Staff Welfare
PURPOSE
This SOP defines the company’s standards for engaging and supporting employees during major life events, celebratory, critical, or unfortunate. It ensures compassionate, consistent, and fair treatment across all staff.
SCOPE
Applicable to all full-time, Interns and understudy employees of RIL.
HR LEADERSHIP STRUCTURE
Role of the COO
The COO currently doubles as the Human Resources Manager, carrying responsibilities for both operational oversight and people management
All HR activities, engagement, welfare approvals, leave administration, condolence actions, and staff celebrations are executed under the direct authority of the COO.
Any welfare or HR-related request must therefore be routed to the COO for review, authorization, and action.
GENERAL GUIDING PRINCIPLES
The company will maintain fairness, empathy, and professionalism in all welfare responses.
Because the COO serves as HR Manager, all approvals, communications, and decisions are issued from the COO’s office.
Confidentiality is mandatory when handling sensitive staff matters.
STAFF WELFARE CATEGORIES & COMPANY ACTIONS
WEDDING (Staff Wedding)
Company Actions
Official wedding congratulatory letter sent by the COO
Financial gift approved and issued by the COO
Optional: Wedding gift package
Company representation at the wedding (delegation arranged by COO)
Leave
3–5 days of wedding leave upon approval by the COO
Process
Staff notifies COO at least 4 weeks prior
COO approves welfare package and attendance plan
5.2 STAFF BIRTHDAY
Company Actions
Official birthday message from COO
Birthday gift or cash token approved and funded through COO’s office
Optional internal celebration
Process
COO ensures HR staff manages the Birthday Calendar
All arrangements completed 24 hours before the birthday
5.3 CHILD BIRTH (Staff or Spouse)
Company Actions
Congratulatory message from the COO
Baby Gift or Baby Cash Package
Leave
Female staff: Maternity leave
Male staff: 7-14 days paternity leave, approved by COO
Process
Staff informs COO immediately
COO documents and approves support
BEREAVEMENT – DEATH OF IMMEDIATE RELATIVE
Immediate Relative Definition
Father, Mother, Sister, Brother, Spouse, Child
Company Actions
Official Condolence Letter from COO
Condolence visit arranged directly by COO
Financial support or condolence package
Leave
1 month bereavement leave approved by MD
Process
COO contacts staff within 24 hours
COO organizes delegation for visit or burial representation
DEATH OF EXTENDED FAMILY RELATIVE
Company Actions
Condolence message
Token support (optional)
Leave
3 day leave or compassionate extension
DEATH OF A STAFF MEMBER
Company Actions
Official announcement from COO
Company suspension of non-critical operations (if necessary)
Visit to the family
Funeral financial support
Company representation at the burial
COO leads next-of-kin documentation and benefits processing
Counseling or morale support for affected departments
Additional Actions
Salary payout for the month
Staff voluntary contribution support
Departmental restructuring or role realignment
MEDICAL EMERGENCY OF STAFF
Company Actions
Hospital visitation by COO delegate
Possible medical support
Approved sick leave
Process
Staff or family notifies COO
COO confirms and approves support
LONG SERVICE AWARDS
At Milestones (3, 5, 7 Years)
Appreciation message signed by COO
Recognition gift
Optional: Public acknowledgement at staff retreat or town hall
COMMUNICATION WORKFLOW
When Event is Positive
COO drafts or approves congratulatory communication
COO approves welfare package
When Event is Negative
COO verifies information
COO prepares official condolence announcement
COO organizes visitation, support, and company representation
SOP COMPLIANCE & REVIEW
All welfare actions and leave provisions require COO approval.
Violations, misuse, or false claims will be addressed through disciplinary processes.
The SOP will be reviewed annually or whenever leadership structure changes.
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