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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

  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.

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 Cake would be shared at the end of every month

  • Optional internal celebration

Process

  • COO ensures HR staff manages the Birthday Calendar

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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