Employee Handbook
[COMPANY NAME]
COMPANY POLICIES
(Year)
Prepared by:
[Name]
[Date]
[Signature]
Approved by:
[Name]
[Date]
[Signature]
EMPLOYEE POLICIES
Employee Responsibility:
1. Office Attitude
2. Attendance & Punctuality
3. Overtime Availability
4. Safety
5. Personal Conduct
Employee Discipline:
1. Classification of Offenses
2. List of Violations
3. Implementation of Policies
4. Subsequent Action
Work Schedule:
1. Regular Working Days
& Hours
2. Break Periods
3. Logbook Record
4. Tardiness
5. Absences
6. Undertime & Fieldwork
7. Flexible Work Schedule
Dress Code:
Telephone Calls:
Performance Appraisal:
1. Probationary Period
2. Semi-annual Appraisal
3. Manager’s responsibility
Compensation:
1. Basis of Salary Adjustment
2. Factors Comprising Monthly
Compensation
3. Computation of Basic Salary
4. Schedule of Salary Release
5. Rate of Increase
Overtime & Holiday Work:
1. Rate of Overtime
2. OT Per Hourly Rate Computations
Petty Cash Disbursements:
13th Month Pay & Bonuses:
1. 13th Month Pay
2. Sales Incentives
3. Bonuses
Incentive Leaves:
1. Emergency & Vacation Leaves
2. Unused Emergency & Vacation Leaves
3. Sick Leaves
4. Right to Use Sick Leave
5. Unused Sick Leave
Employee Record Retention:
1. Pre-Employment Requirements
2. Employee Records
Recruiting & Hiring:
1. Hiring of Family Members
2. Hiring from Outside Vs. from Within
3. Promotions
4. Transfers
Grievances:
Resignation:
Staff Reduction:
Termination:
EMPLOYEE RESPONSIBILITY
The following policies have been created as guidelines to define the company culture employees are expected to uphold.
1. Office Attitude
All employees are expected to:
a. Focus on work and avoid personal, unnecessary discussions during
work hours.
b. Work effectively by being aware of the IMPORTANCE of your daily
Duties and Things-to-do list.
c. Work efficiently by aiming to complete your duties ahead of
deadlines.
d. Treat the company as your own.
e. Abide by the Company’s Core Values.
2. Attendance & Punctuality
All employees are expected to be at their working stations in accordance with the hours of work established by the company. For certain positions, the company may institute “Flexi-time” which may result to some working schedule adjustments. For any reason that the employee will be late or absent, he/she should inform the administration through phone or text. Please make sure that you get acknowledged.
Complying with working hours and maintaining a good attendance record are necessary so that the company can plan and conduct its business with minimum disruption. Employees who are late or absent frequently are subject to disciplinary action.
3. Overtime Availability
The company has a “no-overtime, no-pay” policy unless for emergencies or special events & projects. Permission should be obtained for “over-time with pay” from Management immediately using the Overtime Request Approval Form (this must be accomplished within 2 days). Employees are expected to be on call for emergency overtime work.
4. Safety
All employees are expected to comply with company’s safety procedure to work in a safe manner, and to report any safety concerns to their managers.
5. Personal Conduct
It is the responsibility of each employee to maintain good relations with their co-workers and those having business with the company. Any conflicts should be resolved immediately in a civilised manner.
Each employee is expected to treat the company as his/her own. This means that everyone is to be considered as useful individuals that belong to the team with a sense of pride and ownership of the business.
Intrigues and back-stabbing activities WILL NOT BE TOLERATED. Honesty, Respect and Trust among the team are highly VALUED.
EMPLOYEE DISCIPLINE
To ensure proper understanding and establish the standards of conduct between management and employees, the following list of offenses are written below, as well as the corresponding sanctions/disciplinary action.
1. Classification of Offenses include but are not limited to:
|Class A |First Offense |Automatic Termination |
|Class B |First Offense |Verbal Warning |
| |Second Offense |Written Warning |
| |Third Offense |Dismissal |
2. List of Violations include but are not limited to:
Class A
a. theft or intentional damage of company property
b. assault on Managers or other employees
c. falsifying company record and documents
d. possession of illegal weapon’s, firearms, or drugs on company premises
e. reporting for work under the influence of drugs, alcohol or using illegal drugs on company time and premises
f. any illegal conduct or activity
g. inciting rebellion and discontent among co-workers
h. engaging in union activities at any time within the premises without written permission from the management
i. accepting commissions or over-riding from suppliers and/or clients for personal profit.
j. removal of company records or release of confidential information
k. intentionally logging-in another employee’s attendance
l. unauthorized disbursement of company funds
m. absence without leave (AWOL) for 3 consecutive days
Class B
a. excessive tardiness (i.e. 2x per week or 6x per month)
b. excessive absences (i.e. 2x per week or 5x per month)
c. abuse of lunch breaks and break time
d. excessive use of the telephone for personal use
e. threatening or intimidating managers and employees
f. distributing printed matters on company premises without permission
g. soliciting contributions on company’s premises
h. failure to log-in and log-out
i. stopping work before shift ends, stretching breaks or wasting
company time
j. leaving company premises during working hours without permission
k. unauthorized absences less than 3 days
l. gambling in company premises
m. failure to follow instructions or fulfill assigned duties
n. sleeping in working station and company premises during working
hours without permission
o. contributing to unsanitary condition by poor housekeeping
p. disregarding company safety rules
q. attempting to provoke a fight in the company premises
r. failure to report injury or accident
s. mismanagement of company funds
t. engaging in malicious office gossip
u. engaging in the business of lending money to co-employees for profit
c. doing sideline work within working hours & using company property
for such without permission of Manager.
v. Recklessness in handling company properties causing damages and Loss
x. Sharing confidential information to co-workers such as salary information
3. Implementation of policies
Managers are responsible for enforcing the company’s disciplinary procedures.
Guidelines for Managers:
a. Seek employee’s version of the matter
b. Check the Employee’s record of disciplinary action in his/her 201 file
c. Check whether the action is in accordance with the step listed in the
Classification of Offences
d. Check whether the disciplinary action is reasonable for the severity of the problem.
4. Subsequent Action
a. Correction and improvement by an employee after disciplinary action
will be noted in the Employee’s 201 file. It is the responsibility of the manager to carefully note of the employee’s performance over a significant time period.
b. If there is no marked improvement, immediate discharge is required. All termination will require final approval of President.
WORK SCHEDULE
Employees are expected to complete their prescribed working hours. Although employees will be evaluated based on attendance, the company would like to express that quality and efficiency of performance are also as important.
1. Regular Office Hours
Mondays to Saturdays 9:00 a.m. to 6:00 p.m.
3. Work Schedules
Regular Employees will have the ff work schedules:
>>>8 hours per day
>>>6 days per week
4. Break Periods
A 15-minute break period in the afternoon will be allowed to all employees anytime between 3:30 to 4:30 p.m. Lunch break is one (1) hour. All employees are expected to observe the mentioned break periods.
5. Logbook Record
All employees, including managers are required to record in the logbook their time of arrival and departure. This logbook is located at the reception area and will be monitored by the Administration Officer. Anyone who comes in, not during regular hours, must also log-in for security purposes.
Should any employee fail to log-in and out, corresponding penalties will be deducted from salaries.
6. Tardiness
a. Tardiness deductions will be computed based on the employee’s hourly rate per minute and will immediately be deducted from his/her forthcoming pay.
b. An employee who is unable to report for work on time is required to call or text HR and the office. Employee should make sure that he or she gets an acknowledgement.
7. Absences
a. All employees are required to inform the management should they be absent. In case of emergencies, employee is expected to call the office. Failure to do so for three consecutive days is considered AWOL.
b. All absences of employees will be deducted from his/her forthcoming salary.
8. Undertime & Fieldwork
Should employee need to leave the office for personal reasons before 6:00 pm, this is considered undertime. In this case, the salary deductions will apply. However, if employee is assigned an errand outside office premises, it is his responsibility to secure signature of Manager on the time card.
9. Flexible Work Schedule
Managers may avail of the Flexi-time with the approval of the President. When it appears that such policies should be extended to employees, Managers are responsible in ensuring that these schedules are effective and approval should be made.
DRESS CODE
To ensure a unified respectable corporate image, this policy has been established for guiding employees on suitable attire and appearance in the workplace.
Office Dress Code:
1. All employees are required to wear their uniforms that is provided by the company.
2. In emergency cases where the employee cannot wear his/her uniform, he may wear business casual clothes with collar and must ask the permission of his supervisor.
3. All employees should wear decent shoes, preferably closed shoes with heels for women.
4. During presentation meetings, employee should be strictly in business attire.
TELEPHONE CALLS
The lifeblood of our business is our accessibility and connection to our clients. Hence, our communication lines are to be kept open under the guidelines in this statement.
Strictly no personal calls during office hours and no personal long-distance calls are allowed. It is the Admin Officer’s responsibility to monitor these types of call and he/she will be liable for unaccounted long-distance calls.
PERFORMANCE APPRAISAL
The company believes that the process of evaluating employees is vital in keeping the organization productive and ensuring the growth of each member. The policy written herewith describes the system to be used by the company and employees.
1. Probationary Period
All employees will undergo a probationary period of 3 months to a maximum of 6 months from the starting date of their probationary employment. During this time, appraisals may be done anytime. Unsatisfactory performance can result to an immediate termination.
2. Semi-Annual Appraisal
The evaluation is to be accomplished by an employee’s direct Manager and submitted to the President. It is expected that the process be done in an objective, professional manner.
The Schedule of submission of appraisals are set on or before:
a. June 1st of each year
b. December 1st of each year
Adjustments in salaries will be announced every 15th of January and will take effect henceforth.
A “special evaluation” between scheduled appraisals may be conducted by the manager. This would be to record any extraordinary performance and citations, as well as, poor performance. All evaluations are to be discussed with the employee.
3. Manager’s responsibility
All Managers are required to:
a. Communicate to employees in advance their job descriptions and performance standard which are to be written in the Appointment Contract Form.
b. Conduct the Performance Appraisal session in accordance with the established standards of the company primarily during the formal appraisal period as well as before or after the period as he/she deems appropriate.
c. Recognize and reward employees for superior performance.
d. Counsel Employees whose performance is judged unacceptable.
e. Take appropriate action when unacceptable performance fails to improve.
COMPENSATION
This policy shows a clear view on how compensation is affected and computed.
1. Basis of Salary Adjustment
- Performance Appraisal
- Industry Rate
- Tenure or Length of Stay
- Salary Standards declared by law
2. Factors Comprising Monthly Compensation
- Basic Salary
- Overtime
- Allowances
- Undertime/Lates/Absences
- SSS Premium
- PHILHEALTH
- PAGIBIG
- Withholding Taxes
- Healthcare/Medical Insurance (optional)
3. Computation of Basic Salary
The computation of Basic Salary will be as follows:
(Daily Rate x # of days/annum) / 12 months = Monthly basic salary
4. Schedule of Salary Release
Every 15th and 30th of the month via an ATM employee card. The salary will be computed based on the following Cut-Off dates:
15th = until the 10th day of the month
30th = until the 25th day of the month
5. Rate of Increase
Probationary employees earn an increase on their daily rate upon regularization to be determined by management. This percentage of increase is affected solely by the performance of the employee, based on the appraisal given by his/her supervisor.
Regular employees may earn a merit increase on their daily rate. The percentage of increase given is affected primarily by the appraisal given by the management, and secondarily, it is given to sustain the annual cost of living.
OVERTIME & HOLIDAY WORK
The company would like to give due compensation to employees who extend their time and services to complete tasks with the approval of the Management. The following guidelines are to be followed for Overtime and Holiday Work for rank & file employees.
|CATEGORY |COMPUTATION IN PESOS |
|OT Work on Regular Day |125% * Rate/Hour |
|OT Work during Rest Day | |
|or Special Public Holiday | |
|first 8 hours | |
|in excess of the first 8 hours |130% * Rate/Hour |
|OT Work on Regular Holiday | |
|first 8 hours |200% * Rate/Hour |
|in excess of the first 8 hours |200% * Rate/Hour |
| |+ 30% of (200% of Rate/Hour) |
|OT Work on Rest Day | |
|falling on a Regular Holiday |260% * Rate/Hour |
|first 8 hours |260% * Rate/Hour |
|in excess of the first 8 hours |+ 30% of (260% of Rate/Hour) |
|Night-Shift Differential Pay |Night-Shift Employees shall be paid a differential of|
| |not less than 10% of the regular wage for each hour |
| |of work performed between 10 p.m. and 6 a.m. |
Overtime premium is allotted for work exceeding the maximum prescribed work period. The OT rates per hour for overtime work rendered on the specified days are stated above.
PETTY CASH DISBURSEMENT
This policy applies to petty cash expenditures that may arise in the course of daily business operations.
The Accounting Officer will be responsible for Petty Cash Disbursements.
The requesting individual must fill up a Request Form noted by the Department Head and submit to the Admin Manager before any disbursements will be made.
13th MONTH PAY & BONUSES
The following policies are to be applied to 13th Month Pay and Bonuses for all employees:
1. 13th Month Pay
a. 13th Month Pay is given to all employees not later than December 24 of every year. The required minimum amount of the 13th month pay should at least be equal to 1/12 of the total basic salary earned by an employee within a calendar year.
b. The basic salary of an employee shall be the basis for the computation of his/her 13th month pay. Basic Salary does not include allowances and monetary benefits such as, cash equivalent of unused vacation and sick leaves, overtime and holiday pays.
2. Sales Incentives
Sales Incentives shall be given to employees based on the incentive program. The Sales Incentive Program shall be reviewed and updated by the Management annually.
INCENTIVE LEAVES
Full-time employees shall become eligible to receive sick leaves upon regularization and vacation leaves after completion of one (1) year of service with the company counting from the date of probationary period.
The following chart shows the number of days allotted for leaves:
|Types of Leave: |Management Team |Middle/Lower |
|a. Sick Leave |15 days/annum |10 days/annum |
|b. Vacation Leave |15 days/annum |15 days/annum |
1. Emergency, Vacation Leaves
Vacation leaves must be filed 30 days prior to the leave. The management reserves the right to approve and disapprove such leaves. On the other hand, emergency leaves are categorized as vacation leaves. However, the managers and employees are expected to observe the total number of days given for EVL.
2. Unused Emergency & Vacation Leaves
a. All types of leaves are not convertible to cash.
b. The company believes in the importance of vacations to maintain employee’s well-being. Therefore, the management reserves the option to place employees on “forced vacation leave.”
3. Sick Leaves
Sick leave (or medical leave) shall be taken only when the employee has a medical problem. Time off due to medical problems of family members, any other personal needs that require an employee to be excused from work, should be taken under the appropriate category, i.e. EVL, leave of absence. Medical certificate is required for absence of 3 days or more.
4. Right to Use Sick Leave
Every employee has the right to use sick leaves for any legitimate illness that may arise. However, the company has the right to ask an employee to submit medical certification. Such verification would be needed in the event of extended illness, or where there has been periodic absence due to sickness.
OTHER BENEFIT LEAVES:
This is to inform you of the details concerning Maternity & Paternity Leaves:
BENEFIT: Paternity Leave
|Employment Status |No. of paid leaves |
|Regular Employees |1 week |
|Managers |2 weeks |
BENEFIT: Maternity Leave
|Employment Status |No. of paid leaves |No. of paid leaves |
| |For Natural Childbirth |For Natural Caesarian Section |
|Regular Employees |60 days |78 days |
|Managers |90 days |108 days |
Note:
1. Computation for these leaves are based on the SSS & Philhealth guidelines,
2. Please inform HR immediately upon learning of pregnancy.
3. Please remind HR to assist you in filling up Notice Forms to SSS & Philhealth.
4. Please get and keep a copy of the submitted SSS & Philhealth Forms for easy reference.
5. Please remind HR to assist you 2 to 3 months before birth on the next process for SSS & Philhealth forms.
EMPLOYEE RECORD RETENTION
This section describes the requirements and process of keeping vital information regarding employee’s records.
1. Pre-Employment Requirements
- application for employment/resume/biodata
- transcript of records
- SSS and TIN
- 1 x 1 photo (2 copies)
- medical clearance
- pre-employment exam
- interviewer’s report/evaluation
- NBI clearance
- Verification of references
2. Employee Records
- appointment contract
- employee history report
- periodic performance appraisals
- disciplinary memos, letters of commendations, relevant memos, etc.
- salary history records (payroll data)
- attendance records & time card
- leave forms (absences, EVL, SL)
- record of company sponsored educational/training programs attended.
The information contained in the 201 file is classified CONFIDENTIAL and strictly can not be taken outside the office.
GRIEVANCES
The company believes that an open communication policy is vital for the company’s success. Everyone in the company deserves to be heard.
General Guideline:
Should any employee have personal concerns that involve matters pertaining to the company that will affect operations, he/she is advised to resolve the matter before going to the Managers.
RECRUITING & HIRING
The company uses a number of methods to encourage qualified persons to join the company. The following are guidelines for the recruitment procedure:
1. Hiring of Family Members
There are no restrictions on hiring family members or recommending family members. However, managers hiring or recommending family members to directly work for his/her department shall require the approval of the President.
2. Promotions
The following guidelines must be followed in the promotion selection process.
a. Promotions will be based upon merit.
b. Evaluation must be job-related..
c. Management retains the right to select or not select candidates from
any source it determines inappropriate.
3. Transfers
Employees may be moved to different departments via transfer or promotion. If the move is not a promotion, then the transfer should not include an increase in salary.
RESIGNATION
The company recognizes and accepts the fact that employees in all ranks may decide to pursue other goals. It is the responsibility of the Administrative Manager to discuss resignations with the concerned employees, and to find out the cause of resignation.
Guidelines
1. The 30-day grace period will be observed in all levels. The decision to
grant a shorter grace period will be left at the discretion of the Management Team.
5. Within the 30-day notice, the employee is expected to finish pending
requirements and to endorse them to the immediate manager.
3. Employee clearance must be routed by the employee which should be submitted to the Administrative Manager.
4. The Manager is responsible in informing all clients and suppliers about the employee’s resignation from the company via a written memo.
5. Resigning employees are expected to follow company policies, rules and procedures until his/her last day of work. Also, he/she is expected to conduct himself/herself in good behaviour while the resignation is not yet in effect.
6. As much as possible, the company would like to encourage resigning employees to maintain good ties with the company. Perhaps future networks and assistance may be engaged.
7. Terminal vacation leaves may be granted or sanctioned based on the supervisor’s discretion.
8. Unless an employee is asked to report for regular work upon the submission of his/her resignation letter, he/she may no longer be allowed entry in confidential areas. The Admin Officer will be responsible in monitoring such movements.
9. Computations of fringe benefits will be given to the employee together with his/her last pay slip one month after registration as long as the clearance form has been completed and submitted unless otherwise discussed.
STAFF REDUCTION
Staff reduction refers to those termination caused by a downturn in the company’s business. The company makes every effort to avoid this type of layoff, since it usually requires releasing personnel who, otherwise, would remain with the company.
Guidelines
1. All recruiting efforts will immediately cease.
2. Offers of employment which have not been accepted will be rescinded.
3. Managers will review the records of all personnel reporting to them and prepare a listing of employees using three methods of ranking.
a. seniority
b. salary level
c. performance rating
4. The General Manager will meet with the Managers and determine the priority list for reduction. For example, an employee with low seniority who also has a low performance rating would be released first. Where there are individuals on the same level, and only one position remains, the highest ranked person would keep the job while others may be considered for jobs at lower grades.
5. The company will try to help employees released under these
circumstances to find positions elsewhere, if possible. Also, these employees will be given priority with respect to re-hiring.
TERMINATION
Termination of employment may be due to lawful causes, just causes, and authorized causes. Termination will require the recommendation of the Administrative Manager and approved by the General Manager.
Whenever an employee’s service is ended, the employee’s Manager is responsible for completing the termination report within two working days of the employee’s last days while he/she has a fresh recollection of the events surrounding the termination.
The Admin Officer is responsible for routing & filing the employee clearance form to be submitted to the Administrative Manager which will be the basis for the release of the employee’s last pay slip.
Grounds for Termination
Lawful Causes - acts not in accordance with the laws
Just Causes - acts not in accordance with the company policies after
providing sufficient warning as mentioned in Policy No.
2 Employee Discipline.
Authorized Causes
1. Closure of the company
- A company may shut down its operations due to bankruptcy.
2. Lingering Illness
- Any illness that is incurable within 30 days is classified as a lingering illness. Employees with a lingering illness may be terminated by the company. If terminated under such cause, the employee is given a separation pay.
3. Reduction of Staff
- Due to the acquisition of better technology, some companies
have the need to reduce its staff to avoid repetitive tasks. Under such cicumstances, terminated employees are given separation pay.
COMMITMENT SIGNING
I have read and understood the Company Policy of [Company Name]. By signing this form, I signify my commitment in abiding by the policies of the company.
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Table of Contents
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COMPANY POLICIES
Address
Contact Details
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