EXECUTIVE
Page | 1 PART ARTICLE PAGE PART A CORPORATE INFORMATION 1. CEO’s Message 5 2. Company’s Vision & Mission 6 3. Shared Values 6-7 4. Code of Ethics 7-8 5. Customer Service Standard 9 6. Quality Policy 9 7. Environmental Policy 9-10 8. Safety & Health Policy 10 PART B GENERAL TERMS 9. Introduction 12 10. Classification Of Executives 13 11. Definition 13-14 12. Appointment 14-15 13. Probation 15 14. Confirmation 15 15. Annual Salary Increment 16 16. Ex-Gratia Payment 17-18 17. Promotion 18 18. Transfer, Assignment & Secondment 19 CONTENTS OF EMPLOYEES HANDBOOK- EXECUTIVE
Page | 2 PART ARTICLE PAGE PART B GENERAL TERMS 19. Notice of Termination 19 20. Retirement 20 21. Working Hours 21-23 22. Rest Days & Public Holidays 23 PART C LEAVE ENTITLEMENT 23. Annual Leave 25 24. Medical Leave 26 25. Prolonged Illness Leave 26-27 26. Marriage Leave 27 27. Maternity Leave 27-28 28. Paternity Leave 28 29. Compassionate Leave 29 30. Pilgrimage Leave 29-30 31. Examination Leave 30 32. Unrecorded Leave 30 PART D BENEFITS & ALLOWANCES 33. Outpatient medical Treatment 32-33 34. Hospitalization 33-35 35. Dental Benefits 35 36. Delivery Benefits 35 CONTENTS OF EMPLOYEES HANDBOOK- EXECUTIVE
Page | 3 PART ARTICLE PAGE PART D BENEFITS & ALLOWANCES 37. Executive Health Screening (EHS) 36 38. Group Personal Accident Insurance 36 39. Group Term Life 36 40. Travelling Benefits 36-38 41. Outstation Accommodation 38-39 42. Subsistence Allowance 39-40 43. Miscellaneous Expenses 41 44. Clothing Allowance 41 45. Transfer Benefits 41-42 46. Entertainment Expenses 42-43 47. Professional Membership 43 48. Company Car 44 49. Utilities 44 PART E CODE OF CONDUCT & DISCIPLINE 50. Grievances 46-47 51. Dress Code 47-48 52. Discipline 48-49 53. Misconduct 49-51 54. Disciplinary Action 51-53 CONTENTS OF EMPLOYEES HANDBOOK- EXECUTIVE
Page | 4 1. CEO’s Message 2. Company’s Vision & Mission 3. Shared Values 4. Code of Ethics 5. Customer Service Standard 6. Quality Policy 7. Environmental Policy 8. Safety & Health Policy PART A- CORPORATE INFORMATION
Page | 5 1. CEO’s Message ➢ Our vision is to become a leading environment management company committed to improving the quality of life. To achieve this, we need to build a team of high caliber Executives dedicated to providing excellent customer service with a high standard of professionalism and community responsibility. ➢ One step that the Company has taken to ensure a committed and motivated staff is through our comprehensive benefits package. We evaluate the benefits package on an on-going basis and conduct industry comparisons regularly to ensure that the benefits for our Executives remain competitive and continue to match our Executives’ needs. ➢ This Executive Handbook will provide you with the relevant information on the policies and procedures of the Company’s operations. It will enable you to familiarize yourself with the Company’s operation principles and encourage you to be accountable and responsible for your personal growth and career development. We hope that the Company will be able to provide you with a work environment that will motivate you to succeed in your career aspirations. ➢ If you wish further guidance and advice on the information contained in this handbook, do not hesitate to refer to the Human Capital Division. ➢ We look forward to your contribution as a team member of Alam Flora Sdn Bhd. With Best Regards, CHIEF EXECUTIVE OFFICER
Page | 6 2. Company’s Vision & Mission VISION TO BE A LEADING ENVIRONMENTAL MANAGEMENT COMPANY COMMITTED TO IMPROVING THE QUALITY OF LIFE MISSION WE ARE COMMITTED TO A CLEAN ENVIRONMENT WE ARE COMMITED TO EXCELLENT CUSTOMER SERVICE WE WILL CONSISTENTLY OPTIMISE HIGH RETURNS TO SHAREHOLDERS WE ARE COMMITTED TO THE DEVELOPMENT OF A SKILLED, DEDICATED AND KNOWLEDGE WORKFORCE 3. Shared Values In the Company’s pursuit to achieve its vision and its commitment to the mission, all Executives shall be committed to the following values: EXCELLENT CUSTOMER SERVICE Every Executive is responsible and committed to deliver superior quality products and services fulfilling the customers’ expectations. SENSE OF URGENCY Every Executive subscribes to the need to shoulder his or her responsibilities in the best manner possible placing importance to the job with the highest sense of urgency. TEAMWORK Every Executive internalizes the spirit of teamwork, thus play their role effectively where collective effort is recognized as of utmost importance against individual actions to achieve common and individual goals. HARMONIOUS RELATIONSHIP Every Executive shall observe the code of conduct for industrial harmony, where there is existence of professional relationship at the work place enabling them to overcome challenges.
Page | 7 PRIDE AND PROFESSIONALISM Every Executive shall have pride of their individual positions and project high professionalism. QUALITY SERVICE Every Executive shall be responsible to deliver high quality service at all time by meeting the established standards and specifications. TRUST AND RESPECT Every Executive shall be sincere and respectful of each other in the true belief of a Malaysian Society. 4. Code of Ethics ALAM FLORA SDN BHD firmly believes in projecting a professional image of its Executives to serve the customers in providing solid waste management expertise in tandem with the Company’s vision to be a leading Solid Waste Management Company committed to improving the quality of life. In upholding the professional image and reputation of the profession every Executive of the Company shall be accountable to undertake and observe the following code of ethics: 1. Subscribe to the belief that the Company places importance on professional standards of ethics and its reputation where integrity is the cornerstone of the business. 2. Safeguard and keep in confidence information about the Company, its business plans, activities, its Executives, customers, suppliers or vendors and other information of high-risk values. 3. Refrain from activities that are in conflict or which may give the appearance of being in conflict with the company’s principles, policies and procedures and interests. This shall include the obligation to observe any law enforced by the Country. 4. Shall not reveal any confidential information to any outside parties unless with written consent from the management. In the same spirit every Executive shall not misuse any company’s confidential information whether or not for professional or personal gain. 5. Shall refrain from investing or holding outside directorship in supplies, contracts or customers of competing companies where such investment or directorship might influence in any manner a decision or course of action of the Company.
Page | 8 6. Conduct themselves in their personal affairs in a manner, which does not adversely affect the Company’s or their own integrity, reputation or credibility. 7. Devote his or her energy to the job with the Company thus discouraged from engaging in outside employment. In particular, every Executive shall not be involved in any outside employment that creates conflict of interests or divert from Executive’s ability to meet the requirements of his or her position in the Company. 8. Shall never offer or give any form of bribe, kickback, illegal political contribution or other improper payment. In the same token Executives must not accept any offer or bribe or kickback in return of a favors either personal or for business purposes. 9. To ensure that entertainment to any outside parties are for business purposes and lawful, reasonable and permitted by the policies, and procedures of both the Company as well as the other party’s business policy. 10.Maintain professional business relationships with the Company’s suppliers and contractors. Any dealings with them must be done lawfully, fairly and efficiently. Choice of suppliers and/ or contractors must be made based only on business competitiveness. 11.Adhere to the highest standards of honesty and integrity when dealing with Government Offices, Officials, or Agencies and other bodies or institutions. Executives must always avoid even the appearance of improper conduct in dealing with these authorities. 12.Shall be directly responsible to observe safe working practices to provide clean, health and safe environment. In particular every Executive of the Company are expected to observe the following: a) Comply with the applicable environmental, health and safety laws and regulations. b) Strictly comply with the policy and procedures on disposal of waste product. c) Take appropriate measures to prevent workplace injuries and illness, and to provide Executives with a safe and healthy working environment. 13.Observe the Code of Industrial Harmony in the running of the operation of the Company in order to ensure stable and professional work environment.
Page | 9 14.Over and above the stipulated Code of Ethics, shall become an integral part of this terms and conditions of service. 5. Customer Service Standard 1. In pursuit to provide excellent service to the customers our operation shall uphold the following service standards. 2. Collection will be done according to published schedule. Our collection teams shall strictly comply to the published collection schedules and there shall be no miss-collection. 3. We shall act to resolve customer complaints within 24 hours. Every effort shall be taken to respond to any customer complaint immediately with a view of resolving them within 24 hours. 4. We share the accountability to provide excellent customer service. The first person to receive customer’s complaint shall initiate to resolve the complaint. 6. Quality Policy 1. We, the Employees of ALAM FLORA SDN BHD are fully committed in our vision to be a leading solid waste management company by providing quality services and support in our work activities to create a clean and healthy environment through: ❖ Comply with the applicable environmental, health and safety laws and regulations. ❖ Strictly comply with the policy and procedures on disposal of waste product. ❖ Take appropriate measures to prevent workplace injuries and illness, and to provide Executives with a safe and healthy working environment. 2. We understand and are obliged to realize our responsibilities toward the quality policy and shall perform our duties in accordance with the quality management system to attain customer satisfaction. 7. Environmental Policy 1. Alam Flora acknowledges that the provision of solid waste management services creates environmental impacts to the surroundings in which we operate. We are responsible and committed to towards minimizing these impacts by making continual improvements in our developmental and operational process. In line with Alam Flora’s vision and mission, it is our policy to:
Page | 10 ❖ Meet or exceed where applicable, all Malaysian environmental regulations and other requirements. ❖ Effectively manage Reduce, Re-use and Re-cycle (3R) programs. ❖ Effectively control discharges and emissions from solid waste management facilities. ❖ Continually instill environmental awareness through communication and education programs. 2. This policy shall be communicated to all whom we provide services to, including shareholders, employees, vendors, contractors and our customers. 8. Safety & Health Policy 1. Recognizing the importance of a safe and healthy working environment for its employees irrespective of the place of work and the management of risk to others from its work activities, Alam Flora Sdn Bhd is committed to take reasonable measures to prevent and reduce hazards and safeguard the health and well-being of its employees. 2. It is the Policy of Alam Flora to: ❖ Provide adequate resources, systems and training for the enhancement of awareness about safety and health to its employees, contractors, vendors, customers and the public. ❖ Ensure that the facilities it designs, builds and operates, the products and technologies that it uses, and the services it provides are incompliance with relevant regulatory requirements, industry standards and best practices. ❖ Ensure that standard operating procedures and contingency plans are formulated and practice to deal with normal work conditions and with emergencies. ❖ Review its policy, plans and programs periodically as part of the process of continual improvement. 3. Alam Flora Sdn Bhd’ employees are expected to be actively involved and abide by this policy at all times.
Page | 11 9. Introduction 10. Classification Of Executives 11. Definition 12. Appointment 13. Probation 14. Confirmation 15. Annual Salary Increment 16. Ex-Gratia Payment 17. Promotion 18. Transfer, Assignment & Secondment 19. Notice of Termination 20. Retirement 21. Working Hours 22. Rest Days & Public Holidays PART B- GENERAL TERMS
Page | 12 9. Introduction 1. The terms of service set out hereunder are applicable to all Executives of Alam Flora Sdn Bhd, its subsidiary and associates Company. 2. The terms of service set out was updated in line Employment Act 1955 Amendment 1 January 2023 and shall supersede all other terms and conditions previously applicable between the Company and the Executives and shall apply until superseded or amended by the Company. 3. This Handbook containing the terms and conditions of service shall remain the property of the Company and as such must be returned to the Company upon cessation of employment with the Company. 4. The terms of service are regarded as strictly confidential between the Company and each individual Executive. 5. Executives are therefore expected to respect the confidentiality of the terms and conditions set herein. Breach of this provision may result in disciplinary action initiated against the Executive. 6. The Company reserves the right to amend, delete or augment any policy or procedure or part thereof as and when deemed necessary in line with business and market requirements. There shall be no retrospective effect on any changes to all policies and procedures.
Page | 13 10. Classification of Executives An Executive shall be appointed to the appropriate Career level as determined by the Company as follows: Position Grade Chief Executive Officer E10 General Manager E8-E9 Deputy General Manager E7 Senior Manager E6 Manager E4 – E5 Assistant Manager E3 Senior Executive E2(B) – E2(A) Senior Executive Chargeman CE2(B) – CE2(A) Executive E1(B) – E1(A) Executive Chargeman CE1(B) - CE1(A) 11. Definition The following definitions shall apply in this Terms and Conditions unless expressly stated otherwise. 1. AFSB / Company means to Alam Flora Sdn Bhd. 2. Board means to the Board of Directors of Alam Flora Sdn Bhd. 3. CEO means to the Chief Executive Officer 4. Management means the Management of Alam Flora Sdn Bhd. The power of management rests with the CEO and/or any staff so empowered by the Board and/or Management Committee.
Page | 14 5. Salary means monthly basic salary excluding any allowance, bonus, or any payment of any nature. 6. Executive means permanent Executive as stipulated under Article no. 9 7. Spouse means one legal husband or wife of the staff who is registered with the Company. 8. Children means natural children including legally adopted children and legal stepchildren below 21 years old. For the purpose of Medical coverage, the child of the Executive must be single, over 30 days of age but under 18 years of age OR 21 years of age if still on full time education at a local institution of higher learning, and who is not gainfully employed. No age limit for legal children who are handicapped. 9. Immediate Family means spouse/children/siblings, parents & parents in-law. 10.Siblings means brothers and sisters from the same parents. 11.Panel Doctor / Dentist means a registered medical Practitioner/dentist of any one of Alam Flora’s approved medical / dental clinics and Government Hospitals. 12.Words in the masculine gender would also include the feminine gender and words in the singular will include the plural unless the same is inconsistent with the context. 12. Appointment All appointments shall be subject to the following conditions: - 1. Certified medically fit for employment by one of the Company’s panel doctors. Pre- employment medical expenses will be borne by the Company. 2. Production of evidence of age, educational qualification and satisfactory reference from educational institutions and/or previous employers and other references that the Company may require.
Page | 15 3. Confirmation of acceptance of the terms & conditions of employment. 4. Subsequent to the appointment of an Executive, if it is found that any statement contained in the Application Form for Employment or the application letter is false or misleading, the Executive shall be liable for instant dismissal or any other disciplinary action deemed appropriate by the Company. 5. The age range of new appointees shall be within 18 to 45 years old. 13. Probation 1. All new appointees are subject to an initial probationary period of six (6) months. An Executive may be confirmed at the end of the period if his performance is deemed to be satisfactory in accordance with the Company Performance Management System. 2. The probationary period may be extended at the discretion of the Management to a maximum of three (3) months. Such extensions shall normally occur when the Management feels that the Executive although currently not performing satisfactorily, may improve if given an extended period. 3. An Executive who is not confirmed in his appointment shall cease to be in the employment of the company at the end of the probationary period or earlier as notified by the Company. 4. The service of the Executive shall take effect from the date of his probationary appointment for the purpose of determining his employment benefits. 5. On successful completion of the probationary period, an Executive shall be notified in writing by way of a Letter of Confirmation. 6. In principle the Company does not provide for salary increment on confirmation of appointment. 14. Confirmation 1. On successful completion of the probationary period, an Executive shall be notified in writing by way of a Letter of Confirmation. 2. In principle the Company does not provide for salary increment on confirmation of appointment.
Page | 16 15. Annual Salary Increment 1. Annual salary increment is solely at the discretion of the Management. It is dependent primarily on the affordability of the Company during the course of the year as well as the performance of the individual Executive. 2. Only confirmed permanent Executive as at the end of the financial year shall be eligible for annual increment. 3. A newly recruited Executive shall receive his annual increment on the anniversary of his employment. His subsequent annual increment shall be on the following 1st April. 4. Executive who has reached the maximum salary in their career level shall not be entitled to any annual increment and will not be automatically upgraded to the next higher career level. 5. Executive who is on unpaid leave during the financial year shall be eligible for increment on a pro-rata basis in proportion to the number of days the Executive has served the Company during the financial year. However, no increment shall be payable if the period served during the financial year is less than three (3) months consecutively 6. Executive who has resigned and physically left the Company prior to the date of payment would not be eligible for the increment. 7. Executive who has tendered resignation or serving notice of resignation before the date of payment would not be eligible for the increment. 8. Executive who has commenced the pro-longed illness leave or waiting for medical board out would not be eligible for any increment. 9. Executive who is undergoing disciplinary action such as on suspension, under investigation or awaiting verdict of Domestic Inquiry (DI), his increment would be deferred until the outcome of the investigation or DI. 10.Executive whose service is terminated by the Company or resigns to avoid termination would not be eligible for any increment.
Page | 17 16. Ex-Gratia Payment 1. Payment of Ex-gratia is at the discretion of the Company subject to the affordability and approval by the Board. 2. If Ex-gratia payment is declared, the payment shall be based on the individual performance of the Executive. 3. Only confirmed permanent Executive who has served the Company for twelve (12) months or more as at the end of the financial year will be eligible for the full amount of Ex-gratia declared for the year. 4. The following Executive shall be eligible for Ex-gratia on a pro-rata basis in proportion to the number of days served during the financial year: a) Confirmed permanent Executive who have served the Company for three (3) months or more, but less than twelve (12) months as at the end of the financial year. b) Executive who retire upon attainment of the compulsory retirement age. c) Executive who has passed away in service (payment is made to beneficiary). d) Executive who are on unpaid leave provided that he has served the company for a minimum period of three (3) months consecutively. 5. Executive who has served the Company for three (3) months or more but is still under probation as at the end of the financial year will receive their pro-rated Exgratia payment upon confirmation. 6. Executive who has served the Company for less that (3) months as at the end of the financial year would not be eligible for any Ex-gratia. 7. Executive who has resigned and physically left the Company prior to the date of payment would not be eligible for any Ex-gratia. 8. Executive who has tendered resignation or serving notice of resignation before the date of payment would not be eligible for any Ex-gratia. 9. Executive who has commenced the pro-longed illness leave or a waiting for medical board out would not be eligible for any Ex-gratia. 10.Executive who are undergoing disciplinary action such as on suspension, under investigation or awaiting verdict of Domestic Inquiry (DI), his Ex-gratia payment would be deferred until the outcome of the investigation or DI.
Page | 18 11.Executive whose service is terminated by the Company or who resigns to avoid termination would not be eligible for any Ex-gratia. 12.In the computation of the Ex-gratia, any days of unpaid leave taken would be accounted for subject to the following formula: 365 days – Days of unpaid leave x Full amount of ex gratia 365days 13.Where Executive has any outstanding amount owing to the Company, such amount shall be off-set against any Ex-gratia due to him. 17. Promotion 1. It is the Company’s policy to provide the opportunity for career advancement as and when appropriate to existing Executive. 2. The promotion exercise would entirely be at the discretion of the Company or the Board, whenever necessary and shall be based on the merits of each case. 3. All promotion shall be subject to the appropriate assessment process as stipulated in the Company’s policy and procedures. 4. An Executive who is promoted shall be required to serve an acting period of six (6) months. 5. An Executive who satisfactorily completes his acting period shall be confirmed in the career level he was promoted to, with effect from the confirmation of his promotion and he shall be informed in writing. 6. Upon completion of the acting period, if the Executive is found to be unsuitable for promotion, he shall be reverted to his original career level, position, salary and benefits without affecting his future prospects for promotion. The acting period shall not be further extended. 7. Upon confirmation in the promoted position the Executive shall be eligible for the additional/new benefits in accordance to the new career level.
Page | 19 18. Transfer, Assignment & Secondment 1. An Executive may be transferred, assigned or seconded as a result of promotion or business requirement. 2. An Executive may be transferred, assigned or seconded from one department to another, or from one location to another within the Company or its associates including overseas assignment or within the Malakoff Group. 3. Upon cessation of the secondment period, an Executive may be relocated to either his previous or new location based on operation requirement. 4. Where the transfer is affected at the request of Executive, the Executive will not be entitled to any transfer benefits provided. The Company reserves the right to relocate its business premises at any time. No compensation shall be paid for such relocation and all Executives are required to work at the new premises as instructed, failing which the Executive shall be deemed to have terminated his own services. 5. An Executive who is required to be transferred in accordance with Article 18, Clause 2 will not lose their service seniority. 6. An Executive who is transferred shall be eligible for the Transfer Benefits in accordance to Article 45. 19. Notice of Termination 1. During the probationary period or the extension thereof, either party may terminate the employment by giving one (1) months’ notice in writing or one (1) month basic salary in lieu of such notice. 2. Confirmed Executives intending to resign from service with the Company are required to give three (3) months’ notice in writing or pay three (3) months’ basic salary in lieu of such notice or a combination of both. 3. On termination of service, Executives shall surrender all documents, records, files, keys, Executive tags, vehicles (if any) and other properties belonging to the Company and settle all outstanding liabilities, loans and other obligations to the Company on the last day of his service. 4. The Company shall have the right to recover any outstanding monies through deduction of last drawn salary or other appropriate means.
Page | 20 20. Retirement 1. Executives shall retire at the attainment of 60 years old. Optional retirement age for both male and female will be at the attainment of 55 years old. 2. In the absence of birth certificate, the date of birth as shown in the Identity Card of the Executives concerned shall be deemed to be the date of birth for the purpose of determining the retirement age. When the year of birth is known but not the month or the day of the month, the date of the birth shall be deemed to be 31st December of that year. When the month is known but not the day of the month, the date of birth shall be deemed to be the last day of the month. 3. Employment after 60 years old may be considered as a new contract of employment based on new terms and conditions of service to be mutually agreed. However, such request shall be considered at the sole discretion of the Company. 4. Retiring Executive who wishes to exercise Article 20, Clause 3 shall submit his application six (6) months before the retirement date. Upon submission, the Management may approve the application subject to availability of position, performance and health condition of the applicant. These conditions are also applicable for renewal of contract.
Page | 21 21. Working Hours Alam Flora Group is committed to fostering an organizational culture which promotes and enables good flexible working practices. Therefore, with effect 1 January 2023, the Management of Alam Flora has agreed to implement flexible working hours and Policy and Procedures of Flexible Working Hours to be guided accordingly. ALAM FLORA GROUP (AF GROUP) POLICY AND GUIDELINES FOR FLEXIBLE WORKING HOURS {FLEXITIME) ALAM FLORA GROUP (AF GROUP) POLICY AND GUIDELINES FOR FLEXIBLE WORKING HOURS (FLEXITIME) POLICY DESCRIPTION General ▪ AF Group recognises that a better work-life balance may improve employee motivation, performance and productivity, reduce stress and improve retention. ▪ This policy seeks to set out the arrangements that support flexible working approaches. ▪ AF Group is committed to fostering an organisational culture which promotes and enables good flexible working practices which enable employees to feel a greater sense of control over their working life and support them in maintaining a healthy balance between their working and private lives. Scope of Policy ▪ The policy shall apply only to employees under support group – Operation Support and Management Support (office based, nonfield work). Guiding Principles ▪ Existing company policies and guidelines must still be obliged by flexible hours employees. ▪ Flexible hours arrangement can be suspended or terminated if: (a) it does not comply with business needs (b) it affects the employees’ work performance or health Definition ▪ Flexibility to adjust their daily working hours provided that the standard minimal 8-hour work day is met (excluding lunch break).
Page | 22 Work Hours Arrangement ▪ Employers should ensure that flexible hours employees: • work within the limit of 40 hours per week excluding lunch break • are given a minimum break of 1 hour for every 5 consecutive hours of work. • Work from Monday to Friday Lunch Hour ▪ Employees are provided with lunch hour: 12:30 pm – 1:30 pm Core Hours ▪ Hours where it is compulsory for flexible hours employees to be in the office ▪ Core hour bands are established in order to ensure sufficient staff coverage during peak periods on a business day, facilitate department meetings, and other operational matters ▪ AF Group core hour bands is between 9:30 am – 5:00 pm. Flexi Hours Bands ▪ Hours outside of core hour bands but within bandwidth. ▪ AF Group flexi hour bands would be: (a) Earliest Clock In: 8:00 AM (b) Latest Clock In: 9:30 AM ▪ Illustrations: Clock In Lunch Clock Out 8:00 am 12: 30 pm – 1:30 pm 5:00 pm 8:15 am 12: 30 pm – 1:30 pm 5:15 pm 8:45 pm 12: 30 pm – 1:30 pm 5:45 pm ▪ All employees are required to clock in and clock out at work based only, unless employees on outstation. Exceptional ▪ Flexible working hours are not applicable to Receptionist, Personal Drivers/Office Drivers, Tea Lady and Dispatchers whereby these positions working hours are as follows: Monday to Friday: 8:30 am – 5:30 pm
Page | 23 Performance Management ▪ Employers should set clear KPIs and objectives for flexible hours employees measured by output instead of physical presence in office. Responsibilities and Accountability ▪ Employees must adhere to scheduled working hours and ensure that logging of working hours are accurate. ▪ Employees must remain accountable for delivering deliverables of quality. ▪ Employees must remain flexible in making themselves available for work duties outside of core hour band if required. 22. Rest Days & Public Holidays 1. Executives shall be entitled to a Rest Day of one whole day on the seventh day of each week as may be determined by the Management. 2. Executives will be entitled to, paid Public Holiday for all holidays gazette by Federal and respective State Government where the Executive is stationed. 3. Where a gazette public holiday falls on a rest day, the working day following the rest day shall be deemed as a replacement holiday. 4. Where a gazette public holiday falls on a non-working Saturday, the following working Saturday shall be deemed as a replacement holiday. 5. An Executive who absents himself from work on the working day immediately preceding or succeeding a public holiday without the prior consent of the Company and/or without reasonable excuse shall not be entitled to the paid holiday.
Page | 24 23. Annual Leave 24. Medical Leave 25. Prolonged Illness Leave 26. Marriage Leave 27. Maternity Leave 28. Paternity Leave 29. Compassionate Leave 30. Pilgrimage Leave 31. Examination Leave 32. Unrecorded Leave PART C- LEAVE ENTITLEMENT
Page | 25 23. Annual Leave 1. All Executives are entitled to, paid Annual Leave as follows: Years of Service Before JAN 2021 After JAN 2021 0 to 5 years 22 days 18 days Above 5 years 25 days 21 days 2. Executives under probation shall not utilize their annual leave entitlement until after being confirmed in their positions. The Company may, at its sole discretion, grant annual leave to the Executives who are on probation under certain unavoidable circumstances or family emergencies. The Human Resource Division, after having validated the case may approve such leave as may be recommended by the Heads of Division/Department. 3. Executives who are confirmed in their employment but with less than one (1) year service will be granted leave on a pro-rata basis during the first year. 4. At the end of the calendar year, a maximum of seven (7) days of leave not taken may be carried forward to the following year. However, the leave brought forward must be utilized by 31st March of the following year. 5. Where an Executive resigns from the Company, he shall be eligible for proportionate annual leave calculated in accordance with completed calendar months of service between 1st January to the date of resignation. 6. In the event of death of an Executive, any outstanding leaves accumulated due to him shall be converted to cash and be paid to his beneficiary. 7. Executives are to apply for half-day leave, limited to the equivalent of 2 days of annual leave or 4 half-day leave per calendar year. 8. In the event the half-day is taken in the morning, then the Executives have to be in the office in the afternoon after lunch time.
Page | 26 24. Medical Leave 1. An Executive is eligible for paid medical leave on the certification or recommendation from the Company’s panel doctor as follows: Sick Leave Hospitalisation 25 days 60 days 2. If an Executive is certified by a registered medical practitioner that he needs to be hospitalized but is not hospitalized for any reason determined by the hospital, the Executive shall be deemed to be hospitalized for the purpose of this provision. 3. In the case of medical leave recommended by a doctor who is not the Company’s panel doctor, the Company will treat the medical leave as unpaid medical leave. However, consideration may be given in cases of emergency, having regard to the nature or circumstances of the illness or the services of the Company’s panel doctor are not obtainable within a reasonable time or distance. 4. An Executive who absents himself on sick leave which is certified by the Company’s panel doctor but failed to inform or attempt to inform the Company of such sick leave within forty-eight (48) hours of the commencement thereof shall be deemed to have absented himself from work without permission and without reasonable excuse for the days on which he is so absent from work. For this purpose, the Executive is not entitled to paid sick leave for such period. 25. Prolonged Illness Leave 1. In the event of chronic illness such as T.B., paralysis, advance stage of diabetes, leukemia, heart/liver failure, AIDS, permanent disablement as a result of an injury arising from an accident not covered under SOCSO; and the outcome of medical report certifies that the Executive is unfit to work for the position he was appointed for, then the Executive can be placed under the pro-longed illness scheme. 2. Provided that the Executive undergoes the course of treatment recommended by the Company’s panel doctor or hospital, upon certification by Company’s panel doctor and approval the Executive may be placed under pro-longed illness has follows:
Page | 27 Months Pay Leave First 6 months Full pay leave Second 6 months Half pay leave 6 months thereafter Unpaid leave 3. Notwithstanding the above, the Company may arrange for an Executive to undergo a medical examination for the purpose of medical board out at any one (1) time during the pro-longed illness period if deemed necessary to determine the physical and health condition of Executive. 4. After the Executive has fully recovered, he shall be allowed to resume his duties provided that the medical reports issued by Company panel doctor or Government doctor certifies that the Executive is fit to resume work for the position he was appointed for. 26. Marriage Leave 1. Permanent Executive who is confirmed shall be eligible to five (5) working days leave for first legal marriage and allowed once during employment. 2. This leave must be applied seven (7) days in advance and supported by relevant document(s) or certificate(s). 27. Maternity Leave 1. Female Executives will be granted maternity leave with full pay for a period of ninety-eight (98) consecutive days for each confinement and subject to a maximum of five (5) surviving children. 2. Application for maternity leave shall be made not later than 5th month of pregnancy using maternity register form to enable the Company to make alternative arrangements to cover her period of absence. 3. Maternity leave may commence not earlier than thirty (30) days and not later than the day of delivery. 4. The Company shall have the right to compel a female Executive to commence her maternity leave at any one time during the period of fourteen (14) days preceding the confinement date if in the opinion of the company the Executive
Page | 28 is unable to perform her duties satisfactorily due to her advanced stage of pregnancy. 5. Leave on account of miscarriage occurring during the first twenty-two (22) weeks of pregnancy shall not be considered as maternity leave but as normal sick leave or hospitalization leave. 28. Paternity Leave 1. A male worker who is married must be entitled to paid paternity leave at the normal rate of pay for a period of seven consecutive days for each time his wife gives birth. 2. Paternity Leave (Birth of own child up to five (5) surviving children) regardless of the number of wives. 3. Married male employees are eligible to paternity leave from his employer if: a) he has worked with the same employer for at least twelve months before the start of paternity leave; and b) he has informed his employer about his wife's pregnancy at least thirty days from the expected date of delivery or as early as possible after his wife's delivery. Type of leave Maximum days Paternity Leave (Birth of own child up to five (5) surviving children) Seven (7) working days per delivery
Page | 29 29. Compassionate Leave 1. On application, the Company may grant compassionate leave to any Executives with full pay in respect of the following cases: - Type of leave Maximum days Death of immediate family members (Spouse, Children, Parents/Parents in Law & Siblings). Three (3) working days per incident Natural Disasters affecting the Executive and/or his property and belongings in the event Executives house becomes unfit for accommodation. Two (2) working days per occurrence 2. The compassionate leave shall be subject to a maximum of seven (7) working days in a calendar year. 3. Any compassionate leave granted shall commence from the effective date of the incident but shall not include rest days and public holidays. 4. Compassionate leave when granted must be supported by relevant documentary evidence, which the executive must present to the Company for verification within three (3) working days of his return from such leave. In the absence of such evidence the leave shall be treated as annual leave or unpaid leave as appropriate. 5. Unutilized compassionate leave in the current year shall be forfeited. 30. Pilgrimage Leave 1. The Executive who has served a minimum of ten (10) years continuous service with the Company may be granted a period of three (3) working weeks for pilgrimage. If for any reasons, the Executive requires leave in excess of three (3) working weeks, he may apply for annual leave or unpaid leave as the case may be. 2. Such leave shall be granted only once during the course of the Executive’s service with the Company.
Page | 30 3. Any Executive intending to go on Pilgrimage leave, must apply in writing for such leave, at least one (1) month in advance and shall furnish documentary evidence. 31 . Examination Leave 1. A Executive may be granted examination leave at the discretion of the Company based on the following criteria: a) The course of study has been approved by the company and related to the Executive’s job scope. b) The examination falls on working hours of the Executive. 2. Application on examination leave must be supported with documentary evidence. 32. Unrecorded Leave 1. A Executive may be granted examination leave at the discretion of the Company based on the following criteria: The Company may approve for unrecorded leave for the following purposes: a) Sports activities – represent International, National and State level. b) To attend Court cases as witness for the Company/Government. c) On-duty for security patrols as scheduled by the Residence Association and with written approval from Jabatan Perpaduan Negara. d) Represent the Company for Cultural activities. 2. The maximum of unrecorded leave per year shall not exceed seven (7) working days.
Page | 31 33. Outpatient medical Treatment 34. Hospitalization 35. Dental Benefits 36. Delivery Benefits 37. Executive Health Screening (EHS) 38. Group Personal Accident Insurance 39. Group Term Life 40. Travelling Benefits 41. Outstation Accommodation 42. Subsistence Allowance 43. Miscellaneous Expenses 44. Clothing Allowance 45. Transfer Benefits 46. Entertainment Expenses 47. Professional Membership 48. Company Car 49. Utilities PART D- BENEFITS & ALLOWANCES
Page | 32 33. Outpatient Medical Treatment 1. The term medical benefits above would include outpatient, inpatient/hospitalization, maternity and dental treatment. 2. A permanent Executive, his spouse and children shall be granted the following medical benefits and services: - a) Medical treatment and medicines as prescribed by the Company’s panel of doctors or Government and Non- Corporatized Hospital. b) Specialist treatment in Government and Non-Corporatized Hospitals, Panel Hospital (Preferred Hospital Network) or any other private hospital based on recommendation from the panel doctor but subject to approval by the Company. 3. In genuine cases of emergency where Government and Non-Corporatized Hospitals or panel doctors are not obtainable during which the Executive, spouse or children require medical treatment, he may seek such treatment from other registered medical practitioner and the Company may reimburse the expenses incurred. 4. Medical benefits for outpatient and specialist treatment for Executive are unlimited while the spouse and children will be covered by the Company up to a maximum of RM1,000 per family per financial year. 5. Medical treatment inclusive of consultation, specialist fees and medicine for Executives while on overseas duty or leave shall be treated on a reimbursement basis 6. All medical treatment and medicine as prescribed by the Company’s panel doctors or Government and Non-Corporatized Hospital is for the purpose of curative and not preventive measure. 7. The Company shall not bear the cost of the following: a) Medical check-ups not specifically required by the Company. b) Spectacles, contact lenses, dentures, hearing aids, cosmetic surgery and other high tech cosmetic treatment. c) Acupuncture, homeopathy, traditional treatment and health supplementary, which are not medically necessary. d) Any expenses incurred in respect of illness injury or disablement, arising from any proven fault, participation in or attending any hazardous sport, pursuit or past time, attempted suicide, the performance of any unlawful act, exposure to any unjustifiable
Page | 33 hazards (except when endeavouring to save or protect the property of the Company, or to save human life), provoked assault, the use of drugs not prescribed by a registered medical practitioner, any illness caused by misconduct or any breach of peace or disorderly conduct. e) Treatment or medicines or hospitalisation where these become necessary as a result of the misconduct or negligence on the part of the Staff who refuses to undergo treatment as prescribed by the Company’s doctors or Government doctors to whom the Staff concerned has been referred to. 34. Hospitalization 1. Subject to the panel doctor’s referral and/or recommendation that the Executive, spouse or children be hospitalized in a medical institution approved by the Company, the Company shall bear the medical costs of ward, medical and surgical charges. 2. The maximum liability of the Company for hospitalisation per person per financial year is as follows: Any excess in the medical cost shall be recovered from the Executive. 3. Medical Benefit provided for one person is not transferable to another within the family. 4. In the event of married couple in the same Company, the medical benefit for all children is to be registered under one spouse with the higher medical benefit coverage. Career Level Group Daily Charges Room & Board Overall limit per policy per year E4 and above Managerial RM 200.00 RM 40,000.00 E3 E2(B) - E2(A) CE2(B) - CE2(A) E1(B) - E1(A) CE1(B) - CE1(A) Executive RM 125.00 RM 20,000.00
Page | 34 Exclusion Listing (i.e. items that are not claimable under Medical Benefits) 1. Care/treatment for which payment is not required or to the extent which is payable by any other insurance/indemnity covering the Insured and disabilities arising out of duties of employment or profession that is covered under a Workman’s Compensation ins Contract. 2. Plastic/Cosmetic surgery, circumcision, eye examination, glasses and refraction or surgical correction of nearsightedness (Radial Keratotomy or Lasik) and the use or acquisition of external prosthetic appliances or devices such as artificial limbs, hearing aids, implanted pacemakers and prescription thereof 3. Dental conditions including dental treatment or oral surgery except as necessitated by Accidental Injuries to sound natural teeth occurring wholly during the Period of Insurance 4. Private nursing, rest cures or sanitaria care, illegal drugs, intoxication, sterilization, venereal disease and its sequelae, AIDS or ARC and HIV related diseases, any communicable diseases required quarantine by law. 5. Any treatment or surgical operation for congenital abnormalities or deformities including hereditary conditions. 6. Pregnancy, child birth (including surgical delivery), miscarriage, abortion and prenatal or postnatal care and surgical, mechanical or chemical contraceptive methods of birth control or treatment pertaining to infertility, impotence or sterilization. 7. Psychotic, mental and nervous disorders (including any neuroses and their physiological or psychosomatic manifestations). 8. Hospitalization primarily for investigatory purposes, diagnosis, x-ray examination, general physical or medical examinations not incidental to treatment or diagnosis of a Covered Disability or any treatment which is not Medically Necessary and any preventive treatments, preventive medicines or examinations carried out by a Physician, and treatments specifically for weight reduction or gain. 9. Costs/expenses of services of a non-medical nature such as television, telephones, telex services, radios or similar facilities, admission kit/pack and other ineligible non-medical items. 10.Sickness or injury arising from racing of any kind (except foot racing), hazardous sports such as but not limited to skydiving, waterskiing, underwater activities requiring breathing apparatus, winter sports, professional sports and illegal activities. 11.Suicide, attempted suicide or intentionally self-inflicted injury while sane or insane 12.Private flying other than as a fare-paying passenger in any commercial scheduled airlines licensed to carry passengers over established routes.
Page | 35 13.War or act of war, declared or undeclared, criminal or terrorist activities, active duty in any armed forces, direct participation in strikes, riots and civil commotion or insurrection 14.Ionizing radiation or contamination by radioactivity from any nuclear fuel or nuclear waste from process of nuclear fusion or from any nuclear weapons material. 15.All Executives will be covered by a Group Personal Accident Insurance Scheme instituted by the Company in respect of death or total permanent disability arising from any accident to a maximum sum of sixty (60) months of the last drawn basic salary. 35. Dental Benefits 1. The Company shall bear for the Non-Executive, spouse and eligible child the cost of dental treatment limited to filling and extraction only, rendered by a Dental Surgeon up to a maximum of RM300 per year for the whole family. (Excluded from the RM1,000 family limit under medical benefits). 36. Delivery Benefits 2. Female Executives will be eligible for a delivery benefit with a maximum of RM2,000 per delivery up to five (5) surviving children inclusive pre-natal, delivery and one post-natal treatment. 3. The above shall also be applicable to one (1) legal spouse of the male Executive. 4. Any excess in the above costs shall be recovered from the Executive.
Page | 36 37. Executive Health Screening (EHS) 1. Confirmed permanent Executive at career level E4 and above will be eligible to undergo Executive Health Screening (EHS) as follows: 38. Group Personal Accident Insurance) 1. All Executives will be covered by a Group Personal Accident Insurance Scheme instituted by the Company in respect of death or total permanent disability arising from any accident to a maximum sum of sixty (60) months of the last drawn basic salary. 39. Group Term Life 1. All Executives will be covered by Life Insurance instituted by the Company in respect of death or total permanent disability arising from accident or any sickness to a maximum sum of thirty-six (36) months of the last drawn basic salary. 40. Travelling Benefits 1. Approval must be obtained prior to any travelling. Travelling Authorization Form (TA / e-TA) must be completed and full justification for the need to travel must be provided. TA must be approved by respective Division / Department and direct reporters. Heads of Division / Department shall be accountable and responsible for the travelling done under their Division / Department. 2. An Executive who travels on Company’s business using his own mode of transport shall be eligible for mileage claims. Categories of Executive Staff Age Frequency Career level E8 and above Above 51 years old Once a year 40 years to 50 years old Once (1) in every two (2) years Career level E4 - E7 Above 40 years old Once (1) in every two (2) years
Page | 37 3. Mileage claims will include travelling to attend training courses, seminars and conferences if so instructed by the Company including work on the off days, rest days and public holidays. 4. An Executive who is called up for duties after his normal hours of work shall be entitled to claim mileage from his home to the base station. 5. No claims reimbursement for any travelling in respect of: a) Social, recreational, Sports Club’s activities, seeking medical treatment and any other non-work-related matters; or b) Carrying out official duties using any company vehicles including company cars, pool cars, motorcycles, four-wheel drive etc. 6. All mileage claims shall be calculated from base station to the assigned destination except during rest days or public holidays where journey starts from home. 7. On working days in the event that the journey to the assigned destination starts from home, then the mileage and toll charges are only claimable for the shorter distance of the two routes i.e. between Home to the assigned destination or Base station to the assigned destination. 8. In the event that travelling by air is more cost-effective but the staff elects for personal reasons to travel by his own vehicle, the mileage entitlement shall be limited to the sum equivalent to a return economy class airfare only bound for the same destination. 9. However, the above guideline shall not apply if: a) The staff has to make stoppages along the journey to perform his duties, or b) The staff is subjected to additional travel on the assignment, or c) Prior approval is obtained in cases of emergency or on call. 10.Mileage and toll charges are claimable for one (1) return journey only i.e. to and from only.
Page | 38 11.The mileage claims rates are as follows: 12.The Executive entitlement for air passage and rail transportation is as follows: - 41. Outstation Accommodation 1. Suitable accommodation will be arranged by the Company for an Executive who is travelling on duty. If no arrangements are made, the Executive will be reimbursed on the actual amount based on the receipts in accordance to the hotel and room type. 2. The Company will reimburse claims against receipts for room charges only. All other miscellaneous charges such as mini bar, personal telephone, meals, cable TV, massage, cigarettes, room service, alcoholic, soft drinks & mineral water shall be borne by the Executive. 3. An Executive may request for travelling advance up to the maximum of 80% of the estimated total expenses that may be incurred. Level RM Car 55 cents per km Superbike >750c.c 55 cents per km Motorcycle <750c.c 25 cents per km Career Level Local Overseas Air Passage- E8 and above Business Class Business Class Air Passage- E7 and below Economy Class Economy Class Rail (all levels) First Class First Class
Page | 39 4. Hotel room eligibility for overseas & local travel will be as follows: - 42. Subsistence Allowance 1. Subsistence allowance will be given to an Executive who is required to work away beyond 60 km radius from his normal base station. 2. If meals are provided, the Executive shall not be entitled for subsistence allowance. 3. The company shall reimburse the meal taken according to receipts, if available. 4. In the event that no receipts are submitted, the Executive will be eligible for subsistence allowance according to the career level as follows: Location Positions Room Type Hotel Rate Location Local Director/CEO/GM Manager/Executive Double Deluxe Single Deluxe Actual 50% of designated hotel rate Overseas Director/CEO/GM Manager/Executive Double Deluxe Single Deluxe Actual Not Applicable Subsistence Allowance Career Level Amount Peninsular Malaysia E8 to E11 RM110 E4 t0 E7 RM85 E3 E2(B) - E2(A) CE2(B) - CE2(A) E1(B) - E1(A) CE1(B) - CE1(A) RM70 Sabah &Sarawak E8 to E11 RM140 E4 t0 E7 RM105
Page | 40 5. The subsistence allowance shall be read in the context of meals and the breakdown for the subsistence allowance will be as follows: 6. A Executive will be given subsistence allowance based on the above rates according to the eligibility below: a) Should the Executive leave the base station or arrived at the assigned station on or before 7.00am., he would be eligible for breakfast subsistence allowance. b) Should the Executive leave his base station to the assigned station on or before 12.00 noon, he would be eligible for lunch subsistence allowance subject to the appointment duration of at least 5 hours including travelling time. c) Should the Executive returns to his base station after 7.00 pm., he would be eligible for dinner subsistence allowance. d) Should the Executive leave the base station or home for the assigned destination before 8.30 p.m., he would be eligible for dinner subsistence allowance. E3 E2(B) - E2(A) CE2(B) - CE2(A) E1(B) - E1(A) CE1(B) - CE1(A) RM90 Overseas E8 to E11 RM300 E4 t0 E7 RM220 E3 E2(B) - E2(A) CE2(B) - CE2(A) E1(B) - E1(A) CE1(B) - CE1(A) RM180 Allowance eligibility Percentage Breakfast 20% Lunch 40% Dinner 40%
Page | 41 7. However, a Executive who travels within his Base Service Area on operational activities shall not be eligible for the above subsistence allowance even though his travel exceeds 60km radius from his base station. 8. Upon payment of the subsistence allowance, no staff and/or employee is allowed to claim for meals taken at the away workstation although the amount paid for the meals may exceed the subsistence allowance granted unless the employee/staff concerned has intimated that he/she would like to claim as per receipts to be provided. In such cases, subsistence will be paid in accordance with the receipts provided. However, the same is subject always to the maximum amount allowed for each career47 level. 43. Miscellaneous Expenses 1. Executives while on duty outside his base station may claim miscellaneous expenses incurred as follows: a) Laundry charges at destination if the outstation stay is for three (3) consecutive nights or more based on actual receipt. b) Public transport fares if no transport is provided including parking, toll or ferry charges supported by receipt where applicable. c) Telephone, telegram, facsimile and postage expenses incurred on official business. d) Airport tax supported by receipt. e) Charges for excess baggage for official items supported by receipt f) Processing fee for International visa application. 44. Clothing Allowance 1. Executives sent to a temperate country will be eligible to claim a clothing allowance of RM1,000 once in every two (2) years. 45. Transfer Benefits 1. The Company shall reimburse an Executive who is transferred on the directive of the Company for the inconvenience caused by such transfer.
Page | 42 2. The Benefits are: 3. Reimbursement of Packing and Moving Allowance must be supported and based on receipt subject to the maximum limit as stipulated respectively. 4. An Executive is also eligible for the following benefits: a) Transfer leave of three (3) working days which must be utilized during the moving. b) Mileage claim for one (1) way c) Subsistence Allowance for staff only during the three (3) working days of transfer leave. d) Hotel accommodation for staff & family (spouse & dependents) during the three. e) (3) working days of transfer leave (hotel rates refer to Article 41, Clause 4- Outstation Accommodation). Meal allowances for family members (spouse & dependents) of RM30 each per day during the three (3) working days of transfer leave. 5. The qualifying criteria for eligibility of the above benefits are: a) The transfer is upon the directive of the company. b) A distance/ radius exceeding 50km. c) Involving a permanent change in his/her residence. 46. Entertainment Expenses 1. Executives may claim reimbursement for business entertainment only for the furtherance of the Company’s business. Entertainment should be carried out selectively and should have a bearing on building up confidence and strong networking among business and official contacts. 2. All entertainment must get prior approval/endorsement from the Chief Executive Officer (CEO). Failure of doing so, the respective employees cannot claim their entertainment. For important urgent entertainment request, the CEO’s approval could be obtained via mobile phone. Only value adding entertainment will be considered. Allowance eligibility Single Married Moving Allowance RM1,500 RM2,000 Packing Allowance RM1,000 RM1,500
Page | 43 3. Officers of the company should choose appropriate venues for entertaining clients and/or customers. Expensive outlets should be avoided whenever possible. 4. Only Division Heads and Service Area Managers are allowed to entertain clients/customers. All other employees of the company are subject to approval of CEO. 5. Entertainment claims should: a) Be properly authorized. b) Include the bill from the supplier. c) State the Name, Position and Headcount of the persons (and their Companies) entertained. d) Be submitted within four (4) weeks of the expense being incurred. 6. If the entertainment cost is at the expense of the company or provided by the host, the Executive is not eligible for subsistence allowance for the particular meal taken. 47. Professional Membership 1. A confirmed permanent Executive will be eligible for reimbursement of actual entrance fee and monthly/annual subscription of one professional body/organization relevant to his profession and job scope. Such claim must be supported by relevant receipt from the institution. 2. List of Professional Body that are approved by the Company. • The Association of Chartered Certified Accounts (ACCA) • The Association of International Accounts (AIA) • The Chartered Institute of Management Accountants (CIMA) • Malaysian Institute of Accountants (MIA) • The Institute of Internal Auditors, Malaysia • The Malaysian Association of the Institute of Chartered Secretaries & Administrators (MAICSA) • Institute of Company Secretaries Malaysia (ICSM) • Environmental Consultancy Registration with DOE • Environmental Professional Registry of Malaysia • Board of Engineer Malaysia • The Institution of Engineers Malaysia (IEM) • Malaysian Institute of Purchasing & Material Management
Page | 44 • Malaysian Institute of Management (MIM) • Malaysian Institute of Human Resource Management (MIHRM) • Institute of Occupational Safety & Health (IOSH) 3. The Company reserves the absolute discretion to revise the above listing. 48. Company Car 1. The Company may at its sole discretion provide Executives of Career Level 6 & above with a Company car of a suitable make and model, depending on the position and location of the incumbent as well as the nature of his job. Generally, Company cars provided will be as follows: 2. Where an Executive is leaving the services of the Company, the car must be returned to the Company as and when required by the Company but not later than the last physical working day. 3. The maintenance of the car including petrol and toll pre-paid cards shall be borne by the Company. 4. Executives may install car accessories at their own expense provided no damage is done to the car and to remove these accessories prior to returning the car to the Company. 49. Utilities 1. Mobile Phone a) To provide mobile phone allowance of RM150 per month to Executives of Grade E8 and above. b) To provide mobile phone allowance to eligible operational staff due to their nature of job which involves field work/site visits and on positional entitlement, inter-alia. An allowance for Executive and above (grade E1-E7), RM100 per month. c) The mobile phone allowance to the eligible Staff shall be paid together in their monthly salaries. Career Level Type of car E10 and above Car & Driver E8 to E9 Car
Page | 45 d) Office based support staff/desk bound jobs for Grade E7 and below will not be provided with mobile phone allowance due to the availability of office fixed telephones.
Page | 46 50. Grievances 51. Dress Code 52. Discipline 53. Misconduct 54. Disciplinary Action PART E- CODE OF CONDUCT & DISCIPLINE
Page | 47 50. Grievances 1. Definition of Grievance A grievance is defined as any discontent of dissatisfaction, whether expressed or not and whether valid or not, arising out of any matter connected with the Company that an Executive think, believes or even feels is unfair, unjust or inequitable on any matter in respective of the Executive’s job, which offends, irritates him or tends to make his working condition unsatisfactory, is termed as a grievance. Or any violation of a contract of employment, collective agreement or accepted practices and procedures whether expressed or implied in a work place may constitute a grievance. In this context, it will include any conduct; actions or behaviors of fellow Executives, the immediate supervisor or even the frontline manager which aggrieves the Executive. A grievance may be trivial, or important, affecting an individual or group, caused by a fellow Executive, management, financial or non-financial, imaginary or real but it is a grievance in any case, and requires fair, open-minded, patient and considerate treatment. Some of the issue which can be construed as a grievance are as follows: a) Where an Executive feels his superior is being unfair in implementing the Company’s Policies or he being unfairly treated due to the implementation. b) An Executive have been unduly blamed by his co-workers for mistakes that he has no hand in it. c) Suggestive or offensive remark either direct or indirect in a form of questions, sound, jokes, or drawing of sex- based sketches and etc. d) Any repeated unwanted social invitation. 2. Executive Grievance Administration. Step 1 Where an Executive has a complaint or grievance, he may bring it to the attention of his immediate superior either verbally or in writing and if it is settled to the satisfaction of the Executive, then it is construed that his grievance is settled and no further action will take place. Step 2 Where the complaint or grievance in Step 1 is not resolved or settled to the satisfaction of the Executive within three (3) working days, he may refer his grievance in writing to his Division Head/Head of Human Resources Service
Page | 48 Area within three (3) working days. However, for Executives in Head Office it shall be referred to Industrial Relations Department, HR Division in HQ. Step 3 Where the complaint or grievance in Step 2 is not resolved or settled to the satisfaction of the Executive within a period of three (3) working days after it was submitted, it shall then be referred to the Service Area Manager. For Executive in HQ, this matter will be referred to GMHRA by the IR Dept. within three (3) working days. Step 4 Where the complaint or grievance in Step 3 is not resolved or settled to the satisfaction of the Executive within a period of three (3) working days after it was referred, it shall then be referred to the GMHRA through the Industrial Relations Department (HQ) within 3 working days. Step 5 Where the complaint or grievance in Step 4 is not resolved or settled to the satisfaction of the Executive within a period of three (3) working days after it was referred, it shall then be referred to the CEO through GMHRA who would then decide accordingly and appropriately to settle the complaint or grievance within five (5) working days. At all stages of this procedure where a time frame is specified, such time limits may be extended by agreement of both parties. Any complaint not presented within one (1) month of the date of the grievance occurrence or the alleged complaint, it shall be considered null and void. 51. Dress Code 1. Male Executives Male Executives must maintain neat hairstyles at all times and the length of the hair should not exceed the collar. Shirt should be worn with neck-ties unless they interfere with work or pose a safety hazard. Bush jackets are allowed in place of shirts. If you are not attending any formal or external meeting, smart casual outfit is allowed on Saturdays. 2. Female Executives Female Executives are expected to dress in smart, comfortable and sober attire semi-formal wear with appropriate accessories.
Page | 49 3. General a) Wearing of slippers during office hours is not allowed unless medically necessary or in the course of ablution/observing prayers in the case of Muslims. b) Uniformed Executives are required to wear the entire set of uniforms as issued without variation. c) Clothes should not in any way reflect extremes of beliefs or practices. In any case of doubts, moderation should be the guiding factor. d) Kumpulan Alam Flora Sdn Bhd support staff are given the flexibility/permission to wear casual clothes to work on every Friday. The implementation of this dress code rule must be observed at all times and is subject to the following: I. Baju Melayu complete with a dark colored side skirt. II. Dress casually (Smart Casual) III. Khaki pants (neat) should not be frayed, tight and torn. IV. It is forbidden to wear short, tight and eye-catching clothes. Jeans and t-shirts are also not allowed. V. The skirt must be below the knee. VI. Shoes must be closed. Slippers are not allowed. VII. Name tag should be worn at all times. However, for employees who meet clients either outside or inside the office premises or attend functions or meetings with clients or stakeholders ("stakeholders") outside the office premises, casual clothing is not allowed at all. This permission only applies to employees in the office. Workers in the site area are required to comply with the dress code in their respective site areas. 52. Discipline 1. General Discipline In any industrial undertaking, discipline is defined as maintenance of order where the business activities are carried under a controlled situation. The company is responsible to establish standards in the form of codes of ethic, policies and procedures, work instructions and various other rules and regulations. These standards may be modified from time to time to respond to the changing business needs. 2. Contractual Obligations In general, all Executives are accountable to observe the established standards and in particular are obliged to fulfill the contractual requirements which are as follows: a) To be available and ready for work.