Policy

FSZA IMPERIAL PRIVETE LIMITED

FSZA IMPERIAL PRIVATE LIMITED

Official Company Policy Handbook – 2025 Edition

Index

1. Purpose of the Policy

2. Scope of Application

3. Policy Authority & Implementation

4. Company Profile & Vision

5. MOA & AOA – Legal Foundation

6. HR Structure & Policy Overview

7. Equal Opportunity Employment

8. Recruitment & Probation

9. Joining Formalities & Documents

10. Work Hours, Shifts & Overtime

11. Attendance & Punctuality

12. Leave & Holiday Policy

13. Salary, PF/ESI, Gratuity & Bonus

14. Incentives, Appraisals & Promotion

15. Employee Conduct & Behavior

16. Dress Code & Personal Grooming

17. Use of Mobile & Digital Devices

18. Workplace Safety & Emergency Protocols

19. Anti-Harassment & Discrimination

20. Disciplinary Actions & Investigations

21. Resignation, Termination & Exit Policy

22. Confidentiality & Data Protection

23. Asset, ID & Company Property

24. Board of Directors – Powers & Responsibilities

25. Branches & International Operations

26. Donation, Welfare & Trust Activities

27. Meetings, Resolutions & Voting Rights

28. Member Exit, Resignation & Death Procedures

29. Visitors, Guests & Entry System

30. Security Guard Roles & Gatekeeping

31. Biometric Attendance & CCTV Surveillance

32. Grievance Redressal & Whistleblower Safety

33. Company-Assigned Travel (Domestic & International) Policy

34. GPS Tracking Policy for Work-Related Travel & Employee Safety

35. Financial Misconduct & Salary Deduction Policy

36. Declaration & Signature Page

SECTION 1. (Purpose of the Policy)

The purpose of this policy is to establish a structured, fair, and professional working environment at FSZA Imperial Private Limited. It provides a clear understanding to all employees about the company’s expectations, operational rules, and ethical standards.

This policy serves as a legal and organizational guide that helps ensure:

· Every employee understands their roles, responsibilities, and rights

· Rules are applied consistently across all departments

· The company’s practices remain compliant with the Companies Act, 2013 and align with its Memorandum & Articles of Association (MOA & AOA)

· A safe, inclusive, and disciplined workplace is maintained — suitable for both Indian and international operations

This handbook also protects the interest of the company by setting the foundation for:

· Code of conduct

· Grievance handling

· Data confidentiality

· Exit and termination procedure

· Fair rewards and disciplinary action

In essence, this policy ensures that both the company and employees grow together under a defined and transparent system.

SECTION 2. (Scope of the Policy)

This policy is applicable to every individual who is directly or indirectly associated with FSZA Imperial Private Limited, regardless of their role, work location, department, or employment type.

The objective of this section is to clearly define “Who must follow this policy?” and ensure that all members of the FSZA team operate under one unified set of rules and responsibilities — whether they work from the office, field, or abroad.

1. Applicability Based on Employment Type:

• Full-Time Employees:
  Staff employed on a regular monthly salary, working fixed hours, and considered permanent members of the organization.

• Part-Time Employees:
  Individuals hired on a limited hour basis — e.g., evening office staff, short-shift support staff, or assistants working in half-day arrangements.

• Contractual / Project-Based Workers:
  Workers hired on a temporary basis — such as graphic designers, software technicians, trainers, or vendors who are not regular employees but are contractually bound to the organization.

• Interns / Trainees / Volunteers:
  Students or newcomers engaged for learning, internship, or practical exposure, whether paid or unpaid, and under FSZA’s supervision.

2. Applicability Based on Work Location:

• Head Office Employees:
  Staff operating from the registered corporate office in Varanasi, Uttar Pradesh, including Directors, HR, Sales, Admin, and Accounts teams.

• Field Executives / Area Representatives:
  Employees or volunteers who work outside the office premises — including donation team members, study center executives, or campaign field staff.

• Branch Office Employees (Future Expansion):
  Any person employed at FSZA’s state branches, franchises, or partner institutes across different Indian cities (e.g., Lucknow, Patna, Delhi, etc.).

• International Staff / Coordinators:
  Representatives or support staff located in Dubai, Malaysia, Qatar, Abu Dhabi, or any other overseas FSZA coordination points.

3. Mandatory Inclusion:

Every individual as listed above is expected to:

• Follow all rules, ethics, and standards set in this policy

• Sign the declaration page acknowledging acceptance

• Respect the uniformity of this system even if working remotely or part-time

No person shall be treated as an exception to the policy just because of location, seniority, or temporary role — unless officially exempted by the Board.

Why this Scope Matters:

• Ensures equality in policy treatment across all departments and geographies

• Avoids legal loopholes or confusion in disciplinary or salary matters

• Reinforces that FSZA’s work culture and compliance are the same everywhere, not just limited to the Varanasi office

In short, whether an employee is inside the office or outside, in India or abroad, on payroll or contract, this policy applies to them fully and without exception.

SECTION 3. (Policy Authority & Implementation)

This section defines who holds the authority to implement, enforce, and update this policy, and what responsibilities are expected from each stakeholder within FSZA Imperial Private Limited.

A clearly defined authority structure ensures that:

• All employees know who to report to,

• Who is responsible for enforcing company rules,

• And how this policy is kept current and legally valid.

1. HR Department – Policy Enforcer

The Human Resources (HR) Department is the primary authority responsible for:

• Implementing this policy across all departments

• Educating staff about company rules during onboarding

• Monitoring employee behavior, attendance, leave, and compliance

• Issuing warnings, notices, or taking disciplinary steps when necessary

• Maintaining employee records, signatures, and grievance handling

HR ensures that every employee follows the policy in letter and spirit.

2. CEO & Board of Directors – Policy Governance

The Chief Executive Officer (CEO) and the Board of Directors are the final approving authority of this policy. Their role includes:

• Reviewing the policy annually or when required

• Approving any legal or structural updates to match MOA, AOA, or MCA compliance

• Making major decisions regarding employee code, branch changes, or international updates

• Handling escalated matters which HR cannot resolve

Only the Board or CEO has the power to change any part of this handbook.

3. Employees – Policy Compliance

Every employee is expected to:

• Read, understand, and follow all rules in this policy

• Sign the declaration page at the time of joining

• Approach HR if they have any confusion or difficulty following a policy rule

• Cooperate with internal checks or investigations if required

Failure to comply with policy terms — such as misconduct, frequent absence, or data breach — may result in:

• Verbal or written warnings

• Salary deduction

• Suspension or termination

• Legal action, depending on severity

Final Note: This policy is legally binding on all staff members. It is approved by the leadership of FSZA Imperial Private Limited enforced by the Human Resources Department, and must be followed by every employee without exception or exemption.
Any deviation may lead to disciplinary or legal action.

SECTION 4. (Company Profile & Vision)

FSZA Imperial Private Limited is a registered private company incorporated under the Companies Act, 2013, governed by its Memorandum of Association (MOA) and Articles of Association (AOA). The company is dedicated to social welfare, educational support, training, public benefit initiatives, and donation-based services — with a vision to grow across India and abroad.

This section outlines the company’s identity and strategic direction as framed under its MOA.

Legal Foundation as per MOA Clauses:

• 🔹 Main Object Clause (MOA Clause 3[a]):
  FSZA’s primary objective is to run educational, social, awareness, charitable, and digital activities. This includes the right to establish study centers, organize awareness programs, distribute educational material, and run online/offline campaigns for public benefit.

• 🔹 Branch Expansion Clause (MOA Clause 3[b]):
  The company has full authority to open and operate branches across different cities in India (e.g., Delhi, Lucknow, Patna) and abroad (e.g., Dubai, Malaysia, Qatar), either directly or via partnerships/franchises.

• 🔹 Social Welfare Clause (MOA Clause 3[c]):
  The company may conduct or support public benefit schemes such as health camps, educational drives, women empowerment events, or any other welfare activity that supports underprivileged communities.

• 🔹 Donation & Trust Clause (MOA Clause 3[f]):
  FSZA can accept donations, form charitable trusts, or run crowdfunding campaigns in accordance with law — as long as it benefits the public and aligns with the company’s mission.

• 🔹 Digital & Tech Clause (MOA Clause 3[i]):
  The company can operate online portals, websites, or mobile apps to connect with the public, raise awareness, conduct classes, or provide support services digitally.

• 🔹 Funding Clause (MOA Clause 3[l] & 3[n]):
  FSZA has the right to raise funds through investors, donations, or private sources, and also to collaborate with NGOs, individuals, or institutions for execution of its programs.

Company Snapshot:

• Registered Office: Varanasi, Uttar Pradesh, India

• Company Type: Private Limited

• Legal ID: Incorporated under MCA with CIN as per MOA

• Sectors of Work: Education, awareness, training, digital support, donation services, and welfare programs

• Governed By: MOA, AOA, Companies Act 2013

Vision Statement:
“To build a sustainable, transparent, and respected platform that empowers individuals and communities through education, awareness, and social support — both in India and internationally.”

Mission Goals:

• Establish and operate branch offices across metro cities and international hubs

• Launch structured educational, training, and awareness programs

• Promote ethical work culture and fair hiring across roles

• Ensure legal, financial, and operational transparency in every function

• Create a reliable donation and public support system through digital and physical channels

Compliance Note:
Every activity listed in this section is directly permitted under FSZA’s MOA and shall be executed only within the lawful limits of the Companies Act, 2013

SECTION 5. (MOA & AOA – Legal Foundation)

🔷 What the Company Is Legally Allowed to Do?

The MOA defines the legal objectives and scope of FSZA. It permits the company to operate in various domains aligned with public service and development.

Below are the core MOA clauses that shape this policy:

• 🔹 Clause 3(a) – Primary Objective:
  To run educational, charitable, awareness, training, and digital service activities for the general public.

• 🔹 Clause 3(b) – Branch Expansion:
  To open branch offices across India and internationally (e.g., Dubai, Malaysia, Qatar), either directly or via franchise/partnerships.

• 🔹 Clause 3(c) – Welfare & Public Benefit:
  To organize and support public campaigns, such as health camps, women empowerment drives, and community awareness programs.

• 🔹 Clause 3(f) – Donations & Trusts:
  To accept donations, establish public welfare trusts, and manage funds transparently for charitable purposes.

• 🔹 Clause 3(i) – Digital Infrastructure:
  To operate websites, online platforms, mobile applications to support and manage campaigns, learning programs, and awareness drives.

• 🔹 Clause 3(l) – Fundraising:
  To raise funds from investors, donors, or sponsors, as long as it is legally and ethically permitted.

• 🔹 Clause 3(n) – Collaboration Rights:
  To partner with NGOs, individuals, or institutions for executing welfare-related activities and educational programs.

🔷 Articles of Association (AOA)
 How the Company Is Managed Internally

The AOA defines the internal structure and governance of FSZA. It lays out who makes decisions, how meetings are conducted, how shares are managed, and the role of directors.

Important AOA clauses reflected in this policy:

• 🔸 Article 5–8 – Capital Structure & Shares:
  Governs the issuance of equity shares, bonus shares, preference shares, and capital restructuring.

• 🔸 Article 11–12 – Shareholder Rights:
  Specifies entitlements and responsibilities of shareholders, including benefit participation.

• 🔸 Article 19–21 – Share Transfer:
  Share transfers must be approved by the Board of Directors, ensuring transparency and control.

• 🔸 Article 24–28 – Member Exit & Resignation:
  Outlines the process in case of member resignation, death, or transfer of ownership.

• 🔸 Article 31–33 – Forfeiture of Shares:
  If a shareholder violates rules or fails in payment, the company may cancel and reassign their shares.

• 🔸 Article 42–45 – General Meetings & Voting:
  Provides structure for annual and board meetings, including quorum rules and voting rights.

• 🔸 Article 57–59 – Proxy Participation:
  Members may attend meetings via authorized proxies when personally unavailable.

• 🔸 Article 60–61 – Powers of Directors:
  Grants Directors the right to appoint staff, manage expenses, and govern daily operations.

 
⚖️ Legal Compliance Statement:

• All policies in this handbook are fully aligned with the company’s MOA & AOA.

• If any contradiction arises, MOA/AOA will take legal precedence over this document.

• Policy updates will be made in case of any official amendments to MOA or AOA as per Companies Act, 2013.

SECTION 6. (HR STRUCTURE & POLICY OVERVIEW)

The Human Resources (HR) Department is the core unit responsible for implementing and managing employee-related functions across all offices of FSZA Imperial Private Limited. From hiring to exits, from conduct to compliance, HR plays a vital role in maintaining a productive, fair, and lawful work environment.

This policy section defines the scope of HR activities and its alignment with FSZA’s Memorandum and Articles of Association.

🔷 KEY FUNCTIONS OF THE HR DEPARTMENT:

• 🔹 Recruitment & Staffing:
  HR shall oversee the recruitment of all categories of staff — full-time, part-time, contract-based, interns, and volunteers.
  ⮞ AOA Clause 60 – Director’s Appointment Powers:
  Grants directors the legal right to appoint, remove, and manage company personnel. HR operates under this authority.

• 🔹 Employee Documentation:
  All employees must submit necessary joining documents (ID proof, educational certificates, declaration forms) at the time of onboarding. HR shall maintain records securely — both physically and digitally.

• 🔹 Attendance & Leave Management:
  HR will implement biometric or digital attendance systems and maintain leave records — including casual, sick, earned leaves, and public holidays.
  ⮞ MOA Clause 3(a) – Efficient Operations:
  Empowers the company to run day-to-day operations in an organized manner, including staff attendance systems.

• 🔹 Salary, PF, ESI & Gratuity:
  HR will manage payroll, process statutory deductions (PF/ESI), and ensure gratuity/bonus as per labour laws.
  ⮞ MOA Clause 3(c) – Welfare Systems:
  Authorizes the company to establish employee welfare and financial support structures.

• 🔹 Code of Conduct & Professional Behaviour:
  HR shall ensure employees maintain discipline, ethical behaviour, and follow company policies. Non-compliance may result in warnings, suspension, or termination.
  ⮞ AOA Clause 61 – Director’s Governance Powers:
  Allows directors to enforce professional behaviour,

• discipline, and internal compliance.

• 🔹 Training & Performance Appraisal:
  HR will organize staff training programs and conduct annual reviews for promotions, salary revisions, or role changes to support employee development.

• 🔹 Resignation, Exit & Final Settlement:
  HR will handle resignations, exit interviews, full and final payments, and return of company property.
  ⮞ AOA Clauses 24–28 – Exit & Member Procedures:
  Outlines how members (or by adaptation, employees) exit the company formally and legally.

• 🔹 Branch Coordination & Standardization:
  HR is responsible for implementing these policies uniformly across all branches — whether in Varanasi, other Indian cities, or international offices.
  ⮞ MOA Clause 3(b) – Branch Expansion Powers:
  Authorizes FSZA to operate at multiple locations under a consistent administrative system

.

🔷 POLICY COMPLIANCE REQUIREMENTS:

• All employees must follow HR rules and submit required documents at joining and exit.

• Misconduct, data breach, prolonged absenteeism, or violation of policy will invite disciplinary action.

• HR may escalate unresolved cases to the Board of Directors for final decision.

⚖️ LEGAL ALIGNMENT:

• HR policies are developed under the framework of:

  • MOA Clauses 3(a), 3(b), 3(c)

  • AOA Clauses 24–28, 60, and 61

• All HR actions must comply with Indian labour laws and the Companies Act, 2013.

NOTE:
The Board of Directors holds the final authority to modify or overrule HR decisions when necessary.

SECTION 7. (EQUAL OPPORTUNITY EMPLOYMENT)

FSZA Imperial Private Limited is committed to providing a work environment that is inclusive, respectful, and free from discrimination. The company promotes diversity and equal opportunity across all departments, roles, and locations — whether in India or abroad.

No employee or applicant shall be treated unfairly based on personal characteristics unrelated to job performance or qualifications.

🔷 POLICY PRINCIPLES:

• 🔹 Equal Opportunity Hiring:
  All recruitment, promotion, and training decisions shall be made purely on the basis of merit, qualifications, and job performance.

• 🔹 Zero Discrimination Framework:
  FSZA shall not discriminate on the basis of gender, caste, religion, disability, age, marital status, sexual orientation, language, or economic background.

• 🔹 Inclusive Work Culture:
  All employees shall be treated with dignity and fairness, and shall be given equal access to career growth and learning.

• 🔹 Diversity Preference:
  FSZA may give preferential hiring consideration to candidates from underrepresented communities including women, minorities, persons with disabilities, or economically weaker sections — in alignment with the company’s social welfare objectives.

• 🔹 Sensitive Case Protection:
  The company shall not discriminate against any employee or candidate due to pregnancy, disability, or medical condition. Reasonable accommodations may be provided as required by applicable laws.

🔷 APPLICABILITY:

This policy applies to all categories of individuals associated with FSZA, including:

• Full-time, part-time, and contract employees

• Interns, trainees, and volunteers

• Head office, branch offices, field teams, and international staff (e.g., Dubai, Malaysia, Qatar)

🔷 IMPLEMENTATION RESPONSIBILITY:

• 🔹 HR Department:
  HR shall ensure that all hiring panels, job postings, promotion processes, and internal assessments comply with this Equal Opportunity Policy.

• 🔹 Training & Awareness:
  Periodic awareness sessions shall be conducted to prevent unconscious bias and promote a respectful, inclusive workplace culture.

• 🔹 Complaint & Grievance Mechanism:
  Any employee who feels discriminated against may report their concern to the HR Heador Grievance Redressal Officer. Anonymous complaints are also accepted under FSZA’s Whistleblower Policy.

🔷 LEGAL FOUNDATION:

• ⮞ MOA Clause 3(c) – Public Welfare & Empowerment:
  Empowers the company to promote equality, awareness, and support-based systems in line with its social objectives.

• ⮞ AOA Clause 61 – Director’s Power to Frame Ethical Policies:
  Grants directors the authority to govern internal behavior, frame inclusive policies, and ensure fairness in management.

⚖️ LEGAL ASSURANCE:

• FSZA is an officially declared Equal Opportunity Employer (EOE).

• Any violation of this policy may result in disciplinary action, including warning, suspension, or termination.

• This policy aligns with Indian labour laws, the Companies Act, 2013, and global standards for ethical employment.

 SECTION 8. (RECRUITMENT & PROBATION POLICY)

FSZA Imperial Private Limited follows a structured, transparent, and merit-based recruitment system. All new hires are required to undergo a probation period of 90 days (3 months), during which their performance, conduct, and suitability are evaluated prior to permanent confirmation.

🔷 RECRUITMENT FRAMEWORK:

• 🔹 Merit-Based Selection:
  All appointments shall be based on educational qualifications, relevant experience, professional attitude, and alignment with FSZA’s mission. Discrimination of any form is not tolerated.

• 🔹 HR-Led Process:
  The Human Resources Department is responsible for posting job openings, screening candidates, scheduling interviews, issuing offer letters, and completing joining formalities.

• 🔹 Board Oversight:
  Hiring for senior-level or sensitive positions may require final approval from the CEO or Board of Directors.

⮞AOA Clause 60 – Director’s Appointment Powers
Empowers the Board of Directors to appoint or remove any individual from any post or office within the company. All appointments, including temporary and probation-based, fall under this authority.

⮞MOA Clause 3(a) – Organizational Operation & Management
Allows FSZA to operate and manage internal administrative functions such as staffing, onboarding, and employee system structuring.

🔷 RECRUITMENT PROCESS STEPS:

• ✔️ Approval of position by department head

• ✔️ Job posting (internal/external)

• ✔️ Application screening by HR

• ✔️ Technical and behavioural interviews

• ✔️ Selection and final approval (if needed)

• ✔️ Offer letter issuance

• ✔️ Joining formalities and document verification

🔷 MANDATORY JOINING DOCUMENTS:

• Signed offer letter

• Government-issued ID proof (Aadhar, PAN, Passport)

• Educational qualification certificates

• Two recent passport-size photographs

• Past employment proof (relieving letter/salary slip, if applicable)

• Signed policy declaration and acceptance form

🔷 PROBATION PERIOD TERMS:

• 🔹 Standard Duration:
  Every newly hired employee will serve a probation period of 90 days (3 months) from the date of joining.

• 🔹 Extension Provision:
  In special cases, probation may be extended by a maximum of 30 days based on performance, with written notification from HR.

• 🔹 Performance Review:
  During probation, the employee’s work ethic, punctuality, behavioural conduct, adaptability, and task execution will be monitored.

• 🔹 Designation During Probation:
  Employees will hold the designation stated in their offer letter during probation. However, full employment rights and organizational benefits apply only after confirmation.

• 🔹 Confirmation:
  Employees who complete the probation satisfactorily will receive a written confirmation letter and will then be eligible for benefits such as promotion, annual appraisal, and leave encashment.

• 🔹 Termination During Probation:
  FSZA reserves the right to terminate employment without notice during probation in case of policy violation, poor performance, or misconduct.

⮞ AOA Clause 61 – Director’s Governance Powers
Gives the Board authority to define internal HR policy including terms of probation, confirmation, conduct, and dismissal.

—

LEGAL REFERENCE FOR: RECRUITMENT & PROBATION

This section is fully aligned with FSZA’s registered legal framework:

• 🔷 AOA Clause 60 – Director’s Appointment Powers:
  Grants Directors the power to appoint or remove employees at any level.

• 🔷 AOA Clause 61 – Director’s Governance Powers:
  Allows the Board to frame and enforce internal employee policies, including hiring, confirmation, and termination.

• 🔷 MOA Clause 3(a) – Organizational Operation & Management:
  Permits FSZA to establish, manage, and execute its HR systems and administrative staffing operations.

Summary:
These clauses form the legal foundation for FSZA’s recruitment strategy, probation policy, and employment confirmation process.

SECTION 9. (JOINING FORMALITIES & DOCUMENTATION POLICY)

To ensure a standardized, lawful, and organized onboarding process, all new employees of FSZA Imperial Private Limited must complete defined joining formalities before assuming responsibilities. These steps apply uniformly to all positions, departments, and locations.

🔷 PART 1: EMPLOYEE JOINING PROCESS

Every selected candidate shall undergo the following steps on or before the date of joining:

1. Acceptance of offer letter by signature

2. Submission of required documents

3. Verification and record entry by HR

4. Assignment of employee ID and work desk

5. Signing of policy handbook declaration

6. Welcome briefing by HR and reporting manager

🔷 PART 2: MANDATORY DOCUMENTS TO BE SUBMITTED

All joining candidates must submit the following documents in original or self-attested copies:

• Valid ID proof (Aadhar Card / PAN Card / Passport)

• Highest educational qualification certificate(s)

• Two recent passport-size colour photographs

• Previous employer’s relieving letter and/or experience certificate (if applicable)

• Signed copy of offer letter

• Signed declaration confirming acceptance of company policy

🔷 PART 3: INTERNAL HR FORMALITIES

Once documents are received, the HR department shall:

• Generate employee code and profile

• Create physical and digital record folders

• Register attendance ID or biometric details

• Issue FSZA ID card and internal mail ID (if applicable)

• Mark official date of joining in HRMS or staff register

🔷 PART 4: SPECIAL JOINING CASES

1. For volunteers, interns, or part-time staff:
   – Simplified joining process may be followed, but ID and declaration form are mandatory.

2. For remote or branch-based onboarding (e.g. Dubai, Lucknow):
   – Scanned copies of documents may be accepted initially, with hard copies to be submitted within 15 working days of physical joining.

LEGAL REFERENCE

The following clauses of FSZA’s legal documents support and authorize the joining process:

🔷 AOA Clause 60 – Appointment Formalization
Empowers Directors to appoint any person to any position in the company, and to approve joining and onboarding at all levels.

🔷 MOA Clause 3(a) – Operational Management
Grants FSZA the right to establish internal systems and records for structured staffing and lawful business execution.

⚖️ COMPLIANCE NOTE:

• No employee shall be permitted to begin official duties or receive salary until all joining formalities are completed.

• Any discrepancy or false document submission may lead to cancellation of appointment.

• All employee records shall be maintained securely for audit and legal reference purposes.

SECTION 10. (WORK HOURS, SHIFTS & OVERTIME POLICY)

To maintain discipline, productivity, and fairness across all departments, FSZA Imperial Private Limited follows a defined work schedule policy. This includes clear rules for working hours, shift assignments, and overtime eligibility.

🔷 PART 1: STANDARD WORK HOURS

• 🔹 Regular office hours: 10:00 AM to 6:00 PM (Monday to Saturday)

• 🔹 Lunch break: 1:00 PM to 2:00 PM (1 hour)

• 🔹 Total working time per day: 7hours (excluding break)

• 🔹 Weekly off: Sunday (fixed)

All employees must report on time and remain present throughout working hours unless leave is officially granted.

Late arrival or early departure beyond 10 minutes without approval shall be counted as half-day or may lead to deduction, as per HR rules.

🔷 PART 2: SHIFT DUTY & SPECIAL ROLES

Some departments may operate beyond standard hours (e.g., security, field campaigns, IT support, or study centres). In such cases:

• 🔹 HR will issue a written shift schedule (morning, general, evening)

• 🔹 Shift duration shall not exceed 8 hours, including break

• 🔹 Weekly off will be adjusted based on rotation

• 🔹 Field workers may have flexible reporting hours, but daily duty time must be met

Any change in shift must be approved by the reporting head and updated in HR attendance system.

🔷 PART 3: OVERTIME RULES

Overtime is permitted only under the following conditions:

• 🔹 Prior written approval from HR and department head is mandatory

• 🔹 Overtime shall be paid only if employee has completed full standard hours for the day

• 🔹 Overtime rate: ₹50/hour (subject to change by FSZA management)

• 🔹 Maximum overtime allowed: 2 hours per day, 10 hours per week

Overtime on national holidays or Sundays may be compensated as either double pay or one compensatory off — based on HR decision.

Interns, volunteers, and part-time staff are not eligible for overtime benefits unless explicitly approved.

LEGAL REFERENCE FOR SECTION 10

This section is supported by the following clauses:

🔷 MOA Clause 3(a) – Organizational Operations
Allows FSZA to manage internal scheduling, workforce deployment, and staff structuring.

🔷 AOA Clause 61 – Internal Governance & Policy Powers
Grants directors the right to define work hours, assign shifts, and regulate employment terms including overtime.

⚖️ COMPLIANCE NOTE:

• Work timing violations (frequent late marks, early exits, or absenteeism) may lead to warning, deduction, or disciplinary action.

• All attendance must be marked via biometric or authorized digital system.

• Any falsification of attendance data will lead to strict action under FSZA’s disciplinary policy.

SECTION 11. (ATTENDANCE & PUNCTUALITY POLICY)

To ensure workplace discipline and time accountability, FSZA Imperial Private Limited follows a structured attendance and punctuality policy. Every employee is expected to adhere to their designated working hours and maintain regular presence, unless leave is officially approved.

🔷 PART 1: ATTENDANCE SYSTEM

Current Method (Manual Register):

• 🔹 All employees must mark attendance in the manual attendance register maintained at the reception or entry point.

• 🔹 In-time and out-time must be recorded daily, clearly and honestly.

• 🔹 Each entry must be signed by the employee; unsigned entries will be considered invalid.

• 🔹 Any absence or late arrival must be informed to the reporting manager in advance.

• 🔹 Tampering or manipulation of register entries is a punishable offense.

Future Provision (Biometric or Digital Attendance):

• 🔹 FSZA may introduce a biometric or digital attendance system in future.

• 🔹 Once introduced, all employees will be required to mark their attendance using the authorized system.

• 🔹 Notice will be issued before such implementation, and training shall be provided where needed.

🔷 PART 2: PUNCTUALITY RULES

• 🔹 Office starts at 10:00 AM. All employees are expected to be seated and ready by this time.

• 🔹 Arrival after 10:10 AM without approval will be recorded as “Late”.

• 🔹 3 late marks in a calendar month will lead to deduction of 0.5 day from leave balance.

• 🔹 Early departure before 6:00 PM without permission shall be treated as half-day.

• 🔹 Regular latecomers or early leavers may be issued a warning letter by HR.

🔷 PART 3: HALF-DAY & FULL-DAY ABSENCE

• 🔹 Arriving after 11:30 AM (without pre-approved leave) will be counted as half-day leave.

• 🔹 Leaving before 4:30 PM (without approval) will also be treated as half-day.

• 🔹 Absence for one full day without prior intimation will be marked as Leave Without Pay (LWP).

• 🔹 3 or more days of uninformed absence may lead to warning, suspension, or termination.

🔷 PART 4: SPECIAL CASES

• 🔹 Field staff or outstation teams shall follow project-based attendance protocols (to be approved by their reporting head).

• 🔹 Remote or work-from-home employees must mark login/logout timing using approved online trackers or daily email logs.

• 🔹 Shift-based workers will follow attendance rules as per their assigned schedule.

LEGAL REFERENCE FOR:ATTENDANCE & PUNCTUALITY

The following clauses from FSZA’s legal documents provide the foundation for enforcing attendance rules:

🔷 MOA Clause 3(a) – Internal Operations & Staff Management
Permits FSZA to manage internal work systems including timekeeping, discipline, and daily registers.

🔷 AOA Clause 61 – Employee Governance &Behavioural Control
Empowers FSZA Directors to frame and enforce rules related to punctuality, absenteeism, attendance methods, and disciplinary responses.

These clauses ensure that attendance policies are not only operationally relevant but also legally binding within FSZA’s organizational framework.

COMPLIANCE NOTE:

• Repeated violation of attendance or punctuality rules may result in salary deductions, official warnings, or dismissal.

• All attendance records will be maintained by HR and may be reviewed by management or auditors.

• Any falsification of timing data will result in strict disciplinary action under Section 20.

SECTION 12. (Leave & Holiday Policy)

FSZA Imperial Private Limited offers a structured leave and holiday system to ensure that employees can manage personal, medical, and family responsibilities without disrupting the company’s discipline and operations. This policy defines clear entitlements, limits, and approval requirements, applicable to all confirmed full-time employees.

This policy ensures that:

• Every employee knows what types of leave they are entitled to

• Leave requests follow a proper approval process

• Fairness is maintained in granting leaves and holidays

• The company encourages responsible attendance through reward provisions

🔷 1. Casual Leave (CL)

Casual Leave is granted for short-term personal needs like errands, small functions, or local travel.

• Monthly Limit: Maximum 2 CL per month

• Conditions: Should be applied in advance, or informed on the same day in emergencies

• Included in annual paid leave quota

• Not carried forward or encashable

🔷 2. Paid Leave (PL)

Paid Leave can be used for travel, health recovery, religious events, or personal rest.

• Annual Limit: Maximum 40 days of paid leave per calendar year

• Monthly Usage: Total (CL + PL) should not exceed 3 days per month

• Carry Forward:
  ▪ Unused PL (up to 10 days) may be carried forward to next calendar year
  ▪ Must be used within next 12 months, else it expires

• Encashment: Not allowed during service; permitted only at final exit

🔷 3. Emergency Leave

Emergency leave is allowed in case of unexpected illness, accidents, or family emergencies.

• Intimation must be given via call or message the same day

• Subject to review and approval after resumption

• Counts within paid leave quota if balance is available

• Otherwise marked as Leave Without Pay

🔷 4. Leave Without Pay (LWP)

Any leave taken without approval, or beyond the paid leave quota, will be considered LWP.

• Salary will be deducted per day basis

• Habitual or unapproved LWP may lead to disciplinary action

• LWP days are not eligible for carry forward or reward calculation

🔷 5. Optional Holiday

• Employees may take one optional holiday in a year (e.g., regional festival or religious occasion)

• Should be informed in advance and approved by HR

• Not counted in paid leave balance

🔷 6. Weekly & National Holidays

• Sunday is the weekly off for all employees

• National holidays include Republic Day, Independence Day, and Gandhi Jayanti

• Other holidays (e.g., Diwali, Eid, Holi, Christmas) will be announced annually

• If an employee is required to work on a holiday, a Compensatory Off or alternate benefit will be given

🔷 7. Reward for Zero Leave Taken (Carry Forward Benefit)

If an employee does not take any paid leave (CL, PL, Emergency) during the entire calendar year:

• He/she shall be granted 30 days additional paid leave as a carry forward benefit

• This additional leave must be used within the next calendar year

• It cannot be further carried forward or encashed

• This benefit is automatic upon review of the leave register by HR and requires no application

• This clause is fixed unless revised by the Board

🟩 Governance & Policy Changes

• Any change, exception, or relaxation in this policy shall be made only with the approval of the Board of Directors

• The Board reserves the right to modify, update, or withdraw any provision in this policy depending on operational or legal requirements

🟩 Legal Reference

• MOA Clause 3(a): Allows FSZA to structure internal leave and benefit systems

• AOA Clause 61: Empowers the Board of Directors to define and enforce employee policies including leave, attendance, and rewards

🟩 Compliance Notes

• All leaves must be applied formally through email or form

• Emergency leaves must be communicated on the same day

• Leave misuse or repeated absenteeism may result in action under Section 20

• HR shall maintain leave records and issue reports when required

SECTION 13. (Salary, PF/ESI, Gratuity & Bonus Policy)

The Salary, Provident Fund (PF), Employee State Insurance (ESI), Gratuity, and Bonus policies at FSZA Imperial Private Limited are designed to ensure that all employees are compensated fairly, transparently, and in compliance with applicable Indian labour laws.

This policy ensures that:

• Employees clearly understand their monthly salary structure and benefits

• Statutory deductions like PF and ESI are managed properly and transparently

• Long-term service is rewarded through gratuity provisions

• Performance and loyalty are recognised through structured bonus systems

🔷 Salary Structure

• All employees shall receive a written offer letter or appointment letter detailing their gross monthly salary, including break-up of basic pay, allowances, and deductions.

• Salary shall be paid between the 1st and 10th of every month through bank transfer.

• Salary slips shall be issued monthly through email or HR system.

• Any discrepancy in salary must be reported to the HR department within 3 working days.

🔷 Provident Fund (PF)

• As per the Employees’ Provident Fund Act, 1952, eligible employees shall have PF contributions deducted from their basic salary.

• 14% of the employee’s basic salary will be deducted as PF contribution, matched by 14% from the company.

• The PF account shall be maintained with the official EPFO portal and is transferable upon job change.

• UAN (Universal Account Number) shall be provided by HR to each eligible employee.

🔷 Employee State Insurance (ESI)

• Employees drawing gross salary below ₹21,000 per month will be covered under the ESI scheme.

• 0.75% of gross salary will be deducted from the employee, and 3.25% will be contributed by the company.

• ESI provides medical benefits to the employee and their dependents as per ESI Corporation norms.

• ESI registration number will be issued within 30 days of joining (if applicable).

🔷 Gratuity

• Employees who complete 5 or more years of continuous service with FSZA are eligible for gratuity under the Payment of Gratuity Act, 1972.

• Gratuity shall be paid at the time of resignation, retirement, or death (to nominee), calculated as:
   15 days of last drawn basic salary × number of completed years of service.

• The company reserves the right to deduct gratuity in cases of gross misconduct or legal violation.

🔷 Bonus

• Performance-based or festival bonuses may be announced at the discretion of the Board of Directors.

• Eligibility, amount, and payment cycle shall be determined annually based on financial performance and individual conduct.

• No bonus is guaranteed unless formally declared by the Board.

Important Notes

• Salary components and statutory contributions are subject to revision based on legal changes or company restructuring.

• Any falsification of attendance, documents, or payroll fraud will result in strict disciplinary action.

Governance

• This policy is governed under MOA Clause 3(a) and AOA Clause 61 which authorise the company to manage internal financial practices and employee benefits.

SECTION 14. (Incentives, Appraisals, Promotion & Official Expense Reimbursement Policy)

FSZA Imperial Private Limited believes in cultivating a performance-driven culture by recognising employee efforts through timely incentives, transparent appraisals, and merit-based promotions. Additionally, the company supports employees who incur legitimate work-related expenses by reimbursing them as per defined limits and approval protocols.

This section ensures:

• Every employee is evaluated fairly and rewarded for consistent performance

• Promotions are granted on merit and organisational need

• Official out-of-pocket expenses are reimbursed within specified guidelines

• All processes remain transparent, accountable, and aligned with FSZA’s mission

🔷 Incentive Policy

• Incentives are granted to employees based on:
  ▪ Achievement of performance targets
  ▪ Outstanding contributions to projects or campaigns
  ▪ Departmental excellence or team results

• Types of incentives include:
  ▪ Monetary rewards
  ▪ Festival vouchers or gifts
  ▪ Special performance recognition certificates

• Incentives are not fixed entitlements and are subject to periodic review by HR and Reporting Managers.

• No employee shall demand incentives as a matter of right.

🔷 Appraisal Policy

• Annual performance appraisals are conducted typically between February and April.

• Evaluation criteria include:
  ▪ Punctuality and discipline
  ▪ Quality and timeliness of work
  ▪ Leadership, initiative, and innovation
  ▪ Team collaboration and communication

• Outcomes may include:
  ▪ Salary revision
  ▪ Upgradation of designation
  ▪ Assignment of additional responsibility

• Final decisions shall be jointly taken by HR and the respective department heads.

🔷 Promotion Policy

• Promotions are based on:
  ▪ Minimum one year of satisfactory service in current role
  ▪ Availability of a higher vacant position
  ▪ Consistent performance, attendance, and behavioural record

• All promotions must be approved by the Board of Directors or their delegated committee.

• Promotion letters will be formally issued along with updated salary and job role description.

• Promotions are not automatic and shall not be considered a guaranteed right.

🔷 Official Expense Reimbursement Policy

Employees who incur genuine business-related expenses in the course of their official duties may seek reimbursement as per company policy.

Eligible expenses:

• Petrol / Travel allowance for field visits:
    ▪ Maximum ₹200 per day

• Printing, photocopying, official courier charges:

•   Reimbursed at actuals with supporting bills

• Meals during official travel or off-site meetings:
    ▪ Up to ₹150 per day (if outside base office location)

Reimbursement Process:

• Prior approval from Reporting Manager or HR is mandatory

• Original receipts must be submitted within 5 working days of expense

• Bills must mention purpose, location/date, and be signed by the employee

• Reimbursements shall be processed within 10 working days after approval

Compliance & Governance

• Any misuse of reimbursement policy or submission of false claims shall lead to disciplinary action, including salary deduction or termination

• Expense limits are subject to revision by the Board based on budget review

• Exceptions or high-value expenses require written approval from the Board or the HR Head

Legal Reference

This policy is framed in accordance with:

• MOA Clause 3(a): Empowering FSZA to regulate internal financial and reward structures

• AOA Clause 61: Authorising the Board of Directors to create, revise, and approve HR and finance-related policies including incentives, appraisals, and reimbursement.

Summary

This policy creates a fair and performance-oriented structure to reward employee contribution, manage promotions systematically, and cover necessary official expenses—supporting a motivated and financially responsible workplace.

SECTION 15. (Employee Conduct & Behaviour Policy)

At FSZA Imperial Private Limited, all employees are expected to maintain the highest standards of personal and professional conduct. This policy defines acceptable behaviour within the workplace and during any activity where the employee is representing the company, either directly or indirectly.

This policy ensures that:

• Employees uphold values of honesty, responsibility, and professionalism

• Workplace culture remains respectful, safe, and inclusive

• Disciplinary action is taken against misconduct or behavioural violations

• FSZA’s reputation is protected through appropriate employee behaviour

🔷 1. General Workplace Behaviour

• Employees must treat colleagues, supervisors, clients, and visitors with courtesy and respect

• Discriminatory, offensive, or abusive language or behaviour is strictly prohibited

• Personal disputes must not interfere with office operations

• Punctuality, task ownership, and compliance with assigned responsibilities are expected

• Cleanliness and orderliness must be maintained in workspaces and common areas

🔷 2. Integrity & Professionalism

• Employees must not engage in fraud, theft, bribery, or any form of dishonesty

• Any form of falsification — including fake attendance, manipulated reports, or misleading data — will result in immediate disciplinary action

• Employees shall not misuse company property, confidential data, or digital platforms

• Only authorised personnel may interact with media, vendors, or external agencies on behalf of FSZA

🔷 3. Responsible Communication

• Employees must communicate respectfully at all times — in person, on calls, or via written communication

• Hate speech, harassment, bullying, gossip, or spreading rumours is unacceptable

• Political or religious debates within the workplace are discouraged

• Social media usage that harms the company’s image or shares internal matters is prohibited

🔷 4. Collaboration & Conduct with Colleagues

• Teamwork, mutual support, and cooperation are essential to workplace success

• Employees must avoid hostile behaviour, favouritism, or exclusion of others

• Conflicts must be reported to HR or the Reporting Manager professionally

• Personal grievances should not impact professional responsibilities

🔷 5. Misconduct & Disciplinary Measures

The following actions are considered misconduct and may lead to disciplinary proceedings:

• Disrespectful or threatening behaviour

• Use of foul or abusive language

• Physical altercation or harassment

• Negligence of duty or repeated absenteeism

• Wilful insubordination or refusal to follow instructions

• Violation of company policy or ethical standards

Disciplinary action may include:

• Verbal or written warning

• Salary deduction

• Suspension from duty

• Termination of employment

• Legal action, depending on severity

Compliance & Governance

• All employees are required to sign and follow this policy from the date of joining

• HR will conduct periodic behaviour audits and take necessary action if violations are observed

• Final authority for behavioural matters rests with the HR Department and the Board of Directors

Legal Reference

• MOA Clause 3(a): Grants the company the right to implement internal conduct standards

• AOA Clause 61: Empowers the Board to regulate, revise, and enforce discipline-related policies

SECTION 16. (Dress Code & Personal Grooming Policy)

FSZA Imperial Private Limited maintains a professional and uniform appearance policy for all employees to promote discipline, equality, and corporate identity across all departments. The company believes that a neat and standardised look reflects commitment and credibility — both within and outside the workplace.

This policy ensures:

• All employees follow a company-wide standard dress code

• Uniformity is maintained across teams regardless of role or gender

• Hygiene, personal grooming, and company identity are respected

• Any violation is dealt with through disciplinary measures

🔷 1. Mandatory Uniform (Monday to Saturday – All Days)

All employees are strictly required to wear the official company uniform every working day (Monday to Saturday) without exception:

• Light Blue Formal Shirt with FSZA Logo (company issued)

• Black or Navy Blue Formal Trousers

• Clean, polished Black Formal Shoes (no sneakers, flip-flops, or sportswear)

• Official Company ID Card worn visibly around the neck during working hours

Uniform Guidelines:

• Shirt must be properly ironed and tucked in

• FSZA logo must be visible at all times

• Torn, faded, or stained uniforms are not acceptable

• If a uniform shirt or logo badge is lost or damaged, it must be reported to HR within 24 hours

🔷 2. Grooming & Personal Hygiene

• Employees must report to work with clean, presentable appearance

• Hair must be neat; extreme hair colours, styles, or messy grooming is discouraged

• Facial hair (if kept) must be trimmed and professional

• Nails must be clean and trimmed

• Strong perfumes, flashy jewellery, or makeup that distracts from a professional image should be avoided

• Employees with persistent hygiene issues may be issued a formal warning

🔷 3. Field Visits, Events, and External Representation

• Employees attending public events, field work, or official meetings must follow the same uniform code

• Company ID card, jackets, or any other issued FSZA branding (if applicable) must be visibly worn

• No field duty shall be performed without proper company uniform

🔷 4. Exceptions & Special Requests

• Exceptions for medical, religious, or cultural reasons may be considered upon written request to HR

• Remote/work-from-home staff must appear formally dressed on video calls if representing the company

🔷 5. Disciplinary Action for Violation

Failure to comply with the dress code will result in:

• Verbal or written warning

• Denial of access to office premises or field duty

• Disciplinary memo on employee record

• Repeated violation may result in salary deduction or suspension

Legal Reference

• MOA Clause 3(a): Permits FSZA to implement professional dress and grooming systems

• AOA Clause 61: Empowers the Board of Directors to define and enforce employee conduct and appearance policy

SECTION 17. (Use of Mobile Phones & Digital Devices Policy)

At FSZA Imperial Private Limited, mobile phones and digital devices are recognised as necessary tools in today’s professional environment. However, their usage must not interfere with productivity, discipline, or workplace decorum. This policy outlines clear guidelines for the appropriate use of mobile phones, laptops, and other digital devices during working hours.

This policy ensures:

• Professional discipline is maintained at the workplace

• Unnecessary distractions caused by personal device use are avoided

• Data security, privacy, and official focus are preserved

• Employees use technology responsibly and in alignment with FSZA’s values

🔷 1. General Guidelines for Mobile Phone Use

• Personal mobile phones must be kept on silent or vibration mode during office hours

• Phone calls must be taken only during breaks or in non-disruptive areas (e.g., cafeteria or outside the work zone)

• Long or loud conversations on mobile phones within work areas are strictly discouraged

• Repeated use of phone for non-work purposes may attract warnings or penalties

🔷 2. Device Usage During Meetings or Client Interaction

• Mobile phones must not be used during internal meetings, training sessions, or when interacting with clients

• Employees must avoid texting, scroll social media, or attending calls during professional discussions unless absolutely necessary

• In case of emergencies, employees may excuse themselves briefly to attend calls outside

🔷 3. Use of Company-Issued Devices

• Laptops, tablets, or mobile phones provided by the company are to be used strictly for official work

• Employees must not download unauthorised software, apps, or use company devices for personal browsing, gaming, or entertainment

• Passwords, access keys, and device settings must not be altered without IT/Admin permission

• Loss or damage to company devices must be reported immediately to HR or Admin

🔷 4. Social Media & Personal Browsing

• Excessive use of social media (WhatsApp, Instagram, YouTube, etc.) during working hours is prohibited

• Employees must not post or share any internal information, photos, or videos related to the company without written approval

• Posting negative comments or leaks about FSZA on digital platforms may result in disciplinary action

🔷 5. Surveillance & Monitoring

• The company reserves the right to monitor internet usage, screen activity (on office systems), and mobile/laptop access logs to ensure policy compliance

• CCTV footage may also be reviewed in case of reported misuse of devices during working hours

🔷 6. Disciplinary Action for Violations

Improper use of mobile or digital devices may lead to:

• Verbal or written warning

• Temporary restriction on device use

• Salary deduction in case of repeated non-compliance

• Suspension or termination if company data or digital systems are compromised

Governance & Compliance

• This policy must be signed by every employee during onboarding

• Final authority for handling violations rests with the HR Department and the Board

Legal Reference

• MOA Clause 3(a): Grants FSZA the right to regulate internal communication and digital security

• AOA Clause 61: Empowers the Board to implement device use and employee conduct policies

SECTION 18. (Workplace Safety & Emergency Protocols)

At FSZA Imperial Private Limited, ensuring the safety, health, and emergency preparedness of all employees, visitors, and assets is a top priority. This policy outlines the essential safety rules, emergency procedures, and responsibilities that must be followed across all FSZA premises — including offices, field locations, and event sites.

This policy ensures:

• A safe and secure working environment for all employees

• Clarity on how to act during emergencies such as fire, medical issues, or building incidents

• Compliance with basic health and workplace safety norms

• Prevention of accidents, hazards, or negligence within office premises

🔷 1. General Workplace Safety Rules

• Employees must keep their work area clean, clutter-free, and free from slip/trip hazards

• No eating or drinking is allowed near electronic systems or important files

• All walkways, exits, and fire passages must remain clear at all times

• Any unsafe condition (e.g., broken wire, water spill, fire smell) must be reported to Admin or HR immediately

• Use of flammable materials, candles, incense, or open flame is strictly prohibited within the office

🔷 2. Fire Safety Protocol

• Every employee must be aware of the emergency fire exit route and nearest extinguisher location

• Fire extinguishers and alarms must not be tampered with under any circumstances

• In case of fire alarm:
  ▪ Stop work immediately
  ▪ Exit the building using the nearest marked exit
  ▪ Do not use lifts during evacuation
  ▪ Gather at the designated assembly point

• Mock fire drills may be conducted periodically and participation is mandatory

🔷 3. Medical Emergencies

• Minor injuries (cuts, burns, fainting) must be reported to Admin/HR immediately

• Basic first aid kits are available on-site; selected employees will be trained in basic first aid response

• In case of serious health emergency, the nearest hospital/clinic will be contacted and HR will inform the employee’s emergency contact person

• Employees with pre-existing medical conditions must inform HR during onboarding

🔷 4. Electrical & Equipment Safety

• Employees must not overload power sockets or use damaged plugs

• No personal high-wattage appliances (e.g., heaters, kettles) are allowed inside the office

• IT and electrical issues must be reported to Admin or Technical Support, not handled by untrained employees

• In case of electric shock or equipment fire, switch off the main power and inform Admin immediately

🔷 5. COVID-19 & Hygiene Safety (if applicable)

• If government guidelines are active, employees must follow:
  ▪ Mask and sanitiser protocols
  ▪ Thermal screening (if required)
  ▪ Social distancing rules

• Anyone feeling unwell must inform HR and stay home

• Regular cleaning and disinfection of office premises is coordinated by Admin

🔷 6. Emergency Contact & Reporting

• Emergency contact numbers (HR, Admin, Fire, Ambulance) must be displayed clearly at all office locations

• Employees must cooperate fully during any evacuation, drill, or safety instruction

• Any unsafe behaviour or violation of safety policy must be reported confidentially to HR

Disciplinary Action

• Failure to follow safety protocols may lead to verbal warning, written memo, or disciplinary action

• Deliberate negligence causing harm to others or property may result in suspension or termination

Governance & Compliance

• All safety policies are enforced by Admin & HR

• Final authority for any incident review or safety decision rests with the CEO and Board of Directors

Legal Reference

• MOA Clause 3(a): Grants FSZA the right to maintain workplace safety and health standards

• AOA Clause 61: Authorises the Board to implement and revise emergency & safety policies

SECTION 19. (Anti-Harassment & Discrimination Policy)

FSZA Imperial Private Limited is committed to providing a safe, respectful, and inclusive work environment for all employees, interns, volunteers, and visitors. Harassment or discrimination of any kind — whether verbal, physical, written, digital, or behavioural — is strictly prohibited.

This policy is in full compliance with the Prevention of Sexual Harassment (POSH) Act, 2013 and reflects the company’s zero-tolerance approach towards inappropriate conduct, bullying, or bias on any grounds.

🟢 Purpose:

• To ensure all employees work in an environment free from fear, insult, or intimidation

• To protect every individual regardless of gender, religion, caste, disability, or background

• To clearly define unacceptable behaviour and provide a structured complaint redressal process

• To establish a fair, confidential, and timely resolution process for all reported cases

🔷 1. Definitions

Harassment includes but is not limited to:

• Verbal abuse, insulting or offensive language

• Threatening behaviour, bullying, or intimidation

• Repeated jokes or comments that target personal identity

• Unwelcome touching, gestures, or staring

• Derogatory WhatsApp messages, emails, or social media actions

• Spreading false rumours or isolating an employee from work activities

Sexual Harassment (as per POSH Act, 2013):

• Physical contact and advances

• Demand or request for sexual favours

• Sexually coloured remarks

• Showing pornography or sexually explicit content

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

Discrimination includes:

• Unequal treatment based on gender, religion, caste, region, age, disability, marital status, etc.

• Denial of training, promotion, or resources based on bias

• Intentional exclusion or hostility toward someone’s identity or background

🔷 2. Scope & Applicability

• This policy applies to all employees (full-time, part-time, contract, intern, volunteer)

• Applicable across all FSZA offices, field locations, study centres, events, and online platforms

• Also applies to client meetings, travel, off-site assignments, and digital communications

🔷 3. Internal Complaints Committee (ICC)

• FSZA has formed an Internal Complaints Committee as per POSH guidelines

• The ICC includes:
  ▪ One senior female employee as Presiding Officer
  ▪ One HR representative
  ▪ One neutral third-party member (legal or NGO background preferred)
  ▪ One male/female employee (preferably from Admin/Operations)

• ICC contact details will be displayed at every workplace notice board

• ICC is responsible for investigation, hearing, and recommendation of action

🔷 4. Complaint Filing Procedure

• Any victim or witness can report harassment/discrimination to HR or ICC via:
  ▪ Email
  ▪ Written complaint (signed)
  ▪ Verbal report (to be documented by HR)

• Complaints must be raised within 90 days of the incident (in exceptional cases, this can be extended)

• Confidentiality will be strictly maintained at all stages

🔷 5. Investigation & Action

• The ICC will initiate inquiry within 7 days of receiving the complaint

• Both parties (complainant & accused) will be given equal opportunity to be heard

• Inquiry will be completed within 90 days, and action must be taken within 10 days after report finalisation

• Possible disciplinary actions include:
  ▪ Written apology
  ▪ Warning or memo
  ▪ Salary deduction
  ▪ Suspension
  ▪ Termination of employment
  ▪ Police reporting (in criminal offences)

🔷 6. Protection from Retaliation

• Any employee who reports a complaint in good faith shall be protected from victimisation, demotion, or negative evaluation

• If anyone is found retaliating against a complainant or witness, strict action will be taken

🔷 7. False or Malicious Complaints

• If an inquiry concludes that a complaint was made with malicious intent, the complainant may be subject to disciplinary action

• Honest complaints that could not be proven will not be penalised

Employee Responsibility

• Every employee must treat co-workers with respect and dignity

• Bystanders who witness any misconduct are ethically bound to report it

• Participation in awareness sessions conducted by HR is mandatory

Legal Reference

• POSH Act, 2013 (Sexual Harassment of Women at Workplace Act)

• MOA Clause 3(a): Allows FSZA to create internal safety mechanisms

• AOA Clause 61: Authorises the Board to establish disciplinary and redressal systems

Final Note

FSZA takes workplace safety and dignity extremely seriously. No employee — regardless of designation — is exempt from this policy. Immediate and unbiased action will be taken against any violation, as determined by the ICC and Board of Directors.

SECTION 20. (Disciplinary Actions & Investigation Policy)

FSZA Imperial Private Limited is committed to maintaining a disciplined, respectful, and legally compliant workplace. This policy establishes a structured framework for handling employee misconduct, defining both the process of investigation and the corrective measures that may follow. It ensures that all actions are handled fairly, confidentially, and consistently across the organisation.

Objective

• To define unacceptable behaviours clearly

• To provide a fair and standardised investigation process

• To protect the company’s integrity and work culture

• To safeguard employee rights and ensure due process

🔷 1. What Constitutes Misconduct

Misconduct refers to any act or omission that violates company policy, workplace norms, or basic standards of professional conduct. Examples include, but are not limited to:

• Repeated unauthorised absences or habitual lateness

• Wilful insubordination or refusal to follow lawful instructions

• Theft, fraud, or deliberate damage to company property

• Physical, verbal, or written abuse of colleagues, clients, or supervisors

• Violation of data privacy or sharing confidential information without approval

• Manipulation of attendance, payroll, or official records

• Use or possession of alcohol, narcotics, or tobacco in office premises

• Breach of safety protocols or misuse of IT systems

• Any behaviour that brings disrepute to FSZA or creates a hostile work environment

🔷 2. Disciplinary Investigation Process

Every reported case of misconduct will follow the steps below:

1. Reporting
   Misconduct can be reported by any employee, supervisor, or HR representative. Anonymous complaints may also be considered if supported by evidence.

2. Preliminary Review
   The HR department will conduct an initial review to assess the validity of the complaint and collect basic facts. The concerned employee will be asked for an initial explanation.

3. Formal Investigation
   If necessary, a formal inquiry will be conducted by a disciplinary panel (HR representative, reporting manager, and a neutral officer). Evidence such as emails, CCTV footage, system logs, or witness statements may be examined.

4. Final Evaluation
   Once the inquiry is complete, the panel will make a recommendation. For serious violations, the final decision shall rest with the CEO or Board of Directors.

🔷 3. Disciplinary Actions

Depending on the severity and frequency of the misconduct, any of the following actions may be taken:

• Verbal Warning (recorded internally)

• Written Warning / Official Notice

• Salary Deduction (in cases of financial impact or unauthorised leave)

• Temporary Suspension (with or without pay)

• Demotion or Change in Role

• Termination of Employment

• Legal Escalation (FIR/police complaint in criminal matters)

🔷 4. Employee Rights

• The employee shall be informed of the allegations and given a fair opportunity to respond

• An employee may submit a written appeal within 5 working days if they disagree with the action taken

• Appeals shall be reviewed by HR and finalised within 7 working days

🔷 5. Documentation & Recordkeeping

• All actions and investigation outcomes shall be documented in the employee’s HR file

• Investigation records shall be retained securely for at least 12 months

• Records include written statements, emails, footage (if any), and official memos

🔷6. Salary Deduction for Severe Misconduct
The company reserves the right to deduct a portion of an employee’s salary in case of verified misconduct causing material or reputational loss to the company. This shall include, but is not limited to:

· • Involvement in any physical fight, violent altercation, or threat within company premises or during company duty
• Deliberate damage to company property, data, or reputation
• Proven case of fraud, cheating, or misrepresentation

· Conditions for deduction:

· • Minimum of two prior written warnings must be recorded against the employee for related behavioral misconduct
• Valid proof, CCTV footage, or verified witness statements must support the allegation
• Upon final approval from HR and the Board/CEO, a maximum of 35% of the employee’s gross monthly salary may be deducted as a one-time disciplinary penalty

Compliance & Governance

• This policy is managed by the Human Resources Department

• Final disciplinary authority lies with the CEO and/or Board of Directors

• External interference or unauthorised access to disciplinary proceedings is strictly prohibited

Legal Reference

• MOA Clause 3(a): Grants FSZA the right to define internal conduct procedures

• AOA Clause 61: Authorises the Board to enforce employee-related disciplinary and termination actions

Closing Note

This policy reinforces FSZA’s commitment to upholding fairness, professionalism, and legal integrity within the organisation. All employees are expected to understand and comply with the standards defined herein

SECTION 21. (Resignation, Termination & Exit Policy)

FSZA Imperial Private Limited ensures that all employee separations — whether voluntary or employer-initiated — are handled in a professional, respectful, and structured manner. This policy outlines the process to be followed when an employee resigns, is terminated, or exits the company for any reason, while protecting both the interests of the company and the individual.

Objective

• To define a clear exit process for all employees

• To ensure proper notice periods, handovers, and legal compliance

• To safeguard FSZA’s operational integrity, data, and property

• To provide a smooth and transparent separation experience for all parties

🔷 1. Voluntary Resignation

• Employees must submit their resignation in writing (email or physical letter) to their Reporting Manager and HR Department.

• Minimum notice period required:
  ▪ 30 days for general staff
  ▪ 60 days for managerial and senior positions

• Early release may be allowed only with prior written approval or by paying the company for the unserved notice period (this is called “payment in lieu of notice”).

• During the notice period:
  ▪ Employee must maintain professionalism and complete assigned work
  ▪ All data, passwords, and materials must be handed over properly

🔷 2. Termination by Company

An employee’s services may be terminated under the following circumstances:

• Violation of the company’s code of conduct or serious misconduct

• Non-performance, habitual negligence, or repeated absenteeism

• Fraud, breach of confidentiality, or unauthorised use of company assets

• Structural redundancy, business closure, or legal/contractual issues

Termination Process:

• The employee will be given a formal explanation notice and opportunity to respond

• Internal investigation may be conducted depending on the case

• Final decision will be approved by the CEO or Board of Directors

• Payment in lieu of notice will be provided if the employee is not required to serve the full notice period

🔷 3. Exit Formalities (Applicable for Both Resignation & Termination)

Before official release, all exiting employees must:

• Submit company assets (ID card, laptop, documents, uniforms, etc.)

• Complete formal handover of duties, files, and passwords

• Get clearance from HR, Admin, and Accounts through the Exit Clearance Form

• Provide updated contact details for final settlement and documentation

🔷 4. Final Settlement & Documentation

• Final settlement shall include:
  ▪ Salary up to the last working day
  ▪ Leave encashment (if eligible)
  ▪ Pending reimbursements (if any)
  ▪ Deductions for any advance, damage, or short notice

• Settlement is usually processed within 10–15 working days after clearance

• Relieving Letter and Experience Certificate will be issued only after completion of all formalities

🔷 5. Absconding & No-Show Cases

• If an employee stops reporting to work for 7 or more consecutive days without any written communication, they will be marked as “absconding”.

• HR will issue warning letters and attempt contact. If no response is received, the company will initiate exit termination.

• Final settlement, experience letter, and relieving documents will be withheld until legal clearance or formal closure is completed.

Compliance & Governance

• HR is responsible for the implementation of this policy

• Final authority lies with the CEO and Board of Directors

• Any legal issues during separation will be handled by the company’s legal advisor

Legal Reference

• MOA Clause 3(a): Allows FSZA to define employment terms and separation procedures

• AOA Clause 61: Empowers the Board to manage resignation, termination, and employee exit policies

Summary

FSZA Imperial Private Limited values professionalism and transparency in all employment matters. This policy ensures that every employee exits the company with dignity, while also fulfilling all contractual and operational responsibilities.

SECTION 22. (Confidentiality & Data Protection Policy)

At FSZA Imperial Private Limited, all employees are expected to handle company information, data, and intellectual assets with utmost responsibility and confidentiality. This policy outlines the rules for protecting sensitive data during and after employment, to maintain trust, legal compliance, and business integrity.

Objective

• To safeguard FSZA’s confidential business, client, and employee information

• To ensure employees understand their legal and professional responsibility in handling data

• To prevent unauthorised disclosure, copying, or misuse of company-owned digital or physical information

🔷 1. What is Considered Confidential Information?

The following are examples of confidential or sensitive information:

• Internal business plans, financial data, strategy documents

• Employee records, payroll information, performance data

• Donor, partner, or client information

• Marketing strategies, pricing models, creative content

• Login credentials, passwords, proprietary software/tools

• Any internal communication (emails, circulars, HR letters)

🔷 2. Employee Responsibilities

All employees, interns, contractors, and volunteers must:

• Keep all work-related documents secure and never share them outside the organisation

• Avoid sending company data via personal email, WhatsApp, or external apps

• Use strong passwords and never share login access without written approval

• Inform HR or IT immediately if any data loss or suspected breach occurs

• Dispose of printed confidential material using shredders or secure bins

🔷 3. Prohibited Acts (Strictly Not Allowed)

• Sharing confidential documents, designs, or data with any third party

• Discussing internal company matters on social media or public platforms

• Copying or transferring data to personal drives, cloud storage, or USBs without permission

• Retaining files or documents after leaving the company

• Photographing internal notices, whiteboards, or client screens without authorisation

🔷 4. Non-Disclosure Agreement (NDA)

• All employees must sign a Non-Disclosure Agreement (NDA) during onboarding

• This NDA remains valid even after resignation or termination

• Breach of NDA is a legal offence and may lead to termination, legal notice, or court proceedings

🔷 5. Data Security Measures

• Company systems may be monitored to ensure data is not being mishandled

• All laptops and workstations are to be password-protected

• USB ports, external storage, or email transfers may be restricted by IT team

• CCTV, access logs, and email monitoring may be used to trace any breach, if suspected

🔷 6. Exit Policy – Post-Employment Confidentiality

• Upon resignation or termination, the employee must:
  ▪ Return all documents, devices, and files (digital and physical)
  ▪ Not retain any backup, screenshot, or printout of company data
  ▪ Continue to honour the NDA clause even after exit

• Violation after exit may result in legal action or blacklisting

Disciplinary Action for Violation

• Any employee found guilty of data theft, sharing, or negligence will face:
  ▪ Immediate suspension or termination
  ▪ Legal notice and possible civil/criminal complaint
  ▪ Financial penalty as determined by the Board

Governance & Enforcement

• This policy is enforced by HR, IT, and Legal Team

• Final authority for investigation and disciplinary action rests with the CEO and the Board of Directors

Legal Reference

• MOA Clause 3(a): Empowers FSZA to create internal data and confidentiality systems

• AOA Clause 61: Grants the Board legal authority to handle data breaches and employee violations

Final Note:

Confidentiality is the foundation of trust at FSZA. Every employee is expected to protect the information they access, and use it only for official purposes — during employment and even after leaving the organisation

SECTION 23. (Asset, ID & Company Property Policy)

FSZA Imperial Private Limited provides certain physical and digital resources to employees to support official work. These include devices, ID cards, documents, tools, or any other company-owned assets. This policy outlines the rules for responsible usage, protection, and return of all company property.

Objective

• To ensure company-issued items are used responsibly and securely

• To prevent misuse, loss, or unauthorised transfer of company property

• To define the return and clearance process during resignation or termination

• To protect FSZA’s assets and operational continuity

🔷 1. Types of Company Property

The following items are considered company property:

• Employee ID cards and access passes

• Official uniforms or FSZA-branded clothing

• Company-issued laptops, desktops, tablets, mobile phones

• Files, documents, registers, client data books

• Office keys, USB drives, chargers, and IT accessories

• Company sim cards, internet dongles, or biometric tokens

• Any item purchased using company funds for official use

🔷 2. Employee Responsibility

Employees must:

• Use company assets strictly for official work only

• Keep all devices safe, clean, and functional

• Immediately report any loss, theft, or damage to HR/Admin

• Not lend or transfer company items to any third party or unauthorised person

• Maintain confidentiality and data protection while using digital devices

🔷 3. Identification Cards (ID)

• All employees must wear their FSZA-issued ID card visibly during work hours

• ID cards must not be shared or misused under any circumstance

• In case of loss, a written report must be submitted to HR immediately

• Replacement charges may apply in case of negligence

🔷 4. Prohibited Usage of Company Property

The following actions are not permitted:

• Using office laptops or data for personal freelancing or external jobs

• Installing unauthorised software, games, or third-party applications

• Taking home physical files or sensitive documents without written permission

• Using company sim/internet for non-official entertainment purposes

• Sharing passwords or login credentials stored in company systems

🔷 5. Exit & Asset Return Process

During resignation, termination, or transfer:

• All assets must be returned in working condition

• HR/Admin will verify each item through the Exit Clearance Form

• Any damage or loss due to employee negligence may be chargeable or deducted from final settlement

• Delayed or incomplete return may delay issuance of relieving letter and experience certificate

Disciplinary Action

Violation of this policy may result in:

• Verbal or written warning (memo)

• Deduction from salary or final settlement

• Suspension or termination in case of wilful misuse or theft

• Legal action in case of fraud or loss of sensitive data

Governance & Responsibility

• This policy is implemented by the Admin and HR Departments

• Final authority for disputes or escalations rests with the CEO and Board of Directors

Legal Reference

• MOA Clause 3(a): Grants FSZA the right to regulate internal operations and asset use

• AOA Clause 61: Authorises the Board to enforce disciplinary action for company property violations

Closing Note:

All FSZA employees are expected to treat company property with care, respect, and responsibility. Misuse, delay in return, or negligence may lead to disciplinary consequences as per company rules.

SECTION 24. (Board of Directors – Powers & Responsibilities)

At FSZA Imperial Private Limited, the Board of Directors (BOD) is the highest decision-making authority responsible for ensuring legal, ethical, and strategic governance of the organisation. The Board plays a vital role in defining the company’s vision, enforcing policy, and safeguarding long-term interests.

Objective

• To define the powers and scope of responsibility of the Board of Directors

• To ensure proper oversight of operations, finance, compliance, and HR decisions

• To clarify the Board’s role in approving or amending key company policies

🔷 1. Composition of the Board

• The Board of Directors consists of individuals appointed as per the Companies Act, 2013 and FSZA’s Articles of Association

• The number of directors shall be maintained as per AOA Clause 30

• Directors may include Founder, CEO, Managing Director, and other appointed members

🔷 2. General Powers of the Board

As per AOA Clause 61, the Board of Directors shall have the authority to:

• Frame, approve, and revise company policies and employee handbooks

• Appoint or remove senior-level management (CEO, CFO, etc.)

• Approve expansion plans, international operations, and branch establishment

• Decide on financial matters, investment, and high-value procurement

• Monitor compliance with MOA, AOA, Companies Act, and applicable regulations

• Handle serious disciplinary matters, legal disputes, and escalated HR issues

• Approve final termination or reinstatement of employees (when escalated)

🔷 3. Meetings & Decision-Making

• The Board shall conduct meetings at regular intervals as per Clause 45 of the AOA

• Decisions may be taken by resolution, majority vote, or unanimous consent depending on the nature of the matter

• The quorum (minimum number of directors required) shall be as defined under AOA Clause 46

• Minutes of meetings shall be maintained as official records

🔷 4. Role in HR & Policy Oversight

• Final approval for new company policies and structural changes

• Sanction of changes in bonus, leave, disciplinary rules, and benefits

• Handling of major grievances, whistleblower escalations, or fraud-related HR matters

• Final authority to suspend, terminate, or legally proceed against employees in sensitive cases

🔷 5. Legal & Regulatory Responsibility

• The Board is responsible for ensuring that FSZA complies with all regulatory filings, MCA compliance, audits, and tax reporting

• Board members may be personally liable in case of gross negligence or willful violation of corporate laws

Legal Reference

• MOA Clause 3(a): Grants FSZA the power to form a Board and define its control over operations

• AOA Clause 30 to 62: Covers appointment, meetings, voting rights, and director responsibilities

• Companies Act, 2013: Governs Board structure, functions, and liability

Closing Note

The Board of Directors is expected to act in the best interest of FSZA Imperial Private Limited, its stakeholders, and employees. Their decisions must align with the company’s vision, legal obligations, and long-term sustainability.

SECTION 25. (Branches & International Operations Policy)

FSZA Imperial Private Limited operates through multiple offices, coordination points, and partner institutions in various locations within India and abroad. This policy outlines the structure, functioning, and compliance rules for all FSZA branches and international operations.

Objective

• To define how FSZA expands and operates its branches and overseas locations

• To ensure uniform policy standards across all work locations

• To maintain smooth reporting, coordination, and legal compliance in all regions

🔷 1. Types of Locations Covered

This policy applies to:

• Branch Offices: Any physical FSZA office established in another city/state

• Study Centres / Project Hubs: Partnered or directly managed units delivering services

• Franchise Units (if applicable): Third-party operated branches using FSZA brand

• International Coordination Points: FSZA representatives or units in foreign countries (e.g., UAE, Malaysia, Qatar, etc.)

🔷 2. Role of Branch Teams

Each branch office or centre will be responsible for:

• Following all rules, policies, and reporting formats issued by Head Office (Varanasi)

• Appointing a Branch Coordinator who will report to the central management

• Managing local HR records, attendance, operations, and safety under FSZA standards

• Ensuring accurate data submission to Head Office on a weekly or monthly basis

🔷 3. International Operations

• International units are for coordination, fundraising, brand awareness, or operational support

• All overseas representatives must follow FSZA's core policy handbook unless local law requires adaptation

• International financials, donations, or campaigns must be reported directly to the Board/CEO

• Employees or volunteers abroad must also sign the standard code of conduct and confidentiality agreements

🔷 4. Uniformity Across Locations

• Regardless of location (branch, franchise, or overseas), all FSZA units must:

▪ Follow the approved company policies
▪ Maintain proper attendance, discipline, and reporting structure
▪ Respect company branding, client interaction standards, and communication protocols
▪ Submit operations reports as per timeline issued by the Head Office

🔷 5. Legal Compliance

• All branches and overseas operations must comply with local laws (labour, safety, data privacy, tax etc.)

• Any registration, partnership, or operational setup must be pre-approved by the Board of Directors

• Foreign collaborations must be reported to the Ministry of Corporate Affairs (MCA) if required

Governance & Responsibility

• The central HR, Finance, and Operations Teams shall monitor compliance across all FSZA branches

• Final authority for expansion, shutdown, or international activity rests with the CEO and Board of Directors

Legal Reference

• MOA Clause 3(b) & (c): Allows FSZA to establish branches and carry operations in India and abroad

• AOA Clause 61: Authorises the Board to regulate inter-branch and international functions

Final Note

All FSZA branches and international points are extensions of the main organisation and must function in full alignment with its vision, values, and policies. Uniformity in structure, operations, and reporting is essential for transparency, growth, and governance.

SECTION 26. (Donation, Welfare & Trust Activities Policy)

FSZA Imperial Private Limited, while operating as a for-profit corporate entity, may undertake welfare activities and donation-based public initiatives in alignment with its approved objects under the Memorandum of Association (MOA) Clause 3(d) and 3(e). This policy is established to ensure that all donation and welfare-related activities are executed in a legal, ethical, and transparent manner, with proper documentation, accountability, and prior approval.

1. Purpose

The purpose of this policy is to:

• Define the structure and governance for all donation and trust-related initiatives undertaken under the FSZA brand

• Ensure funds are collected, handled, and disbursed in compliance with applicable laws and FSZA’s internal financial procedures

• Prevent misuse, misrepresentation, or unauthorised activities in the name of welfare or fundraising

2. Scope

This policy applies to:

• All employees, field officers, volunteers, and representatives authorised to collect donations on behalf of FSZA

• Any trust, social project, or public welfare initiative operated directly or indirectly under the FSZA name

• Branch-level and international operations wherever donation-related activities are undertaken

3. Authorisation & Approvals

• No donation or welfare activity shall be initiated without prior written approval from the CEO or designated Welfare Committee

• Only authorised personnel with valid FSZA identification shall be permitted to collect funds or represent the organisation for welfare purposes

• All fundraising campaigns must be pre-approved in writing with defined purpose, timeline, and project budget

4. Fund Collection & Usage

• All donations shall be collected through official channels only — i.e., company-linked UPI, bank transfer, or pre-numbered physical receipt books

• Cash donations must be deposited within 24 hours to the designated Admin/Accounts Officer

• Collected funds must be utilised strictly for the approved purpose and in accordance with the utilisation plan submitted at the time of campaign approval

• Diversion of funds to any unauthorised purpose is strictly prohibited

5. Documentation & Record Maintenance

For every donation campaign or welfare activity, the following records must be maintained:

• Donor ledger or daily collection register (physical or digital)

• Receipts or transaction references for all funds collected

• Bills, vouchers, and photographs of any disbursement or event

• Final utilisation summary report to be submitted to the Head Office within 10 working days of completion

All such records must be preserved for a minimum of five (5) years and made available to the company’s Finance Department or external auditor upon request.

6. Field Operations & Conduct

• Employees and volunteers must wear FSZA-issued identification and maintain appropriate conduct while collecting or distributing aid

• No political, religious, or personal fundraising shall be associated with FSZA campaigns

• Field staff must follow operational guidelines and respect beneficiary dignity and privacy at all times

7. Transparency & Reporting

• The Welfare Committee shall review monthly reports of ongoing donation activities

• Annual report summarising all donation-based projects shall be submitted to the CEO and the Board of Directors

• FSZA reserves the right to conduct surprise audits or reviews of any ongoing or completed welfare campaign

8. Disciplinary Action

Any violation of this policy shall result in strict disciplinary action, which may include:

• Verbal or written warning

• Suspension from welfare-related duty

• Salary deduction or dismissal in case of fraud or fund misuse

• Legal proceedings and police complaint if required

9. Legal Reference

• MOA Clause 3(d) & 3(e): Authorises FSZA to support educational, social, and charitable objectives

• AOA Clause 61: Grants the Board authority to define rules for donations, welfare, and trust-related activities

• Companies Act, 2013: Applicable in case of CSR compliance, trust registration, or Section 8 affiliations (if any)

10. Final Statement

All donation and welfare activities must uphold the values of FSZA Imperial Private Limited — transparency, accountability, and service to the community. No unauthorised fundraising, data manipulation, or fund misuse shall be tolerated under any circumstances.

SECTION 27. (Meetings, Resolutions & Voting Rights Policy)

In accordance with the Companies Act, 2013 and FSZA Imperial Private Limited’s Articles of Association (AOA), this section outlines the framework for how internal meetings shall be conducted, how resolutions shall be passed, and how voting rights shall be exercised among Directors and Members of the company.

1. Purpose

• To ensure clarity, consistency, and legal compliance in the company’s internal decision-making process

• To define types of meetings, quorum requirements, and resolution approval methods

• To establish transparent voting rights and record-keeping procedures for all key decisions

2. Types of Meetings

The following types of meetings are applicable at FSZA:

• Board Meetings: Regular meetings conducted between Directors for company operations, policy decisions, and governance (AOA Clause 45)

• General Meetings: Includes Annual General Meeting (AGM) or Extraordinary General Meeting (EGM), where Members of the company participate in broader business matters

• Committee Meetings: Internal team meetings for HR, Welfare, Finance or other operational decisions (non-statutory)

3. Quorum & Frequency

• The minimum number of Directors required to hold a valid Board Meeting (quorum) shall be as per AOA Clause 46

• A minimum of 2 Directors must be present (physically or virtually) to form quorum unless otherwise specified

• Board Meetings shall be held at least once every quarter, or as required by business needs

• General Meetings must be held at least once a year (Annual General Meeting)

4. Notice & Agenda

• A minimum of 7 days’ written notice (via email or official letter) must be given to all participants before any scheduled Board or General Meeting

• The meeting agenda must clearly list items to be discussed and any resolutions to be voted upon

• Emergency meetings may be held on shorter notice, provided a majority of Board members agree in writing

5. Resolutions & Approvals

• Resolutions (official decisions) must be formally proposed and seconded during the meeting

• Resolutions can be passed by:
  ▪ Ordinary Resolution – by simple majority (more than 50%)
  ▪ Special Resolution – by three-fourth majority (75% or more), where required by law or AOA

• All approved resolutions must be documented in the “Minutes of Meeting” and signed by the Chairperson

6. Voting Rights

• Each Director present shall have one (1) vote in Board Meetings

• In case of a tie, the Chairperson of the meeting shall have a casting (deciding) vote

• In General Meetings, Members shall vote as per their shareholding and entitlement (as registered in the Member Register)

• Proxy voting may be permitted, provided it follows the process as defined under the Companies Act and AOA Clause 48

7. Record Maintenance

• Minutes of every official Board and General Meeting shall be maintained in physical and/or digital form

• Signed copies shall be preserved by the Company Secretary or designated compliance officer

• Voting records and resolution outcomes must be archived for a minimum of 8 financial years, in line with MCA regulations

8. Legal References

• AOA Clause 45 to 52: Defines rules for meeting frequency, quorum, voting, and resolution formats

• Companies Act, 2013: Chapter VII – Covers Board Meetings and Powers

• MOA Clause 3(a): Authorises the company to govern internal structures and approvals through formal resolutions

Final Note

All meetings and resolutions at FSZA must be conducted in accordance with the law and the company’s internal rules. Transparency, participation, and documented approval are critical to the integrity of FSZA’s governance structure.

SECTION 28. (Member Exit, Resignation & Death Procedures)

FSZA Imperial Private Limited recognises that at times, a Member (also known as Shareholder) of the company may exit voluntarily or may cease to continue due to resignation, disqualification, or unfortunate demise. This policy defines the formal steps to be taken in such scenarios to ensure transparency, legal compliance, and protection of the company's interests.

1. Purpose

• To ensure a smooth and transparent process for member exit under any circumstance

• To protect shareholder rights while maintaining statutory records and ownership clarity

• To maintain compliance with the Companies Act, 2013 and FSZA’s Articles of Association (AOA)

2. Voluntary Resignation of a Member

• Any member wishing to resign from the company must submit a formal written resignation to the Board of Directors

• The resignation shall only be valid after acceptance by the Board through a resolution passed at a Board Meeting

• Transfer or surrender of shares held by the resigning member shall be processed as per AOA Clause 17–23

• Necessary filings shall be made with the Registrar of Companies (ROC) within prescribed timelines

3. Transfer of Shares on Exit

• The resigning member may nominate another eligible person to take over their shares, subject to Board approval

• Alternatively, the company may buy back or redistribute the shares among existing members as per availability and consent

• Share transfer deed, stamp duty, and Form SH-4 (if applicable) must be completed in accordance with the Companies Act

4. Exit Due to Death of a Member

• In the event of the death of a member, the legal heir or nominee may apply to the Board for recognition and share transfer

• A copy of the death certificate, succession certificate or probate (as required) must be submitted

• The Board shall verify and approve the transmission of shares through a Board Resolution

• In case of disputes among legal heirs, no share transfer shall be made until legal clarity or court direction is obtained

5. Record Maintenance & Compliance

• The Member Register and Shareholding Ledger shall be updated immediately upon any exit or transfer

• Copies of resignation letters, death certificates, share transfer deeds, and Board approvals shall be securely archived

• ROC filings (DIR-12, MGT-7A or SH-7) shall be done as per regulatory deadlines

6. Board Rights & Discretion

• The Board of Directors reserves the right to accept or reject any resignation or transfer request based on the best interests of the company

• The Board may also initiate member exit under special conditions such as prolonged inactivity, legal disqualification, or breach of contract, after due process

Legal Reference

• MOA Clause 3(a): Grants authority to the company to govern internal membership structure

• AOA Clauses 17–23 & 61: Define member resignation, share transfer, and successor rights

• Companies Act, 2013 – Section 56 & 62: Governs share transfer, resignation, and succession rules

Final Note:

FSZA Imperial Private Limited shall follow all due processes in the event of a member’s resignation or demise, ensuring fairness to the exiting party and continuity of legal and operational structure for the organisation.

SECTION 29. (Visitors, Guests & Entry System Policy)

FSZA Imperial Private Limited is committed to maintaining workplace security and discipline. This policy defines the rules for managing the entry of visitors, guests, and non-employees at all company locations.

🔹 1. Purpose of the Policy
  • To prevent unauthorised access to company premises
  • To protect the safety of employees, data, and assets
  • To ensure discipline in guest handling across all locations

🔹 2. Who Is Considered a Visitor?
  • Personal guests of employees
  • Clients, vendors, auditors, or service engineers
  • Delivery agents, utility technicians, or government officials
  • Any individual not employed or contracted by FSZA

🔹 3. Entry Registration Procedure
  • All visitors must report at the main gate and enter their details in the visitor logbook or digital app
  • A valid government-issued ID must be presented for verification
  • A visitor pass must be issued and visibly worn at all times inside the premises
  • Visitors must be received and escorted by the host employee

🔹 4. Timing and Duration
  • Visitors are permitted only during office hours (10:00 AM to 6:00 PM, Monday to Saturday)
  • Maximum allowed visit duration is 1 hour unless pre-approved by Admin/HR
  • Frequent or repeated visits without official work may be denied

🔹 5. Employee Responsibility
  • The host employee must inform Admin/Security in advance of expected guests
  • Guests must not be allowed to enter sensitive zones (e.g. HR, finance, IT server room)
  • The employee is fully responsible for the guest’s conduct and access

🔹 6. Security & Surveillance
  • All entry and exit shall be monitored via CCTV cameras
  • Visitor logs must be preserved for a minimum of 30 days
  • Security staff must verify all exits and collect the visitor pass at the gate

🔹 7. Prohibited Conduct
  • Entry without ID verification or registration
  • Movement into restricted areas without permission
  • Use of fake or borrowed ID
  • Misuse of visitor pass for collecting documents, devices, or confidential material

🔹 8. Emergency Guidelines
  • In case of fire, threat, or lockdown, visitors must follow evacuation protocols
  • Emergency re-entry will be allowed only after re-verification by security

🔹 9. Governance & Enforcement
  • The Security and Administration teams are responsible for implementing this policy
  • Final approval and exceptions can only be granted by HR Head or CEO
  • Any violation shall be escalated for disciplinary or legal action as required

Final Note:
All employees must cooperate with the Security and Admin team to ensure that all guests and visitors are handled professionally, securely, and in accordance with this policy.

SECTION 30. (Security Guard Roles & Gatekeeping Policy)

FSZA Imperial Private Limited is committed to ensuring the safety of its employees, property, visitors, and confidential data. This policy outlines the roles, behaviour, duty structure, and operational expectations from all security personnel deployed at FSZA sites. The company believes that while discipline is critical, dignity and fair working conditions must be equally protected.

🔹 1. Objective of the Policy
• To define the roles and duties of all security guards assigned to FSZA sites
• To establish a fair and humane shift and break system
• To prevent security lapses, gate-pass misuse, or unauthorised access

🔹 2. Shift Timing & Duty Rotation

FSZA recognises that security personnel are human beings, not machines. Therefore, shift duties are designed to ensure proper rest, food, hygiene, and alertness during duty hours.

The following models may be applied:

➤ Model A – 2-Shift System (12-Hour Shift)
• Day Shift: 8:00 AM – 8:00 PM
• Night Shift: 8:00 PM – 8:00 AM
• Allowed Breaks:
 – 1 Hour Total: Split into 2 Breaks (30 minutes each)
 – Additional 2 short bio-breaks of 10 minutes each per shift
• Each shift must have at least 2 guards present at gate or main points
• No guard will be allowed to perform more than 12 hours duty in one stretch

➤ Model B – 3-Shift System (8-Hour Shift)
• Shift 1: 6:00 AM – 2:00 PM
• Shift 2: 2:00 PM – 10:00 PM
• Shift 3: 10:00 PM – 6:00 AM
• Allowed Breaks:
 – One 30-minute meal break
 – One 10-minute bio break per 4 hours
• Suitable for high-traffic or urban locations with 24x7 access

✅ Weekly Off:
• Every guard is entitled to one day off after 6 continuous working days
• Guard duty chart to be prepared weekly by Security Supervisor and reviewed by Admin

🔹 3. General Duties of Security Guards
• Report on time in full uniform with proper grooming
• Maintain entry/exit registers for visitors, delivery staff, and material movement
• Check visitor ID and issue gate pass or badge
• Check outgoing materials with proper gate pass, verified signatures
• Prevent access to restricted areas unless authorised
• Stay alert and remain at assigned post unless relieved or on break

🔹 4. Behaviour, Uniform & Mobile Use
• Guards must be polite, but firm
• Any form of harassment, sleeping on duty, or leaving post unattended is strictly prohibited
• Use of personal mobile phones during duty is discouraged unless during assigned breaks

🔹 5. Emergency Response
• In case of fire, theft, medical emergency, or conflict — immediately inform Admin/HR
• Follow company’s emergency protocol (as per Section 18)
• Assist in evacuation and secure all main exits

🔹 6. Attendance, Reporting & Handover
• Biometric/manual attendance to be marked at start and end of shift
• Daily duty handover log must be submitted during shift change
• All incidents, guest entries, suspicious behaviour, or access denial must be recorded in the Security Register

🔹 7. Accountability & Disciplinary Action
• Negligence in duty, frequent absence, or refusal to follow protocol will lead to written warning
• Repeated indiscipline may result in removal or legal complaint to the agency
• The company reserves the right to audit guards anytime and review shift logs

Final Statement
Security personnel are the first line of protection and representation for FSZA Imperial Pvt Ltd. While the company expects discipline, it equally values dignity, fair work hours, and human respect for every security guard. All agencies and supervisors must ensure compliance with this policy in both spirit and operation.

SECTION 31. (Biometric Attendance & CCTV Surveillance Policy)

FSZA Imperial Private Limited adopts systems to monitor employee attendance and premises security through appropriate digital and manual tools. This policy outlines current procedures and future implementations regarding attendance tracking and workplace surveillance.

🔹 1. Purpose of the Policy
 • To ensure punctuality, transparency, and operational discipline
 • To safeguard employees, visitors, and company property through authorised surveillance
 • To prepare for smooth transition from manual to digital attendance management

🔹 2. Attendance System

 2.1 Current Attendance Method (Manual)
  • Until biometric system is officially implemented, all employees shall mark attendance through:
   – Manual attendance register (in ink)
   – Time-stamped signature with name and employee code (if applicable)
  • Attendance to be recorded at shift start and end under supervisor observation
  • Manual record will be submitted to HR/Admin daily for verification

 2.2 Future Implementation – Biometric System
  • FSZA plans to implement biometric attendance (fingerprint/face recognition) in future phases
  • Upon rollout, every employee will be trained and enrolled into the biometric system
  • Once active, biometric punching will be mandatory and will override manual methods
  • Proxy attendance or bypassing the system will be treated as misconduct

 2.3 General Rules
  • Late arrival beyond 15 minutes without intimation will be considered irregular
  • Attendance records (manual or digital) will be used for salary processing and leave calculation
  • In case of biometric machine failure, manual backup will be allowed temporarily with supervisor signature

🔹 3. CCTV Surveillance System

 3.1 Zones Covered
  • Entry/Exit gates, reception, corridors, stock/storage rooms, parking areas
  • No CCTV installation inside washrooms, pantry, or changing rooms

 3.2 Data Storage & Usage
  • All footage will be stored for a minimum of 30 days
  • Access restricted to HR/Admin/CEO only
  • May be used for disciplinary review, safety checks, or legal audit

 3.3 Ethics & Privacy
  • Cameras are for security and not for harassment or employee micromanagement
  • Employees will be informed of all surveillance zones at joining

🔹 4. System Maintenance

 • CCTV and biometric equipment (once installed) will be maintained by the Admin or IT team
 • Any faults or interruptions must be reported within 24 hours
 • Regular checks and data storage backups to be reviewed monthly

Final Note:
Currently, FSZA follows a manual attendance system. However, biometric tracking will be introduced soon to enhance punctuality and reduce manual errors. All employees are expected to follow the current system responsibly and shift to the new system as and when notified. CCTV usage remains active and governed under standard surveillance protocol.

SECTION 32. (Grievance Redressal & Whistleblower Safety Policy)

FSZA Imperial Private Limited is committed to providing a respectful, transparent, and accountable workplace. This policy ensures that every employee has the right to raise genuine concerns or complaints without fear of retaliation, and that each concern is addressed in a fair and time-bound manner.

🔹 1. Objective of the Policy
• To provide employees a safe platform to report problems related to work, conduct, or policy violations
• To protect whistleblowers who disclose unethical or illegal activity within the organisation
• To promote a healthy work culture based on trust, transparency, and accountability

🔹 2. Scope of the Policy
• This policy applies to all full-time, part-time, contractual, intern, and volunteer members of FSZA
• Concerns may include:
 – Harassment, discrimination, or abusive behaviour
 – Unfair treatment, demotion, salary issues
 – Safety hazards or violation of company policy
 – Fraud, theft, or misuse of company property
 – Bribery, corruption, or legal violations

🔹 3. Grievance Reporting Process

3.1 Channels of Complaint
• Employees may raise complaints to any of the following:
 – Immediate supervisor or manager
 – Human Resources Department (in person or via email)
 – Grievance Cell (if constituted)

3.2 Format of Complaint
• Complaints should be submitted in writing (letter or email)
• Anonymous complaints may be considered if backed by proof
• Complaint must include:
 – Nature of grievance
 – Name(s) involved (if applicable)

– Date, time, and location
 – Evidence or witnesses (if any)

3.3 Timeline for Resolution
• Acknowledgement within 48 hours of receiving complaint
• Internal inquiry initiated within 5 working days
• Final response issued within 15 working days (or as per case complexity)

🔹 4. Whistleblower Safety

4.1 Protection from Retaliation
• Any employee who reports illegal, unsafe, or unethical activity in good faith shall be protected from demotion, dismissal, or victimisation
• The identity of whistleblowers will be kept confidential to the maximum possible extent

4.2 Escalation
• If the concern involves top-level management, employees may directly write to the Board of Directors
• Serious cases may be escalated to legal or external inquiry with approval of the CEO

🔹 5. Committee & Documentation

• FSZA may form an Internal Grievance Committee (IGC) to handle complaints professionally
• All reports, decisions, and inquiry notes shall be confidentially maintained by HR
• Quarterly summaries (excluding personal details) may be submitted to the Board for governance review

🔹 6. False Complaints & Misuse

• Any complaint found to be intentionally false, fabricated, or done to harass others will be treated as misconduct
• Such cases may result in disciplinary action including written warning, suspension, or termination

Final Note:
FSZA encourages a transparent work culture where employees can raise their voice without fear. The company guarantees fair hearings and non-retaliation to any employee who raises a genuine concern under this policy. All departments and managers are required to fully cooperate during any grievance or whistleblower investigation.

SECTION 33. [Company-Assigned Travel (Domestic & International) Policy]

FSZA Imperial Private Limited encourages structured, safe, and compliant travel when employees are required to work outside their base location. This policy defines the approval, documentation, and support system for all official employee travel, whether within India or abroad.

🔹 1. Purpose
• To establish a standard procedure for employee travel on official duties
• To ensure employee safety, legal compliance, and proper record-keeping
• To clarify roles, approvals, reimbursements, and responsibilities before, during, and after travel

🔹 2. Travel Approval Process
• All travel related to company work must be pre-approved in writing by the Reporting Manager, Admin Head, or CEO
• Approval request must include:
 – Travel purpose
 – Destination(s)
 – Duration
 – Estimated cost
• Verbal approval is only permitted in emergencies, and must be followed by written confirmation within 24 hours

🔹 3. Identity, License & Government Clearance
• For domestic travel, employees must carry:
 – Valid government-issued photo ID
 – Company-issued ID card
 – Written travel authorisation or duty letter
• For international travel:
 – FSZA will issue an Official Invitation Letter
 – Company will assist with visa processing, NOC, and formal clearance
 – The employee must cooperate in providing passport and other documents in time

🔹 4. Company Assistance
• The company may provide:
 – Advance amount for travel expenses (if approved)
 – Pre-booked flight/train/bus tickets
 – Hotel/lodging support through partner vendors
 – International travel insurance (mandatory)
• All expenses must follow FSZA’s approved cost policy

🔹 5. Travel Reporting & Reimbursement
• Within 3 working days of return, the employee must submit:
 – Duty Completion Report
 – Expense Sheet with original bills
 – Boarding pass, tickets, or invoices
• Reimbursements will be processed only after verification by Admin & Finance teams

🔹 6. Exceptions
• Personal travel costs during official duty (e.g. sightseeing, personal shopping) will not be reimbursed
• Any unauthorised extension or deviation from route without approval will lead to deduction or rejection of claim

Final Note
All employees must follow this policy while traveling for FSZA work. This ensures legal safety, internal transparency, and cost accountability. Non-compliance may result in delay or denial of reimbursement and possible disciplinary action.

SECTION 34. (GPS Tracking Policy for Work-Related Travel & Employee Safety)

To ensure the safety and accountability of field-based operations, FSZA Imperial Private Limited adopts GPS tracking for all employees travelling on official assignments. This policy outlines how, when, and why GPS will be used during business travel.

🔹 1. Purpose
• To ensure employee safety during offsite duties and field visits
• To improve transparency and route verification for business travel
• To prevent misuse of time, route, or company funds during work-related trips

🔹 2. Applicability
• This policy is applicable to:
 – All field staff, donation officers, outreach volunteers and any employee travelling for FSZA work
 – All company-approved domestic and inter-state travel
 – International travel (where FSZA tracking apps are supported)
• It does not apply during non-working hours or personal time

🔹 3. Device & App Usage
• Employees must activate real-time GPS tracking on the official FSZA app during working hours when assigned travel
• In absence of the app, a company-issued GPS-enabled phone or device may be provided
• Employee location data will be visible to authorised HR/Admin personnel only

🔹 4. Data Privacy & Usage
• FSZA will only use GPS data for:
 – Verifying duty hours and route taken
 – Processing travel reimbursements
 – Emergency safety check-ins (e.g., delay or unreachability)
• GPS data will be stored for 30 days only unless involved in a complaint/investigation
• No data will be used for personal surveillance or punishment without just cause

🔹 5. Employee Rights
• Employees may raise privacy-related concerns or request exceptions in writing to HR
• No tracking will be active outside company duty hours or on weekly off unless explicitly approved for emergency assignments

🔹 6. Disciplinary Clause
• Intentional disabling of GPS, faking location, or using proxy devices may lead to:
 – Written warning
 – Rejection of reimbursement
 – Disciplinary action in severe or repeated cases

Final Note
FSZA adopts GPS technology not to monitor individuals, but to build a culture of field discipline, employee safety, and financial transparency. All employees must cooperate with this system while on duty to protect both the company’s and their own interests.

SECTION 35. (Financial Misconduct & Salary Deduction Policy)

This policy outlines the conditions under which FSZA Imperial Private Limited may impose salary deductions on employees for proven cases of misconduct that result in direct or indirect harm to the company.

🔹 1. Purpose
• To deter deliberate misconduct or behaviour that causes damage to the company
• To enforce financial accountability among employees
• To ensure that serious violations are dealt with through transparent, fair, and proportionate penalties

🔹 2. Scope of Application
• Applicable to all employees (full-time, part-time, field staff, interns, contractual)
• This policy covers financial consequences of misconduct, including but not limited to:
 – Physical fights or violence on premises
 – Verbal abuse leading to workplace disruption
 – Deliberate damage to company property or reputation
 – Fraudulent activity, theft, or data tampering
 – Gross negligence resulting in legal or financial loss to FSZA

🔹 3. Warning & Investigation Process
• Before any salary deduction is imposed:
 – A formal written warning must be issued after each violation
 – Only after two documented warnings for similar misconduct will this deduction clause be activated
• FSZA shall conduct a fair investigation with:
 – Evidence review (CCTV, witness, written complaint)
 – Internal hearing by HR and Reporting Manager
• The accused employee will be given an opportunity to present their side before action is finalised

🔹 4. Salary Deduction Rule
• On confirmation of severe or repeated misconduct, the company may deduct up to 35% of one month’s gross salary of the concerned employee
• This deduction is a one-time financial penalty and shall be imposed only after:
 – Two prior written warnings
 – Verified and documented evidence of misconduct
 – Approval by HR Head and CMD/Board of Directors
• The salary deduction shall be reflected in the same month’s payslip with reason and reference code

🔹 5. Documentation & Records
• All such deductions will be:
 – Documented in the employee’s HR file
 – Communicated in writing via official warning letter
 – Signed by HR and Director (or their authorised representative)

🔹 6. Exceptions
• No deductions will be made for unverified, anonymous or uninvestigated claims
• Repeated offences after this deduction may result in suspension or termination, as per Section 20 of this handbook

Final Note:
Financial penalties are not imposed lightly. They are applied only in cases where an employee’s deliberate action or aggression has harmed the company’s interest or workplace peace. FSZA commits to use this clause responsibly, fairly, and as a last resort after warnings and inquiry.

Declaration & Signature Page

I, the undersigned, do hereby declare that I have received, read, and understood the FSZA Imperial Private Limited – Official Company Policy Handbook (2025 Edition). I agree to comply with all rules, responsibilities, procedures, and standards as mentioned in the policy.

I acknowledge the following:

1. This policy applies to me regardless of my department, designation, work location, or employment type (full-time, part-time, intern, or contract).

2. Any violation of this policy may lead to disciplinary action, including warnings, suspension, salary deduction, or termination depending on the severity and findings of inquiry.

3. In case of any confusion or difficulty in understanding any section of the policy, I will consult the HR Department for clarification.

4. The Board of Directors reserves the right to modify, update, or revoke any section of this policy at any time, and I am expected to stay informed about such changes as officially communicated.

5. This signed declaration shall be retained by the Human Resources Department and may be referred to during any internal or legal proceedings.

Employee Declaration:

Full Name of Employee: ___________________________________________

Employee ID (if any): _____________________________________________

Department / Designation: _________________________________________

Location / Branch: ________________________________________________

Date of Joining: _________________________________________________

Signature of Employee: ____________________________________________

Date of Signature: ________________________________________________

Verified and Received by HR/Admin:

Name: __________________________________________________________

Designation: _____________________________________________________

Signature: _______________________________________________________

Date: ___________________________________________________________

Management Acknowledgement:

Signed and approved by:

CMD / Director Name: _____________________________________________

Designation (CMD / Director): _______________________________________

Signature: _______________________________________________________

Date: ___________________________________________________________