HR Policy
Introduction:
This Payana Human Resources (HR) Policy document encompasses comprehensive rules and
guidelines developed and maintained by the HR department to manage various aspects of human
resource management. They cover a wide range of topics, including recruitment, employee relations,
compensation, benefits, performance management, and compliance with labor laws. The HR Policy is
designed to support the strategic objectives of Payana and ensure consistency in how employees are
managed throughout their employment lifecycle. The HR Policy shall be the chief reference document
for the HR department and senior management to guide decision-making and align with Payana’s
organizational goals.
Objectives of the HR Policy Manual:
Assist the management in effective planning and development of HR.
Help the HR Department in taking decisions and to guide them on the rules and regulations
governing employees and their terms of employment.
Salient Features of the Manual:
The rules/ guidelines in this manual are based on local conditions and standard practices - keeping in
view the nature and work of the Organisation. These rules/ guidelines will govern the terms of
employment and conditions of service of all the employees unless mentioned otherwise. Nothing
contained herein will supersede, alter or modify any express terms of contract of employment
between Payana and the employee.
The management of Payana reserves the right to interpret the meaning of these rules/ guidelines and
any supplementary rules or orders issued there-under and such interpretation will be final and
binding upon all employees. Payana also reserves the right to add, delete, amend, modify, change, or
suspend the operation of any or all of these rules (and orders issued thereunder). The manual is
prepared keeping in mind the long term aims and objectives of the Organisation.
HR Planning:
Payana’s human resource requirements need to be planned commensurate with core activities and
specific projects in hand so that there is no deficit /surplus of personnel at any point of time. This
could be done by taking into account the projected activities on a year to year basis (or more
frequently as the situation might demand) and also keeping in view the resources expected to be
generated. The placement of personnel shall be synchronized with project sanction and availability of
funds. This continuous and critical review is necessary to reduce financial strain on core funds. The
overall responsibility of matching human resources to corresponding sanctioned/ active projects shall
lie with the Board of Directors of Payana.
Organization Chart:
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Payana’s organization chart is provided here. The various models of project structures and the overall
Organisational structure is shown below. The structure is fluid and liable for change based on future
requirements of projects and needs of the Organisation.
The HR department of Payana plays a critical role in managing the organization’s most valuable
asset—its people. Here are the key functions of the HR department:
1. Recruitment and Staffing:
- Job Analysis and Planning: Identify staffing needs and develop job descriptions and specifications.
- Sourcing and Recruitment: Attract and hire suitable candidates through various channels,
including job boards, social media, and recruitment agencies.
- Selection and Onboarding: Conduct interviews, assessments, and background checks; manage the
onboarding process to integrate new employees effectively.
2. Employee Relations and Engagement:
- Conflict Resolution: Address and mediate workplace disputes and grievances to maintain a
positive work environment.
- Employee Engagement: Develop programs and initiatives to boost employee morale, satisfaction,
and retention.
- Performance Management: Implement systems for setting performance goals, conducting
evaluations, and providing feedback and coaching.
3. Compensation and Benefits:
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- Salary Administration: Develop and manage compensation structures, salary reviews, and pay
scales.
- Benefits Management: Oversee employee benefits programs, including health insurance,
retirement plans, and other perks.
- Compliance: Ensure that compensation and benefits practices comply with legal requirements and
industry standards.
4. Training and Development:
- Skills Development: Identify training needs and design programs to enhance employees' skills and
capabilities.
- Career Development: Support career progression through mentoring, succession planning, and
career pathing.
- Learning Management: Implement and manage learning management systems (LMS) and track
employee development.
5. Legal Compliance:
- Regulatory Adherence: Ensure compliance with labor laws, regulations, and industry standards,
including health and safety regulations.
- Policy Development: Develop and update organizational policies and procedures to align with
legal requirements and best practices.
- Record Keeping: Maintain accurate and secure employee records, including contracts,
performance evaluations, and disciplinary actions.
6. Organizational Development:
- Culture and Change Management: Foster a positive organizational culture and support change
initiatives and organizational restructuring.
- Strategic Planning: Align HR strategies with overall business objectives and contribute to long-
term organizational planning.
7. Health and Safety:
- Workplace Safety: Implement health and safety policies and practices to ensure a safe working
environment.
- Employee Well-being: Promote wellness programs and support employees' physical and mental
health.
A. Recruitment and Staffing:
The objective of the recruitment process is to identify and attract the best available talent for specified
requirements within the time and cost parameters. The recruitment process will aim to ensure that:
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Vacancies and needs that arise are filled with appropriate personnel with requisite
knowledge and skills.
Applications received contain all the appropriate information about the candidate.
Procedure:
First Stage of Recruitment (Internal/ Word of Mouth): Internal candidates will be given the initial
opportunity to apply for any vacant positions. Eligible staff members with appropriate qualifications
will be encouraged to apply.
Second Stage of Recruitment: If no suitable internal candidates are identified, the position will be
advertised via email, internet postings, and established networks. Shortlisted candidates will be
invited for interviews.
Third Stage of Recruitment: If recruitment efforts in the first two stages are unsuccessful, Payana will
advertise the vacancy through broader channels such as websites, newspapers, and professional
recruitment agencies to attract suitable candidates.
Final Stage: All eligible candidates shall compulsorily attend a personal interview prior to
appointment which shall be conducted by the selection committee.
Selection:
The objectives of selection process are to hire the most suitable candidate (permanent employees on
full time or part time basis, consultants, and interns alike). The objectives of selection procedure will
be:
To involve the appropriate personnel and or others [as approved by management] in the
selection process
To select the appropriate candidate to fit the specifications and also to keep a pipeline of
eligible candidates.
Upon final selection, the candidate shall be provided with an appointment order and his/ her
roles and responsibilities shall be explained to them clearly.
Appointment Procedure
a) Staff recruitments will be conducted by a Selection Committee specially formed for this
purpose. The Executive Committee will decide on the composition of the selection committee
whenever recruitment is required. The committee will consist of a few members from the
Executive Committee along with the Executive Director/ Project Head (Project Director), and
external resource persons as required. Whenever feasible, the external resource person will be
a representative from the donor agency associated with the project for which the recruitment
is taking place.
b) HR will create a dossier for each candidate and will maintain all information about the
candidate in the dossier including the CV/ Bio-Data/ Resume and supporting certifications.
c) Human Resources (or a designated representative on behalf of Payana) shall conduct a
preliminary interview and determine the suitability of the candidate including shortlisting.
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d) Once deemed suitable, a candidate will be invited to Payana for one-on-one interviews with
the recruitment committee and/or other external subject matter experts if needed. For interns,
the interview process may be conducted via telephone/video-conference.
e) The recruitment committee shall make a decision regarding the recruitment (position as well
as remuneration level) of the candidate. If a committee member is unable to attend, their
opinion will be taken prior to the meeting and made part of the record.
f) A consensus approach on decisions will be followed. If the committee is unable to come to a
consensus, then the decision of the Executive Director (or Executive Committee in lieu of)
shall be considered final.
g) As Payana is a community owned, governed and managed organization, a first priority shall
be accorded to candidates from the sexuality minority community itself, followed by other
debilitating intersectionalities. For candidates from the community, the suitability of the
candidate in terms of interest, passion and experiences shall be considered and not just
educational qualifications.
h) Equal opportunities will be provided to all suitable and eligible candidates throughout the
selection process. Priority will be given to candidates who face discrimination and injustice
due to factors such as sexual orientation, gender identity and expression, HIV status, or any
other social oppressions. For more information on this, please refer to our policy on Equal
Opportunities and Affirmative Action in Employment.
Trainee/ Probationary Period (Temporary):
All selected candidates shall mandatorily fulfill a probationary period of 3 months. Under exceptional
circumstances, this probationary period may be further extended by another 3 months by the
President with the concurrence of the Executive Committee.
Appointment Letter:
Appointment letters shall be centrally issued under the signature of the Executive Director/ HR
Manager/ or General Secretary- Payana as the case may be, after following the procedure and taking
necessarily approvals as explained below. The appointment letter will be sent in duplicate to the
selected candidate, stating details of the post, compensation package, and other terms and conditions
of service. The normal terms and conditions of appointment will be as per the specimen Annexure II:
Appointment Contract Letter.
In specific cases special terms and conditions of appointment as required may also be
included.
The letter will specify the date, time and place of joining of duty.
The selected candidate will sign and send a copy of the letter indicating that he/she has
accepted the offer and will join on the appointed date and time.
The selected candidate shall mandatorily be provided with a soft copy of the Organisational
Policies and Procedures documents and must also sign that they have received have read,
understood and promise to abide by the same.
Employment related compensations/ perks/benefits
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The organization operates entirely on approved project grants and income. As such, the continuation
of staff and/or consultants beyond their contract period is contingent upon their positions and salary
scales being explicitly approved within the framework of project proposals. Those whose roles are not
supported by approved project grants will be subject to discontinuation upon the expiration of their
contract.
Furthermore, designations within the organization are determined solely by pre-existing approved
project grants. Requests for changes to designations cannot be accommodated by Payana
management under any circumstances. It's important to note that designations and salary scales are
independent of each other and are not standardized across projects; there is no correlation between
the designation and salary scale of one project and those of another.
Annual staff appraisal/ Annual increment/ Revised Compensation packages
Executive Committee members shall discuss openly to determine salary increment, and
recommend for the same at a meeting of the EC. Annual increments are subject to the
availability of approved project grants. However, the availability of such project grants shall
not automatically be grounds for any employee or consultants to receive the same. Annual
increments shall range from 5% to 10% on the recommendations of the Project Director and
sanctioned by the Executive Director/ General Secretary (as the case maybe) and approved by
the EC of Payana. All increments applicable to the Executive Director shall be approved by
the EC of Payana.
Increments, if granted, will be from -1st April of each year depending on the date of joining
Payana or co-terminus to the project period (start date/ end date). Minimum residency period
to become eligible for annual increments is nine months.
Prohibition on Outside Employment and/or Engagement
Full-time regular employees of Payana are not allowed to undertake outside employment. However,
there is no prohibition on taking up consultancy assignments as long as there is no adverse or
negative effect on their day to day official job responsibilities as employees of Payana. Employees
found in contravention to this Clause shall be cause for initiating procedures for termination as given
below. All employees are mandatorily required to disclose their non Payana related interests,
consultancies and assignments, including those which are remunerated or pro bono. The Executive
Committee of Payana is the final authority on all decisions allowing or disallowing employees from
taking external assignments.
Severance: Conditions for Separation
Employees shall lose their jobs under any of the following conditions:
(1) Voluntary Resignation
i. Personnel wishing to resign from their post may do so by giving a resignation letter to the
concerned Project Directors/ Executive Director as the case may be, stating the reasons for
resignation and effective date of the same. One month of prior notice is required for such
resignations.
ii. The date in which the resignation letter is received at the Payana office is considered the date
on which notice of resignation is given. Failure to provide sufficient notice may be ground for
forfeiture of all accrued employee benefits.
(2) Redundancy of the Position
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Depending on the nature and volume of its operations, Payana may declare certain positions
redundant. Persons occupying those positions will therefore be forced to be separated from Payana
with proper notice. While doing so, Payana will give at least 2 months notice in advance.
(3) Termination with Cause Grounds for employee termination are as follows:
i. continuing inefficiency and gross negligence of duty
ii. fund embezzlement
iii. misuse of office equipment, and other properties
iv. repeated unauthorized absences and leaves
v. intoxication while on official business or within office premises
vi. unauthorized disclosure of official information
vii. any other causes as found guilty of under any of the Policies of Payana
(4) Retirement
When an employee reaches the age of retirement, according to the Indian law, the employment
relationship comes to an end. Payana shall notify the employee by letter, stating the date the
employment terminates. The retiring employee shall receive their salary up the date of departure and
other allowances such as applicable, as specified in their agreement.
(5) Death
When an employee dies, his/her salary and benefits will automatically be paid to his/her legal heirs.
Procedures for Termination and/or Disciplinary Action
i. Payana will ask the employee for a written explanation on the offense deemed committed by
the employee concerned, identifying the charges against them and the particulars of the facts
relied upon to support it.
ii. The employee is given 03 working days to submit their explanations. An extension to this
time limit maybe provided at the discretion of the EC of Payana.
iii. Based on the written explanations submitted by the employee concerned and the strength of
evidence presented, the EC of Payana may choose to decide on the charges or pursue further
investigation of the case by themselves or appoint a sub-committee for the purpose.
iv. Payana can, shall it feel necessary to do so, suspend the employee in question from duty
during the period of investigation subject to the following conditions:
a) should the employee be in a position to tamper with the evidence against him/her.
b) should the employee’s continuing presence in the organization be deemed inimical to
the interest of the organization.
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STAFF POLICY
This document serves as a guide for the policies, systems and procedures to be followed by all
employees.
a. Service Agreement
Every employee shall agree to abide by the rules and regulations laid out by Payana.
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The services of the employee can be terminated as per conditions laid out in the appointment order.
Similarly, the employee can also resign from the services of Payana as per conditions laid down in the
appointment order. Employees will give at least one month notice when resigning from their position
at the Organisation.
b. Working Hours:
The normal working hours of Payana shall be as follows:
Monday through Saturday: 11 AM to 7 PM [with 1⁄2 hr. Lunch Break]
In extra-ordinary cases, employees may be required to work on flexible or specified timings.
Employees would be required to be present in the premises as per the demands of the situation. The
responsibility of timely communications of such revised timings and the date from which they shall
come into effect and/or their tenure (start date – end date) shall lie with the Management.
c. Weekly Holidays:
All Sundays will be holidays.
d. Public Holidays:
During the month of December each year, Payana shall publish a "holiday schedule" or a "holiday
calendar" which shall clearly indicate the list of holidays being availed by the Organisation during the
coming calendar year. This document outlines the dates on which employees or officials are entitled
to take time off from work to observe public holidays or special occasions.
e. Attendance and Absence
All employees are required to be present on all working days at their appointed place of work and in
time in order to ensure uninterrupted and efficient working, unless traveling or attending work
related functions.
Late attendance disrupts work ethics and undermines discipline. It also causes hardships to fellow
employees. The Organisation expects each of its employees to maintain punctuality. Late attendance
will be viewed seriously and habitual late attendance will be treated as misconduct and dealt with
accordingly. It is the responsibility of the employee to inform his/her Project Head (or line manager)
in case of emergencies that would result in late arrival.
f. Absenteeism
In the overall interest of Payana and its employees, the incidence of absenteeism should be
eliminated. Besides upsetting work schedules and operations, it causes considerable inconvenience to
employees who have to stay back and take care of the additional workload.
Other Terms and Conditions
a. Change of Address
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It is essential that all employees record their permanent and local address and telephone numbers
(including mobile telephone numbers if any), and e-mail ID, with the HR in- charge. Employees
should also record the name and phone number of a person to be contacted at the time of an
emergency. Future change or modifications must be informed immediately.
This will enable the Organisation to contact the employees or their families during emergencies or on
account of work exigencies. All official correspondences from the Organisation shall be sent, when
required, to the last known address of the employee or the official email address of the employee.
b. Identity Cards
Wherever possible, all employees of Payana shall be issued identity cards containing among other
things, their name, photograph, blood group, place of work and emergency contact number. All
employees would be responsible for the safe custody and proper maintenance of their identity cards.
All cards should be surrendered by the employee on leaving employment or when being terminated.
Loss of any card must immediately be reported in writing. New cards will be issued in the event of
loss on payment of a prescribed fee.
c. Safe custody of Payana Property
Each employee will be responsible for the safe keeping of all Payana material and property entrusted
to him/her. This includes the computers, mobile devices, vehicles, data, software and other written
and printed documents, furniture and all support items under his/her care.
In the event of separation from employment on any account, the employee shall give proper account
and return all Payana property in his/her custody, charge or possession to the next higher authority
or an employee nominated by the Executive Director/ Project Director/ Project Manager as the case
may be.The value of all shortages or damages if any, shall be recoverable from him/ her after
adjusting against settlement dues. Failure to comply with all or any of the above provisions shall
entitle Payana to withhold employee’s salary/ settlement dues or appropriate deductions there from.
All employees will be required to obtain clearance in writing from their immediate Supervisor before
his/her accounts are settled finally or before his/ her normal release from the services of Payana.
d. Political and / or Terrorist Activities
Employees are prohibited from engaging in the following activities:
i. To be an office bearer of a political party which takes part in electoral politics;
ii. To take part in or assist in any manner in any violent movement, agitation or demonstration of a
political nature;
iii. To take part in an election to any legislature or local authority and
iv. To take part in any activity that would call into doubt the impartial nature of Payana’s vision/
mission/projects or as an organization.
No employee of Payana shall engage or participate in any demonstration, strike, gherao and other
agitation activities or abet, incite, instigate or act in furtherance thereof. In case of civil activism
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employee shall inform his/her superiors of his/her activities and obtain approval. Under no
circumstances must the employee claim to represent the views of Payana without proper authority or
sanction.
e. Dress Code and General Discipline
Employees, interns and consultants should be generally presentable at the workplace.
When visiting other workplace locations or meetings or conferences, employees are urged to
wear acceptable and appropriate business attire.
Employees shall avoid wearing t-shirts without collars or having scripts/images which may
be construed to be obscene/ inappropriate in nature.
Shorts and other revealing clothing shall be avoided if objectionable to other personnel.
Every employee, intern and consultant of Payana shall:
Maintain absolute integrity and devotion to duty
Do nothing which is unbecoming as an employee of Payana
Conduct himself/herself in a manner conducive to the best interest, goodwill, credit and
prestige of Payana
Shall take all possible steps to ensure the integrity and devotion to duty of all employees
under his/her control and authority
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LEAVE POLICY GUIDELINES
For the purpose of leave accounts, ‘year’ means the year commencing on the first(1st) day of January
and ending on the thirty first (31st) day of December. This is applicable to employees, trainees and
full time consultants. Leave calculation shall be NOT inclusive of weekly off and holidays declared by
Payana except in case of leave without pay.
Leave can be granted (by the Sanctioning Authority i.e., Executive Director/ Project Director/ General
Secretary as the case may be) considering the work compulsions at the time of leave application. The
Sanctioning Authority may be constrained to refuse or revoke leave as the exigencies of Payana’s
work may require. The Sanctioning Authority may also ask an employee on leave to report for duty
by canceling the remaining part of the leave, if the employee’s services are urgently required.
Employees are expected to understand, appreciate and co-operate on such exceptional circumstances.
Leave for an employee whose regular services commence from any day after the first day of January
shall be on pro-rata basis from the date of joining except in the case of Maternity Leave.
Leave applications are required to be submitted in advance. In cases of leave due to sudden sickness
and other personal emergencies intimation shall be given to the immediate supervisor with maximum
expedition, but not later than 24 hours since commencement of the Casual Leave warranting absence
from work. On resumption of duty, sanction of leave should be obtained within two days.
Application to extend leave should be sent to the concerned approving authority well in advance so
that it can be processed before the expiry of the leave initially sanctioned. The same is applicable to
staff and full time consultants while on outdoor duty (OD).
Types of leave that can be availed
Casual Leave (CL) 12
Sick Leave (SL) 12
Privilege Leave / Paid Leave (PPL) 07
SRS Leave (SRSL) 30 days paid leave (one time during the lifetime of the employee)
Leave Without Pay (LWP) (90 days)
Maternity Leave (ML) (6 months)
Paternity Leave (PL)
Mourning-Condolence Leave (MCL)
Casual Leave (CL)
Payana allows 12 (twelve) days as Casual Leave (CL), in a calendar year. CL accrues on a monthly
basis. One days of CL will be accrued at the beginning of each month. Minimum 0.5 (one-half) day of
CL can be availed at a time. Any unutilized CL will lapse at the end of the year. CL is a provision to
accommodate for illnesses, emergencies, or an occasional necessity to attend to personal work
occurring on a work day.
Privilege Leave/ Paid Leave (PPL)
Leave without Pay (LWP)
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TRAVEL POLICY GUIDELINES
As all organizational travel is taken for the purpose of achieveing the vision and mission of Payana.
Therefore, Payana strives to provide a comfortable traveling experience for its staff, advisors,
consultants who have to undertake travel within or outside the state for any purposes.
Staff members may be asked to travel away from their usual workplaces on authorized purposes
only. The policy on payment of travel allowances adopted by Payana applies to all employees
regardless of job category or status. It also applies to the consultants, when mentioned in their
agreement.
Tickets shall be booked (by the Administrator or other delegate) well in advance for the event as soon
as participation at the event has been confirmed by the respective Project Management. Where the
role of Project Director does not exist, the management of Payana shall directly take this decision.
For all reimbursements of expenses, a person making an expense claim shall use the appropriate
forms available for the purpose. No expenses shall be reimbursed if proper justifying documents
(original receipts) are not attached except for per diem.
Eligible expenses include:
• Travel expenses incurred at actuals
• Accommodation expenses incurred at actuals
• Purchase of stationery if any
• Postage/ courier and consignment expenses
Mode of Transport
At present, Payana does not permit the use of private vehicles to be used for official travel. However,
in the future, when such a provision is allowed for the staff to make claims on travel reimbursements,
the following system shall be applicable: If any individual is using personal vehicle for Payana related
work, they shall be reimbursed at the rate of Rs.5/ per k.m. for two wheeler and Rs. 12/- per k.m. for
four wheeler. However, four wheeler transportation shall be shared by more than one Payana
member or employee.
As per this policy, travel shall be as per the following categories:
Bus:
Non-a/c sleeper shall be the first preference when traveling by bus. This means that tickets upto the
non a/c sleeper category in any available bus shall be opted by the person traveling for the purpose.
Only in such cases where non a/c sleeper tickets are unavailable due to last minute booking or (last
minute intimation to the delegate to attend), then, in such cases only, a/c sleeper tickets shall be
permissible.
Train:
While travelling by rail, non a/c sleeper shall be the preferred choice of travel and in case of non-
availability of tickets, then, third a/c, second a/c, first a/c shall be permitted in that order respectively
after the exhaustion of all possibilities viz., direct booking through normal window, tatkal booking
etc.
All travel booking for cabs, bus and train shall be done centrally unless directed otherwise. In case of
vacancy in the Admin position at the head office, the Project Heads shall themselves be authorized to
ensure that travel bookings are conducted at their project level itself.
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Exceptions (in case of bus or rail travel):
In case, a staff member, for any reason whatsoever chooses to book a/c sleeper tickets when non a/c
tickets are available, then the difference in fare between a/c sleeper and non a/c sleeper shall be borne
by themselves and only the non a/c sleeper fare shall be reimbursed accordingly based on the
supporting documents (valid travel ticket, boarding pass or travel print-out) and the reason for this
shall be recorded in the payment voucher or other document accordingly.
Air-travel:
Only out of state, flight allowed
The travel time by train/ bus should be in excess of 16 hours.
Local Travel (bus/metro/auto/ taxi):
All local travel expenses shall be reimbursed at actuals on submission of supporting documents or
Payana payment receipt. Where supporting documents are not available, Payana payment receipts
shall be provided with adequate justification for travel and approved by the Authorized personnel.
Accommodation:
All project related travel not attributed to a particular event or program (where the lodging is booked
by Payana centrally for all staff and participants en mass, a single occupancy/ double occupancy room
at a maximum of Rs.1,500/- (excluding applicable taxes) per day per person shall be permissible.
Wherever possible, and unless there is no alternative, an effort shall be made to maximize the
available resources by two people traveling together by opting for a double occupancy room.
All employees and volunteers are entitled to claim expenses incurred for accommodation for official
trips outside Bangalore. Reimbursement of expenses incurred towards accommodation shall be done
on the submission of all original supporting documents such as booking details, tax-invoices and
receipts.
Per Diems:
Per diems are fixed at Rs. 500/- across India. The following amount shall be considered as the break-
up towards this: Breakfast – Rs.100/-, Lunch Rs.200/- and Dinner Rs. 200/-. Wherever applicable, all
employees, volunteers and community consultants are eligible to be provided per diem of Rs.500/-
for upto 24 hours. Per diem implies that the allowance is for a day (upto 24 hours). The per diem is
provided to cover the cost of food and/or incidentals when not covered/ provided by any other
agency/ organization.
Per diems shall be applicable for each 24-hour duration spent outside the city (where the personnel is
employed/ resident of) as approved by Payana. In cases, the duration of out-station visit is less than
24 hours, the personnel shall be eligible for a per-diem equal to half of the eligible per-diem (for a
duration of upto 12 hours). No supporting documents shall be required to claim per-diem.
Wherever arrangements are made by a host organization towards travel, food, accommodation of a
participant from Payana, the personnel shall be eligible for a per-diem of only upto the meal
(breakfast/ lunch/ dinner) not provided by the Organizers.
The Executive Director of Payana shall be reimbursed their expenses at actuals and their travel claim
forms shall be approved by the Governing Body at their next immediate meeting.
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All settlement of expenses (travel, food and lodging) shall be as per the available provisions under the
specific programs/ projects being conducted for the purpose. No additional benefits shall accrue to
the account of the employee/ full-time consultant claiming reimbursement or per-diem unless such
provision has been made under their respective Project.
Hosting of Payana guests:
The hosting of Payana guests by any staff where the expenses being incurred are expected to cross Rs.
500/- per person at one time, such expenses shall be made with prior intimation to the Project Head
and for all Project Heads, prior intimation to the Executive Director is mandatory.
Events hosted by other Organisations:
Whenever events are organized by another host organization, such arrangements are at the discretion
of the hosts. Payana shall make the necessary travel arrangements only on occasion when it has been
requested by the host company. Payana’s travel policy shall not apply on such occasions.
International Travel Bookings and Per Diems:
As a policy, no flight travel shall be permitted within the State in which the Project operates and
within where its project office is located. International flights are a dream come true for many
working class constituents of Payana and therefore the organization will ensure that every
opportunity for international travel is welcomed by us. However, due to the limited nature of
funding available to the Organisation, international travel shall be allowed only when sufficient funds
are made available to us by a host or donor organization. In such cases, the travel policy including
travel cost, accommodations and per-diems of the host organization shall be applicable. Only in such
cases where the host organization has not made a provision for per-deims, Payana shall allow an
international per-diem of upto USD 50 only for all countries except Asia where expenses shall be
reimbursed at actuals.
Travel Booking/ Accommodation Booking Arrangements
The following section is applicable for all bookings/ arrangements for travel and accommodation for
all employees, interns, trainees, full time consultants and other representatives of Payana while on
official work outside the local geography of the project head-office or project areas (as the case may
be):
a) Attending meetings etc. funded by Payana,
b) Attending meetings etc. where expenses paid by host agencies,
c) Attending meetings etc. where host organization also makes travel arrangements.
In all of the above cases Project Managers/ Project Directors shall inform by e-mail/in writing to the
Executive Director/ General Secretary as the case may be and copy to Administrator about the
duration of absence from their district office in all the above 3 cases. All Travel arrangements will be
made by Payana, not by employees themselves, except in the third clause.
Project Directors shall authorize travel in respect of employees working with them. No approvals are
necessary for Project Directors undertaking their own travel. The proforma (or email) in all the cases
may be filled and sent to the Executive Director/ General Secretary with a copy to the Administrator.
E-tickets and all other supporting documents need to be retained and produced in case of all travel
arrangements made by Payana or the host organisations.
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SITTING FEES GUIDELINES
All Members of the governing body and general body of Payana shall be provided with a modest
sitting fee while attending meetings. The sitting fee shall be fixed at Rs.500/- along with a traveling
allowance at Rs.300/- for the time being. Sitting fees and traveling allowances are subject to timely
revisions as per the discretion of the Payana management.
While meetings (general body/ governing body meetings or in other cases events and programs are
held outside the premises of the Payana head office, in lieu of a sitting fee, a per diem (or honorarium)
shall be provided to the Members and the travel cost shall be reimbursed at actuals based on the
submission of supporting documents.
Internal/ External Resource Persons and Fixing of Professional Fees for Consultants:
Payana firmly believes in the importance of prioritizing external resource persons from within the
sexuality minority community due to the unique insights, lived experiences, and cultural
understanding they bring to their roles. By giving preference to community members, Payana ensures
that its programs and initiatives are grounded in authentic perspectives and address the specific
needs and challenges faced by individuals within the community. This approach not only fosters
greater inclusivity and representation but also empowers community members by providing them
with valuable professional opportunities, thereby reinforcing the organization's commitment to
affirmative action and social justice.
However, while Payana is dedicated to supporting community resource persons, the professional fees
for consultants are determined based on their expertise and the specific requirements of the projects.
The financial considerations are influenced by various factors, with the availability of funds within
approved project grants being the most significant. This approach ensures that compensation is fair
and reflects the consultant's level of expertise, while also adhering to budgetary constraints and
financial guidelines established for each project.
Professional fees for both external and internal consultants shall be decided on a case to case basis as
mentioned above and their fees will be reviewed from time to time by the Executive Committee of
Payana.
