XXX LIMITED

MASTER DELEGATION OF AUTHORITY

EFFECTIVE DATE : 01ST OF JANUARY 2012

Department FINANCE

No. 1

Description

Responsibility

Recommendation & Authority

Final Approval

CAPEX approvals - General 1.1 Up to Rs.10,000/= 1.2 Above Rs.10,000/= and any exceptional CAPEX Above Rs.50,000/= and any exceptional CAPEX
Seg. Head, SAM & COO Seg. Head, SAM & COO Seg. Head, SAM & COO

Fin. Acct, FM & FC Fin. Acct, FM, FC & DO

DO MD

Fin. Acct, FM, FC, SMA & DO Note: In the absence of MD, DO can approve above 10000/= & exceptional CAPEX with the concent of MD

CAPEX Approvals - Urgent requirement of Operational Areas Up to Rs. 10,000/Rs. 10,001/- to 25,000/Above Rs. 25,000/Above Rs. 50,000/CAPEX Approvals - Light Vehicles - Up to Rs. 10,000/-

REASON FOR URGENCY SHOULD BE MENTIONED IN THE CAPEX.

ACC- FIN., FM & Seg Head ACC- FIN., FM & Seg Head ACC- FIN., FM & Seg Head ACC- FIN., FM & Seg Head ACC- FIN., FM & Seg Head ACC- FIN., FM & Seg Head ACC- FIN., FM & Seg Head

FC FC & SAM FC , SAM & DO FC , SAM, SMA & DO FC & COO-OP FC , COO-OP & DO FC , COO-OP, SMA & DO Segment Head

COO-OP DO MD MD DO MD MD ACCT - FINANCE DO/FC BOD BOD BOD As per the Resolutions MD( in the absence of MD, DO & MD Sec/DC can sign. Note: Copy of Cash Cheque to be submitted to MD) BOD FM for value below Rs.20,000 and to be settled within 24 to 48 hrs. HRM/AHRM , FC & DO HRM/AHRM & FC/FM BOD BOD by passing a resolution FC BOD

Above Rs. 10,000/Above Rs. 50,000/1.3 Petty Cash approvals 1.4 1.5 All FRs XO, non trading or exceptional payments and Transactions

ACCT FM FM FM & MD Sec FM/ACCT

FM FC FC & GM-P FC FC

1.6 General correspondance with banks on facilities etc. 1.7 Board Resolutions 1.8 Cheque sigining authority

1.9 Cash cheque sigining authority 1.1 Enhancing/ Amendments to the cash float 1.11 IOUs 1.12 Special IOUs- Value above 20,000/= 1.13 Approval of Salary Advances 1.14 Fixed Asset Disposal Requisition Forms 1.15 Bad debt Write offs 1.16 Filing of VAT Returns Forms and Payments 1.17 Income Tax FM/ACCT ACCT/Seg Head Concerned person thro Segment Head Seg Head ACCT-FINANCE Segment Head Seg Head & CCD ACCT-FINANCE FM FC FM/FC

ACCT FM Segment Head FM & FC FM & FC FM FC

Calling Quatations for new insurances and Revision of Insurances 1.18 General Insuances 1.19 Light Vehicle Insurances 1.20 Truck & Motor Insurances 1.21 Marine Insurances Calling Quatations for General Insurance 1.22 Changing the Insurance Company 1.23 Insurance policy changes 1.24 Insurance Claims FM FM ACCT FC FC FC/FM DO/MD BOD DO/MD ACCT-SANJEEWA LVC MTL GM-P FM FM FM FM FC FC FC FC

Claiming and paying all intercomany and associate 1.25 companies bills on time Donations 1.26 Up to Rs. 2500/1.27 Above Rs. 2500/-

FM

FC

DO/MD

Seg Head Seg Head

FC/FM FC/FM

DO MD

Staff Loans 1.28 Up to Rs. 10,000/= 1.29 Above Rs.10,000/= Seg Head Seg Head FC/FM FC/DO DO MD

XXX LIMITED

MASTER DELEGATION OF AUTHORITY

EFFECTIVE DATE : 01ST OF JANUARY 2012

Department CCD

No. 2 2.1 Issuance of Price list

Description

Responsibility

Recommendation & Authority

Final Approval

S.ACCT-CCD CCD

PMD S.ACCT-CCD

FC & DO S.ACCT-CCD S.ACCT-CCD

2.2 Updating of Approved price lists to system 2.3 Grounding of Sales Reps 2.4 Special Sales Orders 2.5 Transferring Bad debts to recoveries

Seg Head Seg Head

PMD,AMMC & FC GM-F,CCD & FC

BOD BOD

MMU

3 3.1 sundry sales and all issues relating to sundry sales procedure Non trading Tender Committee Seg Head Seg Head Seg Head & PMD AMMC GM-P AMMC & ACCT-FIN AMMC & FM AMMC & FC/FM FM DO DO/FC DO/FC DO, XO Values- MD FC

3.2 Easy payment schemes for Trade Shop items 3.3 Credit Notes approvals 3.4 Standard discounts and Special discounts 3.5 Issuance of Samples

PMD

4 4.1 Source price certification 4.2 Courier approval 4.3 Price revisions 4.4 Consignment Price/GP Approval (CPGP) 4.5 New product pricing approval 4.6 LC Quata Implimentation 4.7 Special sales incentive schemes 4.8 Setting GP targets, parameters and changes to sales segments 4.9 Traders performance & achievement instant reward papers Trader & PMD Head PMD Head PMD Head PMD Head PMD Head PMD Head PMD Head PMD Head/ACCT-FIN PMD Head PMD Head PMD Head PMD Head PMD Head Trader Trader PMD Head PMD Head PMD Head GM-P GM-P & IM GM-P GM-P & FC GM-P & FC FC & GM-P
GM-P, GM-F, GFEC/SMA

MD/DO FC MD/DO MD/DO MD/DO MD/DO MD/DO

GM-P,FC & SMA SBM,AMMC & ACCT-FIN GM-P GM-P & Mr. Rizan GM-P GM-P, Mr. Rizan AMMC, FC & GM-P Snr Trader/ SCM GM-P AMMC & GM-P GM-P

BOD BOD BOD BOD MD/DO MD MD/DO DGM-P MD/DO Reordering Committee MD/DO

4.10 Foreign business tour proposal 4.11 Foreign tour expenditure approval 4.12 Local Entertainment approvals 4.13 Advertising material approval for reimbursement 4.14 Supplier Claims 4.15 Product Certifications from various standard bodies 4.16 Assigning and Changing suppliers 4.17 Re ordering

4.18 New products proposal IMPORTS 5 5.1 Letters of Credit Processing/ Ammendments

IM & ACCTSANJEEWA Trader/ IM Senior Trader/ SCM Senior Trader/ SCM GM-P & IM GM-P & ACCTSANJEEWA IM & ACCTSANJEEWA Relevant Trader & IM GM-P GM-P & IM IM IM

GM-P & FC FC GM-P GM-P FC & DO FC FC DO FC FC GM-P FM & GM-P

DO GM-P MD/DO MD/DO MD DO DO MD DO DO BOD DO

5.2 LC Management with banks 5.3 Import of Raw Materials for Manufacturing and Processing

5.4 Import Purchases for Selling 5.5 XO Payments 5.6 Demurrage payments 5.7 5.8 Shipping guarantees Approval for importing major Commodities

5.9 Approvals for duties & clearing charges

5.10 Set off Advance Payments to Suppliers

5.11 Appointing/changing Clearing Agents 5.12 The acceptance of bills of exchange

XXX LIMITED

MASTER DELEGATION OF AUTHORITY

EFFECTIVE DATE : 01ST OF JANUARY 2012

Department

No. Marine Insurance

Description

Responsibility

Recommendation & Authority

Final Approval

5.13 Changing the Insurance Company 5.14 Insurance policy changes 5.15 Insurance Claims

IM GM-P GM-P

FC FC FC/FM

BOD BOD MD/DO

5.16 Container Deposits Recoveries SALES ADMIN & RECOVERY 6 6.1 Appoinment of Lawyers and their fees New incentive proposals and revisions to existing 6.2 proposals. (Every month fresh approval should be taken) 6.3 Salesmen sales loss compensation Dealers Credit Limits/ Periods/Enhancements 6.4 Below Rs.1,000,000 6.5 Rs. 1,000,000 to 2,500,000

GM-P

FC

DO

GM-F

BOD

GM-F GM-F Seg Head Seg Head Seg Head GM-F SBU ACCT

GFEC & FC FC GM-F & ACCT- CCD GM-F , ACCT- CCD & FC GM-F & FC EMC GM-F

BOD BOD FC DO MD BOD BOD

6.6 Above Rs. 2,500,000 6.7 Cut off date for Sales Sales Managers tour and Expenditure Monitoring & 6.8 approval ADMIN SECURITY & MAINTANANCE 7 Allocation of Private Vehicles/Cars/Motor Bicycles Allocation of Private Vehicles/Cars 7.1 Assign & Replacement of Cars within the policy 7.2 Motor Cycle Policy Approval

segment Head Segment Head Segment Head

LVC & COO-OP LVC MTL & COO-OP Logistic Committee (GMF, MTL, COO-OP) LVC & COO-OP MTL & COO-OP

BOD COO-OP & BOD BOD

7.3 Allocation of Motor Bicycles & replacement within the policy 7.4 Fuel Allocation- Light Vehicle Fuel Allocation- Motor Cycle Allocation of Office Facilities 7.5 Office and Office space coverage 7.6 Furnitures 7.7 Land Phones 7.8 Intercoms 7.9 Renting out the company properties to outside parties Outsourced Security Management 7.10 Managing the Security and giving instructions 7.11 Updation of outsourced Security Guidelines 7.12 Changing the Existing Security Company. 7.13 7.14 Security Detections, inquiry and disciplinary actions Managing and changing the caretakers Insurance Matters

Segment Head Segment Head Segment Head

COO-O DO DO

Segment Head Segment Head Segment Head Segment Head SOM SAM SAM SAM SAM Seg Head & HRM Sec to MD

SOM SAM SOM SOM DO

MD DO DO SOM MD

BOD BOD SAM & GFEC BOD MD's Office

7.15 Changing the Insurance Company 7.16 Insurance policy changes 7.17 Insurance Claims 7.18 Changes of possession of vehicles for insurance claims

COO-OP COO-OP COO-OP

DO DO FC/FM COO-OP

MD MD DO BOD

Allocation of Mobile Phones 7.19 Allocation of Mobile Phones to Sales Staff 7.20 Allocation of Mobile Phones to normal Staff 7.21 Replacement of Mobile Phones 7.22 IDD for Mobile or fixed lines Permission for visiting the premises 7.23 Out siders for Facilities 7.24 For routine works Seg Head Seg Head SOM SOM MD/DO DO Seg Head & GM-F Seg Head Seg Head Concerned staff through Seg Head Seg Head & GM-F Seg Head Seg Head Segment Head/SAM BOD BOD DO BOD

XXX LIMITED

MASTER DELEGATION OF AUTHORITY

EFFECTIVE DATE : 01ST OF JANUARY 2012

Department

No.

Description

Responsibility

Recommendation & Authority

Final Approval

7.25 Suspended/ Terminated/resigned employees for completion of documents 7.26 Former emplyees other than above 7.27 Returnable Gate passes for company properties Exit Permit 7.28 Segment Heads

Seg Head Seg Head Seg Head

HRM & SOM HRM & SOM SOM

DO DO FC/DO

COO-OP Seg Head Seg Head SOM SOM

7.29 Other Staff Exit Permits 7.30 Changing of Office Opening Closing Responsibility TRANSPORT CVMD & LVMD 8 8.1 Lorries for Delivery 8.2 Routine Matters- Vans 8.3 Special Cases- Vans 8.4 Approval for Vehicle Allocation charts and Revision for the Vehicle Allocation to company staff Purchase of vehicle major parts/components like 8.5 Engines, Gear Box, Differential and any other irregular items with a value exceeding 10,000/SBU Head Seg Head Seg Head MSD & GM-F Seg Head MTL

COO-OP COO-OP COO-OP

LVC & MD-SEC

COO-OP & DO

MD

MTL & COO-OP

LVC & DO

MD

8.6 Company Guest Vehicle Management

LVC

GM-P

DO

Company Van 8.7 Official Allocation 8.8 Private Allocation Seg Head Seg Head LVC & MTL LVC , MTL & COO-OP COO-OP BOD

Outside Vehicle Repairs 8.9 Selecting the Motor Bikes for out side repairs 8.10 Obtaining Quatations from outside Garages 8.11 Inspecting repairs have been done as per the company standards TM TM TM SPE Seg Head MTL MTL MTL MTL & ACCT-FIN GM-F & COO-OP COO-OP COO-OP COO-OP COO-OP & FC DO

8.12 Payment to outside garages for Repairs 8.13 Leased bike Allocations, management and approval

HRD

Annual increments and bonus Seg Head HRM & Seg Head HRM DO BOD MD

9.1 Below executive level 9.2 Above Executive level

9.3 Standardizing the perks of employees

HRM

GFEC

BOD

Promotions 9.4 Promotions below Executive Level 9.5 Promotions above Executive Level Seg Head Seg Head HRM HRM DO BOD

New Recruitments Within approved cadre 9.6 Below Executive Level 9.7 Executive Levels & above Seg Head Seg Head HRM HRM DO BOD

9.8 Any Recruitment outside the cadre 9.9 Assigning new designations for managerial grade

Seg Head

HRM & SMA

BOD BOD

Suspension/ Retirement/ Terminations 9.10 Below Executive levels 9.11 Executive levels and above Seg Head Seg Head HRM HRM DO BOD

XXX LIMITED

MASTER DELEGATION OF AUTHORITY

EFFECTIVE DATE : 01ST OF JANUARY 2012

Department

No.

Description

Responsibility HRM HRM

Recommendation & Authority HRM DO

Final Approval DO with consultation of MD MD

9.12 Vacancy ads below Exec level 9.13 Vacancy ads above Exec level

Employee confirmations and issuing confirmation letters 9.14 Up to Executive Level 9.15 Asst.Managers and Managers 9.16 Senior Managers and General Managers Seg Head Seg Head Seg Head Seg Head & HRM Seg Head & HRM DO HRM BOD MD

Inter Divisional Transfers 9.17 Below Executive levels 9.18 Executive levels and above Heads of two div Heads of two div HRM HRM HRM & Head of two div. BOD

9.19 Recreation Proposals 9.20 Issuance of Staff Personal Files 9.21 General Legal Attendance for employee related issues 9.22 Training and Development 9.23 Issuance of Office ID cards 9.24 Special Warning Letters 9.25 Submission of half yearly & yearly EPF ETF Returns Using Notice boards for anything other than business 9.26 matters Arranging In house programs which are not directly 9.27 related to the business operations

Seg Head HRM HRM HRM & Seg Head AMHR AMHR AMHR Seg Head seg Head & HRM

HRM & DO Seg Head & HRM HRM DO Seg Head HRM HRM & DO HRM DO

BOD DO DO BOD HRM DO FC BOD BOD

PROCUREMENT

10 10.1 Obtaining Quatations and approval for local procurement 10.2 Supplier Registration every six months SPE SPE COO-OP COO-OP FINANCE FC

10.3 Local Procurement- Utilities and spares 10.4 Procurement of Raw Materials (Local Purchases) 10.5 Printing and issuance of letter heads to divisions IT 11 11.1 Internet & Email and Pen drives 11.2 Computer Allocations 11.3 Hardware and Software problems 11.4 New developments to the Acctop System System control changes, system modifications, system 11.5 developments AD & PRO AND CRMD 12
12.1

Seg Head Seg Head & SPE SPE & Seg Head

SPE & COO-O SPE & COO-O MD Office

FC MD/DO MD Sec

Segment Head Segment Head Segment Head Segment Head Segment Head

Seg Head & SMIT Seg Head & SMIT SMIT & FC FM, FC & SMIT FM, FC, SMA & SMIT

MD/DO DO BOD BOD BOD through GFEC

All promotional projects approval

MD

Press advertisements, Advertisements and Promotions, 12.2 Public Notices, Press Articles,Design approvals of any official forma 12.3 12.4 Managing the Gallery and Chanaging all the procedures and manuals on Gallery Mgt. Arranging and conducting all ceromonial activities with outside parties

Seg Head CRM-CROs CRM-CROs

BMD & DO SAM Relevant Seg Head

MD MD BOD

Souvenir Advertisements 12.5 Up to Rs. 2500/12.6 Above Rs. 2500/Seg Head Seg Head FC & BMD FC, BMD & DO DO MD

XXX LIMITED

MASTER DELEGATION OF AUTHORITY

EFFECTIVE DATE : 01ST OF JANUARY 2012

Department GFEC

No. 13

Description

Responsibility

Recommendation & Authority

Final Approval

13.1 Monthly performance folder 13.2 Staff monthly/quarterly performance rewards 13.3 BOD 14 Approval of Leave 14.1 Managers 14.2 Executive Staff 14.3 Below Executive Levels Any changes to Company Procedures, Code of Conduct and Deligation of Authority

Seg Head Seg Head Seg Head

GFEC GFEC GFEC

MD/DO BOD BOD

MD/DO Seg Head Seg Head Over six days leave must need BOD approval

14.4 Restructures/ Changes to main structure 14.5 Any decision relevant to delay in salaries of employees 14.6 New Recruitments for senior level Managers New Managers Induction Program and Installation 14.7 them without delays and disturbing. * Please note following In the absence of MD, DO will take care of the MD's administrative functions after obtaining the necessary permission from MD. And also in the absence DO, FC will take care of administrative functions after obtaing the necessary permission from DO FC/FM Seg Head SAM & HRM EMC EMC DO

BOD MD BOD MD

Abbreviations MD & DO DO/FC BOD EMC : : : : Both MD and DO One of them Minimum of 2 active Directors Executive Management Commitee

GFEC

BOD