Employee Policies & Procedures Manual (Singapore)

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Revision History
Rev. No. / Date / Reason for revision
HRA-413
HRA-201
HRA-303
HRA-101
HRA-303
HRA-202
HRA-101
HRA-301
HRA-201 / 20 Feb 2017
11 May 2018
15 Mar 2017
15 Sep 2017
1 Oct 2017
11 May 2018
16 May 2018
1 June 2018
1 July 2018
16 July 2018 / New Policy: Car Park Lots Allocation
Revised Policy for Car Park Lots Allocation
Amended clause 3.3 to include calculation based on working day not calendar day
Include LSA Travel Scheme to Head Office (SG) Staff. Air ticket bear by the Company in additional to S$1k expense
To include staggered working hours for support team and revised the reporting/leaving time while on half day leave
Revised of Travel Scheme, Staff to arrange for the Travel ticket themselves and S$1k expense to reimburse after the trip via payroll
Updates on Types of Leave and Application Procedure (India Regions Only)
To remove staggered working hours for support team and change to Flex-work hour wef 1 June 2018 (Group)
Updates on Employee Referral Scheme (SG Group)
Update on Shared Parental Leave, Childcare Leave and Extended Childcare Leave

Employee Policies & Procedures Manual (Singapore)

Contents

Introduction

Employment Policies

HRA-101: General Employment Items (Group)

HRA-102: Probation and Confirmation

HRA-103: Cessation of Service

HRA-104: Performance Management & Career Progression

HRA-105: Discipline & Conduct Management

HRA-106: Salary Administration

HRA-107: Employee Dress Attire

Benefits – Leave

HRA-201: Types of Leave and Application Procedure

HRA-202: Types of Leave and Application Procedure (India Regions only)

Benefits - Others

HRA-301: Employee Referral Scheme (SG Group)

HRA-302: Outpatient Medical, Dental and Specialist Consultation

HRA-303: Long Service Award (Group)

HRA-304: Bereavement Policy (SG Group)

HRA-305: Gift for New Born/Get Well

HRA-306: Birthday Time Off (SG Group)

HRA-307: Employee Loan (SG Group)

Workplace

HRA-401: Manpower Planning & Recruitment (SG Group)

HRA-402: Insider Trading (SG Group)

HRA-403: Personal Data Protection Act (SG Group)

HRA-404: Grievance Handling (SG Group)

HRA-405: Whistle-Blowing (SG Group)

HRA-407: Acceptance/Offer of Gifts (SG Group)

HRA-408: Office Admin Purchasing

HRA-409: Office Security and Access

HRA-410: Company IT Assets, Email & Internet Usage (SG Group)

HRA-411: Corporate Credit Card (SG Group)

HRA-412: Social Media (SG Group)

HRA-413: Car Park Lots Allocation

Office

WH-001: Warehouse Security Policy

This manual is implemented in conjunction with:

  • 2 Training Procedures under QMS
  • Travel Policy & Procedure Manual
  • Expense Guideline Manual
  • Information Management Policy Manual
  • Anti-Bribery/Anti-Corruption Policy & Procedure
  • Employee Code of Conduct
  • Workplace Safety & Health Manual (To be advised)

Introduction

This Manual has been prepared to serve as a quick and easy source of information on policies and procedures of the Excelpoint Systems Pte Ltd (ESPL)and is accessible via the Company’s network – S drive/Public Folder.

This Manual is meant only for ESPL staff in Singapore and it does not replace an individual’s Contract of Employment.

Employees are advised to consult their respective Head of Department or the Human Resource & Administrative (HRA)Department on matters not provided for herein or on matters specific to their individual terms of employment.

The Management reserves the right to make changes or to discontinue with any policy, procedure and benefits contained in this Manual.

No part of this Employees' Manual may be reproduced or transmitted in any form or by any means without the permission of ESPL.

The Human Resource & Administrative Department

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Employment Policies

Employment Policies
Title: /

HRA-101: General Employment Items(Group)

Policy No.: / HRA-101 / Revision No.: / 03
Effective Date: / 1 Oct 2017 / Revision Date: / 1 June 2018
  1. Pre-employment Medical Check-up

New employee has to undergo a pre-employment medical check-up before joining the Company. If the employee is certified medically unfit to work, the employment contract with the Company will be voided.

2.Confidential and Non-Disclosure Agreement

Employee has to agree and sign the Non-Disclosure Agreement before commencement of work.

3.Working Hours

The Company provide Flexi-work Hour arrangement and the employee will need to ensure that the daily work hours of 8.5 / 9 / 9.5 hours (in accordance to respective offices and including lunch hours).

Based on the official operating hours, there will be a flexibility one hour time period as per Appendix 1 (except for Reception staff) andemployee are expected to observe punctuality.

Appendix 1

Office Location / Operating Hours / No of hours including lunch / Flexi-work hour period
Start / End / Start / End
Singapore / 0830 / 1800 / 9.5 hrs / 0800 - 0900 / 1730 - 1830
Malaysia / 0830 / 1800 / 9.5 hrs / 0800 - 0900 / 1730 - 1830
India / 0830 / 1730 / 9.0 hrs / 0800 - 0900 / 1700 - 1800
Indonesia / 0830 / 1730 / 9.0 hrs / 0800 - 0900 / 1700 - 1800
Philippines / 0830 / 1730 / 9.0 hrs / 0800 - 0900 / 1700 - 1800
Vietnam / 0800 / 1700 / 9.0 hrs / 0800 - 0900 / 1700 - 1800
Thailand / 0800 / 1700 / 9.0 hrs / 0800 - 0900 / 1700 - 1800
Australia / 0900 / 1730 / 8.5 hrs / 0830 - 0930 / 1700 - 1800
Leave Arrangement / Singapore, Malaysia / India, Indonesia, Philippines, Vietnam, Thailand / Australia
Taking
half-day morning leave / Staff will need to ensure that 4 hours 15minutes are being clocked after lunch (13:15 – 14:15) / Staff will need to ensure that 4 hours are being clocked after lunch (13:00 – 14:00) / Staff will need to ensure that 3.75 hours are being clocked after lunch (13:15 – 14:15).
Taking
half-day afternoon leave / Staff will need to ensure that 4 hours 15minutes are being clocked before leaving / Staff will need to ensure that 4 hours are being clocked before leaving / Staff will need to ensure that 3.75 hours are being clocked before leaving.
Earliest for the staff to leave office will be from 12:15 / Earliest for the staff to leave office will be from 12:00 / Earliest for the staff to leave office will be from 12:15
Birthday
Time Off / The flexi hour is applicable, when staff taking 2 hours early release for their birthday.

Under Flexi-work hour, the leave arrangement will be as follows:

3.1Lunch hour will continue to be the same from 1230 – 1330 hours.

3.2In the event of staff taking half day morning leave or morning sick leave, staff will need to ensure that 4 hours / 4.25 hours (depending on offices) are being clocked after lunch (1330 hr onwards).

3.3If the staff is taking afternoon leave, earliest for the staff to leave office will be from 1200hr or 1215 hr (depending on offices).

3.4In the event where there is official company early release time for festive reasons, all staff will need to adhere to the official normal work hours.

4.Transfer

The Company reserves the right to transfer a staff from one work place to another within the Excelpoint group of companies upon mutual discussion and agreement.

5.Insurance Coverages

The Company has taken up various Insurance policies to provide greater security for all employees and in accordance to local legislation requirements.

5.1. Eligibility

All full-time permanent employees will be covered under the insurances provided by the Company unless there are special exclusions given by the Company’s appointed Insurer due to the employee’s past medical history.

5.2. Type of Insurances

•Work Injury Compensation

•Group Hospitalization & Surgical

•Group Major Medial Rider

•Group Personal Accident

•Group Term Life

•Group Business Travel Insurance

Insurance coverages are renewed on an annual basis and terms of coverage may change from year to year. For detail of the insurance coverage for your position, you can request a copy for the HRA Department.

6.Retirement and Re-Employment

The Company will strictly adhere to the procedures and recommendations provided by the local legislation on retirement age and re-employment. The Act to follow in Singapore is Retirement and Re-employment Act of Singapore.

Employment Policies
Title: /

HRA-102: Probation and Confirmation

Policy No.: / HRA-102 / Revision No.: / 01
Effective Date: / 1 Jan 2017 / Revision Date: / 1 Dec 2016
  1. Probation

Probation is a period of time whereby the Company will assess the suitability of the new employee to a job role assigned. The duration of probation is dependent on the job level of the employee. The following table stipulates the probation duration of the different job levels.

Job levels / Probation period
Executives and below / 3 months
Senior Engineer/ Engineer / 3 months
Asst. Managers & above / 6 months
  1. Confirmation

2.1.HR will send a Performance Appraisal Form to the assessing Manager regarding their respective employee’s confirmation at least 2 weeks before the employee is due for confirmation. The assessing Manager has to get approval to confirm or terminate the employee from the HOD before submitting the completed appraisal form to HR Department.

2.2.Upon confirmation, the Company may or may not adjust the confirmed employee’s salary subject to his/her performance in the past months. Any salary adjustment upon confirmation will be subjected to approval from the respective BU Heads.

2.3.Direct Supervisor can request for an earlier confirmation if the new employee is able to demonstrate his/her capabilities with at least 3 months on the job. (i.e. not necessary to wait till the stipulated probation period).

  1. Extension of Probation Period

3.1.The assessing Manager may recommend the extension of the probation period of the employee for a further period upon expiry of the initial period of probation.

3.2.The assessing Manager must discuss the reasons for the extension of probation period so that the employee can work on the areas of improvement.

3.3.At the end of the extended probation period, a completed performance appraisal form by the assessing Manager must be submitted to HR after getting approval from the HOD to confirm or terminate the employee.

3.4.Second extension of the probation period is strongly discouraged.

Employment Policies
Title: /

HRA-103: Cessation of Service

Policy No.: / HRA-103 / Revision No.: / 01
Effective Date: / 1 Jan 2017 / Revision Date: / 1 Dec 2016

1.Purpose

This policy aims at ensuring stability and continuity of employment not only for the well-being of the individual but also for the efficiency and well-being of Excelpoint. It also serves as a procedure to acknowledge the employee’s intention to terminate his / her employment with the Excelpoint and to know his / her reason(s) for leaving Excelpoint.

2.Scope

Applies to all employees except Executive Directors.

3.Policy

3.1Forms of Cessation

a / Dismissal / Occurs when an employee is removed from his/her working career due to disciplinary matters.
b / Resignation / Occurs when an employee expresses his/her intention to give up his/her position or office with a formal notification to his/her Reporting Officer.
c / Retirement / Occurs when an employee officially concludes his/her working career.
d / Termination / Occurs when the employment contract of the employee is prematurely ended based on the clauses stated in the employment contract.
e / Self-Dismissal / Occurs when an employee continuously absent from work for more than 2 working days without prior leave or without reasonable excuse.

3.2Notice of Cessation of Employment

3.2.1The Company or the employee, except for employee who is dismissed for misconduct, may terminate the employment by giving to the other party notice in writing of termination or payment of salary in-lieu of the required notice period.

3.2.2The notice period for different employee categories shall follow individual employment contract, and/or with the following guideline:

Job levels / Notice during Probation Period / Notice upon Confirmation
Executives and below / 2 weeks / 1 month
Senior Engineer/ Engineer / 1 month / 2 months
Asst. Managers & above / 1 month / 2 months
DD & D / 1 month / 3 months
VP & above / 1 month / 6 months

3.2.3In the event of short notice of resignation, the terminating party must pay to the other party an equivalent salary in-lieu-of notice.

3.2.4The Company reserves the right to waive the notice period in exceptional circumstances, subject to exigencies of the service.

3.2.5No notice period is required when an employee is dismissed for misconduct and/orcontinuously absent from work.

4.Procedures

4.1The employee will serve his / her notice of resignation to his / her Reporting Officer.

4.2The Department concerned shall forward the resignation letter to Human Resources & Administration (HRA) Department not later than 3 working days upon receipt of the resignation letter from the employee.

4.3HRA Department will issue a letter of acknowledge of resignation to the employee to confirm his / her last employment date with the Company.

4.5In the case of termination, HRA Department will issue a letter to the employee to serve him / her the notice period to terminate his / her service with the Company in accordance to his / her employment contract.

4.6In cases of resignation without notice by the employee, the Department concerned will

aimmediately notify HRA Department via e-mail or by person of the resignation

bHRA will withhold the employee's salary payment for the month pending return of company-issued items.

4.7HRA Department will then advise employee of the amount of wages due to the employee via a Letter of Final Salary Payment which will detail the payment calculation and amount. Salary due to the employee will only be released on condition that all company-issued items are returned either on the employee’s last day of work / service or within 7 working days upon proper handoverand upon clearance of Income Tax for foreign employees, if needed.

4.8 Letter for Certification of Service will be issued to the employee on his/her last working day out of good gesture.

4.9 HRA will has to ensure the employee signed the Employee Release Form (HRAF-103-2)to discharge both parties’ liabilities upon releasing the final salary payment.

4.8HRA Department will cease the employee record in the HRIS & ERP System once wages is released and all clearance have been done (ESPL-QP-04_F5: Employee Clearance Form).

5.Exit Interview

5.1Upon receiving the employee’s resignation letter, HRA will conduct the exit interview (HRAF-103-1: Exit Feedback Form) with the employee.

5.2HRA Department will review the employee’s reason(s) for leaving the Company. This is to ensure that the Company could sincerely take remedial action whenever possible.

5.3All information gathered during the exit interview shall be kept strictly confidential.

6.Company’s Properties

6.1All employees leaving the Company are required to return all company-issued items to HRA Department on their last day of work / service.

6.2The respective department will ensure that all documents, reports and any other materials produced or kept by the employee in the course of his / her employment, are returned to his / her Reporting Office upon resignation / termination of employment.

7.Outpatient Medical Benefits (Primary & Specialist) on Cessation

7.1An employee who has given written notice of resignation is eligible for the outpatient medical benefits calculated up to the last day of service.

7.2When the employee resigns, he / she will be required to refund all outpatient medical benefits taken in excess of his / her earned entitlement. The formula for computing outpatient medical benefits taken in excess is as below:

No. of Calendar Days Served in a Year

------x Annual Outpatient Medical Benefits

No. of Calendar Days in a Year

8.Annual leave on Cessation (excluding Dismissal)

8.1An employee who has given written notice of resignation is eligible for the annual leave calculated up to the last day of service.

8.2The employee will be requiredto refund all annual leave taken in excess of his / her earned entitlement.

8.5If an employee is unable to clear his annual leave balance due to exigencies of service, he / she will be allowed to encash them.

9.Annual Leave on Dismissal

When an employee is dismissed for misconduct, he / she will not be eligible for any salary payment for annual leave that is not yet consumed as at the day of dismissal, this is governed under Singapore Employment Act.

10.Annual Leave on Retirement

An employee who will be retiring from the Company will be given permission to take all the annual leave due to him immediately before the date of retirement or to encash them.

  • HRAF-103-1: Exit Feedback Form
  • ESPL-QP-04_F05: Employee Clearance Form
  • HRAF-103-2: Employee Release Form

Employment Policies
Title: /

HRA-104: Performance Management & Career Progression

Policy No.: / HRA-104 / Revision No.: / 01
Effective Date: / 1 Jan 2017 / Revision Date: / 1 Dec 2016

Purpose

This serves to provide an assessment and discussion of an employee performance and developmental needs. The performance appraisal exercise provides communication and feedback between the employee and superior.

A.Performance Appraisal

  1. All employees shall be appraised on his/her performance at least once in a given financial year.
  1. Content of the appraisal shall include the following:
  • Job performance proficiency of the appraisee in the existing incumbent
  • Growth and development potential of the appraise
  • Special skills and talents of the appraisee that can be tapped for the contributions to the Company.
  1. Performance appraisal are used under the following (list is not exhaustive) circumstances:
  • Annual Performance Appraisal
  • Confirmation of Employment
  • Performance Counselling
  • Promotion / Demotion Review
  1. All employees will self-appraise by completing the performance appraisal form (HRAF-104-1). This will be followed by the assessing supervisor appraising him/her on the appraisal form. The assessing supervisor may recommend promotions or salary increments in their assessments of the employee. As the company practises open appraisal so it is imperative that the assessing supervisor provides feedback to the employee on his/her performance. Work targets for the next performance appraisal period may also be set with the employee.
  1. If the employee feels that he is unfairly assessed, he may refer the issue to the next level of management above his assessing supervisor. He may also refer to the HRA Department for further assistance.
  1. HODs will submit the performance appraisal forms and recommendations to the HR department for consolidation by or before the deadline given.
  1. The CEO shall be the final authority on performance appraisals.

B.Performance Improvement Program (PIP)

The purpose of this Performance Improvement Plan (PIP) is to define serious areas of concern, gaps in your work performance, reiterate Excelpoint’s expectations, and provide the Employee’s the opportunity to demonstrate improvement and commitment.