employees hr policies manual - irmra · 2020. 2. 28. · (a nabl (iso-17025-2008) accrediated...

IRMRA/HR/16-17/ HR POLICY Issue No.: 01, Rev.:00

Date: 01.01.2017

Mr. Rajendra Gandhi Dr. W. Millns Dr. K. Rajkumar Mr. Prashant Bankar

President, IRMRA Chairman, HR Committee Director Sr. Officer HR / Admin

EMPLOYEES HR POLICIES MANUAL

INDIAN RUBBER MANUFACTURERS RESEARCH ASSOCIATION (IRMRA)

(Affiliated to Ministry of Commerce & Industry, Govt. of India) (A NABL (ISO-17025-2008) Accrediated Laboratory)

Plot No.254 / 1B, Road No.16V, Wagle Industrial Estate Thane (W) – 400 604

Tel. No.:022-25803753 / 25811348 / 25834650 / 51 / 52 Telefax : 022-25823910 E-mail: [email protected] Website: www.irmra.org


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FROM THE DIRECTOR’S DESK Dear Colleagues, We would like to welcome you all and wish you a long and fruitful career with IRMRA. As you are aware, IRMRA is a prominent R&D Institute mainly for rubber and allied industries and can be considered as Centre of Excellence for both tyre and non-tyre sectors in our Country. IRMRA was established in year 1959 it celebrated its Golden Jubilee during the year 2008-09. IRMRA has been recognized & accredited by many authorities such as ISO / NABL, DSIR, CEMILAC, DGMS, Defence Sector etc.IRMRA’s clientele includes Govt. / Semi Govt. organizations such as Defence Sector, BARC, RITES, ONGC, BPCL, HPCL & also multinational companies like L&T, M&M, GE (USA), Bajaj Group, Tata etc. to name a few. The services rendered by IRMRA, the facilities & infrastructure created by IRMRA and expertise developed by its scientists are at par with any R&D Institute of repute in the world. We have chalked out an ambitious growth plan for the overall development of the Institute in the next 3 years. We are sure the same will be achieved with the team spirit and positive contributions from all our employees – who are our real assets. For the benefit of our employees, we have published this ‘Employees HR Policies Manual’ and the same is being handed over to them. The objective of this Manual is to give an overview of our Institute and various employment related policies for your perusal. For administrative convenience, we have reproduced these policies in condensed and precise form. For complete details, you are advised to refer the respective documents. IRMRA reserves the right to amend / modify any of these policies without any notice or assigning any reason thereof, any time in future. Your suggestions, if any, will be welcome to make this Manual more useful in future.

Yours sincerely,

Dr. K. Rajkumar Director


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INDEX

A. General information about Institute B. General Employment Policies & Practices

C. Recruitment Policies & Practices

D. Promotion Policies & Practices

E. Emolument Policies & Practices

F. Leave Policy

G. Travel Policy

H. Services Rendered by Various Sections I. Voluntary Retirement Policy


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A. GENERAL INFORMATION ABOUT THE INSTITUTE:-

Indian Rubber Manufacturers Research Association (IRMRA) was established as a co-operative research association with autonomous status under the auspices of Council of Scientific & Industrial Research in 1959 with the aims and objective of promoting and undertaking basic and applied research with regard to rubber and allied products, with eligibility to receive grant in aid in the approved pattern of CSIR. In April, 1978 IRMRA was transferred to the Department of Industrial Development. Ministry of Industry, retaining the same status. At present it comes under the Ministry or Commerce & Industry. IRMRA has now become a prominent R & D Institute for rubber & allied industries both for non tyre and tyre sectors in our Country comparable with any of the well-known R & D Institute of repute in the world.

• Extension Centre Address (New Office):

Plot No. 254 / 1B,Road No. 16V, Wagle Industrial Estate, Thane (W)- 400 604.

• Old Office Address : B-88, Road No.24/U-2, Wagle Industrial Estate, Thane(W) – 400 604.

1) Main Activités :-

1.1) Non-tyre activities:-

• Testing & Investigations for rubber components • Training & Human Resources Development • Research & Product Development • Consultancy • Sponsored Research • Third party inspection

1.2) Tyre Research and Testing Activities:-

� Tyre Endurance Life Testing (Passenger / LCV & Commercial Sizes) � Plunger Energy Test, Bead Unseating Test ( Passenger & LCV Sizes) � Stiffness Tests (Passenger & LCV) – Longitudinal, Lateral and Vertical Axis and

Torsional. � Colour Footprint Image ( Passenger / LCV and Commercial Sizes) � Tyre Noise and Vibration (In-cab & Exterior), Automotive Belt Noise, Auto component

Noise Testing and Analysis. � Shrearography – Non destructive Testing of Tyres.


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1.3) Accreditation / Certification / Recognitions obtained by IRMRA:

� NABL (ISO:IEC/17025 2005) � UL (Underwriters Laboratory), USA � ISO – 9001:2008 (BIS) � Centre for Military Air Worthiness & Certification (CEMILAC) � Several Defence Establishments � Directorate General of Mines Safety (DGMS) � Dept. of Scientific & Industrial Research (DSIR) Govt. of India

Quality Policy:

� To provide Timely, Innovative & World Class services by systematically adhering to

Quality Management Systems and Procedures. � To design, develop and validate the Rubber Products as per requirement of our

customers. � To provide Reliable, Dependable and Traceable testing & evaluation services to our

customers. � To enhance the Technical Competency of rubber and allied products manufacturers and

end users by imparting training. � To strive to continuously improve Safety, Morale and Work Environment of all our stake

holders by implementing pertaining international standards like QMS, EMS, OSHAS including ISO 17025-2005. Vision:To be committed world class rubber and allied material research, development, testing and training centre with innovative & value added service to customers.

Mission:

To serve the rubber & allied industries to fulfill their scientific & technological requirements in order to improve their global competitiveness.

Values:

� Fairness � Integrity � Reliability � Excellence

Governing Council:

The business of the Institute is governed by the members of the Governing Council (GC) appointed by the Govt. of India.

The President of the GC is nominated and appointed by the Govt. of India.The GC consists of following members appointed / nominated by various organizations / institutes:


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� Ministry of Commerce & Industry Govt. of India � Ministry of Science & Technology Govt. of India � Director General of Technical Development (DGTD) Govt. of India. � Govt. of Maharashtra � Bureau of Indian Standards (BIS) � Rubber Board � National Automotive Testing & R&D Infrastructure Projects (NATRIP). � Central Institute of Road Transport (CIRT). � Automotive Tyres Manufacturers Association (ATMA). � All India Rubber Industries Association (AIRIA) � Elected paid members from the Industry � Invitees for Research and Development � Invitees for Industry Liaison

The tenure of the GC members appointed / nominated by different Institutes / Organizations is normally one year. The GC members are appointed / reappointed / continued in IRMRA’s Annual General Meeting every year. The GC members are expected to meet once in three months to discuss / review and decide about broad policies and important issues.

1) Short Title and commencement:-

These rules may be called as recruitment rules for group A, B & C (administrative, technical and scientific recruitment. Each Group has a number of grades as per schedule I, II, III, IV & (V for contractual assignments) Definition :

In these rules unless the context otherwise requires, the following terms shall connote:-

• ‘Schedule’ means Schedules to these rules.

• ‘Competent Authority means “The Director IRMRA”. • ‘Candidates’ means the persons / officers who are eligible for consideration for

any one of the position as specified in the Schedules to these rules.

• ‘Age’ means the upper age limit to these rules specified in Schedules

• ‘Month” means calendar month.

• ‘The Office’ means the registered office of the Association.


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2) The number of posts, classification and scales of pay the number of posts, their classification and scales of pay attached thereto shall be as specified in respective schedules.


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(B) GENERAL EMPLOYMENT POLICIES & PRACTICES:

All the new employees are issued the following materials from time to time:

� PC/Printer by IT Section. � Printing/Stationary/ Business Cards by Admin Department. � Identity Card by Admin Department.

Uniform (3 sets), Shoes & socks (2pairs) One umbrella to the Security/ outdoor staff once in two years

On the first day of his / her employment, the HRD Head gives him / her orientation about the IRMRA and introduces him / her to the various sections and finally assigns him / her to the respective Departmental Head for which he / she is employed.

The HRD Head issues the following documents to the newly appointed employee:

• Offer Letter: After the person is selected through the interview/written examination process.

• Appointment Letter: After the selected person joins IRMRA

• Confirmation Letter, after the successful Completion of his / her probation period.

HIERARCHY IN IRMRA:

At present, the following is the broad hierarchy in IRMRA:

� Director (CEO) of the Institute � Addl. Director � Joint Director � Deputy Director � Sr. Asst. Director � Asst. Director � Sr. Scientific Officer / Sr. Officer/Finance Officer/ Chief Accounts Officer � Officer � Junior Scientific Officer / Junior Officer � Junior Technical Officer / Jr, Admin Officer/Asst. Finance Officer

Assistants:- � Senior Scientific Assistant / Senior Technical Assistant � Junior Scientific Assistant / Junior Technical Assistant � Senior Lab Assistant / Sr. Admin Assistant / Sr. Commercial Assistant � Junior Lab Assistant / Jr. Admin Assistant /Jr. Commercial Assistant

Operator/Attendant:-

� Senior Machine Operator/Maintenance Attendant � Lab Attendant/Security Assistant � Jr. Machine Operator / Lab Attendant / Maintenance Attendant / Security

Attendant / Office Attendant.


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TRAINING OF EMPLOYEES:

In order to improve the performance of the employees, IRMRA organizes Internal training programmes for its employees such as:-

� On the job training � Latest Trends in Rubber Technology � ISO/NABL Awareness & Internal Auditors Training � Marketing Skills � Communication Skills � Health & Safety � Any other training as per the identified need

The Senior Officers/Guest speakers deliver the lectures as a part of Internal training programme.

Similarly, the employees are also nominated for external training programmes organized by Employees Federation of India, Bombay Chamber of Commerce, IDEMI, MSME, BIS, etc.

Annual Holidays:

All employees are entitled for 17 paid holidays & 2 restricted holidays as decided by the management.

Attendance:

Every employee is expected to adhere to his duty hours as specified by his superiors and record his time of arrival and departure in the Attendance Register as well as attendance recording system. A grace period of 10 minutes is permitted for late attendance. For any late comings beyond the grace period as mentioned in the working week and weekly hours policy half casual leave is deducted from employees leave account. In absence of leaves leave without pay will be considered.

Safety / Security and Secrecy:

Every employee is individually and collectively responsible for safety and security of the Institutes property as well as secrecy of the information connected with the institute. In case of any violation of the same, the management is authorized to take appropriate action as it will be treated as misconduct. Every employee is expected to sign a Confidentiality Agreement undertaking to keep the confidentiality of all the knowledge, information, and acquired while on the job.


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Age of Employment / Retirement:

The minimum age prescribed for the employment is 18 years and that for the retirement is 60 years. WORKING WEEK & WORKING HOURS:

For all categories of employees the present working week is from Monday to Friday and all Saturdays & Sundays are considered as weekly off days. For Security Personnel Saturdays are also working day and Sunday will be weekly off. Security personnel and some specific employees are required to work in shifts as decided by the Competent Authority on the recommendations of the HR.

The working hours, weekly off days, shift timings etc. are subject to the changes from time to time, according to the work exigencies at the discretion of the Competent Authority.

Group D Employees elevated to Group C – Office Time 8.30 a.m. to 5.30 p.m.

However, the Group D employees elevated to Group C are allowed to report on duty

upto 8.40 a.m., (a grace of 10 minutes) throughout the month. However, any Group D

employee converted Group C reports on duty at 8.40 a.m. will have to wait upto 05.40

p.m. Deviation from the above said given timings will be considered as half day leave for

e.g. if a group D employee elevated to Group C founds reporting on duty at 8.41 a.m. on

any single occasion during the month his or her half CL will be deducted with intimation.

Officers /Assistants & Group C Employees- Office Time 9.00 a.m. to 5.30 p.m.

Officers / Assistants /Group C employees (includes IRMRA contractuals and third party

contractuals) are allowed to report on duty upto 9.10 a.m. (a grace period of 10 minutes)

throughout the month. However, any Group C employee reports on duty at 9.10 a.m. will

have to wait upto 05.40 p.m. Deviation from the above said given timings will be

considered as half day leave for e.g. if a group C employees founds reporting on duty at

9.11 a.m. on any single occasion during the month his or her half CL will be deducted

with intimation.

Sr. Officers - Office Time 9.00 a.m. to 5.30 p.m.

Sr. Officers & above are allowed to report on duty upto 9.30 a.m. throughout the month (a grace period of 30 minutes) provided he or she should not leave office before 6.00 p.m. Any deviation from the above said timings will be considered as half day leave for e.g. if officer found reporting on duty at 9.31 a.m. during the month his or her half day CL will be deducted without any intimation. Also, if he leaves early before 6.00 p.m. his or her half day CL will be deducted with intimation. Two Hours Concession:-


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In case of emergency /unavoidable circumstances IRMRA regular employees are

allowed to avail two hours concession. However, availing two hours concession should

not be considered as a matter of right. Before availing two hours concessions prior

approval from HOD / SH is compulsory. Those employees who do not take prior

permission for availing concession their half CL will be deducted directly without

intimation. The respective forms should be submitted to HR dept. within next working

day.

One Hour Concession:-

In case of emergency /unavoidable circumstances IRMRA contractual/ third party

contractual excluding casuals and security. However, availing one hour concession

should not be considered as a matter of right. Before availing one hour concessions prior

approval from HOD / SH is compulsory. Those employees who do not take prior

permission for availing concession their half leave will be deducted directly without

intimation. The respective forms should be submitted to HR dept.

Lunch and Breakfast Timing:-

STAFF WELFARE POLICIES PRACTICES: In addition to the salary payments, the regular employees are also eligible for the following benefits:

Group Mediclaim Policy for self, spouse and dependent children: Under this Policy the employee gets the medical benefits as prescribed under the Policy for himself and family members (spouse & children) with in the sum insured.

Group Personal Accident Insurance Policy:

Sr. No.

Category Breakfast Time

Lunch Time Afternoon Tea Time

1 Group D employees elevated to Group C / daily wage earners

8.30 a.m. to 8.50 a.m.

12.30 p.m. to 1.00 p.m.

3.00 p.m. to 3.10 p.m.

2 Group C / IRMRA contractual

Trainees / Third Party contractuals

9.00 a.m. to 9.20 a.m.

1.00 p.m. to 1.30 p.m.

3.10 p.m. to 3.20 p.m.

3 Officers& above 9.10 a.m. to 9.30 a.m.

1.30 p.m. to 2.00 p.m.

3.20 p.m. to 3.30 p.m.


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Under this Policy the employee gets medical benefits in case of any accidental injury caused to him. Subsidized Canteen: All employees are entitled to avail subsidized food as per grade pay.

Personal Loan Policy: Under this Policy all the confirmed employees with minimum 5 years of service are eligible for personal loan as per the scheme formulated by the personal loan committee members consisting of the Director and other Senior Officials of IRMRA.

Festival Advance Policy: Under this Policy all the confirmed employees are eligible for interest free festival advance which is to be repaid in maximum 12 monthly installments. During probation period employees are not eligible for festival advance.

Salary Advance Policy: Under this Policy all the confirmed employees are eligible for salary advance in case of any financial exigencies which to be repaid in maximum three consecutive months. In case of major exigencies, the Director at his sole discretion can sanction a salary advanced of higher amount for longer period in case of genuine problems. FORMS USED IN HR/COMMERCIAL DEPARTMENTS:

• Casual Leave application form • Earned Leave application form • Petty Cash Expense Report form • Release of Payment form • Outdoor Duty form • Festival Advance form • Business Advance form • Business visit approval form • Business visit report form • Car Requisition form • Personal Loan Application form • Gate Pass form • Stationary Requisition form • Overtime Approval form • Overtime Output Approval form • Monthly Overtime form

All these forms are available in the form of soft copies and also in HRD/Admin Department for the use of the employees. All these forms are required to be filled in by


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the employees concerned and approved by the Sectional Head/ HOD & the Director as the case may be.

ACTS OF MISCONDUCT AND PROCEDURE FOR ACTION:

For any act of misconducts on the part of the employee the same is dealt with as per the procedure laid down in the IRMRAs rules and regulations.

CESSATION OF EMPLOYMENT FOR REGULAR EMPLOYEES:-

Any regular employee who wants to resign / quit from the services of IRMRA can do so by giving one month’s notice in advance through proper channel. Employee is required to submit his / her resignation letter to his / her HOD and which is required to be forwarded by the HOD to the Director for appropriate decision. Once the HOD and the Director accepts the resignation submitted by the employee, the HOD-HRD prepares a resignation acceptance letter and gets it signed by the Director –which is finally handed over to the employee. The concerned employee’s full and final salary dues are normally settled by the Finance Section only after he submits the Clearance Certificate duly completed/signed by all concerned and submitted to HOD-HRD Dept. Any leave accumulated to his / her account will be settled as per IRMRAs rules. Any employee who has been show caused and charge sheeted for a grave misconduct and found to be guilty after a fair enquiry process can be warned / severely warned / censured / suspended / compulsory retired / removed from services / dismissed from service.

CESSATION OF EMPLOYMENT FOR CONTRACTUAL EMPLOYEES:-

The employment of contractual employee automatically gets terminated after the fulfillment of the tenure of the contract unless otherwise his/her contract is renewed for the extended period. Any contractual employee who wants to resign / quit can do so by giving one month’s notice in advance to the outsourcing agency after clearance from the SH that work will not be hampered on his / her leaving. The contractual employee is required to complete all the formalities as per terms and conditions of his / her appointment letter issued by the outsourcing agency. Any contractual employee who is found to have committed grave misconduct and as reported by his / her SH, the outsourcing agency will be instructed to replace such a resource immediately.

REDRESSAL OF GRIEVANCES:


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The employees are advised to approach the Director or the Chairman of the Grievances Redressel Committee (GRC) for redressel of their grievances. Grievance Committee regularly meets to discuss the grievances and take appropriate decisions to resolve the same. Minutes of the meetings and the decisions taken are recorded. The decision is intimated to the concerned employee. In case the employee is not satisfied he/she can appeal to the Director for the necessary decision. Director or the GRC may refer the case to HR Committee or the President of GC if necessary

WOMEN’S SEXUAL HARRASSMENT COMMITTEE:-

Women employees can forward their grievances if any, relating to sexual harassment at workplace to the HR / Admin Dept / Chairperson of the committee. This committee is constituted as per recommendations of Visakha committee of Govt Of India the internal women’s Sexual harassment committee is constituted by the Director IRMRA as per the Guidelines the committee meets as per the needs and the chairman of the committee gives the report/recommendations as per the proceedings of the meeting to the Director IRMRA for the further course of action as deemed fit.

(C) RECRUITMENT POLICIES AND PRACTICES:

While recruiting new employees the following practices are followed:-

i) Manpower Requisition for Permanent Employees: The respective HOD/SH sends a Manpower Requisition for manpower to the Director justifying the need for additional manpower (such as workload, additional business etc.) and also intimating the job description and profile of the candidate suitable for the required post.

The scrutiny committee consisting of Director / HODs / HR Advisor/ HR committee, after careful scrutiny of all the aspects and approves the same and advises HOD - HRD to take the necessary action.

ii) Internal Transfer, if possible:

The HOD-HRD first of all tries to find out whether any of the existing manpower can be

transferred to that section.

iii) Manpower Requisition for Contractual Employee: The respective HOD/SH sends a Manpower Requisition for contractual employee to the Director justifying the need for additional manpower (such as workload, additional business etc.) and also intimating the job description and profile of the candidate suitable for the required post. iv) Sourcing of Manpower:

a. For trainees/temporaries and contractual employees:-


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• Notices on College/Institutes Notice Boards • Advt. on IRMRA’S website • IRMRA’S data bank • Manpower Agencies

1) For regular employees on probation. For recruitment of regular employees on probation the procedure to be followed is as under:

• Advt. in the national and local newspapers. • Advt. on IRMRA’S website

After scrutinizing the applications received, the suitable candidates for Group C and non-gazette post of group B category and all such equivalent post are called for the written test. Based on performance of the written tests the candidates are offered employment in requisite grade. For Group A (Group A entry level with GP 5400 and above) after scrutinizing the applications, personal interview is conducted before a selection committee consisting of HOD of the respective section, HOD – HRD, any Industry expert (for the senior position) & Senior Officers & the Director . During the interview, all the relevant factors such as candidates’ educational/professional qualification, job knowledge, past experience and present/expected salary are considered and the most suitable candidates are placed in the order of the merit for the purpose of issuing the offer letter. On finalization of the short listed candidates, an office memorandum to that effect is prepared, which is signed by all the members of the selection committee.

2) Issue of Offer Letter:

After the selection of the candidate, an offer letter indicating his designation, salary and other benefits and other terms and conditions of employment is issued to the candidate. 3) Issue of Appointment Letter:

On the joining date, the new employee is issued an appointment letter indicating his designation, salary and other benefits, etc. 4) Induction/Orientation of the new employee:


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On the joining date, the HOD – HRD briefs in about the Institute and the organizational hierarchy. Similarly the sectional head briefs him about the functions of the section and the role expected to be played by him in the organization. The employee’s on the job performance, attendance and the behavior is closely reviewed by his superiors, from time to time. 5) Confirmation of the new employee:

On successful completion of probation period, the employee’s on the job performance, attendance and over all behavior is reviewed by a committee consisting of his HOD, HOD – HRD and the Director and the decision is taken about his confirmation in the employment of IRMRA. On confirmation, the employee gets a letter from the management to that effect and he becomes eligible for all the benefits applicable to a confirmed employee in the Institute. However if the performance of the employees is not satisfactory, his probation period is extended at the discretion of the management.

6. Rules of Seniority:-

6.1 All Group A, B & C Officers/Staff (Administrative, Technical and Scientific) working in IRMRA on the date of commencement of these rules shall be deemed to have been appointed to the posts corresponding to those which they were holding on regular basis on that date at the initial constitution.

6.2 The inter-se-seniority of officers/staff in each grade, who are appointed at the initial constitution, shall be determined as per the date of regular appointment to the respective grades subject to the condition that their inter-se-seniority within their respective grades shall not be disturbed.

6.3 The regular continuous service of the officers/staff mentioned in Rule 4.1 above on the posts corresponding to those which they were holding on regular basis prior to their appointment at the initial constitution under these rules shall count for the purpose of probation period, promotion, confirmation, CPF, Gratuity etc.

7) Recruitment Norms:-

7.1 The minimum educational qualification for all the posts shall be as specified in Schedules I, II, III, IV & (V for contractual assignments). The specified discipline for educational qualification in related areas of interest of the scientific staff, administrative staff and technical staff in respect of IRMRA as may be required for the posts concerned, will be decided by the Competent Authority before the posts are advertised. Educational qualifications of recognized University/Board will only be accepted.


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7.2 The experience specified in respective Schedules attached I, II, III, IV & (V for contractual assignments) to these rules for all the posts shall be the experience acquired after obtaining the minimum educational qualifications required for the post unless otherwise stated in the respective schedules. 7.3 The exact nature of experience specified in the field of discipline shall be indicated in the advertisement for the relevant post.

7.4 Qualifying criteria with respect to experiences is as per schedule I, II, III, IV & (V for contractual assignments) and applicable relaxation as per Govt rules for reserved categories.

7.5 Recruitment shall be made by direct recruitment, promotion, transfer (including contract for specific period) as the case may be. The particular method of recruitment for each vacancy shall be as per the govt. rules. Whenever the posts are to be filled up by direct recruitment, the posts shall be advertised in the National / local newspapers / IRMRA website etc. The Selection Committee will hold interviews of the eligible candidates for group A having GP 6600 and above. The candidature of the candidates for Scientific posts `in absentia’ in respect of candidates residing abroad is through Skype for group- A upto GP 6600 only. The composition of the scrutiny Committee/selection committee for various posts is detailed in Schedule - IV to these rules. 7.6 The Selection for group B & C will be based on the performance and rank in the written examination. Note: Vacancies caused by the incumbent being away on long illness or study leave or under other circumstances, for duration of one year or more, can be filled on contract basis.

8. Age limit and experience for direct recruitment :-

8.1 The upper age limit for direct recruitment in each category of post shall be as specified in the Schedule. The upper age limit is 50 years in respect of officers/staff members already working on regular basis in the Institute.

The upper age limit in respect of Scheduled Castes, Scheduled Tribes, Ex-Servicemen and other special categories of persons shall be relaxable in accordance with the orders issued by the Government of India from time to time.

Note: The crucial date for determining the age limit shall be the closing date for receipt of application from candidates in India (for those residing in the Andaman and Nicobar and Lakshadweep Islands relaxation of one week is permitted).

9. Recruitment Process: -


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9.1 The candidates possessing the educational qualifications and experience as specified in Schedules are eligible for direct recruitment (GP 6600 & above) and shall be selected by the HR Committee as specified in Schedule 9.2 The selected candidates, from the date of assuming the duties will be on probation initially for a period of 1 year. At the end of one year of service the candidate’s performance will be assessed by the Internal Review Committee to be appointed by the Competent Authority to decide if the candidate’s performance during the probation period has been very good or otherwise. If his/her performance is found to be Very Good by the Internal Review Committee he/she will be offered regular appointment. In case his/her performance is not found to be very good, his/her probation service will be extended for the further period of 1 year. In case his/her performance is not found to be very good, even after extension of probation service then he/she will be terminated.

9.3 In case a departmental candidate is selected for appointment for the post through this method, the same shall be deemed to have been filled by Direct Recruitment.

9.4 Direct recruits may be given, in deserving cases, to be so recorded by the HR Committee, higher initial Pay than the minimum of the scale to which they are appointed. However, such an initial pay shall not exceed five advance increments over the minimum of the scale. Recommendations, if any, by the HR Committee for grant of more than five advance increments will be examined by the Competent Authority of IRMRA.

10) Probation Period: -

The probation period in respect of all appointments whether by direct recruitment or by promotion shall be one year, and can be extended at the discretion of the Internal/External Review Committee followed by competent authority.

11) Liability of officers to serve in India or/and abroad.

Officers appointed shall be liable to serve anywhere in India or/and abroad.

12) Nothing in these rules shall affect reservations, relaxation of age limit and other

concessions required to be provided to candidates belonging to the Scheduled Castes, Scheduled Tribes, Other Backward classes, Ex-servicemen and other special categories of persons in accordance with the orders issued by the Central Government from time to time in this regard.

13) No Person:-

(a) Who has entered into or contracted a marriage with a person having a spouse living,

or

(b) who having a spouse living, has entered in or contracted a marriage with any other person, shall be eligible for appointment to any of the said posts; Provided that the IRMRA may be satisfied that such a marriage is permissible under the personal


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law applicable to such person and the other party to the marriage and that there are other grounds for so doing, exempt any person from the operation of this rule.

(c ) An official recruited on or after commencement of these rules shall be governed by the rules and regulations and Bye Laws of the Association as approved by the Governing Council and the Govt. as amended from time to time.

(D) PROMOTION POLICIES & PRACTICES:

IRMRA’S promotion policy is merit based and the policies adopted by other similar Institutes. The normal practice followed by the management is as under:

ANNUAL ASSESSMENT/PERFORMANCE APPRAISAL OF THE EMPLOYEES:

Every year the performance of all the employees is reviewed by the management for which following documents are taken into consideration.

(D1) KRA (Key Result Area) for the year:

Every employee is required to prepare his / her annual KRA in consultation with his / her senior or reporting officer/reviewing officer and his / her performance is measured against the KRAs mutually decided at the beginning of the financial year.

(D2) Annual Report (APAR) by the employee:

Every employee is required to prepare his Annual Report (APAR) showing the major/important jobs handled by him, R&D projects completed by him / her and any special achievements during the previous year and submit it to the reporting officer, the time of his / her annual assessment/performance appraisal

After verification of the Annual Report, the Sectional Head/HOD will fill up the confidential report form for the respective employee showing his / her attributes and will give his opinion about his / her performance taking into consideration his / her KRAs, training needs and future plans etc. The APAR form will be counter signed by the HOD with his remarks. All HODs will submit all the APARs to the HR Dept., and HR will forward the APARs to the Competent Authority for his remarks and final ratings. A copy of the same is given to every employee.

An employee who gets an average APAR rating of 8 or above as per applicable residential period continuously is eligible for promotion to the next grade. For HODs / Asst. Director and above along with the APAR rating his or her KRA score has to be around 80% and above. Table 1 :- Eligibility Criteria for recommendation to DPC


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Sr.

No.

Pay band Grade

pay

(From)

Grade

Pay

(To)

Residential period

in case of 8 &

above (Case 1)

Residential period in

case of below 8 and

above 7 (Case 2 )

1

67000 (annual

increment

@3%) -79000

Merged

2 37400-67000

8700 8900 2 Years

8700 10000 3 years

8900 10000 2 years

7600 8900 6 years

3 15600-39100

7600 8700 5 years

6600 8700 10 years

6600 7600 5 years

5400 6600 5 years

4 9300-34800

4800 6600 6 years

4800 5400 2 years

4600 6600 7 years

4600 5400 3 years

4600 4800 2 years

4200 6600 10 years

4200 5400 8 years

4200 4800 6 years

4200 4600 5 years

5 5200-20200

2800 4200 6 years

2400 4200 10 years

2400 2800 5 years

2000 2400 5 years

1900 2400 8 years

1900 2000 3 years

1800 1900 Placement as per

6th CPC

Should be distinguished for the best performer with regular performers (D3) APAR REDRESSAL COMMITTEE:-

Any employee who is not satisfied with the ratings given to him / her by his / her supervisor / HOD / SH can forward his / her grievance to the APAR redressal committee. The APAR Redressal committee is constituted by the Competent Authority the decision taken by the APAR redressal committee will be the final decision. (D4) Criteria for promotion: While considering the employee for promotion factors like, his educational/professional qualification, past experience, on the job performance in IRMRA as per the above mentioned table No. 1, his / her attendance, discipline and interpersonal relationship with all stakeholders are taken into consideration.


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As laid down in the sixth CPC, after completion of the residential period as per the table no. 1, depending on a particular grade, the employee is considered eligible for the appearing before the DPC. Depending upon the recommendation of DPC the employees promoted to next grade with or without full fixation pay. Criteria for with or without full fixation pay:

1. Special contribution during the period 2. New initiatives taken during the period 3. Papers / Patents publications 4. Qualification enhancements 5. New Business development / new projects 6. Percentage of timely completion of projects / jobs 7. Effort taken to receive the payments on time 8. Effort taken to release the payments on time 9. Complying with the statutory compliances 10. Complying with the quality credentials 11. Customer feedback 12. New supplier development / competitive bidders

Employees belonging to SC / ST category the promotion policy is as per govt. rules. SC / ST Employees with GP 6600 and above are not entitled for reservation policy benefits.

a. Personal Interview of the Employee: The interview committee consisting of the SH and HOD, HOD – HRD &Director calls the employees and discusses with him /her their performance as against KRAs set and exchange the ideas for improvement of his / her performance and future plans about his /her career development in IRMRA.

b. Training Need Analysis:-

Based on the APAR report and the recommendations of the reporting officer, employees are provided specialized training to bridge the gap to enable employees to perform to their maximum potential. An exhaustive annual training calendar is prepared by the HR and the feedback of the training provided is recorded and monitored for effectiveness of the training.

(D5) Administrative Cadre:-

The promotion of an incumbent to the higher post shall be made according to the principle of merit i.e. by “Selection” and on the basis of seniority-cum-fitness i.e. by “non-selection”. The promotion shall be made on the recommendations of the Departmental Promotion Committee. As such there shall be no automatic promotion in the scientific / technical / administrative cadres. The promotions will be strictly made only if clear vacancies are available.


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(D6) Technical Cadre:-

1) Induction through direct recruitment will normally be made at the lowest grade in each cadre/discipline. Hence a vacancy arising due to any reason will occur at the lowest grade. However, direct recruitment to other grades may also be made if the need is felt.

2) Departmental candidates can also appear for interview with other candidates for the selection to the post in the next higher grade, provided that they have acquired the requisite qualifications, or passed departmental tests prescribed for the purposes of equating with qualifications prescribed for direct recruitment. The minimum educational qualification / trade qualifications prescribed for direct recruitment as well as alternate qualifications for departmental candidates shall be as given in Schedule. Any modification to prescribed qualification / experience as stipulated in Schedule I, II, III, IV & (V for contractual assignments)I are not permissible. However, these could be made in exceptional cases with the prior approval of the Appointing Authority. This must be done prior to advertising the post. (D7) Seniority

There will be inter se seniority amongst the personnel of the scientific and technical service for the purpose of promotion.

(D8) Career Advancement:-

1) Career advancement of the persons will be in their respective categories and will be

done in the following manner:

2) There shall be a system of merit promotion from one grade to the next higher grade, irrespective of occurrence of vacancies in the higher grade; or grant of advance increment(s) up to a maximum of three increments in the same grade, on the basis of assessment of performance. The persons concerned will be eligible for consideration for such promotion or for the grant of advance increment(s) after the expiry of prescribed period as given in the promotion policy.

Note: Persons holding posts which do not have promotional avenues are eligible for grant of advance increments subject to a maximum of three increments in the grade and further subject to review to be done on completion of prescribed period of service.

(D9) Training:-

Eligibility for merit promotion by assessment is dependent on length of service and fulfilling qualification requirements as per govt. rules. In order that those persons who do not fulfill qualification/trade experience requirements will get an opportunity to acquire the same in service, the Association will run at regular intervals appropriate training courses for the in-house candidates for specified duration which will comprise of teaching and practical training. At the end of the course the candidates will be put to written tests/trade tests to assess their calibre and declare the names of such candidates


Date: 01.01.2017



as will pass the test with a prescribed percentage of marks. Details of such training programmes will be announced from time to time. (D10) Trainees, Temporary / Contractual Employees:

These employees are appointed for a temporary period for additional workload/project work etc. and their services are terminated after a specific period.

These employees are paid fixed stipend / consolidated salary depending upon their educational qualification, experience and the job responsibilities. However no other benefits / perquisites are allowed to them.

(D11) Junior Research Fellows (JRFs), Senior Research Fellows (SRFs),

Research Associates (RAs):

These employees are appointed for execution of specific projects awarded to IRMRA.

These employees are paid fixed stipend / salary, HRA and Medical Allowance as

agreed by the sponsoring authorities. Their services are terminated on completion of

the projects / assignments given to them.

(E ) EMOLUMENT POLICIES & PRACTICES:

With effect from 01/01/2016 IRMRA will extend 7th Pay Commission salary benefits to its regular employees. As a result of which all the regular employees are entitled for revised salary and benefits in accordance with their fitment in the new Pay Matrix (PB) ranging from level -1 to level -16.

The pay in the Pay Matrix is to fixed in the following manner.

• Step one: Identify Existing Basic Pay (Pay in the Pay Band + Grade Pay) drawn by an employee in the existing scale as on 01/01/2016. This figure is ‘A’.

• Step Two: Multiply ‘A’ with 2.57, rounded off to nearest rupee and obtain result ‘B’ • Step Three: The Figure so arrived at, i-e., ‘B’ or the next highest figure closest to it

in level assigned to his/her Grade Pay, will be the new Pay in the Pay Matrix in case the value of 13’ is less than the starting Pay of the level then the Pay will be equal to the staring pay of that level.

Accordingly, all the regular employees are entitled for their emoluments as under: Monthly emoluments:

• PPB as per employees New Pay Matrix. • Dearness Allowance – as declared by the Govt. of India • House Rent Allowance • Traveling Allowance


Date: 01.01.2017



• Washing Allowance

Annual emoluments:

• Annual Bonus – minimum bonus (Rs.7000/-) or as as declared by the Govt. of India from time to time. Also all employees are given ex-gratia as under

• For Officers from GP 4200 upto HAG • For employees from GP 1800 upto 2800 besides minimum annual bonus and good

will amount as declared by the management / Competent Authority. • Medical Reimbursement – 5% of PPB, GP. • Leave Travel Allowance – After confirmation, once in two years (PB+GP+DA).

Retirement benefits:

• Provident Funds • Gratuity - @15 days “Salary” for each completed year of service • Leave encashment after retirement 100% on salary (PB+GP+DA). All the employees are intimated about their emoluments and other salary benefits in their appointment letter and incase of any subsequent revision, through written communication. As per the provisions of 6th pay commission and orders received from time to time the annual increment is granted to all the employees form 1st July every year. The normal annual increment is equivalent to 3% of PB and GP. The monthly emoluments are paid to the employees after deduction of Income Tax and any other statutory / non statutory dues such as PF, Professional Tax, recovery of IRMRA’s /Bank loan/salary & festival advances etc. and the net salary is transferred to their bank account on the last working day of the month.

All the employees are expected to intimate to the finance section about any investments made by them permissible under the Income Tax Act for the purpose of necessary deductions / rebates / exemptions allowed under the Income Tax Act. At the end of the financial year all the employees are issued Form No. 16 showing the total emoluments paid and Income Tax deducted there on during the previous financial year ending on 31st of March.

OVERTIME POLICIY:-

The employees in non-officer’s categories are eligible for overtime payment for putting in extra hours of work after their normal working hours. The procedure for granting overtime is as under: The Sectional Head feels up in advance the Overtime Form mentioning the names of the respective employees stating the urgency/importance of work and the day/date and


Date: 01.01.2017



time for which the respective employees are required to work for extra hours. The Overtime Form is to be approved by the HOD and finally sanctioned by the Director, in advance. Similarly, after completing the respective work during the extra hours, the concerned employee is required to get the OT Output Form duly approved by his SH/HOD without which, overtime payment is not normally made. The overtime payment is normally made at single rate and the same is transferred to the respective employees bank accounts, once in a month, by 15th day of the subsequent month. It has been decided that w.e.f. 1/1/2011, the overtime payment will be made only to the employees involved in production activities. Rest of the employees will be entitled for Compensatory Off, with the prior approval of the superiors.

(F) LEAVE POLICY:-

CASUAL LEAVE:- IRMRA Permanent employees are allowed to avail 8 casual leaves in a calendar Year.

• CL can be availed maximum upto 3 days and it should be sanctioned at a time by

the sanctioning and competent authority.

• CL cannot be combined with other kind of leave except the restricted holidays. • If CL availed for forenoon by an employee he / she must join duty by 1.30 p.m. or

lunch can be the dividing line for half days.

• CL cannot be prefixed or suffixed with paid holidays and weekly offs. • Casual leaves are to be availed within the calendar year and cannot be carry

forwarded.

LEAVE FOR CONTRACTUAL / THIRD PARTY EMPLOYEES:-

The outsourcing agency which is contracted to provide manpower are advised to

incorporate the following in their leave policy which is suitable to IRMRA working.

The Contractual employees who are on the payroll of outsourcing agency and deputed

at IRMRA are instructed to avail of 7.5 leaves from 1st January to 30th June and remaining

7.5 leaves can be availed from 1st July to 31st Dec. However, any employees whose

leaves are over within first 6 months his and her leave will be treated as leave without

pay and the same will be deducted from his or her monthly salary. Leaves cannot be

prefixed or suffixed with paid holidays and weekly offs.

Two Restricted Holidays for civilian employees as per 7th pay recommendations:

Proposal for two below mentioned restricted holidays as recommended by 7th pay

commission is being put forward to the Director, IRMRA for his kind approval.


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1) Maharashtra Kamgar Din 1st May. 2) Makar Sankranti

EARNED LEAVE:-

• All Permanent employees of IRMRA are allowed to avail atleast 4 continuous earned leaves at a time.

• EL should be given 30 days advance credited on 1st January and 1st July each year, fraction should be rounded off.

• ELs can be availed four times in a calendar year that to with 30 days of prior approval from HOD / SH / Director Leave form should be submitted to HR dept. immediately after approval. Any extension in earned leaves without prior approval will be considered as leave without pay and the same will be deducted from his or her monthly salary.

• Maximum accumulation of leave: An employee is allowed to accumulate maximum 300 days + 15 days.

• Maximum carry forward to the next half year: The maximum carry forward of earned leave to the next half year would be 300 days only.

• Sanction at any one time : Usually 15 to 21 days and for special cases like marriages etc maximum of 21 to 30 days of earned leave at one stretch with prior

approval from sanctioning / competent authority.

o Sick leave- The HR committee is of the view that considering huge number of holidays already being enjoyed by the employees, it is not practical to further add

extra Sick leave. The committee suggested that out of 30 days EL, the Director may

at his discretion consider a maximum of 7 days that can be consumed and availed

as Sick leave when the employee is genuinely sick. For 2 or more consecutive days

the employees reports sick, he has to produce a fitness certificate from doctor.

Compensatory Off Leave :-

All the IRMRA permanent employees / IRMRA contractual / third party contractual who

are working on weekly offs and paid holidays can avail compensatory off within the next

two months. However, any employee who is not able to avail Comp. off within the

stipulated time his or her Comp. off will automatically get lapsed. All the employees have

to take prior approval from the HOD / Director before applying for compensatory off

leave. Comp. off should not be considered as matter of right but it is to be availed only

in emergency cases with prior approval.

Maternity Leave: - Female permanent employees are eligible for 180 days child birth /

adoption (upto one year of age) having less than 2 surviving children. In addition, 45


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days available for abortion / miscarriage on production of medical certificate, after the

event has occurred once in an entire service career.

Leave in continuation : - Leave of kind due and admissible may be granted in

continuation of maternity leave for child birth for a maximum period of two years including

60 days commuted leave and leave not due without production of medical certificate. No

such facility is admissible in case of maternity leave for abortion miscarriage.

Paternity Leave:-Male permanent employees are eligible during the confinement of wife

i.e. upto 7 days before or upto 6 months from the date of delivery of the child, with less

than two surviving children and can be combined with any other kind of leave (as in the

case of maternity leave). If not availed, it will be treated as lapsed. Normally, this leave

is not to be refused.

Leave Card System:- Leave card system has been introduced for IRMRA permanent employees / IRMRA

contractual / third party contractual. Employees are hereby advised to follow the leave

card system. Employees will collect this individual leave card from HR dept. while

availing the CL / EL / Comp. off / two hours concession respectively and return back the

same duly filled and approved by respective HOD / Director / HR dept. and submit back

to HR dept. for further process. No employees on any condition will do any corrections /

double hand writing on the leave record data.

Leave Encashment : -

IRMRA has leave encashment policy for permanent employees with effective from 1st

January 2017.

Who are eligible for leave encashment:

• Employees who are on permanent role of IRMRA are eligible for leave encashment.

• Employees who has in their credit earned leaves more than 300 days and above will be given leave encashment @50% of salary (PB + GP + DA).

• Employees who have in their credit earned leaves upto 250 days and are willing to encash their earned leaves between 250 days to 300 days on voluntary basis

can avail the facility. Leave encashment will be taxable as per rule and will be

effective from 1st January 2017.

POLICY FOR HIGHER STUDIES:


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Grant of permission for higher study for professional / technical / scientist / other Employees.

In order to encourage scientific and technical personnel to acquire higher scientific and technical qualifications, IRMRA encourages employees for pursuing higher education. Employees are advised to plan their registration formalities with prior permission from the management for doing PhD type of courses apart from permission a concept note on propose research in lined with R&D strategy describe in policy. The employee also should plan the work at IRMRA in such a way that the routine work should not suffer.

TA / DA during paid holidays and weekly off:-

All permanent employees who are working on paid holidays and weekly off are entitled

for TA / DA as mentioned as below:

Group D elevated to Group C & Group C - Rs.100/- per day as conveyance Officers [GP 4200 and above] - Rs.150/- per day as conveyance

Breakfast and lunch allowance will be given on production of proper bills as rules

applicable to the individual employees.

If employees are claiming for conveyance and breakfast / lunch allowance he or she

cannot avail Comp. off for the holidays or weekly offs working days.

Employees cannot avail all the above three benefits at a time.


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(G) TRAVEL POLICY:-

Travelling & Lodging Boarding Allowance per day:-

Travelling: -

All the permanent IRMRA’s employees who officially visits out of the country are

eligible for foreign tour allowances as per Annexure I

LODGING & BOARDING:-

(Lodging & Boarding are exclusive of taxes as per Annexure II )

All the IRMRA’s permanent employees who are on outdoor official duty are eligible for

lodging and boarding allowance as per Annexure II.

FOODING ALLOWANCE:

(Food allowance is exclusive of applicable Taxes as per Annexure III)

All the IRMRA’s permanent employees who are on outdoor official duty are eligible for food

allowance as per Annexure III.

• Important Notes : • Revised rates are applicable from 1st January 2017 onwards. • Necessary to attach Supporting’s, vouchers for the expenses incurred. • Claims are admissible subject to approval of concerned HOD & Director.

Mileage Allowance for Journeys by Road:

All the IRMRA’s permanent employees who are on outdoor official duty are eligible for

mileage allowance for journeys by road as per Annexure IV

The following charges are reimbursable while performing journey on Rail:

• Reservation charges • Sleeper Charges • Cancellation and reservation Charges while journey cancelled for official work. • Special supplementary charges levied by the Railways for travel by Super-Fast Express

Trains.

• Tatkal Charges if official journey is undertaken in emergency. • Education cess and Service Tax applicable for train fare.


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The following charges are reimbursable when official journey is performed in a Bus.

• Reimbursement of Sleeper charges in bus if any. • Cancellation charges when ticket is cancelled due to official work • Reservation Charges

The following charges are reimbursable when official journey is performed by Air:

• Passenger Service fee. • Booking charges • Cancellation charges when ticket is cancelled due to official work


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(H) Services rendered by various Sections:-

1) Director’s Office : IRMRAs Director has overall control over all scientific, technical, managerial, administrative and financial matters of the Institute. His main responsibility is to plan, monitor and control and guide the overall working of the Institute with the help of SHs & HODs of the respective Sections.

2) Customers Service Cell (CSC) : The main responsibility of this Section is to give single window service to IRMRAs customers. It interacts with the customers and the various testing laboratories so as to give prompt and efficient service to the customers.

3) Chemical/ Physical/Latex & Instrumentation Testing laboratories: The main responsibilities of these laboratories is to carry out testing/ investigation, research & development and reverse engineering of rubber and allied materials and issue test reports to the customers through CSC.

4) Processing Section: The main responsibility of this Section is moulding and mixing of the rubber compounds and also to develop rubber components mainly for Defence Sector.

5) Tyre Research & Testing Centre: The main responsibility of this Section is to carry out testing/ investigation and certification of tubes and tyres manufactured by Indian as well as International tyre manufacturing companies.

6) Projects Sections: The main responsibility of these Sections is to execute various R&D/ sponsored and developmental projects awarded by Govt./Semi-Govt. and private sector organizations such as Defence sector, BARC, Ministry of Agriculture, Department of Science & Technology, DMDE.

7) Maintenance (Electrical/ Mechanical) Section: The main responsibility of this Section is to maintain and upkeep the machineries, equipment’s & instruments for uninterrupted working of the Institute.

8) ISO, NABL, Quality Sections: The main responsibility of this Section is to obtain and retain through internal/ surveillance audits, various recognitions, certifications and accreditations such as ISO, NABL,UL (Underwriters Laboratory, USA), DGMS, etc. and also to conduct the training programme for creating the awareness and for training the internal auditors in respect of the above.


Date: 01.01.2017



9) Customer Training Section: The main responsibility of this Section is to conduct in house training programmes for the employees of rubber and allied industries and also to organize seminars, workshops and conferences in different cities for the benefit of the industries.

10) Human Resource Development Dept. : The main responsibility of this dept. is manpower planning, recruitment/selection of the new employees, induction/ orientation, payroll and training & career development of the employees through best HR practices.

Also dealing with the Ministry on all non-financial matters including RTI Act, liaison with the President, Directors, GC members in respect of Governing Council/ Annual General Meetings, Annual Report, etc. are handled by this Section.

11) Administration Dept:

The main responsibility of this Section is to maintain office premises (interior & exterior) clean and tidy through proper housekeeping services and provide administrative support to the Institute such as proper supply electricity/water, travel, post courier/fax/ maintenance of building, lodging/ boarding arrangements in the hostel/ hotels, arranging for printing and stationary and arrangements during seminars/workshops/conferences/exhibitions.

Similarly, round the clock security services are also the responsibility of the Administration Section. IRMRAs publicity, public relations, event management and other related functions are also handled in this Section.

12) Purchase, Stores & Dispatch Section:

The main responsibility of this Section is to procure and issued raw materials, chemicals and other consumables for the use in theInstitute.

Similarly this Section looks after receipt and clearance of all incoming materials and also dispatch of finished products to the customers.

13) Finance, Accounts & Commercial Section:

The main responsibility of this Section is to keep proper account of and control on the finances (receivables/payables), payment ofemployees as well as other statutory/non statutory dues suchas PF, Income Tax, Sales Tax, Service/Sales Tax, etc, maintain the Bank Accounts properly and also arrange for periodical audit and finalization of accounts of the Institute.

14) IT Section:


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The main responsibility of this section is to provide and maintain Hardware/Software services to the employees for smooth functioning of various systems installed in the Institute.


Date: 01.01.2017



(I) Voluntary Retirement Policy:-

1. SHORT TITLE: (i) This policy may be called the IRMRA policy Voluntary Retirement Policy (VRS) 2017. (ii) This policy shall apply to all the permanent employees of IRMRA. (iii) This policy shall come into force from the date of its notification. 2. OBJECTIVE: (i) To achieve optimum human resource utilization. (ii) To optimize return on investment in IRMRA. (iii) In implementing the VRS policy, managements shall ensure that it is extended primarily to such employees whose services can be dispensed with without detriment to the company. Care shall be exercised to ensure that highly skilled and qualified workers and staff are not given the option. As there shall be no recruitment against vacancies arising due to VRS, it is important that the organization is not denuded of talent. The managements of the IRMRA s shall introduce the VRS with the approval of the Governing Council. Under no circumstances shall grant of VRS be construed as a right. 3. DEFINITIONS: In this policy, unless the context otherwise requires, (a) “Autonomous organization means an entity that is :Registered under Society’s Registration Act XXI of 1960 and transferred to the Ministry of Commerce & Industry. (b) “Policy” means IRMRA policy, Voluntary Retirement Policy (VRS) 2017. (c) “Employee” means a person employed on permanent/regular basis working against regular sanctioned graded post. (d) “Service” means a period of permanent or regular employment against graded post as defined in the Service Bye Laws/ Regulations of the IRMRA . (e) “Year” means a financial year commencing on 1st April and ending on the subsequent 31st March. (f) “Salary” means Basic Pay plus appropriate %age of DA as on the date of applying. (g) “Request for V.R.” means application submitted for VR, as per specimen proforma annexed as Annexure-A. (h) “Competent Authority” means the Director. 4. OPERATION OF THE POLICY: The Policy shall remain in operation for 6 (six) months from the date of issuance of notification to this effect. IRMRA may extend it from time to time. (i) Within the period of operation: (a) In the case of a IRMRA which does not require budgetary or any other external support to implement the policy, it shall come into operation upon the approval by the Governing Council


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5. ELIGIBILITY: All persons employed on permanent/regular basis working against regular sanctioned graded post will be eligible to seek Voluntary Retirement provided they have completed a minimum of 5 years of service. However, the employees falling in the following categories as determined by the concerned IRMRA are not eligible to seek Voluntary Retirement under the policy: (a) Specialist employees who have executed service bonds and have not completed the period prescribed therein; (b) Employees serving abroad under special arrangement/bonds; (c) Employees appointed on contract basis; Note: In case disciplinary action is pending against an employee, who has sought Voluntary Retirement, the Disciplinary Authority shall, after considering all facts, convey to the Competent Authority whether the request of the employee should be accepted or not. In case the Disciplinary Authority decides that the request of such an employee for Voluntary Retirement be not accepted, the same shall be communicated to the employee in writing and he shall have a right to make an appeal as provided under section 9 (v). 6. AMOUNT OF EX-GRATIA: An employee seeking Voluntary Retirement under the policy will be entitled to the compensation consisting of salary of 35 days for every completed year of service and 25 days for every year of the balance of service left until superannuation. The compensation will be subject to a minimum of Rs.2,00,000/- or 250 days salary whichever is higher. However, this compensation shall not exceed 80% of the sum of the salary that the employee would draw at the prevailing level for the balance of the period left before superannuation. In case an employee is governed by a retiring/superannuation pension policy the disbursement of pension shall commence from the month next to the date an employee would have retired in the ordinary course. 7. MODE OF PAYMENT: 100% of the amount of ex-gratia payable to an employee on opting for Voluntary Retirement under this Policy would be paid in cash within 60 days from the date of his relieving. 8. OTHER BENEFITS: An employee whose offer for Voluntary Retirement under the Policy is accepted will be eligible, apart from the ex-gratia defined above, to any benefit that would have been available to him upon superannuation as per the policy extant in the IRMRA prior to the date of notification of this policy. It is clarified, however, that an employee shall not be eligible for both retrenchment compensation and ex-gratia under this policy but shall have to opt for one of the two 9. PROCEDURE:


Date: 01.01.2017



(i) An eligible employee may submit request opting for Voluntary Retirement under the policy to the Competent Authority through proper channel in a prescribed proforma (Annexure- I), which shall be available in the IRMRA . (ii) The Competent Authority may after considering the application and after giving an opportunity to the applicant of being heard, pass a speaking order within a period of 3 months, either accepting or rejecting the request. (iii) In case the Competent Authority fails to pass an order rejecting the request by the due date as given at sub para (ii) above, the request would be deemed to have been accepted and the employee would be retired. (iv) A copy of every order made under paragraph (iii) above shall be given to the employee. (v) An employee who is aggrieved by an order of rejection may within thirty days from issuance of such orders file an appeal before the Administrative Secretary of the Department under which the concerned IRMRA falls, whose decision shall be final and binding. (vi)The date of acceptance of VRS by the competent authority will be treated as date of voluntary retirement. 10. GENERAL CONDITIONS:

• Arrears of wages due to general revision of pay scales etc. shall be included in computing the eligible amount.

• Only completed years of service shall be reckoned for arriving at the minimum eligible service. • Fraction of service of 6 months and above shall be reckoned as one year for the purpose of

calculating the ex-gratia. Fraction of service less than 6 months will be ignored for the purpose of calculating the ex-gratia.

• The salary shall be calculated on the basis of last salary drawn by an employee/officer. • No employee shall be allowed to withdraw the request made for voluntary retirement under the

policy after it has been accepted by the Competent Authority. • The Competent Authority shall have absolute discretion either to accept or reject the request of

an employee seeking Voluntary Retirement under the policy. The reasons for rejecting the request of any employee seeking Voluntary Retirement shall be recorded in writing by the Competent Authority.

• All payments under the policy and any other benefit payable to an employee shall be subject to the prior settlement/re-payment in full of loans, advances, returning of Govt.’s property and any other outstanding due against him and payable by him to the IRMRA concerned.

• All payments made under the policy shall be subject to deduction of tax at source as per Income Tax Act

• An employee who seeks voluntary retirement under this policy shall not be eligible for re-employment in IRMRA.

• In the event of the death of an employee, whose request for voluntary retirement under the policy has been accepted, the compensation, which would have become due and payable to the deceased employee, shall be paid to the person nominated to receive such dues.


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• The benefits payable under this policy shall be in full and final settlement of all claims of whatsoever nature, whether arising under the policy or otherwise to the employee (or his nominee in case of death).

• An employee who voluntarily retires under this policy will not have any claim against the IRMRA concerned of whatsoever nature and no demand or dispute or difference will be raised by him or on his behalf, whether for re-employment or compensation or back wages including employment of any of his relative on compassionate grounds in the service of the IRMRA or for any other benefits whatsoever.

• The vacancy caused by Voluntary Retirement shall stand abolished. • IRMRA reserves the right to withdraw this policy at any time it thinks fit and its decision in this

respect will be final. 11. ENABLING RULES:

• IRMRA must consider the Voluntary Retirement Policy (VRS) and pass an order adopting it. • The policy shall come into effect only after requisite approval as laid down in Para 4 is received.

However, the IRMRA may circulate this policy & obtain response of the employees, in order to determine the financial and other implications.

• IRMRA /Administrative Department may make any change to the policy without seeking comments of the Finance Department and obtaining prior approval of the Governing Council to the proposed changes.


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ANNEXURE –A

APPLICATION TO SEEK VOLUNTARY RETIREMENT

To, The Director Name of the Employee ………………………………………………………………………………………………….. (Through Proper Channel) Subject: VOLUNTARY RETIREMENT. Sir/Madam, I hereby opt to seek Voluntary Retirement from the services of IRMRA in accordance with the terms and conditions stipulated in the IRMRA Voluntary Retirement Policy (VRS) 2017 circulated vide No. ……………………………………………… dated ……………….., which I have carefully read and have understood the contents of the same. 2. I accept the terms and conditions stipulated in IRMRA Voluntary Retirement Policy (VRS) 2017, unconditionally and irrevocably. 3. I furnish the required particulars in the APPENDIX enclosed for consideration of my offer to seek Voluntary Retirement from the services of IRMRA under the above policy w.e.f. ……………………. Thanking you, Yours faithfully, Signature of the Employee Place:……………….. Designation:…………………. Name:…………………………. Dated: ………………


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ANNEXURE B

TO BE FILLED IN BY THE EMPLOYEE

Sr. No.

Particulars Details

1 Name of the Employee/ Officer 2 Employee PF No 3 Designation 4 Date of Birth 5 Age as on (Last date of the Policy) 6 Date of Joining the IRMRA (Excluding

the temporary period, if any)

7 No. of completed years of service as n (last date of the policy)

8 Date of attaining the age of Superannuation 9 Salary as on (last date of the policy)

- Basic Pay - D.A.Total:

10 Has the employee executed any bond? Give details thereof

11 Has the employee undergone any specialised intensive training within the organisation or outside? If so, give details thereof

12 Has the employee taken loans from the organisation? If yes, give details thereof head-wise, such asHBA/Vehicle Loan or any other. Givedetails of amount of loan sanctionedand the outstanding balance as on(last date of the policy):

13 Whether the employee has been imposed any Major or Minor Punishment during the preceding 5 years. If yes, give details

14 Whether any disciplinary action is pending? 15. I hereby certify: (a) That the information given above is complete and true. (b) That I hereby opt to seek Voluntary Retirement from the services of IRMRA in accordance with the terms and conditions stipulated in the IRMRA Voluntary Retirement Policy (VRS) 2017, which I accept unconditionally and irrevocably as circulated vide no. …………………………, dated ……………. (c) That I hereby authorise IRMRA to recover and adjust all loans/dues etc. payable by me whatever kind or nature. (d) That I agree that in case any of the aforesaid statements is found to be untrue, the payment made

employees hr policies manual - irmra · 2020. 2. 28. · (a nabl (iso-17025-2008) accrediated...

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