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Aubergine is a team of positive thinking, ever learning and exploring a group of people always ready to accept the challenge and passionate for creating quality digital products for the global audience. It takes discipline to become a strong team. How to say ‘Aubergine’ Fun activity. How to say the company name? Now that you are a member of Aubergine, as Step 1, let us learn how to say the company name correctly. Please click here to learn how to say the company name (link: https://www.google.com/search?q=how+to+pronounce+aubergine&stick=H4sIAAAAAAA AAOMIfcRozS3w8sc9YSmjSWtOXmPU4eINKMrPK81LzkwsyczPExLlYglJLcoV4pXi5uJ MLE1KLUrPzEu1YlFiSs3jWcQqlZFfrlCSr1AA1JQP1JWqAFcDAGgn765dAAAA&pron_la ng=en&pron_country=gb&sa=X&ved=2ahUKEwjggfbiscfrAhWBzjgGHYo8AqYQ3eEDMA B6BAgDEAg&biw=1920&bih=926). Please practice it so it's not embarrassing in front of others that everyone in the team speaks their own Company name differently aubide_policy |
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Do try to change the pronunciation to 'Indian English/American/British' and notice the nuances. We fondly call ourselves Aubies ! Internet Usage Guideline In general, we do not have any restrictions on opening any sites but we expect our people to make use of the internet responsibly. Do not Download any kind of pirated content from the internet. Downloading any pirated software/media/content from torrents or any other source is a strict NO. Downloading or installing pirated software is strictly prohibited (even if it is your personal machine). Music streaming, in general, is not allowed as it may cause congestion in our network if the majority of our users start doing it, and we will not be able to use the office internet for professional meetings and will increase page load times for other users. However, it’s ok to listen to already downloaded music from your laptop/phone. Youtube/Video streaming is encouraged only for professional growth purposes aubide_policy |
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Social media usage is fine, but only as long as it is used to take a break and not become a regular distraction for your work. Responsible use is encouraged. Please do not connect your mobile phones to the office network. Please connect only if your work requires a Wifi connection. The gist is, the office internet is for professional use only and responsible use is encouraged and expected. Please speak to Sarthak/HR Manager in private if you have any concerns about the above and we will truly consider all inputs and try to justify our current decisions. aubide_policy |
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Attendance: A biometric reader is installed near the entrance door of the o ce. It is mandatory for everyone to punch it when you go out or come into the o ce. O ce Keys Management ● Office Keys are with the following people ● Key Holder's List - Safal Profitaire (link: https://docs.google.com/spreadsheets/u/0/d/1VKexDmMCZ3jCKG0u1e52gf0x1fpElSzo 4XFS0FovbIs/edit) ● There is one key that is a ‘floater’ key which will be used by the person locking the office last. If you are the last one to leave the office. ○ Please make sure all ACs, including ones in the conference room(s)/water cooler and all electrical appliances/lights are switched off before you leave. Do not switch off the network switches and network center. ○ Make an entry in the door open/lock register which is in a file at the door. After locking the door, please keep the keys safe with you. Next morning, please drop the keys in the rightmost drawer in the cabinet behind the receptionist’s desk aubide_policy |
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Please keep the key so that the person locking the door the next day will be able to use those keys. Using laptops and other resources ● Please treat office laptops with care like you would take care of your personal belongings. It is a costly piece of hardware and everyone is responsible for their own hardware. Reasonable wear and tear is acceptable. ● During monsoon, please take extra care to protect your devices by using proper protective materials like plastic bags that fully cover the laptop body. ● In case an employee reports theft of the device while it is in their possession, the company will file a complaint in the nearest police station so that the police can do the necessary steps to track down the thief and the asset. Employee’s cooperation will be required at such times to give enough information to the legal bodies to help with the incident and do whatever is required by the company and the legal bodies at that time aubide_policy |
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Even if an employee has resigned from their position from the company, if the theft happened during their period of employment at the office, the employee’s cooperation will still be required at such times. ● Once you resign and leave the company, you are not supposed to hold any company property in your possession and are supposed to deposit all the company’s belongings to the office admin and get a letter from him/her saying he has received all assets that were given to you. Office administrators will prepare such a letter with details of all 1 aubide_policy |
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assets(including model no./asset no. etc.). This letter will be signed by the employee and the administrator for the record. Employee Referral ● Team members are encouraged to refer their past colleagues/acquaintances/friends to job positions that are open at Aubergine. Here are the employee referral policies. ○ INR 40000, for candidates with 5+ years of experience ○ INR 20000, for candidates with 2+ years of experience ○ INR 10000, for candidates with 1+ years of experience ○ None, for interns/temporary positions/freshers. ● The referral bonus (minus taxes) will be transferred to the employee’s account in the salary cycle after the referred employee completes 3 months of full-time employment and the referral/referrer has not resigned from his/her position. ● Please disclose any relation you have with the person you are referring to. The company needs to know this aubide_policy |
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If you are referring to brother/sister/fiance/cousin/wife/someone with whom you are in a relationship, or any such close person to you, please mention it in your referral. We need full disclosure from all team members. Lunch and Break Time ● Lunchtime is about 30 mins between 12:30 - 2 PM in one of the conference rooms. The times suggested here are just for guidance. If you prefer a late/early lunch, please feel free to schedule it likewise. ● Lunch time is the time to bond between team members. Try having lunch with your team and even with other team members you may not be working on a regular basis. ● Break time has no specific rules as long as you are working for a minimum of 8 hours a day. ● Contact number of tiffin services: ● 99049 45267 - Vardhilal. ● 99249 63783 - Jigneshbhai, 90817 66910 - Minaben (Maa Shakti Tiffin) ● 87585 32112 - Prime Tiffin These are again for your help only. Feel free to order from elsewhere. Aubergine does not officially endorse anyone aubide_policy |
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Work from home(pre-pandemic) ● Time spent working from home is included in your working hours and your manager needs to be aware of it. 2 aubide_policy |
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● Work from home is a privilege that should be used sparingly as and when it is necessary to do. ● Please do not assume that it will always be granted. It will be on the management’s discretion and should not exceed more than 5-10% of the monthly time, in general. Taking help of Admin ● For any official print outs you can email to admin@auberginesolutions.com and he/she will be able to help you out. ● For any stationary or resource needs, you can directly contact admin. ● If something is not working or is found missed, bring it to the notice of the Admin or Management team. Submitting Documents for Accounts ● For claiming HRA (House Rental Agreement) you will need to submit a notarized house rental agreement and rent receipts will need to be submitted on a monthly basis to Admin. Internal Communication ● English is the first language that is preferred when you are in office. So try to have the habit of talking in English. ● Address each other with their First Name, even seniors/founders aubide_policy |
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● It is Mandatory to use Grammarly Plugin (link: https://chrome.google.com/webstore/detail/grammarly-for-chrome/kbfnbcaeplbcioakk pcpgfkobkghlhen?hl=en) for grammar checks of any communication. It is very important to install it right now. Please take a pause here and install the plugin immediately and make sure to correct the suggestions it gives in your content. ● Check Email Signature guidelines. ● Email Etiquettes. Please follow general email etiquette rules while communicating professionally. Please refer to this article. https://www.inc.com/business-insider/email-etiquette-rules.html ● Sharing sensitive Information with colleagues. ○ Never send passwords, usernames and urls in plain email. ○ Use services like https://onetimesecret.com/ to share any sensitive information and configure it to expire in 5-15 mins. While using such services also, never mention the URL, username and password in one place. 3 aubide_policy |
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Data Management ● Refer the Aubergine - Guideline to stay organized (link: https://docs.google.com/a/auberginesolutions.com/presentation/d/1f5IYpBdrB0fUZK_ VBIfAD7c6yrXFZDY0aICyyROQsvg/edit?usp=sharing) to keep your Google Drive organized. ● You are not supposed to take/copy any data owned by Aubergine Solutions or its direct or indirect clients by using any medium including (but not limited to) your personal pen drive, mobile, hard disk, cloud storage etc ● You are not supposed to download any data owned by Aubergine Solutions or its clients in any device that is not owned by the company. Any violation will be dealt with strictly. ● Email activities are closely monitored and alerts are sent to the management if any official email is forwarded to a personal email. Please keep all official conversations internal/external using only your Aubergine Email ID. ● Downloading emails using mail clients on machines not owned by Aubergine is prohibited aubide_policy |
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● Any violations to the rules, including but not limited to the above rules that violate NDAs of Aubergine Solutions with its clients is strictly prohibited. Meetings ● For any client meeting in person OR virtual, it is mandatory to be on time. In case of any change with being on time, clear communication needs to happen with all the attendees of the meeting. If you are running late due to unavoidable circumstances, please drop an apologetic note to all attendees and let them know that you will be late. ● For an in-person meeting, it is mandatory to dress appropriately in formal or semi-formal clothes. ● Medium of communication during the meetings has to be English. Only in a situation where the recipients are not able to understand English, then the priority should be given to ‘clear communication’ in whatever language they understand. ● Depending on the number of members in the meeting, you can conduct the meeting from your desk OR from any one of the conference rooms aubide_policy |
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● Take responsibility to initiate scheduling of meetings especially to assure you get unblocked with your doubts/questions and if you need necessary discussions about planning, decisions and approval. ● Schedule a meeting at least 24 hrs in advance so that recipients can get enough time to respond based on their availability. 4 aubide_policy |
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● Share relevant Doc, Slides, Sheet that you are going to refer during the meeting at least 12-24 hours before the meeting. This has to be done so that the recipients can go through it and keep their questions ready before the meeting and are not left with the mercy of instant reactions during the meeting. ● Go to Google Doc/Template Gallery/AubergineSolutions (link: https://docs.google.com/document/u/0/?ftv=1&tgif=d)and click on “Aubergine-Meeting Notes” to use the Meeting Notes Template ● After the meeting is over share Meeting Notes in the email along with the Google Doc link. In case, any point is missed out the recipients can add it themselves. Sharing Resources 01. Photos Do not use your aubergine google account or computers to store photos, music or videos other than those needed for work. 02. Library We have few books in our library which you can read. If you want to borrow it then please inform the Admin, which book you’re borrowing and return it safely in a week. 03 aubide_policy |
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Credentials Please use this when sharing any credentials/API Keys/passwords. Also, never put all info in one message or a link that you create using such tools. Just share it on another platform/channel. https://onetimesecret.com/ Locking the O ce for the day If you are leaving last, it is your responsibility to take care of these items. Please treat this as your home and make sure we do not invite any thefts. We are on the first floor and it is very easy for someone to climb a pipe and get in. Please treat this privilege responsibly and make sure these are done. Please make sure you do these *Without Fail* : 1. Switch off All ACs including common area and conf rooms. Please make sure the ACs are actually off after you turn off the button from the remote, because some of them respond very slowly. 2. Make sure all windows are closed including kitchen windows. 3 aubide_policy |
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Make sure both the shaft doors are closed and stopper locked from inside (one next to the TT table and one in the 'Grow' Conference room.) 5 aubide_policy |
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4. Close the glass door that only opens with the biometric scanner. 5. Lock the main door. Brand Guidelines and Templates Logo Files / Assets Here are a few documents you can use when representing Aubergine Aubergine Logo for print / social media you can refer this folder (link: https://drive.google.com/open?id=1_H324QJKRJqQW9nd3x_6ciojSncMobea) Note that this folder may not be accessible to everyone. Templates - Google Slides (Presentation) Use Aubergine - PPT - Black - Sample - Shared - Final (link: https://docs.google.com/presentation/u/0/?ftv=1&tgif=d) from Template Gallery for making presentation when you are going to use projector. Templates - Google Doc Is available in Google Sheet Template Gallery. Templates - Design Estimate Is available in Google Sheet Template Gallery. Templates - Development Estimate Is available in Google Sheet Template Gallery. Social Media and Email We recommend you to follow all of the below listed Aubergine Solutions Social Media Pages aubide_policy |
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Keep visiting on a regular basis. Do not comment on behalf of Aubergine Solutions on any Social Media. main company policy document link: https://docs.google.com/document/d/14eIt83wFvkMqeKN-LB9OQVgCANFm6XEJJi4OL6E-Cy4 /edit?usp=sharing 6 aubide_policy |
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Email ● Please follow guidelines posted here https://www.entrepreneur.com/article/272780 ● Steps to set an email signature: 1. Go to settings icon on the top right, and click on Settings 2. Navigate to the 'Signature' settings 3. Copy the following content - Name Designation Aubergine Solutions Pvt. Ltd (link: https://auberginesolutions.com/). Facebook (link: https://www.facebook.com/auberginesolutions/) | LinkedIn (link:https://www.linkedin.com/company/aubergine-solutions-pvt-ltd/) | Blog (link: https://medium.com/aubergine-solutions) | Work-Portfolio (link:https://www.behance.net/auberginesolutions)| Client-Testimonials (link:https://clutch.co/profile/aubergine-solutions) 4. Paste it in the signature text box, and change the name and designation. That's it! Please note that, let us not change the text size, style or the colour aubide_policy |
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Facebook ● Aubergine Facebook Page (link: https://www.facebook.com/auberginesolutions/) ● You can Like, Comment & Share Photos, Job Posts, Events, Medium Blogs etc that are posted on the page. ● Add rating and feedback based on your experience of working at Aubergine. Twitter ● Aubergine Twitter Page (link: https://twitter.com/auberginetweets) ● You can Retweet Photos, Job Posts, Events, Medium Blogs etc that are posted on the page. Linkedin ● Aubergine LinkedIn Page (link:https://www.linkedin.com/company/aubergine-solutions-pvt-ltd) ● Add Aubergine in your work experience. ● You can Like, Comment & Share Photos, Job Posts, Events, Medium Blogs etc that are 7 aubide_policy |
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posted on the page. Meetup ● Aubergine proudly hosts a lot of meetups on a regular basis. We are founders or two largest meetup groups of Ahmedabad. Make sure you are a member of these groups. ○ Ahmedabad Web and Mobile Developers Meetup (link:https://www.meetup.com/Ahmedabad-Web-and-Mobile-Developers-Meet up/) ○ Ahmedabad User Experience Designers (https://www.meetup.com/Ahmedabad-UX/) ● If you’ve a Meetup idea share it with your team and take initiative by becoming a speaker. ● If you know someone who is an expert on a topic and can become a speaker then we can request them to become a guest speaker. ● Schedule your Meetup at least 7 days in advance so that people get enough time to RSVP to join it aubide_policy |
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● Announcing the Meetup ○ The speaker needs to provide necessary write-up for social media about 3 weeks before the meetup to designers@auberginesolutions.com with these details: ○ Meetup Title ○ Meetup Description / Agenda ○ Who should attend ○ About the speaker ○ Date & Time ○ Reference image which represents the meetup topic (Make sure to use open source image, eg. pexels (link:https://www.pexels.com/), freepik (link:https://www.freepik.com/), unsplash (link:https://unsplash.com/). If not open source, make sure to give image credits. Check copyrights and terms and conditions before using.) ○ The responsible member of the design/dev team will create ● Meetup Event on the Meetup Group Page. ○ The responsible member of the design team will create ● Facebook Event with its Cover Photo ● WhatsApp Invite of the Meetup ● Everyone is encouraged to share it to as many people as you can using any or all of these mediums - Meetup, Facebook, Linkedin, Twitter, Whatsapp, Email. 8 aubide_policy |
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● As soon as the meetup date and time are finalized, the speaker needs to create an event in the calendar and invite everyone in the office to join the meetup. ● In case of inevitable circumstances like heavy rains, the speaker can decide about changing day/time and it is mandatory to inform all the members as early as possible about change / cancelling / rescheduling of the event. ● @Designers: Send an Email Invitation to designmeetup@auberginesolutions.com and designcircle@auberginesolutions.com in order to invite previous participants of Design Meetups and friends/clients that we have worked with. All designers are 'owners' of this 'email group' and can add more people to it after we have more contacts in future meetups. No one other than a designer should post on these emails. Only Design meetups should be sent to these emails. Medium ● Aubergine Medium Blog (link:https://medium.com/aubergine-solutions) ● Create an account in Medium if you do not have one aubide_policy |
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Become an author of this blog. ● We encourage you to write from your experiences. This is a platform to contribute to your industry and possibly create fans! :) ● Read blog posting and publishing guidelines here (link: https://docs.google.com/document/d/1gN64I5fJodd3RuTbPemymWN4UTwd89uEyf-5 3uUWNmI/edit?usp=sharing) WhatsApp ● Group Admins will add you in these groups once you share your contact number in the Aubergine Directory (link: https://docs.google.com/a/auberginesolutions.com/spreadsheets/d/1qJfaWA1MP-M3h pAWpKrHH245AZwCWGCGuQdqa-E20Hg/edit?usp=sharing). ● We have 3 groups on this App ○ Aubergine: for everyone ■ DO’s ● Share Meetup posts, greetings, funny posts etc ● Key holders - if you’re planning to come late the next day and if someone wants to take your set of office keys to come early aubide_policy |
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● Birthday Wishes ● Inform about a change of plan in the last moment (example: wear red and white color clothes to celebrate Christmas) ● Share events happening in the city where we can participate ● Inform if you are going to be late for some reason ■ DON’Ts 9 aubide_policy |
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● Don’t share any political/controversial post ● Good morning/evening posts ● Aubergine Designs: for designers ○ Quick Design review by the design team ○ Share events related to design ● Aubergine Engi-neerds: for engineers ○ Any geeky stuff or geeky jokes :) Behance ● Aubergine Behance Page (link: https://www.behance.net/auberginesolutions) ● Follow the page. Appreciate the work. ● We keep posting projects done at Aubergine on a regular basis. ● @Designers can participate in compiling projects that are eligible to be published here. Dribbble ● Aubergine Dribbble Page (link:https://dribbble.com/auberginesolutions) ● Follow the page. Like the work ● We keep posting interesting things done at Aubergine on a regular basis. ● @Designers can participate in coming up with shots to be published here. Blogging Content A few very important points as far as Blog content goes: ● The Company blog can be found at https://blog.auberginesolutions.com aubide_policy |
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We encourage our staff to blog about their learnings. ● The content needs to be original. ● The idea is to put original content and our experiences working with technology. It should not be pure theoretical information. ● If some articles/books were referred to create your blog, please do mention their sources in a section at the bottom titled \"References/Citations\". It is imperative to do this. ● We should not be charged with Plagiarism. Mentioning the source in references/citations negates those changes and also brings some credibility to the original author. Plagiarism is a serious offense for some cultures and unfortunately, India is not one of them. We need to have a global view as our audience is global and Plagiarism is definitely not okay. Please also submit a plagiarism check result along with your blog. 10 aubide_policy |
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● Please run the Grammarly (link: https://app.grammarly.com/) plugin for any grammar/spelling mistakes on the content and make sure it is free from grammatical errors. Please install the chrome plugin for Grammarly. ● Once published, please share it with your colleagues, let them know that you are a “subject matter expert” and earn bragging rights about your new expertise :) These are of utmost importance and these blog guidelines have to be adhered to at all times, no exceptions. Publishing an article Read blog/article posting and publishing guidelines here (link: https://docs.google.com/document/d/16byKwElVPoYCtgcym3DbpG8fbN8-flJNDuAx7S N-FOc/edit#) Backup Backup of data is usually managed by the Management team. You are strictly prohibited to take any backup in any of your personal devices. BuzzTime Twice a month we huddle up for some fun time to celebrate birthdays, work anniversaries and to welcome new joinees aubide_policy |
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We also arrange for important announcements, games, fun activities, learning sessions, and sometimes just chit-chat during this time. . Aubergine Ethos These Aubergine Ethos (link: https://docs.google.com/document/d/1idIME3OWkZ8anza56mn5ZGUSYVTb3rvyj3TV7 fE88s4/edit?usp=sharing) will make you a true Aubie. There will be a separate session that will take place where we walk you through each of these principles that we dearly need to follow. AC Temperature We have a company-wide standard temperature policy of 23 degrees and AC remotes will now not be under the control of individuals and only the office admin controls that . If that feels too hot or cold, let the Management know and we will be open to a 11 aubide_policy |
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change after checking the consensus. We want everyone to be comfortable. You are free to change your desk close to or away from the AC based on your preference based on availability. Please do not hide remotes so others cannot change the temperature. That is not very professional or considerate of your colleagues. Please do not bicker over temperature settings with your colleagues. It is difficult to satisfy everyone and adjustments for co-existence are encouraged. We will keep the remote accessible to only Turn it ON or OFF. Please do not change the temperature settings. Book Club We have monthly book club meets periodically, mostly once a month, where one of the readers can present a book review of a book they want to share with the team. It could be any kind of a book. Self-help, fiction, management, leadership, anything. The idea is to encourage reading and act as each-other’s support system and keep the reading habit going aubide_policy |
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The book will be pre-announced before the session and the invite will be sent by the speaker. Please ask the HR Manager (hr@auberginesolutions.com) to be added to bookclub@auberginesolutions.com email alias to get updates about the Book club. If interested, take a pause in reading this document and please do it right now, so this item is not missed. Developer Onboarding GitLab For those who do not know, we do have a Gitlab Account for Aubergine as a company,, for which only some people have access. This Account is mainly used for any new project started in the company. The purpose behind this is: 1. The URL of the repo has \"/auberginesolutions/\" mentioning as the repo Owner, in case when shared with clients. 2. This Account is always the primary owner and has all the rights for all the projects. 12 aubide_policy |
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3. All Projects remain under one hood. Please do not create a Repository under your name and then start a client project, without sharing it with some obvious team members. If you do that, it brings some serious access issues when people are no more part of the organization. The Ideal Gitlab setup Please make sure we follow the below steps for any future projects, if you are asked to create one: 1. You communicate to people who are authorized to create new projects under the Aubergine Gitlab Account. (For example Naitik, Sudip, Ravi, Hiren, Sarthak) 2. You mention the name of the Project. 3. You mention which people are needed to add in that Project, in future the Maintainer of the Project can do that. Points to be followed by one who is creating the Project (For example me, Sudip, Ravi, Hiren) : 1. Firstly, specify a proper name, for backend and frontend repositories, you would be the best judge here. 2. Make sure that everyone in the Members List is not given \" Maintainer \" rights. 3 aubide_policy |
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Always add sarthak@auberginesolutions.com as \" Maintainer \" to the project. 4. Do not forget to check the box mentioning \" Initialize repository with a README\". What to do for existing Projects? We can export them to this new repository, but for that, we need to list down all those projects which are not linked to this Aubergine Gitlab Account. New - Salary Structure 1. Keeping the same total gross salary, bifurcate the total amount into buckets that are eligible for certain tax deductions according to the Income tax laws. 2. Total gross income remains the same, while benefiting the employees by decreasing the net taxable income. 3. Company does not stand to benefit from any of these allowances. It is doing these in the spirit of helping the team members optimize their tax payments. 4. We have added Two new components in the salary structure 1. Telephone Allowance 2. Meal Allowance 13 aubide_policy |
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Resignation Process/Termination of Employment: You may terminate your employment with the Company, without any cause, by giving no less than two month's (60 calendar days) prior notice or salary for unsaved period, left after adjustment of pending leaves, as on date. During your notice period your salary payment shall be on hold and will be paid to you as part of your F&F (Full and Final Settlement) along with your balance paid leaves encashments(if any). Failure to serve the entire notice period shall be in violation of this agreement and the company shall not be liable to provide relieving documents and pay any pending salaries or full and final settlements. You understand that any referral bonus, persistency / retention bonus or any other such discretionary bonuses will be forfeited and not be paid once your notice period starts . 14 aubide_policy |
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Festival Leave Policy Festival leave policy document link: https://docs.google.com/document/d/10PhLnYlwJVEkIb3 aHwMLDueGrUhNi3KwUJ3ZlhALo50/edit?usp=sharing Festival Leaves The management team of Aubergine Solutions Pvt Ltd has decided to grant you two festival holidays of your choice from the declared 10 holidays that are mentioned on Keka. We do not want anyone to miss their important festivals. Hence, you may take two festival holidays of your choice out of 10 that are declared on Keka. Total 10 festival holidays will remain the same. Those will be bifurcated as 08 + 02 . This policy is applicable from 01st August 2021. Procedure to opt for two festival leaves of your choice: 1) You need to communicate three weeks in advance for the date that you wish to take leave for by email to your team leader. 2) You will also need to mention in email against which holiday you will be taking this leave from the Keka holiday list festival_leave_policy |
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Example: If you take the leave on “Gudi Padwa” which is not in the calendar as per Keka so you need to mention that you will compensate for that by working on “ Bhai Dooj”. So, ideally you can avail the leave for Gudi Padwa and work for the same on Bhai Dooj. 3) Also you need to loop in hrteam@auberginesolutions.com and admin@auberginesolutions.com in the same email 4) The date you are taking the leave please set up the reminder of Out of Office so that your clients and team are aware of the same. (This is mandatory) 5) 15th Aug, 26th Jan, 25th Dec are not swappable. 6) Don't forget to drop email to your team and inform them prior that you will be on leave. This will help them to know that you are on leave. 7) Festival leaves cannot be exchanged with holidays falling on Saturday and Sunday. 8) For any queries, reach out to hr@auberginesolutions.com (Rachna) so that she can assist you further. Page 1 of 2 © Copyright of Aubergine Solutions Pvt. Ltd. festival_leave_policy |
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9) Swapping with another festival is the purpose of this facility and shall be only used to swap the company-declared festival leave with another festival e.g. swapping Christmas with Janmashtami. Swapping with a non-festival date is not within the scope of this policy and will not be permitted. For such a leave, please utilize your leave balance. Page 2 of 2 © Copyright of Aubergine Solutions Pvt. Ltd. festival_leave_policy |
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Leave Policy This document includes your Leave policy Compiled on 17th Nov, 2022 by Rachna Lulla This document may be modified, revised and you will be informed via HR Manager for the same if any changes take place. The term ‘Aubie’ used in the document means an employee of the Company Aubergine Solutions Pvt Ltd. This policy is applicable from 01st January 2022. Eligibility To apply for a leave of absence, you must be a salaried team member. Interns, temporary employees, individuals who perform services as a contractor to Aubergine Solutions Pvt Ltd are not eligible to participate in this policy. You can take 7 consecutive working day leaves at maximum, with an advance planning of 1 month in advance. This is to maintain business continuity for Aubergine and Clients. At any point in time, an Employee may not be absent for more than 12 calendar days(at max 12). (including weekends and public holidays) leave_policy |
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Before making any travel plans or doing any bookings, please make sure that your leaves are approved. It is imperative that this is followed as the Company will not be responsible for any loss due to cancellation of bookings due to rejection of leave requests. The Company has to make sure in some cases to maintain business continuity and overlapping leave requests of colleagues that can affect the same client may be denied. Please make sure that the leaves are planned accordingly and does not cause disruption to the business operations of Aubergine or the Client. The Management’s decision in such matters will be final as the interests of Aubies, Clients and the Company have to be balanced. The Employee needs to make sure that the leave is approved before going on a leave. If it is not approved, they need to get it approved by their project leads. Getting your leaves recorded in the leave management system on Keka is mandatory leave_policy |
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Going on a leave and not getting it recorded in the system is a violation of the company policy and management may initiate strict action against the Employee and the Approver. Make sure to install the Keka mobile app on the phone to be able to do this while away from the computer. Page 1 of 4 © Copyright of Aubergine Solutions Pvt. Ltd. leave_policy |
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1. National / Festival holidays: In keeping with the National and Festival Holidays Act, Aubies will be paid 10 days per calendar year as holidays. This will be as-per a pre-published holiday calendar as published in Keka. Any holidays falling on a weekend will not be compensated with another day or won’t be swappable for another festival. For further information, Aubies can access Festival Leave Policy: Festival Leave Policy 2. Paid Leave : You will be entitled for 12 days of paid leave in a calendar year. Please note one PL will be credited every month. Leave s will accumulate till it reaches 15 paid leave after which, it will stop accumulating. This is so that Aubies are encouraged to take regular breaks rather than working consecutively without any leaves and risking burnouts. The leave encashment as per the leave encashment policy on basic salary will only happen when you resign and paid alongwith the Full and Final settlement. Accumulated Paid leaves will never lapse leave_policy |
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TOTAL PL IN A CALENDAR YEAR CREDITED EVERY MONTH 12 1 3. Sick Leave: You will be entitled to 4 sick leaves in a calendar year . Four sick leave will be credited to your sick leave account in Keka at the start of the year. Aubies availing sick leave must inform their manager no later than the time they are scheduled to start work that day. Any sick time off taken in excess of a team member's sick time can be availed from vacation leave/ paid leave on prior approval. Upon termination of employment, any remaining balance of sick leave shall not be encashed to the exiting team member. Leaves will accumulate till it reaches 5 sick leaves after which, it will stop accumulating. Accumulated Sick leaves will never lapse. Total Sick Leave (Credited at Start of the Calendar year) 4 4. Vacation Leave: Aubies will be provided with 4 days of Vacation Leaves every calendar year . Any unused vacation leaves will lapse at the end of every calendar year leave_policy |
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The approval and scheduling of such time off will be subject to prior Manager Approval and business needs. Upon termination of employment, any remaining balance of vacation leave shall not be encashed to the exiting team member. This leave will be credited at the start of the year. Any unused vacation leave will lapse at the end of every calendar year i.e. Dec 31st of every year. Total Vacation Leave (Credited at the start of the Calendar year) Page 2 of 4 © Copyright of Aubergine Solutions Pvt. Ltd. leave_policy |
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4 5. Paternity Leave: All eligible Aubies (both part-time and full-time) can request paternity leave. We will approve all requests for paternity leave in case of birth or adoption of a child. Eligible Aubie may take their paternity leave of three days within the first one month of the birth or adoption of their child. You need to inform the HR Manager two weeks prior before the birth of your child. Also, you may request HR Manager to grant you paternity leave in Keka by dropping email and CC your team leader or your reporting authority. Please note this will be paid leave and no compensation will be deducted from your salary. Total Paternity Leave 3 6. Maternity Leave : This is applicable to team members who give birth to a child or adopt a child (if the child adopted is below 3 months of age) . To avail the maternity leave benefit you need to have completed at least one year with the organization. You can avail 26 calendar weeks of maternity leave leave_policy |
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This leave is applicable for both birth or adoption of the child (limited to 2 children). You may start your leave up to eight (08) calendar weeks before the expected date of delivery. If you have not started your leave prior to the delivery date, the maternity leave will start from the day the child is born. In the case of an adopted child, maternity leave starts from the day the child is adopted and handed over to you. The twenty-six (26) calendar weeks are inclusive of any rest days, weekends, off days, shutdown days and public holidays etc. Maternity leave would begin on the date requested by you and must be taken in one continuous block. You can submit your application for maternity leave on Keka along with your doctor’s certification of the expected date of delivery or relevant document for adoption, at least 60 days before the start date of your maternity leave leave_policy |
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You will be expected to join the company in a full-time role after your maternity leave is complete and continue that employment for 1 full year after that. In the event of failure to do so, the company has the right to recover the salary paid in full from you during your maternity leave period(including any taxes paid on your behalf). By taking the maternity leave, you are agreeing to this clause. Salary will be paid to you once you return back to work after your maternity break. Maternity Leave 26 weeks Page 3 of 4 © Copyright of Aubergine Solutions Pvt. Ltd. leave_policy |
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7. Leave without Pay (LWP) : All Aubies are eligible for leave without pay described below at the discretion of the aubie’s ground business leader after taking into account client service needs, office operations and any other such factors that impact the business. Aubergine will make every effort consistent with good business practice to grant requests for such unpaid personal leave. However, there may be situations where it cannot be granted due to client service or business needs. In order to participate in any of the leaves below you must first exhaust any paid, vacation or sick leaves you have in the bucket. During the period of LWP, Aubies will not receive any compensation. Frequently asked questions: 1) How will PL encashment calculation take place? Ans: PL calculation will be done on your basic salary divided by 30 multiply by the number of PL pending leave_policy |
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Example: If your basic salary is 13300 and number of PL pending are 3, your leave encashment will be as follows: Encashment amount= 13300/30*3=1330 2) If I take a Leave without pay, how much of my pay will be deducted? Ans: If you take a leave without pay for 15 calendar days or less than 15 calendar days(10 workings days or less), then the pay deduction will be (Gross salary/30)*No of working days. If you take a leave without pay for 15 consecutive days or higher, the loss of pay will be considered based on No. of calendar days as we consider a single day’s pay to be (Gross Pay/30). I.e. if you were absent from Jan 7, 2022 to Jan 24, 2022, then it will be a loss of pay for 18 days i.e. (Gross Pay/30)*18. Page 4 of 4 © Copyright of Aubergine Solutions Pvt. Ltd. leave_policy |
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POSH Policy (Prevention of Sexual Harassment) Applicability This policy is applicable to both male and female employees at Aubergine Solutions Pvt Ltd. Posh policy document link: https://docs.google.com/document/d/1ndUQyp3Dz_NudHBPPhKfDAFplx7iQM2krHes KQcIj6Q/edit?usp=sharing 1. COMMITMENT: Aubergine Solutions India Private Limited is committed to provide a work environment that ensures every employee is treated with dignity and respect and afforded equitable treatment. The Company is also committed to promoting a work environment that is conducive to the professional growth of its employees both male and female and encourages equality of opportunity. The Company will not tolerate any form of sexual harassment and is committed to take all necessary steps to ensure that its employees are not subjected to any form of harassment. 2 posh_policy |
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PURPOSE AND SCOPE: Purpose of this policy is to provide protection against sexual harassment of women at workplace and the prevention and redressal of complaints of sexual harassment and matters related to it. This policy extends to all employees including individuals coming to the workplace for employment or for any other purpose whatsoever including but not limited to visitors, vendors, contractual resources, secondees and applies to any alleged act of sexual harassment against persons at workplace, whether the incident has occurred during or beyond office hours. Page 1 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA. Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA. hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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This policy does not prevent any aggrieved person from taking recourse to law of the land. 3. DEFINITIONS: 1) “Aggrieved Individual” means in relation to a workplace, a person, of any age, whether employed or not, who alleges to have been subject to any act of sexual harassment by the respondent and includes contractual, temporary employees. 2) “Internal Committee” means and includes an Internal Complaints Committee. 3) “Member” means a member of the Internal Complaints Committee. 4) “Presiding Officer” means the presiding officer of the Internal Complaints Committee. 5) “Sexual Harassment” includes may be one or a series of incidents involving unsolicited and unwelcome sexual advances, requests for sexual favours, or any other verbal or physical conduct of sexual nature posh_policy |
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Sexual Harassment at the workplace includes: ● unwelcome sexual advances (verbal, written or physical), ● demand or request for sexual favors, ● any other type of sexually-oriented conduct, ● verbal abuse or ‘joking’ that is sex-oriented, ● any conduct that has the purpose or the effect of interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment and/or submission to such conduct is either an explicit or implicit term or condition of employment and or submission or rejection of the conduct is used as a basis for making employment decisions. Page 2 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA. Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA. hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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6) “Workplace” means ● All offices or other premises where the Company’s business is conducted. ● All company-related activities performed at any other site away from the Company’s premises. ● Any social, business or other functions where the conduct or comments may have an adverse impact on the workplace or workplace relations. 4. RESPONSIBILITIES REGARDING SEXUAL HARASSMENT: All employees of the Company have a personal responsibility to ensure that their behavior is not contrary to this policy. All employees are encouraged to reinforce the maintenance of a work environment free from sexual harassment. 5. COMPLAINT MECHANISM: If any individual believes that he/she has been subjected to sexual harassment, such Individual may file a written complaint with any member of the committee or send an email to posh@auberginesolutions.com, within three(3) months from the date of incident and in case of series of incidents, within a period of three(3) months from the date of last incident. 6 posh_policy |
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COMPLAINTS COMMITTEE: The Company has instituted an Internal Complaints Committee for redressal of sexual harassment complaint (made by the victim) and for ensuring time bound treatment of such complaints. Initially, and till further notice, the Internal Complaints Committee will comprise of the following members out of which at least one member will be of the same gender as that of the complainant: Page 3 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA. Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA. hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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Serial No Name Designation Email Id 1 Bhakti Dudhara Presiding Officer bhakti@auberginesolutions.com 2 Drashti Bhutani Member drashti@auberginesolutions.com 3 Krutik Bhavsar Member krutik@auberginesolutions.com 4 Nehali Shah Member nehali@auberginesolutions.com 5 Payal Wadhwani Member payal@auberginesolutions.com 6 Lawyer/ NGO Member External Member - The Complaints Committee is responsible for: ● Investigating every formal written complaint of sexual harassment ● Taking appropriate remedial measures to respond to an substantiated allegations of sexual harassment ● Discouraging and preventing employment-related sexual harassment. 7. PROCEDURES FOR RESOLUTION, SETTLEMENT OR PROSECUTION OF ACTS OF SEXUAL HARASSMENT: The Company is committed to providing a supportive environment to resolve concerns of sexual harassment as under: 7. 1 Resolution Options Page 4 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA posh_policy |
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Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA. hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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When an incident of sexual harassment occurs, the victim of such conduct can communicate their disapproval and objections immediately to the harasser and request the harasser to behave decently. If the harassment does not stop or if the victim is not comfortable with addressing the harasser directly, the victim can bring their concern to the attention of the Complaints Committee for redressal of their grievances. The Complaints Committee will thereafter provide advice or extend support as requested and will undertake prompt investigation to resolve the matter. 7. 2 Complaints: ● An employee with a harassment concern, who is not comfortable with the informal resolution options or has exhausted such options, may make a formal complaint to the Presiding Officer of the Complaints Committee constituted by the Management posh_policy |
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● The complaint shall have to be in writing and can be in the form of a letter, preferably within 15 days from the date of occurrence of the alleged incident, sent in a sealed envelope. Alternatively, the employee can send a complaint through an email. The employee is required to disclose their name and department that they are working in, to enable the Presiding Officer to contact them and take the matter forward. ● The Presiding Officer of the Complaints Committee will proceed to determine whether the allegations (assuming them to be true only for the purpose of this determination) made in the complaint fall under the purview of Sexual Harassment, preferably within 30 days from receipt of thecomplaint. ● In the event, the allegation does not fall under the purview of Sexual Harassment or the allegation does not constitute an offence of Sexual Harassment, the Presiding Officer will record this finding with reasons and communicate the same to the complainant posh_policy |
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● If the Presiding Officer of the Complaints Committee determines that the allegations constitute an act of sexual harassment, he/ she will proceed to investigate the allegation with the assistance of the Complaints Committee. Page 5 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA. Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA. hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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● Where such conduct, on the part of the accused, amounts to a specific offense under the law, the Company shall initiate appropriate action in accordance with law by making a complaint with the appropriate authority. ● The Complaints Committee shall conduct such investigations in a timely manner and shall submit a written report containing the findings and recommendations to the Director & Head HR as soon as practically possible and in any case, not later than 90 days from the date of receipt of the complaint. The Director & Head HR will ensure corrective action on the recommendations of the Complaints Committee and keep the complainant informed of the same. Corrective action may include any of the following: ● Formal apology ● Counseling ● Written warning to the perpetrator and a copy of it maintained in the employee’s file. ● Change of work assignment / transfer for either the perpetrator or the victim posh_policy |
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● Suspension or termination of services of the employee found guilty of the offense ● In case the complaint is found to be false, the Complainant shall, if deemed fit, be liable for appropriate disciplinary action by the Management. 8. CONFIDENTIALITY: The Company understands that it is difficult for the victim to come forward with a complaint of sexual harassment and recognizes the victim’s interest in keeping the matter confidential. To protect the interests of the victim, the accused person and others who may report incidents of sexual harassment, confidentiality will be maintained throughout the investigatory process to the extent practicable and appropriate under the circumstances. Page 6 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA. Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA posh_policy |
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hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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9. ACCESS TO REPORTS AND DOCUMENTS: All records of complaints, including contents of meetings, results of investigations and other relevant material will be kept confidential by the Company except where disclosure is required under disciplinary or other remedial processes. 10. PROTECTION TO COMPLAINANT / VICTIM: The Company is committed to ensuring that no employee who brings forward a harassment concern is subject to any form of reprisal. Any reprisal will be subject to disciplinary action. The Company will ensure that the victim or witnesses are not victimized or discriminated against while dealing with complaints of sexual harassment. However, anyone who abuses the procedure (for example, by maliciously putting an allegation knowing it to be untrue) will be subject to disciplinary action. 11 posh_policy |
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CONCLUSION: In conclusion, the Company reiterates its commitment to providing its employees a workplace free from harassment/ discrimination and where every employee is treated with dignity and respect. Page 7 of 7 Aubergine Solutions Pvt. Ltd. Regd. Office 303, Ratnaakar Caledonia, Off Prernatirth Derasar Road, Ahmedabad-380015, Guj., INDIA. Branch Office B3/FF, Safal Profitaire, Corporate Road, Prahladnagar, Ahmedabad-380015, Guj., INDIA. hello@ auberginesolutions .com www.auberginesolutions.com Cell +91 909 997 7073 / 909 996 3392 CIN U72200GJ2013PTC077236 posh_policy |
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1 Reimbursement Policy This document highlights our business expense policy defining eligible expenses as well as the process for receiving reimbursement. Reimbursement policy document link: https://docs.google.com/document/d/1DyW_8iRq-VTqf3BMEH0bJrqD-mbvV wmSbS_N0DYcyyk/edit?usp=sharing Employee Reimbursement Policy As an employee of Aubergine, you may sometimes purchase items or services that are work-related. In many cases, we will reimburse you in part or in full. Our business expense policy defines eligible expenses as well as the process for receiving reimbursement. The Policy Aubergine is committed to providing for the work-related needs of its employees. Where applicable, Aubergine will directly pay for items or services on behalf of employees. Upon written approval from the management, Employees who spend their own money for work-related items or services and can provide adequate proof of their spending within 30 days will be eligible for partial or full reimbursement reimbursement_policy |
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Please make sure to get prior written approval before making any expenditures on behalf of the company. Getting oral/verbal approval is not enough. Please make sure the approval is in writing (email). If in case a written approval is missing, your reimbursement will not get approved. The Scope This policy applies to all full-time and part-time employees and interns. Expenses incurred by independent contractors will be reviewed on a case-by-case basis. And all general guidelines remain the same for independent contractors. Reimbursable expenses Aubergine will reimburse employee expenses that are related to: ● Business travel and accommodation ● Local transportation at client office ● Conferences, education, and training ● Office supplies ● Approved work-related outings, meals, or entertainment* Page 1 of 6 © Copyright of Aubergine Solutions Pvt. Ltd. reimbursement_policy |
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2 *These expenses must be approved in writing prior to purchase to guarantee reimbursement. If your manager or HR does not deem them appropriate or necessary for work, the expense will not be reimbursed. Please ensure that the flight and room tariffs that one is planning to freeze are approved in advance. Do not make bookings in absence of pre-approval of expenses to be incurred including amounts. If you are at any time unsure about whether an expense can be reimbursed, always ask your HR reimbursement_policy |
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Non-reimbursable expenses Aubergine will not reimburse the following expenses: ● Any non-work-related personal purchases ● Lost personal property ● Unauthorized upgrade on a flight, accommodation, or other service ● Expenses incurred by spouses or other non-employees ● Meals or entertainment during unauthorized business meetings ● Fines incurred while driving a company vehicle due to violation of traffic rules Invoicing Always make sure to get the invoice in the company name with the Full address, its GSTIN clearly mentioned. These details should match word-for-word in the vendor’s invoice . If we are no longer at the below address, please confirm with the office administrator first about the correctness of this address . Aubergine Solutions Pvt Ltd, B3/First Floor, Safal Profitaire, Corporate Road, Prahlad Nagar, Ahmedabad- 380015. GSTIN: 24AAMCA0973D1ZW Page 2 of 6 © Copyright of Aubergine Solutions Pvt. Ltd. reimbursement_policy |
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3 Important note : Failure to get the invoice in the correct form will mean that the company will not be able to reimburse the GST-related charges from the invoice, so please make sure to get that done correctly. Reimbursement procedure ● Keep all original receipts for reimbursable expenses. ● Upload a clear copy of each receipt for reimbursement filing to Keka within 15 calendar days. ● Make sure the date of the expense is accurate. ● Select the appropriate category for the expense (i.e. advertising, IT, office supplies, travel, recruiting, or entertainment.) ● Note: All meals go in the entertainment category ● Write any additional notes or details of the expense Failing to meet any of these requirements will delay or cancel your reimbursement. The above list is not exhaustive. If you are at any time unsure about whether an expense can be reimbursed, always ask your HR reimbursement_policy |
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Training / Course Related Reimbursement ● Any expense the org does on an individual's behalf on training / course material is made with an intention to boost personal and organizational growth. ● Withholding this spirit, if someone resigns prior to completing 6 months post training completion, it is expected that the amount spent on the training will be deducted from the Full & Final settlement on a pro-rata basis. E.g. If the Company is spending INR 6000 on training and within the next 3 months if someone resigns post completing of the training, the amount deducted from Full & Final settlement will be INR 3000 Travel Reimbursement Policy Authorization for Travel /Visa expenses Page 3 of 6 © Copyright of Aubergine Solutions Pvt. Ltd. reimbursement_policy |
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4 ● The director and the department manager must authorize via an email all travel (including airfare, train fare, hotels, and any miscellaneous expenses) for business purposes. Any expenses made without a written approval may be denied, so please make sure to get the approvals before booking the tickets and/or applying for a Visa and paying fees for it. GST Invoices for travel ● All Airfare and train fare needs to have a GST invoice with the Company GSTIN number added to the invoice. Please do not book any tickets without any GSTIN Information. Please book all company air-travel via the company's Make My Trip account to get this done correctly. No Exceptions on this policy. If you do not have “Aubergine” Make My Trip account, please get in touch with admin@auberginesolutions.com. Using personal vehicles ● Employees who are required to use their own vehicle while on company business shall be reimbursed on the basis of a claim according to a per kilometer traveled rate reimbursement_policy |
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The shortest distance shown by google maps for travel between two places will be considered for reimbursement. Daily Allowance ● Please discuss your daily allowance that is sanctioned by the management for expenses like intra city travel, food, etc. before your trip. Calculating the distance when employee’s vehicle is used ● Reimbursement is only for distance travelled from the office to the destination and from the destination to the office. ● Two round-trips within the city are not covered for reimbursement. This is applicable when you do not come to the office but go to a client’s office for the whole day and come back home for example. This is because the company anyway does not reimburse for travel to and from the employee’s home to the company office. If the employee goes from his/her home to the client office and back, then those trips are not eligible for reimbursement reimbursement_policy |
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Documenting the travel distance for reimbursement ● Add your travel distance details in this sheet Page 4 of 6 © Copyright of Aubergine Solutions Pvt. Ltd. reimbursement_policy |
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5 ● This is a shared sheet so please do not tamper this sheet Reimbursement rate ● 1.5 times your fuel expense (2/4 wheeler) ● Distance will me measured by Google Maps directions for indicative costs Ride sharing ● Sharing is encouraged and should be done as much as possible. In such cases, the senior member will be responsible to make sure that is done and will be compensated for the ride as the rate mentioned above. ● If team members have not shared their ride and end up asking for reimbursement on an individual basis for a common destination/goal, then the trip cost reimbursed shall be made only for the minimum number of vehicles which could have accommodated all the team members. The reimbursed cost can then be equally divided among the team members. (For example, A & B went to Destination D for the same meeting on two different vehicles. The reimbursed cost will be only made for one vehicle reimbursement_policy |
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It is up to A & B to then divide the cost amongst themselves.) Other Transportation ● For travel by other means than a personal automobile, the company shall pay the equivalent of an economy class fare (auto rickshaw, air, train or bus) and, in the case of an automobile rental, the “compact” rate.. This will require explicit approval before taking up any mode of transport other than your personal vehicle. Page 5 of 6 © Copyright of Aubergine Solutions Pvt. Ltd. reimbursement_policy |
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6 ● Receipts - Hard-copy and original Receipts are required for claiming all kinds of travel expenses. If the receipts are not provided, the expense may not be approved and the employee will stand to bear them. Auto-rickshaw/road-side eatery, etc. expenses can be considered exempt from this policy, but still need to provide a narration in the expense voucher for the particular expense. In the case of Auto rickshaw, the points of travel (To and From). Even if they are to be reimbursed by the client later, they are required to be submitted. If the client decides to demand the receipts, Aubergine is liable to provide those and we will have to source them from the employees who made those expenses. If the client has provided a ‘Stipend’ policy on reimbursements, still all receipts need to be preserved. The ‘Stipend’ policies are just in place to make sure to provide a guide to the upper limit of expenses allowed and does not mean that the requirement of an expense receipt is waived reimbursement_policy |
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Our company is an audited company and any unaccounted expense without a receipt is subject to a lot of scrutiny in internal as well as external audits. The company ultimately has to bear the expenses without them being accounted for and hence receiving each receipt is mandatory. This policy is subject to change with time. The rules mentioned here are for guideline purposes and management reserves the rights to take decisions on a discretionary basis. Page 6 of 6 © Copyright of Aubergine Solutions Pvt. Ltd. reimbursement_policy |
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TRAVEL POLICY travel policy document link: https://docs.google.com/document/d/1NekUqbKWKmBBhtMoo5D9VC9M3pfHhqVkEg 6q62OFctA/edit?usp=sharing The policy will be effective from 1st February 2017 for all employees of Aubergine Solutions Pvt. Ltd. ● Authorization for Travel /Visa expenses- The director and the department manager must authorize via an email all travel (including airfare, train fare, hotels, and any miscellaneous expenses) for business purposes. Any expenses made without a written approval may be denied, so please make sure to get the approvals before booking the tickets and/or applying for a Visa and paying fees for it. ● GST Invoices for travel: All Airfare and train fare needs to have a GST invoice with company GSTIN number added to the invoice. Please do not book any tickets without any GSTIN Information. Please book all company air-travel via company’s Make My Trip account to get this done correctly. No Exceptions this policy travel_policy |
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● Using personal vehicles - Employees who are required to use their own vehicle while on company business shall be reimbursed on the basis of a claim according to a per kilometer traveled rate. The shortest distance shown by google maps for travel between two places will be considered for reimbursement. ● Calculating the distance when employee’s vehicle is used ○ Reimbursement is only for distance travelled from the office to the destination and from the destination to the office. travel_policy |
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○ Two round-trips within the city are not covered for reimbursement. This is applicable when you do not come to office but go to a client’s office for whole day and come back home for example. This is because the company anyway does not reimburse for travel to and from the employee’s home to the company office. If the employee goes from his/her home to the client office and back, then those trips are not eligible for reimbursement. ● Documenting the travel distance for reimbursement ○ Add your travel distance details in this sheet ○ This is a shared sheet so please do not tamper this sheet ● Reimbursement rate ○ Rs. 4 per kilometer in case of a 2 wheeler ○ Rs. 8 per kilometer in case of a 4 wheeler (only for leads and managers) ● Ride sharing ○ Sharing is encouraged and should be done as much as possible. In such cases, the senior member will be responsible to make sure that is done and will be compensated for the ride as the rate mentioned above travel_policy |
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○ If team members have not shared their ride and end up asking for reimbursement on an individual basis for a common destination/goal, then the trip cost reimbursed shall be made only for the minimum number of vehicles which could have accommodated all the team members. The reimbursed cost can then be equally divided among the team members. (For example, A & B went to Destination D for the same meeting on two different vehicles. The reimbursed cost will be only made for one vehicle. It is up to A & B to then divide the cost amongst themselves.) ● Other Transportation - For travel by other means than a personal automobile, the company shall pay the equivalent of an economy class fare (auto rickshaw, air, train or bus) and, in the case of an automobile rental, the “compact” rate.. This travel_policy |
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will require explicit approval before taking up any mode of transport other than your personal vehicle. ● Receipts - Hard-copy and original Receipts are required for claiming all kinds of travel expenses. If the receipts are not provided, the expense may not be approved and the employee will stand to bear them. Auto-rickshaw/road-side eatery, etc. expense can be considered exempt from this policy, but still need to provide a narration in the expense voucher for the particular expense. In the case of Auto rickshaw, the points of travel (To and From). Even if they are to be reimbursed by the client later, they are required to be submitted. If the client decides to demand the receipts, Aubergine is liable to provide those and we will have to source them from the employees who made those expenses. If the client has provided a ‘Stipend’ policy on reimbursements, still all receipts need to be preserved travel_policy |
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The ‘Stipend’ policies are just in place to make sure to provide a guide to the upper limit of expenses allowed and does not mean that the requirement of an expense receipt is waived. Our company is an audited company and any unaccounted expense without a receipt is subject to a lot of scrutiny in internal as well as external audits. The company ultimately has to bear the expenses without them being accounted for and hence receiving each receipt is mandatory. This policy is subject to change with time. The rules mentioned here are for guideline purposes and management reserves the rights to take decisions on a discretionary basis. travel_policy |