Transportation Policy - Transport Management System

W.e.f. 1st December, 2011

Corporate HR

Transportation Policy

HCL Technologies Ltd. 2011. All rights reserved. No part of the document may be copied, reproduced, stored in any retrieval system, or transmitted in any form or by any means, either electronically, mechanically, or otherwise without prior written permission.

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HCL Technologies Ltd- Confidential

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Corporate HR

REVISION HISTORY Version

Reviewed &

From

To

Description

Author

1.0

1st August 06

31st October 06

First copy

Administration

Nitin Pande

2.0

1st November 06

31st July 08

Revision

Administration

Nitin Pande

3.0

1st August 08

30th November 08

Revision

Administration

Nitin Pande

4.0

1st December08

11th May 09

Revision

Administration

Nitin Pande

5.0

12th May 09

30th June 09

Revision

Administration

Nitin Pande

6.0

1st July 09

28th February 09

Revision

Administration

Nitin Pande

7.0

1st March 10

31-Jul-10

Revision

Administration

Nitin Pande

8.0

1st August 10

31st March 11

Revision

Administration

Nitin Pande

9.0

1st April 11

31st Aug 11

Revision

Administration

C&B Head

10.0

1st Sep 11

30th Sep 11

Revision

Administration

C&B Head

11.0

1st Oct 11

30th Nov 11

Revision

Administration

C&B Head

12.0

1st Dec 11

Revision

Administration

C&B Head

No.

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TABLE OF CONTENTS Topic Name

Page Number

1

Objective

4

2

Introduction

4

3

Scope

4

4

Applicability

4

5

Transportation Desk

4

6

Policy Details

4

6.1

Bus Service

5

6.2

Monthly Cost

6

6.3

Casual Users

7

6.4

Bus Pass

7

6.5

Transfer, Travel and Long Leave

8

6.6

Inter-Office Shuttle Service

8

7

Cab Service : Official Duty

9

8

Night Cab Service

9

9

Incidents/ Complaints

13

10

Review

13

11

Conclusion

14

12

Contact Details for Various Locations

14

13

Annexure Annexure 1:Chennai City Transport Limit Annexure 2: Noida City Transport Limit Annexure 3: Chennai SEZ City Transport Limit Annexure 4: Gurgaon City Transport Limit

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Objective The objective of this policy is to work towards providing a safe, efficient, prompt and cost effective transport facility to the employees of HCL TECHNOLOGIES.

Introduction Transportation in HCL Technologies is under the Administration Department. Transportation needs of HCL Technologies and Comnet employees are catered for by employing multiple vendors for providing bus and cab facilities.

Scope The scope of the transport service is restricted to HCL facilities in all cities and within the laid down time schedule.

Applicability The policy is applicable to all employees of HCL Technologies Ltd. who are on the India payroll

Transportation Desk At least one Transportation Desk is established in each City by Admin to provide Transportation facilities to all employees in order to assist them to commute in comfort for the performance of their duties. In addition to the above a 24 X 5 Transport Help Desk is available in order to address any emergencies / security issues of employees.

Policy Details Salient Features Salient features of this policy are:Centralized booking system (CAS) Regular operations 24 x 5, Special requirements 24X7. Use of commercial vehicles only. Supports shift operations where required. Negotiated bus facility. Well coordinated cab service.

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Unless specified to the contrary, this policy shall be applicable only for the employees residing within a surface distance of 50 KM or a maximum of 135 minutes of travel whichever is less, from the work place to all respective locations under normal conditions with the following exceptions: o

Manesar - Service radius of 70 kms or a maximum of 165 minutes of travel (under reasonable conditions) to be effective from retrospect from the date transport service is implemented at Manesar.

o

SEZ Bangalore, Jigini, SEZ Chennai( ETA & Campus) & SEZ Noida – Service Radius of 60 kms or a maximum of 150 minutes of Travel ( under reasonable conditions)

Note: Cabs will not move beyond the upper limits specified for location from 1st December, 2011 and is applicable for Shift and Night cabs however cases of existing employees who are already availing Cabs beyond these proposed limits will be reviewed on quarterly basis by respective LoB HR heads/local Admin head and exception approval accorded on merit of the case. Transport Desk will bring up details of such cases on quarterly basis to approving authorities. In case it is not feasible for the cab / bus to reach right up to the residence of the employee, such employee shall make their own arrangements to reach till the specified point. (Maximum distance covered & locations served are marked in maps for each city which are shown as Annexure to the policy). Requests for Cabs to travel to neighboring cities/ beyond the distance specified above will only be entertained through the CAS if the cost of travel is lesser than the air fare to the destination. Transport will accordingly be provided as per entitlement.

Bus Service  HCL provides partly subsidized bus transport to its employees for commuting from their place of residence to office and back under the following guidelines: o

The facility is for the employees who wish to use a bus service in the morning / evening on shared cost and partly subsidized basis on the route of travel in a three tier payment slab depending on the total distance traversed on each route. The amount will get deducted directly from the salaries.

o

Use of HCL bus service for 11 working days or more in a calendar month, would attract the full months charges as applicable. For new joinees, the charges will be proportionately adjusted from the date of availing the Bus service in the first month.

o

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In case of an employee using the bus for less than 11 days and unsubscribing from


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the bus service, a charge as per the casual usage rates shall be levied for the number of days of use. o

Buses shall ply for the general shift only, commencing at 9:00 am and concluding at 6:30 pm. There will be no bus service on weekends and holidays.

o

Buses will be contracted for a route which has more than 60% of the bus capacity subscribed, and at least 10 passengers in each KM band, e.g. for a bus to go to a place beyond the 25 km band, there have to be at least 10 people going this distance, for the route to be economically viable. (The KM bands shall be from 0 20, 21 – 40 and 41 – 60 KMs).

 In case certain routes are required to be covered by admin and occupancy is not 60% buses, buses of smaller capacity will be hired to meet the requirement keeping the financial viability in mind.  Only bonafide HCL employees having a BUS PASS will be allowed to use the bus service.  Employees are required to declare the exact point from where they will board the bus (this information should be synchronous with the present residential address as per the employee data base). Bus will stop at a point where at least 5 people board / alight from the bus.  All bus routes will be planned and laid out by the Transport Team so as to have the buses ply on the main / arterial routes in order to ensure coverage of the maximum area of the city.  It will be endeavoured to provide bus connectivity to Metro / Local train network to enable employees to utilize public transport means.  Employees should be at their respective bus stops five minutes before the scheduled time to board the bus.  All employees should board the bus from the stops as designated by the Transport Department. Buses will not stop / pick up / drop employees at places other than the designated stops.  All employees must ensure a congenial and peaceful environment while travelling in the bus.

Monthly Cost Since transport costs in the Chennai, Noida, Bangalore, Pune and Gurgaon are approximately the same, the following standard monthly bus charges will be applicable. For Kolkata, Mumbai and Hyderabad where numbers are very small, bus charges for smaller buses / MPVs being used will be announced on the same principle with a 30 % subsidy (subject to revision of fuel cost/increase in taxes).

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Distance range

Charges (INR per month)

0 to 20 kms

1300

21 to 40 kms

1700

More than 41 kms

2500

Casual Users An employee who wishes to board HCL buses on the designated routes on a casual basis can do so if there are vacant seats, on purchase of a ticket. The „Casual Usage‟ would be restricted to a maximum of eleven days at a stretch. The ticket rates based on Distance for one way travel are as follows: Distance range

Charges (INR per one way travel)

0 to 20 kms

60

21 to 40 kms

70

More than 41 kms

80

 Employees who wish to avail the bus facility as a casual user should follow the following steps in order to avail the facility. Fill the form for availing the bus as a casual user and send it to the concerned location‟s Transport Desk. The form is available in the Forms section on Natasha. The Transport Desk will confirm the same depending on the availability of seats. Employees should take a print out of the confirmation mail and show it to the Security / Transport Executive on demand. The amount as specified in the table above will be deducted from the employee‟s salary.

Bus Pass  The transport department will issue distance based colour coded bus passes to all HCL employees who wish to avail of the bus facility.  The employee will make a request for a permanent bus pass on prescribed requisition form through mail (available in the Forms section) to the Transport Desk, and collect the bus passes from the nominated location admin.  The location Admin will issue a bus pass clearly displaying the bus route number and validity period. Employees are directed to strictly adhere to the routes assigned to them. Any particular circumstantial temporary change of route desired will need to be addressed

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through the local Transport Team.  Once an employee registers to avail the transport facility, deductions will continue until the employee cancels and surrenders the bus pass to Admin.  Employees are requested to ensure that they cancel their bus pass if they wish to stop utilizing the bus facilities. Cancellation can be done through the Transport Desks and the bus pass deposited to the respective facility Admin. This is mandatory to ensure there are no deductions from the pay roll for bus services not utilized.  Any claim for reimbursements of bus charges for wrong deduction or due to noncancellation or any reason whatsoever, after a period of three months of the deduction will not be entertained.  An employee found travelling without possessing a valid bus pass will be penalized three month bus charges at the rate for the highest slab. In addition the L4 delivery head / DU HR will also be informed.  Employees should adhere to travelling on the route numbers assigned to them on the bus pass.  If any employee loses his or her bus pass they will be responsible to inform the transport desk immediately and a duplicate pass will be issued by the desk in order to continue the facility.  Upon termination of employment with HCL for any reason, surrender of bus pass if issued is linked to clearance for separation.  New routes will be started by registration of requests for the route and would be commenced only once 60% of the occupancy of a 35 seater bus is achieved.

Transfer, Travel and Long Leave On various occasions, employees registered as bus users may have to move onsite or on transfer to other locations, in such scenario: Employee travelling on duty to another location in India for less than one month can use the facility in that city as a casual user.  When travelling on site / long leave / permanent transfer bus passes must be deposited with Transport Desk.

Inter - Office Shuttle Services  An inter office shuttle will be provided to facilitate employee movement between offices where

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feasible. Scheduled time of departure and stops can be obtained from the respective Transportation Desks in each city.  Shuttles will not be used for to and fro from the residence. Shuttles are to be used for official purposes only.  These shuttle services are meant only for inter office movement and any misuse would invoke penalization of the defaulting employees.  Inter office shuttle services will be available to employees at each facility in gaps of 2 hours.

Cab Service Shift Operations All employees working on shift timings to coincide with global timings and commencing or ending work between 10 pm to 7.00 am will be provided cabs for their transportation to and from their residence as per shift allowance policy. The details of commuters with the timings of arrival and departure for the week would be required to be intimated to the transport desk on the preceding Thursday before 2.00 pm through an online mail on the attached format. Any names to be deleted from the list must be intimated to the travel desk at least 12 hours before to enable changes in the clubbing to be made.

Night Cab Service. A night cab service will be provided in each location for all employees working beyond the regular shift timings of 6.30 P.M. Night Cabs will be available to employees at two slots; 9:00 p.m. and 11:00 p.m. Employees wishing to work late post 11:00 p.m. will have to book cabs through As and When Cabs. Clubbing of routes will be carried out to reduce costs. All employees will be expected to plan their travel timings with respect to the hub/location from where the transport commences its journey. The travelling time for the cab to their facility along the planned route would have to be considered. Cabs will wait only for 5 minutes at respective pick-up / drop point for shifts /late night drops. In case any employee misses the cab then they will be required to put in a fresh request

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for the cab which will be provided two hours only after approval. No immediate replacement cab will be asked / provided for. Transportation Desks in each City must ensure safety and security of passengers by introducing various checks like proper verification of drivers, communication with users etc. The approval authority for night cabs for all employees up to E4 band will be an E3 and above manager who is in the vertical hierarchy of the employee. In case the approving manager (AM) is not available, then the manager directly above the approving manager would certify the request. If this person is also not available, the employee would have to select an alternate approver of a similar level. Cabs will be provided in case alternate approval authority does not work. In such cases, cab will be provided without approving manager‟s approval. Transport desk, based on a mail with the screen shot of the CAS will provide cab. However the system will not allow any subsequent attempts for cab request by the same employee till pending approval is cleared. In case of a cab provided based on the screen shot of the CAS is rejected by the RM post facto, the employee would be charged the cost of the cab and the same would be recover from the employee‟s salary. In case of change of the AM, the new AM should be provided with the old information. Night cabs will be on self approval basis for employees in bands E5 and above. The alternate approver should be at the level of the employee‟s approving manager or higher but within the same SDU. Cabs will be billed to the concerned Entity / Function‟s account. All the late night cab requests after due approval should reach the Transport Desk with a minimum SLA of two hour prior to the time of the request. In case the approval is not received two hour prior the request would be catered for in the next hourly cab slot. Employees serving notice period will not be provided cabs without prior approval No phone calls will be made to any employee by the driver for late night drop; in case of any requirement they must contact the transport desk / facility main gate security staff. All cabs will pick / drop employees only to their earmarked destination. No requests for deviation of routes / locations will be entertained. All the late night drops will be provided from respective HCL facilities only. In case of a pickup, an employee is expected to be available (ready) 10 minutes prior to

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the pickup time at their house or the designated pick up point. The cab shall wait for a maximum of five minutes at the scheduled point. In case an employee fails to board the cab within five minutes of the scheduled time, it shall be their responsibility to reach the office under own arrangements and the expenditure so incurred by the employee shall not be reimbursable. Prior to boarding cabs all employees must ask for the Duty Slip issued by the transport desk and check the start kilometer reading. The employee must check the kilometer reading once again and sign the duty slip at the time of alighting from the cab. For women employees, additionally, the following conditions would have to be satisfied. This would apply whenever a lady is using a cab at night in all the categories (except As and When): 

Consent to work at night on the Cab Request Form is to be obtained.



The Reporting Manager is to certify that it is essential for the employee to stay back.



The Transport Executive is to certify that a safe cab is provided by grouping her with a male colleague & to ensure that she is neither picked up first nor dropped last.



If travelling alone she should be provided with a security escort.



Only on satisfying the above conditions the cab would be released.

No cab facility (Night /Shift cab) shall be provided to new employees for 2 working days from the date of joining if RAS assignation is not completed on time. Any exceptions would require approval of LOB HR Head/Corp Admin Head .

As and When This category will apply to all unplanned requirements, other than the categories mentioned above. This will include requests like transportation to and from the airport, railway station, client meetings, site visits or departmental meetings to a neighboring city i.e. between Noida and Gurgaon or for late working after 11:00 p.m. o

The request should be processed through the CAS. The procedure would be as follows:

o

No cab requests will be entertained between 5:30 p.m. and 11:00 p.m. except for airport/ railway station drop.

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All cab requests after due approval should reach the Transport Desk with a minimum SLA of two hours prior to the time of the request (6 hours in case of premium cabs). In case the approval is not received two hours prior the request would be catered for in the next hourly cab slot.

o

Use of cabs will be approved by a manager of band E3 and above who is in the vertical hierarchy of the employee raising the request. In case the manager is not available, the employee will have to select an alternate approver of the similar level.

o

Cabs will be provided in case alternate approval authority does not work.

o

In such cases, cab will be provided without approving manager‟s approval. Transport desk, based on a mail with the screen shot of the CAS will provide cab. However the system will not allow any subsequent attempts for cab request by the same employee till pending approval is cleared.

o

In case of a cab provided based on the screen shot of the CAS is rejected by the RM post facto, the employee would be charged the cost of the cab and the same would be recover from the employee‟s salary.

o

In case of change of the AM, the new AM should be provided with the old information.

o

As and when cabs will be on self approval basis for employees in bands E5 and above.

o

Cabs will not be provided for work on Saturday, Sundays and holidays for cities like Kolkata and Pune except on specific prior approval for a particular event / conference which should reach the local Admin/transport desk latest by 2.00 pm on the preceding Friday. For other cities there is no such restriction

o

In order to reduce costs, clubbing of users and coordination of cabs will be carried out as far as possible by the Transportation Desks.

No employee will insist on being

provided individual cabs. All employees will be expected to plan their travel timings with respect to the hub/location from where the transport commences its journey. The travelling time for the cab to their facility along the planned route would have to be considered. o

Costs for all cabs will be debited to Projects / BU‟s / LOBs and corporate account and a comparative billing graph generated each month. Cost of cancellation of cabs will be debited to respective projects.

o

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Cabs to and from airport / railway station for official travel will be provided to all the


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employees by the Transportation Desk.

 Cab facility for senior employees All employees at the level of Vice President and above will be provided with a Premium cab (Indigo/Esteem/Ikon) for their use during their visit to other cities.

Premium Cabs / Luxury Cabs Premium / Luxury cabs are used only for client visit

Premium Cabs (Indigo/Esteem/ Ikon) All requests for premium cabs should reach the Transport Desk with a minimum SLA of 6 hours prior to the time of the request. Cancellation of premium cabs is allowed 3 hours prior to pick-up time. The system will not allow cancellation in less than the stipulated time. The cost will still be debited to the cost centre if the cab is cancelled within 3 hours of the scheduled time.

Luxury Cabs (Cabs in higher bracket than premium cabs) All requests for Luxury cabs should reach the Transport Desk with a minimum SLA of 24 hours prior to the time of the request. Cancellation of Luxury cabs is allowed 6 hours prior to pick-up time. The system will not allow cancellation in less than the stipulated time. The cost will still be debited to the cost centre if the cab is cancelled within 6 hours of the scheduled time.

‘Adhoc’ / Unscheduled & No show Cab Request Guidelines for Employees The Transport team shall not provide any Adhoc pickup facility. However, Adhoc requisitions for such pickups which can be classified as Critical Business Requirement may be entertained, subject to written approval from the DU head or his duly appointed nominee. Employees who want to avail the Adhoc cab facility for drop shall request for an Adhoc cab only through cab console, which shall further need the approval of the concerned reporting manager within 24 hours failing which the said Adhoc request shall be deemd to be rejected/disapproved and the actual cost (to and fro) incurred on the said Adhoc trip shall be debited to the user. The Adhoc requests will be capped at 20% per month of the total FTE count of the DU. However, if the occupancy exists in the route for the said trip, the Adhocs will be accordingly clubbed as per the policy for better cost control. Dedicated cabs for Adhoc request will not be

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encouraged if occupancy exists in the route at the requested time. Any additional request above the capped limit shall be aligned with the scheduled trips, as far as possible within a maximum of 2 hours SLA from the requested shift and time. Transport team will provide Adhoc (unscheduled) cab as per availability with them. In case of urgency, Employee shall make his own arrangements by paying for a Taxi in cash & get the amount reimbursed subject to DU head‟s approval. However, the pick up and drop points will be as per the Transportal. It is mandatory for all to cancel their schedule cab in Transportal which they will not be using, failing which the said user shall bear the actual cost payable for the said trip(s) by the Company. If an employee moves the cab and does not board the cab for more than 3 times in a quarter then he/she will be charged Rs. 100 for each No Show thereafter (through payroll). Employee is required to call and inform the transport team at least 4 hours in advance if need to cancel the cab.

Incidents/ Complaints All such complaints received will be looked into and appropriate action initiated after due deliberation of the nature of complaint/ incident. In

case

bus

does

not

report

for

30

minutes

from

scheduled

time,

reimbursement of bus fare will be provided directly to the employee by transport help desk in the following cases (Reimbursement paid by Transporter at the rates charged by a shared Non AC Cab. Bus did not report to the first pickup point. Bus breaks down for more than 30 minutes. Bus reports late (more than 30 minutes). In case of breakdown of cab en-route/delay, an employee may choose to hire a cab after waiting for 30 minutes and claim the cost through the CVCS. The transport desk will arrange to retrieve the amount from the vendor. Employees are requested to appreciate the travelling distance and start time of a bus / cab from the originating point and accordingly anticipate its timing of arrival to a particular facility. This would vary from place to place and would help to reduce the waiting period for an employee outside the facility.

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Reimbursement

All reimbursement claims against Token IDs shall be processed through CVCS. Reimbursement amount shall be approved in Transportal as far as possible and approved by Transport Manager as per the going market tariff of Radio Taxi/Easy Cab as announced by State Government from time to time. The amount approved by the Transport manager shall be deemed to be the basic entitled amount subject to further ratification by the EHS based on the actual mode of conveyance undertaken which shall be binding on the Claimant. Reimbursement Token ID shall be issued only against cab delays of more than 30 minutes. If own vehicle is used local conveyance policy will apply.

Review This policy will be administered by Administration Department. In case of any dispute/representations, the decision of the Head of Administration in each city will be final. This policy will be reviewed from time to time and the company reserves the right to modify or withdraw the policy at its discretion.

Deviation Notwithstanding anything contained herein to the contrary, the transport department /Administration shall have the absolute discretion to modify / deviate from the existing rules, subject to the recording of the reasons necessitating such modifications /deviations, which shall be further ratified in writing by the immediate reporting manager.

Note It is to be noted that the transport facility being extended under this policy is a facility being extended by HCL Technologies to its employees and is a privilege and shall in no way be construed as a right by any employee. The employees availing this facility shall be availing the same at their own risk and discretion; the company shall not be liable in any respect to the employee and / or the next of kin of the employee

Conclusion The effectiveness of the Transportation facility and the efficiency of the service stems from

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employees aiding its functioning by timely requisitioning and proper planning of their trips. We must go by the dictum that this service is “For the Employee by the Employee” and use it as if it were your own. This is another measure towards the „Employee First‟ policy of HCL.

Contact Details for Various Locations

City

Location

Telephone

Noida

Noida Sec 60 Hub

4384544 / 4384441

Noida

Noida Sec Maple Hub

4047824 / 4047825

NTH

Sector 126

4683040 / 4683019

Gurgaon

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9971011971 / 2372311

Bangalore

Surya Sapphire

66267777 / 40317777

Chennai

MRO

64520999 / 64530444

Hyderabad

Silicon Towers

44302222

Hyderabad

Auriga Block

66440328 (Extn: 0328)

Kolkata

Infinity

9380180005

Mumbai

Mumbai

9967353105


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Chennai City Transport Limit (Annexure 1)

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Noida City Transport Limit (Annexure 2)

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Chennai SEZ City Transport Limit (Annexure 3)

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Gurgaon City Transport Limit (Annexure 4)

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Transportation Policy - Transport Management System

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