SOP Human Resource Guideline For All 10May12 by 9IEpVK


									Human Resource Guideline
              (For All)

          Page 1 of 6
       It is important that employees clock in and out attendance daily at the
       attendance registers of the site office.

        It is important that employee understand the lunch or dinner break is 45
        minutes only.
        Tea break is 15 minutes. Any an additional time break without approval,
        otherwise OT time will deduct for any an additional time break taken.

       It is important that employees be at their job on time regularly. If illness or
       some other circumstances make it impossible for him/her to come to work,
       the employee needs to make such reasons known to the immediate superior
       as soon as possible (within a hour) so that arrangements can be made to
       cover their duties.

        An employee’s delay from the specified starting time of work shall be treated
        as late attendance.

        Disciplinary action will be taken against habitual latecomers.

       An employee who has no annual leave accrued but finds it necessary to be
       absent without pay should submit application as No Pay leave through the
       leave application form obtainable from the site reporting office by stating
       reasons(s) and the expected number of days of absence. Approval of leave
       is subjected to the discretion of the immediate supervisor and the site

        No pay leave shall be applied only when the employee has consumed
        his/her leave entitlement.

        An employee who is absent from work for more than two consecutive
        working days without prior approval or reasonable excuse and has not
        informed his/her immediate supervisor or site manager about the absence,
        shall be deemed to have broken his/her contract of service with the
        company. He/she shall be deemed to have unilaterally terminated his /her
        contract and the termination notice under the contract is applied.

        Any employee who wishes to leave work before the schedule time or to
        request for time off during working hours due to illness or other urgent
        personal matters shall obtain the prior approval from supervisor or site

        Approval for time off shall only be granted for not more than 1 hour. Any
        request for more than 1 hour shall be subjected to the Normal annual leave
        application procedures.

        No employee shall leave the work place during working hours except for
        official or inevitable reasons. Approval from the supervisor or site Manager is
        required before leaving the company’s premises for inevitable reasons.

       An employee leaving the company or site premises for official business
       /personal shall inform the immediate supervisor or site manager the details
       of appointment and expected time of return.

                                     Page 2 of 6
        Employee has to register in, at the register attendance station /office if
        he/she enters the company’s or site premises after working hours or on off

        The company shall grant the necessary time for employees who are obliged
        to execute their civil right or duty such as voting or witnessing, reporting for
        national service during working hours. The time spent for this purpose shall
        be regarded as time worked.

         Employee must obtain the prior approval of supervisor or site Manager by
         completing the leave application form.

        All male employees who are in active reserve service shall be granted leave
        to attend in-camp training when notified by the SAF. Such leave shall be
        granted without pay as employees will receive civilian remuneration for the
        period of their in-camp training from the SAF.

         Time off with pay shall also be granted to male employees who have been
         notified by the SAF to attend routine reporting, IPPT, etc.

         Generally one and half hours traveling time to and fro the work place will be
         given to a male employee who is required to attend such reporting.

         An employee is required to inform the company or supervisor or site
         manager immediately upon receipt of the notice to report for reserve
         service/routine reporting and submit his application for leave form together
         with the notice to his immediate superior for approval. The employee must
         also submit the make up claim form at least 1 month before the date of in-
         camp training to the HQ Payroll Dept. for calculation of civilian remuneration
         during the period of in-camp training.

         However, when the exigencies of the work do not permit leave to be granted,
         the company will apply for deferment on behalf of the employee. Manager
         who wants their employee’s reserve service deferred must inform the HR
         payroll Dept. immediately upon receipt of notice from the staff.

         Application for deferment must be submitted to the SAF unit at least 10
         weeks before the commencement of reserve service.

         For employees traveling on assignment or personal (if any), it is the
         individual responsibility to ensure that he gets the approval for deferment of
         his reserve service and exit permit before he leaves the country.

        All Employees own work areas should be kept clean and orderly at all times.

        Employee site work pass or security card is issued to all employees on
        commencement of employment. The pass or card is being used for entering
        the site office building at all times. It must be returned to the site office
        personnel in charge. upon termination of service.

         The Employee pass / card are also issued for identification /clearance during
         the working time of an employee. In the event any employee misplaced or
         lost the badge, they are required to report immediately to the supervisor or
         site manager for a replacement of card.

                                      Page 3 of 6
         A replacement is issued on charge accordance to customers binding rules (if

        It is the responsibility of every employee to ensure that company property is
        kept in good condition and is used according to instruction or normal
        practice. All such property should be returned to the company upon
        termination of employment. Penalty may be imposed for damage as a result
        of misuse of such property under standard operating procedure (if any)
        during employment orientation.

        The provision of accurate and up-to-date personal particulars to the
        company is a condition of employment. It is the responsibility of every
        employee to keep the Departmental Head and HR Dept. informed of
        changes in address, telephone number, marital status and dependents etc.
        Any additional qualification or achievement should also be given.

         Only the HR Dept. is authorized to release any information regarding active
         or former employee. Any request for such information should be referred to
         HR Dept. Improper releases of information breaches the confidentiality of
         employees and may be cause for litigation. The only information regarding
         active or former employees that will be released without prior approval from
         the employee are employment dates and position titles. Any other
         information, such as salary verification for mortgage, will be released only
         with the employee’s consent.

        All company software are licensed and no employee shall copy them
        including information or data of the company. Employee shall also not bring
        in and copy into the company’s computer any unlicensed software and/or
        those that contain viruses. This is termed as gross misconduct and violators
        will be subjected to immediate termination and legal proceedings.

      a)  The following are examples of behavior that could lead to a warning and
          subsequently suspension without pay if situation prevails
          1. Failure to perform work to the required standard
          2. Poor time-keeping/persistent lateness
          3. Using bad or abusive language at work
          4. Leaving your work position without authority
          5. Failure to follow reporting procedures
          6. Failure to follow workplace procedures resulting liquidated damages
              imposed by client.
          7. Breach of work irregularities statutory rules and regulations set by
          8. Negligence
          9. Breach of safety requirements
          10. Disobeying a lawful and reasonable order or not compliance to
              Company’s employment policy.
          11. Rudeness to Customers – Internal & External.
          12. Breach of non-smoking rule
          13. Resting on the job
          14. Failure to submit medical certificates or job assignments on time.
          15. Not wearing of safety equipment as required by law.
          16. Secondary employment or moonlighting
          17. Refusing to reveal the contents of a bag or locker when requested by
              authorized personnel
          18. Breach of work Any irregularities of work

                                     Page 4 of 6
      b)   The following are behaviors that could lead to dismissal, or to instant
           dismissal in particularly serious circumstances
           1. Frequent or repetitive occurrences of any of the acts described in Part
           2. Serious negligence in work, or serious breach of safety requirement.
           3. Manipulating of overtime work.
           4. Deliberately going slow, involving or inciting others in illegal industrial
               action or influencing and carrying unnecessary rumors of office ethics.
           5. Intimidation, physical violence, assault or fighting in company premises
               or activities
           6. Unauthorized use and/or possession of company equipment, vehicles
               or property
           7. Sexually harassing a co-worker or business associate, immoral or
               indecent conduct in company
           8. Misused of working hours for personal matter or extensive time breaks.
           9. Convicted of any criminal offence by a court of law
           10. Possessing and/or consuming or being under the influence of drugs or
               alcohol, except where the drug is used in accordance with a
               prescription by a doctor
           11. Insubordination including intentional failure or refusal to perform
               assigned duties
           12. Behaving in a manner likely to cause reasonable offence to customers
               or damage the reputation of the company
           13. Violating company’s code of business conduct, including demanding
               and accepting bribes
           14. Failure to follow cash handling and job requirement procedures
           15. Absent from work for more than 2 consecutive days without proper
               notification, valid reason, explanation and/or authorisation
           16. Falsification of company records, clocking in/out another worker’s time
           17. Willful damage of, or unauthorized removal of company or fellow
               colleague’s property
           18. Willful damage of Company’s reputation/name & Company’s
           19. At any time, any serious offence or violations or influencing or
               manipulations that may arise from time to time.
           20. Any form of gambling or placing of bets. loans activities in company
           21. Unauthorized disclosure of official/confidential information to outside
           22. Any unnamed regulatory, law violations or any serious offences etc..

         Employee whose performance is consistently below standard or who have
         engaged themselves in any misdemeanor that is detrimental to the
         interest/reputation of the company or any violation of those stipulated in
         clause 17 (mentioned) will be subjected to disciplinary action in any of the
         following areas:

 18.1  Verbal Warning
        In case of bad time-keeping, failure to meet specified rules or regulation,
        poor attendance, misconduct or an employee’s inability to maintain the
        required standard of work performance, etc, a verbal warning may be given
        by the immediate supervisor in the first instance. The immediate supervisor
        will explain to the employee concerned of his/her shortcomings and give
        him/her an opportunity to improve over a period of time. This verbal warning
        will be confirmed in writing and copied to the HR Dept.
 18.2 First Written Warning
        If the employees repeat the offense or do not improve the standard of work,
        his/her immediate supervisor will report the offense in writing.

                                      Page 5 of 6
         The immediate supervisor will administer the warning to the employee in the
         presence of the Site Head. The signature of the employee will be obtained to
         show the understanding of the violation. The letter will be forwarded to HR to
         file into the personal file.

         The company has the prerogative of dismissing/terminating the
         employee without subsequent issuance of the first and second written
         warning, if the company believes that for whatever reason the
         employee is not showing substantial and significant improvement from
         the issuance of verbal warning.

 18.3 Second Written Warning
       If the employee still shows no improvement in his/her conduct or work
       performance within reasonable time established by site Head/Immediate
       Supervisor, he/she will be subjected to either a) or b):

           a) Termination with notice or payment in lieu

               If the employee has been given every opportunity to correct
               himself/herself and has received a written warning either verbally or
               written but still show no change of behavior, his/her service may be
               terminated after the proper notice or payment in lieu has been given.

           b) Dismissal without notice or payment in lieu

               The decision to dismiss without notice will be taken in cases of serious
               neglect of duties, misconduct, disclosure of confidential information
               pertaining to products & services, and remuneration, insubordination,
               and offenses of comparable gravity as stated in clause 17. The
               decision will in all cases be rested with the Company after due

               Site HOD, AA, Human Resource will administer the warning and the
               employee will be told of the action that will be taken by management.
               Signature of the employee will be obtained. Copy of the letter will be
               filed into the employee’s personal file.

        Grievances and complaints should first be brought to an employee’s
        immediate superior or drop their concern to the site suggestion box. Where
        these cannot be dealt with satisfactorily, they should be brought to a higher
        level. Should the complaint be directed against the employee’s immediate
        superior, advice from the site Head and HR Dept. should be sought
        whenever possible.

                                      Page 6 of 6

To top