowing retaliation for a disclosure of information, made in good faith, about
an Alleged Wrongful Conduct.
DEFINITION
The definitions of some of the key terms used in this Policy are given below.
a. “Alleged wrongful conduct” means unlawful / unethical / improper practice / act or activity.
b. “Audit Committee” means the audit committee constituted by the management of the Company.
c.
“Disclosure” means concern raised by a written communication made in good faith that discloses
or demonstrates factual information that may evidence unethical or improper activity which may be
either contrary to the laid down policies of the Company or may be contrary to the acceptable
standards of integrity and ethics in similar organizations.
d. “Subject” means a person against or in relation to whom a Disclosure has been made or evidence
gathered during the course of an investigation.
e. “This Policy” or “Policies” means this Whistle-Blower Policy.
f.
“Whistle-Blower” means an employee making a reporting under this Policy. Any Employee or
Director who reports/discloses or demonstrates evidence of an alleged wrongful conduct that may
constitute breach of the Company’s Code of Conduct or Values.
Roles, Rights and Responsibilities of Whistle-Blowers
Whistle-Blowers provide initial information based on a reasonable belief that an Alleged Wrongful Conduct
has occurred. The motivation of a whistle-blower is irrelevant to the consideration of the validity of the
allegations. However, the intentional filing of a false report, whether orally or in writing is itself considered
an improper activity, which the Audit Committee has the right to act upon.
Whistle-Blowers shall refrain from obtaining evidence for which they do not have a right of access. Such
improper access may itself be considered an improper activity. Whistle-Blowers have a responsibility to be
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candid with the members of the Audit Committee or others to whom they make a report of alleged improper
activities and shall set forth all known information regarding any reported allegations.
Anonymous Whistle-Blowers must provide sufficient corroborating evidence to justify the commencement
of an investigation. An investigation of unspecified wrongdoing or broad allegations would not be
undertaken without verifiable evidence. Because investigators are unable to interview anonymous WhistleBlowers, it may be more difficult to evaluate the credibility of the allegations and, therefore, less likely to
cause an investigation to be initiated.
Whistle-Blowers are “reporting parties,” not investigators. They are not to act on their own in conducting
any investigative activities, nor do they have a right to participate in any investigative
activities other than as requested by the investigating authority. The identity of the Whistle-Blower will not
be disclosed except where required under the law or for the purpose of the investigation. We also
recommend the Whistle-blower not to disclose his/her identity to anyone else apart from the grievance
committee.
A Whistle-Blower’s right to protection from retaliation does not extend immunity for any complicity in the
matters that are the subject of the allegations or an ensuing investigation or any other misconduct or
wrongdoing. This Policy may not be used as a defense by an employee against whom an adverse personnel
action has been taken for legitimate reasons or cause under Company rules and policies. It shall not be a
violation of this Policy to take adverse personnel action against an employee, whose conduct or
performance warrants that action, separate and apart from that employee making a disclosure.
Disqualification
While it will be ensured that genuine Whistle-Blowers are accorded complete protection from any kind of
unfair treatment as herein set out, any abuse of this protection will warrant disciplinary action. Protection
under this Policy would not mean protection from disciplinary action arising out of false or bogus allegations
made by a Whistle-Blower knowing it to be false or bogus or with a mala fide intention.
Whistle-Blowers, who make any Disclosures, which have been subsequently found to be mala fide or
malicious or whistle-blowers who makes three or more Disclosures, which have been subsequently found
to be frivolous, baseless, or reported otherwise than in good faith, will be disqualified from reporting further
Disclosures under this Policy. This itself will be considered as an improper activity which the Audit
Committee members have the right to act upon.
24.4 Reporting Mechanism/Compliant (Whistle Blower)
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Any Director/ employee willing to report/ disclose Alleged Wrongful Conduct may do so in any of the
following manner:
•
In writing, duly addressed to the Ethics Counsellor via email/letter. The email can be sent to
grievance.redressal@leadsquared.com.
•
Complaints can also be sent to the Ethics Counsellor from the official e-mail ID of the Director/
employee. The contact details/ address of the Director/employee should however be provided. In
case of absence/ incorrectness of the same, the complaints will be treated as anonymous/
pseudonymous complaints and may not attract further action.
•
Reporting can also be made to Ethics Counsellor over Telephone. The Whistle Blower would,
however, be required to disclose his/her identity and furnish sufficient information for verifying
his/her identity by the Ethics Counsellor. Additional information, as deemed necessary, will be
sought by the Ethics Counsellor receiving the call.
•
The Whistle blower whether by letter/email/telephone should provide specific and verifiable
information. The details in the complaint should be specific and verifiable.
Disqualification
In respect of Alleged Wrongful Conduct, those concerning the employees at the levels of Vice Presidents
and above should be addressed to the Chairman of the Audit Committee of the Company and those
concerning other employees should be addressed to the Ethics Counsellor (or in our case BU head of the
respective department) of the Company.
One can reach out to the below committee by writing at grievance.redressal@leadsquared.com as well.
The contact details of the Chairman of the Audit Committee, other members and the Ethics Counsellor of
the Company are as under:
• Chairman, Audit Committee: Sudhakar Gorti (9741153900) (Employer)
• Prashant Singh (Contact – 9901662111) (Employer)
• Soumya Kant Singh (Contact – 9545509394) (Employee)
• Priya Srivastava (Contact – 7798299759) (Employee)
• Ethics Counsellor: Ms. Neha Goel (Contact – 9986581271) (Representative from Legal and
Compliance Department)
If reporting in respect of Alleged Wrongful Conduct is received by any executive of the company other than
Chairman of Audit Committee or Ethics Counsellor, the same should be forwarded to the Company’s Ethics
Counsellor for further appropriate action. They must take appropriate care so that the identity of the WhistleBlower does not get divulged in the process. All Alleged Wrongful Conducts should preferably be reported
in writing so as to ensure a clear understanding of the issues raised.
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Investigation
All reports under this Policy will be promptly and appropriately investigated, and all information
disclosed during the course of the investigation will remain confidential, except as necessary to conduct the
investigation and take any remedial action, in accordance with applicable law. All concerns raised by the
Whistle Blower under this Policy will be investigated by the Chairman of
the Audit Committee through a committee comprising members (mentioned above), unless otherwise
specified by the Audit Committee. The name of the Whistle-Blower will not be disclosed to the members of
the Committee unless required for the purposes of the investigation. The Committee will meet and conduct
the investigation in a fair manner, as a neutral fact-finding process without the presumption of guilt. The
Committee will complete its investigations and deliver a written report of its findings to the Audit Committee
(“Investigation Report”) within 10 working days of receiving the reference from the Audit Committee.
The decision of the Chairman of the Audit Committee shall be final and binding on all concerned. All
information disclosed during the course of investigation shall remain strictly confidential.
Everyone working for or with the Company has a duty to cooperate in the investigation of reports of
violations. Failure to cooperate in an investigation, or deliberately providing false information during an
investigation, can be the basis for disciplinary action, including termination of employment.
If, at the conclusion of its investigation, the Company determines that a violation has occurred, the Company
will take effective remedial action commensurate with the nature of the offense. This action may include
disciplinary action against the accused party, up to and including termination.
Reasonable and necessary steps will also be taken to prevent any further violations of Company policy.
The investigation shall be completed normally within 45 days of the receipt of the Protected Disclosure.
Protection
No unfair treatment will be meted out to a Whistle-Blower by virtue of his/her having reported an Alleged
Wrongful Conduct under this Policy. The Company, as a policy, condemns any kind of discrimination,
harassment, victimization, or any other unfair employment practice being adopted
against the Whistle-Blowers. Complete protection will be given to the Whistle Blowers against any
unfair practice. The Company will take steps to minimize difficulties, which the Whistle-Blower may
experience as a result of making the disclosure. The identity of the Whistle Blower shall be kept confidential
to the extent possible under applicable laws. Any other employee assisting in the investigations or furnishing
evidence shall also be protected to the same extent as the Whistle Blower.
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Notification
Heads of the Departments are required to notify and communicate the existence and contents of this Policy
to their employees. The new employees shall be informed about the Policy by the HR department.
Document Retention
All documents related to reporting, investigation, and enforcement pursuant to this Policy shall be kept in
accordance with the Company’s record retention policy and applicable law.
25. CONFLICT OF INTEREST
Prior to your employment with LeadSquared, you may be conducting business activities which potentially
give rise to real or perceived conflict of interest with LeadSquared’ s objectives and future activities.
Employees have an obligation to conduct business within timeline that prohibit to actual or potential conflicts
of interest. This policy establishes only the framework within which LeadSquared wishes business to
operate. The purpose of these guidelines is to provide general direction so that employees seek further
clarification on issue related to the subject of acceptable standards of operation.
Transaction with outside firm must be conducted within the framework established and controlled by CXO
Level of LeadSquared. Business dealings with outside firms should not result in unusual gains for those
firms. Unusual gain refers to bribes; product bonuses, special fringe benefits, unusual price breaks, and
another windfalls design ultimately benefit the employer, the employee, or both. Promotional plans that
could be interpreted to involve unusual gain require specific CXO Level approval.
An actual or potential conflict of interest occurs when an employee is in a position to influence a decision
that may result in a personal gain for that employee or far of relative because of LeadSquared business
dealings. For the purpose of this policy, a relative is any person whose relationship with the employee is
similar to that of persons who are related by blood or marriage.
No “presumption of guilt” is created by the mere existence of a relationship with outside firms. However, if
employees have any influence or transactions involving purchases, contracts, or leases, it is imperative that
they disclose to the CXOs of LeadSquared as soon as possible the existence of any actual or potential
conflict of interest so that safeguards can be established to protect all parties.
Personal gain may result not only in cases where an employee or relative has a significant receives any
kick back, bribe, substantial gift, or special consideration as a result of any transaction or business dealings
involving LeadSquared.
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In such circumstances, any business or other external interests that have a real or perceived conflict of
interest should be declared to LeadSquared.
The Company will review the potential areas of conflict with the employee and mutually agree on practical,
commercial arrangements, which may include, but is not limited to, the following:
•
LeadSquared purchases the intellectual property right of the business in question
•
you combine your business into LeadSquared business, and you are compensated accordingly
•
you cease your business or remove yourself from active involvement
You will at all times advise management of any other interests you or any related bodies corporate in which
you participate, have or are potentially entering into that could cause conflict with your employment,
interests, or commitment in LeadSquared.
Where there are external involvements that do not represent a conflict of interest, these must not affect
performance or attendance whilst working at LeadSquared. If such involvement does affect performance
or attendance, it will be considered as a conflict of interest giving rise to the remedies described above or
disciplinary proceedings including dismissal.
Approval must be given from management before approaching any customers for commercial or noncommercial external interests. This includes fund raising, sponsorship and similar activities.
If you would like any clarification of any of the policies or procedures contained
within this HR Manual, please contact your respective HRBP who will be glad to
provide guidance and support.
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