New Branch Open Policy

Scope :

The scope of the new branch opening policy encompasses all aspects related to the establishment, operations, and management of a new branch within organization. It covers the entire lifecycle of the branch, from the initial site selection to the ongoing operations and communication with existing branches or departments. The policy scope applies to all employees involved in the branch opening process, including branch managers, HR personnel, operations teams, and other relevant departments or individuals. It ensures consistency and adherence to established protocols and facilitates the successful launch and ongoing operations of the new branch.

Purpose :

The purpose of Jainam Broking Limited on developing this New Branch Policy is to establish clear guidelines and procedures for the successful establishment and operation of a new branch of our organization. This would ensure a systematic and successful expansion while maintaining the company's standards, objectives, and values.

Guidelines :

Location Selection :

The selection of new branch locations will be based on thorough market analysis, considering factors such as market demand, customer demographics, competition, accessibility, feasibility and growth potential. Location is finalized on the basis of mutual discussion of Management and Business Development Head or Sales Head.

Office Selection :

The selection of office premises will be base on the fulfillment of the following requirements:

(i) Feasible Rent: The rent of the office premises should fall under the following criteria: City and Location.

(ii) The office should be located in a prime area where basic requirements should be easily available, namely: water availability, electricity, lease connection (wifi/ internet), landline connection, parking, transportation etc.

Office Space Planning :

Determine the office layout, taking into account the specific needs of departments and teams.

The infrastructure of the office premises should be designed and approved by our appointed/desired/qualified architect for optimum and best use of the office space.

In medium & large offices there should be a reception area, minimum 1 training/meeting room, minimum 2 washrooms for gents & ladies both, a vehicle parking area and lastly 1 dinning area to maintain the head office standards.

Uniformity with reference to the head office standards should be highly maintained in terms of interiors, furniture, etc. The furniture i.e. desk tables should be white in colour with Grey & Black chairs and the walls and cupboards should be Grey/White in colour.

Enough ventilation and oxygen supply should be considered thoroughly and enough indoor plants should be placed in case if required.

The Office premises should have Air Conditioners, CCTV Cameras, Auto sprayer air freshener, Biometric attendance machine, a LED television of 32 inches (Can change as the size of office), a soft board, Fire Extinguisher, white board and necessary stationery things.

Compliance :

The company is required to maintained the following compliance while opening a new office premises.

Ghumasta License :

Gumastadhara license is basically a legal obligation governed by Municipal Corporation under Shops and Establishment act. It gives you a certified authority to do your business through shop or business place. Application for the license should be submit immediately after opening of branch. Delayed in submission of application may caused penalty. Application for getting the license is processed by Administration team.

Professional Tax :

The professional tax registration application must be submitted to the state tax department within 30 days of employing the staff. Application for getting the registration number is processed by Administration team. Incase the branch is located in Surat region then no need to apply for professional tax registration.

SEBI Compliance :

Certificates :

All SEBI certificates, GST Number certificate should be displayed at Branch. Certificates will be provided by Compliance department.

Sign Board :

A board with the name of organization should be placed outside the branch. Sign board has standard design and its uniformity must be maintained. Sign Board will be facilitate by the Administration department in advance.

Rent Agreement :

If the office premises is rented then it is mandatory to create legal contract in the form of rent agreement. This contract allow both the parties to enter a legally binding agreement and formalise rental arrangement. Rent agreement must be renew every year. Rent agreement is documented by the compliance department which outlines the terms and conditions of the tenancy, including the rights and obligation of the company and the landlord. The document should be scrutinised carefully and where needed, modifications should be proposed to protect company’s interest.

Maintenance Contract :

To ensure that there is no disruption in daily activities due to problems with utility services, property or equipments, it is essential to establish maintenance contracts. Monthly maintenance contracts should be drawn up for:

 Photocopiers, printers, scanners and other critical office equipment.

 Electrical and plumbing work.

 Communication equipment.

 Internet service provider.

Security and safety precautions:

 When renting or owning new premises, it is critical to review security and safety hazards. The following

guidelines should be met:

 Locks : Replace existing locks for the main, rear and side doors. Make adequate duplicate keys as required. Prepare a key distribution list and have a master set stored in a secured place.

 Fire Extinguishers: Install both dry and wet fire extenguishers in easily visible and accessible place.

 First aid kit : Office must have an easily accessible, well stocked first aid kit.

 Safe : Install in a secure place for storing cash and important documents.

 Generator : Install a generator in case of emergency supply of power.

 Fuel : Do not store fuel close to the generator or any other electrical equipment.

List of office equipment and supplies :

Evaluate how much equipment is need based on the size of team and sphere of work. However, the majority of office would have to purchase the following supplies:

 Furniture ( Desk, Chair, Closets, etc)

 Office Phone.

 Computer and Mobile Phone.

 Photocopier.

 Whiteboard.

 Scanner.

 Voice Logger.

 Air Conditioner.

 Attendance machine.

 UPS.

 CC TV Camera.

 LED TV.

 Stationary items.

Quotation of Equipment :

The use of quotation is important before purchasing office equipment. Quotation help to ensure that the correct equipment and service are obtained at the best possible price.

Purchase Order :

A purchase order is a commercial document that is issued by the Administration department before placing the order of material or equipment. No equipment should be purchase without approval of purchase order.

Billing and Payment :

It is very necessary to collect all the bills and invoice of all the equipment purchased at new office premises. Invoice must be signed by the authorised person. Payment of vendors will be done on the basis of the invoice submitted by the vendor.

Payment will be done through NEFT mode.

Payment process may take 07 working days to complete.

Inclusion:

Entire expense for establishing the office will fall under the cost of branch or company.

Exclusion:

Any expense incurred on material apart from the mentioned in policy, will not be considered under the branch or company cost.