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Dear All,
I am working as HR in industrial private limited company, We have benefits like PF and ESI.
One of my colleague wants VPF(Voluntary provident fund) deduction to happen in his salary.
Can anybody let me know what is the process, is there any form or format to apply for VPF and then submit to PF office.
Will the VPF number will be same as of PF number.
please help!!!!

Dear Nikhatnishat,
There is no elaborate procedure in this. Simply ask the concerned to give it in writing how much he wants to contribute as voluntary (VPF) over and above the compulsory contribution and straight away take it to your pay roll. Only thing increasing or decreasing the contribution practically can be done once in a year only. There is no restriction for you to add employer's contribution also on both the contributions in full upto employees salary not exceeding Rs.6500/=.. If it exceeds Rs.6500/= then you can restrict employer's contribution for only salary upto Rs.6500/=. If otherwise the employer is willing to contribute even if exceeds then its fine. you may do so.

There is no prescribed format in any of the Act/Rules. It could be self made to suit our requirement. A model Leave Application itself modified to suit encashment is attached (this is with a view not to have too many formats and to use all-in-one forms). This could be used with modifications as may be required at your end. Conventionally only one encashment per year is in vogue in many of the organisations. However there is no hard & fast rule prohibiting more than once in a year. When encashing take care of Income Tax requirement as you may bound to get into taxable brackets just because of this encashment. Many MNC & other organisations compulsorily give (refresher) leave with addl. perk as LTA together with leave encashment. It is a healthy practice attempted at relieving employees and their families from work pressure & stress and rejoin refreshed.

Attached Files
File Type: doc Leave Application-General.doc (33.5 KB, 1485 views)

Dear Kumar,
First of all thank you so much for helping me again!!!!
Our company is a very small private limited(sales and services of industrial products) under shops and establishment act.
Strenght of comp: 60 employees.
CL per year: 10 days
EL: 15 days max
Notice period: 30 days
no other leaves and yes we have comp-off for service and installation guys, where they utilize those leaves and casual leave and keep collecting EL.
So thought will have limitation upto 30 max EL and encash leaves above 30.
As very few employees have 40-60 no. of EL.
We will encash those above 30 and maintain.
As our company relay on manpower, its not easy
For our company it is not easy to entertain leaves.

It happens when the emp.strength is small and it'll be difficult to allocate the second line staff in the leave vacancy. It's alright leave encashment is encouraged.
You may require the format of the Leave Record/register also which I attach here and you can maintain either in Regr.form or in Computer data as may be convenient to you. You are free to modify as may be required.All the best.

Attached Files
File Type: xls LEAVE account Register.xls (25.5 KB, 781 views)

Dear Kumar,
Requesting for help regarding appraisal.
As we have appraisal once in year in the month of june.
I hope this is the best time to start with appraisal process.
I have some format where employees should rate themself based on technical and all other grounds and then there reporting manager, HR and finally Director.
Based on performance employee rating carried out.
But still i am not happy, want to improve or workout on this system.
Can you please guide me with any proces or any format.
Waiting for your reply.

You can find a few templates in the following links.
If you would need any modifications or reformat to suit your requirement let me know. It is advisable to design different format for different group, say Technical - Top management, middle management and others. Similarly for Marketing, Service/utilities, Admn. others

Dear Mr. kumar,
Thank you so much for your suggestion .
I have one more question, if you could help me out.
One of employee from installation team is not wearing safety accesories on customer place which is very much important.
Can i debarred him for one week with loss of pay.
Debarred from services will be loss of pay or not.
please help me!!!!

If he is reporting to Works Manager, I would prefer just put a word to him to take necessary action to put on the safety equipment while performing lest appropriate action would be taken etc. The very next day you may issue a warning letter thro' the Works Manager. In case the Employee directly reporting to you, call him and in the presence of few of his/your colleague give an oral warning, the next day if he continue to repeat give a written warning and follow other procedure. Treating as "loss of pay" may amount to "Absent" despite the fact that he was very much "present" which you may not be able to implement, more over it's a human problem as it will pinch his purse thus he may develop enmity towards you. A friendly advise at first instance may have it's own impact,caring about his safety and welfare, a pragmatic approach, in my opinion. Regards.

Dear Kumar,
I have spoken to him personally and also along with his reporting manager.
Actually one more thing is he is having some eye problem even after so many warnings he is not wearing spectacles.
I have discussed several times to his reporting manager they just tell him and send off to customer place. They want there work to be done.
So i thought will take a strict action.

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