Dear Padmaja,
You can have two options to give a concession to the staff. First one is to give concession on the MRP with the maximum discount being 50% The second option is 10% or any other % discount of the basic salary.
In both the options, you can decide whether the concession can be quarterly or half-yearly or yearly. In the second option, you can decide the maximum limit also.
For the documentation purposes, you can start depositing the photocopy of the invoice in the employee file. Whenever an employee wants to avail of the discount, he/she needs to submit a form to the HR department. On the basis of the approved form, the concession can be given. Form along with the copy of the invoice can come back to the HR Department and they can file it in the employee file. Nevertheless, you need to design a form for this purpose.
Lastly, the wedding of an employee can be an exception. It can be on and above the regular discount facility. The employee can take separate approval with the copy of the wedding card attached. Nevertheless, again for the wedding also, you need to fix the ceiling for the maximum amount.
You need to design a policy on availing of the service facility. In the policy, you can mention the numbers of years an employee must serve to avail of the facility.
Thanks,
Dinesh Divekar