CODE OF CONDUCT AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
5.1 All employees are strongly urged to maintain a high level of discipline. The Management shall practice a fair and unbiased treatment to employees. Should the conduct of an employee contravene the company's policies and procedures, or repeatedly exhibits undesirable behaviour, suitable level of discipline will be administered according to the severity of the offence. Leaving the work area while on duty, without notifying the immediate supervisor Wearing the uniform out of the hotel premises without prior approval Unexcused or unexplained tardiness or leaving duties before scheduled hours Loitering in the hotel after off-duty hours without valid reasons Failure to wear name badge or not able to present staff ID card upon request Unauthorized use of guest phones, lifts, toilets or other guest facilities Disorderly conduct of any kind while on the hotel premises Eating in unauthorized areas Taking out food and plates, etc from the staff cafeteria 1. 2. 3. 4. 5. 6. 7. 8. 9. 5.2 49 CODE OF CONDUCT MISCONDUCT CODE OF CONDUCT 5.2.1 MINOR OFFENCES AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
10. Littering 11. Chewing gum in areas of the hotel 12. Failure to comply with any periodical scheduled examination required by the Hotel 13 Failure to report for extra work hours without acceptable reason after being notified of schedule in advance and verbally agreeing to perform those extra hours 14. Shouting or disrupting the quietness of the Hotel 15.Creating a nuisance while on duty to the annoyance of guests or fellow staff 16. Unpunctuality (10 minutes or more) for more than 3 times in a calendar month 17. Indulging in horseplay, scuffling, throwing of articles or fooling around in Hotel premises 18. Displaying, posting, distributing or removing of any document, circular or publication in the Hotel premise without prior approval AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 50
51 Smoking in non-authorized areas Continuous unexcused or unexplained absence from work without obtaining prior approval from the supervisor Failure to perform work assignments without justifiable reasons Failure to report lost and found articles immediately before end of shift Unauthorized social contact with guest within Hotel Entering guest's room without authorization from the supervisor except where service calls for such action Any act of discourtesy towards the Hotel guest, patrons or fellow employees Promote or encourage malicious mischief with guest or fellow employees Immoral affair with guests during work hours Prying into the private affairs of guests or fellow employees Conducting personal business during work hours Refusal to work on a shift as scheduled or arranging replacement without permission from the supervisor Failure to work on a shift as scheduled or arranging replacement without permission from the supervisor Sleeping while on duty Failure to comply to safety regulations Deliberately delaying or failure to submit an official report Failure to maintain sanitary conditions in the work area and to comply with the Hotel’s hygiene standards Consuming food and beverages reserved for the guests Poor attendance records and no improvement being made despite numerous reminders Unauthorized distribution or posting of any form of literature on Hotel premise 5.2.2 MAJOR OFFENCES 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
Theft Display of immoral or obscene acts/pictures in public within the Hotel premise Deliberately slowing down or restricting output of work Falsifying the Hotel's records of documents Indulging, promoting or taking part in any form of gambling, lottery or any other game of chance within the Hotel premise Failure to maintain accurate cash banks, excessive or continuous cash shortages or other irregularities The possession or use of illegal drugs Losing and/or handling to others the hotel's master keys Forging or altering official documents including lime records Possessing or carrying dangerous weapons without permission Trading foreign exchange illegally Conviction of crime Assaulting, threatening, or intimidating others either guests or fellow employees 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. The misconducts are NOT limited to the above and it include any actions that could tarnish the Company’s image based on the severity of the case or action. 52 5.2.3 GRAVE OFFENCES AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
5.3 All Hotels are “SMOKE FREE HOTELS”, thus employees are only allowed to smoke at the smoking area. 5.4 It is the policy to foster a work environment free from the effects of alcohol and drugs in order to safeguard employees and hotel guests and to protect hotel property. The use of illegal or non-prescription drugs, controlled substance and alcoholic beverages during working time are strictly prohibited. The use, possession, purchase, sale, distribution manufacture, transfer or storage of a controlled or illegal substance and related paraphernalia that may impair job performance are also strictly prohibited. This is to ensure the safety and welfare of the employees, the guests, the public, or anyone else at the property are taken care of. The company reserves the right to conduct post-accident or reasonable suspicion drug testing on its employees. 53 SMOKE FREE WORKPLACE ALCOHOL AND DRUG FREE WORKPLACE AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
OCCUPATIONAL SAFETY AND HEALTH AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
6.1 OCCUPATIONAL SAFETY AND HEALTH You and the Hotel have separate but interdependent responsibilities with respect of achieving safe and healthy working environment. Each must comply with the Emergency and Safety Action Plan. Please report all known physical disabilities to your Department Head or Safety Committee and do not operate any office equipment or machine unless you have been properly instructed regarding their use. Learn the location of first aid kits and fire extinguishers. Report all accident and injuries to Security Department and they will see that prompt medical attention is given to all injuries. We cannot overemphasize the importance of Safety for you and our guests. The Hotel is a safe place to work, but no place is safe for anyone who is careless. Any number of things cause injury if you aren't alert at all times. Report all safety hazards, breakage or damage to machinery and equipment to your Department Head. If you work with hot liquids, handle them very carefully to avoid spilling. Learn to lift the correct way. Get close to the load, set your feet firmly on the ground, and bend your knees and then lift gradually with your legs, not your back. (a) (b) (c) OCCUPATIONAL SAFETY AND HEALTH 55 AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
Never pick up broken glass with your hands. Never poke or push rubbish or trash down in trashcans with your hands. Horseplay, practical jokes, running etc are strictly prohibited. Put equipment away after use. Do not leave any items where it might cause harm to guest or other staff. Wear suitable clothing or uniforms provided for the job. Do not wear loose clothing or hairstyles, jewellery or other item that might catch in machines. Avoid wet, slippery or greasy walking surface. Clean up any spills, wet greasy sport right away. Used only safety – inspected equipment. Approach corners and doorways with caution. Turn around when leaving tables or counters – don't back away. Do not operate equipment or use tools unless you are trained to do so and specifically instructed to do so by your Department Head. (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) Remember check safety rules relating to your role first and report any unsafe conditions. 56 AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
POLICIES (MEMBER OF SKS GROUP) AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
7.1 ANTI FRAUD, BRIBERY & CORRUPTION POLICY SKS Group of Companies are committed to abide to the anti-fraud, bribery and corruption acts in the business and operational when dealing with government officers, vendors and customers, public as well as among the employees. It is our policy that we conduct our business dealing based on compliance requirement, ethical and transparency. Thus, all employees should not be involved in these activities. All employees are prohibited from directly or indirectly offering, giving, soliciting or receiving any form of bribe, kickback or other corrupt payment, or anything of value, to or from any person or organization, including government agencies, individual government officials, private companies and employees of those private companies under any circumstances. The act of BRIBERY, FRAUD, ABUSE OF POWER & MONEY LAUNDERING are all acts of CORRUPTION. The four (4) main offences stipulated in the Malaysian Anti-Corruption Act 2009 (MACC Act 2009) (Act 694) are: Soliciting/Receiving Gratification (Bribe) [section 16 & 17(a) MACC Act 2009] Offering/Giving Gratification (Bribe) [section 17(b) MACC Act 2009] 1. 2. 58 POLICIES (MEMBER OF SKS GROUP) AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
Intending to Deceive (False Claim) [Section 18 MACC Act 2009] Using Office or Position for Gratification (Bribe) (Abuse of Power/Position) [Section 23 MACC Act 2009] (3) (4) Thus, this is to remind all employees, subcontractors, vendors & other business associates that who is proven involved in these activities; the employees will be liable to instant dismissal after due inquiry and for all parties involved, the Company may refer to the relevant authority for any further legal proceeding. Under the MACC Act 2009, Part IV Offences and Penalties, Section 24 (I), any person who commits and offence under Section 16, 17, 20, 21, 22 and 23 shall on conviction be liable to: imprisonment for a term not exceeding 20 years; and a fine not less than five times the sum or value of the gratification which is the subject matter of the offence, where such gratification is capable of being valued or is of a pecuniary nature, or ten thousand ringgit, whichever is higher. (a) (b) AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 59
Under the MACC Act 2009, Part IV Offences and Penalties, Section 24 (2), any person who commits and offence under Section 18 shall on conviction be liable to: imprisonment for a term not exceeding 20 years; and a fine not less than five times the sum or value of the false or erroneous or defective material particular, where such false or erroneous or defective material particular is capable of being valued, or of a pecuniary nature, or ten thousand ringgit, whichever is the higher. (a) (b) Employees may report to HR HOD or lodge a complaint to [email protected] should he / she witnessed or has any information relating to fraud, bribery & corruption involving any of our employees with third party. All reports are kept confidential. The Company will not hesitate to lodge report to Malaysia Anti-Corruption Commission (Suruhanjaya Pencegahan Rasuah Malaysia) for their further action. The Company may, at its discretion, reward (subject to its severity and effects to the Company) the employee(s) who lodge the report to the Company if the reported employee is found guilty by the Company/ Court. AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 60
GIFTS, HOSPITALITY, DONATIONS AND SIMILAR BENEFITS POLICY 7.2 We do not allow employees to receive gifts, hospitality, donations and similar benefits from, or give gifts, hospitality, donations and similar benefits to any third parties including vendors, customers, business partners, regulators, potential employees and potential vendors. The policy covers all types of gifts, hospitality, donations and similar benefits including and not limited to food hampers, product discount, services, hospitality, donations, advantage or any other benefit. However, under certain circumstances, token gifts (not cash) in line with local custom and practice, are acceptable. In the exceptional circumstances, where gifts are accepted (because, for example, refusal may be taken as an offence by the giver), then the following guidelines apply: All gifts, hospitality, donations and similar benefits received by the employee from theexternal parties must be declared to the assigned Management Representative. A file note will be kept on the action taken, i.e. whether the gifts are retained or donated to charity. As a general rule, festive-related gifts and promotional gifts are acceptable provided that the following are observed: (i) (ii) Equality in terms of value of festive gifts; Not an inducement expecting any future favours that can be deemed as a form of corruption. (a) (b) AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 61
All gifts, hospitality, donations and similar benefits given to external parties should be declared to the appointed Management Representative. (iii) We consider that the corporate merchandise and souvenirs are exempted if the following criteria are met: The items are attached with company logo; The items are of nominal value; The items are given at the following types of event: (i) (ii) (iii) Open to public (eg. job fair, trade events, conference, etc); or By invitation where the invitation is not exclusive to one organisation or person and participation is transparent (eg. industry meeting, media event, Annual General Meeting, etc.) (a) (b) The items are not concealed or wrapped; The items are given equally to all participants attending the event without any discrimination. (iv) (v) AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 62
7.3 PRIVACY POLICY SKS Group, its member companies and related organizations (hereinafter referred to as “SKS Group”, “we”, “our” or “us”) recognize and respect your right to privacy. This policy explains how SKS Group or on our behalf, collect, process, use, disclose, transfer and store your Personal Data. Personal Data Your Personal Data is information that relates directly or indirectly to you, which make you to be identified or identifiable from that information and/or other information, including any sensitive Personal Data and expression of opinion; but does not include any information that is processed for the purpose of a credit reporting business carried on by a credit reporting agency. Personal Data that We Collect SKS Group collect your Personal Data when you submit a form, visit our website or at various other places where you may request for our information or services. These Personal Data may include your: AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 63
Name Designation or Salutation Identity Card No. or Passport No. Nationality Gender Age and Date of Birth Race and Religious Belief Marital Status Postal Address Phone No. and Fax No. Email Address Occupation Salary Range Property Details Loan Details Lifestyle Data Details of Introducer (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) (p) (q) Personal Data that We Collect SKS Group collect your Personal Data when you submit a form, visit our website or at various other places where you may request for our information or services. These Personal Data may include your: The list above is not exhaustive and may include other Personal Data depending on the nature of dealings with us. AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 64
Other Information We Collect SKS Group use cookies in our website to store information for your convenience so you do not have to re-enter your data upon each visit. Cookies and other technology are also used to monitor usage of the various features and services of our website, which over time give us information to improve our website, and to advertise and market our products more effectively. When you visit our website, as with most all websites, we automatically log the domain name of where you came from, the Internet Protocol (IP) address your computer is currently using, the type of web browsers that you use, Internet service provider (ISP), referring and exit pages, operating system, date/time stamp and click-stream data. This information allows us to operate the website by serving the pages you visit, and we may use the information for statistical purposes and to track usage patterns. In addition, we use the data we collect to make various determinations in our systems. We may also use this information to personally identify you, the user and/or the user’s organization, for reporting purposes and/or to serve relevant information to you during future browsing sessions. We treat information collected by cookies and other technologies as Non-Personal Data. However, to the extent that IP addresses or similar identifiers are considered Personal Data by local law, we also treat these identifiers as Personal Data. Similarly, to the extent that NonPersonal Data is combined with Personal Data, we treat the combined information as Personal Data for the purposes of this Privacy Policy. AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 65
How SKS Group uses your Personal Data SKS Group collect, process, use, disclose, transfer and/ or store your Personal Data including any additional information you may subsequently provide, for the following purposes: To facilitate sales transaction including but not limited to preparation of the relevant sales and purchase documents and billing; To manage administration and any other purposes relating to your property; To communicate with you including but not limited to providing products and services, and handling all your enquiries or complaints; To conduct internal data analysis, market research and auditing; To comply with any order of court or directive from authorities investigating any alleged offence; and/ or To enforce any of the terms in the agreements between us (a) (b) (c) (d) (e) (f) The Personal Data that SKS Group collect also allows us to keep you posted on SKS Group’s latest products, services, upcoming events and information via email, postal mail or telephone. If you no longer wish to receive any communication materials from SKS Group, AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 66
Sharing Information with Third Parties and Within SKS Group We typically only provide your Personal Data to other SKS Group entities, or to third party service providers who operate certain parts of our website, deliver or resell our products, or help us with some services we provide. Data provided to third parties is stored on systems we do not own and is provided in accordance with our policy. In addition, we may transfer your information across border and from your country or jurisdiction to other countries or jurisdictions around the world. Links to Other Sites Our website may contain links to other sites. If you choose to visit any of those websites then their privacy policies would apply. The SKS Group’s Privacy Policy applies solely to the information collected by us. How We Protect Personal Data SKS Group is committed to taking steps to protect the Personal Data you provide to us, including administrative, technical, and physical measures to safeguard your Personal Data against loss, theft, and misuse, as well as against unauthorized access, disclosure, usage, alteration, and destruction. Your Personal Data is accessed only by authorized staffs who are instructed to handle your information with confidentiality. It is protected by firewalls and standard industry security measures. AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 67
Retention of Your Personal Data SKS Group will retain your Personal Data for the period necessary to fulfil the many different purposes outlined in this policy unless a longer retention period is permitted or required by law. Your Control over Personal Data We request your help to ensure that your Personal Data is accurate, complete, and up to date. You may access and request for correction of your Personal Data, to limit the processing of your Personal Data, or to contact us with any enquiries or complaints in respect of your Personal Data by emailing us at [email protected]. In the event we decline to process your request, we will inform you of our reason for the refusal. Changes in this Policy If we change the way we use your Personal Data we will post the change on our website at www.sksgroup.com.my/sks-group-policies-privacy-policie. We recommend that you regularly visit the webpage to learn of any changes. The change will apply to information you furnish after the change, and existing information we have on file. If you have any questions regarding this policy, please send us your questions or comments to [email protected]. AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 68
7.4 EMAIL RETENTION AND USAGE POLICY Introduction Email messages received and sent in the course of Company business can be viewed as corporate records, and therefore have to be managed as records. We must ensure that we retain any emails that are recorded evidence of business activity for an appropriate period of time. Scope This policy applies to all emails sent and received by Company employees in the course of Company business. The Policy 1. 2. 3. Usage of Company Email Personal use of your Company email address is not allowed. You should not use your Company email address to sign up for personal accounts on websites such as Facebook, Twitter etc. Be aware that anything that you write in an email relating to Company business can be used as evidence in legal proceedings. Retention of Emails Company employees are responsible for managing their email records in the same way that they are responsible for managing other business records. Each member of staff has a set mailbox quota for storage of email. If you exceed the maximum quota for your mailbox you will be unable to send or receive emails. 3.1 3.2 AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 69
How long an email should be retained is governed by the information contained within it, not the medium on which it is stored. Do refer to your Head of Department or The Management if you are not certain of the safe keeping of the Company related email correspondence. Monitoring of Emails Company emails assigned to employees are not private. The Company reserves the rights to monitor and access emails sent and received using the Company provided email address. This is to ensure that in the event of reasonable suspicion of criminal or unauthorised activity, potential or actual legal action involving the Company, or in the exercise of its legal obligations to disclose or provide records or to protect the interests of the Company. The Management may, at its discretion, to perform compliance checks and audits at all Company email users for their emails contents - receiving and sent, on routine as well as unscheduled interval. Thus, all employees should keep in mind that the Company owns any communication sent via email or that is stored on company equipment. The Management and its authorized staff have the right to access any material in your email or on your computer at any time. Please do not consider your electronic communication, storage or access to be private if it is created or stored on work systems. 3.3 AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 70
Lorem ipsum Responsibilities of Users Access to a Company email account is provided for the purpose of sending and receiving emails related to the business of the Company. And emails sent and received by the user acting in his or her Company capacity, are considered to be official records. Users of the Company email account are required to respect confidentiality, privacy, legal / professional privilege and the rights of others and to ensure that the content and dissemination of email does not jeopardize those protections. Users of Company email are expected to respect the standards of courtesy and professionalism that apply to all Company communications and to avoid aggressive or abusive messages, messages that could reasonably be viewed by others as offensive or objectionable, or messages containing content that is obscene. All users must be aware of and note that the Company regards activities that constitute unacceptable use of the Company’s information and communication technologies as potentially serious matters which the Company may address by resorting to the applicable employee disciplinary procedures; reference to law enforcement agencies; or otherwise as it may see fit in the particular circumstances. 3.4 AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024 71
...................................................................................................................... THESE RULES AND REGULATIONS MAY BE AMENDED, ADDED TO AND/OR DELETED AT THE DISCRETION OF THE MANAGEMENT. ANY SUCH CHANGES WILL BE MADE KNOWN AS AND WHEN THEY OCCUR. ...................................................................................................................... 72 ACKNOWLEDGEMENT OF RECEIPT E – HOTEL EMPLOYEE HANDBOOK 2024 I understand that it is my responsibility to read and comply with the policies contained in the handbook and any revisions made to it. I have read and understood the contents of E – Hotel Employee Handbook and will act in accordance with these policies and procedures as a condition of my employment with the Company. I have read and understood that all employees may not disclose any confidential information to anyone who is not employed by the Company. The disclosure, distribution, electronic transmission I understand that if I have questions or concerns at any time about the E – Hotel Employee Handbook, I will consult my Immediate Superior or the Human Resources for clarification. I, hereby accept the contents of the company E – Hotel Employee Handbook and the conditions of this letter which I have read, understand and fully acknowledge to. EMPLOYEE NAME : EMPLOYEE NO. : POSITION : SIGNATURE : DATE : AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024
2 0 2 4 E D I T I O N 2 0 2 4 E D I T I O N FIVES HOTEL JOHOR BAHRU CITY CENTRE FIVES HOTEL DNP FIVES HOTEL MELDRUM 2 0 2 4 E D I T I O N AMANSARI EMPLOYEE HANDBOOK 1 JAN 2024