Employee Onboarding Documennt

Employee On-boarding Documents

Message from the


Head of Human Resource



























Hello Fellow Torrentian,



I would like to welcome you to the Torrent family! And I hope you have
a fruitful stay with the organization.

Torrentians are known to be hardworking and very dedicated. We do not stop
achieving our tasks until we deliver expected results and commitments. Our
purpose goes well beyond just about economic priorities. We aim to be the
most respected pharma company. We respect traditions yet we are open to
innovations and changes because only by accepting change, can we further
develop ourselves and our relationship with others.

We are an organization where passion for excellence means doing more than
what is expected. We treat each day as a new challenge to learn more and do
exceedingly well. We take care of our people, and people take care of the
business.

As you join this organization, I also expect you to do your share and carry on
the responsibility to grow the business in your assigned area. You can be
assured of full support from management to implement your marketing plans
and priorities aligned with our national strategies. We will help you achieve
your career aspirations for yourself and your family.
Welcome on board!

Table of Contents











Company Organizational Employment
History
Overview Structure Policy









Working
Compensation Leaves Hours and Policies
and Benefits
Attendance








Learning and Code of Discipline

Development Conduct







Human

Resource Regulatory Sales Support Marketing/
Affairs CME
Department







Salesforce
Finance

Department Effectiveness
(SFE)





CLICK to jump to your topic of choice

Company Overview










































MISSION

Commitment to total customer care by delivering world

class products and services.





VISION

To contribute to its parent Torrent Pharmaceuticals Ltd.

(TPL) so as to become the global leader in
pharmaceutical industry.

Company Overview







CORE VALUES

History










Mr. Uttambhai Nathalal Mehta (Shri U.N.
Mehta) – founder of “Trinity Laboratories”











Early 80’s - Established its own manufacturing
facilities. Trinity was renamed as Torrent










Rated as India’s ninth best company among
capital intensive companies in terms of Return
on Capital Employed in a study by ETIG-BCG









Torrent Pharma Philippines Inc. (TPPI) was
established and started its commercial
operations in 2005







As of date, TPPI has made a steady progress
with its special interest in the CNS and CVS
therapeutic segments to become an important
player in Ethical, Branded Generic segment of
the Philippine Pharmaceuticals market.

Organizational Structure

















Country Manager






Sales & Marketing
Head



















Finance & Admin Regulatory Affairs Human Resources Sales Support Sales Force
Head Head Head Effectiveness








CVMG CNS Marketing National Sales
Marketing BUH BUH Manager










CVMG Division CNS Division Trade Sales

Employment Policy








• Job Posting of Vacancy

• Pre-screening & selection procedure

• Inductive Training Program
• Job Offer
RECRUITMENT
• Recruitment of Employee Relative










• Probationary employment
• Performance evaluation

EMPLOYMENT • Regular employment

CONTRACT










• Due to just cause
• Voluntary resignation

LEAVING • Re-Hiring of Employee
PROCEDURE















Read Employee Manual

Compensation & Benefits










SALARY PAYMENT



th
th
• Every 15 and 30 of the month




PAYROLL ADMINISTRATION






ANNUAL SALARY REVIEW




• Month of February of the current fiscal year





STATUTORY BENEFITS



• Social Security System (SSS)


• Employee’s Compensation (EC)

• Philippines Health Insurance Corporation
(PHIC)


• Home Development Mutual Fund (HDMF)

th
• 13 Month pay

Compensation & Benefits














COMPANY PROVIDED BENEFITS





• Meal, Transportation, Accommodation

Allowance

• Health Card


• Life Insurance


• Cash conversion of Unused Vacation

Leave

• Company issued mobile phones


• Issuance of other tools of trade


• Company issued vehicle


• Christmas gift token

• Bereavement assistance


• Retirement benefits

Read Leave Policy Get Form

Leaves




Vacation Leave




Sick Leave





SSS Sickness Benefit




Paternity Leave




Maternity Leave




Solo Parent





Leave for Victims of Violence

against women and their children





Special leave for women suffering

from gynecological disorders




Compensatory Leave




Bereavement Leave





Emergency Leave

Working Hours And Attendance











Working Hours






Meal Break







Time Keeping






Attendance



• AWOL


• Emergency
• Due to Illness/Sickness





Field Assignment







Overtime Policy

Policies














Drug free Workplace









HIV/AIDS Workplace


Read Policy





TB Workplace


Read Policy





Hepatitis B Workplace


Read Policy





Anti-sexual Harassment Law

Learning And Development











Inductive Training


Programs and New Employees
Orientation
Seminars















Application for

Field training training and


seminars

















Other Training

activities

Code of Conduct












✓Integrity – Doing ✓Confidential and

what is right Proprietary


✓Gifts Information


✓Conflict of Interest ✓Information

✓Legal Compliance Security


✓Respect for ✓Financial

People Information


✓Environmental ✓Company Assets,


Commitment Computer Network

✓Safety Use and Security


✓Dress Code ✓Records

Maintenance and


Management


✓Compliance with

the Code


✓Whistle Blower

Policy

Discipline













Preparation
and Service of
the Show
Cause Notice




Administrative
Hearing, if
applicable






Prevention
Suspension





Preparation
and Service of
the Notice of
Decision





Imposition of
Penalties

HUMAN RESOURCES

DEPARTMENT


























HR HEAD

(Rosario H.
Olayres)











HR MANAGER GROUP TRAINING
(Lorie V. Castillo) MANAGER- CVMG/CNS
(Chris Ryan D. Cayas)







TRAINING
MANAGER – CNS
HR STAFF
(Raymond M.
(Kathy Salanggit) Lacson)

Function and Job Scope













HR REPORTS /



POLICIES / GRIEVANCES











RECRUITMENT/PAYROLL/PERFORM LEARNING &
ANCE APPRAISAL/BENEFITS
ADMIN/ 201 FILE/EXIT PROCEDURE DEVELOPMENT







GROUP TRAINING CNS TRAINING
MANAGER MANAGER

INDUCTION INDUCTION TIMEKEEP/
TRAINING / TRAINING/INTERNAL HR ADMIN TASK
INTERNAL TRAINING / PRC
TRAINING/ LIT ACCREDITATION

Coordination Contact











➢Rosario H. Olayres


• [email protected]

• 09989672027

➢Lorie V. Castillo


• [email protected]

• 09989672010

➢Chris Ryan D. Cayas


• [email protected]

• 09989672014

➢Raymond M. Lacson


• [email protected]

• 09989672043

REGULATORY AFFAIRS

DEPARTMENT


























NITIN SHARMA
President / Country
Manager








JOSEPHINE MEDINA
Regulatory Affairs Head















SHARON LOPEZ
RA Manager
RODRENE PINGOL

RA Associate / PV Officer

Functions










Food And Drug Administration



• Product Registration

• Compliance to Promotion and Marketing of
Prescription Pharmaceutical Products (A.O. No.

2015-0053)




Philippine Drug Enforcement Agency



• Regulated drugs



Pharmacovigilance




• ADR Reporting

• Product Complaint

• Product Recall







Intellectual Property Office



• Trademark Registration

Work Process













Product
Registration








PDEA

Compliance








ADR
Reporting







Compliance to
A.O. No.
2015-0053







Trademarks
Registration

Work Process

PDEA Compliance for Regulated

Products







Valid S-licenses required prior prescribing,

dispensing, importation, and distribution of

Related Drugs:





• S2 License = Physicians


• S3 License = Hospitals


• S4 License = Distributors


• S5 License = Importers

Adverse Drug Reaction (ADR)

Reporting



View or Download CIOMS form





To include Reporting date of ADR
* Serious and Non-serious ADR
must be reported immediately to

TPPI – Makati following CIOMS
form.












Input report in TPL database













Submission of final report to FDA

Notice of Meetings / Symposia


















Submission of NOM










Approval of TPPI
Medical Director










Submission to FDA

Important:




Submitted at least a month

before the indicated date Issuance of
Document Track
of departure. Number







** Note: Copy of FDA Document Track Number will be provided to Marketing Service

Post Travel Report


















Submission of PTR










Approval of TPPI
Medical Director










Submission to FDA


Important:



Submitted before reaching a
Issuance of
month after the indicated Document Track

date of departure. Number






** Note: Copy of FDA Document Track Number will be provided to Marketing Service

Trademarks Registration






















Approval
Submission of IPO and

proposed trademark evaluation
compliance

Coordination Contact












JOY MEDINA – Product Registration / PV


• [email protected]
• 09989762013





SHARON LOPEZ – Product Registration /

Regulated products / Sampling allocation


• [email protected]
• 09989672016




RODRENE PINGOL– Product Registration / PV

/ MCP / Biddings & Inclusions / CME

• [email protected]

• 09988487996

SALES SUPPORT





























Sales Support

Assistant Manager



Marilou M. Calianga























Sales Operations
Specialist




Adelina C. Madelo

Function and Scope
















Documentation/Hospital


bids/Gov’t Consignment/



Product price change













Sales order processing


and booking/ sales order


status deliveries and


documentation

Booking Of Dispensing Orders

Protocols













MR must accomplish the electronic Sales

Order form installed in their IPAD.











All dispensing orders must be forwarded first
to the Sales Support Asst Manager and cc:

Sales Operation Specialist.










All orders with deals & discounts must be
approved by the Immediate Head before

sending it to office.








Sales Orders emailed within a day will be

forwarded/processed the same day after
determining in which subsidy the MD has an

account.

GB Distributor






Credit Limit – depends on For new Doctor account –
what GB gives to the account. accomplish the application

The credit limit may increase form and provide a copy of
if the amount of an order MD’s PRC ID. The application
increases and if the account form will be provided by Ms.
orders regularly. Adel.







For an existing Doctor
Minimum of 3 consecutive account – PDC 30 days if
COD transactions before they purchase amount does not
get a credit limit.
exceed










Minimum purchase in
Minimum purchase in Metro Provincial Area - Php.
Manila - Php 2,500.00.
3,500.00.










DELIVERY: Metro Manila – 2
to 3 Days ; Provincial Areas –
5 to 7 days (If ordered meds
are in stock)

Complete Solution




















For new Doctor account –
Minimum order depends on no application form and

the area, pls see attached.
requirements needed.











For an existing Doctor
Minimum of 3 consecutive account – PDC 30 days if

COD transactions before
they get a credit limit. purchase amount does not
exceed








Branches in Pampanga,
DELIVERY: Metro Manila – 2
to 3 days ; Provincial Areas – Cebu, Davao, CDO and other
provincial area w/o CSP
2 to 3 days. (If ordered Branches – 5 to 7 Days (If

meds are in stock)
ordered meds are in stock)

GLOBO






• For new Doctor account – no application form and requirements
needed.

• Minimum of 3 consecutive COD transactions before they get a
credit limit.

• Minimum purchase in Metro Manila - Php 5,000.00.

• Minimum purchase in Provincial Area – Php 20,000

• For an existing Doctor account – PDC 30 days if purchase
amount does not exceed
Delivery

• Metro Manila: 2 to 3 days

• Provincial Areas: 2 to 3 days

Branches in Cebu and Davao

(If ordered meds are all in stock)



Please take note:

• Globo will collect payment only in Metro Manila. For provincial
areas, payment is deposit first before delivery of meds.

Bank account details for payment deposit:
BPI Account Name: Globo Asiatico Enterprises Inc.
Current Account No.: 1991-0061-13

BDO Account Name: Globo Asiatico Enterprises Inc.
Current Account No.: 356-0067329
Note:

• A photo or a scanned copy of the deposit slip as proof of payment is required to proceed
with the processing of the order. Pls email to the following:
Ms. Giselle Caddauan: [email protected];

Globo’s Customer Support: [email protected]
Marilou Calianga: [email protected]

GTGG










• For a new doctor account – no application form and requirements
needed.

• Purchase minimum amount per area to avail of free delivery:

Pampanga Php 5,000.00

Bataan, Pangasinan, Nueva Ecija, Tarlac,

La Union, Ilocos, Cagayan and Isabela Php 15,000.00

Metro Manila Php 12,000.00

South Luzon up to Bicol Php 15,000.00
Visayas and Mindanao Php 20,000.00




• Delivery Lead Time (If meds are on stock)

Within Pampanga 1 to 2 days

Metro Manila 2 to 3 days

Provincial Area 5 to 7 days




• For status of order, kindly coordinate with Ms. Adel Madelo:

E-mail add: [email protected]
Mobile No.: 09989672012




• Please take note:

If order quantity is 10, + 3 free

If order quantity is 5, + 1 free

Quotation












• Special price or discount given to MD and

Trade Account must be approved first by the

Immediate Head, NSM and Business Unit

Manager. Then send to us for approval of the

mentioned heads to be used as reference for
the Country Manager’s approval.






• Cut off for processing of order/s is 5 pm only.

Sales Orders received after the specified cut

off time will be processed the next day.

Coordination Contact













➢Adelina C. Madelo


• [email protected]


• 09989672012

MARKETING DEPARTMENT




























Sales and

Marketing Head



Carmelina G. Dungo























Marketing

Service Specialist


Cherry P. Montana

Functions and Scope
















Marketing



Activities/Continuing



Medical Education


Requests








International
Conferences/Conventions/Local

Conventions/Post Grad Studies/ Booth
Set –Up/Manning/Symposiums/Product
Launches/Marketing

Programs/Literatures/E-
detailing/Product Presentation/Module
Development/ Trade Support

Processing Flow





Med Rep to prepare & submit
CME/ CA to Area Manager
(AM)




Endorsement of Area
Manager




Endorsement of Regional
Sales Manager




Recommendation of
National Sales Manager




Recommendation of
Product Manager/s




Recommendation of
Business Unit Manager




Approval of Sales &
Marketing Director




Final Approval of Country
Manager





For elink c/o Accounting
Dept.

Processing Guidelines






1) Cut- off for submission of Continuing Medical Education (CME) and Cash
Advance (CA) requests for routing and recording:

CMEs & CAs received from Monday to Friday via email or hard copy will be
for routing to concerned managers (RSM, NSM, PM & BUM) every Monday of
the following week.

Schedule for signature & approval of CMEs w/ Mam Carmi and Sir Nitin is
ONLY every MONDAY after signature of RSM, PM & BUM.

Approved CMEs/ CAs will be e-link every Friday only, withdrawable on the
following Monday. Please take note that e-link of budget is strictly once a
week only (Friday)




2) Cash advances should be liquidated as soon as the activity is completed
or within 30 days from the time the cash advance was released. Any unused
fund must be deposited back to TPPI BPI Account. Copy of deposit slip must
be attached to liquidation report upon submission.




3) All liquidations and reimbursements submitted after 30 days (allowable
period) will no longer be considered unless justified and duly approved by
Dept. Heads.




4) No additional cash advance will be given unless all overdue advances
are liquidated or resolved. A cash advance is considered cleared only when
Finance Dept. received the approved liquidation report.




5) All submissions must include duly accomplished forms such as CMEs,
CAs, Liquidations and CME Feedback Report Forms. Incomplete submission
will not be processed.

FORMS










CME Request form


Get Form







CME Feedback Report


Get Form





Liquidation and

Reimbursement Form
Get Form





Focus Group Discussion (FGD)


Feedback Report Form
Get Form






Cash Advance Request Form


Get Form

Special Instructions during

lockdown

Coordination Contact












➢Cherry P. Montana


• [email protected]


• 09989972015

FINANCE DEPARTMENT


























Head, Finance &
Admin

Orlando C. Reyes


General

Accounting
Manager
Maria Luisa B. Beramida




Assistant Junior
Manager for Finance & Admin
Associate
Accounting Accountant
Jonel S. Bisenio Richie T. Mendoza Merly N. Piodena

ADMIN DEPARTMENT


























Head, Finance & Admin


Orlando C. Reyes




Manager for Admin/Product
Planning, Inventory & Control

Merdie F. Gadot






General Admin Associate/ Company Driver/Messenger
Receptionist

Alric B. Jervoso
Marilou P. Cabalteja

Function and Job Scope













Accounting, Treasury, Inventory


Management, Receivable Management,

Financial reporting, Taxation and


Compliance to Internal control.









Financial statement, Supply Management,

Payroll, Statutory Production and

dispatch plan, Fixed
benefits and tax assets, IT equipment


compliance & other Office needs






Reimbursements, Purchase
Liquidations, CME Order,

Requests, Cash Office
Advances Supplies

Expense Reports/Cash Advances/

Liquidations/Reimbursements







➢Expense Reports (ER)


➢Date of coverage


th
➢11 to 25 th days o the month
➢26 to 10th
th

➢ Submission


➢10 th of the following month


th
➢ 25 of the following month

➢Note: submit at least 4 days prior to the

deadline


➢Revolving Fund


➢For Med Reps

➢ Php4,000 to Php6,000


➢For Area Mgrs


➢ Php10,000 to 14,000

➢For RSM


➢ Php14,000

Important Reminder On Liquidations












➢All budget credited MUST be liquidated


within a month






➢All unused budget must be

deposited/transferred back to TPPI bpi

acct # 0031-0704-57.