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BLX-SGP-HRE-EHB-0001 Rev 1 - Employee Handbook Flipbook PDF
BLX-SGP-HRE-EHB-0001 Rev 1 - Employee Handbook
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
HUMAN RESOURCE EMPLOYEE HANDBOOK
Form No : BLX-SGP-HRE-EHB-0001
Rev 1
Page 1 of 52
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
Rev 01
Date
Revision description
Author
Checked
May 2017
Changes and clear explanation in various sections
Teo Jing Ping
Diana Koh
Form No : BLX-COR-QUA-F-0001 Rev 1
Page 2 of 52
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Approved Yim Janice
HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
TABLE OF CONTENTS
1 2 3 4
SCOPE AND PURPOSE ........................................................................................................................ 7 RESPONSIBILITIES ................................................................................................................................ 7 REFERENCE DOCUMENTS ................................................................................................................... 7 DEFINITION & ABBREVIATION ............................................................................................................ 7
5
TERMS OF SERVICE ............................................................................................................................. 7
5.1
PRE-EMPLOYMENT CONDITIONS................................................................................................................................ 7
5.1.1
Annual Health Check for Pharma Staff ............................................................................................................ 8
5.2
APPOINTMENT ............................................................................................................................................................... 8
5.3
WORKING HOURS ......................................................................................................................................................... 8
5.4
PROBATION ................................................................................................................................................................... 8
5.5
CONFIRMATION OF APPOINTMENT ........................................................................................................................... 9
5.6
TERMINATION OF SERVICE .......................................................................................................................................... 9
5.7
ABSENCE WITHOUT NOTICE / VOLUNTARY TERMINATION ................................................................................... 10
5.8
RETRENCHMENT .......................................................................................................................................................... 10
6
SALARY ADMINISTRATION ............................................................................................................... 10
6.1
PAYMENT OF SALARIES .............................................................................................................................................. 10
6.2
OVERTIME .................................................................................................................................................................... 10
6.3
MEAL ALLOWANCE .................................................................................................................................................... 11
6.4
CPF CONTRIBUTION ................................................................................................................................................... 12
6.5
PROMOTION ............................................................................................................................................................... 12
6.6
ANNUAL WAGE SUPPLEMENT (AWS) ....................................................................................................................... 12
6.7
PERFORMANCE BONUS ............................................................................................................................................. 12
6.8
VARIABLE COMPONENT SCHEME (VCS) ................................................................................................................ 12
7
LEAVE ADMINISTRATION .................................................................................................................. 13
7.1
ANNUAL LEAVE ........................................................................................................................................................... 13
7.2
PUBLIC HOLIDAYS ....................................................................................................................................................... 13
7.3
MEDICAL LEAVE.......................................................................................................................................................... 14
7.4
MARRIAGE LEAVE ...................................................................................................................................................... 14
7.5
MATERNITY LEAVE ....................................................................................................................................................... 15
7.5.1
Consumption of Maternity Leave .................................................................................................................... 15
7.5.2
Notice of Confinement ...................................................................................................................................... 15
7.6
GOVERNMENT-PAID PATERNITY LEAVE .................................................................................................................. 15
7.7
CHILDCARE LEAVE ..................................................................................................................................................... 16
7.8
SHARED PARENTAL LEAVE......................................................................................................................................... 17
7.9
ADOPTION LEAVE ....................................................................................................................................................... 18
7.10 INFANT CARE LEAVE .................................................................................................................................................. 18 7.11 COMPASSIONATE LEAVE .......................................................................................................................................... 18 7.12 NO PAY LEAVE ............................................................................................................................................................ 19
8
BENEFITS PROGRAMS ....................................................................................................................... 19
Form No : BLX-COR-QUA-F-0001 Rev 1
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
8.1
OUTPATIENT MEDICAL BENEFITS – GENERAL PRACTITIONER ............................................................................... 19
8.2
OUTPATIENT MEDICAL BENEFITS – SPECIALIST, DIAGNOSTIC X-RAY AND LABORATORY TEST........................ 20
8.3
DENTAL BENEFIT .......................................................................................................................................................... 21
8.4
LADY HEALTH SCREEN BENEFIT ................................................................................................................................. 21
8.5
GROUP HOSPITAL & SURGICAL INSURANCE ......................................................................................................... 21
8.6
GROUP PERSONAL ACCIDENT INSURANCE ........................................................................................................... 24
8.7
GROUP TERM LIFE INSURANCE ................................................................................................................................. 24
8.8
WORK INJURY COMPENSATION INSURANCE ........................................................................................................ 25
8.9
LONG SERVICE AWARD ............................................................................................................................................ 25
8.10 REFER-A-FRIEND POLICY ............................................................................................................................................ 25 8.10.1
Referrers ................................................................................................................................................................ 25
8.10.2
Referrers ................................................................................................................................................................ 25
8.10.3
Referred Candidates.......................................................................................................................................... 26
8.10.4
Payout ................................................................................................................................................................... 26
9
EXPENSE CLAIMS POLICY ................................................................................................................ 26
9.1
PREAMBLE .................................................................................................................................................................... 26
9.2
APPLICATION FIELD .................................................................................................................................................... 26
9.3
ROLES & RESPONSIBILITIES ......................................................................................................................................... 27
9.4
APPROVAL & DOCUMENTATION PROCESS OF EXPENSES .................................................................................. 27
9.5
EXPENSE CLAIMS SUBMISSION .................................................................................................................................. 28
9.6
NON-CLAIMABLE EXPENSES...................................................................................................................................... 28
9.6.1
Fixed Assets (investment/divestment procedure applies => DAC) .......................................................... 28
9.6.2
Staff Benefits ......................................................................................................................................................... 28
9.6.3
Training Expenses ................................................................................................................................................ 28
9.6.4
Administrative Expenses..................................................................................................................................... 29
9.6.5
Medical Expenses ............................................................................................................................................... 29
9.7
RULES PER NATURE OF EXPENSES ............................................................................................................................. 29
9.7.1
Flight & Hotel Bookings ....................................................................................................................................... 29
9.7.2
Overseas Laundry / Dry-cleaning Costs ......................................................................................................... 29
9.7.3
Overseas Hotel Mini-Bar Item Expenses .......................................................................................................... 29
9.7.4
Entertainment & Meals....................................................................................................................................... 29
9.7.5
Taxi Claim.............................................................................................................................................................. 31
9.7.6
Mobile Phone ....................................................................................................................................................... 32
9.7.7
ERP / Parking Coupon ........................................................................................................................................ 33
9.7.8
Cash-card Top Up ............................................................................................................................................... 33
9.7.9
Professional Membership Subscription Fees & Credit Card Subscription ................................................. 34
9.7.10
Team Bonding Events ......................................................................................................................................... 35
9.7.11
7th Month Prayer .................................................................................................................................................. 35
9.7.12
Gifts ........................................................................................................................................................................ 35
10
DISCIPLINARY ACTION AND GRIEVANCE PROCEDURE.................................................................. 35
10.1 DISCIPLINARY ACTIONS ............................................................................................................................................. 35 10.1.1
Performance Improvement Plan ..................................................................................................................... 35
10.1.2
Verbal Warning.................................................................................................................................................... 35
10.1.3
Written Warning ................................................................................................................................................... 35
Form No : BLX-COR-QUA-F-0001 Rev 1
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Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
10.1.4
Dismissal ................................................................................................................................................................ 36
10.1.5
Inappropriate Workplace Behaviour .............................................................................................................. 36
10.2 GRIEVANCE PROCEDURE ......................................................................................................................................... 37
11
TRAINING SPONSORSHIP ................................................................................................................. 37
11.1 TRAINING SPONSORSHIP ........................................................................................................................................... 37 11.2 NON-CERTIFICATE TRAINING COURSE .................................................................................................................... 38 11.3 SPECIALISED CERTIFICATE TRAINING COURSE ....................................................................................................... 38 11.4 FURTHER EDUCATION SCHEME................................................................................................................................. 38 11.4.1
Certificate Training or Diploma Course .......................................................................................................... 38
11.4.2
Degree or Post-Graduate Course ................................................................................................................... 39
11.4.3
REIMBURSEMENT................................................................................................................................................... 40
11.5 FURTHER EDUCATION SCHEME BOND .................................................................................................................... 40 11.6 CAR PARK / TAXI FARE OR MILEAGE CLAIM.......................................................................................................... 41 11.7 EXAMINATION LEAVE ................................................................................................................................................. 41 11.8 FRENCH LANGUAGE ACQUISITION COURSE ......................................................................................................... 41
12
RETIREMENT & RE-EMPLOYMENT POLICY......................................................................................... 41
12.1 INTRODUCTION ........................................................................................................................................................... 41 12.2 DEFINITION ................................................................................................................................................................... 41 12.3 SCOPE .......................................................................................................................................................................... 42 12.4 ELIGIBILITY FOR RE-EMPLOYMENT ............................................................................................................................ 42 12.5 RE-EMPLOYMENT TERMS AND CONTRACT PERIOD .............................................................................................. 42 12.6 SALARY ......................................................................................................................................................................... 42 12.7 MEDICAL AND DENTAL BENEFIT ............................................................................................................................... 43 12.8 ANNUAL LEAVE ........................................................................................................................................................... 43 12.9 SICK / HOSPITALISATION LEAVE ............................................................................................................................... 43 12.10 LENGTH OF SERVICE................................................................................................................................................... 43 12.11 TERMINATION WITH NOTICE ...................................................................................................................................... 43 12.12 RECOGNISING THE CONTRIBUTIONS OF RE-EMPLOYED EMPLOYEES ................................................................ 43 12.13 EMPLOYMENT ASSISTANCE PAYMENT ..................................................................................................................... 43 12.14 OTHER CONDITIONS OF EMPLOYMENT .................................................................................................................. 43 12.15 RETIREMENT & RE-EMPLOYMENT PROCESS ............................................................................................................ 44
13
OTHERS ............................................................................................................................................. 44
13.1 SOLE EMPLOYMENT .................................................................................................................................................... 44 13.2 UPDATING OF PERSONAL PARTICULARS ................................................................................................................ 44 13.3 RECEIPT OF GIFTS ........................................................................................................................................................ 45 13.4 HOUSEKEEPING ........................................................................................................................................................... 45 13.5 CONFLICT OF INTEREST .............................................................................................................................................. 45 13.6 CONFIDENTIALITY ....................................................................................................................................................... 45 13.7 TRANSFER OR SECONDMENT.................................................................................................................................... 46 13.8 DRESS CODE ............................................................................................................................................................... 46 13.9 EMPLOYEE ACCESS CARD ........................................................................................................................................ 46 13.10 PARKING & SPEEDING OFFENCES ........................................................................................................................... 46 13.11 EXXON MOBIL PETROL USERS / CLAIMERS ............................................................................................................. 46 13.12 OTHERS ......................................................................................................................................................................... 47 Form No : BLX-COR-QUA-F-0001 Rev 1
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
ANNEX ....................................................................................................................................................... 47 Annex A – Outpatient Medical Benefits .......................................................................................................................... 47 Annex B - Outpatient Specialist Benefits .......................................................................................................................... 47 Annex C – Group Hospital & Surgical Insurance ............................................................................................................ 48
Form No : BLX-COR-QUA-F-0001 Rev 1
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
1
SCOPE AND PURPOSE This Employee Handbook applies to all employees of Bollore Logistics Singapore Pte Ltd and it sets out the guidelines and procedures pertaining to HR policies and employee benefits,
2
3
RESPONSIBILITIES Name
Designation
Responsibility
Teo Jing Ping
Compensation & Benefits Executive
Preparation of Document
Diana Koh
HR Manager
Review of Document
Janice Yim
Senior HR Manager
Review of Document
Jessie Liu Dan
Accounting Manager
Review of Document
Marcus Lee
Legal Counsel
Review of Document
REFERENCE DOCUMENTS Employment Act
4
5
Ministry of Manpower website
DEFINITION & ABBREVIATION BLX
For Bolloré Logistics
VCS
Variable Component Scheme
AWS
Annual Wage Supplement
MBS
Monthly Basic Salary
CPF
Central Provident Fund
TCM
Traditional Chinese Medicine
GP
General Practitioner
HOD
Head of Department
ADMIN
Admin Department
FIN
Finance Department
HR
Human Resource Department
(MD)
Higher Management
TERMS OF SERVICE 5.1 PRE-EMPLOYMENT CONDITIONS All offers of employment to foreign applicants shall be subjected to satisfactory confirmation of medical fitness in accordance with the Ministry of Manpower requirements.
Form No : BLX-COR-QUA-F-0001 Rev 1
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
All offers of employment shall be subject to satisfactory reference check, medical report from the Company’s appointed medical practitioner as well as the employee’s accurate declaration of his/her complete personal particulars in the Company’s Application for Employment Form.
5.1.1
Annual Health Check for Pharma Staff
All Pharma staff shall be subjected to annual health check by the Company’s appointed medical practitioner. The process for annual health check for Pharma staff will be as follows; HR to trigger medical chit at defined time of the year and to pass to respective BU in charge. Respective BU to distribute the medical chit to their employees and arrange them for medical checks at the appointed medical practitioner. HR to trace the receipt of medical report and to check with respective BU should the report be not received within 3 weeks from the check up date. HR to update the result in Medical Surveillance Form upon receipt of medical report.
5.2
APPOINTMENT
A letter of appointment will be issued by the HR Department to all new employees before or on the day the employee commences work.
5.3
WORKING HOURS
The normal office hours are as follows: Mondays to Fridays 0900 to 1745 hours Saturday 0900 to 1300 hours Taking into consideration the individual job requirements, the departmental managers may establish the working hours of their respective employees at their discretion. Due to business requirements and subject to the relevant laws, the Company reserves the right to require employees to work beyond the hours stated above.
5.4
PROBATION
A new employee shall serve a probationary period of 3 months or otherwise stated in the letter of appointment. Should an employee’s performance be unsatisfactory, his/her probationary period may be extended for a further period of not more than 3 months. The employee concerned shall be notified in writing before the extension of his/her probationary period.
Form No : BLX-COR-QUA-F-0001 Rev 1
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Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
5.5
CONFIRMATION OF APPOINTMENT
Following the completion of the stipulated probationary period stated above, the Company shall inform the employee in writing whether he/she is confirmed in the employment. The employee’s period of probation shall form part of his/her total length of service.
5.6
TERMINATION OF SERVICE
Either party may terminate employment at any time by giving the other party notice in writing or salary-in-lieu of notice. Notice period required for termination of service is as follows: Notice Period During Probation Period Level Classification
Termination Notice
Head of Department
1 month
BU Manager, Assistant Manager, Supervisor and office staff
2 weeks
All Other Employees
1 week
Notice Period Upon Confirmation of Employment Level Classification
Termination Notice
Head of Department
3 months
BU Manager and Assistant Manager
2 months
Supervisor, office staff and below
1 month
Notwithstanding the above, certain categories of employees may have different notice period stated in the employment contract. Offsetting of annual leave/ public holidays as part of the notice period is at the discretion of the company. The Company may terminate, without notice, the employment of an employee on grounds of misconduct inconsistent with the expressed or implied conditions of service, only after due inquiry has been made. Dismissed employees will not be entitled to any Variable Component Scheme (VCS), Annual Wage Supplement (AWS) and Performance Bonus. Upon resignation or termination, all Company articles and property must be returned to the Company including those articles which are assigned to the position and not the incumbent. An exit interview will be conducted by the HR Department prior to the employee’s departure from the Company. Employees must obtain an Exit Clearance Form from the HR Department on their last day of work. Upon completion, the form should be submitted to HR Department together with all company’s property including customer name cards issued to the employee previously. Relevant sums will be
Form No : BLX-COR-QUA-F-0001 Rev 1
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Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
deducted from the Employee’s final salary should he fail to return all the Company’s property on his last day of work.
5.7
ABSENCE WITHOUT NOTICE / VOLUNTARY TERMINATION
The employment of an employee may be terminated if he/she has been continuously absent from work for more than 2 consective working days: Without prior leave approval from the Manager and without reasonable excuse; or Without officially informing or attempting to inform the Company of the excuse for such absence. In the event of termination without notice, or when the required notice period was not fully served, the party terminating the employment contract must pay the other party salary in-lieu of notice as stipulated in the employment contract.
5.8
RETRENCHMENT
Retrenchment benefits and redundancy entitlements thereof will be in accordance with the Employment Act (Chapter 91) Singapore.
6
SALARY ADMINISTRATION 6.1
PAYMENT OF SALARIES
Employees shall be paid on the last day of each month. Salaries will be credited through the employee’s bank account directly. New Employee who joins the Company from 20th to the last day of their first month of service may have their salary via cheque payment within 7 working days from the end of month. Employees serving notice may have their salary via cheque payment within 7 working days from the end of each payroll cycle. Resignees may have their last basic salary via cheque payment on their last service day, provided they have served ample notice to the company. All annual leave encashment and overtime payment will be paid to resignees via cheque payment within 7 working days of their last service day. In the event of termination of employment, the Company reserves the right to withhold payment of all monies (including salary, bonus, overtime pay, leave pay, allowances, gratuities, lump sum payments, etc.) due to the Employee from the day he gave notification of his intention to leave the job or depart from Singapore until the income tax has been paid by the Employee to the local tax authorities if the Employee is a non-Singapore citizen or non-Singapore Permanent Resident.
6.2
OVERTIME
All employees are required to tap their attendance diligently via the Time Management System terminal for overtime allowance claim. Form No : BLX-COR-QUA-F-0001 Rev 1
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
Employees shall be paid on the 14th of each month, for the overtime done in the previous month. Salaries will be credited through the employee’s bank account directly. All BU Manager levels and above are not entitled to any overtime. With effect from 01 April 2014, employees whose salary are S$2,500.00 and below are allowed to claim for overtime pay for work done at least 30 minutes after the official working hours. Overtime calculation will be in accordance with the guideline from the Employment act, capped at the salary level of S$2,250.00. For every 6 hours of overtime done per day, the employee will have a one-hour break time deducted from his/her total overtime hours. This is to ensure that employees have sufficient rest in order to regain productivity level. Overtime shall be authorised by the Department Head or Department Head’s nominee prior to the work performed by the employee in excess of his/her normal working hours or work performed on rest days, off days and gazetted public holidays. An employee’s monthly overtime shall be approved by BU Manager by 2 nd of the month either through the Time Management System (KRONOS) or by using the Time Sheet Form for staff located off-site. Any claims exceeding 1 year from the month giving rise to the claim will not be accepted.
6.3
MEAL ALLOWANCE
Meal Allowance is claimable for employees who are non-overtime eligible. Assistant Manager level and above are not entitled for meal allowance. All employees are reminded to tap their attendance diligently via the Time Management System terminal for meal allowance claim. For off-site employees, they may claim for meal allowance of S$4.00 by completing the Monthly Allowance Claim form and submitting the approved claim form to HR Department by 4th of the following month. Employees can claim for Meal Allowance if: They have worked at least 3 hours after the normal work hours, or They have worked at least 3 hours on their off day, or They have worked at least 4 hours on Rest day and public holidays, capped at a maximum of 2 meals per day Any claims exceeding 3 months from the month giving rise to the claim will not be accepted.
Form No : BLX-COR-QUA-F-0001 Rev 1
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Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
6.4
CPF CONTRIBUTION
Employer contributions are made to the Central Provident Fund (CPF) together with employee contributions. The level of these contributions will be in accordance with Government regulations.
6.5
PROMOTION
Promotion for confirmed employees shall be in accordance to Compensation Review exercise conducted every January or otherwise spelt out by the Management, subject to the individual, team and Company performance. The quantum of such increment shall be at the sole discretion of the Management.
6.6
ANNUAL WAGE SUPPLEMENT (AWS)
Employees will be eligible to receive an Annual Wage Supplement (AWS), equivalent to one month’s basic salary based on the monthly basic salary as at 31st December, under the following conditions: Employees are confirmed as at 31st December; Employees with less than one year’s service will be paid on a pro-rated basis; Employees who have taken more than 20 days of no pay leave in a year will have their AWS prorated according to their actual working days;and Employees who tender their resignation before or on 31st December will not be entitled to receive such AWS.
6.7
PERFORMANCE BONUS
Employees will be eligible to receive a performance bonus, based on the monthly basic salary as at 31st December, subject to the Company and individual performance under the following conditions: Employees are confirmed as at 31st December; Employees with less than one year’s service will be paid on a pro-rated basis; Employees who have taken more than 20 days of no pay leave in a year will have their performance bonus pro-rated according to their actual working days; and Employees who tender their resignation before or on the payout date will not be entitled to receive such performance bonus.
6.8
VARIABLE COMPONENT SCHEME (VCS)
Employees may be eligible for VCS. This is calculated based on the monthly basic salary (MBS) at the end of the qualifying quarter. The qualifying quarters are (01 Jan – 31 Mar), (01 Apr to 30 Jun), (01 Jul to 30 Sept) and (01 Oct to 31 Dec). VCS will be paid out under the following conditions: The Employee has a salary of more than S$2,000.00. The Company meets its budget performance during the qualifying quarter; The Employee is confirmed before the relevant qualifying quarter. The Employee is not on resignation or termination notice before or on the payout date.
Form No : BLX-COR-QUA-F-0001 Rev 1
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Newly confirmed Employees will be paid at 3% of MBS per month for their 1st and 2nd qualifying quarters and 6% of MBS per month for subsequent qualifying quarters. For the purposes of the aforesaid calculation of VCS, the MBS will be capped at S$4,500.00.
7
LEAVE ADMINISTRATION 7.1
ANNUAL LEAVE
The Company shall grant annual leave to all confirmed employees. Employees are entitled to an additional 1 day annual leave upon the completion of every 5 th year of service with a maximum of 4 days of additional annual leave. The leave categories per year for different levels of employees are as below: Level Classification
Number of Days
Head of Department
22
BU Manager and Assistant Manager
18
Supervisor and below
15
Leave application must be submitted through the E-Leave System at least 2 working days prior to the commencement of leave. For leave exceeding 5 working days, it must be submitted to the Department Head 1 month in advance of the leave commencement date. Employees are encouraged to take their full leave entitlement each calendar year. Only 7 days of Annual Leave are allowed to be carried forward to the following year and all carried forward Annual Leave have to be cleared by 31st March. Employees who fail to clear their leave will have their outstanding leave forfeited automatically. There shall be no encashment of annual leave during employment with the Company.
7.2
PUBLIC HOLIDAYS
The Company shall observe all public holidays gazetted by the Singapore Government. The gazetted public holidays are:
New Year’s Day Hari Raya Puasa Chinese New Year Hari Raya Haji Good Friday Labour Day Vesak Day National Day Deepavali Christmas Day
Form No : BLX-COR-QUA-F-0001 Rev 1
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Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
Employee is not entitled to public holiday pay if he is on approved unpaid leave during the public holiday. If the public holiday falls on a non-working day or off day, the Company will either: Compensate the Employee with an extra day's pay in lieu of that public holiday; or Give the Employee another day off as a holiday. Employees on shift work are required to work on the public holiday if it falls on their working day. They will be compensated accordingly for work done on the public holiday. In the event employees wish to be on leave, they would be required to apply for Annual Leave and the Company will compensate them accordingly.
7.3
MEDICAL LEAVE
All employees who have worked for the Company for at least 3 calendar months shall be eligible for paid medical leave as follows: Medical Leave Hospitalisation Leave
14 working days per year 60 working days per year (inclusive of medical leave)
Medical leave is subject to the provision of a medical certificate from a registered medical practitioner, except Traditional Chinese Medicine (TCM) Practitioners, for all absences due to illness. Medical certificates with the doctors’ diagnosis must be submitted to HR Department within 2 days upon returning to work. An employee shall not be entitled to paid medical leave and hospitalisation leave on the following occasions, even if he is given a medical leave by the doctor: On a day when he/she is on leave of absence without permission On authorised no pay leave On annual leave For new employees, medical leave and hospitalisation leave are prorated as follows: Length of Employment 3 calendar months 4 calendar months 5 calendar months 6 calendar months
7.4
No. of Medical Leave Entitled 5 working days per year 8 working days per year 11 working days per year 14 working days per year
No. of Hospitalisation Leave Entitled (Inclusive of Medical Leave) 15 working days per year 30 working days per year 45 working days per year 60 working days per year
MARRIAGE LEAVE
All confirmed employees shall be granted 2 consecutive working days on the occasion of their legal marriage. Leave shall be granted only once, either on legal registration or customary ceremony and it should be taken consecutively. A copy of the legal marriage certificate must be given to the HR Department for record purpose. While for customary ceremony, supporting document such as Form No : BLX-COR-QUA-F-0001 Rev 1
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invitation card is required.
7.5
MATERNITY LEAVE
7.5.1
Consumption of Maternity Leave
A female employee is entitled to 16 weeks of paid maternity leave for the birth of her child if:
The child is a Singapore citizen; and The employee has worked for the Company for a continuous period of at least 3 months immediately before the birth of the employee’s child.
The Company may later claim reimbursement from the Government for the last 8 weeks for the first and second child and all 16 weeks for the third or subsequent child. A female employee shall be entitled to absent herself from work 4 weeks immediately before and 12 weeks immediately after delivery, totaling 16 weeks. Subject to a mutual agreement with the Company, the employee can take the last 8 weeks of maternity leave flexibly over a 12-month period from the child’s birth. The number of days of maternity leave that can be taken flexibly shall be equivalent to 8 weeks’ worth of working days. If the child is not a Singapore citizen, the female employee is entitled to paid maternity leave of 8 weeks for the birth of each of her first 2 children provided that she has worked for the Company for at least 3 months immediately before the birth of her child. Maternity leave is not allowed to be used to offset notice period when employee leaves the job. Unused maternity leave at the end of the qualifying period cannot be carried forward or encashed. Leave taken as a result of childbirth complications such as miscarriage or abortive measures shall be treated as normal medical leave. A copy of the relevant supporting document (e.g birth certificate and medical chit stating the estimated date of delivery) must be given to the HR Department.
7.5.2
Notice of Confinement
A female employee shall inform the Company at least 1 week before absenting herself from work. In the event that a female employee has given birth, the Company shall provide a fruit basket or baby gift.
7.6
GOVERNMENT-PAID PATERNITY LEAVE
With effect from 01 January 2017, a male employee is entitled to 2 weeks of government-paid paternity leave for the birth of his child if: Form No : BLX-COR-QUA-F-0001 Rev 1
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HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
The child is a Singapore citizen; The child’s parents are lawfully married; and The employee has worked for the Company for a continuous period of at least 3 months before the birth of the child. The government-paid paternity leave may be taken within 16 weeks after the birth of his child. Subject to a mutual agreement with the Company, the government-paid paternity leave can be taken flexibly within 12 months after the birth of the child. If the child is not a Singapore citizen, the male employee is entitled to 2 working days of paid paternity leave per calendar year on the birth of each of the employee’s child regardless of the number of qualifying children if the employee has worked for the Company for at least 3 months before the birth of the child. Unused paternity leave at the end of the qualifying period cannot be carried forward or encashed. A copy of the relevant supporting document (e.g birth certificate) must be given to the HR Department. In the event of the birth of a male employee’s child, the Company shall provide a fruit basket or baby gift.
7.7
CHILDCARE LEAVE
An employee is entitled to 6 working days of childcare leave per calendar year regardless of the number of qualifying children if: The child (including legally adopted children or stepchildren) is below 7 years old (based on the birth date of the child); The child is a Singapore citizen; and The employee has worked for the Company for at least 3 continuous months. For new employees, childcare leave is prorated as follows: Length of Employment 1 – 2 calendar months 3 – 4 calendar months 5 – 6 calendar months 7 – 8 calendar months 9 – 10 calendar months 11 – 12 calendar months
No. of Childcare Leave Entitled 0 working day 2 working days 3 working days 4 working days 5 working days 6 working days
When the employee leaves the Company, the childcare leave is prorated based on the number of months of service length in the last year of employment with the Company as follows:
Form No : BLX-COR-QUA-F-0001 Rev 1
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Length of Employment 1 – 2 calendar months
3 – 4 calendar months 5 – 6 calendar months 7 – 8 calendar months 9 – 10 calendar months 11 – 12 calendar months
No. of Childcare Leave Entitled 2 working days (assuming you have worked for your employer for at least 3 months before leaving) 2 working days 3 working days 4 working days 5 working days 6 working days
An employee is entitled to 2 working days of extended childcare leave (effective from 1 May 2013 onwards) per calendar year regardless of the number of qualifying children if: The child (including legally adopted children or stepchildren) is between 7 - 12 years old (inclusive); The child is a Singapore citizen; and The employee has worked for the Company for at least 3 continuous months.
For employee with children in both age groups, the total paid child care leave for each parent is a maximum of 6 working days per year. If the child is not a Singapore citizen, the employee is entitled to 2 days of childcare leave regardless of the number of qualifying children provided that the child is below 7 years old and he/she has worked for the Company for at least 3 calendar months. Childcare leave is not allowed to be used to offset notice period when employee leaves the job. Unused childcare leave at the end of the qualifying period cannot be carried forward or encashed. Childcare Leave is not restricted to any pre-conditions (e.g. illness of child). A copy of the relevant supporting document (e.g birth certificate) must be given to the HR Department.
7.8
SHARED PARENTAL LEAVE
With effect from 1 May 2013, a male employee is entitled to Shared Parental Leave (SPL), 1 week out of the 16 weeks of their spouse’s maternity leave if:
Child is a Singapore Citizen born on or after 1 May 2013; The child’s mother is eligible to government-paid maternity leave; The child’s mother has agreed to allocate SPL online; and The employee is lawfully married to the child’s mother.
A male employee shall be entitled to absent himself from work within 12 months after the birth of the child for:
Form No : BLX-COR-QUA-F-0001 Rev 1
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A continuous block of 1 week; or Flexibly a non-continuous manner, subject to mutual agreement between the Company and Employee A copy of SPL confirmation letter) must be given to the HR Department for record purpose prior to the consumption of leave.
7.9
ADOPTION LEAVE
With effect from 1 May 2013, a female employee is entitled to 4 weeks of government-paid adoption leave, to be taken within 12 months of the birth of the child if: The adopted child is below the age of 12 months at the point of ‘formal intent to adopt’, i.e. Court Application to adopt (for local child) or issuance of in-principle approval for Dependent’s Pass (for foreign child); The adopted child is a Singapore Citizen or if the adopted child is a foreigner, the child must become a Singapore Citizen within 6 months of the child’s adoption and one of the adoptive parents must be a Singapore Citizen; The adoptive mother is lawfully married at the point of ‘formal intent to adopt’. (Not applicable for unwed adoptive mothers whose formal intent to adopt is on or after 1 Jan 2017.); The Adoption Order is passed within 1 year from the point of ‘formal intent to adopt’; and The employee has worked for the Company for at least 3 calendar months preceding to the point of ‘formal intent to adopt’. Adoptive mothers who meet the eligibility criteria can start to consume their adoption leave from the date of Court Application (for local child) or issuance of in-principle approval for Dependent’s Pass (for foreign child). Unused adoption leave at the 12 month period cannot be carried forward to the next period or encashed.
7.10 INFANT CARE LEAVE An employee is entitled to 6 days of unpaid infant care leave per calendar year regardless of the number of qualifying children if all of the following conditions are met: The child (including legally adopted children or stepchildren) is below 2 years old; The child is a Singapore citizen; and The employee has worked for the Company for at least 3 calendar months. Unused infant care leave at the end of the calendar year cannot be carried forward to the next calendar year or encashed. A copy of the relevant supporting document (e.g birth certificate) must be given to the HR Department for record purpose.
7.11 COMPASSIONATE LEAVE All employees shall be granted 2 consecutive working days in the event of the death of immediate family members. Reasonable time of travelling to the employee’s home country may be requested Form No : BLX-COR-QUA-F-0001 Rev 1
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and approved on a case by case basis. Immediate family members include grandparents, parents, parents-in-law, spouse, children and siblings. A Death certificate must be attached to the leave application. In the unfortunate event of death of the employee’s immediate family member, the Company shall provide a condolence token.
7.12 NO PAY LEAVE No pay leave may be granted at the discretion of the Management. Employees who are entitled to a monthly fixed allowance (e.g. transport, implant, shift or lump sum overtime) will receive a pro-rated agreed sum if more than 5 days of No Pay Leave is taken in the month. This excludes accommodation allowance.
8
BENEFITS PROGRAMS 8.1
OUTPATIENT MEDICAL BENEFITS – GENERAL PRACTITIONER
The Company provides medical benefits to all employees who have worked for the Company for at least 3 calendar months. These include clinical consultation for normal GP outpatient and/or medication by the panel doctors provided by the insurance company. Employees need to show the medical cards provided by the insurance company together with their NRIC/Work Pass in order to obtain reimbursement for consultation at the panel doctor provided by the insurance company. Co-payment per visit is applicable at S$10.00 (subject to change) upon registration for non GST registered clinic and S$10.70 (subject to change) for GST registered clinic. In the event that the employee misplaces the Medical Card, it must be reported to HR Department as soon as possible and a replacement card shall be issued. The cost for each replacement card is S$10.00 (inclusive GST) which shall be borne by the employee. If an employee prefers to visit a non-panel GP, he/she is required to pay upfront and get reimbursement of maximum S$25.00, after the deduction of co-payment at S$10.00 per claim per day. He can file the claim via AXA online portal or submitting the hardcopy claim form provided by the insurance company. This claim form may be obtained from the HR Department or shared drive. All original receipts need to be submitted for the claims. The List of panel clinics which may be revised from time to time can be found under https://www.axa.com.sg/pdf/our_solutions/employee-health-benefits/group-clinicareinsurance/clinicare_panel_of_clinics.pdf. Written notice together with original copies of itemized bills and a fully completed claim form must be submitted to AXA within 30 days after the claim is made. AXA will only consider a claim if : all required documents, evidence and information are provided at the claimant’s own expense; and Form No : BLX-COR-QUA-F-0001 Rev 1
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all documents, evidence and information provided satisfy our requirements on notice and proof of claim. Failure to give notice as specified in these provisions will not invalidate the claim if it can be shown that there is a good reason for the failure and that the notice and proof of claim were given as soon as reasonably possible. Employee may refer to Annex A – Outpatient Medical Benefits for exclusions. The plan description and benefits schedule are below: Type of Plan
Category of Employees
Plan 001/002
All employees (excluding Local Non-Native and Expatriates)
8.2
OUTPATIENT MEDICAL BENEFITS – SPECIALIST, DIAGNOSTIC X-RAY AND LABORATORY TEST
The Company provides medical benefits for specialist consultation and treatment, diagnostic X-Ray or laboratory test, recommended by a registered GP, to all employees who have worked for the Company for at least 3 calendar months, subject to an annual claim of up to S$700.00 per year. An employee is required to fill up a claim form provided by the insurance company obtainable from the Department or shared drive. This claim form is applicable for visit to non-panel GP, specialist, emergency and overseas emergency outpatient. The original receipt and a referral letter from a GP need to be submitted together with the claim form. Written notice together with original copies of itemized bills and a fully completed claim form must be submitted to AXA within 30 days after the claim is made. AXA will only consider a claim if: Form No : BLX-COR-QUA-F-0001 Rev 1
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all required documents, evidence and information including evidence that the Outpatient Specialist Consultation and Diagnostic X-ray and Laboratory Test are provided at the claimant’s own expense; and all documents, evidence and information provided satisfy our requirements on notice and proof of claim. Failure to give notice as specified in these provisions will not invalidate the claim if it can be shown that there is a good reason for the failure and that the notice and proof of claim were given as soon as reasonably possible. Employee may refer to Annex B - Outpatient Specialist Benefits for exclusions. The plan description and benefits schedule are below: Type of Plan
Category of Employees
Plan 001/002
All employees (excluding Local Non-Native and Expatriates)
8.3
DENTAL BENEFIT
The Company provides dental benefits to all employees who have worked for the Company for at least 3 calendar months. These include routine dental treatment and restorative dental work subject to an annual reimbursement of up to S$50.00. Employees are required to submit the claims, using the Expense Claims form, obtainable from the shared drive, to the Finance Department by the 10 th of each month.
8.4
LADY HEALTH SCREEN BENEFIT
A confirmed female employee with at least one year of service length with the Company is eligible for an annual Pap Smear reimbursement of up to S$15.00. In addition, a female employee whose age is 30 years and above is eligible for an annual Mammogram reimbursement of up to S$50.00. Employees are required to submit the claims, using the Expense Claims form, obtainable from the shared drive to the Finance Department by the 10th of each month.
8.5
GROUP HOSPITAL & SURGICAL INSURANCE
All employees are automatically covered under the Company’s Group Hospital & Surgical Insurance from the date of their confirmation with the Company. Any amount exceeding the coverage and/or Form No : BLX-COR-QUA-F-0001 Rev 1
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not reimbursed by the insurance company will be borne by the employee. In the event that an employee is hospitalized, the Company shall provide a fruit basket. Written notice and proof of the claim must be submitted to AXA within 30 days from:
the date of the death; or
the date of discharge from Hospitalisation; or the date on which the expenses were incurred for which the claim is made, whichever is applicable. Failure to give notice as specified in these provisions will not invalidate the claim if it can be shown that there is a good reason for the failure and that the notice and proof of claim were given as soon as reasonably possible. AXA will only consider a claim if: all required documents, evidence and information are provided at the claimant’s own expense; and all documents, evidence notice and proof of claim.
and
information
provided
satisfy
our
requirements
on
If the claim is for reimbursement of expenses incurred, the notice and proof of claim must be submitted with original copies of receipts and itemised bills as evidence of the expenses. Employee may refer to Annex C – Group Hospital & Surgical Insurance for exclusions. The plan description and benefits schedule are below: Type of Plan
Category of Employees
Plan 001
Head of Department (excluding Local Non-Native and Expatriates)
Plan 002/006
Managers and above (excluding Local Non-Native and Expatriates)
Plan 003/005
All other employees (excluding S Pass and Work Permit Holders, Local NonNative and Expatriates)
Plan 004
Foreign workers – S Pass and Work Permit Holders
Form No : BLX-COR-QUA-F-0001 Rev 1
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Form No : BLX-COR-QUA-F-0001 Rev 1
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8.6
GROUP PERSONAL ACCIDENT INSURANCE
All employees are automatically covered under the Company’s Group Personal Accident Insurance scheme from the date of their employment with the Company. The sum insured is below: S$200,000.00 per employee for Managers and above, BU Heads and Sales employees S$100,000.00 per employee for all other employees Employees who are under exceptional case as per insurer’s advice to Company are excluded and will be informed by HR.
8.7
GROUP TERM LIFE INSURANCE
All employees are covered under the Company’s Group Term Life Insurance after their confirmation of services. The sum insured is as below: S$100,000 per employee for Head of Department S$50,000.00 per employee for all other employees Employees who are under exceptional case as per insurer’s advice to Company are excluded. If an Insured Employee has sustained a Total and Permanent Disability or has been diagnosed with a Terminal Illness, written notice and proof of the claim must be submitted to AXA within 90 days from the date: the Total and Permanent Disability is certified and confirmed by a Medical Practitioner; or the date of diagnosis of the Terminal Illness, whichever is applicable. Form No : BLX-COR-QUA-F-0001 Rev 1
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Failure to give notice as specified in these provisions will not invalidate the claim if it can be shown that there is a good reason for the failure and that the notice and proof of claim were given as soon as reasonably possible. AXA will only consider a claim if: all required documents, evidence and information are provided at the claimant’s own expense; and all documents, evidence and information provided satisfy our requirements on notice and proof of claim. To assess a claim for Total and Permanent Disability or Terminal Illness AXA may require the Insured Employee to be examined by their appointed Medical Practitioner at any time and in any manner which is reasonable. An Insured Employee’s cover and the cover provided to him under all other supplementary contracts issued under this Policy will automatically terminate when AXA accepts a claim made.
8.8
WORK INJURY COMPENSATION INSURANCE
All employees shall be insured against any industrial accident that may occur arising out of and in the course of the employment in accordance with the provisions of the Workmen’s Compensation Act. Any work related injuries (within the day of the accident) should be reported immediately to the superior and a detailed report should be filed to HR and QHSE Department for further perusal.
8.9
LONG SERVICE AWARD
An employee, upon completion of his/her 5th, 10th, 15th and 20th year of service with the Company, will receive a token of appreciation and an additional 1 day annual leave.
8.10 REFER-A-FRIEND POLICY 8.10.1 Referrers To encourage employees in referring qualified candidate(s) to join the Company, referral incentives will be awarded to an employee after the completion of probationary period by the referred employee based on the following criteria:
8.10.2 Referrers Referrer must be an employee under BOLLORE’s payroll at the time of referral; Referrer’s name is indicated on referred candidate’s application form; Manager will be eligible for referring candidates for other departments but not for his/her own department; The following BOLLORE employees do not qualify for the referral award even though they may refer candidates who are successful for the available job opportunities: o Head of Department (HOD) o Immediate supervisor (both functional and disciplinary) o Direct hiring manager o Managers in the hiring department o Human Resources Form No : BLX-COR-QUA-F-0001 Rev 1
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o Interns o Employees under BOLLORE’s payroll on fixed term contract of less than 1 year o Contract employees not under BOLLORE’s payroll
8.10.3
Referred Candidates The following do not qualify as referred candidates: o Ex-employee who left BOLLORE 6 months or less at the time of referral o Conversion of contract employees (not under BOLLORE’s payroll) to permanent BOLLORE employment o Conversion of fixed term contract employees under BOLLORE’s payroll to permanent BOLLORE employment o Internal transfer within BOLLORE or any affiliated companies o Hiring of interns as permanent employees
8.10.4 Payout
9
Referrer will be awarded S$1,000.00 for each successful referral of locals (Singaporean / SPR) and S$750.00 for each successful referral of foreigners (sums awarded are subject to change) Referrer will receive the full sum 2 months after the confirmation date of the referred candidate via payroll provided that the referral form is duly filled and submitted Both referrer and referred candidate must be confirmed employees at the time of pay-out Both referrer and referred candidate must still be employed and must not be serving notice of resignation at the time of pay-out Any claims (based on referred candidate start date) exceeding 1 year from current month will not be accepted.
EXPENSE CLAIMS POLICY 9.1
PREAMBLE
The purpose of this procedure is to set a few general principles that apply to Bollore Logistics Singapore Pte Ltd regarding expense claims.
9.2
APPLICATION FIELD
The expense report procedure gathers all the measures regarding refund of domestic and/or overseas travel fees, business trips, receptions, accommodation, entertainment and/or receptions(clients), team bonding and other expenses incurred by the personnel within the frame of their business activities and missions. The amount and the nature of the expenses involved must remain reasonable and justifiable, and employees are requested to minimize expenses. Proof of expenses must be given for reimbursement of actual costs and supported by legitimate original receipts. A credit card receipt is not considered as a proof of expense.
Form No : BLX-COR-QUA-F-0001 Rev 1
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In exceptional cases whereby a receipt could not be produced by the employee, the claimant must state in writing the reason and accompanied by signature showing approval by the Head of Department (HOD). The company does not reimburse expenses which do not result directly from the business activities and missions, including but not limited to: Business insurance premium for personal vehicles Fines Expenses resulting from an accident
9.3
ROLES & RESPONSIBILITIES
The Administration Department (ADMIN) Centralizes and verifies the Travel Request Forms, and makes flight & hotel bookings. The Finance Department (FIN) Verifies submitted claims with reference to the Asia Pacific Expense Claiming Policies, and prepares claims for Senior Managers (SMs) & staff of higher hierarchy than SM. The Human Resources Department (HR) Owns and maintains the lists of staff benefit entitlements. When requested by FIN, HR will cross-verify claims using these lists. The Head of Department (HOD) Approves/rejects the expense claims of the staff of their department with reasonable care. The Higher Management (MD) Defines the Bollore Logistics Singapore Pte Ltd Expense Claiming Policies, and arbitrates whenever consulted.
9.4
APPROVAL & DOCUMENTATION PROCESS OF EXPENSES
Local Expense Claim Form is used for expenses incurred in Singapore only. International Expense Claim Form is used for expense incurred for overseas travelling such as taxi to or from airport, Visa fees, Airport tax, overseas accommodation, meals and overseas entertainment. The amount should be entered in foreign currency and using the exchange rate stated in the credit card statement or the foreign exchange slip provided by the bank/money changer. The said documents should be attached to the International Expense Claim Form. The purpose of overseas business trips must be clearly indicated in the Expense Claim Form. The Expense Claim Form attached with supporting documents shall be signed by the applicant as a declaration of abiding by the expense claiming policies. Then, the HOD shall sign as a declaration that the claims made by the claimant are fair and legitimate.
Form No : BLX-COR-QUA-F-0001 Rev 1
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The Expense Claim Form must be signed by the claimant and approved by the BU manager prior to submission to Finance department. In the event that the Expense Claim Form is not signed and approved, Finance department will return it to the claimant. The claimant may re-submit the Expense Claim Form when both signatures are present.
9.5
EXPENSE CLAIMS SUBMISSION
The cut-off times of submission of the Expense Claim Form is the 10th of each month and Finance department will process payment within 5 working days. In the event that the Staff Expense Claim Form is received after the 10th cut-off time, it will be processed by Finance Department by the cutoff time of the following month. Employees are to submit their staff Expense Claim Form every month. Expense Claim Forms accumulated for more than two months without any valid reason will be rejected. The Company reserves the right to approve/reject the claim filed in Expense Claim Form. Cash advance may be granted to employees traveling overseas for business. Claimants must submit their request to the finance department at least one week before traveling with HOD approval. In case a frequent traveller employee uses his personal credit card for business expenses (such as AMEX), the statement from the bank can be fully reimbursed only if the usage of this card is strictly reserved for Business purpose.
9.6
NON-CLAIMABLE EXPENSES
9.6.1
Fixed Assets (investment/divestment procedure applies => DAC)
Mobile phones / PDAs or similar appliances Request should be made to Information Technology Department (IT) for these items. Computer software Request should be made to IT for these items. Computer hardware Request should be made to IT for these items. Office furniture Request should be made to ADMIN for these items. IT related (including IT related expenses such as Digital camera, mouse, keyboard, etc.). Request should be made to IT for these items.
9.6.2
Staff Benefits
Reimbursements of personal expenses that are considered as staff benefits are strictly prohibited, e.g. house rental fees, regular car rental fees, monthly car park rental fees and local car expenses like car insurance fees, and road taxes.
9.6.3
Training Expenses
Training expenses should be arranged by HR after receiving the Training Request Form with the approval of HOD. Staff should not attend the training without proper approval and/or submit the training expense through Expense Claim Form, unless a written approva by HOD has been given. Form No : BLX-COR-QUA-F-0001 Rev 1
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9.6.4
Administrative Expenses
Claims for purchases of office supplies, courier charges and postage fees should not be made. Instead, email request should be requested by the BU level and sent to Admin when these items/services are required.
9.6.5
Medical Expenses
Except for dental and lady health screen (Refer to Section 5.4.4), medical claims shall be submitted through HR using the medical insurance claims form.
9.7
RULES PER NATURE OF EXPENSES
9.7.1
Flight & Hotel Bookings
The flight and hotel bookings are made by ADMIN upon receiving the approved Travel Request Form. In their sole discretion, ADMIN will arrange within the hotel category assigned to the staff. ADMIN’s decision shall be final. All flights shall be booked in economy class, irrespective of flight duration. Travel request forms including detailed trip purpose/plan must be validated with your N+1, prior to flight booking. In case of the non-availability of your N+1, e-mail exchange will suffice. Under normal circumstances, the flight tickets are paid for directly by the Company. Employees are not entitled to purchase air tickets directly for their annual leave passage ticket and claim the reimbursement to the company. The request approval has to be made via ADMIN.
9.7.2
Overseas Laundry / Dry-cleaning Costs
During overseas business trips, reasonable expenses for laundry and/or dry cleaning are reimbursable, when a trip exceeds three days.
9.7.3
Overseas Hotel Mini-Bar Item Expenses
During overseas business trips, mini-bar item expenses are not claimable, except for mineral/distilled drinking water.
9.7.4
Entertainment & Meals
The guiding principle to be applied in claiming and approving meal and entertainment expenses is that the claims are reasonably incurred and not excessive. For entertainment expenses, care must be taken to ensure that activities involved are moral, legal, ethical and appropriate for the image of the Company, and the nature of the Company’s relationship with its business associates. In the event of ambiguity, FIN will request approval from MD. Form No : BLX-COR-QUA-F-0001 Rev 1
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When claiming for business entertainment, staff shall indicate the client’s name and the names of the BOLLORE staff who attended. For department meeting meals, to indicate the purpose of the meals and names of the staff who attended. For Overtime meals ordering, to indicate number of pax order for warehouse or office staff in the Staff Expense Claim Form. The table below summarizes the maximum claimable amounts per person and per type of meal (overtime, intra-extra departmental meals, meals while on business trip overseas and meals with external parties) as well as the conditions to be met (if any) and the required documentation. The thresholds mentioned are expressed in SGD and are valid as such in all countries listed in the next table with an index equal to 1 (e.g. France, Australia, etc.). To derive the thresholds applicable to countries with different indexes, simply multiply the threshold by the index (e.g. maximum claimable for internal dinner in Japan = 80 * 1.2 = 97 SGD).
Meals Typology
In SGD
Overtime (When working after 8 PM)
Oversea (Meals oversea while on Business Trip)
Intra-extra Department
Lunch Max Claimable
Dinner Max Claimable
15
40
100 (Above the limit to be approved by MD)
80
250 (Above the limit to be approved by MD)
Specific Documentati on Required
Details to give in the expense claim form: -Name and designations of all participants
Details to be given in the expense claim form: Justification/motivati on -Names and designations of all participants
Conditions
Approval from direct superior and HOD
Approval from direct superior and HOD
Region
Asia Pacific Form No : BLX-COR-QUA-F-0001 Rev 1
Details to be given in the expense claim form: -Names and designations of all participants
Index
Country
0.8
Canada USA
0.6
Argentina Brazil Chile Mexico Uruguay
1.2
Japan
Americas
External (Meals with clients/suppliers/group visitors)
Details to be given in the expense claim form: -Justification/motivation -Names and designations of all participants (Bollore Inc)
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1
0.8
Brunei China Hong Kong New Caledonia New Zealand South Korea Taiwan Thailand
0.6
Cambodia Indonesia Laos Malaysia Philippines Timor Vietnam
1
Europe
0.8
France Belgium Germany Italy Luxembourg Netherlands Portugal UK Qatar UAE
Middle East
1
North Africa
0.6
Algeria Morocco Tunisia
0.6
Bangladesh India Pakistan Sri Lanka
South Asia
9.7.5
Australia Singapore
Taxi Claim
Employee is allowed to reimburse the cost of taxi or public transport through receipt reimbursements for company business purpose such as client visits, perform AOG or work on off-day or public holiday. Employees who are not eligible to claim overtime may claim for actual expense on taxi fare from the office to employee’s home: a. When they have worked at least 3 hours after normal working hours on Monday to Friday /weekday. b. When they have worked at least 2 hours after normal working hours on Saturday/off day. c. When they have worked for at least 4 hours on Sunday/rest day and public holidays. Employees attending meeting/training may claim for car park fees.
Form No : BLX-COR-QUA-F-0001 Rev 1
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Employees may take the taxi to client’s office or non-principle Bollore offices (not their official working location) from home if their meeting is before 10am. Employees may take the taxi to non-principle Bollore offices (not their official working location) from home if their training is conducted before 10am. If the meeting at client’s office ends after 5pm, employees may take the taxi back home. If the meeting/training conducted at non-principle Bollore offices (not their official working location) ends after 5pm, employees may take the taxi back home after 5.45 pm or their official working hours.
9.7.6
Mobile Phone
For employees who are not assigned a company mobile phone in their capacity of work, but need to frequently communicate with the customer or contractor, are allowed to claim a monthly mobile phone allowance through staff expense claim form on the condition that their mobile phone number is included in company telephone directory, email and name card. The mobile allowance is strictly for monthly subscription fee, caller ID subscription, and monthly phone usage but excluding auto roam subscription and mobile data plan usage. In the case when there is IDD usage for company business purpose,employees need to indicate the purpose of the IDD charges for which client in their staff expense form. If there is no indication, all IDD usage will be treated as staff personal mobile usage. The maximum mobile allowance is divided into different category: For Freight Forwarding Business Units: Customer service/operation staff officer level – maximum S$35.00 per month Driver assistant – maximum S$50.00 per month Customer Service Executive - maximum S$50.00 per month Customer Executive/ operation Executive level – maximum S$50.00 per month Senior Customer Executive / Senior Operation Executive level – maximum S$80.00 per month Asst. Customer Service Manager / Manager – maximum S$100.00 per month
For Logistics Business Units:
Logistics operation staffs – maximum S$40.00 per month Customer Service Executive - maximum S$50.00 per month Logistics supervisor – maximum S$80.00 per month Project Engineer – maximum S$75.00 per month Asst. Customer Service Manager / Manager – maximum S$100.00 per month Driver – maximum S$100.00 per month Logistics Manager - maximum S$100.00 per month. Warehouse Manager – maximum S$100.00 per month
For Structure Business Units (Finance, HR, Procurement, Legal, IT, QHSE):
Staffs required to use phone for their daily work – maximum S$ 50.00 per month
Form No : BLX-COR-QUA-F-0001 Rev 1
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9.7.7
ERP / Parking Coupon
Employees are allowed to claim for ERP/Parking charges for business purpose only. Employees are to submit the print out of cash card transaction for ERP and parking expenses as documents of claim. Staff are to delete those personal ERP/Parking charges when submitting the expense claim form. Company driver, who is driving company van or truck, is requested to submit the cash card listing and original parking receipt for claiming of GST input tax purpose.
9.7.8
Cash-card Top Up
Employees are encouraged to submit weekly cash card print out from finance department for claiming of ERP and Parking. Employees may claim for petrol when the Company issued petrol card is not functioning. In the event that employees have incurred additional petrol consumption during the month, the reason must be provided to justify the additional consumption and HOD must approve on the staff Expense Claim form. Employees who drive their own transport such as private car or motorbike for company business purpose (such as visit client, perform AOG but excluding commuting from home to office except when working on off days or public holiday) are allowed to claim for mileage. Employees may claim mileage to client’s office or non-principle Bollore offices (not their official working location) from home if their meeting is before 10am. Employees may claim mileage to non-principle Bollore offices (not their official working location) from home if their training is conducted before 10am. If the meeting at client’s office ends after 5pm, employees may claim mileage back home. If the meeting/training conducted at non-principle Bollore offices (not their official working location) ends after 5pm, employees may claim mileage back home after 5.45 pm or their official working hours. The mileage claim for private car is S$0.80 per KM and for motorbike is S$0.50 per KM. Agendas and destination, distance of KM of each date must be clearly indicated in the Expense Claim Form, submitted together with google map printed stating the trip. The claimable mileages for trips from BOLLORE sites to BOLLORE sites are described in the table below;
Form No : BLX-COR-QUA-F-0001 Rev 1
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9.7.9
Professional Membership Subscription Fees & Credit Card Subscription
Professional membership subscription fees held by the employee and annual credit card subscription are not claimable.
Form No : BLX-COR-QUA-F-0001 Rev 1
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9.7.10 Team Bonding Events Team bonding events should follow the budgeted amount allocated and claimed by the person-in-charge. Any bonding events should be prior validated by HOD in charge and MD.
9.7.11 7th Month Prayer 7th month prayer should follow the budgeted amount allocated and all arrangement should be done by Admin dept. No other claims are allowed.
9.7.12 Gifts Request for gifts such as flowers, wreath etc should be made to HR and arranged by Admin department. Gifts to customers, airlines or carrier during the mid-autumn festival, Christmas and Chinese New year should be ordered by Admin department and distributed to clients by sales or operation personnel.
10 DISCIPLINARY ACTION AND GRIEVANCE PROCEDURE 10.1 DISCIPLINARY ACTIONS All employees shall conduct themselves in an appropriate manner and cooperate with other members of the Company, both during business hours and at other hours deemed necessary for the normal course of business. If an employee is found to have misconducted himself that warrants disciplinary action, steps may be exercised and recorded for reference or audit purpose.
10.1.1 Performance Improvement Plan If the conduct or performance requires monitoring and reviewing on a later date, the employee will be given a Performance Improvement Plan by the Superior or BU Manager. This will give details of the Superior’s expectation of the employee’s improvement progression on the stipulated time.
10.1.2 Verbal Warning If the conduct or performance does not meet acceptable standards, the employee will be given a formal verbal warning by the Superior or BU Manager. He/she shall be advised of the reason for the warning. The purpose is to correct the unacceptable behavior and is not intended to penalize or threaten the employee. If the employee corrects his/her behavior, no action needs to be taken and the matter is considered closed.
10.1.3 Written Warning If the offence is deemed serious, or if a further offence occurs, a written warning will be given to the employee by the BU Manager or Head of Department. This will give details of the complaint, the improvements required and the time scale. Duplicate copies of written warning letters are Form No : BLX-COR-QUA-F-0001 Rev 1
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prepared and signed by the BU Manager or Head of Department, the HR Manager and the employee. During the time scale expected for improvements, the employee’s performance is closely monitored and specific objectives are indicated for the employee to meet. At the end of the time scale period, the situation is reviewed to decide whether further disciplinary action is required.
10.1.4 Dismissal If conduct or performance is still unsatisfactory and the employee fails to reach the prescribed standards, dismissal will result. Only the Head of Department, together with HR Manager or Managing Director can make the decision to dismiss. The employee will be provided, as soon as reasonably practical, with written reason for dismissal, the date on which employment will terminate. However, the above steps may not be followed and a dismissal may be exercised should an employee display gross misconduct or offence, including but not limited to: Fighting or assault on another person Theft or fraud, receiving of commissions or other benefits from outside sources Deliberate damage to Company property Serious incapability through alcohol or being under the influence of illegal drugs Serious negligence which causes unacceptable loss, damage or injury Serious act of insubordination Misappropriation of Company’s funds Falsification of Company’s documents False information on employment application and other signed documents Intentional engagement in activities and practices that may endanger the safety of the Company premises and employees Intentionally breaking Company’s rules Engagement in other work or business in conflict with work of the Company Conviction of a criminal offence which, in the reasonable view of the Company, may have an adverse effect on the work of the Employee and/or workplace relationships
No notice or salary in-lieu of notice shall be paid to the employee if he/she is dismissed for gross misconduct or offence.
10.1.5 Inappropriate Workplace Behaviour An example of inappropriate workplace behaviour is harassment. Harassment is when a supervisor or a co-worker behaves or acts in a way that creates an intolerable work environment for another employee. The conduct in question must be unwelcome in the sense that the employee did not solicit or incite it and that a reasonable person in the complainant’s circumstances would have regarded the conduct as undesirable, offensive or abusive. Form No : BLX-COR-QUA-F-0001 Rev 1
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Some examples: Telling jokes and making lewd or vulgar comments with sexual content taunting remarks of a racial nature, of people with disabilities or of a particular religion, with the intention to discriminate a co-worker. Slurs, profanity or name calling. Demeaning or suggestive pictures, objects, writings, emails or faxes. Aggressive physical contact or unwelcome touching or threats to do so. Unwelcome love letters, gifts or repeated requests for dates. A supervisor’s misuse of authority to extort favors of a sexual nature from an employee such as an unwelcome sexual advance or unwelcome touching in a sexually suggestive way to invade another person’s personal privacy. An employee in authority being involved in a relationship with another employee who is a direct report or an indirect report within the same work group. Intimate display of behaviour, verbal or physical between two employees involved in a relationship, thereby causing the discomfort of other co-workers around them.
10.2 GRIEVANCE PROCEDURE It is the Company’s responsibility to provide an effective and acceptable means for employees to bring problems and complaints concerning work and their well-being at work to the attention of the Company. An employee may take the below steps to express his/her grievances in the order set up below: Raise the matter to the person concerned; Raise the matter to Supervisor or BU Manager if an employee is unable to approach the person or the grievance remains unresolved after approaching the person involved; Raise the matter to Head of Department if your Supervisor or BU Manager is unable to resolve it for the employee; Raise the matter to HR Department if it is still unresolved or the employee feels inappropriate to raise it to the Head of Department.
11 TRAINING SPONSORSHIP 11.1 TRAINING SPONSORSHIP The Company is committed to support the ongoing education and development of every employee and actively encourages the continuing education of employees through its training sponsorship. Employees who are interested to upgrade themselves are fully encouraged to discuss or submit their training plan to their BU Managers. Sponsorship will be considered based on the employee’s performance and the relevance of the job nature. Training sponsorship can be for attending a NonCertificate training course or Further Education Scheme. Company’s sponsorship can be withdrawn at any time if the employee’s job or academic performance becomes unacceptable or if the employee resigns before the commencement of or during the training. Form No : BLX-COR-QUA-F-0001 Rev 1
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Training requests will only be processed when the Training Request Form (TRF) has been duly completed and signed by the respective parties. All training requests must be submitted at least 3 weeks before the commencement of the course. Employees are to bear the cancellation penalty fee (if any) due to last minute cancellation / postponement of the course unless it is due to work related matters and required by the BU Managers.
11.2 NON-CERTIFICATE TRAINING COURSE Non-Certificate training courses refer to courses which only award a certificate of participation or attendance at the completion of the course, but does not award a Diploma or Degree qualification and equivalent. The Company encourages all confirmed, full-time employees to enrich themselves through the attendance of such courses as identified jointly by the employee and their respective BU Manager or Department Head during the performance appraisal. Application of such courses must be submitted through the Training Request Form, to be approved by the Department Head and reviewed by the HR Department.
11.3 SPECIALISED CERTIFICATE TRAINING COURSE The Company may require full-time employees to attend specialised certificate training course as required by the job. Such training course consists of theory and practical test. They can be as below: Forklift Training, consisting theory and practical test LTA class 3 or 4 driving course, consisting theory and practical test M10/L11 Airworthiness course, consisting theory and practical test
Employees are required to serve a bond period of 12 months after completion of the course. Should the employee terminate his/her services with the Company either voluntarily or involuntarily before the bond period is completed, he/she shall be required to repay the Company the full amount of course fees paid.
11.4 FURTHER EDUCATION SCHEME As part of the Company’s development strategy, Further Education Scheme (FES) is implemented to provide all confirmed, permanent and full-time employees with the opportunity to improve themselves through part-time studies and other training schemes. All full-time, confirmed and permanent employees who have completed at least one year of service with the Company are eligible for obtaining the training sponsorship.
11.4.1 Certificate Training or Diploma Course Certificate Training courses refer to courses that award a professional certification at the Form No : BLX-COR-QUA-F-0001 Rev 1
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completion of the course. Employees who are keen on developing themselves by pursuing further studies such as Certificate Training or Diploma course can apply for the FES sponsorship in Certificate or Diploma course. The following conditions shall be applicable: The employee must have completed at least 1 year’s continuous service with the Company. All applications must be recommended by the respective Department Heads and submitted within the stipulated window period at the start of each year. Applications that are received outside this window period will not be reviewed. HR will review all recommendations by the Department Heads and will interview applicants before submitting a fixed number of FES sponsorship applications to the Managing Director for approval. The Company shall sponsor 100% of the tuition fee, up to a maximum of S$10,000.00, subject to approval of training grant from the Skills Development Fund. The amount sponsored by the Company covers all tuition and examination costs, but does not include books, meals, transportation, re-examination or any other miscellaneous cost. Sponsorship is subject to the employee attaining at least 75% attendance of the entire course or the minimum required whichever is greater, and a minimum pass at the completion of each module if the examination is on a modular basis or at the completion of the course program if the examination is at the end of the program. A copy of the results certified by the School must be submitted to HR for training record purpose. Employees who seek sponsorship from the Company are required to serve a bond period after completion of the course as stipulated in the table below.
11.4.2 Degree or Post-Graduate Course Employees who are keen to broaden and strengthen their management’s depth through executive education programs such as Degree or Post-Graduate course can apply for the FES sponsorship in Degree or Post-Graduate course. The following conditions shall be applicable: The employee must have completed at least 2 years’ continuous service with the Company. All applications must be recommended by the respective Department Heads and submitted within the stipulated window period at the start of each year. Applications that are received outside this window period will not be reviewed. HR will review all recommendations by the Department Heads and will interview applicants before submitting a fixed number of sponsorship applications to the Managing Director for approval. Upon the approval, the Company will reimburse up to a maximum of S$25,000.00 of the tuition fee. This subsidy shall be reimbursed to the employee after the employee has attained a minimum Form No : BLX-COR-QUA-F-0001 Rev 1
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pass at the completion of each module if the examination is on a modular basis or at the completion of the course program if the examination is at the end of the program. A copy of the results certified by the University/School must accompany the claim. The amount sponsored by the Company covers all tuition and examination costs, but does not include books, meals, transportation, re-examination or any other miscellaneous cost. Employees who seek sponsorship from the Company on Degree or Post-Graduate course are required to serve a bond period after completion of the course as stipulated in the table below.
11.4.3 REIMBURSEMENT To claim reimbursement, employees must present their original examination result documentation and receipt of payment/tax invoice for all eligible expenses to HR Department. Reimbursement will be made in the form of a cheque/electronic payment directly to the employee. The reimbursement is based on the gross school fee plus registration fee. To qualify for any reimbursement: Employees must obtain a minimum of “Pass” for individual course work or subject completed if there is an examination Employees must achieve at least 75% attendance of the entire course depending on the training provider The tuition and examination costs will not be reimbursed if they fail a course of study Employees cannot claim a reimbursement for a subject that has been attended more than one attempt All reimbursements require the approval of the BU Managers and the Management team
11.5 FURTHER EDUCATION SCHEME BOND The bond period of FES is as follows: Length of Service at the start of the course Training Amount < 5 years
5 - 10 years
> 10 years
Bond Period Nil
< S$5,000.00
1 year
Nil
S$5,000.00 - < S$10,000.00
1½ year
1 year
Nil
S$10,000.00 - < S$20,000.00
2 years
1½ year
1 year
> S$20,000.00
2½ years
2 years
1½ year
Should the employee terminate his/her services with the Company either voluntarily or involuntarily Form No : BLX-COR-QUA-F-0001 Rev 1
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before the bond period is completed, he/she shall be required to repay the Company a pro-rated amount of the bond value.
11.6 CAR PARK / TAXI FARE OR MILEAGE CLAIM Employees attending training/seminar/workshop may claim for car park fees but not actual expense on taxi fare or mileage claim to/from home. Employees can include this claim together with their local expense. If employees have to leave from office to attend training/seminar/workshop or if they have to return to work after attending training/seminar/workshop, the actual expense on taxi fare is reimbursable subject to the Department Head’s approval.
11.7 EXAMINATION LEAVE Employees are eligible to take paid examination leave to attend their examinations at a cap of 3 days per annum provided that it is a FES sponsored by the Company. Examination leave is noncumulative. The examination leave should be relevant to the job nature of the employee. Employees should apply for examination leave at least 2 weeks prior to the examination date. The approval of examination leave is subject to work demands and the satisfactory work and study record of the individual. While not undervaluing the importance of study, work responsibilities should always be given first priority. Prior to taking Examination Leave, employees must complete and submit the leave application. An official examination schedule must be attached to all applications. An examination schedule shall be submitted to HR Department as a proof of attendance, failing which the granted exam leave will be forfeited and treated as annual leave or unpaid leave. Examination leave will not be given for employees who are re-sitting the same paper or examination.
11.8 FRENCH LANGUAGE ACQUISITION COURSE Prior approval from the Management must be obtained for anyone who wishes to acquire the French Language at “Alliance Francaise de Singapour”. Consideration will be assessed on case-tocase basis, depending on the requirement and relevance of the employees’ nature of work. It is compulsory for all employees to sit for the examination at the end of each course. Upon passing the examination, a copy of the Certificate must be given to the HR Department for record purpose.
12 RETIREMENT & RE-EMPLOYMENT POLICY 12.1 INTRODUCTION This policy aims to define the Retirement & Re-Employment Policy within Bollore Singapore.
12.2 DEFINITION The retirement age shall be in accordance with the Retirement and Re-employment Act. Form No : BLX-COR-QUA-F-0001 Rev 1
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12.3 SCOPE This policy shall be applicable to all employees of the Company.
12.4 ELIGIBILITY FOR RE-EMPLOYMENT The Company shall offer re-employment contracts to eligible employees at least 3 months before their retirement. Similarly, employees who are not eligible for re-employment will be informed 3 months before their retirement. The Company shall provide re-employment to employees, who are Singapore Citizens or Permanent Residents, upon reaching the age of 62, if they meet the following criterion: are medically fit to continue working; and are assessed by Supervisors/Managers to have at least satisfactory work performance
12.5 RE-EMPLOYMENT TERMS AND CONTRACT PERIOD Employees who are eligible for re-employment with the Company shall be offered re-employment in one of the following job arrangements:
Re-employed in the same job with existing wage and benefits; or Re-employed in the same job with appropriate adjustments in wage and benefits based on reasonable factors; or Re-deployed to a different job with existing wage and benefits; or Re-deployed to a different job with re-negotiated terms; or Re-employed on flexible work arrangements, such as part-time or job-sharing.
Employment will be renewed on a yearly basis, for five (5) years up to age of 67.
12.6 SALARY According to the Retirement & Re-employment Act, the Company will not introduce a reduction exceeding 10% of the salary paid or payable to the Employee once he or she is 60 years of age. Upon re-employment at the age of 62 years, the salary proposed may be adjusted down to the level of a younger employee with the requisite experience and competency for the same job. When making any re-adjustments for re-employment, the Company will take into account any earlier reduction made when an employee attained 60 years of age, as well as reasonable factors such as productivity, duties and responsibilities and wage system. When re-deployment is offered, the salary will be negotiated between the Company and the Employee on a case-by-case basis, taking into consideration the principle where salary should commensurate with the job undertaken, the Employee’s experience and other attributes.
Form No : BLX-COR-QUA-F-0001 Rev 1
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12.7 MEDICAL AND DENTAL BENEFIT An employee shall continue to enjoy the medical and dental benefit as per the Employee Handbook.
12.8 ANNUAL LEAVE Employees will continue to enjoy their annual and sick leave benefits according to the reemployment contract terms, immediately upon re-employment.
12.9 SICK / HOSPITALISATION LEAVE Every employee shall continue to enjoy the number of sick leave/hospitalization leave as per the Employee Handbook.
12.10 LENGTH OF SERVICE Upon re-employment, the employee’s service period prior to re-employment shall cease to be effective except for the purpose of awarding long service awards and annual leave entitlement.
12.11 TERMINATION WITH NOTICE Employers and employees may exercise normal termination with notice in accordance with their employment contracts.
12.12 RECOGNISING THE CONTRIBUTIONS OF RE-EMPLOYED EMPLOYEES The Company shall recognise that re-employed employees are an integral part of the organisation. The Company will, where appropriate, continue to reward re-employed employees based on Company and individual performance in the form of performance bonuses, gain-sharing incentives or one-off bonuses.
12.13 EMPLOYMENT ASSISTANCE PAYMENT In the event that the Company is not able to offer re-employment to eligible employees, up to age 67, the Company shall provide a one-off Employment Assistance Payment (EAP) of 3 months’ gross salary, subject to a minimum amount of S$4,500.00 and a maximum amount of S$10,000.00.
12.14 OTHER CONDITIONS OF EMPLOYMENT Any other condition of employment not mentioned in this policy shall be governed by the Retirement and Re-employment Act and the prevailing Tripartite Guidelines on the Re-employment of Older Employees.
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12.15 RETIREMENT & RE-EMPLOYMENT PROCESS
Age 60
• Identify eligible mature workers for re-employment • Pre-retirement Planning • Training and Re-skilling in preparation of re-deployment • HR to highlight criteria for re-employment and advise if any issues
Age 61
• Discussions with HR and Supervisors to understand employee’s needs • Pre-Employment counselling for employee • Manage expectations on re-employment contract (Change to wages, terms & benefits if any) • Send Employee for Medical Check & conduct Performance Appraisal for Re-employment
3 months Before age 62
Re-employment at age 62
13
• Detailed re-employment contract to be offered to staff for consideration • Inform staff who do not qualify for re-employment • Written communication from staff who choose to reject re-employment
• Re-employed on a 1-year contract till age 67, renewable yearly • Employment Assistance for those not offered re-employment
OTHERS 13.1 SOLE EMPLOYMENT Unless with the written consent of the Employer, the Employee shall not directly or indirectly be engaged or be concerned in any capacity in any other business or trade or occupation whatsoever during the period of his employment. Other business, trade or occupation shall include but is not limited to driving for Uber, Grab etc. In the event the Employee is in breach of the above or is involved with any rival trade competitors or incorporates a company similar to the Employer, his services will be terminated immediately.
13.2 UPDATING OF PERSONAL PARTICULARS Employees must update the HR Department of any changes to their address, marital status, educational attainments, telephone number etc within 7 days of such changes.
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13.3 RECEIPT OF GIFTS Employees should not accept gifts from persons dealing with Bollore Singapore and its associated companies unless such gifts are of nominal value (below S$50.00). All gifts received must be reported to the Department Head. Gifts valued at or below the nominal value must still be reported.
13.4 HOUSEKEEPING All employees are expected to keep their work areas clean and organized at all times. All documents should be filed. Cabinets and drawers should be locked after office hour. Common areas such as the pantry, photocopier/ fax rooms, conference rooms, restrooms should be kept clean after meetings and meals.
13.5 CONFLICT OF INTEREST All employees, in the position to influence directly or indirectly the making of any business decisions with outside parties, shall not have any personal gains/ interest from such knowledge/ transactions. All employees, officers and directors may not have any direct or indirect interest in, or relationship with, any organisation that is, or is likely to be a customer, supplier of goods or services, competitor or business partners of Bollore Singapore without full written disclosure of the interest to the Managing Director of Bollore Singapore. The purpose of the disclosure is to permit a determination as to whether or not any conflict of interest exists. In the case of corporations whose securities are regularly and publicly traded, the holding for investment purposes of securities representing an insignificant percentage of the outstanding securities (less than 5%) will not ordinarily be deemed to constitute a conflict of interest. Should such a conflict arises, it is the responsibility of the employee to report, in writing, the facts to his/her immediate supervisor who will in turn bring the matter up to Managing Director. If an incident arises where the employee fails to inform management in writing of his/her involvement, it will be considered grounds for immediate dismissal.
13.6 CONFIDENTIALITY Employees should treat all matters pertaining to the affairs of Company as strictly confidential. Employees shall not divulge to any third party any information he/she may have obtained from his/her employment with the Company. Should the employee leave the Company, he/she should continue to preserve as confidential all trade secrets and confidential knowledge, data or other proprietary information of the Company, its employees, vendors and Clients. Every employee should ascertain that all confidential materials under his/her charge (including information in their respective computers) be kept in an appropriate manner. Failure to do so shall be construed as a breach of confidentiality.
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13.7 TRANSFER OR SECONDMENT The Company reserves the right to transfer or second the employee to another department or entity within the BOLLORE Group. In the event of a transfer of the employee to another entity within the = BOLLORE Group, it shall be carried out with the consent of the employee. Any transfer or secondment will not affect the Employee’s period of continuous employment with the Company or his/her entitlement to any accrued benefits.
13.8 DRESS CODE Employees should be in decent smart casual wear to portray a neat and tidy appearance as business visitors may be attended to during working hours. Employees may dress down on Friday and Saturday. Shorts and slippers are considered as inappropriate wear and not approved. Where uniforms are provided, employees should wear freshly laundered uniforms at all times during working hours. Uniforms must not be altered in any way. Where covered, safety shoes or safety vests are required to be worn at designated working areas, employees must put on such attire at all times. Employees are to adhere to proper dress code. Otherwise, they may face disciplinary action.
13.9 EMPLOYEE ACCESS CARD All employees are issued with Access Card upon joining the Company. The use of the Access Card is compulsory and it must be displayed prominently at all times when within the premises. The card is also used as an ID Card for attendance purpose when the employee is visiting other BOLLORE locations. In the event of the employee misplacing/losing the Access Card, it must be reported to HR Department as soon as possible for cancellation of the lost card and for a replacement card to be issued. The cost for each replacement card is S$20.00 which will be charged to the employee.
13.10 PARKING & SPEEDING OFFENCES Employees who drive the Company’s vehicles are to be solely responsible for all parking and speeding offences.
13.11 EXXON MOBIL PETROL USERS / CLAIMERS Employees who are issued the Exxon Mobil petrol card are restricted to pump petrol Synergy 5000 or below. The Company will not reimburse employees who do not use the company-issued Exxon Mobil petrol card. Employees are not allowed to pump petrol Synergy 8000 or and above (e.g. Vpower) and they have to bear the petrol costs if they do so.
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Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
13.12 OTHERS The Company reserves the right to amend any policy or practices at its absolute discretion from time to time. This Employee Handbook is the property of Bollore Logistics Singapore Pte Ltd. It must be returned to the Company upon cessation of employment.
ANNEX Annex A – Outpatient Medical Benefits Limitations and Exclusions AXA will not reimburse for the following: Special nursing care, general physical or medical check-up or tests not incidental to the treatment or diagnosis of an actual Sickness or Injury or any treatment which is not medically necessary; or Care and treatment performed by a Specialist; or Special Investigations (eg: MRI, CT Scan, Barium Test); or Any expenses incurred in relation to any type of therapy (eg: physiotherapy) or dialysis; or Preventive check-up, pap smear tests for ladies and vaccinations (eg: hepatitis vaccinations, vaccinations for children such as DPT, MMR); or Any expenses incurred in relation to mental or psychiatric cases; or Any expenses incurred in relation to pregnancy, confinement, miscarriage, ligation or abortion; or Any expenses incurred in relation to cosmetic surgery and sex change operation; or Any expenses incurred in relation to illness or disablement arising from attempted suicide, any unlawful act or misuse of drugs; or Any expenses incurred in relation to illness of disablement arising from self inflicted injury, venereal disease, AIDS or any illness caused by the misconduct or negligence of the Insured Member; or Any expenses incurred in relation to medical, surgical, dental, optical, and other appliances (eg: spectacles, contact lenses and artificial limbs); or Any expenses, including investigations, incurred in relation to illness or disablement during or in the course of employment which constitutes a valid claim under the Workmen’s Compensation Act, Singapore.
Annex B - Outpatient Specialist Benefits Limitations and Exclusions Form No : BLX-COR-QUA-F-0001 Rev 1
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This Document is uncontrolled when printed This document is property of Bolloré Logistics ; Distribution and reproduction prohibited without authorization of the QHSE Management
HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
The Outpatient Specialist Consultation and Diagnostic X-ray and Laboratory Test Benefit will be payable only if referred to by a General Practitioner. AXA will not reimburse for the following: Special nursing care, general physical or medical check-up or tests not incidental to the treatment or diagnosis of an actual Sickness or Injury or any treatment which is not medically necessary; or Any expenses incurred in relation to any type of therapy (eg: physiotherapy) or dialysis; or Preventive check-up, pap smear tests for ladies and vaccinations (eg: hepatitis vaccinations, vaccinations for children such as DPT, MMR); or Any expenses incurred in relation to mental or psychiatric cases; or Any expenses incurred in relation to pregnancy, confinement, miscarriage, ligation or abortion; or Any expenses incurred in relation to cosmetic surgery and sex change operation; or Any expenses incurred in relation to illness or disablement arising from attempted suicide, any unlawful act or misuse of drugs; or Any expenses incurred in relation to illness of disablement arising from self inflicted injury, venereal disease, AIDS or any illness caused by the misconduct or negligence of the Insured Member; or Any expenses incurred in relation to medical, surgical, dental, optical, and other appliances (eg: spectacles, contact lenses and artificial limbs); or Any expenses, including investigations, incurred in relation to illness or disablement during or in the course of employment which constitutes a valid claim under the Work Injury Compensation Act, Singapore.
Annex C – Group Hospital & Surgical Insurance Limitations and Exclusions If the Insured Employee is entitled to claim benefits under the Work Injury Compensation Act, other group or individual insurance policies, any governmental programme or insurance provided by law, the Benefits payable will be limited to the balance of the expenses not covered by those other benefits. If the Insured Employee’s cover terminates during the period when the Insured Employee was Hospitalised or underwent surgical procedure, our liability under the Policy will continue only up to and including the last effective date of the Insured Employee’s cover. The Benefits will be payable only if the period of Hospitalisation was at least 6 consecutive hours. This minimum period of Hospitalisation does not apply if: the Hospitalisation was required for surgical procedure; or the Hospitalisation was in relation to emergency treatment for an Accident; or Form No : BLX-COR-QUA-F-0001 Rev 1
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This Document is uncontrolled when printed This document is property of Bolloré Logistics ; Distribution and reproduction prohibited without authorization of the QHSE Management
HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
Room and Board charges were incurred. The Benefits payable under this Policy will not include the reimbursement of any Goods and Services Tax and other duties or taxes charged or chargeable. The Benefits under this Policy will not be paid for any Pre-existing Condition, unless the Insured Member or Dependant has been insured continuously for 12 months under this Policy or under any other group hospital and surgical insurance policy issued in Singapore immediately prior to the start of the insurance coverage under this Policy. AXA will also not reimburse any expenses for Hospitalisation or Medical Treatment relating to the following: nervous breakdown or mental disorder; or attempted suicide or self-inflicted injuries, regardless of the mental condition of the Insured Member or Dependant; or violation or attempted violation of law, or resistance to lawful arrest or imprisonment; or rest cures, sanitaria care or special nursing care; or sexually transmitted diseases, Acquired Immune Deficiency Syndrome (AIDS), or any AIDSrelated condition; or routine physical examination, investigation, medical check-up or preventive care; or the influence of alcohol, narcotics or drugs; or dental care or surgery, except where necessary to treat or replace sound natural teeth damaged or lost as a result of an Accident; or constructive or plastic surgery, cosmetic treatment or other elective treatment for beautification purposes; or sleep apnoea; or obesity, weight reduction or weight improvement; or hereditary conditions or congenital illness or abnormalities; or
voluntary termination of pregnancy which is not recommended by a Medical Practitioner or Specialist, contraception, birth control, fertility treatment, varicocele, pregnancy, childbirth, prenatal or postnatal care, and any resulting complications; or
correction of eye refraction, eye examination or prescription of spectacles or contact lenses; or procurement or use of special braces, implants, prosthesis, appliances or equipment such as artificial limbs and hearing aids; or illness or bodily injury resulting directly from war (declared or undeclared), any sort of internal or foreign hostilities; or illness or bodily injury resulting directly from full-time military, naval or air service, except national reservist duty or training under the Enlistment Act (Cap. 93); or any diagnosis, procedure, treatment, care or other medical services which are not necessary or not recommended by a Medical Practitioner or Specialist. Form No : BLX-COR-QUA-F-0001 Rev 1
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This Document is uncontrolled when printed This document is property of Bolloré Logistics ; Distribution and reproduction prohibited without authorization of the QHSE Management
HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
The Benefits will also not be paid for administrative expenses and non-medical personal services such as telephone, television or other items of the same nature.
Schedule of Surgical Fees
Form No : BLX-COR-QUA-F-0001 Rev 1
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This Document is uncontrolled when printed This document is property of Bolloré Logistics ; Distribution and reproduction prohibited without authorization of the QHSE Management
HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
Form No : BLX-COR-QUA-F-0001 Rev 1
Page 51 of 52
This Document is uncontrolled when printed This document is property of Bolloré Logistics ; Distribution and reproduction prohibited without authorization of the QHSE Management
HR DEPARTMENT EMPLOYEE HANDBOOK
Document N° : BLX-SGP-HRE-EHB-0001 Rev 1
Form No : BLX-COR-QUA-F-0001 Rev 1
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This Document is uncontrolled when printed This document is property of Bolloré Logistics ; Distribution and reproduction prohibited without authorization of the QHSE Management