National Insurance Company Limited HR Manual 2017 Volume II PDF

NATIONAL INSURANCE COMPANY LIMITED Regd. & Head Office: 3, Middleton Street, Kolkata- 700071 Website: WWW.nationalinsuranceindia.com PERSONNEL MANUAL 2017: VOL- II  NATIONAL’S HR MANUAL 2017 VOLUME-II HR MANUAL 2017...

NATIONAL INSURANCE COMPANY LIMITED Regd. & Head Office: 3, Middleton Street, Kolkata- 700071 Website: WWW.nationalinsuranceindia.com PERSONNEL MANUAL 2017: VOL- II  NATIONAL’S HR MANUAL 2017 VOLUME-II HR MANUAL 2017 VOLUME – II Employees’ Benefits : Page No. 1 Leave Rules 3 2 Leave Encashment during service 37 3 Travelling/Halting Allowance on Tours 38 4 Transfer Benefits 53 5 Leave Travel Subsidy 64 6 Residential Accommodation 79 7 Medical Benefit Schemes 111 8 Lump Sum Payment for Domiciliary Treatment 135 9 Facility of General Medical Check-Up 140 10 Ex-Gratia Reimbursement of Medical Expenses to Employees for 141 High Cost/Protracted Treatment 11 Incentive for Family Planning 146 12 Conveyance Facilities 149 13 Group Personal Accident Policy for Employees of the Company 178 14 Benefits for Employees meeting with Accident whilst on duty 180 15 Housing Loans 181 16 Vehicle Loan 204 17 Festival Advance 227 18 Flood/Drought Advance 230 19 Education Loan 236 20 Reimbursement of cost for Briefcase/ Leather bags 245 21 Reimbursement of cost of Newspaper & Periodicals 246 22 Uniforms 247 23 Training & Awards for Promotion of Hindi 251 24 Part Time Employees 253 25 Ex-gratia in lieu of Bonus 256 26 Honorarium, Functional Allowance & Conveyance for officers & 258 visiting faculties in Training Centres 27 Dr.B R Ambedkar Trust 260 Terminal Benefits : 1 Payment of Gratuity 261 Page | 1  NATIONAL’S HR MANUAL 2017 VOLUME-II 2 Provident Fund 266 3 National Pension Scheme (NPS) 271 4 Encashment of Leave 278 5 Group Saving Linked Insurance Scheme(GSLIP) 279 6 Claiming Pension 283 6 Group Insurance Scheme(GIS) 288 7 Group Term Insurance Scheme(GTIS) 290 8 Guidelines on Settlement of Terminal Dues 297 9 Felicitation on Retirement 300 10 Control Register for Terminal Benefits 301 Miscellaneous 1 Hours of Work and Attendance 302 2 Observation of NI Act. 306 3 Change of Name of employee 306 4 No Objection Certificate for Passport/Visa 307 5 Vigilance Clearance 314 6 Determination of Service. 316 7 Salary/Service Certificate 321 8 Identity Card to Employees 323 9 Personal File/Service Book 325 10 Handing Over Charge on Transfer 326 11 Classification of Cities 330 12 Verification of the claims of SC/ST/OBC 334 13 Verification of Date of Birth of employees 337 14 National Insurance Company Employees Grievance Redressal 338 Forum (NICEGRF) 15 Canteen Facilities 343 Page | 2  NATIONAL’S HR MANUAL 2017 VOLUME-II ADMINISTRATIVE INSTRUCTIONS ON LEAVE( For all classes of Staff ) 1. General Principles Governing Grant of Leave: The following general principles shall govern the grant of leave to employees : (a)Leave cannot be claimed as a matter of right. (b) Leave shall be availed of only after sanction by the competent authority, but one day’s casual leave may be availed of without prior sanction in case of unforeseen emergency, provided the head of the office is promptly advised of the circumstances under which prior sanction could not be obtained. (c) In case of exigencies of work, it will be open for the competent authority, to refuse, revoke or reduce leave of any description. Explanation: Sanction of leave shall not be presumed and leave asked for shall not be availed of unless it has been specifically sanctioned by the competent authority. (d) During the period of leave, an employee shall not take up any service or accept any employment. (e) During the period of suspension, an employee shall not be granted any leave. However, during the pendency of disciplinary proceedings, the Competent Authority may grant leave. (f) Sundays and / or holidays may be prefixed and / or suffixed to any kind of leave, but intervening Sundays and holidays are counted as a part of leave, but only in case of Casual Leave, Intervening Holidays between 2 CLs not to be taken into account. (g) No Leave shall be granted in continuation of or in conjunction with any other type of leave, except the following : (1) Casual Leave in continuation of or in conjunction with Examination Leave, Quarantine Leave or Leave on Loss of pay. (2) Earned Leave in continuation of or in conjunction with Sick Leave, Maternity Leave, Examination Leave, Quarantine Leave, or Leave on Loss of Pay; (3) Sick Leave in continuation of or in conjunction with Earned Leave, Maternity Leave, Quarantine Leave or Leave on Loss of Pay; (4) Maternity Leave in continuation of or in conjunction with Earned Leave, Sick Leave, Quarantine Leave or Leave on Loss of Pay; Page | 3  NATIONAL’S HR MANUAL 2017 VOLUME-II (5) Examination Leave in continuation of or in conjunction with Casual Leave, Earned Leave, Maternity Leave, Quarantine Leave or Leave on Loss of Pay; (6) Quarantine Leave in continuation of or in conjunction with Casual Leave, Earned Leave, Sick Leave, Maternity Leave, Examination Leave or Leave on Loss of Pay; (7) Leave on Loss of pay in continuation of or in conjunction with any other type of leave. (h) Before proceeding on leave, every employee shall intimate to the competent authority his address while on leave, and shall keep him informed about any change in his address while on leave. (i) Before leaving headquarters, every employee will have to obtain from the competent authority permission of leaving headquarter. (j) Over-stayal beyond the sanctioned leave shall be treated as leave on loss of pay unless the concerned employee has got the extension of his leave sanctioned (by the competent authority) before the expiry of the leave already sanctioned. However, before treating such unauthorised absence as leave on loss of pay, the competent authority shall satisfy himself that there were no extenuating circumstances which prevented the employee from obtaining prior sanction for overstayal. (k) An employee is expected to avail of leave granted, fully, before resuming duty unless he is recalled for office exigencies. An employee on leave cannot return to duty before the expiry of such leave except with the permission of the competent authority. (l) Except when an employee is on leave on loss of pay, the increment falling due during the period of leave shall be granted from the due date. (m) No leave of any kind can be granted to an employee during the notice period while tendering resignation from service or opting for VRS. In case he/she availed leave during notice period he/she may be treated as LOP. However, grant of proportionate casual leave may be considered. 2. Casual Leave: (a) In a calendar year, an employee may be granted casual leave for a maximum of 12 days. (b) During the calendar year in which an employee joins service, he shall be allowed casual leave for a maximum number of days obtained by dividing the number of days from the date of joining to 31st December (both inclusive), by 30. Page | 4  NATIONAL’S HR MANUAL 2017 VOLUME-II During the calendar year in which an employee retires from service, he shall be allowed casual leave upto a maximum obtained by dividing the number of days from 1st January to the date of retirement (both inclusive) by 30. In both the above computations, fraction less than half shall be ignored, and that equal to or more than half shall be treated as half. (c)On any working day, Casual leave may be availed of either for the pre-lunch session or the post-lunch session only. Such leave shall be treated as half-a- day’s casual leave. Half-day Casual Leave for a maximum of 6 occasions may be allowed. (d)Balance Casual Leave remaining unutilised as on 31st December each year shall lapse. (e)Maximum number of CL that can be availed at a stretch is five. (f) Any Leave including Extraordinary Leave (on Loss of pay) duly sanctioned by the Competent Authority will not affect the calculation of Casual Leave. 3. Restricted Holiday: The amendment in para 9 of the Rationalization Scheme for Supervisory, Clerical and Sub-ordinate staff has the effect of providing the employees w.e.f. 01.01.2006, an option of availing not more than two Restricted Holidays in a Calendar year as per his choice, out of the list of Restricted Holidays declared by the Central Government from year to year subject to such choice being submitted by the employee to the Company before commencement of the calendar year concerned.RH can be availed in continuation/conjunction with CL, EL , MEDICAL LEAVE and MATERNITY LEAVE. 4. Earned Leave: (a)This leave is earned by duty. Explanation : “Duty” shall mean the period spent in the service of the Company but shall not include the periods of leave other than casual leave, quarantine leave, examination leave and trade union leave. (b)The earned leave shall accrue at the rate of one day for every eleven days of duty and can be accumulated upto a period of 240 days. (c) EL should start and end on a working day only. Page | 5  NATIONAL’S HR MANUAL 2017 VOLUME-II (d) Subject to a minimum of six days at a time and a maximum of 120 days at a time, the earned leave can be granted as and when it accrues. (e) It is expected that to meet contingencies of casual absences of short duration, employees avail Casual Leave and Earned Leave should be used for absence of longer duration of six days or more giving prescribed advance notice. Therefore, the Earned Leave for less than six days is not to be ordinarily granted. However, the Competent Authority who normally sanctions Earned Leave may in genuine pressing situations consider such requests for shorter duration, Earned Leave on not more than two occasions in a calendar year. Before granting such leave, the Competent Authority may take into account merits of individual requests, grounds on which such requests are made and such other relevant factors. Request for grant of Earned Leave for shorter duration beyond two occasions in a calendar year may be considered only by the Officers not below the rank of Scale VI/Scale V if the overall leave record of the employee is satisfactory and the grounds seeking such leave are found to be genuine and compelling. Explanation: The term “shorter duration” for the purpose of this circular shall mean a period of less than six days. It will be observed from Para 10 of the Rationalisation Scheme that leave cannot be claimed as a matter of right. As per explanation in Para 10 (2), sanction of leave may not be presumed and leave asked for should not be availed of unless it has been specifically sanctioned. Therefore, if an employee exhausts his entire Casual Leave during the year, it is necessary that he seeks sanction of Earned Leave for the absence for which no other kind of leave can be permissible. If an employee cannot be granted Earned Leave requested for a short duration, such absence will be treated as leave on loss of pay. (f) If it is noticed that an employee has been applying for earned leave for short duration after exhausting the casual leave in the early part of the calendar year, his attention should be drawn to the fact that exhausting of casual leave does not automatically entitle him to earned leave of short durations and that the competent authority may refuse to grant him such leave. (g) An employee is required to submit in writing to the competent authority, the application for earned leave at least 15 days advance of the date on which he intends to proceed on earned leave. For sufficient and valid reasons, the competent authority may at its discretion reduce or waive the period of notice. (h) If an employee requests the conversion of the sanctioned earned leave into sick leave from the date of his / her sickness duly supported by medical certificate, there should be no objection to such conversion, provided, however, that the sick leave is otherwise due and admissible to him and that there is no doubt as to the genuineness of his / her sickness. Page | 6  NATIONAL’S HR MANUAL 2017 VOLUME-II (i) During the Induction training period, employee on probation will not be granted Earned Leave though it will accrue to his/her credit to be availed after completion of training period. 5. Sick Leave: (a)Sick leave is earned at the rate of 30 days on half-pay basis for each ‘completed’ calendar year of service, and can be accumulated upto a period of 240(half pay) days. (b)In calculating accrual on any given date only completed years and not part of a year or days as in the case of earned leave shall be taken into account. Any leave excluding leave without pay availed of does not affect the calculation. (c)Sick leave can be granted to an employee only on production of a medical certificate from a Registered Medical Practitioner, which term would include Homeopathic, Ayurvedic and Unani doctors also, provided they are registered medical practitioner. (d)The certificate should state as clearly as possible the diagnosis and probable duration of treatment. (e)An employee on medical leave cannot be allowed to resume duties without producing a Certificate of fitness from the attending registered Medical Practitioner. (f)The competent authority may, at his discretion, secure a second medical opinion either for grant of leave or for satisfying that the employee is fit to resume duty, from a medical examiner of the Company, if considered necessary. The cost of such second medical examination will be borne by the Company. (g)During the calendar year in which an employee joins service, his sick-leave account shall be credited at the end of the year with sick-leave equal to number of days obtained by dividing the number of days from the date of joining to the following 31st December (both inclusive) by 12. During the calendar year in which an employee retires from service, his sick- leave account shall be credited at the beginning of the year with sick-leave equal to number of days obtained by dividing number of days from the 1 st January to the date of retirement (both inclusive) by 12. In both the above computations fractions less than half shall be ignored and that equal to or more than half shall be treated as one. (h) An employee on sick leave shall draw leave salary equal to half the aggregate of basic pay, special pay and personal pay. In addition, such employee shall also draw dearness allowance, house rent allowance, city compensatory allowance and hill station allowance (wherever applicable) Page | 7  NATIONAL’S HR MANUAL 2017 VOLUME-II appropriate to half the aggregate of such basic pay, special pay and personal pay. The period of sick leave on half pay may be converted into sick leave on full pay at the option of the employee and in such cases twice the amount of such leave shall be debited against the half pay leave account of the employee. 6. Special Sick-leave for 9 Major Disease : If an employee is suffering from any of the nine major diseases of Cancer, Leprosy, T.B., Paralysis, Brain Tumer, Cardiac Ailment, Kidney disease, AIDS or Mental disease, he/she may be allowed special sick leave on half pay for a period not exceeding 6 months if he/she has to his/her credit no sick leave admissible to him/her. Regional-in-Charge/DGM is the authority to sanction such leave. 7. Advance Sick Leave : The following guidelines shall govern the sanction of Advance Sick Leave: (a) Advance Sick Leave can be considered only in respect of a confirmed employee of the Company and that too in exceptional cases of genuine hardship. (b) Before making any such reference to HO, the employee’s leave record should be examined to ensure that he/she has not been utilizing CL/EL/SL as a matter of habit, in which event request for advances Sick Leave is not to be considered. However, the CL/EL/SL, utilized for the sickness concerning the current application will not be a bar. (c) Normally, Advance Sick Leave will be granted on the merits of each case and restricted to maximum 180 days on half pay basis without conversion to full pay basis. Employees requiring leave for more than the above period should be on Loss of Pay. (d) As a matter of rule, only 50% of the Advance Sick Leave applied can be considered on half pay basis while the balance will have to be treated as Leave on Loss of Pay. This facility for Advance Sick Leave will generally be available only once in the entire career. However, in case of major accident or illness, 2nd application during the career may be considered. (e) Accident/disease must be of serious nature “not covered by the major disease provision” as contained in provision to Paragraph 10(5) of Class III/IV Rationalisation Scheme. The disease must not be chronic in nature. (f) Leave so asked for must bear relevance to the severity of the disease and the recommendation of Medical Authority. Page | 8  NATIONAL’S HR MANUAL 2017 VOLUME-II (g) The employee should have sufficient period of service left to his/her credit so that the leave so granted may be adjusted against future accrual of Sick Leave/Earned Leave. (h) Advance Sick Leave, if granted, will have to be adjusted against future accrual of entire Sick Leave and 50% of Earned Leave with consent of the employee. In case of cessation of service for any reason, unadjusted advance leave should be set off against balance Sick Leave or Earned Leave on the date of such cessation. If it cannot be adjusted in full, the salary equivalent for the unadjusted portion of Advance Sick Leave should be deducted from the terminal dues payable to the employees/dependants. The salary equivalent shall be on the basis of terminal salary. (1) Each such case should be referred to H.O. Before forwarding any request of the employee for grant of Advance Sick Leave, each such request should be accompanied by the following documents: i. The employee’s application seeking advance Sick Leave ii. Date of birth of the employee. iii. Date of appointment. iv. Past 5 years detailed record of all types of leave. v. Certificates issued by Medical Authorities during sickness indicating nature of sickness, required duration of absence from duty etc. vi. Recommendations of the Regional In-charge. vii. Such application of the employees along with independent report of the Company’s nominated doctor and the DGM/CRM’s recommendations, in the prescribed format, should be sent to H.O. (2) Application for Advance Sick Leave should be sent within 3 months from the date the employee had resumed duty on recovery. 8. Maternity Leave: (a)Maternity leave may be granted to female employees including probationers having less than three living children. (b)In case of a female employee having three or more children no maternity leave is available, but she can be granted earned leave, and if earned leave is not admissible, she can be granted sick leave. In case of both earned leave and sick leave not being admissible she may be granted leave on loss of pay. (c)Maternity leave shall be allowed on production of medical certificate from the medical attendant. Page | 9  NATIONAL’S HR MANUAL 2017 VOLUME-II (d)A female employee is entitled to maternity leave not exceeding 180 days in respect of each confinement. The spread of leave between prenatal and post- natal periods will be left to convenience of the employee. (e)In case of miscarriage, a female employee shall be entitled to maternity leave with pay, for a period not exceeding six weeks immediately following the day of miscarriage. (f) The miscarriage leave will be given to a female employee only when she is entitled to get maternity leave. If the employee already has three living children, she is not entitled for miscarriage leave. (f) The maximum Maternity Leave that can be granted to a female employee shall not exceed 12 months including miscarriage/ Medical Termination of Pregnancy during the entire period of service. NOTE: “Miscarriage means expulsion of the contents of a pregnant uterus at any period between twelve weeks to twenty-six weeks of pregnancy and shall include abortion performed during the above period by an authorised gynecologist. (g)It would be in order to grant special leave allowed for any operation for family planning in addition to any normal leave that the employee may avail at the time of operation. Accordingly, special leave for family planning operations should be granted to the female employees in addition to the maternity leave, if the operation has been carried out during the period of Maternity Leave. 8.1 Adoption Leave: The maternity leave for adoption of a child shall be subject to the following conditions. a) The leave may be granted once during the service to a childless female employee for legally adopting a child who is below one year of age. b) The maximum period of leave will be two months or till the child reaches the age of one year, whichever is earlier. c) The leave will be granted for adoption of only one child. d) The leave shall be granted subject to the condition that the adoption of a child is through a proper legal process and on submission of a certified true copy of adoption deed to the Company. 9. Examination Leave: Page | 10  NATIONAL’S HR MANUAL 2017 VOLUME-II (a) Examination leave shall be granted to employees including those on probation appearing for insurance examinations conducted by or on behalf of the Federation of Insurance Institutes, Bombay, the Chartered Insurance Institute of Actuaries, London, and such other bodies conducting insurance examination and also for intermediate and Associateship / Fellowship examinations conducted by the Institute of Chartered Accountants of India and the Institute of Costs and Works Accountants of India. (b) The examination leave shall be granted to cover the day(s) of the examination and in case it is necessary to travel to a different place from the place of work to write the examination, it shall also be granted to cover the minimum journey time to the nearest centre and return. (c) Casual or Earned Leave may be granted for the day(s) between two examinations. In case an employee does not have either casual leave or earned leave to his credit leave on loss of pay may be granted for such day(s). (d) Examination Leave can be granted for the day of the examination only irrespective of whether the examination is in the forenoon or afternoon. (e) The Examination Leave, for appearing in examination conducted by Indian Institute of Insurance, Mumbai, shall not be granted for more than 02 (Two) attempts per subject for an employee. 9. Quarantine Leave: (a) Quarantine Leave is leave of absence from duty necessitated by orders not to attend office in consequence of the presence of infectious disease in the household of an employee of the Company. (b) The quarantine leave should not be granted unless the ‘medical officer’, looking to the infectious nature of the disease considers it necessary to quarantine the member of the household suffering from the infectious disease. Explanation : The term ‘medical officer’ mean medical-officer-in-charge of any Government Civil or Military or Municipal Hospital or Dispensary. (c) The employee must, in the first instance, report the presence of the infectious disease in his house-hold immediately after it is detected and submit a medical certificate from the “Medical Officer” to the effect that a member of his household has been quarantined. (d )On production of certificate referred to in (c) above, the competent authority would pass orders that the employee should not attend the office for the relevant period recommended in the medical certificate. Any earned leave sanctioned to the employee for that period would be cancelled. Page | 11  NATIONAL’S HR MANUAL 2017 VOLUME-II (e) If the employee does not promptly intimate the detection of the infectious disease in his house-hold he would not be eligible to have the earlier period (i.e. the period prior to the intimation of the disease) to be treated as quarantine leave. (e) If an employee reports about the presence of an infectious disease after he rejoins duty, he would not be eligible to have his absence for the period treated as quarantine leave. (f) If an employee himself is suffering from an infectious disease, no quarantine leave shall be admissible, but he may be allowed sick leave, and if sick leave is not admissible, he may be allowed earned leave, and if both sick leave and earned leave are not admissible he may be granted leave on loss of pay. (g) An employee in whose household the presence of an infectious disease is detected, should produce a certificate prior to resuming duty that the concerned patient has been cured and is no more an infectious stage and the employee himself is fit to resume duties. (I) Cholera, Small Pox, Plague, Diphtheria, Typhus Fever and Cerebrospinal meningitis are considered as infectious disease for the purpose of quarantine leave. In addition, quarantine leave may also be granted for such diseases as are declared by the concerned State Government as infectious diseases in the area. If necessary, the above information may be obtained from the State Government concerned. Chicken Pox is not itself considered so infectious as to warrant quarantining a patient. Hence the request for the grant of quarantine leave due to attack of chicken pox cannot be considered. 10. Employees Suffering from T. B. (a)Before allowing an employee who was suffering from tuberculosis to resume duty, it is necessary, with a view to safeguarding the health of other employees to ensure that the employee concerned is free from infection. (b)For this purpose the office should arrange to get at the expense of the Office, an X-ray, and E.S.R. and a Sputum Report (Culture report is not necessary), and refer these report to a physician of repute at the headquarters of Divisional Office for opinion whether the employee concerned is free from infection. (c)The employee should be allowed to resume duty if the “physician’s” report states that the employee is fit to resume duty. (d)If the physician expresses any doubt, the employee should not be allowed to resume duty, and instead be asked to appear for a fresh medical examination after an interval of time suggested by the physician. Page | 12  NATIONAL’S HR MANUAL 2017 VOLUME-II (e)After the lapse of the prescribed time, the procedure detailed above will be again gone through and the cost of reports will again be borne by the office. 11. Trade Union Leave (a)Special leave for bonafide trade union work may be granted up to a maximum of 15 days per year, excluding actual journey time, to each of not more than 15 persons belonging to a recognised union and nominated by such union. (b)Special leave for similar purpose may also be granted upto a maximum of 10 days per year, excluding actual journey time, to each of not more than 20 other persons belonging to the recognised union referred to in clause (a) and nominated by such Union. 12. Authorised absence from duty:- An employee may be allowed to remain absent and still be treated as on duty under the following circumstances : a) upto a maximum of 6 days for undergoing vasectomy or salpingectomy operation for family planning purpose. (b)Upto a maximum of 14 days to a female employee for undergoing puerperal and non-puerperal sterilisation for family planning purposes. (c)One-day to a female employee for I.U.C.D. insertion for family planning purposes. (d)Upto a maximum of 15 days in a year for camp duties by employees who have been permitted to join Home Guards Organisation. As regards absence of employees for the Home Guards Emergency Duties, it has been decided that the employees required to attend emergency duties may be treated on duty for the period of their absence. Though keeping in view the national importance of such emergency duties, it may not be feasible to put any limit on the period of absence to be treated as on duty, yet it will be advisable if the employees give proper intimation to the Office preferably in advance or at least immediately after proceeding on such duties. Appropriate steps shall, however, be taken to ensure that day to day work of the offices should not be affected. The above special leave may be granted only if the concerned employees produce a certificate from Home Guards Authorities certifying that they attended the said training. The facilities similar to these given to the employees for joining Home Guards Organisation maybe given to the employees for joining Territorial Army. Page | 13  NATIONAL’S HR MANUAL 2017 VOLUME-II (e)Upto a maximum of three days for invigilation work at an insurance examination conducted by the Federation of Insurance Institutes, Bombay Chartered Insurance Institute London, Institute of Actuaries, London, and any other bodies conducting insurance examinations, subject to a maximum of seven days in a year. (f) (i) Upto a maximum of 30 days in a year when the employee participates in a representative capacity in a National or an International event in sports; NOTE : Mountaineering expeditions approved by Indian Mountaineering Federation shall be deemed to be an event in sports as stated above, and (ii) Upto a maximum of 10 days in a year when the employee participates as a duly sponsored candidate of the Company in any important local event in sports; (iii)The total under (i) and (ii) being limited to 30 days in a year. NOTE : (1) A local event is one when a match is played ‘locally’ between the teams belonging to the ‘same’ place. (2) When the tournaments are arranged on an “All India” basis and the teams belonging to different States take part in such tournaments, they will be ‘national’ events, such as Ranji Trophy, All India Hockey, All India Football Tournament, etc. (3) Olympic games and Asian games are examples of “International” events. (4) “Participants in the game” would include ‘referees’ and ‘time keepers’ but not ‘Managers’ or office bearers of committees or Club arranging such tournaments. (g) On days on which the employee, though willing and fit to attend office, is prevented from attending the office by the operation of law, e.g., the imposition of curfew either in the area of his residence or in the area where the office is situated. (h) As for the treatment of absence of the employees participating in the Republic Day parade at New Delhi, in a representative capacity, the following guidelines are issued : Up to a maximum of 25 days in a year for participation in the Republic Day parade at New Delhi in a representative capacity. NOTE: Participation in the Republic Day parade also includes the periods of rehearsal / training connected with cultural programs and also participation in a capacity of a member of the St. John Ambulance Brigade. Page | 14  NATIONAL’S HR MANUAL 2017 VOLUME-II (i) On days on which the employee attends the conference of the Federation of Insurance Institute and also for the period of journey which the employee may have necessarily to undertake for the purpose of attending the conference and for returning to his place of working. In terms of the above proviso, the employees who attend conference of the Federation of insurance Institute as Council Members, delegates of various institutes, Paper Readers and Special invitees of the Federation only are to be treated as ‘on duty’. Special Leave may be granted to employees who have been nominated to represent the Associate Institutes of the Insurance Institute of India as non-corporate members of the Administration Committee and the Board of Education for the days they attend the meetings of the Board of Education Administration Committee and for the period of journey. (j) (1) The Company may declare the respective polling day(s) in the particular area(s), as an additional paid holiday if it does not fall on a Sunday, or on a paid holiday, provided the State Government where the office is situated, has also declared that day as a local holiday in that area. (2) The Company may also permit its staff detailed on election duly to remain away from their normal duty on the polling days and also on days required for journey in connection with the polls. (3) One day’s special casual leave may also be granted to the staff (who reside at a place where the date of polling is different from that at the place where their office is situated) on the date of polling at the place of residence where they have to exercise their franchise. (k) The employee who chooses to donate blood as a social cause may be granted a day’s special leave on the day on which he donates blood provided they furnish a certificate from the blood bank or other recognised Blood Collection Centres. The maximum number of days of special leave that can be granted to an employee shall be 10 days in a year. (l) Employees who are ex-service men may be granted special leave up to a maximum period of 15 days including the transit time in both ways whenever they are asked to appear before the Medical Resurvey Board for assessment of their disabilities. (m) Upto a maximum of 5 days for attending the General Body Meeting or Prize Distribution Ceremonies of Kendriya Sachivalaya Hindi Parishad to cover the days of the meeting and the actual time taken for the journey. (n) Facilities to be given to Employees summoned by various courts of Law: Whenever any employee is summoned to appear as witness in the Courts of Law on behalf of or as representative of the Company he may be: Page | 15  NATIONAL’S HR MANUAL 2017 VOLUME-II a) Treated as on duty for the period spent in that regards. b) Paid travelling allowance and halting allowance as for a journey on tour. Provided that he attaches with bill a ‘Certificate of attendance’ given by the Court. Provided further that in case any payment is made by the Court towards his expenses, the same is deposited by him with the Company. 13. Leave on Loss of Pay (Extraordinary Leave): (a) Leave on Loss of Pay may be granted when no other leave is due to an employee. (b) It will not be in order to grant leave without pay to an employee when casual leave or earned leave is due and admissible except when the question of leave once duly sanctioned, is reopened on account of the same having been taken under false pretext or overstayal. (c) Except in exceptional circumstances, the duration of leave on loss of pay shall not exceed 3 months on any one occasion and 6 months during the entire period of an employee’s service. (d) If an employee remains absent beyond the maximum permissible period i.e. 180 days, his or her absence would be treated as unauthorised which as per C.D.A. Rules is a misconduct and action may have to be taken in such cases as per C.D.A. rules. Consideration may, however, be given to the grounds of absence at time of acting in accordance with C.D.A. rules. The R.O.s and the Depts. Of H.O. should forward to H.O. Pers. Deptt.all such cases of unauthorised absence with full details also with medical certificate etc. as per the following format : Year Period of Leave on LOP Reason Remarks (e) (1) If an employee is on leave on loss of pay for the whole year or where he is continuing to remain absent from the previous year on loss of pay beyond 180 days he cannot be given credit for C.L. in the following year as he would be exceeding the ceiling of 180 days leave on loss of pay period and thereby it may be necessary to initiate disciplinary action against him. (2) While calculating the sick leave credit in the succeeding year, the period of leave on loss of pay during the preceding year should be excluded. (f) No salary is admissible during the period of leave on loss of pay. (g) The leave on loss of pay has the effect of postponing the date of normal grade increment of an employee. The normal grade increment will be granted on the Page | 16  NATIONAL’S HR MANUAL 2017 VOLUME-II first day of the month in which the employee completes 365 days service (366 days in the case of leap year) excluding the leave on loss of pay, after the date on which the last grade increment was granted or from the date on which he was placed in time scale. (g) Leave on Loss of Pay during the probationary period to all employees has the effect of postponing the date of confirmation by the number of days of such leave. (i) Unauthorized absence is not to be treated as Extra-Ordinary Leave or Leave on Loss of Pay even though the period of unauthorized absence is also treated as on ‘Loss of Pay’. (j) Treatment of LOP: - a) An employee on Loss of Pay, either for the whole or part of a month will suffer a proportionate reduction from his gross salary. b) Deductions from salary will be dealt with as follows: 1. PF deductions will be in proportion to the basic pay. If the employee is on leave for the entire month, then no PF will be deductible. 2. GSLIP and MEDICLAIM Premium will be remitted in full on behalf of the employee even if he is not entitled to receive any salary for a month. Such amounts shall be recovered from him on his resuming duty or from his terminal benefits, as the case may be. 3. Statutory Deductions from salary like PF, GSLIP, PF Loan, Vehicle Loan deductions, Income tax etc., shall be given preference over amounts deductible on behalf of outside authorities like Co-op dues, NMBS etc. 14. Leave for Probationer: Casual Leave: During the calendar year in which an employee joins service, he shall be allowed casual leave for a maximum number of days obtained by dividing the number of days from the date of joining to 31 st December (both inclusive), by 30. In the said computation, fractions less half shall be ignored and that equal to or more than half shall be treated as half. Earned Leave : Earned leave shall accrue at the rate of one day for every eleven days of duty. Duty shall mean the period spent in the service of the Company but shall not include the periods of leave other than casual leave, quarantine leave, examination leave and trade union leave. Earned leave may be granted for minimum 6 days at a time. In case of extenuating circumstances, the employee may be granted earned leave for a period less than 6 days. Sick Leave : Page | 17  NATIONAL’S HR MANUAL 2017 VOLUME-II During the calendar year in which an employee joins service, his sick leave account shall be credited at the end of the year, with sick leave equal to the number of days obtained by dividing the number of days from the date of joining to 31st December (both inclusive) by 12. In the said computations, fractions less than half shall be ignored and that equal to or more than half shall be treated as one. Sick leave is admissible at half pay. However, any period of sick leave on half pay may be converted into sick leave on fully pay, at the option of the employee and in such case twice the amount of such leave shall be debited to the employee’s half pay leave account. 15. STUDY LEAVE TO OFFICERS: The Chairman-cum-Managing Director of the Company may sanction study leave to officer to enable them to prosecute further studies abroad and/or within India which will benefit the organisation as well as the Officer. Study Leave to Officers can be granted on the following terms and conditions : (1).The period of leave should not exceed 1 year. However under exceptional circumstances it may be extended by another one year. (2).The Officer concerned will have to execute a bond in favour of the Company guaranteeing his / her return to the Company. (3)The leave will be treated as “Without Pay”. (4).No benefits like Provident Fund, Gratuity, notional annual grade increment, etc. will accrue to the Officer during the period of Study Leave. (5).The period of Study Leave abroad will not count for purposes such as seniority, gratuity etc. (6).The Officer concerned will not be entitled to any seniority by virtue of his / her acquiring more qualifications. (7).The Officer applying for Study Leave must have completed a minimum period of 5 (five) years’ service in the industry. Relaxation in this regard may be considered by the C.M.D. 16.Treatment of absence on days of strike/bandh etc. 1. Absence of employees due to strike/agitation by employees unions/ associations or general strike / bandh etc. (i) If a call for strike/bandh has been given by one or more unions/associations of insurance employees or by any other organisation and an employee who is not on sanctioned leave/ tour remains absent on the day of strike, he should Page | 18  NATIONAL’S HR MANUAL 2017 VOLUME-II be deemed to be on strike and his wages for the day should be deducted on the principle of 'no work no pay' in addition to any disciplinary action the management may take under CDA Rules. (ii) If an employee applies for leave after remaining absent on the day of strike, the competent authority may sanction leave of the kind due and admissible, if it is satisfied that the employee did not participate in the strike but was absent due to other legitimate and compelling reasons such as his own illness, sickness in the family, domestic exigencies, transport dislocation etc. In such cases, a written declaration is to be obtained from the employee that he did not participate in the strike. (iii) Where the office remained closed and no employee could enter the office till the close of working hours, employees who had actually reported for duty at the appointed place of work will be treated as on duty, after obtaining written declaration that they had reported for duty and were not on strike. 2. Absence of employees on account of curfew: I. If the office remains closed for the whole day on account of imposition of curfew, the employees should be treated as on duty for the day. II. If curfew is imposed only for part of the day and the office is kept open for part of the day, the employees who attend office during the hours the office is kept open should be treated as having attended office for the full day. Employees remaining absent during this period may be allowed leave of the kind due and admissible, for half-day or full day, as the case may be. III. Where an employee is unable to attend office on account of imposition of curfew at his place of residence or at place(s) which falls on his normal and usual way to the office, he may be treated as on duty. However, if it is possible for him to reach the office by a different route avoiding curfew bound area or if special permission has been given by the government authorities to move through the curfew bound areas for attending office on production of identity cards etc. and the employee still does not attend office, he shall not be treated as on duty, but may be allowed leave of the kind due and admissible. 17. Absence of Employees without prior sanction and sanction of extra ordinary leave Page | 19  NATIONAL’S HR MANUAL 2017 VOLUME-II Rule 19, of CDA(Conduct, Discipline and Appeal) Rules, 2014 : No employee shall absent himself from the station overnight without prior sanction from the Competent Authority. Rule 30 of CDA Rules: Where an employee has abandoned his post, the Disciplinary Authority may consider the circumstances of the case and pass such orders thereon as it deems fit. For the purpose of this Rule, an employee shall be deemed to have abandoned his post if he absents himself from duty without leave or overstays his leave for a continuous period of 90 days without any intimation therefor in writing. As per the decision of the Court no employer can claim the right to automatically terminate the services of an employee who remains absent without leave or overstays the sanctioned leave without affording an opportunity to him. Henceforth, the cases of employees remaining absent or overstaying the sanctioned leave may be dealt with in the same manner as any other misconduct committed by employees by holding a regular departmental inquiry. Even if the employee concerned does not choose to participate in the inquiry, the inquiry proceedings may be held ex- parte and suitable action may be taken by the Competent Authority. Rule 4 (7) of CDA Rules: Absence without leave or overstaying the sanctioned leave for more than four consecutive days without sufficient grounds or proper or satisfactory explanation. Rule 18 of CDA Rule: Employees not to be absent from Duty without permission or be late in Attendance:- (1) An Employee shall not absent himself from his duties without having obtained the permission of the Competent Authority, nor shall he absent himself in case of sickness or accident without submitting a medical certificate satisfactory to the Competent Authority. Provided that in case of an emergency an employee may be allowed to avail of one day’s casual leave without prior sanction, subject to the condition that the Competent Authority is promptly advised of the circumstances in which prior sanction could not be obtained. (2) An Employee who absents himself from duty without leave or overstays his leave shall not be entitled to draw any pay or allowance during such absence or overstay and shall further be liable to such disciplinary measures as the Competent Authority may deem necessary. Provided, however, that the Competent Authority may treat such period of absence or overstay, if not followed by termination of service, as period spent on Casual Leave, Earned Leave, Sick Leave or Leave on Loss of Pay, but the employee shall not be entitled as of right to such treatment. Provided further that Competent Authority may treat such absence or overstay as period spent on Leave on Loss of Pay, irrespective of whether the employee has any other leave to his credit or not. Page | 20  NATIONAL’S HR MANUAL 2017 VOLUME-II Explanation : If therefore, an employee absents from work without prior permission or overstays the sanctioned leave for a continuous period of more than four days, a letter should be written to him calling on him to report immediately, and also submit reasons for his absence. In the same letter, he should be advised that in the event of his failure to furnish the suitable reply or reporting for duty, his absence would be treated as unauthorized absence, and besides deduction of wages for such period of unauthorized absence, he shall be liable to disciplinary action as would be deemed necessary. The draft of such letter is as per Annexure, which may be suitably amended depending upon circumstances. Employee absenting in the case of sickness or accident without submitting a medical certificate or with a certificate not found to be satisfactory: Where the employee, applying for leave on medical grounds has not submitted certificate (medical) specifying the nature of disease/injury and the period for which leave is required, he may be immediately advised to do so. However, when the employee is continuously in the habit of absenting himself and the Competent Authority is not satisfied with the medical certificate submitted by the employee, he may at his discretion ask the employee to appear before the Company’s nominated Doctor / Specialist, and the cost of such medical examination shall be borne by the Company. The draft letter to be addressed to the employee in such circumstances is as per Annexure. Another letter may also be addressed to the Company’s nominated Doctor, Specimen of which is as per Annexure. The draft may be amended depending upon circumstances. Unless satisfactory Medical Certificate is received and leave is sanctioned, the employee is treated on unauthorized absence. Absence when no admissible leave is due to the employee 1. On medical grounds. 2. On grounds other than medical grounds. If an employee has availed all types of admissible leave due to him/her, and if the Competent Authority is satisfied on the grounds of absence, he may treat such absence as period spent on leave on loss of pay. However, as per rules maximum leave on loss of pay that can be sanctioned to an employee shall not exceed 180 days during the entire period of service of an employee. The leave on loss of pay can be sanctioned either at RO or at HO level. Therefore, when such requests are received from an employee, the same may be forwarded to Regional Office/Head Office, as the case may be, in Proforma as per Annexure with full particulars such as medical reports etc. for consideration.) Unless such ‘Leave on Loss of Pay’ is sanctioned to the employee he is treated on unauthorized absence. In case when an employee after availing all his leave Page | 21  NATIONAL’S HR MANUAL 2017 VOLUME-II is absent on medical grounds either for a prolonged illness of more than 3 months or where the medical certificate submitted by him is not found satisfactory, he may be directed to get himself examined by the Company’s nominated Doctor/Specialists. Where the illness is for a short spell and where the medical certificate submitted is satisfactory, the employee may be conveyed that his case has been referred to Competent Authority, but till such time any decision is taken he shall be treated on unauthorized absence. The specimen draft of such letter to be addressed to the employee is as per Annexure. Another letter may be addressed to the Company’s nominated Doctor/Specialists giving in brief the purpose of medical examination and it would be on the lines of the daft specimen as per Annexure. General After issue of the letter as per Annexure as above, in the event of an employee absenting unauthorisedly, on receipt of reply from the employee, the Competent Authority may consider the case on its merits. If the reasons/grounds of absence are genuine, the Competent Authority at its discretion may treat such period as period spent on Casual Leave (not to be in conjunction with other type of leave), Earned Leave, Sick Leave, if due as the case may be or leave on loss of pay within permissible limits. If the reasons do not sound to be plausible, such absence or overstayal will be treated as unauthorized warranting disciplinary action to be taken by the disciplinary authority. The period for such absence or overstayal will be treated on loss of pay, irrespective of whether the employee has any other leave to his credit or not. The following points should be kept in view while instituting the disciplinary action against the employee for his unauthorized absence: i. Availability of leave at employee’s credit does not qualify him to absent unauthorisedly from work. ii. Where disciplinary action is contemplated, no leave of whatsoever nature should be sanctioned to the employee, since after sanction of leave the action would not be justified. Care should also be taken that words like “you are treated on leave on loss of pay” etc., are not used while addressing the erring employee. It is more appropriate to advise him that he is on “unauthorised absence” which will be treated as per rules. iii. Salary for the period of unauthorised absence relating to which disciplinary action is contemplated should not be paid. iv. A proper record of unauthorized absence may be maintained. All letters/warning letters be delivered under proper signatures to be sent under Regd. A.D. post to the employee with a copy by Certificate of posting at the last known address of the employee, Page | 22  NATIONAL’S HR MANUAL 2017 VOLUME-II and should be properly recorded. The Regd. A.D. acknowledgement should be preserved. v. Timely action is to be taken without causing any delay. vi. ROs have to submit quarterly report on LOP to HO within 10 days from the close of quarter in the prescribed format. ANNEXURE Quarterly format for LoP Ending on:- Name of RO:- NO. LO OF P DAYS PRI S DURI OR L. NG TO N NA EMP. DESIGN OFF QUAR QT REASON FOR ACTION REMA O. ME NO. ATION ICE TER R. ABSENCE TAKEN RKS Annexure- I Proforma for grant of Advance Sick Leave 1. Personal data Name of the employee SR No. Designation Place of posting Date of birth Date of entry into service Page | 23  NATIONAL’S HR MANUAL 2017 VOLUME-II Balance period of service before retirement 2. Leave period i. Sick leave due as on date from which advance sick Leave/Special sick leave is applied for _________________________________________________________ _________________________________________________________ ________________________________________________ ii. Earned Leave due as on date from which advance sick Leave/Special sick leave is applied for _________________________________________________________ _________________________________________________________ ________________________________________________ iii. Record of sick leave, Earned leave or leave on loss of pay granted on medical grounds in the past five years. _________________________________________________________ _________________________________________________________ ________________________________________________ Nature Nature of From To Period Remarks of Leave ddisease iv. Number of occasions and duration when advance sick leave/special sick leave was granted to the employee on earlier occasions _________________________________________________________ ___________________________________________________ Nature of Nature of From To Period Remarks Disease Leave Competent Authority Name______________________ Designation__________________ Page | 24  NATIONAL’S HR MANUAL 2017 VOLUME-II Annexure - II Proforma for Bond for grant of Study Leave: This agreement made at__________ this___________ Day of__________20___________between, The National Insurance Company Ltd. , registered under the Indian Companies Act, and having its registered Office at_________ Kolkata______ (hereinafter referred to as the company”) of the other part. WHEREAS the said Shri/Smt./Kum.____________ is in the permanent employment of the company as an__________ and working at_____________ AND WHEREAS the said Shri/Smt./Kum._________________is desirous of proceeding on Study Leave for a period of________months/years and has made the necessary application of granting the study Leave for period from_______to__________ 1. Leave from_________ to__________ shall be treated as Earned leave with pay. 2. Leave from_________ to__________ shall be treated as Earned leave without pay. AND FURTHER it is subject to Shri/Smt./Kum.__________and Shri/Smt./Kum._________agreeing to stand as sureties for the said Shri/Smt./Kum._______and who also are to the terms of this agreement and undertake to be responsible jointly and severally for the due performance hereof and in case of failure to perform any of the terms, conditions and conveyance, they will be fully responsible for the same and all the loss sustained by the Company. Now this deed witnesses as follows: 1. The Company shall grant study Leave for a period of_____________months/years to the said Shri/Smt./Kum.______________ for enabling him/her to pursue higher studies abroad at/in_________ 2. The leave from___________to_____________shall be treated as leave with pay and the same be debited to the Earned leave availed of by the said Shri/Smt/Kum.__________and the leave from__________to__________ shall be treated as leave on loss of pay and for which no emolument would be payable to the said employee. Page | 25  NATIONAL’S HR MANUAL 2017 VOLUME-II 3. The said Shri/Smt./Kum._______________agrees and undertakes on his/her own free will to return to India on the expiry of the said leave to serve the company diligently and faithfully on his/her return to India for a period of at least 3 years from the date of resumption of duties at any of the company’s office in India as may be decided by the company. 4. The said Shri/Smt./Kum._______________further agrees and undertakes to return to India, immediately on the expiry of the said leave period so granted, unless with the prior written consent of the Company extending the leave to a further period. 5. The said Shri/Smt./Kum._______________further agrees and undertakes that during the period while he/she is on leave, he/she will not resign or leave the company. In case he/she does so., he/she shall pay to the Company a sum of ___________which amount shall be taken as debt due from him/her to the Company a sum of ___________which amount death, disability and similar circumstances beyond his/her to the Company, provided that in the event of death, disability and similar circumstances beyond his/her control as may be decided by the Company, the amount of debt stated in this clause or clause herein below, may be waived by the Company in full or part. 6. The said Shri/Smt./Kum._____________________further agrees and undertakes that in the event of his/her resigning or leaving the company after the resumption of duties on his/her return to India, during the first year he/she shall pay to the company a sum of......../-The said sum of.......... would stand reduced to............. in the event of his/her resigning or leaving the Company during the second year after resumption of his/her duties and it will further be reduced to............. in the event of his/her resigning or leaving the company during the third year after resumption of duties. The said amount shall be taken as debt due by him/her to the company. 7. The said Shri/Smt./Kum._______________and Shri/Smt./Kum __________hereby guarantee jointly and severally for the repayment of the said debts due by the said Shri/Smt./Kum.___________and agree and undertake that they shall be jointly and severally liable to the company for the repayment of the said amount in the event of the said Shri/Smt./Kum.________________failing to serve the company for_________ months/years and in the event of his/her failure to pay the debts to the company on demand as provided herin above. Signed and delivered by the said __________________________Company Ltd. at______________ this______________________________ day of______________20___________________________ Page | 26  NATIONAL’S HR MANUAL 2017 VOLUME-II Employer Signed and delivered by the said Shri/Smt/Kum. at_____________________ this_______________________ day of_____________20_____________________________ Employee Signed and delivered by the said Shri/Smt./Kum. at__________________this __________________________ day of_________________20_________________________ Guarantor Signed and delivered by the said Shri/Smt./Kum. at_____________________this ______________________ day of___________________20_______________________ Guarantor:________________________________________ Annexure III Proforma for grant of Extraordinary Leave 1. Personal Data: Name of the employee Salary Roll No. Designation Place of posting Date of birth Date of entry into service Page | 27  NATIONAL’S HR MANUAL 2017 VOLUME-II 2. Leave Record: i. Record of leave granted to the employee during the last three years. Nature of Grounds Year From To Leave Remarks for Leave (Earned/Sick/E xtra ordinary Leave) ii. Total Extraordinary leave (on loss of pay) granted so far (from inception of service) other than period of unauthorized absence for which disciplinary action has been taken. Total Grounds Year From To Remarks Number of for Leave days iii. Period of unauthorized absence treated on loss of pay for which disciplinary action has been taken (from inception of service). Total Number Date and Nature of Year From To of days penalty imposed 3. Period for which such Extraordinary leave is now applied for: From To Total Number of days Grounds for Leave Page | 28  NATIONAL’S HR MANUAL 2017 VOLUME-II 4. If, Extra-ordinary leave on sick grounds. i. Diagnosis as per Medical Certificate submitted by the employee(certified copy of the medical certificate to be attached) _________________________________________________________ ___________________________________________________ ______________________________________________________ ii. The date from which the employee is suffering from this disease. ______________________________________________________ iii. Report of the Company’s nominated Doctor and his diagnosis of ailment (certified copy of the medical certificate to be attached) (this would be necessary in the case of prolonged illness exceeding 90 days.) _________________________________________________________ ___________________________________________________ ______________________________________________________ iv. Opinion of the Company’s nominated Doctor with regard to the duration of illness and chances of the employee’s recovery. _________________________________________________________ ___________________________________________________ Date: (Signature of the Head of Department/Officer) Recommendation and remarks of the Regional Office: Date: (Signatures/Designation of the Recommending Authority) Page | 29  NATIONAL’S HR MANUAL 2017 VOLUME-II For Office Use: Enclosures attached: 1…………………………………………………………………….Yes/No 2…………………………………………………………………….Yes/No 3…………………………………………………………………….Yes/No Annexure-IV Draft letter for absence without leave or overstayal without permission Original by Regd.A/D Copy Under certificate of posting Department _______________ Reference ________________ ……………………………………. Dear Sir/Madam, Re: Your absence from duty We observe that you are not attending office since ___________although your sanctioned leave expired on ______________We have not received so far any intimation from you about the reasons of your absence. You are therefore, being treated as on unauthorized absence from ___________date. We have, in this connection, to draw your attention to Rule 4 of The National Insurance Company (Conduct, Discipline & Appeal) Rules, 2014, where under absence without leave or overstayal of the sanctioned leave is misconduct. Further such unauthorised absence is a violation of Rule 18 of The National Insurance Company (Conduct, Discipline & Appeal) Rules, 2014, thereby rendering yourself to disciplinary action, besides deduction of wages for the period of unauthorized absence. Your are advised to report for duty latest by_____________and also submit your written explanation together with reasons for your absence within 7 days on receipt Page | 30  NATIONAL’S HR MANUAL 2017 VOLUME-II of this letter, failing which please notice that necessary action as deemed fit shall be taken against you. Yours faithfully, Name___________________ SR No__________________ Designation______________ Copy to: Concerned Regional Office/Divisional Office/Branch Office Annexure-V Draft letter when employee absenting either without medical certificate or unsatisfactory report Original by Regd. A/D Copy Under certificate of posting Department_________________ Reference__________________ …………………………………. Dear Sir/Madam, Kindly refer to the correspondence resting with our latter dated ______________and we are sorry to point out that inspite of our reminders you have neither reported for duty nor have submitted medical certificate from a Regd. Medial practitioner giving grounds of sickness/illness/injury and the period for which such leave is recommended. OR We are in receipt of your letter dated_________________ along with enclosures. You are hereby advised to submit yourself to Doctor_________ at the following address, by fixing a prior appointment with him:- Doctor__________________ Page | 31  NATIONAL’S HR MANUAL 2017 VOLUME-II Please note that the Medical fee for the purpose of this medical examination shall be borne by the Company. The matter shall have our consideration on receipt of this medical report, but in the meantime please note that you will be treated as on unauthorized absence w.e.f._______________ In terms of rule 18 of The National Insurance Company (Conduct, Discipline & Appeal) Rules, 2014 and your case will be dealt with accordingly. Yours faithfully, Name_________________ SR No.________________ Designation____________ Copy to (i) Concerned Regional Office (ii) Medical practitioner Annexure-VI Absence on medical grounds when no admissible leave is due Original by Regd. A/D Copy Under certificate of posting Deptt:_____________________ Ref:_______________________ Dear Sir/Madam, Re:______________________________________________ We are in receipt of your letter dated______________along with enclosure. Page | 32  NATIONAL’S HR MANUAL 2017 VOLUME-II Whist we note that you have been suffering from____________we regret to inform you that no admissible leave is due to you, since you have availed all your sick and earned leave as permitted under the rules and, therefore, you are not entitled to any further leave. You are accordingly being treated on unauthorized absence w.e.f.__________________. However, to enable us to consider the matter, without prejudice, you are directed to submit your-self to Doctor_________at the following address by fixing a prior appointment with him:- Doctor___________________ _________________________ _________________________ Please note that the Medical fee for the purpose of this medical examination shall be borne by the Company. The matter shall have our consideration on receipt of the medical report, but in the meantime, please note that you will be treated as on unauthorized absence w.e.f_____ in terms of Rule 18 The National Insurance Company (Conduct, Discipline & Appeal) Rules, 2014 and your case will be dealt with accordingly. Incidentally we may also point out that you have already availed leave on loss of pay for_________days till date and as per rules maximum leave on loss of pay that can be considered under extenuating circumstances by the Competent Authority should not exceed 180 days during the entire period of service of an employee. We have referred your case to the Competent Authority for consideration. In any case the Company reserves the right to take any action as deemed fit in respect of your unauthorised absence. Yours faithfully, Name:_________________________ Designation:_____________________ Copy to (i) Concerned Regional Officer (ii) Medical Practitioner Page | 33  NATIONAL’S HR MANUAL 2017 VOLUME-II Annexure VII Draft letter to company’s nominated doctor We are referring to you the case of employee Shri/Smt.________________ _______________________________________________who contends to be suffering from ______________________________________, with effect from ____________________________. Copies of the medical certificate submitted by him in the regard are also attached (if submitted). We have advised Shri/Smt. ___________________________________ (Name of employee) to fix up an appointment with you for medical check-up, as per copy of our letter dated__________ attached. You are, therefore, requested to examine him thoroughly, when contacted and submit you expert opinion directly to the Company on the nature of aliment, if suffered, approximate period required for recovery, etc. in the following Proforma:- 1 Name 2 Age Whether the employee has 3 genuinely suffered/is genuinely suffering from any aliment/Disease 4 Nature of Disease Diagnosed Period for Past: 5 which leave is recommended Future: 6 Any other material information You are also requested to send us you bill for the professional fees which shall be promptly paid by us. Thanking you, Yours faithfully, Name_____________________ SR No_____________________ Designation_________________ Copy to: Concerned Regional Officer Page | 34  NATIONAL’S HR MANUAL 2017 VOLUME-II Annexure VIII Absence on ground other than medical when no admissible leave is due Original by Regd. A/C Copy under Certificate of Posting Department _______________________ Ref. : ________Dear Sir/Madam, Re : _______________________________________ Kindly refer to correspondence resting with our earlier letter dated _________________, and we are sorry to point out that neither you have reported for duty nor have assigned any reasons for your absence. OR This has reference to your letter dated _______________. We regret to note that you have not assigned any reasons for your absence so far. OR This has reference to your letter dated ___________________-, the contents of which are noted by us. We regret to inform you that no admissible leave is due to you, since you have availed all your Earned Leave as permitted under the rules and therefore you are not entitled to any further leaver. You are accordingly being treated on unauthorised absence w.e.f. ___________________. We have, in this connection, to draw you attention to Rule 4 of Page | 35  NATIONAL’S HR MANUAL 2017 VOLUME-II The National Insurance Company (Conduct, Discipline & Appeal) Rules, 2014. where under absence without leave or overstayal of the sanctioned leave is misconduct. Further such unauthorised absence is a violation of Rule 18 of the said CDA Rules 2014 thereby rendering yourself to disciplinary action. Incidentally we may also point out that you have already availed leave on ‘Loss of Pay’ for _____________ days till date and as per rules maximum leave on loss of pay that can be considered under extenuation circumstances by the Competent Authority should not exceed 180 days during the entire period of service of an employee. You are, therefore, advised to report for duty latest by _________ and also submit written explanation together with reasons for your absence within 7 days of neither of this letter if not. already given. In any case the Company reserves the right to take any action as deemed fit, in respect of your unauthorised absence. W OR We have referred your case to the Competent Authority for w consideration. However, in your own interest your are advised to report for duty immediately. In any case, the Company reserves the right to take any action as deemed fit in respect of your unauthorised absence. Yours faithfully, Name :__________________________ Designation :______________________ Copy to: Concerned Regional Office Page | 36  NATIONAL’S HR MANUAL 2017 VOLUME-II Encashment of Earned Leave during Service All confirmed employees (Officers, Dev. Officers, Class III &IV) are allowed encashment of Earned Leave up to a maximum of 15 days at a time once in a block of two years and the leave account after encashment will be debited by the number of days of leave encashed. The block of two calendar years is from even to odd, e.g. Block year 2014-15 st commencing from 01 January 2014 to 31st December 2015. The salary for the purpose of encashment shall be computed as follows: 1. Officers : Salary for the purpose of encashment shall consist of Basic pay, DA, HRA, CCA including Fixed Personal Allowances (if any) but excluding all other allowances. 2. Development Officers : Salary for the purpose of encashment shall consist of Basic pay, DA, HRA, CCA including Fixed Personal Allowances (if any) but excluding all other allowances. 3. Staff : Salary for the purpose of encashment shall consist of Basic pay, DA, HRA, CCA including Fixed Personal Allowances (if any) but excluding all other allowances. No contribution to provident fund shall be deducted from the encashment amount. Similarly the Company’s Contribution to Provident Fund is also not applicable for the said encashment. Clarified that, HRA for the purpose of calculation will only be granted to the employees who are drawing HRA on the date of the application for encashment. The salary for the purpose of encashment shall be the one the employee was drawing as on the date of application. For the purpose of calculations, salary should be divided by 30 days irrespective of the number of days in the month concerned and multiplied by the number of days the earned leave encashed. Leave encashment facility will be available to India based officer posted abroad, only when during the period they are in India on leave. The salary for the purpose of encashment would be the salary he would draw in India at that point of time. It will be in order to make the disbursement of leave encashment amount to the India based Officers posted abroad at the Officer’s place of posting. Page | 37  NATIONAL’S HR MANUAL 2017 VOLUME-II TRAVELLING / HALTING ALLOWANCE ON TOUR Definition of Tour: Tour shall mean a journey beyond 8 km. from the outer municipal limits of the headquarter. Definition of each completed journey : The expression each completed journey shall mean that the journey is completed when an employee reaches the next place of duty. Thus, if the employee is posted at headquarters ‘A’ and is proceeding on tour to Station ‘B’ he shall be deemed to have completed his journey once he reaches the Station ‘B’. If, however, he has to proceed on further tour from station ‘B’ to station ‘C’ his journey between station ‘B’ to station ‘C’ shall be taken as separate journey. It should, however, be noted that if two or more journeys are completed on the same calendar day from midnight to midnight, all such completed journeys shall be treated as one complete journey. Travelling Allowance (Mode & Class of Travel) : 1. OFFICERS: a) The officers while undertaking official tours shall be reimbursed the actual fare (inclusive of reservation charges) by the mode and class of travel indicated below :- Cadre of Officer Mode Class of Travel Scale VII, VI & V Air/Rail Economy Class/AC-I Class Scale IV Air/Rail Economy Class/II Class A.C Sleeper/I Class Scale III & II Air/Rail (a)By Rail II Class A.C Sleeper/I Class/Rajdhani- II A.C.Sleeper (b) By Air (Economy Class) provided the air fare does not exceed 125% of entitled rail(Rajdhani Express, if plying on route) fare, if the distance involved is not exceeding 1000 Kms. by surface distance. (c ) By Air(Economy Class), if the distance involved is more than 1000 Kms. by surface distance. Page | 38  NATIONAL’S HR MANUAL 2017 VOLUME-II Scale I Rail II Class AC Sleeper/I Class ( II Class AC Sleeper by Rajdhani/Duronto Express) For Scale I:- Tour sanctioning authority can sanction for Air travel if the fare of Air travel does not exceed the Railway fare as per entitled class. However, for comparison of fare between different mode of travel, total fare between point of origin and duty point (destination) shall be considered. Further, scale-I officers/employees may also be allowed to undertake journey on tour by Air where the fare exceeds the eligible Railway class provided they bear such excess cost of air travel.In the case of such cancellation of such air tickets, if the journey is not undertaken, the cancellation charges are to be borne by the individual officer/employee if the tour is cancelled at his behest and by the Company if the tour is cancelled due to office exigency. In case of travel by Steamer the Officers may travel by the highest class. Where the places are connected by road but not by train, the Officers may travel by the First Class in a Bus, wherever it is provided or by taking a single seat in Taxi where such facilities are available. If, the places are connected by Train and still the Officers travel by Bus or Taxi, the fare reimbursable shall be the actual fare by Bus or Taxi but not exceeding Rail fares for a Class to which he is entitled to travel as per regulation referred to above. With the introduction of new express nonstop train services known as ‘Duronto Express’ between select cities by Indian Railways, it may be noted that travel by this class of trains will be treated at par with travel by ‘Rajdhani Express’ trains for the entitled classes of employees.In view of the forgoing, the fare for ‘Duranto’ (Class-2A) could also be reimbursed to all classes of employees who are entitled to travel by Rajdhani with immediate effect. Notwithstanding above, the Officers entitled to conveyance facilities and taking tour by their vehicles shall be governed by the following rules : In case of Officer using Company Petrol and Oil expenses as per actuals supported by cash memos owned cars Type of Vehicles Mileage Allowance (per km.) w.e.f.01.06.2006 In case of Officer assigned with Cars (Petrol) 12% development functions and other eligible officers undertaking tour in their own vehicles(including vehicle on loan Page | 39  NATIONAL’S HR MANUAL 2017 VOLUME-II basis) Cars ( Diesel) 15% Two Wheeler 5% b) When the Officer is on sanctioned tours outside city limit beyond 8 km. from the Municipal Limits of his place of posting, the mileage allowance shall be paid for the entire distance of tour i.e. from the office / residence (from where he proceeds on tour) to the place of tour. 2. SUPERVISORY, CLERICAL & SUBORDINATE STAFF The eligible mode and class of travel shall be as under :- Employee with Basic Salary of Rs. Rail-I Class (other than Rajdhani 23,450/-& above Express)- Travel by A/C II Class sleeper coach may be permitted where I Class accommodation is not available. Rajdhani Express- chair car. In addition to the above travel by A/C II Class sleeper coach in ordinary trains 3 Tier sleeper coach in Rajdhani is permitted. Employee with Basic Salary with less Rail II Class/II class sleeper where than Rs. 23,450/- night journey is involved. In addition to the above, Class III employees drawing basic salary less than Rs. 23,450/- travel by I Class in ordinary trains or by II AC sleeper class in trains ( other than Rajdhani Express) where night journey is involved, is permitted. Travel by Road : Supervisory, Clerical and Subordinate Staff, by Public Transport by taking single seat. Actual fare (by upper class if provided for all employees except Subordinate Staff). Page | 40  NATIONAL’S HR MANUAL 2017 VOLUME-II 3. TRAVEL BY HIGHER CLASS : FOR OFFICERS The Chairman-Cum-Managing Director or the General Manager may permit any other officer to travel by Air or by a Class higher than the class by which the officer is eligible to travel under these instructions. FOR EMPLOYEES The Chairman-cum-Managing Director/General Manager has been authorized by the Board of the Company to permit the employees, in special circumstances, to undertake travels either by Air or by a class higher than the class of their entitlement, when considered necessary and expedient. All references in this respect have to be made to Head Office Personnel Department. Prior approval of Head Office must be sought in all such cases. Insurance protection for travel of official tour by Air : FOR OFFICERS 1. Any officer travelling on official duty by Air may be allowed reimbursement of the premium for air insurance cover. This insurance protection cannot be granted to officer undertaking travel by modes other than Air. 2. An officer may, if he so desires, take out at his own cost an annual personal accident insurance, which provides cover for the air journeys to be undertaken on official duty. As and when an air journey is undertaken on official duty, the Officer may charge proportionate cost of insurance for that journey in his bill for travelling expenses, quoting the insurer’s name, policy number and annual premium paid. In this way the Officer can claim reimbursement of the annual premium borne by him provided that the amounts so claimed during the year do not exceed the cost of his annual insurance cover. The limit is as under :- DGM & above Rs. 5 Lacs Chief Manager / Manager Rs. 3 lacs AO /AM/ Dy. Manager Rs. 2 Lacs. Page | 41  NATIONAL’S HR MANUAL 2017 VOLUME-II SUPERVISORY, CLERICAL AND SUBORDINATE STAFF Employees who are allowed by the Chairman-cum-Managing Director to travel by Air on official duty, may be provided with insurance protection in the form of reimbursement of cost of Air travel insurance for Rs. 1 lac Conveyance Expenses (Residence to Station & Vice-versa) : Employees when they undertake official tours may be reimbursed expenses actually and necessarily incurred by them towards transport from their residence to the railway / bus station/airport and from the railway / bus station/airport to their residence, both at the headquarters and at the place/s of their tours subject to the following : Officers Actuals Supervisory, Clerical & Subordinate Staff Actual subject to maximum of 100% of Halting Allowance at ’C’ class city rate for one day for each completed journey. General Provisions If two or more journeys are completed on the same calendar day from midnight to midnight, all such completed journey shall be treated as one completed journey for the above purpose. Where the employees are staying outside the City limit of the Headquarters in adjoining townships, the journeys on tour should wherever practicable start from the Railway Station nearest to the residence Incidentals: For Officers Only In addition to applicable halting allowances the incidental expenses actually incurred by the officers on coolie hire charges, cost of transporting of personal luggage (including of excess charges) and hire of bedding supplied by railway authorities for night journeys by train, subject to a maximum of an amount equal to appropriate Halting Allowance for half a day class ‘C’ cities) for each completed journey, may be reimbursed. If two or more journeys are completed on the same calendar day from midnight to midnight, all such completed journeys be treated as one complete journey for the purpose of claiming incidentals. Page | 42  NATIONAL’S HR MAN