WORK FROM HOME POLICY

Purpose :

To provide a supportive and productive work environment that attracts and retains employees and promotes positive work/life balance. 

Scope :

This policy applies to all employees who have a hybrid or Remote Focused working arrangement.

❖ Working Categories :

■Remote Focused: When the task is carried out entirely remotely and where the role of the employee is fully remote.

■ Hybrid :

◆ Office - Occasional: Where the employee periodically works from the office, but the main location for working and mostly operates remotely. The frequency of attending office is to be agreed upon with the Reviewing Person. 

◆ Office-focused, remote permitted: Where the primary place of working is the Head office or Branch yet remote working is also allowed. The frequency of attending office is to be agreed upon with the Reviewing Person.

 • Criteria :

1. Pregnancy (Pre and Post date)

2. Medical (Serious injury)

3. Death or Serious medical condition of any close relative(First blood) and the company can't afford to leave on that working day.

4. The employees who are working before or after office hours.

Note: Above mentioned criteria are only approved after the manager/above-designated final decision.

❖ Eligibility :

■Employees are eligible for hybrid work arrangement, subject to the approval of their respective Divisional Manager and the nature of their roles.

❖ Jobs ineligible for working remotely full-time are the following :

■Jobs that cannot be efficiently carried out without access to certain individuals, the physical files located on-site, or specialized facilities, equipment, or technology.

■ Jobs that create problems for other employees, such as increased workload

❖ Hybrid Work Authorization Process :

■ When employees plan to work from home, they must follow the following procedure:

■ Employees submit a request at least seven working days in advance via ticket.

■ Their managers must approve their request after taking into account all of the factors mentioned below

◆ -Is the employee qualified due to the nature of their job?

◆ -Are there any concerns about cybersecurity or data privacy?

◆ -Will it be difficult to collaborate with the employee's team?

◆ -Do employees have the necessary equipment or software at their disposal?

◆ - What are the working conditions at an employee's home or alternative location? 

(noise, internet connection, etc.)

■ In-case of the hybrid category, Managers and team members should meet if the work-from-home arrangement lasts more than a week to discuss details and set specific goals, schedules, and deadlines.

■ The manager is responsible for approving the application for Hybrid working.

■ All employees working remotely or in a hybrid work arrangement need login and Logout is a must. Their attendance will be counted based on Punch In and Punch out time.

■ The attendance for all the below-mentioned criteria will be taken from the given software/web/Mobile app portal.

◆ All full-time and periodic remote-focused employees, are expected to put in 8.5 hours per day (Monday to Friday) and 06 hours on Saturday.

◆Employees who periodically work from the office, but the main location for working is remotely are required to be in the office for certain meetings and other essential business activities.

◆Employees whose primary workplace is an office but remote work is permitted have to attend the office a few days a week. The number of days may vary depending on the team's needs but minimum presence in a week is expected.

❖ Equipment and Supplies :

 ■It is not necessary that all full-time and periodic focused employees shall receive every office equipment and supplies. Jainam Broking Limited may provide limited office equipment and supplies reasonably necessary to the employee.

Office equipment may include a laptop, Software, Phone, Internet Router, etc. All the necessary access to software or websites should be given to employees within two working days of the entrance of the agreement.

■A hybrid employee must protect Jainam’s property from possible theft, loss, and damage and could be liable for replacement or repair. If provided equipment is damaged or experiences a failure, the employee should notify his reporting manager as well as the IT Department. Maintenance of equipment will not be provided at the employee’s home or alternate workplace. At the time of expiry or termination of the agreement, all equipment should be surrendered to HR.

Note:- For more information kindly refer device policy

❖ Performance and Accountability : 

▪For employees working remotely or in a hybrid work arrangement, their activities may be subject to monitoring by their immediate supervisor or manager. Additionally, managers are responsible for assigning tasks through the ERP system. 

❖ Participation Agreement :

 ▪Employees interested in participating in the hybrid work module must complete a Hybrid agreement detailing how they will manage their workload. The agreement is documented and discussed with their division Manager including scheduling job tasks, workspace, and equipment needed. Once employees and their division Manager agree on the same terms, the document should be signed and stored with the HR.

 ▪The hybrid work arrangement may be terminated at any time, for any reason, by either the employer or the employee, and the termination can be done in writing (email) to the division Manager and HR. 

❖ General Guidelines :

 It is not necessary that only existing employees can avail of the facility of the Hybrid Work Model. Sometimes new recruitment is also done on the agreed terms of the Hybrid Work Model.

 ▪The hybrid work model is a workplace strategy and not guaranteed or promised for employees. A hybrid model will not work for every department or every employee.

 ▪Employees have the opportunity to submit one application for hybrid working arrangements throughout any given period of twelve months. In exceptional circumstances, additional applications may be permitted with the prior authorization of the employee’s immediate supervisor/manager.

 ▪An employee with a hybrid working arrangement who is unable to work on a day that they would normally work (for example due to sickness) is required to follow the absence notification procedure.

 ▪Every regulation and policy of Jainam, including the one that is outlined in the HR manual must be adhered to by employees working under the Hybrid Work Module. When working remotely, employees must keep in regular contact with their reporting managers to ensure that updates on the work being undertaken are discussed and agreed.

 ▪If any employee working remotely and needs to attend officer periodically. The cost of traveling and food is reimbursed to employees who are located in other cities or arrangements are made by the organization itself.

▪If the organization or the employee feels that the hybrid work arrangement is not working satisfactorily, a return to the previous office-based working arrangement may be required. It's important to note that employees who have been engaged in a hybrid working arrangement from the commencement of their employment may not be offered this option.

▪ On completion of the agreement of the hybrid arrangement, intimation of return to office-based working should be given to HR via tickets only.

❖ IT Guideline :

1. IT Systems and Technology:

The IT department's role in a hybrid work and Work-from-home environment is critical for maintaining security, access grants, integrity checking the requirements, and technology support, whether employees are working in the office or remotely. It requires a proactive approach to technology management and a commitment to providing effective support to all employees, regardless of their location.

 Approval for any device will be given by Management and HOD through tickets or procedures suggested by HR

•Employee who will be using their device has to submit their device for hardening before the Hybrid work and Work from Home agreement begins.

• In case an employee uses the company's given device hardening will already be done in it.

•The procedure of hardening will be completed in 24 working hours (3 Days).

• f employee request for other website or link operation Management and HOD approval 

will be needed through Mail.

• Keyboard, monitor, mice, and printer are employee responsibility, and if any damage takes place 

then the company will not be responsible for it.

•Security hardening will only be the responsibility of the IT department. The company is not 

responsible for private property used, lost, damaged, or destroyed.

◼ Requirements:

• 50 Mbps speed of the Internet is a must and will not be reimbursed by the company.

• Employee has to update their daily tasks on ERP.

Inclusion: The full-time and periodic remote employee under this policy working from anywhere gets the same employment benefits as an office-coming employee.

Exclusion: The organization will not provide space or any infrastructure facility to those remotely focused employees.