Policy WRT to Accomodation

7/30/2019 Policy WRT to Accomodation

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POLICYWRT TO ACCOMODATION (W.E.F 1STAPRIL 2013)

1.0 COMPANY-LEASED ACCOMMODATION

I. OBJECTIVE:

To provide residential accommodation to Employees.

II. SCOPE:

All staff members deputed at project sites.

Outstation employees at offices/branches/workshops.

Case to case basis.

III. RESPONSIBILITY:

Proposal - Concerned HOD / Corporate HR

Approval MD / Director (s).

IV. KEY POLICY-CLAUSE:

a. The company leased accommodation shall be provided on the basis of need duly approvedby MD / Director (s).

b. The Employees can avail of the Company Leased Accommodation, subject to the points

mentioned in the Table below and the other clauses in the policy:

Locat

ion Type

Security

Deposit

Rent

Amount HRA

Amt. To be

Recovered

from

Employees

Utility Bills

(Electricity Bills

+ Water Bills)

Any Other

Charges

Office

Locat-

ion

Bachelor /

Shared

Accommodat

ion

To be Paid

By Co.

To be paid

by Co.

Will not

be

eligible

The difference

of Rent HRA to

be dividedequally among

the Employees

and deducted

from each

Employee.

Shall be

proportionately

charged to each

Employee.

Shall be

proportionately

charged to each

Employee.

Family /

Individual

Accommodat

ion

To be Paid

By Co.

To be Paid

By Co.

Will not

be

eligible

The difference

of Rent-HRA to

be deducted

from Emp.

Shall be charged to

Employee.

Shall be charged to

Employee.

Site

Locati

on

Bachelor /

Shared

To be Paid

By Co.

To be Paid

By Co.

Will notbe

eligible NIL To be Paid By Co. Case to Case Basis

Family /

Individual

Accommodat

ion

To be Paid

By Co.

To be Paid

By Co.

Will not

be

eligible NIL To be Paid By Co. Case to Case Basis


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c. The Security Deposit shall be provided by the Company. Security Deposit of Family

Accommodation shall be considered as an Advance against Employees Name. He / She

have to organize for the refund of the same while vacating the leased accommodation.

For Shared Accommodation, the deposit shall be recovered by the company.

d. The Rent Amount of Company-Leased Accommodation shall be paid directly by the Company

to the House-Owner and the same will be recovered from the Employees salary. HRA shallnot be paid. Additionally any differential amount above the HRA amount shall be

proportionately deducted from salary.

e. The utility bills will be paid by the Company and the same will be recovered from the

respective employees salary accordingly. For shared accommodations, the utility bill values

will be split proportionately among the Employees sharing the accommodation.

f. Accommodation will be provided by the company to Employees posted at remote project

site. HRA shall not be paid.

g. In case of rent free accommodation provided to Employees eligible for the same, as per

terms of their employment, no HRA will be paid to the employees.

2.0 COMPANY GUESTHOUSE FACILITIES:

I. OBJECTIVE:

To provide hospitality to Visiting Guests, Foreign Dignitaries and Employees who have

been transferred to HO.

II. SCOPE:

This facility shall be for Housing Expatriates, Visiting Executives of Group Companies,

Employees of different Sites / Branches, Consultants, Out-stationed Dignitaries, VIPs,

Auditors etc.

III. RESPONSIBILITY:

Proposal - Concerned HOD

Approval - Corporate HR Head / Project Head

Facilitation - Administration Department/Site HR

IV. KEY POLICY-CLAUSE:

a. No charge is applicable for Guests.

b. Allotment of rooms would be made based on the requisition originating from Executives

not below the level of VP of concerned Department. In absence of VP, the next hierarchy

can raise the requisition.

c. Employees who have been transferred to the HO, but NOT desirous of shifting their

family, such employees will be given facility to use the Company Guest House for

boarding and lodging purpose for a period of 15 days only, with the approval of the

Director (s). Within the said period, the employee has to find suitable Accommodation

and inform the HR/Admin Dept about the same for going ahead with the Lease

Agreement and other formalities. Friends and Relatives will not be eligible for this


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facility.

d. Employees who have been transferred to the HO and desirous of shifting with their

family will also be given facility to use the Company Guest House for Boarding and

Lodging purpose for a period of 15 days only, with the approval of the MD/ Director (s).

Within the said period, the employee has to find suitable Accommodation and inform the

HR/Admin Dept about the same for going ahead with the Lease Agreement and other

formalities. Family will include the Employee himself/herself, his/her spouse and

maximum 2 children.

e. Accommodation at suitable Hotel is to be made in case the occupancy of the Guest House

is full with the approval of MD/Director (s) or any other designated /

authorised person.

f. Allotment of accommodation would be made to the following categories of individuals

on priority by prescribed Guest House Accommodation Requisition Slip TWO DAYS in

advance.

Expatriates during the duration of their official stay in the Company Guest House.

Consultants and Official Guests (other than that of company) on special permission

from concerned HOD (not below than the rank of VP), subject to availability of

accommodation.

g. Official Guests and Host Officials accompanying guests are to be treated as Official

Guests and no charges levied as per first clause. However, concerned Officials are

required to sign Guest House Accommodation Requisition Slip.

h. Regular maintenance of Fixtures, plumbing, and electrical jobs is to be carried out

immediately on receipt of complaints.

i. Company Guest House is a privilege offered for Executives and Visitors. Occupants must

maintain and observe due decorum and discipline at the Guest House in keeping with

their status and position.

j. No Employee shall treat the Guest House as a form of Permanent Accommodation. On

the expiry of the period of stay specified, the employee shall vacate the Guest House

voluntarily, else, rent for the same will be levied for each day of the unathorised

extended stay in the Guest House.

k. All above clauses followed at HO Guest Houses shall remain same for all Guest Houses atHO/ Branches / Project sites.

Sashi Nair

ManagerHR


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ANNEXUREI

REQUISITION FORM FOR COMPANY ACCOMODATION/GUESTHOUSE

From:

Name:__________________________________

Employee Code:_________________________

To:

Admin. Manager

_________________________________________

Kindly arrange the accommodation/ reserve the Guesthouse (Please tick whichever is

applicable) as per the details given below:

My details are as under:

Name of Employee:

Designation:

Company:: FFIL / PRL / BCPL

Office Location:

Any other Details

:

Date: __________ ________________________________ ____________________________

Signature of Employee Approved By

Note:1. Functional Heads/HODs/PMs/VPs are only authorized to sign the above

Requisition.

2. It is mandatory to have Managing Director / Directors Sanction for the above.

3. Guesthouses shall be used for Official purpose only, unless otherwise approved

by Director.


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FOR USE BY ADMIN. MANAGER

ALLOTMENT OF ACCOMMODATION / GUESTHOUSE

(Intimation from Admin to HR Dept)

Name of Employee : _____________________________

Employee ID No. : _____________________________

Company : FFIL / PRL / BCPL

Room / Flat No Allotted : _____________________________

Guesthouse / Acco. Location : _____________________________

Allotment / Lease Date : ____________ To _____________

Security Deposit : _____________________________

Monthly Rent / Lease : _____________________________

Date: _______________________ ________________________________

Signature (Admin. Manager)

Documents

Policy WRT to Accomodation