GUEST HOUSE POLICY Version 7.7
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Table of Contents
1 Purpose and Scope of the policy 2 Applicability
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3 Role and Responsibilities
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4 Definition
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5 Policy Statement
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6 References
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7 Appendices
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8 Approval
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9 Control Dates
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10 Policy Owners
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11 Implementation Responsibility
13 Document Revision History
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12 Annexure 1- Policy Guidelines –
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Guest House Policy The objective of this policy is to provide accommodation benefits to new hires who have to relocate from their current place of residence to join any KPIT 1.
Purpose & Scope
offices and for those who get transferred to new locations for business requirements. This is applicable only in India offices and is subject to the availability of the Guest House. • New hires that join KPIT office from locations which require them to move from their current city of residence to another city of residence. • Regular employees who are relocating to another office / customer site outside their current work location.
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Applicability • Outstation candidates who have come down to KPIT office for interviews and require accommodation. • Outstation trainers who have come down for a brief period to the KPIT office for providing required trainings and require accommodation for the duration. Role
Details of responsibilities
• For company guest house accommodation, raise a requisition on ASAP Ecube>>Employee Services>>Employee Requisition & FLM Services >>Service Request>>Guest House Booking.
Employee
On behalf of the new joinee, recruiter raises a requisition on ASAP Ecube>>Employee Services>>Employee Requisition & FLM Services >>Service Request>>Guest House Booking. The requisition gets assigned to the coordinator for Guest house booking • Coordinator does the Guest house booking subject to availability of rooms in the Guest house. • Send the excess stay deductions (for New Hires) to Payroll Team on a monthly basis. • Send the list of deductions for project deductions to A&F team on a monthly basis. Payroll team deducts the specified amount from the salary of the individual.
Recruiter
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Roles and responsibilities FLM – Guest house coordinator
Payroll team
A&F team charges the specified amount to the project code.
A&F Team
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Guest House Policy 4.
Definition
FLM – Facilities & Logistics Management The objective of the policy is to provide accommodation benefits to new hires
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Policy statement
in KPIT India offices or to employees who have to relocate to other office/client sites due to business requirements.
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References
None
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Appendices
Annexure –I Policy Guidelines Chandrashekhar Sonsale
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Approval AVP- FLM & Commercial Approval date : 01 Nov 2010
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Control Dates
Version effective date : 17 Sept. 2013 Next review date : 17 Sept. 2014
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Policy Owner Implementation Responsibility
Chandrashekhar Sonsale Chandrashekhar Sonsale, Santosh Budhe, Sucheta Ghate.
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Annexure 1 - Guidelines –
• Charges for the guest house for New Hires between A to F grades on sharing basis only are as below*: First week: No charge Week 2: Rs. 250 per day Week 3: Rs. 500 per day Week 4 onward: Rs. 750 per day • Charges for the guest house for New Hires for G grade and above, for a single room (non-sharing), are as below*: First week: No charge Week 2: Rs. 500 per day Week 3: Rs. 1000 per day Week 4 onward: Rs. 1500 per day * Single rooms will be provided subject to availability of the Guest House. The mentioned charges are
subject to change without prior intimation. Please get in touch with the Guest House coordinator to get the latest rates. • Guest House check out time is 12:00 Noon; employees checking out of guest house after 12:00 Noon will be charged for the day. • Guest House booking will be provided only when a requisition is raised in Ecube>>Employee Services>>Employee Requisition & FLM Services >>Service Request>>Guest House Booking by the
employee or recruiter. • Regular employees who are transferred due to business requirements to another KPIT office/Client‘s office will be provided Guest House accommodation by the company subject to the availability of the guest house. Charges for accommodation will be debited to the project code from day one @ 665/- per person per day on a sharing basis, only if accompanied by an approval from the employee’s reporting manager, else the charges will be deducted from the employee’s salary. • For employees who are availing the Guest House facility for official purposes (projects work/ trainings etc.), charges for accommodation will be debited to the project code from day one @ 665/- per person per day on a sharing basis if accompanied by an approval from the employee’s reporting manager, else the charges will be deducted from the employee’s salary.
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• New Hires who are joining KPIT office from locations which require them to move from their current city of residence to another city of residence will be provided accommodation in the company Guest House for the first 7 days. This will be subject to availability of the guest house. • New hires, if on a sub-contractual basis, may avail of the guest house facilities only if the concerned recruiter has an approval from the reporting Manager of the subcontractor for the same. The process for raising the requisition (after an approval from the reporting Manager) is the same. However, in such a case, the stay of the sub-contractor will be deducted from the charges paid to the concerned vendor during the time of the payment. • Interns/ Foreign Interns may avail of the guest house facilities only if the concerned reporting manager approves their stay. The charge of the stay is to be deducted from the project code from day one. • For any other reasons, if a guest house requisition has bee n raised, it will be confirmed and booked only with an approval from the reporting manager. • Employees may extend their use of guest house facility on prior approval from TAG and FLM subject to availability of the accommodation. However, in such cases the employee will be charged for use of the Guest House for the extra period at the prevailing rates. The cost of the additional days will be deducted from the employee’s salary unless the project under which the candidate is working is willing to pay for the candidate's extended stay. In such cases, the candidate will require an approval from their Manager - who will provide the FLM coordinator with the project code for the deduction to be made. Only on the presentation of such an approval mail/requisition will the extended stay of the candidate be charged on the project. • The guest house facility is only for the employees and families of employees will not be accommodated. However, in case of exceptions, if the employee's spouses and family need to be accommodated for a short period, prior approval must be obtained from TAG and the employee will be charged at the prevailing rates for each additional member which will include children above 3 years of age. • Accommodation in AC Rooms. New hires, relocating employees, employees returning from onsite, clients or Foreign Nationals (including Foreign interns) can avail of accommodation in AC rooms on sharing/non-sharing basis, subject to availability of rooms. Charges for AC rooms are as mentioned below: 1. Sharing basis – Rs. 665/- per day 2. Single room – Rs. 1,330/- per day • In case an outstation candidate is required to be accommodated at the guest house for interviews, the charges for the stay will be deducted from the project of the concerned recruiter. In this case, the requisition raised will go to the recr uitment manager for approval after which it will be confirmed.
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• For outstation Trainers, the requisition will be raised by the concerned training coordinator. This request must be approved by the approving manager and then the Guest House coordinator will confirm the booking. Charges will be deducted from the expense code provided by the training coordinator.
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13. Document Revision History: Version No.
Clauses Changed
Effective Date
Ver.7.5
None
20 Nov, 2009
Ver. 7.6
Restriction of Grade A removed Checkout time added Rule for accommodation in AC rooms added Path for raising of requisition added
01 Nov, 2010
Renuka Krishnan
Policy updated
Ver. 7.7
• Rooms for new joinees defined with accordance to grades. • New revised rates for extension of stay depending on the grades • Rules and Rates for accommodation in AC rooms added. • Provisions for Sub-contractor and Interns added. • Guidelines for Guest House stay charges deduction from projects added. Ownership of Guest House Policy moved from TAG to FLM Company name change incorporated Guest House Requisition path updated
17 Sept, 2013
Chandrashekhar Sonsale
Policy updated
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Prepared By/ Modified By
Overview of Changes Policy put in standard template
