To establish comprehensive policies and procedures on personnel discipline and corresponding resolution on infractions of the same
Attendance and Time Record Leaves of Absence Break Period Overtime Tardiness Undertime Good Grooming Health Safety Security Employee Relations Client Relations Care of Company Records and Assets Work Performance Other Punishable Acts
All officers and employees, regardless of position or classification
promote high morale in all employees through appropriate and comprehensive employee code of conduct ensure health and safety of its employees and avoid unnecessary exposure to danger or other hazards Any employee who willfully violates any of the rules or who, through gross negligence, commits an unsafe act, shall be subject to disciplinary action including, but not limited to, reprimand, suspension, warning or dismissal. Such disciplinary action shall depend on the gravity of the offense or the degree of the danger to which the employee or his co-employee has been unnecessarily exposed to by reason of such unsafe act or omission.
COMPANY’S EXPECTATIONS OF ITS EMPLOYEES
Maintain the highest degree of honesty, integrity and devotion to duty on his part amounts to a breach of the trust and confidence that the Company has reposed in him. Render courteous, pleasant, efficient and prompt service to clients and customers Render a fair day’s work of a fair day’s pay Exercise care and mature judgment Respect and strictly observe rules and regulations of the Company Recognize the value of economy and proper use and preservation of property and facilities Extend full cooperation and assistance to superiors and peers Develop and expand his own personal knowledge and skills Contribute his utmost to the overall manpower productivity Be loyal to the institution for which he works for
Attendance and Time Record
All employees, regardless of level and position shall strictly observe their regular work schedules All employees shall be provided with a means of keeping their individual attendance and time records, i.e. time card. At the end of each payroll period, each employee and his immediate superior shall certify to the veracity of the entries in the time card by affixing their respective signatures on the space provided therein. Employees shall not be allowed to loiter or leave his area of assignment for extended period of time without prior express permission from his immediate superior. Employees are strictly prohibited from engaging in unnecessary conversation with any co-employee, sleeping, reading newspapers, books, magazines or any other literature or engaging in activities not related to his job. Each employee shall punch in/out his own time card. No employee shall ask another to punch in/out his time card or consent to another employee’s request of the same nature. Employees are not allowed to bring his time card outside the office, unless with prior approval of his immediate superior.
Leaves of Absence
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For purposes of this manual, the term ABSENCE shall mean failure to report for work for whatever reason, whether justified or not, to wit: Vacation leave with/without pay Sick leave with/without pay Maternity leave Absence without official leave (AWOL) Other forms leave of absence as defined by the law
When the purpose for which the leave of absence was secured/approved no longer exists, the employee shall immediately return to work. Employees, who extend their vacation leave without prior express authority from the management, go on leave without prior permission, or refuse to be recalled without valid reason, shall be considered Absent without Official Leave (AWOL). The cash equivalent of earned/unavailed vacation and sick leave credits shall be paid to an employee in case of resignation, retirement or separation.
All vacation leaves shall be covered by an application form to be prepared by the employee and duly approved by an authorized officer prior to availment of leave. Management has the right to approve/disapprove applications for leave of absence solely based on discretion.
Sick leave may be availed of ONLY by employees who were actually sick. The Management reserves the right to investigate the availment of sick leave and refuse payment for the same, in case of deception. The employee or his immediate relative shall immediately inform his immediate superior of his sickness through telephone, radio or any available means. This shall include pertinent information such as the nature of sickness and whereabouts. The Management, if it deems necessary, may require the employee to present a physician’s certification. Upon returning to work, the employee shall immediately accomplish an application form, secure the approval of authorized signatory and submit the same to concerned officers.
Female employees shall be entitled to maternity benefits in accordance to law.
To provide a respite from routine chores, employees may be granted 15-minute breaks after a two-hour work period in the morning and afternoon to be spent in the work area or immediate premises. Said work break shall be spent in taking coffee and quick refreshments and not for heavy meals, idle chat and similar activities. All employees shall be entitled to a one-hour lunch break usually to be taken at noon time or after a four-hour work period.
Tardiness, whether excused or unexcused, shall be defined as coming in for work past the prescribed start, and grace period, of the employee’s work schedule. The grace period shall be seven (7) minutes. Tardiness shall be considered excused if brought about by circumstances beyond control, such as any fortuitous events or force majeure or if, in the opinion of the management, is due to justifiable reasons. All tardiness, whether excused or unexcused shall be noted by the immediate superior for purposes of evaluating employee performance. The wages of employees who have incurred unexcused tardiness shall be subject to deduction equivalent to the number of minutes counting from the prescribed start of work schedule without prejudice to any disciplinary action that may be meted. Habitual tardiness shall be subject to disciplinary action. Three (3) unexcused tardiness within a period of one (1) payroll period or 15 days constitutes a tardiness offense.
An employee shall not be allowed to leave his area of work prior to the end of his work schedule, unless with express approval of a duly designated authority. Undertime, shall be justly deducted from the employee’s wages and shall be noted for purposes of performance evaluation. All undertime incidents, whether excused or unexcused shall be noted by the immediate superior and personnel officer for purposes of evaluating employee performance. Habitual unexcused undertime shall be subject to disciplinary action.
The employee shall follow the prescribed dress code or properly wear the prescribed uniform while on duty and within the designated work area, keep himself clean and tidy, and keep his hair at reasonable length and style
The employee shall maintain cleanliness and orderliness of his work area and assigned office furniture/equipment, follow basic rules of health and sanitation, ensure that he is healthy, physically fit for work and free from any communicable disease, and, report immediately to the Management cases of illness or handicap that might affect his performance.
The employee shall refrain from shouting, loud discussions, playing loud music and other disturbing acts, strictly observe basic safety rules and practices that may be prescribed by the Management from time to time, refrain from horseplay and other disorderly conducts, operate/use office equipments and implements according to safety standards, and use safety devices and paraphernalia required as may be required by the nature of work.
The employee shall properly wear the Identification (ID) Card at all times while in the performance of their duties, be prohibited from carrying firearms, bladed weapons or any deadly weapon, within company premises unless expressly authorized by the Management, be prohibited from entering areas designated as restricted, i.e. records area, vault, and executive offices, without permission, and immediately report to the Management incidents or indications of breach of security
The following conducts shall be strictly prohibited and punishable according to the provisions of this code:
Any act or omission that may be construed as disrespect towards any officer, employee, client or guest, Fighting, provocation or any form of participation in the same, Inflicting harm against any officer, employee or client or any attempt to do so
The following conducts shall be strictly prohibited and punishable according to the provisions of this code:
Acting for and in behalf of the Company in any transaction involving individuals with whom he or his relatives have interest. Using the Company’s name or his connection with the Company for personal or non-job related purposes, Soliciting or accepting gifts or lavish entertainment from customers or suppliers either for himself or his family, Soliciting or accepting personal benefits such as fees or commission from any customer, individual or organization doing business with the Company, Borrowing money or exacting favors of any kind, from the Company’s customers, suppliers or associates
Care of Company Records and Assets
All employees are expected to exert considerable effort in maintaining the confidentiality of Company records and taking care of all its assets. Company records, accounts, transaction details, or any form of information shall not reproduced and/or divulged to any person or institution, unless expressly authorized by management in consonance to the employee’s nature of work. Office supplies and equipment shall be used ONLY for official purposes and during official work schedule. Company vehicles, machineries and equipment shall be driven, operated and/or repaired ONLY by authorized and designated drivers, operators, and/or mechanics/technicians as expressly stated in their respective job descriptions. Company vehicles shall be used for ONLY for official purposes unless with express approval from the Management. All material and monetary accountabilities shall be properly accounted returned on time as prescribed by appropriate policies and procedures All monetary accountabilities, i.e. working fund, shall be used solely for its intended purpose and not for personal use Loss or damage of any Company property shall be reported immediately upon discovery. The employee shall be held responsible for the loss or damage of any item under his accountability.
Willful engaging in acts or omissions that may be detrimental to the Company’s reputation or prejudicial to the performance of his work Deliberate and unjustified refusal by an employee to perform work duly assigned or to obey reasonable and lawful orders or instructions issued by his superiors Deliberately restricting job performance or inducing others to do so Unjustified refusal to accept transfer to or assignment to another work area/function Inefficiency or failure to perform work assignment according to time frame and work standards Gross negligence resulting to considerable wastage or financial loss to the Company
Other Punishable Acts
The following shall be strictly prohibited and subject to severe disciplinary action without prejudice to charges that may be filed or its resolution in the courts of law : Gambling, drinking intoxicating beverages or engaging in any form of vice during office hours and/or inside office premises Abuse or dependence to alcohol, drugs and similar substance Bringing in of alcoholic beverages, prohibited drugs and other habit-forming substances and reporting for work under the influence of the aforementioned Willful destruction, defacing, removal or unauthorized use/operation of any Company property and equipment Direct or indirect participation, in theft against the Company or any employee, or any act of the same nature
Malversation of company funds
Directly or indirectly demanding or accepting money, goods or service, from any client, supplier or employee, in consideration of any act or omission related with the performance of the employee’s duties Falsification of employment or personal records, or of any information contained therein Direct or indirect participation in any business that may be deemed in competition with the Company Any conduct that is contrary to public morals and decency Direct or indirect commission of an act that is in violation of the country’s civil and penal code and other applicable laws and declarations whether committed outside Company premises and/or work schedule
THE DISCIPLINARY PROCESS
All officers and employees are responsible for abiding by the policies and procedures prescribed herein The immediate superior or the head of each department/functional group shall be responsible for enforcing the provisions of this manual and for initiating the appropriate administrative sanctions The Manager for Administration shall be responsible for the immediate resolution of the administrative cases brought up by concerned officers and employees Failure of the concerned officer to perform his task as listed in the Section VIII Detailed Procedures of this Manual shall be deemed negligence of duties thus shall be subject to Administrative Sanction
When an employee violates announced rules and regulations, the immediate superior should exert effort to look and find out why the employee acted as he did. The immediate superior shall interview the employee concerned to give him a chance to explain why he failed to perform according to standards or why he committed such offense, as well as to enable the immediate superior to get the hidden causes such as ill health, family trouble, unsettled grievances, etc. The process should, in addition to getting the reasons for the undesirable behavior, stimulate a sense of responsibility and strengthen the working relationship between the Management and the employee.
If the employee commits an offense considered as minor or first-time infraction and the immediate superior believes that there is no need to impose a more severe penalty and that the disciplinary action does not become a matter of record, the immediate superior shall, confer with the employee about the latter's undesirable behavior or conduct, and inform him that unless he improves, he shall be subject to formal disciplinary action.
A written reprimand may be imposed for repeated infractions more serious offense, as listed in Section IX of the Manual, or when an employee does not respond to preliminary investigation and verbal reprimands. The written reprimand shall consist of a notice to the employee stating the offense and the warning that a repetition of the same shall be subject to a more serious disciplinary action.
This penalty will be imposed when the offense committed warrants more than a written reprimand but dismissal of the offender is not justified. This penalty shall be applied considering the seriousness of the offense or the number of occasions the offense has been committed.
This penalty shall be imposed for serious offenses or for excessive repetition of offenses. The notice of dismissal shall state and explain charges based on records to justify the disciplinary action. All cases of dismissal shall be investigated with utmost impartiality with the erring employee given the opportunity to explain his side and confront any or all witnesses against him. Documentation of cases of dismissal should be made immediately following the violation and maintained for purpose of the Management's standing if called upon to substantiate the charge. While an offense calling for outright dismissal is being investigated, the immediate superior will determine whether there is a need to suspend the employee involved pending the result of the investigation. If such a need exists, he recommends the suspension to the Manager for Administration who shall to carry out the suspension, if he thinks it is justified.
Considerations for Dismissal
Upon learning of the offense, the immediate superior shall immediately summon the employee/s concerned and conduct an investigation. If it is not the immediate supervisor who discovers the offense, the employee who discovered or witnessed the commission of the offense should report it to the offender's immediate superior. If the offense involves two or more employees belonging to different units, their immediate superiors will be responsible to separately initiate the proper action. Failure of the employee who discovered/witnessed the commission of the offense, to report the same or of the immediate superior to take necessary action shall constitute an offense to be determined by the Manager for Administration.
In investigating such cases and in order to ascertain the guilt or innocence of the employee concerned, the following shall be taken into consideration:
Overall conduct of the employee His length of service His previous violations Effect of the incident to the company and/or his co-employees Mitigating or aggravating circumstances
All written warnings, suspension and dismissal shall be documented with a Notice of Disciplinary Action Form
Upon learning of the incident, conducts an investigation to determine facts of the case, i.e. individuals involved, time, place and event Refers to this Personnel Discipline Manual to determine applicable offense Prepares and signs Notice of Disciplinary Action
Discusses offense and resolution of the case with the concerned employee and secures his/her signature on the Notice of Disciplinary Action
Employee Immediate Superior Administration Manager Accomplishes appropriate portion and signs on Notice of Disciplinary Action Forwards the Notice of Disciplinary Action to the Manager for Administration for review Discusses with concerned employee and superior, if deemed necessary. Evaluates case and determines resolution of the same and signs on the Notice of Disciplinary Action Forwards Notice of Disciplinary Action to the President/General Manager President/Gen. Manager Administration Manager Signs and returns Notice of Disciplinary Action to the Manager for Administration if in order Issues a copy of the Notice of disciplinary Action to concerned employee and implements/enforces resolution of the case Files original copy of the Notice of Disciplinary Action in the employee’s 201 file