Manpower Outsourcing Policy

We are a law abiding company; complying with the Minimum wages act; Income Tax and ESI. Annual returns of the statutory authorities shall be submitted to you.

Our resources work for over 8 hours per day and Monday through Saturday. The staff gets rotated after 6 months in order to ensure continuing stability in the operations as well as to protect our clients from any labor liability.

Integrity and data security are the cardinal principles of the functioning of our team working at client sites.

We ensure replacement/substitute of resources in event of absence or untimely exit of the allocated resource from the job. We can easily provide the best backup support since our office is open 24X7.

Methodology - Hiring/Recruitment Process:

  • Preparation of Job Profiles where hiring is required.
  • Preparation of Job Profiles where hiring is required.
  • Advertising in the leading News Papers / Web Portal /Various Sources
  • Short-listing of suitable candidates by the panel of experts.
  • First Level - Subject Proficiency Test
  • Second Level- Face to Face Interview (for those who clear Ist Level)
  • Third Level -Final Interview (for those who clear 2nd Level)
  • Reference/Background check by Independent Agencies
  • Preparing offer letters to those who have cleared reference check
  • Necessary certifications/registrations for those people working at sensitive positions.
  • Signing of Indemnity Bonds for those people who are going to work at sensitive positions.
  • Filling up of Joining Form and Issuance of Appointment Letters.
  • Generation of Identity cards. / Training for a minimum period of one week

Management of Payroll

  • Payroll data processing for calculating salary and other payments to employees as per Office norms.
  • Deductions and disbursement of funds according to statutory requirements regarding staff on payroll
  • Monthly calculations of personal income tax and social contributions as per Investment declaration with supporting documents submitted by staff.
  • Advise / suggestions for tax saving salary break-up
  • Monthly payroll reporting for management before the due date
  • Automatic distribution of electronic pay-slips to employees within 7 days of salary payment to staff
  • Monthly reconciliation of tax paid challans with monthly Payroll register
  • Monthly reconciliation payroll register with last month paid payroll register
  • Statutory reporting and compliance: quarterly reports on social taxes and reporting
  • Income Tax department as per Government norms.
  • Calculation of Income Tax of each employee and review of the same thr ice a year. Once in June (within 3rd week), once in January (within 2nd week) and once in February (within 3rd week).
  • Preparation of salary certificates upon request by employees
  • Timely issue of Form 16 to staff both Part A and Part B - as per government norms
  • Support during audits, inspections by the tax authorities and social funds, etc.
  • Preparation of full and final calculation of exit staff
  • Preparation of management reports on salary at the client's request
  • Information support for employees in regard to payslip data
  • Restoration of payroll documentation and reports from past periods
  • Confidentiality of payroll data with data back-up
  • Legal opinion about the statutory compliance
  • Regular update about the changes in law and guide to comply with that - Up-dates of Finance Acts, latest amendments that impact Plan India are to be shared as and when they are released.
  • An efficiently organized management system.
  • Online leave and attendance management

Management of Employee Provident Fund & ESI: Monthly submission of statutory compliance of PF, ESIC etc. as per details given below: -

Eligibility Register: Updating eligibility register at India CCO after verifying salary records. This has to be maintained on a monthly basis.

Form No.13 (Transfer of PF / Pension Fund): Obtaining of Form 13 (Transfer Form) from new entrants in case he/she has already been an EPS /EPF member before joining the present establishment. Correspondence with the PF Authorities is necessary to effect speedy transfer of Funds. Follow -up action is also taken to achieve the transfer of PF accumulations. After scrutinizing the forms, an update should be given to HR within 15 days of depositing the form.

Form 2(PF/PS Declaration Forms): Scrutinize Form 2 - EPF & EPS (these Forms are to be obtained by the employer separately in duplicate). And will submit a forwarding letter received from HR to the Regional Provident Fund Commissioner as soon as a new staff joins.

List of Eligible Employees: Preparation and handing over of statement of employees eligible to become PF/PS member, to enable the salary department to commence EPF deductions. Allot PF Account Numbers and update eligibility register.

PF/PS/EDLI Challans & Returns: Computation of contribution amount and preparation of challans for depositing the amount and handing over the challan to Accounts department within 3 days (or earlier) from the date of receipt of salary/wages statement for payment a t EPF Organization. The online FOR) return submission has to be completed within 10 days of close of every month.

UAN Registration/Maintenance/ KYC Updation: UAN registration in respect of individual employees on the EPF portal and further updation / maintenance of the same.

Withdrawal From PF Accumulation: Redress the grievances of the member-employees in connection with the settlement of claims arising out of Resignations, Retirement, Permanent Settlement Abroad and Withdrawal of Provident Fund Accumulations under para 68(viz. Housing Loan, Marriage Loan, Education Loan etc. )

PF withdrawal in case of death: Render assistance to the nominees of the deceased PF Members for the settlement of the death claims.

Form - 5-A (Return of ownership): It is incumbent upon every employer to ensure that Form 5 -A (Return of Ownership) is submitted to the Enforcement Department of the Regional Provident Fund Commissioner whenever there is a change in the constitution /management, even of minor nature.

Specimen Signature: Furnishing of specimen signatures of the authorized personnel whenever there is a change in the members of the Board of Trustees.

Correspondence: All Correspondence work between the Company and the Regional Provident Fund Commissioners is undertaken by us. For the purpose, draft letters/draft replies are prepared by us and submitted to the management for approval and issue. A copy of the correspondence has to be updated in the company's knowledge also.

Inspection under the Act: Attending the periodical inspections and coordinating with the inspection authorities and also replying to their observation recorded in the Inspection Book.

Training to the employees: Impart training to the employees on the new systems introduced by EPFO and support them to use employee services in the system/ portal like knowing EPF balance, download E -passbook, update KYC details etc

Employees' State Insurance Act, 1948: Employee's registration, ESIC card of individual employees', Monthly contribution challans.

Regular Suggestions and update to the management: Apprising the management of the amendments effected in the EPF Act & Scheme from time to time and making suggestions for smooth implementation of the Act & Scheme