Abm Hrm /08/05/2019 Abm Hrm/12/12/2018

ABM HRM /08/05/2019

Compendium of Issued Circular & Policies-Version 0.8

Policy No.: ABM HR/2019/May

ABOUT EMPLOYEE HANDBOOK

This compendium is collated with all issued circulars and policies. The information provided herein will be amended, modified or withdrawn at the company’s discretion.

The Table of Contents on the next page can be referred to locate appropriate policies. The compendium will be revised on periodical basis.

For any queries on the below policies you may write to [email protected]

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ABM HRM /08/05/2019 Contents 1 Standard of Conduct ...... 5 1.1 Attendance and Punctuality ...... 11 1.2 Compliance with processes and standards- MCGM project team ...... 11 1.3 Policy on Flexi working hours, compensatory off & late coming and travelling allowance and weekly off…………………………………………………………………………………………………………15 1.3.1 Policy for ABM house……………………………………………………………………….14 1.3.2 Policy for MAINet team and Bhopal………………………………………………………..15 1.3.3 Policy for MHO & WDC……………………………………………………………………17 1.3.4 Late Sitting Post 12 midnight………………………………………………………………..19 1.3.5 Policy on Late sitting and travelling allowance……………………………………………..21 1.3.6 Policy on Compensatory OFF:……………………………………………………………... 22 1.3.7 Weekly Off at ABM Knowledgeware Ltd……………………………………………….… 23 1.3.8 ABM Holiday list:…………………………………………………………………….……. 24 1.4 Usage of official E – mail ID ...... 25 1.5 Employees to be marked in Bcc for mass mails ...... 25 2 Dress code policy ...... 26 3 Transfer Policy ...... 27 4 No Smoking Policy ...... 29 5 Vigil Mechanism / Whistle Blower Policy ...... 30 5.1 Guiding Principles ...... 33 5.2 Receipt and Disposal of protected disclosures ...... 33 5.3 Investigation ...... 34 5.4 Decision ...... 35 5.5 Confidentiality & Protection...... 35 5.6 Grievance ...... 36 6 Wellness Room Policy..……..…………………………………………………………………….. 37 7 Code of conduct for prevention of insider trading ...... 38 7.1 Prohibition to buy / sell securities of the company ...... 40 7.2 Restriction to buy / sell securities ...... 40 7.3 Pre – clearance of trades ...... 41 7.4 Other Restrictions ...... 42

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ABM HRM /08/05/2019 7.5 Reporting requirement for transaction in securities ...... 42 7.6 Penalty ...... 43 8 Women’s Safety ...... 44 9 Prevention of sexual harassment policy (POSH) at work place ...... 45 9.1 Constitution of complaints committee ...... 47 9.2 Redressal procedure and mechanism ...... 48 9.3 Conciliation and informal complaint redressal procedure ...... 49 9.4 Relief to complainant during pendency of inquiry ...... 50 9.5 Formal complaint redressal procedure and manner of inquiry ...... 51 9.6 Inquiry Report ...... 52 9.7 Disciplinary actions and compensation ...... 52 9.8 Manner of taking action against the complainant ...... 54 10 Leave Policy ...... 55 10.1Leave Entitlement per Year ...... 55 10.2 Unplanned Leaves ...... 57 10.3 Leave without Pay (LWP) ...... 57 10.4 Cancellation of Leave ...... 58 11 Benefits ...... 58 11.1 Salary Structure ...... 58 11.2 Birthday Allowance ...... 58 11.3 Marriage Allowance ...... 58 11.4 Performance Bonus ...... 59 11.5 Mobile Expenses Reimbursement ...... 60 11.6 Mediclaim Policy ...... 61 12 Travel Policy ...... 68 12.1Travel policy for general staff ...... 70 12.1.1 Grades:…………………………………………………………………………………………... 70 12.1.2Official Overnight Travel outside Mumbai:……………………………………………………... 70 12.2 Travel policy for Bihar & IPRD Project ...... 74 12.3 Travel policy for cantonment board project ...... 79 12.4 Travel Policy for MP Project ...... 83 12.5 Travel policy for SUDA Project ...... 86

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ABM HRM /08/05/2019

12.7 MAINet Implementation staff- Maharashtra…………………………………...………..91 12.6.1 Grades ...... 91 12.6.2 Approved rates: ...... 92 12.6.3 Voucher Process: ...... 92 12.6.4 Daily Allowance ...... 93 12.6.5 Accommodation: ...... 95 12.6.6 Travel mode: ...... 97 12.8 Travelling reimbursement to MCGM primary project staff………………………………98 13. Separation Process…………………………………………………………………………98 13.1 Retirement Clause………………………………………………………………………….99 13.1 HR & Payroll to be marked in cc while sending resignation Email……………………….99 13.2 Leaves during Notice Period……………………………………………………………….99 13.3 Handover and Takeover Process…………………………………………………………..100

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ABM HRM /08/05/2019

1 Standard of Conduct

Objective

The company needs to lay down its policies on ethics and the business conduct guidelines that employees need to adhere to. ABM expects its employees (including all permanent, temporary, agency, or consultant) to be meticulously impartial and honest in all affairs relating to the Company and their job within it. All employees also bear a responsibility to act as ambassadors for the Company in terms of their general conduct both within and outside the organization.

Introduction

The standards of conduct are not necessarily prescribed by the regulators - they are something, which a well-respected organization must have in place and adhere to on an ongoing basis. We therefore expect a high level of ethical conduct. While covering a wide range of business practices and procedures, these standards cannot cover every issue that may arise, or every situation where ethical decisions must be made, but rather set forth key guiding principles that represent ABM policy.

You must conduct your duties according to the language and spirit of this Code and seek to avoid even the appearance of improper behavior. You should be aware that even well intentioned actions that violate the law or this Code may result in negative consequences for ABM and for the individuals involved. A failure to abide by the standards of conduct may lead to disciplinary action, including dismissal.

Professional Conduct

You should conduct yourself professionally in all company work. You should:

 Conduct yourself in a courteous and professional manner at all times.  Beware of your personal appearance and grooming.  Be conscious of your language, courtesy, manners, and conduct with other employees. Negative, abusive or obscene language will not be tolerated on ABM premises.

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ABM HRM /08/05/2019

General Employee Code of Conduct and Ethics

PREAMBLE: The purpose of this policy is to formalize and re-emphasize the standards of business ethics and conduct, expected of everyone who carries out work for or on behalf of ABM Knowledgeware Limited (ABM). The Company is committed to the highest ethics standards and to compliance with all applicable laws and regulations. All HODs must emphasize the importance of the Code of Conduct Policy of the Company and explain about same in their periodical review meetings and interactions with team members, consultants, sub-ordinates etc. Moreover, HODs and Managers must ensure that the junior employees working on outside cities/ locations etc. are explained the policy in letter and spirit relevant to their duties for the Company and they are also explained of the policies of the company in one local language in addition to English, with a view to leave no scope for ambiguity for interpretation of the policy.

The Company expects every employee to exercise good judgment and to maintain a cordial, efficient, positive, harmonious and productive work environment and business conduct. These standards apply while working on the Company’s own offices in Mumbai and also at all outside locations, including client locations from where our business is being conducted, or at any other cities/ places where an employee is a representative of the ABM. Further, the Company has been also issuing various Circulars, from time to time, updating and appraising employees of the provisions of various requirements on amendments etc. on the master policy of the Company.

APPLICABILITY:

The policy applies to all Employees and Consultants of ABM. All concerned persons should understand this code and ensure to abide by it in their day to day activities. The Company will not condone the activities of employees who achieve results through violation of any law or unethical business dealings. This includes any payments for illegal acts, indirect contributions, rebates, and bribery. The Company does not permit any activity that fails to stand the closest possible public scrutiny.

All business conduct should be well above the minimum standards required by law. Accordingly, employees must ensure that their actions cannot be interpreted as being, in any way, in contravention of the laws and regulations governing the Company’s operations.

Non-compliance with the Code or non-compliance with company’s policies, procedures and standards may result in disciplinary action. Employees uncertain about the application or interpretation of any legal requirements should refer the matter to their supervisor, who, if necessary, should seek appropriate legal

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ABM HRM /08/05/2019 advice from Company.

HONESTY AND INTEGRITY:

All Employees shall conduct their activities, on behalf of the Company, and on their own personal behalf, with honesty, integrity and fairness. All will act in good faith, responsibility with due care, competence and diligence, without allowing their independent judgment to be subordinated. All employees will act in the best interest of the company and fulfill the fiduciary obligations.

The Company requires that the employees maintain lawful and ethical business practices at all times by being fair and transparent in all dealings by inculcating and practicing a culture of OCTAPACE viz: openness, confrontation, trust, autonomy, proaction, authenticity, collaboration and experimentation.

CONFLICTS OF INTEREST:

Business decisions should always be based on what is in the best interests of the Company and not on personal considerations or relationships. Employees must avoid any actions or relationships which could conflict with, or appear to conflict with, the interests of the Company. A conflict of interest would occur if a personal or business interest interferes with or influences an Employee’s independent judgement and objectivity, or where an Employee uses his / her position within ABM for personal gain. Employees have a duty to disclose to immediate superiors, any business, financial, or other professional relationships that might conflict with the Company’s interest or impair or influence their ability to discharge their duties.

Employees must not use their positions or the knowledge gained as a result of their positions for private or personal advantage. Regardless of the circumstances, if employees sense that a course of action they have pursued, or are presently pursuing, or are contemplating pursuing may involve them in a conflict of interest with their employer, they should immediately communicate all the facts to their superior. Full use of the Company’s Whistleblower Policy should be made in such instances.

GIFTS, DONATIONS, ENTERTAINMENT & HOSPITALITY:

Employees and members of their family must not, directly or indirectly, offer, promise, give, demand or receive bribes, donations or other payments, gifts or inducements or other undue advantages (of whatever kind) which are intended to influence a business decision or compromise independent judgment; nor must any Employee give money or gifts in order to obtain business for the Company, nor receive money, gifts or inducements for having given Company business to an outside agency. Also, they must not use subcontracts, purchase orders, consulting agreements etc. as means of channeling payments to public officials, to employees of business partners or to their relatives, / business associates or others. ABM HRM/12/12/2018 Frontrunners in e-Governance | www.abmindia.com 7

ABM HRM /08/05/2019

Bribery could expose the Company and / or its Employees to prosecution regardless of where such bribery took place. We make no distinction between bribery and facilitation payments i.e. small payments required by public officials before they will perform their functions. Employees are therefore prohibited from making facilitation payments of any kind.

In particular, the Company strictly prohibits the acceptance/payment of kickbacks and secret commissions from suppliers/service providers or to clients. Any breach of this rule will result in immediate termination and also face prosecution to the fullest extent of the applicable law.

RELATIONSHIP WITH CLIENTS & SUPPLIERS:

Employees should avoid investing in or acquiring a financial interest for their own accounts in any business organization that has a contractual relationship with the Company, or that provides goods or services, or both, to the Company, if such investment or interest could influence or create the impression of influencing their decisions in the performance of their duties on behalf of the Company.

COMPANY’S FUNDS & OTHER ASSETS:

Employees who have access to Company’s funds in any form, must follow the prescribed procedures for recording, handling, and protecting money as detailed in the Company’s policies and procedures or other explanatory materials, or both. The Company imposes strict standards to prevent fraud and dishonesty. If employees become aware of any evidence of fraud and dishonesty, they should immediately advise their superior or seek appropriate legal guidance so that the Company can promptly investigate further. Full use of the Company’s Whistleblower Policy should be made in such instances.

When an employee’s position requires spending Company’s funds or incurring any reimbursable personal expenses, that individual must use good judgment on the Company’s behalf to ensure that good value is received for every expenditure. Company funds and all other assets are purposed for the Company only and not for personal benefit. This includes the personal use of Company’s assets.

COMPANY RECORDS AND COMMUNICATIONS:

Accurate and reliable records of many kinds are necessary to meet the Company’s legal and financial obligations and to manage the affairs of the Company. The Company’s books and records must reflect in an accurate and timely manner all business transactions. The employees responsible for accounting and recordkeeping must fully disclose and record all assets, liabilities, or both, and must exercise diligence in ABM HRM/12/12/2018 Frontrunners in e-Governance | www.abmindia.com 8

ABM HRM /08/05/2019 enforcing these requirements.

Employees must not make or engage in any false record or communication of any kind, whether internal or external. Employees are told clearly that they must utilize electronic communication devices in a legal, ethical and appropriate manner. The Code of Conduct policy addresses the Company’s responsibilities and concerns regarding the fair and proper use of all electronic communication devices within the company, including computers, laptops, e-mail, internet connections, intranet and extranet and any other public or private networks, voice mail, video conferencing, facsimiles, mobiles and telephones etc. In addition to the above policy, Company has also in vogue necessary guidelines, in the form of Office Circulars from HRD & Admin, Departments, regarding do’s and don’ts as to how to use printed stationery of the Company such as letter heads, envelopes and business cards, rubber stamps, company seal etc. and precautions to be taken for their correct usage. Vide these circulars, employees are cautioned that they will be held responsible for the proper use of company’s printed stationery and must safeguard them against loss, damage, misuse or theft at all times. Employees who violate any aspect of this policy or who demonstrate poor judgment in the manner in which they use any such articles or properties as mentioned above may be subject to disciplinary action, up to and including dismissal from service at the Company’s sole discretion.

KNOW AND RESPECT EXISTING LAWS:

All Employees of the Company must strictly obey existing local, state, national and international laws to the utmost degree. They should also obey the policies, procedures, rules and regulations of the Company in totality.

In ABM, we expect respective HODs to guide their teams, so far as understanding and adhering to all prevalent laws, rules and regulations of any geography from where we do operates our business. As such, HODs also shoulder the responsibility to update, train and help the employees in understanding all the laws correctly so that they should not face any problem while enforcing it. In case, any HOD/employee has not understood any law correctly, they are in their full liberty to approach the Head Office for a crystal clear explanation of their doubts.

NON-DISCLOSURE / CONFIDENTIALITY INFORMATION:

In ABM, employees, at the time of their joining, have to execute the standard Non-Disclosure Agreement (NDA) with the Company as a condition / corollary of their employment of the Company. Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information. During the course of work, an employee may have access to ABM HRM/12/12/2018 Frontrunners in e-Governance | www.abmindia.com 9

ABM HRM /08/05/2019 confidential information about the Company, a supplier or customer. Information with employees gain during the course of their employment should not be disclosed to anyone not employed by the Company, or to an Employee who does not require the information for their normal work activities. During the employment with the Company or after termination of such employment no employee should divulge to anyone any information, relating to the Company’s business.

INSIDER TRADING:

ABM has already adopted the Insider Trading Policy (Code of Conduct to Regulate, Monitor and Report Trading by Insiders). This code is prepared in accordance with the applicable provisions of SEBI (Prohibition of Insider Trading) Regulations, 2015. This policy is also available on the Company’s website: www.abmindia.com.

According to provisions of this policy, it is illegal and against the Company policy for employees to buy or sell company’s shares, when in possession of any material information. Any employee of the Company shall not derive benefit or assist others to derive benefit by giving investment advice from the access to and possession of the information about the Company, not in public domain and therefore constitutes insider information. All employees shall comply with ABM’s Code of conduct to regulate, monitor and Report Trading by insiders.

SEXUAL HARASSMENT:

As per the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and Rules made thereunder, ABM has adopted a policy for prevention of sexual harassment of women at workplace and has set up an Internal Complaints Committee for implementation of this Policy. The Company is committed to maintaining a professional work environment and strongly disapproves of all the forms of sexual harassment. All women employees should be treated with dignity and respect. Company also provides periodical training to all employees in order to make them aware of the provisions of this stringent law as also to make them comfortable to report to the designated authority of the Committee, in case of any kind of harassment they face at work place.

INTERACTION WITH GOVERNMENT AUTHORITIES, SUPPLIERS, ETC.

Since majority of our customers are Government Departments / Organizations, it is of prime importance for all our employees to be very vigilant and cautious always, while interacting and discharging their duties and responsibilities in locations/cities/states in which the company operates. It is the individual responsibility of each Company Employee to exercise good judgment so as to act in a manner that will reflect favorably upon the Company and the individual. Hence the implementation of this Code Of ABM HRM/12/12/2018 Frontrunners in e-Governance | www.abmindia.com 10

ABM HRM /08/05/2019 Conduct and Ethics policy must be done in letter and spirit.

The Company's relations and dealings with government officials, suppliers, co-ventures, consultants, agents, intermediaries and other third parties (including prospective suppliers, co-venture consultants, etc.) should at all times be such that the Company’s integrity and its reputation would not be damaged if details of the relationship or dealings were to become public knowledge. .

AMENDMENT:

This code may be amended, modified or varied by the Board of Directors of the Company, as may be deemed necessary, in the interests of the Company and subject to the provisions of applicable laws, regulations or guidelines.

1.1 Attendance and Punctuality

ABM expects employees to be ready to work at the beginning of assigned daily work hours, and to reasonably complete their task by the end of assigned work hours. All employees of all grades are required to register their attendance daily at the scheduled reporting time. Employee’s regular attendance is essential for the efficient flow of work and is considered as a measure of his desire to perform the job. ABM cannot tolerate repeated absenteeism, which results in low productivity and indiscipline. Employees must report to duty on a fixed/ notified time and are required to sign the attendance register/punch in the Biometric System, whichever is applicable, every day to confirm their reporting to work.

1.2 Compliance with processes and standards- MCGM project team

We are providing support to MCGM's SAP Users for more than 11 Years now. Considering the size and complexity of the Implementation, one can say that we have very sensitive job on our hand. However, we all have been told about instances where System was abused by some Users intentionally/accidentally. With SAP, Aqua now touching almost every aspect of MCGM's business and User community becoming more familiar with System, such instances are likely to increase. In such environment, it is essential that each of the member of the ABM Project team;

 Conducts his/her job in 100% compliance with processes and standards laid down by the Company from time to time vide instructions in the emails, circulars and during the review meetings as well as in line with the general Industry Standards.

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ABM HRM /08/05/2019  Keeps vigil on and promptly reports any deviations from Users to their superiors or MCGM officials in writing/email in any language felt convenient e.g. Hindi, Marathi or English.

Some of the points that each Employee must adhere to are given below:

1. ABM support team is in MCGM

a) To only help MCGM users and not for performing tasks of MCGM users, Hence:

 Please do not perform any system transactions on behalf of MCGM users, using their User ID or your own User ID.  Do not accept User ID and password from MCGM Users. If you know of anyone's User ID and Password, please insist the concern person to immediately change his/her Password and let it be known only to that person.  Do not act as conduit in passing over New ID / Change ID Requests from users to MHO/WDC OR to convey the reset password to users. MCGM has its own administrative setup to perform these tasks; you should insist that those channels are used.

b) To help only MCGM users and not contractors:

 Please do not engage with any of the contractors for System related activities.  Do not help or train contractors' person on your own or on anyone's request.  Do not educate contractors about the system on your own or on anyone's instructions.

c) To help MCGM achieve maximum benefit out of Systems implemented:

 Please do not bypass system and business procedures.  Do not agree to user requests of suggesting alternative methods or short cuts that compromises business data flow, security or data integrity.  Make sure that user is following proper procedure while performing their tasks on the system, if not then please alert the user and report such things to MCGM's senior officers and your higher up’s in ABM in writing in any convenient language.  Observe System manipulation and abuses by MCGM users, if any, and report to MCGM's senior officers and your higher up’s so that system can be made more strong and effective. Please do not support users in such aspects as it will go against the MCGM's own interest.  Report any improper authorizations assigned to any user to your superiors in writing in any language felt convenient e.g. Hindi, Marathi or English.\ ABM HRM/12/12/2018 Frontrunners in e-Governance | www.abmindia.com 12

ABM HRM /08/05/2019

2. ABM consultants are responsible for any changes in data in production system (i. e. at the data center) should follow following.

a. Take utmost care about data integrity.  Do detail analysis of requests from user to change data/ postings for its effect on overall system data or transaction chain, process integrity and integrity of reports.  Any changes in data should have supporting document like written request from user and permission from your superior on email.

b. All user identity related requests must be submitted by user to IT dept. Accept identity related requests only if it has approval from IT Dept. c. Never perform a transaction/ post a document in production system. d. Do not provide solution through short cuts or backend activity. e. Do not make changes in the system just on phone calls received from fields or from users. f. Check and test twice before transporting anything to production system. g. Without proper UAT and Go ahead document from MCGM do not transport anything to production system.

3. ABM Employees must use their official e-mail ids for communication. To send mails to other ABM Employees as well as MCGM Users, use your own official e-mail id only.

It must be noted that if above mentioned directions are not followed or if any System Abuse is found to be attributable to any action or omission by any member of the ABM Project team, then ABM will not take any direct or consequential responsibility of such actions/omissions by MCGM or outside investigation agency.

Further, Company will not support such person against any actions that may be taken by concerned authorities against such Employee. Such person will have to defend his/her own self in such an eventuality. We are confident that all of you are competent professionals who understand the sensitivity of these and such other directions and with your help ABM can make this an exemplary SAP project in India.

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ABM HRM /08/05/2019

1.3 Policy on Flexi working hours, compensatory off & late coming and travelling allowance and weekly off

In order to support the activities of the Company, a high degree of flexibility is required. Each employee brings to the workplace unique and special skills, needs and aspirations. Both the employee and ABM work best when it is possible to accommodate this mutual need for the flexibility. Below flexibility are applicable to all employees who are working at ABM house, MHO, WDC & Bhopal

1.3.1 Policy for ABM house

 It is mandatory to complete 8.30 working hours between 9:00 am to 6:30 pm. Flexi time will be considered from 9.00 am to 10.30 am.

 “ABM House being the corporate office, the employees have to follow the standard office timings i.e. 9.30 am to 6.00 pm. Employees should avail the facility of flexi-time from 9:00 am to 10.30 am only in case of emergency and should not make a daily habit of coming to office by 10.30 am, just because the Flexi Time is allowed. Other employees and customers need such support service and may not like to wait beyond normal working hours. Understanding the importance of working in the corporate office, we request you to follow the standard reporting time of 9.30 am.”

 The attendance of all employees will be taken only by thumb impression on Entry and Exit, using installed Biometric machines. The MIS generated by these machines will be the only source for computing monthly salary by Payroll dept.

 Three big late marks are permissible in a month from 10.30 am to 11:30 am as per the payroll cycle i.e. till 20 of every month.

 If an employee is found fourth time late and onwards between 10.30 am to 11:30 am then for each late mark, half day CL or PL or Salary will be deducted.

 If an employee reaches office post 11:30 am, half day will be considered.

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ABM HRM /08/05/2019  Half day working means - You have to complete minimum period of four & half hours between 9:00 am to 6:30 pm for claiming a half day. Else it will be considered as full day leave. If an employee comes to office post 2.00 pm then it will be considered as full day leave. For instance– An employee wants to work half day that too in the second half then an employee has to come on or before 2.00 pm & shall work up to 6.30 pm else it will be treated as full day leave.

 If an employee leaves the office after completing 4.30 hours of working but before completing 8.30 hours then it will be considered as half day.

 Lunch Break: 1:30 pm to 2:00 pm. This is a fixed time and not a flexible slot.

 If an employee comes to office after the prescribed time (i.e. 11.30 am or 2 pm for half day as the case may be)then such late coming will be treated as a half day/full day leave will be deducted from the employee leave account. If there are no leaves in the employees account then it shall be treated as Leave without pay (LWP).

1.3.2 Policy for MAINet team and Bhopal  It is mandatory to complete 8.30 working hours between 9:00 am to 7:30 pm. Flexi time will be considered from 9.00 am to 11.00 am.

 The attendance for all employees in these locations will be taken only by thumb impression on Entry and Exit, using installed Biometric machines. The MIS generated by these machines will be the only source for computing monthly salary by Payroll dept.

 Three big late marks are permissible in a month from 11.00 am to 11:30 am as per the payroll cycle i.e. till 20th of every month.

 If an employee is found forth time late and onwards between 11.00 am to 11:30 am then for each late mark, half day CL or PL or Salary will be deducted.

 If an employee reaches office post 11:30 am, half day will be considered.

 Half day working means - You have to complete minimum period of four & half hours between 9:00 am to 7.30 pm for claiming a half day. Else it will be considered as full day leave. If an employee comes to office post 3.00 pm then it will be considered as full day leave. For

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ABM HRM /08/05/2019 instance– An employee wants to work half day that too in the second half then an employee has to come on or before 3.00 pm & shall work up to 7.30 pm else it will be treated as full day leave.

 If an employee leaves the office after completing 4.30 hours of working but before completing 8.30 hours then it will be considered as half day.

 Lunch Break: 1:30 pm to 2:00 pm. This is a fixed time and not a flexible slot.

 If an employee comes to office after the prescribed time (i.e. 11:30 am or 3:00 pm for half day as the case may be)then such late coming will be treated as a leave & will be deducted from the employee leave account. If there are no leaves in the employees account then it shall be treated as Leave without Pay (LWP).

For Mainet Product team -

 It is mandatory to complete 9.30 working hours between 9:00 am to 8:30 pm. Flexi time will be considered from 9.00 am to 11.00 am.

 Half day working means - You have to complete minimum period of five hours between 9:00 am to 8.30 pm for claiming a half day. Else it will be considered as full day leave. If an employee comes to office post 3.00 pm then it will be considered as full day leave. For instance– An employee wants to work half day that too in the second half then an employee has to come on or before 3.00 pm & shall work up to 8.30 pm else it will be treated as full day leave.

 For availing Late Mark and Early Leaving, employees have to complete 7.30 hours working hours.

 Employee has to work minimum for 5 hours on Non-working day for availing compensatory off.

For MAINet Implementation- The official government working hours are between 9:00 AM to 6:00 PM. The employees working in MAINet implementation are expected to complete their 8 hours subjected to client working hours.

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ABM HRM /08/05/2019 1.3.3 Policy for MHO & WDC

 It is mandatory to complete 8.30 working hours between 9:30 am to 7:00 pm. Flexi time will be considered from 9.30 am to 10.30 am.

 Three big late marks are permissible in a month from 10.30 am to 11:30 am as per the payroll cycle i.e. till 20th of every month.

 If an employee is found forth time late and onwards between 10.30 am to 11:30 am then for each late mark, half day CL or PL or Salary will be deducted.

 If an employee reaches office post 11:30 am, half day will be considered.

 Half day working means - You have to complete minimum period of four & half hours between 9:30 am to 7.00 pm for claiming a half day. Else it will be considered as full day leave. If an employee comes to office post 2.30 pm then it will be considered as full day leave. For instance– An employee wants to work half day that too in the second half then an employee has to come on or before 2.30 pm & shall work up to 7.30 pm else it will be treated as full day leave.

 If an employee leaves the office after completing 4.30 hours of working but before completing 8.30 hours then it will be considered as half day.

 Lunch Break: 1:30 pm to 2:00 pm. This is a fixed time and not a flexible slot.

 If an employee comes to office after the prescribed time (i.e. 11:30 am or 2:30 pm for half day as the case may be)then such late coming will be treated as a leave & will be deducted from the employee leave account. If there are no leaves in the employees account then it shall be treated as Leave without Pay (LWP).

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ABM HRM /08/05/2019  Policy for Aqua Development

 It is mandatory to complete 8.30 working hours between 9:00 am to 6:30 pm. Flexi time will be considered from 9.00 am to 10:00 am.

 Three big late marks are permissible in a month from 10.00 am to 11:00 am as per the payroll cycle i.e. till 20th of every month.

 If an employee is found forth time late and onwards between 10:00 am to 11:00 am then for each late mark, half day CL or PL or Salary will be deducted.

 If an employee reaches office post 11:00 am, half day will be considered.

 Half day working means - You have to complete minimum period of four & half hours between 9:00 am to 7.00 pm for claiming a half day. Else it will be considered as full day leave. If an employee comes to office post 2.30 pm then it will be considered as full day leave. For instance– An employee wants to work half day that too in the second half then an employee has to come on or before 2.30 pm & shall work up to 7.30 pm else it will be treated as full day leave.

 If an employee leaves the office after completing 4.30 hours of working but before completing 8.30 hours then it will be considered as half day.

 Lunch Break: 1:30 pm to 2:00 pm. This is a fixed time and not a flexible slot.

 If an employee comes to office after the prescribed time (i.e. 11:00 am or 2:30 pm for half day as the case may be)then such late coming will be treated as a leave & will be deducted from the employee leave account. If there are no leaves in the employees account then it shall be treated as Leave without Pay (LWP).

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ABM HRM /08/05/2019 1.3.4 Late Sitting Post 12 midnight

Employees working post 12:00 AM on any working day can come next day till 12:00 Noon. This Policy is applicable only for those employees where bio-metric machine has been installed. The guidelines for the same have been mentioned below:

 This benefit has been given for employees who are sitting late continuously after their normal working hours & post 12:00 AM on ABM’s working day. An employee will be allowed for late coming “till” 12:00 Noon the next day and can leave at 6:00 PM.

 Employee cannot avail this benefit if he/she is coming or going by half day on the day where he/she will be working beyond 12:00 AM.  Employee can use their 3 big late marks & avail this facility. But if an employee coming after big late mark i.e. post 11.30 am, then this facility will not be applicable rather half day will get deducted as per the existing policy.

 Punch in and Out is mandatory irrespective of whatever the time may be of coming and leaving the office. No excuses will be entertained of “forgetting to punch” statements.

 HOD’s are to ensure that they send across email to payroll for allowing the late coming within the next two working days. If it is not done, then the late coming of the respective employee will not be taken into consideration.

 No further unreasonable approvals will be taken into consideration until the working hours of the respective employee is verified and valid.

Early Leaving Policy

Employees can use 3 big late marks for early leaving as well. To be more precise total late marks and early leaving in totality in a month will be 3 only. Depending upon your need you can utilize this benefit. Kindly note, that this facility is applicable only for those locations wherein we have installed bio-metric machine. Pl see below the detailed guidelines which we all have to follow.

1. Employees are allowed to avail “early leaving” facility ONLY after completing 6.30 hours working and for Mainet product team after completing 7:30 hours provided such employees does punch their attendance between the permissible flexi timings applicable for respective locations at

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ABM HRM /08/05/2019 present. It means, if no attendance is punched during the prescribed flexi timings, in that case such employees are not allowed to avail “early leaving” facility on those days.

2. Employees cannot avail both “late coming” AND “early leaving” on the same day. If any employee is found “late” and “left early” on that particular day, either their half-day CL/PL or half-day salary (if no leaves are due) will be deducted.

3. An Employee can avail either 3 “late comings” OR 3 “early leaving” (combo) as per payroll cycle in any given month. It means, if any employee is found 4th time “late coming” OR “early leaving” (combo), in that case deduction of CL/PL or salary (if no leaves are due) will be done as per the existing Policy.

Note: Kindly note below flexi timings of respective locations. Kindly check your respective location and punch in accordingly to work for 6.30 hours and avail early leaving facility.

Flexi Timings for ABM House

 Flexi Time : 9:00 AM to 10:30 AM

Flexi Timings for MAINet team and Bhopal

 Flexi Time : 9:00 AM to 11:00 AM

Flexi Timings for MHO and WDC

 Flexi Time : 9:30 AM to 10:30 AM

Must Dos:  Employee must record TIME IN and TIME OUT at their assigned bio-metric machine using pre-registered thumb impression.

 Whenever employee is on OD, the employee must apply through HRMS portal only, for maintaining salary/ leave records and to avoid the further issues in salary processing.

 Employees having biometric excess are required to punch In and OUT whenever they visit any location where biometric machine has been installed.

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ABM HRM /08/05/2019  OD must be submitted on portal on the same day or maximum by next working day and not in advance where OD is pre-planned. Please note that, Payroll team will not follow up for the same. Payroll will deduct the leave or in absence of leave, it will be salary if OD’s are not approved on HRMS portal.

 HODs are requested to ensure that employees are given proper and timely intimation of OD work and approval of same on portal in time bound manner. Payroll dept. will not have any authority to modify salary computed on the basis of MIS from biometric machine. Hence HOD needs to take full responsibility of avoiding erroneous deductions of their employees on OD.

 Further stringent disciplinary action will be taken, if an employee is found irregular in attending the duties in spite of deductions of CL/PL/LWP which will be decided by the Management from time to time.

 In case of any discrepancies employee should first discuss with HOD and then with Payroll.

For any queries related to guidance in policies kindly contact below mentioned respective members: HR- Akshata Salvi @ 022-42909700- 717 between 4:00 PM to 6:00 PM

Regarding HRMS queries:

 HR - Amruta Bargal @ 022-42909700- 742 between 4:00 PM to 6:00 PM o Employee Information o Login issues o Account creation  Payroll – Yogesh Jedhe @ 022-42909700- 720 between 4:00 PM to 6:00 PM o Payslip o Leave o Attendance o Comp-off o Issue Related to Punch In-Punch Out timings

1.3.5 Policy on Late sitting and travelling allowance  Late sitting and travelling allowance is applicable to ABM House, MHO, MAINet team, WDC (Secondary team, Aqua and Authorization team) Bhopal.

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ABM HRM /08/05/2019 ABM House, Mainet team, MHO & WDC employees

o They will be eligible for late sitting and travelling allowance if worked for following extra hours:- 2:30 hours - Rs. 100/-, 4:00 hours- Rs. 175/-. o Female employees leaving office premises post 10:30 pm will be eligible for taxi fare of Rs. 500 or at actuals whichever is lower. o Similarly, Male employees leaving office premises post 12:30 am will be eligible for taxi fare of Rs. 500 or at actuals whichever is lower. o A mandatory proof is required while claiming the reimbursement of travel under the late sitting & travel allowance policy. The employee has to provide a snap of the taxi/ rickshaw meter after reaching destination in case of travel from a normal rickshaw or taxi. If the employee travels via Ola/ Uber, he/she has to provide the receipt of the same. o This policy is applicable for working late hours on working as well as on non-working days.

 Bhopal Employees: o Late sitting and travelling allowance is applicable to Employees working at Bhopal Development Center. o They will be eligible for late sitting and travelling allowance if worked following extra hours - 2:30 hours - Rs. 100/-, 4:00 hours- Rs. 175/-. o Female employee leaving office premises post 9:30 pm will be eligible for taxi fare of Rs. 250/- per visit maximum or at actuals whichever is lower. o Similarly, male employees leaving office premises post 11:30 pm will be eligible for taxi fare of Rs. 250/- per visit maximum or at actuals whichever is lower. o There is a no need to submit the voucher for claiming the taxi fare. The employee needs to take approval of HOD on the amount and send the mail to the payroll at [email protected]. Allowance will be deposited in salary account on or before 10th of every month.

1.3.6 Policy on Compensatory OFF:

 Compensatory Off is applicable to ABM House, MHO,WDC (Secondary team, Aqua and Authorization team) and Bhopal  If an employee works or attends training on non - working day then that employee will be eligible for one day compensatory off with Rs. 100/- allowance.  Employee should work for minimum 8:30 hours on the required day to avail compensatory off. In an exceptional case even if an employee works for less than 8:30 hours but minimum works for 4:30 hours will also be eligible.  For MAINet Product Team- Employee has to work minimum for 5 hours on Non-working day for availing compensatory off.

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ABM HRM /08/05/2019  Compensatory offs cannot be accumulated and/or carried forward or en-cashed.  Compensatory off can be claimed within 3 months or else it will be lapsed.  To avail compensatory leave, employee must apply through HRMS portal and HOD to approve in time bound manner same day or next working day.  There is no need to submit the voucher for claiming comp off allowance as the timing will be generated from Bio-metric machine & amount will be credited to the salary account.

1.3.7 Weekly Off at ABM Knowledgeware Ltd. All ABM offices will normally remain closed on 2nd and 4th Saturday and all Sundays except for Bhopal & Raipur employees where 2nd and 3rd Saturdays and Mainet product team where all Saturdays are off.

Individuals who are required to attend their duty on any of these days or public holidays, because of the nature of their work, then such thing should be approved by their HOD’s and HOD’s must send a mail for the permission to Administration Manager, if the office has to be kept open. This has to be done for security purpose & also for arranging person for opening & closing of office. No request will be entertained without prior approval.

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ABM HRM /08/05/2019 1.3.8 ABM Holiday list:

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ABM HRM /08/05/2019

Kindly note that necessary Changes will be applicable to ABMers as and when required.

Usage of official E – mail ID

 The official email ID’s are provided to the employees in order to use the same for the official correspondence only and not for personal use. Similarly, employee should not use their personal email id for official purpose.  Disadvantages of using personal email id for official communication are as under:

 Clients, team members or any other ABM employees may be confused with the authenticity of the email (Whether it is from ABM Employee or not).  Spreading spam mails & viruses in our network.  There would always be a possibility of leakage of the official information, if this practice continues.

All the employees are requested to understand the essence of this and act accordingly. All the HOD's are requested to ensure that employees of their department must use Official Email ID.

1.4 Employees to be marked in Bcc for mass mails

It is observed that the external agencies/ outsider are misusing the Company database. The Company email Ids are being used for various purposes like Sales, Marketing or even Recruitment. A click on the spam mail can cause a threat to the Company’s confidential data.

To avoid such misuses, we request all the employees to take the below actions:

1. The mass mails shared with the internal employees should not be marked in “To” or “Cc” but in Bcc ONLY. 2. Do not click on any link shared in spam mail.

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ABM HRM /08/05/2019 2 Dress code policy Introduction ABM believes that its Employees are representatives of the Organization and their dress, grooming and personal hygiene is a reflection of ABM to the outside world.

ABM has defined guidelines for Dress Code so as to ensure that an Employee’s attire at work is appropriate at all times, that makes colleagues, clients and suppliers comfortable during their interactions with the Employee and also builds up their confidence in the Employee’s ability to deliver quality services.

Objective To establish a dress code guideline that allows for comfort and assures a neat, clean and a professional image of ABM, both within & outside ABM.

Eligibility

This guideline is applicable to all Full Time Employee’s, Contractual employees, Consultants & Academic Interns.

Guidelines for dressing

Applicable To:

Employee working at ABM House, Mainet team, MCGM (WDC, Ward office, MHO, Aqua and Bhopal

Detailed Guidelines are as below:

 The casuals can be worn on 1st, 3rd and 5th Saturday,  As 2nd and 4th Saturday is an official holiday, causal can be worn on Friday of that week.  For Bhopal- 2nd and 3rd Saturday is an official holiday, causal can be worn on Friday of that week  If any public holiday falls on 1st, 3rd or 5th Saturday, then the employees cannot wear casual on Friday of that respective week.  For Bhopal- If any public holiday’s falls on 1st, 4th and 5th Saturday, then the employees cannot wear casual on Friday of that respective week.  You cannot wear Casual on Friday, if Saturday is working.  Mainet team & GRP employees can wear smart casual dress every day.

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ABM HRM /08/05/2019  For MAINet implementation- Employees are expected to be in Formals during all the working days. Smart casuals are not allowed being into client side.

Appropriate Smart Casual Appropriate Smart Casual Dressing and Footwear’s Outfit for Female Outfit for Male that are not allowed  SalwarKurta/Churidar  Jeans  Printed Jeans  Corduroy Pants  Blazer  Round or V-neck t-shirt  Cotton Trousers  Necktie  Floaters  Jeans  Plain/Checked Shirt  Slippers  Formal Skirts – Skirts  Collared T-Shirt  Capris/ Three forth jeans or should be below knee  Half/ Full Sleeves Shirt pants. length.  Corduroy Pants  Party wear (Jazz & Cuts not  Blazer  Cotton Trousers allowed)  Sarees

 Half/Full Sleeves Shirt  Tops and Tunics

Enforcement: HOD, Project Manager, Associate Project Managers, Admin and HR will be responsible for monitoring and enforcing this policy. The policy will be administered as per below guidelines:

 If questionable attire is worn in the office, the HR or Admin will hold the person and have private discussion with the employee to advice and counsel the employee regarding the inappropriateness of the attire.

 Repeated policy violations will result in disciplinary action.

3 Transfer Policy

1. Transfer from one location to another is an explicit contractual obligation for all employees. The Company shall generally resort to transfer of employee for the following reasons: a. To build/supplement skills required. b. To reallocate surplus manpower. c. To provide scope for growth in terms of responsibility and grades. d. To fill up a vacancy.

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ABM HRM /08/05/2019 e. To cater to specific requests from employees.

2. Detail of approving authority for Transfer is as below

Sr No Department Approving Authorities 1 SAP MCGM Project Delivery Head 2 MAINet & MTDC Project Director 3 SAP MP Project Delivery Head 4 Aqua Project Director 5 CANT Board Project Manager Executive Director-Business Business Development 6 Development 7 Presales Presales Head 8 Support Function Respective HOD's

Whenever an employee seeks a transfer for personal reasons or on compassionate grounds, all rights rest with the Management to consider it on merits and the availability of a suitable vacancy at the requested location.

3. HOD’s to intimate HR the transfer of the respected employee via email with required details such as date of transfer, location, project etc..

4. If no notification from HOD’s but intimation by employee, such communication will not be entertained and neither will be considered official.

5. Each and every employee involved in this process will be accountable for the smooth flow of policy. We are responsible to avoid any inconvenience towards company as well as customer. If any employee is found guilty of violating, will be liable for necessary disciplinary action a. HOD’s to ensure that proper procedure of transfer policy for respective employee to be followed by looping in HR and payroll for further necessary actions. b. HR to ensure that transfer letter is issued in time bound manner and necessary intimation to be given to respective departments for further necessary actions. c. Payroll to ensure to discontinue allowances if any applicable to employees. d. Concerned employee is instructed to follow all the necessary instructions and do not leave the present location until the letter is issued.

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ABM HRM /08/05/2019 6. The transfer letter will be issued by HR department to concerned employee by keeping concern people in Cc such as HOD’s, payroll, Administration, Accounts etc. for smooth functioning.

7. The eligibility of allowances if any, based on the project will be communicated individually to the concerned employee & concern Heads through the transfer letter.

8. Respective Heads must ensure that transferred employees feel welcome in the locations that they have been transferred to. It is expected to take special care in helping employees, transferred to their location, settle down and provide them all support in making them feel part of the new team.

9. Respective Head must ensure to send communication to the HR regarding the reporting of the transferred employee at transferred location.

4 No Smoking Policy “The Company maintains a smoke and tobacco free office” No smoking or other use of tobacco or similar products (including, cigarettes, pipes, cigars, snuff, or chewing tobacco) is permitted  At any point during a workday / while at client locations / any part of a company building / anywhere in company parking areas.  There are no designated smoking areas inside or on Company premises, nor does the Company allow smoking breaks during the workday, i.e., no additional breaks.  If returning from a meal break during which you have used tobacco or similar products, do not leave cigarette butts or tobacco in building premises. Employee also has to ensure that he may not have the smell of tobacco smoke as other employees may retaliate to it.  All employees are expected to abide by this policy in all respects while at work, whether on company premises, at a customer's site, on assignments, in vehicles owned, leased, or rented by the company.

COMPLAINT PROCEDURE:

Persons observing a violation of this policy should bring it to the attention of HR Dept. All complaints received will be investigated as confidentially as possible. All personnel are expected to cooperate fully with any such investigation. Violations of this policy may result in disciplinary action may be imposed for violation of the policy.

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ABM HRM /08/05/2019

ANTI-RETALIATION POLICY:

Retaliation against individuals for reporting violations of this policy or for exercising their rights under the policy will not be tolerated. If you believe you are being retaliated against, immediately report it to HR Dept.

5 Vigil Mechanism / Whistle Blower Policy

Preface:

As per Section 177 of Companies Act, 2013 and pursuant to Clause 49 of Listing Agreement every listed company shall establish a Whistle Blower Policy / Vigil Mechanism for directors and employees to report genuine concerns or grievances about unethical behavior, actual or suspected fraud or violation of the Company’s Code of Conduct or Ethics Policy. The Company had adopted a Code of Conduct for Directors and Senior Management Executives (“the Code”) which lays down the principles and standards to which their actions must conform. Any actual or potential violation of the Code, howsoever insignificant or perceived as such, is a matter of serious concern for the Company and should be brought to the attention of the concerned authority.

The Vigil Mechanism / Whistle Blower policy is for elimination of malpractices in the system. This policy encourages all the employees, officers, consultants to come out with their complaints regarding any kind of misuse of Company’s properties, mismanagement or wrongful conduct prevailing in the Company, if any.

The information or suspected wrongful conduct is such information which the employee in good faith believe evidences - Violation of a Law or Regulation by the Company. - Financial Malpractices. - A danger to public health or safety.

Policy Objectives:

1. To encourage the employees to report to the management about actual or suspected unethical behaviors, malpractices, wrongful conduct, fraud violation of the company’s policy including the Code, violation of law or questionable accounting or auditing matters by any employees / Director in the Company without any fear of retaliation. However disciplinary action against the Whistle

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ABM HRM /08/05/2019 Blower which occurs on account of poor job performance or misconduct by the Whistle Blower and which is independent of any disclosure made by the Whistle Blower shall not be protected under this policy.

2. To build and strengthen a culture of fairness and transparency by adopting highest standards of professionalism, honesty, integrity and ethical behaviour

3. To encourage disclosure of alleged wrongful conduct to the team members of the whistle blower policy.

4. To provide a framework to promote responsible and secure whistle blowing.

5. To protect employees, customers and/or third-party intermediaries wishing to raise a concern about serious irregularities within the Company.

Definitions:

 “Audit Committee” means the Audit Committee constituted by the Board of Directors of the Company in accordance with Section 292A / Section 177 of the Companies Act, 2013 and read with revised Clause 49 of the Listing Agreement with the Stock Exchange.

 “Code” means Code of Conduct for Directors and Senior Management Executive adopted by ABM Knowledgeware Ltd.

 “Company” means ABM Knowledgeware Limited.

 “Employee” means all the present and future employees, consultants and directors in the employment of the Company.

 “Improper Activity” means unethical behavior, actual or suspected fraud or violation of the company’s general guidelines by an Employee.

 “Protected Disclosure” means any communication made in good faith that discloses or demonstrates information that may evidence unethical or Improper Activity. Protected Disclosure should be factual and not speculative in nature.

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ABM HRM /08/05/2019  “Subject” means a person against or in relation to whom a Protected Disclosure has been made or evidence gathered during the course of an investigation.

 “Whistle Blower” means an Employee making Protected Disclosure under this Policy.

 “Whistle and Ethics Officer” means an officer of the Company nominated by Competent Authority to conduct detailed investigation under this policy and to receive protected disclosure from Whistle Blowers, maintain record thereof, placing the same before the Audit Committee for its disposal and informing the Whistle Blower the result thereof. Scope:  The Whistle Blower’s Role is that of a reporting party, with reliable information. He/ she is not required or expected to act as an investigator or finder of facts. He/ she cannot determine corrective actions either. The Whistle Blower does not have to obtain evidence in order to support his/ her information. His/ her role is simply to “Raise the Alarm”.

 The information or suspected wrongful conduct should be such information which the Employee in good faith, believes or evidences any of the following: -Violation of any law or regulations, including but not limited to corruption, bribery, theft, fraud, coercion and willful omission. - Pass back of Commission / benefit or conflict of interest. - Procurement frauds. - Mismanagement, Gross wastage or misappropriation of company funds / assets. - Manipulation of Company data / records. - Stealing cash / company assets; leaking confidential or proprietary information. - Unofficial use of Company’s material / human assets. - Activities violating Company policies including Code of Ethics and Conduct. - A substantial and specific danger to public health and safety. - An abuse of authority. - Breach of Contract - Criminal Offence - An act of discrimination

The above list is only illustrative and should not be considered as exhaustive.

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ABM HRM /08/05/2019 Eligibility:

All Employees of the company are eligible to make Protected Disclosures under the Policy in relation to matters concerning the Company.

Disqualification:

While this Policy is intended to protect genuine Whistleblowers from any unfair treatment as a result of their disclosure, misuse of this protection by making frivolous and bogus complaints with mala fide intentions is strictly prohibited. An Employee who makes complaints with mala fide intentions which are subsequently found to be false will be subject to strict disciplinary action.

5.1 Guiding Principles  Protected Disclosures should be acted upon in a time bound manner.  The Whistle Blower and/or the person(s) processing the Protected Disclosure will not be subjected to victimization.  Evidence of the Protected Disclosure will not be concealed and appropriate action including disciplinary action will be taken in case of attempts to conceal or destroy evidence.  ‘Subject’ of the Protected Disclosure i.e Employee against or in relation to whom a Protected Disclosure has been made will be provide an opportunity of being heard.  The Whistle Blower Policy does not in any manner tantamount to the dilution of the vigilance mechanism of the Company. It is over and above the existing vigilance mechanism.

5.2 Receipt and Disposal of protected disclosures

1. All Protected Disclosures should be reported in writing by the Employee as soon as possible but not later than 30 days after he / she becomes aware of the same so as to ensure a timely and clear understanding of the issues raised and should either be typed or written in a legible handwriting in English / Hindi / Marathi. 2. Protected Disclosure must provide a clear understanding of the Improper Activity involved or the issue / concern raised. The reporting should be factual and not speculative in nature. It must contain as much relevant information as possible to facilitate a preliminary review and proper assessment. 3. Protected Disclosures should be submitted in a closed and secured envelop which must be super scribed as “Protected Disclosure”. Alternatively, the same can also be sent through email.

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ABM HRM /08/05/2019 4. All the Protected Disclosures should be addressed to the Whistle and Ethics Officer of the Company. However, if no response is forthcoming on the complaint, then the disclosures / complaints can be addressed to the Managing Director of the Company. Email ID of Whistle and Ethics Officer: [email protected] 5. Protected Disclosure against Whistle and Ethics Officer should be addressed to the Managing Director of the Company and the Protected Disclosure against the Managing Director or any other director of the Company should be addressed to the Chairman of the Audit Committee. Email Id of Chairman of Audit Committee: [email protected]

5.3 Investigation

1. All Protected Disclosures reported under this Policy will be thoroughly investigated by the Whistle and Ethics Officer / Chairman of the Audit Committee of the Company who will investigate / oversee the investigations under the authorization of the Audit Committee.

2. The Audit Committee may investigate and may at its discretion consider involving any other officer of the Company and/ or an outside agency for the purpose of investigation.

3. The decision to conduct an investigation taken by the Whistle and Ethics Officer / Chairman of the Audit Committee is by itself not an accusation and is to be treated as a neutral fact-finding process. The outcome of the investigation may not support the conclusion of the Whistle Blower that an improper or unethical act was committed.

4. Subject(s) will normally be informed in writing of the allegations at the outset of a formal investigation and have opportunities for providing their inputs during the investigation.

5. Subject(s) shall have a duty to co-operate with the Audit Committee or any of the officers appointed by it in this regard.

6. The identity of a Subject(s) and the Whistle Blower will be kept confidential to the extent possible given the legitimate needs of law and the investigation.

7. Subject(s) shall have right to access any document/ information for their legitimate need to clarify/ defend themselves in the investigation proceedings.

8. Subject(s) shall have a responsibility not to interfere with the investigation. Evidence shall not be withheld, destroyed or tampered with, and witnesses shall not be influenced, coached, threatened or intimidated by the Subjects.

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ABM HRM /08/05/2019

9. Unless there are compelling reasons not to do so, Subject(s) will be given the opportunity to respond to material findings contained in the investigation report. No allegation of wrong doing against a Subject(s) shall be considered as maintainable unless there is good evidence in support of the allegation.

10. Subject(s) have a right to be informed of the outcome of the investigations.

11. The investigation shall be completed normally within 90 days of the receipt of the protected disclosure and is extendable by such period as the Audit Committee deems fit.

5.4 Decision If an investigation leads the Whistle and Ethics Officer / Chairman of the Audit Committee to conclude that an improper or unethical act has been committed, the Whistle and Ethics Officer / Chairman of the Audit Committee shall recommend to the management of the Company to take such disciplinary or corrective action as the Whistle and Ethics Officer / Chairman of the Audit Committee may deem fit. It is clarified that any disciplinary or corrective action initiated against the Subject as a result of the findings of an investigation pursuant to this Policy shall adhere to the applicable personnel or staff conduct and disciplinary procedures. If the Whistle and Ethics Officer / Chairman of the Audit Committee of the Company is satisfied that the Protected Disclosure was false, motivated or vexatious, it may report the matter to the concerned disciplinary authority for appropriate action to be taken against the Whistle Blower.

Reporting and Review:

The Whistle and Ethics Officer shall submit a report to the Chairman of the Audit Committee on a regular basis about all Protected Disclosures referred to him since the last report along with the results of investigations, if any. The Chairman of the Audit Committee shall have the power to review any action or decision taken by the Whistle and Ethics Officer.

5.5 Confidentiality & Protection

1. Protected Disclosure of wrongful conduct may be submitted on a confidential basis or may be submitted anonymously. Such disclosures will be kept confidential to the extent possible, convenient with the need to conduct an adequate investigation.

2. The identity of the Whistle Blower shall be kept confidential to the extent possible and permitted under law. The identity of the complainant will not be revealed unless he/ she himself / herself has

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ABM HRM /08/05/2019 made either his / her details public or disclosed his / her identity to any other office or authority. In the event of the identity of the complainant being disclosed, the Audit Committee is authorized to initiate appropriate action as per extant regulations against the person or agency making such disclosure. The identity of the Whistle Blower, if known, shall remain confidential to those people directly involved in applying this policy, unless the issue requires investigation by law enforcement agencies, in which case members of the organization are subject to subpoena.

2. No unfair treatment will be meted out to a Whistle Blower by virtue of his/ her having reported a Protected Disclosure under this policy. The Company, as a policy, condemns any kind of discrimination, harassment, victimization or any other unfair employment practice being adopted against Whistle Blowers. Complete protection will, therefore, be given to Whistle Blowers against any unfair practice like retaliation, threat or intimidation of termination / suspension of service, disciplinary action, transfer, demotion, refusal of promotion or the like including any direct or indirect use of authority to obstruct the Whistle Blower’s right to continue to perform his duties / functions including making further Protected Disclosure.

3. Any other Employee assisting in the said investigation shall also be protected to the same extent as the Whistle Blower.

5.6 Grievance

If the Whistle Blower feels aggrieved with the disposition of his or her Protected Disclosure or if the Whistle Blower or the Subject feels that the protection which either of them is entitled to has not been provided or has been disregarded, the Whistle Blower or the Subject as the case maybe may make a representation in writing of his or her grievance to the Chairman of the Company, who will take such action in the matter as he considers necessary to redress the grievance.

If the Whistle Blower or the Subject feel aggrieved with the action taken by the Chairman on the aforementioned representation, he/she may make a representation in writing of his or her grievance to the Chairman of the Audit Committee who shall take or direct action on the representation as he shall deem fit and this decision shall be final and binding on the Whistle Blower and the Subject.

Retention of documents:

All Protected Disclosures in writing or documented along with the results of investigation relating thereto, shall be retained by the Company for a period of 7 (seven) years or such other period as specified by any other law in force, whichever is more.

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ABM HRM /08/05/2019 Administration and review of the policy:

The Board of Directors shall be responsible for the administration, interpretation, application and review of this policy. The Board also shall be empowered to bring about necessary changes to this Policy, if required at any stage of, with the concurrence of the Audit Committee.

Amendment

The Company reserves its right to amend or modify this Policy in whole or in part, at any time without assigning any reason whatsoever. However, no such amendment or modification will be binding on the Employees unless the same is notified to them in writing.

Annual Affirmation

The Company shall annually affirm that it has not denied any personnel access to the Policy and that it has provided protection to Whistle Blower from adverse personnel action. The affirmation shall form part of Corporate Governance report as attached to the Annual Report of the Company.

6. Wellness Room Policy

A Wellness room is a room at workplace wherein if any employee in the Company falls sick or injured in the office premises, can avail wellness room.

 Location: ABM House, 7th Floor, Room No: - 2 near reception, Capacity – Single occupancy.

SPOC:-  Nieta George – Front Desk; Extn – 700; [email protected]  Amruta Bargal – HR; Extn. – 742; [email protected]

 Wellness room is designed for an employee who is facing health issues wherein an employee can feel better after taking one/two hours of rest.  If the sickness is very serious where he/she cannot walk without any assistance than anybody else around him/her can take him/her to the wellness room. The person at reception will inform the SPOC, HoD or Reporting Manager via email / call/ SMS. However, if the sickness is not very serious and he/she can walk independently, then the employee must take prior approval from their reporting manager or HoD on email by marking SPOC in CC and then further go ahead in availing the facility.  Pregnant lady would be normally given the preference for availing the wellness room.  First Aid box will be available which has been kept near the reception desk for necessary medication.

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ABM HRM /08/05/2019  The usage of the wellness room can be availed for 1 to 2 hours, as this is for immediate relief.  If the concerned employee is still quite unwell beyond 2 hours then the SPOC will contact the nearest relative of the employee. So that the relative of employee will take him/her to his/her residence safely.  We should not misuse this facility so request all to maintain the decorum of this room, if anyone found misusing the same then strict disciplinary action shall be taken.  Wellness Room should not be used for meetings, private phone calls, work spaces, lunch spaces or sleeping.  SPOC should do the entry at the register kept in wellness room and also take a feedback from the employee once he/she resumes at work.

7. Code of conduct for prevention of insider trading (Securities and Exchange Board of India (Prohibition of Insider Trading) Regulations, 1992

Introduction

Inside Trading is a practice that has been prevalent since the very inception of stock markets across the globe and can never possibly be eradicated completely. But a sincere endeavor can be made to limit it to a great extent, provided there are deterrents to set examples for all the offenders.

The Securities and Exchange Board of India (SEBI) is formed with an aim to guard the interests of general investors who has formulated the SEBI (Prohibition of Insider Trading) Regulations, 1992. These Regulations came into force effective November 19, 1992 and were made applicable to all Listed Companies. It is mandatory in terms of the Regulations for every listed company to adopt a Code of Conduct for Prevention of Insider Trading for its Directors, Officers and Employees.

The history of Insider Trading in India relates back to the 1940s but the concept of Insider Trading in India started fermenting in the 80s and 90s and came to be known and observed extensively in the Indian Securities Market. The rapidly advancing India Securities market needed a more comprehensive legislation to regulate the practice of Insider Trading, thus resulting in the formulation of SEBI (Insider Trading) Regulations in the year 1992, which were amended in the year 2002 after observing many lacunae in the earlier regulations. Though the 1992 regulations seemed to be more punitive in nature, whereas the 2002 amendment regulations are preventive in nature.

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ABM HRM /08/05/2019 Objective

The Objective of the above Code of Conduct is to prevent dealing in securities of Company i.e. Equity Shares of the Company by an “Insider” either on his own behalf or on behalf of any other person on the basis of unpublished price sensitive information.

“Insider Trading” essentially denotes dealing in a company’s securities on the basis of confidential Information relating to the company, known as “unpublished price sensitive information”, which is not published or not known to the general public/shareholders, with any ulterior motive of “making profits” or “avoid loss”. It is fairly a breach of fiduciary duties of officers of a company or people authorized to handle such price sensitive information of the company.

“Insider” means any person who is or was connected with ABM or is deemed to have been connected with the company, and who is reasonably expected to have access, by virtue of such connection, to unpublished price sensitive information in respect of securities of ABM or who has received or has had access to such unpublished price sensitive information.

The following categories of Employees/Professionals of ABM and/or their dependents will be covered by this prohibition code: 1. All Directors / Executive Directors. 2. Vice President / Assistant Vice President 3. General Manager /Deputy General Manager / Assistant General Manager 4. Heads of Departments, Managers / Deputy Managers / Assistant Mangers 5. All Executives working in Finance & Accounts, Sales & Marketing, Human Resource Department, Administration, Company Secretarial & Legal Department, Project Development Professionals. 6. Any other key persons/professionals/consultants who, in the opinion are to of the management, be covered by this code.

Every Director and designated employee of the Company has a duty to safeguard the confidentiality of all such information obtained in the course of his/her work at the company. None of these officials may use his/her access, position and knowledge of the company to gain personal benefit(s) or to provide benefit(s)/favour(s) to any third party with any malaise motives.

“Dependents” means spouse, dependent parents, dependent children and any other person dependent on the categories at 1 to 6 above.

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ABM HRM /08/05/2019 “Price Sensitive Information” means any information of the Company relating to the present and probable future state of the company that can potentially affect the value of the securities of the company in the market that has not been made available to the public. It also relates directly or indirectly to the following functions of company and which, if published, is likely to materially affect the price of the shares of the company:

1. Periodical Financial Results of the company 2. Intended declaration of Dividend ( both interim and final, if any) 3. Issue or buy-back of shares ( by way of Public/Rights/Bonus etc.) 4. Any major expansion plans, executions of new projects, joint ventures, foreign collaboration in India or abroad. 5. Amalgamation, mergers or takeovers/disposal of whole or substantial part of the company. 6. Any major order obtained/cancelled. 7. Any change in title/status/recognition of the company. 8. Any other matter the management may decide as such.

7.1 Prohibition to buy / sell securities of the company

By employees, officers and directors

Employees, Officers including Directors, when in possession of any unpublished price sensitive information, as defined in the Regulations, pertaining to the Company, shall not:  Buy / Sell securities of the Company, either on their own behalf or on behalf of any other person  Communicate, counsel or procure any unpublished price sensitive information to / from any person.

7.2 Restriction to buy / sell securities

By designated employees and / or their dependents

 Designated Employees shall not enter into derivative transaction(s) at any time with respect to the securities of the Company.  Designated Employees shall not buy / sell securities of the Company during Closure of the ‘Trading Window’, i.e. the period during which trading in the securities of the Company is prohibited.

Trading Window shall be closed during the following periods:

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ABM HRM /08/05/2019

a. From 1st April up to twenty-four hours after communication of the Annual / fourth quarter financial results to the Stock Exchanges*. b. From 1st July up to twenty-four hours after communication of the first quarter financial results to the Stock Exchanges*. c. From 1st October up to twenty-four hours after communication of the second quarter and half yearly financial results to the Stock Exchanges*. d. From 1st January up to twenty-four hours after communication of the third quarter financial results to the Stock Exchanges*.

The Trading Window shall open 24 hours after communication of the decision of the Board of Directors in the respect of the above mentioned price sensitive information events from 1 to 8 to the Stock Exchanges*.

 Where the Company’s securities are listed.

7.3 Pre – clearance of trades

All Directors/Officers/Designated Employees of the Company who intend to deal (purchase as well as sell) in the securities of the Company should pre-clear the transaction by making application to the Compliance Officer in the prescribed Form G for pre-clearance of the transaction. The application should indicate the estimated number of securities that the designated employee/officer/director intends to deal in, the details as to the depository with which he has a security account, the details as to the securities in such depository mode and such other additional details as may be required by any rule made by the company in this behalf from time to time.

The designated employee/director/officer shall execute an undertaking in favor of the company by incorporating, inter alia the following clauses, as may be applicable: (a) That the employee/director/officer does not have any access or has not received “price Sensitive Information” upto the time of signing the undertaking. (b) That in case the employee/director/officer has access to or receives “Price Sensitive Information” after the signing of the undertaking but before the execution of the transaction he/she shall inform the Compliance Officer of the change in his position and that he/she would completely refrain from dealing in the securities of the company till the time such information becomes public. (c) That he/she has not contravened the code of conduct for prevention of insider trading as notified by the company from time to time. (d) That he/she has made a full and true disclosure in the matter.

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ABM HRM /08/05/2019 7.4 Other Restrictions

 All directors/officers/designated employees and their dependents shall execute their order in respect of securities of the company within one week after the approval of pre-clearance is given. If the order is not executed within one week after the approval is given, the employee/director must pre-clear the transaction again.

 All directors/officers/designated employees who buy or sell any number of shares of the company shall not enter into an opposite transaction during next six (6) months following prior transaction. All the above said persons shall not take positions in derivatives transactions in the shares of the Company at any time.

 All directors/officers/designated employees shall hold their investment in securities for a minimum period of 30 days in order to be considered as being held for investment purposes. The holding period shall also apply to subscription in the primary market (IPO). In such cases, the holding period would commence when the securities are actually allotted.

 In case the sale of securities is necessitated by personal emergency, the holding period may be waived by the compliance officer after recording in writing his/her reasons in this regard.

7.5 Reporting requirement for transaction in securities

Initial Disclosure (To the Company): Any person holds more than 5 % shares or voting rights in Company shall disclose to the Company in Form A within 2 working days of receipt of intimation of allotment of shares or the acquisition of shares or voting rights as the case may be.

All directors/officers/designated employees of the Company shall disclose to the company in Form B, the number of shares or voting rights held and positions taken derivatives transactions in the shares of the Company, by such person and his dependents as defined in the code, within 2 working days of becoming a director, officer or employee of the Company.

Continual Disclosure (To the Company): Any person who holds more than 5 % shares for voting rights in Company shall disclose to the Company in Form C the number of shares or voting rights held and change in shareholding or voting rights, even if such change results in shareholding falling below 5%, if there has been change in such holdings from the last disclosure made and such change exceeds 2% of total shareholding or voting rights in the Company.

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ABM HRM /08/05/2019 Any person who is a director, officer or designated employee of the Company, shall disclose to the Company and to the stock exchange where shares of the Company are listed, in Form D, the total number of shares or voting rights held and change in shareholding or voting rights, if there has been a change in holdings of such person and his dependents from the last disclosure made and the change exceeds Rs.5 lakh in value or 25,000 shares or 1% of total shareholding or voting rights, whichever is lower. The disclosure shall be made within two working days of the receipt of intimation of allotment or acquisition or sale of shares or voting rights, as the case may be.

Disclosure by the Company to the Stock Exchanges: The Company, within two (2) days of receipt of, shall disclose to all stock exchanges on which the Company is listed, the above information received and in the format as specified under regulation.

Quarterly and Yearly Disclosure (To the Company): All Directors/Officers/Designated Employees will have to forward details of their securities transactions including the statement of their dependent family members to the Compliance Officer in the following

(a) Quarterly Statement of transactions in securities of the Company to be submitted within 30 days of the close of the Quarter in Form E. If there are no transaction in a particular month, then “NIL” statement is required to be submitted in Form E. (b) Annual statement of all holdings in securities of the Company is to be submitted within 30 days of the closure of the Financial Year in Form F.

The Compliance Officer shall maintain records of all the declarations in the appropriate form given by the directors/officers/designated employees for a minimum period of three years.

The Compliance Officer shall place before the Managing Director, on a monthly basis all the details of the dealing in the securities by employees/directors/officer of the Company and the accompanying documents that such person had executed under the pre-dealing procedure as envisaged in this code.

7.6 Penalty  Every designated employee, officer, director shall be individually responsible for compliance with the provisions of this Code (including to the extent the provisions hereof are applicable to his/her dependents).

 Any employee/officer/director who trades in securities or communicates any information for trading in securities in contravention of the code of conduct may be penalized and appropriate action may be taken by the Company.

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ABM HRM /08/05/2019  Employees/officers/directors of the Company who violate the code of conduct shall also be subject to disciplinary action by the Company, which may include wage freeze, suspension etc.

 The action by the Company shall not preclude SEBI from taking any action in case of violation of SEBI (Prohibition of Insider Trading) Regulations, 1992.

 In case it is observed by the Company/Compliance Officer that there has been a violation of the Regulations, SEBI shall informed by the Company.

 The Board reserves the right to amend this Code as and when it deems appropriate.

8 Women’s Safety

Objective This circular has been designed in order to ensure that women’s safety is utmost taken care in our organization. It therefore focuses on safety of women employees across ABM, be it on client side or ABM fixed locations. This circular is on immediate effect.

Given below are the mandate points for the same:

 Women should ensure to report on time in order to leave after completion of their working hours. This will help women to avoid late sitting and in case if late, then should leave by 7:30 PM maximum by 8:00 PM.

 In case of exceptional cases arises then respective HOD should ensure that respective women to be accompanied with one female colleague and one senior male colleague.

 Here during such exceptional cases it is HOD’s responsibility to coordinate via call or message till the time both the females reach home safely and likewise women should also make sure to inform HOD.

 HR shall ensure to provide training to all women employees regarding women’s safety and educate them accordingly in quarterly intervals. Emergency contact numbers: Women’s & Children Safety Helpline – 103 & 7477722424 Police Helpline – 100 Company’s Contact Points

 Mr. Dhiraj Patil (Sr. Manager – Administration) 9324561323

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ABM HRM /08/05/2019  Mr. Prasad Kelkar (Head HR & Administration) - 9320167074

9 Prevention of sexual harassment policy (POSH) at work place

Objective

ABM Knowledgeware Limited (“ABM”) is committed to creating a safe work environment that is free from any form of sexual harassment and where all employees are treated with dignity and respect. ABM is dedicated to maintain an environment which is free from coercion and intimidation.

ABM shall adopt certain procedures and guidelines to govern cases against sexual harassment.

The procedure has been provided below in ABM’s policy against sexual harassment (“Policy”).

All allegations of sexual harassment shall be taken seriously by ABM and shall be governed by this Policy.

This Policy extends to all employees of ABM and is deemed to be incorporated in the service conditions of all employees and comes into effect immediately.

Definition

Any behavior (physical, verbal, written, graphic, electronic, emotional, psychological or through gestures that offend) which has been defined as inappropriate by the Policy , whether intentional or not, which offends the dignity of the person towards whom the behavior is directed by fellow employee(s),supervisor(s),customer(s) or supplier(s) will be considered as sexual harassment and shall invite serious disciplinary action. Sexual harassment would mean and include (whether direct or by implication) any of the following:

 Unwelcome sexual advances, requests or demand for sexual favors, either explicitly or implicitly, in return for employment, promotion, examination or evaluation of a person towards any ABM activity;  Advances involving verbal, non-verbal, or physical conduct such as sexually colored remarks, jokes, letters, phone calls, e-mail, gestures, showing of pornography, lurid stares, physical contact or molestation, stalking, indecent exposure, physical contact, sounds, display of pictures, intrusive

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ABM HRM /08/05/2019 questions about a person’s private life or body, signs, insults or taunts based on sex, obscene communication, verbal or non-verbal communication which offends the individuals sensibilities and affect her/his performance;  Eve teasing, innuendos and taunts, unwelcome invitations to go out, suggestive comments or jokes, physical confinement against one’s will and likely to intrude upon one’s privacy;  Act or conduct by a person in authority which creates the environment at workplace hostile or intimidating to a person belonging to the other sex;  Conduct of such an act at work place or outside in relation to an employee of ABM, or vice versa during the course of employment;  Any unwelcome gesture by an employee having sexual overtones;  Physical contact and advances;  A demand or request for sexual favors;  Staring, leering or unwelcome touching;  Suggestive comments or jokes;  Sexually colored remarks;  Showing pornography;  Any unwelcome sexual activity tied to employment decision or benefits;  Any other unwelcome physical, verbal or non-verbal conduct of sexual nature.

Applicability  All employees of ABM (including employees on contract, on 3rd (third) party rolls).  All customers, suppliers and contractors of ABM.  All third parties associated with ABM at work or involved in work related activities.  The complainant as well as the respondent may be a man or a woman.  The complainant need not be of the opposite sex.  The respondent can be anyone including the complainant’s supervisor/an agent/contractor/customer/client /3rd (third) party associated with ABM /or any other employee of ABM.  The complainant does not have to be the person harassed but could be anyone affected by the offensive conduct.  It may occur without economic injury to the complainant.  It may occur at work place or any other place where the employee is engaged in work related activities.  It may occur with ABM employees deputed at client sites.

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ABM HRM /08/05/2019 Committee Member’s- POSH Position Name Email

Chairperson Amruta Bargal [email protected]

Member Kalpesh Shah [email protected]

Member Sanjeev Sonavane [email protected]

Member Manashi Banerjee [email protected]

External Member Sneha Khandekar [email protected]

9.1 Constitution of complaints committee

Complaints of sexual harassment made by female employees shall be dealt by the Internal Complaints Committee (“ICC”)

 Annexure 1 of the Policy provides for constituent members of the ICC.

 The ICC should comprise of a Chairperson (compulsorily woman), and not less than half of its members should be women.

 External member as mandated by law.

Complaints of sexual harassment made by male employees shall be dealt with by the Complaints Committee (“CC”)

 ICC shall be constituted within 3 (three) days of making of complaint by a male member.

ICC shall be formulated by members of the committee which takes the management, control and board decisions of ABM (“Executive Committee”).

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ABM HRM /08/05/2019 9.2 Redressal procedure and mechanism

 Where a complaint has to be made against the employer, the complainant shall make the complaint to the Local Complaints Committee (“LCC”) as formulated by the deputy collector as a district officer (as provided under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013) (“the Act”). The district officer shall nominate members in accordance with the Act to formulate LCC.  For redressal of complaints made by a female member of ABM: i. Complainant may submit a complaint in writing and inform any committee member.

ii. Complaints must be made by the complainant to any of the Committee Member of the ICC if constituted or to LCC or to the email id [email protected] within 3 (three) months from the date of the incident.

iii. The ICC may by reasons to be recorded in writing, extend the time period for making a complaint to a further period of 3 (three) months;

iv. All the complaints made by a female member shall be forwarded to the Executive Committee.

v. The complaint can be made by the female complainant or any other person on behalf of the complainant (as set out in the following manner):

a. In case of physical incapacity of the aggrieved woman, the complaint may be made by her relative, friend, co-worker or an officer of National Commission for Women or State Women’s Commission or any person who has knowledge of the incident, with the written consent of the aggrieved women/complainant.

b. In case of mental incapacity of the aggrieved woman, a complaint may be made and filed by the relative/friend, special educator, psychologist, guardian or authority under whose care she is receiving treatment or care or any person who has knowledge of the incident jointly with the complainant.

vi. Complaints can be made in person/via phone/email/letter, to the Chairperson or any of the committee members. Any oral communication should be followed up with a written communication.

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ABM HRM /08/05/2019 vii. If the employee is working outside the ABM office i.e. in client place, she may also lodge a complaint with the committee members.

viii. If the complaint has been made to the superior, she/he must immediately communicate the details to the committee members and also apprise the committee of any action taken, failing which the superior will be liable for penalty action.

ix. In case it is found that any employee has lodged a false complaint, after the enquiry, the ICC shall recommend to the District officer or ABM to take necessary actions.

x. Every employee who threatens or intimidates any person who has made complaint under this policy or any witness thereof shall be liable for disciplinary actions as per the rules of the ABM.

 For sexual harassment complaints made by male members: i. The male member must make a complaint to the Executive Committee in writing or by email to [email protected] within 3 (three) months from the date of the incident of sexual harassment.

ii. The Executive Committee shall form the ICC within 3 (three) working days of reporting of the incident of sexual harassment.

iii. Due procedure of redressal will be followed uniformly irrespective of the position held by the person in ABM.

9.3 Conciliation and informal complaint redressal procedure

For female members:

 The ICC shall meet within 2 (two) days of filing of the complaint, to examine the complaint made by the female member.  At the start of initiating the inquiry, and at the request of the complainant, ICC shall settle the matter between the complainant and the respondent/accused through conciliation.  Such conciliation should in no case include any monetary settlement.  The ICC shall, in case of settlement, record and forward the same to the Executive Committee.  The Executive Committee shall implement such recommendation and send a report of such recommendation within 15 (fifteen) days to the ICC.

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ABM HRM /08/05/2019  Copies of such settlement shall be provided to the complainant and the respondent.  On conciliatory settlement being attained, no further inquiry shall be conducted by the ICC.

For male members:

 The ICC shall meet within 2 (two) days of filing of the complaint to examine the complaint made by the male member.  At the start of initiating the inquiry, and at the request of the complainant, ICC shall settle the matter between the complainant and the respondent/accused through conciliation.  Such conciliation should in no case include any monetary settlement.  The ICC shall, in case of settlement, record and forward the same to the Executive Committee to take action as specified in the recommendation.  A copy of the settlement shall also be provided to the complainant and the respondent.

9.4 Relief to complainant during pendency of inquiry

During the pendency of inquiry of the female complainant, and upon request being made by the complainant, the ICC to proceed with any of the following:  Transfer complainant to any other ABM location;  Grant leave to the complainant for a period of 3 (three) months, which shall be over and above the official leave.  Restraining respondent/accused from reporting on the work performance of the aggrieved woman/complainant or writing her confidential report, and assigning the same to another officer.  Restrain respondent/accused from supervising any academic activity of the complainant (in case of any educational training)  The Executive Committee shall decide upon the same within 7 (seven) days of recommendation being received from the ICC.  During the pendency of inquiry of the male complainant:  The ICC may make its recommendations regarding interim reliefs to the Executive Committee.  The Executive Committee shall make final decision on these recommendations and convey the same to ICC, complainant and the respondent.

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ABM HRM /08/05/2019 9.5 Formal complaint redressal procedure and manner of inquiry

For female employees:

 Where a complaint is received by the ICC and the aggrieved woman/complainant opts for a formal recourse, the ICC members shall within 2 (two) working days of receiving the complaint, interview both the parties and record findings of the incident (in case no settlement has been reached between the complainant and the respondent).  While conducting the inquiry, a minimum of 3 (three) members of the ICC including the Chairperson and External member shall be present.  ICC members shall discuss the complaint and the report shall be submitted to the Chairperson for her to scrutinize the findings in support of complainant’s contentions.  The ICC shall give an opportunity of being heard and of making representations before the ICC to the respondent.  Copy of findings shall be made available to both the employees (complainant and respondent), enabling them to make representations against the findings to the Executive Committee.  The ICC shall make inquiry into the complaint in accordance with principles of natural justice.  Committee to document all investigations and findings in writing.  The ICC shall have the same powers as that of a Civil Court as per the provisions of the Civil Procedure Code, 1908, including the following: i. Summon and enforce the attendance of any person and examining him / her on oath. ii. Require discovery and production of documents; and iii. Any other matter which may be prescribed

 At the time of filing the complaint, the complainant shall submit 6 (six) copies of complaints along with supporting documents and addresses of witnesses.  ICC shall send copy of the complaint received from aggrieved woman to the respondent within 7 (seven) days of receiving such complaint  The respondent shall file a reply to the complaint and supporting documents within 10 (ten) days of receiving the documents.  The ICC may terminate the inquiry proceedings, if the complainant or the respondent fails to present herself/himself before the chairperson of the ICC for 3 (three) consecutive hearings.  Provided, a 15 (fifteen) days’ notice shall be given for such termination/cancellation.  For sexual harassment complaints by male members:  In case no settlement is arrived at, the CC may summon and enforce the attendance of any person and examining him / her and require discovery and production of documents.  The CC shall give an opportunity to complainant and respondent of being heard and make

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ABM HRM /08/05/2019 representations before the CC.  The CC shall prepare its report and submit it to the Executive Committee within 90 (ninety) days.

9.6 Inquiry Report

 The ICC shall provide a report of its findings to the Executive Committee within 10 (ten) days from date of completion of the inquiry.  Where the ICC finds that no action is required to be taken, then it shall communicate the same to the Executive Committee.  Where the ICC concludes that the allegation made by the complainant is true, it shall recommend to the Executive Committee: i. To take action for sexual harassment as per the service rules or ii. To deduct from the salary of the employee as it may consider appropriate to be paid to the aggrieved woman.  Executive Committee shall act within 60 (sixty) days of receipt of recommendation from the ICC.

9.7 Disciplinary actions and compensation For sexual harassment complaints made by a female member  Where the ICC arrives at a conclusion that the allegations against the respondent have not been proved it shall recommend to the Executive Committee that no action is required to be taken against the respondent.  The nature and severity of the action against the accused will be in direct proportion to the seriousness of the offence. The ICC, in case if it finds the allegations against the respondent to be true, shall recommend to the Executive Committee to take actions against the respondent for the misconduct as it deems fit.  To deduct from the salary / wages of the respondent such compensation as determined by it to be paid to the female member / complainant or her legal heir or direct the respondent to pay the amount.  The compensation shall be determined by the ICC keeping in mind the following: i. Mental trauma, pain, suffering and emotional distress caused to the female member ii. Loss to career opportunity due to the incident of sexual harassment iii. Medical expenses incurred by the female member for physical or psychiatric treatment iv. Income and financial status of the respondent v. Feasibility of such payment in lump sum or in installments. vi. Such disciplinary action shall include, but not be limited to the following:

a. A letter of warning that will be placed in the personal file.

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ABM HRM /08/05/2019 b. Written apology, warning, reprimand, withholding of promotion, withholding of pay rise or increments, undergoing counseling session, carrying out community services. c. Immediate transfer/suspension with or without pay. d. Dismissal/termination from the services of ABM (wherein the respondent shall e. not be paid any compensation for the notice period) or f. Any other action that the Executive Committee may deem fit

 The Executive Committee shall act upon the recommendations made by the ICC within 60 (sixty) days of receipt  In case the Executive Committee is unable to make such deduction from the respondent’s salary /wages due to his being absent from duty or cessation of employment it may direct the respondent to pay such compensation to the female member.  In case the respondent fails to make the payment as directed by the Executive Committee then the ICC may forward the order for recovery of sum as an arrear of land revenue to the concerned district officer.  For complaints, which the ICC considers to fall outside its jurisdiction, for e.g. offences of criminal nature, the applicable laws of India shall apply. For sexual harassment complaints made by a male member  Where the ICC arrives at a conclusion that the allegations against the respondent have not been proved it shall recommend to the Executive Committee that no action is required to be taken against the respondent.  In case the ICC comes to a finding that the allegation was false or malicious or the complainant has produced forged documents as evidence it shall conduct an inquiry against the complainant / witness and may recommend to the Executive Committee the action to be taken against the complainant / witness.  The Executive Committee shall take a final decision on the recommendation made by the ICC and shall implement it within 15 (fifteen) working days  In case the ICC comes to a finding that the allegation against the respondent has been proved, it shall send its recommendation to the Executive Committee.  Appropriate action against the Respondent for such misconduct would include reprimand, written apology and / or termination of services without notice. The respondent will not be entitled to any compensation for the notice period.  The Executive Committee shall take a final decision on the recommendation and implement it within 30 (thirty) days of receipt of the recommendation from ICC

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ABM HRM /08/05/2019 9.8 Manner of taking action against the complainant  If the ICC or CC (as the case may be) believes that the complainant has knowingly made a false/malicious complaint, then it may recommend to the Executive Committee to take action against the complainant. i.Appeal  Any female person aggrieved by the decision of the ICC and implementation by the Executive Committee may prefer an appeal before the appellate authority as notified under Clause 2(a) of the Industrial Employment (Standing Orders) Act, 1946 (20 of 1946).

 Decision of the CC and the Executive Committee shall be final and binding for the male member and shall not be appealable. ii. Confidentiality  Individuals involved in the complaints process/system should refrain from divulging the details of complaint/any information gathered by them in the course of the inquiry and the identities of the persons involved in the case should not be disclosed. Any breach of confidentiality will be taken seriously and the implications of which shall be disciplinary actions as per the rules of the ABM.

 Involved parties breaching the confidentiality provisions shall, in addition to the above will be liable to penalty. ABM shall recover a sum of INR 5,000 (Indian Rupees Five thousand) as penalty from such person.

iii.Training and workshops

 Members of the ICC and CC shall compulsorily undergo the training program formulated against sexual harassment at workplace.  The training program and workshops conducted shall include, but not be limited to the following layout: i. Understanding the paradigms of the Act and scope of definition of sexual harassment ii. Gender sensitization iii. Examples and case studies iv. Procedural intricacies v. Orientation programs and seminars vi. Capacity building and skills building vii. Declare names and contact details of all members of ICC viii. Complaint mechanism ix. ICC/CC

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ABM HRM /08/05/2019 10. Leave Policy

Objective

Employees of ABM Knowledgeware Ltd. are permitted to take leaves as per their requirements based on some criteria. Leave is a provision to stay away from work for genuine reason with prior approval of the authorities. The employees can avail leaves by informing and on approval of the Reporting Manager/HR.

10.1 Leave Entitlement per Year

Employees are eligible for the following leaves in a calendar year i.e. 1st January to 31st December.  Privileged Leave  Casual Leave

Privileged Category Casual Leave (CL) Leave (PL) Quantum of Yearly 21 days 6 days Entitlement

Calculation of 1.75 per month*12 0.5 per month*12= 6 Days Leave =21 Days

On completion of 1 Entitlement of month of services On completion of 1 month of services with ABM Leave with ABM.

Combination of Combination with Combination with PL Leave CL

Will not carry forward to next calendar year, but employee Will be carried joining in the month of October to December (3 months CL Carry Forward forward to next only), then they can carried forward CL to next year till 31st calendar year March and should be used otherwise it will get lapsed. In this case also, leave are calculated on pro rata basis.

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ABM HRM /08/05/2019 Important Note:

 PL can be accumulated up to maximum of 42 days and beyond 42 days it will be automatically lapsed & no information to such lapsed leaves will be given to the employee concerned.  Any holidays that fall during the leave period will not be considered as leave. For e.g. If an employee is on leave on Saturday & Monday then Sunday will not be counted as leave. Only two days leaves will be deducted from leave record & not three days. (In this example we have considered Saturday as working day).

A. Privileged Leave (PL)

Eligibility:  Employees are entitled for 1.75 PL every month i.e. 21 days in a year, after completion of 3 months of services with ABM.  Employees joining in the course of the year will be eligible for pro-rata leave as on 1st January for the service rendered in the preceding year.

Entitlement:  All the employees are required to submit a leave plan to their respective head of the department stating when he/she intends to take PL.  Employees have to apply on HRMS portal to avail any Leave and get an approval from Reporting Manager.  Half day privilege leave can be granted.  PL will be carried forwarded to next calendar year & can be availed in conjunction with CL.  Employee can avail 10 PL at a stretch, provided leave is outstanding in their account, but most importantly with prior written approval by the HOD.  Privileged leave can neither be encashed nor be adjusted in lieu of notice period.  However, for marriage, emergencies at home and appearing for examination, leave will be adjusted with the balance Privilege leave on approval by HOD. Due to any reason, the leave is not accrued to your credit; the availed leave will be treated as LWP (Leave without Pay).

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ABM HRM /08/05/2019 B. Casual Leave (CL) Eligibility:  All employees are eligible to take 0.5 CL per month i.e. 6 days in a Calendar Year.  Employees joining in the course of the year will be eligible for pro-rata leave as on 1st January for the service rendered in the preceding year.

Entitlement  CL will not be carried forwarded to next calendar year, but can be availed in conjunction with PL. But employee joining in the month of October to December (3 months CL only), can carried forward CL to next year till 31st March and should be used otherwise it will get lapsed. In this case also, leave are calculated on pro rata basis.  Maximum 3 days CL can be taken at a time at a stretch, provided leave is outstanding in their account, but most importantly with prior written approval by the HOD.  CL can neither be encashment nor be adjusted in lieu of notice period.

10.2 Unplanned Leaves

Any leave planned as per below norms will be categorized “Planned”, failing which it would be categorized as “unplanned” Leave (UL)

Number of Days of leave Planning time 5 Days + 1 month in advance 3-4 Days 1 weeks in advance 1-2 Days 3 day in advance

10.3 Leave without Pay (LWP)

 Absence without prior approval will be treated as “Leave without Pay (LWP).”  LWP can be considered as authorized leave subject HOD approval and also subject to leave balance in the account. But it has approved within three days from the leave availed, otherwise treated as LWP only.  During the period of LWP, the employee is not entitled for any Pay or Allowance.  A maximum of 10 days of LWP can be availed in a calendar year on the approval of the HOD & HR Dept.  If the employee fails to report to duty on the specified date after the sanctioned LWP, it is deemed that the employee has abandoned his/her service with the company on his/her own accord.

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ABM HRM /08/05/2019 10.4 Cancellation of Leave

Depending upon the work exigencies, HOD’s can cancel the sanctioned leave. If an employee still proceeds on the leave which is cancelled by HOD, then it will be treated as LWP & necessary action will be taken.

11 Benefits

ABM provides an array of benefits to meet the diverse needs of our employees. Our comprehensive benefits programs include Mediclaim, Birthday and Marriage allowance, Performance Bonus…etc…

Below are the benefits in details:

11.1 Salary Structure Salary structure comprises of the components like Basic, House Rent Allowance, Medical Allowance, Transport Allowance, Children Education, City Compensatory Allowance, Bonus, Professional tax, Provident Fund and ESIC ( If applicable),

11.2 Birthday Allowance

 All employees are eligible for the birthday allowance.  Employee on contract are not eligible for the same.  Birthday allowance is given as 5% of monthly fixed CTC or 2500 whichever is less.  Birthday Allowance will be deposited to the employee salary account directly.

11.3 Marriage Allowance

 It’s one of the employee friendly initiatives, by which employee will get one time voucher/cash of Rs. 2,000/-, whenever getting married while in service of ABM.  Marriage Gift Vouchers

1. All eligible employees are requested to intimate HR department in advance i.e. before the day of marriage by email regarding his/her date of Marriage and submit the required details as mentioned below. If the employee fails to intimate the HR or inform after marriage, he/she will not be eligible for the marriage allowance. It is not necessary to send marriage

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ABM HRM /08/05/2019 invitation as per earlier system if the following information is sent in the mail. This info will also be useful to build data for emergency contact, employee welfare etc.

2. Details required are mentioned as follows:

 Marriage Date

 Venue

 Full name and address of Spouse and their parents with contact details

 Full name and address of parents with contact details.

AmrutaBargal (Team Lead- HR) will be one point contact for this & email her on [email protected]

11.4 Performance Bonus

Performance Bonus (PB) is payable when employee performs beyond the usual KRA/KPI specified against the fixed salary. PB is included in the CTC as a matter of convenience of execution, but it should not be construed as a fixed salary due to inclusion in CTC.

We suggest that for simplicity following norms should be used while recommending the PB for those employees who have PB as a part of the CTC.

There are some misconceptions about the onus of one's entitlement/ eligibility for payment of Performance Bonus. So, it is necessary to lay down the following guidelines to enable every eligible ABMer for his/her getting acquainted on this issue.

 50% of the PB for a particular period shall be evaluated against the exceeding the usual KRAs/KPIs or for exhibiting stretch beyond usual KRAs/KPIs. Such distinct incidents/ achievements should be elaborated by employee and confirmed by the HoD. Care should be taken to substantiate the stretch without mixing it with the usual KRAs for normal performance.  Balance 50% of PB for that particular period should be evaluated against the contribution of the employee which has directly benefited company by additional revenue or distinct reduction operating cost while performing duty by the employee. These will be generally a result of some innovative initiative by the employee in his work leading to improved revenue or improved operational efficiency due to reduction in time and efforts. The employee will have to substantiate the

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ABM HRM /08/05/2019 achievement by quoting the innovative initiative and resultant gain. The HOD will have to confirm the benefits to the company in an unambiguous manner.

 In both cases it is not necessary to have 50 or 0 percent as the recommendations. It can be an intermediate %age that the HOD can justify based on the predefined KRA/KPI and effect of the Innovative initiative of the employee. But it has to be objective analysis and should be seen as fair by the employee concerned; once such recommendations are received HR will examine the same for further processing.

 Please note that, all PB’s will be processed in this manner only and objective KRAs/KPIs is a precondition for any such appraisal.

11.5 Mobile Expenses Reimbursement

(For MCGM Primary and PMO Team)

Following categories of employees are covered under this policy

Sr. Category Amount Per No Month 1. SAP Consultants (Non TL) include Jr. SAP support Executive, SAP 150/- Support Executive, Sr. SAP Support Executive. It also includes Associate Consultants, Functional Consultants, but not playing a role of Team Leader 2. SAP Consultant (TL) includes Associate Consultants/ Functional 300/- Consultants but only those playing a role of Team Leader & Divisional Zonal Coordinators.

This policy is also applicable to those employees who are already getting the mobile expenses on their earlier projects hence accordingly the earlier policy will not be applicable.

This amount will be deposited into the respective employee's Bank account on monthly basis hence employees are not required to submit their vouchers / bills to the company. Please note that, no additional amount will be given as mobile expenses.

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ABM HRM /08/05/2019 11.6 Mediclaim Policy

Objective

To provide (partly) financial support to the employees for unforeseen hospitalization expenditure and to ensure smooth interaction with the medical authorities during such emergency in terms of quality, speed and payments. This policy will provide more guidance to each of you so that you will not face any difficulty in understanding the various processes involved under the Mediclaim policy.

General Guidance

ABM is pleased to inform all that we have entered into Group Mediclaim Insurance Policy for all employees on payroll of ABM with NEW INDIA ASSURANCE CO LTD.

 The policy is valid from 18th March 2019 to 17th March 2020.  The insurance will be covering self + Spouse + 2 Children. (Parents are not covered).  The sum insured for each employee under this policy is arrived at a pre-defined category ofRs.1.00 Lakh, Rs.1.50 Lakh, Rs.2.50 Lakh and Rs.4.00 Lakh based on the CTC of each employee. Following is the table used for arriving at the sum insured as per the criterion fixed by company.

Sr. Annual CTC in Rs. Sum Insured in Rs. No. 1 Upto 200,000 100,000 2 200,001 to 500,000 150,000 3 500,001 to 1,000,000 250,000 4 Above 1,000,000 400,000

ABM has appointed an organization called NEW INDIA ASSURANCE CO LTD and INVESTACC ISNURANCE BROKERS PVT LTD. This means, Investacc will function as a mediator between ABM employees and the Insurance Company in respect of claims from ABMers, right from claim preparation/submission to till claim settlement. The Investacc can be contacted in case if you need any claim-related guidance, help or clarification. As per the information given by Insurance Company, an Authorized representative of the Investacc will be available at all Network Hospitals/Nursing Homes across India as per the list provided along with the insurance kit. Employees can bring to the notice of Administration Department any non- response or non-co- operation from Investacc, if any.

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ABM HRM /08/05/2019

We have been issued for each employee along with the list of Network Hospitals in India. In case of non-receipt of ID cards, discrepancies, if any there on may be please mail to Administration Department. For any claim related query, you will need to please contact on the telephone numbers and address mentioned below.

ABM Representatives for:

First Level Escalation 1. Mr. Ajay Matekar Cell: +91 7498657450 Email: [email protected]

Second Level Escalation 2. Mr. Dhiraj Patil Cell: +91 9324561323 Email: [email protected]

For Claim Settlement Investacc Insurance Brokers Pvt Ltd. 918, Samarth Aishwarya, “B” Wing, 9th Floor Lokhandwala Complex Andheri West, Mumbai – 400053.

Contact Details of staffers: 1.Mr. Nilesh Chaubey, Manager-CRM Cell: +91 9167615788 Email: [email protected]

2.Mr. Mohd Arkam Ansari - AVP Cell: +91 9833377608 Email: [email protected]

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ABM HRM /08/05/2019

Who all are covered under this policy? This policy is known as Floater Group Mediclaim Cover which is a cashless policy and dependents means, Self + Spouse + 2 Children (Parents are not covered under this policy). Investacc Insurance Brokers Pvt Ltd to function as a dedicated Team, The Investacc will function as a mediator between ABM employees and the Insurance Company in respect of all claims from ABMers, right from claim preparation/submission to till settlement of the claim.

Every Insured will be provided with an Insurance Card from the Insurance Company which needs to be produced to the Network Hospital where a representative of the Investacc will be available to take care of all procedures and processes for hospitalization and other related activities. We have the facility of making “E-card” and access your details for each and every individual. Those who are willing to have this facility need to send an email to undersigned and we will provide you website, user ID & Password for accessing your details.

What is cashless hospitalization? Cashless hospitalization does not mean that treatment is free of cost; Investacc will mediate between the hospital and the insurance company and settle the hospital bills (claims) on behalf of the insured as per the benefits named in the policy, coverage under the policy and exclusions under the policy. Any expenses that are not payable under the insurance policy will not be authorized during hospitalization and the same will have to be borne by the patient.

What are not reimbursable (claimable) under cashless hospitalization? Generally, hospitalization and medical expenses like registration charges, telephone charges, diet charges documentation charges and any other non -medical expenses included in the hospital bill are not reimbursable under cashless hospitalization

Where is Cashless Hospitalization available? Hospitalization and/or treatment is allowed anywhere in India where network hospitals and or Nursing Homes i.e. only those hospitals/Nursing Homes with whom the insurance company have tie up for cashless hospitalization exists.

These Hospital/Nursing Home are duly licensed registered with the appropriate authorities (Civic Bodies) having more than 15 beds and a full time doctor and nursing staff in attendance. List of Network hospitals across India will be forwarded separately

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ABM HRM /08/05/2019

Policy Coverage • Pre-Existing Diseases • Coverage is in effect from the date of policy • Maternity cover without waiting period (Maternity cover restricted to Rs.30,000/-Normal delivery & Rs.40,000/- Caesarean) • Co-Pay: 15% Co-pay applicable on each claim for the employees & Dependent

Pre-Hospitalization Relevant medical expenses incurred during a period up to 30 (thirty) days prior to hospitalization for that illness or bodily injury sustained and considered a part of a claim admissible under the policy.

Post-Hospitalization Relevant medical expenses incurred during a period up to 60 (sixty) days after hospitalization for an illness or bodily injury sustained and considered a part of a claim admissible under the policy.

Inclusions (expenses reimbursable/claimable): • Room, Boarding & Nursing Expenses- Not exceeding 1% of sum insured • I.C unit expenses - Not exceeding 2% of Sum Insured(If Opted for Higher Room/ICU the proportionate deduction applicable) • Ambulance Services-1% of sum insured or Rs. 1500/-whichever is less • Surgeon, Anaesthesia, Blood, Oxygen, Operation Theatre Charges, Surgical Appliances, Medicines & Drugs, Dialysis, Chemotherapy, Radiotherapy, Artificial Limbs, cost of Prosthetic devices, implanted during surgical procedures like pacemaker, relevant Laboratory/ Diagnostic test, X-Ray, and other medical expenses related to the treatment.

Hospitalization & Day Care Procedure: Admission in any Hospital in India upon the written advice of Medical Practitioner for a minimum period of 24 consecutive hours except in case of “Specified Treatment”, where the admission in such Hospital may be for a period of less than 24 hours. Specified Treatment means any treatment or cure for any one or more of the following illnesses:

1. Cataract 2. Lithotripsy (Kidney Stone Removal) 3. Tonsillectomy 4. Dialysis

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ABM HRM /08/05/2019 5. Dilation & Curettage 6. Chemotherapy 7. Radiotherapy 8. TURP (Prostate Surgery) 9. Coronary Angiography 10. Cardiac Catheterization

Exclusion:  Injury /Disease- Arising from or attributable to war invasion, Act of foreign enemy, war like operations or by nuclear weapons/ materials  Circumcision, vaccination, aesthetic treatment, plastic surgery unless, cosmetic, inoculation  Cost of braces, equipment or external prosthetic devices, non-durable implants, eye glasses, Cost of spectacles lenses, hearing aids including cochlear implants and durable medical equipment, correction of eye sight.  Convalescence, general debility, “Run-down” condition or rest cure, obesity treaty and its complications, congenital external disease/defects or anomalies, treatment relating to all psychiatric and psychosomatic disorders, infertility, sterility, use of intoxicating drugs/alcohol, use of tobacco leading to cancer.  Any dental treatment which corrective, cosmetic, filling of cavity, root canal including wear and tear etc. unless arising from disease or injury and which require hospitalization  Self-injury, Bodily injury or sickness due to wilful or deliberate exposure to danger (except in an attempt to save a human life), intentional self-inflicted injury, attempted suicide and arising out of non-adherence to any medical advice.  Treatment of any Bodily injury sustained whilst or as a result of active participation in hazardous sports or any kind./ any criminal act.  Massages, Steam bathing, Shirodhara and alike treatment under Ayurvedic Treatment  AIDS  Diagnostic, X-Ray or Laboratory examination not consistent with or incidental to the diagnosis of positive existence and treatment of any ailment,  Vitamins and tonics unless forming part of treatment for injury or disease as certified by the attending physician.  Any Naturopathy Treatment. Experimental Treatment and Unproven treatment (not Recognized by Indian Medical Council).

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ABM HRM /08/05/2019  Genetic disorders and stem cell implantation/surgery.  Any Domiciliary Hospitalization. Treatment taken outside India  Treatment of obesity and any other weight control programme  Change of treatment from one system of medicine to another unless recommended by the Consultant/Hospital under whom the treatment is taken.  All non-medical expenses including convenience items for personal comfort such as telephone, television, Ayah, Private Nursing / Barber or beauty services, diet charges, baby food, cosmetics, tissue paper, diapers, sanitary pads, toiletry items and similar incidental expenses.  Service charges or any other charges levied by hospital  External and or durable Medical/ Non-medical equipment of any kind used for diagnosis and or treatment including CPAP, CAPD, Infusion pump etc., Ambulatory devices i.e. walker, Crutches, Belts, Collars, Caps, splints, slings, braces, Stockings, etc. of any kind Diabetic foot wear, Glucometer/Thermometer and similar related items etc. and also any medical equipment Which is subsequently used at home etc.  Psychiatric and psychometric disorders, misuse of drugs /alcohol  Expenses incurred primarily for evaluation/diagnostic purposes not followed by active treatment.  Abortion unless recommended by Doctors  Naturopathy treatment, acupressure, acupuncture, Magnetic and such other therapies Treatment irrelevant to the diseases diagnosed, private nursing charges, referral fee to family doctors, out station consultants/surgeon fees etc.  Change of treatment from one pathy to other pathy unless being agreed/allowed and recommended by the consultant under whom treatment is taken  Any treatment required arising from insured participation in any hazardous activity  Any stay in the hospital for any domestic reason or where no active regular treatment given by hospital  Non prescribed drugs and medical supplies, hormone replacement therapy,  Doctors home visit charges.  Treatment different from the one for which hospitalization was necessary

Documentation Required for Reimbursement:  Dully filled Claim form (Part A & B)  Original discharge card in proper format with diagnosis, admission and treatment details  Original final hospital bill in proper taxable format with bill number and / or revenue stamp  Original Hospital payment receipt

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ABM HRM /08/05/2019  Original medicine bills / cash memos supported by original prescriptions  Investigation bills/ receipts supported by Original investigation reports and doctor’s advice for same.  Consultation bills supported by Consultation papers  Diagnostic report for first time claim  Implant (Invoices)/Stickers  In Accident/Incident cases detail incidental report and MLC / FIR copy mandatory  Photo ID proof, Address proof and Pan-card copy for both.  A photocopy of Mediclaim policy in case of retail policy (Not applicable for corporate clients)

 Cancelled cheque of primary insured / proposer. Keep photo copies of above documents with you for further treatment (Insured Name should be printed on cheque copy or Bank Pass Book Copy or Bank Statement copy).

Documents to be obtained before discharge from the hospital in case of cashless facility: Do not collect  Original discharge card  Original reports  Original bills  Photocopy of Prescriptions

Collect  Original X-ray plates  Original prescription for treatment advised on discharge  Ensure that you sign the original bill and a claim form before your discharge from the hospital

1) Intimation needs to be sent to Investacc within 48 hours of hospitalization.

2) Intimation can be done through Investacc mail intimation

3) Claim documents needs to be submitted within 7(Seven) days from date of discharge in case of reimbursement claim.

4) All claim documents to be submitted in Original.

5) The MLC/FIR copy in case of accident case.

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ABM HRM /08/05/2019

6) In case of Deficiency, the additional required documents to be submitted within 7 days.

7) Obstetric history of patient in case of maternity claim.

8) Sticker / Bill for any prosthesis, stent, lens, etc implanted at the time of surgery, Invoices of the Lens in the case of cataract operation.

9) Minimum hospitalization of 24 hours for admissibility of claim. 10) Photo id and Address Proof required during cashless process of Insured/Claimant.

Don’ts: (Refer clause “Exclusions”)

12. Travel Policy

Introduction This policy provides information about the payment and reimbursement process for approved business travel from the ABM or its client location (i.e., one's normal place of employment), or one's home, to a destination in ABM, or outside of the ABM area. The traveler has adhered to ABM policies and procedures.

Objective Employees traveling on ABM business are entitled to transportation, hotel Accommodations, and services, as needed, which meet reasonable and adequate standards for convenience, safety, and comfort.

General instructions applicable to all ABM employees  The Head Administration will be the final authority to make interpretation and clarification to any of these rules.  The Head Administration reserves the right to modify, delete or amend all or any provisions of these rules without prior notice.  Please quote your grades while claiming vouchers.  Employee should normally use the shortest and most reasonable route to travel between two stations within the entitlements. In case you have traveled by a longer or costlier route, approval of the competent authority must be taken.  It is the duty of the HOD or designated supervisory officer who approves the travel claims to scrutinize whether the claims are made in accordance with the provisions of the travel policy. If any doubt arises, such authority shall refer the matter to the Admin.

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ABM HRM /08/05/2019  The Admin dept. will scrutinize the final bills and report to the HOD’s on anomalies, deviations if any. The HOD’s decision on such matters will be final and binding within the approved policy entitlements.

What Does This Policy Covers?  Eligibility of travel (travel mode) for Employees as per grade.  Accommodation details as per Grade.  Procedure on claiming and settling bills.  Usage charge per km for employees allowed to use own vehicles etc.

Important Notes-

1. Below are the travel policies which are based on project/ department and locations. A. General Staff i. All General Staff (Admin, HR, Accounts & Marketing Staff) across India ii. Employees those who are based in ABM fix location such as ABM house, Mainet team, MHO, KDMC, WDC & Bhopal B. Bihar Project Staff C. Cantonment Board Project Staff D. MAINet implementation staff- Maharashtra E. MCGM Primary Project Staff F. SUDA Project Staff

2. Travel related Expenses can be reimbursed to senior level employees but not limited to Executive Director at actual basis subject to approval by designated person by Management or Managing Director .The capping in the policy will be treated as broad guide line.

3. Monthly Reimbursement such as but not limited to ,Attire Expenses, Fuel & Maintenance expenses & Telephone Expenses etc. can be offered by HR dept.to certain candidates during finalization of employment terms. These could be governed by upper cap while being paid at actuals. This can be done on case to case basis depending on type of talent required to be hired and its demand & supply and/or prevailing market conditions

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ABM HRM /08/05/2019

12.1 Travel policy for general staff

12.1.1 Grades:

Sr. No. Grade Pay Range 1 A1 Salary up to Rs. 1,00,000 Per Annum CTC 2 A4 Salary between Rs. 1,00, 001 to 2, 50, 000 Per Annum CTC 3 C1 Salary between Rs. 2, 50, 001 to 4, 00, 000 Per Annum CTC 4 C2 Salary between Rs. 4,00, 001 to 7, 00, 000 Per Annum CTC 5 C3 Salary between Rs. 7,00, 001 to 10, 00, 000 Per Annum CTC 6 E1 Salary between Rs. 10,00, 001 to 15,00, 000 Per Annum CTC 7 E4 Salary from 15,00, 001 and above Per Annum CTC

Note: * CTC: Exclude Performance Bonus/Variable, if applicable

12.1.2 Official Overnight Travel outside Mumbai: Official travel requires submission of travel Requisition Format (TRF). This prevailing format is made and approved by the designed supervisory head, without which no claim shall be processes and the TRF shall be rejected. Account department can reject the Travel Advance, if there is advance outstanding in the name of employee from precious travels/any other voucher.

Employees should normally claim expenses within 2 working days of coming back to the base location and not later than 5 working days. Such expenses should be claimed through Travel Expenses Form with full details of travel like mode of travel, place visited (to and from details), name of person accompanying. It should be ensure that only the senior most person claims the said expenses for him/her on behalf of all accompanying employees. All necessary travel supporting should be attached for the claim. Care should be taken to fill all the blanks in the form without leaving anything unfilled.

HOD’s (or designated supervisory heads) should certify the vouchers after doing all feasible due diligence to ensure that further approval process continues smoothly without noticing obvious non- compliances.

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ABM HRM /08/05/2019 After Certifying the same should be sent to Administrative Department. Administrative department shall certify the same and will send it to Accounts for payment. Accounts department will clear these vouchers within 7 working days of receipt of the same in accounts unless there are any queries related to the concerned voucher/employee. Claims that are older than one month from date of incurring expenditure when received by Accounts department will be rejected without assigning any reason. This will be possible only if everyone involved in approval process. Process voucher without delays and within time limit prescribed.

Kindly note: HOD’s or Supervisory Offices recommendations of clearing such vouchers will not be accepted.

 Mode of Travel Eligibility – the upper limits of eligibility are mentioned in the table below for each Grade:

Grades Road/ Local Conveyance Local Train/ Long Air/ Flight Travels Destination Not Eligible A1 Bus ( Public Transport like S. T) Second Class/ General

A4 Bus ( Public Transport like S. T., Second Class/II Sleeper Not Eligible ASIAD permissible)/Shared Auto /Two-Wheeler C1 Bus ( Public Transport like S. T., Second Class/II Sleeper Not Eligible ASIAD, Private Recognized non- AC Luxury)/Shared-Auto/Two- Wheeler C2 & Luxury Bus/ Shared Auto/ III AC/Chair Car Not Eligible C3 Taxi/Two Wheeler E1 AC Bus/Auto/ Taxi/Two Wheeler/ AC Volvo Bus/II Economy class of LCC if Own Car AC/III AC/Chair Car train travel is above 16 hours OR if no overnight trains available. E4 AC Bus/Auto/ Taxi/Two wheeler/ AC Volvo Bus/II Economy class of LCC if Wheeler/ AC/III AC/Chair Car train travel is above 10 Own Car hours OR in case of business exigency. *The employees for C2 and C3 category must use the share auto & taxi, where ever the services are available & only under extreme circumstances they can use the services of auto & taxi.

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Note: Admin has been receiving vouchers for snacks or dinner etc. also as a result of late sitting. Please note that such claims will not be entertained unless there is prior/proper approval from respective HOD’s.

 Own vehicle usage policy:

Usage of own vehicle is applicable to those as shown in the above table “MODE OF TRAVEL”. Employees using private/own vehicle, for attending official meetings/ business purpose would be entitled to claim as per the own transport kilometer scheme as shown below. All claims are to made by employee through voucher giving details of vehicle number, date of travel, place of travel client/office visited.

 Two Wheeler – Rs. 3.00 per km.  Four Wheeler – Rs. 6.50 per km.

Petrol reimbursement includes all car expenses for the trip. No separate payment for personal driver & related expenses will be paid separately.

Leave on Travel: An employee who takes leave while on tour is not eligible to claim Boarding and Lodging allowances during such leave, except when necessitated by sickness subject to the approval of the Functional Head.

 Accommodation and Daily Allowance (DA):

1. Charges will be admissible as per the grades prescribed by the company; likewise, Daily allowance towards tea, breakfast, lunch, dinner etc. will be on actual basis subject to the maximum admissible limit as per the grades prescribed. Respective employees can select higher grade of hotel accommodation of his choice by paying difference in cost. 2. Every employee will have to produce supporting bills, vouchers for claiming accommodation as well as other charges. Reimbursement will be as per actual expenditure or as per the scales prescribed whichever lower. 3. Admin department will not admit claims without relevant supporting bills/documents & employee shall bear the cost for such expenses. Admin can relax the rule at their discretion. 4. Lodging allowance can be claimed for short stay also but only one day can be claimed for every 24 hours of absence from his base location i.e. irrespective of the number of hours that the employee has occupied the room for each halt.

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ABM HRM /08/05/2019 5. DA for travel more than 6 hours and up to 12 hours in a day is limited to 50% of DA mentioned in table below. NO DA shall be claimed for work that is less than 6 hours. For examples: If an employee is working from 9.30 am to 3.30 pm he is entitled for DA. If he/she works from 9.30 am till 2 pm, then he/she will not be applicable for DA. 6. Before traveling employee should verify from their immediate superior whether it is agreed with the customer to provide accommodation to ABM employee at customers lodging facility. Any unnecessary expenditure will have to be borne by the employee and the supervisory officer. 7. Every employee is entitled for advance payment to the extent of anticipated expenditure. However, it will be binding on them to submit detailed account within stipulated period as mentioned in sr. no 2 above. No advance will be paid if the employee has any sort of unsettled advance as per the records of the accounts department. Maximum Allowable Accommodation Charges per day (inclusive of taxes).

Grades Class of Hotel Class – A Cities Class – B Class – C Cities cities A1 Budget / 200 150 100 Economy A4 Budget / 400 300 200 Economy C1 Budget / 900 500 400 Economy C2 Budget / 1500 1200 750 Economy C3 Budget / 1800 1500 1000 Economy E1 Any 2200 1750 1200

E4 Any 2500 2000 1500

Metros and Class – A cities: All metropolitan cities, i.e. Mumbai, Delhi, Kolkata, State capitals and Union Territories.

Class – B Cities: Cities other than state capitals but coming under jurisdiction of Municipal Corporation/Districts/ Head Quarters

Class – C cities:Rest of the cities.

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 Daily allowance:

Grades Class – A Class – B Class – C Cities Cities cities A1 100 75 50 A4 200 150 100 C1 300 200 200 C2 350 300 200 C3 400 350 250 E1 500 400 300 E4 600 500 400

12.2 Travel policy for Bihar & IPRD Project

Grades:

 Official Overnight Travel to Bihar:

Official travel requires that a Travel Requisition Format (TRF) as per prevailing format is made and approved by the designated supervisory head, without which no claim shall be processed and the TRF shall be rejected. Accounts dept. can reject the Travel Advance, if there is advances outstanding in the name of the employee from previous travels/any other voucher. Travel advance request should be paid by accounts within 2 working days of receipt of approval of the same. Similarly adequate notice shall be given to Admin department for travel bookings, so that chances of getting confirmed bookings are

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ABM HRM /08/05/2019 enhanced; it will also optimize cost of company for Air travel.

Employees should normally claim expenses within 15(Fifteen) working days of coming back to the base location and not later than 21 (Twenty One) working days. In case of travel is beyond 15 days, travel claim expenses should be submitted on fortnightly basis. In such cases, further advance can also be claimed. Such Expenses should be claimed through Travel Expense Form with full details of travel like mode of travel, places visited (to & from details), name of person accompanying. All necessary travel supporting (Bills, tickets etc.) should be attached for the claim.) Care should be taken to fill all the blanks in the form without leaving anything unfilled.

HOD’s (or designated Supervisory heads) should certify the vouchers after doing all feasible due diligence to ensure that further approval process continues smoothly without noticing obvious non- compliances. After certifying the same should be sent to Administration department at ABM House. Administration department shall certify the same and will send it to Accounts for payment. Accounts dept. will clear these vouchers within 7 working days of receipt of the same in accounts unless, there are queries related to the concerned voucher/employee. Claims that are older than one month from date of incurring expenditure when received byAccounts dept will be rejected without assigning any reason. This will be possible only if everyone involved in approval process (e.g. employee, HOD, Admin etc). Processes voucher without delays & within time limit prescribed. As an exception, with appropriate justification for delay from HOD, it will be paid on case to case basis and but the payment of the same will be strictly at discretion of Accounts on total no of such requests received. Such exceptions are not expected to be one per employee in 3 months or overall not more than 2-3 per month; else it would not qualify as exceptions.

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ABM HRM /08/05/2019  Mode of Travel:

Eligibility – the upper limits of eligibility are mentioned in the table below for each Grade.

Grades Road / Local Conveyance Local Train / Long Destination Air

Second Class / General, Sleeper A1 Bus (Public Transport like S.T) Class & non- AC Bus Not Eligible Bus (Public Transport like S.T, Second Class / II Sleeper, Non AC A4 ASIAD permissible) / Shared Auto / Bus, , 3 AC If travel time by Train is Not Eligible Two-wheeler more than 14 Hrs.

Bus (Public Transport like S.T, Second Class / II Sleeper, 3 AC If ASIAD, private recognized non-AC C1 travel time by Train is more than 14 Not Eligible luxury) / Shared – Auto, Taxi / Two- Hrs. wheeler

Luxury Bus/ III AC / Chair Car, Non AC Bus C2 Shared Auto / Taxi / Two-wheeler, AC Volvo bus If travel time in 12 hrs. Not Eligible Hand Rickshaw or more Luxury Bus / C3 Auto / Taxi / Two-wheeler, Hand III AC/Chair Car, AC Volvo Bus Not Eligible Rickshaw

As per General E1 As per General Policy As per General Policy Policy.

As per General E4 As per General Policy As per General Policy Policy

Note: The employees for C2 category must use the share auto & taxi wherever the services are available.

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ABM HRM /08/05/2019 Only under extreme circumstances they can use the services of auto & taxi.

If train tickets are not confirmed, even after trying in Tatkal quota, employees can avail one grade upper class with prior approval from HOD (If the travel was scheduled at short notice due to client contingencies). Please note that this will always need prior approval from HOD.

Air Travel, if needs to be done on the basis of the approval, must be routed through Admin department only. Admin will do ticketing with “Indigo”, as we have corporate tie –up with them. In case, we can’t get the flight with Indigo as per our needs, then, only Admin will decide to give booking to our travel agent with necessary approvals in place

 Own Vehicle usage Policy: -

Usage of own vehicle is applicable to those as shown in above table “MODE OF TRAVEL”.

Employees using private / own vehicles, for attending official meetings / business purpose would be entitled to claim as per own transport km scheme as shown below. Such employees need to provide vehicle number while furnishing the claim. All claims are to be made through voucher giving details of vehicle number, date of travel, place of travel client / office visited.  Two Wheeler -Rs.3.00 per km  Four Wheeler -Rs.6.50 per km

This petrol reimbursement includes all car expenses for the trip. No separate payment for personal driver & related expenses will be paid separately.

Leave on travel:

An employee, who takes leave while on tour due to non-medical reason, is not eligible to claim Boarding & Lodging allowances during such leave, except when necessitated by sickness subject to the approval of the Functional Head.  Accommodation and Daily Allowance:

2. Every employee will have to produce supporting bills, vouchers for claiming accommodation as

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ABM HRM /08/05/2019 well as other charges. Reimbursement will be as per actual expenditure or as per the scales prescribed whichever is less.

3. Please note that no supporting bills will be required to claim DA.

4. Lodging allowance can be claimed for short stay also but only one day can be claimed for every 24 hours of absence from his base location i.e., irrespective of the number of hours that the employee has occupied the room for each halt.

5. DA for travel more than 6 hours and up to 12 hours in a day is limited to 50% of DA mentioned in table below. No DA shall be claimed for work that is less than 6 hours. For examples: If an employee is working from 9:30am to 3:30pm he is entitled for DA. If he/she works from 9:30am till 2:00 pm, then he/she will not be applicable for DA.

6. Before traveling employee should verify from their immediate superior whether it is agreed with the customer to provide accommodation to ABM employee at customer’s lodging facility. Any unnecessary expenditure will have to be borne by the employee and the supervisory officer.

7. Every employee is entitled for advance payment to the extent of anticipated expenditure. However, it will be binding on them to submit detailed account within stipulated period as mentioned in sr. no 2 above. No advance will be paid if the employee has any sort of unsettled advance as per the records of the accounts Dept.

8. In case employee decides to stay at his relative’s place and not at the hotel, he will be entitled to get 10% of accommodation amount in lieu of hotel accommodation charges for which he need not to submit the bill.

9. Accommodation charges to be claimed as per Admin policy or Bookings.

Metros and Class - A cities: All Metropolitan cities, State capitals and other cities coming under the jurisdiction of the Municipal Corporation. Patna, Katihar& Bhagalpur

Class - B Cities: Cities other than State Capitals but coming under jurisdiction of Municipal Corporation except cities mentioned in A Cities

Class - C cities: Area coming under the jurisdiction of the Municipal Councils & Nagar Panchayats.

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ABM HRM /08/05/2019 Daily Allowance:

Grades Class-A cities Class - B cities Class - C cities

A1 300 250 250

A4 300 300 250

C1 350 300 300

C2 400 350 350

C3 400 350 350

E1 As per General policy As per General policy As per General policy

E4 As per General policy As per General policy As per General policy

Note: DA for Grade A1, A4, C1, C2 and C3 will be paid lump-sum without any bills.

12.3 Travel policy for cantonment board project

Grades: Sr. No. Grade Pay Range 1 A1 Salary up to Rs. 1,00,000 Per Annum CTC 2 A4 Salary between Rs. 1,00, 001 to 2, 50, 000 Per Annum CTC 3 C1 Salary between Rs. 2, 50, 001 to 4, 00, 000 Per Annum CTC 4 C2 Salary between Rs. 4,00, 001 to 7, 00, 000 Per Annum CTC 5 C3 Salary between Rs. 7,00, 001 to 10, 00, 000 Per Annum CTC 6 E1 Salary between Rs. 10,00, 001 to 15,00, 000 Per Annum CTC 7 E4 Salary from 15,00, 001 and above Per Annum CTC

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ABM HRM /08/05/2019  Mode of Travel

Eligibility - The upper limits of eligibility are mentioned in the tale below for each Grade.

Grades Road / Local Conveyance Local Train / Long Air Destination A1 Bus (Public Transport like S.T) Second class / General Not Eligible A4 Bus (Public Transport like S.T, Second class / II Sleeper Not Eligible ASIAD Permissible) / Shared Auto / Two wheeler C1 Bus (Public Transport like S.T, Second class / II Sleeper. Not Eligible ASIAD, private recognized non (If travel distance is more than -AC luxury) / Shared - Auto / 18 hours then III AC is allowed Two wheeler with the permission of HOD) C2 & Luxury Bus / Shared Auto / III AC / Chair Car Not Eligible C3 Taxi / Two - Wheeler ( If train booking is not available, then AC Volvo Bus - Seating/ Sleeper is allowed with the permission of HOD E1 AC Bus / Auto / Taxi / Two – AC Volvo Bus / II AC / III AC / Economy class of LCC, if Wheeler/ Own Car Chair Car train travel is above 16 hours or if no overnight trains are available. E4 AC Bus / Auto / Taxi / Two – AC Volvo Bus / II AC / III AC / Economy class of LCC, if Wheeler/ Own Car Chair Car train travel is above 10 hours or in case of business exigency.

The employees for C2 and C3 category:

 Must use the share Auto & Taxi, where ever the services are available and only under extreme circumstances they can use services of Auto and Taxi.  For Local conveyance, if the tour is for less than a week and thus the baggage is not very heavy, one should try to commute by train or other local means of transport to the nearest Railway / Bus station and then take Auto to reach the station if require.

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Accommodation and Daily Allowance:-

In case of Cantonment Board, accommodation is likely to be provided by the customer. Even when the client does not provide accommodation free, team should request for accommodation in clients guest house. This will benefit in two ways - it will comparatively cheaper than hotels and will be near by the work place.

Minimum allowable accommodation charges per day (inclusive of taxes).

Grades Class of Hotel Class – A Cities Class – B Cities Class – C Cities A1 Budget / Economy 200 150 100 A4 Budget / Economy 400 300 200 C1 Budget / Economy 900 600 500 C2 Budget / Economy 1000 800 750 C3 Budget / Economy 1300 1000 900 E1 Any 2000 1500 1200 E4 Any 2500 2000 1500

 For the Cantonment Board Project, Agra would fall under Class B Cities. Mumbai and Delhi will fall under Class A cities. Further client may require our team to travel to other locations, city of travel will be categorized below for the purpose of Accommodation and Daily Allowance.

Metros and Class - A Cities: All metropolitan cities, state capitals and other cities coming under the jurisdiction of the Municipal Corporation. Class - B Cities: Cities other than state Capital but coming under jurisdiction of Municipal Corporation. Class – C Cities: Areas coming under the jurisdiction of the Municipal Councils.

Daily Allowance:- Grades Class – A Cities Class – B Cities Class – C Cities A1 100 75 50 A4 200 150 100 C1 275 225 225 C2 275 250 225 C3 325 300 225 E1 400 375 300 E4 500 500 400

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Special Instruction for Accommodation and Daily Allowance:

1. As said in point no.1 above, team should first request client to accommodate in their own guest house. Contractual agreement with client should be discussed with the supervisor prior to the visit. In case that is not possible, then accommodation can be done in other Guest House / Hotels for which above mentioned rates will be applicable. Accommodation charges in client's guest house if payable should also be within the above limits.

2. In case where, more than one person is deputed at the same location simultaneously, then they should share the accommodation. For which charges will be reimbursed to one person only (please mention in voucher if sharing along with name and designation of the person sharing the room). However it is not applicable in case of male and female employees are deputed for the same project.

3. If a room is shared by two persons then the voucher will be submitted by the senior employee or the one who has joined ABM earlier than the other (by specifying in the voucher, “name of other employee and period of stay”)who was sharing the room. The other employee will also give cross reference in his voucher while not claiming the accommodation. When one of the person leaves earlier then he would settle the bill and leave. Then onwards the other person will make his separate voucher.

4. The maximum eligible limit in that case (sharing accommodation) will be seniors limit + 50% of juniors limit and will be claimed by senior for the time they stay together. The claim will be as per actual bill.

5. While travelling for long duration (initially the locations identified is Agra), if the journey starts from “home / office / hotel” during the day, 100% of Daily Allowance is applicable if travel starts before 8.00am. 80% of the Daily Allowance is applicable if travel starts between 8.00am to 2.00pm. 60% of Daily Allowance is applicable if travel starts between 2.00pm to 8.00pm. 40% of DA is applicable if travel starts between 8.00pm to 12.00 midnight.

6. Similarly, on travel back from client location to home / office. If the part of the day is spent on travel, 25% of Daily Allowance is applicable if one reaches home / office before 1.00pm.60% of Daily Allowance is applicable if one reaches between 1.00pm to 7.00pm and 80% of Daily Allowance is applicable if one reaches between 7.00pm to 9.00pm and 100% Daily Allowance applicable if one reaches after 10.00pm till next day 2.00am. In case one reaches the destination

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ABM HRM /08/05/2019 between 2.00am on next day to 7.00am, 25% of Daily Allowance is applicable for the next day. All this will be the upper limit and reimbursement will be on actual expenses made.

7. It is suggested that team tried and collects bills/ attachments as far as possible for the food expenses during the train / bus journey. In case where it is not possible, admin will use its discretion to allow such expenses during assessment of the claims.

12.4 Travel Policy for MP Project

1 Hotel Allowance and Daily Allowance

City Hotel Allowance Daily Allowance (DA) Class-A Cities 1000 400 Class-B Cities 800 400 Class-C Cities 800 400

On sharing basis following Hotel Allowance to be allowed: City Hotel Allowance Class-A Cities 1300 Class-B Cities 1100 Class-C Cities 1100

Class - A cities: All Metropolitan cities, State capitals and other cities coming under the jurisdiction of the Municipal Corporation.(Bhopal, Indore) Class - B Cities: Cities other than State Capitals but coming under jurisdiction of Municipal Corporation except cities mentioned in A Cities Class - C Cities: Area coming under the jurisdiction of the Municipal Councils & Nagar Panchayats All exceptional hotel allowance will have prior approval with justification.

2 Leave on travel An employee, who takes leave while on tour due to non-medical reason, is not eligible to claim Hotel allowances during such leave, except when necessitated by sickness subject to the approval of the Head of the Department.

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ABM HRM /08/05/2019

3 Special Instruction Employee should normally use the shortest and most reasonable route to travel between two stations within the entitlements. In case he has traveled by longer or costlier route, approval of the Head of department must be taken.

 There would be 2 level of verification at project management level. 1) By Admin. 2) By HOD. Additionally, Local Project Admin will have a distance sheet of all available modes of transport and their cost between 2 ULB’s across the geographical scope of the Project in MP.

 In case if any employee is travelling by costlier route he/she should take prior approval before travelling with justification

4. Nobody will be allowed to travel by air mode, unless the Head of Department approve.

5. No DA will be provided for the travel within 100KM from the Office/Base location (single way travel).

 DA Calculation- if any employee is on tour his DA will start from the calendar date when he/she reaches the site and applicable till the last date when he/she leave the site subject to whichever timing he/she reaches or leave the site.

 Tatkal Booking- It would be adhered to on best efforts basis. However, due to project urgency there might be the need for adhoc booking via Tatkal/Premium Tatkal.

 Local conveyance will be included in DA if any employee is on tour.

 Local conveyance of any base location employee will be as per actuals and the voucher should be submitted on weekly basis. (for Eg. if employee is travelling locally from office to Client location (daily) the Cash voucher for the same should be submitted on weekly basis and not on daily basis.

 Local conveyance from Home to Base location shouldn’t be claimed.

 Local conveyance voucher should be submitted on weekly basis and not on daily basis with approval of HOD. If any local voucher claimed after one month of travel will not be accepted.

 HOD or designated supervisory officer who approves the travel claims to scrutinize whether the claims are made in accordance with the provisions of the travel policy.

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ABM HRM /08/05/2019

The admin dept will scrutinize the final bills and report to the HOD’s on anomalies, deviations if any. The HOD’s decision on such matters will be final

6. Claim settlement:-  Employees should fill in the required and necessary details in the vouchers mandatorily. Submitted voucher should be readable with font size of 12.  Any booking (hotel/train/flight) done by the Company or the employees, details and the bills along with supporting documents should be mentioned and attached along with the vouchers.

 If the travel distance is less than 100Km then employee should claim it through “CASH VOUCHER” and not through Tour Voucher. DA should not be claimed for travel less than 100KMs.  The Kms should be mandatorily mentioned in the vouchers.

 It is mandatory that the respective team lead should certify the tour vouchers claimed by the employee. After the certification the employee should take approval from his team lead, Project Manager and Project Head for voucher and if authorized signatories are not available employee should take approval through mail and attached the approval mail copy with vouchers.  Employee should send the hard copies to HO Admin.  No voucher will be accepted after the submission period as per the policy.  Kindly be noted that resubmission of tour vouchers is strictly not allowed. For Eg: If any employee claims the tour voucher between the stipulated date period of 1st to 10th of that particular month, then that employee cannot resubmit the tour voucher of this period claiming that he/she have missed to add certain expenses. Employee should ensure that all the expenses and required details and documents have been submitted for the particular period in one submission itself.  Employee should not repeat the dates if it is a continuous travel. For Eg: If any employee is travelling from 1st to 10th of that particular month and the travel continuous further from date then the tour voucher should be submitted from the date of 11th onwards rather than 10th because the hotel booking amount and DA has already been paid from 1st to 10th of the respective month.  In case of continuation of tour from the stipulated date then you need to mention in the remark column of vouchers submitted for your earlier tour as well as on the extended tour that “my tour is a continuous tour” to avoid confusion. For Eg: If your tour is planned from 1st to 9th of that respective month and gets extended from 10th to 15th then please mention “my tour is a continuous tour” on both the vouchers submitted by you from 1st to 9th and 10th to 15th.  Any advance given for the particular tour will be adjusted only against the same tour expenses and cannot be carrying forward for settlement against next tour or other expenses voucher. The recovery of

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ABM HRM /08/05/2019 tour advance can be settled through Deduction from employee monthly salary or employee can transfer the amount to company account through online transfer.  Employee must submit their travelling related claim within 7 days to the (HO) admin.  Once the claim reaches ABM House to Admin it will be acknowledged and the receipt for same will be e-mail to the particular employee.  Any Voucher claimed after 3 weeks from the date of travel will “NOT” be accepted.  Accounts dept. will clear travel vouchers claim within 7 working days of receipt of the same in accounts unless there are queries related to concerned voucher/employee.  In case of Accompanied journey only single voucher along with supporting documents should be submitted by the employee who has taken Tour advance for that journey.  Employee should not include expenses incurred for food @ hotel accommodations as the charges are included in DA amount.  Employee need to take separate approval mail for holiday working and should attach the same with travel expenses claim.

Tour Advance request:  Account dept. can reject the Travel Advance request if there are 2 previous travels expenses claim that are not settled or advance of Rs. 5000/- whichever is higher.  Accounts department requires properly filled approved Tour advance request form, failing which tour advance will not be given.  Employee should send approved tour advance prior to 3 days of Travel.

12.5 Travel policy for SUDA Project Grades: Sr. No. Grade Pay Range 1 A1 Salary up to Rs. 1,00,000 Per Annum CTC 2 A4 Salary between Rs. 1,00, 001 to 2, 50, 000 Per Annum CTC 3 C1 Salary between Rs. 2, 50, 001 to 4, 00, 000 Per Annum CTC 4 C2 Salary between Rs. 4,00, 001 to 7, 00, 000 Per Annum CTC 5 C3 Salary between Rs. 7,00, 001 to 10, 00, 000 Per Annum CTC 6 E1 Salary between Rs. 10,00, 001 to 15,00, 000 Per Annum CTC 7 E4 Salary from Rs. 15,00, 001 and above Per Annum CTC

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ABM HRM /08/05/2019 Official Overnight Travel to Chhattisgarh:

1. Official travel requires Travel Requisition Format (TRF) as per prevailing format is made and approved by the designated supervisory head, without which no claim shall be processed and the TRF shall be rejected. Accounts dept. can reject the Travel Advance, if there is advances outstanding in the name of the employee from previous travels/any other voucher.

2. Travel advance request should be paid by accounts within 3 working days in receipt of approval. Similarly, adequate notice shall be given to Admin department for travel bookings, so that chances of getting confirmed bookings are enhanced & it will also optimize cost of company for Air travel and Tatkal Tickets. 3. Additional advance can also be claimed during tour which is more than 15days. Such Expenses should be claimed through Travel Expense Form with full details of travel like mode of travel, places visited (to & fro details) & name of person accompanying. All necessary travel supporting bills, tickets (mentioning date and serial number) etc should be attached for the claim. Fill all the blanks in the form without leaving anything unfilled. 4. It is highly mandatory for an Employee to submit travel claim expenses in every 15(Fifteen) days i.e. fortnightly basis via Happay software and strictly within 7 days of completion of fortnight. If the fortnightly voucher that are older than one month from date of 7th working day when received by Accounts dept. then it will be rejected without assigning any reason. This will be possible only if everyone involved in approval process (e.g. employee, HOD, Admin etc). Processes voucher without delays & within time limit prescribed. As an exception, with appropriate justification for delay from HOD, it will be paid on case to case basis and but the payment of the same will be strictly at discretion of accounts on total no of such requests received. Such exceptions are not expected to be one per employee in 3 months; else it would not qualify as exceptions. Also, if Travel claims are not submitted on time then the same will be refused by the Management and no reasons will be accepted.

5. Other Expenses like Xerox, stationary & Courier has to be pre-approved by PM and please mention on back of the bill the purpose for the same. It is advised that such purchase be made by PMs for their locations together.

6. HOD’s (or designated Supervisory heads) should certify the vouchers after doing all feasible due diligence to ensure that further approval process continues smoothly without noticing obvious non-compliances after certifying in Happay Software. Administration department shall certify the same to which further accounts shall verify and will send it to the Management for final clearance. Accounts dept. will clear these vouchers within 7 working days of receipt of the same in accounts unless, there are no queries related to the concerned voucher/employee.

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ABM HRM /08/05/2019 Mode of Travel: Eligibility – the upper limits of eligibility is mentioned in the table below for each Grade.

Grades Road / Local Conveyance Local Train / Long Destination Air

Second Class / General, Sleeper Bus (Public Transport like S.T) A1 Class & non- AC Bus

Bus (Public Transport like S.T, Second Class / II Sleeper, Non AC Bus, 3 AC If travel time by Train is more than 14 A4 ASIAD permissible) / Shared Auto/ Two-wheeler Hrs. Second Class / II Sleeper, 3 AC If Bus (Public Transport like S.T, Not ASIAD, private recognized non-AC travel time by Train is more than 14 C1 Eligible luxury) / Shared – Auto, Taxi / Two-Hrs. wheeler III AC / Chair Car, Non AC Bus Luxury Bus/ Shared Auto / Taxi / Two- C2 AC Volvo bus If travel time in 12 hrs. or wheeler, Hand Rickshaw more Luxury Bus / Auto / Taxi / Two-III AC/Chair Car, AC Volvo Bus C3 wheeler, Hand Rickshaw

E1/E4 As per General Policy

1. Only above mode of travels are allowed for traveling from Base/Native location to Client location. 2. Two types of travel distance considered for claim. a. From Base / Native location to Bus Stand / railway station or from Bus Stand / Railway station to Client location & return in similar way is consider as Local Traveling. b. From Native / Base location to Bus stand / Railway station TO Client (ULB ) location Bus Stand / Railway Station and return in similar way is consider as Client Location Traveling. 3. While calculating distance, we will consider Google map as a source of distance and it is consider FROM Bus Stand / Railway station TO Bus Stand / Railway Station.

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ABM HRM /08/05/2019 NOTE: Employees are not allowed to claim any travel expenses from their Base location to Native Location & vice versa. Own Vehicle usage Policy: - Usage of own vehicle is applicable to those as shown in above table “MODE OF TRAVEL”.

 Two Wheeler -Rs.3.00 per km  Four Wheeler -Rs.6.50 per km

This petrol reimbursement includes all car expenses for the trip. No separate payment for personal driver & related expenses will be paid separately.

Leave on travel: An employee, who takes leave while on tour due to non-medical reason, is not eligible to claim Boarding & Lodging allowances during such leave, except when necessitated by sickness subject to the approval of the Functional Head. Food Allowance: In case if the employee travels one side 60Kms and above during day time and returning in the same day then he shall be eligible for Food Allowance of Rs. 150/-. The distance will be consider again by Google map as a source of distance and it is consider FROM Bus Stand / Railway station TO Bus Stand / Railway Station. If an employee stays overnight then only Overnight DA will applicable and not Food Allowance.

Accommodation 1. Accommodation charges defined here is maximum limit per day. Reimbursement will be as per actual expenditure or as per the scales prescribed or whichever is less. 2. In case where, more than one person is deputed to same location simultaneously, they should share the accommodation. Charges will be reimbursed to one person (Please mention in voucher if sharing along with name and designation of the person sharing the room) However it is not applicable in case male / female employees are deputed for the same project. 3. If a room is shared by two persons then the voucher will be submitted by employee who is senior as per grade (by specifying in the voucher, name of other employee and period of stay). The other resources will also give cross reference in his voucher while not claiming the accommodation. When one of the person leaves earlier then he would settle the bill and leave. Then onwards the other person will make his separate voucher.

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ABM HRM /08/05/2019 4. The maximum eligible limit in that case (sharing accommodation) will be seniors limit + 50 % of juniors limit and will be claimed by senior for the time they stay together. The claim will be as per actual bill.

Overnight Daily Allowance: 1. ODA shall be provided in the case of overnight journey or stay. 2. Please note that no supporting bills will be required to claim ODA. 3. Every employee is entitled for advance payment to the extent of anticipated expenditure. However, it will be binding on them to submit detailed account within stipulated period as mentioned in sr. no 2 above. No advance will be paid if the employee has any sort of unsettled advance as per the records of the accounts Dept. 4. ODA will be calculated on the following basis. Journey Starts ODA Before 3 PM 100% 3 PM to 10 PM 50% 10:00 PM to 12:00 AM Midnight 25% Chhattisgarh State:

Nagar Jagdalpur, Durg, Raipur, Birgaon, Bilaspur, Ambikapur, Bhilai ,Bhilai-Charoda, Chirmiri, Nigam Korba, Raigarh, Dhamtari, Rajnandgaon

Bijapur, Kirandul,Bad Bacheli,Dantewada, Sukma, Kondagaon ,Narayanpur, Jamul , Ahiwara,Dallirajhara,Balod,Tilda-Newra, Gobranawapara, Arang, BalodaBazaar , Bhatapara, Nagar Takhatpur,Ratanpur,Tifra,Mungeli,Balrampur,Bemetra,Kumhari,Surajpur,Manendragarh,Bai Palika kunthpur,Shivpurcharcha,Dipika,KatghoraKharsia,Sarangarh,Jashpurnagar,KankerDongargar h,Khairagarh,Kawardha,Gariyaband,Mahasamund,Bagbahra,Saraipali,Janjgir- Naila,Champa,Sakti, Akaltara Bhairamgarh,Bhopalpattanam,Geedam,Barsur,Dornapal,Konta,Bastar,Farasgaon,Keskal,Dha mdha,Patan,Utai,Dondi,Dondilohara,Chiklaksa,Gurur,Arjunda,Gunderdehi,Abhanpur,Kharor a,Manacamp,Kura,Simga,Kasdol,Palari,Bhatgaon,Lavan,Tundra,Bilaigadh,Kota,Bodri,Bilha, Gorela,Pendra,Malhar,Sirgitti,Sakri,Lormi,Pathariya,Sargaon,Sitapur,Lakhanpur,Ramanujga nj,Kusmi,Rajpur,Wadrafnagar,Nawagarh,Saja,Berla,Maro,Thankhamarhiya,Devkar,Parpodi, Nagar Vishrampur,Pratappur,Jarhi,Bhatgaon,Premnagar,Jhagrakhand,Khongapani,NewLedri,Pali,C Panchayat hurikala,Dharmjaigarh,Gharghoda,Lelunga,Sariya,Baramkela,Kirodimalnagar,Pusor,Patthalg aon,Kotba,Bagicha,Kunkuri,Kurud,Magarlod,Nagri,Bhakara,Amdi,Bhanupratappur,Charama ,Pakhanjur,AntagadhNarharpur,Gandai,Chuikhadan,AmbagarhChowki,Dongargaon,Churia,P andariya,Bodla,Pandatarai,Sahaspurlohar,Pipariya,Rajim,Chura,Fingeshwar,Pithora,Basna,T umgaon,Nayabardwara,Baloda,Kharod,Shivrinarayan , Adbhar, Jejepur, Dabhra , Chandrapur , Saragaon ,Nawagarh,Rahod

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ABM HRM /08/05/2019 Accommodation Rates & Daily Allowance for Overnight Stay/Journey:

Class – A Cities / Class – B Cities / Class – C Cities / Nagar Nigam Nagar Palika Nagar Panchayat Grade DA for DA for DA for Accommodatio Over Over Accommodation Over Accommodation n night night night A1 300 575 250 550 250 400 A4 300 575 300 550 250 400 C1 350 800 300 700 300 500 C2 400 850 350 800 350 650 C3 400 850 350 800 350 650 E1 As per General Policy E4

Note: DA for Grade A1, A4, C1, C2 and C3 will be paid lump-sum without any bills.

12.6 MAINet Implementation staff- Maharashtra

12.6.1 Grades

Sr. No Grade Pay Rage Name 1 A1 Salary up to Rs. 1,20,000 PA CTC 2 A4 Salary between Rs. 1,20, 001 to 2, 40, 000 PA CTC 3 C1 Salary between Rs. 2, 40, 012 to 4, 80, 000 PA CTC 4 C4 Salary between Rs. 4,80, 012 to 10, 80, 000 PA CTC 5 E1 Salary between Rs. 10,80,012 to 18, 00, 000 PA CTC 6 E4 Salary between Rs. 18,00, 012 and above PA CTC

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ABM HRM /08/05/2019 12.6.2 Approved rates:

Corporation A Class Council B Class Council C Class Council Acc DA DA DA DA Acco DA DA Acco DA Acco Gra om DA for (For for (For for mm (For for mm (For mm de m Overni Day Overn Day Over odatio Day Overn odatio Day odatio odati ght trip) ight trip) night n trip) ight n trip) n on New Grad 340 450 950 340 450 850 315 410 720 315 410 720 e - PM C4 310 425 850 310 425 800 290 400 650 290 400 650 C1 300 380 800 300 380 700 260 350 515 260 350 515 A1 / 225 340 575 225 340 550 210 320 400 210 320 400 A4

12.6.3 Voucher Process:

1. Vouchers will be raised by an employee on fortnightly basis.

2. The vouchers must be prepared in the format provided.

3. Employee will mail the soft copy to PM and cc the same on [email protected]. Strictly within 7 days of completion of fortnight.

4. The PM will approve the same within 3 days with [email protected] in cc.

5. Also, employees will courier the hard copy to Mainet team Attention: PMO with original bills for accommodation and Inter City travel.

6. Please ensure the vouchers are sent by courier and the envelopes are marked clearly with Name of location / Month / courier serial no (of that location) to ABM House. The courier envelope must have a list of Contents, with details of employee names vouchers, other project documents.

7. Admin would check for eligibility, attachment (proof), & approval of PM (on [email protected]).

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ABM HRM /08/05/2019 8. Other Expenses like Xerox, stationary has to be pre-approved by PM and please mention on back of the bill the purpose for the same. It is advised that such purchase be made by PMs for their locations together.

9. Use IDEA Phones provided to PM's/IM's to call MIDC office IDEA no. Contact no. PMO Team: 08108105315, Vimla Varghese: 08108105310

10. Try and use Client site internet if possible till the time location wise internet facility is provided. You can use internet café if the site does not have internet and attach the bills. Please note clients are supposed to provide us such support.

11. Over long week end (Sat /Sun off) employees can go back to place of residence. They will be paid Travel as per actual (Policy Manual), but they will not be paid accommodation and DA for 2 days.

12. Payments / Deductions will be made in Salary accounts directly and notified to employee.

13. Please note if the fortnightly voucher copy is not received physically within completion of 21 days at Mumbai office, the voucher will not be paid at all. In case it is lost in courier, please keep the courier receipt with you, till voucher is cleared.

12.6.3 Daily Allowance

1. Daily allowance for per day trip will be applicable if the person is traveling 120 km (Rounded) or more in a day. This allowance may also be made applicable for certain sites which are not easily accessible e.g. Alibaug. These locations will be listed from time to time. (Please Note now number of hours are not the criteria). Km will be counted from Source City Bus Stop/ Train Station to Destination city Bus Stop/Train Station. Km will not be counted from the place if residence. Information is available on MSRTC, Railway websites, Google map will be used for calculation of kms

2. Above figures (Daily allowance, Day and overnight) are inclusive of conveyance expenses i.e. expenses of traveling between place of residence/ hotel to client site or station /Bus station to client site.

3. Daily Allowance is lump sum amount applicable per day, irrespective of actual expenses made and is inclusive of local travel cost (Unless the ULB's fall in specific list) as mention in point no. (9)

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ABM HRM /08/05/2019 4. Daily allowance will be applicable as per the location you start your day with.

5. For special location list mentioned in point no. (9) Employees will Eligible for Rs.50 as Additional DA on daily basis in addition to Daily allowance (which includes local conveyance).

6. The people away from base locations on duty and durations stretching over the weekends are allowed to claim overnight allowance and accommodation even for weekends and holidays.

7. If employee starts the travel from home on previous day evening or night (prior to reaching his destination location) he will be entitled to half of day allowance for that day.

8. If an employee is asked to travel from his base location for more than a month (at a stretch) he would be allowed as Rs.300 as transport allowance (Max) or as per actual.

9. Special Location List

a. Kankavli b. Panchgani c. Alibaug d. Malvan e. Mahableshwar f. Lonavala g. Sawantwadi h. Matheran i. MurudJanjira j. Chikaldhara k. Shriwardhan

10. In case the person stays overnight in a particular location and stays on till next day evening and returns back to base after finishing that day’s work . He shall be entitled to day allowance for the next day.

11. If person travels out of his region for overnight stay and reaches his base location during (11:00 pm to 6:00 am) timing, he can claim Auto fare to residence (Maximum Rs.100)

12. The Additional DA of Rs.125/- will be applicable for Travel to (in Overnight as well as Day DA) these regions i.e. Aurangabad and Latur from other regions.

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ABM HRM /08/05/2019 13. Management has agreed to pay DA to Matheran site, even though the distance is not 60 km, due to difficulty in reaching the site (it is almost 5 km walk, one way from Kasturi gate).

14. Management has agreed to pay local travel in Lonavala in addition to DA (if applicable), this is due to no local transport available and share a rick is expensive from station to ULB.

15. Note: PMs and Mainet Administration resources will inform employees to make a separate comment while claiming the amounts mentioned in Point no. 12 to 15.

12.6.4 Accommodation:

1. Accommodation charges defined here is maximum limit per day, actual expenses, if less than this amount will be applicable. The Taxes as applicable are included in given hotel rates

2. Accommodation allowance will be applicable according to where hotel has been used.

3. In case where, more than one person is deputed to same location simultaneously, they should share the accommodation. Charges will be reimbursed to one person (Please mention in voucher if sharing along with name and designation of the person sharing the room) However it is not applicable in case male / female employees are deputed for the same project.

4. If a room is shared by two persons then the voucher will be submitted by that resource who is more senior or has joined ABM earlier than the other (by specifying in the voucher, name of other employee and period of stay) who is sharing the room. The other resources will also give cross reference in his voucher while not claiming the accommodation. When one of the person leaves earlier then he would settle the bill and leave .Then onwards the other person will make his separate voucher.

5. The maximum eligible limit in that case (sharing accommodation) will be seniors limit + 50 % of juniors limit and will be claimed by senior for the time they stay together. The claim will be as per actual bill.

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ABM HRM /08/05/2019 6. Hotel Charges allowance for special location mention in point no. 9 of Daily Allowance

Grade Per Day hotel  E4  AA  E1  800  C4  700  C1  600  A1 & A4  500

7. In addition to the special locations identified for DA as well as accommodation, following locations falling under B and C Class are being considered as special locations wherein the maximum Accommodation charges allowed for C1 and C4 grades will be applicable as per the chart given below. Other rules relating to the sharing of accommodation etc would be similar to other clauses of this policy.

1. Ratnagiri 2. Shahada 3. Vita 4. Khed 5. Malkapur 6. Rajapur 7. Sangola 8. Tasgaon 9. Indapur

Accommodation for above mentioned 8 special locations:

Grade B Class C Class C4 700 700 C1 600 600

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ABM HRM /08/05/2019 12.6.5 Travel mode:

1. In case if a person is not eligible for claiming daily allowance (travel less than 120 km), he is eligible to claim actual travel expense as per (28) with appropriate supporting 2. Car should be allowed: Rs. 6/km to PMs as it will save time and efficiency will increase. 3. Eligibility for appropriate mode and class of transport will be applicable as per following chart:

Grade:

Grade Local Travel Outstation Travel E4 Private Vehicle, AC Taxi By Air, Train -2AC, 3AC. Bus- Volvo. Luxury, Private Vehicle E1 Private Auto, Private Taxi, Local AC Train-2AC, 3AC. Bus -AC, Luxury. Volvo, Bus Sharing Vehicle. By Air- only with special permission from PD. PM Car, Private Auto Share, Sharing Taxi, Train-3 AC, Bus AC, Luxury Volvo, Sharing Local AC Bus Vehicle, Car C4 Private Auto, Sharing Taxi, Local AC Train-3AC, Bus -AC, Luxury. Volvo, Sharing Bus Vehicle C1 Local Bus/Train, Sharing Auto, Train-SL Class, Bus- MSRTC-ST, Semi Sharing vehicle. Private Auto only if Luxury, Non AC Luxury. any of other allowed type does not operate/ frequency is too less on that route A1 & A4 Local Bus/Train , Sharing Auto, Train-SL Class, Bus- MSRTC-ST, Semi Sharing vehicle Luxury, Non AC Luxury.

Note: Please use train pass where you have visibility of next 15 days of travel

4. It is requested that employee, though eligible, should avoid using private auto or taxi where sharing auto/taxi is easily available.

5. Every employee shall be entitled for one time advance payment to extent of anticipated expenditure. However it will be binding on them to submit detailed account within 15 days from the date of completion of touring fortnight. This advance will be adjusted when the employees leaves the service of the company or does not need to travel.

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ABM HRM /08/05/2019 6. After validating the Travels, entitlement, supporting The Payment against the voucher will be done within a week after receiving the vouchers in Mumbai.

7. PM’s/IM’s travelling to Mumbai for monthly meeting and Training are allowed to travel by 3tier AC provided the travel is overnight and minimum travel time is 10 hours.

12.7 Travelling reimbursement to MCGM primary project staff

SAP Project employee get fixed travel allowance based on their visit at client locations. Following categories are covered for local Travel reimbursement.

Sr. No. Category Amount per visit

Application Support Executive, Jr. and Sr. SAP 50/- 1 support executive, Associate Consultant and Functional consultant (Non TL) 2 Associate Project Manager Deputy Project 60/- Manager, TL, SSL, PSL, Training Manager, Project Coordinator

1. Above reimbursements are paid on per visit & monthly basis. 2. Above amount will be deposited into the respective employee salary account, hence employees are not required to submit their vouchers/ bills to the company.

13 Separation Process

Employees who resign voluntarily are required to serve full notice period (as per the letter issued) or salary in lieu of. The company at its sole discretion may refuse to accept the salary in lieu of notice period for reducing the notice period of resigned employees. In those circumstances, it will be mandatory for employee to serve the full notice period & discharge all the responsibilities as decided by the company. Company reserves the right to extend the notice period, if required under any circumstances. Waiver of notice period would only be sanctioned by the HOD & HR but even in these circumstances employee has to bear the notice pay for balance days waived off for his/her convenience. Notice pay paid to the employee or recovered from him/her will be based on the monthly CTC only.

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ABM HRM /08/05/2019 13.1 Retirement Clause You will be retiring from the service of the company on attaining the retirement age of 60 years 13.2 HR and Payroll to be marked in cc while sending resignation E-Mail If any employee desires to resign, then he/she has to send resignation email to his respective HOD by keeping HR ([email protected]) and ([email protected]) and Payroll Department ([email protected] ) in CC. Kindly note that your notice period will commence only after the Payroll Department receives your resignation email, irrespective of the date you have resigned.

For e.g. If you have sent an official resignation email to your HOD on 10th June, 2018 and forwarded the mail to Payroll Department on 14th June, 2018 in that case your notice period will be commence from 14th June, 2018 and not from 10th June, 2018

13.3 Leaves during Notice Period

Employees are eligible for 2 paid leaves per month during their notice period (from the date of resignation) subject to availability of leaves in their leave account. If there are no leaves in your account on the day you want to avail then it will be considered as leave without pay. During the NP the above eligible leaves can be accumulated & can be consumed in last month of NP. For e.g.:- If NP is 2 months then employee can take total 4 days leaves maximum in 2nd month of NP if employee has not taken leave in 1st month of NP. Similarly if NP is 3 months then employee can take total 6 days leaves maximum in 3rd month of NP if he has not taken any leave in first two months of his NP. Please note that, if you avail more than eligible leaves during that duration of NP then it will be treated as leave without pay (LWP) & accordingly your Notice Period will get extended. Office timing policy & other terms & condition will remains unchanged. During the notice period, the head of the department will ensure that the responsibilities handled by the employee leaving the company are transferred to another employee nominated by the department head before the end of the notice period. The outgoing employee must cooperate fully in this.

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ABM HRM /08/05/2019 13.4 Handover and Takeover Process

HR Department will ensure that all company assets in the employee’s possession are recovered before relieving the employee. HR Department, in coordination with Accounts, must keep ready information on loan, advances, salary and allowances to be paid, reimbursements, etc.

Whenever possible, Payroll Department will meet once an employee submits his/her Exit form to Payroll Dept. Payroll will issue the relieving letter subject to completion of: a. Handover & Takeover b. Completion of Notice period c. Approval from all Dept. heads including HOD

During the Notice Period, Company reserves the right to terminate an employee and may not process Full and Final settlement and will not issue Experience Cum Relieving Letter under the below circumstances (List is not exhaustive) - 1. Not carrying out the task given on timely basis, 2. Complaints of non-performance from seniors, 3. Not attending the duties as per norms of the company, 4. Improper handover and causing hindrances for the smooth exit process. 5. If system Admin finds any of your official emails related to work deleted from your email id, before exit from the company. 6. Violation of any other terms & conditions as per the Appointment Letter, NDA etc.

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