EMPLOYEE HANDBOOK (Revised on 01 OCT 2015)

Transcription

1 EMPLOYEE HANDBOOK (Revised on 01 OCT 2015) Timetec Computing Sdn Bhd ( T) and its related companies : Infostandard Sdn. Bhd. ( W) Epicamera Sdn. Bhd. ( W) PUC Founder Technology Sdn Bhd ( W) Foundermall Dot Com Sdn Bhd ( W) Human Resources Department No 6, 8 & 10, Jalan BK 3/2, Bandar Kinrara, Puchong, Selangor Darul Ehsan, Malaysia.

2 Table of Contents MESSAGE FROM THE GROUP pg3 MANAGING DIRECTOR (GROUP MD) 1.0 DEFINITIONS pg4 1.1 Employee 1.2 Headquarters (HQ) 1.3 R&D Centre 1.4 TIMETEC Cloud/Mobile 2.0 EMPLOYEE CATEGORIES pg4 3.0 ATTENDANCE RULES pg Working Hours 3.2 Attendance Rules 3.3 Work Code Use 4.0 LEAVES pg Annual Leave 4.2 Sick Leave 4.3 Medical Leave 4.4 Maternity Leave 4.5 Paternity Leave 4.6 Compassionate Leave 4.7 Congratulatory Leave 4.8 Examination Leave 4.9 Unpaid Leave 4.10 Void and Forfeited Leaves 4.11 Menses Leaves 5.0 BENEFITS pg Medical Benefits 5.2 Employee Provident Fund (EPF) 5.3 Social Security Organization (SOCSO) 5.4 Employee Share Option Scheme (ESOS) 5.5 Hospital and Surgical Insurance 5.6 Other Benefits 6.0 CLAIMS pg Overtime Claim 6.2 Transportation Claim 6.3 Business Travel Claim Definition Requisition Accommodation Transport Claim Travel Return Rest Day Travel Allowance 7.0 ALLOWANCES pg Exhibition Duty Allowance 7.2 Mileage/Petrol Allowance 7.3 Meal Allowance 7.4 Night Shift Allowance 8.0 COMPANY LOANS pg Car/Housing Loan 8.2 Computer Loan 9.0 Education Subsidy pg Funeral Assistance pg Marriage Assistance pg Public Holidays pg Encumbrances pg Duties And Responsibilities pg Discipline pg Dismissal pg Amendments pg Appendix pg Group Hospital & Surgical Insurance Scheme

3 Message from The Group Managing Director (Group MD) Welcome to TimeTec Group of Companies, On behalf of the Management, I welcome you to the TimeTec Group of Companies (TimeTec Group). Our aim is to provide you with a good and healthy working environment and the opportunity for growth as well as active involvement so that we can achieve the corporate vision and mission as a team. I trust you will execute your duties and responsibilities mentioned in the Letter of Employment with full confident and best possible practice. The handbook hereinafter contains Human Resources (HR) policies and procedure to be adhered by employees of TimeTec Group. The objectives of this Employee Handbook are to promote uniformity of HR issues and maintain a climate of trust and mutual respect throughout our Group. You are required to read, understand and comply with these guidelines accordingly. At TimeTec Group, we believe your career will grow and advance together with us toward success! Thank you. Teh Hon Seng Group MD Back to contents 3

4 1.0 Definitions 1.1 Employee The definition of an Employee in this handbook is referred to an individual employed on a full-time basis by the Company, its subsidiaries or associates. 1.2 Headquarters (HQ) Located at No. 6, 8 & 10, Jalan BK 3/2, Bandar Kinrara, Puchong, Selangor Darul Ehsan-where all departments, except R&D, are station at. 1.3 R&D Centre Occupied by R & D Department and is located at No. C-02-05, 07 & 08, itech Tower, Jalan Impact, Cyber 6, Cyberjaya, Selangor. 1.4 TIMETEC Cloud/Mobile An in-house developed Application (Apps), recording employee s attendance activities where each employee is provided with an account and is permitted to access via Employee Categories Employees are classified under the following categories: Categories A B C D E F G Position Managing Director / Executive Director Chief Officer C1: Manager / C2: Assistant Manager Senior Executive Executive Senior Clerk Clerical/General Clerk 4 Back to contents

5 3.0 Attendance Rules 3.1 Working Hours The official working hours are as follows: Monday to Friday Lunch Break Saturday : 9.00 a.m p.m. : p.m p.m. : Off Day a) Employee taking half day off in the afternoon, the working hours are from 9am to 1pm. Whereas for staff who off in the morning, he/she should report to work not later than 1.30pm. b) Time allowance is given at 10 minutes i.e. clock in at (i) IN: 9.11am, (ii) LUNCH: 12.19pm (iii) RESUME: 1.41pm (iv) OUT: 5.49pm will be considered tardy. Please be reminded that an employee is not allowed to take time allowance of more than 20 minutes a day. c) Inform Superior/Head of Department and HR Department if employee are more than 30 minutes late to work. A maximum of 2 hours late is allowed with condition an extended of working hour on same day or the next. Any delay of 2 hours or more will be considered an emergency half day leave. d) A minimum of 8 working hours is required per day. 3.2 Attendance Rules a) HQ Employees at Puchong: Clock in and clock out each time employee use the Main Entrance and Side Entrance. b) R&D Centre Employees at Cyberjaya: Clock in and clock out each time staff use the main Door. c) Do not tailgate (follow colleague behind without using own fingerprint to clock-in) in any circumstances. d) Do not ask colleague at the front desk or next to the push open button to open the door when come in or go out from the office premise. e) Employees are not allow to open the main entrance using the push open button to allow other colleagues to enter the office premise. f) Check attendance regularly and inform HR Department should employee missed to clock-in or clock-out. request immediately to Assistant HR Manager liza@fingertec.com with a cc to Head of HR yanling@fingertec.com. g) Only Head of HR has the authority to amend your attendance data. Upon submission of request, employee should check attendance data before the end of work day to ensure data has been corrected appropriately. Back to contents 5

6 3.3 Work Code Use There are cases when employees need to go out of the office for specific tasks. Please refer to the work code below to define his/her activities to accompany absence/late Workcode Activity 10 Meeting 11 Attend Training 12 Attend Exhibition 13 Traffic Jam 14 Car Break Down 15 Half Day Leave 16 Banking Matters 17 Purchasing Matters 18 Video Shooting 19 HR & Admin Matters 20 Sales Matters 21 BOD Matters 22 Medical Checkup 23 School Errands, will replace work hours 24 Smoking 25 Reply s 26 To Cyberjaya/HQ 40 Stock Count 188 Mobile Version Test Code 200 Data Entry 4.0 LEAVES 4.1 Annual Leave An employee is entitled with the following annual leaves: Completed years of service Less than 2 years Entitlement for every 12 months 14 days 2-5 years 18 days More than 5 years 20 days 6 Back to contents

7 Guidelines on annual leaves:- a) All leave applications are subject to the Head of Department s (HOD) approval. b) Employees on probation are not allowed to take annual leave until they are confirmed in their appointment. In the event of emergency and valid reason, the Management may grant approval to the leave application. c) Upon confirmation, an Employee shall be entitled to take his/her annual leave on a pro-rated basis by the number of completed months of service in that year. d) All applications for leave must be submitted to the Employee s Superior at least 3 days prior to the commencement of such leave. e) At the end of each calendar year, an employee is only allowed to carry forward, in accumulation total of fifteen (15) days of unutilized annual leave only to the subsequent year. f) Superiors are responsible to ensure that the Employee concerned does not have any outstanding work and all his/her routine work for the duration of the leave is properly handed over to another Employee. g) HOD should monitor the leave pattern of their subordinates and ensure that their leaves are taken on a regular basis. This is to avoid clustering of annual leave within the department and the accumulation of leave. This will also avert frustration among Employees unable to take leave due to last minute applications. 4.2 Sick Leave An employee is entitled to the number of paid sick leaves in each calendar year as follow: Duration of employment Less than 2 years Number of days 14 days 2-5 years 18 days More than 5 years 22 days Guidelines on sick leaves:- a) Only Employees who produce sick certificates issued by a registered medical practitioner or dental surgeon will be entitled to sick leave. b) Employees must notify his/her Superior no later than 10.00am on the day he/she is unfit to work after granted the sick leave mentioned above. Back to contents 7

8 4.3 Hospitalization Leave In the event that the sickness necessitates hospitalization, Employees shall be entitled to a total of sixty (60) days paid leave inclusive of the Sick Leave stated in clause 4.2 for each calendar year. 4.4 Maternity Leave Subject to relevant maternity clauses in the Employment Acts, a female employee who has been employed by the Company for not less than 3 months before the commencement of confinement is entitled to sixty (60) days paid maternity leave. A notice of confinement (2 months prior to the commencement of maternity leave) should be given to the HOD to ensure operations are not adversely affected. An application shall be accompanied with the child s birth certificate. 4.5 Paternity Leave A male employee is entitled to two (2) days paternity leave. This leave must be taken within 7 days after the birth of the child. Application shall be accompanied with the child s birth certificate. 4.6 Compassionate Leave An employee is entitled to compassionate leave on the following occasions: Occasions (a) Death of an immediate family member which includes parents, spouse and children (b) Death of siblings (brother / sister), grandparents and parents in-laws No. of days 3 days 2 days 4.7 Marriage Leave An employee is entitled to three (3) days paid marriage leave on the occasion of his/her first legal marriage after twelve months of continuous service with the company. 4.8 Examination Leave An employee is entitled to a paid examination leave for not more than five days per calendar year after twelve months of continuous service with the Company. The examination leave must be for the profession relevant to his/her job in the Company. The employee must submit the leave application at least two weeks before the exam date accompanied with the examination schedule. 8 Back to contents

9 4.9 Unpaid Leave The approval of unpaid leave application will be at sole discretion of the Management. Purpose of unpaid leave must be stated clearly with a valid and strong reason. Unpaid Leave only applicable at the following circumstances: (a) An employee has fully utilized his/her entitled annual leaves. (b) An employee is still under probation Void and Forfeited Leaves All unutilized annual leaves exceed the number of days specified in clause 4.1(e) will be forfeited in the subsequent calendar year Menses Leaves A maximum of 3 days Menses Leave per annum is granted to all female staff who struggle with period pain. To claim Menses Leave, female staffs need to inform HR Department on the affected day(s) followed by submitting the Leave Form when she resumes to work. No proof or MC from medical practitioners is required. This leave is given on top of, and is separated from the sick leave entitlement enjoyed by female employees. 5.0 BENEFITS 5.1 Medical Benefits Maximum medical benefit (including clinical, traditional and dental) for each employee and his/her immediate family is limited to RM1, per annum. Immediate family is referred to parents, spouse and children. All medical claims must be substantiated with original receipts issued by a registered medical practitioner or dental surgeon. Any unutilised benefit as at year end will be refunded to the employee within 60 days in the subsequent year. * including dental fee and medical checkup fee but excluding medical card or similar expenses that of insurance nature. 5.2 Employee Provident Fund (EPF) Contribution shall be made in accordance with the Employees Provident Fund Act and the rules and regulations made thereunder. Back to contents 9

10 5.3 Social Security Organization (SOCSO) Contribution shall be made in accordance with the SOCSO Act and the rules and regulations made thereunder. 5.4 Employee Share Option Scheme (ESOS) All confirmed and qualified employees are eligible for the ESOS subject to the regulations in the ESOS By-Law. 5.5 Hospital and Surgical Insurance All confirmed employees are entitled to hospital and surgical insurance benefit, which the extent of coverage and terms and conditions are subject to the insurance scheme in-force from time to time. The Company at its sole discretion determines the insurance company and the nature of the hospital and surgical insurance scheme, type of coverage and limitation. (See Appendix 18.1 for details) Employee may opt for his/her own Hospital and Surgical Insurance, in which Company will compensate the same amount of premium should he/she be covered under the same scheme. Employees are advised to refer to Human Resource Department for the detailed policy prior to any claims submission. 5.6 Other Benefits Other Benefits are non-contractual and payable by the Company depending solely at the discretion of the Management taking into consideration the Group s financial performance and employee s own contribution and commitment to the Company. Other Benefits included but not limited to the following: Monetary token payable to employees (except for top Management and commission entitled employees) on a quarterly basis Annual trip Special gifts Other awards as declared by the Management. 10 Back to contents

11 6.0 CLAIMS 6.1 Overtime Claims Only employees with a basic salary of less than RM1, are eligible for overtime claim when he/she is required by his/her superior to work beyond the normal working hours mentioned in clause 3.0. Overtime (OT) calculations will be based on the attendance activities recorded by TimeTec Cloud and the rate are as below: Working on (a) Normal Days (>8 working hours) (b) Weekends/ Public Holiday: Normal Hours Rate 1.5 x OT hours x (basic salary/22) 2 x OT hours x (basic salary/22) (c) Weekends/Public Holiday: After Normal Hours 3 x OT hours x (basic salary/22) 6.2 Mileage Claims Only applicable to employees who are requested to travel for official duty. Employees with fixed monthly Mileage Allowance are not entitled to this claim. The mileage claims are calculated at RM0.60 per km for the first 150km and every subsequent km is at RM0.50. Traveling by motorcycle is entitled to claim mileage at RM0.50 per km. 6.3 Business Travel Claims Definition Business Travel Claims refers to travelling expenses incurred by the employee on task assigned to him/her by the Management or Superior in carry out duties domestic or overseas. Business Travel Claims is payable on reimbursement basis except for Travel Allowance. Employees are required to complete the prescribed claim form and supported with original bills before submitted for approval. Reimbursement of Business Travel Claims incurred in performing official duties should not be abused for personal gain. Business travel can be categorized into Domestic : Travelling outside of Klang Valley but within Malaysia including Sabah and Sarawak; and Overseas : Travelling outside of Malaysia. Back to contents 11

12 In the occasion when overseas travelling is for the purpose of participation in an international trade show, exhibition etc., the Company will pay for expenses, such as accommodation, public transportation and travel allowances incurred two (2) days prior and two (2) days subsequent to the entire event. The early arrival at site is mainly for employees to set up exhibition booths and familiarize with surrounding before starts of the exhibition. By end of the event, employees are encouraged to explore the local culture and attractions for input into the trade show write-up upon return Requisition All domestic and overseas trips must be pre-approved by the HOD or Group MD Accommodation for Overseas / Outstation Trip Accommodation expenses are payable on the actual amount incurred excludes all personal consumptions and usages. An employee will be paid at RM30.00/day should he/she be accommodated at a location where no payment been made throughout the traveling period Transport Claims Public Transport The claim on pubic transport fare is on actual amount incurred. Traveling by air will be pre-arranged by the Admin Department, inclusive of air fare, insurance, airport tax, airport transfer etc. Pre-approval from Finance & Admin Department is required if an employee wishes to purchase the air ticket him/herself. Personal Car For domestic travellings, using personal/rented cars are subject to the same rate stated in clause 6.2. Relevant toll, parking fees and tax or similar expenses* are claimable and must be substantiated with original receipts. * The Company will not be responsible for maintenance expenses and/or summons incurred during the trip. 12 Back to contents

13 6.3.5 Travel Return Rest Day Employees who travel back from overseas or domestic business trips is entitled to Travel Return Rest Day depending on his/her arriving time as stated in the following table: Arriving Time a.m p.m. same day Eligible Rest Day p.m mid night. the next day Arriving Time is based on the transportation commute when travel: By public transport: (i) flight- landing time at airport. (ii) bus/train arriving time at station. By personal car: reaching at home. There is no replacement of rest day if Eligible Rest Day falls on Saturday, Sunday or Public Holiday Travel Allowance Other than the customer sponsored trip (where transportation and/or meals are paid by customers), if employees were requested to travel for one (1) night or more, he/she is entitled to claim travel allowance based on table below : No. Destination Overseas (USD) Travel Allowance USD 1 USA/Europe/Hong Kong/Russia/Middle East China/Taiwan/Singapore/India Indonesia/Philippines/Thailand and Others Domestic (RM) RM 1 Malaysia - East Malaysia i.e. Sabah & Sarawak(RM) Malaysia - West Malaysia (RM) Employees will be entitled to 100% of Travel Allowance on the departure day regardless of departure time. However he/she will not eligible to Travel Allowance on the arrival day. Back to contents 13

14 7.0 ALLOWANCES 7.1 Exhibition Duty Allowance Except for the Directors (Category A) and Chief Officer (Category B), any employee who is requested to perform duty at the exhibition or promotion events, is eligible to the exhibition duty allowance as per rate mentioned follow: Situation Rate (a) Before / After Normal Working Hours RM10 (b) Meal Allowance for an employee who accumulate more than RM15 4 hours per day 7.2 Mileage/Petrol Allowance Mileage/Petrol Allowance is a fixed amount determine solely at the discretion of the Management. The amount of Mileage Allowance is stipulated in Employee s employment letter and payable on monthly basis. 7.3 Meal Allowance Meal Allowance is a fixed amount determine solely at the discretion of the Management. The amount of Meal Allowance is stipulated in Employee s employment letter and payable on monthly basis. 7.4 Night Shift Allowance Night shift is only applicable to the Technical Support Department. Selected employees to routine the night shift duties are entitled to night shift allowance fixed at RM per month. Working hours for night shift start from midnight until 6.00am in the next morning. 14 Back to contents

15 8.0 COMPANY LOANS Company loans are granted at the sole discretion of the Management based on the reasonableness and authentication of the purpose of the borrowing. Employees who wish to apply for Company Loan is required to complete the prescribed form and provide documented evidence to support the application. The repayment amount must not exceeded 20% of employee s gross monthly salary and deduction will be made from his/her month end salary. 8.1 Car/Housing Loan Car/Housing loan is eligible to confirmed employee only with at least two years of continuous service with the Company. Car/Housing loan is granted once in every five years. The maximum loan amount applied is limited to 6 times of employee s last drawn monthly salary or as per table set below whichever is lower: Position Category Amount (RM) Managing director and Executive Director A 30,000 Chief Officer B 25,000 Manager and Assistant Manager C 20,000 Others D,E,F and G 15,000 The general terms and conditions of the car/housing loan are:- a. maximum repayment period is 3 years; b. interest is free. 8.2 Computer Loan Computer loan is eligible to confirmed employee only with at least one year of continuous service with the Company. Computer loans are granted once in every three years. The maximum loan amount applied is limited to 3 times of employee s last drawn monthly salary or as per table set below whichever is lower: Position Category Amount (RM) Managing director and Executive Director A 5,000 Chief Officer B 5,000 Manager and Assistant Manager C 5,000 Others D,E,F and G 3,600 The general terms and conditions of the computer loan are:- a. maximum repayment period is 1 year; and b. interest is free. Back to contents 15

16 9.0 EDUCATION SUBSIDY Education subsidy is eligible to confirmed employee only with at least one year continuous service with the Company. Amount of subsidy is subject to the following limit or 50% of the actual education fee paid, whichever is lower. Position Category Amount (RM) Managing director and Executive Director A 40,000 Chief Officer B 40,000 Manager and Assistant Manager C 30,000 Others D,E,F and G 20,000 The general terms and conditions of the education subsidy are: a. Professions enrolled must be to his/her job and pre-approved by the Management is required b. Once granted, the employee is bound to continue his employment with the company for a minimum of one year from the date of graduation; c. If breaches (b), employee must settle the entire subsidy sum before his/her last working day FUNERAL ASSISTANCE Company shall give the funeral assistance to employee in the event of the death of his/her immediate family, parent(s) in-law, grandparent(s), brother(s) and sister(s). The amount is based on employee s position categories as per table stipulated below: Position (Category) Occasions (a) - RM Occasions (b) - RM Managing/Executive Director (Cat. A) 1, Chief Officer (Cat. B) 1, Manager/Assistant Manager (Cat. C) Others (Cat. D,E,F and G) Occasions: (a) Death of an immediate family member includes parents, spouse and children. (b) Death of siblings (brother / sister), grandparents and parents in-laws. This aid is eligible to confirmed employee only with at least one year continuous service with the Company. 16 Back to contents

17 11.0 Marriage Assistance Company shall give the marriage assistance to employees in the occasion of his/her first legal marriage. The amount is based on employee s position categories as per table stipulated below: Position (Category) Amount (RM) Managing/Executive Director (Cat. A) 1, Chief Officer (Cat. B) 1, Manager/Assistant Manager (Cat. C) Others (Cat. D,E,F and G) This aid is eligible to confirmed employee only with at least one year continuous service with the Company PUBLIC HOLIDAYS The company observes all public holidays gazetted by the Malaysian Government and State Government of Selangor. However, there will be no replacement for public holidays which fall on a Saturday or when the Employee is on sick leave. National/State Holidays Number of days (a) New Year s Day 1 (b) Chinese New Year 2 (c) Hari Raya Puasa 2 (d) Labour Day 1 (e) National Day 1 (f) Christmas 1 (g) Deepavali 1 (h) Agong s Birthday 1 (j) Birthday of Sultan Selangor 1 (k) Hari Malaysia 1 Other Holidays: (a) Hari Raya Haji 1 (b) Wesak Day 1 (c) Awal Muharram 1 (d) Prophet Muhammad s Birthday 1 (e) Thaipusam 1 (f) Nuzul Al-Quran 1 Back to contents 17

18 13.0 ENCUMBRANCES An employee is subject to the provisions of circulars, orders and administrative instructions as may be promulgated from time to time by the Management pertaining to the employee s terms and conditions of service DUTIES AND RESPONSIBILITIES An employee shall be at all times abide by the Company rules and regulations and responsibilities assigned to him/her from time to time by his/her superior DISCIPLINE The Management may take necessary disciplinary action against an employee who has sufficiently proved their involvement in any cases of misconduct, indiscipline or breach of any rules of the Company DISMISSAL Employees who have committed severe misconduct(s) that substantially leads to breaches to his/her employment contract is subject to immediate dismissal without notice or indemnity in lieu of notice AMENDMENTS This Employee Handbook is subject to amendments at the Management s sole discretion without prior notices to the Employees Appendix 18.1 Group Hospital & Surgical Insurance Scheme 18 Back to contents

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