Version No. 1 Revision No.
Transfer And Relocation Policy
Index
Page
Particulars
No.
1. Objectives 2
2. Applicability 2
3. Definition Of Relocation 2
4. Purpose Of Relocation/Transfer 2
5. Relocation Can Be Carried Out Under The Following Circumstances 2
6. Types Of Transfer 2
7. Guidelines 3
8. Transfer Requisition Process 3
8.1.1. Approving Authorities For Transfer / Relocation 3
8.1.2. Relocation Leave 3
9. Travel And Accommodation 4
9.1.1. Prior To Actual Re-Location 4
9.1.2. During Actual Re-Location (For Existing Employees As Well
4
As New Joinees)
10. Transportation Of Household Items And Car 4
11. Deputation 5
12. Conditions Relating To The Payment Of Allowances Under This
6
Policy
13. Special Note 6
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Transfer And Relocation Policy
1. Objectives :
The main objective of the ISS Relocation Policy is to maintain a smooth transition of employees by
providing appropriate support for relocation arising due to recruitment of an outstation candidate or
internal transfer within ISS Business across the country.
To support employees during transfer / re-location to enable them to settle down in their new location
and become functional quickly. This guideline will provide for the eligibility limit for transferring
personal effects and other monetary assistance to employees on official transfer.
2. Applicability :
This Policy applies to all the employees across ISS India.
The benefits envisaged under this policy are applicable only to those who are getting transferred / re-
located at the behest of the company. For transfers / re-locations at the request of the employees shall
not qualify for benefits under this policy, except in case of transfers / re-locations arising out of selection
through IJP.
3. Definition Of Relocation :
For existing employee, new place of work has to be minimum 100 KMS or more from his / her current
place of work to be eligible for assistance under this policy.
For new joinee, place of work with ISS SDB has to be minimum 100 KMS or more from his / her
residence to be eligible for assistance under this policy.
4. Purpose Of Relocation/Transfer :
Fill the vacant position in ISS with the best talent available
Provide employees a better career growth opportunity
Broaden the employee’s experience
Resolve an organizational problem
Promote employee & give higher responsibilities
Give more exposure to different geographical areas
To maintain balance of manpower strength in different geographical Areas
5. Relocation Can Be Carried Out Under The Following Circumstances :
To meet the needs of the organization
To utilize the employee’s services optimally by placing him/her where his/her services are best
utilized
As a career development tool to increase the versatility of the person and avoid stagnancy
For a new employe
6. Types Of Transfer :
Transfer from one Region/Branch/Business to another Region/Branch/Business within the city.
Transfer from one Region/Branch/Business to another Region/Branch/Business, which is
located at different city.
Transfer within the ISS group companies / Business.
Inter departmental transfer within the Region/Branch/Business.
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Transfer to New and Up Coming Projects / Assignment.
7. Guidelines :
All the transfers must be approved by the concerned approving authorities as per the Transfer
Requisition Form. (Kindly Refer Transfer Request Form)
The Human Capital Department must give minimum 15 days prior notice to employees if it is a
planned transfer. The same prior notice is not required in case of an emergency or transfer on
the ground of disciplinary action.
The performance appraisal should be completed for the employee prior to relocation, if the
service period is more than 6 months in an appraisal cycle.
The Regional/Vertical/Business Human Capital Head must issue the transfer letter to the
concerned employee and the same must be informed to the concerned
Department/Function/Site/Vertical.
The Regional/Vertical/Business Human Capital Team will facilitate for relocation at the new
location.
The Regional/Vertical/Business Human Capital is responsible to transfer any changes as per the
vertical or Business if any.
Payroll related information of employee (Branch,Vertical,Costcode,etc) is intimated to
Corporate Human Capital for changes & updation.
The Regional/Vertical/Business Human Capital will be responsible to transfer the bank and P.F
account of employee to the new location if applicable.
8. Transfer Requisition Process :
Transfer Requisition Process is mandatory for all types of Transfer, as per the process, approval is
required from the concerned approving authorities of both the location. The Regional/Vertical/Business
Human Capital is responsible to complete the process before issuing the Transfer Letter.
8.1.1 Approving Authorities For Transfer / Relocation
Immediate Supervisor (All Levels)
Functional Head (All Levels)
Business Human Capital Head (All Levels)
Business Head (All Levels)
Director- Human Capital (M4 Grade & Above)
Country Manager (M5 Grade & Above)
8.1.2 Relocation Leave :
If Relocating with family - Prior to actual re-location (for existing employees) – 5 days maximum for
finalization of accommodation and school admission for kids.
After actual re-location (for existing employees as well as new joinees) – 3 days maximum for settling
down in the new location.
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9. Travel And Accommodation
9.1.1 Prior To Actual Re-Location
Travel - Two way journey for self and one family member from existing location to destination as per the
travel eligibility applicable to his / her grade.
Accommodation - Prior to actual re-location (for existing employees) – On double occupancy basis for
self and another family member for 3 nights maximum in hotel / guest house as per travel policy
applicable to his / her grade.
9.1.2 During actual re-location (for existing employees as well as new joinees)
Travel : One way journey for self, spouse and 2 children from existing location to destination as per the
travel eligibility applicable to his / her grade.
Accommodation : for Self - in Hotel/Guest House for 7 Days as per his/her entitlements (Travel and
Accommodation Policy) & for (Spouse & 2 Children) in Hotel/Guest House for 2 Days (Only on approval
of business head) as per employee’s entitlements (Travel and Accommodation Policy) .
10. Transportation Of Household Items And Car :
During Transfer/Relocation, employees will get Transportation Charges based on the following
guidelines. The location Human Capital/Administration Department will support for the same.
Transportation Expenses include Freight, Packaging/Un-packaging, Insurance, Local conveyance (from
airport to destination) & applicable Taxes.
To get the Transportation charges, employees have to submit three quotations from three
different Vendors including the list of household items with the concerned location Human
Capital /Administration Department.
The location Human Capital /Administration Department will negotiate and finalize the
transporter and will communicate the same to the concerned employee and Finance
department of the new location for payment processing.
Employee will shift household goods through a regular procedure. The process would include
Packing, Loading, Transporting, Un-loading and transit insurance premium. A maximum of 1
lorry load or equivalent by rail is allowed to be covered. The payment of costs will not exceed
the quotation for the allowable volume. If the consignment is larger than the allowable limit the
employee will be responsible for the cost of the increased volume.
In case of self request for transfer, the said employee will not be entitled for any of these
benefits.
Employees in grade M4A and above are entitled for CAR transportation charges as per the Limits
mentioned in below Table (Table No. 1) which includes Transportation charges and Transit Insurance if
any). In case the employee decides to drive down, he / she can claim petrol reimbursement for the KMS
covered, as per guidelines mentioned in the Local Conveyance policy as per pre-fixed vertical wise rates
with prior approval of Business Human Capital Head.
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TABLE No. 1
Sr. Car/ Vehicle Shifting
Grade/Level House Hold Items Shifting Cost
No. Charges
Eligible for a Total Reimbursement upto Rs 2.0 L or the Actual Amount
whichever is Lower, against production of original bills.(Based on the
1 EMT Members, M6A & M6B discussion between the candidate/ existing employee & the Business
Head along with Approval of the Director- Human Capital & the Country
Manager)
Rs.10,000/ or the actual
Rs.40,000/ or the actual amount as per the amount as per the
2 M4A & M4B, M5A & M5B
negotiated price, whichever is lower negotiated price, whichever
is lower
M1A & M1B, M2A & M2B Rs.40,000/ or the actual amount as per the
3 Not Applicable
M3A & M3B negotiated price, whichever is lower
Vehicle Transfer & Re-Registration cost will be reimbursed on actual subject to one vehicle only.
Registration cost of vehicle is approximately 13.2% of the value of the vehicle if it is older than one year
or else it 13.2% + 2% extra as entry tax for new vehicle.
11. Deputation :
In case of some urgent business requirement, employees can be deputed on temporary basis as per the
approval of concerned approving authorities** with proper justification. The deputation period must be
more than 1 month and less than 6 months at a particular location.
During Deputation period company will provide Accommodation and Food (Breakfast, Lunch and
Dinner) as per the Group Travel and Accommodation [Link] deputation the Regional Human
Capital Team will take care of the attendance for the employee.
Grade wise City Names
City
City Name
Type
A Bangalore, Chennai, Delhi, Hyderabad , Kolkata and Mumbai
Agra, Ahmadabad, Allahabad, Ambala, Aurangabad, Baroda, Bhavnagar, Bhopal, Bhubaneswar,
Chandigarh, Cochin, Coimbatore, Darjeeling, Dehradun, Gangtok, Guwahati, Gwalior, Indore,
B Jabalpur, Jaipur, Jammu, Jamnagar, Jodhpur, Kanpur, Khajuraho, Kolhapur,Kota, Lucknow,
Ludhiana, Madgaon, Madurai, Mussorie, Nagpur, Nanital, Nashik, Panjim, Patna, Pune, Raipur,
Ranchi, Siliguri, Simla, Srinagar, Surat, Trichi, Trivandrum, Udaipur,Varanasi, Vijayawada and Vizag
Amritsar, Anantapur, Bareilly, Belgaum, Bhatinda, Bhillai, Bhuj, Calicut, Dhanbad, Gorakhpur,
C Haldvani, Hubli, Jalandher, Jamshedpur, Jhansi, Junagarh, Kakinada, Kurnool, Mangalore, Mysore,
Patiala, Porbandar, Rajkot, Rajmundry and Salem Other Cities not listed above.
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12. Conditions Relating To The Payment Of Allowances Under This Policy :
In case the employee (New Joinee) resigns before getting confirmed, the entire amount of Relocation
expenses reimbursed/paid to him/ her will be recovered as part of the final settlement.
In case the employee (Existing employee wh has been relocated) resigns within a period of 1 year from
the date of relocation, the entire amount of relocation expenses reimbursed / paid to him / her will be
recovered as part of the final settlement.
Repayment will not be required if the member of staff is dismissed through reason of compulsory
redundancy or ill health.
13. Special Note :
Any exception to the above shall be reviewed on a case-to-case basis and will have to be sanctioned by
the respective Business Head/ Director Human Capital/ Country Manager