HR Policy | 2019 Ref. No. MAPL/HR/ESP/May/2019 Date of Issue : 20" May 2019 16, Employee Separation Policy intent: Employee separation is an inevitable activity within any organization. This policy detalls the necessary procedures, entitlements & guidelines during the separation of an employee from MAPL. ‘Scope: All employees of MAPL and Group Companies. Policy a) Separations would refer to the removal of the name of an employee from the rolls of the organization due to any of the following reasons 2 Resignation © Retirement © Employee Death © Termination (© Retrenchment 'b) With the exception of retirement, employee's death, all appointments can be terminated by the ‘organization or by employee by serving the stated notice period. As a policy MAPL will not buy the notice Period of any potential employee which it wishes to hire and neither does MAPL as a policy waive off the Notice period of an employee in lieu of payments made either by the emplayee or the potential ‘employer. Procedure @)_ Any employee who wishes to. ‘mentioning the date he wishes to leave the Organization. The Letter Is to be addressed to his ign from the Organization is required to submit hs resignation letter immediate supervisor. b) If an HOD feels that the cancidate is an asset for the department and the organization, he may counsel the employee and put in all efforts to retain him, €)_ Ifthe employee wishes to retract his resignation letter, he should do so within 1 week and send a confirmation letter to his HOD informing ofthe same. 4) HOD shall forward the resignation letter post approval from the Plant Head to the Plant HR inccating cleariy the last working day of the employee. Inthe event that an employee retracts his resignation, ‘the HOD shall send his initial resignation letter along with the letter of retraction to HR Department for record purpose Strictly Confidential Page 1METALMAN M HR Policy| 2019 ) Plant HR shall inform the Payroll department to hold his salary in lieu of Full & Final settlement. 16.1 Notice Period ‘The minimum notice period required to be served by an employees is as below Notice Period [Management Level Probation Period Upon confirmation Deputy Manager and below Tmonth 7 month Manager and above (nat @ month 2 months Functional/Unit/Department Head) ‘Manager to above - a A month 3 months (Functional/Unit/Department Head) In certain conditions the a period of employees can vary from 1-3 months based on his/her roles and responsibil 2s in the Organization. '* Trainees on the rolls of the Organization will sign a Service Agreement of 2 years. In the event of their leaving MAPL, they will need to pay back an amount equivalent to thelr annual CTC. (Refer Recruitment of Trainees Policy) © Full and final payment shall be made to the employees within 30 days oftheir separation from MAPL subject to satisfactory clearances. Notice pay calculation will be based on the employee's existing gross salary. ‘= In the event that the employee's notice period falls short of the required notice period, the Department Head/Plant Head in consultation with Corporate HR may |. Inform the employee to serve the required notice period. Waive off the notice pay in exceptional cases with the approval of the COO/Directors Encash the security cheque given by the employee ‘+ An employee on notice period can aval casual leave In case of emergency. Avalling any other leave wil be atthe sole discretion ofthe supervisor. * 2 days prior to the employee’ relieving, Plant HR shall initiate the process of no due clearance. The atures from all the concerned departments as confirmation that employee is required to get dues are cleared, * On receipt of the No Dues clearance forms the concerned department heads are required to check whether the employee has any assets/documents/loans/advances in his name and ensure that the Strictly Confidential Page 2M HR Policy | 2019 METALMAN : | same is taken back before signing the form. In case of loans andl advances the Finance Department shall mention the amount on the form. ‘+ The form shall then be submitted tothe Plant HR for computation of his Full and final settlement. + On the last working day, Plant HR shall conduct the ext interview ofthe candidate to ascertain the ‘reasons for hs leaving and record the same in the exit interview form. A copy ofthe form shall be sent to Corporate HR for ll exiting employees. The exit interview shall be conducted by one grade up of the employee who is exiting the organization. * On successful completion of the formalities and settlement of all dues, the Plant HR shall send the ‘no dues form’ to Corporate HR who in turn shall issue the employee with a relieving and experience letter. ‘+ Employees/Trainees who are covered under any service bond or agreement will be required to get their no dues clearance form signed by the Corporate HR Head. tion of Servies ‘The company shall give the required notice before relieving the employee from service or shall pay equivalent salary in lieu of notice period, HR Department shal initiate the No Due clearance for terminated employees and obtain the clearance from all departments. 116.3 Voluntary cessation {fan employee remains absent for 3 days or more beyond the period of leave originally granted or extended, Plant HR will send a letter with acknowledgement due to the employee asking him to resume his duties. In ‘se the employee returns within 10 days, he will need to provide satisfactory explanation fr his absence. 'f an employee remains absent for 10 consecutive days without any intimation, or explanation for his/her absence, he/she shall be considered a left/absconding and the Plant HR will initiate the process of No Due Clearance. After getting the no due clearance from the concemed departments, Plant HR shall inform ‘Corporate HR and initiate the process of Full and fina. Maintained by Revie Corporate HR Strictly Confidential Page 3