Objective
The purpose of this policy is to provide employees with a fair, transparent, and confidential mechanism to raise workplace concerns, complaints, or disputes and ensure their timely resolution without fear of retaliation.
The Company encourages open communication and is committed to addressing employee grievances promptly, objectively, and respectfully.
1. Grievance Types
Employees may raise grievances relating to any workplace matter, including but not limited to:
Manager Disputes
- Unfair treatment by supervisors or managers.
- Favouritism or biased decision-making.
- Inappropriate management practices.
- Lack of support or unreasonable work expectations.
Workplace Conflicts
- Interpersonal disputes between employees.
- Team conflicts affecting productivity.
- Workplace bullying or non-POSH harassment.
- Communication-related issues impacting work relationships.
Compensation Concerns
- Salary discrepancies.
- Incentive, bonus, or commission disputes.
- Overtime payment concerns.
- Incorrect payroll deductions.
- Benefits-related grievances.
Policy Violations
- Non-compliance with company policies.
- Unethical workplace practices.
- Breach of employee rights.
- Violation of attendance, leave, or performance management policies.
Employees are encouraged to raise concerns as early as possible to facilitate effective resolution.
2. Escalation Levels
The Company follows a structured escalation process to ensure grievances are addressed at the appropriate level.
Level 1: Immediate Supervisor
- Employees should first discuss the concern with their immediate supervisor or reporting manager.
- The supervisor should make reasonable efforts to resolve the matter promptly.
- Informal resolution is encouraged wherever possible.
Level 2: Human Resources (HR)
If the issue remains unresolved or involves the immediate supervisor:
- The employee may escalate the grievance to the HR Department.
- HR will review the complaint, gather relevant information, and facilitate discussions between involved parties.
- HR will ensure fairness, confidentiality, and compliance with company policies.
Level 3: Senior Management
If the grievance remains unresolved after HR intervention:
- The matter may be escalated to Senior Management for final review.
- Senior Management may conduct additional investigations if necessary.
- The decision of Senior Management shall generally be considered final and binding.
3. Resolution Timeline
To ensure timely handling of grievances, the following timelines shall be followed:
Acknowledgment Period
- All grievances shall be acknowledged within 2 working days of receipt.
- Employees will receive confirmation that their complaint is under review.
Investigation Period
- Preliminary review shall begin immediately after acknowledgment.
- HR or the designated authority may interview relevant parties and review supporting evidence.
- Investigations should normally be completed within 7 to 15 working days, depending on the complexity of the matter.
Closure Process
- Upon completion of the investigation, findings and recommendations will be documented.
- Appropriate corrective actions, if required, will be implemented.
- The employee will be informed of the outcome while maintaining confidentiality.
- The grievance shall normally be closed within 30 calendar days from the date of receipt.
4. Confidentiality
- All grievance-related information shall be treated as confidential.
- Information will only be shared with individuals directly involved in resolving the matter.
- Unauthorized disclosure of grievance details may result in disciplinary action.
5. Protection Against Retaliation
The Company strictly prohibits retaliation against any employee who:
- Raises a grievance in good faith.
- Participates in an investigation.
- Provides information or acts as a witness.
Any act of retaliation, victimization, intimidation, or discrimination against an employee for filing a grievance will be treated as misconduct and may result in disciplinary action.
6. Record Keeping
- HR shall maintain records of all grievances, investigations, findings, and resolutions.
- Records will be retained securely in accordance with company policies and applicable legal requirements.
- Periodic reviews may be conducted to identify recurring issues and improve workplace practices.