Human

Resources Policy
Manual
GOL Ventures Pvt. Ltd.

Effective Date: 14-05-2024

 Table of Content

S.I PAGE
No. TABLE OF CONTENT NO.

1. CONDITIONS OF SERVICE 1

2. RECRUITMENT AND SELECTION 2

2.1 Appointment
2.2 Probation

3. PERFORMANCE MANAGEMENT 2-3

4. LEARNING AND DEVELOPMENT 3

5. LEAVE POLICY 3-5

5.1 Leave Entitlement and Classification 3
5.2 Leave Procedure 3
5.3 Leave Application Form 5

6. DICIPLINARY CODE 6 - 11
6.1 Introduction 6
6.2 Scope of Misconduct 6
6.3 Classification of Offenses 7
6.3.1 Unauthorized Absence 8
6.3.2 Workplace Control and Control Offenses 8
6.3.3 Disorderly Behaviour 9
6.4 Penalties 9
6.4.1 Verbal Warning 9
6.4.2 Written Warning 9
6.4.3 Final Warning 10
6.4.4 Dismissal

7. SEPERATION 11
 PREFACE

At GoL Ventures Pvt Ltd, we recognize our employees as our most

valuable asset. In alignment with our vision to transform into a
distinguished institution, we are committed to fostering a
transparent environment.

It is essential to establish standardized processes across all levels

and functions within the organization, ensuring they are accessible
to everyone. The release of this inaugural Human Resources
Manual aims to enhance transparency in our daily workplace
interactions and align employee expectations with organizational
standards.

This manual provides comprehensive information and guidelines

intended to assist employees; however, it does not constitute a
legal contract nor should the contents be interpreted as contractual
obligations.

The policies outlined in this manual take effect immediately and

supersede all prior directives. Management retains the authority to
amend these policies as necessary to adapt to future requirements.
 FOREWORD

We,

The Human Resources team at GoL Ventures Pvt Ltd hereby declare that we
possess the requisite authority to develop, implement, and amend the Human
Resources policies for the company. This authority enables us to ensure that
the policies remain effective, relevant, and aligned with the strategic
objectives of our organization.

We are committed to administering these policies fairly and transparently

across all levels of the company, ensuring that they contribute to a supportive
and efficient work environment. Our goal is to foster an organizational culture
that promotes professional growth, operational excellence, and compliance
with regulatory standards.

This declaration affirms our role and responsibility in the ongoing

management and refinement of the HR policies at GoL Ventures Pvt Ltd.

With warm regards,

Manager - Human Resources

GoL Ventures Pvt Ltd
1. CONDITIONS OF SERVICE

 Contract of Employment

A Contract of Employment, stipulating all the conditions of employment shall be

signed by all employees on the first day of employment.

 Working Hours

The workweek comprises a minimum of 48 hours, beginning from Monday and

ending with Saturday of each week. Each employee is required to put in at least eight
hours per day. However the nature of work may require some variation and extension
of these times. The COO or his/her delegate will approve any deviation in these
hours as per the operational requirement of the company.

Weekly
Department Location Working Hours Working Days Offs
Bangalore 10 AM to 6 PM
6 days a week
Travel Kochi 8:30 AM to 10:30 PM Monday to Saturday Sunday
Delhi 9:30 AM to 7 PM

9:30 AM to 5:30 PM 6 days a week

Kochi Monday to Saturday Sunday
Courier Other Island 9:30 AM to 5:30 PM 6 days a week Sunday
Monday to Saturday

9:30 AM to 5:30 PM Based on business Rotational

Agatti requirements week off
Sales & Bangalore
Operations 6 days a week
Kochi Based on business Monday to Sunday Assigned Week
requirements offs
Delhi

 Confidentiality

All information related to GoL Ventures Pvt. Ltd. operations or future endeavors, shall
be treated with utmost confidentiality. All employees along with their acceptance of
appointment letter required to sign an agreement to this effect.

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2. RECRUITMENT AND SELECTION

2.1 APPOINTMENT

Letter of Appointment: The formal letter of appointment will bear the signature of
the Senior Administration and HR Manager. The letter shall require the signature of
the appointee before the appointment is considered effective.

2.2 PROBATION

Probation: Any appointment made, shall be subject to a 2 month probation period

as specified in the letter of appointment. One week towards the end of the
probation period, employee’s immediate supervisor shall make an a report
recommending a confirmation or termination of the employee’s services. Where
necessary, the probation period may be extended as considered necessary. An
employee who is on probation may have his appointment terminated at any time
without notice. In the event of such termination, the employee is paid for the period
worked up to the time of termination
Confirmation of appointment. On recommendation from the immediate supervisor,
the HR shall in writing, confirm the appointment

Duration of employment: Unless otherwise stated, employment for all staff shall be
on permanent basis subject to satisfactory completion of the probation period and
availability of funds.

3. PERFORMANCE MANAGEMENT

Our company views staff appraisals not as punitive, but as constructive and essential
conversations that foster professional growth and organizational development. Our
performance management process is designed to be a transparent, supportive, and
motivating experience that benefits both our employees and the company.

a) Evaluate staff performance relative to their designated tasks and responsibilities.

b) Identify areas of improvement and provide constructive feedback on both
individual and team performance.
c) Recognize and enhance the strengths of each staff member.
d) Identify employees who are potential candidates for advanced roles and
responsibilities.
e) Ascertain the training needs of staff to promote their professional development.

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f) Establish a foundation for acknowledging and rewarding outstanding performance.
g) Facilitate planning and goal setting for the upcoming year.

4. LEARNING AND DEVELOPMENT

The Learning & Development function is handled by the HR Manager in co-

ordination with the Team/Section Head. Learning needs for employees are identified
under two categories, Organization wide need & Individual need.

 Organization wide need: Identified through Senior Leadership meetings / inputs

from Managers
 Individual need: Identified through the Mid-year and Year-end PMS Cycles

Training programs are delivered through In-house leadership

5. LEAVE POLICY

2.1 LEAVE ENTITLEMENT AND CLASSIFICATION

Please be advised that at Gol Ventures Pvt Ltd, leave is considered a privilege
granted to employees, not an inherent right. Approval of leave is subject to the
discretion of management and will be granted based on business needs and
individual employee performance.

Employees are encouraged to submit leave requests in a timely manner to facilitate

proper planning and ensure continuity of operations. Approval of leave requests will
depend on a variety of factors, including but not limited to workload, staffing levels,
and prior performance.

This policy is designed to maintain fairness and operational efficiency while

accommodating the personal needs of our employees as much as possible.

Privilege Leave/ Earned Leave Casual/Sick Leave

Applicability After completion of Probation From date of joining on pro-
Period rata basis

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 Entitlement per 12 days in advance per year 6 days in advance per year
year for CL
6 days in advance per year
for SL
Rules  Can not be combined with any  Ideally, 3 days prior
other leaves (CL/SL) approval required but post-
 Can avail PL after completion of facto applications are also
probation period accepted in case of
 Can be carried forward to next exceptional
calender year circumstances.Not more than
 Will be credited on basis of 3 consecutive days at a
candidate joining stretch.
 Doctor’s certificate
necessary in case of more
than 2 consecutive days SL.
 Can be combined with any
other leaves (Public, Offs)

Leave  Maximum accumulation up to 24 Can be accumulated upto 10

Accumulation days allowed in a calender year. days
Leave balance over and above
will be encashed at the end of
every calender year
 Can not be combined with any
other
 Leaves in excess of this as on 1st
of January will be lapsed

Leave Eligibility: Confirmed employees Cannot be encashed

Encashment having at least 20 days PLs in
credit. Leave encashment can be
claimed only once in a calendar
year.

 Maternity Leave

Eligibility
To qualify for maternity benefits, an employee must have been actively
employed with the company for at least eighty days within the twelve
months prior to her expected delivery date.

Duration of Maternity Leave

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In accordance with The Maternity Benefit Act, 1961, eligible employees
are entitled to a total of 12 weeks of maternity leave. This period is
structured as follows:
 A maximum of six weeks prior to the anticipated delivery date.
 A mandatory minimum of six weeks post-delivery.

Application Procedure
Employees wishing to apply for maternity leave must submit a formal
request that includes mandatory documentation:

 A medical certificate specifying the expected date of confinement.

 The proposed start date and the total duration of the leave.

Compensation During Maternity Leave

During the maternity leave period, the company commits to
compensating the employee at her average daily wage. This rate is
calculated based on the average of her wages payable for the days she
has worked during the three calendar months immediately preceding
the commencement of her leave.

 Paternity Leave
All male employees are eligible for paternity leaves of 15 days which
they need to avail within 6 months from the birth of the child

2.2 LEAVE PROCEDURE

 Short-term leave (up to 2 days): Employees must send an

official email to the HR Manager, along with a message and
reason to the official HR email ID and phone number, 72 hours
prior to the leave date.
 Extended leave (more than 3 days): Employees are required
to notify HR via email at least one week in advance.

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  Long-term planned leave: For leaves planned well in advance,
an official email and message must be sent to HR at least 15
days before the commencement of the leave. Please note, text
messages alone will not be considered sufficient for any leave
notifications.

 Paid Leave: Employees wishing to avail their Paid Leave must

submit a leave request indicating their intention to use Paid
Leave at least one week in advance.

 Casual Leave: For Casual Leave, employees are required to

inform the management at least one week prior to the intended
leave date.

 Sick Leave: In the event of an illness or medical emergency,

employees may avail Sick Leave. Employees are expected to
notify their supervisor as soon as possible, ideally before the
start of their workday.

 In case of emergency leave, employees are instructed to reach

out to their respective managers first and inform the HR as well
before the working hours start on the day.

5.3 LEAVE APPLICATION FORM

LEAVE APPLICATION FORM

Name: Designation:
Department: Location:
No. of Leaves: Dates:
Reporting to:
Category (PL/CL/SL/LOP) :
Reason:
Signature of Employee:
Date:

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6. DISCIPLINARY CODE

6.1 Introduction

Objective
To lay down the process to define misconduct and the action that the company can
take against such employees.

6.2 Scope of Misconduct

Misconduct refers to any deliberate action or lack of action that breaches company
rules or behavioral standards, as outlined by GoL Ventures Pvt Ltd. Misconduct is
generally more severe than simple negligence and includes, but is not limited to, the
following specific acts:

Breach of Workplace Discipline

 Frequent Latecoming.
 Causing disruptions at work.
 Displaying disrespect towards colleagues.
 Unauthorized absence from the workplace.
 Drunkenness or disorderly conduct at work or related events, including abusive
language towards colleagues, customers, or the public that damages the
company’s reputation.

Actions Detrimental to the Organization

 Engaging in conflicts of interest.

 Accepting bribes or favors contrary to the company’s interests.
 Gross negligence impacting the company.
 Theft, fraud, or dishonest activities related to the company’s or colleagues'
property or business.

Misrepresentation and Falsehoods

 Falsifying facts.
 Providing inaccurate information or invalid certifications to gain employment.
 Disclosing sensitive company information to unauthorized parties.

Insubordination and Non-compliance

 Failing to follow reasonable instructions from management.

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 Non-adherence to productivity standards or failing to meet performance
expectations.
 Unjustified work stoppage or refusal to perform duties, including efforts to incite
others to strike.

Unauthorized Activities and Safety Violations

 Possession of unauthorized materials, such as weapons or illegal substances.

 Publishing or distributing derogatory content about the company or its
employees.
 Claiming expenses fraudulently or tampering with financial documents.
 Engaging in other employment or business activities within company premises
without disclosure.

Discriminatory Practices

Discrimination against any individual based on race, gender, caste, sexual orientation,
or nationality, or engaging in behavior that contravenes the principles of respect and
equal opportunity.

Violations of these policies will be taken seriously and may lead to disciplinary action,
up to and including termination of employment. Employees are expected to adhere
strictly to these guidelines to maintain a professional and safe working environment
for all.

6.3 Classification of Offenses

Absenteeism refers to an employee's failure to be present at work for an

entire scheduled shift, or a portion thereof, without prior approval from
their direct supervisor.

6.3.1 Unauthorized Absence

 Absent Without Leave (AWOL): An employee who is absent from

work without the expressed permission from a direct supervisor may
be subject to disciplinary action, up to and including dismissal. This is
applicable when:
 The absence spans three consecutive working days.
 The employee fails to provide a valid reason for their absence.

 Desertion: Desertion is defined as leaving the workplace with the

intention not to return, without any form of authorization or

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 notification to supervisory personnel. This constitutes abandonment
of the position and is grounds for immediate dismissal.

 Enforcement: Employees are required to communicate any absences

to their supervisor as early as possible and provide valid justifications
where applicable. Unauthorized absences or desertion not only
disrupt workplace operations but also place undue burdens on
colleagues and the organization.

6.3.2 Workplace Control and Conduct Offenses

 Time Management

 Late Arrival: Employees are expected to report to work on time.

Repeated late arrivals are subject to disciplinary action.
 Early Departure: Leaving work prior to the end of the scheduled shift
without authorization is prohibited.
 Unauthorized Breaks: Extended or unauthorized breaks during work
hours disrupt productivity and are not permitted.
 Persistent Offenses: Repeatedly committing any combination of the
above offenses will result in disciplinary measures.

 Prohibition of Sleeping on Duty

Sleeping during work hours is strictly prohibited, irrespective of the
potential safety risks or damage to company property. Employees found
asleep on duty will face disciplinary actions.

 Mismanagement of Company Property

 Employees must handle company property responsibly. Negligence

resulting in the loss or inability to account for company property is
subject to disciplinary action.
 Causing damage to company property through negligence or
carelessness is a violation of company policy.
 Company property should only be used for its intended purposes.
Misuse will lead to disciplinary consequences.

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 Unsatisfactory Work Performance

 Tasks must be performed with due diligence. Carelessness is

unacceptable.
 Failure to execute duties safely and efficiently, risking harm to
people or property, is prohibited.
 Employees are required to meet established standards of
performance and complete tasks within reasonable time frames.
 Idly passing time or failing to complete assigned tasks without a valid
reason is not tolerated.

 Abuse and Related Offenses

Abusive Language: Using language that expresses hate, ridicule, or

contempt for others is strictly prohibited, especially when it targets
characteristics such as nationality, race, gender, or other protected
statuses.
Insubordination: Disrespectful behavior or language towards superiors is
unacceptable.

6.3.3 Disorderly Behaviour

General Disorderly Conduct: Rough, unruly, or disruptive behavior is

prohibited in the workplace.
Threatening Violence: Threats of physical harm towards anyone are
serious violations and will result in disciplinary action.
Fighting and Riotous Behavior: Engaging in physical altercations,
encouraging disorderly behavior, or inciting damage to company
property is strictly forbidden.
Sexual Harassment: Unwelcome sexual advances, requests for sexual
favors, and other inappropriate verbal or physical conduct of a sexual
nature that affects employment conditions, disrupts work performance,
or creates a hostile work environment are prohibited.

We adhere to a strict Zero-Tolerance policy regarding employee

behavior and misconduct, resulting in immediate termination upon
violation.

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6.4 PENALTIES

6.4.1 Verbal Warning

Issued for minor offenses as an initial corrective action. Supervisors may

administer a verbal warning without formal documentation, ensuring
the employee understands the disciplinary code.

6.4.2 Written Warning

Applicable for repeated minor offenses or a new minor offense. The

warning remains active for six months. Issued for repeated offenses or a
new moderate offense while a recorded warning is active, or for a more
serious first offense.

6.4.3 Final Warning

Applied for repeated offenses during the active period of a severe

warning, or for serious first offenses. A final warning remains in effect
for twelve months. A repetition of the offense or a new serious offense
during this period may result in dismissal.

6.4.4 Dismissal

Enacted as the ultimate disciplinary measure under the following

conditions:

I. Failure of previous disciplinary actions to correct behavior.

II. Serious offenses committed by an employee under a final warning.
III. Acts constituting a severe breach of contractual obligations, such as
theft, fraud, or corruption.
IV. Unauthorized absence from work for three consecutive days or more,
leading to dismissal in absentia if no valid reason is provided.

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7.SEPARATION

 Handover Protocol
Upon resignation, employees are required to transfer all responsibilities
to an authorized person designated by the management. This includes
the completion of all current assignments and the return of all company
assets.

 Completion of Duties and Return of Company Property

The satisfactory completion of all assigned tasks and the return of all
company property are prerequisites for the issuance of a relieving letter
by the company.

 Final Settlement
Following a satisfactory handover, the company will proceed with the
employee's full and final settlement. Only Privilege Leaves (PLs) are
subject to encashment, calculated based on the employee's last drawn
basic salary.

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