Welcome to Acesoft Labs!


As you embark on a new career, you will find employment at Acesoft Labs, to be a rewarding experience. We look forward to the opportunity of working together to create a more successful company. We also want your employment with Acesoft Labs to be a mutually beneficial and gratifying one.


You have joined an organization which enables customers to get the best solutions and provides optimum value. We hope you will find satisfaction in your job and take pride in your work. As a member of Acesoft Labs team, you will be expected to channel your talents and energies to further enhance the Company environment.


This Employee Manual will provide answers to most of the questions you may have about Acesoft Labs’ benefit programs, as well as company policies and procedures. You are requested to read and understand this Employee Manual. If anything is unclear, please discuss it with the Human Resource Department.


Best wishes for your success and happiness at Acesoft Labs.


With Best Regards,

Renuka Velamati

Managing Director



An Insight into Acesoft Labs


The unique ability to foresee future potential and successfully tap it has been the hallmark of Acesoft Labs.


The Company’s mission is to attract, motivate and retain a provide highly qualified and diverse workforce in a supportive environment. We facilitate healthy employee relations and implement programs to enhance organisational effectiveness.



Know ‘Acesoft Labs’ better


We, at Acesoft Labs, recognise the need for an efficient and cost effective solution for customers in India and other countries in the area of staffing. Acesoft Labs was formed by professionals in 2010. Our headquarters is located in Bengaluru, India.


Acesoft Labs provides support for its customers through its offices. We also provide online assistance from our office in Bengaluru. Our service desks are manned by trained professionals who furnish these clients with custom-made solutions and services. Thus we offer a comprehensive staffing solution, and enable customers to focus entirely on their core business. We have a full-fledged staffing solution center in Bengaluru. We help in reducing the cycle time for selection and onboarding of IT Professionals.


Organizational Structure

Escalation Matrix


General Employee Queries


Point of Contact

Human Resources

hr@acesoftlabs.com

Mobile : +91 99000 45276



1st Level Escalation Point

Kamalesh V

kamalesh.v@acesoftlabs.com

Mobile : +91 90084 34433



Final Escalation Point

Renuka Velamati

renuka.v@acesoftlabs.com


Murrali.RB

rbmurrali@acesoftlabs.com



Payroll Queries


Point of Contact

Accounts Department

accounts@acesoftlabs.com

Mobile : +91 96111 31362



1st Level Escalation Point

Human Resources

hr@acesoftlabs.com

Mobile : +91 99000 45276



Final Escalation Point

Renuka Velamati

renuka.v@acesoftlabs.com


Murrali.RB

rbmurrali@acesoftlabs.com


What You Can Expect from Acesoft Labs.


Acesoft Labs believes in creating a harmonious working relationship between all employees. To achieve this, we have created the following employee relations objectives:


1. To provide an exciting, challenging, and rewarding work environment and experience.


2. To compensate all employees according to their performance and contribution to the success of our business.


3. To review wages, employee welfare and working conditions regularly with the objective of being competitive in these areas consistently, with sound business practices.


4. Provide paid leave and holidays to all eligible employees.


5. Provide eligible employees with health and welfare.


6. Equip employees with an opportunity to discuss any concern or problem.


7. Take prompt and fair action to the extent that is practicable, on any complaint that may arise in the everyday conduct of our business.


8. Respect individual rights, and treat all employees with courtesy and consideration.


9. Maintain mutual respect in our working relationship.


10. Provide amenities for a comfortable working environment.


11. A well-structured career path for continuous progress and growth in the organization.


12. Promote employees by their performance, ability, and merit.


13. Make promotions or fill vacancies from within Acesoft Labs whenever possible.


14. Keep all employees informed of the progress of Acesoft Labs as well as the company's overall goals and objectives.


15. Promote an atmosphere that is tune with Acesoft Lab’s mission and goals.



What Acesoft Labs expects from you


Professional Standards and Business Conduct


Acesoft Labs assumes that those associated with the Organisation will conduct themselves ethically and by what is generally accepted as standard business practices. Many important business relationships have been formed between the Acesoft Labs and the numerous individuals, companies, and other groups, with which it deals. It is therefore imperative that persons representing Acesoft Labs exercise a high degree of personal responsibility, integrity, and sound judgment in their business interactions.


Each employee should be familiar with the policies and procedural guidelines that cover the business activities that are his/her responsibility. This requirement will significantly vary, depending on the employee's position. The purpose of these rules is not to restrict your rights, but ascertain that you understand the quality of conduct expected of you.


By clearly setting forth the standards of employee behavior, Acesoft Labs hopes that misunderstandings will be minimised, and any questionable situation can be brought to the attention of the Managing Director / CEO and resolved.


This ‘Professional Standards and Business Conduct’ is intended to establish and clarify the standards for behaviour within the framework of integrity, transparency, and compliance with all applicable laws and regulations within the organisation. However, no Professional Standards and Business Conduct can cover all the situations which you may encounter.


If you are ever in doubt about a decision, it should be referred to a higher level of management for broader consideration. Should you ever see a deviation from the above principles, it is expected that you will utilise appropriate channels to report the violation.


Any employee who has a question about these issues, or the policies governing them that cannot be answered by his/her supervisor is encouraged to direct the question to Human Resources Department and/or the Managing Director / CEO.


Acesoft Labs needs your help in making each working day enjoyable and rewarding. Your first responsibility in the office is to know your duties and to know how to do them promptly, properly and pleasantly. You are also expected to cooperate with management and your fellow employees and to maintain a good team attitude.


How you interact with fellow employees and those whom Acesoft Labs serve; and how you accept direction will decide your success in your department. The performance of one department may in turn have an impact on the entire range of services offered by Acesoft Labs. Consequently, whatever is your position, you have an important assignment:perform every task to the very best of your ability.


You are encouraged to make the most of the opportunities for personal development that is offered to you. This manual offers insight on how you can perform positively and to the best of your ability, to meet and exceed Acesoft Lab's expectations.


We strongly believe that you have the right to make your choices in matters that concern and control your life. We believe in direct access to management. We are dedicated to making Acesoft Labs a company where you can approach your Reporting Manager, or any member of management, to discuss any problem or doubt. We expect you to voice your opinions and contribute your suggestions to improve the working environment in Acesoft Labs.x



Unacceptable Activities


Generally speaking, we expect each person to act in a mature and responsible way at all times. If you have any questions concerning any work or safety rule, or any of the unacceptable activities listed below, please reach out to Human Resources Department for clarification.


Note that the following list of Unacceptable Activities does not include all types of conduct that can result in disciplinary action, up to and including termination.


1. Violation of any company rules, any action that is detrimental to the Company's development.


2. Solicit, communicate, or discuss with the customers or customers representatives, any instances / matter / issues pertaining to your employment with the company or its policies, benefits or queries other than the job duties assigned to you.


3. Maintain or have any material / personal contact or supervise / induce / encourage the efforts of those who have direct personal contact with Customers or customers representatives or vendors that may result in detrimental effect to the company and its reputation.


4. Solicit, induce or encourage any employee of the Company to terminate their employment or to accept employment with any competitor, supplier, or any customer, or to become associated with, or perform services of any type for any third party.


5. Solicit, induce or encourage any customer or vendor of the Company to move his existing business to a third party or to terminate his business relationship with the Company.


6. Directly or indirectly solicit business or offer to provide any services to any client, customer (including our customer's customers), and vendors.


7. Negligence or any careless action which endangers the life or safety of another person


8. Being intoxicated or under the influence of a controlled substance/drugs while at work; and working hours, possession or sale of a controlled substance/drugs in any quantity while on company premises, except medications prescribed by a physician which do not impair work performance.


9. Unauthorized possession of dangerous or illegal firearms, weapons or explosives on company property or while on duty.


10. Engaging in criminal conduct or acts of violence or making threats of violence towards anyone on company premises or when representing the Company, fighting, or provoking a fight on company property, or negligent damage to property.


11. Insubordination or refusing to obey instructions properly issued by your Controlling Officer about your work; refusal to help out on a special assignment.


12. Threatening, intimidating or coercing fellow employees on or off the premises at any time, for any purpose.


13. Engaging in the act of sabotage; negligently causing the destruction or damage of company property, or the property of fellow employees, customers, suppliers, or visitors in any manner.


14. Theft or unauthorised possession of company property or the property of fellow employees; removal of any company property, including documents from the premises without prior permission from management; unauthorized use of company equipment or property for personal reasons; using company equipment for profit.


15. Dishonesty; falsification or misrepresentation on your application for employment or other work records; lying about sick or personal leave; the falsifying reason for a leave of absence or other data requested by the Company: alteration of company records or other company documents.


16. Violating the non-disclosure agreement; giving confidential or proprietary information of the company to competitors or other organisations or unauthorised company employees; working for a competing business while working as a Company employee; breach of confidentiality of personnel information.


17. Spreading malicious gossip and/or rumors; encouraging and engaging in behavior which creates discord and lack of harmony; interfering with another employee on the job; restricting work output or encouraging others to do the same either in in-person groups, gatherings, social media or any other form.


18. Immoral conduct or indecency at company premises.


19. Conducting a lottery or gambling on company premises.


20. Unsatisfactory or careless work; failure to meet production or quality standards as explained to you by your HR / Team Leader.


21. Any act of harassment, sexual, racial or other, telling sexist or racist jokes, making racial or ethnic slurs.


22. Leaving work before the end of a workday or not being ready to work at the start of a workday without the approval of your Reporting Manager / HR Approval; stopping work before the time specified for such purposes.


23. Sleeping or loitering during working hours.


24. Excessive use of company telephone for personal calls.


25. Smoking in office premises.


26. Creating or contributing to unsanitary conditions.


27. Posting, removing or altering notices on any bulletin board on company property without the permission of an officer of the Company.


28. Failure to report an absence or late arrival, excessive absence or lateness.


29. Signing up your own order.


30. Obscene or abusive language toward any manager, employee or customer; indifference or rudeness towards a customer or a fellow employee; any disorderly/antagonistic conduct on company premises.


31. Failure to immediately report damage to, or an accident involving Company equipment.


32. Soliciting during working hours and/or in working areas; selling merchandise or collecting funds of any kind for charities or others without authorisation during business hours, or at a time or place that interferes with the work of another employee on company premises.


33. Offering to or accepting bribes from any of Company’s clients, or any person who comes in contact with the company for business purposes.


Remember that you are contributing towards creating pleasant and safe working conditions that Acesoft Labs intends for its employees. This will not only boost the company’s overall performance, but also give you, personal satisfaction.


Employee Orientation


On your first working day, you will be asked to complete employment paperwork. Please refer to the checklist sent you in email to ensure that you have submitted and completed all paperwork as required. Human Resource Department will introduce you to your colleagues and office layout. Please feel free to ask your Reporting Manager, any questions not clarified during your orientation.


Joining Date


OThe first day you report to work is your "official" Joining date. Your Joining date is used to compute various conditions and welfare measures described in the Offer Letter this Employee Manual. Induction Covers:


Induction


Induction will done for all employees during first week and for employees deputed at customer locations on suitable day basis the client work schedule.


1. Introduction to Company, its culture and procedures


2. Compensation and Benefits, Escalation Matrix, HR Contacts, etc.,


3. Meet all Senior Executives


4. Dress Code and Business Etiquette


5. Facilities that includes; travel desk, pantry, lunchroom etc.


6. Others


7. Questions & Answers


Probation Period


Your first six months of employment at Acesoft Labs are considered as Probation Period, and during that period you will be eligible for welfare described in this Employee Manual unless otherwise directed by the management.


This Probation Period will be a time for getting to know your fellow employees, your Reporting Manager / HR and the tasks involved in your job position, as well as becoming familiar with the organisation's activities. Your Reporting Manager will work closely with you to help you understand the needs and processes of your job. During this time, work performance is regularly monitored and assessed to determine whether or not continued employment status should be granted.


Please understand, however, that completion of the Probation Period does not guarantee a permanent employment. The Company may choose to terminate your employment at any time, as per the terms and conditions of your employment offer. A new employee who does not perform satisfactorily, according to Acesoft Labs standards, and/or does not conform to the terms and conditions of employment at Acesoft Labs, may be terminated after he/she has been given notice in writing


At the end of the Probation Period, your Reporting Manager / HR will discuss your job performance with you. This review will be similar to the job performance review that is held for regular full-time or part-time employees on an annual basis.


Working Hours


Your regular office hours are from 9:30 a.m. to 6:30 p.m. The normal workweek consists of five (5) days, each nine (9) hours long, Monday to Friday. However, Technical Support team, service functions and sales team may be required to work on Global Shifts, Rotational Shifts, Weekends, Holidays as per the Company’s / Customer’s policy.


You may also be required to work beyond office hours to complete tasks assigned by your superior to enable the company meet its commitments to customers. Such work may even be on a weekday, Sunday, or holiday.


Your particular hours of work and the scheduling of your meal period will be determined and assigned by your Reporting Manager.


No one shall work overtime without prior approval by his or her Reporting Manager.


Attendance


The company would like you to be ready to work at the beginning of your assigned daily work hours and to reasonably complete your projects by the end of your assigned work hours. Please let your Reporting Manager / HR know if you will be away from your work station for an extended period of time and when you expect to return.


All employees are responsible for signing in the attendance register or the biomatric/access controll system placed at the Reception counter at the time of entering the work place. And employees deputed at client locations are advised to follow the customer time recording/timein-timeout/access control policy. In the event of an error in signing your attendance, please report the matter to your Reporting Manager / Human Resource Department immediately.


If you fail to sign or to intimate about your late coming, it will be treated as leave. In case your leaves are exhausted, it will be treated as leave without pay.


Absence or Late Coming


From time to time, it may be necessary for you to be absent from work to pursue personal work. The Company is aware that emergencies, illnesses, or pressing personal business that cannot be scheduled outside your work hours may arise. Casual Leave & Paid leave has been provided for this purpose.


If you are unable to report to work, or if you will arrive late, please contact your Reporting Manager immediately. If you know in advance that you will need to be absent, please request this time off directly from your Reporting Manager.


When you call in to inform to the Company of an unexpected absence or late arrival, simply ask for your Reporting Manager. If you are arriving late, please let your Reporting Manager know when you expect to arrive for work. If you are unable to call in yourself because of illness, emergency or for some other reason, be sure to have someone call for you.


Note:

Information on the types of leaves offered and their qualification criteria are included in the "Leave" section of this Employee Manual.


Lunch Break


You are entitled to (30) minute break each workday for lunch. It is important to return to work on time at the end of your lunch.


Lunch Facility


For your convenience and comfort, the Company and Customers have earmarked specific area in the office for lunch. This area is for everyone's use. It is your responsibility to do your share in keeping this facility clean and sanitized.


Time Sheet


A manager-approved time sheet has to be submitted by the last working day of every month. Even in the case of approving authority not being available, time sheet still needs to be submitted by last working day; managers approved timesheet can be submitted no later than 3rd of every month.


Smoking Policy


The Company maintains a non-smoking policy within the office. Employees should smoke only in those areas of the building which are smoking designated.


Dress Code Policy


Since each one of you is a brand ambassador of Acesoft Labs, it is critical that we give utmost care to our attire, the employees should always portray a professional image with their choice of attire by following the dress code guidelines.


Monday to Thursday, All employees shall wear business formals that is consistent with the business etiquette needs and client guidelines.


Fridays and Weekends, All employees shall wear business casuals attire that is appropriate for the office and customer interaction.


Casual leather shoes and athletic shoes are acceptable. Sandals are not acceptable for men. Dress shoes/ pumps, sandals are acceptable for women.


Employees working on site at a client location should always follow the appropriate business attire that the client would insist.


Health and Safety Policy


The Company is sincerely interested in the safety and well-being of our employees. The Company will make every effort to keep the office equipment in excellent condition and make sure that all safety devices are working properly.


The company has installed fire safety devices, like fire alarm, smoke detectors and fire extinguishers in the offices and is equipped with emergency exits in the buildings for the any emergency situations that may arise.


All employees must strictly adhere to all safety guidelines and rules governing the law of the land, in all activities within and outside the office.


A committee, as per the ‘Sexual Harassment Act at Workplace’ is formed which needs to be followed.


If in spite of our efforts to ensure safe working conditions, an employee has an accident or becomes ill on the job, it should be reported to the Reporting Manager immediately. They will see that prompt medical attention is provided.


Employees working at client locations shall follow client safety policies and procedures and always ensure compliance as applicable.


Workplace Security Policy


The Company is committed to maintaining a safe and secure workplace. To maintain a secure work environment, the company strictly prohibits employees and visitors from bringing any firearm on Company property. In addition, all visitors are asked to check in with the receptionist. Failure to comply with this policy will result in disciplinary action up to and including termination.


Drug and Alcohol Policy


The Company realizes that the misuse of drugs and alcohol impairs employee health and productivity. Drug and alcohol problems result in unsafe working conditions for all employees and customers. The Company is committed to maintaining a productive, safe, and healthy work environment, free of unauthorised drug and alcohol use.


Any employee involved in the unlawful use, sale, manufacturing, dispensing or possession of controlled substances, illicit drugs, and alcohol on Company premises or work sites, or working under the influence of such substances, will be subject to disciplinary action up to and including dismissal and referral for prosecution.


Rehire


Employees who leave Acesoft Labs in good standing and later wish to return are eligible for consideration for rehire provided an appropriate position is available. A previous employee who is rehired will be given credit for prior service for purposes of vacation eligibility and other pertinent benefits if no more than two years have elapsed between terminations and rehire.


Compensation


The goal of the Company's compensation program is to attract potential employees, meet the needs of all current employees and encourage well-performing employees to stay with our organisation. With this in mind, our compensation program is built to balance both employee and Company needs.


Compensation Philosophy


It is Company's desire to pay all regular employees' salaries that are competitive with other employers in the marketplace in a way that will be motivational, fair and equitable.


Compensation may vary with individual and company performance and in compliance with all applicable statutory requirements.


The Company applies the same principles of fairness to all employees, regardless of organisational level, race, colour, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor.


It is binding on each employee to maintain confidentiality on all the information related to their compensation, as per the Company Policy.


Employee Welfare


The Company is committed to sponsoring a comprehensive welfare program for all eligible employees. In addition to receiving an equitable salary and having an equal opportunity for professional development and advancement, you are eligible to enjoy other welfare measures, which will enhance your job satisfaction. You will agree that the welfare program described in this Employee Manual represents a very large investment by the Company.


A good welfare program is a solid investment in Company's employees. The Company will periodically review the welfare program and will make modifications as appropriate to the company's condition. The Company reserves the right to modify, add or delete the welfare it offers.


Employee’s Provident Fund


All employees are covered under P.F. Act. The employee has to contribute 12% of Basic Salary subject to a maximum of Rs.1800/-to the Provident Fund as per the EPF Act 1952. In addition to this, the company will contribute 12% of Basic Salary or a maximum of Rs.1800/- more to the concerned employee’s Provident Fund Account.


This is governed by the Government of India Laws and is subject to change as per the prevailing laws time to time and Acesoft Labs will ensure to comply with the laws


If you are a full-time employee, you will enjoy all of the welfare measures described in this Employee Manual as soon as you meet the eligibility requirements for each particular benefit. Coverage is available to you and your dependents as defined in the benefit summary plan description.


Group Personal Accident Policy


The Company is dedicated to the health and well being of both you and your family and its security. All employees are covered under Group Accident Policy covering death and disablement.


Medical Assistance Program


The Company is dedicated to the health and well being of both you and your family. A comprehensive, quality insurance program is available to you and your family. You can opt for Medical Insurance Policy and details of policy will be provided upon request.


The following welfare is provided, on hospitalisation for a minimum period 24 hours as defined and limited in the literature provided by our insurance company:


Group Mediclaim Coverage (GMC)- Cashless Hospitalization/ Reimbursed Hospitalization Coverage


The Employee shall bear the cost of the premium towards GMC for both, himself and the dependent insurance coverage, out of allowances granted to him in his employment letter.


Employee Club Contribution


All employees are entitled to employee club contribution benefits with equal sponsorship from employee and the company.


Official Tour / Business Expense Reimbursement


The Company will reimburse employees for expense, which is directly business, related to include: travel expenses, office supplies, and mileage incurred while traveling on business. Employees must submit receipts for all expenses. Employees should consult with their Reporting Manager / HR prior to business trips to confirm eligible expenses.


Pay Cheque / Pay slip Distribution


Pay cheque will be deposited by your Human Resource Department / Accounts Department in your savings account on 7th of every month. It is mandatory for each and every incumbent to open an account in the Bank, as specified by the company. In no case will the payment be made through c heque or in cash.


Human Resource Department will email pay slip of each employee on 10th of the every month.


Deductions


The company will make statutory deductions like PF, Professional Tax, and Income Tax, as applicable, from your salary every month. The Company will take the responsibility of filing all Tax related activities concerning the Company and its employees. And the employee will also hold equal responsibility to declare and file his income as per the Income Tax laws of India .


Errors in Pay


Every effort is made to avoid errors in your paycheck. If you believe an error has been made, contact Human Resources Department immediately. Necessary steps will be initiated to investigate the problem and assure prompt corrections.


At no time the employees will reach out to customer and discuss/report to the customer, the compensation, salary related issues or any other issues that may be need to addressed by the company and anything other than specified tasks as per the role at the client location.


Leaves


It is expected of all employees to apply for leave, in advance, on availing of Casual Leave or Earned Leave. In the case of Sick leave request has to be sent before or within 48hrs of resuming your work. A request for a leave of absence of any kind must be presented by the employee to his / her HR/ Team Leader/Reporting Manager.


Types of Leave


In the interest of maintaining a healthy balance between work and home, the Company offers to an employee, in a calendar year, i.e., 1st January to 31st December, 15 days of Earned Leave, 6 days of Casual Leave and 6 days of Sick Leave. All employees can avail Holidays up to a maximum of 10 days in a calendar year. For new joinees and those on probation, the leave is calculated on a pro-rated basis, based on eligibility.


Earned Leave


Employees who have completed probationary period are entitled to 15 days of earned leaves per calendar year.


Eligible employees are entitled to accrue and carry forward up to a maximum of ten (10) days of unused earned leaves from one calendar year to another. Accrued and unused earned leaves above 10 days as of 31st December of each year will be forfeited. Earned leaves can be encashed while separation, subject to deductions as applicable.


Sick Leave & Casual Leave


12 Casual/Sick leave are provided. Sick days are provided for illness of the employee. Sick/Casual leaves cannot be accumulated and carried over from year to year nor can it be combined with any other leaves. All other unused sick/casual leaves by the end of the calendar year is forfeited.


Unpaid Leave


Occasionally, for medical, personal, or other reasons, you may need to be temporarily released from the duties of your job with the Company. It is the policy of the Company to allow its eligible employees to apply for and be considered for certain specific leave of absence.


Time off for any reason during a working day will count first against your allotted paid leave. If there is no balance of leave in your leave account, any time-off thereafter will be without pay.


All requests for leave of absence shall be submitted in writing to your HR / Team Leader / Reporting Manager. Each request shall provide sufficient details, such as the reason for the leave and the expected duration of the leave.


All paid leave and casual leave should be availed after obtaining written approvals from HR / Team Leader / Reporting Manager.


Holidays


The following three national holidays are given:


Republic Day

Independence Day

Gandhi Jayanthi

In addition, May Day and Karnataka Rajyostava are paid holidays.


Employees deputed at client locations will follow client holiday list as applicable.


Performance & Compensation Reviews


Performance Reviews


We want you to grow and succeed in your job. The Company conducts a formal review tie to time for each employee. New employees may be reviewed at the end of their Probation Period. A review may also be conducted in the event of a promotion or change in duties and responsibilities.


During a formal performance review with your Reporting Manager / HR the following areas may be covered:


The quality and quantity of your work.

Strengths and areas for improvement with the definite time frame.

Attitude and willingness to work.

Initiative and teamwork.

Attendance.

Cooperation.

Problem solving skills.

Ongoing professional growth and development


Additional areas may also be reviewed if they relate to your specific job.


Your review provides a golden opportunity for collaborative, two-way communication between you and your Reporting Manager / HR.


This is a good time to discuss your interests and future goals. Your Reporting Manager / HR is interested in helping you to progress and grow in order to achieve personal as well as work-related goals - perhaps he/she can recommend further training or additional opportunities for you. The performance review gives your Reporting Manager / HR an opportunity to suggest ways for you to advance and make your job at the Company more fulfilling. Your Reporting Manager / HR can answer any questions you may have about the performance review process.


Compensation Reviews


Company's compensation reviews are inline with industry practices. However, company may defer any review depending on overall financial situation. Any applicable compensation increase will appear in the pay period ending after the date granted. Compensation increases may be retrospective, if justified. Having your performance reviewed does not necessarily mean that you will be given an increase.


An individual's pay will depend on how consistently he/she performs over a given period of time. During the review, significant performance events that occurred throughout the year will be discussed. The overall performance rating will influence the career growth, besides impacting the compensation.


Separtion / Termination


Notice by the Individual


A staff member should submit adequate written notice to his/her Reporting Manaager / HR before voluntarily leaving Acesoft Labs. Those individuals whose responsibilities are determined are expected to fulfill their commitments. The notice period should be according to the following schedule:


Client Engaged roles - Minimum Notice of 30, 60 / 90 days (as per the client agreement)


Non Client Engaged roles - Minimum Notice of 30 days


Notice by the Acesoft Labs


Termination of an individual may result from reorganisation or financial restructuring. Written notice of termination for such reasons will be based on length of full-time service at Acesoft Labs and will be communicated to the staff member. He/she will be given a 30 day notice in case of termination.


At the Acesoft Labs discretion, pay may be substituted for all, or a portion of, the notice period.


Termination for Cause


The termination of an employee for cause by Acesoft Labs is generally the result of an individual's inability to attain the required level of performance in the job, failure to comply with required policies and procedures or standards of professional behavior applicable to employment, or repeated failure to perform required duties. The termination could also arise out of completion of the Contract with the client. Any termination must be approved by the Managing Director / CEO, or his/her designee, and must be in accordance with established policies and procedures.


Compensation, terms and conditions of settlement in case of termination of an employee through self resignation or termination by Acesoft Labs is strictly between the concerned employee and Acesoft Labs and the details of which should not be disclosed with the client.


Promotion and Transfer Policy


The Company has a policy of providing our employees with every opportunity to advance to higher positions within the company. To qualify for a promotion or transfer, you must have held your current position for a minimum of one year, post confirmation, with factors such as ability, experience, and potential for growth, and the affirmative action goals taken into consideration. Approval of promotions or transfers depends largely upon training, experience, and performance.


Promotions and transfers are made without regard to race, creed, colour, religion, sex, age, national origin, citizen status, veteran status, marital status, political belief, disability that does not prohibit performance of essential job functions, or any other protected status. However, the Company will continue to look outside the company for potential employees as well.


Employees are encouraged to express interest in positions for which they believe they are qualified.


A promotion is a change from one position to another (either in the same office or in another office). A promotion normally, but not necessarily, is accompanied by an increase in salary.


A transfer is defined as a change from one position to another within the same classification level and salary range and normally does not include an increase in salary.


To be eligible for a promotion or transfer, a person must have held one’s current position for a minimum of one year, post confirmation.


Training and Development


The company believes in constant development of individuals for keeping pace with changing needs of the market. As mentioned in Performance & Compensation Reviews section above, your training and development needs will be assessed by your Reporting Manager.


After the training the concerned employee is expected to improve his/her performance at work and share the knowledge with his/her colleagues.


Employee referral scheme


Under an employee referral scheme, existing staff are entitled to a referral fee of Rs.5,000/- for every successful referral of a candidate with less than 5 yrs of IT experience, and Rs.10,000/- for a candidate with 5+ years of IT experience. The referal fee for non-IT candidates is Rs. 3,000/- per referral. This is encourage staff to recommend friends or former colleagues for vacancies within the company - the bonus payments are only made if the recommended candidate is successful in his or her application. The payments are also typically dependent on a number of other conditions being met. There is usually a probation period which new recruits must complete satisfactorily. The successful referral means a candidate completing 11 months of employment with Acesoft Labs.


In the event of two or more employees referring the same candidate, the employee whose referral was first officially received by HR will be entitled to the referral fee. Management reserves the right to make the final decision.


There may also be eligibility criteria governing who can make a referral, as well as restrictions on the types of vacancies covered.


Interview Panel


Any employee who is interested to be on interview panel for Talent Acquisition can send an email to TA@Acesoftlabs.com. As a token of appreciation, employee who interviews a candidate will receive movie tickets or gift vouchers worth of Rs. 200 per interview.


Open Communication Policy


Acesoft Labs encourages you to discuss any difference you may have with a colleague, directly with that person. If a resolution is not reached, please arrange for a meeting with your Reporting Manager / CEO / Managing Director to discuss any concern, problem, or issue that arises during your employment.


We encourage all employees to put forth their suggestions and ideas to make our company a better place to work.


Any information discussed in an Open Communication meeting is considered confidential. Retaliation against any employee for appropriate usage of Open Communication channels is unacceptable.


Please remember that it is counterproductive to a harmonious workplace, if employees create or repeat corporate rumours or office gossip. It is more constructive for an employee to consult his/her Reporting Manager / HR immediately with any questions.


Equal Employment Policy


It is the policy of the Company to provide equal opportunity for all qualified persons and not discriminate against any employee or applicant for employment because of race, creed, colour, religion, sex, age, national origin, veteran status, marital status, political belief, disability that does not prohibit performance of essential job functions, or any other protected status.


This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other details and conditions of employment.


Employment and promotion decisions will be based on merit and the principle of furthering equal opportunity. The requirements we impose in filling a position will be those that validly relate to the job performance required.


All other personnel actions including compensation, benefits, transfers, lay-offs, recalls from lay-offs, training, education, tuition assistance and recreation programs will be administered without regard to race, creed, colour, religion, sex, age, national origin, veteran status, marital status, political belief, disability that does not prohibit performance of essential job functions, or any other protected status, in accordance with appropriate law.


Customer Relations


The success of an organisation depends upon the quality of the relationship between the organisation, our employees, customers, suppliers and the general public. Our customers' impression of the organisation and their willingness to use our services is greatly formed by the people who serve them. In a sense, regardless of your position, you are Acesoft Labs’ ambassador. The more goodwill you promote, more will be our customers’ respect and appreciation for you, Acesoft Labs and its products and services.


Below are several things you can do to help give customers a good impression of the organisation. These are the building blocks for our continued success.


1. Act competently and deal with customers in a courteous and respectful manner.


2. Communicate pleasantly and respectfully with other employees at all times.


3. Follow up on orders and questions promptly, provide business like replies to inquiries and requests, and perform all duties in an orderly manner.


4. Take great pride in your work and enjoy doing your very best.


Confidential Information


Upon accepting employment with Acesoft Labs, you are required not to disclose or use any Acesoft Labs confidential information, either during or after your employment. We sincerely hope that our relationship will be long-term and mutually rewarding. However, your employment with Acesoft Labs assumes an obligation to maintain confidentiality, even after you leave our employment (for a minimum of two years from the date of leaving).


Additionally, our customers and suppliers entrust Acesoft Labs with important information relating to their businesses. The nature of this relationship requires maintenance of confidentiality. In safeguarding the information received, Acesoft Labs earns respect and further trust of its customers and suppliers.


If someone questions you outside the company or your department and you are concerned about the appropriateness of giving them certain information, you are not required to answer. Instead, as politely as possible, refer the request to the Managing Director / CEO.


No one is permitted to remove or make copies of company records, reports or documents without prior management approval. Disclosure of confidential information could lead to termination, as well as other possible legal action.


Outside Employment


Employees should not take an outside job, either for pay or as a donation of his/her personal time.


If your financial situation requires you to hold a second job, part-time or full-time, or if you intend to engage in a business enterprise of your own, Acesoft Labs would like to know about it. Before accepting any outside employment, you have to take permission from the Managing Director / CEO and Human Resource Department.


Communications


Telephone, Computers, Electronic Mail Usage


The Company makes every effort to provide the best available technology to the employees. In this regard, the Company has installed, at substantial expense, equipment such as telephone, computers, and electronic mail. This policy is to advise those who use our business equipment on the subject of access to and disclosure of computer-stored information, telephonic messages and electronic mail messages created, sent or received by the Company's employees with the use of Company's equipment.


This policy also sets forth policies on the proper use of the telephone, computer, and electronic mail systems provided by the Company.


The Company property, including telephone, computers, and electronic mail, should only be used for conducting company business.


Incidental and occasional personal use of telephone, company computers and electronic mail systems is permitted, but information and messages stored in these systems will be treated no differently from other business-related information and messages, as described below.


The telephone and electronic mail system are not to be used to solicit commercial ventures, religious or political causes of outside organisations, or other non-job related solicitations. Furthermore, the telephone and electronic mail systems are not to be used to create any offensive or disruptive messages. Among those which are considered offensive, are any messages which contain sexual implications, racial slurs, gender-specific comments, or any other comments that offensively address someone's age, sexual orientation, religious or political beliefs, national origin, or disability. In addition, the electronic mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorisation.


Although the Company provides certain codes to restrict access to telephone, computers, and electronic mail to protect these systems against external parties or entities obtaining unauthorised access, employees should understand that these systems are intended for business use, and all telephonic conversation, computer information, and electronic mail messages are to be considered as company records.


The Company also needs to be able to respond to proper requests resulting from legal proceedings that call for electronically stored evidence. Therefore, the Company must, and does, maintain the right and the ability to enter into any of these systems and to inspect and review any and all data recorded in those systems. As the Company reserves the right to obtain access to all telephone, mail and electronic mail messages left on or transmitted over these systems, employees should not assume that such messages are private and confidential or that the Company or its designated representatives will not have a need to access and review this information. Individuals using the Company's business equipment should also have no expectation that any information stored on their computer - whether the information is contained on a computer hard drive, computer disks or in any other manner - will be private.


The Company has the right to but does not regularly monitor telephone or electronic mail messages. The Company will, however, inspect the contents of computers, telephone or electronic mail in the course of an investigation triggered by indications of unacceptable behavior or as necessary to locate needed information that is not more readily available by some other less intrusive means.


The contents of computers, telephone, and electronic mail, properly obtained for some legitimate business purpose, may be disclosed by the Company if necessary within or outside of the Company.


Given the Company's right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient.


The Company's HR Dept will review any request for access to the contents of an individual's computer, telephone, or electronic mail prior to access being made without the individual's consent.


Any employee who violates this policy or uses the electronic communication systems for improper purposes may be subject to discipline, up to and including termination.


Computer Software (Unauthorised Copying)


The Company does not condone the illegal duplication of software. The copyright law is clear. The copyright holder is given certain exclusive rights,


Even the users of unlawful copies suffer from their own illegal actions. They receive no documentation, no customer support, and no information about product updates.


1. The Company licenses the use of computer software from a variety of outside companies. The Company does not own this software or its related documentation and, unless authorised by the software manufacturer, does not have the right to reproduce it.


2. With regard to using on local area networks or on multiple machines, the Company employees shall use the software only in accordance with the software publisher's license agreement.


3. The Company employees on learning of any misuse of software or related documentation within a company must notify their Head of Department / Team Leader or Company legal counsel immediately.


Administration Facilities


Photo Copy


The company has provided one photocopying machine. This facility is to be used only for official purpose.


Stationery


All Departmental stationery requirements must be conveyed in writing to Administration Department, Bengaluru once in 15 days with approval from Team Leaders. The Administration Department will distribute the same once in 15 days.


For the printing of letterheads, envelopes, etc., the Administration Department upon prior intimation will arrange for the same.


Business Cards


Employee’s who need to interact with Business Promoters, Customers, etc., will be provided with Company Business Cards.


A written communication duly approved by HR / Team Leader should be forwarded to Administration Department, who will arrange to get the cards printed in the approved format.


Post & Courier


Official correspondence to be dispatched through post or courier must be handed over to the Receptionist with proper address written on the envelope.


Pantry


The company has provided the pantry facility to all the employees. The employee may help him/herself for coffee, tea and milk as and when required.


First Aid


A first aid kit has been kept at the reception.