OILLP-4/12/2015-P02

Olympeo HR Policy
Olympeo Infrastructure LLP welcomes you aboard. We endeavor to provide congenial environment
for personal and professional growth through dedication and excellence in work.
The rules and regulations shall be applied to all the Employees of the Firm / Group organizations.
ON BOARDING
What is On boarding?
This is an activity where every employee is run through the process of the filling of form and formats
both statutory and firm specific for the entire data capture post recruitment .This process helps in
creating a detailed profile of all employees who join the firm. This helps in our database updation
and statutory compliance.
How long is this process and what does this consist of?
It lasts for half a day preferably in the first half. This consists of filling of statutory forms and firm
specific forms (For e.g. Joining Form, Personal Details etc.) for every employee to avail the benefits &
services offered by the organization.
Is it compulsory?
Yes it is compulsory for each and every employee who joins Olympeo Infrastructure LLP and no
employee is exempt from this. However due to unforeseen reasons if anybody has missed this
process please contact the HR team. Employee has to submit all the documents within 3 days of the
joining.
Is this a part of the induction process?
No it is not a part of the induction process. Induction is a detailed process where every employee is
taken through the whole business cycle of Olympeo Infrastructure LLP and awareness on what the
firm does, how it operates, what are ongoing & future projects and how was it originated.

WORK TIMINGS AND DRESS CODE

What is a typical workday Olympeo Infrastructure LLP at?
We shall be available at Olympeo Infrastructure LLP offices between 9 AM to 6 PM, Monday Saturday. Management reserves the right to deduct salary of full day of frequent late comers.
Official lunch hours duration is 30 minutes.
What if I am posted at a project site?
At site, working hours are from 9AM to 6 PM; however timings can be changed as per project
requirement from time to time.
Who keeps track of the hours I Work?
The Administration Team will keep track in attendance register and any clarification on the same can
be verified with them.

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Whats the dress code?

We at Olympeo Infrastructure LLP believe in comfort level of employees. So, the following work
dress codes apply for all the employees.
Monday to Friday: Business Casuals
Saturday: Casuals
Business Casuals exclude the following: Jeans, T-Shirts, Cargo Pants, Slippers, and Shorts etc.
When we have meeting, it is advised that you dress in Business formals to present a professional
appearance, regardless of the internal norm. The above dress code is not applicable for employees
who are provided with organisation uniforms.
How many days a week do I work?
A typical work week lasts six working days from Monday to Saturday. For employee based at site it
would be in line with the project requirement.
What happens if I come late for work because of some exigency?
We at Olympeo Infrastructure LLP. believe in punctuality and expect every employee to follow the
same. In case of an emergency or an exigency you have to apply for leave and inform your manager
accordingly.
What if I have to leave early someday? Do I get attendance for the full day or not?
You can avail half a days leave as allowed by the leave policy.

ATTENDANCE, ID CARDS/ACCESS CARDS

Where do I sign in?
You should sign in the attendance register placed at the reception for all the corporate staff and
attendance is maintained at the project site for site based staff.
Who keeps track of the attendance?
The HR team keeps track of the attendance.
What if I forget to sign any day?
It is a statutory requirement that you sign in the attendance register on daily basis. Failing to do so
will result in marking of leave for that day.
If I am on business travel do I get attendance?
If it is an approved business trip, you would need to mark accordingly.
Do I have to bring my access & ID card every day?
Yes, it is a necessity that you get your ID and Access card everyday and it has to be produced when
demanded.
What should I do if my access/ID card gets lost?
You need to report immediately to your supervisor and the administration team. There will be a
notional charge for the replacement of the cards.
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Whom do I contact if my access card is not working?
You would need to inform the administration team who will do the needful.

FOOD ARRANGEMENTS
Where do I go and eat?
For having food / snacks, you can go to Cafeteria, which is located on 2nd floor of Kesar Solitaire.
Does the firm provide with coupons for having meals in the cafeteria?
We do not provide meal coupons as on date.
Can we smoke or drink in the premises?
Smoking and drinking is strictly prohibited in the office premises as per the Government regulation.
Are we allowed to get our own food from home?
Certainly, however you can have the food only in the cafeteria.
Is there a specified time for the meals?
No, however, Official lunch hours duration is 30 minutes.
Is safe drinking water provided on campus?
Staff health is of utmost priority for us and we provide filtered water in our office.

CONFIRMATION PROCESS
What is the probation period?
Employee would be on probation for the period of 3 months.
During probation he / she is not entitled to for any leaves.
Any leaves taken during this period would be considered as LOP (Leave without Pay)
He/ she needs to take a prior approval of 5 days for any leave required.
All leave request needs to be sent strictly on email ( mail to your reporting superior with cc
to HR)
Is there an automatic confirmation after probation period?
Yes, in case you are not issued a probation extension letter, your services are automatically
confirmed. Olympeo Infrastructure LLP will not issue any confirmation letter.
How long is the probation extension period?
The probation period can be extended subject to management discretion.
Can the probation be extended twice?
Our policies do not permit extending the probation period twice.
On what basis is my probation extended?
The assessment of your performance against the firm expectation is the basis of extension of the
probation period.
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Do I get pay raise after confirmation?

The pay raise cycle is independent of the confirmation of your probation; hence there is no pay raise
at confirmation.
What is the confirmation process?
The new employee is inducted into the organization.
The employee sets up goals and objectives for the appraisal period.
Employee discusses the goals and objectives with his manager. Changes, if any are made and
the manager signs-off on the performance objectives.
At the end of the appraisal period, the employee does a self-appraisal. Manager and
employee discuss employees performance.
Based on the performance of the employee the manager decides to confirm/extend
probation/terminate services of the employee and informs HR about the same

LEAVE & HOLIDAYS

How many days of leave am I eligible for?
You will be eligible for 24 days of privilege leave (Long leaves), other than the declared holidays and
weekly offs in a calendar year. For all newly joined employees and employees who do not have
sufficient privilege leaves in their account, it will be calculated on a pro-rata basis from the date of
joining. There is carry forward of privilege leaves in next calendar year. You can take these leaves
only twice a year. Apart from 24 Privilege leaves all confirmed employees will get 10 Casual Leaves,
casual leaves cannot be taken 3 at a time. If any holiday fall in between 2 causal leaves, it would be
counted in.
Sundays (52 Weeks)
Closed Holidays
Casual Leaves
Privilege Leaves
Total Leaves

52 days
12 days
10 days
24 days
98 days in a year

What is the breakup of the same?

You are entitled for 24 days of privilege leave and 10 days of casual leave.
What kind of leaves can I avail for what duration?
If leaves are taken for less than 3 days, then it is considered as Casual Leave (CL), if it is taken for
more than 3 days it is considered as Privilege leave (PL). Any leaves taken during probation period
will be considered as Leave without pay (LOP).
How many days of leave can I take in a row?
You can avail a maximum of 10 continuous working days of Privilege leaves in a row.

What is the procedure for the same?

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You would need to apply for Privilege leave on email, to be approved to your Manager, atleast one
fortnight prior to taking Privilege Leaves and a week for Casual leaves. Once this is approved you will
need to forward the approval to HR/ Administration.
How do I know my leave balance?
HR will maintain a leave card with your leave balance. For staff at site there will be an attendance
template maintained by the Site Manager. However, the decision of HR is final in this regard.
What happens when I dont inform my leave of absence?
Any leave without prior approval will be considered as leave without pay. Any employee absent from
work for eight or more consecutive days without intimation / prior approval or an acceptable reason
is deemed to have resigned from the organization without notice. The organisation will deduct
whatever payment from his/her salary in lieu of the required period of notice.
From when am I eligible for leave?
Right from the day you are confirmed in the firm, prorated on the number of months worked.
Can I accumulate leave and is there a limit on the number of days I can accumulate?
Only accumulation of Privilege Leaves is allowed. The Casual Leaves are to be availed in the Calendar
year itself.
Will I be able to encash leave at the end of the year and if so how many days?
If you dont wish to utilize your leaves you can encash your pending leaves of earlier calendar at the
end of financial year subject to having a minimum balance of 48 Privilege leaves. Leave encashment
will be made based on your Basic Salary.
What happens if I take more leave than I am approved for?
Any leave taken more than the balance will be considered as Loss of Pay.
What if I am not able to come to work because of medical or personal reasons and unable to
inform the office?
You would have to either inform your manager over telephone or send an e mail / pass a message
on through somebody that you will not be reporting to duty. Please understand it is a part of the
duty and responsibility of each and every individual so that the business can be managed smoothly.
How many holidays do I get in a year?
The holiday list would be published at the beginning of every calendar year.
As a female employee am I entitled for maternity Leave?
We allow the benefits as per guidelines of Maternity benefit act 1961; all women employees are
entitled to a maximum period of 12 weeks (Six weeks preceding the expected date of delivery and
six weeks after the date of delivery). During the leave period all women employees are entitled to
Basic Salary for the period of the leave.
For any of the above cases if leave application is not produced the leave will be considered as Loss of
Pay and the same amount deducted from the salary.

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Can I avail compensatory off for working extra time?
We dont have compensatory offs. However for site based staff, compensatory off is allowed to be
taken for overtime (at least 8 hrs of extra work) within 15 days of such overtime working.
Compensatory offs can be taken only on prior approval from manager over e-mail.

COMPENSATION
What are the components in my structure?
Gross Salary/ Base Salary
a. Basic: 35% of the Gross salary
b. House Rent Allowance (HRA): Depending on the place of living i.e. if it is a Metro then the
HRA 50% of the Basic, incase a Non-metro then it is 40% of the Basic.
c. Conveyance: INR. 9600 p.a. as per the IT Act.
d. Medical reimbursement: Rs. 15,000 p.a. as per IT Act.
e. Leave Travel Allowance: Maximum 2 months Basic Pay (twice in a block of 4 years)
f. Special Allowance: Gross salary minus components mentioned above.
What are the Taxable components in the structure?
a. Basic
b. Special Allowance
c. Medical Reimbursements: Amount for which the bills are not submitted will be taxed. Tax
exemption is limited to INR. 15,000/d. LTA: Taxable twice in a block of 4 years.
e. HRA: Taxable on non submission of rent receipts.
How do I plan my taxes?
Please fill in the Investment declaration form and mail it to finance@olympeo.com by 15th April or
within 15 days of joining, whichever is later. Tax is deducted based on the declaration submitted by
you. Proof of investments, medical bills, LTA bills, rent receipts etc need to be submitted by 15th
February of every year. For further clarifications please contact finance@olympeo.com
What should I do if I have to opt for PF?
Presently, Olympeo Infrastructure LLP does not have any PF facility.
What is the Pay Cycle?
Salary would be transferred to your RBL bank account (ONLY) on the last working day of every
month. Employees joining on or before 15th of every month would be included in the payroll of that
month. Employees joining post 15th of each month will be included in the following months payroll.
What If I havent opened a bank a/c yet?
You will have to open a bank account within one month of your joining. However you will get a
salary cheque only for the first month.
How do I get my pay slip?
Soft copy of your pay slip would be sent to your Olympeo email id (ONLY) by Finance/Accounts
Team. In case of any clarifications you need to contact Finance/Accounts Team.
What are the deductions in my salary?
Professional Tax Statutory deduction required
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Income Tax If applicable and based on your declaration
Medical Re-imbursement (if opted)
LTA (If opted)
Can I take any salary advances and if so to what limit?
As a firm we do not encourage salary advances.
When is my Bonus paid?
In Olympeo Infrastructure LLP bonus payout is discretionary and depends on performance. It is paid
out annually depending on the Business Line you are working for.
What are the different kinds of bonus?
All the staff are eligible for Discretionary Bonus, which is dependent on the following performance, It
is the following parameters
1. Individual Performance
2. Business Line Performance
3. Firm Performance
The payout of bonus is entirely at the discretion of the firm and its interpretation of performance.
Do I get paid bonus for the period I have worked even after I leave the firm?
You will be eligible for Bonus provided it is declared and you are on the firm as on date of payout.

OTHER BENEFITS
Do I have Internet connection at my workstation?
Yes, all the systems have internet connectivity at all the Olympeo Infrastructure LLP office. Site
based employees will have limited access to internet.
Is everybody eligible for SIM Card?
No, SIM card is owned by the individual & not by the firm. Only SIM cards of shared phones will be
paid for directly by the organisation.
Am I provided with an office cell phone?
As on date we do not provide the handset. However, as an exception few cell phones has been
provided to the field sales personnel.

LOCAL CONVEYANCE & REIMBURSEMENTS

How do I book firm cars?
Car booking is to be made with the HR / Administration Team.
Can I use a rented car?
Yes, but cars are to be hired only in the event, all the firm cars in use or booked the time of booking
the transport. Individuals are not allowed to hire any rental cars on own. All booking should be made
by the HR / Administration department.
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Can I get home-pickups?

No, except if the residence of the employee is en-route to the meeting place or the client meeting is
scheduled prior to 8:00 AM
When can I claim reimbursement for local travel?
If you travel to client, customer place or for any other official work then you can claim train, bus taxi
charges form office to client/associates/customers offices, both ways at actual.
What are the other reimbursements?
You are entitled for Reimbursement of Mobile bill subjected to maximum of INR 1,000/- on
production of Mobile Bill.
How do I claim reimbursement?
You need to get an approval form your manager and submit the approved Reimbursement Form to
the Finance & Accounts team by 10th of subsequent month.
Where can I get the reimbursement form?
The reimbursement form is available with HR / admin team.

BUSINESS TRIP EXPENSES

What is the procedure for approval a business trip?
The request has to be raised by the employee and duly approved by the Department Lead. Once
approved it has to be sent to Finance/Accounts Team.
Can I organize my own ticket and accommodation?
No, unless it is an unplanned business travel or an emergency. You would have to get an approval
from the department head for reimbursement.
When can I claim reimbursement for the expenses of my trip?
Within 7 days from the date of your return from the trip.

LEARNING & DEVELOPMENT

What kinds of training programmes are available?
Training programs can be available on need and skill set development of the individual employee.
The training programmes will be approved based on management discretion.
How will I be informed of the Training schedule?
The HR department will inform you the training schedule once the same is approved by the
management.
APPRAISAL & PERFORMANCE MANAGEMENT
How is my Performance measured?

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The performance is measured in terms of individual skill sets, team skills, initiatives, contribution to
the growth to the Firm.
Who is eligible for Performance measurement?
All employees are eligible.
What is the Performance Measurement cycle?
The cycle is April March of the financial year. Objectives need to be set by the employee in
agreement with the Manager within the first month of joining. Employees who join on or before
September 30th every year would be eligible for the year end performance review.
Does Performance review have any impact on my Bonus?
Yes, Performance rating is one of the many factors used on deciding the bonus payout for an
employee.
What is the maximum amount of bonus that I can be paid?
There is no fixed amount of Bonus that can be paid. Bonus is totally discretionary and payout
depends on firm and individual performance.
Does Performance Rating impact increments and promotions as well?
Performance Rating is one of the many factors that are taken into account while deciding on
promotions & increments.

PROMOTIONS
When am I eligible for promotion?
Promotion is not based on seniority but purely based on performance.
When is promotion effective?
Promotions are effective 1st April every year. This is applicable for all employees. It is important to
note that the firm may decide not to have the promotions exercise for a particular year due to
reasons it may consider reasonable.

What are the criteria considered for Promotion?

Criteria have been formulated based on your
Performance Rating
Contribution to Firms Growth
Resource Management Skill, etc.
Do I get an increment with my promotion?
Promotions and increments are exclusive of each other.
What is the process for nominating staff for promotion?
Department leads nominate staffs based on criteria as mentioned above.
Each Department head would then forward the nominations to the HR. The nominations are
discussed in the Promotion Committee comprising of the MD, COO, HR and all other Department
Heads.
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When is the promotion process initiated?

Process is initiated in March of every year.

VISITORS & GUESTS

Can I bring any visitors to office?
We do not encourage this.
In case of an unexpected visitor where should they wait?
There are designated waiting areas for visitors where they should be waiting.
Can he/she have food at our office?
We do not encourage non employees to use our Office facility due to security reasons.

SECURITY, SANITATION & SAFETY ISSUES

What are the security measures ensured for safety in office?
We comply with all statutory safety norms for the infrastructure. There are adequate security
personnel and measures in place to ensure a safe working environment.
Whom do I report on concerns of security measures and personnel?
You need to report it immediately to your manager and the Administration team.
Are there enough safety measures taken in terms of a Fire or any other incident?
Our Office meets all statutory compliances for Fire and safety measures.
If I have any problems in terms of safety or sanitation whom should I contact?
You should contact the administration team for the same.

DISCRIMINATION & HARASSMENT

What constitutes discrimination & harassment?
The following constitutes harassment:
Discrimination occurs when someone is treated unfavourably because of one or more of
their personal characteristics.
Harassment is a pattern of unwelcome behaviour.
Bullying is repeated less favourable treatment by others which may be considered
inappropriate for the workplace
How is it determined?
Please ask yourself.
Would I like to have my comments or my behaviour seen widely by others?
Would I feel okay if someone treated me (or someone close to me) that way?
Whom do I contact in case of a complaint?
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Please contact the HR person or your manager.
What are the measures taken by the firm to avoid this?
The firm always sensitizes its employees and encourages them to talk to their colleagues.
How do you verify or validate a sexual harassment charge?
Incase any employee is found misbehaving with female employee within office premises or involves
in any sexual harassment of any nature whatsoever, he would be liable of termination from his
employment.

ADMINISTRATION SUPPORT
Whom do I contact for any admin related queries (SIM Card, Business Cards, and Photo ID Cards)?
You need to contact the HR / Admin person.
Who do I escalate to in case of any issues?
You need to escalate issues to HR.

FINANCE SUPPORT
Whom do I contact for any Finance queries (Travel, Mobile bill and other reimbursements)?
You need to contact Finance and Accounts executive for such queries.
Whom do I escalate to in case of any issues related to delay in bill payment or reimbursement?
Finance related issues should be escalated in the following hierarchy
Asst. Manager Finance & Accounts
COO

HUMAN RESOURCE SUPPORT

Whom do I contact for any HR related support?
You can directly contact HR

SEPARATION

Resignation has to be served with a 30 days notice. Any employee who leaves the
organisation without 30 days notice will get a remark on his / her relieving letter. The
experience certificate / final settlement will be done only after 30 notional days has lapsed
when notice of resignation is served.
Employees who are on probation should also give 30 days notice.

GIFTS FROM OUTSIDER

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No employees should except any direct or indirect gifts from any supplier, customer, client,
public either in cash / kind.
Incase received shall be handed over to firm immediately

ORGANIZATIONS PROPERTY AND EQUIPMENT

All employees are required to handle office equipment with due diligence and care.
They shall return all equipments in good condition to firm at the time of separation.
Any loss / theft employee should immediately report to management. (It is managements
discretion to decide whether to bear the cost of loss / damage or no)
No employee will tamper office records, if found doing so (Management reserves right to
take strict actions against the employee)

CONSUMPTION OF DRUG AND ALCOHOLIC DRINKS

No Employee shall be under influence of any intoxication during office hours.

If any employee is notice doing such conducts then management reserves the right to take
strict actions against the employee.

All employees are expected to abide all the above rules and regulations of the firm. If any employee
is not following the above polices, then Management reserves right to take strict actions against the
particular employee.

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