1. If a manager requires approval for any matter, the request must be shared in the Managers Group.
2. Any website or technical-related issue must be shared in the Web Support Group for further action.
3. The Admin team must follow up and obtain the required approval within 24 hours. If approval is not received, the concerned person must be contacted by phone for a reminder. If there is still no response, the matter must be escalated directly to the Director for approval.
4. All customer-related matters must be responded to within 24 hours.
5. All other approval-related matters must be completed within 3 days.
6. For processing an Experience Certificate, the Manager must submit the Experience Certificate screenshot along with the staff member’s Date of Joining (DOJ), Date of Relieving (DOR), Staff ID, and other required details for verification.
7. Official Gmail accounts must not be used for official company communication. All official communication must be carried out through the company’s designated official mail server.
8. The established Keyword Approval Procedure must be strictly followed for all keyword-related activities.
9. The Phase 1 Manager will be responsible for coordinating and handling all bank-related activities.
10. In leave request emails, staff must not mention the full event name. Only the domain name should be mentioned.
11. If medical leave exceeds 3 days, the staff member must compulsorily submit a valid medical certificate.
12. Every staff member must be assigned an In-Charge. A proper note/register must be maintained to record the In-Charge assigned to each staff member.
13. The Under Review count must be checked on the 25th of every month. A memo must be issued to staff members who have an excessively high Under Review count.
14. If a staff member is on leave or medical leave and has not completed or handed over their assigned work, the concerned manager must reassign the work/event to another staff member within 24 hours to avoid delays.
15. For social media posts, real and publicly available human faces should be used wherever human images are required, ensuring the posts maintain a professional and authentic appearance.

YouTube Channel Management – Research Awards Guidelines

Dear Team,

Please update and manage our YouTube channels as per the new Research Awards Guidelines:

1. Use event logo as profile pic and update banner with “Powered by ScienceFather | Scifax Pvt. Ltd.”
2. Create edition-wise playlists (e.g., Sept 2025 Awards) and category playlists (Testimonials, Presentations, Promotions, Shorts).
3. Every video must be added to 1 edition playlist + 1 category playlist.
4. Optimize title, description, tags, thumbnail → include nomination link in description + pinned comment.
5. Upload 1–2 full videos per week + 3–4 Shorts per week.
6. Submit a monthly screenshot of playlists after update.

This will keep all event channels professional, uniform, and SEO-friendly, and help us reach more customers.

Please find the attached YouTube guidelines PDF for more step-by-step details.

— Director, Scifax

Procedure for Company-Related Expenses

This is to inform all staff about the standard procedure for company-related expenses:

Advance for Future Expenses:
Before incurring any company-related expense, please get an estimate or invoice and obtain advance cash from the accounts team. This step must be completed before processing the expense to avoid using personal funds.

Voucher & Reimbursement Submission:
After completing the expense, submit the bill/transaction details and payment voucher in the Bills WA Group and request reimbursement or settlement of advance in the HR WA Group.

These steps are mandatory for all company-related transactions to ensure proper accounting and smooth reimbursement process. Please follow this procedure.

Holiday & Celebration List – 2026

HR Document Collection Policy

Document No.: HR-POL-001
Department: Human Resources
Effective Date: __________
Version: 1.0
Approved By: Management

1. Purpose

This policy establishes the standard procedure for collecting, verifying, maintaining, and issuing employee documents during the recruitment, employment, and separation process. It ensures compliance with applicable laws, maintains accurate employee records, and protects company information.

2. Scope

This policy applies to all applicants, interns, trainees, apprentices, probationary employees, permanent employees, contract employees, consultants (where applicable), and all departments involved in recruitment and HR administration.

3. General Guidelines

• All submitted documents must be genuine, accurate, and complete.
• HR reserves the right to verify educational qualifications, employment history, identity, and other documents.
• Submission of false, forged, altered, or misleading documents may result in cancellation of employment, disciplinary action, or termination.
• Original documents may be requested for verification. Originals will be returned after verification unless legally required otherwise.
• Employees shall promptly inform HR of any changes in personal information such as address, bank account, mobile number, email address, marital status, or nominee details.
• HR shall maintain employee records confidentially and provide access only to authorized personnel.

4. Documents Required During Interview (Pre-Selection)

The following documents shall be collected for candidate verification and assessment:

Mandatory Documents

• Updated Resume / Curriculum Vitae (CV)
• One Passport-size Photograph
• Identity Proof (Aadhaar Card / PAN Card or equivalent)
• Educational Documents:
  • 10th Standard Mark Sheet
  • 12th Standard Mark Sheet
  • UG Degree Certificate
  • PG Degree Certificate (if applicable)
  • Other Professional Qualifications (if applicable)

Applicable Documents

• Experience Certificate(s)
• Relieving Letter from Previous Employer
• Internship Certificate
• Training Certificates
• Professional Certifications
• Portfolio or Publications (where applicable)

5. Documents Required at the Time of Joining

The selected candidate shall submit the following documents before or on the date of joining.

Identity Documents

• Aadhaar Card
• PAN Card
• Address Proof
• Passport (if applicable)

Photographs

• Two Recent Passport-size Photographs

Educational Documents

• 10th Mark Sheet
• 12th Mark Sheet
• Diploma Certificate (if applicable)
• UG Degree Certificate
• PG Degree Certificate
• PhD Certificate (if applicable)
• Other Academic Qualifications

Employment Documents

• Experience Certificates
• Relieving Letter
• Last Three Months Salary Slips (if applicable)
• Appointment Letter from Previous Employer (if required)

Financial Documents

• Bank Passbook (First Page) or Cancelled Cheque
• UPI / Bank Details (if required for salary processing)

Statutory Documents

• PF Details / UAN (if available)
• ESI Details (if applicable)
• Nominee Details
• Any Government Forms required under applicable labour laws

Company Forms

• Signed Offer Letter Acceptance
• Appointment Order Acceptance
• Employee Information Form
• Emergency Contact Form
• Declaration Form
• Confidentiality Declaration
• Non-Disclosure Agreement (NDA), if applicable
• Code of Conduct Acknowledgement
• IT Acceptable Use Policy Acknowledgement
• Data Privacy Consent
• Other Company Policy Acknowledgements

6. Verification Process

HR may conduct verification of:

• Identity
• Address
• Educational Qualifications
• Employment History
• Experience Certificates
• Background Verification
• Criminal Record Verification (where legally permitted)
• Reference Check

Employment shall remain subject to satisfactory verification.

7. Missing Documents

If any required documents are unavailable at the time of joining:

• HR may allow provisional joining based on management approval.
• The employee shall submit pending documents within the prescribed timeline.
• Failure to submit mandatory documents may result in withholding salary processing, confirmation, statutory registrations, or termination of employment.

8. Employee Record Maintenance

HR shall maintain:

• Physical Employee Personal File
• Digital Employee Record
• Employment History
• Salary Records
• Attendance Records
• Leave Records
• Performance Documents
• Disciplinary Records
• Training Records
• Statutory Compliance Records

Employee records shall be updated whenever changes occur.

9. Documents Required During Separation (Exit Process)

Documents to be Submitted by Employee

• Resignation Letter (Email or Written)
• Completed Handover Report
• Department Clearance Form
• Final Clearance Form
• No Dues Certificate
• Company Property Return Form
• Identity Card
• Laptop/Desktop
• Mobile Phone (if issued)
• SIM Card
• Access Card
• Keys
• Company Documents
• Software Licenses
• Storage Devices
• Any Other Company Assets
• Attendance and Leave Summary (if required)

10. Documents Issued by Company During Exit

Upon successful completion of the exit process, the company may issue:

• Relieving Letter
• Experience Certificate
• Full and Final Settlement Statement
• Salary Slip (Final Month)
• Form 16 (where applicable)
• PF Transfer / Withdrawal Guidance (where applicable)
• Service Certificate (if applicable)

The issuance of documents shall be subject to completion of clearance and settlement procedures.

11. Confidentiality

Employee records are confidential and shall not be disclosed except:

• As required by law.
• With employee consent.
• For statutory compliance.
• To authorized management personnel.

12. Non-Compliance

Failure to submit mandatory documents or submission of fraudulent information may lead to:

• Cancellation of candidature.
• Delay in joining.
• Suspension of employment benefits.
• Disciplinary action.
• Termination of employment.
• Legal action, wherever applicable.

13. Policy Review

This policy may be amended, modified, or withdrawn by the Management at any time based on business requirements or changes in applicable laws.

Acknowledgement

I acknowledge that I have read, understood, and agree to comply with the HR Document Collection Policy of Scifax Technology and Publishing Private Limited.

Employee Name: __________________________

Employee ID: _____________________________

Department: ______________________________

Signature: _______________________________

Date: ____ / ____ / ______

HR Representative: _______________________

Signature: _______________________________

If you’re creating a complete HR policy manual, this document can be combined with related policies such as Recruitment Policy, Appointment Policy, Probation Policy, Attendance Policy, Leave Policy, Code of Conduct, IT Policy, Confidentiality Policy, Performance Management Policy, Separation Policy, and Grievance Policy into a standardized HR handbook.

STOCK MANAGEMENT POLICY

Effective Date: July 9, 2025

Prepared by: Inventory Control Incharge

Version: 1.0

1. Purpose

The purpose of this Stock Management Policy is to establish standard guidelines for the tracking, monitoring, and controlling of physical inventory at Scifax Technology and Publishing Pvt. Ltd., including cleaners, office supplies, packaging materials, and IT equipment.

2. Scope

This policy applies to all departments involved in:

• Receiving goods
• Storing goods
• Using consumables
• Maintaining records

It specifically includes the following inventory items:

• Floor Cleaner, Glass Cleaner, Bathroom Cleaner, Toilet Cleaner
• Corrugated Boxes
• A4 Sheets, Tape
• Tabs/Tablets

3. Roles and Responsibilities

4. Stock Level Classification

5. Stock Management Guidelines

• Each stock transaction must be recorded with date, item code, opening stock, stock in, stock out, and closing stock.
• Only one transaction type (IN or OUT) should be entered per row.
• Avoid negative stock levels. Stock Out quantity must not exceed Opening Stock.
• Maintain stock books both manually and digitally.
• Perform monthly audits and stock verification.
• Use consistent units (Liters, Pieces, Reams, Boxes).

6. Stock Entry Format (Sample Table)

7. Compliance and Review

• The manager will ensure compliance with this policy.
• The Purchase Incharge will conduct a review every in and out of stock.
• Non-compliance or tampering of stock records will result in disciplinary action.

Marketing Excutive, Work From Home Policies of Scifax Technology and publishing Private limited

Roles and Responsibilities

1. Send professional emails for company events as instructed.

2. Contact authors and co-authors of articles published within the last 5 years based on subject and country relevance.

3. Target only approved countries as communicated in company instructions.

4. Use valid and verified research email addresses.

5. Avoid duplicate or repeated recipients.

6. Ensure all emails contain approved content, links, and formats.

7. Use BCC for co-author communications whenever required limited 2 nos includes author.

8. Submit monthly work reports including total emails sent and unique clicks generated.

9. Follow all instructions issued under this policy and related operational guidelines.

Performance Requirements

1. More than 500 valid unique clicks are expected per month.

2. Only approved and verified clicks will be considered for payment calculation.

3. Clicks generated from countries other than target countries will not be considered for salary calculation.

4. Staff shall focus only on target countries audiences.

Payment Policy

1. Payment will be calculated based on approved work completed and reported.

2. A minimum of 100 valid clicks is required for payment processing.

3. Payment will be released only after verification as per policy requirements.

4. Salary settlement will be processed within 45 to 60 days from completion of the respective month’s work.

5. Any incorrect reporting, policy violation, or unapproved activity may result in withholding or rejection of payment.

Country Compliance Policy

1. Only approved countries shall be targeted.

2. Clicks generated from non-approved countries will not be included in salary calculations.

3. Unwanted clicks, irrelevant traffic, or non-target country traffic are strictly prohibited.

4. If non-approved countries continuously appear among the top-performing countries due to staff activities, it shall be treated as a serious policy violation.

5. Repeated violations may result in immediate termination as per company policy.

Communication Policy

1. Official communication hours are strictly from 9:00 AM to 5:00 PM (India Time).

2. Communication outside official hours is not permitted unless specifically instructed under company policy.

3. Only Email and WhatsApp text messages are permitted for official communication.

4. Direct voice calls should be avoided unless specifically requested.

5. Any work-related issue, delay, or technical problem must be reported immediately.

Email Sending Policy

1. Only approved email formats, links, servers, and instructions shall be used.

2. Approved keywords and campaign content must be followed.

3. Only approved shortened links shall be used for nomination and event campaigns.

4. HTML format shall be used whenever instructed.

5. Company email accounts and servers must be used only for authorized work.

Lead Source Policy

1. Leads must be obtained only from approved portals and approved sources.

2. Use of unapproved websites, databases, software, tools, or portals is prohibited.

3. Emails sent using unapproved sources shall not be considered for performance evaluation or payment processing.

4. Any unauthorized lead collection activity shall be treated as a policy violation.

Professional Conduct Policy

1. Staff shall maintain professional, respectful, and polite communication at all times.

2. Respect towards colleagues, staff members, seniors, and higher authorities is mandatory.

3. Abusive language, arguments, threats, harassment, misconduct, or inappropriate communication are strictly prohibited.

4. Any staff member may report inappropriate behavior for necessary action under company policy.

LinkedIn Profile Policy

1. All online staff members shall maintain an updated LinkedIn profile.

2. The following details shall be added:

   • Marketing Executive

   • Scifax Technology and Publishing Private Limited

   • Ulundurpet, India

3. A screenshot of the updated profile shall be provided when requested.

ID Card Policy

Staff shall provide:

1. Name

2. Passport-size photograph

3. Blood Group

4. Date of Birth

5. Current Address

6. Valid ID Proof

Documents shall be submitted to the official email address communicated by the company.

Confidentiality Policy

1. Usernames, passwords, email IDs, databases, and company information are confidential.

2. Sharing company information without authorization is prohibited.

3. Company instructions, databases, and operational information shall not be disclosed to third parties.

Misconduct and Termination Policy

The following may result in immediate termination:

1. False reporting or manipulation of work reports.

2. Generation of unwanted or non-target country traffic.

3. Use of unauthorized websites, databases, portals, or software.

4. Breach of confidentiality.

5. Misconduct, abusive behavior, harassment, or policy violations.

6. Failure to follow approved instructions.

7. Activities causing reputational, operational, or financial loss to the company.

Employee Nature

1. This engagement is on a Per-Work Basis.

2. Individuals engaged under this policy shall be treated as Professional Employees/Professional Associates for assigned work activities.

3. This engagement shall not be considered a regular salaried employment position.

4. Payment shall be based on approved work completed and verified under company policy.

Policy Amendments

The company reserves the right to revise, update, modify, add, or remove any provision of this policy at any time. All updated policies shall become effective immediately upon communication.

List of Targeted Countries:
China, Taiwan, South Korea, Italy, Brazil, Japan, Saudi Arabia, Malaysia, United Kingdom, Turkey, Spain, Canada, Iran, Mexico, Germany, Australia, France, Greece, Chile, South Africa, Indonesia, Poland, Portugal, Jordan, Hong Kong, Russia, Israel, Romania, India, and United States.

List of Lead websites:
Sciencedirect

Scifax Technology and Publishing Private Limited

Employee Leave and Permission Policy

Scifax Technology and Publishing Private Limited

1. Annual Leave Allocation (Total: 24 Days per Year)

Earned Leave (EL)

• 10 days per year.

• Maximum 2 days may be utilized per month.

• Unused EL may be carried forward as per company policy.

Casual Leave (CL)

• 8 days per year.

• Maximum 2 days may be utilized per month.

• Must be utilized within the calendar year and cannot be carried forward.

Medical Leave (ML)

• 6 days per year.

• Applicable for sickness, injury, or medical treatment.

• A medical certificate is mandatory for leave exceeding 2 consecutive days.

2. Monthly Leave Rules

• Employees may avail a maximum of 2 paid leave days per month.

• Up to 4 leave days per month may be granted with prior approval, subject to available leave balance.

• If sufficient leave balance is not available, the absence shall be treated as Loss of Pay (LOP).

3. Permission Policy

• Employees are entitled to 2 permissions per month, with each permission limited to 1 hour.

• Permissions are considered paid time when approved.

• Any permission exceeding 1 hour shall be treated as a half-day leave.

• Every additional 3 permissions beyond the permitted limit shall be converted into half-day leave.

• All permissions must be approved through official email or HR leave request forms.

4. Leave Application Process

• Leave requests must be submitted at least 2 days in advance through the approved leave application process.

• Requests made through phone calls, SMS, WhatsApp, or verbal communication shall not be considered official leave applications.

• Absence without prior approval shall be treated as unauthorized absence and may result in Double Loss of Pay (Double LOP).

5. Special Leave

Marriage Leave

• Eligible employees with a minimum of 2 years of continuous service may avail up to 15 days of marriage leave.

• Approval is subject to available leave balance and management discretion.

• Any excess leave beyond the approved limit shall be treated as LOP.

Compensatory Leave

• Employees who work on approved holidays or weekly off days may be granted compensatory leave.

• Compensatory leave must be utilized within 30 days from the date earned.

6. Leave Carry Forward and Encashment

• Earned Leave (EL) may be carried forward up to a maximum accumulation of 90 days.

• Casual Leave (CL) and Medical Leave (ML) cannot be carried forward.

• Earned Leave may be encashed once per year or during final settlement upon separation, subject to management approval.

7. Disciplinary Action

• Misuse of leave or permission privileges may result in warnings, leave deductions, or disciplinary action.

• Unauthorized absence shall attract Double Loss of Pay (Double LOP).

• Repeated misuse of leave policies may adversely affect performance evaluations and may lead to disciplinary action, including termination of employment.

Company-Related Expense Policy

Scifax Technology and Publishing Private Limited

To ensure proper accounting, financial control, and timely reimbursement of company-related expenses, all employees are required to follow the procedure outlined below:

1. Advance for Future Expenses

• Before incurring any company-related expense, employees must obtain an estimate, quotation, invoice, or approval document.

• The estimate must be submitted to the Accounts Department for approval.

• Employees should obtain an advance payment from the company whenever possible before making the expense.

• Personal funds should not be used for company expenses unless prior approval has been obtained.

2. Expense Submission and Settlement

• After completion of the approved expense, employees must submit:

  • Original bill, invoice, or receipt.

  • Payment proof, if applicable.

  • Expense voucher with supporting documents.

• Expense documents shall be shared in the designated Bills WhatsApp Group for record purposes.

• Reimbursement requests or advance settlement requests must be submitted in the designated HR WhatsApp Group along with supporting documents.

3. Reimbursement Conditions

• Only approved and business-related expenses shall be eligible for reimbursement.

• Incomplete documentation may result in delayed processing or rejection of reimbursement claims.

• The company reserves the right to verify all submitted expenses before approval and payment.

4. Compliance

• All employees are required to comply with this policy.

• Failure to follow the prescribed process may result in reimbursement delays, rejection of claims, or disciplinary action.

These procedures are mandatory for all company-related transactions to ensure proper accounting, transparency, compliance, and smooth reimbursement processing.