All leave applications must be applied via the e-hr system with supporting documents, if applicable.

Transcription

1 LEAVE MANAGEMENT It is the Company s policy to grant leave in accordance to its rules and regulations. Leave must be taken at such time or times convenient to the Company and subject to the approval of the respective Heads of Departments (HODs). All leave applications must be applied via the e-hr system with supporting documents, if applicable. Leave Approval All employees shall observe the following when applying for leave: (a) Unless stated otherwise, all leave applications are to be approved by HODs in the e-hr system; or (b) In the absence of the HOD, the authorised proxy will take over this function. Categories of Leave All employees are entitled to the following categories of leave/time-off from work: 1. Annual leave; 2. Medical/hospitalisation leave; 3. Prolonged illness leave*; 4. Marriage leave*; 5. Maternity leave; 6. Paternity leave*; 7. Compassionate leave*; 8. Emergency leave; 9. Unpaid leave; 10. Replacement leave / Time-off in lieu; 11. Study and Examination leave; 12. Time-off for medical consultation (hospital/clinic); 13. External training leave; and 14. Offsite duty leave. * Only granted upon confirmation of employment. 1

2 1. Annual Leave Eligibility All employees inclusive of confirmed, unconfirmed and contractual employees are eligible to take annual leave. Entitlement Leave entitlement of an employee which is dependent on the corporate rank / job grade and the length of service with the Company is as follows: Permanent Employees Job Grade Days (< 5 years) *Days (> 5 years) Clerk Junior Officer Officer Senior Officer Assistant Manager Manager Senior Manager Assistant General Manager General Manager *The entitlement of additional days of annual leave on the completion of 5 th year of continuous service will be pro-rated based on the date joined of an employee. Contract Employees Job Grade Days (Per Contract Year) Assistant Managers and below 12 Managers and above 14 (a) Application of annual leave must be made at least three (3) working days in advance; (b) Annual leave must be utilised within the financial year; i.e. from 1 Feb 31 Jan. Leave unutilized by financial year end will be forfeited and encashment will not be entertained. Employees are therefore required to plan their annual leave and spread across the year on a 6- monthly basis. They are to utilise half of their annual leave entitlement by 31 July and 31 Jan as unutilised leave will be forfeited by HODs at the end of the first and second 6-month period; (c) A confirmed employee who has not completed twelve (12) months of continuous service in a financial year shall be entitled to annual leave in proportion to the number of months of service with the Company in that financial year; (d) In calculating the proportion of annual leave entitlement, any fraction of a day which is less than half (½) shall be disregarded and where fraction of a day is half (½) or more, it shall be regarded as one (1) day; 2

3 (e) An unconfirmed employee is also allowed to apply for annual leave based on earned leave (i.e. one day of leave for every month of continual service). In the event the employee does not have sufficient earned leave, unpaid leave may be considered based on valid reason for the leave and is subject to approval from the HOD; and (f) For pilgrimage application, employees must submit the leave applications at least one (1) month prior to the commencement of leave. Annual Leave Plan Employees are encouraged to take their annual leave in accordance to the following manner: Plan 100% leave entitlement, spread it across the financial year on 6-month basis. Example: 20 days annual leave entitlement: 1 st 6 months : Feb-Jul (50%, 10 days) 2 nd 6 months : Aug-Jan (50%, 10 days) All employees are required to submit their leave plans via leave application(s) in e-hr system (e-leave) by 31 March of every financial year. Subject to management approval, employees may request for a reinstatement of the forfeited annual leave in the event of marriage, pilgrimage, examination/study purpose or an overseas trip which must be approved by the respective HOD and supported with appropriate documents. Please note that the number of days forfeited to be reinstated is at the discretion of the management. Leave Cancellation (a) Employees are allowed to cancel untaken planned leave or any other leave that they have applied for in the e-hr system. Employees may cancel both approved and/or unapproved leave applications; and (b) Employees are able to cancel leave applications prior to the date of the leave, or on the date of the leave itself. However, employees will not be able to cancel leave applications once the date of the leave has lapsed. 3

4 2. Medical & Hospitalisation Leave Job Grade Medical Leave (Days) Hospitalisation < 2 years 2, 5 years > 5 years Leave (Days) Clerk Junior Officer Officer Senior Officer Assistant Manager Manager Senior Manager Assistant General Manager General Manager (a) All employees must produce valid medical certificates and/or supporting documents for medical/hospitalisation leave applications. Employees are required to submit their medical/hospitalisation leave applications via e-hr and submit the original documents/valid medical certificate from Company s panel doctor or permitted medical practitioner or hospitals to their HOD for approval upon resuming duty on the following working day; (b) Employees are required to contact and notify their immediate supervisor or HOD within thirty (30) minutes upon commencement of the employee s official working hours; (c) All employees can be granted up to sixty (60) consecutive days paid hospitalisation leave less the number of medical leave taken upon recommendation by a recognised medical practitioner and approval from the Executive Director Operations (EDO) or Head of Human Resource; (d) Excess medical and/or hospitalisation leave will be deducted from the employee s annual leave entitlement. If in the event the employee s annual leave has also been fully utilised, then the additional medical and/or hospitalisation leave taken will be treated as unpaid leave; (e) Employees are required to obtain prior approval from the EDO or the Head of Human Resource before applying for hospitalisation leave. (i) Employees are to submit relevant documents (e.g. hospitalisation certificate, bill, or any other related medical reports) to the (HRD) in order to obtain approval from the EDO or the Head of Human Resource, who will determine and grant approval on the number of days to be accorded to the employees. (ii) Upon approval from the EDO or the Head of Human Resource, employees are to apply for hospitalisation leave in the e-hr system. (f) HODs will then approve the hospitalisation leave based on approval of the EDO or the Head of Human Resource. 4

5 3. Prolonged Illness Leave (a) Prolonged Illness Leave is granted to confirmed employees who suffer from sickness/disease/injury which require extended medical leave. Prolonged illness shall mean cancer, tuberculosis, leukaemia, temporary paralysis, serious injuries, or any other sickness/disease/injury which the Management shall classify as a prolonged illness, subject to the confirmation from a recognised medical practitioner and recommendations from the employee s HOD and HRD; (b) Quantum/Duration of Prolonged Illness:- (i) For employees with less than ten (10) years of service (regardless of category): Duration of Prolonged Illness Leave Benefit Up to 3 months With full pay Up to additional 3 months With half pay Up to a further 3 months No pay leave (ii) For employees with more than ten (10) years of service (regardless of category): Duration of Prolonged Illness Leave Benefit Up to 6 months With full pay Up to additional 6 months With half pay Up to a further 6 months No pay leave (c) This benefit may be granted to all eligible employees upon recommendation from a recognised medical practitioner, and subject to approval from the Management; (d) The prolonged illness leave will not apply if the illness is known by the employee and not declared on their employment application form; (e) The bonus entitlement, if any, will be pro-rated and will exclude the period of the prolonged illness; (f) While on prolonged illness leave, the employee may return to work upon recommendation and confirmation from the recognised medical practitioner; (g) Should an employee suffer a relapse after returning from his / her prolonged illness leave and is required to go for further medical leave, he/she will not be entitled to a fresh period of prolonged illness leave, but shall continue from where his/her previous prolonged illness leave ends; (h) Upon the expiry of the prolonged illness leave, the employee should either be:- (i) able to resume duty on the recommendation of the recognised medical practitioner; or (ii) medically boarded out if he/she is still unable to discharge his/her duties fully. 5

6 4. Marriage Leave (a) Only confirmed employees will be given three (3) working days of marriage leave with full pay on the employee s legal marriage; (b) The marriage leave application must be supported by a photocopy of the marriage certificate; (c) Marriage leave must be utilized on the actual day of the registration or ceremony; and (d) Marriage leave must be applied for at least one (1) month prior to commencement of leave. 5. Maternity Leave (a) A female employee will be entitled to sixty (60) consecutive days (inclusive of Sundays, Public Holidays and medical leave) of paid maternity leave; Conditions/Requirements to fulfil: i. This entitlement is limited to the first five (5) surviving children only; ii. Maternity leave shall only commence after the completion of 28 weeks of pregnancy; iii. The female employee must be employed by the Company at any time at least four (4) months immediately before her confinement; iv. The female employee must be employed by the same Company for a period, or periods amounting in the aggregate to, not less than ninety (90) days during the nine (9) months immediately preceding confinement; and v. The female employee must notify the Company within a period of sixty (60) days immediately preceding her impending confinement of the date from which she intends to commence her maternity leave; (b) Any absence from work as a result of miscarriage, still-birth, abortion, pre-mature birth or any other illness due to pregnancy shall be deemed as normal medical leave if the female employee fails to satisfy the above five (5) requirements; (c) The female employee is required to apply for maternity leave no later than the first (1 st ) day upon returning to work. The maternity leave application must be supported by the birth certificate of the newly born child; (d) On the expiry of the maternity leave, if the female employee is certified unfit to work by the Company s panel clinics/ hospitals/ registered gynaecologist, her absence from work will be treated as normal medical leave and thereafter is unpaid leave; and (e) Upon expiry of thirty (30) days unpaid leave due to unfit for work after childbirth ; the continuity of employment will be at the sole discretion of the Company if the female employee is not eligible for the prolonged illness benefit. 6

7 6. Paternity Leave (a) Confirmed male employees shall be entitled to two (2) working days of paternity leave commencing from the day of delivery of his legal child; and (b) Male employees are required to apply for paternity leave no later than the first (1 st ) day upon returning to work. The paternity leave application must be supported by the birth certificate of the newly born child. 7. Compassionate Leave (a) All confirmed employees are entitled to paid compassionate leave not exceeding three (3) consecutive days (including Saturday, Sunday and Public Holiday) per occasion on the death of the employee s immediate family members, which include grandparents, grandparents-in-law, parents, parents-in-law, spouse, children, brothers and sisters; (b) The compassionate leave will commence on the following day if the death of the immediate family member took place in the evening and/or the employee had worked full day in the Company on the date of death of a member of the employee s immediate family; and (c) Compassionate leave must be applied for no later than the first (1 st ) day upon returning to work. The compassionate leave application must be supported by the death certificate or hospital confirmation. 8. Emergency Leave (a) Emergency leave is defined as leave taken without leave application at least three (3) working days in advance due to unforeseen circumstances such as accident, death of a relative (i.e. non immediate family members), serious illness of family members and any other circumstances deemed reasonable; (b) Employees are not encouraged to take emergency leave unless in exceptional circumstances which are to be determined and at the absolute discretion of the Company. Examples of exceptional circumstances includes the following: i. A severe, life threatening medical condition of the employee or his/her immediate family; ii. An unforeseen accident to the employee or his/her immediate family which renders it impossible to report for duty and employee s immediate family members includes grandparents, grandparents-in-law, parents, parents-in-law, spouse, children, brothers and sisters; and iii. Death of an immediate member of the employee s family (compassionate leave) or other close relative (non immediate family) of the employee. Other than the above, all other applications will not be allowed. 7

8 (c) Emergency leave application submitted shall be categorised as: i. Annual leave for those applications submitted with valid supporting documents and required approval. The approved emergency leave will be deducted from the employee s annual leave entitlement; or ii. Unpaid leave for those applications submitted without valid supporting documents and approval. Thus, it will be deducted from the employee s salary accordingly. (d) Employees are required to contact and obtain the approval of their immediate supervisor or HOD within thirty (30) minutes upon commencement of the employee s official working hours on the day this leave is to be taken. If immediate/hod cannot be reached/contacted, he/she must obtain the approval from the ultimate superior. If all immediate/hod/ultimate superior are not available, the employee must at least provide the following information to his/her colleague before commencing this leave: i. The nature and type of emergency or reason to take this leave; ii. The expected duration of this leave; and iii. Details of contact of which he/she can be reached by the Company during the leave period. (e) As for employees who report to Datuk/Datin, he/she must inform Datuk s/datin s secretaries immediately before commencing this leave and no later than thirty (30) minutes upon commencement of the employee s official working hours on the day this leave is to be taken; (f) Employees found responsible for abusing emergency leave may be subject to disciplinary action which may lead to termination of employment; and (g) Emergency leave must be submitted online, supported by document and evidence, on the first (1 st ) day upon returning to work. 9. Unpaid Leave (a) Employees are strongly discouraged from taking unpaid leave unless there are pressing circumstances/matters to attend to and all annual leave entitlement has been exhausted; (b) Employees found responsible for abusing unpaid leave may be subject to disciplinary action which may lead to termination of employment; (c) Application for unpaid leave must be supported by valid reasons or evidence. Prior approval from the HOD must be obtained before unpaid leave can be utilised; (d) Application made for unpaid leave and approved by the HOD or proxy prior to the actual date taken will exclude Saturday, Sunday and Public Holiday. However, application of unpaid leave made only after the utilization of the said leave will include Saturday, Sunday and Public Holiday; and (e) Once approved, unpaid leave shall be deducted from the current or following month s salary. 8

9 10. Replacement Leave/ Time-Off In Lieu (a) Employees who are not entitled to overtime claims but are required to work beyond his normal hours on a full working day or call back for duty on his/her off/rest day for a special assignment i.e. mock run initiated by the authorities, fire drill, or system implementation/upgrade, he/she will be given replacement leave or time-off in lieu of excess hours of work as follows: Excess of normal hours of work on a full working day/ off day Replacement Leave/ Time-Off in lieu 2 to 4 hours Time in lieu of excess hours Above 4 hours ½ day leave Normal hours of work on a rest day Replacement leave Up to 4 hours ½ day leave Up to 8 hours 1 day leave Excess of normal hours or work on a rest day Replacement leave Up to 4 hours ½ day leave Above 4 hours 1 day leave (b) HOD s prior approval of replacement leave or time off in lieu is required before commencement of duty/work; (c) Such replacement leave or time off in lieu must be utilised within one (1) month from the date of the duty/work performed. Upon expiry of the deadline, such replacement leave or time off in lieu will be forfeited and encashment is not allowed; (d) It is the responsibility and obligation of both the employers and employees to monitor replacement leave or time-off in lieu and ensure timely clearance; and (e) For special assignments other than those stated above, approval from EDO or MD & CEO is required. 11. Examination and Study Leave 11.1 Examination Leave for Professional Course (a) Examination leave with pay for courses which are directly related to the work of the employee that is recognised by the Ministry of Education of Malaysia (approved formal study programmes and approved by the Management) will be granted to permanent employees with more than one (1) year of service with the Company prior to the date of examination; 9

10 (b) Employees taking such leave must produce the examination time table or the original examination notification slip to their HOD for verification and approval; (c) Application of leave must be applied for at least three (3) weeks prior to the examination date; and (d) Examination leave is granted for the time required to attend the examination and shall be administered on the basis of half day or full day in accordance to the duration and timing of the actual examination. The maximum entitlement is two (2) working days per annum as per the Company s financial year Study and Examination Leave for Mandatory Examination (a) Leave granted to employees to attend and to study for mandatory examinations leading to obtaining the relevant license or regulator s permission to work in the job role for which they are employed for; (b) The mandatory examinations leading to the following positions have been approved for the purpose of this policy :- i. Company dealers in Shares and Equity; ii. Company dealers in Futures Derivatives/Contracts; iii. Fund Manager; iv. Investment Advisor; v. Registered Compliance Officer; (c) Employees will be granted Study Leave up to a maximum of two (2) days per annum as per the Company s financial year; (d) Employees will also be granted the Examination Leave which shall be administered on the basis of half days or full days in accordance to the duration and timing of the actual examination. The maximum entitlement is two (2) working days per annum as per the Company s financial year; (e) Application of both study leave and examination leave must be applied for at least three (3) weeks prior to the examination date; and (f) Employees taking such leave must produce the examination time table or the original examination notification slip to their HOD for verification and approval. 12. Time-off for Medical Consultation (Hospital/Clinic) (a) Employees are allowed to apply for time-off of not more than two (2) hours for them to go or to accompany their spouse and children to go for their medical treatment; (b) The time-off application must be supported by the Time-off Chit issued by the doctor and must be submitted to the HOD for approval via the e-hr system; and (c) The Company may allow short visits to the clinics/hospitals on rare occasions. If such time-off becomes too frequent, employees will be advised to take ½ day annual leave, or if it is for 10

11 medical check-up purposes and is not urgent in nature, employees are to arrange for appointments on Saturdays instead. 13. External Training Leave (a) Employees attending any external training are required to apply for External Training Leave; (b) External Training Leave must be applied for at least three (3) working days prior to the date of the training; and (c) Employees taking such leave must produce the Staff Training and Development form or written confirmation from the external training provider to their HODs for verification and approval. 14. Offsite Duty Leave Employees must apply for offsite duty leave via our e-hr system for the following: (a) Out-of-town work assignments in the course of their duties. Out-of-town duty is defined as work involving travel beyond Kuala Lumpur and Selangor. Out-of-town duty must be applied for at least three (3) working days prior to the date of the out-of-town duty via our e-hr system under the option Offsite Duty ; and (b) Company visitations, meetings with clients and vendors, inspection of construction sites and other official matters whereby the duration of the visit/meeting/appointment is expected to be at least half a day. 11