Handbook

ASI HAND BOOK

V1.1-2017

Welcome to ASI.COM.PH, INC.!

You have joined one of the country’s fastest growing and largest Automation and Security Industry.
Whether you come to the company as an assistant or a supervisor, a technical specialist or an associate,
or director, please know that you play an invaluable role in the Company. We hope that you will find
your stint here at ASI.COM.PH, INC. as a fruitful and rewarding experience.

The following pages contain information regarding many of the policies and procedures of ASI.COM.PH,
INC. (hereby referred to as “The Company”). This is not an employment contract and is not intended to
create contractual obligations of any kind.
The policies and benefits described in it are subject to change and may be done so by ASI.COM.PH, INC.
at any time for reasons it deems fit.

This handbook should answer the questions most frequently asked by employees and serve a s a "ready
reference" for you. Your supervisor can help you with any questions you have that are not answered
here.

We are pleased to have you as part of ASI.COM.PH, INC.

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About ASI.COM.PH, INC.

Excellence in Engineering!

Automation and Security, Inc. is a continuously growing company, providing cost-
effective security automation systems to industrial, manufacturing facilities,
commercial properties, local governments, residential communities and retail
establishments. We are dedicated to provide the best value solution in security and
automation needs. Supported by our aim to develop our engineers and architects to

be the best; trained in Singapore, Taiwan, Italy, and China to meet the international
standards of today's fast evolving market.

Automation and Security, Inc. is committed to provide excellent service which gives us the edge in
the security industry which begins with our employees. Our wel l-chosen team of professionals &
intelligent, dedicated and dynamic staffs are our most valuable asset that would meet the high
expectations of our clients. We conduct trainings and quality assurance to ensure that we are the finest
in the industry.

Our Mission

ASI aims to hasten the advancement of automation and security industry by provi ding regular training,
seminars and services to security agencies, resellers, installers and end-users; and by participating in
exhibits and trade shows which demonstrates the benefits and advantages of using automation and
security system.

Our Objective

ASI's objective is to assist clients in improving their profitability through the application of technology &
utilizing reliable and cost-effective security solutions.

Automation and Security, Inc. is committed to provide excellent service which gives us the edge in the
security industry that begins with our employees. Our well-chosen team of professionals & intelligent,
dedicated and dynamic staffs are our most valuable asset that would meet the high expectations of our
clients. We conduct trainings and quality assurance to ensure that we are the finest in the industry.

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Standard Employment Practice

The Company has otherwise expressly agreed in writing that your employment is at will and may be
terminated by you or by the Company at any time, including after the evaluation period.

ASI.COM.PH, INC. is an Equal Opportunity/Affirmative Action employer. The Company will not
tolerate discrimination against any employee because of race, color, national origin or ancestry, gender,
age, religious convictions, or disability.

ASI.COM.PH, INC. is committed in providing equal employment opportunities to all individuals
without regard to race, religion, sex,national origin, age, disability, marital status, sexual orientation, or
any other characteristics protected by law.

ASI.COM.PH, INC. does not discriminate on the basis of gender in compensation or benefits for
women and men who work in the same establishment and perform jobs that require equal skill, effort,
and responsibility and which are performed under similar conditions.

ASI.COM.PH, INC. will make reasonable accommodations for qualified individuals with known
disabilities unless doing so would result in an undue hardship. An employee with a disability for which
reasonable accommodation is needed should contact the Human Resource Manager to discuss possible
solutions.

Employment Requirements

Upon hiring, Applicants should:
1. Register thru Online Application
2. Submit Curriculum Vitae with 1x1 ID picture.
3. Must have SSS Registration E1, TIN, Phil health, and PAG-IBIG Number
4. Certification of Employment from the previous Employer
5. NBI Clearance
6. Transcript of Records
7. TESDA / PRC License for Installer or Sales Engineer.
8. Smartphone
9. Must have at least P500 every day as capital reimbursement.

Evaluation Period

Sales Engineer and Installer
Upon hiring, applicants will undergo a 10 weeks Training Program in Manila. The first evaluation will be
done after the training. Upon completion of the training and having it passed, employee will then be
eligible for additional benefits, as set forth in this Employee Handbook. If the Staff Performance did not
meet the standards of the Management/Company, employment will be terminated.

The Company will pay for the Airfare of the employee going to Manila. Accommodation and allowance
will be included during the training.

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Standards of Conduct

ASI.COM.PH, INC. expects that all employees conduct themselves in a professional and ethical manner.
An employee should not conduct business that is unethical in any way, nor shoul d an employee
influence other employees to act unethically. Furthermore, an employee should report any dishonest
activities or damaging conduct to an appropriate supervisor.

Enterprise Resources Planning (ERP)

ASI.COM.PH, INC. uses an online ERP System. A web-based software that you can access anytime and
anywhere as long as you have internet. Provided you enroll your Public IP address by contacting FMS.

1. Individual Attendances can be monitored through this System.
2. Payroll Collection and acknowledgment along with item issuances and staff applications.
3. Staff are required to open their ERP every day.
4. Staff are not allowed to give account details to anyone.

Sanction:
**Failure to follow #4 - Termination/Suspension

Facebook at Work

Latest announcements and new directives will be posted in Facebook at Work which serves as the
primary communication means.

Proper Office Decorum

Right working attitude is expected from the employees in the workplace. ASI.COM.PH, INC. aims to
preserve professionalism. Listed below are the rules for proper office decorum:

1. Loitering is not allowed.
2. Using Headset is not allowed, unless when communicating with the client.
3. Music should be in lower volume to avoid distraction/interruption to your co-employee.
4. Taking a meal shall be done on Official meal break. (12-1pm)
5. Playing games is prohibited during office hours.
6. Coming to work under the influence of Alcohol is not allowed.
7. Use of Prohibited drugs is not allowed.

Sanction:
1st offense – Verbal Warning
2nd offense – Issuance of Complaints
3rd Offense – Under observation (memorandum), 1 day suspension, No pay
4th offense – 3-7 days suspension
5th offense – Termination

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**note: Failure to follow #6 may lead to direct Suspension/Termination. Failure to follow #7 may lead to
direct Termination.

Contract Barring & Non-Competition

All employees who have voluntarily or involuntarily terminated their employment with
ASI.COM.PH, INC. shall not be allowed to be employed with the Company’s Directly or Indirectly
competitors and shall not be allowed to engage with the same nature of businesses for One (1) year,
otherwise, such Employee shall be subject for Legal Action/s.
Sanction:
1st offense – Termination with Legal Action.

Confidentiality & Non-Disclosure

All EMPLOYEES shall not divulge confidential matters related to any project that ASI is involved
in, Directly or Indirectly, including but not limited to processes, marketing and/or promotion plans and
details, all other details and processes, and any and all related matters and/or information, posting ASI
products in personal websites or in social media networks and disclose s his/her Enterprise Resource
Planning (“ERP”) password to anybody. Furthermore, the EMPLOYEE shall refrain from making
unnecessary comments, remarks or actuations regarding ASI, its business, operations, productions and
projects that may later prove detrimental and/or prejudicial to ASI.
Sanction:
1st offense – Termination with Legal Action.

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A. General Standard Operating Procedure

1. Communication

Communication is very important in the Company. Effective communication can help to foster a good
working relationship between the Employee and Employer, which in return can improve morale and
efficiency.

1.1. All employees must use Smartphones with at least 1.3 Megapixel Camera.
1.2. Company issued sim card/email must be used for any company transaction.
1.3. Using of personal number/email is prohibited.
1.4. Facebook at work, and work chat are mandatory to be use 24/7 especially during office hours.
1.5. Courtesy to Respond/Answer all phone calls and text.
1.6. To ensure the company can still contact you, cellphone must be fullycharged before going out.
1.7. Any loss/damaged company issued sim card, the company will charge P500 for replacement.

Sanction:
1st offense – Issuance of Complaint
2nd offense – Issuance of Complaint and 1-2 days suspension
3rd offense – 3-7 days suspension
4th offense - Termination

**note: failure to follow #1.3 – may lead to Suspension / Termination.

2. Grooming Standards

2.1 Must be in proper haircut.
2.2 Must be in good and presentable condition
2.3 Must wear company uniform always.
2.4 Must wear closed shoes.
2.5 Must wear ID always.

A. Employees with no uniform (Trainee/New Employee)
A.1. RED Polo Shirt
A.2. Pants

B. Other Restrictions:
B.1. For Men, No Earing / Piercing.
B.2. No Shorts, Slipper & Cap.

Sanctions for non-wearing or incomplete uniform: Cancellation of Attendance for the day

1st Offense- Verbal warning
2nd Offense- Issuance of Complaint
3rd Offense- 1-3days suspension, No-Pay
4th Offense- Termination

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3. HOUSE BILL 815: ANTI-OFFICE BULLYING ACT OF 2016

3.1. that any form of bullying, Written and Verbal that can be:
3.1.1. DAMAGING the morale character and reputation of an Employee**
3.1.2. Gossips and False News.
3.1.3. Any act of physical and body harm
3.1.4. Slanderous statement and Acquisition

Sanction:

1st offense – Issuance of Complaint
2nd offense – 1-3 days Suspension
3rd offense – 7 days Suspension
4th offense – Termination

4. Company Issuance

3.1 Vehicle Issuance - Company is only liable for any maintenance indicated below:
a. Change Oil
b. Tune Up
c. Change Tire
d. Break pad
e. Head light, tail light, signal light.
f. Registration and renewal

Employees are not allowed to change/modify any part of the motorcycle
without the Management approval.

Employees are not allowed to lend the company motorcycle to anyone (co-
staff).

3.2 Tools/Equipment Issuance - Upon Employment, Installer will be issued basic tool kits.

Note: Employee is liable for any damages, incident, and loss of issued equipment/vehicle. Deduction will
be applied on the current payroll.

3.3 Work Station – For Sales Engineer & Office Base staff.

Laptop - Only Support Engineers, Field Engineers, and Field Technicians are entitled for Laptop
Issuance.

3.3.1 Dismantling, removing or changing any hardware included is not allowed, a fine of PHP
3,500 to PHP 50,000 will be charged to the account or employee issued to.

3.3.2 Changing or resetting the configuration of the issued machine is not allowed. A fine of
PHP 10,000 will be charged.

3.3.3 In a scenario when the issued machine (or part of the machine) breaks or malfunctions,
the affected machine (or part of the machine) must be surrendered to the MIS

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Department for initial inspection/diagnostics. A replacement may or may not be issued
(depending on the availability) during the RMA/RTM process.
3.3.4 Prevention of Viruses, Adware or any form of malware is users’ responsibility. A fee of
PHP 2,500 will charged.
3.3.5 Corporate software and applications comes pre-installed on this machine. Removing
these applications is strictly prohibited.
3.3.6 Additional applications can be requested from the MIS Department. (requests are
evaluated before approval or rejection)

5. Safety Precaution

The employee should observe Safety Rules.

4.1 Motorcyclist

4.1.1 Wearing Helmet at all times.
4.1.2 No Driving under the influence of Alcohol **
4.1.3 Drive Safely.

4.2 Installer / Lead man / FT

4.2.1 Proper handling of tools
4.2.2 Complete Personal Protective Equipment.
4.2.3 Practice safety on site.

Sanction:

1st offense – Issuance of Complaint
2nd offense – 1-3 days Suspension
3rd offense – 7 days Suspension
4th offense – Termination **

6. Official Business (OB)

5.1 Employee must file the application at least two (2) hours before the shift to ERP.
5.2 Employee should indicate the reason for your OB application.
5.3 Employee may contact FMS for application.
5.4 Upon arrival and before departure on site, Employee should upload picture to Facebook at

work. (No picture, No approval)
5.5 Field Technician are not entitled for OB.

Sanction: Failure to apply: Employee attendance will be considered as AWOL. No pay.

7. Liquidation Expenses

6.1.1 All transaction must have Official Receipt with the exemption of Jeepney, bus and
tricycle Fare.

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6.1.2 No official Receipt may result to Rejection of your Reimbursement.
6.1.3 All Reimbursement must be filed within 24hours.
6.1.4 All Reimbursement must be disbursed within 24 hours.

6.2 Transportation Expenses

6.2.1 Receipt is mandatory for those employees who ride taxi.
6.2.2 For Jeepney Fare, Employee should reimburse per ride. (For example, Office to

Cubao PHP 8, Cubao to Fairview PHP 12, etc.)

6.3 Gasoline Expenses

6.3.1 Must declare Odometer for every Liquidation
6.3.2 Gasoline must be end with 9 (P99, 89, 109, etc.)

6.4 Representation Expenses

6.4.1 Sales are entitled for P1000 worth of Representation per month.
6.4.2 More than that amount is subject for approval of the Management.

Sanction: Cancellation/Rejection of Reimbursement
Dishonesty - Suspension/Termination

8. Allowance

7.1 Food Allowance
7.1.1 Staff that is in out of town trip and requires to stay more than 24 hours are entitled
for Food Allowance.
7.1.2 P100 each day.

7.2 Accommodation Allowance
7.2.1 Company is responsible for Accommodation for any out of town trip.

7.3 Training Allowance
7.3.1 During the training, staff are entitled for training allowance and it is automatically
included in the Payroll.
7.3.2 Staff that receives this type of allowance are not entitled for any Food Allowance.

8. Sales Order (SO)

8.1 With Installation - Must collect 50% Down payment, 30% upon delivery, and 20% upon
completion of the project.

8.2 Items Only with Stock – Cash on Delivery.
8.3 Items without Stock – Must collect 50% Down payment and 50% upon delivery.

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8.4 Other terms and conditions for payment should be approved by the General Manager/
Accounting Manager.

8.5 The person handling the account must be the one to update the payment.
8.6 Collection date must be updated not more than 7 days and must be solved within the date

adjusted.
8.7 In certain cases wherein the items listed in the Sales Order are not all available in the

Storage/Warehouse, a split Sales Order should be given which is the SO with stocks available
and the SO with no stocks available.
8.8 For the SO with stocks available, it must be delivered immediately to the client. Cash on
delivery should apply.
8.9 For the SO with no stocks available, the Sales Department should give the SO immediately to
the Purchasing Department in order to tell the supplier/s to replenish the stocks. After delivery
of stocks/items from the supplier/s, the remaining items must be delivered to the client
immediately. Cash on delivery should apply.

9. Warehouse SOP

9.1 Warehousemen are the only allowed staff to enter the warehouse premises.
9.2 No Stocks will be released without Sales Order.
9.3 No Bags are allowed inside the warehouse.
9.4 Approved SO must be prepared within 120 minutes.
9.5 All stocks prepared should send to GP Express ONLY.
9.6 All stocks released must have DR. (Warehouse to GP Express, GP Express to Client)
9.7 Warehouse must have COPY of DR signed by the client.
9.8 Warehouse Supervisor must inform the purchasing department in case of No stocks.

10.Commission SOP

10.1 Sales Order must be collected not more than 90 days.
10.2 Number of days will be based on the conversion of Sales Order up to the date it was updated

(collected)
10.3 More than 90 days, commission will be void.
10.4 No Commission for those below Dealer’s Price.

11.Technical SOP

11.1 Field Technician

11.1.1 Post tasks/schedule for the whole day (DE/SE must apply SC on ERP)
a) Service Calls
b) Site Visit
c) Site Inspection
d) Training
e) Configuration
f) Termination
g) Collection

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11.1.2 Orient Installer team assigned for the Job Order.
11.1.3 Making sure that the BOM and Devices are complete for the given Job Order
11.1.4 Call the DE/SE/SP or any person required if there is a problem on site.
11.1.5 Take Photos/Videos of the site/mounting/piping/cabling etc.
11.1.6 Preparation of COCA or Turn Over papers for signature of End-user upon completion

of the project.
11.1.7 Post Report to Facebook at work with pictures every day.
11.1.8 30 minutes to check and update all the service calls
11.1.9 30 minutes to check and discuss with SE/DE on unpaid accounts under the team.
11.1.10 Every night discussion with the team for the plan tomorrow.
11.1.11 Safety Practice on site

11.2 Installer

11.2.1 Must leave the office by 8.15AM
11.2.2 LM to make sure that the tools needed are complete
11.2.3 JO paper must be submitted to the Technical Head every end of the day.
11.2.4 Additional BOMrequired should inform to Facebook at Work immediately in order

to tag the FT, Sales, BOM, and Technical Head.
11.2.5 Lead man must have Driver’s License and Motorcycle issued.
11.2.6 Tools should be carried at all times.

11.3 Infrastructure Team

11.3.1 Safe Cone, at least 3 pcs
11.3.2 Signboards (For example, SLOW DOWN, MEN AT WORK, ONGOING INSTALLATION

PROJECT, so on…)
11.3.3 CAUTION Tape, if any, to cover a certain area and prevent people from passing it.
11.3.4 Flood Light/ Fog light in case of evening operations or heavy rain travels, almost at

zero visibility.
11.3.5 Warning Lights during work.
11.3.6 Basic tools in case of breakdown.
11.3.7 hard hats for the workers per shift
11.3.8 Reflectorized Vests or belt
11.3.9 At least 2 safety belts in case of other elevated works.
11.3.10 Large-sized umbrella, if any (in case ultra-bright under the sun works or heavy

rains).

NOTE:
FMS should check every end of shift to make sure everything is always intact or complete. Any broken
accessories or faulty items must be reported and charged to the whole team.

11.4 Installation Request

Sales team must submit the following requirements before the approval of the Installation.

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11.4.1 Printed SO
11.4.2 Gantt Chart
11.4.3 Node List
11.4.4 BOM list
11.4.5 List of tools/ Equipment / PPE (if any)
11.4.6 Floor plan with plotting / approved design by the client.

12.IE SOP

12.1 Not allowed to touch the Database

13.Logistic SOP

13.0.1 All items released by the warehouse should be delivered the same day.
13.0.2 Upon receiving of item from the warehouse, Logistic will be responsible in any

losses it will occur during the shipment.
13.0.3 All Item for Delivery must be placed to Transit room.
13.0.4 GP Staff are not allowed to release the item without PAYMENT.
13.0.5 Must call to GP supervisor for any problem occurred on site.
13.0.6 GP Team should inform Sales / requesting person once the JOB has been done or if

cannot make it on time.
13.0.7 All delivery must have DR and must be signed by the client.
13.0.8 DR must be distributed accordingly upon releasing of item. 1for client, logistic,

warehouse and accounting.

13.1 Vehicle

13.1.1 Driver must take and upload photo before and after the use of any Vehicle.
13.1.2 If any damages (dent, scratches, engine problem, etc…) found before you use the

vehicle, and failure to report, the last person who use will be liable.

13.2 Man Lift Policies

13.2.1 Each Truck must always have 2 Drivers assigned, one for Dayshift and one for Night
shift.

13.2.2 The Driver must make sure that the Truck is clean before he turns it over to the next
shift. Clearance and Hazard lights must be checked if working. Brakes, oils, radiator
water, and so on should be fully inspected and must report ANY FAULTS found to
the IMMEDIATE SUPERVISOR or FMS, in case no supervisor is around.

13.2.3 The Driver is to be the Safety Man, doing the ground works as traffic regulation,
assistance to the team, and monitoring the Man lift operation.

13.2.4 Each Infra Team should comprise ONLY of 1 Driver, 1 LM and 1 Installer. FT to be
included in case of commissioning or Service Calls requiring laptop usage.

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13.2.5 Each Truck should make sure all Early Warning Device is IN PLACE AND WORKING,
for Precautionary measures while at work, especially in Highways and during the
night.

Sanction: Failure to carry out any of the above-mentioned tasks will result to disciplinary actions.

14.Accounting SOP

14.1 Accounts Payables Processing

14.1.1 Original billing with original PO must be attached for processing of payment.
14.1.2 Issuance of checks is generated manually but updating in the ERP is a must.
14.1.3 Check releasing to suppliers and other third parties is scheduled every Friday.
14.1.4 Form 2307 is always attached to the voucher every time payment is released.
14.1.5 [1% for goods/items, 2% for services, 5% for rentals and 10% for professionals]
14.1.6 3rd party commissions

14.2 Staff Advances & Loan

14.2.1 Advances to officers and employees (AOE) is discouraged by the management.
14.2.2 However, it is allowed on the grounds of emergency reasons concerning immediate

family members of the employees.
14.2.3 Advances for Travelling Expenses (ATE) is computed based on the number of days of

assignment.

14.3 Fixed Asset Register

14.3.1 All purchases of Fixed Assets such as computers, furniture and fixtures, etc. is
registered with barcodes for accounting lapsing schedules of depreciation and
amortization.

14.4 Petty Cash Fund

14.4.1 All branches and teams has a corresponding CM subject for reimbursement and
audit.

14.4.2 Liquidation of expenses must be done within 2 days and Reimbursement must be
done within 24 hours

14.4.3 No funding will be made if CM is not properly handled and balances are not in
negative.

14.5 Billings

14.5.1 All billings (Sales Invoices)must be covered with duly approved SO, original copy of
PO and a copy of

14.5.2 Delivery Receipt duly acknowledged receipt by the cli ent (printed name and
signature).

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14.6 Collections

14.6.1 TOP must be strictly followed for cash flow purposes.
14.6.2 CR will be issued for all devices sales
14.6.3 OR will be issued for all services/installation sales
14.6.4 2% Interest and 5% penalty per month will be imposed for all past due accounts
14.6.5 Form 2307 is strictly to be collected together with the check payment.

14.7 Cost Reduction Initiatives

14.7.1 All personnel are required to apply all courses to minimize overhead cost in the
operation

14.8 Asset Management

14.8.1 All personnel are required to give extra care and be liable for all the assets issued to
them.

14.8.2 Salary deduction will be applied for all damaged and lost assets assigned to
employees

15.Marketing SOP

15.1 Marketing Pilot
15.1.1 Must install GPS Application.
15.1.2 Must get and encode 10 leads a day.
15.1.3 Must distribute 500 flyers a day.
15.1.4 Pilot to make sure to report every end of the day with picture to Company
Conference.
15.1.5 Must get complete details: Company, Address, Contact Person, Contact Number,
Email, and Inquiry.

15.2 Call Center

15.2.1 All calls must be answered.
15.2.2 Call Center to get all the details of the caller: Name, Address, Contact Number and

what is the reason of call.
15.2.3 Call Inquiry must be posted to Company conference and must be attended

immediately.
15.2.4 To check all leads assigned and follow up to Sales In charge.

15.3 Publication

Each member of web and publication shall be given pages to maintain and the step for each project:

15.3.0.1 Assignment of project
15.3.0.2 Planning of design

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15.3.0.3 Implementation
15.3.0.4 Proof read of the Marketing Head
15.3.0.5 Approval of the CEO and Chairman
15.3.0.6 Print

15.3.1 Standard Template for Brochures and Flyers

15.3.1.1 Brand shall be place at the top of the first page together with the
taglines.

15.3.1.2 Contact number of the main branch place at the bottom part of the first
page together with company name.

15.3.1.3 Actual installation photos located at the rear part of the flyers.
15.3.1.4 Actual or sample implementation of the said device.
15.3.1.5 Branches and other contact numbers located at the bottom part of the

back page.

15.3.2 Company Facebook

15.3.2.1 On Hikvision page, 3new products must be posted per day.
15.3.2.2 On other pages, we must maintain at least 2 post per day from 9AM to

6PM.
15.3.2.3 All Facebook pages must disable comment to avoid competitors for

stealing it.
15.3.2.4 Respective web administrators are responsible for maintaining and

answering concerns thru inbox.

15.3.3 Lazada and OLX ( INTERNET )

15.3.3.1 Must check seller center account every 30 minutes.
15.3.3.2 Pack item
15.3.3.3 Prepare the item.
15.3.3.4 Put the company sales invoice together with the manual and warranty

card if available.
15.3.3.5 Put in a bubble wrap.
15.3.3.6 Put in a pouch then sealed.
15.3.3.7 Put the shipping labels/airway bill in the sleeve of the pouch
15.3.3.8 Items must be process within 120 minutes to avoid penalty.
15.3.3.9 For collection, Lazada payment always issue 7th and 23rd of the said

month.

16.BOM SOP

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16.1 BOM list must be provided by the SE/ requesting party, and forwarded to the in-charge,
taking into consideration the availability and time required to order any unavailable items .

16.2 BOM in-charge to prepare the items, at least, a day before installation schedule.
16.3 Any excess or unused BOMs on -site must be gathered and brought back by the team to

office as Recovery Materials. Failure to do so will be considered Negligence.
16.4 Any item release must be recorded.

17.FMS SOP

17.1 Monitoring

17.1.1 Ensure all floor building has a camera.
17.1.2 Ensure all cameras are working.
17.1.3 Ensure all cameras must locate in visible parts of the room.
17.1.4 Take screen shot every hour and update it to FMS conference.
17.1.5 FMS on duty must do a random roving in every floor and take some picture if

unusual incident happens.
17.1.6 Make some report if the FMS on duty experience unusual incident.
17.1.7 Ensure all staff are wearing company uniform.

17.2 Receiving and Turnover of Item

17.2.1 FMS on duty must turnover properly all the item received and record to the log
book that he/she do the turnover to person / Department in charge.

17.2.2 FMS on duty must report any item not place in the proper area.
17.2.3 RMA item, FMS on duty must turn over the defective item to RMA department.

Must have record of turnover.

17.3 Delivery

17.3.1 FMS is the 2nd in charge of Logistic.
17.3.2 FMS on duty, must coordinate to Logistic Supervisor regarding all delivery matters.
17.3.3 FMS on duty must coordinate with Sales Engineer regarding the delivery details.

17.4 Access Control

17.4.1 All FMS must be familiar with access control.
17.4.2 All FMS must know how to enroll to access control.

17.5 Security

17.5.1 FMS on duty must be Alert at all time.
17.5.2 FMS on duty must ensure that all doors and windows has been close.
17.5.3 FMS on duty must ensure all lights and air conditioner must been turn-off in every

room after office hour.
17.5.4 FMS to check every end of shift to make sure everything is always intact or

complete. Any broken accessories or faulty items must be reported and charged to
the whole team.
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17.6 Other task

17.6.1 FMS on duty must confirmed the OB IN and OB OUT before 06:30am, cut off time.
17.6.2 FMS on duty must verify first if the employee who request for OB has a Sales Visit

(SV) or Job Order (JO).
17.6.3 FMS on duty are not allow to OB the Field (FT).
17.6.4 FMS on duty can file Work on holiday (WHO), Work on Day off (WOD) and over time

(OT), but need to verify first and confirmed, especially those employee’s assign to
province.

18. RMA SOP

18.1 Only RMA Technicians are allowed inside the premises.
18.2 No RMA ITEMS will ENTER the department unless it has RMA Request Form with COMPLETE

details of service call, sales order, problem, warranty date and status.
18.3 RMA items found to be of no problem, the Field technician and/or Sales Personnel involved

will be given a memorandum.
18.4 Finished/repaired items will be forwarded to warehouse for deployment. NO OTHER

EMPLOYEE/STAFF will receive finished/repaired items directly from RMA. This is to prevent
confusion and disruption of the workflow process.
18.5 Every RMA finished/repaired items must be posted in RMA report sheet and to Company
Facebook with photos/videos.
18.6 Every service call on ERP must be noted thru comment with regards to the status and/or
condition of the foresaid item that has been rendered.
18.7 For OUT of Warranty items, RMA technician should coordinate to respective Sales Personnel
in-charge to inform them on what the problem is and how much will it cost.
18.8 All RMA items that are inside the RMA room must be done within 24 hours. In case that it
cannot be repaired, concerned personnel should inform the sales department and client
immediately.
18.9 No other items are allowed inside the RMA room.
18.10 2 hours response must be given for every Service Call.

19. Sales SOP

19.1 ASI Sales

19.1.1 All quotation must be done in ERP. Manual quotation is not allowed
unless with the approval of the Management

19.1.2 Sales Visit must be applied every night. No Sales Visit, No Out.
19.1.3 Client must submit the Purchase Order or signed quotation (conforme),

before the conversion of the Sales Order.
19.1.4 To follow the Terms and Condition of the Payment.
19.1.5 All Sales must be out before 9:00AM every day.

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19.1.6 4 Sales Visit a day. Take picture of the sales visit.
19.1.7 Update the assigned leads every day.
19.1.8 SV must be applied every night.
19.1.9 After the Sales Visit to the client, SE is required to send email to the

client regarding what they have discussed.
19.1.10 Upon Conversion of SO Installation Request to those persons in charge.
19.1.11 Client must be END USER.
19.1.12 SE can quote until Dealers price. Lower than that is upon approval of the

management.
19.1.13 In sending quotations and business proposals to clients, it is strictly

prohibited to use personal email address…instead, use the company’s
email address and your own company email address
[[email protected]]
19.1.14 Any SO over 3 days to cancel will charge P500 to SE for each day after. If
they do not cancel on end of 3rd day, they will be charged P500 for
each subsequent day.
19.1.15 Cancellation of SO will deduct the freight cost to the respective SE.
19.2 Wholesale
19.2.1 Client must be a dealer.
19.2.2 Must have VASP before giving below dealer’s price.
19.2.3 Bracket for pricing will be based on the VASP agreement.
19.2.4 Must have 4 SV a day + 1 New Dealer.
19.2.5 Any SO over 3 days to cancel will charge P500 to SE for each day after. if
they do not cancel on end of 3rd day, they will be charged P500 for
each subsequent day.
19.2.6 Cancellation of SO will deduct the freight cost to the respective SE.

20. Human Resources (HR) SOP

20.1. Hiring/Recruitment/Selection Process
20.1.1 ASI.COM.PH, INC. strives to maintain a self-nomination and position posting system
whereby open positions and job vacancies are advertised both internally and externally to meet
the talent needs of the company. Exception to this policy will be at the discretion of the
appropriate Department Manager or Director and should entail consultation with the Human
Resources Department. ASI.COM.PH, INC. reserves the right to mandate selection decisions that
are in the best interest of the company.

20.1.2. A prospective applicant should send his/her curriculum vitae at [email protected] or
thru the company’s Facebook page.

20.1.3. After the Human Resources Department verified the identity of those who sent their
curriculum vitae, they will be added in the Facebook (FB) group asi.com.ph Inc. Applicant Hub.
Members of the said group are the CEO, COO, and Department Managers/Directors.

20.1.4. The Human Resources Department will post the curriculum vitae of the verified
applicants to the Facebook group. Also, they will be tagged in order to be notified. Members of
the FB group (Officials of the Company) will ask questions about the applicant’s qualifications,
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skills, and abilities thru the Comment section. The applicants should reply to the comments as
this is a vital part of the selection and recruitment process.

20.1.5. After a thorough evaluation and assessment of the applicant’s response to the
questions, he/she will be informed by the HR Department if he/she is hired or not hired. Hiring
decisions come from the CEO and in certain cases, from the HR Department Manager.

20.1.6. Hired personnel/employees will be designated to a respective branch office, also, they
will be informed on when they can officially start their job.

20.2. Progressive Discipline Policy
20.2.1. ASI.COM.PH, INC. uses this discipline policy as a guide for the uniform administration of
discipline. Except in the case of more serious infractions that requires legal actions, the company
believes in a progressive disciplinary procedure that will promote fairness and equality in the
workplace and serve to guide and improve an employee's behavior.

20.2.2. In the event of a violation of the company’s Standard Operating Procedures, rules,
regulations, policies or procedures, any one of the following actions may be used at any time
according to the seriousness of the offense: Verbal Warning/Reprimand, Written Warning
(Memorandum), Final Written Warning, Suspension, and Termination.

20.2.3. The final warning should make it clear that, unless there is significant improvement,
termination will result. When a final warning is given, a copy should be forwarded to the HR
Department. Compliance with any corrective action will not change the at-will nature of the
employee’s employment.

20.2.4. Each offense shall be dealt with as objectively and as privately as possible. SOP and
Policy infractions shall be dealt with as soon as possible.

20.2.5. Discipline shall usually be progressive, but depending on the severity of the offense,
certain levels in the process may be omitted and immediate termination could be required.
Discipline may be administered by the immediate supervisor, Department Manager or Director,
COO, and CEO.

20.2.6. Immediate Supervisors and Company Officials should adhere to the following
procedures, when appropriate, with respect to taking disciplinary action: Secure the necessary
facts related to the misconduct. Obtain verifiable information by interviewing witnesses and
obtaining all necessary supporting documentation. Discuss the alleged misconduct with the
employee by seeking the employee’s side of the story. Analyze the facts that have been
obtained, including those presented by the employee. Determine if sufficient facts exist t o
support disciplinary action. If appropriate to the situation, determine corrective action. Consider
the severity of discipline, and when appropriate, apply principles of progressive discipline.
Inform the employee of the disciplinary decision, including documentation of any disciplinary
action that is being taken. A Human Resources Department representative should be present
when an employee termination is performed.

20.3. Separation/Termination of Employment

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20.3.1. Termination of employment refers to the end of an employee’s contract with a
company. An employee may be terminated from a job of his/her own free will or following a
decision made by the employer. An employee who is not actively working due to an illness,
leave of absence, or temporary layoff is still considered employed if his/her relationship with the
employer has not been terminated formally with a notice of termination.

20.3.2. Termination of employment can be voluntarily done by an employee. An employee who
makes the voluntary decision to terminate his employment status with a company usually does
so when he finds a better job with another company, retires from the labor force, resigns to
start his own business or take a break from working, etc. Voluntary termination of employment
could also be a result of constructive dismissal. This means that the employee left the company
because they had no other choice. He or She could have been working under significant duress
and difficult working conditions under the employer. Cited difficult cond itions include lower
salary, harassment, new work location that is farther than the employee can reasonably
commute to daily, increased work hours, etc.

20.3.3. Employees may voluntarily resign in good standing by submitting a written letter of
resignation to their immediate supervisor at least 30 days in advance of the separation. Such
written letter of resignation shall be a signed and dated statement indicating the desire to resign
and the effective date of separation. Once the supervisor accepts the letter of resignation, it
may not be revoked without permission from the supervisor. The supervisor advises the Human
Resources Department by submitting the employee’s letter of resignation.

20.3.4. Involuntary termination of employment occurs when an employer lays off, or dismisses
or fires an employee. An employee is usually fired from a job as a result of unsatisfactory work
performance, poor behavior or attitude that does not fit with the corporation’s culture, or
unethical conduct that violates the company’s policies. Following At-Will Employment laws
recognized in some countries, an employee that finds himself performing poorly or violating
some form of the company’s rules may find himself dismissed without warning. In fact, the
company does not have to give a reason for why the employee’s job is being terminated. In
some cases, an employer may dismiss an employee without prejudice. This indicates that the
employee was let go for reasons other than incompetence, insubordination, or misconduct in
the workplace. In such situations, the employee may be rehired for a similar job in the future.

20.3.5. Should surrender issued items by the company: motorcycle, sim card, uniform or gears
(if applicable), tools and equipment, laptop, etc.

20.3.6. In certain cases after termination of employment, lost company issued items (whether
intentionally or unintentionally) should not be deducted in the back-up pay of the employee as
per company policy and Department of Labor and Employment. However, the employee must
replace it just as exactly what the lost item/s look/s and appear/s like.

20.3.6. The employee must render at least 30 days turnover (projects, company accounts,
Facebook @ Work account, passwords, etc.) under DOLE. The company reserves its right to let
go the employee if he/she has nothing to turnover to the company.

20.3.7. In order to receive the 13th month pay and back-up pay, the employee should be
cleared/undergo clearance from the following departments: Accounting, Warehouse, Technical,

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Sales, Marketing, IE, Admin, CEO, and Supervisor. If the employee is already cleared from the
above-mentioned departments, the HR Department will prepare a voucher which includes the
computed 13th month pay, unclaimed salary, and back-up pay. Computations for the 13th month
pay and back-up pay is based on the employee’s employment/service records in the company.

20.3.8. After the HR Department Head signed the voucher, the voucher will be transferred to
the Accounting Department for checking and verification. Appropriate deductions (hand-
collected fees, etc.) to the computed 13th month pay and back-up pay should apply. The
Admin/Accounting Department Head must also sign the voucher.

20.3.9. Once the Admin/Accounting Department Head signed the voucher, it will be given to
the COO/General Manager for approval. After approval, the Accounting Department will
prepare the cheque.

20.3.10. The HR Department will contact the employee once the cheque is already available.
After claiming the cheque, the employee should sign the voucher as proof.

21. OJT (On-the-job training)/Internship SOP

21.1. All Interns should submit a Memorandum of Agreement (MOA) from the
School/University.
21.2. Must have an acceptance letter (signed by the HR Department).
21.3. All OJT trainees are required to have a time card/Daily Time Report (DTR) which serves as
their proof of attendance.
21.4. Should wear red uniform/shirt.
21.5. Interns should observe punctuality and regular attendance in reporting to his/her assigned
duty. They should consistently accomplish the attendance sheet noted by the onsite supervisor.
21.6. All Interns should abide the rules and regulations set forth by the company.
20.7. The Company reserves its right to terminate the Interns if they fail to comply its Standard
Operating Procedures.
20.8. Initial items issued by the company should be returned after the On-the-job training.

B. Official Working Days & Working Hours

1. Working Days

1.1 Policy: Work days are from Monday to Saturday.

1.1.1 Day-off schedule may vary based on the Company’s needs. Employees may not deviate
from the Company’s hours of work, unless a manager or supervisor specifically approves
a request.

1.1.2 Day-off is considered Call-day which means there may be times when the operation
request employee’s presence at his/her Day-off.

Work on Day off: Application must be done before or in the same day. Regular Pay + 30%

2. Working Hours

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2.1 Policy Official working hours are strictly from 8:00 A.M. to 5:00 P.M.

2.1.1 No grace period allowed.
2.1.2 No half day, No “yosi”, breakfast and merienda break.
2.1.3 Lunch break is from 12:00 noon to 1:00 P.M.
2.1.4 In case of tardiness, there will be a corresponding deduction as per stated on the “Late”

section of this code.

2.2 Re-schedule Shift

2.2.1 Must be change before the Shift.
2.2.2 Indicate the reason of reschedule.
2.2.3 Management have the right to approve or reject.

3. Overtime

There is No Overtime unless authorized by the management. Overtime A pplication should be filed
within 24 hours, beyond that application is considered as void.

4. Late

Sanction: Prorate/minute will be automatically deducted from your current payroll. More than 45
minutes late will be considered as absent.

5. Absences

5.1 Policy: Leave must be applied prior to the date of absence.

5.1.1 In case of Emergency / Sick Leave, Employee must post / call to FMS to inform about
his/her absence 2 hours before the shift.

5.1.2 FMS to apply Leave application of the staff.
5.1.3 Late information / notification will not be entertained.
5.1.4 No more leave credit will be considered as AWOL.

Sanction: Leave credit will be deducted for every AWOL.

1st offense – Memo + 2 days Suspension
2nd offense – Memo + 3-5 Days Suspension
3rd Offense – Memo + 7 Days Suspension
4th Offense – Termination

6. Leave

All leaves are granted for a specific period of time. ASI.COM.PH, INC. reserves the right to terminate the
employment of an employee who does not return to work at the end of the approved leave period.

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Employee that is working less than 1 month is not entitled for any leave application.

6.1 Sick Leave – Employee who is working in the company for more than One (1) Month are
entitled for five (5) SL.
Application for Sick Leave is 2 hours before the shift.

6.2 Vacation Leave –Employee who is working in the company for more than Six (6) Months are
entitled for five (5) VL.
Application for VL is 3 days before the date requested.

6.3 Compassionate Leave - Employee who is working in the company for more than One (1) Year
are entitled for five (5) CL.
Application for CL is 1 day before the date requested.

Any rejected leaves, will be considered as AWOL.

7. Holidays

7.1 Legal Holiday – No Work, Regular Pay.

7.2 Special Holiday – No Work, No Pay.

7.2.1 Employees are encouraged to work to have additional Income.

7.2.2 For those who doesn’t want to come to work, Employee should apply LEAVE. (Leave

Credit will not be deducted)

7.3 Work on Holiday - Working on Special Non-working/Regular Holidays is discretionary to

the employee but upon approval of the Management.

a. Application must be applied before the requested date.
b. Double pay for Legal Holidays
c. Regular + 30% for Special Holidays.

AWOL BEFORE AND AFTER HOLIDAY: Holiday pay will be forfeited.

8. Voluntary or Involuntary Termination of Employment

8.1 Compliance of 30 days written notice.
8.2 Proper turn-over of files, tasks, projects, accounts (Facebook, Email, ERP, Skype, etc.)
8.3 Surrender Company sim card, ID, Uniform, Calling Card and Issued MC & Item
8.4 Completion of Employees Clearance
8.5 Quitclaim will be released after 30 days upon the completion of CLEARANCE.

Resignation during training or less than 6 months of employment, the Employee have to pay for the
Training bond amounting to PHP 100,000 which includes airfare and damages to the company.

In case of Involuntary Termination:

A. Staff who failed during training in Manila, company will subsidize the return fare of the staff.
B. Staff that has been terminated, company will not subsidize the return fare.

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Unable to turn over the accounts upon submission of the Resignation letter, company to charge the
employee P1000 per day, and it will be deducted on Employee Final Claims.

Certificate of Employment request shall only be entertained or accommodated upon fulfillment of the
above-mentioned requirements. In case of non-compliance, complaint shall be filed in appropriatecourt
thru the Company’s Legal Department.

9. Complaint and Under Observation

9.1 Complaint – Minor, Reminder, unsatisfactory or unacceptable performance.
9.2 Under Observation – Serious cases. Considered as MEMO.

9.2.1 Management to observe the performance.
9.2.2 Management will do the evaluation.

10.Bonus / Incentive

10.1 Five (5) days Incentive leave

10.1.1 Employee that is working more than 1 year is entitled for five (5) days Incentive leave,
which will be given every end of the year.

10.2 13th Month Pay.

10.2.1 All employees are entitled for 13th Month Pay. One twelve of the Actual Basic Salary for
the Calendar Year.

10.3 Individual Quota Incentive

10.3.1 All Cadet Engineer, Sales Engineer, and District Engineer are entitled with this Incentive.

1st month: PHP 1,000
2nd month: PHP 2,000
3rd month: PHP 5,000
4th month: PHP 10,000
5th month: PHP 20,000
6th month: PHP 30,000

Failure of 1 month, start again.

10.4 Group Quota Incentive

10.4.1 All Team must have at least 3 members.
10.4.2 All member must have sales.

Group Quota Incentive = PHP 5,000.

10.5 Perfect Team incentive

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10.5.1 All Team must have at least 3 members.
10.5.2 All members should have achieved their Individual Quota.
Perfect Team Incentive = PHP 10,000

10.6 Local and International Trip Incentive

10.6.1 An Employee with a good working performance has a chance to go for Local or
International Trip Incentive.

10.6.2 Company is organizing Local and International Trips for at least 3 times or more.
10.6.3 Company is the one who subsidize the visa, if required, ticket, hotel and Pocket money

for International Trip.
10.6.4 Company is the one who subsidize for the ticket and hotel for Local Trips.
10.6.5 All Employees are entitled to visit and have a Vacation to Antigo Resort in Real Quezon.

10.7 Statutory Fringe Benefits Requirements

10.7.1 All Employees are entitled for the ff.

10.7.1.1 SSS
10.7.1.2 PHILHEALTH
10.7.1.3 PAG-IBIG

10.7.2 Manager & Supervisor

10.7.2.1 Health card

I, the undersigned, acknowledge receipt of the Employee Handbook (v1) for the employees of the
ASI.COM.PH, INC. I fully understand that the policies and benefits described in it are subject to change s
and may be done so by the management of ASI.COM.PH, INC. at any time for reasons it deems fit.

Furthermore, I understand that my employment with ASI.COM.PH, INC. is governed by the following
agreements:

1. That I agree to diligently perform the duties and responsibilities pertaining to the job which I
have been hired for and other such duties that the management may assign from time to time.

2. That I shall faithfully comply with the company rules and regulations and meet the standards of
performance prescribed by ASI.COM.PH, INC., to qualify for regular employment.

3. That it is understood that in case of resignation, a thirty (30) days prior notice of intention to
resign should be given to the Management.

4. That it is understood that if, at any time, I am found unqualified or unfit f or employment after
due process and careful evaluation of my work performance vis-a-vis the prescribed standards
of performance, ASI.COM.PH, INC. may, in its exclusive discretion, lay me off.

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_________________________________ ___________________________
Employee's Printed Name & Signature Position

___________________________
Date

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