Employee Relationship Manual UAE Sept'18

UAE - EMPLOYEE RELATIONSHIP MANUAL
This document is strictly confidential and not to be distributed outside company without written consent from Evosys
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Table of Contents
Message from HR .............................................................................................................................. 3
1. Objective, Values & Culture....................................................................................................... 4
2. Management Team................................................................................................................... 6
3. Working Hours & Holiday Calendar .......................................................................................... 8
4. Dress Code ................................................................................................................................. 9
5. Terms of Employment ............................................................................................................... 9
6. Visa and Air tickets .................................................................................................................. 12
7. Salary....................................................................................................................................... 13
8. Timesheets .............................................................................................................................. 15
10. Work from Home Policy / Remote Working ........................................................................ 23
11. Expense Reimbursement ..................................................................................................... 25
12. Allowance eligibility when traveling to other than Base countries ..................................... 27
13. Performance Appraisal Policy ............................................................................................. 29
14. Evosys Excellence Awards ................................................................................................... 30
16. Referral Policy ..................................................................................................................... 34
17. Separation Process .............................................................................................................. 36
18. Code of Conduct .................................................................................................................. 41
19. Disciplinary Procedure......................................................................................................... 43
20. Data Protection ................................................................................................................... 46
21. Unacceptable Activities ....................................................................................................... 47
Acknowledgment Form for Receipt of Employee Manual .......................................................................................... 50
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Message from HR
Dear Employee,
Evosys has always considered its employees as an ‘Asset’ and has nurtured them with care and
affection. With growth in number of employees, it is highly important that each member of the
team moves symmetrically with the main stream. Each new employee joining the company
should have a very clear understanding of the policies, culture, values and style of working.
With this objective in mind, we are pleased to forward you the ‘Employee Relationship Manual’.
It mentions the terms and conditions of employment as detailed in the employment contract.
The company reserves the right to amend, delete or annex any terms and conditions of service
as and when necessary.
The contents of this book are to be kept strictly confidential and are intended to be used as a
reference for the company and the staff.
Any doubt or query concerning the content of this manual should be forwarded to the Human
Resource Department (hr@evosysglobal.com).
With Best Regards,

Team HR
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1. Objective, Values & Culture
1.1. Objective of this Policy Document
The purpose of the document is to provide clarity to the employees about the company
policies. All the below mentioned policies will be applicable to the employees hired on UAE
payroll.
Important points:
a) Company reviews the policies from time to time based on the changing business scenarios.
Any revision in company policy automatically becomes applicable to the employee once it
gets delivered to the employee and accordingly supersedes employment contracts.
b) We have tried and covered most of the policy points with much clarity in the document.
However, there can still be cases of conflicting understanding on any particular policy. In
all such events, HR will evaluate the case and provide the clarity and that should be
considered as final.
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1.2. Values & Culture
Evolutionary Friendly Meaningful Passionate
passion, competitive
spirit and fire to
Continuous achieve, - factors
improvement which brings out the
best within every
MAINTAINING CARING RELATIONSHIPS WITH Evolite
OUR EMPLOYEES AND CUSTOMERS HAS BEEN
THE DRIVING FORCE BEHIND OUR EVERY Consistently
ACTION. outperform our peers
Evolites - Fountain and provide a
head of creativity & dynamic and
Innovation challenging
environment for our
employees.
Activities and events
at Evosys involve
Continuously employees at all
Friendliness – High
exploring new ways levels, so as to
Challenging the limits approachability and
and adapt and remove the
– with disciplined encouraging
embrace changes differences of
execution approach environment
both internally and hierarchy, create a
externally friendly atmosphere
and encourage open
expression of ideas.
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2. Management Team
Umang Nahata
CEO
A young, energetic, passionate to deliver innovative business solution is

how Evosys sees Umang Nahata. He founded Evosys at a very young age
of 27. A qualified chartered accountant and software engineer had a
remarkably fast-paced career at KPIT & GTL.
Moving from Associate Consultant to Regional Business head happened
in less than 3 years. The aspiration to attend perfection initiated the birth
of Evosys. Leading by example, Umang has always been an inspiration for
many.
He is specialist in Oracle Applications, having worked on more than 20
Oracle modules across 40+ customers Specialist in Healthcare Finance - Activity Based Costing,
Business Analytics. Under his leadership, Evosys is recognized as the leading partner for Oracle
Healthcare in Middle East. Evosys expanded to be known as the Healthcare Specialist Partner
globally.
From Middle East, Evosys has become a global company with expansion of business in UK, North
America and APAC. Fast growing Oracle Cloud Partner Globally inching towards 100 Successful
Cloud Customers.
Rakesh Raman
COO
Rakesh Raman is Chief Operating Officer of Evosys. An Engineer by

qualification, Rakesh holds years of experience on high-technology in IT
and ITES Industry.
He has held senior management positions in companies like Evosys

Consulting Services & GTL Global Services, organizations which are better
known as the leaders in IT & Consulting Industry.
His specialization in Oracle Applications, Database Administration and
Business Intelligence Implementations has been recognized & awarded. As a Director & Co-
Founder of Evosys, his ideology to Perform or Perish has been assimilated by the entire
organization, making it a High Performing & Learning Organization.
His expertise in the area of Technology & its implications on business scenarios has been fruitfully
harnessed to deliver solutions beyond the customer's expectations.
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Ummed Nahata
Director
Mr. Ummed Nahata holds experience of more than 20 years as an

entrepreneur & has founded three successful Startup companies. He has
been responsible for setting up the Corporate Marketing as a Co-Founder
& Promoter of the Company. His efforts can be precisely measured with
the Evosys fast paced Growth in the few Years. He carries the values of
Evosys namely Passionate, Evolutionary, Friendly & Meaningful that is the
common thread among all the Evolites & powers Evosys ability to produce a delivery model that
evolves, over time, for each client. Mr. Ummed Nahata is Financial Management expert from
Mumbai University.
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3. Working Hours & Holiday Calendar
3.1. Working Hours
Employees operating from UAE office or working at the client site are expected to work as per
the UAE Office/ Client timings. Evosys UAE office has five (5) days working from Sunday to
Thursday and regular working hours are from 9.00 AM to 6:00 PM. However, employees deputed
at client location have to strictly follow client working hours and report in time.
Employees are expected to work for minimum eight (8) hours in a day. Employees may be
required to work beyond working hours to complete tasks assigned by their superiors to enable
the Company to meet its commitments to customers. Such work may even be on Friday, Saturday
or holiday. If an employee works for four (4) or more hours but less than eight (8) hours in a day,
it will be considered as a half day leave. Where an employee works for less than two (2) hours, it
will be considered as full day leave.
If an employee leaves the office premises on account of some official work, he / she shall mark
as on-duty in the attendance records and also intimate his / her Departmental Manager.
In UAE offices, attendance is tracked through SSHR timesheets. Employees are required to fill the
timesheets on daily basis. Tampering, altering, or falsifying with time records / attendance
records may result to disciplinary action, up to and including termination of employment. In the
event of an error in signing attendance, employee must report the matter to Departmental
Manager / human resource department immediately. If the employee fails to sign or to intimate
about his / her late coming, it will be treated as leave. In case leaves are exhausted, it will be
treated as leave without pay.
Employees are working at project sites (Client site) are expected to follow the office timings and
standard work hours prevailing at the respective client site wherein they are deputed.
3.2. Holiday Calendar
Employee working at onsite location needs to follow Evosys UAE Regional Holiday Calendar which
is published in SSHR and reflected in ‘Timesheet’.
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4. Dress Code
At Evosys UAE office, employees are requested to wear formal attire during work hours and
onsite during client interactions/ meetings.
Men:
Business suit or trousers and blazers (tie is not a must). Clean shaved look is preferred.
Women:
Business dress or suit.
5. Terms of Employment
5.1. Employment Contract
Unless otherwise stated in the employment contract, no employment with a previous employer
shall be deemed to be continuous with the employment with the Company. Employment
contracts are done based on candidate’s resume, performance in interviews,
personal/telephonic discussions etc. Upon selection, a candidate is issued an offer letter. Once
the offer letter is accepted, and the candidate joins the Company, they are provided an
employment contract. Employment contract is issued in duplicate; one copy should be duly
signed and returned to confirm their acceptance to the terms and conditions therein.
5.2. Joining Formalities
Employees need to submit the following documents on the day of joining.
a. Passport size photographs (4)

b. Copy of Passport valid at least one year (for visa purpose 6 months duration)
c. Copy of graduation/post-graduation certificate stamped from UAE Foreign Affairs
d. Experience and relieving letter from previous employer
e. ID proof – Emirates ID Card
f. Pay slip from previous employer for last 3 months
g. Birth certificate
h. Criminal certificate
Employees need to have a valid passport all the time with at least six-month’s validity. In case of
loss / misplacement of the document, Company will not take any responsibility towards the cost
of getting new passport in UAE or any onsite location.
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5.3. Employees’ Duty
Employee shall perform his / her duties as specified in his / her employment contract. The
Company reserves its right to assign the employee other duties and / or responsibilities from
time to time in accordance with its business needs. Employee engagement with the Company
will be on full time basis. Employees are not to engage themselves or devote their time or
attention to any other full or part-time employment, trade, business or occupation with or
without remuneration or honorary other than that of the Company. Further, they are not to
undertake either directly or indirectly any activities contrary to or inconsistent with their
obligations to the Company or Company’s interests. Employees shall attend the training sessions
as organized by the Company from time to time.
During the continuance of employment and without prejudice to implied duty of fidelity,
employees shall (i) dedicate their entire skill, experience and resources exclusively to the
Company, (ii) perform all duties, as are habitually exercised by a person of their rank, and in a
proper and efficient manner, as expanded or curtailed by the Company, (iii) co-operate with
others at all times, (iv) work with various teams, and (iv) act in the best interests of the Company.
5.4. Probation Period
All employees, except those who are covered under the employment contracts, have a probation
period of three (3) months. The probation period can be extended up to maximum of six (6)
months if employee’s performance is not found to be satisfactory. Extension of probation is at
the sole discretion of the Management. On completion of initial probation period, unless
otherwise informed, employee shall be treated as confirmed.
The services of an employee can be terminated by the Company during his / her probation period
by giving one (1) week notice, if his / her performance is not satisfactory or he / she is found
guilty of any misconduct. In case an employee resigns during the probation period, he / she will
have to intimate the Company at least Fifteen (15) days before leaving the Company, failing which
he / she shall compensate the Company equal to his / her fifteen (15) days salary. In the event of
termination of the employment during the probation period, the employee will not be entitled
to receive any end of service benefits or compensation whatsoever.
5.5. Confidentiality
During the course of employment employee will come across various confidential and
proprietary information. Employees should maintain the confidentiality of information entrusted
to them by the Company and its business partners, except when the Company authorizes
disclosure or disclosure is legally required. Confidential information includes proprietary
information such as Company’s business plans, forecasts, investment activities, vendors /
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customers database, price sensitive information, and employee information, as well as non-
public information that might be of use to Company’s competitors or harmful to Company or its
business partners if disclosed.
Further during the employment with the Company, an employee may be assigned to various
assignments which relate to the clients’ / vendors’ /company’s business. All such information will
be confidential in nature and proprietary for the client’s / company’s business. The nature of this
relationship requires maintenance of confidentiality. In safeguarding the information received,
Company earns the respect and further trust of its customers, clients, and vendors. Employees
must therefore maintain confidentiality of such information and not divulge any information
related to their work or the clients’ / vendors’ / company’s business to any outside agency or
third party without prior permission of the Company. The obligation under this clause shall
continue even after termination of employment with the Company.
Employees are not permitted to remove or make copies of Company records, reports or
documents without prior management approval. Disclosure of confidential information could
lead to termination, as well as other possible legal action, including damages.
5.6. Transfer and Reassignment
Employees are required to work at the Company’s premises but they may be assigned or
seconded from one department, location, in UAE or abroad. They may also be required to
undertake additional duties apart from the normal duties of the post to which they are
appointed. An Employee may request for transfer from one working place to another, however,
transfer of employees shall be the sole discretion of the Management and shall not be disputed.
An employee may be reassigned, subject to performance of his/her duties and on the
recommendation by his/her Superior and/or Departmental Manager. All recommendations for
reassignment shall be determined by the Management as and when required. Any such change
will not be regarded as constituting a change in the terms and conditions under which such
employee is employed.
5.7. Employee Record update in SSHR
Employee is required to fill-up personal information in Employee Self -Service within one (1) week
of joining the Company. It is important information and employees are expected to update their
address / contact details regularly. National Identity Card must be uploaded in SSHR.
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6. Visa and Air tickets
Employee hired on UAE payroll must have a valid RP. The RP will be transferred to Evosys UAE
once the employee joins.
In case the employee does not have an RP, Evosys will facilitate the same as per the agreement
at the time of joining. Employee needs to submit the supporting documents to the UAE admin
team at the time of joining.
In some situations where RP cannot be processed, company will provide the appropriate visa as
specified in the contract. Air tickets will be applicable to the employee as mentioned in the
employment contract.
6.1. Travel Authorization
The reporting authority of the employee will be raising a travel request through the internal SSHR
system. The travel request should be sent well in advance for the following categories of travel.
a) 20 days for deputation on projects;

b) 10 days for travels on account of presales.
The resourcing manager will approve such requests. The approved request will automatically go
to the HR, Ticketing Department and Admin Department.
6.2. Ticket Entitlement
Employees on RP and who are on foreign payroll will be eligible for annual tickets as per the
details mentioned in the contract.
a) In case where employee is on multiple Entry visa or short duration visas, employee may
need to make exit from the base country even when on foreign payroll. In such case,
Company will decide the destination/ location of exit considering the viable option. In
case of personal reasons, if employee has to travel to his / her home country or base
location, employee can do so paying the additional amount towards the same.
b) Employees are suggested to plan their personal travel during one of the exit / entry or
visa stamping.
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6.3. Visa Process and Responsibility
a) The Admin in charge will apply visa for employee on receipt of approved travel request
from the resourcing manager. Contact Mr. Manish Nahata or Mr. Hiren Bhatt for all
documentation.
b) It is the responsibility of the employee to provide all necessary documents for visa
processing, to the Admin in charge at the time of joining only.
c) Employee will be informed in advance about the type of visa applied.
d) In case employee fails to update visa expiry date in the system or to inform the Admin in
charge, and if his/her visa gets expired, employee will be responsible to pay fines levied
upon him / her. Company will not take any responsibility in any such case.
6.4. Passport Submission for RP or business visa
Employee needs to ensure to submit the documents asked by the travel desk team for application
of the RP or Business visa
a) It is responsibility of the employee to ensure that he / she submits his / her passport to
the Admin person in charge.
b) Once documents are submitted and RP/ business visa is issued, Project Manager will be
informed to arrange the travel.
7. Salary
Employees on Evosys UAE payroll would be required to provide below mentioned bank account
details to HR within a week of the employee’s joining.
Bank Name
Bank Account Number
Branch Address
Swift Code
IBAN Number
Salaries will be paid by way of a direct credit into the Employee’s bank accounts in arrears on or
before the 7th day of succeeding month, subject to tax, and such other deductions, if any, as
notified by the Government of UAE, in accordance with law. Where employee has joined or
leaving employment part way through a month, the employee will receive a pro-rata amount for
that month, provided the employee complies with the terms of his / her employment agreement.
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In case there is a variable component in the package, the same will be paid to the employee as
mentioned in the appraisal/appointment letter.
Soft copy of salary slip is sent to Employee via email every month, latest by the 7 th day of the
succeeding month.
Salary is processed on the basis of timesheets filled by the employee on daily basis. For more
details on timesheet please refer point 8 “Timesheet”.
The employee will be deemed to have authorized the Company to deduct, any time during the
employment or on termination, from any payment due to the employee, any money which is
owed by the employee to the Company, whether under his / her employment agreement or
otherwise, such as on account of:
(i) excess of holiday taken over accrued entitlement;
(ii) excess of any payment made to the employee incorrectly by the Company;
(iii) any overpayment of salary / remuneration;
(iv) any outstanding training costs, loans, advances;
(v) reasonable amount if the employee fails / neglects to return Company’s property, or
outstanding monies owed to the Company at the time of leaving; and
(vi) any damage caused by the employee to Company’s property.
Refer below FAQ’s for quick response the queries.
1. The salary I have received is less/ more than the mentioned in my appointment/
appraisal letter? What should I do?
In case employee receives less/ more salary, the employee is requested to raise a Service Request
(SR) in SSHR for the Accounts dept. The accounts department will revert to the query raised
within 2 working days.
2. I have received the correct salary in my account, however, my payslip doesn’t reflect
correction number? How do I get my pay slip rectified?
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For any error in the payslip, employee is requested to raise a SR for Accounts dept. The accounts
department will issue the correct pay slip within 2 working days.
8. Timesheets
Timesheet is a great tool to self-monitor and optimize the overall productivity. With the
continuous monitoring, Timesheet helps in wisely investing the time on critical areas which may
not be urgent, such as new learning, exploring new areas etc.
From the organization’s perspective, it is one of the most important process to ensure overall
operational efficiency and aids in decision making with respect to costing, resource planning and
effective utilization.
a) Employee can submit the timesheet of the current week anytime within the ‘Week’ latest
by Monday, 24:00 Hours i.e. Timesheet of “Sunday to Thursday” can be submitted for
'Approval' by Monday day end.
b) Employees are encouraged to fill the Timesheet on daily basis for higher accuracy.
c) Timesheets will be open as per the time zone of the location employee is working from.
For e.g.: If the employee is deputed in UAE, timesheet calendar will be Sunday to
Thursday, but the timesheet for the same week will be open till coming Monday 24:00
Hours
d) In case there is a Public holiday on Monday or Sunday, timesheets can be filled on next
working day.
e) In case of leave, such provision is not available and employee need to ensure that they fill
the timesheets before their leave/s start/s.
f) For monthly evaluation of Timesheet Compliance, 4 weeks compliance period of previous

month’s timesheet is considered for e.g. The current month is April, so for processing April
month’s salary, timesheet compliance of March will be taken into consideration. Failing
to fill the pending timesheets, 1 Leave shall be deducted for each week’s pending
timesheet.
g) Employee also needs to fill the pending timesheet of current month, failing to submit the
same will result into payroll Hold of the same month. For e.g. Compliance period of
timesheet is March but the employee has not filled April month timesheet as well. Hence,
payroll of the month of April will be on hold till the pending timesheets are filled.
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h) Timesheets needs to be submitted through SSHR
8.1. Procedure to fill the “Timesheet”
a) Log in to your SSHR account and click on “Search Task”
b) Click on “Timesheet” option in the “Common Task”
c) Click on “Addition Button” to add the new timesheet
d) Fill in the “Date” click on “Go”

(Please note the SSHR will select the Location based on employee’s Deputation)
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e) Fill in the timesheet as per the Tasks done. In case employee wishes to delete the
“Timesheet”, the same can be done through the “Deletion Button” on right hand
side.
f) After filling the “Timesheets” Submit the same for the approval. SSHR will not
accept timesheet of less than 8 hours.
8.2. Process to fill up Timesheets after the timeline - Non-Compliance and penalties
a) Employee can fill the timesheet as per normal process after the timeline. Auto reminders
(system generated) will be sent via email to the employee to fill the timesheet.
b) Any timesheet submitted after the due date, will be reflected in the SSHR with a different
‘PINK’ color code will be considered as 'Non-Compliance’.
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c) In case an employee is facing “No Project” issue, an SR needs to be raised for the HR
department under “Timesheet – Missing Project”. Any email communication, except for
SR for No-Project will not be considered.
8.3. Non-compliance Action
Any delay in submitting timesheet before the payroll run date i.e. 20 th of any month, a “Leave”
will be deducted for the week/s timesheet is not filled.
For any salary related query, Employee can write an email to accounts@evosysglobal.com or can
contact hr@evosysglobal.com
9. Leave Policy
Leave benefit is provided to employees with the intention of providing rest, restoration of health
and for fulfilling social obligations. The objective of the Leave Policy is to have a healthy and
efficient staff for the Company.
9.1. Leave Year and Applicability
The leave year runs from 1st April to 31st March next year and employee’s leave entitlement
accrues on a month-by-month basis in arrears. In the event of Employee’s leaving the Company
after having availed more than the Employee’s accrued holiday, a sum equivalent to the pay for
such additional holidays will be deducted from payment due from the Company. Leave has to be
applied well in advance through SSHR. Usually, reporting managers endeavor to meet the
employee’s reasonable requests as to the time and duration of holidays but it reserves the right
to arrange and stipulate the timing of holidays in accordance with its business needs or request
for early joining.
9.2. Eligibility
a) All full time Employees on UAE payroll are eligible to get 21 days as Annual Leaves with
pay per leave year (the employee shall be entitled to leave only on completion of 6 (six)
months of service).
b) Employee who is appointed during the course of the year shall be entitled to the above
leaves on pro-rata basis.
c) In the event of insufficient leave balance, negative leave balance up to (-10) will be
available.
d) Employees who are on unpaid leave, leave accrual for those days will not be applicable.
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9.3. Other Guidelines to Follow
a) Annual leaves for more than five (5) days must be planned and applied at least two (2)
months in advance in SSHR.
b) Annual leaves must be utilized during the leave period, i.e. 1st April to 31st March.
c) Annual leave accrues on daily basis. Any unused annual leaves above 10 will lapse which
means only 10 leaves can be carried forward to next leave period. (For e.g., if the
employee has a leave balance of 25 on 31st March, 15 leaves will lapse and only 10 will
be carried forward to next year. Unused leaves cannot be encashed.
d) Annual leaves can be clubbed with Public Holidays.
e) Half day leave can be taken with prior approval from the reporting manager. The half day
leave thus availed should be either first four hours of work day or the last four hours of
first day. The same is to be applied in SSHR and is to be approved.
f) Female employees will also be entitled to maternity leaves as per applicable law.
g) In case of maternity leave, the employee must submit application at least three (3)
months in advance specifying the expected date of delivery and the date on which the
maternity leave is to commence.
9.4. Sick Leave
When an employee is absent due to sickness or injury, he / she or someone on his / her behalf
must notify his / her Departmental Manager on his / her first day of absence. The employee must
advise the reason for his / her absence and the date on which he / she expects to return. Failure
to notify the Company may result in disciplinary action. On return to work after absence due to
sickness or injury, the employee may be required to submit a medical report in writing stating
the cause of his / her sickness/injury.
9.5. Procedure for Leave Application
As far as possible employees should plan their leave with lean periods in the Company’s business
cycles, which are generally known. At the same time, bunching of leave in an inordinately short
period of time should be avoided. Departmental Manager should be consulted well in advance
for scheduling leave during holiday season.
All employees, irrespective of their payroll, location, role, position or level, have to apply leaves
through SSHR. If the employee is not able to make an application due to any technical problem,
it is his / her responsibility to report the issue to HR, raising a Service Request in SSHR or sending
an email at hr@evosysglobal.com. The technical problem will be solved within 24 hours, and the
employee can make the leave application on the system.
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a) Leave needs to be initiated through SSHR
b) Click on “search tasks” after logging into your account
c) Click on Self-service – Record absence/ WFH
d) Click on the “addition button” to add a leave request and submit the request
Days of absence without leave application on SSHR will be considered as leave without pay.
If the leave taken is an unplanned leave because of an illness, emergency or for some other
reason, the employee should ensure to have someone else call for him / her. The employee has
to enter a back dated leave on the system, once he / she resumes work. In case employee takes
leave without informing the Manager in advance or applying leaves through SSHR, it will be
considered as leave without pay (LWP). Application for leave does not per se mean grant of leave.
The leave will be considered as paid leaves only once it is approved by the Departmental
Manager. All unapproved leaves will be construed as absenteeism and may lead to salary
deduction.
Absenteeism without information will be treated as misconduct and will invite disciplinary action
as follows:
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• Up to 1 day; employee will be cautioned
• More than 1 day; a notice will be sent
• More than 3 days; employee will be declared absconding and legal action, as appropriate
will be initiated.
9.6. Working on Long Holidays (Ramadan/Eid)
Any employee working during the long holidays will be considered for compensation offs only in
the following cases:
a) In case of support projects, if the client agrees to compensate for the work done during the
long holidays, compensatory off will be considered.
b) Written email from the client stating the compensation provided is compulsory in such
cases.
c) All such requests have to be approved by the Program Manager at least 7 days in advance
of the holidays and sent to the COO.
d) The names of the employees working during long holidays must be sent to HR and Admin
in charge at least 7 days in advance.
e) These leaves will be added in employees’ Project Leaves balance
f) Evosys Regional Calendar will be taken into consideration for working on long holidays. For
e.g., if the Ramadan Holidays are 25th and 26th June, i.e. Saturday and Sunday and the
Employee is working on those days, Compensation will only be given for Sunday as Saturday
is a weekly off. Weekends will not be considered for compensatory off.
There will not be any consideration for the requests made or approvals given after holidays.
9.7. Refer below FAQ’s for quick response of the queries
1. What if I am not well or have personally emergency and not able to apply leave in SSHR,
what should I do?
In case an employee is unwell or have to take emergency leave and not in a position to
apply the same in SSHR in advance, he / she can inform his /her reporting manager/ track
lead through email/call. Once the employee resumes office, he/she should apply the
backdated leave on immediate basis.
Note: With Evoerp mobile application, such instances should be very less. Employees are
highly recommended to download the application if it is not done.
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2. I have already applied leave in SSHR, it is pending for approval from my Manager. Can I
still take the leave?
It is the sole responsibility of the employee to get his/her leaves approved by the
Departmental Manager. Mostly Managers will approve / reject the leaves especially in
case of long leaves well in advance. In case, Manager does not approve/ reject or not in
a position to approve, the leaves will be automatically approved on the leave start date
in SSHR.
3. I need to take leaves before and after weekend. Will my weekends be considered in the
leaves?
As we follow 21 working days vacations, weekends/ holidays are not considered while
counting the leave days.
4. I am running short of leaves. Can my leaves be adjusted with my future leave balance?
Employee can use the leave that is accrued to them. In case of personal medical /
marriage emergency, company can consider advance leave request up to an extent of 10
days. Advance leaves provided will be applied as ‘negative’ leave from backend and the
balance will be adjusted from future leave accrual automatically. In such cases, any leave
above 10 days will be considered as leave without pay that employee would be required
to apply in the system.
In the event employee resigns, any excess leaves taken will be adjusted from final
settlement.
5. What if I plan to extend my vacation?
In case, the employee has extended the vacation.
1. Employee needs to inform the Departmental Manager and take the approval.
2. The additional leaves are to be applied in SSHR.
Any vacation / leave extension must be discussed and pre-approved else it will be
considered leave without pay.
6. What if in case employee doesn’t report in post leave/ vacation duration?
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It is the responsibility of the employee to ensure that he / she returns and reports as soon
the leave period is over. In case of any personal emergency, employee needs to inform
to the Departmental Manager in advance. In case the employee does not report after
leave that will be considered as breach of contract. If there is no information from the
employee even after reminders, company has all the right to consider it as a breach of
contract and terminate the services. In such cases, employees will not be eligible for any
dues, documentation, etc.
7. What if I shorten my vacation and join back early for e.g. I applied for 5 days leave but
resumed work in 3 days. How do I re-apply the approved leaves?
In case employee resumes work early, employee is required to raise a request to delete
his present leave approval in SSHR and re-apply leaves for the actual days.
8. What if I am working from home (WFH) and need to apply leave duration WFH?
Yes, you can apply leave during WFH and the same is to be approved by Project Manager/
Practice Lead.
9. If I am on leave without pay, will my annual leave get accrued during that period?
Annual leave gets accrued only when employee is working. When employee is on LWP,
he / she is not eligible for annual leave accrual.
10. Work from Home Policy / Remote Working
For the employees working directly at the client location, WFH benefit is not applicable.
Situations where employee is not in a position to report to office or at client site, and client agrees
for remote working option, employee can apply WFH in SSHR and it will be considered subject to
the approval of the reporting manager.
10.1. Approval for Work from Home
Employee, who wants to take the benefit of this facility on any particular day or period of time,
has to apply WFH through SSHR- Leave Management System. Employee can take the benefit
once the WFH is approved by the reporting manager and the Practice Lead.
a) WFH has to be applied well in advance.

b) System will not allow submission of backdated WFH requests.
23
c) For WFH more than 3 days, employee would be required to install ‘Sapience tool’ in his /
her system. It will be the responsibility of the employee to ensure that tool is installed
and active in the system. (Please contact IT department from SSHR and raise a service
request or contact paulind@evosysglobal.com).
d) Employee on WFH facility needs to be online on Evosys mail id, throughout the working
hours.
e) If the work of an employee under such facility is not up to the mark or expectation of the
reporting manager, it is at the discretion of the reporting manager to decide whether or
not, that particular day should be considered as a WFH day.
f) Reporting Manager may disapprove WFH in case the log submitted does not justify full
day work.
g) If the work from home facility is approved, it is the responsibility of the reporting Manager
to ensure that it is applied through system.
h) Paid leaves will not be accrued during the period of work from home.
i) If a situation arises wherein the employee has to be present at the client site, the travel
cost will be borne by the employee.
10.2. Procedure to apply for Work for Home (WFH)
Employees who wish to take work from home, have to apply for the same in SSHR.
a. Work from home needs to be initiated through SSHR
b. Click on “search tasks” after logging into your account
c. Click on Self-service – Record absence/ WFH
d. Click on the “addition” button to add WFH and “submit” the WFH request
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e. Once the WFH is submitted, Employee needs to make sure the request is approved by the
Project Manager and Practice Manager. For e.g.: Employee has raised WFH for 15th July
on 7th July: In this case, if WFH is pending for approval, an auto-notification will go to the
manager on 11th July to approve the WFH request and if still no action is taken, a
notification will be again sent on 14th July and in case of no action is taken on 15th
morning, WFH will be auto-rejected.
10.3. Attendance at offices or Client Sites
Despite any pre-authorized home working arrangements if the employee is required to attend
office or visit client sites, they will be given advance notice and expected to attend the same. If
the employee is pre-authorized approval to work from home but the employee is required to
visit a client, their local office or another office, the travel arrangements will be done by the
employee.
10.4. Modifying or Terminating the WFH Policy
In case there is a change in the nature of the work and company consider that WFH may not be
relevant, company holds the right to withdraw the benefit and inform employee to work from
office location.
11. Expense Reimbursement
All the official expenses should be pre-approved, if not budgeted. Reimbursements will be done,
only of approved expenses.
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11.1. Process of Reimbursing expenses incurred onsite
a) Expense reimbursement needs to be initiated through iexpense in SSHR. Employee

should claim the expenses through iexpense on every 30 days (monthly basis). For
better processing of the reimbursement it is advisable to claim the expenses on
weekly basis.
https://play.google.com/store/apps/details?id=com.evosysglobalerp
https://itunes.apple.com/us/app/evosyserp/id1139433406?mt=8
b) Expenses are to be claimed within 1 month of the expense incurred. (For e.g.: For the
expense made on 5th July, is to be claimed in SSHR on or before 4th August. Any
expense older than one month will not be processed.
c) Employee needs to attach the receipts for all the expenses claimed within stipulated
period. No payment will be done without receipts. At times in case of conveyance or
travelling expenses, if receipts are not available it will be considered for payment.
Hard copies of receipts need to be submitted to Admin while collecting/ receiving the
payment. Receipts should be clearly visible and not mutilated.
d) Liquor and tobacco expenses are not admissible under lodging and boarding
entitlements. Services of an employee may be terminated immediately, if he / she is
found guilty of claiming reimbursement on the basis of false, tampered or fabricated
bills.
e) Expenses should be submitted in the same currency in which expense has been done.
f) Once the claim is submitted, it goes for the approval of the Project Manager. After
approval from Project Manager, the expense id is audited by the audit team and
therefore payments are processed.
g) Reimbursement of the expenses is done along with the next monthly Salary. For e.g.:
expense raised by 30th July- reimbursement will be done by 7th of next month along
with the salary.
h) In case claim is not approved within the stipulated period, payment will be processed
in the next payment cycle.
i) Expenses related to guest house or any admin related activities will be managed by
Admin in charge/representative of the region.
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j) Disbursement of the claims will be done through Bank Account only.
Please refer Employee Handbook-v.1.5. Procedure for reimbursing expenses through

SSHR – page no.25
12. Allowance eligibility when traveling to other than Base countries
For the employees on onsite payroll if travelling to other city or country other than their base
location and the distance of travel is equal or above 250 KM. It will be applicable only for short-
term deputations (from 2 days to 90 days).
In such cases:
a) Employee will be eligible for the benefit as per below matrix
Employee on onsite Employee on onsite

payroll with family payroll (staying in
(staying in his own company
accommodation) accommodation)
Deputation up to 7 days AED/SAR 100 + shared AED / SAR 100 + shared
accommodation at accommodation at
company guest house + company guest house +
conveyance conveyance
Deputation more than 7 days but AED/SAR 50 + shared shared accommodation
equal or less than 90 days accommodation at at company guest house
company guest house + + conveyance
conveyance
*Company will arrange hotel accommodation where guest house facility is not available
b) Any deputation above 90 days will be discussed with the respective managers and it will be
considered as relocation of the employee. In such cases, employee will not be eligible for the
above deputation benefits. There might be cases where employee travel to other location
for short term but it later on the deputation may turn into long term.
• The deputation will be considered long term as soon the manager communicates
the employee about the same.
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c) Employee needs to raise this expense / allowance through i-expense and the payment will be
done subject to the approval of the Manager.
d) Employee will not be eligible for allowance when on personal vacation at onsite location or
travel outside the deputation country on personal travel. If an employee plans a personal trip
during onsite holidays/ weekend at his own cost, they will be eligible to get the onsite
allowance. Please refer point “e” below for details.
e) Allowances will be paid in the local currency where employee is deputed.
*In case of travel outside GCC, employee need to be in touch with the HR department to
understand the entitlements.
Allowance entitlement for Business travel (Sales/ Presales team)
Employees on onsite payroll, traveling to other countries for short term travel for Sales / presales
purpose will be entitled for a fixed allowance of 100 AED/SAR/QAR per day towards food & other
out of the pocket expenses.
12.1. Travel between the Cities
Where employee travel between the cities example Dubai to Abu Dhabi and vice versa, using
personal car, the following will be applicable.
Company will reimburse the fuel charges as below:
o AED 75 per trip for 200KM and above and AED 30 per trip for trips between 100 and
199KM
o Company will not reimburse employees for insurance premium paid for personal cars.
Any damages incurred on account of an accident or other reasons will have to be claimed
and settled in the individual capacity.
*Employees in the roles of Sales, Presales, Program and Admin. Are expected to have their own
vehicles.
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13. Performance Appraisal Policy
The purpose of this policy is to enhance communication between managers and employees with
respect to employee performance and link it to the organizational objectives.
13.1. Performance Appraisal Cycle
The performance year will be 1st June to 31st May. Annual Performance Appraisal is followed by
the salary revisions. The revised salaries are effective from 1st June.
An employee needs to perform for a minimum period of six months of the performance year, to
be eligible for the annual salary revision in June.
For employees who join the Company on or after 1st December, the salary review will happen in
the salary review cycle of the next year and they would be paid on a prorate basis. For e.g. If the
employee joins the company on 10th December 2018, his/her salary revision would happen in the
year June 2020.
Salary will be reviewed by the Company at its sole discretion and the Company shall under no
circumstances be obliged to award any increment for any reason whatsoever, including because
of increment to another employee of the Company.
13.2. Key Result Areas (KRA’s)
KRA’s (Key Result Areas) are defined mutually between Reporting Manager and the employee.
Reporting authorities shall conduct formal meetings with employees to discuss current job tasks,
discuss new work goals and skills, encourage and recognize attributes etc. KRA’s of all the
employees are defined annually during the time of Appraisal. For employees, who joined us in
the middle of the year, KRA’s are defined within 15 days of their joining. For KRA’s, employees
need to follow up with Reporting Manager or be in touch with HR Team.
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MEASUREABLE Goals driven by 360 FEEDBACK
COMEPTENCIES performance kpi’s
THAT DEFINE of
Competency
Goal Setting
Technical High performance Self-appraisals
knowledge,
Feedback
Customer success Practice leads
Skills
People Feedback
& engagement & Project managers
Behavioral quality Feedback
competency
13.3. Appraisal Process
To ensure fair and accurate performance reviews, we follow multiple review process mentioned
below:
▪ Self- Appraisal
▪ Review by immediate reporting manager
▪ Final review by Performance review committee consisting of Track Leads & PM’s
▪ The appraisal process is done through SSHR only
▪ Reverse feedback for the respective managers
14. Evosys Excellence Awards
Evo Excellence awards is set to identify the efforts put in by Evolites. Rewards and recognition is
designed to identify the outstanding performances either individually or as a team contributing
to the overall objectives of the Organization.
Apart from the Annual Award, there are Two Set of awards to appreciate Employee’s efforts:
a) SPOT Recognition
b) Extra Miler Award
a) Spot Recognition
SPOT recognition aims at recognizing the efforts of the employee who within a very short
duration has achieved a mile stone and demonstrated an attitude worth appreciating.
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Categories:
1. Excellent teamwork on the project / department.
2. Putting in extra efforts to ensure closure of the task in time.
3. Ability to share good solution to win client trust.
4. Learning spirit, learnt altogether new product/module on the project rather than
considering the limitation.
5. Took up additional responsibility to support projects, teams, and organization etc.
Salient Features:
a) Awards are announced on Monthly basis
b) For this category, awards are announced location wise.
Number of awards per month will be as below:
GCC 2
KSA 2
Ahmedabad 2
Pune 1
Rest of the world 1
b) Extra Miler Award
Extra miler award is for relatively significant achievements on Projects or in the respective
departments.
Categories:
a. Best Buddy - Being a wonderful team player
b. Above & Beyond - Going beyond expectation
c. Outstanding Innovator: New initiative / idea that created value
d. Customer Delight
Salient Features:
a) Awards are announced on quarterly basis
b) Each practice can have one Award each quarter
c)Small practices are clubbed together and ‘one’ award is applicable for the combined
practices as below:
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Individual Tracks: SCM, Finance, HRMS, Hyperion
Clubbed Track:
1. BI+ CRM /Siebel + PD
2. Tech SCM /Fin (Ahmedabad + Pune)
3. AD + DBA +Data migration
4. Support teams
5. Sales + CSS + PMO
15. Personal Laptop Policy
15.1. Usage of personal Laptops
Laptop policy is for those employees who wish to use their personal laptops for official work.
Employees who will be opting to use their personal laptops will be paid as below:
Country Amount
GCC AED/SAR 1000
o Amount is paid towards the maintenance of the laptop

o Company will not be responsible to pay any other charges towards laptop repair or
breakage
o The amount will be applicable for 2 (two years) from the day employee opts for laptop
policy.
o After 2 years, if employee wants to continue using the personal laptop, they will be
eligible for the above-mentioned amount which will again be valid for next 2 years
Employee need to send the request by raising an SR to the IT team or writing an email to
hr@evosysglobal.com
15.2. Laptop Surrender Policy
For any reason if employee wants to opt out of personal laptop policy or resignation, the
following will be applicable
a) Full adjustment of the amount paid to the employee in case of surrender of policy/
resignation before completing one year. Proportionate adjustment of the amount paid
to the employee in case of surrender of the policy/ resignation after completing one year
in the policy.
b) In the event of resignation, the due amount will be adjusted from the final settlement.
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15.3. Internet
a) The internet system and access is the property of the Company and is provided to
employees for Company business only.
b) The Company may monitor internet access in order to ensure that its property is being
used within the acceptable guidelines.
c) Employees should have no expectation of privacy regarding any matter created, received,
accessed, or sent from the e-mail or Internet system.
d) Employee passwords will be disclosed to appropriate personnel within the Company
when necessary.
e) Employees may not attempt to use another employee’s e-mail, password, or access files,
or retrieve any stored communication unless appropriately authorized to do so.
f) Employees have an obligation to use their Internet access and e-mails in a responsible
and informed way. Employees should be aware that their actions could expose both the
employee and the Company to legal liability.
g) Any business-related information, Company future plan, upcoming product details,
project details, customer details and/or any other information pertaining to Evosys
and/or its business is property of the Company and employee doesn’t have any right to
publish the same on internet, email, social networking sites such as Facebook, LinkedIn,
or other sites.
15.4. Email
a) An email account would be provided to all employees of the Company and would be
protected by the Company for privacy and confidentiality.
b) Employees are requested to refrain from forwarding emails containing defamatory,
offensive, or obscene remarks.
c) Although the Company’s email is meant for business use the Company would allow
personal usage if it is reasonable and does not interfere with work.
15.5. Usage of Illegal Software
Employees are not allowed to use Company’s computer system to download or install illegal or
unauthorized programs, software or data. In case it is found that any illegal software has been
downloaded in any system, the person operating the particular computer will be held responsible
for the lapse and necessary disciplinary action will be initiated against him/her.
In case there is data loss due to use of such illegal software, the data recovery chargers are to be
borne by the employee.
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15.6. Other Guidelines
a) In case the employee damages the Company laptop, the repairing charges have to be
borne by the employee.
b) Any additional hardware like mouse, mouse pad, pen drives, hard drives are to be
purchased by the employee.
c) In case, the employee is using his/her personal laptop, the software installation, anti-virus
and other software and hardware requirements are to be taken care of by the employee.
d) If the employee damages his/her personal laptop, the repairing charges are to be borne
by the Employee.
16. Referral Policy
16.1. Purpose
Referral policy is introduced with the purpose of rewarding employees, who help identify and
attract suitable and competent talent to meet Company’s resource requirement at optimal cost.
16.2. Eligibility
In order to be eligible for the payout of Referral Fees, referred candidate must be:
a) Personally, known to the employee who refers him/her;

b) Have the referrer guarantee for the referee’s capabilities;
c) Referred candidate should not be already in HR recruitment database. In case the referrer
is already in the HR Recruitment database, the referrer will not be eligible for the Referral
Bonus and will be informed about the same within 3 working days’
d) Managers referring candidates for their own department or referring someone for direct
reportee position are not eligible;
e) Candidate should be of ‘Consultant’ level or above. Candidates referred for trainee
consultant or associate consultant level will not be eligible for referral bonus.
16.3. Employee’s Role
The Employee’s role will be limited to the submission of resume and mentioning the vacancy for
which the resume is referred. Employee making the referral will not be involved in the short
listing or interviews of the referred candidates.
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16.4. Referral Email Id
The referral resume and supporting email should be forwarded to careers@evosysglobal.com
16.5. HR Response Time
On reference mails, HR will respond within 6 working days. If in case the employee doesn’t get a
response from HR, the referrer can re-forward the mail marking
saurabhkumar@evosysglobal.com and deeptia@evosysglobal.com in cc.
16.6. Recruitment Process
Referral candidates will undergo the regular recruitment process, including HR short listing and
levels of Interviews.
16.7. Referral Bonus

Referral bonus will be paid as follows:
Sr. No. Designation (Consulting) Support Reward Amount (AED)
1 Consultant Sr. Executive* till Manager 1000
2 Sr. Consultant/Project Manager and above 1600

Manager positions
*For other than consulting positions, employee will be considered below Executive level if the
relevant experience is less than 1 year.
*Manager referring for their Teams will not eligible for the reference amount.
In case of any conflict in the candidate level and eligibility of the reference bonus, HR will collect
the relevant information and make the final decision. For any such conflict, decision of Head-HR
will be the final.
16.8. Referral Bonus Payment
The referral bonus will accrue in two installments i.e. 50% when the referred candidate
completes three (3) months in the company and the remaining 50% on completion of (six) 6
months with the organization. In the event of the candidate leaving Evosys before completion of
3-6 months, the referral bonus of respective duration will not be payable.
35
17. Separation Process
We envisage long and fruitful relationship with our employees. However, in case any employee
wishes to resign from the services of the company, we would like to have a detailed discussion
with the employee to understand the reason.
If the dissonance persists and the employee wishes to leave, they are required to submit a
resignation letter to their reporting authority. This will be routed to HR dept. If your reporting
authority approves, HR team will work out the relieving date as per the terms and conditions of
the appointment letter and communicate the same to the employee.
17.1. Exit Process
HR acknowledges the email

Employee Resigns and shares HR to coordinate with the
and fixes Retention Meeting
an email with HR and manager for deciding the Last
with the employee to
Reporting Manager working day of the Employee
understand the reason
Employee receives the

relieving letter (subject to
Employee to serve notice Employee needs to finish the
clearances) on LWD and other
period as per company policy Formalities on the LWD
Full and final settlement will
be done as mentioned below
a) All employees on UAE payroll, irrespective of their designation or payroll, have to serve a
notice period of one (1) month or otherwise mentioned in the Employment contract.
b) The employee cannot take vacation during the notice period. If employee takes the leave
during the notice period, their notice period will be considered extended to that extent.
c) During the notice period, employee will maintain a harmonious environment and will not
indulge in any unsolicited conversations against the Company and/or will not
instigate/spread negativity in the Company.
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17.2. RP/ Business Visa Cancellation
Once the employee resigns, the local admin team will process the cancellation of RP/ Business
Visa. Employee needs to submit the required documents 15 days before the LWD or as asked by
the Admin team.
17.3. Clearance process
a) Employee is required to complete handover process which includes handover of duties,

as well as Company’s material/ assets, documents or money in his / her possession to the
person nominated by the HR and department head.
b) Employee needs to submit the laptop to Mr. Manish Nahata or any other person
designated for this purpose on the last working day. In case the laptop is damaged, the
cost will be deducted from full and final settlement of the Employee.
c) The clearance can be obtained through email by writing email to each department
mentioned in the clearance form.
o HR Clearance
o Admin Clearance
o IT clearance
o Manager Clearance
o Handing over Report
d) Employee needs to submit all clearance confirmation emails / forms including handover
confirmation to the HR representative. Once clearance is received, HR will initiate
relieving letter for the Employee.
e) Employee needs to sign an exit undertaking, including an undertaking to the effect that
he / she will not solicit any other employee, clients, customers, vendors and / or merchant
of the Company.
f) Relieving letter will be handed over by the Local Operations Manager on the last working
day provided handover process is completed to the satisfaction of the Company. In the
event, handover is not complete, the Company is entitled to withhold all payments and
benefits due to the employee, including relieving letter.
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17.4. Full and Final Settlement
a) Full and final settlement is done within one month from the last working day. Any
pending payments or notice shortfall will be adjusted from full and final settlement.
b) Employee will receive final settlement amount along with experience letter within one
month of last working day, subject to handing over of documents and charge by the
employee to the satisfaction of the Company.
c) Settlement of notice period would be at the last basic salary of the employee.
d) Once employee resigns, his / her last salary will be part of his / her full and final settlement
and will be paid along with the full and final settlement.
e) An employee who resigns from the Company will not be eligible for payment of accrued
variable salary of the previous year.
f) Should an employee separate from the organization after taking more leave than was
accrued year-to-date, the Company will deduct the appropriate amount of pay (paid as
leave) that was received by the employee prior to the time of that actual accrual.
Therefore, the employee’s full and final settlement will reflect a deduction of any
overpayment of used leave that was not accrued prior to his / her separation from the
organization.
17.5. Termination
The Company reserves its right to terminate the services of any employee as a last option in case
of continued non-performance. An employee is liable to be summarily dismissed if, at any time
he or she is, in the opinion of the management detrimental to the interest of the company or
found guilty of misconduct or of willful and persistent disobedience.
An employee who does not report to work without any intimation, and fails to reply to HR
department’s calls, emails and letters inquiring about such absence, within two (2) days of such
absence, will be considered as absconding. The Company will terminate the services of such an
employee. Such an Employee will not be issued any relieving documents.
At the time of termination, all Company property /assets such as keys, CDs, documents, files, etc.,
should be surrendered / returned to the authorized representative of the Company designated
for receiving all such property / assets from a departing employee. If an employee fails to return
the property of the Company, and /or causes any loss or damage to such property, Company shall
deduct the cost of repair and/ or depreciation cost and/ or amount of damage from his full and
final settlement in addition to any other legal remedy.
Upon termination, it is expected that an employee’s personal belongings will be removed from
the office premises in a timely manner. The Company reserves the right to inspect all materials,
packages, cartons, etc., to ensure that Company files, materials, etc. are not removed.
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All other terms and conditions, such as confidentiality, secrecy, etc., continue to be applicable
after termination of employment. In case of a conflict between this policy and any other
agreement between the employee and the Company in whatsoever form, this policy would
supersede all the other clauses and agreements between the employee and the Company.
In case of death of the employee, all his / her dues shall be given to his/her legal heir/nominees
which are on the records of the Company. Such legal heir/nominees shall furnish requisite
documents, as may be required by the Company, establishing their relationship with the
deceased employee and they shall also sign an indemnity bond in favor of the Company in the
format satisfactory to the Company.
17.6. End of Service (EOS)
a) EOS benefit is applicable to the employees who are associated with the company for more
than one (1) year.
b) EOS benefit is calculated on the basic salary of the employee.
c) The total gratuity does not exceed the salary of two years.
d) Periods of unpaid leaves are not included when computing an employee's period of
service.
e) EOS benefit will be applicable in case of termination if the employee is associated with
the company for more than one (1) year.
For example
1. If the employee has been associated for more than or equal to 1 year but less than 3
years
[Basic Salary x 7 days x No. of years of service] / 30
[3600 x 7 x 2]/30
AED 1680/-
2. If the employee has been associated for more than or equal to 3 years but less than 5
Years
[3600 x 14 x 4]/30
AED 6720/-
3. If the employee has been associated for more than or equal 5 Years
[3600 x 21 x 5]/30
AED 12600/-
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*Employees who are transferred from India payroll to onsite payroll remain covered in India
Gratuity Act. EOS is paid to the employee in advance on monthly basis and therefore EOS at the
end of the assignment is not applicable.
17.7. Leave Encashment
a) Leaves cannot be encashed anytime during the employment with the company.
b) Leave encashment is applicable only after employee resigns and leaves the
Company. Employee will be paid for unutilized leaves as per SSHR. In the event,
employee has taken the leave however, the leave application is not done in SSHR, leave
adjustment to that extent (after confirmation from the manager) will be done from final
leave balance.
c) Only annual leave is considered for leave encashment. If any compensatory or any other
leave other than annual leave has accrued, that will not be considered for leave
encashment.
d) Leave will be paid on the last drawn basic salary of the employee.
e) Any excess leaves taken during the year will be adjusted from the full and final settlement.
Leave encashment is considered along with the full and final settlement subject to terms
of full and final settlement.
f) Leave encashment is not applicable in case employee is working from home location.
17.8. Other Important points
Employee who have resigned or are terminated, the following will be applicable to them.
a) Employee will not be eligible for appraisal in the next appraisal cycle.
b) Any variable pay, process linked pay or bonus will not be entitled to receive
whatsoever the duration shall be.
c) Any cost incurred on RP/business visa, will be adjusted in the FNF.
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18. Code of Conduct
This policy outlines the expectation regarding employee’s behavior towards their colleagues,
supervisors and organization as the whole. As an organization, the Company encourages open
communication but expects employees to follow Company’s code of conduct. Employees shall
foster a well-organized, respectful and collaborative work environment. The policy implies to all
the employees associated with Evosys, whether full-time or part-time, permanent or temporary,
trainee or contractual.
18.1. Compliance with Laws, Rules and Regulations
Employees of the Company must comply with all applicable laws and regulations and uphold the
standards provided in various policies of the Company. All employees must read and be familiar
with this employee manual.
18.2. Professionalism
a) Employees must be committed and adhere to the professional standards while dealing
with their colleagues, supervisors, clients or prospective clients.
b) Employees are required to act with honesty, integrity and openness; treat all with equality
and dignity without regards to gender, race, color, caste and creed, place of origin,
political beliefs, marital status, disability, or age.
18.3. Conflict of Interest
a) Employees are requested to avoid circumstances in which their financial or other personal
interest, may conflict with the interest of the Company.
b) Employees must not engage in any other business, commercial or investment activity that
may conflict the ability of the employee to perform the task/ duties assigned by the
Company.
c) Employees must not engage in any other business activity in competition to that of
Company’s business.
d) Employees must not use Company’s property or any other assets assigned to them for
official purpose, or information for their personal use.
e) To avoid situations where employee’s personal interest conflicts with that of Company’s
interest.
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18.4. Protection and use of Company Property
All employees are part of the Company and are responsible for taking reasonable steps, to
prevent the misuse, theft or damage to Company’s property including all kinds of physical assets,
movable or immovable, intellectual property such as inventions, copyrights, etc.
18.5. Acceptance of gifts and other benefits
a) Employee must not give or accept gifts, or any other benefit that can influence Company’s
business decision.
b) Giving or accepting any gifts or other benefits from any existing client or potential client,
Government of any Nation should be avoided.
Direct or indirect offer, pay, or bribes from any existing client or potential client, or Government
of any Nation must be avoided.
18.6. Other important points to be considered
Company is committed to provide a hostile free work environment. Considering this, employee
must take care of the following important points.
a) Employee must not engage in any kind of harassment on account of race, caste or creed,
religious belief, age, gender, color, marital status, political belief or disability.
b) Use or possession of alcohol and illegal drugs, in the workplace and being under their
influence during work hours is strictly prohibited.
c) Fraud – or the act to cheat, steal or lie, would be taken as serious offence. Some examples
of fraud are
1. Submitting false expense reports
2. Misusing company’s assets
3. Mishandling company’s assets
4. Involved in any other services, jobs or business
It is a condition of appointment for all Employees to adhere to the policies laid in this
document. In case an employee has any concern related to this document they should contact
hr@evosysglobal.com
42
19. Disciplinary Procedure
19.1. Purpose and Scope
This disciplinary procedure applies to all employees and is designed to ensure that employees
are dealt fairly in disciplinary and other related matters affecting their work. Company aim is to
encourage improvement in individual conduct. This procedure sets out the action which will be
taken when rules are breached. It is intended only as a statement of policy and management
guidelines. It does not form part of employment contract or have contractual effect. The
timescales set out within this disciplinary procedure are for guidance only. It may not always be
possible to operate within the timescale provided. Nevertheless, every effort will be made to deal
with disciplinary matters as promptly as possible.
19.2. Principles
The procedure is designed to establish the facts quickly and to deal consistently with disciplinary
issues. All complaints and proceedings will be documented.
An employee may be suspended while investigations are carried out. During period of
suspension, the employee must comply with any request made by the Company such as not to
attend to Company’s premises, and / or to provide information and documents, and / or to
extend cooperation and / or be present when called, and / or to assist in any investigation carried
out by the Company. Suspension is not in itself a disciplinary act but is intended to enable the
Company to investigate properly any allegations made against the employee or any concerns the
Company may have about employee’s performance.
Advance notice of a disciplinary meeting will be given and the nature of the complaint will be
explained, together with the possible penalties which may be imposed if the allegations made
against the employee are proven. At every stage the employee will have the opportunity to state
his / her case.
The employee should take all reasonable steps to attend any grievance hearing. Where the
employee cannot attend on the date proposed with good cause, he / she may propose an
alternative time and date so long as it is reasonable and generally falls within five (5) days after
the date originally proposed. Should the employee fail to attend a meeting without good cause,
the Company reserves the right to determine the disciplinary matter in his / her absence.
Minor incidents of misconduct or irregularities in performance will be dealt with informally first
by the reporting Manager and then by the Human Resource Department and/ or Director. Where
the matter is more serious, the procedure mentioned below will be followed. There are four
stages to the procedure and the Company reserves the right to initiate the procedure at any stage
(including Stage 4 – Dismissal), or to jump stages, depending on the seriousness of the case or
43
employee’s position. In particular, where performance falls below normal expectations or
employee’s conduct is deemed to have fallen below the standards required for a person in his /
her position, the Company reserves the right to initiate the procedure at stage 3 or 4.
Stage 1 – Oral Warning
In a case of unsatisfactory performance or minor acts of misconduct, an oral warning will be

given. The reasons for the warning, the improvements required and the consequences of
repetition or failure to improve to acceptable standards will be detailed. The verbal warning will
be followed up in writing as a record of disciplinary action and will be kept on file by the Human
Resources Department. The warning shall remain in force for six (6) months in the absence of any
further offence but the Company reserves the right to extend the duration of, or remove, the
warning depending on conduct and performance of the employee.
Stage 2 – Written Warning
In the event of more serious misconduct or if there is no improvement in work performance, or

if a further offence occurs, a written warning will be given. This will give details of the complaint,
the improvements required and the timescale for those improvements. It will also state the
consequences of failure to improve conduct or performance to acceptable standards. A copy of
this written warning will be kept on employee personnel record. The warning shall remain in
force for twelve (12) months in the absence of any further offence. The Company reserves the
right to extend the duration of, or remove, the warning depending on employee conduct or
performance.
Stage 3 – Final Written Warning
In the event of more serious or further misconduct, or failure to improve standards of work
performance, or if the misconduct or poor performance is sufficiently serious to warrant only one
written warning, a final written warning will be given. This will give details of the complaint and
warn that any further misconduct or continued failure to improve performance to acceptable
standards may result in dismissal. A copy of the final written warning will be kept on employee
personnel record. This final written warning shall remain in force for a period of time which will
be specified in the final written warning and will not be less than 12 (twelve) months. The
Company reserves the right to extend the duration of, or remove, the warning depending on
employee conduct or performance.
44
Stage 4 – Dismissal
If there is no satisfactory improvement in conduct or performance or if further serious

misconduct occurs, the employee may be dismissed. In this case, written confirmation of the
dismissal and the date on which employment terminated or will terminate will be provided, as
soon as reasonably possible.
The Company will be entitled to dismiss the employee without notice and without any
requirement to follow Stage 1, Stage 2 or Stage 3, as detailed above, in the event of serious
misconduct or some other fundamental breach of any law, regulation or rules or of employment
contract. In exceptional circumstances, or if there are any genuine mitigating circumstances,
alternative disciplinary action may be taken.
Examples of conduct which may result in forthwith dismissal without notice are detailed in
unacceptable activities, enumerated below.
19.3. Appeals
If the employee is dissatisfied with any disciplinary decision, he / she may appeal within three (3)
working days of such decision being communicated to him / her to the Company in writing stating
the grounds for the appeal. The Company will review the appeal but will not increase disciplinary
penalty.
Appeals will normally be dealt with as soon as reasonably practicable. Wherever practicable the
appeal will be decided by a person senior to the individual who took the original disciplinary
decision and who has had no previous involvement in the matter.
The appeal is intended to provide the employee with an opportunity to state his / her case and
to comment on any new evidence. The Company may determine an appeal on the basis of
documents alone, including any additional representations or submissions which the employee
may wish to make. Following the appeal and any adjournment which the Company may deem
necessary, the employee will be informed in writing of the results of the appeal and the reasons
for the decision reached. The decision will be final.
45
20. Data Protection
20.1. Disclosures of Personal Data
The Company may from time to time need to disclose employee personal data to other
companies, its clients, and to relevant third parties, including those who provide products or
services to Company (such as advisers and payroll administrators, etc.), regulatory authorities,
governmental or quasi-governmental organizations, law enforcement bodies and potential
purchasers of the Company. The Company may also need to disclose employee personal
information to third parties where Company is obliged to by law or where the employee requests
the Company to do so (e.g. for purposes of giving a reference or administering Company’s benefit
plans).
The Company may also use third parties to assist with processing of employees’ personal data,
in which case employees’ personal data will be transferred to them. The Company will only
disclose employees’ sensitive personal data to any person when strictly necessary for the
purposes set out below:
(a) information about employees’ health - for the purposes of compliance with health and
safety obligations, for personnel management and administration purposes, to consider
how the employees’ health affects their ability to do their job, and for the administration
of insurance, pension, sick pay and other related benefits from time to time in force;
(b) information about employees’ sex or racial or ethnic origin; to enable the Company to
monitor Company’s compliance with the equality legislation; and
(c) any information relating to criminal proceedings in which employees are or have been
involved; for insurance purposes, to comply with legal requirements and obligations to
third parties and to enable the Company to assess suitability for employment or
promotion.
20.2. Personal Data Changes and Maintenance
It is the responsibility of each employee to notify the Company promptly of any changes in
personal data. Personal mailing addresses, permanent and current residential addresses,
telephone numbers and names of dependents, individuals to be contacted in case of an
emergency, and other such status reports should be accurate and current at all times.
46
21. Unacceptable Activities
Generally speaking, the Company expects each employee to act in a mature and responsible way
at all times. Employees should note that the following is an illustrative list of unacceptable
activities that can result in termination.
➢ Negligence or any careless action which endangers the life or safety of another employee
or person; engages in strike and / or instigates other employees to engage in strike.
➢ Violation of any Company rule, any action that is detrimental to the Company's interest and
development.
➢ Being intoxicated or under the influence of a controlled substance/drugs while at work and
during working hours, possession or sale of a controlled substance/drugs in any quantity
while on company premises, except medications prescribed by a physician which do not
impair work performance.
➢ Unauthorized possession of dangerous or illegal firearms, weapons or explosives on

Company property or while on duty; engaging in criminal conduct or acts of violence, or
making threats of violence towards anyone in Company premises or when representing the
Company, fighting, or provoking a fight on Company property, or causing damage to
Company property.
➢ Insubordination or refusing to obey instructions issued by seniors pertaining to his / her

work, and / or refusal to help out on a special assignment.
➢ Threatening, intimidating or coercing fellow employees on or off the premises at any time,
for any purpose.
➢ Engaging in an act of sabotage; causing the destruction or damage to the Company

property, or the property of fellow employees, customers, suppliers, or visitors in any
manner.
➢ Theft or unauthorized possession of Company property or the property of fellow

employees; unauthorized possession or removal of any Company property, including
documents, from the premises without prior permission from the management;
unauthorized use of Company equipment or property for personal reasons; using Company
equipment for profit.
47
➢ Dishonesty; falsification or misrepresentation of information including but not limited to
residential address, phone number, past employment, criminal record/documents/ facts /
records for employment or other work-related assignments; lying about sick or personal
leave; falsifying reason for a leave of absence or other data requested by the Company;
alteration of Company records or other Company documents.
➢ Disclosing confidential or proprietary information of the Company to competitors or other

organizations or to unauthorized Company employees; working for a competing business
while working as a Company employee; breach of confidentiality of personnel information.
➢ Spreading malicious gossip and/or rumors; engaging in behavior which creates discord and
lack of harmony; interfering with another employee on the job; restricting work output or
encouraging others to do the same.
➢ Publishing or cause to be published any material relating to the Company in any local,
national or overseas newspaper, journal or any other publication without the written
permission of the Company.
➢ Immoral conduct or indecency at Company premises; conducting a lottery or gambling on

Company premises.
➢ Unsatisfactory or careless work; failure to meet production or quality standards; leaving

work before the end of a workday or not being ready to work at the start of a workday;
stopping work before time specified for such purposes.
➢ Any act of harassment, sexual, racial or other, telling sexist or racist jokes, making racial or
ethnic slurs.
➢ Sleeping or loitering during working hours; smoking in Company premises; creating or

contributing to unsanitary conditions.
➢ Habitual absence without leave, overstaying the sanctioned leave without sufficient
grounds, or proper and satisfactory explanation.
➢ Obscene or abusive language toward any manager, employee or customer; indifference or

rudeness towards a customer or a fellow employee; any disorderly/antagonistic conduct
on Company premises.
48
➢ Soliciting during working hours and/or in working areas; selling merchandise or collecting
funds of any kind without authorization during business hours, or at a time or place that
interferes with the work of another employee on the Company premises.
➢ Offering to or accepting bribes or gift or any benefit from any of Company’s clients, or any
person who comes in contact with the Company for business purposes.
➢ Commission of an act, whether within or outside duty hours or office premises, which might
bring the Company in disrepute or tarnish its brand and goodwill, or adversely affect the
smooth functioning of the Company. Using working time, or privileges, or Company
resources for their personal work and gain.
49
Acknowledgment Form for Receipt of Employee Manual
This is to acknowledge that I have received a copy of the Company’s Employee Manual. I
understand that it outlines the Company’s general personnel policies and my obligations as an
employee with the Company.
I further understand that the provisions in the Company’s Employee Manual are guidelines and
do not establish a contract, a promise of employment or a promise of any particular terms,
conditions or duration of employment between the Company and me. I understand that the
Company may periodically, at its sole discretion, change, rescind or add to any policies, benefits
or practices, with or without prior notice.
________________
Employee Signature
Name:
Date:
50

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UAE - EMPLOYEE RELATIONSHIP MANUAL

With Best Regards,

1.1. Objective of this Policy Document

Evolutionary Friendly Meaningful Passionate

A young, energetic, passionate to deliver innovative business solution is

Rakesh Raman is Chief Operating Officer of Evosys. An Engineer by

He has held senior management positions in companies like Evosys

Mr. Ummed Nahata holds experience of more than 20 years as an

3.1. Working Hours

3.2. Holiday Calendar

5.1. Employment Contract

5.2. Joining Formalities

Employees need to submit the following documents on the day of joining.

a. Passport size photographs (4)

5.4. Probation Period

5.6. Transfer and Reassignment

5.7. Employee Record update in SSHR

6.1. Travel Authorization

a) 20 days for deputation on projects;

6.2. Ticket Entitlement

c) Employee will be informed in advance about the type of visa applied.

6.4. Passport Submission for RP or business visa

(i) excess of holiday taken over accrued entitlement;

(iii) any overpayment of salary / remuneration;

(iv) any outstanding training costs, loans, advances;

(vi) any damage caused by the employee to Company’s property.

Refer below FAQ’s for quick response the queries.

f) For monthly evaluation of Timesheet Compliance, 4 weeks compliance period of previous

8.1. Procedure to fill the “Timesheet”

a) Log in to your SSHR account and click on “Search Task”

b) Click on “Timesheet” option in the “Common Task”

c) Click on “Addition Button” to add the new timesheet

d) Fill in the “Date” click on “Go”

8.3. Non-compliance Action

9.1. Leave Year and Applicability

9.4. Sick Leave

9.5. Procedure for Leave Application

c) Click on Self-service – Record absence/ WFH

9.6. Working on Long Holidays (Ramadan/Eid)

9.7. Refer below FAQ’s for quick response of the queries

5. What if I plan to extend my vacation?

In case, the employee has extended the vacation.

6. What if in case employee doesn’t report in post leave/ vacation duration?

10. Work from Home Policy / Remote Working

10.1. Approval for Work from Home

a) WFH has to be applied well in advance.

10.2. Procedure to apply for Work for Home (WFH)

a. Work from home needs to be initiated through SSHR

b. Click on “search tasks” after logging into your account

c. Click on Self-service – Record absence/ WFH

10.3. Attendance at offices or Client Sites

10.4. Modifying or Terminating the WFH Policy

11. Expense Reimbursement

a) Expense reimbursement needs to be initiated through iexpense in SSHR. Employee

Please refer Employee Handbook-v.1.5. Procedure for reimbursing expenses through

12. Allowance eligibility when traveling to other than Base countries

a) Employee will be eligible for the benefit as per below matrix

Employee on onsite Employee on onsite

e) Allowances will be paid in the local currency where employee is deputed.

Allowance entitlement for Business travel (Sales/ Presales team)

12.1. Travel between the Cities

Company will reimburse the fuel charges as below:

13.1. Performance Appraisal Cycle

13.2. Key Result Areas (KRA’s)

Employee Relationship Manual UAE Sept'18

Employee Relationship Manual UAE Sept'18