No.00/1-1R/P01/13-39 5th April 2019 From:

Executive Director (Law & HR)

Corporate Office, New Delhi

To:

OICs/ ZOICs & HR Incharges of Work Centres /Zonal Offices

GAIL (INDIA) LIMITED

CORPORATE HR DEPARTMENT

New Delhi

INTER OFFICE MEMO

Subject: Guidelines for handling cases related to unauthorized absence of Employees.

This has reference to Corporate HR Department's IOM No.GAIL/ED-HR/01/2015, dated 18.05.2015 (copy attached herewith)on the subject matter.

In furtherance to the instructions/guidelines already issued vide aforesaid 10M dated 18.05.2015, following broad guidelines are being reiterated for necessary action by respective Work Centres/Offices:

If an employee remains absent without proper/prior intimation, he shall be marked absent in the attendance register and it shall render him liable for disciplinary action for misconduct. If an employee remains absent for a period of more than 10 days or does not report for duty without any communication within 10 days from the date of expiry of leave granted to him, the concerned Reporting Authority/Leave Sanctioning Authority (LSA)/Head of Department (HoD) shall immediately send a communication to the employee to report for duty under intimation to the concerned HR Department.

LSA/HoD shall ensure that in the event an employee remains on unauthorized absence, the employee should be informed of the consequences of such absence and be directed to join immediately/within a specified period, say 3 days, failing which he would be liable for disciplinary action under GAIL Employees' Conduct Discipline and Appeal (CDA) Rules/Certified Standing Orders of GAIL. Such communication may be sent by e-mail/courier/registered post to all the available addresses in the service records of the employee under intimation to the concerned HR Department.

Even after the issuance of the reminder, if the employee fails to report for duty and continues to remain absent unauthorizedly for a further period of 5 to 7 days, concerned HR Department to take immediate actions for stoppage of salary for the period of unauthorized absence and a communication shall be sent again through e-mail/courier/registered post to all the available addresses in the service records of the employee advising him/her thereby to report for duty immediately failing which he/she will be liable for disciplinary action under GAIL Employees' CDA Rules/Certified Standing Orders of GAIL.

In the event the employee responds to the communication citing reasons for his/her absence and if the HoD/LSA is not satisfied with the genuineness of the grounds for absence and does not consider the grounds as exceptional for leave to be granted, the employee should be informed that "Leave is not sanctioned' and initiate appropriate measures for disciplinary action as deemed fit against the erring employee under GAIL Employees' CDA Rules/Certified Standing Orders of GAIL within a period of 30 days from the date of unauthorized absence. All the communications sent to the employee shall form part of the charge sheet and the concerned officers who had issued such communications may become the Management witnesses The Memorandum will be signed and issued by the Disciplinary Authority as defined under GAIL Employees' CDA Rules/Certified Standing Orders of GAIL.

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In above context, it is brought to the notice that Honble Bombay High Court in one of its recent judgements has held that dismissal from service is justified on unauthorized and prolonged continuous absence from duty.

In case, employee remains absent from duty citing medical reasons the concerned OIC/ZOIC/HoD at Corporate Office in assistance with the concerned HR Department may depute a HR executive/company doctor to the address where the employee is purportedly residing OR his/her permanent address, as the case may be, to ascertain the factual information about the medical condition of the employee and submit a report thereof.

In pursuance to Para No.6 above, if the competent authority is of the opinion that the Medical Certificate produced by the employee is not sufficient or has reasons to believe that the same does not appear to be genuine, he/she may refer such employee to a Civil Surgeon, Standing Medical Board or Authorised Doctor of the Company for a second medical opinion through concerned HR department. In such instances, where the employee is not able to travel to his headquarters to appear before the Civil Surgeon, Standing Medical Board or Authorised Doctor of the Company, the case may be coordinated through the work center falling nearest to the place of residence of the employee for the purpose of conducting medical examination or any other place for reasons deemed appropriate by the disciplinary authority.

On the basis of the outcome of the medical examination by Civil Surgeon, Standing Medical Board or Authorised Doctor of the Company (in terms of Para No.7 above), concerned OIC/ZOIC/HoD at Corporate Office in assistance with the concerned HR Department shall initiate necessary disciplinary action under GAIL Employees' CDA Rules/Certified Standing Orders of GAIL against such erring employee.

Intimation about the actions taken at Para Nos. 4 & 8 above may necessarily be forwarded to Corporate HR-Disciplinary Cell.

All OICs/ZOICs/HoDs at Corporate Office/HR Incharges are requested to deal sternly with the cases of unauthorized absence. The above guidelines may be brought to the notice of the HoDs/LSAs of the respective departments for ensuring strict compliance and necessary action.

It may please be ensured that there is no leniency in such cases as they severely undermine the discipline of the company and are detrimental to the overall interest of the company.

End: as above

Coov for information to: C&MD Dir. (Projects)/Dir.(HR)/ Dir.(Marketing)/ Dir.(BD)/Dir.(Firiance)/CV0

Sr

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GAS AUTHORITY ~F I~DIA LTD. @(CORPORATE HR DEPARTMENT)

INTER OFFICE MEMO

Ref. No.CO/HR/Pol/P-39 1 September, 1999 ~

From: Gen.Manager(HR) To: OICs of All Work CentreGAIL, New Delhi HODs at Corp. Office.

.

Subject: Absence without proper sanction of leave.

Of late it has been observed that employees remain absent without prior sanction ofleave, sometimes over an extended period. Communication sent to such employeesadvisihg them to join duties immediately often remain un responded and/or in somecases response letters are sent with or without medical certificate stating that he/sheis sick and ~r medical treatment and therefore requests for sanction of leave as

due or leave withbut pay.

The Managem~t has taken a very serious view of such lapses on the part ofemployees. 'ffhas been decided that appropriate action be initiated in all such casesof unauthoriSed absence by the OIC/HOD, such that requisite procedures/discipline isobserved ~cross the Company and the official work does not suffer.

All emptoyees may be advised to refrain from absenting themselves without propersanction of leave, as such an absence shall be treated as unauthorised absence fromduty. If an employee remains absent on medical ground, possibility and need ofhis/her examination before an authorised medical board may be considered. Also, insuch cases immediate action as per the relevant provisions of the CDARules/Standing Orders should be initiated. All such cases should also be brought to

th. notice of Corporate HR Department.

( t-o: )Copy for information, guidance and compliance to: \1L

HR Incharges of all Work CentresDGM(HR)/Sr.Mgr.(HR-A&M), CO., New Delhi.

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