POLICY ON JOINING AND TRANSFER BENEFITS

Transcription

1 POLICY ON JOINING AND TRANSFER BENEFITS In line with growing business requirements and to aid career progression, officers may be transferred from one location to another. At the same time, new officers may join, in line with the company's growth plans. Tata Power will assist and provide the support required to make this transition smooth and comfortable for all such officers. This policy provides guidelines and information that are necessary for newly joined and transferred officers to settle down into the new location and work environment. This policy covers the following cases: (i) Officers joining Tata Power from other organizations in India (lateral recruits) (ii) Officers transferred from one location to another within India Benefits specific to officers who are posted at project sites and not covered in this policy will continue as per the Policy on Project Related Benefits/Benefits on Transfer (V1.1, March 2010). This policy is effective for all new joining and transfers after 31 st December 2016 and supersedes all other prior policies and communication on this subject. This policy is applicable to all officers in the Management stream and on the permanent rolls of Tata Power and select group companies - CGPL, MPL, IEL, TPTCL, TPREL, TPSSL, CTTL, PTL and any other company which may be incorporated in future with applicability of Tata Power HR policies - hereinafter referred to as 'Company' / 'Organization' in this policy. Any exception to this policy requires the approval of CHRO. Version 1.2 Date of Issue: August 2017 Released by: CHRO

2 1. The benefits provided to officers who join Tata Power from other organizations (lateral recruits) and to those officers who are transferred (Company initiated transfer) within the company, are given below: Table 1 : Benefits provided to laterally recruited officers and officers who are transferred within the company Benefits Newly joined officers Transfers for more than 6 months [Relocation] + Transfers for up to 6 months [Deputation] Travel benefits at time of joining / transfer* One way air or train fare (as applicable) for officer and family members from base location to location of joining/transfer All local conveyance by Air Conditioned metered taxi incurred during travel to place of joining / transfer will be reimbursed at actuals, on production of original receipts One way air or train fare (as applicable) for officer from base location to location of transfer All local conveyance by Air Conditioned metered taxi incurred during travel to place of transfer will be reimbursed at actuals, on production of original receipts Additional Travel Benefit* Accommodation - Guest House facility Food Round trip air or train fare and local conveyance charges incurred for self while bringing family to the place of joining, in case the family joins the officer later. Officer is eligible for a round trip air / train fare and local conveyance charges incurred for self for any one of the following: 1. Familiarization visit to the place of transfer before actual transfer date 2. Travel to bring family to the place of transfer, in case the family joins the officer later Provided for a maximum of 15 days for officer and family members. Officers have to pay for the meals provided in the Guest House. Provided for entire duration of stay for officer. Officers can retain the housing facility provided by the company at their base location. Shifting vehicle and household goods Officers will be reimbursed for the cost of shifting 1 vehicle (personal or company leased) and 1 truckload of household goods subject to limits given in Table 2, at actuals. The reimbursement must be claimed within 24 months from date of transfer and 1 month of actual expense incurred. In case the officer does not avail the option of shifting household goods, he/she will be reimbursed the cost of excess baggage on flight up to 15 kgs while travelling to join the place of joining/transfer. Officer can claim this only on his/her own ticket. Officer will be reimbursed the cost of excess baggage on flight up to 15 kgs while travelling to join the place of transfer. Officer can claim this only on his/her own ticket. EBLE employees and associates to ACHIEVE and UNLEASH their FULL POTENTIAL to deliver OUTCOMES in a sustainable way 2

3 Table 1: Benefits provided to laterally recruited officers and officers who are transferred within the company Benefits Newly joined officers Transfers for more than 6 months [Relocation] Transfers for up to 6 months [Deputation] Education Expenses Reimbursement Transfer Grant Relocation Leave One-time reimbursement (at actuals) of school and college education expenses at the new location, on production of valid receipts/bills, subject to a maximum limit of IN ` 25,000 per child for a maximum of 2 dependent children. The reimbursement must be claimed within 24 months from date of transfer and 1 month of actual expense incurred One time lump sum amount as follows: MA, MB - ` 75,000 MC, MD - ` 60,000 ME - ` 40,000 4 working days excluding travel time This leave can be taken all at once or separately. The leaves can be taken one month before and within two months after the date of transfer. *All travel will be as per eligibility and provisions given in the Domestic Travel Policy. + For transfers between Hydros division and Mumbai, refer to clause 2(h) Table 2: Rates for shifting 1 vehicle and a truckload of household goods Distance (between accommodations) from base location to location of joining / transfer (in kms) Rate (in `) < 200* 10, /km > , /km for distance over 1000 kms. The above rate includes cost of packing, loading, transportation, unloading and unpacking. *This rate is for shifting a truckload of household goods only. Officers can transfer their vehicle by road and claim reimbursement as per Domestic Travel policy. 2. GENERAL GUIDELINES a. In case of relocation or new joining, if an officer wants to extend the guest house accommodation beyond 15 days, he/she must get the approval of the reporting manager in a work level not less than MC. Deductions will be made from the officer's salary as per Clause 4.3[a-c] of the Policy on Housing Benefits. EBLE employees and associates to ACHIEVE and UNLEASH their FULL POTENTIAL to deliver OUTCOMES in a sustainable way 3

4 b. In case of relocation, re-registration of company leased car will be arranged and paid directly by the company. c. Education Expenses Reimbursement: Officers can claim a one-time reimbursement (at actuals) for education expenses only if their children relocate with them and take admission in an institute at the place of transfer. Reimbursement will only be on production of valid receipts/bills, subject to a maximum limit of INR 25,000 per child for a maximum of 2 dependent children. This must be claimed within 24 months from date of transfer and 1 month of actual expense incurred. The following expenses incurred in the school / college that the child joins, can be reimbursed: (i) Admission fees (ii) Tuition fees (iii) Examination, Laboratory, Library, Extra-curricular, Computer, Term, Bus fees and any other annual fees as charged by the institution d. Transfer Grant will be paid in the salary of the officer, after deduction of applicable taxes, once the officer joins the place of transfer. e. In case of separation (owing to resignation / termination) from the company within 12 months from the date of transfer, the Education Expenses Reimbursement and Transfer Grant (if applicable) will be recovered in full from the full and final settlement. In case of separation (owing to resignation / termination) after 12 months but within 24 months from the date of transfer, the Education Expenses Reimbursement and Transfer Grant (if applicable) will be pro-rated over 2 years and recovered from the full and final settlement. f. Officers who are transferred at their own request (employee-initiated transfer) will be eligible only for: (i) Travel benefits at the time of transfer (no additional travel benefit) and (ii) Shifting vehicle and household goods as given in Table 1 & Table 2. g. The following group of locations will be considered as one location and any transfers within each of these groups of locations will not be eligible for Additional Travel Benefit, Transfer Grant and Relocation Leave: (i) Group 1: Mumbai Metropolitan Region(MMR) (ii) Group 2: Kalinganagar, Bhubaneswar and Naraj Mathapur (iii) Group 3: National Capital Region (NCR) h. For transfers between Hydros and MMR, the following transfer benefits are applicable: (i) Travel benefits at time of transfer, Accommodation, Food, Shifting vehicle and household goods & Education Expenses Reimbursement as given in Table 1 (ii) Relocation Leave of 2 working days excluding travel time (iii) Transfer Grant: One time lump sum amount as follows:- MA, MB - ` 37,000 MC, MD - ` 30,000 ME - ` 20,000 i. For all purposes of this policy, a maximum of any three members from the following list shall be considered as family: (i) Spouse (ii) Dependent children (up to 21 years of age) (iii) Siblings (iv) Dependent parents (v) Dependent parents-in-law j. For all purposes of this policy, date of transfer will be considered as the actual date of joining the place of transfer, as captured in SAP records. EBLE employees and associates to ACHIEVE and UNLEASH their FULL POTENTIAL to deliver OUTCOMES in a sustainable way 4

5 k. In case of transfers, all applicable expenses mentioned in this policy will be borne by the company or division to which the officer is being transferred. Travel ticket and accommodation will be arranged and provided by the company or division to which the officer is being transferred. l. Officers joining Tata Power through Tata Group transfers will be considered as new joining officers. m. Transfers from any Tata Power Group of companies not mentioned in the list of companies in the scope will be considered as new joining. n. All benefits in this policy will be subject to applicable prevailing income tax rules, which will be borne by the officer. 3. PROCEDURE FOR BOOKING / REIMBURSEMENT a) Travel Newly Joined officers: Officers have to book their travel tickets from the base location to the place of joining. The travel cost will be reimbursed once they join the organization. In order to claim reimbursement, officers have to submit the original valid travel documents through the 'Reimbursement Module - Claims/Advances' on Employee Self Services (ESS) Portal on Sangam. Transferred officers: Officer should raise the travel request through the 'Traveler Work Centre' module on Employee Self Services (ESS) Portal in Sangam. The Travel Desk will make the necessary travel bookings in line with the officer's eligibility and intimate the officer. b) Accommodation: Newly Joined officers: Subsequent to the officer's request, the concerned HR team will make the guest house booking and intimate the officer before joining. Transferred officers: Officers should raise the guest house request through the 'Traveler Work Centre' module on Employee Self Services (ESS) Portal in Sangam. The ES&A team will make the necessary guest house booking and intimate the officer. c) Shifting of vehicle and household goods: Officers have to submit the original bills to the local ES&A team. ES&A team will review and forward the relevant bill to the Accounts Department for payment. Reimbursement will be subject to limits given in Table 2. d) Education Expenses Reimbursement: Officers should submit the original fee receipts to the SBU HR who will verify and forward those to the Accounts Department, which will make the payment to the officer. 4. ROLES & RESPONSIBILITIES Roles Responsibilities In case of transfers, apply for travel and accommodation on 'Saarthi' In case of new joining, arrange for travel to place of joining and inform SBU HR for arrangement of accommodation, if required Submit original receipts/vouchers/bills/tickets etc. for availing Officer reimbursement under this policy Apply for Relocation Leave, if eligible Inform Divisional ES&A in case of re-registration of transferred company leased car Reporting Manager Approve travel, accommodation and relocation leave requests, as applicable EBLE employees and associates to ACHIEVE and UNLEASH their FULL POTENTIAL to deliver OUTCOMES in a sustainable way 5

6 Reporting Manager in work level MC or above SBU HR Divisional ES&A Team Shared Services Payroll Team Accounts Department Extension of guest house accommodation beyond 15 days For new joining officers, arrange for accommodation with the support of ES&A team Collect, verify and submit the documents for reimbursement of education expenses Verify the bills for shifting household goods and vehicle Facilitate arrangement of guest house accommodation and travel, as applicable Facilitate re-registration of transferred company leased car Credit the transfer grant to eligible transferred officers Recover expenses, as applicable in case of resignation/termination of officer Reimburse travel, education expenses, shifting expenses etc. as per process Chief - HR Overall process and policy ownership EBLE employees and associates to ACHIEVE and UNLEASH their FULL POTENTIAL to deliver OUTCOMES in a sustainable way 6