HR Guidelines
Formal rules and procedures to set common grounds

With the start of new year i.e 2020 we redefined our HR guidelines with fresh & modern perspective. Few of the objective which we kept in our mind while reframing the HR guidelines are as below:

  • To promote Result-oriented work environment
  • To Unlink salary deduction from non-performance & attendance
  • To make team members focus on work instead of worrying about work timings.
  • Flexibility to work at any hour of the day for team members whose function permits that.

Before we dive into the HR Guidelines (Generally addressed as HR policies), let’s understand how we operate in general at IKIGAI.

We follow the OKR (Objectives & Key Results) methodology as a management style at Ikigai. We write an organization’s goal (in an OKR format) for the year and we split (slice) it down till individual/team level OKRs.

We believe in a result based work environment (ROWE). In a ROWE, each team member is 100% accountable and 100% autonomous. In a ROWE, no results = no job. It’s the workplace for adults. And it doesn’t discriminate. In a ROWE, accountability to measurable results is the only thing that is relevant and is non-negotiable.

Further, you will find answers to the most frequently coming queries at an HR desk:

What will be the Office Hours, Working Days?

We do not have an office hour concept. A team member decides what time works best for him.

Our office remains open for all 6 weekdays. From morning 8 AM till Night 11:00 PM. One can work at the time he/she is comfortable working.

Do you have 5-days a week culture?

We have something better than 5 days or 6 days a week culture. Instead of keeping strict time limits on every working day, we have kept it all open and flexible. As mentioned earlier, we strongly believe in results and not in the working days or timings.

To explain it in a simple way, the standard working hours we follow are 40 hours a week. But again, our members have freedom to decide the working hours on the days they want to work. For example, If a member is working 30 hours in this week then s/he will be able to adjust his/her rest of 10 hours in the next weeks of that month. At the end, your entire month’s attendance will be considered altogether and not of the weeks or days.

Is it flexible for the Sales & Success team?

For the Sales and Customer Success team, working hours are pre-decided based on the shift he/she is assigned. SalesHandy’s customers/users are located across the globe, hence for anyone working in a Sales or Customer Success team, they need to be available on assigned time to help them and make them successful.

But yes, while serving our customers we never forget to care about our members. For the one who are working in night shifts, we have asked them to work from their home after 9 pm everyday to avoid their late night travel and to make a double check on the safety measures. It will be half day office and the other half from their home. We will also be providing the system and the internet reimbursement.

There are 3 shifts i.e Morning (9 AM to 6 PM), UK (2 PM to 11: PM), US (4.30 PM to 2:30 PM with 2 hours of a break in-between for commuting back home and dinner).

Members working in day or evening shift will be working from office.

Do you allow remote work?

Yes, Team members are allowed to do remote work as well. That needs a pre-approval from the reporting manager. And your work must be permitted the same.

What if I am feeling sick or not healthy enough to work?

All team members are entitled to the 6 paid sick leaves every year. You can utilize those sick leaves.

More about sick leaves

You are allowed to have more than an annual quota of leave, if you have leave balances carried forward from previous years or if you are granted additional leave manually by your management.

Leave Accrual

While your annual quota is 6, you are not eligible to consume all of those leave right away. Leave accrue at regular intervals as defined below. Accrued leave balance is the leave available for you to consume at any time.

As per your leave plan, Sick Leave accrued Quarterly on 6th. So your leave quota of 6 leave will be accrued Quarterly at the rate of 1.5 days

At any given time, you are limited to apply for those many leaves that got accrued as of the date when a leave request is made and not on the future day for which leave is applied.

Ex:- If you are applying for leave on March 01 for leave on April 12th, leave accrued as of March 01 are considered.

Applying for a Leave

Sick Leave can be applied by you on your own or a manager can apply on your behalf.

You can apply for half-days.

Limitation while Applying for Leave

The following limitaions are reinforced that can prevent you from applying for a leave

  • For applying a leave duration of 1 or more days, you need to apply at least 0 calendar days before of which there have to be at least 0 working days
  • You can apply to leave for a past day, but not beyond 5 calendar days back.
  • Sick Leave requires comment while applying for leave
  • Sick Leave requires document proof if leave request exceeds 1 day

Limitation after joining

Your leave is available to consume 7 days after your joining date. While you may not be eligible to consume your leave during this period, your leave accrual happens as described in the previous section.

Leave balances at the end of the year (Dec 2020)

At the end of the leave calendar year which is (Dec 2020), the following policies apply.

All Leave balances get carried forward to the next year. Leaves can not be encashed during the exit.

Negative leave balances that may have accumulated for employees who have taken leave beyond their annual quota gets deducted from salary

What if I get an unexpected guest and I need to be with them?

All team members are entitled to the 12 casual leaves every year. You can take a casual leave on that day.

More about casual leave

You are allowed to have more than an annual quota of leave, if you have leave balances carried forward from previous years or if you are granted additional leave manually by your management.

Leave Accrual

While your annual quota is 12, you are not eligible to consume all of those leave right away. Leave accrue at regular intervals as defined below. Accrued leave balance is the leave available for you to consume at any time.

As per you leave plan, Casual Leave accrues Monthly on 7th. So your leave quota of 12 leaves will be accrued monthly at the rate of 1 day

At any given time, you are limited to apply for those many leaves that got accrued as of the date for which you are applying for leave. Ex:- If you are applying for leave on March 01 for leave on April 12th – 15th, leave accrued as of April 12th is considered

Applying for a Leave

Casual Leave can be applied by you on your own or a manager can apply on your behalf.

You can apply for half-days.

Limitation while Applying for Leave

The following limitations are reinforced that can prevent you from applying for a leave

  • For applying a leave duration of 5 or more days, you need to apply at least 4 calendar days before of which there have to be at least 4 working days
  • You can apply to leave for a past day, but not beyond 2 calendar days back.
  • Casual Leave requires comment while applying for leave
  • Casual Leave cannot be applied when in the notice period

Limitations after joining

Your leave is available to consume 7 days after your joining date. While you may not be eligible to consume your leave during this period, your leave accrual happens as described in the previous section.

Leave balances at the end of the year (Dec 2020)

At the end of the leave calendar year which is (Dec 2020), the following policies apply.

All Leave balances get carried forward to the next year. Leaves can not be encashed during the exit.

Negative leave balances that may have accumulated for employees who have taken leave beyond their annual quota gets deducted from salary

How many holidays do I get in a year?

Being in India, we generally have 12-13 publicly declared holidays in a year matching with different religious and important days of the country. For festivals like Uttrayan, Diwali, Raksha Bandhan, Dussehra which are celebrated more in Gujarat; our office remains closed. For the festivals which are religion-based like Christmas, Eid, Rathyatra, etc. we keep our office open and we call it Flexi holidays.

Leave dates and other details get conveyed to all team members at the beginning of the new calendar year and get effective from Jan. 1 every year.

What are the Flexi Holidays?

On those holidays one can come to the office and work. Compensatory off (Comp. off) leaves will be awarded on the prior approval of the reporting manager for those days. Awarded Comp off leaves can be used later.

Can I take 6-7 days of leaves together with holidays/weekoffs?

Yes abosolutely, you can. We do want team members to plan a rejuvenating vactions. Feel free there are no sandwich rules to ruin your plans.

Do I get a self-help portal to check my leaves balance or other stats?

In/Out Register has to be punched in while during the start and end of the day. All leave, attendance & penalties are managed automatically by an online HR Management Software named KEKA. All team members get a self-service portal wherein they can apply for leave, check the leave balance and company announcements or any other documents required.

What if I am expecting a child?

Maternity Leave of 6 months (Unpaid Leaves) can be availed by female team members. Basic Salary of 2 months would be awarded as a bonus. 1-month Basic Salary as a bonus in the first month of rejoining after leave plan. 1-month Basic Salary as a bonus after completion of 6 months after rejoining.

When should I expect an increment in my pay?

To encourage the performance of the deserving team members, we have an increment policy. After careful analysis, each team member has to fill up a self-appraisal form which should be revalued by the HOD of the concerned department to award increments to the team members. This will be applicable to those team members who complete 12 months of service with the organization.

What documents do I need to submit while joining?

During the joining, A newly joined team member has to submit the following documents.

  • Relieving letter (NA if no prior experience)
  • Experience letter (NA if no prior experience)
  • Copy of last three month’s salary slip (NA if no prior experience)
  • Two recent passport size photographs
  • Bank account details. i.e Account name, Bank Account Number, IFSC Code
  • Copy of address proof & Identity Proof (e.g. Passport, Driving license, Electricity/Telephone Bill, PAN card, Election Card etc.)

Original copy has to be submitted to HR for verification. You can take it back later on no need to keep it submitted. Scanned Copy has to be uploaded in the HRMS Software.

Few things newly joined team members need to know?

  • You will be issued an appointment letter within a period of 3 days to your joining.
  • You will be given a username and password for accessing software needed for your profile by the HR personnel.

A newly joined team member to know the core values we follow at Ikigai Infotech LLP

How secure is it to work at Ikigai?

It’s been more than 10 years since our founders have been into the Information technology business. We celebrated the 4th anniversary of SalesHandy last year with more than 2k paid users of SalesHandy. SalesHandy is Ikigai’s first and flagship product as of now. Very soon, Ikigai will be having one more baby product in the SaaS space.

Being an Ikigaian, we believe in value creation with calmness. We avoid VC funds with a mindset that our customer should fund our growth/business. We have successfully bootstrapped our first product; SalesHandy. Now, your salaries are paid by our customers i.e your work pays you.

What’s a pay day for Ikigaians?

Every team member gets paid latest by the 7th day of the month. It is our utmost priority that the pay day is never shifted from 7th to 8th day. We understand that many team members do have loans and other installments planned to be deducted on the 9th or 10th day.

When someone is fired?

Initial 3 months is treated as a probation period for any new joiners, during which the team member is being evaluated as a suitable fit for the position and the company. The new team member will be given consistent feedback and coaching to learn their new job and improve during the probationary period. At the end of the probation period (or possibly before that), the reporting manager will determine if the team member should be retained in the organization. This decision will be made by appraising the following criteria:

  • The skills, competencies, and knowledge of the team member on the job
  • The team member’s progress on given assignments
  • Their reliability, trustworthiness and other relevant personality characteristics of the team member
  • The team member’s relations and collaboration with subordinates, supervisors, and peers

Their progress will be documented whenever possible, and the decision to retain them will be at the supervisor’s discretion. If the situation where the reporting manager requires an extension to evaluate the performance of  new team members, probationary period can be extended to 1-2 more months.

Permanent team members

When a team member has completed their initial probationary period, they are granted permanent employment status. Once the team member is considered permanent in case of resignation, the team member has to serve the notice period of 8 weeks. Same way if the team member’s performance has been low consistently and not suitable for the organization, the team member gets a notice of 2 months to look for another opportunity.

Termination

Dismissal during the probationary period. If the team member is deemed unsuitable while on a probationary period, they may be terminated without the minimum prior notice. The termination of employment during this period may be for cause or without cause depending on the circumstances and the individual’s evaluation.

Team members may still have to be dismissed/terminated for various reasons (mostly misconduct or core values breach), after the end of the probationary period. In such a case, permanent team members will not be given a chance to serve the notice period.

What happens at the time of exit?

The exiting team member must submit his/her resignation in an email. The resignation must be approved by the Supervisor to whom he/she is tagged.

The resigned team member will be released from the services of the company only after the last working day has been approved by the respective Supervisor and on completion of the exit formalities. The notice period applicable to all team members is 30 days. No team member can apply for leaves during the notice period. If a team member is taking leave in this duration, the notice period can be extended depending on the number of leaves taken by the team member.

The full and final settlement i.e. the dues pending from the company to the team member will be credited to team member’s salary account within 30 days of the date of completion of the exit clearance formalities.

Team members leaving without intimation / leaving without settling dues

For any team member who is on unauthorized absence for a period of 10 calendar days, salary, expenses, and allowance will be withheld on receipt of notification from the concerned department. Such an team member will be sent a show cause notices advising to report for work within a stipulated period of time from the receipt of the notice to the last known address/permanent address or email or phone call. In case the team member fails to report he/she would be declared absconder forthwith, and his / her services with the company will be terminated. Further, access privileges would be withdrawn with immediate effect. This will include terminating e-mail access and withdrawal of access to Company premises.

The termination letter will be sent to the last known email address of the team member informing that his/her services have been terminated and that he/she should clear his/her dues.

The salary account of the exited team member will continue to remain active even after the full and final settlement is completed. However, the benefits associated with a corporate account will be withdrawn and the account will be converted to a personal savings account.

Relieving letter and work experience certificate will be given to the team member at the close of business hours of his/her last day with the Company, provided the exit clearances are completed and outstanding dues towards IKIGAI INFOTECH LLP are settled. The letters will be issued by the HR team on verification of completion of exit clearances including payment of any outstanding dues to the company and exit interview.

No relieving letter will be issued in cases where the company has issued a termination letter.

Conduct

Any act of indiscipline / misconduct / holding the company to ransom / creating union / any / unprofessional behavior in the organization cannot be tolerated by the company and can attract termination and immediate dismissal without any notice, costs or benefits.