Stuck Without My Annual Increment: How Can I Resolve the Police Verification Delay?

I am an HR professional working for a PSU. I joined this company in 2011 as a Management Trainee, and it has been three years since I have been associated with the organization. I am due for two annual increments, which have been withheld on the pretext that my antecedent report (police verification report) has not arrived. Please guide me on what should be done to secure my increment.

Thank you in advance.
Regards.

Police Verification Timeline

Police verification does not take more than 15 days to obtain the certificate. Even an employee can get his/her police verification done themselves.

Clarification on Increment Due

With regards to your increment due, did they get your appraisal done? Please clarify so I can reply appropriately.

Thank you for your quick response. Yes, all performance appraisal-related formalities have been completed on time. This office is situated in West Bengal, and my hometown is in Mumbai. The employer has informed me that they have conducted police verification periodically. However, my concern is that police verification has not been a criterion as per policies for releasing increments. Therefore, there seems to be an ad hoc change in practice in my case, and the employer insists on obtaining a police verification. In our organization, it is the employer's responsibility to arrange for the police verification process.

Thanks,
Debismitha.

If HR is stuck with their policy, then do one thing: take the address of the police station where they have sent your verification document, contact them, and get it done yourself. Get the report and submit it to HR.

If they deny the increment, then there may be some problem that you need to identify and address. However, I hope this situation does not arise for you.

Regards,
Arun J.

I have informed the higher management that I will arrange for my police verification on my own. They have stated that it is a confidential document and cannot be provided to me directly; it must go through the proper procedure. The issue is that the relevant individual from the police station has already conducted the verification in my hometown. I am unsure of what more they require. I am starting to feel harassed.

Regards,
Debismita

Police Verification Process

Police verification is logged in the register of the police station by the verifying officer. Kindly have it checked by any of your family members or friends. If it is registered, then your employer may have other issues regarding your increment.

Lastly, police verification is not a confidential matter; it simply involves checking your criminal and residence records. You can also request your friend or family member to obtain a duplicate copy or conduct a fresh police verification and send it to you. This can then be submitted to your employer.

I think you need to consider changing your job soon. I do not understand why increments are dependent on police verification unless, of course, you are in a very sensitive position. It seems your boss does not value you and is seeking excuses to deny you an increment. It's challenging to accomplish anything under such leadership. It might be better to look for a new opportunity.

As suggested by Mr. S. Banerjee, you can change your job by quitting your present assignment. Please note that until you have an alternate job lined up, do not decide to leave the organization.

Regarding your due increment, if your performance meets the expectations, no company can withhold the annual increment. The police verification report is in no way related to your annual increment.

Regards,
Adoni Suguresh
Sr. Executive (Personnel, Administration & Industrial Relations) Retired
Labour Laws Consultant

Glad many people have tried helping you out. However, let me also add my points here.

1. Appraisal and Police Check

- Appraisal happens year on year, and the police check would be initiated before an employee joins an organization (at least immediately after joining).

2. Appraisal and Background Verification

- Appraisal has nothing to do with your BGV (Background Verification).

3. Steps to Address Increment Issues

- You can send out a registered post with acknowledgment due to your employer with a copy to his/her immediate manager and the skip-level manager. Tell them the facts and remind them about your rights (in a positive tone). Keep a copy for yourself, and after a week or so, on non-receipt of a satisfactory response, send out a reminder cautioning about further legal proceedings (provided you are ready to leave the job). In most cases, the registered post itself should do. However, if you still need assistance, you can let us know.

Regards,
Diskhit T G S,
HR Professional.

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I would be very curious as to how she will take legal action and on what grounds? I hope you know that an increment is a decision of the management and not a right of the employee. Under which section or act will you file a case against the employer?

Employment is a contract between two parties (employee and employer), and both have to abide by the terms of the contract. Assuming yearly appraisals are mentioned in the appointment letter, I have suggested she mention so. Normally, an appointment letter shall have a point about the performance of the employee and the rewards. Furthermore, every organization shall have internal HR policies that state the procedure of appraisals, and the same can be challenged.

Regards,

Understanding Appointment Letters and Increments

Appointment letters typically do not mention anything about annual increments. I have yet to come across one that does. At best, they may discuss appraisals. However, it is essential to note that an appraisal does not guarantee an increment. It is always at the discretion of the employer. Internal HR policies are just that—internal policies. An employee cannot take legal action to enforce a policy. The only scenario where legal action could be considered is if the employer is not following a policy requirement, or if an employee is being denied a benefit equivalent to the terms of a standing order.

This police verification is not a regular police verification conducted by any individual in any city. As an HR person in a defense PSU, I recall a situation where we could not provide an increment or permanency to an officer from WB due to this issue. The process involves the HR department sending a letter to the SP police of your district, based on the permanent address provided by you. They are required to enclose fees as per the specific requirements of the police department.

Subsequently, the police department will visit your residence to check your background and verify if there are any pending police cases within their jurisdiction. While it may seem straightforward, the system does take its time.

It would be beneficial for you to request the HR department to send reminders to the SP police. Obtain copies of all letters and arrange for a family member to visit and facilitate the clearance process. In case no one resides there, make the effort to go yourself and complete the necessary steps.

As per PSU guidelines, it may be challenging to receive your further dues until the police verification is successfully completed.

With best regards,

I have asked the higher management if I can handle my police verification myself. They say it's a confidential document and cannot be given to me, and it must follow the due process. The fact is that the concerned person from the police station has already come to verify in my hometown. What more do they want? I really don't know. I am feeling harassed.

Please do talk to the Police SP of your district and send an email. You can get all details of district officials in Indian districts by typing district.nic.in. For example, if you are in Barmer, then it is [link removed] - see the list and email, call, and send a mail. If it is Nasik, then it is nasik.nic.in. Nobody is against you, and during my 25 years of service in a PSU, many such cases have happened. Which PSU you are in matters more. Defense, Space, and Oil are very strict. Feel free to talk to me if you still feel bogged down.

Contact me at [Phone Number Removed For Privacy Reasons] if needed.

Best regards,
Debismita