# 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.

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### **SCOPE**

Applicable to all full-time, Interns and understudy employees of RIL.

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### **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.

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### **GENERAL GUIDING PRINCIPLES**

1. The company will maintain fairness, empathy, and professionalism in all welfare responses.
2. Because the COO serves as HR Manager, **all approvals, communications, and decisions are issued from the COO’s office**.
3. Confidentiality is mandatory when handling sensitive staff matters.

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### **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

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### **5.2 STAFF BIRTHDAY**

#### **Company Actions**

* Official birthday message from COO
* Birthday Cake would be shared at the end of every month
* Optional internal celebration

#### **Process**

* COO ensures HR staff manages the Birthday Calendar
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### **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

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### **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

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### **DEATH OF EXTENDED FAMILY RELATIVE**

#### **Company Actions**

* Condolence message
* Token support (optional)

#### **Leave**

* 3 day leave or compassionate extension 

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### **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

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### **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

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### **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

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### **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

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## **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.