Earth5R Workplace Policies

Policies for All Categories 

(Office location/ Field and Remote Location/ Work from Home)

Hiring and Probation

• All staff employed by Earth5R must have a letter of offer, letter of appointment, or contract letter. Earth5R management will recognize only those conditions formally approved and communicated in a formal offer of appointment. 
• All staff employed by Earth5R should sign the non-disclosure and non-compete agreement.
• Every new joiner at Earth5R is subjected to a probation period of 3 to 6 months. If on the expiry of the probation period the employee still continues in services then the implications are that he/she continues as a probationer. A probationer continuing past the probation period will not automatically become a permanent employee and Earth5R has right to extend the probation period till it is satisfied the probationer is fit for confirmation. Thus, a probationer will be on probation until he/she is confirmed by Earth5R.
• The basic idea behind keeping an employee on probation is to give Earth5R an opportunity to evaluate the employee’s performance before confirming the appointment. A probationer can be terminated at the discretion of Earth5R. The probationary services can be terminated with immediate effect and there is no notice period offered from the Earth5R side. Earth5R is not under an obligation to establish or prove the unsatisfactory performance of a probationer prior to terminating his or her services.

Reporting

• Please start the on time at 9 a.m. for full hours. The work will be closed by 5:30 pm. After 5:30 pm, one is not permitted to be at work.
• It is your responsibility to enter the daily plan in the timesheet before beginning the work and update the timesheet on a daily basis as the work progresses. Here is the link to the Timesheet 
• If you fail to enter the work report for a specific day, no reminder will be sent, and you will be considered to be on leave without pay.  
• The failure to update the timesheet with time in, time out, your daily work schedule, and a report of the tasks completed is considered a case of gross insubordination and will subject you to a strict disciplinary measures, with the possibility of termination of employment/ contract after two such occurrences.
• You are expected to adhere to office hours. While starting the day there is a 15-minute grace period after which it will be considered a “late start.” This is limited to 3 late- marks every month. After that, every time you’re late, your attendance will be counted as a “half working day,” or 1/2 day of unpaid leave.
• If you report for work 2 hours after the commencement of business hours, it will be treated as a half day. If you leave the office more than two hours before closing time, it will be treated as a half day & it should not exceed more than three occasions in a month. A leave application needs to be emailed to teamhr@earth5r.org while availing of such occasions.

Performance Management

• You will enter the plan before beginning the work and update the timesheet on a daily basis as the work progresses. 
• If you fail to enter the work report for a specific day, no reminder will be sent, and you will be considered to be on leave without pay.
• Weekly evaluations of your performance will be conducted, and you’ll receive feedback as needed.
• Salary is processed between 1st and 3rd of every month.

Reimbursement of Expenses 

• Expenses, if any, should be pre-approved in writing by your supervisor/ HR. 
• All the expenses should be supported with bills/ invoices. In case bills/ invoices are not provided reimbursement payment can not be done. Here there is an exception to expenses in which bills are not provided by the service provider eg Auto Rikshwa, a Small food vendor.  
• There are no reimbursements for traveling to and fro to work location unless you have been sent on a short-term work-related travel other than the base city of your appointment. 

Work from Office 

• Policies for All Categories applicable.
• Please start the on time at 9 a.m. The work will be closed by 5:30 pm. After 5:30 pm, one is not permitted to be at work.
• If one arrives early, say at 8:55 am, they should wait in the lobby or another common area of the building. Only the hours of 9 am to 5:30 pm are accessible for work in the office.
• The time for tea and coffee will be fixed. But if you need it sometimes at a different time, just let administrative staff know—this is an exception, not the rule.
• Individuals are obliged to be self-managed and do their own tasks. You should not ask administrative staff for any labour like bringing water, obtaining stuff from across the room, etc
• The kitchen is a restricted area; if you need something from the kitchen, ask the administrative staff.
• The lunch break is of 30 minutes anytime between 12:30 pm- 2:30 pm
• The administrative staff can help set up the lunch table at 1:30 pm.
• If you didn’t bring your own meals, you are expected to make arrangements for yourself within a 30 minutes lunch break.
• Phone notifications should be in quiet mode. This rule is really stringent. Any violation of this will trigger an official warning.

Work from home

• Policies for All Categories applicable.
• You will be reachable in real-time, without any communication lag, during work hours. If you fail to do so, you would be considered absent from work. 
• Work from home is only allowed in specific circumstances due to special conditions. Employees are encouraged to work at the Earth5R office. However, if they must choose to work from home due to special conditions, there are no reimbursements for any expenses. 

Work from outdoor/field/ location

• Policies for All Categories applicable.
• You will respond to messages and calls no later than an hour, unless there is an emergency, and keep your supervisor informed about your work plan and progress on a daily basis. 
• You will be reachable in real-time, without any communication lag, during work hours. If you fail to do so, you would be considered as absent from work. 
• There are no reimbursements for traveling to and fro to the work location. Reimbursements are done for travel done from your first work location to the last work location of the day. 
• You will send GPS location to your supervisor via WhatsApp/ mode of communication at the start of the day, through the day for each meeting/ work location as it changes, and at the end of the work day from the last location. This would be required by the accounts to process your salary and reimbursements. If not supported with data it would lead to salary deduction, and non-reimbursement of expresses depending on work reporting.