HR Policy

Introduction

Access to modern information technology is essential to TNS Networking Solutions Pvt Ltd. mission of providing customer service of highest quality. The pursuit and achievement of TNS mission requires that the privilege of the use of computing systems and software, internal and external data networks, as well as access to the World Wide Web, be made available to employees. The preservation of that privilege for the full community requires that each authorized user comply with institutional and external standards for appropriate use.

To assist and ensure such compliance, TNS establishes the following policy.

General Principles

1. Authorized use of TNS Networking Solutions Pvt Ltd -owned or operated computing and network resources may be consistent with the mission of TNS and consistent with this policy.

2. Authorized users of TNS computing and network resources include those authorized by management.

3. This policy applies to all TNS Networking Solutions Pvt Ltd. computing and network resources, including host computer systems, TNS -sponsored computers and workstations, software, data sets, and communications networks controlled, administered, or accessed directly or indirectly by TNS computer resources or services, employees, or students.

4. The TNS Networking Solutions Pvt Ltd. reserves the right, upon reasonable cause for suspicion, to access all aspects of its computing systems and networks, including individual login sessions to determine if a user is violating this policy.

User Responsibilities

Privacy: No user should view, copy, alter or destroy another's personal electronic files without permission.

Copyright: Written permission from the copyright holder is required to duplicate any copyrighted material. This includes duplication of audiotapes, videotapes, photographs,

Illustrations, computer software, and all other information for any purpose.

Harassment, Libel and Slander: No user may, under any circumstances, use TNS computers or networks to libel, slander, or harass any other person.

Access to Computing Resources:

Sharing of access: Computer accounts, passwords, and other types of authorization are assigned to individual users and should not be shared with others. You are responsible for any use of your account. If an account is shared or the password divulged, the holder of the account may lose all account privileges and be held personally responsible for any actions that arise from the misuse of the account. You are advised to change your password if you believe that the

Permitting unauthorized access: You may not run or otherwise configure software or hardware to intentionally allow access by unauthorized users.

Termination of access: When you cease being a employee of TNS Networking Solutions Pvt Ltd or if you are assigned a new position and/or responsibilities, your access authorization must be reviewed. You must not use facilities, accounts, access codes, privileges or information for which you are not authorized in your new circumstances.

Circumventing Security: Users are prohibited from attempting to circumvent or subvert any system's security measures. Users are prohibited from using any computer program or device to intercept or decode passwords or similar access control information.

Breaching Security: Deliberate attempts to degrade the performance of a computer system or network or to deprive authorized personnel of resources or access to any TNS computer or network is prohibited. Breach of security includes, but is not limited to, the following: Creating or propagating viruses. Hacking. Password grabbing. Disk scavenging.

Abuse of Computer Resources: Abuse of TNS Networking Solutions Pvt Ltd a computer resource is prohibited and includes, but is not limited to:

Game Playing & Pornography: Computing and network services are not to be used for recreational game playing or for viewing pornographic material.

Chain Letters: The propagation of chain letters is considered an unacceptable practice by TNS and is prohibited.

Unauthorized Monitoring: A user may not use computing resources for unauthorized monitoring of electronic communications.

Flooding: Posting a message to multiple list servers or news groups with the intention of reaching as many users as possible is prohibited.

Private Commercial Purposes: The computing resources of TNS may not be used for personal or private commercial purposes or for financial gain.

Political Advertising or Campaigning: The use of TNS Networking solutions Pvt Ltd computers and networks shall not be used for political purposes

Limitations on Users' Rights

1. The issuance of a password or other means of access is to assure appropriate confidentiality of TNS files and information and does not guarantee privacy for personal or improper use of equipment or facilities.

2. TNS Networking Solutions Pvt Ltd. provides reasonable security against intrusion and damage to files stored on the central facilities. TNS also provides some facilities for archiving and retrieving files specified by users and for recovering files after accidental loss of data. However, TNS is not responsible for unauthorized access by other users or for loss due to power failure, fire, floods, etc. TNS makes no warranties with respect to Internet services, and it specifically assumes no responsibilities for the content of any advice or information received by a user through the use of computer network.

3. Users should be aware that TNS Networking Solutions Pvt Ltd. computer systems and networks may be subject to unauthorized access or tampering. In addition, computer records, including e-mail, are considered "records" which may be accessible to the public under the law.

Confidentiality

Knowledge is the lifeblood of any company. TNS Networking Solutions Pvt Ltd. has invested huge amount of time, money and effort in acquiring specialized knowledge, developing systems and work procedures, developing business contacts thereby becoming the leader in the industry. It is therefore of utmost importance for all stakeholders in the company that this investment is protected. Furthermore, TNS provides its employees with valuable training, experience and imparts essential job knowledge thereby increasing the inherent value of its employees. All employees are required to maintain such information in strict confidence.

TNS requires all employees to sign a confidentiality & non-competing agreement as a condition of employment, due to the possibility of being privy to information, which is confidential and/or intended for the company use only.

This policy benefits you by protecting the collective interests of the Company in the safeguard of confidential, unique and valuable information from competitors or others. Should an occasion arise in which you are unsure of your obligations under this policy, it is your responsibility to consult with your reporting manager. Failure to comply with this policy could result in disciplinary action, up to and including termination.

For Men: (Monday- Friday)

A collared shirt with formal trousers (Pleated/ Non pleated cotton pants)

Formal belts, shoes, etc. (Tie optional)

Need to be properly shaved

The attire worn should be well ironed

For Women: (Monday- Friday)

Formal collared shirts with formal trousers/ formal skirts. Need to wear a belt that matches your outfit

Knee length kurta’s with Churidars

Salwar suits should be simple with no glittery embroidery

Simple printed sarees or border sarees neatly tucked

Mid-length Kurti’s with Trousers

The attire worn should be well ironed

Hair should be neatly tied. If left open should not fall on the face

Formal shoes/ flats/ heels/ sandals should be worn

Dress Code on Saturday

Denim, Cargo’s, T-shirts, casual Shirts

For Females – casual attire.

Exceptions

On Occasions like Birthdays, Anniversaries, the individual is free to decently dress-up as per they wish

On Festivals, one needs to follow the dress code set for the particular festival

We discourage un-necessary overtime and feel that all our employees deserve proper rest. OD’s shall be undertaken only for exceptional cases which have a proper justification. We value people who complete their work in allotted time by making proper plan and scheduling their work timely.

Applicable:

1. HOLIDAY OD: Considered only for non-working days (2^nd Saturday, Holidays & Sundays) in 2 hour periods. Travel time shall be considered as part of this type of OD.

   1. If the person has worked for 2 hr - 1/4 OD will be considered.

   2. If the person has worked for 4 hr - 1/2 OD will be considered.

   3. If the person has worked for 8 hr - 1 OD will be considered.

2. WORKING DAY OD: Considered on working day: OD will be considered after 8:00 p.m at Site. Travel time shall not be considered as part of this type OD.

If the person has worked for 2 hr - 1/4 OD will be considered.

If the person has worked for 4 hr - 1/2 OD will be considered.

If the person has worked for 8 hr - 1 OD will be considered.

Night food allowance in case of OD:

All Technicians are entitled for - Rs 80

All Engineers are entitled for - Rs 100

Food allowance condition:

Minimum 4 hour OD must be there.

In case on continuous working from previous night till next full day then both

breakfast & lunch allowance will be provided based on the category:

Rs 120 for technician

Rs 180 for Engineer

Quantity & quality of work done by Engineer/Technician will be verified with Site In charge/Project Manager/Customer.

We discourage un-necessary overtime and feel that all our employees deserve proper rest. OD shall not be disbursed in case it is found that OD was required due to poor planning on part of the concerned person. Examples include, reaching site late, without proper tools\information or without confirming time\pre-requisites with the client before visiting. In cases where team leaders are responsible for such lapses, they same may be reported to HR for corrective action to prevent such incidents in future.

3. If the manager has put Compensatory Off for an engineer/technician, in that case there will be No OD/no leave/no food allowance is applicable but it will be adjusted against is OD of previous night/day.

4. OD shall not be applicable for travel time (train\bus\air journey) while returning from a tour.

5. Overnight journey -

Compensatory Off will be applicable only if the train reaches Delhi beyond 11:00a.m on the same day.

Night OD may be considered in exceptional cases if a person has to come to

office directly after the journey for some important work only with prior approval.

6. If a person reaches 8:00 a.m on site and leaves the client side by either 4:00 p.m / 5:00 p.m then no OD will be considered, whereas conveyance is provided to the employee.

PURPOSE: Provides reimbursement of travel to the employees and staff for reasonable and necessary expenses incurred in connection with approved travel on behalf of the company.

Travel expenses are not a source of income and only reimbursement for actual expenses. Being a major cost component of projects, incorrect or inflated conveyance reduces the profitability of projects making them unviable. It harms all employees by reducing the company’s ability to reward their employees and it reduces sales opportunities as most projects become unviable due to high costs. We shall endeavor to recognize and reward employees who show their commitment to collective goals and believe in creating a win-win situation by helping to reduce cost, create customer satisfaction by completing projects in minimum time through proper planning & scheduling.

POLICY: (Policy Number: 001)

Reimbursement of expenses is allowed within the parameters of the policy, and when reimbursement will not be received from any other source (i.e. customers). In the case of group or team travel, the group leader may be responsible for all expenses. Claims for reimbursement of travel expenses must be submitted to the HOD for approval and forwarded to the Accounts Officer on the Company Travel Expense Report within seven Days (7) calendar days after the traveler has returned.

NOTE:

1. All Travel Expenses need to be approved beforehand and submitted to the HR/Accounts department using the appropriate online Tour Advance form.

2. Travel Expense delayed beyond 7 days up to 15 days shall be cleared at 50%.Travel Expense delayed beyond 15 days shall not be entertained and tour advance shall be treated as salary advance.

3. For, project exceeding 1-2 weeks (long term projects), company shall provide Gas stove, Cylinder, Cooker & Bedding on rental will be provided to the project team. Rs100 as food allowance for all category of staff shall be provided per person.

Note:-Tour advance Request should come minimum 2 days before the travel date.

Tour advance amount shall be disbursed within 24hrs after approval of the form

PROCEDURE:

Approval Authority:

Approval for travel including all registration fees, transportation, hotels, meals, and all related expenses per trip must be authorized in advance by the Sales Person / Director (in case of expenses more than Rs. 25,000). Travel expenses are reimbursable under this policy only when all required approvals are obtained prior to incurring the expense.

Lodging

Lodging arrangements are the responsibility of each traveler. Lodging expenses should not exceed the hotel's normal corporate rate for a single room. All claims for lodging reimbursement or Company cheques issued in advance must be substantiated by an original receipted hotel or other bill specifying dates and rates. All receipts must be attached to the Company Travel Expense Report form when it is submitted for reimbursement. A list of hotels for common visited locations is available with HR/Admin. We recommend that you use the recommended hotels only.

Routing of Travel:

All travel will be by the most accepted reasonable and direct route. Travel by other routes may be allowed when the official necessity is satisfactorily established and approved by the appropriate authority. Whenever a traveler for his/her own convenience travels by an indirect route, interrupts, or extends travel, the additional expense will be borne by the traveler. Reimbursement for expenses will be based only on such charges as would have occurred by traveling the most direct and reasonable route.

More expensive transportation may be used if the traveler pays the incremental difference over the allowed costs.

Train Travel:

Booking

1. Should inform 24hrs before the journey.

2. Use the online form to make the request. It should include – Name/Age/ID Proof with number/Date & time of travel/Client details.

3. Employee is responsible to carry their ticket on their own or take a soft copy from in prior.

4. HR is not responsible to confirm the booked tickets - it is booked on mutual understanding of the concerned person.

5. If the concerned person due to his own reason cancels the ticket then cancellation charges will be debit on him.

Receipts are required for train travel and are to be attached to the travel expense report.

Air Travel:

Only specific cases are entitled for Air Travel. This would be decided by the Director based on the merit’s of each case.

Private Automobile:

The Company will pay a standard rate per km for official travel by private automobile in lieu of all actual automobile expenses, based on the actual driving distance by the most direct route.

The Company will not reimburse employees for commuting expenses between home and Office. Where the employee has a temporary assignment away from Office, reimbursement will be made for mileage between the office and the assignment location or home and the assignment location, whichever is less.

In the event of an accident involving injuries or damages to other persons or property while a privately owned vehicle is being used on Companies business, the employee must notify the Admin Officer/ the concerned Authority as soon as possible within 24 hours, in addition to notifying their insurance company. All claims must be submitted to the individual's insurance carrier, the Company is not responsible for injury or damage claims related to privately owned vehicles.

Necessary and reasonable charges for related expenses such as tolls and parking will be reimbursed.

Traffic tickets, parking violation tickets, towing and repair expenses will not be reimbursed.

Two or more individuals traveling together: Automobile expenses (mileage and related) are to be reimbursed to the owner of the private vehicle for the use of the car. Other travelers will not be reimbursed for automobile expenses.

Note: This is for only such Employees who are entitled for Car travel

Taxi Fares:

If an individual travels by common carrier, taxi fares will be allowed for transportation to and from airports or to and from the common carrier and the final destination. However, it is expected that bus or shuttle service will be used when available and practical. When traveling between hotel or lodging and meeting or conference site, taxi fares will be allowed. A receipt should be requested to document this expense.

Expenses Not Paid by the Company: (Policy Number: 002)

The following list is given as a guide and is not intended to represent a comprehensive list of expenses that are not reimbursable.

• Airline or other travel insurance.

• Late checkout fees.

• Transportation to and from work

• Airline telephone calls except for brief calls in cases of significant (over Three hour) travel delay.

• Any family member/extra person traveling with the employee.

Travel Expenses for Spouse/Partner and Others:

(Policy Number: 003)

In general, the expenses of an employee's spouse/partner, family, or other person(s) accompanying the business traveler are not reimbursable. When the business traveler and others occupy a double hotel room, the Company will pay for the single room rate or prorated share of the room. When the spouse/partner has a significant Company-related role in the proceedings or activities, the Company will reimburse the business traveler for the spouse/partner's non-personal expenses directly resulting from the travel on Company business, provided that prior approval has been obtained from the appropriate budget manager/senior manager. The business purpose of the spouse/partner's expenses must be stated on the Expense Report

Expense Reports, Records, and Reimbursement:

Travel Expense Report forms should be submitted to the Accounts Dept. within seven (7) calendar days after the traveler has returned from the trip.

Dated original receipts or invoices for expenses must be submitted with a properly completed Travel Expense Report. Receipts should be attached chronologically. Itemized bills must be provided for lodging expenses. All Company travel expense accounts submitted for reimbursement must have the appropriate approvals.

The Travel Expense Report must clearly state the purpose of travel.

All advances should be accounted for and documented on the Travel Expense Report. The expense report must reference the advance cheque number, cheque date and advance amount. The full amount of the documented charges must be charged to the appropriate object codes. If the actual expenses are less than the advance, the employee must submit a personal check payable to Company with the completed Travel Expense Report

Each traveler must submit separate Travel Expense Report forms. If two or more Company employees are traveling together, one traveler may choose to pay all expenses and request reimbursement.

Travelers are typically reimbursed within thirty (30) calendar days after the HOD has submitted a properly approved travel expense report to the GM Finance.