Document: HRP-GHU

Issue Date: 1st July 2017

HR Policy Procedures Effective from: 1st July 2017
Issue Version: 7
Guest House Usage Policy

1. Background:

With the growth of our organization, the number of guesthouses at various

places in the Group has also increased. Some of the guesthouses are at plant /
site locations and run by the respective plant / site management, whereas
other guesthouses located at different locations are being managed by
respective administrative department. A need has been felt to streamline the
existing procedures and formalize guidelines relating to guesthouse usage.

2. Objectives:

The objective is to define guidelines / procedures for availing guesthouse

facilities by the employees.

3. Scope:

These guidelines will only be applicable to the guesthouses in Ahmadabad,

Mumbai, Delhi and Gurgaon and shall not be applicable to other guesthouses
of group situated at various other locations.

4. Procedure:

Employees/consultants/Retainers while on business tour are authorized to

use the guesthouse facilities. For availing guesthouse facilities, an employee
has to book the guesthouse by emailing requisition request enclosed at
Annexure A.

For use of guesthouse while on business tour:

Approvals for guesthouse requisition are as under:

Duration of Stay To be approved by

Employee/retainer/consultants himself through respective

Less than 3 days Administration Dept on the basis of travel approval as per
policy.
HOD not below the level of GM/Head Administration. In
More than 3 days – up
case the HOD is not GM, superior of HOD who is at the
to 15 days
level of GM and above.
Beyond 15 days – up to
CEO / Business Head / President
two months

Beyond 2 months Shri RSA / Shri GSA

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 Document: HRP-GHU
Issue Date: 1st July 2017
HR Policy Procedures Effective from: 1st July 2017
Issue Version: 7
Guest House Usage Policy

For use of guesthouse by transferred employees or new joinees:

New joinees / employees on transfer are not encouraged to avail Guest House
facility beyond thirty days. However in extraordinary situation with the approval
of competent authority they may be allowed to avail on payment as under. In
order to decrease employees to extend stay beyond 30 days, charges have been
kept based on principle of higher the stay higher the slab / charges.

Duration of Stay To be approved by Charges

Up to 30 days HR Head Nil
Beyond 30 days and Rs. 800/- per day – single
up to two months, Respective CEO / occupancy (including food.)
(in exceptional BU Head Rs. 1200/- per day - double
cases) occupancy (including food)
Rs. 1500/- per day - single
occupancy (including food)
Beyond 2 months Group HR Director
Rs. 2200/- per day - double
occupancy (including food)

5 General:

(i) Accommodation and other facilities will be subject to availability.

(ii) Requisition should be received at least before 24 hrs.
(iii) Employees in the grade of VP and above will be eligible for suite rooms and
allotment will be subject to availability.
(iv) For usage of Guest House by Company Guest, requisition should be approved
by respective Site / functional head at the level of GM and above. Charges as
per para 4 (i) for the said amount will be debited directly to respective
company.
(v) Employees & his/her family members can use the guest house facility in case
of medical emergency in their immediate family (i.e Self, Spouse & Children).
(vi) For employees availing guest house facilities, Administration will send advice
for necessary deduction as per policy / guidelines to respective HR / Payroll.

Dr. Malay Mahadevia

Group HR Director

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 Document: HRP-GHU
Issue Date: 1st July 2017
HR Policy Procedures Effective from: 1st July 2017
Issue Version: 7
Guest House Usage Policy

Annexure A
GUESTHOUSE REQUISITION

Particulars of Guest

Name of Employee/Guest

Company

Dept. / desk

Employee code

Mobile no

Landline no
From: ------------------------ To -----------------------
Period of stay
-
In case of Guest, Ref name & mobile no
Booking Forwarded
by: Name, Designation Mobile no & email
id
Approved by: Name with designation

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