Before awarding any punishment to any worker/employee, he/she shall be served a notice mentioning the facts of the misconduct committed by him/her and the type of punishment that may be awarded to him/her if proven, together with an opportunity to submit his/her explanation within seven days.
· In case the worker/employee does not submit his explanation within the period as mentioned above or if the explanation submitted by him/her is not found satisfactory, he/she may be punished for the offense or misconduct.
· In case the concerned worker or employee refuses to take the notice served or remains absent, the notice shall be sent by registered post at his/her address and a copy of such notice shall be displayed in the public notice board of the company, and a recognizance regarding service of notice by displaying in the notice board shall be executed in witness of at least three persons and thereafter, it shall be deemed that such notice was duly served to the concerned worker or employee.
The stepwise procedure for major misconduct is as follows:
· Employee who needs to be placed on suspension for further inquiry into the matter could be placed on suspension immediately. The HR manager has the authority to suspend an employee, and it must be in writing with a copy given to the employee.
· During such suspension for further inquiry, the suspended employee need not report for work until instructed to do so in writing.
· Within 7 working days of the suspension, the HR Manager must notify the employee in writing concerning the results of the inquiry.
· If the inquiry reveals that the original charges were not valid, the employee will be reinstated to active service with payment for the period suspended. If the inquiry reveals that the original charges against the employee were valid, the employee will be notified about the punishment up to and including dismissal.
· If the employee is suspended after the inquiry, the initial days of suspension for inquiry would add on to the period of suspension sentenced and no payments would be made for that period.
· The decision of reprimanding, withholding the annual increment and suspension could be taken by HR manager or the Chairman while the decision of dismissal could be taken by the Chairman only.
Appeals Against Disciplinary Action
a. Appeals against all disciplinary action taken to managerial and non- managerial staff should be submitted to HR department.
b. While submitting an appeal the concerned employee must submit it personally in writing with polite language.
c. Appeals may be filed within 35 days from the date of receipt of the order of disciplinary action.
Decision on the Appeal
1. Final action and disposal of appeal must be ordinarily taken within 120 days from the date of the original disciplinary action.
2. The decision of the Chairman shall be final.