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Ash & Alain India Pvt. Ltd.
Employees Hand BookAn Automation Company
ASH & ALAIN
Your Partner in Automation.
ASH & ALAIN
Your Partner in Automation
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Table of Content
1. About the Company
2. About the Handbook3. Manpower Planning
Policy Statement
Appointments
Calling for Application
Employment offer
Joining Formalities
Probationary period
Orientation
Termination of Employment.
Resignation
Resignation Acceptance Letter
Personnel Files
Work Schedule
Work Behavior
Role and Responsibilities
Promotions
Age of Retirement
Transfers
4. Performance Management Policy Policy Statement
Performance Evaluation
Annual Appraisal
5. Training and Development Policy
Policy Statement Scope
Procedure
Training Needs Identification
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Your Partner in Automation.
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6. Compensation
Policy Statement Base Salary
House Rent Allowance (HRA)
Reimbursements.
Medical Reimbursement
Leave travel Allowance (LTA)
Provident Fund (PF)
7. Leaves Policy Policy Statement Scope
Holidays
Leaves
8. Business and Travel Expenses Reimbursement Policy Policy Statement
Business Travel Regulation Traveling Allowance/Travel Mode
Local Conveyance
Hotel Accommodation
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9. Policy on Facilities and Other Personnel Issues Policy Statement
Working Hours/Working Days
Attendance
Stationery Requisition
Visiting Cards
Telephone List
Dispatch Mail
Pay Period
Pay Mode
10. Code of Employee Behavior Adherence to Laws and Discipline
Clean Work - Place
Confidentiality
Communication
1. Bulletin Board
2. Web Mail Relationship between Colleagues
Personal Belongings
Dress Code
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Your Partner in Automation.
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About The Company
We started in year 1988 and since then excelling in the field of automation
by providing advanced technical products and cost effective automationsolutions.
Ash & Alain is a today known of taking any kind of high value automation
task, our understanding of the combination of technology, economics &
commitment to research and development stimulates leading edge thinking
and the continual evolution for products to meet customers increasingly
complex needs.
The change the Indian industrial scenario by opening new dimensions to the
automation industries.
Our Services
We are specialized in complete factory automation systems and control
components .Our success is maintained through continuous development of
a wide platform of technology and skilled in automation, software &
robotics key integration software and hardware products.
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Your Partner in Automation.
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Our Philosophy and Values
We are committed to a set of corporate values based on our philosophy of
equal opportunity, fair, treatment, creation of conducive climate of
motivation and performance, recognition and reward and open-door,
communication which facilities meaningful exchange of ideas.
A person who takes pride in his/her work is capable of putting in a much
bigger effort to produce the best he/she is capable of. To develop the
pride in ones own work, the organization shall strive to create as muchmotivational climate as is expected. Every aspect of creativity shall be
encouraged and in furtherance of this, calculated risk-taking shall be
promoted at all times.
As a corporate philosophy, we shall endeavor to attract, develop and
retain the best talent available and have the right person for the right job.
In brief, we shall constantly strive to make the work place endowed with
a positive culture.
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Your Partner in Automation.
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Organisation Chart of ASH & ALAIN India Pvt. Ltd.
ASH & ALAIN
Your Partner in Automation.
Mr.Karan Gupta
Director
Ms. Kanika GuptaDirector
Mr. Y.Chander
Admin./Acc.Head
Mr. F.A.Ansari
Eng. /Project Head
CKD
North CKD
DelhiSouth CKD
Bangalore
Mr. PankajManager
Mr. Rajesh
D. Manager
Mr. DeepakSr. Sales Eng.
Mr. H.PrasadManager
Mr. A. J.Mahesh Babu
Mkt.Eng.
Mr. V. Kiran
Chennai
Panel Project
Mr. Rana
Mr. Nitin
Mr.Neeraj
Mr.Giridhar
Mr.P.Lenka
Mr.Jawed
Mr.Vikas
Mr.Inderjit
Back Office Accounts
Mr.Rakesh
Mrs. Sujatha
Mr.W.A.Ansari
Mr.Dutta
Mr.Devender
Mr.Sudeep
Mr. Y.P
Mr.Shrawan
Ms. Jancy
Ms.Snigdha
Asst.Manager-HR
Mr.K.K.Gupta
Director
Mr. A. Sharma
Marketing Head
Omron
Mr. Manoj
Mkt. Eng.
Mr.Rajesh
Mk. Eng.
Mr.Ajeet
Mkt. Eng.
Mr.Priyank
Mkt. Eng.
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Welcome Note
Welcome to Ash Alain India Pvt.Ltd. We are happy to have you join
us and trust that you will be valued addition to our organization. We
hope that you find your association with us to be a challenging and
rewarding experience. Your individual effort is essential to ourcollective success.
This handbook has been prepared to provide you with information for
common questions and concerns. Employees should become familiar
with the contents of the employee handbook. You are responsible for
reading the manual so that you understand the Companys policies,
practices and procedures. Handbook may be changed from time to
time and they become effective on the date of their issue and re-issue.
A table of contents is located at the beginning of the guide.If you havequestions or concerns about the policies outlined here, you should
contact to Human Resource Department.
With Best Wishes!
[K.K.Gupta]
Director
ASH & ALAIN
Your Partner in Automation.
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Manpower Planning
Policy Statement:-Equal opportunity for employment: all the persons have equal
opportunity for being selected, employed, paid, promoted and
transferred with the company.
Planning for Manpower is a process of identifying the human
resources needs of the organization.
Vacancies may arise due to new positions being created as a part of
the business process or due to incumbents vacating the existing
positions.
The company reserves its right to abolish any existing position ormerging the same with another position.
Appointments:-
1. Calling for ApplicationThe calling for application shall be as stated below:
Database-The HR Department shall maintain adatabase of applications received over a period of time.
Advertisement- This shall be need based and usedwith the prior approval of the Director. The HR
Department shall release all employment advertisements
through the Companys appointed advertising agency.
2. Employment offer- Your appointment is based on yourperformance in the recruitment process of our company. Your
appointment is subject to the terms and conditions mentioned in the
Appointment Letter given to you. You need to give your acceptance bysigning and returning the duplicate copy of the Appointment Letter to
the HR Department. Your signing the Appointment Letter implies that
you agree to the terms and conditions mentioned in the Appointment
Letter.
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3. Joining Formalities- At the time of joining, you will be givenwith a New Employee Joining Application, which you need to fill in
completely and submit it to the HR Department. You are also requested
to bring the following documents:-
1. One copy (A4 size only).
2. Degree/Provisional/Course completion Certificate of all
College/University qualifications.
3. Mark sheets of all College/ University qualifications (all
semesters).
4. Mark sheets and Certificates of 10th & 12th classes.
5. Relieving letter (incase you are already employed).
6. Latest Pay Slip (incase you are already employed).
7. Address Proof.
4. Probationary Period- You shall be initially on probation for aperiod of six months, which may be extended and reduced at the sole
discretion of the Management. During the period of probation, the
employment is terminable by the Company without assigning any
reason whatsoever. During the period of probation, if you wish to
terminate this contract, you have to give to weeks notice or payment of
salary in lieu thereof. On completion of your probation period, you shall
be deemed to have confirmed automatically, unless you receive
intimation otherwise in writing, from the company.
5. Orientation-On the day of joining the candidate shall report to theHR Department. The concerned Manager and the Reception shall be
informed.
The HR Department shall complete all the administrative joining
formalities. These include:-
1. All Mark sheets
2. Photographs.
3. Experiences Certificates.4. Address Proof.
5. Resume.
6. Reliving Letter.
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6. Termination of Employment- Post confirmation of yourservices, the company may terminate your employment at any time
either on giving 1 months notice, or without any notice on payment of1 months salary in lieu of notice. On resignation you are required to
give notice in writing for a minimum 1 months period; or payment of 1
months salary in lieu of notice.
7. Resignation- The employees are required to give notice in writingof their intention to resign from the services of the Company as per the
notice period.
8. Resignation Acceptance Letter- The HR Department willIssue theLetter of Acceptance of Resignation and release from the
Company.
Along with the letter of acceptance of resignation the HR
Department shall forward the clearance Certificate, which will have
to be submitted back to the HR Department by the concernedemployee for full and final settlement. The full settlement shall not
be made unless the Clearance Certificate is duly completed and
submitted to the HR Department.
9. Personal Files- Our Company considers it very important tomanage the personal files. It shows the respect and concern of our
company for all employees.
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10.Work Schedule- The work schedule is Six days per week,ninehours a day plus hour meal period .If an employee doesnt follow the
rules :-
The following general rules apply:- An employee, who arrives later than scheduled time, may be
permitted to make up the deficit by working that much longer at the end
of the workday according to the work needs of the company. Otherwise,
delay shall be charged to the appropriate leave category.
Senior shall take appropriate action to correct any abuse or
misuse of this privilege which may include deductions from theemployees pay,
If an employee leaves work early without permission, the timeshall be deducted from the employees pay or may be charged to the
appropriate leave account if justified.
11. Work Behavior- It is essential that all employees accept
personal responsibility for maintaining high standards of conduct andjob performance, including observance of the company rules and
policies. Disciplinary action is considered a dimension of performance
evaluation. It is a corrective process to help employees overcome work-
related, shortcomings, strengthen work performance and achieve
success.
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12. Role and Responsibilities- The Roles and Responsibility ofthe employee will be specified by the Director of the employee at the
time of joining. Apart from the Roles mentioned initially, the company
may assign new roles and responsibilities to the employee as and when
required
13. Promotions- Based on your Performance Appraisals, accordingly
you might be promoted to a senior position as decided by the company.
14. Age of Retirement- The age of retirement is latest 60 years forall employees.
15. Transfers- You are also liable to be transferred to any of the newoffices that the company might open .Transfers may involve a
promotion, reassignment, demotion or lateral move. Your leave credits
and all the other benefits go with you.Your Personnel File is also
transferred to your new office.
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Performance Management policy
Policy Statement- Goal setting is a formal annual exercise where theperformance targets/goals are sets for all the employees based on thebusiness objectives of the organization. In the performance Appraisal
process the individual performance is evaluated against the goals set in
the previous year.
1. Performance Evaluation- Annual Performance Evaluation
will be done during the month of April every year for each employeehaving being employed for six months or longer. The evaluation period
will cover the period 1st April through 31st March.
2. Annual Appraisal- The performance Appraisal shall bedone once in a year. The review of the objectives shall be
done periodically, where the director shall decide the
period mutually with employee. There shall be at least ahalf-yearly review.
Training and Development Policy
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Policy Statement- The purpose of this policy is to reinforce thecommitment that Ash & Alain has, towards creating learning
environment. It is the organizations to provide employees with
training inputs to equip them with the knowledge, skills and behaviorFacilitating in the achievement of organization and individual goals.
1. Scope-The policy is applicable to company-wide educationand training activities including functional, management and
quality related areas.
2. Procedure-
Compensation Policy
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Policy Statement-The compensation structure has been defined toprovide a fair and reasonable compensation package to employees.
1. Base Salary- Base salary is paid per month and is reckonedfor the purpose of PF and ESI.
2. House Rent Allowance (HRA) - The HRA shall be paidon monthly basis as per the grade. The HRA is related to
attendance and is proportionately reduced for absence without
leave.
3. Reimbursements-All entitlements/reimbursements shall beclaimed through Expense Reimbursement Form. The company
shall maintain complete records of all reimbursements.
Reimbursements shall be given to the employees through cash.
4. Medical Reimbursement-For claiming Medical
reimbursement, the employees are required to submit medicalbills in support of claim. These shall be submitted in the
prescribed format.
5. Leave Travel Allowance (LTA) - The LTA amount maybe claimed as an advance before proceeding on leave. The
necessary documents/receipts must be submitted to the HR
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Department within one month after returning from leave. LTA
will be paid yearly.
6. Provident Fund The Employee Provident Fund AndMiscellaneous Provisions Act, 1952, enacted for compulsory
contribution to the provident fund, family pension, employeedeposit link insurance for the employee after his retirement or
for his dependents in case of his early death, the objective is to
accumulate certain sums of the benefit for the employee[s] or
his dependents, the fund has future provision for them and their
families and/ or nominees.
The Company contribution and the Employee contribution
towards PF shall be 12% of the base salary.
7. ESI The main objective of the Employees State InsuranceAct, 1948, is to provide to the workers medical relief, sickness
cash benefits, maternity benefits to women workers, pension to
the dependents of deceased workers and compensation for fatal
and other employment injuries including occupational diseases,
in an integrated form through a contributory fund. Where a
workman is covered under ESI Scheme, no compensation could
be claimed from his employment injury sustained by him.
ESIS is a type of medical scheme where the employer
contributes 4.75% of the salary and the employee
contributes only 1.75% of salary, upon becoming the
member of the scheme. Salary for the purpose includes
Basic, HRA, special allowance etc.
ESI Contribution is deducted each month from the salary of
all eligible employees.
Leave Policy
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Your Partner in Automation.
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Policy Statement-The following policy recognizes theemployees need to have follow the time off from work for various
reasons such as religious, recreational, cultural, medical, personal
or others.
Scope- The coverage for Leaves of absence includes1. Privileged Leave (Referred to as PL in the policy)
2. Casual Leave (Referred to as CL in the policy)
3. Leave without pay.
Leave
Details
Nature Of Leave
CASUAL PRIVILEGE
Quantum of YearlyEntitlement
10 15
Entitlement of Leave From the time of the joining On completion of
One year of services
Leave at Stretch Min-Half day to Min-3 days to the
Max- 2 days Maximum extent
approved
Combination of Leave No No
Accumulation of Leave Lapses at the end of the
Financials year.Availability of Leave Any time in the year subject to prior approval and
Availability of leave
Intervening weekly
off/Paid Holidays
Excluded Excluded
Leave year is the financial year, i.e. 1st April to 31st March.
Process of Availing Leave
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i. A Sanctioned Leave application, authorized by the relevant
sanctioning authority in the prescribed format has to be submitted to
the HR Max- 7 days in advance and Min- 1 day advance .
ii. While availing casual leave, it is expected that the employee informhis/her senior by phone on the same day. The sanctioned leave
application for the leave should be submitted to HR within the same
day of joining back. However, in the absence of receipt of any leave
application, the HR will mark it as Absent and will send a mail of
absenteeism to the employees.
Holidays- The Company has decided to set the following
days as Holidays to all the employees on the State Governmentholidays:-
List of Holiday is available with
[Human Resource Department]
The company will observe the following national holidays every
year.
1. Republic Day 26th January
2. Independence Day 15th August
3. Gandhi Jayanti 02nd October
Privileged Leave
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All permanent employees (who have completed the one year period
successfully) in the organization are eligible for PL.
The PL will be computed on the pro-rata basis in case the employee
joins in between the financial year for the said year with effect of date of
joining.
No employee shall be entitled to avail the PL during the probation
period/training, as the case may be.
Casual leave
The CL is designed to provide an employee with time off for any personal
reason.
CL shall, unless otherwise permitted, be availed for not more than 2days giventime and only twice in a month.
CL that has not been availed cannot be carried forward into the next year nor
can it be paid.
No other type of leave can be suffixed or prefixed with CL.
The employees is required to apply for CL in advance, unless in case of
exigencies where he/she shall submit the leave approval form to the superior
within 48hours of resuming duty.
Leave Without Pay
Leave without pay is a temporary nonpay status and an authorized absence from
duty, issued when the employee has insufficient annual leave or sick leave, or
compensatory time available to cover an approved absence. An employee does
not have to exhaust annual or sick leave before requesting Leave Without Pay.
Requests for leave without pay will be dealt with on an individual basis, at the
discretion of the Manager, in consultation with the Head of the Department.
Business and Travel Expenses Reimbursement Policy
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Policy Statement- The Company appreciates the effort of theemployees who need to travel for business reasons. The employees
endeavor should be minimized the travel expense and help the
Company to manage its budget better.
Business Travel Regulation- For Business Travel, Valid is theBusiness Travel Regulation.
Additional helpful hints you can find in the following sections:
1. Traveling Allowance/Travel Mode- Traveling Allowance forManager, Sr.Engineer, and Engineers would be as following:-
Designation Class A Cities Class B Cities
Manager 800.00 700.00Sr. Engineer 600.00 500.00
Engineer 500.00 400.00
Class A Cities- are Delhi, Mumbai, Kolkata, Bangalore
Class B Cities- all other cities come under this category.
2. Travel Mode-Level Manager Sr.Engineer Engineer Office Asst/others
(a) Inter city II tier A/c
1st class train
1st class Rail 1st class Rail II class Rail
(b) Within city
place of posting
Own 2 wheeler
Auto rickshaw may
be allowed with
prior permission
Any alternative
mode of travel other
than mentioned
above will be withprior permission
Auto Rickshaw with
prior permission
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Local Conveyance- Travel within 65 km radius of the place ofposting will be treated as local conveyance
(a). All Sale Personnel will use their own two wheeler for local travel.
Use of auto rickshaw will be with prior permission.
(b). Office Asst. etc other than sales personnel will travel by local bus.
However they would be reimbursed at the rate/km application in case
they use their own two wheeler.
The following rates of reimbursement of local travel would be
applicable
Motorcycle/Scooter Re.2.00/km.
Hotel Accommodation- The following shall be the expense limitsfor board and lodging inclusive of laundry incidentals.etc per 24 hour
period for tour beyond 65 km radius from the place of posting.
Level Delhi, Mumbai,
Kolkata,Chennai
State, Capitals and
A Class cities
Other Cities
Manager 450 350 250
Sr. Engineer 300 250 200
Engineer 300 250 200
Office Asst/others 125 85 75
Policy on Facilities and other Personnel Issues
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Policy Statement- The Companyintends to clarify certain workingrules and regulations as also streamlining usage of support facilities at
ASH & ALAIN. This policy is applicable to all the permanent
employees.
1. Working Hours/Working Days- The general office timingsare from 9:30Am in the Morning to 6:00Pm in the Evening, with
hour break for Lunch from 1:30Pm to 2:00Pm. The reporting time to
the office (9:30 A.M) ill have the grace period of 10 minutes. After
three such late comings in a month will have to undergo Loss of Pay
( day salary is deducted).
2. Attendance- It is mandatory for each employee to sign in theattendance register from the day of joining. Every Employee is
required to sign the attendance register daily upon his/her arrival and
departure from office. The Register will be available at the Main Gate.
All employees are expected to be punctual and observe the office
timings. All employees are required to be in the office by the
stipulated time at the beginning of the working day or after the lunch
hour. Anyone coming in to work later than the beginning of theworking day shall be treated as late attendance. Recurring late
attendance up to three times will be treated as half day salary
deducted.
Incase an employee is required to attend to some personal work which
would result in his/her coming late, he/she shall inform his/her
respective Department in advance accordingly.
3.Stationery Requisition- The HR/Administration Departmentshall co-ordinate all stationery requisitioning. TheASH & ALAIN
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Departments/Employees shall be issued their stationery items Material
List. Requisitions for stationery items shall be made well in advance,
as it would facilitate stocking of the necessary items.
4. Visiting Card-All employees in the management positions,
sales and service personnel and any other employee with a direct and
regular customer contact shall be issued visiting cards.
The Head of Department shall verify the Name/Designation etc. and
the HR/Administration Department shall be responsible for printing of
the cards.
5. Telephone List- The employees shall be provided with all
important office telephone numbers. A list of intercom numbers willbe provided to the entire Department. The HR Department shall be
responsible for timely update of the list.
6. Dispatch Mail- Dispatch of mail, whether by hand or by post/courier, within / outside the city or international is done through the
Administration Department. The employees can get in touch with
Administration Department for the same.
7. Pay Period- Your Payday will be on the 7th day of each month. Ifthis day falls on Sunday or a holiday, payday will be on the preceding
business day.
8. Pay Mode- Your pay mode will be Cheque. You will receive aSalary Slip indicating the net amount after any additions, subtractions
and any deductions in your salary.
Code of Employee Behavior
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1. Adherence to Laws and Discipline- All employees of ourcompany will abide by the laws of the Indian Government, Labor
regulations and guidelines issued by the company.
2. Clean Work-Place- It is the duty of every employee to maintaina clean and tidy work place in and around his/her desk and also in theremaining places of the offices.
3. Confidentiality- During the course of his/her employment theemployee may be disclosed with certain Technical and Business
information of the Company as well as that of the client such as
methods, processes, pricing data, financial data, customer list etc. The
employee needs to maintain confidentiality of the information he has
with him.
4. Communication- All employees will be expected tocommunicate in a open manner. They are expected to maintain a
cordial relationship with their Colleagues, Superiors, and Sub-
Ordinates.
1. Bulletin Board- The Company will keep a Bulletin Board ata prominent Location in the office for all its internal
communications. Employees are requested to update
themselves on the changes in the Bulletin Board.
2. Web Mail-The Company will also use the Web Mail tocommunicate with the employees.
5. Relationship with Colleagues- All the colleagues shall uniteand cooperate with each other honestly. The nature of work performed
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may differ between staff, but is of equal importance for the company.
The new staff will be expected to follow the instructions of their
senior staff will provide direction and help to new staff.
6. Personal Belongings- Employees have to be utmost carefulwith their personal belongings, while working in the office. It is
advised that the employees should not bring any expensive item to the
office for their own benefit.
7. Dress Code- The customers impression of the Company isformed on the interface with the representatives. It is there for
essential that employees present a professional image to the customer.
Every employee will be expected to take care of his/her personal
appearance. The following dress code applies to Monday to Friday-
For Gentlemen: They are expected to dress in business formals, i.e.,
a full / half-sleeved shirt, formal trousers and formal leather shoes
(brown, black or tan).
For Ladies: They are expected to be in a saree, salwar/churidar
kameez or dressed in western business formals.
The following dress code applies on Saturday:
For Gentlemen: They may opt to wear Jeans, T-shirt and Sports
shoes.
For Ladies: They may opt to wear Jeans and T-shirt
ClosingASH & ALAIN
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Your work with Ash & Alain India Pvt. Ltd. has a full
potential for enriching your professional life which in turn
will be beneficial for the company in achieving its goals.
Keep in mind that through your employment, you are a vital
resource ofAsh & Alain India Pvt. Ltd.
Hopefully, this handbook has helped you understand what is
expected of you, your avenues to find out more information
as well as outlining some of the advantages and benefits of
employment with Ash & Alain India Pvt.Ltd.
ASH & ALAIN
LEAVE APPLICATION FORM
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NAME______________________________DATE__________________
LEAVE APPLIED FROM_____________________ TO _____________
TYPE OF LEAVE ( ) CL/PL/WOPL NO.OF DAYS________ DUE
REASON____________________________________________________
ADDRESS WHILE ON LEAVE _________________________________
TEL# _______________________
I AM AWARE THAT, IF I DO NOT REPORT FOR DUTY FOR MORE THAN
SIX DAYS WITHOUT PRIOR PERMISSION, MY SERVICE WOULD BETREATED AS TERMMINATED.
APPROVED BY ____________________________
SIGNATURE APPLICANT SIGNATURE
ASH & ALAIN India Pvt. Ltd.
List of Holidays Delhi Office
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1. Republic Day January
2. Holi March
3. Ram Navami March
4. Independence Day August
5. Raksha Bandhan August6. Janmashtami September
7. Mahatma Gandhi Birthday October
8. Diwali November
9. Goverdhan Puja November
10
.
Bhai Duj November
11. X-Mas December
(1)-R/H
List of Holidays Bangalore Office
1. Makar Sankranti January
2. Republic Day January
3. Ugadi March
4. May Day May
5. Independence Day August
6. Ganesh Chaturethy September
7. Mahatma Gandhi Birthday October
8. Ayudha Puja October
9. Karnataka Rajyotsava November
10.
Diwali November
11
.
X-Mas December
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Headquarter
ASH & ALAIN India Pvt. Ltd.S-100 FIEE, Okhla Industrial Area,
Phase-II, New Delhi-110020 (INDIA)
Tel. : +91-11-41616268/69
Fax : +91-11-41616264
E-mail : [email protected]
SOUTH ZONE OFFICE
ASH & ALAIN India Pvt. Ltd.
W-203, Sunrise Chambers#22 Ulsoor Road
Bangalore-560042
Tel. : +91-80-25594423/24
Fax : +91-80-25594424
E-mail : [email protected]
NORTH ZONE OFFICE
ASH & ALAIN India Pvt. Ltd.S-100 FIEE, Okhla Industrial Area,
Phase-II, New Delhi-110020 (INDIA)
Tel. : +91-11-41616268/69
Fax : +91-11-41616264
E-mail : [email protected]
ASH & ALAIN
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