Employment Terms and Conditions

(As we 100% focused on transparency that’s why we put this document on our website as well, people can go through will this before join SPRWork Infosolutions. )

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1.    Document Overview

This document outlines the essential formalities, policies, and procedures that applicants and employees must follow during and after their employment with SPRWork Infosolutions (Partnership Firm). This document is binding upon joining and acceptance of employment. All employees are required to acknowledge receipt of and understanding of these terms. These policies apply to all resources working with SPRWork Infosolutions for more than five months.

Once an employee signs the offer letter, we assume that the employee has already gone through all the terms and conditions and agrees to them.

Headquarters: SCO-2, Balaji Homes 2, Kurali, Punjab – 140103, India

2.    Pre-Joining Requirements

2.1    Documentation Submission

Prior to the rest working day, all selected candidates must submit the following original documents to the Human Resources Department:

Aadhaar Card (photocopy)

PAN Card (Permanent Account Number)

Two Passport-size Photographs (4×6 cm, colour)

Address Proof (Electricity Bill, Rent Agreement, or Government ID)

 Educational Certi cates and Credentials (for verification purposes)

 

 Bank Account Details (for salary credit)

All documents must be submitted in a sealed envelope with the candidate’s name clearly marked. Incomplete documentation may result in delayed salary processing or onboarding delays.

2.2    Verification Process

The company reserves the right to conduct background verification and authenticate all submitted documents. Any discrepancies found may result in immediate termination of employment, even during the probation period.

2.3    Physical Verification and Sign-O

Mandatory In-Person Visit: All new employees must report in person to the Company Headquarters (SCO-2, Balaji Homes 2, Kurali, Punjab) for the following formalities:

Submission of original documents

ID verification and document authentication

Issuance of employee ID and access card

Collection of biometric data (if applicable)

Official joining letter sign-o

3.    Employment Terms and Conditions

3.1    Employment Type

The nature of employment is Full-Time, Permanent unless otherwise specialized in the o er letter. Employment is subject to successful completion of the probation period as specialized in the o er letter (typically 3-6 months).

3.2. Job Title and Responsibilities

Position: As specialized in the o er letter

Department: As assigned

Reporting Manager: As communicated during orientation

Job Description: Will be provided during onboarding

3.3. Work Location and Flexibility

 Primary Office Location: SCO-2, Balaji Homes 2, Kurali, Punjab

– 140103

 Work Location Change: The company may require employees to work from different locations based on project requirements.

Such changes will be communicated in advance with reasonable notice (minimum 15 days, except in exceptional circumstances).

 Work-From-Home (WFH): WFH is permitted only with prior written approval from the reporting manager. Ad hoc WFH requests must be submitted at least 3 days in advance.

4.    Office Timings and Attendance

4.1    Office Hours

 Standard Once Timings: 9:00 AM to 6:00 PM (Monday to Friday) with 1 hour lunch break

 Flexible Timings: Office timings may be modified based on project-specialized requirements. In such cases, employees will be informed with appropriate notice.

 Attendance Marking: Daily attendance is mandatory and will be tracked through biometric systems or digital attendance tools.

4.2Punctuality and Attendance Policy

Employees are expected to arrive on time and maintain consistent attendance.

Three consecutive days of absence without written notification will result in disciplinary action up to and including termination.

Attendance records form the basis for performance evaluation and increment eligibility.

5.    Compensation and Payroll

5.1    Salary Payment

Salary Day: 10th of every month

Payment Method: Direct transfer to employee’s registered bank account

 Salary Structure: As detailed in the o er letter (CTC

breakdown)

 Tax Deduction: As per Indian Income Tax Act, 1961, the company will deduct applicable taxes before salary credit.

Employees are responsible for maintaining their tax compliance.

5.2    Salary Components

Salary consists of:

Basic Pay

Dearness Allowance (DA)

House Rent Allowance (HRA)

Conveyance Allowance

Special Allowances (if applicable)

Performance-based incentives (if applicable)

5.3         Statutory Beneficial terms

All employees are entitled to the following statutory bene to as per applicable labour laws:

Provident Fund (PF): Contribution as per EPF Act, 1952

Employee State Insurance (ESI): Coverage as per ESI Act, 1948 (if applicable)

 Gratuity: As per Payment of Gratuity Act, 1972 (after 5 years of continuous service)

 Compliance with Labor Laws: The company ensures full compliance with all applicable state and national labour regulations.

6.    Leave and Absence Policy

6.1    Leave Entitlements

Employees are entitled to the following leave per financial year:

Casual Leave: 12 days

Sick Leave: 8 days

Earned Leave: As per company policy (typically 18-20 days per annum)

 Public/National Holidays: As notified by state and central governments

Bereavement Leave: 3-5 days (for immediate family members)

Maternity/Paternity Leave: As per statutory requirements

6.2    Leave Application Procedure

 Advance Notice: All leave requests must be submitted at least 3 days in advance via the designated HR management system or email to the HR department and reporting manager.

. Emergency Leave: In case of medical or genuine emergencies, employees must inform their reporting manager immediately, followed by formal submission of leave request within 24 hours.

 Approval Authority: Leave is subject to project requirements and approval from the reporting manager and HR department.

6.3    Leave During Notice Period

Special Notice Period Leave Policy:

During the notice period (upon resignation or contract termination), the following restrictions apply:

Leave Type	Polic y	Deduction
Regular Leaves	Not Permitted	Unapproved leaves: 3 working days salary deduction per day; Approved leave (if exceptional): 2 working days salary deduction per day
Short Leaves (Half Day)	Not Permitted	1 working day salary deduction per short leave taken
Work- From- Home (WFH)	Not Permitted	Same deduction as unapproved leaves

 

Rationale: During notice period, employees are expected to ensure smooth transition of responsibilities and project handover. This policy ensures business continuity and completion of ongoing deliverables.

6.4    Leave Encashment

Earned leave can be carried forward up to 10 days into the next financial year, subject to approval.

Unutilized leave will not be encashed (except for final settlement upon separation).

Casual and sick leaves cannot be carried forward.

7. Code of Conduct and Professional Behaviour

7.1    General Conduct Standards

All employees are expected to maintain high standards of professional conduct and integrity:

 Professional Behaviour: Behave professionally with colleagues, supervisors, and external stakeholders at all times.

 Respectful Environment: Treat all colleagues with respect and dignity; zero tolerance for harassment, bullying, or discrimination.

 Honesty and Integrity: Act with complete honesty in all professional dealings.

 Compliance: Adhere to all company policies and legal requirements.

7.2    Unprofessional Conduct

Unprofessional conduct includes, but is not limited to:

Use of abusive or offensive language

Insubordination or refusal to follow lawful instructions

Conduct that brings disrepute to the company

Violation of con identicality agreements

Dishonesty or fraud

Physical altercation or threats

Violation of anti-harassment policies

Misuse of company resources or facilities

Consequences: First instance of serious unprofessional conduct may result in immediate termination without notice, and the company may pursue legal action where applicable. Minor violations will be subject to progressive disciplinary action (warning, suspension, or termination).

7.3    Dress Code

Professional attire is required in the office (formal wear recommended).

Client meeting attire to be determined by the reporting manager. Any deviation from dress code requires prior approval from the HR department.

8.    Confidentiality and non-disclosure

8.1    Confidential Information

Confidential information includes:

Client names, contact details, and project information

Business strategies, financial data, and pricing

Technical specifications, source code, and intellectual property

Employee personal information

Any information marked as “Confidential” by the company

8.2         Obligations

All confidential information must be protected and used solely for authorized business purposes.

Employees must not disclose confidential information to any third party without written authorization.

Confidential documents must be stored securely and disposed of properly when no longer needed.

This obligation extends beyond the period of employment.

8.3    Non-Compete and Non-Solicitation

 Non-Competition: Employees must not engage in direct competition with company business during employment or within 2 years after leaving the company.

 Client Restriction: Employees are prohibited from providing services or products to SPRWork clients for 2 years after separation from the company, without prior written consent from the company management.

 Personal Relations with Clients: No personal relationships with company clients outside of professional business scope are permitted. All client interactions must remain strictly professional and work-related.

 Social Interaction Limits: Discussions about company projects, clients, or strategies with external parties is strictly prohibited.

Intellectual Property and Asset Management

8.4    Intellectual Property Rights

All work created, developed, or designed by employees during employment (including source code, designs, documentation, and creative content) is the exclusive property of SPRWork Infosolutions Private Limited.

8.5    Company Assets

Employees are responsible for the safekeeping of company assets provided, including:

Laptop/Desktop Computer

Mobile Device

Accessories (charger, bag, etc.)

ID Card and Access Badges

Furniture and Equipment

8.6    Asset Damage or Loss

Employees are liable for loss or damage to company assets due to negligence or misuse.

In case of asset damage (e.g., laptop damage), 50% of the replacement cost may be deducted from the employee’s final settlement salary.

Intentional damage or gross negligence may result in recovery of 100% of replacement costs.

All damaged or non-functional assets must be reported to IT and HR departments immediately.

8.7 Asset Return at Separation

Upon resignation or termination, all company assets must be returned in good condition:

Laptop/Desktop and all peripherals

Mobile device

ID card and access badges

Keys and access credentials

Any other company property

Final Settlement: Full and final salary settlement will be processed only after all company assets have been returned and inspected. Any shortfall in assets will be adjusted against final settlement salary.

9.          Work Performance and Evaluation

9.1        Performance Expectations

Employees are expected to perform assigned duties with diligence and excellence.

Performance targets and key result areas (KRAs) will be communicated during orientation or at the beginning of each project.

Regular feedback will be provided through informal discussions and formal performance reviews.

9.2        Performance Review Cycle

Probation Review: At the end of the probation period

Annual Review: As per financial year (April to March) Project-Based Reviews: Based on project completion or quarterly milestones

Increment and Salary Revision Policy

9.3        Increment Evaluation Criteria

Unsatisfactory performance

Ongoing disciplinary proceedings

Company financial constraints

Organizational restructuring

Increments are awarded based on the following criteria:

 

Successful completion of the probation period (if applicable)

Satisfactory or above performance ratings

Attendance and punctuality records

Adherence to company policies and code of conduct

No pending disciplinary action

9.4        Increment Percentage

Eligible increments: 5% to 10% of current basic salary

Determination: Increment percentage is determined based on individual performance, company financial performance, and market benchmarks.

 Effective Date: All increments are effective from April 1st every financial year

• Adjustments in Case of Financial Loss: In the event the company incurs financial losses or faces economic challenges impacting its sustainability, management reserves the right to:
• Skip the annual increment for that year, or
• Reduce salaries by up to 20% as a temporary measure to ensure business continuity.
• Such decisions will be communicated in advance via official notice, with supporting financial rationale provided. The policy aims to balance employee growth with the company’s long-term stability, and normal increments will resume once financial health is restored.

9.5 Special Circumstances

 Company Losses: If the company is facing financial difficulties or operational losses, increment processing may be postponed for one or more years. Such decisions will be communicated to all affected employees transparently.

        . Early Increments: Early increments outside the annual cycle are exceptional        and require approval from senior management.

 Promotion: Upon promotion, salary will be revised as per the new designation pay scale.

9.5        Increment Freeze

The company reserves the right to freeze or postpone increments

9.6 After Increment resource can’t put resign for next 10 month if they do so than we can take legal action.

Notice Period and Resignation

9.7 Notice Period

Standard Notice Period: 30 to 45 days

Flexibility: The notice period may be increased or decreased based on the nature of the job, project requirements, and business continuity needs. Any changes will be communicated in writing.

 Notice Submission: Resignation must be submitted in writing to the HR department and the direct reporting manager, specifying the intended last working day.

9.8 Resignation Without Notice Period

Employees who wish to leave without serving the notice period must pay a buyout amount equivalent to 2 months’ basic salary.

This amount will be deducted from the final settlement salary. Resignation without notice period does not entitle the employee to any forfeited bene ts beyond statutory entitlements.

9.9 During Notice Period

Work responsibilities must be completed to the best of the employee’s ability.

All project handovers must be completed as per instructions from the reporting manager.

All pending deliverables must be documented and transferred. Leave is not permitted during the notice period (refer to Section 6.3).

9.10      Expand Notice Period

. Company can expand your notice period 45 days to 3 months

.  If we found resources working with client, then company have a rights to take a legal action or all resources provided 3 months’ salary.

10.    Termination of Employment

10.1    Termination on the Grounds of Cause

The company may terminate employment without notice in case of:

Gross misconduct or serious violation of company policies

Dishonesty or breach of confidentiality

Repeated unprofessional conduct despite warnings

Insubordination or refusal to follow lawful instructions

Attendance below 60% in a calendar month

Any action that brings the company into disrepute

10.2    Termination for Redundancy or Business Reasons

The company may terminate employment with appropriate notice period if the position becomes redundant or due to business restructuring.

In such cases, employees will be provided with the full notice period and fair severance considerations as per applicable labour laws.

10.3    Resignation and Separation

Upon resignation or termination of employment, all company property must be returned immediately.  Exit formalities must be completed at the company headquarters (SCO-2, Balaji Homes 2, Kurali, Punjab).  Final settlement and dues will be processed as per the timeline specified below.

11.    Final Settlement and Dues

11.1    Full and Final Settlement Timeline

Upon resignation, termination, or completion of employment:

 Processing Period: Full and final settlement salary will be processed within 15 working days after the following conditions are met:

All company assets have been returned and inspected Exit formalities have been completed in person at company headquarters

All documentation and project handover have been submitted

Clearance from all departments (IT, Finance, HR) has been obtained

Note: The 15-day timeline begins only after the employee has submitted all company assets and completed exit formalities in person.

11.2    Settlement Components

Full and final settlement includes:

Remaining basic salary for the last working month

Earned leave encashment (if applicable and not carried forward)

Any pending reimbursements or claims

Statutory gratuity (if applicable)

Minus any deductions (notice period buyout, asset damage, recoverable loans, tax dues)

11.3    Deductions from Final Settlement

The company may deduct from final settlement:

 Asset Damage: Up to 50% of replacement cost (or 100% for gross negligence or intentional damage)

 

 

.Notice Period Buyout: 2 months’ basic salary (if employee leaves without notice)

 Recovered Loans or Advances: Any outstanding company loans or advances

 Unpaid Dues: Any outstanding financial obligations to the company

 Tax Adjustments: Any TDS or tax adjustments as per government requirements

. Full & Final: Final amount pay according to Income tax deduction.

12.    Workplace Health, Safety, and Facilities

12.1    Health and Safety

The company is committed to maintaining a safe and healthy work environment.

Employees must report any safety hazards, accidents, or health concerns to the HR department immediately.

Compliance with all workplace safety guidelines is mandatory.

12.2    Workplace Amenities

Clean and functional workstations

Proper ventilation and lighting

Emergency exit and first-aid facilities

Restrooms and water facilities

Common areas for breaks and meals

12.3    Mental Health and Wellness

The company encourages employees to prioritize mental and physical well-being.

Employees may access employee assistance programs or wellness initiatives offered by the company.

Any mental health concerns should be discussed confidentially with the HR department.

13.    Data Privacy and Information Security

13.1    Personal Data Protection

All personal information of employees is protected and used solely for employment purposes.

Employees’ personal data will not be shared with third parties without consent, except as required by law.

Employees have the right to access their personal data and request corrections if needed.

13.2    Information Security

All employees must comply with company information security policies.

Strong passwords must be maintained for company systems and accounts.

 

. Public Wi-Fi should not be used for company work without a VPN.

Personal devices should not be used for company data storage without encryption.

Reporting any security breach or suspicious activity to the IT department is mandatory.

14.      Workplace Behaviour and Harassment Policy

14.1    Zero-Tolerance Policy

The company maintains a zero-tolerance policy against:

Sexual harassment

Gender-based discrimination

Bullying and intimidation

Racial or religious discrimination

Any form of harassment based on caste, creed, or personal characteristics

14.2 Reporting Mechanism

Any incidents of harassment or misconduct must be reported to the HR department or senior management immediately.

Employees can report concerns confidentially. The company will investigate all complaints fairly and impartially.

Retaliation against employees who report genuine concerns is strictly prohibited and may result in disciplinary action.

15.    Compliance with Applicable Laws

15.1    Statutory Compliance

This document and all employment relationships are governed by:

 

Industrial Disputes Act, 1947

Indian Labor Code, 2020 (or applicable state labour laws)

Payment of Gratuity Act, 1972

Employee Provident Fund Act, 1952

Employee State Insurance Act, 1948

Income Tax Act, 1961

Shops and Establishment Act (as applicable in Punjab)

15.2    Legal Jurisdiction

All disputes arising from employment shall be governed by the laws of India and will be subject to the exclusive jurisdiction of courts in Chandigarh, Punjab.

Policy Updates and Amendments

15.3    Changes to Policies

The company reserves the right to modify, update, or revise any policies in this document based on:

Changes in applicable laws and regulations

Business requirements and operational needs

Industry best practices and standards

15.4    Notification of Changes

All policy updates will be communicated to employees in writing. Updated policies will be effective from the date specified in the notification.

Employees’ continued employment constitutes acceptance of updated policies.

 

16.Resignation Acceptance Process

16.1 Firstly, the employee must request HR to fix a meeting regarding resignation discussion. After the meeting, the resignation may be accepted by the organization.

16.2 After resignation acceptance, the employee must submit a hard copy of the resignation letter in the office. Without submission of the hard copy, the organization will not consider the resignation process complete.

16.3 The notice period may vary from 45 days to 90 days as per company policy. The employee cannot decide the last working day on their own.

16.4 After completion of the notice period, within one week the company will provide all required documents, including:

• Full & Final Settlement Letter
• Character Certificate
• No Dues Certificate
• Other relevant documents
• Experience Letter

16.5 All pending payments will be cleared within the next 45 days after completion of documentation and clearance process.

17 Acknowledgment and Acceptance

17.1 Employee Declaration

I hereby acknowledge that I have read, understood, and agree to abide by all the terms and conditions outlined in this Joining Formalities Document. I understand that:

Breach of any policy may result in disciplinary action or termination.

I am responsible for adhering to all confidentiality and noncompete clauses.

I will maintain professional behaviour and always conduct. Company policies are binding upon my employment and extend beyond my tenure where applicable.

15.2      Sign-O

Employee Name: ___________________________

Employee Signature: ___________________________

Date: ___________________________

Employee ID (if applicable): ___________________________

Reporting Manager Name: ___________________________

Reporting Manager Signature: ___________________________

HR Representative Name: ___________________________

HR Representative Signature: ___________________________

Date of Joining: ___________________________

18.       Contact Information

For Policy Clari cations or Complaints:

HR Department Email: [hr@sprwork.com| amanjot@sprwork.com]

HR Department Phone: [+91-7087087175]

HR Manager: Aditi (Head Of the Department)

Company Address: SCO-2, Balaji Homes 2, Kurali, Punjab –

140103, India

 

Document Status: CONFIDENTIAL – For Internal Use Only

This document is the property of SPRWork Infosolutions Partnership firm and is strictly confidential. Unauthorized reproduction or distribution is prohibited.

This document serves as the primary reference for all employment-related policies and formalities at SPRWork Infosolutions Partnership Firm. All employees are required to keep a copy and refer to it throughout their employment tenure. This policy is effective from 15 July 2023.