~ EMPLOYEE HANDBOOK SINGAPORE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: General	BAS 00/1001	01/01/2000

 

1.1.           PURPOSE OF PERSONNEL POLICY AND PROCEDURES MANUAL

 

This manual contains statements of personnel policies and procedures.  It is designed as a guide for the day-to-day administration of our company’s personnel policies. This manual is to be treated as ‘CONFIDENTIAL’.

 

These written policies should increase a better understanding, eliminate the need for personal decisions on matters of company-wide policy, and help to assure uniformity throughout the organization.  It is the responsibility of each and every member of management to administer these policies in a consistent and impartial manner.

 

Each member of management can assist in keeping our personnel program up-to-date by notifying the personnel department whenever problems are encountered or improvements can be made in the administration of our personnel policies.

 

1.2       SCOPE AND APPLICABILITY

 

            This policies and procedures contained herein apply to all employees of

Xxxx Corp.

 

1.3             SUPPLEMENTS/REVISIONS

 

From time to time, you will receive additional supplements to our Human Resource Policy Manual.  These new supplements will update and revise present policy and practice whenever deemed necessary.  Please be sure to remove old policy statements and procedures when revision are received.  Should you have any questions concerning the intent or procedure to follow in the supplements to your Policy Manual, please see the Head of Human Resource Department.

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Recruitment	BAS 00/1002	01/01/2000

 

1.1             PURPOSE

 

To describe the methods and procedures used by the company to fill the manpower needs of the company from external sources.

 

1.2             POLICY

 

(a)   The Human Resource Department will provide technical, professional, administrative, managerial and other selected categories of employees.

(b)   Candidates shall be selected and offered employment based on their qualifications, experience, ability, interest and aptitude as they apply to the specific job requirements.

(c)   All necessary employment procedures relating to applications, screening, interviewing, and job offers shall be reserved as the responsibility of the Human Resource Department to ensure conformity with company standards, criteria and practices relating to employment.

 

1.3             PROCEDURES

 

(a)   REQUISITION

 

Employment Requisitions must be submitted to Human Resource with sufficient lead time to permit implementation and must contain complete information regarding the necessary desirable qualifications pertinent to the positions and all appropriate signatures.  No employment offer will be made unless the approved requisition has been executed prior to the proposed date of employment offer.

 

(b)   RESTRICTIONS

 

The Human Resource Department requires compliance with certain employment restrictions as follows:

 

(i)                 All personnel seeking employment shall be required to complete an employment application and other related written forms necessary to initiate employment processing.

 

(ii)               All candidates must be screened and interviewed by the Human Resource Department and a representative of the department concerned before an offer of employment may be made.

 

(iii)             The Human Resource Department shall interview all applicants for pertinent information, general qualifications, work record, educational background and fitness for the specific job under consideration.

 

(iv)             Supervisors, managers, and department heads shall be responsible for establishing the minimum criteria specifically relating to the performance of the duties of the job position under their directions which may be opened.

 

(v)               Whenever appropriate or considered essential, the supervisor or manager may interview candidates referred by Human Resource Department for the purpose of qualifying the applicant’s skills, experience and education as it relates to the performance of the job opening directly under their supervision.

 

(vi)             For specific positions, jobs or occupations, generally of the less technical nature, the supervisors and managers may delegate authority to the Human Resource Department to make the evaluations.  The Human Resource Department shall tender all offers of employment.

 

(c)   OFFERS OF EMPLOYMENT

 

(i)                 The Human Resource Department shall be responsible for the offers of employment.  No supervisors or managers may tender an offer of employment to an applicant.

 

(ii)               All employment offers shall state the applicable salary and desired starting date and time of employment.

 

(iii)             At the time of offer or acceptance of employment, appropriate information about the benefits of the company and pertinent personnel policies and regulations shall be given to the applicants.

 

(iv)             Wherever possible, a representative of the Human Resource Department should personally orientate applicants or new hires.

 

 

 

 

(d)  INDOCTRINATION AND ORIENTATION

 

(i)                 It shall be the responsibility of the Human Resource Department to ensure that newly-hired employees are properly processed for employment which includes completing all tests, forms and physical examinations and receiving applicable information or personal orientation prior to starting employment.

 

(ii)               Managers and supervisors who are interested in hiring applicants from their personal acquaintances must do so with the knowledge and approval of the Human Resource Department and must refer such applicants to the Human Resource Department for the initial interview and preparation of employment forms.

 

(iii)             Managers and supervisors who receive communications from any employment agency and or consulting and employment-type organisation shall refer all such inquiries to the Human Resource Department to ensure proper compliance with all appropriate employment requirements.

 

(iv)             Managers and supervisors shall administer employment tests or initiate reference checks only with the knowledge and consent of the Human Resource Department.

 

(e)   All new employees who have met all company requirements and completed all necessary processing, shall be placed in the job classification (position, title and pay range) which is authorized for the job he is hired to perform.

 

(i)                 It is the responsibility of the supervisor or manager to clearly define the job content of the position. 

 

(ii)               Any salary offer must conform to the current pay range established for the position.  The offer may be above the midpoint of the range if approved by the Head of Human Resource Department and the Management.

 

(f)     APPROVALS

 

Requisitions for employment shall be accepted by the Human Resource Department unless the requisitions have the appropriate approval signatures, as follows:

 

 

 

(i)                 Direct labour replacement requisitions must be approved by the Department Manager.

 

(ii)               New headcounts and indirect labour – The requisition must be approved by the Management.

 

Application forms, test and procedures administered by the Human Resource Department shall be approved by the Head of Personnel.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Orientation	BAS 00/1003	01/01/2000

 

1.       POLICY

 

The Company shall orientate all new employees immediately following their joining the Company.

 

2.       OBJECTIVE

 

The objective of orientation is to assist the new employee to adjust to his new environment and to introduce him to his job so that:

 

a)       He/she develops a greater appreciation of their part in the overall operation of the Company.

b)       He/she fits in with other employees of the Company faster.

c)       Breaking-in period is shorter and job progress is faster, and

d)       Misunderstanding and complaints are reduced.

 

3.       PROCEDURE

 

a)       On the first day of employment, the new employee shall be oriented by a representative of the H.R. Department.  If orientation on the first day is not possible, the new employee should be oriented as soon as reasonably possible.

b)       Orientation shall be conducted with the aid of personal presentation and audio visual aids such as overhead projector, slides projector, etc. In order to maximise retention by the new employee.

c)       Orientation shall be provided on the following items:

i)                    Company’s objective, history, products and organisation.

ii)                  Company’s salaries and benefits administration practices, facilities, rules and regulations, disciplinary procedures, grievance procedure etc.

d)       The new employee shall be personally introduced to his/her immediate Supervisor/Manager.

e)       The immediate Supervisor/Manager of the new employee shall provide orientation regarding the details of the department and the job of the new employee.

 

Note:  It is important that the new employee should feel that he/she has accomplished something at the end of his/her first day.

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Hours of Work	BAS 00/1004	01/01/2000

 

1.       POLICY

 

a)       “Hours of work” refers to the Company’s official working hours of a normal work day, required of its employees.

b)       The hours of work are determined by the Management in accordance with the business requirements of the Company.

 

2.       PROCEDURE

 

a)       Current hours of work shall be as follows:

 

i)                    Monday to Friday – 9.00 a.m. to 6.00 p.m.

 

With one hour for lunch.

 

            ii)   All employee shall work a 44-hour week.

 

b)       Overtime Pay for eligible staff

 

i)                    If work hours have to exceed 9 hours a day or 44 hours a week; any overtime required has to be obtained approval from your Supervisor/Manager BEFORE overtime is performed.

ii)                  Supervisor/Manager has to sign off on the time sheet, the time you finished overtime.

iii)                Time sheet has to be submitted to the HR Department before the 15^th of the following months so that payment can be processed in time for that month’s payroll.

iv)                You will also be entitled to: meal allowance of S$5/- after 7.30 pm and actual taxi fare reimbursement after 9 pm during the working days or if you work more than 5 hours on weekends/public holidays.

v)                  Those not eligible to claim overtime but working past 9 pm on weekdays or having to work on weekends and public holidays, may claim a taxi reimbursement, through petty cash for actual fare paid.

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: PROBATION	BAS 00/1005	01/01/2000

 

1.       PURPOSE

 

This policy establishes the procedure to determine whether newly-hired or reinstated employee is suitable for confirmation of services in the position employed.

 

2.       POLICY

 

A new employee is required to serve a probationary period, 3 to 6 months (depends on staff’s letter of appointment upon starting work with the Company).   This is enable his Supervisor/Manager to help the new employee to quickly settle down to his new work environment so that he can achieve his purpose for joining the Company – to perform as a motivated employee.

 

3.       PROCEDURE

 

a)       Not later than two (2) weeks before the new employee is due to complete his probationary period, his Supervisor/Manager will have a confidential formal performance appraisal of him.

b)       While his Supervisor is satisfied that the new employee should be confirmed in permanent employment, he will conduct a face-to-face formal performance appraisal with the new employee after consulting the Head of department and the Head of the H.R. Department.

c)       Blank forms for the appraisal of a new employee is available from the H.R. Department.

d)       As usual, the Supervisor/Manager must prepare for appraisal in the usual manner.   At the end of the appraisal, get the employee to sign ont he appraisal form to indicate that the Supervisor has discussed his evaluation with him.  If he is to be confirmed, the Supervisor/Manager is to be informed.

e)       Two alternatives to confirmation in permanent employment are:

 

(a)       extension of the probation period

(b)       termination of the contract of services

 

 

 

 

f)         Where it is necessary to extend the probationary period of the new employee by a further three (3) months, the new employee is to be so informed at the end of the face-to-face performance appraisal.  In which case, two weeks before the expiry of the extended probationary period, repeat (c) to (e).

g)       Where the Supervisor/Manager is satisfied that there is no case for confirming the new employee or extending his probation, the Supervisor/Manager will consult his Head of Department jointly with the Head of H.R. Department.  The three will then reach a decision.

h)      Where it is required to terminate the contract of service of a new employee, there is no need for the face-to-face formal performance appraisal.  Instead, H.R. Department will prepare the letter of termination which will be handed to him by the new employee'’ Supervisor/Manager.  There is no need to give the new employee any reason for the termination of the contract of service.

i)         During the new employee’s probationary period, the Company or the employee may terminate the contract of service by either party giving to the other as stated in their letter of appointment, in writing, or to pay in lieu of such notice as stated in their letter of appointment.  There is no need to give any reason for the termination.  However, the new employee’s Supervisor/Manager, Head of Department  and Head of H.R. Department will have to discuss when the new employee has to be terminated.

j)          On or before the expiry of the probationary period, the Company shall inform the employee in writing whether or not he/she is confirmed in his/her employment but in the event that the Company has omitted to do so, the employee concerned shall be deemed to have been confirmed from the date of completion of his/her probation.

k)       On confirmation, the employee’s probationary shall form a part of his total length of service with the Company.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Normal Notice                     of Termination	BAS 00/1006	01/01/2000

 

1.       POLICY

 

a)       Employment shall be terminated upon the employee’s attainment of retirement age, death, resignation, discharge or dismissal.

b)       Either the Company or the confirmed employee may terminate the contract of service between the company and the employee.  Such notice must be in writing and must state the reason for termination.

c)       The notice period shall be as stated in the Letter of Appointment or payment in-lieu of notice as stated in the Letter of Appointment.

d)       Employment can be terminated with immediate effect or if notice has already been given, without waiting for the expiry of that notice, by one party giving to the other a sum equal to the amount of salary which would have accrued to the employee during the term of such notice.

e)       Any employee shall be deemed to have terminated his employment with the Company if he has been continuously absent from work for more than two (2) days:

 

i)                    without prior approval of the Company;

ii)                  without informing the H.R. Department that he has been given sick leave.

 

In such cases, the employee shall pay the Company in lieu of notice as described in point (c) of this Policy.

 

2.       PROCEDURE

 

a)       Where an employee voluntarily terminate his contract of service with the Company.

 

i)                    the employee is to submit his letter of resignation to his immediate Supervisor/Manager.

ii)                  Immediately, the Supervisor/Manager will bring the letter to the attention of his Head of Department and the Head of H.R. Department.

iii)                Shortly after this, someone from H.R. Department will conduct an interview with the employee and submit a report to the two Heads of Department who will decide whether to persuade the employee to stay or to accept the resignation.

iv)                Where persuasion to stay on is necessary, this will be done by someone appointed by the two Heads of Department.

v)                  Where the decision is to accept the resignation, or, despite the persuasion the employee wants to resign, H.R. Department will write a note to the employee concerned to be handed to the employee by his Supervisor/Manager.

vi)                The employee will return all Company properties in his custody as soon as possible but definitely not later than the start of his last day of work.

vii)              Where it is appropriate to give the employee a testimonial this will be prepared in consultation between the employee’s Supervisor/Manager and H.R. Department.  The testimonial will be signed by the Head of the Department or (LOCAL CEO).

viii)            The employee’s letter of resignation, a copy of the reply, the exit interview and a copy of the testimonial of the employee must be kept in the employee personnel file.

ix)                The final pay cheque will be given to the employee before the employee leaves the Company on his last day of service.  It will be handed to him by someone from the H.R. Department.

 

b)       Where the Company terminates the contract of service:

 

i)                    The move to terminate an employee must be the initiative of his immediate Supervisor/Manager normally.  In some cases, it may be initiated by the Head of the Department or H.R. Department.

ii)                  Resulting from the joint consultation between the two Heads of Department and the employee’s Supervisor/Manager, the immediate Supervisor/Manager will announce to the employee concerned and hand him the letter of termination.

iii)                Follow as per 2 (VI) and 2 (VII).

iv)                A copy of the letter of termination and the testimonial (where applicable) must be kept in the employee’s personnel file.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Promotion	BAS 00/1007	01/01/2000

 

1.       POLICY

 

a)       It is the Company’s policy to train and promote from within whenever possible.  However, promotion is the Company’s prerogative which is non negotiable and cannot be questioned.  In considering a promotion, the Company’s management will view the following:

 

i)                    The availability of a vacancy, creation of a post, upgrading etc.

ii)                  Experience

iii)                Seniority

iv)                Performance record

v)                  Education and training

vi)                Attitude and aptitude

vii)              Loyalty and co-operation

 

The company would like to see that all employee have a career in the Company, but they must also help themselves by developing a better work attitude and by learning more about their work.

 

b)       When a vacancy arises within the Company, deserving employees with the right qualification, talent and aptitude will be considered for promotion.

c)        Employees who are promoted will have their salaries adjusted equitably.

d)       To be considered for promotion, an employee must be recommended by his Department Head and there must be consultation with H.R. Department and Head of Department with the vacancy.

 

2.       PROCEDURE

 

i)                    The Head of department with the vacancy shall inform the H.R. Department giving the job-title, job description and other specifications.

ii)                  The Head of H.R. Department will inform other Department Heads and write nominations.  Every nomination must have a copy of the latest performance appraisal of the nominee accompanying the nomination form duly completed.

iii)                A letter of promotion with his job-title, status and rights will be given to the promotee upon approval from management

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Transfer	BAS 00/1008	01/01/2000

 

1.       PURPOSE

 

a)       A transfer is a lateral movement of a staff from one department to another or within the same department, from one section to another or from one job to another.

b)       The Company reserves the right to transfer an employee from one job to another and/or from one locality to another.  This is to realise the employee’s potential elsewhere and for him to gain experience in order areas as part of the career advancement program.

c)       A transfer doe snot necessitate a change in wage and benefits, status, unless appropriate.

 

2.       PROCEDURE

 

a)       The Head of Department will be responsible for initiating the action of transfer for his employee in consultation with the employee’s Supervisor/Manager and the Head of H.R. Department.

b)       Upon approval, H.R. Department will prepare a letter informing the employee of the change in status and the letter be given to the Head of Department.

c)       The Head of Department will inform the employee of the transfer through a letter from the H.R. Department.

d)       The transferee must have a performance appraisal done prior to the transfer.

e)       Where a change of wage and benefits status is appropriate, the employee will be so informed in a letter from H.R. Department through his Supervisor/Manager.

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Retirement	BAS 00/1009	01/01/2000

 

1.       POLICY

 

a)       The retirement age for all employees shall be 62 years.

b)       Retirement shall become effective at the end of the month during which the employee turns 62, i.e. completes his/her 62^nd year calculated from the date of birth as documented in the employee’s identity card.

c)       In the event that a continuation of employment is necessary beyond the retirement age, a mutual agreement must be established between the employee and the employer on such terms and conditions that the Management thinks fit, provided such a staff has been:-

 

i)                    medically fit for employment as certified by the doctors.

ii)                  Satisfactory performance, and

iii)                Salary freeze at 62.

iv)                No increment when salary reaches maximum scales.

 

d)       Extension of employment is subject to the employee’s satisfactory completion of a medical examination conducted by the registered doctors.

e)       Extension of employment is limited to 12 months under a completely new employment contract with pre-determined terms and conditions.  The contract must state the automatic expiration after 12 months of service unless expressly renewed in writing prior to expiry.

 

2.       PROCEDURE

 

a)       The retiree will be given a written notice of his retirement from the H.R. Department, through his Supervisor/Manager, at least one month before due date.

b)       The employee will return all Company properties in his custody as soon as possible, but definitely not later than the start of his last day of work.

c)       The testimonial to the employee will be prepared by the Head of H.R. Department in consultation with the retiree’s immediate Supervisor/Manager and the Head of Department.

 

 

 

 

 

 

 

 

d)       The Head of Department is responsible for determining the need for re-employment of the retiree.

e)       Once the need is established, the approval of the Head of H.R. Department is required for the necessary administration work to proceed.

f)         Upon approval, the H.R. Department will be responsible for preparing the employment contract and arranging for the employee’s medical examination.

g)       The H.R. Department will also be responsible for monitoring the periodic renewal of the re-employment contract of the retiree.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Re-Hire of        Former Employees	BAS 00/1010	01/01/2000

 

1.       PURPOSE

 

To offer employment to former employees who possess job knowledge or skills needed to fill current job openings.

 

2.       DEFINITION

 

A former employee is one who has previously worked for the company.  The re-hired employee shall be designated a re-hire and not a reinstatements.  Previous service with the Company will not be considered in computing company benefits, particularly the annual leave entitlements.

 

3.       POLICY

 

a)       A former employee may be rehired only if qualified to perform in an existing job opening and if his or her work history and reason for termination are satisfactory and acceptable.

b)       The interviewer, with the concurrence of the Supervisor/Manager, shall be responsible for determining eligibility for re-hire.

c)       Former Supervisors/Managers of the former employee shall be given the first opportunity to re-hire former employees.

d)       A former employee who is re-hired for a similar job held previously need not be subject to any probationary period.

e)       If the re-hired employee is assigned a different position from that was held previously, he/she will be subject to the appropriate probationary period specified for the respective job grade.

f)         Approval of employment of a former employee shall be made by the H.R. Department after reviewing the records pertaining to the applicant’s former employment with the Company.

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Performance                   Appraisal	BAS 00/1011	01/01/2000

 

1.       PURPOSE

 

a)       Every employee should receive timely informal feedback about his performance on a day-to-day basis from his Supervisor/Manager.  This helps the employee keeps on the right track and responds to his concern to know how he is doing and where he his heading.

b)       The objective of the formal performance evaluation are:

 

 

i)             to improve performance in the job now held – with emphasis on a   

           plan for future action, not just an examination of the past.

ii)                  to develop people – so that the Company will have people qualified to step into high positions, and so that the individual who wishes to advance is helped to become eligible.

iii)                To offer a formal opportunity to the employees to participate in evaluating his own performance, to add his own inputs to the design of his job, and to commit himself to his own plan for improvement, development or other work plans for the next evaluating period.

 

c)       The key points of performance to be considered in an evaluation programme should be related to results, method, strengths and areas which require strengthening or development.  It is not the purpose of the evaluation programme to analyze and judge merely the personal attributes of the employees.

d)       Formal performance evaluations should be accomplished according to the following timetable:

 

            i)   once a year in March.

            ii)  promotion

 

e)       In addition to the above, up-to-date evaluation should be completed prior to a permanent transfer to another supervisor/manager or prior to a leave of absence of three months or more.

 

 

 

 

 

 

f)         It is important the written evaluation be placed in the official personnel folder of the employee kept in the H.R. Department.  It may be required as back-up information in the event of transfer, promotion, termination, and for future references.  From the standpoint of fairness to the employee who deserves recognition, the written record is important.  The employee whose performance is deficient also deserves definite, written documentation of this condition, with a view toward correcting these deficiencies.

g)       In the event that an employee feels he had been unfairly evaluated, he has the following recourse (and should be so informed); he many state this and his reasons on the evaluation itself, and/or he may request review of the situation by others higher up the chain of command provided he observes proper procedure.  There should be no by-passing of authority.

h)      If the employee has had more than one supervisor, a separate appraisal by each may be the more appropriate approach to the review.

 

2.       PROCEDURE

 

a)       In the month of February (i.e. one month before the end of the evaluation period), H.R. Department will inform the Heads of department that it’s time to conduct the formal performance appraisal.

b)       The Heads of Department in turn, will communicate with the Supervisors/Managers.

c)        Each Supervisor/Manager, under the direction of his Department Head will conduct the evaluation leading to a face-to-face discussion with the employees concerned.

d)       After the evaluation exercise, the respective Heads of Department will submit the Performance Appraisal forms to the H.R. Department for filing.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Annual Leave	BAS 00/1012	01/01/2000

 

1.       PURPOSE

 

The company provides all of its employees regular annual leave with pay in order to maintain health, morale and efficiency.  This policy outlines the conditions under which employees become eligible for annual leave with pay.

 

2.       POLICY

 

a)       Each employee shall be entitled to annual leave with pay as follows:-

 

·         1 – 5 year’s service                           -           15 working days per year

·         6 – 15 year’s service                         -           20 working days per year

·         16 – 20 year’s service                       -           22 working days per year

·         more than 20 year’s service            -           25 working days per year

 

Such leave can only be taken after the staff is confirmed in service.

 

b)       An employee is entitled to only a pro-rated number of days annual leave, in accordance with the entitlement stated in the letter of appointment, if he does not complete a full year’s service during his first year of employment.

c)       The Company will pay the employee his ordinary rate of basic pay for every day of such leave and if an employee has been dismissed, otherwise than for misconduct before he has taken such leave, the Company shall pay the employee his ordinary rate of pay in respect of every day of such leave.

d)       Leave has to be applied and approved by the immediate superior.  It has, therefore, to be applied by the employee, in writing, at least five (5) working days in advance.

e)       The Company has the right to schedule the employee’s annual leave or fix certain days (e.g. slack time, etc.) and the employee cannot object to such an arrangement provided that the Company gives at least one (1) month’s notice to the employee.  In that case, where an employee has no annual leave, the Company shall grant him either no pay leave or advance annual leave.

 

 

 

 

f)         An employee may accumulate his annual leave entitlement up to a maximum of seven (7) working days leave to the following year.

 

In the case where an employee does not use his leave at the end of the leave period, due to his refusal to go on leave, the unused leave will be forfeited.

g)       Employees who have tendered their resignations cannot offset the notice period with their annual leave balance.

h)      Applications for half day leave are permitted, i.e. taking the morning off and starting work at 2:00 pm or taking the afternoon off from 1:00 pm.

 

3.       PROCEDURE

 

a)       To apply for leave, the applicant fills up a Leave Application Form and submits it to his/her Head of Department for approval.

b)       After approval has been obtained, the leave form shall be forwarded to the H.R. Department who will record and file the copy in the employee’s personnel folder.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Compassionate                      Leave	BAS 00/1013	01/01/2000

 

1.       PURPOSE

 

The purpose of this policy is to provide all employees with limited pay continuance during periods of absence from work for reasons deemed compassionate.

 

2.       POLICY

 

The Company shall grant paid compassionate leave up to a maximum of five (5) working days at any one time in one calendar year, with basic pay, in the event of the death/hospitalisation of the immediate family of the confirmed employee.

 

3.       DEFINITION

 

a)       Immediate family is defined as the employee’s spouse, parents, parents-in-law, grand parents-in-law, brothers, sisters and children.

b)       Where compassionate leave is requested by an employee, the onus shall be upon the employee to produce evidence to the satisfaction fo the company to qualify for such paid compassionate leave.

 

4.       PROCEDURE

 

a)       An application of leave to be filled and submitted to H.R. Department which to be kept in the employee’s personnel file.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Marriage Leave	BAS 00/1014	01/01/2000

 

1.       POLICY

 

a)       All confirmed employees shall be entitled to a one time three (3) continuous days marriage leave with basic pay on their first legal marriage within his/her employment with the Company.

b)       Application for leave shall be made on the Company’s leave application form not later than one month before taking such leave.   Documentary proof must be submitted with the application for leave or follow it.

 

2.       PROCEDURE

 

a)       To apply for leave, the applicant fills up a Leave Application form and submits it to his/her Head of Department for approval.  The employee is required to attach his documentary proof to his/her application or follow it.

b)       After approval has been obtained, the leave form shall be forwarded to the H.R. Department who will record and file the copy in the employee’s personnel file.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Maternity Leave	BAS 00/1015	01/01/2000

 

1.       PURPOSE

 

This policy sets forth conditions under which a female employee is entitled to maternity leave.

 

2.       POLICY

 

a)       Every female employee who has been with the Company for  at least 180 days is eligible for eight (8) weeks paid maternity leave at basic pay only for her first three (3) surviving children, i.e. 4 weeks immediately before and 4 weeks immediately after delivery.

b)       A female employee shall not be entitled to any payment during the benefit period for any confinement, when, at the time of such confinement she has three or more surviving children.

c)       A female employee can take a shorter period of pre-confinement leave (i.e. less than 4 weeks) so that she can have a longer period of post-confinement leave provided there is a mutual agreement between the female employee and the Company.  The total period of maternity leave is still subject to a maximum of 8 weeks.

d)       Nothing in this section shall be construed to require the Company to pay to a female employee an extra day’s salary for a rest day or holiday which falls within the benefit period.  (Benefit period refers to the period of eight (8) weeks when she is on maternity leave).

e)       A female employee shall give notice to the H.R. Department that she expects to be confined within one month from the date of such notice.

f)         If a female employee works for any other employer after she has absented herself from work, she shall forfeit her claim to any payment to which she is entitled to and shall be liable for dismissal.

g)       Leave taken on account of miscarriage or abortion occurring during the first seven (7) months of pregnancy shall not be considered as maternity leave, but as normal sick leave.

h)      If at the expiry of the maternity leave, the female employee is medically certified as unfit, her absence shall be considered as normal sick leave.

i)         An application for maternity leave shall be supported by a certificate from the registered medical practitioner or a Singapore government maternity hospital.

 

 

 

 

 

3.   PROCEDURE

 

a)       To apply for leave, the applicant fills up a Leave Application form and submits it to his/her Head of Department for approval.  The employee is required to attach his/her documentary proof to his/her application.

b)       After approval has been obtained, the leave form shall be forwarded to the H.R. Department who will record and file the copy in the employee’s personnel folder.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Paternity Leave	BAS 00/1016	01/01/2000

 

1.         POLICY

 

A male employee is entitled to three (3) working days paternity leave with basic pay on the birth of his child, up to three surviving children.

 

2.         PROCEDURE

 

The male employee must apply for paternity leave by completing Leave Application form with supporting documents attached.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Reservist	BAS 00/1017	01/01/2000

 

1.       POLICY

 

An employee will be entitled to paid time-off for reservist training or routine reporting.

 

2.       PROCEDURE

 

a)       An employee required to attend reservist training or a routine reporting shall submit tot he H.R. Department, the written order from the Ministry of defence or Unit Headquarters of the national service upon receipt of such an order no later than twenty-eight (28) days from the actual date of in-camp reservist training and no later than three (3) working days before the actual date of reporting.

 

b)       No payment of salary will be due to the employee for the said period of leave.  His salary will be reimbursed by the Ministry of defence.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Sick Leave (Hospitalization and Non-Hospitalization)	BAS 00/1018	01/01/2000

 

1.       PURPOSE

 

The purpose of this policy is to set forth the procedures and conditions under which employees may be granted time off with pay in the event of personal illness or injury.

 

2.       POLICY

 

a)       Confirmed employees will be eligible for a maximum of paid sick leave as follows:

 

-          20 days in each year if no hospitalization is necessary, or

-          70 days in each year if hospitalization necessary provided that if an employee is hospitalized for less than 50 days in any one year, his entitlement to paid sick leave for that year shall not exceed the aggregate of 20 days plus the number of days on which he is hospitalized.

 

And provided further that if an employee is certified by such medical practitioner or medical officer to be ill enough to need to be hospitalized but is not hospitalized for any reason whatsoever, the employee shall be deemed to be hsopitalized.

 

b)       Sick leave will be granted only if the employee is examined and certified unfit for duty by the registered practitioner or a Singapore Government medical officer.

 

c)       The employee shall not be entitled to paid sick leave on a rest day, off day, public holiday or whilst on annual leave.  Furthermore, no employee shall be entitled to paid sick leave for the period during which he is receiving compensation under the workmen’s compensation act.

 

 

 

 

 

 

 

d)       An employee who absents himself on sick leave

 

i)   which is not certified by a Singapore Government medical officer or a

     duly registered medical practitioner.

 

  ii) which is certified by a Singapore Government medical officer, but

      without informing or attempting to inform the company of such sick      

      leave within forty-eight (48) hours of the commencement thereof shall  

      be deemed to have absent himself from work without the permission

      and without reasonable excuse for the days on which he is so absent

      from work and has therefore terminated his contract of service.  In

      which case, he must compensate the company wage in-lieu of notice

      pay.

 

iii)  where an employee qualifies for paid sick leave, the Company will pay     

      the employee his ordinary rate of base pay for every day of such sick

      leave.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Public Holiday    & Elections	BAS 00/1019	01/01/2000

 

1.       PURPOSE

 

The purpose of this policy is to identify the public holidays observed by the company and to describe the eligibility of holiday payments.

 

2.       POLICY

 

a)       Every employee shall be entitled to paid holiday at his ordinary rate of on such days gazetted by the Government during the time that he/she is employed.

b)       An employee who absents himself from work on the working day immediately preceding or immediately succeeding a holiday without the prior approval of the Company or without reasonable excuse shall not be entitled to any holiday pay for that holiday.

c)       Notwithstanding the above provisions any employee may be required to work on any holiday to which he would otherwise be entitled and he shall be paid an extra day’s salary at the ordinary rate of pay for one day’s work in addition to the ordinary rate of pay for that day.

d)       If any of the days specified in the said Schedule should fall on Saturday, one day leave will be credited to staff’s annual leave.

 

SCHEDULE FOR PUBLIC HOLIDAY

 

            New Year’s Day

            Lunar New Year (2 days)

            Good Friday

            Hari Raya Puasa

            Labour Day

            Vesak day

            Hari Raya Haji

            National Day

            Deepavali

            Christmas Day

 

 

 

 

 

 

 

e)       If the eve of major public holidays (Christmas, New Year, Chinese New Year) falls on working day, the company will close officially at 1:00 pm.  In addition, Indians and Malays may take a half day off if the eve of Deepavali and Hari Raya Puasa falls on a working day.

f)         For staff who are citizens of other countries who is required to participate in elections, time off will be allowed.

g)       In case of those citizens who need to vote outside of Singapore, then reasonable amount of time will be allowed for travel to and back from the location of elections nearest to Singapore.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Outpatient     Medical Benefits	BAS 00/1020	01/01/2000

 

1.       POLICY

 

a)       Outpatient medical benefit shall mean payment or reimbursement by the Company on behalf of the employee when he/she receives medical treatment in accordance with this policy.

b)       All employees and their immediate family (i.e. spouse, and children) are eligible for medical benefit for a total amount of S$1,000.00 per year, non-cumulative basis.

c)       The company shall bear the cost of medical consultation and medicine when an employee visits the registered medical practitioner or a Singapore government medical officer for outpatient treatment.

d)       Should specialist consultation be required, the employee must obtain recommendation from the registered medical practitioner or Government medical practitioner.  Specialist treatment is on a 80% / 20% co-payment scheme (i.e. 80% paid by the company and 20% borne by the employees).

e)       Sick leave will not be granted unless evidenced by a valid medical certificate.  Where the employee is not given any medical leave, he/she shall returns to work immediately.

f)         Pap smears will be reimbursed upto S$35/- for female employees if they prefer to use their own gynaecologist.

g)       The company shall not bear the cost of the following:

 

-          medical, optical, surgical or dental or any other appliances including spectacles, contact eye lenses and denture.

-          optical charges.

-          any expenses in respect of any illness or accident arising out of and in the course of employment which constitutes a valid claim under the provision of the Workmen’s Compensation Act.

-          any expenses arising out of self-inflicted injuries, unlawful acts, unjustifiable hazards or provoked assault or any illness or disease caused by misconduct or for any venereal disease as well as injuries received by participating in riots or unlawful assemblies.

-          any expenses incurred in respect of illness or disablement or arising from attempted suicide, use of drugs or from injuries of any kind sustained outside the Company’s premises or outside working hours.

-          any expenses relating to pregnancy, abortion, miscarriage, confinement or cosmetic surgery.

 

h)      Anyone found abusing this privilege will be deprived of it.  Furthermore the Company has the right to change or withdraw entirely this benefit at any time it desires without any claims to it by employees.

i)         All medical expenses are subject to final approval by the Head of H.R. Department.

 

2.       PROCEDURE – WHILST AT WORK

 

a)       Employees who require medical attention may approach their immediate Supervisor/Manager for permission to consult the registered medical practitioner during his work hours.

b)       Where the employee is not given any sick leave, he shall returns to work.

c)       Where sick leave is issued, the employee has to inform his immediate supervisor/manager or the H.R. Department immediately.  The employee doe snot have to return to work until his sick leave expires.

d)       When he returns to work, the employee will submit his sick leave certificate and receipt for reimbursement for medical expenses to his immediate supervisor/manager who will hand it over to the H.R. Department.

 

3.       PROCEDURE – WHILST AT HOME/OUTSIDE OFFICE HOURS

 

a)       Should an employee falls sick at home, over the weekend, holidays or outside office hours, he may see any registered medical practitioner or a government outpatient dispensary.

b)       When he returns to work, he should bring with him the receipt and sick leave certificate, if applicable.  A reimbursement for medical expense has to be submitted to the Head of Department for approval.  The relevant documents will then be forwarded to the H.R. Department for recording, reimbursement of payment and filing.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Workmen’s   Compensation Insurance	BAS 00/1021	01/01/2000

 

1.       POLICY

 

a)       The Company will provide a basic insurance for employees under the terms and conditions of the Workmen’s Compensation Act or at Common Law.

b)       In the event of an accident, the H.R. Department will obtain information on the accident and report to the insurance company.  All necessary documents will be completed by the H.R. Department.

c)       Compensation payable will be according to the schedule of payment as stated in the Workmen’s Compensation Act or at Common Law.

d)       The sum insured is usually based on 12 months of insured employee’s salary.

 

2.       OBJECTIVE

 

This policy covers employees who sustain personal injury by accident or disease arising out of the course of their employment.  The compensation for death and permanent total incapacity are:

 

Formula and Compensation Amount:

 

·         Formula:

Permanent Total Incapacity        :     Monthly earnings x multiplying factor

 

Permanent Partial Incapacity     :     Percentage loss of earning capacity

                                                               x monthly earnings x multiplying

                                                               factor (percentage of loss of earning

                                                               capacity table is found in the

                                                               Workmen’s Compensation Act)

 

Amount Payable on Death         :     Monthly earnings x Multiplying factor

 

·      Permanent Total Incapacity       

 

     Maximum Compensation                  S$147,000

     Minimum Compensation                   S$   49,000

 

 

 

 

·      Death

 

Maximum Compensation                 S$111,000

Minimum Compensation                 S$   37,000

 

·      Common Law Liability

 

Restricted to                                       S$10 million

 

       Example:

      

       Case                  :        permanent total incapacity due to accident in the course

                                            or work.

 

       Age                    :        34 years old on his next birthday

       Mthly earning   :        S$2,000 per month

       Compensation :        S$2,000 x 144 = S$288,000

 

       However, there is a maximum limit of S$147,000.  Therefore, he will receive 

       S$147,000.

                                                                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Hospitalization     And Surgical Insurance	BAS 00/1022	01/01/2000

 

1.       POLICY

 

The company shall provide hospitalization benefits through Group Hospitalization and Surgical Insurance coverage for all employees and their immediate family (i.e. spouse and children).

 

2.       OBJECTIVE

 

The objectives of providing hospitalization benefits is to ensure that employees and their immediate family are well taken care in the event of serious illness or injury.

 

3.       PROCEDURE

 

a)       When hospitalized, the employee must contact his/her supervisor/manager as soon as possible, to advise of the situation and to enable the supervisor to reschedule the work accordingly.

b)       The supervisor/manager will arrange to give the necessary claimant form for the employees to give to the doctor to fill the required section.

c)       Upon admission to the hospital, the employee must use their medisave account and then obtain all the original receipts from the hospital.

d)       Upon return to work, the employee has to present all necessary documents and receipts of payment (if any) to H.R. Department for processing of the claims from the insurance company.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Group Accidental Death & Dismemberment Insurance	BAS 00/1023	01/01/2000

 

1.       POLICY

 

The company shall provide all employees with Group Accidental death & Dismemberment Accident.  Age limit is 65 years and coverage is world-wide on 24-hour basis.  This is subject to insurability.

 

2.       OBJECTIVES

 

a)       The objectives of providing Group Accidental Death & Dismemberment Accident coverage are to lessen the financial burden of an employee’s dependants in the event of death of the employee.

b)       Coverage of insurance will commence from the date of employment of the employee.

c)       Employees are to abide by the terms and conditions of the insurance policy.

d)       When an employee is disabled due to an accident, compensation is payable in accordance with the schedule of payment set up by the Workmen Compensation Act.

e)       The insurance provides employees a 24-hurs worldwide coverage.

f)         The insurance shall not cover death, disablement or any loss caused directly or indirectly, wholly or partly by:

 

-          self-inflicted injuries or any attempt or threat, while sane or insance

-          suicide

-          insurrection; war (declared or undeclared) or any warlike operations

-          participation in a riot, committing an assault or felony or other crimes

-          organised racing on wheels or horses or in boats or restoration of pubic order.

-          Engaging in air travel except as passenger in any properly licensed aircraft;

 

 

 

 

 

 

 

3.        PROCEDURE

 

a)       An employee who is involved in an accident has to inform his immediate supervisor/manager immediately.

b)       If death occurs, the next-of-kin will inform the Company immediately.  The company will then inform the insurance company and prepare all the necessary documents to be submitted for processing the claim.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Group Term Life / Total Permanent Disability Benefits	BAS 00/1024	01/01/2000

 

1.       POLICY

 

i)   The coverage of this policy is mainly:

 

a)       pays for death due to any cause (accident or sickness) e.g. it covers death by suicide, assault, murder, riot, civil commotion, any kind of sickness, etc. – there is no exclusion.

b)       Pays for total permanent disability due to any (accident or sickness) except self-destruction.

 

      ii)  This plan provides 24-hours coverage without any geographical,

           occupational or recreational restrictions.

      iii) You are insured while working, after working hours, at home, while on

           holiday, during leisure hours – anytime, day or night.

      iv) Total permanent disability covers any employee who:

   

a)       becomes totally and permanently disabled as a result of accidental

bodily injury, sickness or disease;

b)       is prevented from engaging in any gainful occupation and employment

for compensation, profit and gain for the remainder of the lifetime;

c)       has been disabled for a continuous period of at least 90 days and

before the sixty-fifth birthday.

d)       Is not caused by self-destruction

 

Note: Loss of any of the following will also be considered as total

          Permanent disability:

 

-    total and irrecoverable loss of sight of both eyes;

-          loss by severance of two or more limbs at or above wrists and ankles;

-          total and irrecoverable loss of sight of one eye and loss by serverance

of one limb at or about wrist or ankle

 

      v)  All regular full-time active employees who are above age 16 but under age

           65.  If you are absent on the day your insurance would become effective,   

           coverage commences on the day you return to work.

 

 

 

      vi)  All new employees who are above age 16 but under age 60 and who join

            the company after the effective date of the scheme becomes eligible on

            the date of their employment.

 

vii)  All benefits under the scheme shall cease when you leave the company’s

      service or when the Group Insurance Plan is terminated by the company.

 

2.       SUM INSURED

 

The principal sum insured is S$250,000.00.

 

3.       HOW BENEFIT IS PAYABLE

 

(a)       Death

The full amount of coverage is payable to your beneficiary in one lump sum.

 

(b)       Total Permanent Disability

Such covered employee, on due proof of such continuous disability received by the insurance company, will be paid the 10% face amount of his/her Group Life Insurance and at the end of 12 months from the initial payment, the remaining 90% will be paid in one lump sum.

 

At the death of the employee then receiving disability instalments, the company, on receiving disability instalments, the company, on receipt of proof of such death will pay the unpaid instalment in a lump sum to his/her designated beneficiary.

 

4.       TO WHOM BENEFIT IS PAYABLE

 

(a)    You may name any person or persons you desire as your beneficiary.

The person or persons designated by you will receive the benefit payable in the event of your death.  You may change your beneficiary at any time by filling out a “Change of Beneficiary” form and filing it with the insurance company.  Such forms may be obtained from the H.R. Department.

(b)   If you fail to name a beneficiary, or if the beneficiary you last designated should predecease you, any benefit payable upon your death would be paid, in equal instalments, to the members of the first surviving class of the following classes of preference beneficiaries:

 

First, all to your widow or widower;

If none, then all to your children;

If none, then all to your parents;

If none, then all to your estate.

 

    

(c)   To avoid any unnecessary delay in the payment of the death benefit to your beneficiary, it is advisable not to name any minor as your beneficiary, as your life insurance may not be assigned.

 

5.   PROCEDURE

 

      If death occurs, the next-of-kin will inform the company immediately.  The     

      company will then inform the insurance company and prepare all the

      necessary documents to be submitted for processing the claim.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Dental Benefits	BAS 00/1025	01/01/2000

 

1.       POLICY

 

Every staff and their immediate family (i.e. spouse and children) shall be eligible for dental benefits after their confirmation of appointment with the company on a non-accumulative basis for a total amount of S$250.00 per year.

 

2.       PROCEDURE

 

a)       Employees or their immediate family who require dental attention may consult any registered dental surgeon.

b)       If it is extremely necessary for the employee to see the dental surgeon during his work hours, permission must be obtained from his/her immediate supervisor/manager.

c)       Where the employee is not given any sick leave, he shall returns to work.

d)       Where sick leave is issued, the employee has to inform his immediate supervisor/manager or the H.R. Department immediately.  The employee does not have to return to work until his sick leave expires.

e)       When he returns to work, the employee will submit his sick leave certificate and receipts of the dental fee to his immediate supervisor/manager who will hand it over to the H.R. Department for records and reimbursement of payment.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Salary                      Administration	BAS 00/1026	01/01/2000

 

1.       POLICY

 

Salary refers to the basic monthly wage paid to an employee in conjunction with his/her employment.  The company believes that its wages should be competitive in the market and its wage programme should be based on the principle of merit, with wages administered on a consistent and equitable basis.

 

2.       OBJECTIVE

 

The Company’s wage programme objective are to:

 

a)       attract and retain high calibre and loyal employees who are motivated to perform at optimum levels;

b)       provide for an equitable and consistent method of reward.

 

In order to meet its wage objectives, the Company’s wage policy is to pay employees according to their relative job performance and achievement of results.

 

3.       PROCEDURE

 

a)        All employees are to provide a bank account number (the bank must be on the GIRO scheme) for direct deposit of their salaries.

b)        Employees will receive their pay on the 25th of each month.  If the day falls on a public holiday, the salary will be paid on the day before the holiday.

c)         Employees will be informed accordingly in advance should there any delay or early in the payment of salary.

d)        Salary increments will be recommended on the prescribed form, accompanied by the most recent performance appraisal, by the Department Manager in consultation with the (LOCAL CEO).

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Business Travel	BAS 00/1027	01/01/2000

 

1.       POLICY

 

This policy applies to all Xxxx Corp Singapore except (LOCAL CEO)

 

2.       PROCEDURE

 

a)       Each business trip has to be announced in advance, and on a timely basis to their department heads/supervisor/manager.   All travels are to be approved by Regional Manager - Asia.

b)       For all travel 5 hours or less flying time in Asia, employees will travel by the most economical available coach class (not applicable to (LOCAL CEO)).

c)       For all travel 5 hours and above employees will travel by most economical available business class, subject to (LOCAL CEO).

d)       Employees will have the option to travel business class for destinations beyond Asia.

e)       Employees are to take advantage of special discounted or promotional fares whenever feasible, given the scheduling requirements of the trip.  Airline reservations should be made as far in advance as possible as many discount fares require minimum advance bookings or are restricted to a limited number of seats on any given flight.

f)         Employees will be upgrade to business class if employees are to accompanying visitors from Xxxx Corp overseas or customers, bankers, consultants or the (LOCAL CEO)  Variation from these travel guidelines is permissible to ensure conformity, however (LOCAL CEO)’s approval is required.

g)       Employees are not permitted to return or exchange air tickets and downgrade the travel class so as to utilise the differential for non-Xxxx Corp travel or other personal benefit.

h)      Any increase in airfare costs that result from adding on personal travel are to be paid by the employee.

i)         No restrictions on the type of hotels at destination.  Employees are encourage to stay in good hotels.  Choice of hotel and location should be based on effective convenience for easy mobility.  If employees choose to stay in their own accommodation whilst they are in Singapore or other countries, the company will reimburse equivalent to 80% in-lieu of the hotel accommodation incurred.

j)          A one-time winter clothing allowance of upto S$500.00 will be provided to local employees if they are requested by the company to travel during winter months to locations where temperatures are lower than 10 degrees centigrade.

k)       Any amount beyond S$500.00 will be borne by the employee.  If the employee spends less than the amount authorised, he/she is not entitled to the difference.  Receipts of purchase items are to be attached to the reimbursement claim form.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Administration   Company Entertainment	BAS 00/1028	01/01/2000

 

1.       POLICY

 

This policy sets out appropriate practises and procedures in relation to company entertainment.

 

2.       OBJECTIVE

 

The objectives for hosting entertainment should always be able to meet one or more of the following requirements:

 

a)              to enable the achievement of work deadlines or enhance working efficiency.

b)              to foster more effective working relationships, to the benefit of Xxxx Corp.

c)               to provide a forum for more effective communication and understanding, to the benefit of Xxxx Corp.

d)              to provide shareholders and staff with hospitality appropriate to the nature of their relationship with Xxxx Corp.

 

As a general rule, the company officers are to be discourage from entertaining one another.

 

3.       PROCEDURE

 

a)     The level of entertainment is left to the host officer’s discretion as to what entertainment is provided.  But should always be appropriate to and not excessive to, that necessary to meet the objectives identified above.

b)     To entertain a group (i.e. host plus five or more guests), approval must be obtained from (LOCAL CEO) and entertainment of individuals requires the approval of the hosting member’s supervisor/manager.

c)      Where more than one Xxxx Corp officer is at a function, it is the responsibility of the senior office to pay for the account.  This avoids the potential for incurrence and approval of expenses by officers attending the same function.

d)     Expenditures, whether via company charge or to be reimbursed to host officer, are to be recorded on Xxxx Corp Agribusiness Expense Form.

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Absenteeism &                    Tardiness	BAS 00/1029	01/01/2000

 

1.       PURPOSE

 

To encourage employees to maintain acceptable standards of attendance which are critical to efficiency, productivity and ultimate profitability.

 

In order to continue to develop an atmosphere of teamwork and mutual trust, every employee must bear a regular and reasonable share of the workload which requires regular attendance.

 

This policy will ensure fair and consistent action against employees who are late for work, absent from work or leave before their scheduled quitting time.

 

2.       POLICY

 

a)       annual leave;

b)       compassionate leave;

c)       sick leave;

d)       hospitalization leave;

e)       absence due to acts of nature such as flood which temporarily prevent the employee from reporting for work;

f)         mandatory court or government department appearance beyond the control of the employee e.g. jury duty, witness or military duty (reservist);

g)       absence due to emergency office closing;

h)      no-pay leave for valid reasons up to a maximum of 5 working days within 12-month period.  No pay leave should not be allowed if the employee still has annual leave.  This maximum of 5 working days shall not include no-pay leave taken for the grounds of office closure or recognised medical grounds.

 

Where possible, prior application for the above must be made.  This is necessary so that the Supervisor can make arrangements to get the work done.  Where this is not possible, the employee should inform his immediate Supervisor/Manager by phone, or through messenger as soon as possible but not later than two (2) hours after the start of work indicating expected period of absence and the reasons for the same.

 

Tardiness means being late for work or leaving early from work.

 

 

3.       PROCEDURE

 

a)        The immediate supervisor/manager shall enquire from the employee the reasons or cause of his absence or tardiness as soon as possible when the employee returns to work.

b)        The immediate supervisor/manager shall record all occurrences of absence or tardiness in the record.

c)         In the event of continuous absence from work for more than two (2) days, the immediate supervisor shall inform the H.R. Department on the third day of such absence.  H.R. Department shall then request the employee by letter to show cause within one week why his/her contract of service should not be considered as terminated.

d)        All disciplinary action taken shall comply with the company H.R. Policy on Disciplinary procedure.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Training and                    Development	BAS 00/1030	01/01/2000

 

1.       PURPOSE

 

a)        This policy is to provide some guidelines on education and training, and financial assistance for course requested by the employees.

b)        To make possible opportunities for employees to be trained and developed and to encourage those who engage in self development.

 

2.       DEFINITION

 

The course taken by the employee to qualify for company sponsorship or financial assistance must be such that the course is related to the job of the employee or it is related to the future plan of the company.

 

3.       PROCEDURE

 

a)              An employee who requests the Company for such sponsorship or financial assistance must submit his application at least 4 weeks in advance of the course through the Head of Department for recommendation.  The final approving authority shall be the (LOCAL CEO).

b)              If the course has been approved by the Company as one which will directly benefit the employee in his work with the Company, the employee shall be eligible upto 100% payment of the course fee upon successful completion of the course.

c)              The payment shall include tuition and fees such as registration, examination and laboratory but not books, papers or other materials.  Payment may be made at the end of each year or term, provided the course is divided into measurable units with the examination or other means of documenting successful completion.  A certificate of Diploma shall be submitted as proof of successful completion of course before the fees can be paid.

d)              Where the company approves a request to attend a course during office hours, the employee will be paid for the work hours.

e)              Paid time off may be granted to an employee taking an approved course on the day of the examination.  Proper application for the time off for examination must be made in advance of the day of the examination.

 

 

f)                Where an employee requests SDF approved courses and it is supported by the (LOCAL CEO), the company will make payments of fees direct to the curse organisers.  However, the amount will be charged against the employee’s advance account.  The company will recover the advance from the employee if the employee resigns from the company or its terminated before the completion of the course.  Where he fails the course, he will have to refund the advance if in the company’s view, he has not justified the support given.

g)              To enable the (LOCAL CEO)to have a feedback on the sponsored training courses and educational assistance provided, all employees must submit a comprehensive report abut the course not later than one week after the completion of the course.  The Head of Department will be responsible in ensuring that such a report is secured within one week at the end of the course and submit it to the Regional Manager -–Asia and a copy to be given to H.R. Department which to be kept in the employee’s personnel file.

h)             For courses that extend to more than one year, each module or semester would be considered as separate for the purpose of Training Programme Review and course reimbursement.

i)                If at any time an employee does not complete the full course or fails in it, he will immediately refund to the company all payments made to him or on his behalf.  Further, he will indemnify the company against any costs incurred by the Company in anyway whatsoever related to the financing of his course including legal costs incurred in recovering such expenses.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Employee                   Recreations	BAS 00/1031	01/01/2000

 

1.       PURPOSE

 

a)       The company shall provide a varied and creative program of recreational activities for all employees.

b)       The objectives of providing recreational activities are:

 

i)   to provide employees the opportunity for active participation in

     recreational activities on an organised basis.

ii)  to encourage social interaction among employees so that they may

     share their experiences irrespective of occupational positions or

     departments.

iii) to provide employees the opportunity to express themselves through   

     the development of their talents in areas other than the work area.

iv) to create espirit de corps among employees.

 

2.       PROCEDURE

 

a)          A recreational committee shall be formed to organise the recreational activities.  In the absence of a recreational committee, the Head of H.R. Department will organise the activities for the company.

b)          The recreational committee shall consist of an adviser, a chairman, a vice-chairman, a secretary and sub-committee coordinators as deemed necessary.

c)           The adviser shall be the Head of H.R. Department and shall be responsible for:

 

i)   providing advice;

ii)  to submit the recreational activities’ expenditure to Regional Manager

     - Asia for approval.

 

d)          The Chairman appointed shall be responsible for:

 

i)   chairing meetings;

ii)  verifying all recreational activities’ expenditure; and

iii) supervising the co-ordination of all recreational activities.

 

 

 

e)          The Vice-Chairman shall be elected by popular vote and shall act on behalf of the Chairman in the absence of the latter.

f)            The Secretary shall be responsible for:

 

i)   keeping minutes of meetings;

ii)  co-ordinating all recreational activities;

iii) maintaining all goods and equipment if any; and

iv) maintaining all necessary records.

 

g)          The Sub-committee coordinators shall be elected by popular vote and shall be responsible for coordinating the activities in consultation with the Chairman or Vice Chairman.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Service Awards	BAS 00/1032	01/01/2000

 

1.       POLICY

 

Employees shall be presented with appropriate service awards on completion of every 5, 10, 15 and 20 years of service with the Company.

 

2.       OBJECTIVE

 

The objective of presenting service awards is to acknowledge the employee’s service and dedication to work for the company.

 

It is also aimed at instilling in employees a sense of belonging and commitment to the company.

 

3.       PROCEDURE

 

a)           Service awards presentation shall be made during the annual dinner celebration of the company.

b)           The (LOCAL CEO) or any other persons designated shall make the presentation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Grievance                   Procedure	BAS 00/1033	01/01/2000

 

1.       POLICY

 

a)       The Company recognises the value and benefit of mutual discussions.  IN situations when any employee feels aggrieved or in disagreement with the company practice, he is encouraged to discuss such matters with the (LOCAL CEO).

b)       It is the sincere wish of the company to be fair and reasonable with all employees at all times.  However, in the relationship of employee to employee or employer, problems may develop.  Fair handling of a problem or complaint can only be given if employees let the proper people know of its existence.

c)       Employees and/or immediate supervisor/manager are encouraged to make an attempt to settle differences or problems at the lowest level possible with reference to the following procedure.

 

2.       PROCEDURE

 

a)              An employee with a grievance should raise the issue with his/her immediate superior/manager, who will investigate and provide a solution or explanation to the employee within three work days after the grievance has been brought up.

b)              If the employee is not satisfied with the answer given by the immediate superior/manager or in the event of failure by the immediate superior/manager to respond to the grievance within three work days, the employee should raise the issue in writing to the Head of Department.

 

The Head of Department shall investigate and provide a solution or explanation to the employee within 3 work days after the grievance has been brought to his attention.

c)               If the employee is still not satisfied and wants a further consideration of his grievance, he/she should discuss the matter with the Head of H.R. who shall after investigations, provide a solution with three work days.

d)              As a final resort, the employee if still dissatisfied, he/she shall have the opportunity to raise the grievance with the (LOCAL CEO), who shall within a work week make all the necessary investigations and provide a decision.  The decision of (LOCAL CEO) shall be final.

e)              Speedy handling of complaints and suggestions is vital in effective two-way communication.  When a complaint or suggestion is presented, quick attention and quick action in getting the right answer, followed by prompt communication with the employee, will greatly enhance the success of the system, making for good employee relations.  All grievances must be properly documented.

f)                If for valid reasons, an employee feels that his grievance is too personal recourse through the H.R. Department.

g)              Alternatively, if the employee has a personal problem with his immediate superior, he could seek recourse to the Head of Department, but it shall be done with the knowledge of the immediate superior.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Bonus	BAS 00/1034	01/01/2000

 

 

Bonus, if any, will be at the sole discretion of the management.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Principles of         Business Conduct	BAS 00/1035	01/01/2000

 

1.       PURPOSE

 

a)        The purpose of this policy is to define the code of business conduct for the purpose of maintaining high standards of commercial integrity and ethics in business.

b)        The company has earned this reputation because its employees are committed to acting ethically and with integrity.

 

2.       POLICY

 

a)       These principles of business conduct were prepared to provide minimum guidelines for all employees of the company to follow.  Because every possible situation that may arise cannot be covered, these principles also provide a basic foundation for using good judgement when faced with choices of conduct.  Employees are expected to follow the specific guidelines outlined in  these principles, as well as to comply with their spirit.

b)       All activities of the Company are to be guided by four basic principles.

 

i)   It is the long-term policy of the company to operate solely and strictly

     within the laws applicable to its business.  This principle has no

     exception, and thus applies to grain standards acts, antitrust laws,    

     employee safety regulations, environmental protection statutes,

     prohibitions against political contributions, and all other rules and

     regulation of localities, states or countries in which the company does

     business.

ii)   The Company expects its managers and other employees, regardless

      of any legal requirements, to perform according to the highest

      standards of business ethics.

iii)  The Company must avoid the appearance of wrongdoing - even

      though there is no actual illegality involved – in order to establish the

      proper trust of parties doing business with the Company as well as

      to assure that individual employees of the Company adopt the high

      standards of business integrity expected of them.  Examples of the

      principle against the appearance of wrongdoing:

 

 

 

·         In addition to a long-standing Company policy discouraging corporate political contributions (which are generally legally prohibited), the company will not solicit funds from its employees for any political purpose.

·         Employees of the Company are not to engage in any activity which might create a conflict of interest between the employees and the company or the appearance of such conflict.  Thus:

 

-          No employee of the company or any member of his or her immediate family may accept or receive any gifts or other accommodations from anyone with whom the employee does business on behalf of the company, unless of only a nominal value, and in no event if it might place the employee or the company in a difficult, prejudicial or embarrassing position, or interfere in any way with the impartial discharge of the employee’s duties.

-          Except with the prior written consent of Management, no employee, or member of his or her immediate family, may maintain any commodity futures account or engage in any commodity futures trading, either directly or indirectly.

-          Except with the prior written consent of Management, no employee of the Company serve as an employee of, consultant to, or an officer or director of any other company  or individual regardless whether that other company or individual does business with the Company.  In general, service as a director or consultant or provider of job-related services will be permitted only for charitable organizations and similar pro bono publico situations, and then only provided that such services does not interfere with the employee’s performance of his or her job with the company.

-          Except with the prior written consent of Management, no employee of the Company may provide services to another company or individual substantially related to the employee’s job responsibilities.

 

 

 

 

 

 

 

 

 

 

 

 

-          As a counterpart to the rule against employee conflicts of interest, the Company will not deal with others in a manner which creates a conflict of interest (or the appearance of one) between such other party and that party’s employer, employee or representative.  For example, the Company doe snot engage in lavish entertainment of, or make gifts (except of a nominal value)  to, employees of companies with which the Company does business.  (In the case of parties charged with duties of inspecting or weighing grain or other commodities, Company policy prohibits entertainment or gifts of any type, regardless of value).  Nor will the company make payment to selling agents or others where there is reason to suspect that such party is improperly using the funds.

 

iv)                to make implementation of these three basic principles possible, it is essential to maintain absolute candor between employees at all levels of the company.  This requires both oral and written procedures and accounting rules and controls.  While confidentiality of certain business facts is often necessary, this cannot excuse improper reporting (or failure to report), nor can it ever justify keeping the facts from the company’s outside or internal auditors.  All transactions shall be accurately reflected on company books and records; any falsification of transactions or off-the-record bank or cash accounts is strictly prohibited.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Disciplinary                    Procedure	BAS 00/1036	01/01/2000

 

1.       PURPOSE

 

The purpose of this policy is to set out a procedure to be adopted for maintaining an orderly course of business life and to ensure consistent and fair treatment in the administration of this policy.

 

2.       DEFINITION

 

a)        Discipline is a kind of training which helps correct, mould, strengthen or perfect an employee’s behaviour.

b)        A disciplinary action becomes necessary when an employee violates company code of conduct or is consistently deficient in meeting company standards of quality, productivity, attendance, etc.  The company maintains the right to enforce disciplinary action in any case where the conduct of the employee is detrimental to the well-being of other employees or the company itself.

c)         The intent of disciplinary action is not only to correct, but also to motivate the employee to change his behaviour, attitude and actions.

d)        When appropriate, if disciplinary actions fail to bring about the necessary change, final step in the disciplinary procedure shall either be suspension from work without payment of wages for a period not exceeding one week, withholding of bonus or increment, down-grading or dismissal.

e)        Disciplinary actions are intended:

 

-          to guide the employee to regain positive attitude, as well as acquring a will to improve.

-          To instill into the mind of the employee that the remedial action taken is to prevent is recurrence.

-          To warn the employees that a repetition of the misconduct could result in a more serious disciplinary action.

 

3.       PROCEDURE

 

Step 1

 

-          employee committing an offence for the first time will be given a verbal warning.

 

      Step 2

 

-          If employee continues to repeat the offence, a written warning will be issued.

 

      Step 3

 

-          If employee chooses to ignore the 1^st written warning, will be similar to that of Step 2 (issued 2^nd written warning).

 

      Step 4

 

-          If employee chooses to ignore the 2^nd written warning, a final written warning will be served.  At this point, he/she may be suspended from work without pay if deemed necessary.

 

      Step 5

 

-          Any employee who has served with the final written warning will be dismissed if he/she does not heed the warning.

 

Depending on the seriousness of the offence, the company may have to issue warning letters and not give verbal warnings if deemed necessary.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Security	BAS 00/1037	01/01/2000

 

1.       PURPOSE

 

To set forth the procedure relating to the movement of visitors, vendors and contractors within the company’s premises (includes employees who return to the company’s premises after their scheduled working hours).

 

2.       DEFINITION

 

a)             Visitors would categorically include government officials, persons on company approved visits.  This would also include personal visitors as well as family relatives.

b)             Vendors would include all persons having sales and services dealings with the company, such as office suppliers, delivery man etc.

c)             Contractors would include persons who are authorised to perform actual construction or repair duties within the company premises.

 

3.       PROCEDURE

 

a)        All visitors, vendors and contracts are to be accompanied/escorted prior to gaining admission to the company’s premises.

b)        No visitor and vendor is allowed to wander about in the premises.

c)         The receptionist (if applicable) will contact the respective employees concerned for any visitors, vendors and contractors.

d)        Henceforth, the responsibilities lie in the respective employees concerned to ensure that their visitors or vendors are not left unattended during the duration of their visits is returned.

e)        Staff members returning to the company’s premises after their scheduled working hours are also required to report to the supervisors the purpose of staying etc.

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Personnel                    Records	BAS 00/1038	01/01/2000

 

1.       PURPOSE

 

To recognise the exemplary conduct and significant contributions of employees as well as violation of rules.

 

2.       DEFINITIONS

 

a)          A commendation report reflects on the conduct, ideas, or efforts of an employee and may be received from any other employee or persons outside the company.

 

Such commendations shall be filed in the employee’s personnel folder and appropriate distribution or circulation of copies, should be made to the employee and his and/or her manager.

 

b)          An incident report is filed when an employee requires correction or discipline.

 

3.       POLICY

 

a)         It is the company’s policy to document commendations of its employees and also record violations of rules by employees.

b)         Copies of commendation or incident reports shall be filed in the employee’s personnel folder and appropriate distribution of copies should be made to this supervisor or manager.

c)         If an incident or pattern of incidents requires correcting or disciplining an employee, an incident report must be prepared, reports criticing, disciplining or warning an employee may be originated only by the immediate supervisor of the employee or by the Head of H.R. Department.

d)         Critical information or allegations made by any other employee or person outside the company must first be investigated and substantiated by the employee’s manager or the Head of H.R. Department before it can be made a part of the employee’s personnel record.

 

 

 

 

4.       PROCEDURE

 

a)       Commendations or incident report may be made in the form of a letter of memorandum.

b)       The employee should be informed orally and in writing of the specified violation of rules and regulations or improper conduct.  The supervisor/manager should state clearly to the employee orally and in writing the standard of conduct or performance expected of the employee.

c)       When the incident report is completed, the employee should be asked to sign the report to acknowledge that he has seen it.  If the employee refuses to sign, the supervisor/manager and Head of H.R. Department should note on the incident report that it has been read to the employee who has refused to sign and thereafter, the supervisor/manager and the Head of H.R. should sign the report indicating that they have read the report to the employee.

d)       The employee shall have the right to file a written reply with the Head of H.R.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

H.R. POLICY MANUAL	Policy No.	Date	Approved
SUBJECT: Personnel                     Information	BAS 00/1039	01/01/2000

 

1.       PURPOSE

 

To maintain current and accurate records on employees for efficient communications in case of emergencies and to permit proper personnel administration.

 

2.       POLICY

 

All employees must advise as soon as a change of personal information to the H.R. Department such as:

 

-          change of name due to marriage or legal action

-          change of address

-          change of residential telephone number

-          educational achievements

-          change in particulars of the next-of-kin to be notified in case of emergency

-          change of beneficiary under company benefit plans

-          increase in number of dependants

 

3.       PROCEDURE

 

a)          The H.R. Department shall maintain a supply of “Change in Personal Record” forms.

b)          The employee concerned must use the “Change in Personal Record” form to inform the H.R. Department of any changes occurred.

c)          The forms are to be completed in ink or typewritten and must be initialled by the immediate supervisor/manager and signed by the employee before submission to the H.R. Department.