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National Automotive Testing and R&D Infrastructure Project

Office Procedures Hand Book

NATRiP Implementation Society

Core 3, 5th Floor, SCOPE Complex, 7, Institutional Area
Lodhi Road, New Delhi
Phone : +91-11-2436-8222 Fax : +91-11-24369333 Website www.natrip.in
Standard Operating Policy & Procedure Compendium
Office Procedures Hand Book

Contents

The Office Procedures Hand Book is segregated into the following sections:

S. No Particulars Page No.

1 Objectives 1

2 Schedule of Authorities 2-4

3 Code of Conduct 5-16

4 Recruitment & Selection 17-30

5 Leave 31-37

6 Employee Benefits 38-41

7 Payroll 42-53

8 Training 54-60

9 Performance Appraisal 61-64

10 Separation 65-67

11 Official Travel 68-73

12 Record Maintenance 74-75

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13 Right to Information 76-78

14 Reporting Guidelines 79

15 Formats 80-99

16 Glossary 100

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1. Objectives

1.1 The Principal objective of the Office Procedures Hand Book (hereinafter referred to as
“OPHB”) is to provide a stimulating work environment which encourages
entrepreneurial mind set, creativity, strategic thinking, problem solving, decision
making and skill augmentation to its human assets and also aims at safeguarding of
NATIS property.

1.2 The OPHB aims at achieving its Principal objective by:

• Effectively mapping the staff requirements with available resources & ensure
proper manpower planning for the attainment of Organizational goals & objectives

• Ensuring the placement of right person on the right job & at the right time to
provide job satisfaction and competitive compensation to the employees

• Ensuring proactive assessment of training requirements for employees at each level

to facilitate the training program & ensure job enrichment and technical
development

• Impart requisite training to all new recruits about Organization’s Vision, Mission,
structure, rules & regulations etc

• Assess and reward the performance of all employees & ensure effective and timely
compensation management

• Ensure adherence to the Code of Conduct by all the employee & encourage
feedback between staff and management

• Ensure effective & timely settlement of claims and dues of separating employees

• Ensure completeness and enforceability of contracts entered

• Ensure maintenance and safeguard of the corporate assets, utilities and office
records

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2. Schedule of Authorities

2.1 The Schedule of Authorities for budget Activities is provided under the following heads:

• Recruitment & Selection

• Payroll
• Training
• Travel
• Performance Appraisal
• Separation

2.1.1 Recruitment & Selection

2.1.2 Performance Appraisal

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2.1.3 Separation & Leave

2.1.4 Travel

2.1.5 Payroll

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2.1.6 Training

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3. Code of Conduct

3.1 General Code of Conduct

3.1.1 The purpose of this Code is to enhance ethical and transparent process in managing the
affairs of the Organization, and thus sustain the trust and confidence reposed in the
employees by the Society

3.1.2 The essence of this code is that each employee shall conduct the Organization’s business
in a way that upholds its values and commitments

3.1.3 This code expects every employee to conduct business with integrity, in compliance with
applicable laws, and in a manner that excludes consideration of direct or indirect
personal advantage / gains

3.1.4 Code of Conduct shall be the individual responsibility of each employee to ensure that
all of us are aware of above-mentioned values, commitments, and procedures, and
behave in accordance with the spirit as well as the letter of this code

3.1.5 Code of Conduct shall describe the conduct expected of every employee. Hence,
adherence to all the elements of this code and the accompanying principles and
procedures is necessary

3.1.6 The principles and procedures in this Code of Conduct shall apply to all material
transactions, large or small

3.1.7 This Code envisages that the employees shall act within the bounds of the authority
conferred upon them as per SOA and with a duty to comply with the requirements of
applicable law

3.1.8 Employees shall be expected to understand, adhere to, comply with and uphold the
provisions of this Code and the standards laid down hereunder in their day-to-day
functioning

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3.2 Code of Conduct has been segregated in following sections:

• Personal conduct
• Transparency and accountability
• Cost consciousness
• Confidentiality of information
• Protection of assets
• Conflict of interest
• Gifts
• Records Maintenance
• Amendment to Code
• Violation of code

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3.2.1 Personal Conduct

3.2.1.1 Employees of NATIS shall be expected to uphold the values of the organization and
strive towards achieving the organizational objectives.

3.2.1.2 In official as well as personal capacity, employees at no times shall indulge in any action
/ behavior that :

• Violates any law; or

• Is indicative of personal indiscretion; or

• Is socially unacceptable

• Is contrary to the objectives of the organization

3.2.2 Transparency and Accountability

3.2.2.1 Employees shall be transparent in all their dealings and they shall hold themselves
accountable to the appropriate authority/body

3.2.2.2 Dealings with People in the Organization :

• Management shall practice and encourage the spirit of productive debate and
discussion among the employees

• Employees shall not engage in misinformation, disinformation or personal

vilification or victimization of any employee

3.2.2.3 Employees shall uphold the values of trust, teamwork, mutuality and collaboration,
meritocracy, objectivity, self-respect and human dignity

3.2.3 Cost Consciousness

3.2.3.1 All employees shall be expected to assist the organization in using the physical and
financial resources made available to it with the best of prudence for achieving the best
value for money.

3.2.3.2 All employees shall exercise their responsibilities with utmost cost consciousness within
the organization and shall promote the same

3.2.3.3 Employees shall not use any facility of the NATIS for their personal use except when
such facility has been provided for personal use by policy or specific permission

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3.2.4 Confidentiality

3.2.4.1 While the organization shall stand for full transparency in its conduct, it appreciates the
need of maintaining discretion in handling confidential information that become
available either directly or through stakeholders. Accordingly, employees shall be
expected to maintain business secrecy and confidentiality by ensuring that no sensitive
data /information are divulged to adversely affect any of the stakeholder’s interests.

3.2.5 Protection of assets

3.2.5.1 It shall be the primary responsibility of each employee to protect and properly utilize the
NATIS's assets including proprietary information. Employees shall safeguard
organizations physical property and other assets against unauthorized use or removal,
as well as against loss by criminal act or breach of trust

3.2.6 Conflict of Interest

3.2.6.1 Any activity in which the employee has personal (direct or indirect) interest including
those of the employee's relatives, and which leads to or can lead to a conflict of interest,
shall be promptly disclosed to the Competent Authority

3.2.6.2 Employees shall be expected to provide truthful, accurate and complete information
about certain facts, transactions, and relationships that may have bearing on issues
related to conflicts of interests. They are expected to provide details about these facts,
transactions and relationships to provide details about these facts, transactions and
relationships irrespective of their assessment of whether a conflict of interest exists

3.2.6.3 Employees are expected to identify conflicts of interest that involve them and are further
expected to discontinue activities that result in or can result in conflicts of interest. It
promotes self-regulation and is built on the pillars of trust and self-responsibility.

3.2.7 Gifts

3.2.7.1 Any declaration by an employee which belies any of the above and therefore causes
conflict of interest shall be deemed as an act of misconduct and he / she may face
disciplinary action

3.2.7.2 Gifts, payments, business courtesies, favors and entertainment shall be given to others at
company expense only if they meet all of the following criteria :

• They are consistent with customary business practices;

• They are not in contravention of applicable law; and

• Public disclosure of the facts shall not create the appearance of impropriety or
embarrass either NATIS or the employee

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• When offered a business courtesy, employees shall determine whether it is

appropriate to accept the courtesy on behalf of NATIS, after considering why it is
being extended

3.2.8 Record Maintenance

3.2.8.1 Honest and accurate recording and reporting of information shall be done in order to
make responsible business decisions. All books, records, accounts and financial
statements shall be maintained in reasonable detail, shall appropriately reflect the
Society’s transactions and shall conform both to applicable legal requirements and to the
NATIS's policy and procedures. Records and documents shall be retained as per the
requirement of the applicable laws

3.2.8.2 NATIS shall maintain at all times highest regards for public probity and shall, conduct
its business and maintain its records to reflect this unflinching commitment. Towards
this goal NATIS shall provide full, fair, accurate, timely, and understandable disclosure
in all reports and documents that it files with, or submits to the Governing Council,
Department of Heavy Industry or any other agency

3.2.9 Amendment to Code

3.2.9.1 From time to time, the NATIS may amend or waive certain provisions of the Code
depending on the legal and other requirements or for a bona fide purpose

3.2.10 Violation of Code

3.2.10.1 The violations or suspected violations to this code shall be reported to the CEO and
appropriate and prompt action shall be taken in response to the breach of the code

3.2.10.2 The employee who is alleged to have committed the breach of the code shall not
participate in the discussions on the action to be taken in response to the breach except
when (s)he is asked to explain his conduct.

3.2.11 Competent Authority

3.2.11.1 The CEO may from time to time issue such instructions or directions as may, in his
opinion, be necessary for giving effect to or carrying out the provisions of this Code of
Conduct

3.2.11.2 If any question arises as to the application or interpretation of any of these Rules, it shall
be referred to the CEO whose decision shall be final

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3.3 Misconduct & Disciplinary Action

3.3.1 Acts of Misconduct

Following acts of commission and omission on the part of an employee shall amount to
misconduct:

3.3.1.1 Insubordination or disobedience, or instigation thereof whether alone or in combination

with another, of any lawful and reasonable order of superior

3.3.1.2 Going on and / or participating in an illegal strike or abetting, inciting, instigating or

acting in furtherance thereof, whether alone or in combination with others

3.3.1.3 Discontinuing work or shift working whether alone or in combination with others
without giving the NATIS prior notice of not less than 14 days subject to permission of
competent authority

3.3.1.4 Deliberately slowing down in performance of work of section or department; abetment

or instigation thereof

3.3.1.5 Theft, fraud, or dishonesty in connection with NATIS's activities or property or the theft
of property of another person’s property within the premises of the NATIS

3.3.1.6 Shouting slogans or collecting any crowds and making show or create rowdism inside
the premises of NATIS

3.3.1.7 Unauthorized accessing the records or documents, personal records or documents of

NATIS or any other employee whether in physical or electronic format

3.3.1.8 Making false or malicious statements against NATIS or its officers or supervisors or
employees and such statement:

• being inconsistent with the fulfillment of the express or implied conditions of service
or

• directly linked with general relationship of employer & employee or

• having a direct connection with the contentment or affect the men/women at the
work or

• having a material bearing on the smooth working or prestige of NATIS

3.3.1.9 Engaging in civic, political or trade union activities during the working hours except to
the extent permitted by law or by NATIS

3.3.1.10 Habitual absence without leave or absence without permission for a period not
exceeding 3 consecutive days or overstaying the sanctioned leave without sufficient
grounds or proper or satisfactory explanation
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3.3.1.11 Late attendance on more than three occasions within a month

3.3.1.12 Soliciting or collecting contribution for any purpose whatsoever at any time in NATIS
without the prior written permission from NATIS, except as sanctioned by any law for
the time being in force

3.3.1.13 Engaging in trade or other activity or doing private or personal work within the
premises of NATIS during the working hours with or without tools or materials
belonging to NATIS without prior written permission from NATIS

3.3.1.14 Drunkenness, riotous, disorderly or indecent behavior, use of abusive language,

threatening, intimidating, coercing other employees, assault or threat either provoked or
otherwise within or outside the premises in connection with NATIS

3.3.1.15 Commission of any act subversive to discipline or good behavior within or outside in
connection with NATIS or of the discipline of NATIS

3.3.1.16 Gross negligence of work, or gross or habitual negligence

3.3.1.17 Habitual breach of any rules or instructions for the maintenance and running of any job,
section, department or the maintenance of the cleanliness of any portion of NATIS
including machines and equipment

3.3.1.18 Canvassing for Membership of a Union or the collection of union dues within the
premises of the NATIS, except in accordance with any law or with the written
permission from NATIS

3.3.1.19 Damage whether willful or due to irresponsible action or damage due to negligence or
carelessness to work in the process or to any property of NATIS or within the
organization or any instigation or abetment thereof

3.3.1.20 Organizing, holding, attending or taking part in any meeting within the premises of
NATIS without the prior permission from NATIS except in accordance with the
provision of any law for the time being in force

3.3.1.21 Disclosing to any unauthorized person any information in regard to the process or any
interest of the NATIS which may come into the knowledge or possession of the
employee in the course of his / her work

3.3.1.22 Gambling within the premises

3.3.1.23 Smoking or spitting within the premises of the NATIS except in places where spitting or
smoking is permitted

3.3.1.24 Failure to observe safety instructions given by the NATIS or interfering with any safety
device or equipment installed for the NATIS as a measure for protection of the employee
or fellow employee as well as the NATIS’s property

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3.3.1.25 Distributing or exhibiting within the premises of the NATIS hand-bills, pamphlets,
posters or paper cutting to be displayed by means of signs or writing or other visible
representations , any matter without the previous written permission of the NATIS

3.3.1.26 Refusal to accept a charge-sheet, order or other communication served in accordance

with these Rules
3.3.1.27 Unauthorized possession of any lethal weapon in the premises of the NATIS

3.3.1.28 Deliberate misuse of any leave privilege or concession or benefits for the time being in
force

3.3.1.29 Engaging in other employment while still in the service of the NATIS without prior
written permission of the NATIS

3.3.1.30 Sleeping while on duty within the premises of the NATIS

3.3.1.31 Threatening or intimidating or using any form of violence or misbehavior against any
person or employee or supervisor or officer of the NATIS inside & / or outside the
premises of the NATIS if such action outside the NATIS adversely affects the discipline
of the NATIS

3.3.1.32 Use of abusive language against or coercing or any assault on or threat of assault within
the premises of the NATIS to any other person or employee or supervisor or officer of
the NATIS or persons authorized to work on the premises of the NATIS & any such act
outside the premises of the NATIS if such action outside the NATIS adversely affects the
discipline of the NATIS

3.3.1.33 Conviction by any court of law or any offence involving moral turpitude &
imprisonment beyond 24 hrs. shall lead to suspension

3.3.1.34 Deliberately giving false information regarding his / her name, age, father’s name,
address, qualifications or previous service or other details or suppression or withholding
of information at the time of employment or at any other time

3.3.1.35 Loitering or being on premises after authorized hours of work without permission or
loitering or wasting time during working hours

3.3.1.36 Publishing or causing to be published any article or other matter relating to any process
of working or the stock or the finance position of the NATIS without written permission

3.3.1.37 Use of advance sought and obtained from the NATIS for purpose other than for which it
was granted and paid or any other misuse of such advances

3.3.1.38 Making without being so required by the NATIS, notes drawing or sketches for his / her
own use of any process of work or taking in his / her possession unauthorized copies of
official papers

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3.3.1.39 Sexual harassment which includes such unwelcome sexual determined behavior,
whether directly or by implication as –

• physical contact and advances or

• demand or request for sexual favors or

• sexually colored remarks or

• showing pornography or

• any other unwelcome physical, verbal or non-verbal conduct of sexual nature

3.3.1.40 The employees shall so manage their private affairs so as to avoid habitual indebtedness
or insolvency. An employee against whom any legal proceeding is pending for the
recovery of any debt due from him or for adjudging him as an insolvent, shall forthwith
report the full facts of the legal proceedings to the Organization. The burden of proving
that the insolvency or indebtedness was the result of circumstances which, with the
exercise of ordinary diligence, the employee could not have foreseen, or over which he
had no control, and had not proceeded from extravagant or dissipated habits, shall be
upon the Government servant

3.4 Penalties

The following penalties may, for good and sufficient reasons and as hereinafter
provided, be imposed on an employee, namely:-

3.4.1 Minor Penalties

3.4.1.1 Warning or censure;

3.4.1.2 Recovery from employees pay of the whole or part of any pecuniary loss caused by him
to NATIS by negligence or breach of orders;

3.4.2 Major Penalties

3.4.2.1 Withholding of employees increment/incentive/promotion for defined period of time

3.4.2.2 Discharge from service with due notice

3.4.2.3 Discharge without notice in situations of grave misconduct where serving during notice
period may jeopardize the interest of the organization.

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3.5 Punishment procedure

3.5.1 Gravity of misconduct

3.5.1.1 In awarding punishment the seriousness and gravity of misconduct, previous record, if
any of the employee and any other extenuating or aggravating circumstances that may
exist, shall be taken into account

3.5.1.2 No order to award punishment shall be made unless the employee concerned is
informed in writing of the alleged misconduct and given opportunity to explain the
circumstances alleged against him / her

3.5.1.3 An employee may be 'warned' or 'censured' or for any of the following acts of
misconduct

• Absence without leave without sufficient cause

• Late attendance

• Negligence in performing duties

• Neglect of work

• Absence without leave or without sufficient cause from the appointed place of
work. Entering or leaving or proceed through the premises except by a gate or
gates appointed

• Breach of any rule or instruction for maintenance or running of any department

• Quarrelling or using foul language within the premises of the NATIS

• Idling on duty

• Failure to report accidents of which he / she is a party or a witness

• Irregularity in punching the card or signing the muster roll

• Failure to report any contagious or infectious disease or diseases if suffering from

the same

• Misuse of NATIS's vehicle

• Failure to wear uniform provided by the NATIS during working hours

• Obtaining leave under false pretext

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3.5.2 Enquiry

3.5.2.1 No order for major penalty shall be made except after holding an enquiry against the
employee concerned in respect of the alleged misconduct

3.5.2.2 As far as practicable in the case of order for minor penalty also an enquiry will be held if
the facts are not apparent and need further investigation/verification

3.5.2.3 An employee against whom an enquiry has to be held shall be given in person as far as
practicable or by registered post, failing which by exhibit on the NATIS's notice board, a
charge-sheet clearly stating the circumstances appearing against him / her and requiring
explanation. He / she shall be given an opportunity to answer the charges and
permitted to be defended by an employee working in the same department as his / her
or by a representative authorized by the Officer holding the enquiry. The employee shall
be permitted to produce witnesses in his / her defence and cross-examine any witness
on whose evidence the charge rests. A concise summary of the evidence laid on either
side and the employee's plea shall be recorded

3.5.2.4 If he / she refuses or fails to attend the inquiry at the time intimated by the inquiry
Officer, the enquiry shall be conducted ex-parte and the punishment awarded after the
enquiry shall take into account misconduct under these Rules thus committed

3.5.3 Suspension

3.5.3.1 In case an employee is charged with misconduct and the management feels that his/her
continuation in the work place is likely to lead to tampering of evidence or hamper the
smooth functioning of organisation, the management may suspend the employee

3.5.3.2 An employee placed under suspension shall during the period of such suspension, be
paid subsistence allowance at the following rates:

• For the first ninety days of the suspension period, subsistence allowance to be paid
per month shall be equal to one half of basic pay, dearness allowance and other
compensatory allowance to which the employee would have been entitled if he
were on leave

• If the enquiry gets prolonged and the employee continues to be under suspension
for a period exceeding ninety days, the subsistence allowance to be paid per month
for a further period of ninety days shall be equal to three fourths of such basic pay,
dearness allowance and other compensatory allowances

• If the enquiry is not completed within a period of 180 days, the employee shall be
paid basic pay, dearness allowance and other compensatory allowances in full as
subsistence allowance to be paid per month until such time as the enquiry is finally
concluded

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3.5.3.3 Provided that where the findings of the Inquiry Officer show that such inquiry is
prolonged beyond a period of 90 days, or as the case may be 180 days, for reasons
directly attributable to the workman, the subsistence allowance to be paid per month
shall for the period exceeding 90 days or, as the case may be 180 days, be reduced to one-
half of such basic pay, dearness allowance and other compensatory allowances

3.5.3.4 If as a result of the enquiry held or explanation tendered, it is decided not to take any
action against the employee, he / she shall be deemed to have been on duty and shall be
entitled to full salary minus such subsistence allowance as he / she may have already
drawn and to all other privileges for the full period of suspension

3.5.3.5 The payment of subsistence allowance shall be subject to the concerned employee
submitting a certificate of non employment during the period of suspension

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4. Recruitment & Selection

4.1 Policies – Recruitment & Selection

4.1.1 This manual shall apply to all the employees of NATIS

4.1.2 All regular recruitments shall be done by the Corporate Office following the recruitment
rules framed on the basis of recruitment modalities of various project positions
approved by the Governing Council of NATIS and shall remain in force throughout the
project duration

4.1.3 The recruitment rules can be modified by the Governing Council from time to time upon
its discretion. The Governing Council is also empowered to waive the applicability of
these rules, partially or in entirety, in any individual case in the overall interest of the
project

4.1.4 All appointments in “NATIS” shall be on contractual basis for the project period

4.1.5 All recruitments shall aim at fulfilling to identify the best talent and matching as closely
as possible

4.1.6 Only “Indian Citizens” shall be eligible to apply for any vacancy. However in the
interest of the project & in case the exigencies of work so demand, foreign nationals and
persons of Indian origin may be appointed with prior approval of GC and in accordance
with the Government rules & regulations relating to the same

4.1.7 Manpower planning shall be done annually to identify the vacancies including
temporary and adhoc arising out of business needs

4.1.8 Vacancies shall be identified by the respective Departments at the time of annual
budgeting

4.1.9 For non-budgeted vacancies which are not temporary and adhoc, Job description and
salary structure shall be proposed by NATIS and approved by Governing Council

4.1.10 Vacancies may be filled through internal resources as well as external recruitments, by
giving an advertisement in the newspaper/posting on official website of
NATRiP/through consultants
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4.1.11 Only Administration Department shall solicit applications for filling the vacancies on the
basis of advice received from the concerned Recruitment Committee

4.1.12 Employees of NATIS may apply for vacancies in functions other than their own
functional areas

4.1.13 Records of all interviews and feedback on every candidate shall be preserved for a
period of two years from the date of interview for any future reference

4.1.14 Candidate shall be interviewed by the concerned Recruitment Committee in different

phases

4.1.15 Short-listed Candidate on the basis of interview conducted for the posts of “Deputy
Director” and above shall be recommended by Recruitment Committee set up by the
Governing Council & in accordance with the recruitment modalities approved by GC
from time to time. Their appointment shall be finalized only after approval of the GC.

4.1.16 An Recruitment Committee for filling-up the vacancies below the post of Deputy
Director shall be constituted by the CEO from time to time

4.1.17 Short-listed Candidate on the basis of interview conducted for the posts below the post
of “Deputy Director” shall be recommended by a Recruitment Committee constituted by
CEO & in accordance with the recruitment modalities approved by GC from time to
time. Their appointment shall be finalized with the approval of the CEO.

4.1.18 Job description & salary structure for all the regular posts shall be approved by the
Governing Council

4.1.19 Job description and candidate’s qualifications shall be the parameters for selecting the
candidate

4.1.20 All appointments shall be subject to candidates passing the medical examination
conducted by a doctor/hospital approved by NATIS

4.1.21 Reference check shall be done prior to issue of Appointment letter

4.1.22 Appointment letter authorised by Competent Authority shall be issued to the selected
candidate

4.1.23 Documents stipulated below (whichever applicable) shall be obtained from the
candidate prior to issue of Appointment letter :

• Educational Qualification certificates

• Proof of date of birth

• Four passport sized photographs

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• Relieving letter from the previous employer (If the relieving letter is not available,
declaration regarding resignation shall be obtained from the candidate)

• Salary slips certificate from the previous employer

• TDS certificate and Form 16 from previous employer

• Experience certificates

• Two passport sized photographs of all dependent family members for mediclaim

• Nomination for mediclaim and personal accident insurance scheme

• Nomination and other documents pertaining to provident fund

4.1.24 In case any of the above particulars are found to be wrong at any time, the services may
be terminated forthwith

4.1.25 Every employee shall be given an Identity Card showing his / her name, personnel
number, blood group, address, phone number and photo, duly countersigned by an
Authorized Officer

4.1.26 Every employee shall surrender his / her identity card at the time of leaving the
organization on resignation, retirement, termination, or separation on any other reason,
failing which penal deduction shall be made from the amounts due to him / her

4.1.27 On initial employment the employee will be on probation for a period of six months or
any other period specified from time to time which may be extended, reduced or waived
at the discretion of the appointing authorities

4.1.28 During the period of probation the employment may be terminated by either side at any
time by giving one months notice

4.1.29 The extension of probation/confirmation/termination shall be based on

recommendation by the Departmental Head & authorised by the Appointment
Authority specified in SOA

4.1.30 On successful completion of the probation period, the employee may be retained in
regular services of NATIS. During this period the employment may be terminated by
either side at any time by giving three months notice

4.1.31 Monetary compensation in lieu of the notice may also be considered at the discretion of
the appointing authority. However, compensation shall not be applicable where
employee is discharged without notice for misconduct

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4.1.32 Compulsory Contributory Provident Fund (C.P.F.) will be effective on successful

completion of probationary period, unless specifically permitted by the Appointing
Authority to contribute to this P.F. scheme earlier

4.1.33 The employee will be liable to transfer to any division of NATIS, on deputation for
training or posting to any other centre for performing duties that may be assigned to
him / her by NATIS

4.1.34 During the period of employment with NATIS the employee shall not seek employment
outside, except with specific permission of the Appointing Authority

4.1.35 The employee shall keep & render faithful account of all properties of the NATIS
entrusted to him / her in the course of his / her employment with NATIS

4.1.36 During the period of employment with NATIS the employee shall not engage himself
in any other profession or business without written permission from the Organization &
shall endeavor his best always to promote the organizations interest

4.1.37 The employee shall at all times, maintain complete secrecy about the activities of NATIS,
the inventions, special manufacturing / research / development / testing techniques,
secret processes and the like which may have come to his / her knowledge during the
period of employment in NATIS. A declaration to this effect should be furnished by the
employee in writing before appointment

4.1.38 As regards the terms & conditions, other than those explicitly stated herein, the
employee will be governed by the service rules & other rules & regulations of NATIS in
force from time to time

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4.2 Policies – Temporary Recruitment

4.2.1 In the interest of the project, if the exigencies of work so demand, services of suitable
candidates may be availed of by appointment on casual/temporary basis

4.2.2 All casual/temporary appointment shall be approved and authorized by the CEO on
the basis of recommendation of the Recruitment Committee constituted by the CEO &
in case no Recruitment Committee is constituted, on the basis of recommendations of the
Concerned Director

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4.3 Operating Guidelines – Recruitment & Selection

4.3.1 Recruitment & Selection (for the post of Deputy Director & above)

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Recruitment & Selection (for the post of Deputy Director &
above) process. It facilitates the end-user to understand the flow of activities, authority,
responsibility, interdependence and control structure essential to accomplish the
operational objectives.

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4.3.1.1 CEO in consultation with the Director (Finance & Administration) shall identify the
vacancies arising out of the business needs of the organization at the time of annual
budgeting

4.3.1.2 The recruitments to these posts shall be governed by the recruitment rules as approved
by the Governing Council of NATIS from time to time.

4.3.1.3 Director (Finance & Administration) in consultation with the CEO shall draft a “Request
for Recruitment” to initiate the recruitment process for the relevant vacancies

4.3.1.4 CEO shall authorise the “Request for Recruitment”

4.3.1.5 Director (Finance & Administration) shall forward the authorized “Request for
Recruitment” to the concerned Recruitment Committee constituted by GC

4.3.1.6 The search for suitable candidates shall be done by the Recruitment Committee on the
basis of recruitment modalities laid down by GC from time to time.

4.3.1.7 Desirous internal applicants, meeting the job requirements to forward their resumes to
the Administration Department

4.3.1.8 In case of external recruitment, Administration Department shall finalize the list of
eligible candidates, in accordance with the guidelines laid down by the Recruitment
Committee

4.3.1.9 Administration Department shall screen applications and schedule the interviews with
the respective Recruitment Committee

4.3.1.10 Administration Department shall invite candidates for the interview in coordination
concerned Director in the recruitment process

4.3.1.11 Administration Department shall ensure that all eligible candidates fill the Employment
Application Form, the same to be filed in the file maintained by the Administration
Department

4.3.1.12 Recruitment Committee shall conduct interview and prepare the Interviewer’s Report,
the same to be filed in the file maintained by the Administration Department

4.3.1.13 Recruitment Committee shall finalize the candidates and intimate the same to the
Administration Department

4.3.1.14 Administration Department shall issue Appointment letter to the candidate (subject to
his or her passing the medical examination) specifying job responsibilities and other
terms and conditions of service and obtain acceptance of the same from the candidate.

• Original letter : To be issued to the candidate

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• Second copy : To be filed by the Administration Department in the Employee file

after obtaining acknowledgement from the candidate

4.3.1.15 Administration Department shall obtain Medical Examination Report for selected
candidates and inform the candidates rejected in examination.

4.3.1.16 Administration Department shall maintain record of interviews and feedback of every
candidate for a minimum period of 2 years

4.3.1.17 Employee shall fill New Employee Joining Form to enable completion of formalities like
generation of employee code, e-mail id etc

4.3.1.18 Administration department / IT department to fill in details in employee master file

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4.3.2 Recruitment & Selection (for posts below Deputy Director)

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Recruitment & Selection (for the posts below Deputy Director)
process. It facilitates the end-user to understand the flow of activities, authority,
responsibility, interdependence and control structure essential to accomplish the
operational objectives.

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4.3.2.1 The Departmental Heads shall identify the vacancies arising out of business needs of the
Organization at time of annual budgeting

4.3.2.2 The recruitments to these posts shall be governed by the recruitment rules as approved
by the Governing Council of NATIS from time to time.

4.3.2.3 For non-budgeted vacancies, the concerned Directors shall create job description and
recommend the salary structure in two copies of New Job Description Form

4.3.2.4 Concerned directors shall forward one copy of recommended New Job Description Form
and Salary structure to the CEO for authorization

4.3.2.5 CEO shall authorize & propose the same to the Governing Council for approval

4.3.2.6 Governing Council shall approve the New Job Description Form and Salary structure

4.3.2.7 Filing of New Job Description Form

• Original form: In file maintained by the concerned department

• Second copy: In file maintained by the (Administration Department)

4.3.2.8 For all vacancies (budgeted or otherwise), concerned department head shall raise and
sign two copies of Manpower Requisition Form

4.3.2.9 Concerned Directors shall forward the same to the CEO for authorization

4.3.2.10 CEO to authorize the Manpower Requisition Form and constitute an adhoc Recruitment
Committee for carrying out the recruitment process

4.3.2.11 Filing of Manpower Requisition Form

• Original form: In file maintained by the concerned department

• Second copy: In file maintained by the (Administration Department)

4.3.2.12 Administration Department shall decide in consultation with the Recruitment

Committee whether vacancy to be publicised internally, posted on web site, externally
through consultants or externally through any other medium

4.3.2.13 Desirous internal applicants, meeting the job requirements to forward their resumes to
the Administration Department

4.3.2.14 In case of external recruitment, Administration Department shall finalize the list of
eligible candidates, in accordance with the guidelines laid down by the Recruitment
Committee

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4.3.2.15 Administration Department shall screen applications and schedule the interviews with
the respective Recruitment Committee

4.3.2.16 Administration Department to invite candidates for the interview

4.3.2.17 Administration Department shall ensure that all eligible candidates fill the Employment
Application Form, the same to be filed in the file maintained by the Administration
Department

4.3.2.18 Recruitment Committee shall conduct interview and prepare the Interviewer’s Report,
the same to be filed in the file maintained by the Administration Department

4.3.2.19 Recruitment Committee shall finalize the candidate & recommend the candidate to the
CEO for final selection

4.3.2.20 CEO shall approve the appointment & intimate the same to the Administration
Department

4.3.2.21 Administration Department to issue Appointment letter to the candidate (subject to his
or her passing the medical examination) specifying job responsibilities and other terms
and conditions of service and obtain acceptance of the same from the eligible candidate

• Original letter : To be issued to the candidate

• Second copy : To be filed by the Administration Department in the Employee file

after obtaining acknowledgement from the candidate

4.3.2.22 Administration Department shall obtain Medical Examination Report for selected
candidates and inform the candidates rejected in examination.

4.3.2.23 Administration Department shall maintain record of interviews and feedback of every
candidate for a minimum period of 2 years

4.3.2.24 Employee to fill New Employee Joining Form to enable completion of formalities like
generation of employee code, e-mail id etc

4.3.2.25 Administration department / IT department to fill in details in employee master file

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4.4 Operating Guidelines – Temporary Recruitments

4.4.1 Temporary Recruitment

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Temporary Recruitment process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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4.4.1.1 Concerned Director shall identify the need of temporary recruitments & fill up the
manpower requisition form stating the job description, salary structure & period of
temporary appointment

4.4.1.2 Concerned Director shall forward the Manpower Requisition Form to the CEO for
authorization

4.4.1.3 CEO shall authorize the Manpower Requisition Form and may at his own discretion
constitute an Recruitment Committee or direct the concerned Director for carrying out
the recruitment process

4.4.1.4 Filing of Manpower Requisition Form

• Original form: In file maintained by the concerned department

• Second copy: In file maintained by the (Administration Department)

4.4.1.5 The search for suitable candidates shall be done by the Administration Department on
the basis of recruitment modalities laid down by the CEO from time to time.

4.4.1.6 Recruitment Committee or concerned Director ,as the case may be, shall screen the
applications & shortlist the candidates for interview

4.4.1.7 Recruitment Committee or the Concerned Director, as the case may be, shall take the
interview and recommend the candidate for final selection to the CEO

4.4.1.8 CEO shall review and approve the recruitment of the recommended candidate & direct
the Administration Department to complete the appointment formalities

4.4.1.9 Administration Department shall issue Appointment letter to the candidate (subject to
his or her passing the medical examination) specifying job responsibilities and other
terms and conditions of service and obtain acceptance of the same from the eligible
candidate

• Original letter : To be issued to the candidate

• Second copy : To be filed by the Administration Department in the Employee file

after obtaining acknowledgement from the candidate

4.4.1.10 Administration Department shall obtain Medical Examination Report for selected
candidates and inform the candidates rejected in examination.

4.4.1.11 Administration Department shall maintain record of interviews and feedback of every
candidate for a minimum period of 2 years

4.4.1.12 Employee to fill New Employee Joining Form to enable completion of formalities like
generation of employee code, e-mail id etc

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4.4.1.13 Administration department / IT department to fill in details in employee master file

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5. Leave

5.1 Policy - General Guidelines

5.1.1 NATIS considers leave to be an essential benefit to the employee arising out of need and
appreciates its usefulness to help the employee in optimizing his or her output in the
interest of the organisation. With this in view, employees at various levels shall be
encouraged to avail of their periodic leave entitlement subject to the overall
organisational requirements and priorities.

5.1.2 No leave can be claimed as a matter of right, and discretion shall rest with the
Competent Authority to grant, refuse or revoke such leave at any time because of
exigencies of the Organization's work

5.1.3 The list of holidays approved by the Competent Authority shall be circulated preferably
15 days before the commencement of the calendar year

5.1.4 Intervening holidays and Sundays shall not be considered in the calculation of casual
leaves but will be considered in the calculation of earned leave.

5.1.5 Casual leave if availed in excess of 3 days consecutively so that the total absence from
office is more than five days shall be considered as earned leave.

5.1.6 The prescribed Leave Application Form, duly approved by the Immediate Senior, shall
be submitted to the competent authority by the concerned employee preferably 7 days
before the date from which the leave is to commence

5.1.7 Leaves availed without prior intimation exceeding three consecutive days shall be
considered as absenteeism (except for leaves availed for sickness on production of
medical certificate)

5.1.8 Employees who have not completed six months and trainees who have not completed
one year from date of joining shall be entitled to leaves only in exceptional cases and on
approval basis

5.1.9 Due to exigencies of work, an employee can be recalled from leave. In case the employee
on sanctioned leave, has left the place of duty with permission, upon recall on duty, the
traveling time from such place to the headquarter shall be treated as ‘on duty ’
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5.1.10 In case the leave is taken under urgency or under unforeseen circumstances, at least a
telephonic approval is to be sought from the Immediate Senior, & the Leave Application
Form to be submitted on return

5.1.11 If an employee after proceeding on leave has to extend his leave for any urgent
unforeseen reason, the application for the same shall reach the Competent Authority
before expiry of originally granted leave

5.1.12 In exceptional circumstances, an application for post-sanction of leave shall be submitted

before last day of the succeeding month

5.1.13 No leave can be availed of during the notice period for resignation. However, in special
cases, the authority competent to accept the resignation, may consider the same

5.2 Leave Entitlement

5.2.1 Casual Leave

5.2.1.1 An employee shall be eligible for 8 days casual leave annually and closed holidays as
decided by NATIS from time to time. The same can be availed of for a whole day or on a
half-day basis

5.2.1.2 Casual Leave shall not be granted for more than 3 consecutive days at a time unless
necessitated by exceptional circumstances. Incase of casual leave taken in excess of 3
days and the total absence from duty is more than five days, the entire period of leave
shall be treated as Earned leave

5.2.1.3 Holidays including restricted holidays, weekly offs including compensatory offs, may be
prefixed or suffixed to casual leave, subject to the maximum number of casual leaves
taken together including holidays in between, does not exceed 5 days. The
Sundays/holidays falling during the leave shall not be counted as part of casual leave

5.2.2 Leave (in case of permanent employees)

5.2.2.1 An employee shall be entitled to 30 days earned leave for every calendar year of service
on pro rata basis. The leave will be credited once in 6 months, i.e. January & July of the
year.

5.2.2.2 In case an employee does not have enough leave to his credit except earned leave, the
proportionate earned leave due on the date the leave commences, shall be considered

5.2.2.3 Earned leave shall not accrue during extra ordinary leave & during the period of
suspension

5.2.2.4 Un-availed earned leave shall be permitted for accumulation for maximum period of 90
days & any accumulation beyond the said limit will lapse automatically. Un-availed
earned leave shall be en-cashable at the end of the financial year comprising of basic and
Dearness Allowance only.
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5.2.3 Earned Leave (in case of trainee/temporary employees)

5.2.3.1 Earned leave shall be limited to 15 days in a calendar year including the first year’s
service

5.2.3.2 In case of Trainees, on regularization, they shall be eligible for 15 days earned leave,
during the 1st year of service, as in case of regular entrant

5.2.3.3 In case of temporary employees, if they are retained beyond the tenure of temporary
post in regular / permanent capacity, without break, they shall earn the leave as per the
normal entitlement of the regular employees from the date of joining as temporary
employees. No encashment of earned leave shall be permitted for temporary employees.

5.2.4 Medical leave

5.2.4.1 Employees shall be entitled to 10 days medical leave for every completed year of service,
subject to the production of medical certificate from a Registered Medical Practioner
duly stamped bearing his registration number & defining the nature of illness

5.2.4.2 Medical leave taken by an employee for more than 10 days but upto 20 days shall be
treated as half pay leave and any leave beyond 20 days will be treated as extra-ordinary
leave without pay.

5.2.4.3 The employees shall not be entitled to the carry forward of medical leave

5.2.4.4 An application for medical leave shall be accompanied by a medical certificate from a
Registered Medical Practitioner

5.2.5 Maternity Leave / Paternity Leave

5.2.5.1 Every regular female employee, with less than two surviving children, shall be entitled
to maternity leave. Trainee & temporary female employees shall not be entitled for
maternity leave unless she has worked for more than 180 days in the 12 months
immediately proceeding the date of her expected delivery

5.2.5.2 Maternity leave shall be permissible for a period of 90 days from the date of
commencement & adjusted in such a way that the minimum stipulated period of 6
weeks as per statutory requirement follows the actual date of confinement

5.2.5.3 In the event of mis - calculation of the date of confinement, the sanctioning authority
may regularize the shortfall of leave, for the period following the date of confinement by
extending the leave period. Thus any excess of leave, i.e. over & above 6 weeks prior to
the date of confinement may be adjusted against Earned Leave, Half – Pay Leave or
Extra Ordinary Leave, as the case may be

5.2.5.4 During such period of leave, an employee shall be entitled to leave salary equal to pay
drawn immediately before proceeding on leave. The salary means basic pay, DA, HRA
& Project Allowance (if applicable).
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5.2.5.5 The female employee has to submit proof in the form of a medical certificate from a
Registered Medical Practitioner certifying that she is found pregnant & expected to
deliver a child within a particular number of days or months

5.2.5.6 While rejoining duty & claiming the maternity benefit she is entitled to, the employee
will have to furnish further proof of having delivered a child from Registered Medical
Practitioner

5.2.5.7 In the case of miscarriage, including abortion (which includes abortion as per Medical
Termination of Pregnancy Act, 1971), a female employee shall be entitled for leave with
salary for a period of 6 weeks immediately following the miscarriage subject to
production of such proof as may be necessary from a Registered Medical Practitioner

5.2.5.8 A female employee suffering from illness arising out of pregnancy, delivery, premature
birth of child or miscarriage / abortion , etc. shall be entitled to leave with salary at the
rate of maternity benefit for a maximum period of one month subject to production of
such proof from a hospital or board at the NATIS’s choice in addition to the period of
absence allowed for delivery or miscarriage as the case may be

5.2.5.9 Maternity leave can be combined with leave of any kind except casual leave, but any
leave applied for in combination with maternity leave shall be granted if the request is
supported by a medical certificate

5.2.5.10 Every regular male employee, with less than two surviving children, shall be entitled to
paternity leave of 15 days. Trainee & temporary male employees shall not be entitled for
paternity leave unless he has worked for more than 160 days in the 12 months
immediately proceeding the date of his spouse’s expected delivery. This leave is subject
to production of medical certificate from a registered medical practitioner certifying the
delivery of the offspring.

5.2.6 Extra-ordinary Leave (for all employees)

5.2.6.1 An employee shall be eligible for not more than 15 days extra-ordinary leave in a
particular year and a maximum of 30 days extra-ordinary leave shall be allowed in the
entire period of contract

5.2.6.2 If for reasons beyond employee’s control, he / she has to remain absent from duty and
this absence cannot be regularized by grant of any other kind of leave, EOL shall be
considered on merits. Even when other kind of leave is admissible, if the employee
specifically requests for EOL, the same will also be considered

5.2.6.3 No salary or allowances will be payable during EOL.

5.2.6.4 An employee cannot avail EOL concurrently with the period of notice given by him for
seeking resignation

5.2.7 Compensatory Off

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5.2.7.1 The Competent Authority may require the section or a few individuals to work on any
holiday due to exigencies of work and grant a compensatory off on any other working
day

5.2.7.2 In case an employee works beyond 4 hrs on any weekly off/Holiday, half day casual
leave shall be credited to his account or at the discretion of competent authority suitable
honorarium shall be paid

5.2.8 Competent Authority to sanction leave

5.2.8.1 In case of CO, the sanction for leave to be availed by officers of the of the posts of
Additional Directors/Head of Site & above shall be obtained from the CEO & in case of
all other employees the approval shall be sought from the respective Director

5.2.8.2 In case of Site, the employees shall be granted leave by the Head of site & Concerned
Director shall be the approving authority for sanction of leave applied for by the Head of
Site.

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5.3 Operating Guidelines – Leave

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Leave process. It facilitates the end-user to understand the flow
of activities, authority, responsibility, interdependence and control structure essential to
accomplish the operational objectives.

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5.3.1 Concerned employee shall get the prescribed Leave Application Form approved from
the Competent Authority (Refer Policy Guideline Para 5.2.8), before going on leave

5.3.2 On approval from the immediate senior, employee shall forward the Leave Application
Form to the Administration Department, preferably 7 days before the date from which
the leave is to commence (Not applicable in case of Casual/Medical leave)

5.3.3 The Administration Department shall verify availability of leave in compliance with the
Leave policy, & subsequently allow / disallow the leave

5.3.4 Administration Department shall file the leave application in the Leave Record File

5.3.5 Executive (Administration department) to mark ‘L’ in the Attendance Records

5.3.6 If the leave is unapproved, the same gets terminated, & reasons for the same duly
recorded in the form

5.3.7 If employee proceeds on leave without approval, Administration Department shall mark
him/her absent

5.3.8 Department Head shall give warning note to the employee, if employee takes leaves
without approval

5.3.9 Competent Authority shall take disciplinary action in case the employee takes
unapproved leave for more than 3 days

5.3.10 Administration Department shall update leave records monthly as per attendance
record and leave application forms

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6. Employee Benefits

6.1 Project Allowance

6.1.1 Project Allowance shall be provided to eligible employees at the rates decided by NATIS
from time to time

6.2 House Rent Allowance

6.2.1 Specified categories of employees shall be entitled to House rent allowance at rates
decided by NATIS from time to time.

6.3 Insurance Coverage

6.3.1 Accident Insurance Cover

6.3.1.1 In order to provide financial assistance to the family of a permanent employee who
meets with any accident requiring hospitalization and dies / gets injured in an accident
or otherwise whilst in service, NATIS will cover all employees and their family members
under Personal Accident Insurance Policy. It includes accidental death also

6.3.1.2 The NATIS will be at the liberty to change, alter, enhance, modify or curtail the benefits
securable under this Insurance Policy

6.3.1.3 Insurance company shall be the sole judge regarding admissibility of the claim or
otherwise

6.3.2 Medi-Claim insurance

6.3.2.1 All permanent employees & their dependent family members shall be covered under
this policy. This insurance coverage is limited to major illness / operations as detailed
out in the policy as per the prescribed limit in the policy

6.3.2.2 The insurance coverage will depend upon the grade / designation of an employee and
the amount of such coverage will be the sole discretion of NATIS and will be decided
from time to time

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6.3.2.3 As per the policy the employee will be required to take treatment in the hospital
accredited by the insurance company & the bills shall be sent directly to the insurance
company

6.3.2.4 The Scheme may be modified or discontinued at any time without giving any notice or
any reasons whatsoever

6.3.3 Group Life Insurance

6.3.3.1 All permanent employees shall be covered under a Group Life Insurance Policy, as
decided by NATIS from time to time.

6.3.3.2 The insurance coverage will depend upon the grade / designation of an employee and
the amount of such coverage will be the sole discretion of NATIS and will be decided
from time to time.

6.3.3.3 The Scheme may be modified or discontinued at any time without giving any notice or
any reasons whatsoever.

6.4 Medical Reimbursement

6.4.1 Reimbursement of the ordinary medical expenses, incurred by an employee for self
and/or his/her dependent family members will be allowed within the limits decided by
the NATIS from time to time

6.4.2 The year prescribed for medical expenses reimbursement will be April-March

6.4.3 Claim should be made in the prescribed form together with the bills, cash memos,
Doctor's prescriptions and other relevant supporting bills

6.4.4 Un availed limit prescribed for reimbursement of medical expenses can be carried
forward and can be accumulated for a maximum period of three years

6.4.5 All the claims made by the employees will be subject to scrutiny

6.4.6 The "Family Members" for the purpose of reimbursement of medical expenses shall
include the spouse and children of the employee (upto 2 children), and employee's
dependent parents and dependent brothers & sisters

6.5 Leave Travel Allowance (LTA)

6.5.1 LTA shall be provided at rates decided by NATIS from time to time against the
application of minimum of 5 days earned leave once in a financial year.

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6.6 Provident Fund

6.6.1 Every regular employee on completion of probation period shall become a member of
the Provident Fund constituted by the NATIS and shall agree to be bound by the Rules
governing such Fund

6.6.2 The NATIS shall contribute to the Provident Fund in accordance with the Rules
governing the Provident Fund from time to time.

6.7 Telephone Facility

6.7.1 The facility of mobile phones and residential phones shall be provided to eligible staff of
NATIS & reimbursement for the same shall be made as per the rates decided by NATIS
from time to time.

6.8 Book Allowance

6.8.1 All officers and staff shall be eligible for Book Allowance, for the purpose of
upgrading/updating knowledge, for purchase of technical, management books,
bulletins, journals, as per the rates decide by NATIS from time to time.

6.9 Provision of subsidized lunch/tea/coffee

6.9.1 Arrangements for provision of lunch to the employees would be made purely at the
discretion of the NATIS

6.9.2 Lunch will be provided only on working days and a suitable sum for the same as
decided by NATIS from time to time shall be recovered from the employees

6.9.3 Tea/Coffee & other snacks shall also be provided during working hours in the office. A
specified sum as decided from time to time by the Competent Authority shall be
deducted for the same from the salary of the concerned employee

6.10 Employee Uniform

6.10.1 Winter & Summer Uniforms as decided by NATIS from time to time shall be provided
to all the employees

6.11 Uniform Allowance

6.11.1 Uniform maintenance allowance as decided by NATIS from time to time shall be
provided to all the employees

6.12 Chauffeur driven cars

6.12.1 Officers of & above the rank of Deputy Director will be provided with chauffeur driven
cars

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6.13 Other Benefits and Allowances

6.13.1 Employees of NATIS would be entitled to such other benefits and allowances as
permitted by NATIS from time to time.

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7. Payroll

7.1 Policy

7.1.1 Transfer of Funds (Payroll)

7.1.1.1 Funds shall be transferred to the sites monthly on the basis of authorised & approved
requisition for funds

7.1.1.2 Monthly Requisition of funds shall not exceed the approved Revenue Budget for the
specific site

7.1.2 Attendance Marking

7.1.2.1 Policies below-mentioned shall be applicable to all employees except those specified by
general or special order/s by the Competent Authority

7.1.2.2 Attendance marking shall be done through the electronic system both at time of entry
and exit from NATIS premises

7.1.2.3 In case electronic system is not working manual records for attendance shall be
maintained for that day/s. Electronic record shall be updated later on

7.1.2.4 The electronic or/and manual record shall be taken as a true record of any employee's
attendance. Salary processing for any employee whose time is not recorded either due to
forgetfulness or negligence or otherwise on his/her part, shall be done only for the
attendance as per the attendance record

7.1.2.5 Attendance records shall be updated on a timely basis to facilitate payroll processing on
time

7.1.2.6 Any employee found punching in for another employee would be liable for
disciplinary action

7.1.2.7 Employee coming fifteen minutes after start of office time shall be considered late and
for every four such late coming half days casual leave will get debited to his or her
account . However, if an employee comes to office beyond one and half hours on a given
day after office time half days casual leave shall be deducted

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7.1.2.8 Permission to attend the office late for the genuine private reasons shall be granted by
the Competent Authority and shall be restricted to 'one hour twice in a month' or 'two
hours once in a month‘

7.1.2.9 Employee shall not leave the NATIS during working hours without prior permission or
pass from the Competent Authority

7.1.2.10 Any employee, who after reporting for duty is found absent from his/her proper place
of work during the working hours without permission or without sufficient reasons,
shall be liable to be treated as absent for the period of his/her absence

7.1.3 Weekly Holidays

7.1.3.1 The NATIS shall observe second and fourth Saturday and Sundays as weekly holidays

7.1.3.2 The Competent Authority may, due to exigencies of work, declare any holiday as
working day and in lieu thereof declare another working day as a holiday

7.1.3.3 The Competent Authority may require the section or a few individuals to work on any
holiday due to exigencies of work and grant a compensatory off on any other working
day. Such compensatory off should be taken within 3 months immediately following
that month

7.1.4 Working Hours

7.1.4.1 The working hours for the employees at Office (CO) & for the employees at Sites shall be
as follows unless otherwise specified by the competent authority:

Office General Timing Lunch Break Half Day Timing

Corporate 09.00 am to 07.00 pm 01.00 pm to 01.30 pm 09.00 am to 01.00 pm
Office 01.30 pm to 07.00 pm

Site office 08.30 am to 05.30 pm 01.00 pm to 01.30 pm 08.30 am to 01.00 pm

01.30 am to 05.30 pm

7.1.4.2 At Site, if the work is performed on shifts basis, the timings to be followed are as follows
unless otherwise specified by the competent authority:

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7.1.4.3 The half-day timings are as follows unless otherwise specified by the competent
authority :

* There will be no half-day in case of Third Shift

7.1.4.4 The notices showing the period and hours of work in shift duty shall be displayed on the
Notice Boards maintained for the purpose in the Department / Section concerned and
also the Security Office

7.1.4.5 In case of more than one shift working in the NATIS, the employee shall be liable to be
transferred from one shift to another

7.1.4.6 Whenever an additional shift is started or shifts are altered or discontinued, one day's
notice shall be given to the employees

7.1.5 Entry in & Exit from premises

7.1.5.1 No employee shall enter or leave the premises of NATIS except by the gate or gates
specified for the purpose

7.1.5.2 Any employee may, when leaving the premises of NATIS be searched at the point of exit
by the watchman or any person nominated for the purpose. Any female employee may
be detailed by the watchman or any other person nominated for the purpose for search
by a female searcher, if acting without malice, suspects that she is in wrongful
possession of property belonging to NATIS

7.1.5.3 Every search shall be conducted in the presence of not less than two persons and a
female employee shall not be searched in the presence of any male person, except with
her consent

7.1.6 Salary processing

7.1.6.1 The Salary and allowance structure for various posts shall be laid down by the
competent authority from time to time

7.1.6.2 HRA shall be provided to the employees at the rates approved by NATIS from time to
time

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7.1.6.3 Office Vehicle as decided by NATIS from time to time shall be provided on the basis of
the designation for fulfilling official duties from residence to office and back

7.1.6.4 Medical reimbursement shall be made on production of actual bills

7.1.6.5 PF shall be provided to all employees as per the provisions of The Employees’ Provident
Fund and Miscellaneous Provisions Act, 1952 and rules made there under shall be
complied with

7.1.6.6 Tax on salaries shall be deducted and deposited as per the provisions of Income Tax
Act, 1961

• Declaration and proofs of exemptions and deductions claimed shall be taken from
employee for deduction of tax at source before January 31 each year

• Any amendment to the declaration shall be made before February 28 each year

7.1.6.7 Salaries to be paid by last working day of every month

• Salaries to be paid by bank transfer or cheques only

7.1.7 Overtime Payment

7.1.7.1 Drivers and Attendants staying in office beyond 1 hour after normal office hours shall be
eligible for overtime payment

7.1.7.2 Overtime shall be paid for every one hour worked during the overtime period at the rate
of thirty rupees per hour.

7.1.7.3 The overtime amount shall be calculated in the multiples of half an hour.

7.1.7.4 The drivers and attendants on official duty beyond two hours of normal closing hours
shall also be entitled to auto rickshaw fare from place of closing the duty to residence.

7.1.7.5 The Overtime Payment shall however be subject to an overall ceiling of 50% of basic pay
per month

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7.2 Operating Guidelines

7.2.1 Attendance marking

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Attendance marking process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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7.2.1.1 Employees shall scan their Identity Cards through the electronic attendance system daily
at the time of entrance and exit in NATIS premises for marking attendance. In case
electronic system is not working attendance marking shall be in the manual record kept
at the entrance

7.2.1.2 If late coming is not authorized, as per the HR policy, marking for unauthorized late
coming to be put on the attendance records

7.2.1.3 For employees on leave, Administration Department shall mark 'L' in the attendance
records

7.2.1.4 Administration department shall update the attendance record for salary processing
before the period specified in the Payroll policy

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7.2.2 Salary Processing - CO

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Salary processing-CO process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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7.2.2.1 Administration Department (CO) shall note attendance record from the Electronic
Attendance Record/Attendance Register before 22nd of each month for the period
covering 21st of previous month to 20th of current month

7.2.2.2 Administration Department (CO) shall update the leave record on the basis of the
Attendance record and Leave Application Forms & forward the details of days worked
for all employees to the F & A Department (CO) by 25th of current month

7.2.2.3 F & A Department (CO) shall compute the salaries as per the existing salary structure
and taking into account all the parameters mentioned in the Payroll policy

7.2.2.4 Director (Finance & Administration) shall approve the salary computation

7.2.2.5 F & A Department shall prepare journal vouchers, bank vouchers & Payroll Cheques of
employees & forward the same to the Director (Finance & Administration) for
authorization

7.2.2.6 Director (Finance & Administration) shall verify the vouchers with the supporting
documents and authorize the same for payment

7.2.2.7 F & A department to pass relevant accounting entries

7.2.2.8 F & A Department shall pay the salaries by the due date and means specified in the
Payroll policy and prepare a Summary of salary paid

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7.2.3 Salary Processing – Site

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Salary processing - Site process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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7.2.3.1 Administration Officer (Site) shall note attendance record from the Electronic
Attendance Record/Attendance Register before 22nd of each month for the period
covering 21st of previous month to 20th of current month

7.2.3.2 Administration Officer (Site) shall update the leave record on the basis of the Attendance
record and Leave Application Forms and forward the details of days worked for all
employees to the F & A Department (Site) by 23rd of current month

7.2.3.3 Finance Officer (Site) on the basis of attendance records of employees, shall prepare in
duplicate the “Monthly Payroll Sheet” computing the fixed salaries of employees at the
sites, any deductions to be done, and the “Monthly Reimbursement Sheet” supported by
the relevant vouchers for the reimbursement entitlements of employees.

7.2.3.4 Competent Authority (Site) shall review & authorize the “Monthly Payroll Sheet” and
the “Monthly Reimbursement Sheet.”

7.2.3.5 Finance Officer (Site) shall forward one copy each of authorized “Monthly Payroll
Sheet” & “Monthly Reimbursement Sheet” to the F & A Department (CO) by 25th of the
concerned month & file the second copy. The “Monthly Reimbursement Sheet” shall be
supported by all the relevant vouchers & bills

7.2.3.6 F&A Department (CO) shall review & check the authenticity of the “Monthly Payroll &
Reimbursement Sheet” & the supporting vouchers

7.2.3.7 F&A Department (CO) shall prepare vouchers for transfer of funds & forward the same
to Director (Finance & Administration) for approval

7.2.3.8 Director (Finance & Administration) shall verify the vouchers with the supporting
documents and authorize the same for payment

7.2.3.9 Finance Officer shall prepare the cheque for transfer of funds to the bank account of the
concerned site and present the same before the competent authority for signing the
cheque

7.2.3.10 Competent Authority shall verify the cheque amount with supporting authorized
voucher and sign the cheque

7.2.3.11 Finance Officer shall file the voucher and pass necessary entries in the books of accounts
for payment

7.2.3.12 F&A Department (CO) shall transfer approved funds to the bank account of the
concerned Site

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7.2.4 Tax Deduction at Source

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Tax deduction at source process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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7.2.4.1 F & A Department shall obtain declaration and proofs of exemptions and deductions
from the employees for deduction of tax at source before the date specified in the HR
policy

7.2.4.2 F & A Department shall file the declarations and proofs of exemptions in the Employee
file

7.2.4.3 F & A Department shall send reminders to the employees on non-furnishing of the
declaration and proofs of exemptions and deductions

7.2.4.4 F & A Department shall accept any amendment to the declaration and additional proofs
of exemptions and deductions before the date specified in the HR policy

7.2.4.5 If supporting documents with declaration are not furnished earlier, F & A Department
shall give reminders to employees for furnishing the same in first week of February

7.2.4.6 Tax deducted at source shall be deposited & Tax Deducted at Source Returns to be filed
with the authorities within the time specified in the Income Tax Act, 1961

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8. Training

8.1 Policy

8.1.1 Induction Training

8.1.1.1 Induction training shall be provided to new employees to brief them about
Organization’s culture and working

8.1.2 On - the - Job Training

8.1.2.1 On-the-job training shall be provided to all employees to enhance performance and
achievement of quality objectives

8.1.2.2 Duration and conduct shall be specified by the Administration Department depending
upon employee’s function and level

8.1.2.3 Training shall be the joint responsibility of the employee, immediate Seniors and
Departmental Heads

8.1.2.4 Feedback shall be obtained from all the trainees to improve the training process

8.1.3 Other Trainings

8.1.3.1 All trainings other than induction & on-the-job training shall be conducted as per the
approved annual training calendar

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8.2 Operating Guidelines

8.2.1 Induction Training

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Induction training process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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8.2.1.1 Administration Department shall fix the induction training schedule in case of new
employees before joining date as per the induction training policy

8.2.1.2 Administration Department in coordination with the concerned departmental head/

reporting manager shall conduct induction program within the time period as specified
in the HR Policy

8.2.1.3 The induction Program shall inter-alia contain introduction to employee, covering:

• The vision, mission, value, business, history, present position, future plans of the
Organization

• KRA/Duty chart/Incumbency chart, Organisation structure, Department

structure, policies, rules & code of conduct of the Organization
• Meeting of the new employee with the team members

• Visit to the work site

8.2.1.4 New employee shall sign the KRA preferably within one week that shall be used later on
for his performance appraisal

8.2.1.5 New employee shall give the induction training feedback in the Induction Training
Feedback Form and forward the same to the Administration Department

8.2.1.6 Administration Department shall file the Induction training feedback forms for future
reference

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8.2.2 On - the - Job Training

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the On-the-Job training process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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8.2.2.1 Concerned department heads in consultation with employees shall assess the training
needs of employees and intimate the training requirements to the Administration
Department

8.2.2.2 Administration Department shall locate training resources and coordinate the schedule
for training

8.2.2.3 Competent Authority shall authorize the training schedule

8.2.2.4 Administration Department shall communicate the details of the training, sufficiently in
advance to the concerned employees

8.2.2.5 After training, the concerned employee shall communicate in writing to Administration
department and immediate supervisor about quality and relevance of training in the
Feedback form

8.2.2.6 Administration department shall prepare a Training Evaluation Report on the basis of its
observation and feedback from trainee for future reference

8.2.2.7 Administration Department shall prepare a Consolidated Training Report for the
trainings conducted during the quarter

8.2.2.8 Administration Department shall maintain training records in personnel files

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8.2.3 Other Trainings

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Other trainings process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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8.2.3.1 Administration department shall prepare an annual training calendar at least one year in
advance in consultation with Concerned Department Head on the basis of assessment of
training needs of the employees

8.2.3.2 Administration department shall forward the annual training calendar to Competent
Authority for approval

8.2.3.3 Competent Authority shall approve the training Calendar

8.2.3.4 Administration Department shall file the approved annual training calendar

8.2.3.5 Administration Department shall locate training resources and coordinate the training
schedule as per the training calendar

8.2.3.6 Competent Authority shall authorize the training schedule and the resources
recommended by the Administration Department

8.2.3.7 Administration Department shall communicate the details of the training, sufficiently in
advance to the employees nominated by the Concerned Department Heads

8.2.3.8 Concerned employees shall delegate execution of work during their absence, through
delegation of authority

8.2.3.9 After training, the concerned employee shall communicate in writing to Administration
department and immediate supervisor about quality and relevance of training in the
Feedback Form

8.2.3.10 Administration department shall prepare a Training Evaluation Report on the basis of its
observation and feedback from trainees for future reference

8.2.3.11 Administration Department shall prepare a Consolidated Training Report for training
conducted during the quarter

8.2.3.12 Administration Department shall maintain training records in personnel files

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9. Performance Appraisal

9.1 Policy

9.1.1 Annual Performance Appraisal (Increments)

9.1.1.1 Regular employees shall receive Annual Performance Appraisal (APA) based on the
April to March calendar. The date of APA shall be 1st April of the succeeding year unless
otherwise specified. Benefits being permitted to employees based on APA shall always
be applicable from 1st April.

9.1.1.2 An employee who has completed full seven months of service including successful
completion of the probation period as on 31st March with NATIS shall be eligible for
APA on 1st April. The review of performance of those not completing seven months of
service shall be taken up in the subsequent year on 1st April for the entire period of his
service.

9.1.1.3 The appraisal process shall be carried out by the “Performance Appraisal Committee”
(hereinafter referred to as PAC) comprising of Director (Technical), Director
(Infrastructure) & Director (Finance & Administration)

9.1.1.4 In case of CO, the appraisals shall be done by the PAC on the basis of feedback received
from the Reporting Officer of the concerned employee

9.1.1.5 In case of sites, the appraisals shall be done by the PAC on the basis of feedback received
from the Head of the Site

9.1.1.6 Appraisals shall be based on the entire year’s performance of the employee

9.1.1.7 All employees who have joined in the middle of a performance evaluation year shall be
assessed for the number of months they have been in the Organization as at the end of
the relevant year

9.1.1.8 All employees who are promoted/transferred in the middle of a performance evaluation
year shall be administered with more than one appraisal forms to capture performance
in different roles

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9.1.1.9 Duration of work under Concerned Reporting Officer shall be at least for a period of 2
months to report on concerned employee for appraisal purposes. If employee has
worked for less than 2 months under Concerned Reporting Officer, that period shall be
considered as gap period for appraisal purposes

9.1.1.10 All evaluation, reviews, moderations shall be completed during April 1 to April 30 and
recommended benefits based on such review shall be placed before the Governing
Council immediately thereafter for approval.

9.1.1.11 All increments in salary shall be recommended by the PAC to the CEO for approval on
the basis of the performance appraisal

9.1.1.12 In case an employee is assigned two negative grades consecutively, the employee shall
be warned and a specific improvement plan shall be built in by the immediate Senior

9.1.2 Performance Appraisal (Promotion/incentive/increment)

9.1.2.1 All employees promoted/transferred in the middle of a performance evaluation year

shall be administered with more than one appraisal forms to capture performance in
different roles

9.1.1.2 Duration of work under Concerned Reporting Officer shall be at least for a period of 2
months to report on concerned employee for appraisal purposes. If employee has
worked for less than 2 months under Concerned Reporting Officer, that period shall be
considered as gap period for appraisal purposes

9.1.1.3 All evaluation, reviews, moderations shall be completed during the period specified by
NATIS from time to time, for taking effect from the period notified by the Competent
Authority in this regard

9.1.1.4 Promotions shall be recommended by the Concerned Reporting Officer to the PRC on
the basis of performance, seniority, years of service, qualifications and competence and
other factors specified by NATIS from time to time

9.1.1.5 Promotion shall not be denied on the basis of race, colour, religion, sex, age, and marital
status

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9.2 Operating Guidelines

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Performance appraisal process. It facilitates the end-user to
understand the flow of activities, authority, responsibility, interdependence and control
structure essential to accomplish the operational objectives.

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9.2.1 Employees eligible for appraisals, shall fill Performance Appraisal Form (PAF) in the
beginning of the Appraisal Process Period, and on the basis specified in the performance
appraisal policy

9.2.2 Concerned Reporting Officer of the employee shall use KRA/Duty Chart/Incumbency
chart signed by the employee earlier as a basis for performance appraisal

9.2.3 Concerned Reporting Officer shall discuss the PAF with the concerned employee

9.2.4 After discussion with the employee, Concerned Reporting Officer shall allot Appraisal
grade to the employee and sign the PAF

9.2.5 Employee to sign the PAF

9.2.6 Concerned Reporting Officer shall forward the PAF to the PRC at least 15 days before
the end of the Appraisal Process Period

9.2.7 The PRC shall hold a meeting with the employee, and allot final grade to him taking into
consideration the grade assigned by the Concerned Reporting Manager

9.2.8 PRC shall forward the PAF with recommendations to the CEO

9.2.9 CEO shall review & approve the salary increments/promotions (if any) in the PAF &
forward the same to Administration Department

9.2.10 Administration Department shall forward a copy of the increment letter/promotion

letter (if any) to the concerned employees and file the other in the Employee Record file

9.2.11 Administration Department shall prepare “Increment sheet” in duplicate and forward
one copy to the payroll department and file the second copy

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10. Separation

10.1 Policy

10.1.1 Resignation

10.1.1.1 All employees shall be entitled to voluntarily resign from the services of the NATIS due
to personal or professional reasons

10.1.1.2 Resignation shall be tendered to the Reporting Manager and shall be accepted by the
Appointing Authority

10.1.1.3 Acceptance of resignation shall be notified by a formal letter approved by Appointing

Authority

10.1.1.4 Notice period of three months shall be served by all employees after resignation, failing
which proportionate deduction shall be made

10.1.1.5 Exit interview shall be conducted with the employee to understand the employee’s
perceptions about the Organization and his job as well as the reasons for his decision to
resign

10.1.1.6 Experience certificate shall be issued to the employee, if so demanded

10.1.2 Termination

10.1.2.1 An employee may be terminated from the services of the Organization on account of
violation of Organization policies, dishonesty, indiscipline, unauthorized absenteeism,
unethical behaviour, misappropriation of funds and non performance or any other
misconduct as specified by NATIS from time to time

10.1.2.2 Experience certificate shall be issued to the employee, if demanded

10.1.2.3 The policies and operating guidelines pertaining to “resignation” shall be followed

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10.2 Operating Guidelines

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Separations process. It facilitates the end-user to understand
the flow of activities, authority, responsibility, interdependence and control structure
essential to accomplish the operational objectives.

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10.2.1 Employee shall tender resignation to the Reporting Manager in duplicate

10.2.2 Reporting Manager shall forward the resignation letter to the Appointing Authority
through Administration Department (CO/Site) for accepting resignation

10.2.3 Concerned Appointing Authority shall accept/reject resignation & finalize the relieving
date in consultation with the Reporting Manager

10.2.4 Administration Department shall file the accepted resignation letter in employee file
with a copy to employee and inform the Finance & Accounts department to initiate full
and final settlement process

10.2.5 For resignation at a statutory designation, Administration Department shall prepare a

notice of change

10.2.6 F & A Department shall issue “No Dues Form” in duplicate after recovery/payment (if
any) to the employee and pass relevant accounting entries

10.2.7 Employee shall sign the No Dues Form and forward a copy of the same to the
Administration Department

10.2.8 Administration Department to file “No Dues Form”

10.2.9 Competent Authority shall take an exit interview and forward exit interview report to
Administration Department

10.2.10 Administration Department shall file the exit interview report

10.2.11 Administration Department shall mark employee file as "Closed" and store it in the
closed employee files record

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11. Official Travel

11.1 Policy

11.1.1 Basic Guidelines

11.1.1.1 In case of domestic travel, the actual boarding & lodging expenditure shall be
reimbursed to the employee in full provided the same is incurred in the approved hotels
/guest houses etc as per the corporate list of NATIS.

11.1.1.2 Incase of overseas travel, the concerned employees shall be entitled actual hotel bills ,
local travel for official purposes as also to a daily allowance at the rates decided by
NATIS from time to time. The Daily Allowance is meant to take care of the boarding
expenses of the officials.

11.1.1.3 In case for official reasons the hospitality is extended to a third party whether during
domestic travel or during overseas travel the same shall be reimbursed to the concerned
employee with the prior approval of the Competent Authority

11.1.1.4 Travel Advance (TA) shall be paid to an employee only as per the prior approved tour
program. The TA shall be decided by the Competent Authority from time to time.

11.1.1.5 The approved tour program shall be given to the Finance Department at least 7 days
prior to the actual date of journey in case of domestic travel and 15 days in case of
international travel, except in cases of emergency

11.1.1.6 All claims shall be accompanied by necessary supporting vouchers and bills

11.1.1.7 All final claims for the posts of “Directors” & above shall have to be countersigned &
approved by the CEO, & for all other posts the claims should be approved by the
concerned Director and Director (Finance & Administration)

11.1.1.8 TA advance drawn shall be settled within 10 days after completion of the tour

11.1.1.9 If earlier TA advance is outstanding, second advance shall not be paid without approval
of the CEO

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11.1.1.10 In case advance is not settled by the next calendar month after return from tour, the
same would be recovered from the salary of the employee without any prior intimation

11.1.2 Competent Authority

11.1.2.1 The tour program of all employees below Director level shall be approved by the
Concerned Director/Head of Site, excluding the tour programme involving air travel

11.1.2.2 All tour programmes of Directors and above as well as tour programmes of other
employees involving air travel should be put up through Concerned Directors/Head of
Site and Finance Department to the CEO for approval

11.1.3 Entitled class of travelling

11.1.3.1 Officers of the rank of Directors & above shall be entitled to travel by Business Class in
domestic and international travel

11.1.3.2 Additional Directors, Deputy Directors & Head of Site shall be entitled to travel by
Economy Class in domestic and international travel

11.1.3.3 Assistant Directors, Project Officers, Executives & System Administrator shall be entitled
to travel by AC – 2 tier sleeper if the distance to be traveled is upto 500kms. In case the
distance to be traveled exceeds 500kms the employees shall be entitled to travel by
economy class by air in domestic and international travel. Even if the distance is less
than 500 kms, air travel can be permitted in the exigencies of service by the CEO.

11.1.3.4 Other employees below the rank of executives shall be entitled to travel by train in
sleeper class.

11.1.3.5 If traveled by a higher class than the entitled one, the fare as per the entitled class shall
be given unless the higher class was availed with prior permission for reasons beyond
control

11.1.3.6 If traveled by a lower class than the entitled one, the fare actually paid will be given.

11.1.3.7 All Journey tickets of domestic and international travel will be booked by NATIS

11.1.4 Transit Conveyance Reimbursement

11.1.4.1 The Transit Conveyance reimbursement shall be admissible for all employees on
domestic and international travel and shall be reimbursed only on actual basis

11.1.4.2 This provision is to meet expenses connected with charges for taxi, tram, train, auto
rickshaw, etc. during the travel

11.1.4.3 In case of domestic transit conveyance, the officers of the rank of Project Officers and
above shall be entitled to travel by taxi. Other employees shall be entitled to travel by

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such other means of transport as available like auto rickshaw/bus /tram/shared

taxi/local train/metro.

11.1.4.4 The entitlement as specified above shall also be applicable for the local travel at the
station of duty.

11.1.4.5 The 'transit' means expenses incurred for journey:

• from home to Railway Station / Airport and back

• from intermediate Railway Station / Airport to another Railway Station / Airport

or to the place of stay and back

• from destination Railway Station / Airport to the place of stay and back

• from the place of work/stay to the official visiting locations

11.1.4.6 Transit Conveyance shall be settled after receipt of details of journeys performed from
one place to the other during transit and in the outstation, mode of travel and also the
fare paid

11.1.5 Cancellation of Journeys

11.1.5.1 If for any reason the journey by Air / Rail etc. is cancelled due to official reasons,
Finance department shall be informed in writing for cancellation of the tickets

11.1.5.2 Cancellation of tour shall be approved by one's immediate superior and finally
approved by the Competent Authority

11.1.5.3 Financial loss caused by cancellation / postponement of journey for the employee's own
convenience shall be borne by the employee

11.1.5.4 It is the duty of the Competent Authority, before signing or countersigning a travelling
allowance bill :

• To scrutinize the necessity, frequency & duration of journeys and halts for which
travelling allowance is claimed, & to disallow the whole or any part of the
travelling allowance claimed for any journey, or halt if he considers that a journey
was unnecessary or unduly protracted or that a halt was of excessive duration

• To scrutinize carefully the distances entered in travelling allowance bills

• To check any tendency to abuse the option of exchanging daily allowance for
mileage allowance
• To observe any subsidiary rules or orders which a Competent Authority may make
for his guidance

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11.1.6 Entitlement for Accommodation on Tour

11.1.6.1 Different category of officers/Employees of NATIS shall be entitled to accommodation

on domestic tour in hotels / guest houses / lodges etc., as notified by Finance and
Administration Department from time to time. The list of such approved
accommodation at each location shall be circulated periodically. As regards international
travel, all boarding arrangements shall be made by NATIS in advance.

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11.2 Operating Guidelines

The following “Work flow” is the pictorial representation of the detailed work
procedure relating to the Official travel process. It facilitates the end-user to understand
the flow of activities, authority, responsibility, interdependence and control structure
essential to accomplish the operational objectives.

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11.2.1 Concerned department head shall provide the details of approved tour program (as per
travel policy 11.1.2) to the Administration department

11.2.2 Administration department shall arrange for the tickets, hotel booking etc. as per the
Organization policy

11.2.3 Administration department shall get the tickets arranged through a travel agent
approved by the Competent Authority

11.2.4 Administration department shall acknowledge the invoice received and forward the
same to the Finance department (CO/Site) for making payment and file a copy of the
same

11.2.5 Concerned employee shall fill in the “Travel claim form” with an undertaking in the
“Travel claim form” to the effect that no earlier TA advance is outstanding or the specify
the amount outstanding

11.2.6 Concerned employee shall forward the travel claim form to the Competent Authority
(Refer Policy para 11.1.1.7) for approval

11.2.7 Competent Authority shall approve the travel claim on the basis of supporting bills,
invoices and daily allowance policy (if applicable)

11.2.8 Concerned employee shall forward travel claim form along with supporting bills &
invoices to the Administration department preferably within 15 days of his return

11.2.9 Administration Department shall re-check computation, authorize the travel claim form
for payment and forward the same to the Finance Department

11.2.10 Finance department (COs/Site) shall reimburse the amount to the concerned employee
and file the travel claim form in the “Travel claim file”

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12. Record Maintenance

12.1 General Guidelines

12.1.1 Documents (including letter or other communications, official or semi – official, maps,
books, pamphlets, etc.) which require special precautions to prevent the disclosure of
their contents, may be classed & marked as “Secret/Confidential/Restricted”

12.1.2 The decision whether a document is to be classified as “Secret” or “Confidential” or

“Restricted” shall invariably be made by a Competent Authority

12.1.3 The documents marked “Secret/Confidential/Restricted” should be disclosed only to

the authorized persons or in the interests of the public service

12.1.4 If printed the spare copies & the proceedings volumes should be treated with the same
attention as the originals. As few copies of confidential papers as possible should be
printed & register should be kept of these showing how each copy has been disposed of

12.1.5 The Officer to whom the Confidential documents are addressed, shall be personally
responsible that they are kept in safe custody, & that their contents are disclosed only to
the appropriate officials mentioned in it

12.1.6 All classified documents (viz., Top secret, secret, Confidential & Personal not for
publication) when sent by post should invariably be enclosed in double covers. The
inner cover should be sealed & addressed by name to the officer for whom it is intended
& the number & particulars of the enclosures should be mentioned on that cover. The
outer cover should in addition to the usual official address, bear the official designation
& rank of the dispatching office

12.1.7 Top secret papers must invariably be sent by insured post & secret & confidential papers
by registered post

12.1.8 A separate set of registers & other records, viz., Dak Register, Section Diary, File
Movement register, etc., should be maintained for classified papers (other than
Confidential papers) by the Administration Department itself, & the recording of such
files & their review shall be undertaken by them personally

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12.1.9 The restrictive classification “For official use only” shall not be assigned to any printed
report, pamphlet or compilation unless it contains information considered to be
undesirable to disclose in the public interest

12.1.10 The records must be kept systematically to ensure that there is no delay in their location

12.1.11 The retention period of different categories of official records shall be as per the rules
and regulations prescribed by the Govt. of India, or any other suitable period as
specified by the competent authority from time to time

12.2 Control over forms

12.2.1 Proper files & folders should be maintained for the forms function wise / number wise

12.2.2 The forms should be properly classified & codified, for easy identification, storage, &
distribution

12.2.3 Periodical reviews should be undertaken for eliminating the obsolete forms &
redesigning the existing forms

12.2.4 New Forms should not be introduced without the due approval of the Competent
Authority

12.2.5 The Formats and Annexure etc. as provided in the OHB can be suitably modified/
waived, relaxed in part or full internally by NATIS as per the evolving needs of the
organization.

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13. Right to Information

13.1 Introduction: The Right to Information Act 2005

13.1.1 The Right to Information Act 2005 has come into effect and aims at setting out the
practical regime of right to information for citizens to secure access to information under
the control of public authorities, in order to promote transparency and accountability in
the working of every public authority.

13.1.2 Right to Information means any material in any form including records, documents,
memos, e-mails, opinions, advices, press releases, circulars, orders, logbooks, contracts,
reports, papers, samples, models, data material held in any electronic form and
information relating to any private body which can be accessed by a public authority
under any other law for the time being in force but does not include "file notings".

13.1.3 It includes the right to -

• Inspect works, documents, and records.
• Take notes, extracts or certified copies of documents or records.
• Take certified samples of material.
• Obtain information in form of printouts, diskettes, floppies, tapes, video cassettes
or in any other electronic mode or through printouts.

13.1.4 PIOs are officers designated by the public authorities in all administrative units or
offices under it to provide information to the citizens requesting for information under
the Act. Any officer, whose assistance has been sought by the PIO for the proper
discharge of his or her duties, shall render all assistance and for the purpose of
contraventions of the provisions of this Act, such other officer shall be treated as a PIO.

13.1.5 In terms of Section 5 of the RTI Act 2005, NATRiP Implementation Society (NATIS) as a
public authority has appointed a Public Information Officer. The details of the contact
address of the PIO shall be provided at the Official Web Site of NATIS

13.1.6 All persons desirous of obtaining any information related to NATRiP shall be required
to contact the PIO.

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13.1.7 The PIO shall perform the duties related to upkeep of information, receive requests for
information and dispose these in terms of Sections 5, 6, and 7 of the Act. Levy of Fees
and Costs would be regulated under the Right to Information (Regulation of Fee and
Cost) Rules 2005 issued by the Department of Personnel & Training, GOI, vide
notification dated 16.09.2005.

13.2 Responsibilities of PIO

13.2.1 PIO shall deal with requests from persons seeking information and where the request
cannot be made in writing, to render reasonable assistance to the person to reduce the
same in writing.

13.2.2 If the information requested for is held by or its subject matter is closely connected with
the function of another public authority, the PIO shall transfer, within 5 days, the request
to that other public authority and inform the applicant immediately.

13.2.3 PIO may seek the assistance of any other officer for the proper discharge of his/her
duties.

13.2.4 PIO, on receipt of a request, shall as expeditiously as possible, and in any case within 30
days of the receipt of the request, either provide the information on payment of such fee
as may be prescribed or reject the request in the interest of the project & in case it is
denied the reasons shall be recorded in writing

13.2.5 Where the information requested for concerns the life or liberty of a person, the same
shall be provided within forty-eight hours of the receipt of the request.

13.2.6 If the PIO fails to give decision on the request within the period specified, he shall be
deemed to have refused the request.

13.2.7 Where a request has been rejected, the PIO shall communicate to the requester:
• the reasons for such rejection,
• the period within which an appeal against such rejection may be preferred, and
• the particulars of the Appellate Authority.

13.2.8 PIO shall provide information in the form in which it is sought unless it would
disproportionately divert the resources of the Public Authority or would be detrimental
to the safety or preservation of the record in question.

13.2.9 If allowing partial access, the PIO shall give a notice to the applicant, informing:

• that only part of the record requested, after severance of the record containing
information which is exempt from disclosure, is being provided;
• the reasons for the decision, including any findings on any material question of
fact, referring to the material on which those findings were based;
• the name and designation of the person giving the decision;

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• the details of the fees calculated by him or her and the amount of fee which the
applicant is required to deposit; and
• his or her rights with respect to review of the decision regarding non-disclosure of
part of the information, the amount of fee charged or the form of access provided.

13.2.10 If information sought has been supplied by third party or is treated as confidential by
that third party, the PIO shall give a written notice to the third party within 5 days from
the receipt of the request and take its representation into consideration.

13.2.11 Third party shall be given a chance to make a representation before the PIO within 10
days from the date of receipt of such notice.

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14. Reporting Guidelines

14.1 Annual Training Calendar (CO/Site)

14.1.1 Annual Training Calendar lists the schedule of trainings that are to be conducted during
the ensuing financial year. It also lists the respective week and the month in which a
specific training is expected to be conducted.

The scheduling of training in the respective months is represented by a color key where
each color represents a specific training.

A separate training calendar shall be prepared for each site and corporate office.

14.2 Quarterly Training Status Update Report

14.2.1 Quarterly Training Status Update highlights the status of the scheduled trainings in
comparison to the Annual Training Calendar. The report highlights any discrepancy
between the scheduled trainings and the trainings actually conducted during the quarter
and also provides the reasons for the discrepancy.

The report also highlights the trainee strength for each training held and the trainee and
the trainer assessment score.

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15. Formats

15.1 Format
Following formats Description
have been attached in thisFrequency
section Preparer
A New Job Description Form Event Based Concerned Directors
B Manpower Requisition Form Event Based Concerned Department
Head
C Employment Application
Event Based Candidate
Form
D Interviewer’s Report Event Based Recruitment Committee
E Consolidated Interviewer’s Event Based
Recruitment Committee
Report
F New Employee Joining Form Event Based Concerned Employee
G Appointment Letter Event Based Administration Department
H Leave Form Event Based Concerned Employee
I Medical Reimbursement Form Event Based Concerned Employee
Telephone Reimbursement
J Event Based Concerned Employee
Form
Annual Training Calendar -
K Annual Administration Department
CO
Annual Training Calendar -
L Annual Administration Department
Site
Training Status Update Report
M Quarterly Administration Department
- CO
Training Status Update Report
N Quarterly Administration Department
- Site
O Training Feedback Form Event Based Trainees
P Performance Appraisal Form Annual Concerned Employee/PAC

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15.2 New Job Description Form

Format A

NEW JOB DESCRIPTION FORM

Department Information

Department Name Site Name

Position Information

No. of persons required Job Title Job Level / Grade

Contract / Temporary Contract Service Duration (in months) Part Time / Full Time

Recommended by Approved by

Signature Signature

Name Name

Designation Designation

Date Date

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15.3 Manpower Requisition Form

Format B

MANPOWER REQUISITION FORM

Department Information

Department Name Site Name

Position Information

No. of persons required Job Title Job Level / Grade

Contractual / Temporary Contract Service Duration (in months) Part Time / Full Time

Budget Information

Within Business Plan/Budget Outside Business Plan/Budget

Replacement of Reasons

If so please fill up the New Job Description

Candidate Profile & Description of requirements

Age Range Band to be recruited at Expected date of joining

Qualifications & Experience (State the minimum requirements to meet the demands of the job including work experience and education
background)

Key Qualities Required (List the knowledge, skills and attributes that are required to perform the job: specific and general skills, personal
profile, languages)

Principal Accountabilities (List the key areas of responsibilities and functions, major activities and the expected and results and indicators.
Describe means and impact)

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15.4 Employment Application Form

Format C

EMPLOYMENT APPLICATION FORM

Please paste your

latest passport size
Application for the position of:
photograph.
Employment type: Contractual / Temporary

M F

Academic Career

Marks (%),
Year Examination Subjects Institution Board/university
Division

Special training/Part time education

Year Duration Title & Description of Course Examination Results

Professional Qualifications: Give details of memberships of professional institutes or societies

Title/ Stage Achieved Organization Date

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Employment History: Present/ Last Position

Present/ Last Remuneration/ Monthly Salary Commission/ Bonus

Annual Leave (per annum) Report to

Other Fringe Benefits

Expected Remuneration Earliest Available Date

Career History (in reverse order, starting with current position)

Position held,
From month/ year to Name & Address of Responsibilities, Remuneration Reasons for
Duration, Staff
month/ year company Achievements (Start to finish) change
Supervised

Languages – Indicate Proficiency

S.No Language Speak Read Write

1 English
2 Hindi
3 Any other
4 Any other

Proficiency Code
S.No Proficiency
A Excellent
B Very Good
C Average
D Poor

Career Objectives

Any additional information that you consider important for this application

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Reference (One of you referees must be your present employer)

1 2
Name

Occupation & Position held

Contact No.

Address

I certify that the statements made in this application form are true and complete. I understand that any misrepresentation
or omission of Information will be considered sufficient reason for withdrawal of an Offer or subsequent dismissal if
employed.

Signature of Applicant

Name in Block Letters

/ /

Date

For official use only

Position offered: Department:

Starting Salary: Rs

Other Benefits:

Effective Date of Employment: / /

Recommended by: Approved by:

Signature: Signature:

Designation: Designation:

Date: / / Date: / /

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15.5 Interviewer’s Report

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15.6 Consolidated Interviewer’s Report

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15.7 New Employee Joining Form

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15.8 Appointment Letter

Format G

Appointment Letter

Date /` /
Mr. / Ms.
Address

City, State Zip code

Dear

This letter is to confirm your offer of employment with NATIS beginning dd/mm/yy (date) (in conjunction with successful
completion of your reference check). Your position is ____________ (designation) in ____________ (department name). Your
monthly salary on commencement of employment will be Rs. ___________ (Cost to Company). This will be structured and paid
to you as per NATIS policy.

All other terms of your employment will be governed by NATIS policies. We welcome you as part of our team and wish you
success in your career with NATIS. Upon joining, please submit an acknowledged copy of this letter for our records.

Sincerely,

(Competent Authority)

I, , confirm that I have read the terms of employment set out in the annexure attached with this
letter and that I accept the offer of employment.

Signature:

Name:

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15.9 Leave Form

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15.10 Medical Reimbursement Form

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15.11 Telephone Reimbursement Form

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15.12 Annual Training Calendar – Corporate Office

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15.13 Annual Training Calendar – Site

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15.14 Quarterly Status Training Update Report - CO

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15.15 Quarterly Status Training Update Report - Site

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15.16 Induction Training Feedback Form

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15.17 On the Job Training Feedback Form

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15.18 Performance Appraisal Form

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16. Glossary

CEO Chief Executive Officer

CO Corporate Office
CTC Cost to the Company
DA Dearness Allowance
DHI Department of Heavy Industry
EOL Extra Ordinary Leave
F&A Department Finance & Administration Department
FD Finance Department
GC Governing Council
GoI Government of India
HOD Head of Department
HRA House Rent Allowance
KRA Key Result Areas
LTA Leave Travel Allowance
NATIS NATRiP Implementation Society
NATRiP National Automotive Testing and R&D Implementation Project
PAF Performance Appraisal Form
PF Provident Fund
PIO Public Information Officer
PIU Project Implementation Unit
PAC Performance Appraisal Committee
SOA Schedule of Authorities
TA Travel Advance
TDS Tax Deducted at Source

Section 16: Glossary Version : 1.0 Page 100

Issue Date: June 2006 Issued by: NATIS Approved by: Governing Council Restricted Circulation