business policy xyz

8/11/2019 Business Policy Xyz

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2.5 Business policy

2.5.1 Equal Opportunity Policy

Merchandising Company Kingdom actively pursues equality of opportunity both

in the provision of services to the public and as an employer. The company safeguards

all employees, customers, contractors and who come into contact with the company and

make sure that they will be treated, equally, with fairness and consistency.The company

will make reasonable accommodations for qualified individuals with disabilities unless

doing so would result in an undue hardship. All employees have a personal

responsibility for the practical application of this policy in their day-to-day activities and

must support the policy at all times .Non-compliance with this policy will be treated

seriously and will not be tolerated. Furthermore, the company ensures that no

requirement or condition be imposed without justification which could disadvantage

individuals on any of the above grounds.

This policy applies to all terms and conditions of employment, including, but not limited

to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence,

compensation, and training.

Work Environment

XYZ Merchandising Company insists that all individuals be treated with respect and

dignity. The Company ensures to create a productive and safe working environment

that promotes diversity and inclusion in their workforce. Each individual should be able


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sexually graphic verbal commentaries or jokes made in any medium;

sexually degrading words used to describe an individual;

or the offensive display in the workplace of sexual or pornographic objects,

pictures or writings.

Racial/Ethnic Discrimination and Harassment

The purpose of this policy statement on racial/ethnic discrimination and harassment is

to establish clearly and unequivocally that XYZ prohibits racial and ethnic discrimination

by and of its employees. No employee, regardless of race or ethnicity, should be

subjected to racially or ethnically offensive, hostile, or intimidating conduct either verbal

or physical.

Racial/ethnic harassment may take many forms, including, but not limited to:

menacing behavior, words, or symbols directed at persons of a particular race or

ethnicity;

displaying, distributing or otherwise communicating anything offensive in any

medium which focuses on race or ethnicity;

making critical or mocking comments about racial or ethnic characteristics, such

as voice, accent, physical features, hair texture, or manner of dress;

perpetuating or promoting racial/ethnic stereotypes, such as assumptions about

likes and dislikes based on race or ethnicity;

assigning persons to an isolated or separate work area based on their race or

ethnicity;


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basing overtime assignments on race or ethnicity.

Other Illegal Harassment

In addition to racial and ethnic harassment, XYZ recognizes that other forms of unlawful

harassment exist. Such unlawful harassment may target persons because of their

religion, sexual orientation, gender, marital status, pregnancy, genetic information,

citizenship status, age, disability, veteran status, or other factors. The company

promotes an actively demonstrated Group's diversity policy and practices and will not

tolerate misconducts.

Other Inappropriate or Unprofessional Conduct

XYZ also prohibits conduct by or toward any employees, coworkers, supervisors,

managers, customers, vendors, contractors, visitors, or others who conduct business

with the company that is inappropriate in a work environment or is considered

unprofessional. Such conduct includes behaviors that improperly interfere with the

ability of XYZs employees to perform their expected job duties.

Complaints

Any employee who feels that he or she has grounds for complaint in relation to bullying,

discrimination, harassment or victimization has the right to pursue the complaint through

the Group's grievance procedure.Employees/ Customers who feel they have grounds

for complaint may pursue these through the customer complaints procedure. Although

XYZ encourages you to express your concerns directly to the offending person, if, in


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your judgment, informal, direct communications between individuals is ineffective or

impossible, you should immediately communicate your problem to Management or

Human Resources. To do so, promptly report the incident to your Manager or another

management employee (ideally within 48 hours of the occurrence), who will investigate

the matter and take appropriate action.

If you believe it would be inappropriate to discuss the matter with your Manager, you

may report it directly to higher-level management in your organization. The person, to

whom you report the conduct, will promptly cause an investigation to be undertaken.

XYZ will endeavor to protect the privacy of both the complainant and the accused and to

keep the investigation confidential to the extent practical and appropriate under the

circumstances.

2.5.2 Hiring Policy

2.5.2.1 Hiring Process

XYZ Merchandising believes that hiring qualified individuals to fill positions contributes

to the overall strategic success of the company. The company makes selection based

on a combination of the applicants skills, competencies, experience, passion,

motivation and potential. Each employee, while employed, is hired to make significant

contributions to XYZ. The application process for most positions will take one to three

days to complete. Initial screening (computer and aptitude tests) and behavioral

interviews are usually done on the same day and take two to four hours. Positions


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All regular exempt and nonexempt job openings are posted on XYZs intranet and

bulletin boards for employees to review. Jobs will remain posted until the position is

filled. Job postings are updated every end of the week.

Internal transfers

Employees who have been in their current position for at least one year may apply for

internal job openings. This requirement may be waived with the consent of the

employees manager and the HR department.

Employees must complete the Internal Job Opening Request Form. The form must be

completed and submitted to the HR department within one week after the job is posted.

All applicants for a posted vacancy will be considered on the basis of their qualifications

and ability to perform the job successfully. Internal candidates who are not selected will

be notified by the HR department. After a transfer to a new position, employees will

begin a probationary period for the new position.

Recruitment advertising

Positions are advertised externally based on need and budget requirements. The HR

department is responsible for placing all recruitment advertising.

Interview Process


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The HR department or the hiring manager will screen applications and resumes prior to

scheduling interviews. Initial interviews are generally conducted by the HR department

and the hiring manager.The aim of this interview is to understand your career interests,

your educational background, skills, competencies and experience, and what motivates

you to succeed at work.During those interviews, applicants will be asked specific

questions about those competencies (both technical and behavioral) which are linked to

the core job requirements.

Team interviews may be conducted as needed for some positions. If a team interview is

conducted, a structured interview process is recommended. Interview questions should

be compiled by the interviewing team and reviewed by the HR department prior to the

interview. After the team completes the interview process, the results of the interview

should be forwarded to the hiring manager/supervisor for review. The hiring manager or

supervisor has the authority to make the hiring decision.

Supervisors must use the applicant summary tracking form and notify the HR

department of all interviews conducted. All applications and resumes of applicants not

selected must be forwarded to the HR department for retention.


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The HR department will notify applicants who are not selected for positions at XYZ

Merchandising Company.

Reference checks, criminal background checks, and drug and alcohol testing

After a decision has been made to hire a particular candidate, an offer will be made to

that individual contingent on satisfactory completion of reference checks and criminal

background checks.The HR department will check references for all candidates and

contact final candidates to complete a pre-employment drug and alcohol screen.

Selection decision and Job offers

Our selection panel will identify the most qualified candidate for the post. Once the

candidates have been selected for the position; the HR representative will send a

comprehensive employment offer. Human resources and line manager will remain in

close contact with the selected applicant until first day at XYZ.

If the HR department receives satisfactory results from the reference checks, criminal

background check, and the drug and alcohol screen, it or the hiring manager/supervisor

will notify the candidate to confirm the job offer.

Initial start date and orientation


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On an employees start date, the employee will complete required paperwork and an

orientation with the HR department. The new employees manager or supervisor is

responsible for providing a department orientation for the new employee which aims to

help all new employees settle into their roles in a way that sets them up for success and

allows them to become productive members of the company as quickly as possible.

The employees supervisor will complete the New Hire Checklist with new employees

and review department policies and procedures.

2.5.2.2 Status of Employment

An employment contract is for:

1. Regular or Permanent Employment.

This is given to an employee who has satisfactorily passed the probationary period after

6 months. Managers, by virtue of the positions they occupy, may be hired as regular or

permanent employees. Those hired as regular employees are entitled to performance

appraisal only after one (1) year of service or even prior thereto, at the sole discretion of

Management for meritorious reasons or when the interest of the Company so requires.

2. Probationary Employment


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This is given to a newly hired employee. The standard probationary period is six (6)

months. The employee's performance during this probationary period will be reviewed

before the end of 6 months. A probationary employee may be terminated anytime for

valid reasons as stipulated in the Code of Conduct and in accordance with the Labor

Code.

3. Temporary or Contractual Employment

This is given to those who are hired for occasional or seasonal work covering a limited

period of time, or those employed as a temporary replacement for a regular employee

on leave, or for specific projects with a definite term through designated employment

agencies. If a contractual status of employment is converted from temporary to

probationary, he must undergo a probationary employment of 6 months.

Employment of Relatives

It is the policy of XYZ Merchandising to hire the best qualified candidate for each job

opening. It is the goal of XYZ to place individuals into jobs/departments in which they

can make the most effective contribution to the success of. Relatives of active XYZ

employees will not be given special consideration.

Outside Employment

The Company does not allow its officers and employees to engage in outside

employment particularly those that directly conflict with the Companys interest and/or

those that conflict with its official working hours while in the employ of XYZ.


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2.5.2.3 Personnel Movement

1. Promotion

This is the movement of an employee to a higher position or level. Promotion shall be

based on efficiency, education, experience and seniority.

2. Lateral Transfer

This is the movement of an employee from one job to another within or outside of

department without change in level and salary. Transfers may be initiated by either

Management or the employee.

3. Suspension

Suspension is a temporary cessation of employment of an employee as a result of a

disciplinary action for an offense committed, in accordance with the provisions of the

XYZsCode of Conduct and Discipline.

4. Separation from Employment

Separation from employment is the permanent cessation of the employer-employee

relations which may be initiated by the employee, by management or by reasons or

causes not directly attributed to either of the two, within the limits of the Labor Code.


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Situations under which separation from employment occurs may be due to but not

limited to the following:

Voluntary Resignation

Permanent and total disability

Unsatisfactory performance during probation

Retirement

Death

Termination for cause

5. Retirement

Employees who have reached the age of 60 years or more but not beyond 65 years old

shall receive a retirement pay. The minimum retirement pay is one-half (1/2) month

salary for every year of service.

6. Resignation

XYZ requires prior notice of thirty (30) days from employees who intend to resign to give

ample time to look for qualified replacements.

7. Termination

Voluntary Terminations

A voluntary termination of employment occurs when an employee informs his or her

supervisor of the employees resignation or when an employee is absent from work for


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three consecutive workdays and fails to contact his or her supervisor (job

abandonment).

Procedures

Employees are requested to provide a minimum of two weeks notice of

their intention to separate from the company to allow a reasonable amount

of time to transfer ongoing workloads. The employee should provide a

written resignation letter or notification to his or her manager.

Upon receipt of an employee's resignation, the manager will notify the

human resource (HR) department by sending a copy of the resignation

letter or notification to HR and any other pertinent information (e.g.,

employees reason for leaving, last day of work).

The HR administrator or branch manager will coordinate the employees

out-processing. This process will include:

The employees returning all company property (e.g., keys, ID cards,

parking passes).

A review of the employees post-termination benefits status.

The employees completion of an exit interview. The exit interview

provides employees with the opportunity to freely express views about

working at XYZ, and the employees comments during the exit interview

will be kept confidential. HR will compile data from exit interviews to

determine if feedback to the head of the employees department or other

members of management is necessary.


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The employees manager will complete a Supervisory Termination

Summary and deliver the completed form to HR.

Employees who possess a security clearance must meet with the security

officer for a debriefing no later than their last day of employment.

Involuntary Terminations

An involuntary termination of employment, including layoffs of over 30 days, is a

management-initiated dismissal.

The inability of an employee to perform the essential functions of his or her job with or

without a reasonable accommodation may also result in an involuntary termination. An

employee may also be discharged for any legal reason, e.g., misconduct, tardiness,

absenteeism, unsatisfactory performance or inability to perform.

In some cases progressive discipline may be used, prior to termination, to correct a

performance problem. However, certain types of employee misconduct are so severe

that one incident of misconduct will result in immediate dismissal without prior use of

progressive discipline.

Procedures

Before any action is taken to discharge an employee, the employees

manager must request a review by the termination review board, which

consists of the president, the vice president of HR and the employees

department head.


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The termination review board will be responsible for reviewing the

situation and determining if discharge is warranted. If the board

recommends discharge, the employees manager and an HR

representative will notify the employee. The employees manager should

complete an Employee Change Form or e-mail HR to confirm the last day

worked by the employee.

Death of an Employee

A termination due to the death of an employee will be made effective as of the date of

death.

Procedures

Upon receiving notification of the death of an employee, the employees manager

should immediately notify the benefits administrator.

The benefits administrator will process all appropriate beneficiary payments from

the various benefits plans.

2.5.3 Work Schedule Policy

A. Regular Work days and Hours

1. Office Mondays through Fridays from 8:00am to 5:00pm


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2. Lunch break from 12:00nn to 1:00pm or as scheduled by the Department Heads

(related to customer service transactions)

3. Coffee break for 15 minutes each in the morning & in the afternoon to be

scheduled as follows:

3.1 Morning break - 10:00 am-10:15 am; 10:15am -10:30 am

3.2 Afternoon break - 3:00 pm -3:15pm; 3:15pm-3:30pm

2.5.4 Performance Evaluation Policy

1. Performance Evaluation System

At XYZ Merchandising, performance feedback is a continuous process. Only by

knowing where you stand with respect to job performance will one be able to improve

himself/herself. Periodic performance evaluation will be undertaken to assist employees

their professional development and growth in XYZ. It will also be used to determine

merit increase objectively and equitably, and serve as basis for appropriate personnel

action. The system allows the rater to discuss his evaluation ratings with the employee

for coaching and counseling, making sure specific points for improvement is taken up.

During this session, the rate is encouraged to talk openly (speak up) with the rater

(normally the immediate superior) in as much as the purpose of this dialogue is open

communication.


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2. Service Awards

These awards are given to employees who have served the Company for 5, 10, 15, 20

years in recognition of their valuable contribution to the organization.

2.5.5 Contracts and Confidentiality Agreements

The business requires that all employees be very discreet regarding Company data

including vital figures/statistics, clients' identities and their holdings/transactions with the

Company, etc. It is imperative that all employees, without any exception, should strictly

maintain confidentiality of Company data. It follows that confidential data should never

be discussed with anybody who does not have any business knowing about the

transaction. In this regard, all employees, without exception, are required to comply with

the contract agreement upon employment. Being entrusted with such information, the

staff should practice prudence and integrity in disclosing said information. As a general

rule, computers, emails, soft & hard copies of data and other software are solely

intended for the societys use. All staff is discouraged from accessing or duplicating files

without authorization. All intellectual properties i.e. program manuals, books, contracts,

documentations, etc. obtained in the course of ones work with XYZ are to be kept

confidential and may not be lent or shared to outsiders during and after their work

engagement.


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2.5.6 Attendance and Punctuality Policy

Time Record

All staff is required to personally log in and out their Daily Time Records through the use

biometric. The said daily time record shall contain information such as the time of arrival

and departure from the office. This is so required for payroll purposes and proper

monitoring of attendance.

Tardiness/Undertime

A 10-minute grace period in the morning shall be allowed, i.e., 8:10am and shall be

considered excused. An employee is considered tardy if he/she arrives after 8:10am of

a regular working day and the resulting under time, counted from 8:00am, shall be

deducted in his/her salary.

Overtime Work

Any employee required to render OT shall accomplish an OT Request Form daily in

duplicate, duly approved by their respective department heads at least one day before

the intended date and to be submitted to HRD for approval.

2.5.6.1 Leave of Absences


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Absences

1. Absence from work because of emergency may be excused in the following cases:

a) when the employee is sick

b) when an immediate relative is sick and the employees presence is needed

c) when an employee has to attend to some personal matter requiring his/her

immediate attention

With any of the above reasons, an employee must inform early during the day, thru

telephone calls, e-mail, SMS, or any other similar means to immediate supervisor or

HRD

2. If an employee has been sick for 4 days or more, he/she must present a medical

certificate to HRD and must fill up the Request for Leave of Absence Form. Vacation

leaves (with or without pay), must be approved by department heads at least 3 working

days prior to the first intended vacation date.

a) Absences not covered by the above requirements shall be considered as unexcused

and therefore, subject to appropriate disciplinary action and/or salary deductions as may

be required.

b) A Request for Leave of Absence must be accomplished duly approved by the

employees department head.


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Benefits and Compensation

1. Leaves

As a reward for continuous and satisfactory service, the employee is allowed privileges

upon fulfillment of certain eligibility requirements.

a.) Vacation Leave

Each employee who has completed at least one year of continuous employment

reckoned at the time of probationary employment shall be entitled to 15 days

vacation leave. The vacation leave credits shall be granted in each calendar year (or

vacation year) and is non-cumulative.

b.) Sick Leave

Each employee shall be entitled to 15 days sick leave, with pay, upon completion of

one year of continuous service, computed from the time of his probationary

employment. Sick leave not used within a years period, shall be converted to cash

and paid to employee the 1st week of the following year.

c.) Maternity Leave

Primarily governed by the Social Security Law by integrating maternity benefits

into the Social Security System, and implementing SSS Circulars,a female

member of the SSS shall be entitled to maternity benefits if:

a) she is employed at the time of delivery, miscarriage or abortion;


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b) she gives birth or suffers an abortion or miscarriage;

c) she has given the required notification to the SSS through the company; and

d) at least 3 monthly maternity contributions have been paid within the 12month

period immediately preceding the semester of contingency.

The daily maternity benefit shall be paid for a compensable period of sixty (60) days in

case of normal delivery, abortion or miscarriage, or seventy-eight (78) days in case of

Ceasarian delivery.

As soon as the employee becomes pregnant, she shall immediately inform the

Company of such pregnancy through a Maternity Notification Form (available from

HRD), duly accomplished.

The maternity leave application of the employee shall be filed with the HRD supported

by a certificate signed by a physician or midwife showing the probable or actual date of

childbirth or the actual date of abortion. The Company shall be reimbursed by SSS after

it has advanced the payment of the SSS maternity benefit to the employee. The

employee shall furnish the Company such information or documents as the Company

may deem necessary to secure such reimbursement.

d.) Paternity Leave

For purposes of Republic Act no. 8187, Paternity Leave refers to the benefits

granted to a married male employee allowing him not to report for work for seven


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(7) days but continuous to earn the compensation thereof, on the condition that

his spouse has delivered a child or suffered a miscarriage for purposes of

enabling him to effectively lend support to his wife in her period of recovery

and/or in the nursing of the newly-born child.

2.5.7 Salaries and Wages

The "basic salary" includes all remunerations or earnings paid for services

rendered. It does not include allowances and monetary benefits which are not

considered part of the regular or basic salary, such as the cash equivalent of

unused vacation and sick leave credits, overtime, premium, night differential and

holiday pay, and cost-of-living allowances

Regular compensation

Employees shall be paid no lower than the minimum wage rates prescribed by

law. The minimum wage rates are based on the normal working hours of eight (8)

hours a day.

Pay Schedule

Monthly salaries are released in two payments, one on the 15th of the month and

the other half on the 31st of the same month. As a rule, pays are released 2 days

in advance to ensure safety and security of our people during the expected pay

days. All salaries are deposited to either the savings or current account of the

employee in the designated bank.


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13th Month Pay

Rank and file employees 1shall receive 13th month pay no later than December

24 of every year. One half (1/2) of the required 13th month pay may be made

before the opening of the regular school year and the other half on or before the

24th of December of every year. The minimum 13th month pay is not less than

1/12 of the total basic salary earned by an employee within a calendar year.

Holidays

In most cases, the secretariat/staff are not required to render work on non-working

holiday unless there is an urgent need for assistance.

Below is a shortlist of regular holidays and special days:

Regular Holidays

New years Day January 1

Maundy Thursday-Movable Date

Good Friday- Movable Date

Araw ng Kagitingan- April 9

Labor Day-May 1

Independence Day-June 12

National Heroes day- Last Sunday of August

Bonifacio Day- November 30

Feast of Ramadan-December 6


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Christmas Day-December 25

Rizal DayDecember 30

Special days

Constitution Day-February 2

EDSA DayFebruary 25

All Saints Day -November 1

Last Day of the YearDecember 31

During these days, the principle of no work, no pay applies. Workers who were not

required or permitted to work on those days are not entitled to any compensation.

2.5.8 Drug and Alcohol Policy

XYZ Merchandising provides a safe workplace by eliminating the hazards to

health and job safety created by alcohol and other drug abuse. Our commitment

to maintaining a safe and secure workplace requires a clear policy and

supportive programs relating to the detection, treatment and prevention of

substance abuse by employees. The company conducts alcohol and other drug

screen tests both prospective to and during employment. Employees who

engage in the sale, use, possession or transfer of illegal drugs or controlled

substances, or who offer to buy or sell such substances; the use of alcohol


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during working hours; or the abuse of prescribed drugs will be subject to

disciplinary action up to and including termination. The company strictly prohibit

the use of drug and alcohol inside the companys premises.

2.5.9 Smoking policy

. To provide safe and comfortable work environment for all employees, XYZ has

strictly prohibited employees from smoking within the companys premises and

within the building.

4.4.1 Use of Telephone, Computer, and Facilities Policy

Proper use of the Telephone

Being a service oriented company, proper use of the telephone is very important.

The following guidelines must be observed:

When the telephone rings, the employee must answer it promptly (should not

be allowed to ring more than twice) and politely.

When the designated "answering employee" is not in his desk, the nearest

employee must answer the telephone. He must offer assistance by taking the

message and relaying it immediately.

The Company's PABX system has a feature whereby a ringing phone in another

employee's desk may be answered in his working area.


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Use of Cell Phones

The Company does not prohibit the use of the telephone/cellphone for personal

calls, but it is expected that this will not be abused. Personal calls should be kept

to a minimum. If possible, these calls should be made during off periods.

Bulletin Boards

Bulletin boards will be utilized to inform all employees and encourage them to

read items posted daily

Use of Office Equipment, Supplies and Facilities

Employees must observe discretion in the use of equipment, supplies and

facilities. They must keep in mind the Company's efforts to eliminate

unnecessary consumption and wasteful practices. Recycling of used folders,

envelopes and papers for internal purposes is encouraged. Bringing supplies

outside the company for own use is strictly prohibited.

Safety and Security Control

At the end of the day's work, it is a good habit to keep all books, records and

office supplies properly secure. Desks have to be cleared and locked to ascertain

that no confidential materials are left exposed and to avoid untoward losses of

important company property and documents. Moreover, important documents


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must be put inside the records vault at the end of each day. Computers must not

be left on. Computers should be shut down, electrical cords of printers,

calculators and other office equipment should not be left along the aisles. Plug

extensions should be turned off after work. Eating utensils must be kept inside

the pantry cabinets. For their own protection, employees should not keep

personal valuables inside their desks or filing cabinets. Unauthorized entry of

people who are not part of the society and have no business with any of its

representatives is not tolerated nor encouraged. Staffs are enjoined to note and

immediately bring to the attention of the Administrative Officer / Office Manager

any faulty electric wiring for immediate repair.

Emergencies

In the event of the following emergency situations i.e. typhoons, earthquake, fire,

flash floods, transport strikes, demonstrations / rallies, volcanic eruptions, civil

disturbance and other calamities, the Administrative Officer / Office Manager

shall make an overall assessment of the situation and with the Presidents (or

any member of the Board) concurrence may advise the staff to go home unless it

is safer to remain within the office premises. It is likewise the responsibility of the

Administrative Officer / Office Manager or of any Board member on duty at the

scene of a calamity or accident to take action as necessary to provide required

assistance to the staff and protect company equipment / interests. The course of

action to be taken shall be determined by the nature and extent of the injuries or

damage incurred.


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4.4.2 Dress Code Policy

Office/working Uniforms

All employees are required to observe the rules on proper office/working attire

from Monday thru Thursdays of every week. Fridays (except when clients or

guests are expected to come or if there is an official function) are considered

wash day. Wearing of maong/demins and T-shirt without collars is not allowed.

Company Identification Card

All employees are required to wear their ID cards at all times when inside the

office premises. In cases of lost, employee should notify HRD immediately within

two days from date of loss. ID cards remain the property of the Company and

should be surrendered upon severance of employment.

.4.4.3 Relationships with Superior/Co-staff

Happiness on the job depends largely on the kind of working relationship one has with

his superior and co-staff. It is therefore important that a tension-filled environment

thriving on petty gossips and grudges is avoided. To encourage such an environment,

openness is practiced in order to thresh out minor differences even before it becomes a

problem.

Discipline


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Matters pertaining to staff discipline (work hours, compliance with the General Office

Policies / Procedures, job performance, etc) is a prime responsibility of the

Administrative Officer / Office Manager. As such, verbal or written reprimands are to be

initiated solely by him and concurred by the Board Secretary and in extreme cases by

the President and Vice-President.

Respect and Cordiality

It is also expected that staff members treat each other utmost respect and cordiality. Too

much familiarity and closeness with certain individuals must be viewed with utmost

objectivity and professionalism.

Loitering and Chatting

To maintain a professional ambience and work atmosphere, staff members should avoid

loitering or moving about in other persons work station to chat, wait or stand by during

work hours. Horse playing or gossiping inside the office premises is strongly

discouraged.

Selling / Distribution of Goods

Selling or distribution of any goods / items is likewise discouraged as it diminishes the

level of professionalism within the office premises.


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