Let’s Loot, Drive, Deliver and Enjoy!

Lets Learn, share, deliver & enjoy..

History of ‘the loot’

A store by the name of “The Loot” is fast being recognized as the biggest
thing to hit retail therapy in India in a long time. Jay Gupta is the man
with the plan behind “The Loot”. A second generation entrepreneur, he
has already gained a foothold on the hearts minds and pockets of
shoppers with his u
nique yet simple concepts. In an interview with Your story dynamic
entrepreneur Jay Gupta let us in on the story behind “The Loot”.

Jay told us about how the idea struck him and how it all evolved saying “I
started business in 1996 when I stumbled upon an article in a magazine
which selected – Chain of Hotels, Banks and Retail as ever growing
profitable businesses. I opted for Retail, initially to get into the garment
and footwear business by opening franchisees stores for brands like
Colour Plus, Adidas, Nike, Weekender, Provogue, Quickies coffee shop
etc. but soon realized that I was not able to give the BEST to the
customers. The customer wanted to buy brands at an affordable price.”

“After a lot of pondering I got into the idea of giving the best brands to
the customer at the best prices under one roof by setting up the 1st ‘The
Loot’ store in 2004. The Loot can thus be considered as the pioneer of
multi branded discount chains. The Loot was the only multi-brand
retail venture that offered minimum 25% off –upto 60% all 365 days
of the year on guaranteed products and
prices. The concept was well accepted & appreciated by both the
customers & business associates. Soon there was multiplication of the
stores & The Loot has set up over 110 stores (approximately 300000 sq.
ft. retail carpet area) in 75 cities and 20 states throughout the country.”

It is safe to say that most of our readers by now will certainly be

searching for their share of “The Loot”, however cheap prices are not
their only attraction. Jay told us how the store serves all customers young
and old. He said “Anybody and everybody can benefit by shopping from
The Loot. Earlier we targeted only the youth but today we are a family
store and target men, women and children. The target audience is quite
versatile and varies from upper, upper middle class or middle class. We
are targeting a mass audience. We have changed the shopping habits of
people and made big brands affordable to everybody.

The Loot was nominated one amongst the series of 12 startups – “Small
Ideas Big Changes” by The Hindustan Times – ‘For hordes of college
students and youngsters who want to look chic but don’t want to or can’t
afford to pay hefty sums to buy branded clothes- The Loot is godsend.’”

“The Loot is a multi-brand discount store offering minimum 25%

discount which goes upto 60% - throughout the year. I think we have
revolutionized the value retailing segment as we are the pioneers of this
concept. There is still a huge potential in this category and we are
definitely leveraging on it.”

You may not have heard of The Loot before this but chances are you will
in the coming days. Jay plans to have at least one store operational near
you in the coming year. He states “The concept has been well received
and considering many factors e.g. rising young
population, increase in disposable income,
awareness about brands etc. there is huge scope
for expansion of the stores. We are therefore planning to be amongst the
Top 3 retail companies in the next 5 years and have a plan to have over
1000 stores pan India by then.”

His zest for entrepreneurship was implanted by his family. He explained

how they influenced him saying “Belonging to a small business family, I
have always been looking upto my father and seen his dealings and day-
to-day activities…that’s when the passion of doing something unique on
my own developed. Apart from this I have always been independent and
the thought of service or working under someone never occurred to me.

Right from my younger days, I wanted to do something on my own &

create an organization.”

Once Jay decided to put his idea into action there was no stopping him.
That does not mean he had it easy. Jay told us about his difficulties
saying “Environmental challenges were to fight stringent rules &
regulations and red-tapeism …. In retail one needs to get 20+ approvals
of various laws including licenses and non-practical laws, file various
returns etc.”

“The challenges were team management & financial management to take

the company to a much different and higher level and keep fully equipped
with infrastructure and to handle competition. It has been possible to
meet these challenges by having a professional management at all levels.”

“To build a competent team for growth and development and to clear
internal and external misconceptions about the concept of The Loot was
the challenge particularly convincing the consumers about the quality of
the merchandise and convey to them that we are not dealing in seconds
but are original surplus product stores.”

His family and friends supported him and backed him with finances.
However Jay was contemplating something else entirely, he says “The
only thing in my mind was to recover and repay the loans at the earliest.”

Since then they did recover and in stellar fashion. Jay reports “We have
grown at a very fast and consistent basis at the rate of about 80% increase
y-o-y and we currently have over 110 stores pan India with 2 offices in
Mumbai, one in Bangalore and opening shortly in Delhi.”
With over a 100 stores within 4 years of the inception of the company,
“The Loot” happens to be the fastest growing chain of multi branded
discount stores.

It is no wonder then that the media sat up and took notice. The Loot was
nominated one amongst a series of 12 startups – “Small Ideas Big
Changes” by The Hindustan Times.

As per The Franchising World (2008), The Loot is amongst the Top 50
business opportunities in India.
The Loot has been conferred with the following awards:
“Star Entrepreneur Award”
“Pioneering efforts in retail concept creation”
“Young Retail Achiever of the Year Award”
“Star Youth achiever Award”

Personally Jay regards the “TATA NEN Hottest Start up award” as the
most prestigious award as yet. He describes his entrepreneurial journey
saying “It’s an adrenaline rush, seeing the company grow at a fast pace
and watching content, satisfied customer’s increases this drive.”

Jay is no stranger to success and passed on his views on how to attain it

saying “The idea has to be stemmed out of customer needs and wants.
There has to be enough market potential for the business. I also think
personal observation and experience should be put to use building up this
idea and the target audience should be kept in mind.”

“My personal example: At a time when branded apparel retail was

taking flight in India, I sat behind a desk at the retail franchises
outlet and watched several people walking in but very few of them
actually buying anything. That is when I realized that although the
business had a lot of potential customers, they did not convert into
sales. And then I decided to bridge the gap in between the average
Mumbaikar’s desire to own a brand and his unwillingness to spend
on it. From this observation The Loot was born.”
“Stay put, enjoy what you are doing, lots of hard work and dedication is
the mantra to success.”

We congratulate Jay on his entrepreneurial vision and wish him the best
for the days to come.
COMPANY MISSION,VISION & VALUES

Our Mission

The LOOT store will carry forward its brand image into developed &
under developed markets and provide value for money with highest
quality and exclusivity for its customers.
The LOOT currently operates stores in cities like, Mumbai, Pune,
Nashik, Surat, Ahmedabad, Auranagabad, Jabalpur, Raipur, Banglore
and New Delhi. Opening up stores in cities like, Mysore, Chandigarh,
Guwahati & Baroda is on the anvil.

Whatever the mood of choice, of garments, footwear or accessories, we

have our customers covered. Our commitment to service our
customers is second to-none. Our customers has to surely be
impressed from the moment they walk through the door of the Loot
store.

Our ambience creates a very friendly atmosphere that invites and

pleases the most selective customer. We provide customers with a
wide range of different and premium fashion brands at an affordable
price, yet pride ourselves on being a retail store with an exclusive
outlook for a retail store – a new concept, which was never seen in the
Indian market before.

Our Vision

“To have more and more stores in the near future all over India and to
have more national & international premium fashion brands retailed
through The Loot. To be the Numero Uno ‘Value Retailing’ store in
India.”

Values that work at Work

In our pursuit of the Company’s mission, we shall cherish the following
values, which shall guide and drive our business endeavors. These values
will help us to align the leadership and people of THE LOOT to its
mission, goals and culture.

Excellence
We shall aim at excellence in all our endeavors. We shall aggressively
strive to exceed the expectations of our customers within the parameters
of the Company’s mission. Under complex situations where many factors
are beyond the control of the employee, we expect the employee to do his
best without compromise.

Integrity
We shall conduct ourselves in a conscientious manner, in all our
transactions and deal with people in a professional way.
We shall encourage employees to realize that business and professional
growth are functions of trust and we shall continuously discourage
devious behavior.
We encourage and value integrity of our employees towards their work
and customers.

Accountability
We shall take ownership for any work that the Company has committed
itself to and shall ensure that our actions do not affect customer
satisfaction.
We shall collaborate with one another to meet organizational
commitments and take personal responsibility for task accomplishment.
 Organizational Pride
All our actions must be governed by a shared understanding of being with
the Company and we shall have pride in this fact. For this we shall call
upon people to participate in decisions and actions.

Fairness
We shall be fair and equitable in dealing with people and problems.
The good intentions of the Company shall be reflected in the day-to-day
practices of management and supported by systems and procedures,
which provide for fair treatment.

Learning
We shall foster organizational learning through sharing and innovation.
We shall encourage individual efforts for learning and professional
enhancement in organizationally relevant directions.

Training & Development

The department of Training & Development is to transform the

organization’s unlimited potential resources i.e. human resources through its
continuous growth to attain world class excellence. The training philosophy
is aimed at the holistic growth of an individual and thus the organization in
terms of knowledge, skills, attitude and the right behavior or habits.
The training methodologies would be Classroom, OJT/Experiential or
external study-course. We love to pursue for the most effective delivery
mechanism and rich content through passionate training team.

We have commissioned three training centers at strategic locations viz.

Mumbai (Mahim Store), Pune (Laxmi Road store) and Bangalore (Marathali
store). This is in order to cater to training needs of company as well as
franchisee stores. In near future, to cater to the all India training needs, we
will be setting up training centers at many more places.

In order to translate the organizational vision into action, T&D plays a very
strategic and important role. The modules and workshops are aptly designed
for various roles in all departments. We have an approved budget which is
based on the present as well future training needs across the organization.

Holistic training programs from transactional to transformational modules like

Customer Care, product knowledge, personality development, communication
silks, team building etc are being conducted regularly.

Scientific career path is followed and utmost care is taken to ensure the growth
of our customer care executives through remunerative and non remunerative
measures. Individual coaching and monitoring is being practiced, enabling
people as great corporate citizens to delight the customers at all times across
categories and geographies. We are re-defining and benchmarking the next
practices of customer service standards in retail Industry.

Training Centers
To cater company as well franchised stores they have training
centers at:
• Mumbai, Mahim
• Pune, Laxmi Road
• Bangalore, Marathali
To maximize centre utilization we aim to utilize all days training expect
Saturdays and Sundays (peak business days). Monday to Friday (Tuesday
is OJT) Induction for CCAs. Fridays we have training for Store
Managers.

Process of Training Store staff.

 Design
Preparation of Training Plan Decide the training
TNI module/content to be delivered
Outsourcing or Internal Finalising the Training
Requirements/method

Evaluation:
Delivery
Tests and Certification
Schedule the training
Post session Feedback
Preparation of batches
Retest if required
Co-ordinating with stores
Check Training Effectiveness
Conducting the training session

Preparation of Training Plan:

Training Needs Identification
In order to cater right training, we need to have right identification of the
training need. Training need arises whenever there is launch of new
product/services, change in role and responsibility across the
organization, fast expansion plans, high attrition rate, market scenarios,
conflict and dissatisfaction among the employees. Hence the Knowledge,
Skill and Attitude are always focused to strike the balance.
We have a holistic approach of TNI/TNA i.e. one-on-one meeting with
all the stakeholders like the front Line staff, Line managers, HODs and
VPs, mailing the TNI formats for getting the data, analyzing the various
reports, training sessions, feedback forms, store visits by training team,
market/industry consciousness and so on.
 The needs are identified based on the following:
• Database from HR Dept.
• Training Need Analysis Form (emphasizing on Job Analysis,
Personal Goals, etc.) (Refer Annexure 1)
• Feedback from the Store Mangers and Area Mangers
• Training as per Career Path (Refer Annexure 2)
• Training when need arises
• Gap analysis. (Refer Annexure 3)

Type of Training

Based on the above inputs the Training Programs are decided upon
The types of training programs are:

Induction Training for New Joinees

Frontline Staff:

Top line defines the Bottom-line but it’s the Frontline meets the
Bottom-line 100% of staff should be trained and certified before they
start reporting at the Stores. Training Handbook comprising of Retail
Industry knowledge, about the Loot and the employee, is given to each
and every newly joined CCA.
 It is emphasized that the 8 days (5 days of classroom training + 4days of
OJT) should be exclusively used for Induction inputs covering:

- Brief of Retail Business Scenario and various formats in

India.
- The Loot vision, mission, the concept of discount format,
brands.
- Role and Responsibility of CCAs, SOPs,
- Product knowledge in brief,
- Grooming Standards, Customer Service and Sales Process.
- At the end of the 8 Day program the participant is given a
CCA

Checklist
to check whether all topics have been covered and appropriately
communicated to him.
T&D is not about just training but we are actively involved in the
development by defining and ensuring the performers are promoted as
per their KRAs/KPAs/KPIs achievement and HR policies, please refer
to the Annexure 2 for Career path and various training modules aimed
to keep the staffs engaged throughout the year.

Head Office Staff:

The Induction of the HO Staff is done every Monday subject to new
joinees. The HR Team intimates the Training Team well in advance
about the schedule along with the list of new joinees.
 The Induction presentation covers the following:
- The Loot vision, mission, the concept of discount format, brands.
- The various departments at the Loot
- Organogram, Hierarchy, etc.
- HR Policy (Grades, PLI, Leaves, Benefits, etc.)
- Training Policy
Post Induction the new joinees go ahead with the Introduction round
with various departments.

Functional / Technical Training

- Product Knowledge
- Retail In Depth
- Developing Customer Service Skills
- Cashier Training
- Footwear Knowledge

Behavioral / Soft Skills Training (For Frontline and HO Staff)

- Personality Development
- Communication Skills
- Basics of English Language
- Team Work
- Leadership Skills
- Stress Management
Need Based Training
Subject to the additional requirements from operations Team, there are
Need Based Training organized for the Frontline Staff
- B1G1
- Transaction Analysis Training
- Folding Techniques
- Visual Merchandising
- Brands (Features and Origin)
Management Development Programs
For the Manager Level and above there are MDP done once in two
months to enhance their overall productivity.
Outsourcing or Internal
Based on the nature and complexity (technical topics like MS Projects,
AutoCAD, Store Operations, etc.) of the module the programs are
outsourced from external trainers.
Incase the programs are customized, it can be conducted by SMEs i.e.
Subject Matter Experts from the respective department.
Design
- Plan training module/content to be delivered
- Training Methodology: Classroom lecture, OJT, Role Plays, Videos.

For the advance modules case studies and assignments, related projects
& presentations, etc. will be added parameter. All trainings for frontline
staff (CCA) are to be conducted at the respective Training Centers. The
trainings for the HO staff and Store Managers/Area Mangers will be
conducted in the Conference Room at HO. In case the programs are
outsourced, the cost of the facility will be borne by the external trainer.
Delivery
- After detailed planning on the module and the delivery method the
participants are divided into batches (min 10 max 20)
- The respective stores are informed about the same via email and call
about the training schedule. The Store Manager/Supervisor inform the
CCAs accordingly.
- For HO Staff training the participants are informed 1 week prior to the
schedule and a reminder is given 1 day before as well.
- The batches are then conducted as per schedule.
- Incase a batch needs to be cancelled the necessary communications
need to be made 1 day or 5 hrs in advance.
Evaluation:
Tests and Certification:
- Tests and Certifications are mostly done for the frontline staff.
- After every technical/Functional Training a Certification Test is
conducted to check the retention and effectiveness of the training. A
written test is to be carried out at the end of the OJT at the Training
Center for the CCAs. The cut off score is 70%.
- The test can be conducted in English/Hindi or local language
according to the CCA’s comfort.
- The participants will also be rated on the basis of their
Communication Skills, Class Participation/Attitude to Learn and
Assignment Completion.
- During the OJT the CCAs have to fill a Store Checklist
(Annexure 5) as part of their assignment.
 - Likewise, there would be many periodic certifications which will
account as one of the important parameters for the increment and
promotions of the staff.
Post session Feedback
The participants have to fill a feedback form after completion of the
session

Post Training Report

Retest
Incase the participants are not able to clear the Certification tests, a
feedback is taken from HR, Operations as to whether to retain the
particular employee, if either parties agree then a retest is conducted as a
second chance for the CCA, if he does not clear it the second time, he’s
asked to resign.
Training Effectiveness
We aim to see the positive difference:
• Change in conversion ratio
• Change in bill size
• Change in repeat customer's percentage
• Change in behavior of CCA and other staffs
• Induction tests on every Friday morning for CCAs
• Psychometric Tests like FIRO-B for HO staff as needed
• Certification tests will be conducted after every module.
 Reward and Recognition Program
In order to create a healthy and inspiring work environment wherein our
staff can showcase their talent, remain self-motivated and enhance the
productivity and brand value of The Loot the training and HR team with
Operations has initiated the Rewards and Recognition Program

Gang Star of the Month (CCA)

Benefits:
• Rs.1000/- (Gift Voucher)
• Will be declared Gang Star of the Month and will be awarded with a
certificate
Parameters for Gang Star:
Sales – 70%
• The target of the store will be divided equally into total no CCAs for
getting CCAs individual target.
• The achievement percentage of the CCAs will be calculated with
respect to their individual target
• The achievement percentage will be scale down to the weightage given
70%.
Communication + Customer Service – 10%
Tool - Feedback from customers +Observations (Trainers Visit and
Store Manager Feedback)
• Attendance – 10%
• Discipline and Grooming – 10%
Store Visit and Feedback from Store Manager and Team Leaders
 Don Store of the Month
Benefits:
• Rs.5000
• 40% can be accounted for the SM and rest for the staff.
• Certificate by the Mgmt.
Parameters for Don Store:
• Sales Target Achievement - 60%
Tool - MIS report
• Customer Service– 10%
Tool - Feedback from customers + Observations done by Area
Managers
• Store Upkeep – 10%
Tool - VM, Maintenance, HK, Attrition, Employee Satisfaction, SOP
Adherence, Regular Stock Return, Audit Reports + Observations done by
Area Managers
• Shrinkage – 10%
Tool- System Report
• Store Manager Attitude towards Store and Staff – 10%
Tool – Area Manager Feedback
 Lootera! Best Employee in every dept. (Annual)
Benefits:
• Certificate by MD
• Gift Voucher Rs.5000/-
Please refer the respective annexure for the parameters.
Parameters
• 100% achievement of KRA
• Attendance and punctuality
• Suggested ideas (at least) 3 got executed

Committee: VP-Ops, VP-HR, AGM-Ops, Head-HR, Head-T&D

Role and Responsibility:
• Ops to provide with the relevant reports.
• HR to provide the data of the employees like store
allocated, D.O.J, in case of resignation etc.
• T&D to collate the data, analyze it and announce the result
The Loot Academy of Excellence
The Loot in association with Bhavan's Centre for Inter-Disciplinary
Studies (BCIDS) (under academic guidance of S.P. Jain Institute of
Management & Research (SPJIMR)) is proud to establish the Loot
Academy of Excellence.
In order to train and develop the HIPOs (high potentials) we have a
corporate tie-up with India’s top b-schools with the courses for our store
as well as H.O. staff. MDPs for our HODs. The courses not just give the
industry recognized certificates but the actual knowledge, skill and
attitude building. The Loot through this endeavor wants to develop the
managerial competence and enhance the skills of its employees at all
levels.

Guidelines:
Participants: CCAs
• Name of the Course: Professional Program in Retail Management.
• Duration : 11months
• Personal Contact Program: 2days per quarter 4hrs per day = 32 hrs
• No. of Candidates: 30 per batch
• No. of topics: 6
• Eligibility Criteria: CCA/Sr.CCA/Cashier
 Participants: Assistant Store Managers/Store Managers/Area Managers
• Name of the Course: Advanced Professional Program in Retail
Management.
• Duration : 11months
• Personal Contact Program: 2days per quarter 4hrs per day = 32 hrs
• No. of Candidates: 30 per batch
• No. of topics: 8
• Eligibility criteria: Asst. SM/SM/Area Manager
Participants: Manager level and above
• Name of the Course: Management Development Program
• Duration : 6 months
• Personal Contact Program: 1day in a month 4hrs per day = 24hrs
• No. of Candidates: min. 20 max. 40 participants
• No. of topics: 20
BCIDS would offer the following programs as per the requirements of
The Loot.
Management Development Programs: Duration – (6months)
1) Developing a Customer Centric Approach/Organisation
2) Business Etiquettes/Presentation Skills
3) Creative Thinking/Problem Analysis and Decision Making
4) Emotional Intelligence at Work
5) Organizational Behavior
6) Negotiation Skills
7) Productive Meetings
8) Change Management
9) Strategic Planning - retaining the competitive edge
10) Finance for Decision Making/Finance for Non-Finance Managers
 Advanced Professional Program in Retail Management -
(11months)
1) Fundamentals of Management
2) Fundamentals of Retailing
3) Retail Buying
4) Merchandising
5) Retail regulatory issues
6) Retail Financial parameters
7) Retail Apparels Fashions & Trends
8) Store operations
Professional Program in Retail Management CCAs: (11 months)
1) Business Studies- Basics of Organisation & Management
2) Fundamentals of Retailing
3) Accounting in retail business
4) Store Operations
5) Retail Promotions including Visual Promotions & Merchandising
6) Communication Skills/Selling Skills for the Retail Sector

 The original certificate will be awarded after 6months of successful

completion of the course.
 Incase the employee leaves before the stipulated time frame the
training expenses will be recovered from the respective employee.
STAFFING:

Sourcing of Resumes

THE LOOT is an equal opportunity employer. We strive to obtain the

best individuals for the job. All appointments, whether from internal or
external source, are made solely on the basis of individual suitability and
merit. Our only consideration is individual’s competencies to do the job.

Every year manpower plan is derived from manpower requisition forms

submitted to HR Dept from time to time. The targets for each department
and location are decided based on existing and forecasted business. These
targets are achieved using following recruitment sources:

 Web Recruitment through corporate website or tie-ups with job site

 Employee Referrals
 Recruitment Vendors
 Advertisements in print media
 Campus recruitment
 Existing database

Reference & Background Check

As a corporate policy, THE LOOT shall complete the background

screening for all its new hires at all levels. There shall be no exception
made for any new hire.

Employment Medical Examination

Objective of the medical examination is to establish the medical fitness of

the new employees joining the organization in order to discharge the
official duties.

Once the positive reference is received for the candidate he/she has to
produce a medical certificate from a certified & qualified medical
practitioner from a recognized hospital.
The new employee shall complete the employment form (Annx-I) with
the essential documents on the day of joining and submit to the HR.

If any information provided by an employee turnout to be false it may

results in to the termination of that employee.

Joining

On the date of joining new recruits has to fill up necessary forms and
required to submit the following documents:
• Recent Color Photograph (Passport Size-6 Nos.)
• Date of Birth Proof
• Education Proof
• Address Proof
• Last Salary Proof
• Reliving Letter -last employer.
• Identity Proof.
• Medical Report(As Prescribed by the company)
All the expenses related to this report will be refunded back to
employees on his/her confirmation.

HR department verifies all the documents, and issue a unique employee

code to the new recruit. This code is to be used in all official
communication with THE LOOT.

Orientation & Induction program

On the date of joining new recruits undergo orientation program.

 Provide a general overview of the organization

 Familiarize with various policies, processes, culture and practices of
the Company
 All measure to be taken to ensure that systems is not broken and all
points to diligently adhered.
 The Orientation and induction program shall be imparted by HR
Department for the new employee.
Terms & Conditions of employment.

The terms of employment of all employees are as per the details

contained in the letter of appointment issued and in accordance with
provisions of various labour laws. The Company reserves the right to
amend, alter, and change any or all the terms and conditions governing
employment. The Company shall also be the sole judge of the meaning
and interpretation of any or all of these rules and its decision thereon shall
be final and binding on all employees.

We trust that employees are ready and willing to serve the Company
diligently and faithfully at all times and devote their full time and
attention exclusively to the business and interests of the Company,
according to their skills to discharge his/her responsibilities. We expect
employees to remain time conscious and focused and not to engage in
any profession, vocation, business or any part time or full time service
with any person, firm, Government or other Company without the prior
written permission of the Company.

In case of dispute or variance of interpretation between an employee and

the Company in normal course will be resolved through Manager and
second level Manager with the help of respective HR representative. If it
is not resolved at that stage, then it can be raised to the Head – Human
Resources or the Higher Management who will resolve the dispute and
their decision shall be binding on the employee/s.

Confidentiality

While providing services to the Company, employees are forbidden to:

 Voluntarily or otherwise engage in any part of India or abroad in
giving information or advice on matters relating to the activities of
the Company, its pricing policy, sources of information or any other
confidential matters except to the extent authorized by the Company.
 Carry outside the office premises office files, laptops, CD’s,
floppies, tapes and documents, books and other property belonging
to the Company or relating to the Company's affairs unless they are
authorized by the Company to do so.
 Except in the ordinary course of their duties, disclose any secret
information or any other information or matter concerning the
 operations of the Company which is in the nature of trade or
business secret.
 Communicate to public papers, journals, pamphlets or leaflets or
cause to be disclosed at any time any information or documents
official or otherwise, relating to the Company except with the
approval of the Company.

Any proven breach of any of the clauses of the Confidentiality

Agreement will result in the immediate termination of the services of the
employee(s) concerned with possible legal proceedings against them &
the employees will not be entitled for any kind of compensation.

Change in personal details

 Employees are expected to inform to respective Department & HR

representative about any change in the personal details such as name,
address, family particulars in the format available in HRD
department.
 These changes would in turn reflect in the PF, ESI, Medical
insurance and such other details.
 It will be the responsibility of the concerned employee to update
his/her personal data in the records of the company as and when
required.

THE LOOT Identity Card

All employees are expected to wear THE LOOT Identity card in the work
premises at all times.

Visiting Card Policy

Visiting cards will be issued only to the staff members who are in direct
communication with the clients in trade.

HR has to give admin requisition with Name and Designation via e-mail
for visiting cards immediately after joining of the candidate.

Assets Handover Forms

New employee has to takeover the charge of the respective assets handed
over to him/her by signing this form. (Annexure-XI)
 Trainer’s Code
Everybody at T&D is a trainer…apart from their individual
KRAs
1. Be totally mentally relaxed; avoid restlessness.
2. Maintain Smile, politeness, humility, avoid arrogance.
3. Be Positive in words and actions, avoid negativity like anger,
blaming etc.
4. Clarify the objective of the session; avoid unprepared ness, chaos.
5. Be a good listener; avoid being judgmental.
6. Be here and now, open to any unexpected Qs or unpredictability,
avoid being mechanical.
7. Ensure the focus is learning; avoid discussion that boosts your ego.
8. Accept yourself; avoid answering Qs whose answers are not known
to you.
9. Sincerely get the right answers of the parked Qs from
Content/SME and explain to the participants in time; avoid
negligence.
10.In between check the understanding of all the participants; avoid
going with few participants only.
11.Summarize the session; avoid presumptions.
12.The ownership 24x7 i.e. lead by an example on listening, empathy,
punctuality and professionalism; avoid being careless, irresponsible
13.Be transparent, truthful while making PTR; avoid hiding points,
which go against you.
T= Truthful, R= Righteous, A= Awakened, I= Inspiring, N= Non-
Violent, E= Empathetic, R= Role Model.
C O M P A N Y P O L I C I E S

w.e.f 1st July 2007

This Policy document is designed to provide the employees with uniform

working knowledge of the policies, procedures, working philosophy and the
benefits to which they are entitled in order to assure equitable and consistent
policies.

The Policies are applicable to all the staff employed by The Loot (India) Pvt.
Ltd. The policies mentioned herein supersede all other policies laid down
earlier. The Policies mentioned herein between may undergo changes,
amendments, additions, deletions from time to time which will be separately
communicated.

The content of this policy document is a compilation of confidential document

and information of the company and is strictly for internal use of The Loot
(India) Pvt. Ltd employees only and should not be divulged to anyone outside
the company.
Organisational Level, Grade & Designation

Level Grade Designation

I DEX-01 CEO

DEX-02 President

DEX-03 Vice President

II DGM-01 General Manager

DGM-02 Dy. General Manager

DGM-02 Asst. General Manager

III DSM-01 Chief Manager

DSM-02/03 Manager

IV DSM-04 Dy. Manager

DSM-05 Assistant Manager

V
DSM-06 Sr. Officer/ Executive

DSM-07 Officer/Executive
VI
DSS-01 Jr.Executive / Jr.Officer
Sr. Sales Executives
(Sr.CRA)

DSS-02 Assistant/Sales Executive

(CRA)

DSS-03 Jr. Asst /Jr. Sales Executive

 Office Timings

Company believes that employees are the best judge of how to organize
their work schedule, subject to the rules and regulations of the Company.

Office Staff: : Working Hours

10.00AM to 06.30 PM and the Lunch break is
from 01.30 PM to 2.00 PM.

Weekly Offs
2nd,4th Saturday and all Sundays and public
holidays as declared by the company for every
year.

Front Line Staff: All Operation Staff will work as per ROTA &
Operational Manual decided by the Operations
Head, from time to time & store to store.
Attendance

 All employees are expected to record their attendance by swiping the

electronic swipe card on the electronic attendance recorder at the
particular location of their work as soon as they report for duty and
while leaving the office.
 Employees based at Stores are expected to record their attendance in
attendance register available at respective location.
 If an employee fails to mark attendance within the prescribed time,
he/she is marked absent for the day.
 In case the employee has been present in office on a particular day
but has not recorded attendance, he/she has to fill in Miss Punch slip
(Annx-II) to regularize the records, duly sanctioned by his/her
Reporting Officer. If such intimation is not received before the
payroll is processed, the employee’s absence is treated as
unauthorized absence, and no salary shall be paid for such days.
 In case an employee has gone on an official outdoor duty,he/she
should regularize his/her attendance by applying for attendance
through Outdoor duty Slip (Annx-III) with prior approval.
Late Coming, Short leave and Half day

• Employee will have 15 minutes grace period from respective shift

timing beyond which the attendance will be marked as late attendance.
• The Maximum time for late attendance will be 1hour from the
respective shift timings beyond which the attendance will be marked as
Half Day.
• In case late attendance exceeds 2 occasions then their will be loss
of half day CL or half day pay for every late mark thereafter.
• Employee will have to work minimum 4 ½ hour in his/her
respective shift timings to avail Half day.

Unauthorized Absence

Any absence in the following circumstances will be considered as

unauthorized and salary will be deducted for the same:
 Absence from authorized place of work during working hours
without prior approval whether the attendance has been recorded or
not.
 Not recording attendance within specified time each day and not
giving an application to that effect.
 Absence from work not regularized through prior or post facto leave
approval within the salary cycle.

Unauthorized absence is misconduct and will attract disciplinary action

apart from loss of salary for the days of unauthorized absence. The mere
fact that one has sufficient leave balance does not make unauthorized
absence legitimate, nor does it lead to automatic debiting of leave
account. The Company will strictly deal with such kind of irresponsible
behavior on the part of the employee depending on the merits of the case..
Leave Entitlements

Procedure for applying for leave:

All leaves to be calculated on a calendar year basis.

Except in emergency, all employees availing leave will do so after

taking prior permission on the leave card by the concerned HOD.

Persons taking leave without prior information will be dealt

seriously.

In case an employee is unable to attend work on a particular day he

has to keep his HOD/immediate boss posted about the same, however
the employee has to fill up the leave card with proper authorization,
immediately on return to work.

The leave card must be updated and approved within 48 working

hours failing which it will go as leave without pay.

An employee can be recalled during the period of leave for

exigencies of work, at the cost of the company if the employee is out
of station.

The company will remain open on all the days of the week; the
frontline staff would be allowed to take leave/weekly off on any day
of the week as scheduled by the concerned HOD except
Saturdays,Sundays & Public Holiday. The frontline staff will not be
permitted to take leave on Paid Holidays, other than those which are
weekly off.
Any intervening weekly off or holidays between leave will be treated
as leave.
Types of Leave

All regular full time employees are eligible for the following leave. The
eligibility is however subject to exigencies of work.

A Casual Leave
B. Privilege Leave
C. Maternity Leave
D. Paternity Leave
E. Marriage Leave
F. Paid Holiday
G. Compensatory Off

A. Casual Leave:
Permanent Employees are eligible for 7 days casual leave in a
calendar year to be calculated on prorated basis from the date of
joining .
To avail CL It is expected that an application be made well in
advance. In case of emergency the employee is expected to give
telephonic message. If it is not possible, employee must make an
application for such leave within 24 hours of his/her resuming duty
explaining the reason & circumstances.
It cannot be granted for more than 3 days at a time.
CL cannot be combined with any other type of leave and vice
versa.
Unavailed casual leave at the end of each calendar year will be
added to the PL Balance to the next year.

B. Privilege Leave:
Every confirm employee who has completed a calendar year’s
continuous service, shall be entitled in the subsequent year to
privilege leave with pay of 21 days inclusive of any holidays to
staff on prorata basis.
For the purpose of computing eligibility to leave as in above,
absence from work on the following grounds will be counted as
presence.
In the case of female employees, maternity leave for any number
of days not exceeding twelve weeks.
Paid leave enjoyed.
Provided , however , that if under any existing or future law
any holiday or holidays falling within the leave period have to be
treated as leave with pay as stated above.
However, an employee will not earn privilege leave in respect of
the period he is absent from duty without pay for any reason
whatsoever .
Leave shall be granted at the discretion of the management,
depending upon the exigencies of work, where employee has to
inform well in advance, at least a week before.
Privilege leave shall not be availed of / for more than 4 times in a
calendar year.
C. Maternity Leave
This leave can be availed by confirmed employees who are
more than one year old in the Organisation.
Female married employees in their absence from work for
confinement due to pregnancy will be eligible for Maternity
leave to cover such absence.
Maternity Leave will not exceed 90 days and shall be fully
payable.
Maternity leave will be admissible only twice during the
employee’s tenure with the company.
For availing the Maternity Leave the employee has to make an
application along with a Medical Certificate from a registered
medical practitioner.
D. Paternity Leave:
This type to leave refers to a leave extended to all the male
employees of the organization. To avail the benefit of such
leave following conditions needs to be fulfilled.

• Wife of the employee should deliver baby.

• The leave can be availed from one day in advance to the
expected date and so on.
delivery till the subsequent day of delivery.
• Maximum number of days for which this leave can be availed
is 5
• Employee is required to submit medical certificates of his wife
to the HR department.
 • This type of leave can be availed at maximum of two
instances during his service with the organization.

Exception : It can also be availed incase of miscarriages.

E. Marriage Leave :
This type of leave can be availed by confirmed employee of
the organization.
To avail such leave the employee himself/herself should get
married..
The maximum number of days for which this type of leave
can be availed is 6
This type of leave can be availed at maximum of one
instance during his/her service with the organization.
This leave can be clubbed with any other type of leave.

F. Paid Holiday
• The list of holidays observed in any calendar year are declared
by the third week of December for the subsequent year and the
same shall be communicated to the employees through general
circulars, Notice, Email. While structuring holidays, customary,
local requirements of locations and the laws of the land are
taken into account. Every year the company observes 12
national and festival holidays.
In case these holidays fall on the weekly off of the employee,
then we cannot give them a compensatory off, in lieu of the
holiday
G. Compensatory Off

• Employees have to fill-in the compensatory off Slip (Annx-

VIII) and submit it to the HR Dept. after taking approval from
the respective Head.
• CO is a facility to be granted at the sole discretion of
Management and is not to be construed as an entitlement.
• No monetary value is attached to CO and it does not qualify for
any encashment.
• CO will be computed based on minimum of 6 hours being put
in by employees only on Weekly Off or officially declared
public holidays. Work hours put in for less than 6 hours will be
ignored and will not qualify for CO.
 • Availing the leave against CO must be planned and sanctioned
in advance. It can be used only as one complete day & no half
days are permissible. It can be combined with PL but
combination of CL with CO collectively should not exceed 3
days –Further, CO can be prefixed or suffixed to weekends or
public holidays but cannot be sandwiched between any other
leave (weekends & holidays).
• CO can be availed within a maximum period of 60 days from
the date of accrual, beyond which, it will lapse.
• Facility of compensatory off will not be extended to officers of
the grade of DGM-01 & above i.e. General Manager & above,
also to all the officers in all the grades while on tour, if during
the tenure of the tour, such holidays/week off occur in between.

Accumulation & Encashment of the Leave

• An employee can accumulate maximum 30 Leaves (Total of

privilege and Casual Leave).

• An employee can encash (excess unavailed leave beyond 30

days) his / her balance leaves once a year by filling the
prescribed form.

• The leave encashment will be on the basis of basic salary of the

employee as on 1st January of that calendar year.

• Leave encashment will be taxable as per government rule.

Employee on leave to report for duties by canceling remaining part of the

leave, if
his/her services are urgently required.
After proceeding on leave, if an employee desires to extend the same,
he/she should
make an application well in advance so as to receive the reply from the
management
before the expiry of the leave already sanctioned within overall sealing of
the leave.
COMPENSATION & PAY ROLL RELATED

Compensation

We at THE LOOT believe in equitable compensation. Following are the

considerations while deciding the compensation for employees:

 Educational Qualification
 Work experience before joining THE LOOT and its relevancy for
the job
 Work experience in THE LOOT and the Performance level

Payroll Cycle

The payroll cycle for salary processing is from the 1st to the last day of
each month.

Payment of Salary

The salaries will be computed on a calendar month basis. The salaries for
all the employees will be dispersed on the 5th or before than 10th of the
month.
The salary disbursement is done through Salary Saving account.
For sales staff the payroll is outsourced to external agency.

Salary Advances

Salary advance to be avoided, but in case of emergency, they will be

given an advance of not more than 50% of their take home monthly
salary and the same would be deducted from his salary the next month.
Salary advance cannot be sanctioned before 15th of the month. Salary
advance cannot be taken more than 3 times in a financial year. Employee
has to fill the Advance against salary Form (Annx-XII).

Annual Increments/Salary Revisions

Based on the performance and ratings annual increment is decided upon

for every employee. All such revisions are communicated through
individual letters addressed to the employees . The Company reserve the
rights to decide the quantum of grant increment.
 Salary Structure
The Salary structure of the employee will be in the following manner.

Allowances (Earning heads)

 Basic Salary
 House Rent Allowance
 City Compensatory Allowance
 Conveyance Allowance
 Child education Allowance
 Medical Allowance
 Other Allowance

Deductions

Deductions are made under the following heads from employees’ salary
as per the applicability:
 Income Tax
 Profession Tax
 Employees Provident Fund and Pension Scheme
 ESI Scheme
 Labor Welfare Fund
 Recovery of Salary Advance
 Company Loan Installment
 Loan Installments payable to Bank, etc.
 Any other deductions/recoveries arising from time to time.

Income Tax

Payroll Section will provide employees a statement of their projected

income and Income Tax Calculation. Employees are expected to submit
the declaration of their investment plans with to Accounts Dept. within
stipulated time frame, based on which the tax liability is estimated and
income tax is deducted till the end of financial year. In case the employee
fails to submit the proofs of investments, tax will be deducted
accordingly.
Employees joining THE LOOT in the middle of the financial year are
expected to produce salary certificate showing details of income and tax
deducted in their previous organization to enable proper tax computation
for the entire financial year in THE LOOT.

Profession Tax

The Company shall deduct Profession Tax in respect of all employees as

per statutory rules in this regard.
Provident Fund and Pension Scheme

Employees are covered under the provisions of the Provident Fund Act,
1952 from the day of joining the Company. The rate of contribution
towards the scheme by employee and the Company is as per the
prevailing rates under the Act. Employee’s contribution towards this is
12% of basic salary and the equivalent contribution is made by the
Company. These contributions are further distributed for Provident Fund
and Pension scheme as indicated below: In case this amount is more that
Rs. 541/- the difference is contributed to the Provident Fund. The sealing
can be changed according to PF Rule.

Contribution Contributor Fund

12% of Basic Salary Employee Provident Fund
3.67% of Basic Salary THE LOOT Provident Fund
8.33% of Basic Salary THE LOOT Pension Scheme
or Rs. 541/- which ever
is less*

* THE LOOT contribution toward the individual employee is the part of

respective employees CTC.

Opting out of the PF Scheme

New joiners may opt out of PF provided:

 The basic salary offered is greater than Rs.6500/-, and

 Employee was not covered under PF in his/her previous

employment, or

Employee once become the member of PF will not be able to opt out of
it. Hence, all new joiners, opting for PF exclusion, has to fill up form 11
[revised] for PF Exclusion (Annx-IV). Respective PF account of the
employee opting for PF is to be maintained with the Government
Authority.
 PF Transfer on Joining the Company

Employee covered under PF with the previous employer, may transfer

their accumulated balance to their present account. To transfer these
funds employees need to fill Form 13 [revised] (Annx-V) and submit to
respective HR representatives.

PF Nomination
All new joiners who are to be covered under PF are required to fill up PF
Nomination Form-2 (Annx-VI). In case of change in nomination later
employees need to fill up the same form again with the new nominations.

Employee State Insurance Scheme [ESIS]

Employees coming under the purview of ESIS are required to fill up the
requisite Declaration Form(Annx-VII) available with HRD to register
with an ESI doctor to avail of the benefits under the Act. The rate of
contribution by the employee and the Company are as prescribed under
the Act and the subsequent amendments made therein. The prevailing rate
of employee’s contribution for ESIS is 1.75% of total salary, which is
deducted form employees salary every month, whereas, Company’s
contribution for ESIS is equivalent to 4.75% of employee’s total salary.
(Company contribution is part of the employee CTC).

The ESI scheme provides for Medical benefit, Medical treatment,

Maternity benefit and Accident benefit among other things. In view of
this, employees covered under ESI scheme are expected to claim from
ESIS Authority.

*The allowance and deduction heads may undergo changes, amendment,

addition, deletions from time to time.
ORGANISATION DISCIPLINE & DECORUM

Personal Appearance

In consideration of the image of the Company, employees are expected to

demonstrate professionalism and excellence in all aspects of their
behavior including the attire while on official duty. Taking into account
the prevailing trends on business attire, following norms shall apply:

Staff based at HO and Store managers

Staff based at HO & Store Managers are expected to be in decent casual
wears.

On Saturday, employees are free to resort to ‘Weekend Dressing’ when

Jeans and T-shirts, appropriate for office environment, are permissible.

Sales Staff (Cashier & Sales Staff)

Loot Uniform (T Shirt and trousers), socks and leather shoes, belt.
Yearly 4 – T shirt (Red T shirt with The Loot Logo) & 3 Trousers
(Denim Blue Jeans) will be provided to the sales staff on cost price.

Communication, group ID & Responsibilities

With reference to making our organizational communication more

professional & respectful, all are requested to follow the following points.
• All the communication should be clear and specific.
• No Verbal communication shall be treated as authentic
communication.
• Please take the departmental or organizational Group Email ID. All
the communication should be only through Group Email IDs so that
every one in the team is in loop about the task. This is the best and
strongest tool to keep all informed about the development.
• Respect all your colleagues and don’t indulge in egotism, dominance
or indecency in any sort of communication whether written or verbal.
Respecting all should be your core focusing.
• Don’t over react in any of the mails even if at all the sender is
indulging in any sort of unwanted, irrelevant & unethical
communication. Please reply to the sender decently and make him
realize his mistake.
• In case if the sender is not following the communication decorum,
please immediately inform your seniors and HR Dept for further
action
• Any sort of unwanted & unethical mails from any employee of the
organization shall led to heavy punishment which may also led to
suspension from duty or may be termination too.
• Be responsive and responsible in your accountabilities.
• Please check your mail while on travel, this is mandatory.
• No work is over till the time it is not completed.
• Don’t shrink away from responsibilities.
• Finally respect others to get respect.

Smoking, Alcohol and Drug Use

Smoking within the office premises is strictly prohibited.

The consumption of alcohol and the use or distribution of drugs in the

office is strictly prohibited.

Betting and Trading

Collections, betting and trading within the office are strictly forbidden.
Under special circumstances certain collections i.e. for charity, disasters,
wedding gifts etc. may be permissible but only when authorized by the
Head of the Unit/ Head of Administration.

Gifts

No employee will accept any gift from any vendors/ associates of the
company . Breach of this may call for disciplinary action against such an
employee.

Personal Property
To lose anything, however small it may be, is an unpleasant experience.
But this may happen to any employee. Securing personal property is
primarily a responsibility of the individual employees. Company
obviously cannot be expected to accept responsibility or liability for
items lost or stolen from the employees’ custody.
 Personal Search
Even though this is an extreme step and most unpleasant, the Company
reserves the right to search any employee or visitor if such search is
warranted for legitimate reasons.

Lost and Found

All items of lost property are to be handed over to the Administration
representatives of respective location, which will be retained by them
until their rightful owner, with proper identification claims them.

Work place maintenance & Housekeeping

 It is the responsibility of every employee to ensure that office
efficiency is aided by the maintenance of good housekeeping
standards.
 Employees are requested to switch of there lights, monitors and other
power consuming units, whenever not required.
 Please keep your belongings safe in your workstation storage.
 While leaving the office kindly keep your papers and reports inside
the drawers.
 We are confident that employees will co-operate in our objective of
making the office a pleasant working environment.
Beverages
 The Water, Tea & Coffee machine is operational at office pantry area.
Telephones
 Employees will appreciate the fact that telephones are to be primarily
used for conducting Company business. Personal calls, both
incoming and outgoing are to be kept to the bare minimum.
 Please remember to observe the appropriate telephone manners
keeping in mind the image of the Company.
Security
 It is a responsibility of every employee to assist in the maintenance
of security within the office.
 All visitors must register with the Security/Receptionist, allow the
parcels that they carry to be examined by the Guard and only then
proceed to the reception. The receptionist will inform the relevant
department of their visitors’ arrival. If visitors are to be met in
workplace, they are escorted to the appropriate office/conference
room.
 Visitors are to be ordinarily met at the reception/visitor’s room.
 At shops the security agency had been given the charges and will
work as per the instruction given to them by Administration Dept.

Inward &outward
Head office -All courier, inward, outward and dispatch will be handled by
Admin Dept.

Parking of personal vehicles

There is a limitation for parking at the premises. All the staff members
are advised to co-ordinate with Administration dept. for valet Parking
facility.

Level Two Wheeler CAR

I NA Rs.8/- KM
II NA Rs.8/- KM
III Rs.2/- KM Rs.8/- KM
IV Rs.2/- KM NA
V Rs.2/- KM NA
VI NA NA

• This policy is applicable to respective employees for

reimbursement of petrol consumption for official purpose only.
• The petrol reimbursement need to be claimed as per actual.

• The responsibility of servicing, maintenance or damages caused to

vehicle during usage will be born by concern employee.

• In case of out station travel (Pune, Nasik, Ahemdabad etc.) the

petrol, toll reimbursement will be at actual and Driver Night
allowances of Rs-150/- per night

• Level II & onward the petrol reimbursement will be given only if it

is pre sanctioned by the respective HOD, based on nature of work.

• For the reimbursement, the employee or driver of an employee

needs to maintain Log Book in the respective vehicle.
 • Petrol reimbursement voucher should be attached with the duly
approved photo copy of log book.

TRAVELING AND DAILY ALLOWANCE RULES

GENERAL GUIDELINES

Travel Ticket Request

• All the travel request shall be forwarded to the admin department

only through Travel Requisition Form (Annx-IX).
• Travel requisition form should be duly approved by concerned
Dept. Head.
• It is advisable to plan the travel well in advance.
• The Administration Dept. will try to arrange the ticket booking,
Booking of Hotel, Guest House, etc. for onward journey if suitable
advance requisition is made in the prescribed travel requisition
form, duly approved by the Department Head.
• In case of short notice journeys, employees will have to take care
of their own arrangements. However, the responsibility for booking
the return journey ticket would be that of employees. Wherever the
responsibility for booking of return journey is available and the
period of deputation is specific, the Administration Dept. will assist
the employee for return tickets.
• All employees shall follow grade wise entitlement without any
deviation. Exceptional cases will be approved by the CEO.

MODE OF TRANSPORT

Level Of Designation/Position Mode of travel not

Employees exceed

I , II CEO/ President/VP/GM/AGM Economy Air

III Chf.Mgr./ Mgr. II tier A/C by train

IV Dy.Mgr./Asst.Mgr. III tier A/C train

V& VI Sr.Exec/Exec./Jr.Exec. Sleeper coach by

Sr. Sales Exec/ Sales Exec./Jr. Sales train
 Exec.

• Wherever feasible, especially when durations of train journey are

short, employees eligible for air travel should avail of train
journey; e.g. Mumbai – Pune.

• In case an employee has to travel by any mode of transport which

is more expensive than his / her entitlement as above, he / she
should take prior written permission from the respective
Departmental Head.

LODGING / ACCOMMODATION RULES

• Employees should stay in the company provided accommodation

wherever arranged.
• At places where there is no Company Guest House or
accommodation is not available, the employee will be entitled to
actual lodging expenses subject to monetary limits specified in
Annexure XX. These will be reimbursed on production of proof of
expense.
• At the places where the employee stays in Company / Customer
arranged Guest House or Hotel, the employee will be reimbursed
the actual charges incurred for lodging, within the overall limits
specified in Annexure XX.
• The Company will pay conveyance between office and the place of
accommodation. However, the employee should stay at a place
close to the place of official work, as far as possible, when Guest
House accommodation is not available.
• When employees at different levels travel together as a team and if
their work
requirements so warrant, they may book accommodation in the
same hotel. However, level-wise lodging limits as specified in
Annexure XX should be adhered to. Only in exceptional
situations, the monetary limits could be extended with prior
approval from Departmental Head.
• In case the employee prefer his/her own accommodation he/she
will be paid 20% of the lodging charges, as per the eligibility.
• Employees below Grade IV required to stay in twin sharing
wherever it is feasible.
 Annexure XX

Daily Local Conveyance

Lodging Daily Food with in city travel
Level A B C A B C A
Cool Cab/Ist Class
I & II Actual Actual Actual Actual Actual Actual
Local Train
Auto Rickshaw
wherever available/
III 1500 1500 1200 250 200 200
Taxi/ then by Ist
Class Local Train
Auto
Rickshaw/Taxi/Bus
IV 1200 1000 800 200 150 150
/Local Train- I
Class
Bus /Local Train-
V& VI 700 600 500 150 120 120
II Class

A Class – All metros (Mumbai,Banglore, Kolkatta, Delhi,etc.)

B Class – Non metro cities (Hyderabad, Ludhiana,Pune,

Ahmedabad Chandigarh etc.)

C Class – Ordinary Cities (Vizag, Jabalpur, Raipur, Bhopal, etc..)

Travel Request Advance

• Advances can be drawn, if so desired, before undertaking the tour.

Such requests should be filed through advance requisition form.
The employee should normally give 48 hours’ notice for such
advances.
Settlements

• The claims are to be filed in Travel Expenses Statement (Annx-X),

under the appropriate account head. The approving authority shall
be the immediate reporting Manager and account head. Documents
 in support of claims, wherever applicable and required, shall be
submitted while filing of claims.

• All claims are to be filed immediately after the travel is completed

and not later than 3 working days. Claims submitted later than 3
working days are liable to be rejected unless there are strong
reasons for the delay.

• Wherever the journey has been undertaken by air/train the used

air/train ticket should be submitted to Admin. Dept.. If the ticket
was booked through the Company, in case of tickets being directly
purchased by the employee, the same shall be attached to the travel
expense statement form.

• While submitting the tour expense statements, complete details

should be furnished in the prescribed format.

• If mode of travel used is more expensive than permitted under the

rules, the accounts should verify whether permission was obtained
from the respective Functional Head as required. The Extra charges
if any have to be bared by employees.

• The Accountant will scrutinize the claim / entitlement and arrange

for payment, if any, at the respective location after adjusting the
amount taken as advance.

• Above all Accounts & Finance Head can approve the Travel
Vouchers, if the same amounts to the prescribed limit of
respective employee .

• Similarly if Travel Vouchers amounts to more than the prescribed

limit of the respective employee, the same has to be approved by
CEO/VP.

• Cash Vouchers upto 2500/- can be approved by the Accounts &

Finance Head

• In case the employees are not clearing their pending advances /

IOU within the respective month, their salaries will be kept on hold
till the settlement of pending dues.
Local Travel Policy

The following is the break up of eligibility for the Local mode of travel
and boarding. All the bills & tickets to be produced in original.

GRADE MODE
I & II Cool Cab/ First class local Train
Auto rickshaw wherever available/
III
Taxi / then by first class local train
Auto rickshaw wherever available/
IV
Taxi / then by II class local train
V & VI Bus/ Local train-II Class

 While Urgent Travel Visits or while carrying Important Document

one can travel through Taxi/Auto with prior approval.

Transfer

Employees are transferable to any location of the Company/Group

Company or Business associates either in India or abroad depending upon
business requirements, at the discretion of the Management. Employees
will be informed in writing about such transfer decisions 2 weeks well in
advance.

The policy covers the relocation expenses for the following categories.
• Relocation of employee from one town/city to another for official
purpose.
• Relocation of Staff members including their spouse, dependant and
minor children, & parents to town/city which is different from the
town/city where employee is currently residing.
The expenses will be reimbursed at actual (subject to be in permissible
limit as per the grade entitlement or case to case basis as approved by
Management.)
Expenses include transportation & insurance of personal belongings
carried by self or surface transport.

The transferred employee has to avail, the accommodation if available, if

the same is not available then the transferred employee can stay in hotel
(as per the eligibility) for the maximum period of 15 days any extended
stay in the hotel over 15 days will be bear by the employee.
Mobile Eligibility Policy
Employee above Level IV will be given Mobile facility. Below Level IV
mobile facility will be granted subject to the nature of the job and should
be duly approved by the head of the department.
Back Office
Level Grade Designation Staff Field Staff
I DEX-01 CEO Actuals Actuals
DEX-02 President Actuals Actuals
DEX-03 Vice President Actuals Actuals

II DGM- General Manager 2000 2000

01
DGM- Asst.General 2000 2000
02 Manager

III DSM- Chief Manager 1000 1500

01
DSM- Manager 1000 1500
02 &03

IV DSM- Dy. Manager 750 1500

04
DSM- Assistant Manager 750 1200
05

V DSM- Sr. Executive 400 500

06
DSM- Executives 400 500
07

VI DSS-01 Sr. Sales NA NA

Executives
 (Sr.CRE)
DSS-02 Sales Executive NA NA
(CRE)

• In the above case , Back office staff is a staff which are based at
their respective location & Field staff is a staff which moves out of
their respective location more than 7 days in a month, due to some
official duty.
• Postpaid connection with handset will be provided by the Company
to eligible employees.
• It is the responsibility of the respective employee to maintain the
condition of the handset provided to them. In case of loss or any
damage to the handset due to ignorance at the employees part
employee has to bear the repairing/replacement cost.
• The employees who are ready to use their own phone or postpaid
connection will be reimbursed according to their eligibility.
• Employee has to control the usage within the budget allotted him.
If the bill amount is crossing the limit allotted then employee has to
take special approval from departmental head and administrative
head.
EMPLOYEE BENEFITS

DISCOUNT COUPONS.

• 15% discount only for employees of THE LOOT on the

purchase of garments or footwear & accessories.

• The number of discount coupons will be as per the Grade of the

employee.

• The Coupons will be given to the employees after completion of

three months which will be valid for the one year from the date
of issuing.

• The employee must be on the rolls of the organisation at the

time of using such coupons.

• Left employees are not allowed to produce the coupons after the
date of reliving.
• For redeeming the discount the employee has to show his/ her
Identity card.
• It is non transferable to colleagues within THE LOOT.
• The family or the friend of the employee can redeem the
discount coupon.
• The discount is not applicable on already discounted products or
during any sale or scheme.
 DISCOUNT COUPONS AS PER GRADE WISE
Level Grade Designation Value up to
which purchase
can be made on
discount
coupon
I DEX-01 CEO 100000
DEX-02 President 100000
DEX-03 Vice President 100000

II DGM-01 General Manager 30000

DGM-02 Asst. General Manager 30000

III DSM-01 Chief Manager 25000

DSM-02 Manager 25000
&03

IV DSM-04 Dy. Manager 15000

DSM-05 Assistant Manager 15000

V DSM-06 Sr. Executive 7500

DSM-07 Executives 7500

VI DSS-01 Sr. Sales Executives 7500

(Sr.CRE)
DSS-02 Sales Executive (CRE) 7500

Lunch/Dinner Expense

 In case of late work beyond 10:30 pm (any of working days) and

Week Off & Public Holidays (subject to not less than 6 hrs. of
work) meal expenses will reimbursed.
 Such reimbursement would be limit for
Level I, II, III – At Actual
 Level IV &V- Rs.50 limit increases till Rs.100/- if supporting bills
are produced.
Level V- up to Rs.50 only
 On such a day, if an employee works beyond 10.30 pm, additional
dinner expense reimbursements will be made on similar eligibility
amount as mentioned above.

Bring your Buddy Scheme

By virtue of working in this retail industry many employees working for

The Loot do know peoples from Retail who can be asset to our company
and
contribute towards achieving its business objectives.

This scheme provides an opportunity to the employees to contribute

beyond their job responsibilities by enabling us to recruit the right people.
We invite employee-referred candidates for specific positions by
launching this scheme and ensure that they are amply rewarded for the
same.

 The referred candidate should not be a relative of any THE LOOT

employee.
 The Amount of the gift vouchers will be as per the grade slabs
mentioned below.
 Gift vouchers towards BYB scheme will be issued to the respective
employee only after the candidate successfully completes 3 months
of his/her employment with THE LOOT and if the employees who
referred the candidate continue to work with the company for three
months.
 This scheme is open to all employees except employees working in
HRD Department, employees directly responsible for recruitment.
 To ensure the best suitable recruit, a candidate has to go through
rigorous selection process. Selection will be based on candidate’s
profile and the job description.
 This scheme is effective from 1st Oct, 2008.
Sr. No. Grade Gift Voucher
Amt.

1 DGM-01/02/03 11,000

2 DSM-01/02/03 5,000

3 DSM-04/05/06/07 3,000

4 DSM-06/07 2,000

5 DSS-01/02/03 1,000

6 CCA/ Sales Executive 500

All the Store Managers & Supervisors are advised to communicate the
scheme to their colleagues.

Business Referral Scheme:

This scheme refers to wherein any existing employee refers any new
location and Franchisee lead then such any employee shall be eligible to
receive a gift voucher to a sum of Rs.5000/- provided the deal gets
materialized.

This scheme is open to all the employees except Area Managers,

Business Development team, and operations team members

CLUB THE LOOT

This is a vehicle for developing bonding within the organization. It helps

enhancement of individuals’ inter-personal and extracurricular
skills/talents within the organization. It also helps employees reach their
potentials, which are otherwise not tapped in their formal role in the
organization.

Events Organized

Some of the activities organized by the Club THE LOOT are as follows:
 Quizzes
 What’s the Good Word?
 Antaakshari
 Picnics
 Monthly Birthday Celebration

The pool of talents developed through this forum get due recognition in
the Annual Day.

EMPLOYEE DEVELOPMENT

Competency Development

The company undertakes Competency development efforts to constantly

enhance the capabilities of its workforce to effectively carry out current
and anticipated future responsibilities. Personal development is primarily
the responsibility of each employee. We also expect employees’ initiative
towards self-development to ensure their progress with in the
organization.

Incentive Base Increment Structure

The Performance Management at THE LOOT is a developmental

endeavor. The basic purpose of the incentive based increment structue is
to continuously enhance the performance of the existing employees to
achieve the business objectives and stated values of the organization. It
ensures continuous improvement by:

 Performance planning and goal setting,

 Identifying strengths and weaknesses of employees,
 Identifying training needs,
 Identifying potentials for taking higher assignments and
 Recognition and reward
However any employee who is not confirmed shall not be eligible for
performance linked incentive.

Performance Appraisal

Performance appraisal is part of overall performance management

activity.

Objectives:

 To serve as a feedback mechanism for employees to understand how

they have performed against each job assigned to them. It also
assesses the competencies employee posses and identifies the
improvement areas.
 To provide basis for salary increments, job rotations or promotions.
 To provide input for identification of training and development
needs.
 To provide individual development plan for employees’ growth in
the organization

Appraisal Stages

In order to fulfill the above-mentioned objectives of the performance

appraisal, the appraisal process is carried out in the following stages:

 Self Assessment Form (SAF)

 Performance Assessment Form (PAF)

Self Assessment Form

This form is filled up by the employee who is being appraised

[Appraisee].
 This form captures various assignments and tasks employee has
performed in the appraisal period. It also identifies the achievements
and failures of various tasks performed by an employee.
 It provides input to the appraiser for performance assessment and the
feedback session.
 Employees need to fill relevant SAF designed to assess their
performance and role based competencies.
 Performance Assessment Form

In this form the appraiser assesses his/her subordinate against the role-
based competencies. The Reporting Officer [Appraiser/s] after thorough
analysis of appraisee’s performance puts his/her comments and gives
rating against those competencies on 0 to 5 rating scale.

Appraisal Events

At THE LOOT we do continual assessment and feedback of employees’

performance to facilitate employee growth. These assessments are done at
various occasions viz:

 Confirmation Appraisal
 Promotion
 Annual Appraisal

Employees are assessed on respective role based competencies. All

competencies required to perform a particular role, are given individual
weightage, which is a multiplier for the ratings given by the appraiser
against each competency.

Basis of Evaluation
 Quarterly Key Result Areas set through out the year
 Last year’s appraisals [Identified strengths & Weaknesses, IDP,
Potentials]
 Monthly reports
 Client feedback / CSS rating

Promotion Norms
Promotion decisions are generally linked to the potential appraisals
carried out at the time of annual appraisals. They are finalized depending
on organizational needs and the competencies of the employee identified
for the role.

Though the promotion decisions are made at the time of appraisals, it

may be noted that promotion between 2 appraisal cycles are done only in
exceptional cases.
 Letter of Appreciation

Eligibility: The letter of appreciation will be given when a person does a

good job with efficiency and proper efforts.

The respective reporting officer will give this letter to the subordinate.

Training & Development

In-house training programs will be held within the organization from time
to time.These training programs are conducted by internal as well as
external faculty. Attending these would be mandatory. Employees also
encouraged to us any of the training resources available in the
organization for self development.

GRIEVANCE PROCEDURE
Grievance Handling

 A grievance is an individual complaint, relevant to issues arising out

of employment. It is defined as anything relating to employee’s job,
which irritates, disturbs, throws him/her out of balance or tends to
make the working conditions unsatisfactory.
 The issues could be related to work environment, facilities necessary
for performance of job, non-fulfillment of commitments.
 If a grievance arises out of an organizational policy, employee is
expected to comply with the policy before invoking the procedure
laid down for redressal of the grievance.
 Wherever possible employee should support the grievance with
appropriate data.
 The Grievance Settlement Procedure is not a bargaining tool and
should not be used as such. It is to settle grievances of employees
expeditiously at the lowest level itself and only when this is not
possible should be raised and settled at higher levels.
RETIREMENT, RESIGNATION, PILFERAGES

Retirement

All good things should come to an end some day or the other. The
retirement age for all employees is 58 years. However, the actual day of
retirement will be the last working day of the month of retirement and
employee is expected to continue in service till the end of that month.

Resignation

However much we may wish against, some employees may choose to

leave the organization before attaining the age of retirement.

An employee, wish to resign from the employment, may submit the

resignation letter to his/her reporting officer. [Email communication
conveying the intention of resignation is not enough, employee must
provide written resignation letter to his/her Manager.] he/she is expected
to give adequate notice as specified in the terms of appointment, the same
as what the Company will give the employee for relieving from the
services of the Company.

In either case, employee is expected not to take any leave during the
effective notice period. During notice period, employees shall continue to
discharge their responsibilities and attend office as usual. However, when
an employee gives notice of resignation, the Company is entitled to
accept it with immediate effect or from any date before expiry of the
notice if it may desire so, due to business reasons.

The employee who is leaving the organization has to fill in all the
relevant documents regarding PF, Gratuity etc.., whatever applicable and
submit the same to the concern HR dept. The forms will be submitted to
the PF office after the said waiting period of 60 days. Once the form is
submitted to the PF authorities and the company gets an
acknowledgement of the same then the company ceases to be responsible
for any claims whatsoever. If in case the settlement is not received, the
employee has to directly interact with PF office with the receipt of
acknowledgement.
The employee has to handover all relevant and necessary documents,
files, identity cards, visiting card, stationery, mobile or any other
confidential document received or any other assets /article acquired by
him during the course of his work with the company. All these have to be
submitted to the concerned HOD/HR.

Every employee who is leaving the organization on his own accord will
have to go through an exit interview as a part of his final settlement with
the company.

Termination/Dismissal

The Company may at its option terminate the services of an employee by

giving the payment of salary in lieu of such notice. No such notice is
necessary if an employee is dismissed from service for proven
misconduct, breach of Code of business conduct, violation of service
agreements, violation of confidentiality agreement or disobedience of
written instructions.

An employee is liable to be terminated or dismissed from service in the

following situations:

 Major misconduct or disobedience of written instructions given by

reporting officer or higher management

 Unsatisfactory performance

 Misrepresentation or giving false statements about

personal/professional background or suppression of relevant facts
during the selection process or at the time of joining

 Involvement in criminal offences

 Violation of the terms of employment and undertaking given at the
time of joining/thereafter or violation of the service agreement
 Medically or mentally unfit
 Loss of confidence
 Abetting or inciting others to disobedience or misconduct
 Conflict of interests with Company’s business interests
We have adopted Model Standing Orders provided in The Industrial
Employment (Standing Orders) Act, 1946, which defines misconducts.

POLICY ON PILFERAGES

The actions to be taken incase the accused is a direct or indirect employee

of the company.

• If caught and proved guilty, the employee has to resign with

immediate effect.

• As per the honesty declaration the accused has to pay an amount

equivalent to 10 times of amount robbed.

• The concerned HOD will take the confession letter in writing from
the concerned employee.

• The concerned HOD will ensure that an FIR is registered with the
concerned police station and handover the accused to the police
with all relevant evidences.

• The concerned HOD will also inform the accused parents/

guardians about the incident.

• However it has to be strictly adhered that no person whomsoever

will physically hurt either the accused or any other employee under
whatever circumstances.

The actions to be taken incase the culprit is a customer:

• The Operations Manager has to handle all the incidences on case-

to-case basis and understanding the intensity of the entire
incidence.

• Under such cases the matter would be handled by Floor

Manager/Department Manager/Store Manager who ever is the
senior most retail person present.

• Ideally if the accused customer is proved guilty then the same has
to pay the total amount of the product.
 • All interrogation will happen in the backend, incase if the accused
is a lady then a lady Security officer has to be present during the
course of interrogation.

• If the accused customer is below the age group of 21 years, in such

cases their parents/ guardians are need to be informed.

• The Operations Manager will take a confession letter from the

accused mentioning date, month, time, description of items and the
incidence, value etc... with the acceptance of the same.

• The Operations Manager has to handle all the incidences on a case-

to-case basis and understanding the intensity of the entire
incidence.

Absconding / Voluntary Abandonment Of Service

Legal proceedings are initiated against the employees who violate any
legal or contractual agreements/obligations with the Company.

Exit Interview

An exit interview is conducted to gain feedback from the separating

employee about the organization, its culture, policies, and to gather data
on the reasons for employee turnover in the workforce. The feedback is
analyzed by HRD and appropriate action is taken based on the same,
where relevant.
Annexure (Format of all the Forms/slips)

Employment form (Annx-I)

Miss Punch Slip (Annx-II)

Outdoor Duty Slip (Annx-III)

Form-11 (Annx-IV)

Form-13 (Annx-V)

PF Nomination Form (Annx-VI)

ESIS Declaration Form (Annx-VII)

Comp.Off Slip (Annx-VIII)

Travel Requisition Form (Annx-IX)

Travel Expenses Settlement Form (Annx-X)

Stock & Assets Handover Forms (Annx-XI)

Advance Against Salary (Annx-XII)