UPDATED UPTO 13TH AMENDMENT DATED 23/08/2021

w.e.f: 20-04-2020

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

GENERAL PROCEDURE

PART- I

PROCEDURE FOR PREPARATION OF REQUISITION/INDENT, APPROVAL OF OFS etc.

1. Indent / Requisition Preparations:

While preparing the indents, the stores department will classify the same into three

categories:

(i) Local purchases (P1)

(ii) Outstation purchases (P2)

(iii) Imported items (P3).

a. Regular Store Items (are those items which are used frequently with regular

interval):

For regular items, indents will be raised automatic in ERP which are governed by

inventory levels, which will be verified and approved by Stores-in-Charge and

shall be given to the following persons after proper verification and necessary

approvals:

SKM for local purchase (P1) and PM (Purchase

Manager) for outstation purchase

(P2) and for

First copy purchase

import Mr. PKK (P3). Level item copy through ERP

only.

For Level items, no second copy (print) is required.

Second Copy to SM

Stores Asst. /Assistant Storekeeper will keep follow-

up and check through soft copy in ERP.

b. Non-Regular Store Items (are those items which are not used frequently and

regularly):

The stores requisition/indent will be prepared for non-regular items by the

respective “HOD” (as defined below) in the prescribed format through ERP.

2. Head of Departments:

For the purpose of this procedure, the following shall be the respective

departmental head:

A. Rolling Departments:

Sl.

Name of person who will

Department Name

HOD Name

No.

prepare indent

Chetan Selokar / Sunil

Foundry & Caster

Mahesh Subandh

Purohit

Page 1 of 112

Cold Rolling Mill

Nand Lal Singh

Rahul Mallik / Harish GR

Foil Mill

Sunil Panicker

Sushil Kumar

R.N. Sahu/ Nand

Vinay Kumar Samdarshi/

Production -Finishing

Lal Singh

Meshram

Slug and Circle

S.K. Jain

Harish Sharma

Safe wrap

S. K. Jain

Vipin Goyal

Arokya Raj / Ashutosh /

Electrical Maintenance

Ashish Lal Gaur

Navrathan

Mechanical

Prabhjot Singh / Amaranth /

Kulwinder Singh

Maintenance

Jaydeb Kutty /Satyendra

Non-Plant Maintenance

Ashish Lal Gaur

Somashekar H.B.

Production Planning

Surjit Kumar Singh

Mr. K. Chauhan

and Control

R.Krishna

Quality Assurance &

Varun Dhiman/Balaram

Prasad/O.N.

Lab

D.K.

Upadhyay

Sandeep Agarwal/ Mukesh

Rolling Packing

J.S. Chauhan

Modi

Extrusion Departments:

Sl.

Name of person who will

Department Name

HOD Name

No.

prepare indent

Quality Assurance &

Rabi Patnaik

Arvind Kumar

Lab

Extrusion Packing

G. S. Sharma

Sanjay Bansal/ Ashish

Mohit Garg / Om Datt

Toolshop

Kumar Sanjay

Sharma

Venkataramana B / S.K.

Production

Lakshman Singh

Tripathi

Suresh Gupta / Pavitra Dev

Electrical Maintenance

Ranjeet Kumar

Sawan

Mechanical

Vikas Sethi / Gaurav

Sanjeev Sharma

Maintenance

Pandey

DNN Prasad / Khurshid

Foundry

Atul Srivastava

Ahmad

General:

Sl.

Name of person who will

Department Name

HOD Name

No.

prepare indent

Ratish Kumar

Stores

M. V. Satyanarayana

Chaubey

Civil Construction

S.K. Jain

SS Jarali / Praveen Agarwal

Pushparaja / Rohit /

Development

Sathesh*

Venkatesh

Rabindra Behera / Naveen

Information Technology

Binit Kumar

Mittal

Administration

Pradeep Singhal

Rajendar Singh/Sandeep

Page 2 of 112

Lamba

* Amended vide second Amendment dated 01/08/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

All indents shall be prepared and approved by Department Head/other

authorized persons as per matrix given in this procedure. Approval will be taken

from first named person. In case he is not available, approval will be taken from

second person.

*No separate hard copy of indents shall be taken for those cases, where all

authority approve indent in ERP system as per procedure and such cases

shall be verified and controlled through ERP (Soft copy). In other cases,

one hard copy (Print) shall also be taken for taking the approvals as per

limits for approval of indents and shall be given to the following persons

after proper verification and necessary approvals:

* paragraph substituted vide second Amendment dated 01/08/2020 to JAL

(Rolling Division) General Procedure dated 20/04/2020

Asst. Manager Purchase (SKM) for local purchase (P1)

First copy purchase

and PM (Purchase Manager) for outstation purchase

(P2) and for import P. K. Kalra (P3)

Stores Asst. /Assistant Storekeeper for preparation of

Second Copy to SM

rate analysis for record after getting acknowledgement

from purchaser.

3. Job Work:

For all the machining components/fabricated items and all job work, indent cost

analysis shall be given by the indenter. The format for cost analysis sheet shall

be as follows:

Item

Indent

Drawing No.

Brief description

Basic raw

Code

No.

of the items

material

Approx.

Rate

Fabrication

Approx.

Wastage

material

per

charges

machining

price per unit

required

unit

charges

Note:

i. Regular items will be included/ added in items governed by minimum/maximum levels

after approved by HOD.

ii. Non-regular items are items other than those which are under minimum/maximum

levels.

iii.

In respect of spares and parts for presses and other machines belonging to press

godown, the indenter shall, before preparation of the purchase indent, ascertain from

stores whether such items or equivalent items are already available. The indent in

such cases shall be prepared only if the items required/ equivalent items are not

available in stores. Manager(Maint)/AGM(Maint)/DGM(Maint)/VP(O) shall approve the

Page 3 of 112

indent only after ensuring that items indented for/equivalent items are not available in

stores. SM should certify on the indent that the item is not available in Stores or

anywhere in the factory after thorough checking everywhere. He should mention about

working of the item, if required.

iv. In respect of Construction Dept., indenting etc. shall be followed as specified in the

Construction Procedure.

v. In case it is found later that item was ordered while the same was lying anywhere in

the factory, responsibility should be fixed after enquiry is conducted by a senior person

or Manager-IAD, to be ordered by any of the GM(C)/VP(O)/SME and strict action be

taken on the person or persons found responsible for such lapses and loss caused to

company should be recovered from him/her.

Limits for Approval Of Indents

(a) Revenue items:

Approving authority

Sl.

Limit

Rolled Products

Extrusion Products

SM + Concerned HOD (2

(i)

Up to Rs.25,000/-

persons)

Above Rs.25,000/-

As in (i) above + GM(O)/Sr.

As in (i) above +DGM (C) +

(ii)

and up to

GM(O)+DGM(C)+Plant

AVP(O)/VP(C) (4 persons)

Rs.1,00,000/-

head(DF)/VP(C) (5 persons)

Above Rs.1,00,000

As in (ii) above +

As in (ii) above + VP(C) (5

(iii)

and up to

VP(C)/SVP(GM&S) (6

persons)

Rs.2,00,000/-

persons)

As in (iii) above +

Above

As in (iii) above + Pres.(O) (6

(iv)

SVP(GM&S)/Pres.(O)

Rs.2,00,000/-

persons)

(7 persons)

Capital items & Spares:

Sl.

Approving Authority

Limit

Rolled Products

Extrusion Products

SM + Concerned HOD

(i)

Up to Rs.25,000/-

(2 persons)

As in (i) above +

Above Rs.25,000/-

DGM(Dev.)/GM

As in (i) above +DGM(C)+

(ii)

and up to

(Mech.Maint)+DGM(C)+Plant

AVP(O)/VP(C) (4 persons)

Rs.2,00,000/-

head (DF)/VP(C) (5 persons)

Above

As in (ii) above +

(iii)

Rs.2,00,000/- and

VP(C)/SVP(GM&S)

VP(C)/Pres.(O)

up to Rs.5,00,000/-

(6 persons)

(5 persons)

As in (iii) above +

Above

As in (iii) above + VCMD

(iv)

SVP(GM&S)+VCMD

Rs.5,00,000/-

(6 persons)

(7 persons)

c. Job Work:

Job work excludes cases where items are sent out for repair/reconditioning. Items

sent for repair of vehicles, refrigerators, air-conditioners etc. or for rewinding of

motors, testing etc. will not be covered under job work. Job work includes cases

where items are sent out for machining, turning, milling, slotting, shaping, boring,

Page 4 of 112

drilling, honing, fabrication etc. For the purpose of value, it shall include cost of

material, if any used by job work contractors.

Sl.

Approving Authority

Limit

No.

Rolled Products

Extrusion Products

SM + Concerned HOD (2

(i)

Up to Rs.25,000/-

persons)

Above

As in (i) above +

Rs.25,000/- and

DGM(Dev.)/GM

As in (i) above +DGM(C)+

(ii)

up to

(Mech.Maint)+DGM(C)+Plant

AVP(O)/VP(C) (4 persons)

Rs.2,00,000/-

head (DF)/VP(C) (5 persons)

As in (ii) above +

As mentioned in (ii) above +

Above

(iii)

VP(C)/SVP(GM&S) (6

VP(C)/Pres.(O) (5 persons)

Rs.2,00,000/-

persons)

* sub point no (a) ,(b) and (c) were substituted vide second Amendment dated

01/08/2020 and sixth Amendment dated 06/02/2021 JAL (Rolling Division)

General Procedure dated 20/04/2020 and further amended vide 10^th amendment dated

07/07/2021

NOTE:(a)

Functional (user/indenting) Departmental Head to approve all OFS

above Rs.10,000/-.

(b) All the above job works will be checked and verified by IAD

frequently and constantly without fail to ensure that there is no

manipulation, dishonesty, lapses etc. It should also be checked that

unnecessary job work is not done & higher rates are not paid. In

case such things are found, he must bring the same to the notice of

GM(A),VP(O)&DM or VCMD without fail. GM(A)/VP(O)/DM will

ensure proper scrutiny and checking of all job work and take action

on the concerned including Head IAD for his not checking properly.

DGM(F&T) / CS/CFO where required.

Separate record/report is to be maintained for capital items & spares by SM in

the following manner:

i. Items covered upto Rs.25,000/- should be entered separately.

ii. Items covered above Rs.25,000/- and up to Rs.2.00 lakhs must be entered in

chronological order on separate pages as per date of indent.

iii.

Items over Rs.2.00 lakhs and up to Rs.5.00 lakhs must be entered

chronologically on separate pages.

iv. Items over Rs.5.00 lakhs each must be entered separately.

v. Items entered under one category should not be entered in another. The

categories mentioned above must be separately maintained. They should not be

clubbed.

vi. Whenever limits are exceeded, it must be ensured that necessary approvals as

mentioned in the procedure are taken.

vii. Wherever any project, machinery or spares etc. has been approved from

VCMD/CMD and approval copy being attached in indent reference, then

Page 5 of 112

such indents need not be circulated to the next approving authority (as per

matrix given in the procedure). In such cases, concerned HOD along with

stores passing is enough for indent regularisation and record.*

* substituted vide second Amendment dated 01/08/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

viii. IAD to check from time to time whether all indents for capital items/spares have

been entered in the report maintained and proper procedure is followed.

ix. This report should be checked by Accounts Manager / DGM(C) once a month.

x. Deleted vide first Amendment dated 16/05/2020 to JAL (Rolling Division )

General Procedure dated 20/04/2020

xi. OFS for job works need not be prepared but approval note should contain all the

necessary particulars that an OFS ought to have.

xii. In case of job works related to machining work and for which drawing number is

available, then in such cases, rate analysis will be attached, which will be

provided by stores department.

However, rate analysis will not be required to be attached in case of items which

are received without payment under guarantee/warranty period and job works

related to repairing, fabrication, modification and rectification works.

xiii. Purchase Manager should prepare the approval note in order to take approval

and all such approvals should be serially numbered.

xiv. In case of job works for anodising, approval shall be taken from

SKP/DGM(Marketing).

xv. In case of fabrication work, for steel used (plates, angels, flats, columns, MS

wire/pipes etc.) a separate fabrication register should be maintained by

Satesh Kumar ( Development) in the following format which should be regularly

checked by GM - Maintenance & VP(O) and action should be taken by them for

any loss caused. IAD should also check this register periodically.

Receipts

Issues

Balance

Remarks

quantity

Item

Date

Qty.

Indent

Job work

Dat

Qty.

Ref.

NOTE:

(a) Wastage with reference to each indent must be ascertained by satyendra

Kumar (Mamager Maintenance -RMD)/Sanjeev Sharma( AGM- Maintenance

Extrusion)/ /M Sathesh Kumar ( Development)and stated in the job work order.

It must be ensured that in the job work order, percentage of wastage is

mentioned and that it does not exceed 3% or as approved.

(b) Related issue notes should be kept separately job wise.

the quantity required for fabrication in case of each job separately before

the work commences. Subsequently, during the course of fabrication and

erection, they should ascertain whether the quantity issued is in

accordance with the requirement originally planned for as per drawing.

Page 6 of 112

(d) Concerned HOD should ensure that there is minimum wastage with regard to

cutting of steel sheets etc.

(e) Any bend or warped steel members must be straightened thoroughly and

there should not be any rusting. If the material is found to be defective, the

same should be returned to the supplier.

(f) M Sathesh Kumar ( Development) should monitor fabrication work while it is in

progress and should record all measurements in respect of completed

fabrication work. They should ensure that fabricated/welded members are

examined thoroughly before shop coat painting is done by the contractor. After

shop coat painting and erection are completed, measurements must be taken

once again by M Sathesh Kumar ( Development) / GM - Maintenance and

reconciled with reference to quantities stated in the contractor’s bill as well as

with estimates given. Differences arising there from shall be debited to the

contractor’s account accordingly.

(g) In case of job work for steel fabrication done at our premises by contractors,

the scrap generated should not exceed such percentage as fixed in the job

work order. In case the scrap generated exceeds the percentage fixed in the

job work order, the value of the quantity scrapped in excess should be

recovered from the contractor.

(h) The procedure specified in para (xv) (a) to (f) above shall be applicable for

outside job work also. However, in case of job work for steel fabrication done

at our premises by contractors, it will be sufficient if GM - Maintenance certify

in the final bill that scrap generated does not exceed 3%”.

xvi. CAPEX COMMITTEE:

All new requirements of machinery costing Rs.2,00,000/- and above shall be

scrutinised and analysed from all angles from cost aspect/savings etc. by Capex

Committee. The members of the Capex Committee will be the Cost Accountant,

Sathesh, Kulwinder Singh, Naveen Hebbar. The Capex Committee will discuss in

details (a) why the project is needed (b) Total estimated cost of the project (c)

Advantages and disadvantages (d) Payback period (e) Cost savings (f) Quality

improvement (g) Life of the equipment (h) Availability of service support. After

detailed discussions,the Capex Committee shall put forth its report to the

management for approval. However, projects approved by VCMD need not be

referred to the Capex Committee but will be approved by any one of the SMEs.

Records of such indents as approved should be kept by SM in respect of local

purchases, PM in respect of outstation purchases and PKK in respect of Imports,

who will also ensure that no purchase of capital items or spares is made

exceeding the above limits.

The Capex Committee shall be responsible to check usefulness of all capital

items in excess of Rs.2,00,000/-, six months after it’s commissioning. For all such

capital items , Cost Accountant must prepare a statement, giving the cost and

benefit of the equipments, along with actual pay back, within 6 months. This must

be submitted to Capex Committee and circulated to AG/VP(O)/VCMD.

xvii

: TECHNICAL NOTES AND APPROVAL ROUTING:

The document covers both the Divisions at Dabaspet Factory namely

extrusion and rolled products and covers both improvement projects and

Capex projects.

Page 7 of 112

All approvals sent must be clearly marked “Improvement Project” or “Capex

Project” by the initiator.

Improvement Projects:

All Improvement Projects shall be initiated by the HOD of the rank of

Dy.Manager or above and routed through the departmental hierarchy and

through the GM(O) & VP(O). Any project not requiring more than Rs.50,000/,

subject to maximum of 5 such projects per month shall be cleared at the unit

level. It is pertinent to maintain a log book of improvement projects by

Manager (R&D Technology).

Any project requiring more than Rs.50,000/- per project shall also be routed

through the VCMD and on approval will also be recorded by Manager (R&D

Technology).

Any projects that are evaluated as high potential and that requires more than

Rs.5 lakhs of budgetary allocation shall be first presented for in principle

approval by the VCMD. VCMD shall get the project proposal reviewed by a

team of technical experts at his discretion and give consent or reject based

on the feedback and discussions. On acceptance, project detailing shall be

done and only projects having net cash flow positive within three months shall

be accepted.

Mgr (R&D Tech)

Initiator

HOD

GM(O)

VP(O)

VCMD

(for filing)

After completion of projects above Rs.50,000/-, IAD (Tech.Audit) will do an

assessment on the intended vs. accrued benefits. This report will be

circulated to VP (O) and VCMD.

Capex Projects:

The initiation of the Capex Project shall be done by Dabaspet development team

and routed through the end user, departmental hierarchy and HOD, DGM(C),

GM(A), GM(O), VP(O) and VCMD. VCMD shall get the documents reviewed by

the Capex Committee.

It shall have a summary sheet of the technical capabilities as an Annexure-I. As

a matter of benchmarking, the final evaluation of the project shall have to

achieve 95% of the technical parameters outlined in the Annexure-I.

Projects initiated because of marketing initiation shall have a document of

projected demand, target customer base, customer consent and clear

documentation of quality

- stated and implied, product range in terms of

thickness, width, probable alloy etc. This document shall form Annexure-2.

All project papers shall benchmark the Capex and Opex cost and calculation of

payback etc. shall be on TCO (Total cost of Ownership) model. Overhead costs

like travel expenses, capitalisation of Interest costs etc. shall also be ensured.

All Capex document shall have routing slip and the approval shall be completed

within 15 days of initiation.

Equipment ordering shall be only initiated after the approval has been received

and filed by the Manager (R&D Technology).

Page 8 of 112

After completion of the project, DGM-IAD will do a detailed comparison of the

actual performance vs. the projected performance on the original Capex project

proposal. This report, he will submit to VCMD directly.

Initiator

HOD

DGM(C)

GM(Admn)

GM(O)

VP(O)

VCMD

Mgr (R&DTech)

(for filing)

Point no; “xvii” inserted vide first Amendment dated 16/05/2020 and further

amended vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020

Canteen, vehicles, spares and other consumables, stationery & welfare:

Sl.

Limit

Approving authority

No.

(i)

Upto Rs.5,000/-

Deputy Mgr (Admn) (one person)

(ii)

Above Rs.5,000/- and

As above

+ SKJ+SKP+AG*

Up to 1,00,000/-

persons)

(iii)

Above Rs.1,00,000/- and

As in (ii) above + NM (5 persons)

above

*Approving authorities amended vide first Amendment dated 16/05/2020 to

JAL (Rolling Division ) General Procedure dated 20/04/2020

DM (admin) will obtain such approvals before forwarding the copies to the

concerned persons for purchase.

Approval of Contracts of Civil Works

Sl.No.

Limit

Approving authority

Up to Rs.10,000/- each (up to a

SKJ/HG*

maximum of Rs.1 lakh per month)

AD+DS in addition to (1)

Above Rs.10,000/- up to 50,000/-

above

Above Rs.50,000/- up to 2,00,000/-

DM* in addition to (2) above

Above Rs.2,00,000/-

NM* in addition to (3) above

10,00,000/-

Page 9 of 112

Above Rs.10,00,000/-

VCMD in addition to (4)

*Approving authorities amended vide fifth Amendment dated 27/01/2021 to JAL (Rolling

Division ) General Procedure dated 20/04/2020

Contract for job work will be approved as per purchase limits.

5. Preparation And Approval Of OFS

a. OFS will be prepared by the Purchase Department for all purchases valuing more

than Rs.25,000/-. For purchases up to Rs.25,000/-, PO could be raised on L1 with

the approval of Purchase Manager.

* Limits for approval of OFS (revenue, capital items, spares and canteen,

vehicle repairs, job work, maintenance contracts etc.)

Sl.No.

Limit

Approving authority

(i)

Up to Rs.25,000/-

Concerned HOD + Sr. Manager-Outstation Purchase

(for outstation purchase)

and Concerned HOD + Manager-Local Purchase (For

local purchase) (2 person)

(ii)

Over Rs.25,000/- &

As per (i) above + Dy. Manager (C) + IAD Person

Up to Rs.1,00,000/-

Deputed on rotation basis- for outstation purchase

only) (4 persons)

(iii)

Over Rs.1,00,000/- &

As per (ii) above + DGM(C)+VP(C)/SVP(CA) (6

Up to Rs.2,00,000/-

persons)

(iv)

Over Rs.2,00,000/- &

As per (iii) above + SVP(GM&S)/Pres.(O) (7 persons)

Up to Rs.5,00,000/-

(v)

Above Rs.5,00,000/-

As per (iv) above + VCMD (8 persons)

* sub point no (b) substituted vide second Amendment dated 01/08/2020 and

sixth Amendment dated 06/02/2021 to JAL (Rolling Division) General

Procedure dated 20/04/2020 and further amended vide 10^th amendment dated

07/07/2021

Note:

i. For Local Purchases, for all slab as per B/F Procedure.

ii. Functional

(user/indenting) Department Head to approve all OFS above

Rs.25,000/-.

iii.

All the above purchases will be checked and verified by IAD frequently and

constantly without fail to ensure that there is no manipulation, dishonesty, lapses

etc. In case such things are found, he must bring the same to the notice of VCMD

or CMD without fail. VCMD will ensure proper scrutiny and checking of all

purchases and takes action on the concerned including IAD for his not checking

properly.

iv. Clarification regarding GST/E Way Bill to be obtained from Manager (Finance) /

Accounts Manager / CS / DGM (Finance & Tax) / CFO where required.

v. Purchase Dept. should send comparative statement/OFS for signature of the

person who has approved the indent as Functional (user/indenting) departmental

head.

Page 10 of 112

vi. OFS should be prepared by Dy. Manager (Purchase) / Purchase Asst. in case of

outstation purchases and purchaser in case of local purchases. Approval has to

be obtained in the same order, i.e. first signature must be of DM (Purchase); if he

is not available, Purchase Asst. etc. If two persons are mentioned and one person

has already signed, approval must be obtained from the other person who had not

approved earlier.

vii. OFS should be prepared if a single item costs more than Rs.25,000/- each. Even if

a single item costs less than Rs.25,000/- each, but the total value of purchase of

that item exceeds Rs.25,000/-, OFS should be prepared. e.g., if the value of a

single item is Rs.1000/- but 26 Nos. of the same item are purchased, value having

exceeded Rs.25,000/-, OFS must be prepared. For this purpose, different

sizes/specifications of same item will be treated as separate items. e.g. bearings of

each size will be a separate item.

viii. In case of difficulty in preparing OFS before purchase in respect of Local Purchase

upto a value of Rs.50,000/- OFS should be made within 24 hours of purchase.

However, if the amount involved is more than Rs.50,000/-, OFS must be prepared

and approved in advance. However, for canteen items, approval of OFS may be

taken within 24 hours of the purchase even if the value exceeds Rs.25,000/-. In

exceptional cases only this should be done with prior approval of GM(C)/VP(O).

* ix. Purchaser can buy one time use items for value upto Rs 10,000/-, without

indent due to urgency with prior approval of HOD+AG/VP(O). However, all

records should be maintained such as indent, GRN etc. for proper control

after receipt of material.

* sub point no (ix) substituted vide second Amendment dated 01/08/2020 to

JAL (Rolling Division) General Procedure dated 20/04/2020

6. Flow Chart For Movement Of Purchase Bills

P1 Purchase

P2 & P3 Purchase

SKM for Rate

verification / Attach

OFS

 Physical check & acceptance.

Store

 GRN creation & approval.

Manager

 Scanning of bill with all supportive

Cashier for claiming

documents & Warranty Card entry.

cash

Accounts Assistant

Soft & hard copy receipt & PJ creation.

To check his requirement and advice to

Indenter

HOD for approval.

Indenter / HOD

Technical approval of HOD

To verify PO / OFS for rate, rate analysis

Accounts Assistant

terms etc. (Bill will be sent to P1, P2 & P3

Purchase, in case of any issue or doubt).

Bill Passing Authority

Page 11 of 112

Approval in soft & hard copy

Verify supplier bank details, affix seal/ select

payment mode (NEFT/Cheque/Cash)

Accounts Assistant

To approve bill for payment

Accounts Manager

File

* Physical Checking & Passing Of Bills (all bills including canteen and vehicles):

i.Physical verification:

Sl. No.

Limit

Checked & Passed by

SM + Asst. Manager/Deputy Manager/Sr.

(a)

Up to Rs. 1,00,000/-

Deputy Manager-Accounts (2 persons)

As in (a) above + Manager (Accounts)+

(b)

Above Rs.1,00,000/-

DGM(C) (4 persons)

Note: “Physical checking in respect of material transferred from JAL - BF and

received at JAL- DF will be done by Asst. Manager/Dy. Manager/Manager

(A/c) (any one person), irrespective of value”.

ii. Bill passing (cash/credit bills/JVs/bank vouchers/debit/credit notes

involving revenue expenditure):

Sl. No

Amount

Passed by

Asst. Manager Accounts + Deputy

(a)

Up to Rs.25,000/-

Manager/Sr. Deputy Manager- Accounts

(2 persons)

Above Rs.25,000/- to

As in

(a) above

+ Manager Accounts

(b)

50,000/-

persons)

Above Rs.50,000/- to

As in

(b) above

+ DGM(C)/DGM(C&F)

(c)

1,00,000/-

persons)

Above Rs.1,00,000/-

As in (c)above + Mgr. Taxation/DCS (5

(d)

and up to 2,00,000/-

persons)

(e)

Above Rs.2,00,000/-

As in (d) above + CS/CFO (6 persons)

Note: Bill passing of Sl. No. (a) & (b) shall be done online and Sl. No. (c) to (e)

shall be done on hard copy. And also cash/ JVs/ debit/ credit notes shall be

passed manually by hard copy.

iii.

Cash vouchers:

Sl. No.

Amount

Approved by

Deputy. Manager Accounts + Sr. Deputy

(a)

Up to Rs.2,500/-

Manager/ Manager - Accounts

(2 persons)

Above Rs.2,500/-and up to

As in (a) above + DGM(C) + Plant Head /

(b)

Rs.10,000/-

DGM(C&F) (4 persons)

Passing of vouchers of all

(c)

Executives & for person of

As per above limit

Accounts Dept.

Page 12 of 112

Passing of vouchers of Sr.

(d)

Executives

+ passing of

As per above limit + CFO + VCMD

vouchers of all SMEs

* sub point no (i) , (ii) and (iii) substituted vide sixth Amendment dated

06/02/2021 and seventh Amendment dated 27/02/2021 and to JAL (Rolling

Division) General Procedure dated 20/04/2020 and further amended vide 10^th

amendment dated 07/07/2021.

Note:

(a) All e-payment - will be done by account team at BF as per BF procedure.

(b) Signing of cheques above Rs 2.00 lacs will be done by account team at

BF as per BF procedure.

and following staff will be permitted to sign cheques:

1. Mr. H. N. Chhaparwal

2. Mr.Ashish Goyal

3. Mr. SK Jain

4. Mr.SK Purohit

Any two of the above four persons can sign cheques with a maximum value of

Rs.2 lakhs. These cheques will be for settlement of the employee’s dues at

the time of leaving their job and payment to small suppliers within Rs.2 lakhs.

If value of the cheque is more than Rs.2 lakhs, the same should be sent to B/F

for signature.

No efforts should be made to issue two cheques for one party by reducing the

amount of the cheque. For instance, if someone has to be paid Rs.2.5 lakhs,

D/F should not prepare two cheques of Rs.1.5 lakhs and Rs.1 lakh. This will

be a violation of the instructions and strict action will be taken against the

concerned.

ii.

Checking and passing of bills in respect of freight, main raw materials, HSD,

RLNG, LPG, FO, charcoal and other fuels, salary and wages register,

KPTCL/BESCOM, Govt. Company bills, foreign bills, aluminium bills of NALCO,

BALCO, HINDALCO, VAL, direct import of aluminium ingots (all without limit) will

be done by Assistant Manager + Deputy Manager (accounts)/ Accounts Manager

(any 2 person).

iii.

Checking and passing of bills in respect of aluminium ingots/sheets/scrap/coils of

property rods and imported aluminium scrap of all types/aluminium extrusion scrap

when received from other than those covered under (ii) above will be done by

Accounts Manager / Manager (Fin)+DGM (C)+GM(A) (3 persons). Bills for scrap in

any form will be approved by VP(O).

iv.

DGM(C) and GM(A) + IAD will keep track/check on all transactions and anybody

committing mistakes/evading responsibility will be punished.

All bills for import of aluminium scrap will be passed by DGM (C) and technically by

GM(O)/VP(O) in addition to Foundry Incharge.

vi.

Cash vouchers for expenses incurred by Accounts persons will be passed by

DGM(C) upto Rs.10,000/- and above Rs.10,000/- by CFO.

Page 13 of 112

vii.

Where material for a value below limit specified has been verified physically by

authorised persons on different dates but subsequently such material is reflected in

a single bill with value above limits for which physical verification has been

completed, a remark to that effect must be given at the back of the bill. Bill passing

persons to satisfy themselves about physical receipt before passing the bill.

viii.

In case of canteen items like vegetables or groceries and other admin department

items with value upto Rs.5,000/-, physical checking by Dy Mgr/ Mgr (Admin) alone

shall be sufficient.

ix.

Only persons authorised as above will pass all bills for final payment. However, in

the mean time, part payments may be made as per terms of contract/purchase

order and other requirement whenever necessary.

Person(s) found guilty of not checking properly or committing mistakes, lapses,

dishonesty etc. will have to compensate the company for all losses suffered

besides taking other action for not doing his/her duties sincerely and carefully.

xi.

Contractor’s material (where direct payment is not involved against material) shall

be physically checked by any one of Asst. Manager/ Dy. Manager Accounts

irrespective of value. Purchaser will authenticate the delivery challans/invoice.

In respect of construction materials such as cement, sand, steel, wood, bricks,

xii.

boulders, stones etc. Senior Construction Supervisor shall receive the same at the

site which shall be physically checked by Construction Supervisor + SSJ + Stores

+HNC/Vishnu Pandey.

SSJ shall check and sign for quality and chemical

composition. Further, physical verification by Accounts personnel is not

required.

xiii.

Aluminium ingots/dross received after conversion from dross is to be physically

checked and weighed by any two persons from stores/shipping/accounts/packing+

Security

xiv.

All materials must be recorded at the gate at the time of entry into our premises,

including items where no payment is involved (like materials received against

replacement/advance replacement/returnable samples/under warranty/material

belonging to other parties). Hence, in such cases, when party wants to take back

these rejected/old/replaced material, then the same can be sent as per our Gate

Pass Procedure.

xv.

Bills related to services and goods provided by AMC/CMC will be physically

verified by the Stores Manager+ Accounts Officer/Accounts Manager.*

* point no. “xv” substituted vide fourth Amendment dated 08/12/2020 to JAL

(Rolling Division) General Procedure dated 20/04/2020

Page 14 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART- II

Guidelines for Procurement of Stores Items

a. Stores Requisition/Indent

The persons preparing indents will pass on their requirement well in advance to SM by

giving stores requisition/indent, mentioning full technical description and indicating the

date by which material is required, in ERP system.

ii.

Any bulk requirement or non-urgent requirement should be purchased from outstation

through PM and as far as possible, purchases should be economised.

iii.

All the order placing authorities may make changes in the indents, if any, before

purchases. They should also take care that small quantities of common items are not

ordered frequently, resulting in forfeiture of bulk purchase discount. They should also

ensure that materials which are sparingly used are not procured in bulk, as it will result

in blocking of capital unnecessarily.

iv.

Amendment to indent can be given if there is a change in part number but there should

not be any change in value, quantity or nature of the item. In such cases, fresh

financial approval is not required. But in case of change in financial value, fresh

financial approval should be taken depending on the value of the item.

For regular items required for stores, SM should ensure that purchases are made

based on ordering quantity fixed for each item, unless there are special reasons such

as scarcity, imported items etc.

vi.

*Specific Brand requirement, its approval and its limits will be as follows:

Sl.

Approving Authority

Limit

No.

Rolled Products

Extrusion Products

SM + Concerned HOD

SM + Concerned HOD +

(i)

+ GM (Maint.) (3

Rs.25,000/-

DGM(Dev.)/DGM(Elec.Maint) (3 persons)

persons)

Above

As in (i) above +

Rs.25,000/-

(ii)

DGM(Elec.Maint)/GM(Maint.)+DGM(C) (5

DGM(C)+ AVP(O) (5

and up to

persons)

Rs.2,00,000/-

As mentioned in (ii)

Above

As in (ii) above + GM(Maint.)/GM(O) (6

above +

(iii)

Rs.2,00,000/-

persons)

VP(C)/Pres.(O) (6

persons)

*substituted vide second Amendment dated

01/08/2020 and sixth

Amendment dated 06/02/2021 to JAL (Rolling Division) General Procedure

dated

20/04/2020 and further amended vide

10^th amendment dated

07/07/2021

Page 15 of 112

vii.

*Urgent requirement, its approval and its limits will be as follows:

Approving Authority

viii. Sl.

Limit

Rolled Products

Extrusion

ix. No.

Products

SM + Concerned

HOD+DGM(C)

HOD + DGM(C) +

(i)

Rs.25,000/-

+DGM(Dev.)/GM(O) (4

Plant head (4

persons)

As in (i) above + Sr.

As in (i) above +

Above

(ii)

GM(O)/SVP(GM&S) (5

AVP(O)/Pres.(O) (5

Rs.25,000/-

persons)

Note: For all items above Rs 2,00,000/- indented urgently, a list should be prepared

every month and to be circulated to VP(C) and SVP(GM&S) for Rolled

Products and to VP(C) and Pres.(O) for Extrusion Products.

*substituted vide second Amendment dated

01/08/2020 and sixth

Amendment dated 06/02/2021 to JAL (Rolling Division) General Procedure

dated

20/04/2020 and further amended vide

10^th amendment dated

07/07/2021.

x. SM should ensure that capital is not blocked unnecessarily and at the same time

should take care to avoid stoppage of work for want of material. SM should bring to the

notice of AG/ED , if any item is purchased but not used within 30 days from the date of

receipt , except spares.

xi. All should ensure that excess/unwanted items are not ordered and in case such orders

are noticed, responsibility will be fixed and action will be taken on the concerned

persons. SM should bring such instances to the notice of *AG/ VP(O)/VCMD for his

taking action.

*substituted vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020

xii. No order should be placed directly on parties without indent from stores or without the

approval of SM. SM must clearly indicate clearance by stores on all the indents/stores

requisitions. SM will fill up the relevant columns in the stores requisition, after checking

the same with the physical stock and in pipeline and then forward it to the purchaser

without any delay.

xiii. As regards silicon, magnesium, imported stores and spares, the same should be

arranged well in advance by Pardeep Kumar Kalra- AGM (Import) (in consultation with

ED/VCMD) who shall obtain quotations and place order in time. Arrangement for

aluminium metal should be made by VP (C) in consultation with ED/VCMD. VP (C) is

fully responsible for arranging sufficient raw materials and all requirements timely and

maintaining balance, failing which action will be taken by ED/VCMD.

xiv. All should ascertain their requirement and plan procurement so as to avoid frequent

purchases before giving the indent. Each indenting person should not mark 'urgent' on

more than 3-4 indents per month. Marking everything as 'urgent' should be avoided

and as far as possible all procurements should be pre-planned. For urgent items, the

indent should be countersigned by VP(O)/GM(A). In case of wrong marking or in cases

where it could have been avoided by proper planning, they will punish the concerned

person.

xv. SM will be solely responsible for maintenance of all records, checking all the receipts

in respect of quantity, quality, blocked capital etc. and to ensure proper use of

Page 16 of 112

materials. DGM(C)/GM(A)/VP(O) will keep thorough check in all respects while VCMD

will surprise check and keep watch.

xvi. SM will ensure stock of all items as per minimum and maximum levels fixed and he will

also give a detailed list of all such items lying in stores or anywhere for long and may

not be required or used to *GM(C)/VP(O)/VCMD who after further checking, will take

action for wrong purchase.

*substituted vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020

xvii. SM will also be responsible for any misuse, theft, pilferage, damage, expiry, giving

proper reports, extending full co-operation etc.

xviii. Proper record should be maintained for tools, equipment, small machines etc. In case

of tools and other items issued to staff and workers from stores on permanent basis,

acknowledgment with date is to be obtained in the respective books/registers or in

ERP from the person to whom the item is issued.

xix. SM will ensure that goods are issued on "first-in, first-out" basis. In respect of major

and costly items, he should personally verify whether the items issued are put to use

or not.

xx. Quality of the materials received back after job work should be checked properly by

technical person in charge. If any manipulations are noticed, such parties should be

black-listed apart from taking other action.

xix Guideline for procuring Raw material at DF

Categories of Raw Materials:

a) Primary Raw materials b) Secondary Ingots and Master Alloy C) Imported Scrap.

PPC will plan for foundry production in advance for coming month as per order after

discussing with VP(O) and Mr. Anil CV and send the same to DGM(C) by 28^th of

every month for procuring the raw material through VP(C) except secondary ingot.

VP(C) shall arrange the ingot as per pattern of daily consumption given by user

instead of arranging more material at a time. He should also monitor the price

fluctuation if any.

DGM(C) will inform to DS for procuring Secondary ingot as per requirement.

Secondary ingot will be procured only after getting clearance from user regarding

chemical composition. DS will put up individual approved rates for approval to

VCMD.

DS shall try to procure the secondary ingot latest by 22th of every month so that

same can be used by end of the month. He should try to procure the same from

different suppliers which will help to avoid any shortage and will diversify the

company’s supplier base.

We should aim to keep maximum 5 days inventory of primary raw material at a time

which will help to control the inventory also.

We should try to produce master alloy ingot at DF itself, however same can be get

from BF also if require more quantity after discussion with foundry in-charge/VP(C) at

BF.

Page 17 of 112

Point no; “xix” inserted vide first Amendment dated 16/05/2020 to JAL (Rolling

Division ) General Procedure dated 20/04/2020

ABC Analysis

i. For the purpose of exercising proper control, stores items are classified into ABC

as detailed below. The persons whose names are indicated against each item will

exercise full control over the procurement, consumption, over-stocking and under-

stocking of the material and will be fully responsible for the same. DGM(C) will

keep overall watch on all Store items.

‘A’ items representing

80% of

VP(O)/GM(A)/DGM(C)

value of annual consumption

‘B’ items representing

15% of

DGM(C)/GM(A)/VP(O)

value of annual consumption

‘C’ items representing 5% of value

Accounts Manager / DGM (C)

of annual consumption

ii. DGM(C) / Accounts Manager and Purchase Manager and Store Manager will fix

the following levels every year in the month of April, in respect of items falling

under A & B based on the data available for previous completed year:

Levels

Basis

Minimum level (ML)

Half lead time consumption.

Reordering quantity (ROQ)

Consumption during lead time

Reordering level (ROL)

125% (or

1.25 times) of consumption

during lead time

Maximum level (MXL)

Reordering

level(ROL)+Reordering

quantity (ROQ)

Note:

i. Min 15 days stock is required in max cases where lead time is more than 1 month for

Critical item, single source, etc.

ii. Deviation from the above formula (basis) can be made where the item is of special

nature with the approval of SM + DGM(C) with regard to its requirement, minimum

ordering quantity, variation in lead time etc.

iii.

In respect of category A & B (except bulk items like LPG, HSD, HDPE bags, HNP,

Rolling Oil, where the lead time is less than one month, indent can be placed for one

month’s consumption at a time.

iv. If consumption of any item which is more than 6 transactions in 6 months, then only

such items shall be added in system generated inventory. Otherwise, indent can be

placed by user department.

v. The minimum/maximum levels list shall be reviewed by stores once in a year and such

items which are consumed less than 6 transactions during the last 6 months shall be

deleted from the level list.

vi. For category ‘C’ items, Purchase Manager+ Accounts Manager +Store Manager will fix

the following levels every year in the month of June in consultation with Purchaser

based on the data available for the previous 6 months.

Levels

Basis

Page 18 of 112

Minimum level (ML)

10 days consumption

Reordering quantity (ROQ):

(a) for items of small value not

(a) 3 months consumption but not

exceeding monthly consumption

exceeding Rs.1,500/-.

Rs.500/-.

(b) 2 months consumption but not

(b) for items of value exceeding

exceeding Rs.2,000/-

monthly consumption of Rs. 500/-

but not exceeding Rs. 1,000/-.

monthly consumption of Rs.1,000/-

Reordering level (ROL)

20 days consumption

Maximum level (MXL)

ROQ + ROL

vii.

However, in case of stationery items, the re-ordering quantity shall be 6 months

consumption irrespective of value.

viii.

Lead time for procurement in case of local purchases shall not exceed 10 days.

ix.

In respect of all items of category ‘C’ coming under P2 (Purchase), indent can be

placed for

3 months consumption but delivery should be based on monthly

requirement only.

For category ‘A’ items - weekly statement of consumption and stock level and for

category ‘B’ items

- fortnightly statement of consumption and stock level will be

submitted by Stores Assistant and SM. After writing indented quantity, the same will be

circulated to DGM (C) +AG+VP(O) every week in case of category ‘A’ statement and

every fortnight in case of category ‘B’ statement.

xi.

In respect of canteens and vehicle dept., monthly report should be prepared by

DM(A)/WO giving details of purchase, stock, consumption etc. and given to SKJ + AG

who will check and take action to control stock/consumption.

xii.

SM will ensure that absolutely essential items are stocked adequately irrespective of

the value of consumption.

xiii.

Age Analysis statement of stock will be made monthly on the basis of value of items.

Stores dept will circulate age analysis on quarterly basis to all the concerned

departments. For this purpose, slabs and basis of circulation is as follows:

List of Dept indented items

Quarterly through Soft copy

(i) Valued Rs. 1/- to Rs.1,000/-

in mail / ERP to concerned

(ii) Above Rs 1000/- to Rs 5000/-

dept.+DGM(C)+AG+VP(O)

(iii) Valued Above Rs. 5,000/- to up to

Rs. 10,000/-

Quarterly by Hard copy to

(iv) Valued Rs 10,000/- and above.

concerned dept. + DGM(C)

Miscellaneous and system generated

+AG+VP(O)

indent items

If excess quantity is procured and remains in stock, action shall be taken on the

concerned person.

xiv.

The old stock should be reviewed *once in a six months and action should be

taken to discard the same after approval of AG. Accounts Manager / DGM (C) will

check and see that Stores Manager should perform accordingly in this respect.

*inserted vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020

Page 19 of 112

xv. SM Should circulate a list of items purchased on urgent basis but not used

immediately. The list should be circulated to DGM(C)+ GM(A) once a month, who

should take action for unnecessary purchase of items.

xvi. SM should monitor stock of all items. If any item is not issued in last six months,

list of such items should be circulated to DGM(C)+GM(A) for their taking action.

xvii. If any item is not likely to be used due to change in design or change in

requirement, such items should be discarded with the approval of concerned HOD

+ DGM (C) + GM(A) + VP(O).

* However, purchase department to confirm the non return of purchased items to

supplier, prior to handing over to Ajay Lodha/Head of disposal team.

*Second paragraph inserted vide second Amendment dated 01/08/2020 to JAL

(Rolling Division) General Procedure dated 20/04/2020

c. Issues

*No item should be issued from stores unless the issue slip for the same is signed as

below. The issue slips will be authorized as below:

(a)

Issue slip value upto Rs.25,000/-

Concerned Supervisors

(b)

Issue

slip

value

above

As in (a) above + HOD (2

Rs.25,000/- and upto Rs.1.00 lakh

persons)

(c)

Issue slip value above Rs.1.00

As in

(b)

above

lakh

GM(A)/VP(O)

*Sub point (i) substituted vide second Amendment dated 01/08/2020 to JAL

(Rolling Division) General Procedure dated 20/04/2020

ii. The advice for preparation of (NRGP) gate pass’s for sending material as samples

for purchase or NRGP to send back party’s material shall be taken approval from

SKJ / DGM(C) / AG.

iii.

Sub point (iii) Deleted vide second Amendment dated 01/08/2020 to JAL

(Rolling Division) General Procedure dated 20/04/2020, being duplicity of sub

point no “v”

iv. Regarding used old items, the requisition should state whether the item is being

returned with requisition or will be handed over to Stores afterwards. Store keeper

to ensure that proper remark is given about old items on issue slip without which

new items should not be issued. In case there is delay in obtaining counter-

signature, SM should contact the concerned person and ensure that counter-

signature is obtained.

*If Stores dept is not receiving back old material having value more than

Rs.5,000 within 30 days from the date of issue, then Store Manager will

circulate a list once in 2 months to DGM(C) / GM(A) + VP(O) for further action.

Immovable rotation spare item (ie Work Roll ,Backup roll with choke , heavy

motor, Container, Caster shell, Big hyd Cylinder, etc) with machine will be

updated in ERP Spare godown Stock and exact location of the item will be

mentioned in respect of nearest to related machine/equipment. However item

custodian and the responsibility will be in account of respective user and SM.

SM will ensure to verify the physical stock once in a quarter.

*inserted vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020.

Page 20 of 112

v. Wherever items are issued from stores based on issue slips received from

respective departments (for internal use), the same shall be physically verified

thereafter to ascertain that the item has been used for the purpose for which it was

issued. For this purpose, the following financial limits shall be observed:

For all items (both capital & revenue)

Sl.No.

Limit

Approving authority

(i)

Value up to Rs.1,000/-

Verification not required

(ii)

Value above Rs.1,000/-

Stores Assistant / Asst. Manager(Stores)

and up to Rs.10,000/-

(other than the issuing person)

(iii)

Value above Rs10,000/-

Stores Manager / Dy. Manager(Stores)

and

up to Rs.1,00,000/-

(iv)

Above Rs.1,00,000/-

As in

(iii)

above

+ KS/SKJ/DGM

(Development) / Concerned HOD.

Note:

(i) Any item where checking of end use is not possible, remark should be given with

reason why checking of end use is not possible by SM and to be counter

signed by concerned HOD. But wherever checking of end use is possible, it must

be checked, failing which action will be taken for avoiding this important duty.

IAD must keep watch.

(ii) All HODs should check end use of the consumables/items received in

their department. They themselves should check end use of the

consumables and should ensure that proper record is maintained in the

department for use of the consumables which is checked by the HOD

personally or by any other person in his department to be made

responsible by him.”

b) In case any tools or other items are issued to staff, workers or workers of

contractors, acknowledgement with date has to be obtained in respective books /

registers/ERP from the person to whom the item is issued.

c) A Stock ledger will be maintained for all items so that the balance can be known at

any point of time immediately. Dy.SM / SM should ensure that the stock ledger is

updated on daily basis in ERP.

d) Duplicate keys of stores will be kept with cashier.

e) Storekeeper shall maintain full details of items issued to contractors and forward to

Accounts Manager/SKJ/SSJ to ensure that amount is deducted from contractor’s bill.

f) Items received under warranty having value of Rs.5,000/- and above like motors,

gear motors, cylinders, gearbox, machinery, electrical items must be used

immediately during preventive maintenance. If any item not possible to use / replace

and purchased as spare, can be transferred in spare godown with proper checking

and approval of GM (Maint.) / GM (O) / AG.

g) All Incoming Raw material should be weighed outside on weighbridge, in addition to

weighment on our weigh bridge, by stores supervisor 3-4 times in a month to check

the weight accuracy (and same book to be circulated to DGM(C) on monthly basis) of

our weigh bridge.

Page 21 of 112

*However all containers of imported raw material should be weighed outside at

weighbridge in addition to weighment on our weighbridge. It should be

ensured that the third party weighbridge is digital and no chance of them

manually altering the weight. No employee of Shipping/Stores is required to

go to third party weighbridge to physically check the weighment in front of

them.

*Second paragraph inserted vide second Amendment dated 01/08/2020 to JAL

(Rolling Division) General Procedure dated 20/04/2020.

h) Stores Assistant / Stores in charge should maintain a separate record of (Spare

Godown) the replacement of spares and should also mention the reason for

replacement, whether the spares replaced was for normal wear and tear or

accidental. The report should be circulated to VP(O)/GM(O)/GM(Maint)/DGM(C)

+GM(A) for taking action if found any discrepancy.

Shortage in weight up to 0.5% on the receipt of silicon, magnesium, manganese,

copper, aluminium, M.S., FO, Rolling Oil, 2 PLY, PP Fabric and other such items

coming on weight basis is acceptable and bills with such shortages may be passed.

But where variation is more, claim should be lodged with the supplier.

Deleted vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020, being duplicity of sub point no “iv” of

point no “C” “Issues”.

k) However, in case of line materials used directly in production (HSD, furnace oil,

silicon, magnesium, electro-manganese, degasser-cum-grain refiner, CR2 & CR4

salts, cover flux, caustic soda, holekote, colloidal graphite in alcohol, fibre glass

cloth), cotton waste, titanium alloy, EDM wire, MS sections like angles, channels,

rods, plates, beams, lubricating oil, packing materials (water proof paper, HDPE

cloth, wooden planks, polythene tube, GI wire, corrugated paper, wire nail, PVC

strip, HDPE twine, gum tape, HDPE fabric, stretch film) (irrespective of value),

chromium metal, copper scrap, titanium metal, rayon cord, all types of A/C sheets

and A/C fittings, all types of machinery, asbestos cloth, dycote, paper sticker, fire

clay for use in foundry, ramming cement for use in foundry, wonder board boxes and

all types of gases,*rolling oil, diatomaceous powder, FE powder, Ginol additive

issued by stores to foundry/packing departments countersignature of concerned

departmental head/overall in-charge need not be taken.

*inserted vide second Amendment dated 01/08/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020.

d. Discarding Of Spares & Stores Items

*(i) In respect of discarding of spares & stores items, below matrix shall be

followed:

Sl.

Limit of approval

Approving authority

No.

(a)

Value of spares or stores to be

SM + Dept.Head

discarded - value upto Rs.10,000/-

each case

(b)

Value above Rs.10,000/- upto

SM + concerned Dept.Head

Rs.50,000/- each case

KS/SS + HG/AG

(c)

Value above Rs.50,000/- each

As in (b) above + VP(O)/KRR

(d)

Vehicle spares upto Rs.3,000/-

K.Sudhakaran(Mechanic at B/F)

+ Dy.Mgr./Manager (Admn) + SKJ

(e)

Vehicle spares above Rs.3,000/-

As in (d) above + AG

Page 22 of 112

(a) Discarded items will be declared by HOD with valid reason like non-

repairable/life over/worn out with computerised Discard Slip. Stores will

check and keep in lock and key.

(b) Items related to serial number must be correlated with purchase history for

proper warranty checking before discarding. Also utilisation period to be

verified by Stores, and recorded in ERP.

(c)Rubber/filter/nut bolt and washer/chain and consumables, used items etc.

should be discarded in a lot (with approximate price on kg basis) periodically

by user department and a single discard slip is enough where saleable value

is almost ‘zero’. This should be cleared on monthly basis.

(d) Non-purchased items/removed items from machine/in-house made item/MS

item etc. discarded value must be declared by HOD for Stores verification

further so disposal team can consider the same with final sale price. The

declared value will be shown as a separate column in our ERP and will not

impact value of stock. It will be used as guidance for items to be disposed.

(e)Monthly report to be circulated on discarded item with rate above Rs.2,000/-

for final approval of sale.

(f) Whenever old spare/parts are replaced, DM(Stores)/SM should collect

discarded slip of such old parts while issuing the new parts without any

omission and handover the old parts to Disposal Team, at least once in a

month, to be kept under lock for disposal. The old parts should not be re-

issued to user department without obtaining proper approval.

(g) Whenever Stores Dept. is taking back any approved discard item, they

should categorise each item value-wise and handover to the by-

product/disposable team later. And Disposal Team should also maintain and

allow transferring to discard godown in particular lot only as per item nature

while taking under their custody for immediate sale.

(h) The old/dead stock should be reviewed and action should be taken to

discard the same after approval as per Matrix given. Accounts

Manager/DGM(C) will check and see that SM performs accordingly in this

respect.

(i) Before discarding any spares, toolings, dies, components etc., it should be

thoroughly checked by technical people.

(j) All breakages in stores, the value of which is Rs.500/- or less for each item

must be shown to DGM(C) or in his absence Accounts Manager for suitable

action and then adjustment should be made in the respective item’s stock. In

case the value of breakage is more than Rs.500/- in respect of each item,

approval of HG/AG should be taken, who will take suitable action on the

concerned person. List of such breakages/loss should be circulated by SM to

DGM(C)/AG on monthly basis.

(k)If any item is not likely to be used due to change in design or change in

requirement, such items should be discarded with the approval of concerned

HOD + DGM(C) +GM(A) + VP(O), who will instruct the Purchaser to see the

replacement or buyback can be done with best pricing.

(l) The Departmental Heads will send slip to SM clearly mentioning the defect

and reason for discarding the material along with full details, i.e. Code &

Page 23 of 112

Description, Price/Value, Warranty Status, Issue Date etc. SM will keep the

discarded material separately. At the end of the month SM will sort out the

material according to the approval to be obtained and get the approval after

inspection of the material. The details o such approval will be entered in ERP

and will be signed by the approving person. Apart from the above,

DGM(C)/SKJ will also verify the discarded item with individual approval and

signed slips and sign the report. Report will be maintained only for items

where the value is above Rs,2,000/- each. AL will receive the same and keep

in discard/scrap godown.

*Sub point no. “i” substituted vide second Amendment dated 01/08/2020 to

JAL (Rolling Division) General Procedure dated 20/04/2020.

ii.

Before discarding any spares, tooling, dies components etc., it should be thoroughly

checked by technical people.

iii.

The Departmental Heads will send slips to the SM clearly mentioning the defect and

reason for discarding the material. The SM will keep the discarded material

separately. At the end of the month the SM will sort out the materials according to

the approvals to be obtained and get the approval after inspection of the material.

The details of such approvals will be entered in a *ERP system and system report

and will be signed by the approving persons. Apart from the above, Manager

(Accounts)/ SKJ will also verify the discarded items with the individual approval and

signed slips and sign the report. Report will be maintained only for items the value of

which exceeds Rs.2000/- each. In respect of items the value of which is Rs.2000/-

each or less, AL will discard the same and keep in scrap godown by him.

*substituted vide second Amendment dated 01/08/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

iv. All breakages in store, the value of which is Rs. 500 or less for each item must be

shown to DGM(c) or in his absence Accounts Manager for suitable action and then

adjustment should be made in the respective item’s stock, in case the breakages are

more than Rs. 500/- in value in respect of each item approval of AG should be taken,

who will take suitable action on concern persons. List of such breakages/ loss should

be circulated by SM to DGM(C)/AG on monthly basis.

v. A note book should be maintained by SM with all particulars of furnace oil, HSD,

LDO, LPG, rolling oil and which will be signed by the SM or any Assistant in stores

deputed by SM, foundry person and security person (all three) after physically

checking the tanker with the measuring scale provided. Discrepancy if any found,

should be recorded and informed to PM before emptying the tanker so that

clearance of supplier/transporter is obtained to compensate for the shortage. This

record will be kept by the SM, which should be shown to DGM(c)/AG monthly.

vi. * Following report are to be circulated by store as per the chart give below:

Name of Report

Frequency

To be circulated to

Rejected material lying in

Fortnightly

Purchaser + SKJ + SKP + AG

stores

Pending indent list

Monthly

Purchaser + SKP + AG

Pending indent list

Monthly

Purchaser + SKP + AG

imports

Dead stock list - (Above

Quarterly:

M. Sathesh + ALG + KS + SKP

Rs 1,000/-)

April, July,

+ AG

+ VP(O)+PJK

- For

items purchased but not

Rolling.

used in last one year

Page 24 of 112

October,

M. Sathesh + SS + RNS + SKP

January

+ AG

+ VP(O)+PJK

- For

Extrusion.

*Sub clause ‘vi’ substituted vide second Amendment dated 01/08/2020 to

JAL (Rolling Division) General Procedure dated 20/04/2020.

Standards for acceptance of material:

Argon and Oxygen gas: Argon gas and oxygen gas are supplied in cylinders of

7.15/7.20 cu mtr which is filled at 140 kg/cm^{2 at} 27⁰C. The pressure varies with

change in temperature. Hence, for all practical purposes, the pressure varying

between 130-140 kg/cm² at room temperature is acceptable for 7.15 cu mtr

quantum of gas. Small variation in pressure is possible and acceptable because

while filling, testing and re-testing, certain amount of gas escapes. In case the

pressure is less than minimum 130 kg/cm², the cylinder should be rejected.

ii.

PP Strap: This is sold in rolls, each roll measuring 2000 mtrs. Our requirement is

of PP strap of 12 mm width x 0.6 mm thickness. Average net weight of 2000 mtrs

roll is 9 kg. We may accept variation in width ± 3%, length ± 3%. Our purchase

order should mention thickness, length and weight. Stores should check length,

thickness and weight.

iii.

Furnace Oil: Weight of FO varies from 0.925 gm/litre to 0.980 gm/litre depending

on atmospheric temperature. Hence, one tanker of 12,000 litres should weigh

11125 kg minimum. Both weight and volume of FO received should be checked.

The weight as shown by the weighment slip of IOL /HP/BPCL should be cross

checked with the weight as ascertained by us. (No change in previous standards.

No BIS standards).

iv.

PP fabric Laminated: The strength of the fabric depends on the mesh and denier

of PP tape used. For packing application, fabric 10 x 10 mesh made from 850-

900 denier tape should be used. The theoretical weight of the above laminated

fabric would be 90 gsm with  7% tolerance with minimum tensile strength of 70

kg/sq.cm. Fabric with tensile strength less than 70 kg/sq.cm. shall be rejected.

Tensile strength will be checked in our Laboratory. Stores Manager shall be

responsible to check quality based on the above criteria for 2-3 samples in each

lot. Stores Manager should also check the mesh size, weight and denier as

above and shall write his remarks on the bill. While passing the bill, Accounts

Department shall ensure that the above conditions of quality have been satisfied

in all respects. Purchase Manager will ensure that specification is clearly

mentioned in the Purchase Orders.

Printed Stretch films: This is sold in rolls, each measuring 7 kg in weight. Our

requirement of stretch film in thickness is 40 microns +- 3 Micron and width should

be 260 mm -5 MM +0.0 MM with 3” bore. The ideal weight of rolls with 40 microns

thickness is 7 kg +/- 5%. We should mention in our purchase order that surface

inside the bore should be uniform and in each roll, film should be centrally placed

in the cardboard bobbin with a maximum width of 275 mm including the width of

the film of 260 mm or 250 mm is acceptable.

vi.

*Green Pet Strap (13 mm): This is sold in rolls, each roll measuring 2500

mtrs. Our requirement is of Green Pet strap of 13 MM width x 0.56 mm

thickness on 8” ID Paper Core. Average net weight of 2500 mtrs roll is 22 kg.

We may accept variation in weight ±5%. Our purchase order should mention

thickness, length and weight. Stores should check length, thickness and

weight.

Page 25 of 112

Green Pet Strap (19 mm): This is sold in rolls, each roll measuring 670 mtrs.

Our requirement is of Green Pet strap of 19 MM width x 1.27 mm thickness

on 16” ID Paper Core. Average net weight of 670 mtrs roll is 20 kg. We may

accept variation in weight ±5%. Our purchase order should mention

thickness, length and weight. Stores should check length, thickness and

weight.

*Sub clause ‘vi’ substituted vide second Amendment dated 01/08/2020 to

JAL (Rolling Division) General Procedure dated 20/04/2020.

vii. Polythene Sheet: 60 % HMHD and 40% LLDPE we are receiving in Roll Form in

multiple width of 3 ½, 4 ½, 5 ½ ‘and thickness will be 22 Micron we may accept

variation in +/- 3 Micron, roll weight may accept 45 to 60 kg.

*Guidelines for Procurement of Wooden Planks:

01.

JAL-RMD is procuring following 2 Types of Wooden Plank and Runner for making

wood Boxes and Pallets for Packing Aluminum Rolled Product and Extrusion:

a) Jungle Wood (For Use in Domestic Supply)

b) Seasoned Pine Wood/Silver Oak Wood (For use in Export Supply)

02.

Specification of Jungle Wood

For Plank

Details

Length

Width

Thickness

As per

Value

Indent

6" to 10"

19 mm

Tolerance

NIL

3 mm

Moisture

Content

8-22%

For Runner(Rectangular Size)

Details

Length

Width

Thickness

As per

Value

Indent

Tolerance

NIL

3 mm

Moisture

Content

8-22%

03.

Specification of Pine Wood

Specification of Seasoned Pine Wood

For Plank

Details

Length

Width

Thickness

As per

Value

Indent

Tolerance

NIL

3 mm

Moisture

8-22%

Page 26 of 112

Content

Fungus

Fungus Free

For Runner(Rectangular Size)

Details

Length

Width

Thickness

As per

Value

Indent

Tolerance

NIL

3 mm

Moisture

Content

8-22%

Fungus

Fungus Free

04.

After receipt of Wooden Plank and Runner(Both Jungle Wood and Pine

Wood),store should check thickness, width, length and Moisture in case of Pine

wood will be checked by QA Lab. Store Manager will ensure that material

received is strictly as per specification given in Indent. Quantity received to be

calculated in CFT. In case of any shortage with respect to Invoice/Challan

should be clearly mentioned on Bill by store and informed to Purchase Dept by

mail within

2 Days of receipt of material and account should Debit the

corresponding shortage amount .In case of any variation in size and quality,

material should be rejected and returned to supplier on their cost as soon as

possible.

05.

Before technically approving the bill, Packing department should check for the

quality of the wooden planks. Specially in the case of Pine wood / Silver Oak

wood planks, packing dept should ensure that same is seasoned and free from

any fungus and termite.

06.

In case of Jungle wood planks, Sandeep Agarwal should give a tentative

monthly procurement plan through Stores to Purchase dept by third week of

previous month, which will be based on last 3 months average consumption

and considering any specific future requirements. In case of excess

requirement, packing dept should inform store and purchase at least 15 days in

advance, so that Purchase dept can arrange material.

07.

Requirement of Pine wood / Silver Oak wood planks is to projected by Packing

department minimum four weeks ahead of requirement, since seasoning is

involved. June to September being rainy season, extra quantity should be

purchased during April & May, so that there is no shortage of wooden planks

during rainy season.

08.

Cutting Tolerance of (-) 3 mm is allowed in thickness of Planks and (-) 3 mm in

Thickness and Width for Runner.

09.

Moisture Content Acceptability level will be 8-22% and not exceeding 22% for

Pine Wood.

10.

User Dept/Store dept. shall give advance information, well in time for any extra

production month requirement.

11.

User Dept/Store dept will try to keep sizes of wood at minimum level to avoid

accumulation of inventory.

*point no. ‘f’ substituted vide second Amendment dated 01/08/2020 to

JAL (Rolling Division) General Procedure dated 20/04/2020.

Page 27 of 112

g. Imported Scrap Material

Decision for import of aluminium scrap i.e. how much quantity, to be imported, when to

be imported will be taken by top management month wise. Management will ascertain

the quantity to be imported in advance, thereafter schedule of import of scrap will be

finalised. Enquiries will be floated for import of scrap with different parties being finalised

as per JAL B/F. We are receiving mainly TT clean scrap, Wire scrap, Taste/Talon &

Extrusion scrap.

h. Steps for storage and checking of imported scrap:

Clean TT scrap and wire scrap (Not to import TT scrap with any attachment)

should be unloaded in the foundry shed of Rolling division.

ii.

Whenever scrap is received, Stores Manager will inform Foundry Manager (FM)

about receipt of the scrap from any party. FM will take 4 samples from each

container and the same will be opened in the Bale opening machine in the dross

shed. FM will ensure that 4 bales/briquettes from each container are opened and

contents are checked with regard to MS, steel scrap, radiator scrap, aluminium

powder, dust and other impurities. He will make a consolidated statement of all the

4 bales of each container. In case the impurities are more than tolerance in any

container, the same will be intimated to Mr. Pardeep Kumar Kalra (PKK) by mail

who will lodge claim with the supplier immediately. PKK should ask the supplier to

come within one week for inspection if party so desires otherwise the claim will be

settled based on the report of 4 bales sent by FM. Suppliers who supply poor

quality scrap continuously or frequently should be blacklisted and legal notice be

sent.

iii.

Even clean TT scrap and wire scrap bales will also be opened and checked in the

same manner as mentioned above. Big bales of 400 - 500 kg which are called

HBR bales will also be opened and checked in the same manner. However,

instead of 4 bales, he can open and check only 2 big bales. In clean TT &

Taste/Talon, if impurities are more than 1%, claim should be lodged with supplier

for the loss suffered by us. PKK will be fully responsible for getting the claim

settled/blacklisting the supplier. FM will immediately check and send full statement

to PKK with copy to ED and VCMD for taking suitable action.

iv.

As mentioned above, in case party wants to come for inspection, material should

be kept separately for one week and should not be used till it is cleared by PKK.

However, PKK will ensure that the party comes for inspection within one week or

party should give clearance to use the material maximum within one week’s time,

settling the claim.

Caster Head will technically approve all the scrap bills after checking as per

procedure given herein. No bill for scrap shall be passed without checking by

Caster Head in addition to DGM/GM(A). Caster Head is mainly and solely

responsible for the quality.

vi.

One register will be maintained in foundry which will be signed by Caster Head as

well as AG. DGM/GM(A) will ensure that all the claims are lodged with the supplier

wherever there is a quality and quantity problem. He will remain in constant

contact with PKK.

vii.

PKK will also visit D/F to see the quality of the scrap as and when necessary.

Other imports

Imports as per JAL B/F for all import activities Pardeep Kumar Kalra (AGM-Imports)

will be fully responsible assisted by Sampat Kunder at B/F.

Page 28 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART- III

Guidelines for Purchases

Outstation purchases will be handled by PM assisted by Dy. Manager-Purchase

whereas local purchases will be handled by SKM assisted by local purchasers. PM

and Purchase executive will report to DGM(C)/GM(C) as per details given in

organisation chart.

ii.

In case of all purchases wherever applicable:

a) To avail GST credit, purchases to be made from registered dealers.

b) GST Credit is available for all the items except few items. In case of doubts,

clarification should be taken from DGM (T) / CS / CFO.

c) To purchase Natural Gas (RLNG) against “C” Form (CST @2%).

iii.

For all local purchase materials, purchaser shall mention about warranty of the

materials in the bill. Duly filled-in and signed guarantee card shall be handed over to

stores by purchaser after taking acknowledgement from stores person. If there is no

warranty for any item, purchaser should specifically mention in the bill to that effect.

Stores Manager and Accounts Officer will check this before bills are passed.

iv.

Purchase Department should give instructions to the party to mention complete details

such as serial number of the item, warranty period, invoice number etc. in the warranty

card as well as in the bill. In cases where party has not mentioned full details in the

warranty card, purchaser should ask the party to mention the same without which bill

will not be passed.

Stores should not accept incomplete warranty cards from Local Purchase Dept or from

Out station Purchase Dept or from any other sources. In case of outstation purchases,

the information about warranty shall be mentioned in the purchase order.

vi.

Warranty details shall be recorded in a separate report under ERP Purchase module

by stores.

a. Local Purchases:

i. All the order placing authorities should ensure that the requirement comes through

proper channel and then only they will arrange for procurement from local suppliers.

The Purchase Department should take prompt action in procuring the items. Stores

and the indenting departments should give their requisition well in advance and clear

in all respects, so that the purchases can be made after thorough verification and

scrutiny.

ii. Local Purchases should be kept at a minimum and should be avoided as far as

possible.

iii.

The purchaser should bargain, cross verify the rates and prepare the OFS and get the

approval of the concerned persons. OFS approving authorities should verify whether

the rates are bargained by the purchaser properly and the rates negotiated are

economical to the company and whether the items are OK in respect of quality,

Page 30 of 112

quantity, prices etc., and the requirement is genuine. They should double check all the

items/rates and then only sign the OFS.

iv.

The purchasers should first bring samples for major canteen items to be purchased in

bulk quantity like wheat, rice, sugar, tea, dal, gram, rajma or any other such item and

the same shall be approved as per JAL B/F guidelines.

Requirements marked 'urgent' should not be kept pending. Purchasers should try to

purchase on the same visit and if not possible due to some unavoidable

circumstances, they should be procured during next visit. But the requirement marked

'very very urgent' and underlined by the ordering authority must be purchased on the

same day on top priority.

vi.

The Purchasers will make all efforts in bargaining to get the items at the lowest

possible price and material should be of best possible quality. They should also avail

all sorts of discount which are given through persuasion.

vii.

SM as well as SKM/Purchasers will ensure that the defective materials are returned to

the suppliers and credit or replacement received without delay.

viii.

AM/DM (Admin) will give detailed list of items required for canteen; vehicle parts etc.

well in advance to the purchaser.

ix.

No material should be brought inside the factory without proper bill, cash memo or

challan mentioning the value even for approval. If by chance any item is received

without challan, purchaser should submit challan for receipt of material in stores with

full details and value. Whenever materials are brought to the factory by vendors or by

outside transporters, security person shall check and confirm that the consignments

are accompanied by necessary documents. After checking the documents, security

person shall put stamp on the documents certifying as “Documents shown” and

forward the materials to stores along with the challans.

No material should be taken either for return or for replacement without gate pass from

stores, even if the material is for approval.

xi.

All material should be returned to party with due acknowledgment either on challan

copy or party's letterhead. Some kind of acknowledgment is a must. Otherwise the

purchaser will be held personally responsible. The challan should be kept pending until

the matter is settled.

xii.

All conditions must be finalised before the goods are purchased. The system of first

purchasing the goods and then bargaining and disputing with the party is not desirable.

If party agrees for a special discount on a later date that must be availed and brought

on record.

xiii.

No payment to any party should be delayed unnecessarily except in cases of credit

and where goods are rejected / returned. If Accounts Department does not release the

payment within reasonable period, it should be reported to DGM(C)/AG by the

Purchaser.

xiv.

No bill/cash memo should be given to Accounts Dept. without OFS. Cashier/

Accountant will not accept any bill/cash memo without being accompanied by OFS

wherever applicable.

xv.

Whenever truck load of material is purchased, it should be ensured that the truck

reaches the factory latest by 6.00 pm so that it can be easily unloaded by our workers.

xvi.

Purchaser should sign with date all the bills, cash memos etc. of local purchases,

before giving to Accounts/Cashier.

Page 31 of 112

xvii.

All purchasers will show all the bills/cash memos to SKM the next morning, who will

verify the rates of all purchases, sign with date all the bills and then the purchaser will

pass on the bills to Cashier for accounting purposes before 10.00 hrs positively. In

case of cash purchases, SKM shall cross verify with party over phone or shall check at

random with party whenever he is going to the market and ascertain whether payment

was made in full or less than the bill amount by the purchaser.

xviii.

No technical person should be involved in settling the prices. They should give the

indents clear in all respects. In case any technical person is sticking to a particular

brand, the matter should be got cleared from VCMD. The departmental heads, while

submitting indents for clearance of a particular brand item must mention on the indent

reason in brief, for requirement of a particular brand.

xix.

It should be ensured that purchases are made directly from manufacturers as far as

possible. If there are no local manufacturers or it is costly to procure from

manufacturers outside Bangalore, major requirement should be procured from

wholesale distributors. Technical staff and stores people should see the quality/brand

and reject the material if the quality/brand is not as mentioned in the indent/invoice.

xx.

All construction materials received should be checked and verified by responsible

construction staff as per separate instructions and the same should be strictly followed

by all concerned.

xxi.

No purchases should be made from unregistered local dealers (local dealers who are

not registered under GST). This does not apply to items of small value like old cloth,

vegetables etc. or not available with registered dealer, where bills cannot be procured.

Purchases can be made from unregistered dealers outside the State wherever the

rates are competitive.

xxii.

In case of local purchases, if particular item is purchased from a single party, SKM

will obtain Quotation from branches and maintain a register giving details of efforts

made to develop alternate source.

b. Outstation Purchases:

i. As soon as indents are received for outstation purchases by the Purchase Department

from Stores, Purchase Dept. will take print out of enquiries on the pre-printed

stationery for sending to parties and getting quotations. In case enquiries are to be

sent to some more parties in addition to the existing suppliers, the Purchase Dept. will

update the master by adding the details of suppliers and send enquiries to these new

suppliers also. In addition, enquiries will be sent to JAL branches.

ii. If quotation is not received within 7 days time, a reminder also should be sent to the

party/branches for expediting the quotation. If it is urgent indent, then purchaser can send

a reminder within 3 days or remind over phone.

iii.

If no reply is received from branches regarding above enquiries, then DM / Manager

(Purchase) should send a reminder to concerned branches, under intimation to

concerned branch in-charge like FCG for D.O. and GM(C) for other branches.

iv. After it is decided to place order on a particular party, after the approval of OFS,

Purchase Department will print the Purchase Order on that party on pre-printed

stationery.

v. Quotations must be obtained by PM from not less than 3 parties. In case of any

urgency/single source/brand approved items for purchase from established/reputed

suppliers, order may be placed immediately without complying with such formalities

Page 32 of 112

but with prior approval of DGM (C)/AG/GM(C). Such deviations must be recorded in

OFS and ratification should be obtained.

vi.

In case the minimum numbers of three quotations are not received for any genuine

difficulties, the fact should be mentioned in the OFS while finalising the order and

approved by the concerned approving authorities.

vii.

OFS must be used for all items above Rs.25,000/-.

a) Original copy must be attached with duplicate copy of the purchase

order which will be given to Accounts Department through ERP.

b) Duplicate copy may be attached to the triplicate copy of purchase order

which will be finally filed in purchase department file.

viii.

Purchase Orders must be used in case of job works as well as for all outstation

purchases. While orders may be placed over phone in case of emergency, it should be

regularised immediately thereafter. Purchase Order must be prepared in triplicate

using three different colours as well as give one copy to store through ERP:

a) Original

For sending to supplier.

b) Duplicate

Accounts Department.

c) Triplicate

To be filed in PO file with the Purchase Dept.

ix.

When goods are received as per order, the duplicate copy of the PO must be attached

to supplier's invoice by account department. This will be the responsibility of Accounts

Clerk. D.O/M.O. and other branches should also follow this procedure other than in

case of local purchases. In case of spot/local purchases, only P3 should be attached

with the bill.

In case of part supply, details of all bills should be given in the duplicate copy of PO.

This duplicate copy of PO should be filed in a separate file by Accounts Department.

xi.

The minimum value of the item in respect of outstation purchases where enquiry

should be sent to various parties is Rs.10,000/-. PM shall finalise the order within the

above limit calling for rates from 2/3 parties over phone or based on past purchases.

xii.

The suppliers should be advised that copy of the invoice should accompany the

materials at the time of supply.

c. For purchase of items which exceed Rs.25,000/- each item p.m. and source of

supply is only one

i. PM must obtain quotation in third party's name. The quotations should be taken from

different places also. There may be one distributor in one State of one particular

company. In that case the quotations should be obtained from various distributors and

also from the manufacturer directly. Such quotations should be enclosed with OFS

wherever applicable.

ii. IAD must check with concerned purchase file and ensure that all quotations received

are included in comparative statement.

iii.

To make strenuous efforts to find out the alternate source of supply for a particular

item other than OE spares, products or consumables.

iv. PM will keep records for the efforts made by them to find out the alternative supplier of

the items which will be checked by DGM (C).

Page 33 of 112

Also to make efforts for developing import substitutes for such items to break

monopoly of certain suppliers. PM

/ Dy. Manager

(Pur) will be responsible for

developing the substitutes under the guidance of DGM(C) and will maintain a

complete record of efforts made for developing such import substitutes, the results

achieved and circulate AG/VP(O) showing progress in the matter. This record should

be shown to VCMD periodically.

vi.

In case orders for any item are to be placed in Delhi, Mumbai, Chennai & Ahmadabad,

quotations obtained from these places by branches, then negotiate the price and

forward to B/F for further negotiation and placing orders.

vii.

In case of items where there are many suppliers, but still the item is being purchased

from a single source since long, PM/ SKM should negotiate extensively with the other

parties who have quoted higher rates and they should try to find out the reasons for

their quoting higher rates.

viii.

The Capex Committee will verify and check the record of replacement of spare parts

costing more than Rs.10,000/- and investigate the reasons for replacement (whether it

is due to normal wear and tear or accidental) and inform VCMD if replacement, in their

opinion is caused due to somebody's negligence or lack of preventive maintenance for

taking action on concerned person. Records should be maintained by SM.

ix.

It is a general practice to negotiate the rates from the party who has quoted lowest,

which is not correct. PM/Purchasers should negotiate the rates with all the parties from

whom the quotation has been received and a note to this effect should be given by the

negotiator in quotation/OFS.

When a particular item is purchased continuously from a single source, proper

justification for the same should be given in OFS which should be approved by the

approving authorities.

xi.

While negotiating the rate with the party, the rate must be negotiated with the second

lowest party. Specifically, seniors while approving the OFS must take care of it so that

the correctness of the rate can be ensured as well as any favour to any of the

suppliers can also be cross checked.

xii.

While going through the quotations received, it should be checked that all the three

quotations received are not of the sister concerns of the same party and there is no

manipulation by the party and quotations are not collected just for the sake of formality.

(d) Procedure for Annual Maintenance Contract (AMC) & Comprehensive Maintenance

Contract (CMC):

1. Prior to raising an indent for AMC/CMC of any equipment, User & Stores dept

Should check the equipment, its condition, location and its availability for

processing further. In case there is plan to replace the equipment within one year

the AMC should be renewed after consultation with the user department.

2. Stores and User department to find out and ensure whether the equipment /

machine is covered under warrantee / Guarantee, if any and also find out whether,

at the time of negotiation, we have obtained extended service support after

completion of warranty Period or not?

3. Considering the importance, Usage and life of the equipments, AMC/CMC indent

should be raised and awarded.

4. At the time of Quotation, enquiry / OFS circulation, purchase dept should clearly

obtain the list of critical spare parts and also obtain technical scope of work to be

Page 34 of 112

carried out, at the time Preventive Maintenance (PM) etc. The OFS of breakdown

service should clearly mention whether use of any spares is in the scope of the

vendor or to be provided by us.

5. Break Down (BD) call service and PM Service should not be combined by Service

Provider for the same equipment in a single visit in most of the cases. However,

wherever, it is not possible for us to provide the machine again for PM due to its

criticality, the Break Down and PM Service may be agreed with the approval of the

Technical Manager/ Factory Manger. PM visits should be finalized for regular

intervals like Monthly, Quarterly etc. Uneven periodical PM Service will not be

agreed. Generally, advance payment of PM, CMC to be avoided, however, if it is

absolutely unavoidable it may be agreed with the approval of HOD Purchase and

GM(C).

6. Certain machines like Computer Severs, UPS, Printers or even software of many

imported machines are serviced on line, in those cases physical visits of engineers

of service providers will not be there. Proper records should be kept by user

department for online services provided by AMC/CMC service provider.

7. If any PM Service missed out by party within the specified tenure of quarterly/half

yearly, we should extend the PM period on Free of Charge (FOC) basis or deduct

the payment of the vendor proportionately. However, one week grace period may

be considered for PM Service after completion of particular quarter / half year.

8. In case of AMC, when new spares are used, the old spares to be taken back and

deposited in to Store. These conditions must be clearly specified in the PO and

where the company pays for the cost of spares.

9. Technical, Purchase and Stores departments should maintain the list of

equipments which are covered under AMC. Technical Department will raise an

indent for renewal of AMC well in time. Purchase dept should intimate to Technical

and Stores dept on time after renewal, immediately with PO reference, if any. In

case there is addition and deletion of any equipment Technical Department shall

inform all concerned so that the same could be incorporated in the list of AMC

10. IT Dept. will incorporate all the AMC Indents in the AMC Module and will provide

alert to the Concerned Dept., Purchase Department and also to the Service

Provider wherever Preventive Maintenance is due to attend and also at the time of

renewal. When the Preventive Maintenance is due the alert will be raised 15 days

before every alternative day, after the expiry of the date alert every day till the

completion of the PM and upload the report.

11. IT department will generate Stamping /Calibration alert in the System one month

before following weekly once for the first two weeks and twice for the 3rd week and

every day for 4th week.

12. Technical head will ensure timely attending of PM services and smooth running of

Equipments / performance condition etc. In case of, non response from AMC/CMC

service providers, purchase head will involve himself and will ensure the timely

completion of PM Service, Break Down call response, spares replacement and also

to resolve dispute etc. arises if any.

13. Whenever Engineer visits to attend the break down / preventive maintenance the

Concerned Department Engineer / Supervisor will sign the Call Report/ Service

Report and handover to Purchase Dept. to maintain the records, after being verified

by technical head.

Page 35 of 112

14. Some Service Providers are submitting their PM report through email in the form of

digital soft copy after attending/completion of service by them. Either soft copy of

mail or hard copy of PM report must be acknowledged & confirmed by supervisor

and later on certified by Technical head, so that Purchase and accounts will have

an authentic document to ensure that the Service Provider has provided

satisfactory service, before passing of the bills.

15. It has been observed that some of the AMC party service engineers are obtaining

service endorsement from supervisors of other division for example Extrusion

division related machine being certified by RMD supervisor and vice versa. User

department head to ensure that such kind of practices must not be allowed.

Extrusion and RMD divisions must obtain separate PM Service report and only

respective supervisor and technical heads must certify their respective reports.

16. BD call records and other service reports are important document to analyze the

equipment performance, repeated replacement of spares if any and its warranty

period etc. Purchase and user department must monitor all service reports very

keenly, so that there is a control on AMC provider.

17. All AMC/CMC bills will be approved by the authorities as specified in the corporate

procedure of the respective units as per the terms of the PO.

18. Clearance of Technical and Purchase departments are very much mandatory to

release AMC/CMC payment. At the time of bill passing, Account department should

ensure that all relevant PM reports have been attached and services have been

completed , where payment is to be made after rendering of services.

19. At the time of AMC/ CMC bill passing by Purchase dept, if any delay or omission of

PM & call for the particular tenure is observed; then purchase department should

lodge a complaint mail to Service Provider as a record for extension of PM tenure

instead of approaching at the time of renewal with available unmaintained records.

Accordingly suitable decision to be taken by Purchase department, whether

payment to be deducted proportionately or AMC period to be extended

proportionately.

20. Security dept should maintain complete log details of IN and OUT entry record

pertaining

to Service Provider, whosoever, visiting to attend PM / BD Services.

21. AS far as possible, AMC/CMC should be entered into in such a way that it matches

with the accounting financial year i.e. From April to March. Initially, AMC can be

entered into for a broken period for bringing the AMC period at par with the

accounting year and thereafter all subsequent renewals can be done based on

financial year.

22. AMC/CMC bills should be cleared through DMS system as being done for other

supplier bills so that the same can be easily tracked through ERP for the status and

also misplacing of the bills can be avoided. I T department should provide

necessary solution for the same.

* * * *

Page 36 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART- IV

Guidelines for Accounting

A. Verification Of Purchase Bills

Accounts Officer/Accounts Manager while arithmetically checking, verifying and

passing the bills should also verify the correctness of the rates by different tactics:

a. by comparing with the price-lists.

b. by enquiring over phone with other parties.

c. by comparing the last purchase rates given by IT Dept.

d. by also checking brand(i.e. whether same brand brought and same price

or not?)

ii.

DGM (C) will ensure that such checks are carried out by Accounts Officer/Accounts

Manager while passing the bill.

iii.

Each person should pass on the bills to the next person within a day. All bills should be

cleared within 7 working days by all the bill passing persons. All bill passing persons

should sign the bill with date. This should be followed strictly.

iv.

Accounts Officer will also ascertain the reasons why specific brand has not been

purchased. Whenever he finds any sort of discrepancy, he should refer to Accounts

Manager/ Manager (Fin)/DGM(C)/VCMD for probing into the matter and taking suitable

action.

The rates of items, the amount of which exceed Rs.10,000/- will be verified by

Accounts Manager also whenever he suspects and deems necessary.

vi.

VCMD will assign someone for special checking responsibility of all bills above

Rs.25,000/- in respect of price, quality, correctness etc. but will do so after final

passing i.e. last and final signature, which must be done within a month from the time

of final passing. In respect of any discrepancy, they should take severe action. They

will return the bills to Accounts Department within 2-3 days.

vii.

If technical verification of the items received in stores is not completed or item requires

repair or takes more time for testing, the technical persons should return the bills to

Accounts Dept. with a note to that effect, asking them to send the bills again for

checking by

(date).

B. Physical Checking Of Purchased Items

i. In case the material received is consumed by Stores, the physical checking persons

should see/enquire from other staff as to where it is used. However, in any case, use

of the material should not be stopped and work should not get hampered.

ii. SKJ/DGM(C) will make frequent surprise checks all round in Accounts Department

intermittently with special interest for all purchase bills (large and small) and with

regard to the receipts in the factory either himself or through his assistants.

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iii.

Whenever SM informs about the receipt of material which is likely to be consumed or

despatched immediately, the checking person should verify it immediately within an

hour.

iv. In respect of canteen and vehicle items, Accounts Manager will surprise check the

quality of all materials purchased from time to time.

C. Bill Passing

In case of payments to contractors/labour charges/transporters/advertising/others for

carrying out any works, if the contract amount exceeds Rs.30,000/- per contract, tax

must be deducted at 2% in case of payment to contractors and 1% in case of

advertising and sub-contractors at the time of making each payment or crediting the

person's account whichever is earlier.

ii.

TDS is also deductible when aggregate of the amount of contract credited/paid is likely

to exceed Rs.100,000/- in a year. PF and ESI shall be deducted from contractors' bills

wherever it is mutually agreed by company and contractor. To be decided while

issuing P.O. itself and to be mentioned clearly in the P.O.

iii.

Income tax at source has to be deducted

@ 10% on payments made to

individuals/HUF and @ 20% to a company on payment of rent beyond Rs.1,80,000/- in

a financial year by the company. The expression rent includes payments by way of

lease, sub-lease, tenancy or any agreement or arrangements for use of land, building

including factory buildings, together with furniture, fittings and land appurtenant thereto

whether or not such building is owned by person to whom payment is made. TDS @

2% is to be deducted for rent payment for use of plant, machinery or equipment.

iv.

In respect of payment of fees for professional/technical services, tax is to be deducted

at source @ 10%, if the aggregate sums credited or paid or likely to be credited or paid

during the financial year are likely to exceed Rs.30,000/-.

Payment of commission or brokerage exceeding Rs.15,000/- in a financial year will be

subject to deduction of tax at source @ 5%. Payments made (other than on behalf of

non-resident shipping companies) towards octroi, commission, customs agents will be

covered for this purpose. For this purpose, commission/ brokerage will include

reimbursement of actual expenses paid to specified persons but excludes expenses

like container charges, port charges etc. paid on behalf of the principal by the agent.

vi.

Payment of interest in excess of Rs.10,000/- p.a. shall be subject to deduction of tax at

source @ 10% or rate as applicable by the recipients i.e. Individuals/Domestic

company/HUF /Firm .

vii.

Payments for cost of advertisements issued in souvenirs brought out by various

organisations is subject to TDS @1% where the payee furnishes a certificate for non-

deduction/at lesser rate, the same will have to be taken note of and tax need not be

deducted or deducted at lesser rate accordingly.

viii.

Surcharge as applicable on TDS and the rate of surcharge/cess will be as per note

issued by TM/DGM (F&T) from time to time. Accounts Dept. to ensure that TDS

certificates received bear the seal of the party and that they are valid for the current

assessment year. For any doubt/clarification, TM/DGM (F&T) may be consulted.

ix.

GST from time to time to be paid to some specified persons rendering services such

as advertising agency, clearing and forwarding agents, consignment agents, courier

service, customs clearing service, steamer agent service, engineering consultants,

general insurance, interior decorator, management consultant, paging service,

telephones/fax, security agency, motor car/two wheeler service by authorised service

Page 38 of 112

centre, photography service, chartered accountant, cost accountant, company

secretary, banking and other financial services etc. It is important that the prescribed

GST should be paid only when the agency claims in their bill. Moreover, the

prescribed GST is to be paid only on the value of the service charges in the bill.

Accounts dept. should seek clarification from CS/DGM(F&T) in case of any

discrepancy before passing the bill. If any party has claimed GST in their bill, passing

authorities should ensure that GST has been claimed legally. While passing bill,

Accounts Manager will ensure input tax credit is availed whenever GST is paid.

No inward bills of metal (aluminium, copper, silicon and magnesium) and other items

where GST credit is availed should be passed for payment without the signature of the

SM in respect of quantity, while in respect of quality, Foundry Manager or Caster

Incharge/GM(O) should sign. In addition, inward bills of domestic aluminium ingots and

scrap should not be passed without the signature of J.S.Chauhan and in his absence

GSS. It should be ensured by Shipping Dept. that GST details for availing GST credit

are available in the bill. If there is any discrepancy, the same should be brought to the

notice of PM/ DGM(C)/VP(C).

xi.

For technical items of special nature/items made to order, which will be intimated by

the SM on the invoice, payment should be made after getting signature from

DGM(C)/GM(A)/VP(O) and also from concerned department in-charge. No payment

should be made till the particular item/equipment supplied/installed gives the required

performance and approved by DGM(C)/GM(A)/VP(O).

xii.

Accounts Officer/Accounts Manager will ensure that GST credit is availed except

purchase of canteen and other non eligible purchases.

xiii.

Shortage in weight up to 0.5% on the receipt of silicon, magnesium, manganese,

copper, aluminium, M.S., FO and other such items coming on weight basis is

acceptable and bills with such shortages may be passed. But where variation is more,

claim should be lodged with the supplier.

xiv.

All bills must be original ones. The duplicate copy of Bills for Import / foreign bills

(since original is retained by customs) will be treated as original. In case any bill is not

available in original then the Accounts Officer should certify in the available copy of the

bill that no entry has been made in respect of the said bill earlier in the Accounts

Books and the signing person should also certify that they have not signed any bill

earlier in respect of the same material.

xv.

DGM (C) will ensure that no double payments are made while approving the duplicate

bills.

xvi.

Wherever payment against duplicate bills is made, Accounts Officer should get a 'non-

payment' certificate from the party before releasing payment in such cases.

xvii.

SKJ, DGM(C) and IAD will also sign all duplicate bills after checking all the records

and after verifying whether payment has already been made or not.

xviii.

IAD will see that all duplicate bills passed for payment bear the signature of SKJ and

DGM (C).

xix.

Whenever GST levied items are returned, GST should be paid on such items in

coordination with shipping department.

xx.

(a) All concerned who are responsible for signing the receipt of material on vouchers,

challans,bills and passing them for payment must ensure that they sign only once

for one consignment and not twice or on duplicate papers for material received

once. Even if the original papers where signature was put earlier have been

Page 39 of 112

lost/misplaced/torn by anyone, no second signature should be put under any

circumstances. No one is authorised to put two signatures for one consignment or

signing the duplicate papers, which is strictly prohibited.

(b) Under any circumstances, if the second signature is required to be put, the details

of such cases should be handed over to VCMD by the concerned person without

fail, giving complete details of the transaction, item, amount and under what

circumstances the second signature has been put.

under various procedures for signing the receipt of material and passing of bills in

various departments, especially Stores Dept., Accounts Dept., Admn. /Welfare,

Construction and Technical Dept. It is repeated that no one will sign twice on Bills

etc. pertaining to materials received only once.

xxi.

VCMD/ED/DGM(C)/GM(A) can intervene and disallow any bill or voucher after

passing, if they are so satisfied, during random check or on any occasion.

xxii.

In case of any adverse remarks by any of the signing authorities and/or difference

between two, VCMD will be the final deciding authority and can issue any directive to

approve/disapprove any payment or order etc. in connection with the company's work.

xxiii.

All the signatories to bills should check thoroughly with the rate analysis printed by the

computer before passing the bill. The verification of the rate analysis should be done

in all cases including those bills which relate to vehicle parts, printing & stationery etc.

Rate analysis should be comprehensive and accurate, specifying brand/quality etc.

xxiv.

Accounts Officer will ascertain the reasons for major variation in rates and write his

remarks on the printed rate analysis sheet, as to why there is variation, so that other

persons signing the bill can know the reasons for variation and pass the bill

accordingly if satisfied, otherwise not.

xxv.

DGM(C) / Naresh Garg will also check, enquire and verify at random bills for

advertisement, vouchers relating to tours and other expenses of staff, bills/cash

memos for vehicle repairs, parts, fuel etc. and bills for purchase of canteen materials.

Besides, they will also check thoroughly the entire record of perks being given to

employees as per sanctioned list/policy.

xxvi.

Accounts Officer/Accounts Manager, while checking and passing bills/vouchers and

other documents shall thoroughly verify the signature of all concerned pertaining to

receipt of goods, physical verification, technical clearance etc. in the same manner as

is being done in the banks. If forged signature is found or suspected, the same should

be reported to DM/VCMD immediately. This shall be scrupulously followed by all bill

passing authorities.

xxvii.

All senior bill passing authorities while going through each and every document shall

ensure that the signatures affixed by various subordinate staff/officials are genuine

signatures. However, Manager (Account)/DGM (C) will take special care.

xxviii.

IAD will keep a strict vigil and check on purchases while conducting audit.

xxix.

Where material is purchased by BF/DF but sent directly to the job worker for

processing without being received at the factory, the purchaser and the job worker

shall certify on the bill for material that the material has been physically received by the

job worker. Accounts Dept. shall account such bills in the books but bill passing shall

be made only after receipt of material to our satisfaction from the job worker.

Page 40 of 112

xxx.

Daily food expenses per day will be paid to purchaser or other staff , Liaison staff,

drivers if he takes meals in the city or Otherwise, as per rate fixed.In case of

Sr.Executives /SMEs, actual meals expenses will be reimbursed (first class meals).

Daily Food allowance shall be paid to employees is as follows, if food is taken by them

in the city on official duty.

Rate For the Staff as per work nature are as:

Rate For the company

Drivers/ Workers

Purchasers

Rs 150/- per day if take meals in

1.Breakfast

Rs 50

the city or otherwise Rs 75/- per

day for snacks etc

2.One Meal

Rs 110

Liaison Staffs

Rs 100/- per day for the days

(Lunch

they are outside on official duty.

Dinner)

Sr. Asst. / Asst.

Actual meals expenses subject

Executives

to the ceiling of Rs 175/- per day

3.Lunch

Rs 200

with or without supporting bills.

Dinner (Both)

For Snacks subject to the ceiling

of Rs 75/- per day.

4.Breakfast

Rs 160

Executives

Actual meals expenses subject

and Lunch or

to the ceiling of Rs 200/- per day

Dinner

with or without supporting bills.

For Snacks subject to the ceiling

5.Breakfast,

Rs 250

of Rs 100/- per day.

Lunch

and

Dinner

Note: Staff taking both Lunch and Dinner outside shall get reimbursement of 1.5 times

of their eligible meal expenses.

xxxi.

Before passing the bills for all purchases of durable/capital items, it must be recorded

in the stock registers maintained by stores/Admn. Department. They should give the

reference of the folio number of the stock register on the reverse of the bill. The

Accounts Dept. will make sure of the entry in the stock register before sending the bill

to the higher authorities for passing.

xxxii.

*Bills in cases where quantity received is more than ordered quantity, i.e.

variation up to 5% may be passed without approval but approval of indenting

department is a must. However, if variation is more than 5%, approval of DGM(C)

+ GM(A) is a must through soft copy in ERP by Accounts Department.

*sub point no. ‘xxxii’ substituted vide second Amendment dated 01/08/2020 to

JAL (Rolling Division) General Procedure dated 20/04/2020.

xxxiii.

Penalty of any type and any amount can be passed for payment only after getting

approval of VCMD.

xxxiv.

Passing of bills for transportation charges for the material lifted from Nalco

Nalco is despatching material sometimes through union trucks and sometimes

through trucks directly arranged from the market by the transporter. There is very

high variation in the rates when the trucks are arranged directly from the market. It is

always considerably on the lower side. Hence, persons passing the bill for

transportation charges must make sure how the material has been despatched by

Nalco. If it is through union trucks, the rates are more but if it is through the trucks

directly arranged from the market, the rate should be lower.

The following procedure should be followed to know whether the trucks have been

arranged through transport union or directly from the market:

Page 41 of 112

01. R.K.Jain will request Nalco Marketing Department to provide truck wise

Details from their despatch department with a clear indication whether the

truck is through truck union or directly from the market.

02. When the trucks are arranged through union, there will always be a union

slip. Hence, all the bill passing authorities particularly Ajay Lodha at D/F

should check whether union slip is enclosed or not. If union slip is

enclosed, rate applicable to the union should be paid otherwise rate as per

market should be paid.

03. Stores In charge D/F will instruct the person who supervises unloading to

check from the driver whether the truck is arranged from the market.

Stores Incharge will make one more column in their raw material register

wherein they will clearly write whether the truck is arranged from the

market or through the union.

Based on the above, bills should be passed Ajay Lodha at D/F. Even other bill

passing authorities like HNC, Vishnu Pandey will also check the above aspects at

D/F. In case of any doubt, Dhiraj Singh can be approached for any clarification, but

under no circumstances we should pay union rate for the truck where it is not clear

that the truck has been arranged through the union.

Any loss caused due to carelessness of any person shall be recovered from

him.

Guidelines For Checking Transactions With Banks

i. Interest charged by the bank must be checked thoroughly with reference to funds

availed, rate applicable, number of days for which the same is charged.

ii. Date of deposit/date of clearance of cheques/DD must be thoroughly checked.

iii. Exchange rate applicable for conversion of dollar into rupee etc. must be checked with

reference to date, TT buying rate/selling rate, as the case may be.

iv. Details of charges levied by the banks must be clearly ascertained and verified

thoroughly for correctness.

E. Other Guidelines for Accounts Department:

Statement of monthly telephone bills should be circulated amongst SKJ/AG for their

information and action. If the bill amount is found to be on the higher side, necessary

action should be taken by AG immediately to reduce the telephone expenses.

ii) Accounts department shall prepare a list of pending vouchers/bills on the monthly

basis to keep close track on missing vouchers also they shall prepare details of

pending matters related to bank and circulate to Accounts Manager + DGM (

Commercial). List of pending bills should be circulated to AG+DS+DM once a month.

iii) Debtors outstanding/credit balance statements age wise with complete details like

credit periods, sanctioned limit etc. shall be put up by accounts department to Vikram

Sharma  SKP  AG DS DM VCMD for review once a month.

iv) Creditors outstanding / advances balance statements with clarifications on delay

payment or advance payment shall be put up by accounts department to Accounts

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Manager for review once a month and should be circulated to DGM(C) + PM +

DGM(Maint.).

v) Waiver of interest and bank charges/claims/penalty/extra charges/demurrage/other

charges:

Sl.

Govt. including Govt.

Private (up to

No.

Authority

under-takings (up to

Rs. each

Rs. each case)

case)

(a)

Accounts Manager

500

250

(b)

As in (a) above + DGM(C) / CFO

2,000

1,000

(c)

As in (b) above + CFO/DM

10,000

5,000

(d)

As in (c) above + DM+NM

50,000

25,000

(e)

Managing Director

In excess of above limits

Guidelines for National Electronic Fund Transfer

(NEFT) / Real Time Gross

Settlement (RTGS):

a. For Incoming NEFT / RTGS:

i. Marketing & Shipping dept to inform all the customers and dealers to make

payment by NEFT/RTGS compulsorily.

ii. In case of customers furnishing LC of “Documents Through Bank”, marketing dept

must instruct the customer to request their bank to remit the proceeds by NEFT /

RTGS only.

iii.

Marketing & Shipping dept should inform all the customers that if payment is not

remitted by their banks to us by NEFT/RTGS, we shall claim the interest loss at

15% p.a. from customer.

iv. For cross checking of incoming NEFT/RTGS, accounts department will send

previous day’s bank statements to marketing & shipping dept. They will check the

sufficiency or insufficiency of payments received from the customers/

dealers/payers. If there is any discrepancy, Marketing department/Shipping

Department will take up with the customers and inform to Accounts Department

also.

v. In case of redemption of investments, accounts dept will request the investee

organization to remit the redemption proceeds by NEFT/RTGS only. If the same is

not done, interest loss be claimed from investee organizations at the rate of return

on that particular investment.

b. For Outgoing NEFT / RTGS:

i. Purchase dept (or all the other departments who want to get the payment made to

the supplier/service provider connected to them) will request all the suppliers /

service providers to inform their bank account details mentioning Bank account no.,

Bank name, Name of branch, IFS code of branch, Type of account etc. at the time

of sending their offers. The bank a/c details will be forwarded to accounts dept for

making payment through NEFT / RTGS.

ii. All the departments (who want to get the payment made by us to the suppliers /

service providers connected to them) should request those persons to accept the

payment by NEFT / RTGS only as this mode of payment is economical for our

Page 43 of 112

company. It saves the physical efforts of significant number of persons, stationery

cost (eg. cost of envelopes), courier/postage charges etc.

iii.

When purchase bill becomes due, accounts dept will release the payment as per

the procedure existing as on date. For initiating the procedure, one person of

assistant level will punch the entries of payments. Those entries will be checked by

Accounts Manager who will authorize the payments being released. Then, Account

Manager will re-check, re-authorise and send the e-instructions to IDBI Bank /

Standard Chartered Bank or Canara Bank, as the case may be.

iv. In absence of Accounts Manager, his duties will be discharged by Finance

Manager and the person who is re-authorising the payments will re-check by

himself or get it re-checked by some other person.

c. Exceptions:

In the following cases or in exceptional cases, NEFT /RTGS payments may not be

done:

i. Advance payments for P1, P2 purchases & other miscellaneous purposes (for

example: washer men, contractors etc.). Small parties who do not have proper

bank accounts.

ii. Payment to be made after cut off time (time applicable for the time being in force)

of RTGS/NEFT.

iii.

If the payee is operating his bank account with a co-operative bank.

iv. Where the payee is specifically requesting for cheque /DD/Pay Order instead of e-

payment.

v. The dept which is requesting for the above type of payment will arrange the

approval of DGM (F&T) /CFO/DM, for releasing the payment by cheque.

* * * *

Page 44 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART-V

Guidelines for Packing, Despatch & Billing, Arrangement of Trucks for outgoing

materials and checking of Weighing Scale Accuracy & Bundle Checking.

Guidelines for Packing, Despatch & Billing (Rolling Products Dept)

Rolled products packing dept is under the charge of Sandeep Agarwal assisted by

Mukesh Modi/Dinesh. They will supervise packing, stock of packed goods and loading

of materials. Local consignments loading should be supervised by packing in-charge /

assistants only.

This Packing dept is having four divisions, i.e. weighment and packing of (a) sheets,

(b) coils,

(d) circular slugs, under the supervision of concerned

supervisors.

Shipping in-charge for Rolled Products under J.S.Chauhan will maintain all records

required as per procedure and Packing in-charge will assist him in all his works.

Shipping department will be responsible for raising Bills for materials despatched.

Shipping in-charge is fully responsible for entire packing, loading, bills, GST records

and all other records connected therewith.

All outgoing bills will be signed after thorough checking as :

For Rolled Products

Prepared by

Shipping Assistant

Checked and approved by

J.S. Chauhan/G. S. Sharma

Loaded by

Sandeep Agarwal or Mukesh Modi.

SKP/AG will keep check on packing, bills, despatch, stock, sales etc. in a perfect way.

He should take action against the concerned for lapses etc.

After finishing of sheets, coils & foils rolling and approval from quality assurance

supervisors, all Rolled products shall be handed over to the packing dept with below

details under the format ‘JAL/R&E/QA/F/06-Intimation Report (QA->Packing). This

format contains the following details:

Product Name

Product Code No

Customer Name

Specifications

Coil No

AO No:

date

Alloy/ Temper

Prepared by QC

Received by Packing

Executive

Supervisor

Based on this intimation, packing supervisor shall update weight of products, take

stickers to paste over the packed bundles and update the coil history in the ERP

module.

Page 45 of 112

Similarly, in respect for Sheet and PP cap, after cutting by finishing dept and

annealing, cut sheets will be transferred to packing dept along with master coil details

by finishing dept.

The entire work up to transfer as per PPC planning to packing department will be done

by finishing Supervisor

/PPC/Nand Lal Singh and till such times packing dept.

supervisor will not be involved.

After receipt from the above dept, the weighment and packing in bundles in HDPE

Packing or in Pallets as per party requirement or as per the standard packing.

Type of packing and rate for the same mentioned in Rolled Products pricing guidelines

in the price list is as follows:

PACKING CHARGES ADDITIONAL AS APPLICABLE WILL BE AS UNDER FOR ALL

Sl.

Thick

Bundle

Packing

Packing Type

No.

ness

Weight

Charges

Standard packing HDPE with polyester

All

strap and corrugated paper on both

250 -350 kg

Re.1.00/kg

sizes

sides. (no interleaving)

HDPE + pallet

All

750-1000

Rs.

sizes

1.50/kg

HDPE with poly interleaving, edge board,

1mm

corrugated sheet on both side

250-350 kg

Rs.2.00/kg

above

- do -

500 kg

Rs.2.00/kg

All as above + wooden pallets.

1000 kg

Rs.2.00/kg

HDPE with poly interleaving, edge board,

Below

350 kg

Rs.3.00/kg

corrugated sheet on both side

1mm

Sheets with masking film

Below

250

350

Rs.

2 mm

4.00/kg

Sheets with masking film

Above

250

350

Rs.

2 mm

3.00/kg

In case any customer is taking jumbo coils in above 1500 kg rolls, cost of cardboard

core will be inclusive in basic price however, if coil weight is below 1500 kg, Rs.1.50

extra will be charged.

Packing shall be done as per the instructions given in A.O. issued by marketing

department.

m. Weighment will be done and entered in a note book and after considering the packing

material weights, net and gross weight will be entered in the ERP system and take

prints of the stickers to paste on bundles. Manual marking is also to be done over the

HDPE packing.

n. Contractor will arrange the wooden boxes / pallets according to our requirement on

day to day basis and as per the sizes required by packing department and will check

the quality and sizes.

o. After manual markings on bundles, same will be shifted to the location allotted in the

Rolled Products packing warehouse. Details printed on Sticker contains the following

details:

Name of our company & division

i.e.

Jindal Aluminium Ltd Rolling

Division, Bangalore

Page 46 of 112

WH Batch no: YYYY followed by

Product Code: Eg: SHCHX110019

bundle nos. i.e., 20180343232

Product name:

1.2 mm thickness

Product Form : Sheet or Coil or Foil

aluminium chequered sheet

Alloy:

Length:

Temper:

Width:

Design : Diamond

Nett Wt: (Eg:277 Kg )

Charge No : (Eg- B3744)

No of Reels /Pcs: (Eg-27 )

Batch No/ Reel No: CCTL11384

BAR CODE Seal

(with print of

To pick bundles for load from scanner

bundle no & weight

during loading time and for billing

purposes.

Marking on bundles will be done by a senior worker having experience in this more

than 3 years and then checked by Asst. Supervisor/ Senior Supervisor of packing

department for correct weighment. Both of them will ensure correct weighment,

packing, despatch and ensure that there is no deviation of any type, favoritism;

negligence, pilferage, loss etc. Supervisor will be fully responsible for correct

weighment and answerable for the same. Packing in-charge should be very careful

while doing weighment and marking.

All will be individually responsible for this and will ensure that there is no deviation or

favoritism and if any mistake is noticed, the same should be brought to the notice of

DGM/GM(A)/DM/VCMD immediately.

While packing the material either in Pallet or in wooden cases or any other forms,

counter checking by Security is not required. Packing in-charge/assistant in whose

presence the material is packed in wooden cases/cardboard boxes will be fully

responsible for the correctness of weight as well as number of pieces. However,

Security Dept will check one bundles/ Packets at random as per their checking

instructions.

Packing in-charge/assistant will put their remarks on the packing copy of Gate Pass

and the person responsible for checking the packing copy of Gate Pass should not

only check the invoice but also these documents where packing department personnel

have signed while supervising the packing.

Quality assurance dept. should finish their checking before material goes for

weighment and final Packing immediately after ageing. Otherwise, there are chances

of mix-up and other mistakes.

In case party's representatives come for inspection, they should not be taken to the

shop floor but taken to the spot where materials are lying and finish the inspection

tactfully. No dealer/party should be allowed to go to packing department to meet/talk to

packing in-charge or any other person.

Packing of export consignments should be done as per specification agreed with the

buyers and it must comply with LC and proforma invoice conditions if any, regarding

packing.

For all consignments booked through transporters, Asst. Manager (Shipping) will

ensure that our invoice No. and challan No. are mentioned on all copies of LR and

initialed by our person. In case of small consignments booked by our drivers, Asst.

Manager

(Shipping) should give suitable instructions to our driver to write

challan/invoice No. on LR copies.

For rolled products, packing supervisors will ensure that stickers, of “Do’s and Dont’s”,

as per prescribed format, are pasted on each pallet/coil on top of HDPE.

Page 47 of 112

y. Packing in-charge should take stock of packed materials lying in their GST warehouse

godown quarterly and check the same with GST records. Any variation should be

checked thoroughly and report should be circulated to J.S.Chauhan/SKP/AG, who

should take action accordingly.

z. Packing department in-charge shall keep checking on list of materials produced and

lying for more than 60 days without despatching to customers. The list of such material

should be circulated to AG DMVCMD on monthly basis.

aa. Packing in-charge should ensure that all loaded vehicles must be covered with proper

tarpaulin to avoid water entering in material during transit. He should not load any

vehicle which is not having proper tarpaulin. Full loss will be recovered from Packing

In-charge if any material gets wet during transit & any claim is received from customer.

bb. Personal visits and telephone calls to the factory by the dealers and their

representatives should be discouraged as far as possible. Telephone calls from

dealers should be attended to by Mahesh Garg/GSS.

cc. Shipping department should check and ensure that material is being despatched as

per the specification given in the order by customer/dealer.

II.

GUIDELINES FOR PUNCHING, PACKING OF CIRLCE / SLUGS

a. RMD Circle production and packing dept is under the in-charge of Mr. S.K. Jain,

assisted by Mr. Harish Sharma, and are responsible for entire punching, annealing and

packing of circles & slug as per the order punched in the departments and all other

records connected therewith.

b. Mr. Harish Sharma will keep checking on punching, annealing and packing in a perfect

way. He should take action against the concerned for lapses etc.

c. PPC dept while making production planning should check and ensure feeding of

material & control for the timely productions, maintain quality and delivery schedules

and no rejections. PPC incharge should plan width of coils in such a way that we are

able to achieve maximum recovery.

d. PPC will give slitting plan to finishing line after checking with Circle dept.

e. PPC will give intimation for the products, size & qty. to Circle dept. with details of

parent coil number, alloy and temper, patta size, quantity and circle dia.

Based on the party orders / AO, planning will be made by Mr. Harish Sharma and

instruct supervisors as under:

Before planning for punching, supervisor in circle punching area will check the die

status and pending for die polish position then release die for punching.

ii.

Circle punching Die should be kept ready after proper cleaning and polishing in

time.

iii.

Whenever bur problem cropped up during the productions, he should make

immediate arrangement to remove such die and to send it for cleaning and

polishing.

iv.

He is also responsible for making alternate arrangement of dies / material for

Page 48 of 112

uninterrupted production in the department.

Punching supervisor is also responsible for timely punching, arrange for annealing

wherever required in ‘O’ Temper for annealing and H14 (half Hard) to send

material to circle packing without annealing immediately for rechecking / sorting,

and packing for timely despatch of material.

vi.

Circle punching department will maintain daily production details on ERP under the

following formats. Simultaneously to update coil card in system. As soon as

updating the ERP, QA will verify the same online and approve.

Date

input

Process

Parent

input Size

Input Batch

Unit

Batch

(In mm)

(In kg)

01-Aug-

S1-

2.4 X 1300

190730103

CCTL083671

1209

CIRCLE

X 281

input

output

Alloy /

Output

output Wt (In

output thick

dia

output Alloy

Temp

Batch

Kg)

(in mm)

(In

/ Temper

mm)

1060 X

CIR108001

850

2.4 X

266

1060 X 'O'

H18

INITIATED BY:

AUTHORISED BY:

Before approving online, Quality assurance department should check the quality

continuously and maintain register separately in Circle punching area and Circle

packing area in the below format:

Circle punching area: Register contains the following details:

Date / Coil no / Dia / Party / Quantity required / Thickness / Base Thickness / Bur

thickness / Die running time / AO no. / Remarks

Circle packing area: Register contains the following details:

Date of packing /Coil no / dia / party name / Order quantity required / Thickness /

UTS Elongation/ Remarks

h. Based on the punching and QA clearance, circle packing supervisors will give requisition

for pallet size to be made ready in writing (Pallet size in Inch) as per the party orders,

(Export/ Domestic as per customer requirement) and accordingly packing Contractor will

arrange pallets on daily basis.

i. Packing supervisor will also arrange other packing materials. After receiving pallets from

carpenter, they will arrange for placing interleaving paper in each circle as per the party

order, weigh empty pallets and write weight of wooden pallets on the pallets.

j. They will also mark over the bundle / pallet, the circle size (Dia) Thickness, Alloy &

Temper, Party name along with the tare weight of wooden pallet manually before

forwarding to Packing & dispatch area.

k. After the QA approval as per the intimation in the below format, and packed material sent

by circle packing department in their custody, Packing & dispatch will weigh bundle and

affix bar-coded packing slip over the pallets for billing and dispatch to party.

Page 49 of 112

Format of Intimation from QA to Packing & dispatch dept.:

Product Name

Product Code No

Customer Name

Specifications

Coil No

AO No:

date

Alloy/ Temper

Prepared by QC

Received by Packing

Executive

Supervisor

m. Quality assurance dept. should finish their checking before material goes for weighment

and final bundling immediately. They will ensure that surface finish of circle/shrugs is

excellent without ant scratch and hardness is as per orders of customers.

n. Marking on bundles will be done by Supervisor/ Senior Supervisor of circle packing

department. Both of them will ensure correct weighment, packing, dispatch and ensure

that there is no deviation of any type, favoritism; negligence, pilferage, loss etc. and they

will be fully responsible and answerable for the same.

o. While packing the material either in Pallet or in bundle, checking by Security is not

required.

p. Packing of export consignments should be done as per commitment made with the

buyers.

q. Packing should be done in such a way that water does not enter the bundles while in

transit, failing which loss shall be recovered from Packing In-charge.

r. Packing charges:-

PACKING CHARGES ADDITIONAL AS APPLICABLE WILL BE AS UNDER FOR ALL

Packing type

Thickness

Bundle Weight

Packing Charge

No.

Circles:-

Standard

packing:

With

interleaving

with

All sizes

400 Kg - 700

For circles it is

newspaper/ approved

included in their

paper

stacking

the

pricing itself. But

circles one on other with

few

parties

approx. 500 Kg pallets &

separately

finally

wrapped with

collected

HDPE dully stitched or

case to case

as defined by buyers.

basis.i.e. Rs.1/-

Pkg & as

approved.

02.

Circles:-Small bundles of

All sizes

20kg - 35 Kgs

It is included in

50-60 KG each, packed

the pricing,

with HDPE.

03.

Slugs:-

50 Kg HDPE

All sizes

50 Kg- 52 Kgs

Included

Bags duly stitched

pricing

The above are the standard packing so far done for all circles customers but, if

any customer demand any special packing may be offered as per actual cost &

proposed cost as per management approval.

Page 50 of 112

III. GUIDELINES FOR PACKING, DESPATCH & BILLING (EXTRUSION DEPT)

a. Packing in-charge

(Sanjay Bansal) assisted by his assistants Ashish/Pawan will

supervise packing, stock of packed goods and loading of materials. Local

consignments loading should be supervised by packing in-charge /assistants only.

GSS (or any of his assistants) will maintain all records required as per procedure and

Packing in-charge will assist him in all his work. Shipping department will be

responsible for raising Bills for materials dispatched. Naresh Garg will check from

time to time and inform AG if any lapse /carelessness is observed in packing or

dispatch of material.

GSS is in-charge of entire packing, loading, bills, GST records and all other

records connected therewith for sales / conversions of Aluminium extrusions.

d. All outgoing bills will be signed after thorough checking as:

Prepared by

Despatch Assistant

ii.

Checked and approved by

Asst. Manager (Shipping) / Shipper

iii.

Loaded by

Packing in-charge / Senior Asst.

e. DGM(C)/AG will keep check on extrusion packing, bills, despatch, stock, sales etc. in a

perfect way. He should take action against the concerned for lapses etc.

After stretching, cutting, ageing and approval from quality assurance supervisors, all

extrusions should be packed in bundles of 15-18 kg approximately and loaded in

trolleys for ageing. The entire work up to this stage will be done by production

supervisor and packing dept. supervisor will not be involved.

g. Immediately after ageing is completed, trolleys will go to packing conveyor after final

checking by quality assurance supervisor. Workers will arrange in bundles of 60-70 kg

each approximately, wrap with stretch film and write section number as marked in the

trolley will be printed / written in a small sticker for weighment and sticker printing.

Then bundles will move on domestic conveyor or export conveyor as the case may be

for packing in HDPE.

h. After stretch film wrapping, extrusion bundles will move for weighment and HDPE

bundling through the conveyor. Asst. Supervisor of packing department, (who must

change this job on rotations basis weekly), will do weighment in the conveyor weighing

scale and take print of the sticker to paste over the bundles.

Sticker will contain the following details:

Name of our company & Division

i.e. Jindal Aluminium Ltd D/F

Bundle No contains: YYYY

Pcs:

followed by bundle nos

i.e

20180043856

Section No :

Weight in Kg:

Length in MM :

Alloy:

Lot No /location no

BAR CODE Seal

To pick bundles during loading

from scanner and take out packing

details from the system.

j. Those printed stickers will be pasted on wrapped bundles and the HDPE bundling

workers will paste the same over the bundles after HDPE bundling and write the

details like Section number and number of pieces, at one end of extrusion bundles

Page 51 of 112

before transferring to packing warehouse.

After weighment and bundling is completed, extrusions will move to packing

department warehouse to keep bundles in location-wise which will be done by worker

as per the space allocated for easy handling of bundles and scan bundles through

barcode scanner.

Packing Asst. should ensure that stickers are pasted on bundles weighed as per them

correctly by the bundling workers. Sanjay Bansal himself should supervise and check

conveyor in packing department frequently.

m. Asst. Supervisor of packing department should ensure that marking / pasting of

sticker, whole process is carried on smoothly and there is no deviation of any type,

favouritism, negligence, pilferage, loss etc. and they will be fully responsible and

answerable for any mistake/carelessness/loss.

Lightness/heaviness of the material packed will be as per the instructions and policy

decision from higher authorities. All will be individually responsible for this and will

ensure that there is no deviation or favouritism and if any mistake is noticed, the same

should be brought to the notice of DGM (C) / AG immediately. Lightness/heaviness of

material packed should be within approved limits. If it is more, the material should not

be cleared.

They will arrange the packing of the material as per instructions given by Dy. Manager

(Sales) / Asst. Manager (Sales). They will ensure that the no manipulations / weight

difference in the bundles through their random bundle checking.

While packing the material in wooden cases/cardboard boxes, no counter checking by

Security is required. Packing in-charge/Assistant in whose presence the material is

packed in wooden cases/cardboard boxes will be fully responsible for the correctness

of weight as well as number of pieces. After the wooden case/cardboard box is

packed, concerned packing supervisor will paste a slip on joints of wooden case with

his signature so that after packing, it is not tampered with.

Packing in-charge/Assistant will put their remarks on the packing copy of Gate Pass

and the person responsible for checking the gate pass should not only check the

invoice but also these documents where packing department personnel have signed

while supervising the packing.

Either of packing in-charge/Asst. Manager (Shipping) should be present at all times for

supervision of Packing and dispatch. In case both are absent, DGM(C) / AG should

depute someone immediately.

The packing in charge after having packed the bundles for a particular consignment will

send as usual a packing slip containing section number, bundle number, qty in kg and

also number of pcs against each. This packing slip will be sent to Sandeep Goyal /GSS,

who will verify the statement of the 20-25 sections in respect of heavy / light quality and

then put initials and forward to concern person of shipping department for billing. In

case the sections dispatched are found lighter than the list with reasonable margin,

suitable action be taken against Packing In-charge for showing favour to particular

dealer. Such checking in respect of dispatches should be done minutely excluding

government, export and big customers in organised sectors.

Asst. Manager (Shipping) while giving press program will control the lightness/

heaviness of the sections by mentioning the number of pieces per 100 kg so that

production in-charge and Tool Shop personnel will run the dies accordingly. If by

chance the material run is heavier/lighter than the requirement, Production Manager/

Page 52 of 112

Manager (TS) should ensure to run next day suitable heavy/light material for mix-up

so that stock does not accumulate in packing. Asst. Manager (Shipping) must

counter-check the press program.

Asst. Manager (Shipping) should check weighment sheet containing number of pieces

etc. and if any material is found extra lighter/heavier than the standard instruction, he

should make necessary changes. Without green signal of NKG/GSS/AG in this

regard, no truck will be allowed to leave out from the gate. NKG/AG will periodically

check the above on random basis and if any deviation is noticed, he should take

necessary action.

In case of loose items for local parties also, the same procedure is applicable.

Whenever sold material is sent to local parties from the factory, acknowledgment for

having received the material by the dealer/party should be obtained and should be

kept on record. This is applicable to all the cases irrespective of the fact whether the

material is delivered in our vehicle or collected by the party directly or whether the

material is delivered to the party by outside vehicle. Since we are having 4 copies of

delivery challan, a copy may be given to the person carrying the material, for

obtaining the acknowledgment. However, when the material is collected by the party

from our works, we can obtain the acknowledgment on the bound book copy of the

challan.

Packing in-charge is also responsible for any dispatch of extra lighter/heavier material

in deviation from the instructions given.

Quality assurance dept. should finish their checking for dimensions, hardness etc.

before the material goes for weighment and final bundling immediately after ageing.

Otherwise, there are chances of mix-up and other mistakes.

Personal visits and telephone calls to the factory by the dealers and their

representatives should be discouraged as far as possible. Telephone calls from

dealers should be attended to by NKG/GSS.

aa. In special cases of urgency or necessity, SMEs/SEs may attend to the dealers but

they should advise them to refrain in future and write letters only.

bb. In case party's representatives come for inspection, they should not be taken to the

shop floor but taken to the spot where the materials lie and finish the inspection

tactfully. No dealer/party should be allowed to go to packing department to meet/talk

to packing in-charge or any other person.

cc. Packing of export consignments should be done as per commitment made with the

buyers and it must comply with LC and Export Production Advice (EPA).

dd. For all consignments booked through transporters, Asst. Manager (Shipping) / Asst.

Shipper will ensure that our invoice No. and challan No. are mentioned on all copies

of LR and initialed by our person. In case of small consignments booked by our

drivers, Asst. Manager (Shipping) should give suitable instructions to our driver to

write challan/invoice No. on LR copies.

ee. The packing in-charge should ensure while packing the bundle the weighment of the

bundle is as per list approved by management, NKG will keep a check and if found

that the same is not controlled, will take necessary action.

ff.

NKG should take stock of packed materials lying in GST godown quarterly and check

the same with GST records. Any variation should be checked thoroughly and report

should be circulated to GM(A)/DGM (C) to take action accordingly.

Page 53 of 112

gg. Packing in-charge shall keep check on list of materials produced and lying for more

than 60 days without dispatching to customers. The list of such material should be

circulated to AG  MKB (for Extrusion) DSDMVCMD on monthly basis.

hh. Asst. Manager (Shipping) will maintain all records required under MKB and Packing

in-charge will assist him in all his work.

ii.

All branch offices should check the weight of the bundles and verify the weight with

packing slip. They should also count No. of pieces of the material at random. In case

any deviation is noticed, they should report the matter to AG/MKB for necessary

action.

jj.

Apart from the above, whenever our representatives visit our dealer's place, they

should surprise check the weight of some of the bundles in the dealer's godown and

report any variation to Dhiraj Singh/DM.

kk. Where bundles are packed manually, the packing department will tie loose bundles in

lots of 60/70 kg approximately with cut pieces of HDPE fabric in the middle and mark

weight, section No. etc. on the HDPE fabric in order to enable the IAD and Security

Department to surprise check the weighment, contents, pieces etc.

IV. Arrangement of trucks for outgoing materials

a. Ajay Lodha will arrange trucks against individual requirement after negotiating the

rates with the help of Mr. Vipin Goyal.

b. Trucks should be hired from the approved transporters only.

c. A book should be maintained wherein details be entered for arrangement of trucks

and checked periodically by DGM(C)/AG. He should also check the rates from the

market and ensure that there is no manipulation or dishonesty in fixing the freight

charges and trucks are hired at lowest rates.

d. Hiring of tempos for local delivery of extrusions/Rolled product should also be

arranged by the person arranging trucks for full loads.

V. Checking of weighing scales and packed bundles

a. Packing department In-charge should check accuracy of weigh scale at least 3

times a day around 8.00 am, 1.00 pm and 5.00 pm. During night shift also they

should check the accuracy minimum of 3 times with the intervals as being followed

during the day. Similarly Packing supervisor will also check twice daily in each

shift.

b. Weighing scale accuracy will be verified by Asst. Shipper and Asst. Manager

(Shipping) at least twice daily.

c. Weighing scale accuracy will be verified by cashier / Accounts personnel at least

once daily.

d. Anyone of the persons from IAD will go at a time and check weighing accuracy and

will enter in the note books kept in packing dept wherein such surprise check

particulars are recorded. In case of any deviation or mistake, the same should be

brought to the notice of AG/DGM (C) immediately.

e. Separate note book should be maintained for all the weighing scales. For checking

purposes, standard weighment of 100 kg should be kept in packing department

and all checking persons should verify the weighing scales with the standard

Page 54 of 112

weight only.

During night shifts between 8.00 pm & 8.00 am, DM(Admin), SSI, ASO, DSO, SO,

CSO, whenever they take rounds in the factory should surprise check the weighing

scale with 200 kg weight in the packing department and ensure correctness of the

scale. If there is any difference, then write and sign in the note book maintained for

this purpose and use of such scale should be stopped till it is set right. They should

also check 2-3 bundles which are already packed or under packing. If there is any

difference in the weight, they must keep them aside and mention the same in the

note book maintained for this purpose and inform DGM(C) or in his absence AG

next morning, who will take immediate necessary action on the person concerned.

The next morning before loading starts, AG/SKP will depute one person out of

NKG/J.S.Chauhan/GSS to check bundles out of the material packed the previous

night and inform AG if there is any difference.

If any difference in weighing scales is noticed, the weighment should be

immediately stopped on that weighing scale and a note should be made in the note

book regarding the difference noticed in the scale. This fact should be brought to

the notice of Asst. Manager (Shipping)/Asst. Shipper immediately for repair within

24 hours.

The weighment on the scale should be commenced only after the repair is done to

the full satisfaction of any of the three packing supervisors and Asst. Manager

(Shipping) / Asst. Shipper. Remarks should be written in the note book stating the

repaired date and timings of weighing scale and now weighment is being shown

correctly and weighment has commenced on the weighing scale.

While checking the weight of the bundles in extrusion department, Security

personnel will also see the weighing scale accuracy and sign with date and time in

the book kept in packing department.

In addition to this, GSS will make further checks regarding accuracy of weighing

scale personally check twice/thrice in a week. After his checking he will put his

initials in the same note book which is maintained by the packing department. He

should see both the electronic scales minutely and with critical angle. If there is

any difference, the weighment should be stopped and the scales should get it

repair forthwith.

The particulars of such checking as entered in the book kept in packing

department will be shown to Manager

(Audit) once a month, who will see,

synchronise the above duties of the checking persons that all the above have

properly checked and signed the note book and if omission is found on the part of

any of the above, he will bring the same to the notice of AG. If anybody is found

negligent in his duty, strict action will be taken against him. Manager (Audit) will

sign the note book with date for having checked.

VI.

Surprise checking of weighing some bundles

The staff of IAD will make a surprise check minimum once daily in the packing

department by weighing some bundles which are duly packed and pasted with

stickers/marked and also verify the specifications of the contents/weight/section

No. with the details mentioned in stickers pasted/marked on bundles.

AG will surprise check the material packed in wooden cases with the packing

list as and when he so desires.

ii.

CSO/SO/DSO/ASO will surprise check the weight and specifications of the

bundles at the time of loading by physical weight and inspection on random

Page 55 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART- VI

Sale of RMD Products and Extrusions

A. RMD Extrusion Sale to Actual Users/Consumers/Traders

Dispatch of the extrusion at DF will be handled by BF marketing department, headed

by Sr.VP(Commercial) assisted by GM(C),as per the procedure being followed at BF.

B. RMD Product sale to Actual Users/Consumers/Traders

Rolled products domestic marketing Department has various functions. Depending

upon functions, it is divided into three parts i.e. front office, order processing and

enquiry processing. All the divisions will be under DGM (Marketing) sitting at B/F.

These three divisions are as follows with broad functionality.

ii.

Business development Division-Front end Sales Team: They will generate leads from

different sources like magazines, journals; internet, customers etc and will convert

these leads into opportunities & orders. To facilitate our valuable customers, entire

India market is divided into four zones, EAST, WEST, NORTH & SOUTH.

iii.

Depending upon the product mix, the product of the company is divided in three

segments Slugs/Circles, Sheets/Coils and Foils. Slugs and Circles will be looked after

by DS on all India basis. North zone (all products) will be headed by BKP. WEST zone

foils will be headed by PKR and sheets /coils will be looked after by AG (reporting to

VS). East and South (all products) will be looked after by VS. All will be reporting to

DM.

iv.

Front team has a major role to play from conversion of leads to despatch of material

and after sales service (if any) required by customers. They will visit respective

customers and convert all leads into orders. On receipt of enquiry from customers,

they will forward the same to enquiry processing division for formal quotation, if

needed. After quotations, they will follow with respective customers and get clear

techno-commercial orders and forward the same to order processing division. Order

processing team will prepare OCL to check the PO and our submitted quotation for

techno commercial confirmation. Then they will raise AO and will release material into

production. Once material gets ready, marketing front team will arrange for balance

payments so that ready material can be despatched within time. For deviation on any

policy related matter, pricing, payment terms front marketing team will circulate their

proposal to respective seniors who will further recommend to management for

approval for any deviation.

For Dealer/Trader separate management guidelines are given along with credit facility

which needs to be strictly followed. Dealer sale will be looked after by J.S.Chauhan,

assisted by K. L. Chauhan who will interact with all dealers for getting their orders,

supply and payment.

vi.

Enquiry Processing Division: They will prepare quotations for all the enquires being

forwarded by field team or for all enquiries received directly. They will send these

quotations to concerned marketing person or to customer as per the discussions with

concerned zonal field staff under copy to the concerned marketing person. The

Page 57 of 112

concerned marketing manager / executive will follow up with respective customer for

order and are responsible for all communication.

vii.

Ms. Mompi Gogoi at B/F will be responsible for sending timely quotation and Mr. Vivek

Chaudhary at D/F will help her in expediting the process of worksheet of new products

which are to be approved by RNS and PPC. In her absence, Mr. Sanchit

Khandekar/Mr. Rakesh Kumar will take on this responsibility. After comments of RNS

and PPC, worksheet will be forwarded to DGM (Marketing) for commercial approval.

This division will be headed by VS.

viii.

Order Processing Division: This division will be headed by Mr. Amit Kumar

Chakraborty. Order processing team is responsible for processing of orders till

despatch of material. They will process all orders and follow up with PPC for making

the material ready for despatch. They have to cross check if the prices are OK as per

the quotation / last supply or as per the LP. He will ensure that no particular customer

is being handled by multiple persons to avoid duplication and loss to company as

chances of submitting wrong prices are higher in such cases. In case of any doubt /

objection, they will write to the concerned marketing person for clarification or

providing management approval for deviation.

ix.

They will not process any order, unless all terms are clear. In case of any issue raised

by PPC regarding MOQ / off cut wastage / process loss, he will immediately inform /

update to the concerned marketing person for informing or taking up with customer

unless the QWS is already cleared by PPC. They will send Performa invoices to

customers with copy to concern marketing field staff for collection of balance payment,

so that despatches can be made in time. After dispatches, they will send dispatch

details to respective customer under copy to concern marketing executive.

The zones will comprise of following territories/customers:

East: All customers of West Bengal, Orissa, entire North east, Jharkhand & Bihar.

West: All customers of Maharashtra, Gujarat and part of Rajasthan from Jodhpur till

Gujrat.

North: All customers of J&K, Punjab, Haryana, Himachal Pradesh, Chandigarh, Delhi

& NCR, Uttar Pradesh, Madhya Pradesh, Rajasthan from Jodhpur till Haryana

border, Uttarakhand and Chhatisgarh.

South: Karnataka, Tamil Nadu, Kerala, Andhra Pradesh, Telangana, Pondicherry

and Goa.

xi.

In case any customer of other zone is presently being handled by another zone, it will

continue as per the present practice so that no loss of sale happens. However, in case

of new lead, enquiry to be passed on to the respective zone head for his decision.

xii.

Handling of Enquiries:

a. All enquiries will be processed at B/F by Ms. Mompi Gogoi and no marketing person

should send quotation directly to any new customer on their own. For new product

she will take technical approval from RNS, PPC and subsequently Commercial

approval from DGM (Marketing). Quotation will be finally signed by DGM (Mktg) after

checking in all respect. In his absence, AGM (Mktg.) will sign quotation.

b. On receipt of enquiry, she will properly check the enquiry and will make quotation

work sheet (QWS) as per the laid pricing and policy of the company. For regular

product quotation, prevailing LP needs to be considered. On the LP, extra charges

for odd-width, alloy, annealing etc will be added as per procedure.

Page 58 of 112

For regular items, prices are to be quoted as per LP only, if not specified (to

increase) by concerned front marketing person which they may need for negotiation

purpose. She must ensure that quotations of the regular product enquiries which are

received before 3.00 pm are sent on the same day itself. For new product, she will

circulate QWS to RNS (for technical clearance and for any additional process cost),

PPC (for MOQ and extra price loading related matters for new development).

For expediting the QWS at D/F, Mr. Vivek Chaudhary will support Ms. Mompi Gogoi

for circulating the paper and taking consent of technical team. Finally the QWS will

be signed by VS for commercial approval after checking the remarks of RNS and

PPC. After getting approval, she will send reply/quotation within

24 hours to

concerned marketing person. Wherever possible, extra price can be loaded by

marketing staff for generating the extra revenue, but to ensure we do not lose order

due to such higher price. Once the quotation is prepared, same will be sent to

concerned marketing person or to customer as per the discussions with concerned

zonal field staff under copy to concerned marketing person. Concerned marketing

manager/executive will follow up with respective customer for order & are

responsible for all communication.

It will be the responsibility of the respective Marketing Managers/Officers to ensure

that their customers have received the quotation within the specified time frame and

enquiry was handled correctly.

It is duty of the respective Marketing Manager/Officers to pursue with customers

directly or through branches/resident representatives and get confirmation over the

quotation submitted. In case the order is not awarded to us, proper reason should be

obtained by the concerned Marketing Manager and accordingly proper strategies

should be made to ensure no business loss occurs in future. According to the market

scenario, necessary proposals for revision in prices/terms to be submitted to the

management, so that management can give suitable approval to get the order.

In case our price is found higher by customer, concerned Mktg staff can request for

suitable reduction in price to VCMD through DM who after checking costing can

approve reduction by keeping suitable margin.

It is responsibility of the concerned Marketing Manager/ Officer to get acceptance

from the customers on price revision as and when it is made applicable as well as

any other clarifications in the order.

Zonal heads will ensure that entire area of the country should be covered and

customers are identified through out so that the total requirement and potential of the

customers is known. Accordingly regular tour should be planned by Marketing team

to potential areas and report should be submitted to HOD (Mktg) and DM.

All zonal heads should achieve respective sale target given by management on

monthly basis. All Zonal heads must focus on actual users/OEM and must increase

the sale of such customers for increasing the sale realization of the product. They

should also keep watch on the competitor activities and report to the Management so

that we counter the same and ensure that no existing customer is lost.

xiii. Front end sales team:

a. This is the focus area as decided by Management and efforts to be put in for

marketing of our product to direct customers and actual users

/ consumers.

Following guidelines are given to develop business in this segment in respective

zones:

b. All zonal heads should focus to increase our presence in their respective zonal

markets and increase direct customer base with the help of branches and resident

Page 59 of 112

representatives at various locations and by making tours. They should also contact

lost customers and will make proper strategies to bring them back.

c. All zonal heads/DGM/AGM/Managers/Marketing Officers should get our brand

approved and registered in all the Govt. Organisations like BHEL, Railways, State

Roadways, NTPC, BPCL etc so that we get enquiries from these PSUs.

d. All zonal heads should focus on special products like TLL, multi-slit, industrial roofing

and give special focus of Insulation and Cladding applications since chances of

getting more margins are high in these products.

e. RNS/ONU (Production & Quality Team) should visit the major customers time to time

to understand their requirements on quality aspects so the good quality material

could be delivered to the customers on time. This will boost the confidence level of

the customers in respect of quality & production requirement. They can also attend

to any technical queries or complaints during their visit

In case front marketing team is not getting order at quoted prices, it is their

responsibility to take deviation from our standard quotation by taking proper

management approval. They must specify the reason for not getting order at our

quoted price while circulating the proposal. Approval must be by DM + VCMD.

xiv. Pricing:

a. Prices for existing products are to be quoted as per the guidelines given in the

procedure. For quoting the basic price, prevailing LP needs to be considered. As

margins are already considered in LP, additional price loading to be done only if

specified/requested by concerned marketing person for negotiation purpose. Once

the supply is made, prices should be followed

/ offered by adjusting Nalco

increase/decrease only. No one can reduce price on their own even if the selling

prices are above LP. In case any change or reduction is needed by concerned

marketing persons to convert enquiry into order, proper proposal to be circulated

through zonal head to DM + VCMD. Only after their approval, prices can be

changed.

b. Prices for new product which are not covered under price list to be quoted with

approval of DM and VCMD after having detailed costing done by costing department

in consultation with RNS, PPC and VS.

c. Cash discount of 2% can be offered if the customer is making 100% payment before

dispatch of material.

d. Quantity discounts can be given on a selective basis for lifting above 5 MT in a

calendar month at following rates with prior approval of VCMD:

Less than 5 MT a month

Nil

Between 5 and 10 MT in a month

Re.1/- per kg

Between 10 and 15 MT in a month

Rs.2/- per kg

More than 15 MT in a month

Rs.3/- per kg

However for offering quantity discount, there should be provision for the same

in price offered to customer. DGM (Mktg.) will be fully responsible for this.

e. In case needed, proper management approval should be obtained for allowing

Quantity Discount. For new customers, the discount slabs can be offered only if the

price offered to customers is having the desired margins. In case the realization is

going less than LP by offering discount, prior approval must be taken from DM and

VCMD.

Page 60 of 112

All prices will be subject to Price Variation Clause on the date of delivery. At the time

of price change i.e. increase or decrease in price of raw material by primary

producers, can be made effective as per guidelines mentioned below:

(i) The revised price whether increase/decrease will be applicable from the day it is

made effective by NALCO or as per the management approval.

(ii) Increase in Price will be applicable for all the materials lying in readiness.

(iii) However, when the price is reduced and material is lying in readiness, beyond 5

days, in such cases, benefit of price reduction will not be given to the customer,

since customer is at fault in not lifting the materials timely.

(iv) Where ever we have given intimation about materials readiness to the customer

and payment is received on the date of price change or on the next day, in such

cases, materials can be supplied at the previous price (i.e. without increase) with

the prior approval of VCMD. It has to be ensured that payment was sent by the

party before they came to know of the revision of prices. VS will take approval of

such cases from DM/VCMD before supply.

(v) In some cases customers send payment before price revision, but delayed in

placing the vehicle (wherever it is in customer scope) due to which material

cannot be dispatched to the customer. In such cases, if customer sends vehicles

within 3 days from the date of price revision, material can be supplied at old

price, without increase. Otherwise new rates should be charged.

(vi) In case customers delay lifting materials lying in readiness, by 15 days and

during this period there is price increase & decrease also. In such cases we

should not pass any reduction, but to consider only price increase. However, if

customer is working on conversion, we can despatch material by considering

NALCO 1:1, with the prior approval of VCMD.

(vii)Sometimes 100% payment is collected on the basis of tolerance PI, expecting

materials will be cleared urgently, by the time materials comes to readiness,

there is a price decrease and customer claims benefit of the same, in such

cases approval from Zonal Head and DM/VCMD to be taken for passing on the

reduction, on case to case basis. On the contrary, if 100% advance is available

and the price is increased, material can be supplied at old price.

(viii) Order on fixed prices can also be taken with prior approval of VCMD, but it

should be minimum.

(ix) For large orders (10 MT & above) of EOU/SEZ units on Deemed Export basis ,

special prices can be offered with prior approval of DM/VCMD & subject to

customer agreeing to fulfil statutory documentation procedure for same.

Monthly Quantity discount/ Special discount statement will be prepared and

verified by Shipping department and will be circulated to IAD, DGM(C) and

GM(A) for their approval.

Point no; “g” inserted vide first Amendment dated 16/05/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

xv. Payment terms/Despatches:

*Credit to be extended only as per Credit Policy attached as Annexure-A.

Page 61 of 112

*amended vide Eleventh Amendment dated 08/07/2021 to JAL (Rolling Division)

General Procedure dated 20/04/2020

For giving credit beyond 30 days interest costs @12% should be added in the price.

Credit can be extended preferably up to 30 days and in exceptional cases up to

45/60 days with interest @12% for the additional period beyond 30 days. Credit up to

90 days can be extended in special cases only against LCs/ Bank Guarantee, for

which during calculation of MSP Interest above 30 days to be considered.

Interest prescribed for credit period exceeding 30 days rate should be loaded in price

while quoting.

Zonal heads must keep reviewing the credit facility extended to customers and if any

customer is problematic or not following the terms, their credit facility must be

withdrawn.

For delay in receiving the payments beyond the agreed credit period, overdue

interest 15% p.a. shall be charged after taking into consideration grace period as

mentioned below: If the interest needs to be charged below 15% necessary approval

from management need to be obtained.

Sl.

In case of

Period of Credit / Grade

No.

Local parties/direct documents to

30/45/60 days credit with

outstation parties/documents through

5 days internal grace

branch/direct documents against bank

guarantee

Documents

through

bank/against

30/45/60 days credit with

irrevocable letter of credit

10 days for transit period

In case of delay beyond the above period, interest will be charged from

31st/46th/61st day, in case of Letter of Credit if the customers does not agree to bear

all the bank charges, we can agree to bear our bank charges and the customer

should bear their bank charges. In respect of PSU we should add interest of 90 days

in the prices @12% PA + Re.1.00 per Kg* for bank charges along with overdue

interest charges depending upon our past experience with customer in getting

payment. These are approximate charges, care should be taken while submitting

quotation and actual extra cost should be recovered by adding in the price so that

there is no loss to us.

*amended vide first Amendment dated 16/05/2020 to JAL (Rolling Division)

General Procedure dated 20/04/2020

h. For PSUs like ICF, Ordnance Factories, and other Government companies, if they

are not agreeable for our payment terms, we can offer 95% payment against proof of

despatch / inspection and balance 5% within 30 days from the date of receipt of

material at their end may be accepted. However, rates must be quoted with proper

loading to recover interest loss due to delayed payment and bank charges as

mentioned above.

Advance payment before despatch of material where cash discount is allowed

should be accepted by way of DD/pay order/NEFT/RTGS. For major and regular

customers we may accept cheque also and for outstation customers we can accept

cheques payable at par.

In case the cheque is returned / bounces we have to reverse the cash discount

allowed and also charge other bank charges and interest so as to recover our cost.

In few cases for regular customers who have never defaulted on payments earlier

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and this is one off case with delay up to 2 days, we may consider not to reverse the

cash discount as a special case subject to approval by Zonal Head + DM but to

charge overdue interest from the date of invoice till the date of receipt of payment. In

case the customer defaults again then we should reverse the cash discount and also

recover other losses from them and insist for pay order/DD/ NEFT/RTGS for future

supplies.

*For extrusion segment, any despatches made on Cash Discount terms, the Cash

Discount (CD) and reversal policy enclosed as Annexure-B shall be followed.

k. In case of payments against L/C, clean credit /bank guarantee etc. material against

the same should be despatched immediately once the material is ready.

In case of payments where the party will avail CD, the material readiness will be sent

and proper follow-up shall be made for collection of the payment and despatch of

material.

*Para Inserted vide Thirteenth Amendment dated

23/08/2021 to General

procedure dated 20/04/2021.

xvi. Quality Complaints: *Deleted

*Deleted vide Twelfth amendment dated 19/07/2021 to General procedure date

20/04/2020.

xvii.

Return of material:

No material to be taken back unless Material Complaint Report (MCR) is circulated

and having remarks of Production + QA + SKP + AG and finally approved by DM +

VCMD. For notifying price changes based on fluctuations of NALCO, DM will be

responsible for sending, circular of revised price list by next morning.

xviii.

Amendment in Price List:

Any amendment, if required is to be approved by VCMD

xix.

Packing Charges:

PACKING CHARGES ADDITIONAL AS APPLICABLE WILL BE AS UNDER FOR ALL

Sl.

Thick

Bundle

Packing

Packing Type

No.

ness

Weight

Charges

Standard packing HDPE with polyester

All

strap and corrugated paper on both

250 -350 kg

Re.1.00/kg

sizes

sides. (no interleaving)

HDPE + pallet

All

750-1000

Rs.

sizes

1.50/kg

HDPE with poly interleaving, edge board,

1mm

corrugated sheet on both side

250-350 kg

Rs.2.00/kg

above

- do -

500 kg

Rs.2.00/kg

All as above + wooden pallets.

1000 kg

Rs.2.00/kg

HDPE with poly interleaving, edge board,

Below

350 kg

Rs.3.00/kg

corrugated sheet on both side

1mm

Sheets with masking film

Below

250

350

Rs.

2 mm

4.00/kg

Page 63 of 112

Sheets with masking film

Above

250

350

Rs.

2 mm

3.00/kg

In case any customer is taking jumbo coils in above 1500 kg rolls, cost of cardboard

core will be inclusive in basic price however, if coil weight is below 1500 kg, Rs.1.50

extra will be charged.

xx.

Standard Width:

If the party is asking for any other size than the standard size, either bigger or smaller,

extra Rs.2/- per kg will be charged to compensate melting loss of the off cut coil.

The following will be considered as standard width

(i) In sheets: 915mm, 1220mm, 1250mm, 1500mm and 1525mm to be considered as

standard widths.

(ii) In Coils:

305 mm, 457 mm, 610 mm, 762 mm, 915mm, 1220mm, 1250mm,

1500mm and 1525mm to be considered as standard widths.

xxi.

Minimum Order Quantity (MOQ):

If the product is in our regular range and is running item as per dealer segment we can

accept order for 250 kg also. In case the alloy is regular but the product is special we

need to consider 3-5 MT as MOQ as per MOQ guideline in force. In case of any

special alloy, marketing needs to take confirmation from PPC/RNS along with pricing

by circulating the proposal through DGM (Marketing)/DM and VCMD.

xxii.

Alloy Surcharge: Except for 8011 / 3105 alloys, additional Alloy surcharge to be

considered extra as below:

Alloy

Surcharge

1100 /19000/ 1200

Rs.2.00 per kg

1050 / 1060 / 1070

Rs.5.00 per kg

31000 / 3003

Rs.6.00 per kg

5005

Rs.15.00 per kg

3004

Rs.10.00 per kg

xxiii.

Annealing Charges:

For sheets and coils Rs.2.00 per kg to be charged extra whenever customer is

demanding soft (‘O’) temper towards annealing of the product.

xxiv.

Multi-slitting charges:

For multi-slitting machine products, the following will be charged extra above LP. This

include aluminium core of 152 mm.

10 mm to 50 mm

Rs.10/- per kg

51 mm to 100 mm

Rs.7/- per kg

101 mm to 250mm

Rs.5/- per kg

251 mm and above

Rs.2/- per kg

xxv.

Profiling Charges:

For corrugation (of roofing sheets), Rs.3.00 per kg should be considered extra above

LP on account of profiling.

Page 64 of 112

xxvi. Tension Levelling Charges:

Rs.2/- per kg extra should be considered above LP on account of tension levelling

charges.

Rs.3/- per kg extra should be considered above LP for caul board without masking.

xxvii. Guidelines for Passing Cash Discount To Dealers Under Channel Finance

a. To reduce the credit exposure, the company has engaged ICICI bank and Tata

Finance to offer channel finance to customers. In the said facility, the funds payment

will be made available to us immediately while customer will be paying to these

financial institutions later and on the terms, they have agreed individually. The

following guidelines are to be followed strictly so that there is no loss to the company

and all the transactions happen flawlessly.

b. CD of 2% will be allowed to Dealers in case they are making payment to us within 3

working days from the date of invoice. This CD will be passed in the invoice itself

and in case of non receipt of payment within 3 working days, CD given will be

reversed. If payment is received beyond 3 days but within 15 working days from the

date of dispatch, cash discount of 1% can be allowed.

c. After invoicing, shipping department/Depot in-charge will immediately forward

invoice/ billing details to RMD account and the responsibility to claim the payment

will be with RMD Accounts and they have to raise request to financial institution for

releasing payment. They have to ensure that intimation to financial institution is given

well in time and payments are received within 3 days from the date of invoice so that

no dealer loses CD. Further, whenever channel financing is arranged, direct credit

limit to such dealers/agents shall stand withdrawn.

xxviii. General Guidelines:

In case of Defence, Government Orders, Tenders and other fussy customers, all

commercial and technical terms should be cleared and accepted by them in writing

before the order is taken up for production.

Material should be offered in commercial tolerances specified as per IS. If tighter

tolerances are required, Production and QA Department should agree for the same

and we should quote with slightly higher margins for such items, if possible.

All Marketing Executives going on tour should send their tour reports to zonal

manager after coming from tour.

All dealers and actual users will be looked after properly by the marketing team.

Zonal Heads will ensure maximum economy while doing correspondences with

customers and e-mails to be used maximum wherever possible.

Regular visits/tours to be planned by concerned Zone In charges. He will ensure that

every marketing team member should have minimum 4-6 days customer’s visits in a

month in his respective territories.

All requests for refund of credit balance should be handled by VS. Concerned

marketing person should circulate the request to Mr. Amit Chakraborty (for checking

if any order/material is in production + Accounts (for liability of OD interest, if any).

Marketing department should strictly follow the above guidelines and ensure that

there is no deviation or lapse. In case of any lapse / mistake report to be given by

Page 65 of 112

respective zonal head to DGM (Marketing)/DM and VCMD. For any delay or lapse on

the part of any person, action must be taken on him to avoid repetition and in the

interest of the organisation.

Marketing department shall send their monthly projection by 24^th of every month to

PPC for planning.

For deemed export, copy of Tax Invoice, duly endorsed by customer & their

jurisdictional GST officials, must be collected within 30 days of Invoice. In case of

failure , duty/tax along with interest & penalty will be debited to respective customer’s

account.

xxix. Guidelines for RMD products Export Sales

DGM Export, under the guidance of DM will be fully responsible for all export

activities assisted by Bhushan Daryani. Preliminary steps to locate foreign markets,

Billing & shipping documentation procedures etc as per the guidelines mentioned in

the procedure of BF. Pricing would be done as per Export Pricing Guideline in force.

* * * *

Page 66 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART - VII

*Customer Complaint Policy

OBJECTIVE: To define processes and quality standards by which products would be

manufactured, checked and despatched to customers and define process for handling and

resolution customer complaints received.

ORDER ACCEPTANCE / PROCESSING:

All first time orders from new customers / for new products should contain complete

specification of product, as agreed in writing between the customer and JAL (RMD)

in the Technical Data Sheet (TDS) or should clearly mention the internationally

accepted Standards to which the product should conform. The TDS sheet needs to

be signed by customer and on behalf of JAL (RMD) by GM/Head (Tech).

Orders will only be processed against approved TDS or as per approved standards

specified in the order.

QUALITY CHECK AT THE TIME OF DESPATCH:

QC Dept. at the time of despatch should ensure that the product conforms to all

parameters as per agreed TDS / quality standard.

Where QA / Packing finds any kind of defect or has any doubts, material should not

be despatched to customers without thorough checking of QA. If QA has slightest of

doubt, such material should not be despatched as any rejections has far more

adverse implications, more so in exports

The Material test certificate (MTC) should mention the parameter range / chemical &

mechanical properties within which the product was to be produced and the actual

reading observed for the same.

In every case, MTC should accompany the material being despatched to customer.

REGISTRATION OF COMPLAINT :

Domestic Customers have to lodge complaints for manufacturing defects within 45

days from the date of Invoice. For export customers maximum period for lodging

complaint will be 120 days from the date of despatch. Complaints have to be lodged

giving nature of defect, invoice details, product in which defect observed, quantity of

defective material and photos/videos/samples to substantiate the claim.

Upon getting any complaint from customer (verbal, written), an Material Complaint

Report (MCR) having details of supply of material (Invoice No. and date, Coil No.,

Page 67 of 112

total quantity of product supplied etc.) and quantity having issue, nature of issue will

get raised by the marketing team. (Format in Annexure-B).

Marketing team will also collect photographs / videos / samples of the defective

material from customer and submit to QC Department for their analysis.

ANALYSIS AND RESOLUTION OF COMPLAINT:

QA will thoroughly analyse the MCR for variations / issue reported by the customer

w.r.t. specifications agreed vide TDS / Standard.

If the material is found to be within the specifications agreed by both the

organisations:

QA will revert with their findings to Marketing Team who would accordingly

convey the same to customer.

ii)

In case customer has to be educated in methodology to be followed in

measurement of any parameter, marketing team can approach the QA team

for explaining the correct process to the customer.

iii)

Cases where our QA is confident and the customer is not in agreement with

our QA, then a virtual meeting can be arranged between our QA and

technical team of customer, to try and technically close the complaint across

the meeting.

iv)

If the customer is not satisfied or doubts the readings of any parameter

mentioned in MTC, he is free to get a third party testing done in NABL

approved Lab. and share the results with our QA team.

The company would accept any claims for replacement / compensation only

after it is clearly established that the properties of the product supplied are

outside agreed parameters as per TDS which should be clearly documented

in the Claim Acceptance sheet (CAS), which should be signed by AGM

(Quality) (Format in Annexure-C).

If the material is not conforming to accepted parameters:

A root cause analysis for the nature of defect would have to be done by QA and a

Corrective and Preventive Action (CAPA) submitted to ensure that the process /

SOP are suitably established / modified to ensure non recurrence of such defects

in future, within 3 days of CAS.

ii) CAPA should be maintained with Production & QC teams to ensure that it is followed

for all future supplies. Technical Audit team would periodically review all such

process / SOP changes and confirm that the same are in place and being

followed. If the defect is minor in nature and is only present in certain portions of

the coil / supply, JAL Marketing and technical team will explore with the customer

if the same can be used or the balance material can be used after removing the

defective material.

iii) In case customer is apprehensive in using the material due to anticipated rejections

and JAL team (Market/Exports regional head and AGM - QA) has confidence

that material will run suitably for the application, JAL will request customer to use

the maximum material and in case of any rejection

(left over material in

processed scrap also) JAL will take back the same. In case customer asks for

any discount, rebate, monetary benefit for using the material, JAL Marketing will

Page 68 of 112

take prior approval of Management before sending acceptance to customer. This

has to be communicated to the customer by the concerned Marketing/Export

executive with a copy to QA team.

iv)

In some cases, customer may find surface defects like scratch marks, dents, coarse

grain, black marks, oxidation marks etc in between the coils / sheets. QA and

marketing team will try to convince customer by understanding the end

application of the customer. In case customer is not accepting the request to use

material completely, marketing and QA will request customer to use the

maximum possible material and JAL will lift the left over material (processed also)

as this is a process defect of the material supplied by JAL.

In some cases customer may observe quality issues after making the component or

after processing the material with some surface treatment. In that case, we will

not take the rejection back as any issue in material should be highlighted to us

before processing. However, in rare case, we can accept after taking conversion

charges for the rejected quantity and JAL will replace the material. In case of

such issue, where our payment terms are “credit”, marketing needs to convince

hard and diplomatically so that JAL payment do not get struck.

vi)

If customer uses partly defective material on our request, in cases of further foil

processing e.g. lamination / printing, the unusable material even if processed will

be compensated / replaced by us for Aluminium foil value (excluding weight of

lamination etc.) including packing and freight.

vii) Where the material is unusable or outside the specifications agreed and customer

cannot use the material, JAL will get the material shipped back at JAL’s cost and

replace it Free of Cost i.e. to and fro freight at JAL account. No deduction /

charge for packing charges to be done by JAL. Material to be taken back and to

be invoiced at the original invoice price against which MCR is booked. This will

only be as per CAS.

viii) In cases where complaint was established as genuine and customer is not willing to

take replacement material, JAL will arrange to lift back the material at its cost and

give credit for full material received back including packing costs.

ix) Any rejected material should come to us with proper packing and not in loose / open

condition. The scrap should also be identified properly by concerned marketing

staff and he is responsible to ensure that scrap which is approved to take back is

of our material only and not a processed scrap.

x) In case the quantity is less than 500 Kg. (for domestic supplies), JAL may opt for

doing a commercial settlement for rejected quantity by reducing the claim value

by prevailing scrap value acceptable to both parties and issue credit note / refund

the balance.

xi) In case the complaint relates to transit damage, the customer will promptly inform

JAL Marketing team within 48 hours of receipt of material for initiating insurance

survey / claim procedure as detailed in below clause (xiii); in case the damaged

material quantity is immediately required for ensuring continuity in production,

JAL will produce and supply the same on priority.

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xii) All quality complaints should technically get closed within 15 days and commercially

within 45 days. Transit complaints should get closed within 90 days.

xiii) Wherever any transit damage complaint is received, the insurance claim process

must be initiated within 3 days from the date of receipt of material; concerned

Marketing persons will intimate to Dy. Company Secretary (DCS) through claim

registration portal for taking up the matter with Insurance Company. Marketing /

concerned should provide all required documents like Claim Intimation Form,

Photos of Damaged Material, Invoice Copy, LR copy duly attested by the

customer and consignee contact details etc. to DCS immediately to register

insurance claim with insurance company. After intimation / providing required

documents by Marketing / concerned person to DCS, he will arrange surveyor for

inspection. At the time of surveyor visit, our marketing person should be present

wherever possible along with party’s representative and support to conduct

survey in positive manner. After conducting survey, surveyor issues a Joint

Inspection Report in which surveyor mentions all information about consignment,

quantity of damaged material, cause of damage & his observation etc. Surveyor

takes consignee signature / confirmation on his Joint Inspection Report and will

give one copy also to them. After that surveyor will share Loss Assessment

Report to DCS and he takes confirmation on loss assessed amount from

concerned Marketing / Shipping person. DCS will forward the same report to Mr.

ONU after settlement of transit claim and accordingly he will process the MCR for

Management approval.

xiv) DCS will handle all Transit Insurance claims and he will circulate report of all claims

made, received & pending to CS/CFO/SVP(GM&S)/SVP(CA) on monthly basis.

xv) Action will be taken by SVP(GM&S) as per final conclusion of report. “

*Replaced vide Twelfth amendment dated 19/07/2021 to General Procedure dated

20/04/2021

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART-VIII

Guidelines for Admin Dept

Regarding canteens and vehicle dept., Stationery, labour canteen bill expenses,

housekeeping expenses monthly report should be prepared by DM(Admin) giving

details of purchase, stock, consumption etc. and to be forward to SKJ/AG/AD/NM* who

will check and take action to control stock/consumption.

Stock checking of all the articles like utensils, crockery, linen and furniture & fixtures should

be done every six months by IAD, who should give their report to AG through Admin in-

charge indicating loss/shortage of articles within one week of stock checking. AG will check

and verify the report and will take action against persons responsible for missing items, if

any. AG will send the report after taking action to NM for his checking and taking further

action.

*Amended vide first Amendment dated 16/05/2020 to JAL (Rollin Division ) General

Procedure dated 20/04/2020

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A. Canteen

All cash memos/bills relating to purchase of canteen materials will be signed by

DM(Admin) as 'received by' after physical verification of quality and quantity of material

purchased.

ii.

DM(Admin) will handle only indenting part. He will also enter the material in the receipt

head in ERP. DM(Admin) in turn will verify the receipt of material with the details in the

ERP and also physically check and then certify the bills. No bills in respect of canteen

items will be passed by Accounts Department unless certified by DM(Admin). Remarks

in respect of quality/quantity if any, noticed by DM(Admin) should be put in ERP which

will be scrutinised and checked by DM(Admin) , who will take necessary action and put

his remarks on the relevant cash memo/bill to disallow the payment and return the

goods, if the situation so demands.

iii.

DM(Admin) will maintain computerized issue in ERP in respect of canteen items. A

record should be maintained in respect of capital items, utensils etc. and physical

verification should be done once in 3 months and cook should be held responsible for

any loss or theft/breakage etc. The consumable items should be kept under lock and

key in stores and DM(Admin) should issue only the required quantity every day with

corresponding entry in computerized issue register.

iv.

No eatables/consumables purchased for use in canteen for which bills have been

debited to company's account should be diverted to staff colony for use of any staff

members, at any cost. Admin Assistant will keep a strict check on this. DM(Admin)

/SKJ will conduct surprise checks and take stringent action wherever any manipulation

is noticed.

Checking and approval of major canteen items shall be followed as per point No. a (iv)

of local purchases under Part-III.

vi.

Alternate duties in Admn. Department

In the absence of DM(Admin), AM(Admin) or any other person deputed by GM(A) for

this purpose, will do his duties.

B. Vehicles

i. DM(Admin) will maintain proper record of consumption, expenses on vehicles, repairs,

maintenance, servicing etc. In ERP, he will also keep a watch and take action

wherever required. A comparative statement of vehicle km run/fuel consumption and

other expenses is to be made by DM(Admin) every month showing the expenses

relating to previous month. This should be checked by DM(Admin) and circulated to

SKJ/AG/NM*.

* words Amended vide first Amendment dated 16/05/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

ii. All bills, cash memos relating to purchase of parts will be signed by SM as having

been 'physically checked by' and 'technically checked by' DM(Admin) .

iii.

Whenever old parts are replaced, DM(Admin)/SM will collect such old parts while

issuing the new parts without omission and hand over the old parts to Accounts

Officer/Accounts Manager once in a month, to be kept under lock for disposal later.

The old parts should not be released to the drivers/mechanics again.

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iv.

Bills pertaining to service and labour charges, fuel etc. will be signed by DM(Admin)

along with other authorised persons.

Cash purchases of petrol/diesel should be minimum and only in emergency.

vi.

All spare parts purchased should be brought to the factory and only after verification it

should be used. Only in very rare cases of urgent/emergency nature, some small parts

can be fitted outside the factory in the vehicle without bringing to factory. However,

such bills will be signed by driver concerned certifying that spare part has been fixed in

the vehicle and DM(Admin) should also check & certify the same. Old spare parts in

such cases also should be returned to stores.

vii.

DM(Admin) should keep strict vigilance in respect of chances of manipulation of

petrol/diesel in collusion with petrol bunk, by drivers. All the petrol/diesel slips should

be got signed by the driver from any of the staff members sitting in the car/vehicle,

while he fills the petrol/diesel, certifying that the driver has taken the quantity of

diesel/petrol in the vehicle mentioned in the slip. If by chance, no staff member is

seated in the vehicle, then driver himself should put his signature on the back of such

slips.

viii.

The particulars of use of petrol/diesel should be maintained in a log book by the driver,

which should be periodically checked by DM(Admin) as to mileage run. DM(Admin)

should keep a vigilant watch on this continuously and add the performance of each

vehicle in monthly report of admin.

ix.

As far as possible, all repairs and maintenance should be done in company’s garage

at B/F.

All spare parts should be got purchased through our office purchasers. Drivers should

not be allowed to purchase spare parts except for minor amounts during emergency.

All such spare parts should be received by SM who will not only check the

quality/quantity but also the genuineness of rates charged, by comparing with previous

rates etc.

xi.

DM(Admin)/AG should arrange to purchase petrol/diesel in cans once in 2 months

through third person from the same petrol pump and then to check the quantity

received. If found short, then take up with the petrol pump for claim on the purchases

made by us from them up to the period of earlier such checks done.

xii.

Mr. K. Sudhakaran’s assistance can be taken for purchase of costly spare parts, to

ascertain the genuineness and the necessity. Mr. Sudhakaran can also be sent to

check the quality before purchase is made by the purchaser.

xiii.

Fuel efficiency of the vehicles should be checked by DM(Admin) with the help of

mechanic and action should be taken for any variation observed.

C.Uniforms

Distribution of uniform, shoe as per the guidelines provided separately in the JAL B/F

perk and facility procedures.

D.Printing & Stationery

i. Sandeep Lamba shall be in-charge of stationery and in his absence AM(Admin) will

take charge.

ii. A register for receipt/issue of various items shall be maintained which will be physically

verified by DM (Admin).

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iii.

Stationery shall be issued between 10.30 a.m. & 11.30 a.m. every day.

iv.

A daily issue record shall be maintained by stationery in-charge Mr. Sandeep Lamba

where signatures/ initials of person to whom items are issued on daily basis shall be

obtained.

For all the purchase items, during last week of every month, stock shall be checked

and for items required during the next month, indent is given to DM(Admin).

DM(Admin) shall approve the same and give the indent to the Purchaser for effecting

purchase.

vi.

For computer stationery including pre-printed stationery like purchase enquiry,

purchase orders, sales quotation, order confirmation, continuous letterheads etc.

indent should be placed as soon as re-ordering level is reached. The indent shall then

be passed on to purchase department after approval by the concerned authorities

according to the value for floating enquiries. Purchase department shall finalize the

order etc. after preparation of OFS.

vii.

Goods should be received by stationery in-charge & should be physically checked by

Accounts Manager and technically approved by DM(Admin). After checking the items,

the same shall be taken into stock. As and when the bills are received, same shall be

entered in ERP and the bills shall be passed with signatures in the columns ‘goods

received’, ‘bill passed on’. RA should be enclosed by purchaser, while passing the bill.

The Bills are returned to Accounts through Admn.Department and the bill shall be

passed as per regular procedure.

viii.

Once in a quarter, stock checking of stationery items shall be done by DM (Admin).

ix.

For printed items whenever stock comes down to minimum level, indent is given in

advance for printing the same along with specimen to DM(Admin). Purchaser shall

settle the rate with the printers.

Proof shall be received and the same circulated to the concerned department for

approving the same and subsequently got printed.

Month-wise consumption statement shall be prepared and shown to DM(Admin)/AG

by stationery in-charge.

E. MOBILE PHONES

i. Statement of monthly telephone bill amounts should be prepared by account

department after due checking by admin department and will be circulated amongst

SKJ / AG/NM/DM for their information and action. If the same is found on the higher

side, necessary action should be taken to reduce the telephone expenses.

ii. Except in departments where dialing facility on P&T extension is available, all others

should ask for telephone number required from the operator. Reception should

maintain a record of calls made through board.

iii.

Mobile phones should be used for official purposes only. All users will ensure safety

of mobile phones kept by them. They will also keep it fully charged in the night so

that there is no problem in using the same during day time. All bills for mobile

phones shall be checked by Admn. to ensure that there is no misuse.

iv. DM(Admin) will circulate the bill to concerned person who is using the mobile phone ,

who should check the bill and mark if there is any wrong call charged in the bill. He

will also mark personal calls made if any, for which charges at actual will be collected

by Accounts or deducted from the salary by Personnel Department.

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Employees who have been provided mobile phones shall always carry the same

with them.

vi.

Reception should maintain a record of calls made through mobile phone kept in

Reception indicating name of the person making the call, duration, number called and

approval of SME.

Vii. All can take mobile phones to the city when they go out on official work. It can be

given to any other staff member also with the approval of any one of SKJ/SKP/AG, if

some urgent matter is to be attended to.

viii. All must ensure that the mobile phone is used to the minimum extent and only in

case of emergency and not to be used otherwise. Besides personal calls from official

mobile should be made only in emergency and should be avoided as far as

possible. Charges for personal calls made by staff having official mobiles should be

collected , while passing the bill. DM(Admin) will be responsible for the same.

F. Breakages/missing utensils in canteens & linen items in the guest house/ Rooms

In case of loss on account of breakage/missing of any utensils/crockery/ linen, the same

will be increased by 25% of the cost towards punishment and recovered from such

irresponsible, careless and dishonest persons. In the interest of the organization, all the

persons concerned are hereby directed that they should keep a watch and make every

effort to pinpoint the real culprit in order to stop such theft/pilferage in future. Keeping this

in mind, the following guidelines shall be followed strictly.

i. The following persons are made responsible for each section:

a. Staff Canteen

Head Cook

b. Labour Canteen

Head Cook

c. Office Tea Room

Rangaswamy

d. Guest House

Jagmohan

e. Labour Tea Room

Munna

Admin Dept Store

DM (Admin)

The above persons and Admin will be fully responsible for any breakage/missing

items.

ii. Stock checking of all the articles like utensils, crockery and linen should be done

every six months jointly by IAD and Admin who should give their report to SKJ / AG

through DM(admin) indicating loss / shortage of articles to take action against the

responsible for any missing items/ will be made to pay full cost plus 25% thereof, as

punishment.

iii.

If any person assists or gives information which results in catching the culprit, such

person will be rewarded. If a person is caught by security at the gate while carrying

any item, then the concerned security staff will be rewarded suitably.

iv. As a special case, the following half-yearly limits have been fixed for condoning the

loss, Department-wise.

a. Staff Canteen

Rs.1,500/-

b. Labour Canteen

Rs.1,000/-

c. Guest House/ Office Tea Room

Rs.

500/-

d. Guest House for Linen

Rs. 500/-

e. Labour Tea Room

Rs. 500/-

Adminstration Dept Store

NIL

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Any loss in excess of this limit shall be recovered from the persons concerned, after

investigation and fixing the responsibility correctly and fairly by DM(Admin)/ SKJ/AG.

v. The above relaxation will apply only to crockery and breakable items and

unbreakable items like stainless steel utensils etc. if lost, the total amount plus 25%

extra shall be recovered from the concerned persons.

vi. The damage/breakage/replacement due to normal wear and tear will not be

considered as a loss. However, such things should be checked by DM(Admin) for

their genuineness.

vii. DM(Admin) will ensure that Company's name is engraved on all the utensils

wherever possible. If name is not engraved on any item, the person in-charge

should bring the same to the notice of DM(Admin) , who will arrange to get it

engraved.

viii. If any utensils are taken to the colony for supplying meals to the family members, the

same must be brought back within three hours positively. Otherwise, DM(Admin)

must take action on the concerned person.

The Management, which is looking after the employees by paying good salary, other perks

& facilities, expects that the employees are sincere, honest and duty bound to identify

culprits themselves and report to the Management by extending full co-operation. By

doing so, they not only uphold the high tradition of the organisation, but also bring the

culprits to the notice of all.

G. Guideline for cleaning Toilets, Bathrooms, Urinals and Wash Basins

All Toilets and bathrooms Wash Basins used by workers shall be cleaned four times in

a day between 7.00 am to 01.00 pm and 03.00 pm to 5.00 pm. If necessary, frequency

of cleaning can be increased by DM(Admin)/AG.

ii.

Admin./Security must conduct surprise check and take severe action on the Sweeper if

Toilets and Wash basins are not cleaned properly and timely. Ravi Agrawal shall

check twice a week and DM(Admin) shall check once a week. Both shall take action, if

Toilets/Wash basins are not found to be clean.

iii.

All staff Toilets and Wash basins shall be provided with Soap and Hand Dryer at all

staff wash basins. Soaps shall be provided in all workers toilets and wash basins. All

employees must use the soap judiciously and soap should not be taken away. If

anybody is found to be carrying soap, strict action will be taken. Housekeeping in-

charge must ensure that soaps meant for hand wash are provided twice in a day near

all wash basins as well as toilets. He will send housekeeping Worker at 11.30 a.m.

and at 4.30 p.m. to all Toilets and Wash Basins who will keep 2-3 pieces of Rin Soap,

if soap is not found in the toilet or wash basin. There should be no wastage or

pilferage for which housekeeping in-charge will be responsible.

iv.

Admin. Dept. should ensure that one stainless steel glass is kept on each Water

Cooler fixed with chain.

Admin. Dept. should check and ensure that all coolers are in working condition. Any

repair/damage should be immediately attended to.

vi.

All must use the water cooler properly and no damage should be caused to it. Severe

action will be taken against those employees found misusing or tampering with the

Water Cooler.

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H. Telephones/Trunk Calls/Postage Stamps

a. Account of postage stamps used should be checked by DM (Adm) every week and

Accounts/ Audit every month. Any mistakes noticed should be got corrected and if

any manipulation is noticed, action should be taken on the person immediately by

DM/AG. Receptionist will be responsible for maintaining proper & correct record of

stamps received, issued& in stock. He will compensate the Company for any loss.

b. STD calls for personal work should be avoided as far as possible and only in case

of urgency, it should be done. A separate record of all such STD calls should be

maintained by Reception and amount recovered by Accounts Department.

c. Statement of monthly telephone bill amounts should be circulated amongst

DM(Admin)/SKJ/AG for their information and action. If the same is found on the

higher side, necessary action should be taken by DM(Admin) immediately to

reduce the telephone expenses. DM(Admin) will take suitable action on all such

matters. If he does not take, then AG will take and also inform VCMD for his

failure.

d. Admin Assistant/DM(Admin) will go for rounds during lunch time to check whether

any of the staff members is unnecessarily using the telephone for personal work. If

anyone is found making frequent personal calls, they should be punished for the

same.

I. Distribution Of Costly Gifts

a. All costly gift items should be distributed only to important persons. List of the same

should be prepared in advance and should be approved by ED/VCMD. Costly gifts

should be distributed only by Senior Executives and a record of such distribution

along with the values of each gift should be kept by Admin Assistant and checked by

DM(Admin)/AG/NM.

b. All incoming gifts also should be deposited with DM(Admin) for proper disposal in

consultation with VCMD.

J. Travel Agencies

a. We should keep contact with 2-3 different agencies to ensure maximum benefits and

good facilities. In respect of international tours, travel agents should be asked to give

maximum free hotel booking facility.

b. Agents should be asked not to indulge in any underhand dealings or giving part of

their commission to any of our staff members. If any such instances are noticed,

the agent should be blacklisted and all pending bills should not be paid, apart from

taking severe action against the concerned staff member. SME/ Sr. Executive

handling this work should keep a vigilant check on this point. No one should accept

any type of consideration/ obligation from these persons.

c. All tickets for International Travels will be arranged by G.P. Anand with the approval

of NM, whereas Air Tickets for domestic travels will be arranged by DM(Admin).

K. FAX/E-MAIL/ISD CALLS

01. The ISD calls facilities can be used for official purposes only with the approval of

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SE/SME. However, messages can be sent by e-mail without the approval of SE/SME.

02. Since fax messages and STD calls are costlier than e-mail messages, it must be

ensured that e-mail facility is used wherever it is available. Matters sent by fax should

be brief and to the point. Only matters which are urgent can be sent by fax.

03. Fax must be used for local communication (within Bangalore) as far as possible since

sending messages by fax to local parties is more economical and faster than sending

letters by post. SMEs approval for sending local fax messages is not required.

04. Reception will maintain a record of the approvals given for permitting ISD calls,

outstation fax. It shall be checked by DM(Admin) every month, who will report to

SKJ/AG for taking action, if any unwanted calls/messages are sent.

05. These facilities must be used only when it is absolutely essential.

06. One copy of each outgoing fax message will be taken. The copy will go to the

respective file.

07. In case of export/import correspondence, e-mail should be used to the maximum extent

instead of fax.

Notes:

Somashekar from Non-Plant Maintenance Dept. shall check and maintain water

coolers regularly and ensure that water coolers are functioning properly and that all

employees are getting cold water regularly for drinking purposes.

Laxman Singh / Lalit Patni / Sanjay Bansal & Concerned Supervisor must ensure

that the way towards toilets, water coolers and wash basins is always clear and no

material or trolley shall be kept on the way to Toilets, Wash Basins and Water

Coolers.

Rajendar Singh/DM(Admin) from Admin. Dept. to keep regular check of all toilets,

water coolers and wash basins and keep watch on workers, so that they do not take

away soaps from toilets/wash basins.

Rajendar Singh should check that Toilets

/ Wash basins, Water Coolers are

maintained properly and soap kept as mentioned above, He should take severe

action for any lapses/mistakes. Similarly AG should check once a week and take

action if this procedure is not followed.

Security Dept.

/ SO / DSO / ASO to keep regular check of all Toilets, Water coolers,

& Wash basins & regarding this they should maintain a book at Main Gate, which

should be signed daily with date. (And also they should inform immediate to Admin.

Department. If found any lapse and get rectified and also note in the book).

Such detailed List, Location wise and identification marks wise is given to the Admin/

Store/ Security etc for close monitors.

DM (Admin) will ensure that the vehicle is not misused by any employee.

DM (Admin) will ensure that servicing of air conditioners is done before 15^th of

February every year and air conditioners are maintained properly. They will check

and monitor the maintenance schedule through non-plant maintenance.

DM (Admin) will also check and ensure the working of Atta chakki for uninterrupted

service to those residing in the colony and for the canteens. Repairing is to be done

on priorities and too maintained properly.

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DM (Admin)/Ravi Agrawal Will visit to the colony, Shop, canteens to check and

ensure no extra charges been collected exorbitantly.

* * * *

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART-IX

Guidelines for I.T. Department

a. Manager-IT will be responsible for all IT activities at JAL RMD, RMD branches and other

institutions at Dabaspet.

b. Manager-IT shall put proposal to DGM(C) for new area for computerization, development

/ revision and updating the programs already developed and suggest for new technology /

sophisticated equipments for productivity and efficiency improvement and after getting

formal approval, from B/F IT get them implemented.

c. Duty chart of IT personnel shall be reviewed on half-yearly basis or as and when required

by Manager-IT and intimated to AG/VP(O).

d. Hardware, software, Internet access, etc. are to be used for Company interest only. Any

type of usage for personal interest is prohibited.

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e. All information, including email, created or stored on Company equipment or using

Company accounts, is the property of JAL. This information may be accessed at any time

by management / immediate boss or the Information Technology (IT) department.

Using personal or third party hardware or software at office is not allowed. In case it is

required, prior authorization from GM(A) through Manager-IT has to be taken. For any

damage, theft, data loss etc, related to such items, IT department is not responsible.

g. Anti-virus applications continuously scan the network for infiltrations and are auto-

updated; however, all disks brought from an outside source must be scanned for viruses

as well.

Hardware and software allocations and access rights are determined by the IT

department based on the Company business to be performed by that person or at that

workstation. Rights and allocations may be changed at any time by IT department

followed by management decision.

A department meeting will be conducted bi-monthly chaired by Manager-IT. Minutes will

be prepared by IT executive subsequently approved by Manager-IT. The minutes will be

circulated to DGM(C)/AG/NM/VP(O)/VCMD who will send back with their comments.

Manager-IT will then allocate the points to individuals for implementation. Earliest

implementation will be responsibility of Manager-IT. It will also cover on enhancement of

infrastructure if any.

A monthly report will be submitted by Manager-IT to NVKP/NM/VCMD giving details of

activities of IT department during the month. This report will cover summary on jobs

carried out during the month as well as equipment/service uptime. It will also have

coverage projects status.

Every year all programs running in JAL B/F as well as D/F and all branches will be

audited by Manager-IT through his subordinates as per schedule. After receiving the

audit report, Manager-IT will put his remark and will circulate the same to NM/ED 

VCMD for comments.

Every half year the stock will be verified by IT Executive to whom the job will be allocated

by Manager-IT. The report will be recorded in the logbook meant for half yearly stock

check. This will be circulated to AG DM VCMD for information.

m. Surprise checks will be carried out by Manager-IT/IAD/SKP to ensure proper record

keeping of the inventory details.

The IT department reserves the right to audit any computer / laptops used for company

business to ensure that it continues to confirm to this certification policy. The IT dept will

also deny network access / internet to any computer / laptop which hasn’t been properly

configured and certified.

Confidentiality

IT staff are responsible for protecting confidentiality of Company information by following

all given guidelines including:

 Keeping passwords confidential and changing them when felt noted by others.

 Logging out of workstation and/or remote connection when not in use

 Not allowing any other staff or member access to your workstation while logged in

 Not copying Company information onto other media without authorization

 Not using personal media (like pen drive, CD/DVD, floppy etc.)

 Not allowing outsiders to use staff computer

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 Furthermore, staff are required to respect confidentiality of any data not meant for

their review. This includes documents left in printers and fax machines, files open on

or accessible through a computer, and similar situations.

 Staff are prohibited from accessing another user’s files without specific authorization.

p. Carrying computer outside office

i. Staff who has been allotted laptop and resides in company campus can carry laptop to

residence for official use only.

ii. Wherever laptop is provided to a particular staff, he will be fully responsible for the safe

keeping of the same.

q. Software installation

i. No employee shall install any computer software on any information system owned by

the Company without prior written consent by Management.

ii. No software may be installed, downloaded or otherwise transferred to Company

computers.

iii.

In case a need is felt then it has to be requested through IT Complaint / requirement

using ERP common module. The job will be allocated by Manager-IT if the installation

is felt genuine and subsequently the job will be carried out by the IT person to whom it

is allocated.

iv. In all the cases, only licensed or free software should be used.

r. Internet Usage

Internet access is to be used only for Company business. Staff should not download

files without authorisation of IT department or department head.

ii.

Internet facility should be given to only senior staff. A list of which will be approved by

AG+VCMD.

s. Email Usage

i. Email attachments from unknown senders should be deleted without opening and IT

department should be notified to block the sender. Viruses are often spread by

enclosing them in email attachments that look legitimate.

ii. Email is to be used for Company business only. If the email system is being abused,

email privileges may be suspended or removed from the offender.

iii.

E-mail facility should be used only for official purpose. No personal e-mail should be

sent from official mail id.

For Application (ERP) Access

i. Request from the employee duly authorized by his superior/department head to

Manager-IT along with the details like Employee Name, Modules where access is

required etc. Format for the same is available with IT Department.

a) The request will be forwarded to GM(A) for approval and thereafter a User ID will

be created for the user by Manager-IT and access to all the required modules will

be given.

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b) The User ID along with the password (by Default, same as the User ID) will be

communicated back to the User and if required he will be given initial support to

understand the general navigation of application by IT Assistant

(H/W). The

concerned department head should ensure the transfer of detailed operational

knowledge regarding application by fellow department members of the user.

ii. In case, any existing user needs to get access rights for any other application, his

request along with justification should come to Manager-IT through his department

head which shall take written approval of GM(A).

u. For Mail Access

i. Request with proper justification and mail access type (Internal only / External) from

the concerned departmental head to Manager-IT.

ii. Guidelines related to using mail services will be given to the user as a welcome mail.

v. Backup and Archival Process

IT Department is responsible to maintain backups of database, application source codes

and other critical software like conveyor, bar code etc. on daily basis by taking from

server and copy the same to different location by whom the job assigned by manager IT.

Same to maintain in format like DD/MM/YY and keep separately in external hard disk.

w. Modification/Correction of Data

i. User departments are required to exercise utmost care in entering data in the system

correctly, counterchecking the correctness of the same at its level. Subsequent

correction/modification of data shall not be allowed in general as this undermines the

objective and reliability of the data which is being seen and depended upon by all

concerned.

ii. IT department shall ensure to keep in place and maintain system of locking the data.

The same shall be done with approval from Binit Kumar for department/module-wise

data. It should be mentioned clearly the number of days in each case the data can be

kept open for such correction/modification.

iii.

Any correction/modification thereafter in the data, if required, for any genuine reason

can be entertained only after approval from SKP/AG/VP(O). For this, request shall

move from the user department giving reasons for the same and routed through IT

department which shall give its comments.

iv. IT department should make continuous effort to improve over software, increase

efficiency, and reduce paper work, in all departments. They should always adopt latest

technology available in the field.

Page 81 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART - X

Guidelines for Audit & Probe Department

A. Internal Audit Department (IAD)

Internal Audit involves a continuous and critical analysis of the functioning of the Company

with a view to strengthen the overall governance mechanism of the Company including

company’s risks management and internal control system. It is not just checking of the

historical records of the Company, but the aim and object of Internal Audit is to strengthen

the system in such a way that no one can think of indulging in dishonesty, manipulation and

frauds.IAD should suggest changes in the procedure so as to avoid any type of manipulation

or fraud or dishonesty at any level, top to bottom. With this in view, the objectives of Internal

Audit should be:

To verify accuracy and authenticity of the records of the company including financial

accounting.

ii.

To review overall internal control system and to bring material departures and non-

compliances to the notice of the appropriate level of management.

iii.

To review effectiveness of the cost control system so that cost control is exercised at

all levels in the entire Company and any deviations be brought to the notice of

management.

iv.

To facilitate the detection and prevention of frauds.

To check protection/performance of the assets for optimal utilization of all resources

at the disposal of the Company

vi.

To conduct special investigation on behalf of the management

vii.

To provide a channel whereby new ideas can be brought to the attention of the

management.

viii.

To suggest changes/amendments in procedure to plug any loopholes, pilferage,

loss, mistakes, frauds, manipulation and dishonesty.

ix.

IAD should not confine itself to checking of records but should check from a wide

angle to detect any financial loss / frauds / pilferage / wastage / unintentional loss /

savings by better tax planning etc. And serious carelessness

/ mistakes,

manipulation made by misuse of system, if any due to which company has suffered

directly or indirectly.

The internal Audit Report should be brief, concise and to the point, should not be

lengthy. Point of ‘C’ category should not be included under ‘A’ or ‘B’ category.

xi.

The areas covered every month will be verification of accounting records, vouchers

and transactions such as cash/bank/journal vouchers, credit/debit notes, wage

records, purchases, marketing, imports, exports, sales (invoice, packing, shipping),

GST, vehicle maintenance, tax returns, online transfer of money etc. During the

month, checking of previous month’s transactions should be carried out. Gate Pass

checking of Category I-IV forms part of the routine work.

xii.

Audit in respect of financial books and Income Tax, GST*, Company law should be

conducted extensively once in 3 months so that any claim to be preferred with

outside agencies can be made without delay.

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* words Amennded vide first Amendment dated 16/05/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

xiii.

The monthly work includes checking of stores physically, at random based on

perpetual inventory system so that all items covered under “A” classification and few

items from ”B” and “C” classifications are covered and discrepancy report submitted.

xiv.

In case the work to be carried on in a routine manner falls into arrears, the extent of

work in arrears and the reasons therefore should be explained in the report.

xv.

Areas not covered by routine check should be covered in rotation at least once in 6

months. In other words, all the activities of the Company should be covered during

every half year.

xvi.

IAD must do their duty sincerely and honestly. They will be punished and given

minus points if they create botheration to the management. IAD while typing the

replies of concerned in the Report should type as it is without making any change.

xvii.

In addition to the routine work, special checks should be conducted in areas given

below once in 6 months:

(a) Production, maintenance, development, construction, laboratory, tool shop

etc.

(b) Security, welfare, canteen, personnel etc.

(d) Information Technology

(e) Farm, MACI & MCH at Dabaspet.

(f) All other areas not covered earlier in, *should also be covered.

* words Amended vide first Amendment dated 16/05/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

xviii.

IAD must surprise check cash available with cashier at least once a month and

report to AG/DGM(C) if found any discrepancy.

xix.

IAD to check the quotations file every month to ensure that prices are quoted in

order and as per guidelines.

xx.

IAD should randomly check the attendance and surprise check the payment made to

those farm workers once in a month.

xxi.

Manager Audit will ensure that all records are checked & cleared timely. He will also

allot the audit work according to competence of each person in the department. If

pending work is accumulated, he will bring it to the notice of AG for their necessary

action every month.

xxii.

The Internal Auditors should verify the signatures of all the persons who are signing

the bills in various capacities. The signature should be verified in the same manner

as being done in the banks for verifying the signatures on the cheques. Each

individual signature should be verified with the specimen already available with them

and any discrepancy should be cross checked with the signatory and in case of

fraud, it should be reported immediately to higher ups.

xxiii.

Allocation of work amongst audit staff must be properly made. Persons with

maximum audit experience must check important files, documents and systems

thoroughly while those with less experience should be allotted routine work.

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xxiv.

Monthly returns like VAT /GST Return should be checked by IAD before submission

so that, chances of errors/omissions are reduced and all deduction and relief are

claimed in time as well as to ensure timely payment of taxes without any penalty.

xxv.

IAD staff should update themselves with latest changes in law. They should see that

all company accounting standards are applied. They should check and ensure that

all statutory compliances are met within the stipulated time.

xxvi.

IAD should change their schedule of checking different departments from time to

time instead of routine/procedural checking. They must check the programmes in

ERP for errors, if any. They must check the audit trail by making use of JIIS and

other tools like MS office.

xxvii.

All mistakes, lapses, omissions, discrepancies, procedural defaults etc. should be

noted during checking, irrespective of their magnitude and should be entered by the

IAD personnel clearly in all respects in the observation register. The observation

should be complete from all angles without any assumptions or presumptions. The

auditors should be clear about the observation and they are at liberty to discuss and

seek clarifications from the banker, Govt. Departments, statutory auditors etc. The

audit staff shall get the assistance of IAD head for the correct presentation of the

observation wherever required. Any outside consultation should be with prior

approval of VCMD.

xxviii.

After making observation, it should be circulated to the concerned staff for their reply.

The staff concerned should take utmost care and give his reply (within 24 hours

except where employees are on leave/out of station) properly and completely

bringing all the material facts relevant to the observation. The reply should not be

casual or misleading. It may be noted that no further chance will be given for reply in

the register. For each and every explanation, they must mention full name of the

person who has given the explanation at the end of the explanation in brackets ().

xxix.

Similarly, in their observations, they should point out the amount of loss incurred by

the company clearly wherever there is financial loss along with names of persons

responsible for the loss in each case at the end of the observation in brackets. IAD

In charge shall report to AG/VCMD in case of delay in reply by any staff. All must

give clear & true position. If anyone try to hide something more serious action has to

be taken.

xxx.

After getting reply from the concerned staff, the auditor shall analyse the reply. In

case the reply is not convincing and proper, then the auditor shall at the end of the

month bring the observation as well as the reply on the report itself (in case of A & B

category points) leaving the conclusion column blank for Action Committee.

xxxi.

The auditor shall present the observation and reply as such in the monthly report.

Before taking any point to the audit report, if any clarification or confirmation is

required, the auditor can approach the concerned departmental head for the same

and decide regarding the inclusion of the observation in the audit report.

xxxii.

Mistakes will be reported department-wise in both the reports.

xxxiii.

Areas where leakage of fund is high should be extensively checked. Areas where

monetary involvement is minimum, test check may be done, but it should be ensured

that there is no compromise in internal control system.

xxxiv.

IAD report should be categorised in 3 heads. Cat ‘A’ where point involves financial

loss in excess of Rs.2,500/- and dishonesty/serious carelessness and

/ or

manipulation. Cat ‘B’ - where point involves financial loss is equal to or less than

Rs.2,500/- and major lapses including substantial deviation from procedure. Cat

‘C’

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Procedural/clerical nature lapses with monetary loss below Rs.500/- etc. Mistakes

will be reported department-wise in both the reports.

IAD will forward their reports after taking explanations from the persons

concerned as below:

‘A’ & ‘B’ Category Reports to Action Committee

ii.

‘C’ Category Reports to AG

iii.

In case of Category ‘A’ & ‘B’ mistakes, Action Committee will conduct meeting

and take action within 5 days from the date of receipt of reports from IAD.

Minus points will be awarded for fine levied on the employee by the Chairman

of Action Committee for mistakes committed which fall under category ‘A’ &

‘B’.

The Action Committee Dhiraj Singh/Aman Dadwal /K.S Suresh/Jitendra Kumar

Dayama will take action on the reports received from RMD.

After action is taken by the Action Committee, CS will forward a copy of the

action taken report (A & B category) to VCMD, who will check and take further

action if required. CS will examine that the mistakes pointed out in the reports

are rectified.

Category A and B reports will be checked again by person deputed by VCMD to

ensure that proper action has been taken on the Audit/Probe reports. In case it

is observed that action has not been taken properly, Chairman / Members of

Action Committee will have to face serious action for dereliction of their duties.

IAD/Probe should not unnecessarily flare up the points and make bulky reports

which consume lot of valuable time of the executives. They should not show “B”

category mistakes as “A” and “C” category mistakes as “B” without proper

verification or checking.

Executives and above be made to realise their mistakes by their seniors by

asking for their explanation and warning them to take care in future instead of

penalising or taking any harsh and demoralising action.

Staff will be educated and given guidance to upgrade their knowledge of working

to avoid mistakes; if it is felt they need the same, particularly the newly joined

senior and junior staff.

Fine should be imposed only in very serious cases.

Acts amounting to involving frauds, embezzlement, alcoholism, gambling, moral

turpitude, sexual harassment, etc. would be met with severest of actions, i.e.

dismissal from service.

In case of ‘C’ category reports, for procedural or minor mistakes largely on

account of oversight etc., AG will inform the person concerned about the mistake

committed by him, get the same rectified and advise him to be careful in future.

If the mistakes are repeated/mistakes are too many, he will explain to the

employee the mistakes committed, award minus points or levy fine and advise

him/her to be extra careful in future.

After taking action on all the audit/probe reports, the same will be forwarded by

CS to Mahesh Garg for recording minus points

/ issue of fine slips for

implementation and keeping the same in file with proper Sl.No.

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All audit reports after taking action will be given to Mahesh Garg for

implementation of all points under close monitoring of Secretary of respective

Action Committee who will ensure that all the points have been implemented

sincerely. Mahesh Garg will circulate reports on pending points by 25th of each

month to respective Action Committee Members and VCMD.

m. It is the sole responsibility of Mahesh Garg to ensure that all the actions as

mentioned in the audit/probe reports have been taken and pending points noted

separately for follow up. Further, Mahesh Garg is also responsible for proper

filing of the reports so that the same can be retrieved in future as and when

required.

n. All audit/probe reports will be retained for a period of 6 months, during which time

the same should be checked by person deputed by VCMD and thereafter they

will be disposed of as per instructions of Chairman of Action Committee.

o. IAD to ensure that the entire procedure is monitored/ followed in strict sense and

report any violation. In case of failure, they will be severely punished. IAD must

check and verify all compliances and also verify genuineness of all signatures, as

forgery has happened in the past. VCMD will take serious action on IAD as they

are not doing their duties sincerely and devotedly.

B. Probe

All the departments are subject to probe by a team constituted under the

charge of G.T.Srinivasan/VCMD.

ii.

A Probe Team under the charge of Head Audit will conduct at least 24 probes

in a year as per the details given separately. Duration of the probe will be 2-3

day and they should spend 6-8 hours daily.

iii.

The probe team shall comprise 2 to 3 persons chosen from the list approved by

AG/VCMD. Same persons should not be taken from any department

continuously. Persons should be taken on rotation.

iv.

During every calendar month, 2 or 3 departments will be probed; all sections

will be covered one after another in a year.

Same persons should not be taken from any department continuously.

Persons should be taken on rotation. In case of probe of Accounts

Department, instead of Accounts persons, person from any other Department

will participate in the probe. However, if any person has some urgent work on

the day of Probe, Manager (Audit) should take another person from the list

given to him.

vi.

The persons included in the Probe should devote full time in conducting the

Probe as per guidance of Manager (Audit). Manager (Audit) should inform the

concerned person for Probe work at least one day in advance so that he can

plan his work properly. Manger (Audit) should not inform in advance the name

of department which he is going to Probe. This should be disclosed only on the

date of Probe. Manager (Audit) will devote some time himself along with the

probe team so that he can find out more mistakes which juniors cannot find out.

vii.

The probe team should go deep into the matter to detect any loss to the

company/ violation of procedure / any manipulation/ dishonesty etc.

viii.

Each month, the first probe report should be finalised by the 15th day of the

month and the second report by the last day of the month.

ix.

The probe should cover entire campus.

Page 86 of 112

JINDAL ALUMINIUM LIMITED

(ROLLING DIVISION)

PART-XI

Sale of By-Products, Scrap and Miscellaneous Items

Ajay Lodha assisted by Vipin Goyal will be fully responsible for the sale of all types

of by-products and miscellaneous items, i.e. dross second grade, ash, MS scrap,

empty bags, drums, machinery parts, wood, old items, unwanted machinery/dead

items, various parts, accessories and other items/materials declared unusable in

the factory or declared for sale by the higher authorities.

Ajay Lodha assisted by Vipin Goyal will contact old as well as new customers,

bargain rates and consult Mr. Sanjay at JAL B/F and if found reasonable, will get

approval from authorized person and finalise the deals.GM(A) will depute persons

(from BF/DF) to the market to find out the rates for comparison purpose once in 3

months , who will satisfy themselves that the rates are reasonable as compared to

the offers made by the other parties. They will also settle all terms including GST

and show the quality and inform the buyers that JAL will not be responsible for any

claim later.

While settling the rates, Vipin Goyal/Ajay Lodha should find out from the market

the latest prevailing rates of the item. They should ensure that maximum price is

realized from the buyer.

The persons authorised for settling the rates will be changed after every 3 months

by GM(A) in consultation with VCMD.

The by-products like dross should be sold to different parties and should not be

sold to one party always. Not more than 120 MT of aluminum dross should be sold

to one party in a month and not more than 20 MT at a time unless approved by AG

+ VCMD (keep on changing the buyers and sell to maximum number of parties).

Approval should be taken from VCMD if quantity sold to one customer exceeds

above limits.

Items lying for disposal in disposal stores like spares, electronic items, and

machinery parts should be checked by Manager (Maint)/GM (Maint) and by DGM

(Dev.) as the case may be before sale of such items to ensure that any item that

can be used after repair is not mixed up with the materials lying for disposal. They

will report to DGM(C)/GM(A) in this regard after their checking.

DGM(C)/GM(A) will keep special and constant watch always over the sale of all by-

products, particularly aluminium dross. They will also ensure that there is no

accumulation of dross and that it is sold regularly.

Advertisements may be given once in a year, in consultation with Mr. Dhiraj Singh,

if necessary on all India basis for sale of aluminium dross so that maximum

number of parties contacts us for buying the item. If they are not able to sell dross

fully, it should be escalated to GM(C)/DM for their guidance.

Ajay Lodha assisted by Vipin Goyal will ensure maintenance and examination of

all records as prescribed and will take action on erring persons and also specially

to ensure that there is no fraud or dishonesty at any stage.

10. Every month Ajay Lodha / Vipin Goyal will produce the records maintained by them

to AG/DGM(C)/SKJ and duly checked for approval. This will be sent to DS in BF

also for his approval and action. DS should ensure that By-Products are not sold at

lesser price.

Page 88 of 112

11. Filling of dross and stitching of bags for dross will be done as prescribed in JAL

Security Procedure. In case filling is done through contractor, IAD will check at

least once in a week at random basis.

12. Only one representative of the buyer will be allowed near the weighment spot.

13. Before ordering for packing, counting and weighment of items sold, any one from

AG/DGM(C)/SKJ will issue in prescribed memo under their signature, partly filled-

in and thereafter authorised persons attending the packing, counting and

weighment will fill in the other columns connected with them and sign it.

14. Weighing and loading will be done in the presence of three persons mentioned

below:

One out of SI/SSI/ASO

+ one out of SSG/SG

+ one out of

Packing/Stores/Accounts/Shipping to be deputed by SKJ/DGM(C)/AG.

15. All will remain at site throughout the period upto loading and removal of the vehicle

up to the gate. They will also ensure that the test check of the stitched bags by

reopening is done in their presence while simultaneous loading will continue.

16. They must ensure that some of the bags are physically checked by emptying at

random in respect of items packed in bags.

17. Only one driver and one cleaner with lorry/vehicle will come inside the factory while

other persons like coolies etc. will stay back at the gate.

18. The deputed person will also sign the proforma available with authorised person

supervising the work. IAD/any authorised person must visit for checking the

vehicle at the time of loading.

19. (a) After dispatch of the materials, Ajay Lodha / Vipin Goyal will send the memo as

well as Note Book to SKJ/DGM(C)/AG(any one) for verification and return with

signature on the next day.

(b)The documents for sale of byproducts will be prepared by Shipping department.

If any amount is to be received from the buyer, he will ask Ajay Lodha to collect

the payment, and then only release the lorry, after completing all the formalities

for sale of material. G.S. Sharma will ensure that prescribed memo form has

been duly filled and signed by all before lorry is released outside.

(c)Shipping dept before releasing the vehicle should ensure that 100% payment is

received by us. No lorry of By-products should be released without receiving full

payment except with approval of AG/DM. Ajay Lodha will be fully responsible for

this.

20. The security persons will also complete all the formalities in connection with the

clearance of sold material and then only release the lorry.

21. During loading, IAD person should also be informed and shall check some of the

bags physically by empty out the bags at random. They must ensure that the items

as being mentioned in the approval note / cash memo only sold and sign in the

respective column provided in the Memo.

22. Weighment of empty and loaded Lorries, Security persons and any one from

Account/ Store or packing personnel will verify vehicle for loading done on our

weigh bridge. After loading, vehicle will go to weigh bridge for weighment of loaded

Page 89 of 112

quantity Accounts personnel to supervise the weight of empty and loaded Lorries.

Security persons will also verify the empty and loaded vehicle as mentioned in the

procedure. If loaded quantity is not the same as required by the party, then vehicle

will return to the loading point, whereupon the short fall in material will be loaded to

the vehicle or excess material will be unloaded from the vehicle as the case may

be. After loading/ unloading of balance quantity, vehicle shall be weighed again.

Action should be taken by AG for such variation in weight of material. Vehicle shall

be released after proper gate pass/invoice is raised.

23. Whatever quantity of material is sold under this heading throughout the year, full

record should be maintained by Ajay Lodha Assisted by Vipin Goyal in a register

so that the actual quantity of such items sold in relation to the consumption of

metal and ingots at the end of the year. In addition, the percentage of scrap arising

can also be found out. For this purpose, the year will be from the date of stock

taking to the date of next stock taking.

24. All the spares of the old machines should also be sold along with the respective

machines.

25. Ajay Lodha Assisted by Vipin Goyal will scrutinize the credit balance of the by-

product parties and inform Accounts Department after consulting GM(A).

26. The dross samples should be got tested in outside laboratories once in three

months. DS will be responsible for the same. Samples for testing should be done

as per instructions of GM(A).

27. GM(A) should depute IAD to the market to verify and compare the rates of

scrap/by-product items or whenever we have big quantity of such materials for sale

and after verification, they will submit their report to them.

28. Sale of by-products shall be monitored by SKJ/DGM(C)/GM(A) in all respects.

They will also monitor melting of aluminum dross and maintain all records under

VCMD.

29. In case of sale of MS scrap, machinery, old parts etc., one person either from

Packing/Stores/Accounts, who has completed two years of service will be deputed

on request from Ajay Lodha and such person will ensure that items sold only is

loaded and costly items are not mixed with scrap. While loading MS scrap, either a

supervisor or an experienced worker from development department will be deputed

by Mr. Sathesh on request of Ajay Lodha, who will ensure that usable material is

not loaded in the truck and only scrap material is loaded.

30. GM(A) will depute any person for surprise check at the time of packing as well as

weighment and loading and surprise check at gate also at least once in a month.

The deputed person will also sign the proforma available with authorised person

supervising the work. GM(A) can depute Naresh Garg/ H.N. Chapparwal / Mahesh

Garg/ K. Prakash / Ravi Garg for checking the vehicle at the time of loading and at

the gate.

31. One/two vehicles once in three months shall be weighed outside Weigh Bridge for

cross verification. In case of difference in weighment between our weigh bridge

and outside Weigh Bridge, AL/VG will inform the matter to AG/VCMD for

necessary action.

32. Ashish Goel should take the assistance of Mahesh Garg / Naresh Garg / H.N.

Chapparwal whenever required.

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33. Manpower for loading of dross must be provided by Dross contractor Kannu bhai

without delay.

34. *Sale of by-products (approval of rates)

For all types of items being disposed including Machinery and irregular items

Sl.

Limits for approval

Approving authority

No.

(i)

Upto Rs.50,000/-

Ajay Lodha + HG

(ii)

Above Rs. 50,000/- and upto Rs.

As in (i) above + DS

2.00 lakh

(iii)

Above Rs 2.00 lakh

As in (ii) above + VCMD

* Point no. “34”, substituted vide third Amendment dated 26/08/2020 and further

substituted vide Eighth Amendment dated 14/05/2021 to JAL (Rolling Division)

General Procedure dated 20/04/2020

35. Since most of the bye product items are common at B/F & D/F, Ajay Lodha should

confirm check the rates with Mr. Sanjay at B/F and ensure that D/F is not selling

any item at cheapest rate.

Note:

AG is fully responsible for fast disposal of all items, checking godowns/stock

frequently.

ii.

Rate approval for sale of Motors, Machinery parts & spare parts shall be taken

from GM (M) in sales memos as approval from technical person.

36. The procedure for discarding of die steel is as below :

a) The Total Number of dies which are rejected will be cross checked by Tool Shop + +

Stores Supervisor and handover to Stores along with monthly rejected die

statements. The rejected dies will be cross marked using Red Colour Paint.

b) Only 100% rejected dies with cross marked in Red Colour Paint will be kept fully

covered under Lock and Key in a room. The stores in-charge will ensure that rejected

dies are physically tallied with the rejected dies statement. The Stores In-charge shall

be fully responsible and shall open the room only at the time of storing the rejected

die steel as per stock. Whenever the rejected dies stock are removed for sale and

loading takes place, the room should be opened by Stores supervisor under

supervision of ASO/SO.

c) Stores will receive the rejected dies with its section numbers, date of manufacture as

confirmed from Tool shop, once in a month. This stock can be checked randomly by

Pradeep Singhal/Naresh Garg/IAD. Also IAD will check the stock, once in 3 months

and tally the rejected dies as per stock register.

d) A copy of details of such rejected dies will be maintained in a separate file along with

the bunch / memos and approvals.

37. Procedure for clearing material sent as samples/own use items at the gate

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(a) This will be applicable for clearance of material from factory gate irrespective of

purpose, all types of clearance will be subject to compliance of this procedure.

(b) Approval of Requisition for in house consumption

 For any type of in-house consumption, the concerned user will take approval from

their HOD or Functional Head as per approval matrix given hereunder and forward

the approved requisition to shipping department.

 Upon receipt of approved requisition copy, the shipping department will make

prescribed document as given in this procedure.

Approving

User Department

Amount

Authority

Description for Use of material:-

Up to Rs.2000/-

Indenter

+ HOD

Functional Head

 Own consumption (Dev./Civil etc.)

Above Rs.2000/-

As above

+ Plant

 Free samples (Export / Domestic)

up to Rs.5,000/-

head

 MCH, JNI, JCH, School / College

Above Rs.5,000/-

As above + VP (C)

1) All material transferred from JAL-DF to JAL-BF (Inter unit) will be sent under a

Delivery challan, as done prior to date of issuing this amendment.

2) For materials sent to MCH, JNI, JCH, School / College etc. irrespective of any value,

GST Invoice shall be generated.

3) For free samples

(Domestic/Export) irrespective of quantity and value, sent to

customers, a GST invoice with a new series shall be generated.

4) For materials used for own consumption, a Delivery challan shall be generated.

(d) For material sent as Free sample (Domestic /Export), GST Invoice shall be posted

to a dedicated General Ledger account without giving any effect to the customer

account. GST liability in such cases will be absorbed by JAL.

(e) Material shall be received/accepted from any institution (JAL group) only with proper

invoice, in case the received material is Aluminium scrap, it shall be at prevailing rate

of scrap, which will be obtained from VP (C) from JAL BF.

(f) Scrap generated in inter unit transfer (JAL) shall be accepted only with the Delivery

challan, which shall contain the details and reason for the same. This will be taken in

Raw Material by Shipping Dept. however, in such cases, only the weight of the

material will be accounted for, and not the value.

(g) Scrap material shall be returned to any unit of JAL

(B/F or D/F), wherever

convenient.

(h) (i) Under no circumstances, material will be released from gate without having

required documents (Viz. Delivery Challan/GST Invoice)

(ii) Shipping Dept. will attach the approved requisition slip with Delivery challan/GST

Invoice for audit verification for ascertaining the compliance and proper check of this

procedure.

(iii) Company secretary will be keep a check on all such transaction in views of GST

compliances for initial six months from the date of issuance of this procedure.

Page 92 of 112

PART-XII

Miscellaneous

a. Guidelines for Dross Processing Machine (DPM)

Dross from all the melting furnaces, holding furnaces of Rolling and extrusions will be

brought and poured immediately into dross processing machine in very hot condition.

Molten metal drained from the dross will be transferred to the nearest holding furnace in

a trolley. In the sieving process, we will get the following three categories:

i. Fine powder from outer sieve (outer drum):

It is like a cement powder coming out of 2 mm mesh. This will come in first chute. This

need to be bagged by Kannu Bhai’s people hand to hand and transfer to Kannu Bhai’s

shed for sale. We will get approximately 60% of the total dross in this category.

ii. Medium size Aluminium granules (Centre drum):

We get medium size aluminium granules from middle sieving drum which is about 2-6

mm size. This will come in second chute. This will be bagged and will be sent to

Kannu Bhai’s shed for melting. Bags will be procured from Stores.

iii.

Bigger size Aluminium granules (Inner drum): This is last to fall out into the chute,

will be heavier item in the range of 6mm and above which will be collected through

conveyor in a bucket after segregating unwanted materials like iron, mud particles etc

and same will be melted along with other material for making GEQ material or in

extrusion foundry, hand to hand.

All these categories of material should be cleared immediately - no stock shall remain

pending. All these processes should be given on contract to Kannu Bhai. Foundry

Manager (Atul Srivastva) will be responsible to monitor working of dross processing

machine and will ensure that the above instructions are strictly followed.

b. Procedure for Surprise check of Furnace Oil in FO Tank:

Following persons will take surprise check of furnace oil level once in a month. This

checking is to ensure accuracy of receipt against FO as per our tank as per quantity

mentioned in the supplier bill. They should follow the instruction strictly and check at least

one consignment in a month (Not applicable when LNG is used) and certify the

concerned bills for having checked. If any discrepancy found, it should be brought to

notice of AG/SKP/VP(O) to take further action:

Sl. No.

Name

Dept.

Naveen Hebbar

Production

Ravi Garg

IAD

Vipin Goyal

Misc.

Vivek Garg

Accounts

Sachin R

IAD

Satyapal Sharma

Accounts

Akash Kumar

Accounts

c. Guidelines for Surprise check of sold materials at Main Gate

i. Surprise checking means no prior intimation to be given and to go all of a sudden

without anybody’s knowledge at the last moment when others have checked the

consignment and the vehicle is about to move out of the gate and at any time i.e.,

during late evening also. Tallying the gate pass with the material is very essential. The

following persons will carry out surprise check minimum one out-going consignment

Page 94 of 112

during every calendar month at the main gate. However, they should try to check more

than one consignment:

Sl.

Name (Mr.)

Sl. No.

No.

(from 1^st to 7^th)

(from 8^th to 14^th)

H.N. Chhaparwal

Pradeep Kumar Singhal

G.T.Srinivas

Sachin Rayangowdar

K. Prakash

Mahesh Garg

Raman Sharma

Sagar Sain

Ratish Kumar Chaubey

Naveen Hebbar

Ajay Kumar Lodha

Vinay Kumar Samdarshy

Naresh Garg

Satyendra Kumar

Name (Mr.)

Sl.

Name (Mr.)

Sl. No.

(from 22nd to last day of the

No.

(from 15th to 21st)

mth)

Vivek Garg

D.N.N. Prasad

Rahul Malik

Kumar Sanjay

Suresh Gupta

Sueb Ahmad

Anil Monga

Lalit Patni

Vishnu Pandey

Satyapal

M. V. Satyanarayana

Ravi Garg

Vipin Goyal

Varaprasad Bangaru

ii.

If one of the persons mentioned above has already gone first to check the

consignment, others will not go to the spot. If they notice any discrepancy, they should

stop the lorry and inform AG for action. Security will not release any lorry unless

cleared by person who has carried out the surprise check. SSO/SO/ASO will maintain

a separate record in a slip regarding surprise checks in respect of extrusions / rolled

products mentioning name of person making the surprise check and hand over such

slips to AG every month for his action. More than one consignment (at any time) can

be checked in one day - no limit.

iii.

Two vehicles on daily basis must be randomly checked by Security / Store person and

the weighment slip should be sent to Mr. SKP / Mr. AG immediately who will tally and

clear within 10-15 minutes maximum when the truck will be parked near the gate.

However, that truck should not be made to wait for more than 10-15 minutes as it will

be unnecessary delay. Any differences up to 50 kg may be ignored. However, more

than that must be viewed seriously and vehicle should be cleared with the approval of

DGM(C) / GM(A).

d. Custody of keys of all gates

Sl.

Place (Gate)

Original key

Duplicate key

No.

At factory main gate (key box)

Gate No.1

Cashier

CSO/SO/DSO/ASO (on duty)

Gate No.2

CSO/SO/DSO/ASO (on duty)

Cashier

e. Personnel Dept

Attendance in the morning and afternoon should be taken by Personnel Manager.

Personnel Assistant should mark the attendance in the Register by checking the

attendance slips given by the Personnel Manager which will once again be cross

checked by the Personnel Manager.

Page 95 of 112

ii.

Pradeep Singhal/IAD/Ghanshyam Sharma/Sagar Sain will from time to time in the

respective weeks (one each week in the same order) conduct surprise check of

attendance and will maintain record with regard to date, time, irregularity, action

taken etc., by personally visiting the site. They should surprise check minimum

once in their respective weeks.

iii.

Attendance of construction workers will be personally surprise checked by Pradeep

Singhal/IAD/Ghanshyam Sharma/Sagar Sain at least once in their respective

weeks. They will go to the spot after the attendance has been taken by

construction staff and work has commenced. While going for surprise check, he

will go without their notice and he will see physically all the persons working in

various places and tally the attendance marked by the supervisor. Such surprise

checks should be conducted between 09.00 hrs and 12.00 hrs or 14.00 hrs and

17.00 hrs. Record as above should be maintained in the same book.

iv.

Payment will be made to construction workers as per construction procedure.

All appointments of staff should be routed through VCMD who should settle the

salary and see the capacity of the candidates properly at the time of appointment.

No appointment should be given to relatives/candidates recommended by other

staff unless they are found suitable.

vi.

Personnel Manager will ask all the workers/staff immediately on joining, if they

have paid any amount (i.e. collection of train fare, commission etc.) to anybody in

D.O. or elsewhere. He will also inform them that their train fare has been paid by

the company and they should not pay any commission etc. to anybody. In case

anything untoward is noticed, the same should be brought to the notice of VCMD

who will take further severe action.

GENERAL

Wherever ISO has given a format number to a document, IT Dept. and Stationery

Dept. shall take proper care to affix the Format Number on that particular

document. e.g. Indent AO, is to be marked as JAL/STO/F/03 & JAL/STO/F/04.

ii.

AG can be deputed by VCMD to intervene in any matter, wherever it is found

necessary.

iii.

Record Retention Manual:

(a) There are certain licenses, certificates, e.g. factory license, certificate of

incorporation, PAN No. etc. which have to be preserved permanently and safely.

(b) There are certain records which have to be preserved for certain period as per

the provisions of the related Act. The details are given below:

Sl.

Name of Act

Retention Period

No.

Companies Act

8 years

Income Tax Act

7 years

VAT Act

5 years

Central Excise & Customs Act

5 years

Service Tax Act

5 years

GST Act

7 years

marketing, technical departments etc., decision regarding retention of records

shall be taken by individual departments and the Departmental Head shall

Page 96 of 112

prepare the list of all such records in the format shown below and circulate the

same to DGM (F), GM(CA) and CFO+VCMD for approval:

(i) Permanent Records:

Sl.No.

Name of the Record

Officer Responsible

(ii) Records to be maintained for a period of 5/7/8 years:

Sl.No.

Name of the Record

Retention Period

Officer Responsible

(iii) Records to be destroyed:

Sl.No.

Name of the Record

All records which are not required shall be destroyed only with the approval of

Dept. Head + IAD + DGM (C) + GM(A) + VCMD.

iv.

In case of security department, SKJ, Admn. Manager and AG will jointly take all

decisions except very minor matters, for which anyone can take steps, but others

be informed. Both can and should check/verify any or all matters/papers and

enquire from security/other people always. Security personnel should not allow

anything going out without proper gate pass/slip *, failing which concerned persons

plus ASO, DSO, SO and CSO will be penalized /punished severely.

* Few words deleted vide first Amendment dated 16/05/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020

* * * *

JINDAL ALUMINIUM LIMITED

Page 97 of 112

(ROLLING DIVISION)

PART XIII

Note: Part XIII (Procedure for Construction Works) was substituted vide fifth

Amendment dated 16/05/2020 to JAL (Rolling Division) General Procedure dated

20/04/2020

I. Procedure for Construction Work(Overall In-charge SKJ)

a. Civil Works

SSJ for JAL D/F side and in his absence AD will be overall in-charge of entire

construction dept. under SKJ and will ensure correct and timely completion of

all civil works as per plans and instructions. SSJ will take at least 3-4 rounds

for general checking daily, covering entire construction sites. SSJ will be fully

responsible for arranging entire construction materials, store items (proper

ordering, quantity and quality etc.). SKJ will ensure full security and honesty by

all as also will ensure best quality of work and timely completion. He should

take action against the contractor for substandard work and for the delay in

completion of the work. HG will keep check on all matters in all respects and

can take any action.

ii.

B/F Drawing office will prepare drawings as per guidance of SSJ which should

be approved by HG/AD/NM with complete dimensions and give to contractor

positively within 7 days of finalization of the contract. If there is any delay,

SKJ/HG to keep check and take action on SSJ after ascertaining reason for the

delay.

iii.

SKJ will take at least two rounds daily for general checking covering entire

construction site. Similarly, HG will also take 2-3 rounds in a week of all

construction sites and take action for any lapses, losses, extravagance, poor

quality work etc.

iv.

SKJ will attend to the problems and will give on the spot solution if

consultation with any other person is not needed. In other cases, he will

expedite only after consulting the concerned person. SKJ/HG will depute any

person from accounts/IAD department, who will assist SSJ in taking

measurements, making payments to contractors etc.

HG and SKJ will ensure honesty in all respects - specially at critical stages like

purchases, receipt of materials, safety and proper utilisation etc. NM/DM may

change the procedure/ rules if they so deem fit and bring to the notice of

VCMD/CMD Saheb subsequently. They must ensure that material used is of

best quality and the quality of work is also good. There should be no

compromise at all in these aspects.

b. Note:

i. Measurement of any construction work should be done separately by SSJ

and IAD/Accounts persons as far as possible. Only in case of unavoidable

circumstances, measurement can be done together by them.

ii. All supervisors will ensure that entire construction work is carried out

correctly as per plans and instructions

(amended from time to time)

properly and economically. No deviation or breaking, wasting of materials

causing financial loss shall be allowed without due approval. SKJ shall

keep watch and punish concerned supervisors, if he finds such lapses.

iii. In respect of contract works, a note book shall be maintained at each site

Page 98 of 112

and supervisor/checking person shall note down in the same, the details of

deviation/mistake/loss etc. SSJ shall check and sign the note book

maintained and take necessary action for recovery of loss from contractors

or take up with them for rectification, in consultation with SKJ. This note

book will also be checked by SKJ once a week and will take strict action

for any loss.

iv. All care should be taken and suitable instructions should be given to all

supervisors. SSJ will be fully responsible for execution including planning

and completion of all civil construction works. They will consult SKJ, HG

from time to time and Architect/Structural Engineer

(wherever and

whenever necessary). SSJ should get the plans and details of

construction well in advance and prepare requirement of construction

materials beforehand so that no worker sits idle at site.

v. Architect should also visit as and when required and ensure that the work

is going on as per the drawings. Structural Engineer/Architect's visit will be

arranged by SSJ in consultation with SKJ and a record to this effect will be

maintained for the purpose of payments made to them. Payment for

consultants shall be made with the approval of SKJ/HG only.

vi.

As far as possible, all construction works should be given on contract.

However, SSJ/AD to keep strict supervision to ensure best quality and

timely completion of the works. SKJ/HG also to check the quality of work

done by the contractors and take action against our supervisors if they

are not checking the quality properly.

vii.

Guidelines for construction work given on contract (including for

institutions) as outlined in this procedure shall be strictly followed.

II. Electrical and Maintenance (Non-Plant) All Types - Sanitary, Water Supply

Etc.

Somashekar Dy Manager Non Plant Maintenance will be responsible for

proper installation and completion of electrical and plumbing works. He will

take care right from the initial stage including materials indenting. He is fully

responsible for all such activities till the work is satisfactorily completed.

ii.

Somashekar in consultation with SSJ/SKJ will supervise entire plumbing and

electrification works. They shall prepare complete wiring layout duly approved

by NM/DS in advance to avoid any change and alterations afterwards. They

shall prepare requirements and order for all the electrical and plumbing items

well in advance through stores in consultation with SKJ. They will ensure that

correct quantity and good quality material is purchased and

electrical/plumbing work is completed well in time. For every specific project

Somashekar H.B should take specific brand approval from SKJ/HG. In case

the contract is given with supply of material also, then to ensure that they are

using the material of required quality as per the contract.

III. Furnishings and Decoration

As soon as the finishing stage is reached, SSJ/SKJ will attend to various

furnishings and decorations in consultation with NM and interior decorator (if

necessary). The approved drawings/plans should be kept ready in advance so

that the work is not delayed.

IV. Guidelines for Construction Work Given On Contract (Including for

Page 99 of 112

Institutions)

SSJ and AD will prepare an estimate of cost of construction of any particular

work and will hand over the same to SKJ together with drawings duly

approved by HG/DM/NM/VCMD. It must be ensured that the estimate is

realistic based on drawings and rates are as per prevailing market rates. One

copy of such estimate should be signed by SKJ/HG while finalizing the order

and kept in file along with the work order.

Construction supervisor shall prepare indent for different items required and

take approval as follows:

Sl.No.

Limit

Approving Authority

(a)

Up to Rs.10,000/-

SSJ / Praveen Agarwal

(b)

Above Rs.10,000/-

As in (a) above + SKJ / HG+

and up to

Rs.1,50,000/-

(c)

Above Rs.1,50,000/-

As in (b) above +

SKJ/HG/SKP + DM/NM

AL/AD/SKJ will thereafter call for quotations from contractors

(minimum

three) for supply of material, whereas for giving work on contract, AD/DS will

call for quotation.

After collecting all the details, SKJ will prepare a comparative chart showing

details of name of contractor, estimates given by each contractor item-wise,

estimates made by SSJ and put up the same to SKJ along with copy of

approved drawing.

NM will then ask SKJ/HG/AD/DS to negotiate with the parties regarding rates,

time-schedule for completion of work, quality of work, drawings etc. SKJ/HG

shall negotiate with the parties deeply and repeatedly to bring down their

quoted rates.

After this they will tabulate a comparative chart properly giving all details and

take approval as under:

Approving

Sl.No

Limit

Authority

Up to Rs.10,000/- each (up to a

SKJ/HG

maximum of Rs.1 lakh per month)

AD+DS in addition

Above Rs.10,000/- up to Rs.50,000/-

to (1) above

DM in addition to (2)

Above Rs.50,000/- up to Rs.2,00,000/-

above

Above Rs.2,00,000/- up to

NM in addition to (3)

Rs.10,00,000/-

above

VCMD in addition to

Above Rs.10,00,000/-

(4)

The work order issued to the contractor containing specifications such as

masonry work, brick work and other connected works, schedule for

completion, terms of payment, penalty clause, retention amount/period and

set of drawings approved by HG/DM/NM should be checked and

countersigned by SSJ for technical matters and SKJ for commercial matters.

DS or NM are authorised to sign work orders. Signature of the contractor with

date and seal should be obtained on the copy of the work order and drawings

as a token of his acceptance and it should be kept with SKJ in file.

Page 100 of 112

No change should be made in the drawing in any case. If required, a new

revised drawing should be made with the approval of SKJ/HG & DM/NM (two

persons). For any major changes, approval should be taken from VCMD. The

approval should be obtained by SSJ on a separate note with sufficient reason

for revision. The new revised drawing should bear the same serial number as

the earlier relevant drawing with A, B, C etc. added along with the number and

date to indicate the revision, e.g. if the earlier drawing bears the No.125, the

new revised drawings will bear the No.125A, 125B and so on with date.

All the final drawings must be approved and signed by DM/NM/KRR/VCMD.

Unapproved drawings should not be given to the contractor. Civil drawings

should be approved by DM/NM/KRR/VCMD before the same are issued to the

contractor. These drawings shall also be given to the supervisors for guidance

and reference.

Whenever any modification is required in the drawing already approved, DS

should get the same approved from DM/NM//KRR/VCMD.

Supervisors should not allow the contractors to use any kind of sub-standard

materials in the construction and the supervisors are authorised to reject sub-

standard material and to stop the work and inform SSJ/SKJ immediately.

SKJ/HG will surprise check and punish the supervisors if found wanting.

SSJ and AD will be completely involved in the construction work and will be

responsible for inspection of raw materials like cement, sand, jelly, stones,

bricks, paint items etc. They should ensure that workmanship/finishing is

good. They should take action against the contractor if the quality of work

being done is not good and deduct the amount to that extent from his bill.

Subsequently, if there is any change in the specification of the contract given,

such as change in thickness, mixing, material, increased/decreased quantity,

SSJ/PA/AD should inform SKJ/HG, who after assessing the necessity of such

changes, will discuss with contractor to increase/decrease the rates already

decided earlier and the rates will accordingly be revised with the approval of

DM/NM/VCMD. Rates for any new item must be fixed in advance before work

is started and should not be negotiated while settling the bill.

m. Part payments against the progress will be made to the contractors as per the

work order after the approval of SSJ/AD + SKJ/HG + NM/DS. The quantum of

work done will be measured by Accounts personnel with the help of site

supervisor and quality of work will be certified by SSJ.

Payment for extra works other than specified in work orders, if any, as per site

conditions will be made after physical verification by SSJ/AD + SKJ/HG.

However, rate and charges if any must be decided with the approval of

DS/DM/NM within 3 days.

Final payment of 10% or 5% will be made to the contractor after warranty

period or as agreed and with satisfactory inspection and measurements by

SSJ + AD+ SKJ/HG+ NM/DM (4 persons). For delay in completion of work,

penalty as mentioned in the work order must be deducted.

In case of any change in thickness of RCC, specification of any size or

material, wherever contract is given on sq.ft. basis, SSJ must inform

(immediately at the time of making change) SKJ/HG so that rate can be

reduced or changed accordingly.

Page 101 of 112

q. Supervisors, AD, SSJ, PA and SKJ, while taking rounds will ensure that our

own items such as cement, jelly, paint and steel lying in the campus are not

mixed up with that of contractor’s materials and used by them. If any such

thing is noticed, SKJ should take strict action and HG will also check the same

during his surprise visits.

r. Whenever the contract is given on item-wise rate basis, particularly for new

buildings, measurement by Accounts + IAD person should be done before

covering foundation to avoid any dispute later. This will be responsibility of

SSJ/AD.

s. All supervisors - SSJ/SKJ should ensure that:

The contractor deploys sufficient manpower according to the need of the

work or as mentioned in Contract Order to complete it timely.

ii.

The labour deployed must be trained to do quality work - otherwise asks

the contractor to change inefficient labour.

iii. The progress of the work must be as per schedule - if it is behind schedule, to

inform DS/DM/NM so that they direct the contractor to improve their working.

iv. The rate of any major item not decided earlier must be decided immediately

before work is started.

v. Measurement of the completed work should be made timely so that there is

no dispute once the work is completed. Measurement must be completed

within 7 days as per the procedure.

vi. As far as possible, contract for all works including plumbing, painting,

electrical, tiles, sanitary works etc. should be given to the same contractor.

vii. Quality of material and mixing are as per standard/order given to the

contractor.

V. OTHERS

Construction Supervision Work (In-Charge - AD/SSJ):

SSJ will be in charge of all supervisors. They will ensure that all supervisors

under them take full work from the labourers / contractors working under each of

them and see that none of them remains idle. If any worker is not performing

his/her work in proper manner, concerned supervisor should sack such worker or

mark absent for one day as punishment so that in future, he will work with full

speed and care. SSJ is also expected to take action against supervisors for not

monitoring the workers properly.

All supervisors will see that the work is carried out as per the

instructions/guidelines and see that no construction or stores material is misused

or wasted by any worker nor will allow any worker to sit idle. SSJ

/ AD

Supervisors will also check the quality of work being done by the contractors.

They will also ensure that no excess items are indented for any work.

It must be ensured by SKJ / HG that wages fixed to construction workers/ masons

etc. are as per grading fixed and as shown in the approved list. Grading of

labourers should be reviewed constantly and wages should be fixed accordingly.

Page 102 of 112

ii.

Purchase Of Construction Materials (SSJ):

On getting the requirement from SSJ & AD who should give the same in advance,

SKJ and HG will settle the rates for construction materials which will be finally

settled and approved by AD/DS/DM and NM. A list of such rates and terms duly

approved by AD, DS, NM and DM will be given to Accounts. SSJ will then

immediately place orders for all types of construction materials. The rates for

construction materials should be checked frequently at least once in a 3 months

by SKJ/HG/DM/NM to ensure that higher rates are not charged.

SKJ will ensure that the work does not suffer for want of materials. SSJ will make

frequent visits at site and keep strict and constant watch on all affairs including

quality of materials and construction work. SSJ/AD will arrange construction

materials by visiting the quarries and shops of suppliers. SKJ will check all major

purchases including stores materials by going deep in all respects for any lapses,

dishonesty etc. SKJ, HG and NM will buy best quality (to be decided on case to

case basis) from reputed suppliers as per limits prescribed in JAL general

procedure.

iii. Purchase Of Stores Materials - SKM On JAL D/F Side:

SSJ/AD will give the stores item requirements to SKJ/HG, who will scrutinize the

requirements and then forward to storekeeper, who will further scrutinize the

requirements and then forward to SKM for arranging purchase as per the

procedure prescribed separately. For major purchases, SKM will consult DS/NM

also.

Storekeeper and all others will ensure that the requirements are genuine and

goods ordered are already not lying in stock. Accounts will also verify/compare

the rates of goods purchased with the last purchase and put remarks wherever

necessary. SKM will arrange local purchases through purchasers and will ensure

to get maximum discount from local suppliers. In addition to the regular

discount, they should get cash/trade discount. Since the material is mainly meant

for charitable purposes, they should try for additional special discount. Items

should be procured as per delivery period maintained in the indents.

Efforts should be made to purchase bulk items like cement, steel, painting

materials etc. directly from the manufacturers or wholesale dealers and to avail

maximum discount.

iv. Receipt And Consumption Of Construction Materials:

The construction materials such as cement, sand, steel, wood, jelly, bricks,

boulders, stones etc. will be received by any senior construction supervisor at

site and shall be physically checked by construction supervisor + SSJ/AD +

Stores + SKJ + Accounts Officer will countercheck and sign. They will put

remarks in case of any discrepancy.

SSJ will ensure proper consumption of materials and SKJ/HG will take suitable

action for any misuse/wastage. SSJ will ensure that no material is misused by

any worker. Security guard will keep a separate book for construction material

received. SSJ will also circulate the site wise consumption report to SKJ/HG on a

monthly basis.

v. Receipt And Issue Of Stores Materials:

a. Storekeeper will be solely responsible for keeping proper record of all

materials received who will also keep proper record of goods returned to

Page 103 of 112

parties or sent for replacement.

b. Goods Return Challans will be signed by storekeeper and Purchaser. All

cash memos and bills will be signed by store-keeper in respect of quantity.

c. SSJ/AD or any other senior person will verify the quality. Final passing of bills

will be done as per JAL B/F Procedure. Store will circulate monthly report to

SKJ regarding unused civil items for taking further action.

d. Whenever materials are returned by the workers to stores, the storekeeper

will make receipt entry in the bin card and stores ledger so that at any point

of time the physical stock tallies with the stores records.

During every week, particularly on Sunday, the construction supervisor on

duty will take physical stock of all construction items / equipments such as

mumty, pick-axe, bandli etc. and see that no item is missing. This physical

stock should be entered in a note book and should be shown to SSJ for

their checking and taking action for lapses if any. SKJ to check this book

once in a week and take action for any lapses.

The stores material will be issued only on requisition from supervisors

through ERP which should be authorised by SSJ & in his absence by AD and

supervisors will accompany the workers for getting the major items issued

from the stores costing more than Rs.5,000/- and the storekeeper will make

proper entry of all materials issued. The materials issued will be verified by

persons specified for verification of end use of items as per JAL D/F

procedures, who will report to HG in case of any discrepancy.

g. Storekeeper will ensure that major items costing more than Rs.5,000/- issued

from Stores are properly utilized for the purpose for which they were issued.

For this, he will go to the site and physically check whether all the major

items issued are properly and fully used or not and put his signature in the

Rs.5,000/-, the concerned supervisors will check that the material issued are

utilized properly.

All signatories should put suitable remarks in bills and cash memos in case

there is any discrepancy in quality and quantity without any pressure or fear.

SKJ / HG will take suitable action and clear the remarks. No person will sign

without proper verification. SKJ/HG will check stores with register and also

fully check the materials like bricks, sand etc. received by truck loads

periodically. SSJ/SKJ will ensure that the materials are received in time and

used economically without any wastage. Stores will be under Stores

Manager who will ensure proper checking in all respects. They should also

check the quality of construction material. If any item particularly bricks,

sand, jelly are found to be of poor quality, the same should be rejected and

returned.

A list of dead stock items which are lying in stores should be sent to

SSJ/SKJ/SKP/HG once in a quarter by the Storekeeper and the same be

disposed of by the same persons who do so for by-products sale in JAL B/F

(or returned to party through Purchase dept). Also to circulate the list to

AD/DVRNP/DS in BF to check with them, if they can consume any item.

vi. Painting:

a. SKJ will be in charge for entire painting work assisted by SSJ/AD and

supervisors. Best quality paint should be purchased directly from

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manufacturers as far as possible. All bills shall be checked by SKM for rates.

All must ensure best quality. A separate paint register shall be maintained by

the supervisor with respect to contract work only for the entire campus

recording progress of work, materials consumed etc.

b. Empty tins, bottles, drums, bags should be returned to stores after use.

Storekeeper should ensure that all empty tins and bags are received back

after use. He should also visit the site. Painting progress register should be

circulated by SSJ to SKJ/HG for their verification. HG will oversee in all

respects to check quality and dishonesty anywhere (contracts, purchases,

theft, misuse etc.).

c. Painting jobs must be given on labour contract basis only and the quantity of

paint given to the contractor should be checked on the basis of per sq.ft.

coverage obtained per liter of paint to ensure that there is no misuse and

wastage of paint. For such checking, a standard should be obtained from the

paint company and got duly approved by SKM / DS / NM.

d. SKJ/HG/DS/NM will check before finally passing the bill of the painting job

works with standard fixed. One person from Accounts Dept., deputed by

SKJ should be present during measurement of work in view of manipulative

practices adopted by the contractors, they accept contract with materials

only when they use inferior quality and less quantity of paint, which fade out

within a year as happened in the past. When any contractor accepts labour

contract, his tendency is always to make money through other ways like

stealing paint, using more quantity, misuse etc which must not be allowed.

vii. Labour Attendance:

To facilitate recording of attendance of all labourers shall be taken by Praveen

Agarwal + one more Supervisor. Two supervisors must be present while taking

attendances.

This attendance will be taken 3 times a day - once in the morning, afternoon and

evening. They will make note of overtime also, if any. Accounts dept / Audit dept

will undertake surprise checking once a month to verify the attendance

periodically of all the groups, and seize the attendance book immediately.

SSJ/SKJ will also check whenever they like and punish those who are found not

checking and ignoring duty. They should also ensure that the labours deployed

are hard-working with stamina. If anyone is not found good and over-aged, such

persons should be removed immediately.

Note:

(a) All the workers will sit at the time of attendance and head count will be

done by the supervisor. When their name is called, they will stand and go.

No unnecessary gathering should be allowed.

(b)

A site register indicating the progress of work should be maintained by the

supervisors for contract works. SSJ should check and sign the register

along with

his comments during visits to the site.

(c)

If any worker goes on half day leave, the same should be marked in the

attendance sheet by concerned supervisor.

(d)

Supervisors should be attentive while marking attendance to ensure that

there is no proxy.

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(e)

Construction labourers should not be deputed on a permanent basis to

other departments/sites without approval of SKJ/HG.

(f)

Admin dept will surprise check attendance once a month and report to HG

in case of any discrepancy. SSJ/SKJ will also surprise check and punish

those found wanting.

viii. Weekly Payment (Cashier):

a. Supervisors will prepare weekly wages sheet on Friday positively for

attendance up to Thursday (of all the groups) which will be got checked by

Cashier with wage list. Weekly payment will be made by Cashier as follows.

For all construction labourers: Cashier

/ Accounts Dept

+ Construction

Supervisor + Personnel Dept.

b. Wage payments should be made on Saturday evening. Cashier will give the

amount of weekly payment to concerned staff in correct denomination and

SSJ will supervise the payment of all the groups one by one. SSJ should stay

and watch till last payment, verify the remaining amount and sign. In the

absence of any supervisor, SSJ in consultation with SKJ will arrange another

supervisor for payment purposes. SKJ/HG will also make surprise checks at

the time of payment. Person making payment should be changed once a

month by HG.

c. Attendance of construction workers will be surprise checked by Pradeep

Singhal and Naresh Garg at least once in a month. They will go to the spot

after the attendance has been taken by construction staff and work has

commenced.

ix. Records/Registers To Be Maintained By Construction Department:

Concrete cube testing report duly signed by SSJ/SKJ as and when issued.

ii.

Progress report register duly circulated to SSJ/SKJ once in a week

for departmental work.

iii.

Painting progress register prepared by supervisors and checked by

SSJ/SKJ once in 15 days if contract work given.

iv.

A site register indicating progress of work for contract works duly

signed by SSJ/SKJ.

Distribution of duties for construction supervisors will be fixed by SSJ and

duty of any supervisor should not be changed without his approval. No

separate register is required, only verbal arrangements.

vi.

Sending samples of construction materials like bricks, steel for laboratory

tests will be arranged by SSJ through Admn. dept whenever feel necessary

on receipt of materials at site. Bricks should be tested internally in our in

house laboratory.

vii.

During testing, if any material is found to be sub-standard, the same should

be rejected immediately and should not be allowed to be used.

viii.

VCMD shall check and approve all construction and contractors’ bills above

Rs.10 lakhs.

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VI. General Notes

Indents should be prepared by the concerned supervisor and countersigned by

SSJ/AD. Before giving indent for purchase of materials, the availability of

material should be checked with JNI/JAL Stores. Thereafter, the indents should

be circulated for approval of higher authorities as per procedure. It should be

ensured that no unnecessary item is purchased.

SSJ/AD should ensure that the indents for all construction items are given for

correct quantity and sufficiently in advance so that there is no loss to the

company. If any item remains in stock after completion of the work for which it is

purchased, the same should be returned to the supplier as far as possible. In

case any item remains in stock, store keeper should inform to SKJ/HG who shall

take action for the excess items procured and also take action to dispose off the

same. Unused/left over excess materials pertaining to contractors can be taken

out by the contractors with a simple gate pass prepared by the storekeeper. In

such cases, the site supervisor will request the storekeeper to issue a NRGP

certifying that the materials belonging to the contractor. The requisition will be

countersigned by SSJ + SKJ + HG. Site supervisor should indicate approximate

value and quantity of the materials in the requisition.

SSJ will ensure that all suppliers' bills pertaining to all supplies of construction

materials are submitted with supporting vouchers/slips immediately after supply.

Payment shall be made immediately (must be instructed) with the approval of

SKJ. No claim will be entertained nor payment shall be made in respect of any

supply, bill/slip etc. remaining uncovered under the bills already submitted. No

bill should be delayed beyond two weeks from the date of supply. In case of any

delay, payment will be made only after getting the approval of HG.

It will be the sole responsibility of all supervisors concerned to ensure that

labourers working under them do not misbehave, absent from or shirk work. In

such an event, they should take action by marking them absent or dismissing the

worker and also reporting to SSJ, who should take severe action failing which

they should be punished by SKJ/HG.

The security staff on duty will be responsible for entry of all company materials

(truck etc.) in his book while coming into the campus. The book maintained shall

show details of materials coming in, vehicle No., time-in and time-out. This book

will be signed by staff on duty (Inspector and above). He will give entry book to

Cashier only whenever he asks for the same. Cashier will take the sheet in the

book on completion of entries (on both sides of each sheet).

All will ensure first class construction with due economy and completion as per

schedule at various stages. It should be more suitable from functional point of

view than ornamental/ decorative.

SSJ will obtain from the Architect and Structural Engineer, all designs, drawings,

layout details (duly approved by AD/DM/NM) before commencement of work to

avoid unnecessary breakage/alterations. Work distribution for skilled labourers

will be planned from time to time and shall be followed strictly. He should also

check the works while in progress, give suggestions, solve problems and in case

of any deviation, report to SKJ.

Cement Godown shall be under the control of stores. Cement should be stored

separately under lock and key and proper account should be maintained by

Store Manager for issue/use of cement bags. Cement bags should be issued

maximum twice in a day by any of Store staff and they should ensure that there

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is no wastage of the same. SSJ to maintain separate book at site for cement

bags issued/used in a day and lying unused at the site. SKJ/HG should conduct

surprise check cement stock at the site at least twice a month.

SSJ should send empty cement bags to the stores in-charge and then the

Disposal Committee of JAL D/F will dispose of the same at best possible rates, if

such cement bags are available for disposal (since we are using the empty

cement bags for dross filling etc).

All should do their work honestly and sincerely. Any misuse or misappropriation

will be a sin and God will certainly punish such persons.

Whenever carpenters, masons and others are engaged for doing any work, the

rate should be fixed jointly by SSJ + SKJ/HG must ensure that all labour

engaged are above 18 years of age, besides the wages should be fixed as per

their skill, age and efficiency.

SSJ shall pass all bills of construction items technically which are received in JAL

D/F stores as well as. They will then forward the bills to Stores Dept.

m. All miscellaneous repairs and maintenance works pertaining to JAL D/F campus

will be attended by and will maintain separate records indicating nature of work

done, approximate cost involved etc. Print out in the form of register for

approximate cast of work taken from ERP Data Entry Window shall be circulated

to SSJ/SKJ monthly.

SSJ will prepare estimates for new works/projects. Estimates for new

projects/works shall be prepared by SSJ, checked by SKJ and approved by HG.

SKM/SSJ will arrange fabrication of wooden/steel/aluminium/upholstery items

departmentally or by engaging contractors in consultation with SSJ/Sathesh.

SKJ/HG will keep check.

SSJ/Sathesh for JAL D/F and will be responsible for the quality of fabrication

items such as doors, windows, reinforcement rods etc. As per necessity, SSJ

should visit the fabrication places apart from the routine spot inspections. SKJ

should also visit and check.

SSJ for JAL D/F will be responsible for concreting works and should be present

for roof concrete work without fail. They should check centering, shuttering works

and steel rods positions as per drawing before concrete work starts. Supervisor

should not allow the contractor for roof concreting without checking of SSJ.”

JINDAL ALUMINIUM LIMITED

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(ROLLING DIVISION)

PART XIV

Perks and Facilities Provided for Staff and Worker Families Residing in Quarters At

D/F Colony

Company has provided Perks and facilities for Staff and Worker Families Residing in

Quarters at D/F as per B/F procedure. Some more procedure are added, which are as

follows:

i. Electricity consumed in the house of Staff & Worker Families Residing in Quarters at

D/F Colony will be supplied free up to 75 units for the workers and up to 150 units for

the staff in a month. Beyond this, charges will be applicable as per BESCOM rates.

Non-plant maintenance dept will take reading of same, on 26th of every month and

hand over to personnel department for arranging checking and for deduction of

charges from the salary of the respective month.

ii. Similarly, water will be supplied as per the following limits:

Sl.

Particulars

Charges

No.

01.

Upto 5,000 litres p.m.

(a) For staff up to 5,000 litres p.m. - Free

(b) For workers up to 3,000 litres p.m.-

Free and from 3,001 litres to 5,000 litres

p.m. it will be charged @ 50 paise per 100

litres for workers

02.

Above 5,001 up to 15,000 litres

Re.1/- per 100 litres for staff as well as

p.m.

workers

03.

Above 15,000 litres p.m.

Rs.2.50/- per 100 litres for staff as well as

workers

Besides, a surcharge of 50% on the total bill amount will be levied between January to

April for all the residents in D/F.

iii.

Vehicle facility for staff will be allowed liberally. Limits will be 150% of the limits fixed at

B/F and the charges will be 50% of B/F. However, it has to be ensured that vehicle

facilities are used most economically. In case of any misuse, double the amount will be

recovered.

iv. It is decided that Company will provide car facility to staff and workers staying outside

the D/F colony for emergency use like going to airport, railway station or for going to

hospitals for serious cases. Vehicles shall be provided for airport and railway station

only twice a year and for going to hospitals it will be need based. However, the

concerned staff and workers will be charged equal to 150% of the charges being

collected from the employees staying in *D/F. Requisition slip for this purpose shall be

approved by Mr. Ashish Goyal and in his absence by Mr. SKJ or SKP. Mr. Pradeep

Singhal will ensure that the vehicle is not misused by any employee.

*word substituted vide second Amendment dated 01/08/2020 to JAL (Rolling

Division) General Procedure dated 20/04/2020.

v. In case of any misuse of the vehicle, double the charges of rates, applicable at BF,

should be collected from such employees and they should be debarred from this

facility for future.

vi. Free pick-up and drop facility will be allowed for the children of staff and workers

staying in D/F colony to JPS. Also college going girls to JDCW can come in the same

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facility. Children studying outside can also go in the same pick up and drop off facility

as JPS students, but will have to arrange further transport on their own from JPS point.

vii.

Facility of grocery shop, restaurant, laundry and tailoring are available as chargeable

basis at D/F.

viii.

One Chakki machine has been installed for grinding of wheat, food grains and spices.

Also entertainment facilities like badminton court and volley ball ground are provided.

ix.

Arrangement have also been made for supply of Nandini milk and newspaper at the

doorsteps of residents and they may also get from nearby villages (if available) if they

so wish. Residents must inform Admn. Dept. in advance, who will speak to the

concerned agencies. The cost of this will be borne by the residents.

Facility for parking of two wheelers and four wheelers is also provided in the colony.

Permission for two wheelers parking shall be given by AG and for four wheelers by

VCMD.

xi.

Free vegetables will be supplied @ 4 kg to the workers family and 8 kg to the staff

families once a week. Vegetables grown in the farm only shall be provided, subject to

availability.

xii.

Bus will be going to Bangalore city only once in a month i.e. 1^st Sunday on or after 5^th

of that month, for bachelor staffs , families of workers & staff staying in family quarters

at D/F and also families staying outside the campus within the vicinity, for

shopping/entertainment. Bus will leave at 01.00 pm from New Land colony and 8.00

pm from Majestic, Bangalore. However, the bus will be operated with a minimum 5

families and 18 head count from the campus. All interested employees must inform

Mr.Ravi Agarwal/Pradeep Singhal, well in advance, on or before Friday by 5.00 pm

along with number of persons , if they wish to avail this facility.

xiii.

In case of staff (who have been provided quarters at D/F) or their families take food in

D/F staff canteen, they will be charged at subsidised rates as detailed below:

a. Breakfast

Rs.20.00

b. Lunch

Rs.40.00

c. Dinner

Rs.40.00

This will only be under certain circumstances where preparing of food is difficult for

them. It is not permissible on a daily basis for an extended period of time.

xiv.

New staff joining with family will be given 9 meals, including breakfast, lunch and

dinner, free in D/F staff canteen for the first 3 days for all family members. No food will

be delivered to the accommodation. All meals from staff canteen must be taken in the

canteen itself.

xv.

One A/C will be placed in master bedroom of Sr. Executives staying in the family

quarters at D/F along with one more air cooler. For all other staff staying in senior

family quarters at D/F, one air cooler will be provided to them where as staff staying on

top floor of other building one air cooler will be provided to them.

xvi.

All the above facilities have been provided to give comforts to staff and workers

shifting their families to Quarters at D/F. These are provided at the discretion of the

management and will be reviewed time to time.

* * * *

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PROCEDURE FOR ISSUE OF GATE PASS / SECURITY WILL BE AS PER BANGALORE

FACTORY PROCEDURE

THIS PROCEDURE SUPERSEDES ALL THE EARLIER

PROCEDURES

AND

AMENDMENTS ISSUED FROM TIME TO TIME.

Main abbreviations used

CMD

Chairman & Managing Director

VCMD

Vice Chairman & Managing Director

KRR

K.R. Raghunath

Executive Director

SME

Senior Most Executives

Naveen Mehta

Deepak Mathur

VP(O)

Vice President (Operations)

VP (Mktg)

Vice President (Marketing)

VP(C)

Vice President (Commercial)

Dhiraj Singh

Ashish Goyal

GM (A)

General Manager (Adminstration)

GM(C)

General Manager (Commercial)

GM (O)

General Manger (Operations)

GM (Maint.)

General Manger (Maintenance)

Ashok Bhatia

CFO

Chief Financial Officer

Company Secretary

RKS

R. K. Soni

RNS

R. N. Sahu

Kulwinder Singh

DGM (C)

Dy. General Manager (Commercial)

DGM (M)

Dy. General Manager (Marketing)

SKP

Sanjay Kumar Purohit

SKJ

S. K. Jain

ONU

O. N. Upadhyay

Aman Dadwal

AGM (E)

Asst. General Manager (Export)

Mgr (Fin)

Manager (Finance)

Mgr (A/c)

Manager (Accounts)

Mgr (Pur)

Manager (Purchase)

Manager (IT)

Mgr (IT)

DCS

Dy. Company Secretary

Store Manager

Purchase Manager

Dy. SM

Dy. Store Manager

Administrative Officer

HNC

H.N. Chhaparwal

GSS

G. S. Sharma

SKM

S.K. Mittal

SSJ

S.S. Jarali

Issued by

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