Sustainable Human Resource Policy Framework

This manual establishes the foundational principles, operational standards, and human resource management practices that govern  Nepal Hiking Team . It serves as an authoritative guide to align organizational conduct, maintain high professional standards, and foster a fair, supportive working environment across all levels of the company.

The Managing Director holds overall accountability for shaping a productive team culture and leading the strategic implementation of these policies. To ensure operational consistency throughout the organization, line managers and supervisors must actively reference and enforce these guidelines within their respective departments.

Serving as the primary administrator of the company’s HR policies and systems, the Managing Director remains directly responsible for their ongoing upkeep and is available to address procedural questions or provide further policy clarification.

About Nepal Hiking Team

Nepal Hiking Team is an established, fully licensed adventure travel agency and tour operator based in Kathmandu, Nepal. Founded in 2009 by tourism industry veterans Ganga Raj Thapa and Balaram Thapa , the company specializes in organizing high-quality trekking, mountaineering expeditions, helicopter tours, and cultural packages across Nepal, Tibet, and Bhutan. The company is officially registered under Company Registration No. 59628 and operates with Tourism License No. 1033 , reflecting its commitment to professional standards and responsible travel operations.

Led by Managing Director Ganga Raj Thapa and CEO Balaram Thapa , Nepal Hiking Team focuses on personalized itineraries, client safety, and responsible tourism practices. Officially registered with the Nepal Tourism Board (NTB) and affiliated with key tourism associations, the company promotes eco-friendly travel, supports local youth empowerment, ensures fair treatment of guides and porters, and contributes to local communities throughout Nepal’s Himalayan regions.

Mission of NHT

At Nepal Hiking Team , our mission is to deliver exceptional Himalayan adventures while protecting the environments and communities we explore. We are committed to eco-friendly practices, including single-use plastic reduction and strict adherence to "Leave No Trace" principles across all trekking routes. By partnering with local lodges and businesses, we ensure the economic benefits of tourism directly support the local economy.

In line with our sustainable HR policy, we prioritize the health, safety, and well-being of our workforce. We guarantee fair wages, comprehensive field insurance, safe working conditions,

and ongoing training for all guides, porters, and staff. Through environmental stewardship and ethical employee care, Nepal Hiking Team strives to create meaningful, responsible travel experiences that preserve Nepal’s natural and cultural heritage for generations to come.

Preamble & Policy Framework

This policy applies to all employees of Nepal Hiking Team , excluding contract staff governed by specific individual terms or temporary wage-based personnel engaged for short-term tasks.

Should any terms in an appointment letter conflict with national law due to legal amendments, the updated statutory legislation and company policy shall take precedence.

All human resource management policies at Nepal Hiking Team are formally documented, approved by the Managing Director, and designed to strictly comply with relevant labor, workplace health, and safety legislation. Reviewed annually under the Managing Director's oversight, these policies remain accessible to all staff, with a physical copy maintained in the main office for reference.

Recruitment & Employment Equity

• Objective Recruitment: Recruitment at Nepal Hiking Team is conducted through an objective, structured, and consistent process. Every position is defined by an approved job description, and all external candidates receive and sign a formal Letter of Employment outlining the duties, compensation, and operational expectations prior to joining.
• Equal Employment Opportunity: Nepal Hiking Team is an Equal Opportunity Employer. We recruit, hire, and promote personnel without regard to race, ancestry, place of origin, color, ethnic origin, language, citizenship, religion, gender, sexual orientation, age, marital status, physical or mental disability, or financial standing.
• Minimum Age & Internships: In strict compliance with statutory labor laws, full-time employment is reserved exclusively for individuals aged 18 and above. Candidates aged 18 and over may also be engaged through structured internships or temporary part-time contracts.

Orientation, Duties & Probation

Orientation & Core Duties: All new hires undergo an onboarding orientation covering general office policies, safety protocols, and operational workflows. Staff are selected for specific responsibilities outlined in their job descriptions; however, evolving business demands may occasionally require operational flexibility or adjustments to duties, which will be communicated transparently.

Probationary Period: In accordance with Section 13 of the Nepal Labor Act 2074, all new regular appointments undergo a probationary trial period of up to six (6) months . This period allows both parties to assess professional suitability and operational alignment. At the end of probation, a performance review will result in one of three outcomes:

1. Successful confirmation into permanent regular employment.
2. Extension of probation up to the maximum legal limit (where applicable).
3. Termination of the employment relationship.

Working Hours, Weekend & Remote Work Policies

Hours of Work & 5-Day Work Week: Nepal Hiking Team operates on a 5-day work week (Monday through Friday) , offering Saturday and Sunday as standard weekend holidays  . Daily standard hours average 8 hours per day (inclusive of a paid meal break). While flexible office scheduling is supported due to the dynamic nature of travel booking cycles, employees are expected to maintain personal accountability, complete assigned tasks, and notify supervisors of planned absences in advance.

Remote Work (Work From Home) Policy: To accommodate modern working environments and unexpected disruptions (e.g., severe weather or transport issues), Nepal Hiking Team supports a flexible Work From Home (WFH) framework:

• Eligibility: Applies primarily to administrative, sales, desk-based, and customer care roles when physical presence in the office is not required for daily operations. WFH does not apply during direct field operations or active guest transfers.
• Approval: WFH arrangements require prior approval from the direct supervisor or line manager.
• Standards: Employees working remotely must remain accessible during standard office hours, maintain active communication via company channels, and sustain standard productivity.

Compensation, Benefits & Meals

Remuneration &  Payroll: Salaries are set by the Managing Director based on market benchmarks, role responsibilities, experience, and company budgetary guidelines. Salary payments are processed monthly during the first week of each new month, less applicable statutory deductions (such as Income Tax/TDS and Social Security Fund contributions).

Workplace Meals &  Refreshments: To support employee health and daily well-being, the company provides complimentary daily refreshments and meals:

• Beverages: Unlimited coffee, tea, and filtered water available to all staff throughout the day.
• Meals: Wholesome daily lunch provided by the company through partner organic dining services, along with breakfast, Lunch and evening snacks.

Time Away from Work & Leave Policy

• Sick Leave (Bimari Bida): Entitlement: Full-time employees are entitled to twelve (12) days of fully paid sick leave per calendar year (accrued on a pro-rata basis during the first year of employment). Sick leave covers personal illness, medical appointments, and specialist visits.
• Notification & Medical Certificate: Employees must notify their immediate supervisor on the morning of their sick day as early as reasonably expected. For absences exceeding three (3) consecutive days , an official medical certificate from a registered medical practitioner is required upon return to work.
• Mourning / Compassionate Leave (Kriya  Bida): Nepal Hiking Team grants thirteen (13) consecutive days of fully paid mourning leave per occasion in the event of a death in the employee’s immediate family.
• Immediate Family Defined: Immediate family includes an employee's parent(s), spouse, or child. For married female employees, this entitlement extends to her father-in-law or mother-in-law.
• Discretionary Leave:  Additional compassionate leave may be granted at the sole discretion of the Managing Director for special circumstances not explicitly covered under company policy.
• Maternity Leave: Female employees are entitled to fourteen (14) weeks (98 calendar days) of maternity leave per pregnancy.
• Paternity Leave: Male employees are entitled to fifteen (15) days of fully paid paternity leave upon the delivery of a child by their spouse.

Special Leave / Leave Without Pay (LWOP)

Requests for unpaid Leave Without Pay (LWOP) may be submitted for personal, educational, or emergency reasons when all accrued paid leave balances have been exhausted. LWOP requests are evaluated on a case-by-case basis and require final written authorization from the Managing Director.

Employee Benefits & Incentive Policy

Festival Allowance (Dashain Bonus):

Employees who have completed at least twelve (12) months of continuous service receive an annual Festival Allowance equivalent to one (1) month’s basic remuneration. Staff with less than twelve months of service receive a pro-rated festival bonus calculated according to the total months served prior to the Dashain festival.

In-House Festival Celebrations & Cultural Events

At Nepal Hiking Team , we cherish Nepal’s rich cultural heritage and foster an inclusive, family-like working environment. The company actively organizes and hosts in-house celebrations and gatherings for major national and cultural festivals:

• Dashain & Tihar Celebrations: In-house cultural gatherings, blessings, team feasts, and exchange of wishes organized prior to the main holiday closures.
• Teej Celebration: Dedicated office programs and celebratory feasts honoring our female employees.
• Other Cultural & Seasonal Events: Observance of regional and ethnic occasions (e.g., Lhosar, Holi, Christmas, and New Year) with in-house refreshments and team-building activities to foster unity and workplace camaraderie.

Annual Retreat & Recognition Awards

Every year, Nepal Hiking Team conducts an Annual Corporate Retreat dedicated to team building, strategic planning, and performance recognition. Outstanding employees receive formal certificates and cash prizes across various categories, including:

• Guide of the Year
• Best Leader of the Year
• Employee of the Year
• Best Customer Service Award
• Best Teamwork Award

Loans & Financial Advances

Nepal Hiking Team provides an employee loan and financial assistance program designed to support staff during personal or medical emergencies through interest-free salary advances and short-term company loans, fully compliant with the Nepal Labor Act 2074 .

Employees who have completed their probation period can access interest-free salary advances recovered via scheduled payroll deductions, while short-term emergency loans with flexible repayment terms are offered without interest to alleviate unexpected financial burdens.

Provided as discretionary employee welfare benefits, all advances and loans are evaluated on a case-by-case basis and require final written authorization from the Managing Director.

Professional Development & Capacity Building Policy

Commitment to Continuous Learning: Nepal Hiking Team is dedicated to fostering continuous professional growth, technical skill enhancement, and career advancement for all employees. The company regularly reviews employee development needs during annual performance evaluations, allocating budget resources for targeted training, mountain safety certifications, and administrative skill upgrades.

Internal Training & Capacity Building: To maintain high standards across field and office operations, the company conducts regular internal learning programs, including:

• Peer-to-Peer Mentorship: Knowledge sharing between senior leaders, certified mountain guides, and administrative personnel.
• Sustainability & CSR Training: Interactive workshops focused on responsible tourism, "Leave No Trace" environmental ethics, and community welfare.
• External Specialist Workshops: Inviting certified professionals for specialized sessions in high-altitude first aid, emergency rescue, wilderness survival, and customer care excellence.
• Supplier & Partner Inclusion: At management discretion, internal training programs may be extended to contracted vendors, local tea-house managers, and regional porters to uplift industry standards.

External Training, Conferences & Certification: At the discretion of the Managing Director (MD), employees may participate in external training programs, industry seminars, tourism fairs, and accredited certification courses (such as NMA guide licensing, KEEP eco-training, or language proficiency classes):

• Company-Sponsored Training: If an external course or conference is directly related to the employee's role or assigned by management, Nepal Hiking Team covers registration fees, official course materials, and necessary travel allowances.
• Reimbursement Terms: Course fees covered by the company are disbursed or reimbursed upon the employee's successful completion and submission of the official certification.

Departure & Separation Policy

Termination for Cause (Disciplinary Dismissal): In accordance with Chapter 10 of the Nepal Labor Act 2074 , Nepal Hiking Team may terminate an employment contract immediately without notice or severance pay for grave misconduct.

Cause for summary dismissal includes, but is not limited to:

• Acts of fraud, theft, financial misappropriation, or dishonesty.
• Serious breach of confidentiality, non-disclosure, or conflict of interest.
• Severe harassment (sexual or psychological), physical violence, or insubordination.
• Gross negligence, willful damage to company assets, or failure to perform duties after formal written disciplinary warnings.

Note: In all cases of disciplinary dismissal, the employee remains entitled to full payment of earned wages, accrued home leave, and sick leave encashment up to the effective termination date as prescribed by law.

Resignation & Notice Period

Employees wishing to resign from their position must provide advance written notice or equivalent payment in lieu of notice:

• During Probation: A minimum written notice of seven (7) days is required by either party.
• After Probation / Regular Status: Employees must provide thirty (30) days’ written notice to the employer to ensure a smooth transition of duties.
• Notice Waiver: Management may waive all or part of the notice period by providing standard basic wages for the remaining portion of the notice period.

Return of Company Property & Clearances

Upon termination of employment for any reason, all assets created, utilized, or issued during service—including laptops, mobile phones, operational keys, field equipment, client records, and proprietary manuals remain the exclusive property of  Nepal Hiking Team .

Employees must return all items in good working condition to management and complete the standard No Dues Clearance Process prior to the final settlement of salary, benefits, and statutory terminal dues.

Confidentiality, Work Environment & Dispute Resolution

Confidentiality & Data Protection: During the course of employment, employees will have access to sensitive and proprietary information, including customer data, booking registers, partner contracts, financial records, and strategic business plans. Employees are required to maintain strict confidentiality both during and after their tenure. Unauthorized disclosure or misuse of company data for personal gain or third-party benefit is strictly prohibited and subject to disciplinary action or legal proceedings.

Enabling Work Environment & Freedom of Association: Nepal Hiking Team strives to maintain a supportive, inclusive, and professional workplace that promotes personal and career growth.

• Freedom of Association: In accordance with the Nepal Labor Act 2074, employees retain the fundamental right to exercise freedom of association and participate in authorized trade unions or workplace safety committees without discrimination or fear of retaliation.

Harassment & Bullying Prevention Policy

The company is committed to maintaining a workplace free from intimidation, harassment, and discrimination.

• Zero Tolerance: Physical, verbal, or psychological harassment, bullying, and abuse of authority will not be tolerated.
• Anti-Sexual Harassment Protection: In compliance with the Sexual Harassment at Workplace (Prevention) Act 2071 , Nepal Hiking Team strictly prohibits unwelcome sexual advances, inappropriate physical contact, or sexually suggestive remarks. Complaints are investigated confidentially, and proven offenses warrant immediate disciplinary dismissal.

Grievance Redressal & Dispute Resolution Procedure

To resolve workplace grievances and interpersonal conflicts in a fair, transparent, and timely manner, employees are encouraged to follow this structured resolution process:

1. Direct Communication (Informal Resolution): Whenever possible, employees should attempt to resolve misunderstandings directly with the individual involved through respectful, open communication.
2. Escalation to Management: If informal dialogue fails or is inappropriate given the situation, the employee may submit a formal grievance to their supervisor or the Managing Director (MD). The MD will convene a meeting with the involved parties to mediate and establish a fair solution.
3. External Mediation & Legal Arbitration: If an internal resolution cannot be reached, the matter may be referred to an independent third-party mediator or the relevant Labor Office in accordance with Chapter 16 of the Labor Act 2074. The outcome of legal mediation or labor court rulings shall be binding on all parties.

Employee Representation & Annual Feedback

Nepal Hiking Team holds an Annual All-Staff Conference & Review Meeting to measure workplace satisfaction, review operational safety, and gather employee feedback. During this forum, staff members can present suggestions directly to executive management to continuously improve workplace conditions, field operations, and employee welfare.

Health & Safety Policy

General Safety Policy & Commitment

Nepal Hiking Team is dedicated to maintaining a safe, healthy, and risk-free environment across all office facilities and high-altitude field operations. In compliance with Chapter 12 of the Nepal Labor Act 2074 , both management and employees share the collective responsibility to take all reasonable precautions to prevent workplace accidents, occupational hazards, and illness.

Employees are encouraged to report any health or safety concerns, equipment defects, or potential hazards directly to the Managing Director (MD) without fear of reprisal.

Hygiene, Workplace Sanitation & Ergonomics

To ensure physical well-being, sanitary working conditions, and occupational comfort, the company enforces the following workplace standards:

• Daily Sanitation: Daily cleaning and washing of office premises, including regular disinfection of restrooms, sinks, drains, and high-touch communal areas.
• Potable Water Supply: Provision of safe, purified drinking water and hygienic refill stations for reusable bottles throughout working hours.
• Sanitary & Rest Facilities: Separate, clean, and accessible toilet facilities equipped with proper soap, water, and sanitation supplies.
• Facility Maintenance: Regular structural upkeep, repair, and repainting to maintain an odor-free, clean, and healthy office environment.
• Smoke-Free Environment: All indoor office areas, meeting rooms, and shared workspaces are strictly designated as non-smoking zones .

Hazard Assessment, Natural Disasters & Emergency Readiness

Recognizing Nepal's geographical vulnerability to natural disasters, the company maintains comprehensive emergency response protocols:

• First Aid Facilities: Fully stocked first aid kits are maintained in the main office and issued with certified mountain guides on all outdoor trekking expeditions.
• Fire & Disaster Protocols: Clear emergency exit routes, fire extinguishers, and emergency contact lists are maintained and displayed in visible areas across the office.

Safety Guidance, Training & Field Operations

• Periodic Safety Guidance: All staff receive periodic instruction regarding occupational rights, risk prevention, fire safety, and natural disaster response (including earthquake and landslide awareness). Safety updates are formally reviewed during the Annual All-Staff Conference .
• Field & Trekking Safety: For mountain guides and porters, safety standards include mandatory pre-trip briefings, high-altitude sickness (AMS) mitigation protocols, satellite/mobile communication access, emergency evacuation logistics, and mandatory employer-provided group medical and accidental insurance.

Ethical Code & Business Conduct Policy

Conflict of Interest & Loyalty to Company Interests

Employees owe a duty of loyalty to Nepal Hiking Team and must refrain from engaging, directly or indirectly, in any activity, enterprise, or business transaction that competes with or operates against the best interests of the company.

• Personal or Financial Interest: Employees shall not enter into direct or indirect transactions with guests, vendors, suppliers, or agency partners in which they have a personal or financial interest.
• Mandatory Disclosure: If an employee has a personal or financial relationship with a customer, vendor, or business partner, this relationship must be immediately disclosed in writing to the Managing Director (MD) prior to conducting any transaction.

External Appointments & Governance

Employees are expected to dedicate their primary professional time and attention to their duties at Nepal Hiking Team .

• Not-for-Profit Boards: Holding a non-executive board position in a registered non-profit or charitable organization is permitted, provided it does not create a conflict of interest or interfere with primary job duties.
• Subsidiaries & Related Entities: Directorships or formal governance roles in subsidiary or affiliated business entities require prior written evaluation and approval from the Managing Director .

Gifts, Hospitality & Anti-Bribery Standards

To maintain complete integrity and avoid undue influence in business dealings:

• Prohibition of Gratification: Employees and their immediate family members are strictly prohibited from soliciting or accepting gifts, cash, favors, hospitality, or gratification of any kind that could compromise their professional judgment or create an undue obligation for the company.
• Seasonal Courtesy Gifts: During major festivals or traditional occasions (such as Dashain or New Year), minor token promotional items or seasonal courtesy gifts of nominal value may be accepted, provided they do not influence any operational or commercial decisions.

External Representation & Media Engagement: Employees shall not represent Nepal Hiking Team at external public forums, industry conferences, trade shows, panel discussions, or media interviews without prior formal authorization from the Managing Director . All official communications, press statements, and promotional materials must be vetted through executive channels.

Disciplinary & Grievance Procedures

This policy outlines the principles and procedures for handling workplace disciplinary matters, performance capabilities, and employee grievances at Nepal Hiking Team . These procedures apply to all full-time and regular staff. They do not apply to regular redundancy retrenchments or the natural expiry of fixed-term contracts.

Basic Principles of Natural Justice & Fairness

To maintain transparency, equity, and consistency across all operations, Nepal Hiking Team enforces the following core standards in every disciplinary or grievance case:

• Prompt Action: Matters must be raised and resolved without unreasonable delay by management or employees.
• Fair Investigation: Management will conduct impartial fact-finding investigations prior to taking formal action.
• Right to be Heard: Employees will be informed of allegations or concerns in writing and given a fair opportunity to present their case.
• Right to Representation: Employees may be accompanied by a colleague or work representative during formal disciplinary or grievance hearings.
• Right to Appeal: Employees have the formal right to appeal any disciplinary sanction or grievance outcome to senior leadership.

Disciplinary Procedures (Misconduct & Capability)

Disciplinary situations involve either misconduct (breach of rules/policy) or capability issues (poor work performance).

1. Informal Counseling & Coaching: Minor performance or behavioral concerns are addressed first through informal discussions and coaching by line managers.
2. Written Explanation (Show Cause Notice): If informal action is insufficient or in cases of formal misconduct, the employee will receive a written explanation notice detailing the issue and allowing at least seven (7) days to submit a response.
3. Formal Inquiry & Hearing: An internal inquiry panel or designated officer will review the evidence and the employee's response.
4. Disciplinary Sanctions: Depending on severity, actions may range from formal written warnings and suspension to termination for cause in cases of grave misconduct (in alignment with Chapter 10 of the Labor Act 2074).

Grievance Redressal Procedures

Grievances refer to concerns, complaints, or problems raised by an employee regarding their working conditions, treatment, or terms of service.

Step 1: Informal Resolution: Employees are encouraged to resolve grievances directly with their immediate supervisor through open dialogue.

Step 2: Formal Grievance Submission: If unresolved, the employee may submit a formal written grievance to the Managing Director (MD).

Step 3: Management Review & Mediation: The MD or a designated grievance committee will meet with the employee within seven (7) business days to investigate the matter and establish a resolution.

Step 4: External Resolution: If an internal agreement cannot be reached, the grievance may be referred to external mediation or the local Labor Office as provided by national labor legislation.