MERIDIAN SOLUTIONS PVT. LTD.
EMPLOYEE HANDBOOK & POLICY DOCUMENT
Version 3.2 | Effective Date: January 1, 2025
Approved by: HR Director, Legal Affairs, and Executive Committee

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TABLE OF CONTENTS
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1. Introduction and Company Overview
2. Employment Policies
3. Code of Conduct
4. Leave and Attendance
5. Compensation and Benefits
6. Performance Management
7. Grievance Redressal
8. Separation Policy

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SECTION 1: INTRODUCTION AND COMPANY OVERVIEW
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1.1 About Meridian Solutions

Meridian Solutions Pvt. Ltd. was founded in 2009 with the mission to deliver
end-to-end business process outsourcing and technology consulting services to
mid-sized enterprises across South and Southeast Asia. Headquartered in Pune,
Maharashtra, with regional offices in Bengaluru, Chennai, Hyderabad, and
Singapore, the company employs over 4,200 professionals across disciplines
including software development, data analytics, finance & accounting, and
customer experience management.

1.2 Purpose of this Handbook

This handbook serves as the definitive reference guide for all employees of
Meridian Solutions. It outlines the rights, responsibilities, and expectations
that govern the employment relationship. All employees are required to read
this document in full upon joining and to review updated versions as they are
released. Acknowledgement of receipt and understanding is mandatory and must
be submitted to HR within 7 working days of joining or of receiving an update.

1.3 Applicability

These policies apply to all full-time employees, part-time employees, and
contractual staff engaged directly by Meridian Solutions. Consultants, vendors,
and third-party contractors are governed by their respective agreements but
are expected to comply with the Code of Conduct outlined in Section 3 while
on company premises or representing the company in any capacity.

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SECTION 2: EMPLOYMENT POLICIES
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2.1 Equal Opportunity Employment

Meridian Solutions is an equal opportunity employer. We do not discriminate
on the basis of gender, age, caste, religion, sexual orientation, disability,
marital status, or any other characteristic protected by applicable law.
This commitment extends to all phases of employment including recruitment,
selection, placement, transfer, promotion, compensation, and termination.

2.2 Probationary Period

All new hires, unless otherwise specified in their offer letter, are subject
to a probationary period of six (6) months from the date of joining. During
this period:

  - Performance will be reviewed at the end of Month 3 (mid-probation check)
    and at the end of Month 6 (final confirmation review).
  - Either party may terminate the employment with a notice period of
    fifteen (15) days.
  - Benefits such as gratuity accrual and certain insurance coverages begin
    only upon successful confirmation.

Employees may be granted an extension of the probationary period of up to
three (3) additional months based on the discretion of the reporting manager
and HR, in cases where performance has been inconsistent but shows potential.

2.3 Transfers and Relocations

The company reserves the right to transfer employees across departments,
business units, or office locations based on operational requirements.
Employees will be given a minimum of four (4) weeks' notice before any
mandatory relocation. Relocation assistance, including travel reimbursement
and a temporary accommodation allowance, will be provided as per the
Relocation Policy document (HR-REL-2024-01).

2.4 Background Verification

All employment offers are conditional upon successful completion of background
verification, which includes:

  - Identity and address verification
  - Educational qualification check (highest degree)
  - Employment history verification (last two employers)
  - Criminal record check (as permissible by applicable law)
  - Reference checks from at least two professional references

Background verification is conducted by an empanelled third-party agency.
Any discrepancy found during or after this process may result in withdrawal
of the offer or termination of employment.

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SECTION 3: CODE OF CONDUCT
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3.1 Professional Behaviour

Employees are expected to conduct themselves with integrity, respect, and
professionalism at all times — whether in the office, at client sites, during
business travel, or on official communication channels (email, instant
messaging, video calls). This includes:

  - Treating colleagues, clients, and vendors with dignity
  - Maintaining confidentiality of sensitive information
  - Avoiding conflicts of interest
  - Not engaging in or tolerating harassment of any form

3.2 Conflict of Interest

Employees must disclose any situation that creates, or could reasonably be
perceived to create, a conflict between their personal interests and the
interests of Meridian Solutions. Common examples include:

  - Holding a financial stake in a competitor or client organisation
  - Employing or directly supervising a close family member
  - Receiving gifts or hospitality from vendors above the threshold of
    INR 2,500 per instance (or equivalent in other currencies)

Disclosures must be submitted to HR using Form COI-01, and will be reviewed
by the Ethics Committee within 15 working days.

3.3 Use of Company Resources

Company-issued equipment, software licenses, internet connectivity, and
facilities are provided solely for business purposes. Personal use is
permitted on a limited, incidental basis provided it does not:

  - Interfere with work performance
  - Involve accessing, downloading, or distributing content that is illegal,
    offensive, or in violation of third-party intellectual property rights
  - Consume excessive bandwidth or storage
  - Expose company systems to security risks

The IT department conducts periodic audits of device usage and network access
logs. Employees have no expectation of privacy with respect to activities
conducted on company-owned systems.

3.4 Social Media Policy

Employees may maintain personal social media accounts but must:

  - Not share confidential company information, client data, or internal
    communications on public platforms
  - Not make disparaging, defamatory, or false statements about Meridian
    Solutions, its leadership, employees, clients, or partners
  - Clearly distinguish personal opinions from official company positions
    when posting about industry topics

Violations of the social media policy may result in disciplinary action up
to and including termination, and may also give rise to legal liability.

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SECTION 4: LEAVE AND ATTENDANCE
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4.1 Leave Entitlements (per calendar year)

  Privilege Leave (PL)          : 18 days
  Sick Leave (SL)               : 10 days
  Casual Leave (CL)             :  8 days
  Maternity Leave (as per law)  : 26 weeks (for first two children)
  Paternity Leave               :  5 days (within 3 months of child's birth)
  Bereavement Leave             :  3 days (immediate family)
  Compensatory Off (Comp-Off)   : Accrued for approved weekend/holiday work

PL can be carried forward up to a maximum of 30 days at the end of a
calendar year. Any excess above 30 days will lapse. SL and CL cannot be
carried forward or encashed.

4.2 Leave Application Process

All leave requests must be submitted through the HR portal (portal.meridian.in)
at least 48 hours in advance for planned leave. In cases of unforeseen absence
(illness, emergency), the employee must notify their reporting manager via
phone or message before 9:30 AM on the day of absence, and apply for leave
on the portal within 24 hours of return.

Unapproved absences exceeding two consecutive working days without communication
will be treated as Loss of Pay (LOP) and may be subject to disciplinary review.

4.3 Attendance and Work Hours

Standard working hours are 9:00 AM to 6:00 PM, Monday through Friday, with
a one-hour lunch break. Employees are expected to maintain a minimum attendance
of 95% in any given month excluding approved leave.

Flexible working arrangements (staggered shifts or work from home) may be
approved at the discretion of the department head and HR, subject to the
nature of the role and business requirements.

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SECTION 5: COMPENSATION AND BENEFITS
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5.1 Salary Structure

Gross salary is structured as follows (indicative, actual may vary by band):

  Basic Salary              : 40% of Gross CTC
  House Rent Allowance      : 20% of Gross CTC
  Special Allowance         : Variable (balancing component)
  Provident Fund (Employer) :  3.67% of Basic (12% total, employee matches)
  Gratuity Provision        : As per Payment of Gratuity Act, 1972
  Medical Insurance Premium : As per group policy (employer-funded)

5.2 Increment and Bonus Cycles

  Annual Increment    : Effective April 1 each year, based on performance rating
  Performance Bonus   : Paid in Q1 of the following year; up to 15% of annual
                        CTC for "Exceeds Expectations" rating
  Retention Bonus     : Offered selectively for critical roles; terms
                        communicated via individual letters

5.3 Insurance Benefits

All confirmed employees (post-probation) are covered under:

  - Group Mediclaim: INR 5,00,000 per family (self, spouse, up to 2 children)
  - Group Personal Accident cover: 3x annual CTC
  - Group Term Life Insurance: 3x annual CTC
  - Optional top-up plans available at employee cost via payroll deduction

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SECTION 6: PERFORMANCE MANAGEMENT
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6.1 Performance Review Cycle

Meridian Solutions follows a bi-annual performance review process:

  Mid-Year Review   : July–August (developmental, no rating)
  Annual Review     : January–February (evaluative, rating-linked)

Ratings are on a five-point scale:
  5 - Outstanding
  4 - Exceeds Expectations
  3 - Meets Expectations
  2 - Partially Meets Expectations
  1 - Does Not Meet Expectations

Ratings of 1 or 2 for two consecutive cycles trigger a Performance Improvement
Plan (PIP) as outlined in Section 6.3.

6.2 Goal Setting (OKR Framework)

Each employee sets objectives at the beginning of the review cycle in alignment
with their team and organisational goals. Goals should be:

  - Specific and measurable
  - Achievable within the cycle
  - Relevant to the role and department strategy
  - Time-bound (milestone-based where applicable)

Goals are documented on the HR portal and require manager sign-off within the
first three weeks of a new cycle.

6.3 Performance Improvement Plan (PIP)

A PIP is a structured 60-day plan designed to provide clear guidance and
measurable targets to an underperforming employee. It includes:

  - Documented expectations and success criteria
  - Weekly check-ins with the reporting manager and HR
  - Access to any required training or support resources
  - Clear consequence statement if targets are not met

An employee under a PIP is not eligible for promotion, lateral transfers,
or discretionary bonuses during the plan period.

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SECTION 7: GRIEVANCE REDRESSAL
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7.1 Raising a Grievance

Employees are encouraged to first attempt to resolve concerns informally
with the concerned party or with their reporting manager. If this is not
feasible or does not yield resolution, a formal grievance may be submitted
in writing to the HR department via grievance@meridian.in.

7.2 Resolution Timeline

  Acknowledgement           : Within 2 working days of receipt
  Investigation completed   : Within 15 working days
  Resolution communicated   : Within 21 working days

Complex cases involving legal considerations or multiple parties may take
up to 45 working days. The employee will be kept informed of the status.

7.3 Non-Retaliation

Meridian Solutions strictly prohibits retaliation against any employee who
raises a genuine grievance in good faith. Any act of retaliation will itself
be treated as a disciplinary violation.

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SECTION 8: SEPARATION POLICY
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8.1 Notice Period

  Probationary employees    : 15 days (either side)
  Band 1–3 (confirmed)      : 30 days
  Band 4–6 (senior roles)   : 60 days
  Band 7 and above          : 90 days

Notice periods may be waived in full or part at the company's discretion.
Notice pay in lieu may be accepted subject to approval by the HR Director.

8.2 Exit Process

Upon resignation or termination, employees must complete the following:

  - Return all company assets (laptop, access cards, documents)
  - Complete knowledge transfer as directed by the manager
  - Complete the exit interview with HR
  - Obtain No Dues clearance from all departments

Full and final settlement will be processed within 45 days of the last
working day, subject to clearance of all dues and return of company property.

8.3 Termination for Cause

The company reserves the right to terminate employment immediately and without
notice in cases of gross misconduct, which includes but is not limited to:

  - Theft, fraud, or financial dishonesty
  - Sexual harassment
  - Willful destruction of company property
  - Sharing confidential information with competitors
  - Serious insubordination or threatening behavior

Termination for cause will be preceded by a show-cause notice and a fair
opportunity for the employee to present their case, except where immediate
separation is required for safety or security reasons.

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ACKNOWLEDGEMENT
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I, the undersigned, confirm that I have received, read, and understood the
contents of this Employee Handbook (Version 3.2). I agree to abide by the
policies and guidelines set forth herein.

Employee Name    : _________________________
Employee ID      : _________________________
Department       : _________________________
Date of Joining  : _________________________
Signature        : _________________________
Date             : _________________________

(Please submit the signed copy to HR within 7 working days of joining.)

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END OF DOCUMENT
HR Department | Meridian Solutions Pvt. Ltd.
Last Revised: December 2024 | Next Review Due: December 2025
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