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IT HR
Services

ELCOT Angadi facilitates IT HR Services through empanelled HR Agencies. The role of ELCOT Angadi is limited to facilitation and billing support services only. The facilitation charges for the above service is 1% for government departments and 2.5% for PSUs & other Government entities. The HR Agency service charge is at 4%.

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Deputy General Manager – IT Services, ELCOT Angadi.

IT HR Services - Manpower Solutions

Standard Operating Procedure

1. Objective

To establish a streamlined and transparent procedure for requisition, deployment, monitoring, billing, and timely payment for skilled IT manpower provided through ELCOT, thereby ensuring uninterrupted service delivery to Government Departments/Agencies and preventing any delay or dispute with the outsourced manpower agencies.

2. Definitions

  1. a.CEL (Contract Engagement Letter): Official document appointing an individual on a contractual basis with defined role, duration, and terms.
  2. b.CRM (Client Relations Manager): Responsible for end-to-end HR service coordination for assigned departments.
  3. c.CTC (Cost to Company): Total cost incurred by employer including salary, benefits, and statutory contributions.
  4. d.EPF (Employees' Provident Fund): Statutory retirement savings scheme with employer and employee contributions.
  5. e.ESI (Employees' State Insurance): Social security scheme providing medical and related benefits.
  6. f.HOD (Head of Department): Senior officer overseeing department operations.
  7. g.HR (Human Resources): Personnel supplied by MSP and deployed at client location.
  8. h.MSP (Manpower Service Provider): Agency supplying manpower on an outsourcing basis.
  9. i.PE (Procuring Entity): Department/organization authorized to procure services.
  10. j.PSU (Public Sector Undertaking): Government-owned corporation.
  11. k.SOP (Standard Operating Procedure): Documented step-by-step instructions for consistent execution.

3. Standard Operating Procedure (SOP)

This SOP applies to all Government Departments, Agencies, Boards, Corporations, Statutory Bodies, State Public Sector Undertakings, and Autonomous Bodies (Procuring Entities) that are availing IT manpower services through ELCOT from the Manpower Service Providers (MSP) empanelled by ELCOT. From ELCOT side, all the following steps shall be coordinated by the Client Relations Manager (CRM) of ELCOT Angadi assigned for the department.

1) Requisition

Procuring Entity shall submit HR requisition to ELCOT in Form I mentioning the number, category, qualification, duration, etc., along with Form II mentioned below.

2) Determination of the total HR cost (Cost to the Procuring Entity)

Total cost includes:

  • Base salary
  • Statutory contributions (EPF, ESI, etc.)
  • MSP service charges
  • ELCOT service charges
  • GST

Cost must not be below minimum wages.

Either PE-defined or ELCOT pre-approved rates may be used.

3) Placing of Indent to MSP

As soon as the requisition is received in Form I and II, CRM, ELCOT Angadi will place indent to any of the empanelled Manpower Service Providers (MSP). MSP shall provide relevant profiles to the Procuring Entity, based on which they may choose suitable manpower resources.

4) Deployment of HR

Once the profile submitted is finalised and concurred by the Procuring Entity and a final MoU or formal concurrence in Form III is provided by the Procuring Entity, MSP will deploy the HR to the said organisation within 30 days.

5) Status of deployed HR

  1. a.The HR so deployed under this process are neither the employees of ELCOT nor that of the Procuring Entity.
  2. b.They are the employees of MSP, who are deployed at the Procuring Entity, as a part of existing agreement to deliver the services as agreed.
  3. c.There is only procurement of services and this has nothing to do with any post/position. This entire process is governed by the provisions of the Tamil Nadu Transparency in Tender Act and Rules.
  4. d.Hence, there is no question of appointment/promotion/transfer/termination, etc., either by the Procuring Entity or by ELCOT.
  5. e.If the Procuring Entity intends to replace/conclude the services of a resource for any reason, the same shall be informed to the MSP through ELCOT.
  6. f.If Procuring Entity intends to increase the number of resources deployed, the same shall be routed through ELCOT Angadi only.
  7. g.Any direct correspondence or agreement without prior written concurrence of ELCOT shall be a violation of the Tamil Nadu Transparency in Tenders Act and Rules.

6) Working Hours

As per the Tamil Nadu Shops and Establishment Act, all establishments shall ensure four hours of work followed by one hour of break and another 4 hours of work, so that in any given day, the person is not working for more than 8 hours. The working hours may be 9:30 am to 6 pm including lunch break.

7) Working days & Leave

  1. a.All public holidays and Sundays are holidays.
  2. b.In case of deployment at departments where the HR is required to report on Sundays/holidays, compensatory holiday shall be provided on another day within the month and in no case, the person shall work for more than 48 hours in a week.
  3. c.Working on Saturdays shall be as per the norms of the respective Procuring Entity.
  4. d.The deployed HR is permitted to avail one day of casual leave with wages per completed month.

8) Wage cycle

  1. a.To arrive at monthly rate of wages, the daily wages shall be multiplied by 30.
  2. b.To arrive at daily rate of wages, the monthly wages shall be divided by 26.
  3. c.All HR supplied under this contract are on monthly wages and hence there shall be a maximum of 26 working days only per month.
  4. d.Minimum wage revision will be with effect from April 1st of the year irrespective of the date of revision by the competent authority.

9) Monthly attendance cycle

  1. a.The manpower engagement cycle shall be from 2nd of January till 30th of December every year.
  2. b.Monthly attendance cycle starts from 26th day of every month and completes on the 25th of succeeding month.
  3. c.The Department shall maintain daily attendance of deployed personnel (manual or biometric).
  4. d.The Department Head/Designated Nodal Officer shall verify the monthly attendance and forward the same to ELCOT on or before the last working day of every month.
  5. e.Extension/termination requirements to be communicated well in advance.
  6. f.Any performance issues are to be reported immediately to ELCOT for corrective action or replacement.

10) Deployment at sensitive responsibilities

The Department shall ensure that the same person is not assigned to provide similar type of work/responsibilities beyond a reasonable time period. As and when required, the department shall swap responsibilities.

11) Extensions, Discontinuation or Replacement

  1. a.Departments requiring continuation of deployed manpower shall issue extension requests to ELCOT at least 30 days in advance.
  2. b.For discontinuation of manpower, Departments shall provide 30 days prior notice to avoid service disruption.
  3. c.In case of non-performance, the Department shall notify ELCOT, so as to ensure replacement within 15 working days.

12) Payment to ELCOT

ELCOT proposes minimum one month advance payment from the end user department. The end-user department shall process and release payment for the invoice raised by ELCOT within the 1st week of every month. Delayed payments may result in:

  • Disruption of manpower services
  • Accumulation of statutory liabilities
  • Delayed salaries to deployed personnel

13) On boarding of Resources by ELCOT

  1. a.ELCOT will verify manpower requirement and deploy suitable candidates through empanelled agencies by issuing Contract Engagement Letter (CEL).
  2. b.Maintain updated HR database of deployed personnel.
  3. c.Ensure statutory compliance by the Outsourced Agency.

14) Billing process

Based on verified attendance, ELCOT shall prepare the monthly invoice consisting of:

  • Wages of deployed manpower
  • Statutory contributions (PF/ESI/Insurance)
  • Administrative charges of MSP derived through Tender process
  • ELCOT Service Charges as fixed by the Government towards procurement from time to time
  • Applicable taxes (GST)

ELCOT shall forward the bill to the Department by the 30th/31st working day of every month.

15) Payment to Outsourcing Agency

Ensure timely payment to Outsourced Agencies on receipt of funds from Departments. Payments to the manpower agencies are strictly subject to statutory compliance after verification of:

  • Attendance
  • Wage statements / Bank transaction
  • PF/ESI challans / statement
  • Other statutory compliances on need basis

ELCOT must scrutinize and approve the bill raised by MSPs within 15 working days of receipt.

16) Responsibilities of the Manpower Service Provider (MSP)

1. Non-Disclosure Agreement (NDA)

  • The MSP shall ensure execution of a valid Non-Disclosure Agreement between the MSP and all deployed resources to safeguard confidentiality of organizational data and information.

2. Statutory Compliance

  • Provident Fund (PF)
  • Employees' State Insurance (ESI)
  • Professional Tax (if applicable)
  • Insurance coverage
  • Any other applicable labour laws and statutory regulations

3. Employment Documentation

  • Identity Card
  • Monthly Pay Slip
  • Appointment Letter

4. Timely Salary Disbursement

  • The MSP shall disburse salary to the outsourced manpower on or before the 1st day of every month, without fail.

5. Submission of Compliance Documents to ELCOT

  • EPF & ESI challans and contribution statements
  • Salary disbursement proof (Bank statement reflecting NEFT/RTGS transactions)
  • Insurance coverage documents (where applicable)

6. Replacement of Manpower

  • The MSP shall replace any non-performing, absentee, or unsuitable staff within the stipulated time period, as directed by the Procuring Entity.

17) Role of Procuring Entity (Principal Employer)

The Procuring Entity shall provide manpower requisition to the Manpower Service Provider through ELCOT, avail the HR services, make monthly payments without any delay to ELCOT for further payment to the Manpower Service Provider, ensure strict adherence with all applicable laws. The User Departments/Procuring Entity act as the 'Principal Employer'.

18) Role of ELCOT

ELCOT acts as the 'Procurement facilitator' by floating the tender following due process, identifying the Contractor(s), facilitating the supply of HR services to the User Departments. ELCOT also undertakes necessary billing and other connected services on behalf of the User Department on receipt of payments from the User Department and its payment to the Contractor.

19) Role of MSPs

  1. a.The MSPs deploy their employees at the User Departments to provide the necessary services, receive monthly attendance, submit monthly bills to ELCOT and receive the payments given by the User Department through ELCOT.
  2. b.The MSPs shall ensure stricter compliance with all applicable norms and laws as may be applicable.
  3. c.The MSPs shall make timely monthly payments to their employees deployed at the User Departments, submit monthly invoice to ELCOT and get the necessary payments.

20) Compliance

All Departments/Undertakings/Boards etc. who are engaging the manpower services through ELCOT and the MSPs shall comply strictly with this policy.

21) Policy Review

This policy shall be reviewed periodically by ELCOT and amended as necessary to meet evolving project needs and administrative directives.