NEW EDITION 2021 EMPLOYEE HANDBOOK INTERGRATED SOLUTION FOR CUSTOMERS IN ASIA AND GLOBALLY
WAI SHIPPING SDN BHD Constant development of our employee for a better globally service EMPLOYEE HANBOOK PREPARED BY ANITA KENYAWONG ANAK NICKLOS (68359) CHRISTY ANAK JOSEPH AGONG (65688) CHRISTY KEMBAN ANAK TEMAGA (65690) FLOWRECYA JOANNA ANAK NELSON (66000) JIJIANA DEVI LIMBU BT JACKLIN (68547)
WAI SHIPPING SDN BHD THE TABLE OF CONTENT The Contract of Employment 5 5 1.1 Employment Job Classification and Grade 1.2 Appointment 5 1.3 Employee Personal Information 6 1.4 Pre - Employment Medical Check Up 6 1.5 Orientation Programs 6 1.6 Probation and Confirmation 6-7 Hours of Work and Promotion 8 8 1.1 Hours of Work 8 1.2 Promotion 9 Termination 9 10 1.0 Notice of Termination 10 1.2 Termination Procedure 11 1.3 Job Abandonment 11 1.4 Retirement 1.5 Exit Interview 11 11-12 Leave 12 1.0 Public Holiday 13 1.2 Annual Leave 13 1.3 Maternity Leave 14 1.4 Marriage Leave 14 1.5 Paternity Leave 14- 15 1.6 Compassionate Leave 15 1.7 Sick Leave 15 1.8 Prolonged Illness
WAI SHIPPING SDN BHD Medical Benefit 16 16-17 1.1 Outpatient and Specialist Medical 17 1.2 Dental Benefit 18 1.3 Company Insurance Coverage 1.4 Company Personal Accident 19 Allowance 20 20-21 1.1 Mobile Phone Allowance 1.2 Transportation finance growth22 1.3 Traveling Allowance 23-24 1.4 Outstation Travel Allowance 25-26 1.5 Meal Allowance 27 Salary Administration 28 28 1.0 Payment of Salary 29- 31 1.2 Social Security Contribution (SOCSO) 32 1.3 Employee Provident Fund (EPF) 33 1.4 Increment and Bonus 34 1.5 Income Tax 35 1.6 Overtime 36 1.7 Time-Off-In-Lieu 37 Performance Management 37 38 1.0 Performance Appraisal 1.2 Performance Interview 39 39 Code of Business 40 401-41 1.1 Policy 41-42 1.2 Employee Obligation 42 1.3 Intergrity of Business Practices 43 1.4 Personal Behaviour 43 1.5 Breach of Conduct 43-46 1.6 Conflict of Interest 1.7 Gift Pre-Requisites and Entertainment 1.8 Utilization of Information Technology
WAI SHIPPING SDN BHD Rules and Regulation 46 46 1.1 Policy Statement 1.2 Ground for Disciplinary Action 46-50 1.3 General Principles of Natural Justice 51 1.4 Disciplinary Action 1.5 Disciplinary Measures 51-52 52-53 Grievance Procedure finance growth53 1.0 Policy 53-54 1.2 Procedure 54
WAI SHIPPING SDN BHD PAGE 01 WELCOME We are glad to have you as a member of Wai Shipping Sdn Bhd (“The Company”), you are an essential part of a team effort. We hope that you will find your position with Company rewarding, challenging and productive. Every employee has an important role in our operations and value the ability and experience you bring with you to the organization. You, and other Employees, are vital to the success of Wai Shipping Sdn Bhd. This handbook has been prepared to acquaint you with the employment policies and practices of Wai Shipping Sdn Bhd. the Handbook shall also be updated from time to time and the revisions shall be forwarded to you. Please read it carefully and keep it for future reference. If you have any questions, please contact a member of the Human Resource Department. OUR HISTORY WAI SHIPPING SDN BHD is based in Malaysia. It was established on December 27, 1991. With 30 years of experience in the forwarding and trading industry, Wai Shipping Sdn Bhd has managed to provide an end to end logistics service all over the state of Malaysia. Not only that, with the recognition and support given by our valuable clients, Wai Shipping Sdn Bhd with its head office in Kuching and regional offices in Bintulu, Miri and Labuan has extended its services into Peninsular Malaysia by setting up regional offices in Subang Jaya, Pasir Gudang, Kuantan, Kemaman and Kelantan. Wai Shipping Sdn Bhd focus on delivering outstanding services to our customers worldwide and offers varies service which includes provides air, ocean, and road freight forwarding, trade and customs advisory services, and other value-added services. OUR VISION To be recognized as the premier customs and compliances services company creating dynamic, integrated solutions for customers in Asia who do business globally. OUR MISSION To develop the professionalism and image of the customs broking, freight forwarding, and logistics industry. To create an environment which promotes the constant development of our employees to provide better service to our clients. Provide service with security, securing client's goods from the beginning to the end of the logistics.
WAI SHIPPING SDN BHD PAGE 02 OUR CORE VALUES 1. TEAMWORK Wai Shipping Sdn Bhd believes in collective and cooperative teamwork which contributes to the achievement of the company’s vision and mission. 2. ACCOUNTABILITY AND INTEGRITY Integrity is the bedrock on which trust is built and is the hidden key to success. Employees are embedded with a deep feeling of trust and integrity which provides transparency and positive work environment. 3. NOW CULTURE Wai Shipping Sdn Bhd believe the attitude and process of treating key business as if one’s life depended on it. It is about determination to stay focused and committed in delivering positive results. Wai Shipping Sdn Bhd cultivate a great sense of urgency and priority in every employee. 4. SAFETY AWARENESS Safety is an integral part in sustaining our business growth success leading to an increase in productivity. 5. RESPONSIBLE This tenet is embraced by all employees where are all responsible for our actions and conduct. 6. INNOVATION Wai Shipping Sdn Bhd develop a passion for excellence and success through continuous innovation of new ideas and practices. 7. GOOD FAMILY VALUES We work together as a family and practice candour, open communications and solve any issues or problems together. Things are done with good thoughts, intentions and deeds. Wai Shipping Sdn Bhd is a big family where everyone is treated with respect. COMPANY OBJECTIVES 1. GENERATE SUSTAINABILITY REVENUE We are determined to generate sustainable revenue through consistent implementation of our values and corporate philosophy, continuous improvements and innovation, cost management and maintaining high customer satisfaction resulting in excellent returns for employees, shareholders and customers. 2. OPERATIONAL EFFICIENCY We provide operations and services excellence that exceeds global standards through effective training, continuous review of operational achievement and enhancement of SOPs.
WAI SHIPPING SDN BHD PAGE 03 3. SERVICES EXCELLENCE We are committed in providing world-class services that surpasses our customers’ requirements and expectations. We strive to offer utmost focus, conduct in-depth study and unvarying improvement to meet our customers’ ever-changing needs. 4. TECHNOLOGY DRIVEN We are committed to establish the aspect of improvement by considering new technologies to expedite and simplify our processes and efforts as a part of the daily work of all departments and sections and ensure the problems are eliminated at their source itself in order to create better opportunities for improvements. PURPOSE AND USE OF THIS HANDBOOK This Handbook shall apply to all permanent employees of Wai Shipping Sdn Bhd which shall serve as a guide on the terms and conditions of service, benefits and other related matters pertaining to the employee’s services with the Company. All permanent employees of the Company are required to be conversant with this Handbook together with the Terms and Conditions of Services as stated in their Letter of Appointment. The reminder of this handbook will familiarize you with the policies, privileges, benefits and responsibilities of being an Employee at Wai Shipping Sdn Bhd. Please understand that this handbook can only highlight and summarize our Company’s policies and procedures. For detailed information, please talk to your supervisor or Human Resources. Provided however Whenever any Terms and Conditions of this Handbook differs an employee’s letter of appointment, the General Terms and Conditions (GTC) in the Handbook and Specific Terms and Conditions of the beholder in the Letter of Appointment shall prevail. This Handbook is to be kept in strict confidence and it shall be returned to the HR Department upon leaving the services of the Company. The GTC are not exhaustive and the Company reserves the right to vary or amend the clauses in this Handbook at its sole discretion and all employees would be informed accordingly.
WAI SHIPPING SDN BHD PAGE 04 SCOPE OF HANDBOOK This Handbook includes personnel policies and procedures that are applicable to all permanent employee of the Company. However, the respective department might have a more detailed departmental instruction, which relate to specific department or area that are not stated in this Handbook. DEFINITIONS USED IN THIS HANDBOOK a. “Employee” and “Team Member” as used in this handbook, refers to employees employed by Wai Shipping Sdn Bhd. b. “Company” as used in this handbook refers to Wai Shipping Sdn Bhd. c. All reference to “HR Department” shall mean the “Human Resource Department”. d. “Supervisor” or “Manager” as used in this handbook refers to your immediate supervisor or manager and/or management of Wai Shipping Sdn Bhd. e. All reference to the 'Employee' shall include any person who is employed under a contract of service by the Company. f. All reference to \"Admin Department\" shall mean the \"Administration Department\". g. All reference to \"Year\" shall mean a period, which commences on a certain date and terminates on the date immediately before the equivalent date in the following year. h. All reference to \"Day\" shall mean a continuous period of twenty four (24) hours beginning at midnight, a continuous period of twenty four (24) hours beginning at any point of time. i. All reference to \"Month\" shall mean a calendar month. When remuneration or payments for a portion of a month is to be taken into account, such remuneration or payments shall be apportioned on the basis of the actual number of days in that month.
WAI SHIPPING SDN BHD PAGE 05 1.0 THE CONTRACT OF EMPLOYMENT 1.1 Employment Job Classifications and Grade 1.2 Appointment 1.2.1 Every new employee will be given an appointment letter by the HR Department before reporting for duty in his or her respective Department. 1.2.2 The Company has the right to verify information given in the Job Application Form. Any misrepresentation of facts in application form shall be sufficient grounds for immediate dismissal. 1.2.3 All employees shall be subject to the terms and conditions stated in this handbook.
WAI SHIPPING SDN BHD PAGE 06 1.3 Employee Personal Information 1.3.1 It shall be the responsibility of every employee to notify the HR Department of any changes in status concerning family, address, telephone number or latest educational attainment. This will enable the Company to maintain up-to-date records. 1.4 Pre-employment Medical Check-Up 1.4.1 All new employees shall undergo a medical check-up prior to issuance of the letter of employment. 1.4.2 The Company reserves the right to terminate an employee if the employee is certified unfit to work by the registered medical practitioner. 1.5 Orientation Programs Orientation programs have been designed for all new employees to ensure assimilation into the Company : 1.5.1 General Orientation – The general orientation will be conducted by the HR Department for all new employees to ensure that they : 1.5.1.1 understand the Company’s policies and benefits 1.5.1.2 understand the nature of services and structure of the Company 1.5.2 Departmental Orientation – The departmental orientation will be conducted by Head of HR Department of the new employee. 1.6 Probation and Confirmation 1.6.1 All permanent employees are required to serve on probation from the date of appointment as follows: 1.6.2 An employee will be required to attend a confirmation evaluation interview with the employee’s Head of Human Resource Manager at the end of the probationary period. 1.6.3 The probationary period will be extended for another period of not more than six (6) months if the employee’s performance does not meet with the Company’s expectations.
WAI SHIPPING SDN BHD PAGE 07 1.6.4 The Company shall inform an employee in writing, as to whether the employee has been confirmed in the employment or otherwise. 1.6.5 An employee shall remain on probation as long as the Company has not confirmed the employment in writing. 1.6.6 The Company reserves the right to terminate an employee on performance ground if he does not fulfil the Company’s expectations during or at the end of the probationary period or extended probationary period. 1.6.7 In the event where the employee on temporary employment is offered permanent employment in a position of a job scope is different from his temporary employment, he shall be required to undergo a probationary period as per normal.
WAI SHIPPING SDN.BHD PAGE 08 HOURS OF WORK AND PROMOTION 1.1 HOURS OF WORK 1.1.1 An employees is required to adhere to the normal working as specified below at all times. Monday to Friday : 8.00 am to 12.30 pm 13.30 pm to 5.00 pm Lunch hours : 12.30 pm to 13.30 pm ( 1 hours) Saturday : 8.00 am to 12.30 pm (half day) Rest day : Sunday 1.2 PROMOTION 1.2.1 The company at its absolute discretion may consider promoting suitable employee to the higher position which may be available in the company. 1.2.2 An employees selected for promotion shall be required to serve a promotion probationary period of six (6) months. 1.2.3 In the event where the employees is unable to perform and meet the higher responsibility and expectations satisfactorily and thus not confirmed in this new position, he shall be reverted to his former position and withdraw his acting allowance without prejudice to his future prospect within in the company.
WAI SHIPPING SDN BHD PAGE 09 TERMINATION 1.Notice of termination 1.1 The termination contract of service can be done by either employee or company, given another party the following notice in writing or payment in lieu as follows: PERIOD NOTICE OF TERMINATION PERIOD During Probation 24 hours or 48 hours Upon Confirmation 4 weeks Work less than 2 years in the company 6 weeks Work more between 2 years - 5 years 8 weeks Work more than 5 years 1.2 The termination contract of service as above is not applicable if the employee breaches the contract of service or being terminated due to a disciplinary problem. 1.3 The company has the right to reject the application of the employee to re-apply for the job position in WAI SHIPPING SDN BHD upon leaving the company. 1.4 The company allows the employee that reach the retirement age to continue their service in the company and this contract of service shall be signed under a separate contract of service for a specified period as the employee will become a contractual employee instead of a permanent employee. 1.5 The company can terminate the contract of service of any employee that have poor work performance or fails to achieve the minimum goals that have been set by the company.
WAI SHIPPING SDN BHD PAGE 10 2. Termination Procedure 2.1 Both of the party can terminate the contract of service with written notice or payment in lieu according to the specific period as shown in clause 1.1. 3 8 %2.2 The employee should return back all of the company property, accommodation and settle all the monies and liabilities due to the company before leaving thfienaconmcepganryowatnhd this is applicable for both resignation case or contract of service being terminated by the company. 2.3 Employees are allowed to use the balance of annual leave per year to comply with all of the exit interviews according to the company procedure before leaving the company. 3. Job Abandonment 3.1 The employee that fails to report for work without noticing the branch manager for two (2) or more consecutive working days will be considered to abandon the job according to the Employment Act (EA) 1955 3.2 The company has the right to terminate the contract of service of the employee that has abandoned his or her job and the company can consider the termination contract of service of the employee.
WAI SHIPPING SDN BHD PAGE 11 4. Retirement 57% 4.1 The minimum retirement age of stthoeckemmpaltouyreietyunder WAI SHIPPING SDN BHD is 60 years old on his or her birthdate. 4. 2 The company may offer the re-employment to the retired employee under a contractual service instead of permanent employees upon discussing with the employee and thefeimnapnlocyeeegrhoawveththe right to reject this offer. 5. Exit Interview 5. 1 Every employee should attend an exit interview before leaving the company and this will be done with the head of manager/branch manager upon contract of employment with the company end. LEAVE 1. Public Holiday 1.1 Every employee are entitled a minimum of eleven (11) paid public holidays per year with five (5) fix public holidays as follows: Labor Day Independence Day Malaysia Day YDP Agong Birthday Governor's Birthday or Federal Territory Day
WAI SHIPPING SDN BHD PAGE 12 1.2 Employees can choose six (6) more holidays from other fixed public holidays as mentioned in clauses 1.1 1.3 All employees allowed to go off one and a half hours earlier than normal working days on the eve of the following festive holidays if it occurs during working days such as: Chinese New Year Eve 38% Hari Raya Puasa finance growth Wesak Day Deepavali Christmas Eve 1.4 Any public holiday that falls on Sunday will be automatically replaced on the next working day. 1.5 The employees that required to work during a public holiday will be paid two days extra wages and this is only applicable for normal working hours only and not including overtime. 2. Annual Leave 2.1 All employee are entitled to have annual leave for purpose of rest, relaxation, or any other personal matter and it will entitled to the employees as follows: WORK OF SERVICE ANNUAL LEAVE DAYS ENTITLED Less than 2 years 8 days Between 2 years - 5 years 12 days More than 5 years 16 days
WAI SHIPPING SDN BHD PAGE 13 3. Maternity Leave 3.1 All female employees are entitled to leave for a maximum period of sixty (60) consecutive days according to Employment Act (EA) 1955 and this is including the rest days and any public holiday that fall within the maternity leave. 3.2 Employee allows taking maternity leave before or immediately after the day of delivery 3.3 Employee must apply for maternity leave not less than four (4) weeks. 3.4 The wage of the employee on maternity leave will paid be as normal as working day hours. 3.5 Employee cannot apply for maternity leave for her fifth or more baby delivery. 3.6 For the case of miscarriage prior to the 28th weeks of pregnancy it will automatically consider as normal sick leave instead of maternity leave. 4. Marriage Leave 4.1 Employee with a minimum 1 year of service are eligible to apply to three (3) working days of paid marriage leave and this is only valid for first legal marriage only with the condition as follows: Employees are required to bring the support documentary such as a marriage certificate as evidence to apply for marriage leave. The employee should inform the branch manager and apply for the marriage leave a week earlier from the intended date.
WAI SHIPPING SDN BHD PAGE 14 5. Paternity Leave 5.1 Male employee with a minimum of 1 year of working service will 5 7 %are eligible to two (2) working days paternity leave for the birth of his every child and this only applicable for first legal wife and five children only with the procedure as follows: Employees should bring support documents such as birth 38% certificates as evidence. The employee should inform the brancfhinmaanncaeggerroowneth(1) week earlier than the intended date and failure to do so will be considered to abandon the job. 6. Compasionate Leave 6.1 All employee allow to take compassionate leave on working days paid wages for the event of the death of a family member with the procedure as follows: The employee must attach the death certificate as evidence along with the application letter. Employee allows taking days to leave for an event of death family member not more than 6 days annually. 7. Sick Leave 7.1 For the non-hospitalization case, the employee is eligible for paid sick leave as follows: WORK OF SERVICE SICK LEAVE DAYS ENTITLED Less than 2 years 14 days Between 2 years - 5 years 18 days More than 5 years 22 days
WAI SHIPPING SDN BHD PAGE 15 7.2 For the hospitalization case, the employee will be entitled to sixty (60) days of paid sick leave and this including the rest day and public holiday that occur during the hospitalization period. 7. 3 The employee must notify the manager through email or message and attached the medical certificate (MC) from the panel doctor, this should be done by the employee within 48 hours of commencing sick leave and failure to notify the manager will be considered as job abandonment. 7. 4 The employee that falls sick during the annual leave period will be granted sick leave and the annual leave will be canceled automatically. 7. 5 The employee that need to do a check-up must go for a clinic panel that has been provided by the company to the employee except for certain conditions: The clinic panel closed The clinic panel are far away from the employee where they fall sick Emergency cases 8. Prolonged Illness 8.1 For the prolonged illness condition, the company will pay the wages as below and this is only applicable for one (1) year prolonged illness only and the wages of payment are as follow: 2 months - full pay wages More than 2 months but less than 6 months - half pay wages More than 6 months - unpaid 8. 2 The company has the right to terminate the contract of employment for the employee that still on a prolonged illness after 1 year.
WAI SHIPPING SDN.BHD PAGE 16 MEDICAL BENEFITS 1.0 OUTPATIENT AND SPECIALIST MEDICAL 1.1 The company shall provide medical and specialist benefits to confirmed employees only 1.2 Medical Benefit Job Grade - all level Annual Entitlement RM500.00per per calendar RM50.00 per visit 1.3 For any specialist treatment, all employees are required to obtain referral letters from panel clinic before proceeding for treatment. 1.3.1 The medical benefits shall exclude the following: 1.3.1.1 Ophthalmic treatment. 1.3.1.2 Expenses incurred as a result of pregnancy, confinement, self-inflicted injuries, illness or diseases arising from misconduct or exposure to any unjustifiable hazard. 1.3.1.3 Expenses incurred as result of attempt suicide or injury arising from the performance of an unlawful act, provoked assault or breach of the peace or under the influence of illegal drugs/alcohol.
WAI SHIPPING SDN.BHD PAGE 17 1.3.1.4 Expenses incurred for the treatment of venereal disease or drugs addiction. 5 7 %1.3.1.5 Treatment and medication for mental cases. stock maturity 1.3.1.6 Vaccination (Note: For cases in which the situation warrants the vaccination for travel to 3 8 %specific countries or where there is approval form the company. finance growth 2.0 DENTAL BENEFIT 2.1 The following categories of employment shall also be eligible for dental benefits of claiming for dental treatment sought from a Registered Dental Practitioners as follow: Job grade Entitlement per calendar year MI and above RM500.00 M2 RM200.00 M3 and below RM150.00 2.2 The coverage of dental treatment shall exclude dental treatment of cosmetic nature. 2.3 The medical and dental benefits are annual reimbursement benefits and unutilized benefits shall be forfeited at the end of each calendar year.
WAI SHIPPING SDN.BHD PAGE 18 3.0 COMPANY INSURANCE COVERAGE 5 7 %3.1 Company Hospitalization and Surgical 3.1.1 The company shall provide thsetofockllomwaitnugrictoympany insurance coverage for confirmed employees only. 38% 3.1.2 The coverage for employee under the company hospitalization policy shall be as folflionwa:nce growth Job grade Plan MI and above 1 2 M2 3 M3 and below 3.1.3 An employee shall be required to obtains are referral letters from a general practitioner to be eligible for the hospitalization and surgical benefits coverage. 3.1.4 The employee can refer to the HR/Admin Department for the schedule of benefits for the company hospitalization policy.
WAI SHIPPING SDN.BHD PAGE 19 4.0 COMPANY PERSONAL ACCIDENT 4.1 The coverage for employees is under the company personal accident shall be as follows: 57% Job grade MI and above Ms2toacnkdmMa3turityE1 and below Accidental RM300,000 RM200,000 RM100,000 death 38% Permanent RM300,000 Disablement R Mf i n2 0a n0 ,c0e0g0r o w t hR M 1 0 0 , 0 0 0 Medical RM15,000 RM10,000 RM5,000 Expenses 4.2 The group reserve the right to make any adjustment and changes to the coverage in accordance to the policies made available by the insurance companies. 4.3 An employee shall immediately inform the HR, Admin Department in the event where he is being referred to be hospitalized by the general medical practitioner. This requirement shall be exempted for accident case. 4.4 In the event of an accident, an employee or his next of shall immediately inform Admin Department in the event of any accident, 4.5 In the event where the actual bill exceeds the coverage provided for by the insurance company. The employee shall settle on his own.
WAI SHIPPING SDN.BHD PAGE 20 ALLOWANCE 1. Mobile Phone Allowance 1.1 The company shall provide a mobile phone allowance for confirmed professional employees only 1.2 The cell phone allowance shall be paid to the employee on a weekly basis as part of the normal payroll process. 1.3 An employee shall be entitled to mobile phone claims of up to a maximum of RM50.00 until RM100.00 per month. 1.4 An employee must provide the following to the budget manager for approval and claim. Complete all the log of each business call either incoming call or outgoing call including the following : a. Date of call b. Time of call c. Business purpose of call d. Place of use when make a call 1.5 An employee shall be eligible to claim for mobile phone claim charges only if the Claim Form is attached with relevant original supporting documents. Otherwise the company have the right to reject the claim by an employee.
WAI SHIPPING SDN.BHD PAGE 21 ALLOWANCE 1. Mobile Phone Allowance 1.6 An employee who incurs costs for excessive business related use of the cell phone may request an additional cell phone allowance by submitting proper documentation to the budget manager for approval. 1.7 The company shall have the right to reduce or to suspend a employee’s cell phone allowance in the event that the employee violates any section of policy of mobile phone allowance. In such situations, the employee shall also be subject to immediate disciplinary action, up to and including the termination of employment.
WAI SHIPPING SDN.BHD PAGE 22 ALLOWANCE 2. Transportation Allowance 2.1 Motor vehicle allowance is only payable if an employee has registered the vehicle in accordance with the full requirements of the scheme. 2.2 Recipients of motor vehicle allowances are required to use their motor vehicles for business purposes at any time and failure to do so may lead to withdrawal of the allowance or any other disciplinary action which a duly constituted Disciplinary Tribunal may decide upon. 2.3 The employee has freedom of choice with regard to the purchase of a motor vehicle within the following restrictions: 2.4 Employees must purchase vehicles appropriate for the type of work they are performing and exceptions are to be approved by the Municipal Manager in consultation with the Head of Department concerned. 2.5 All vehicles must have logbooks where private and official kilometers must be recorded. Fuel and maintenance costs will also be included in the logbook.
WAI SHIPPING SDN.BHD PAGE 23 ALLOWANCE 3. Travelling Allowance 3.1 An employee will be eligible for travelling allowance, if journeys are undertaken for the following purposes: a. Tour. b.Recall from leave. c.Participation in training programs, seminars and conferences as nominated participant. d.Appearing in Courts as jury, assessor, and witness (only for Company’s work. e.Employees of the Company appearing as accused in Departmental or Vigilance enquiry. f. Transfer. g.Medical examination other than for the purpose of appointment in the Company or treatment. h.Superannuation or retirement, journey of family in the event of death of employee, discharge or termination on medical grounds. i.Journey to join duty on first appointment in the Company
WAI SHIPPING SDN.BHD PAGE 24 ALLOWANCE 3. Travelling Allowance An employee shall be eligible to claim for the travelling allowance and interest subsidy only if the Claim Form is attached with relevant original supporting documents. Otherwise the company have the right to reject the claim by an employee. An employee who has incurred the relevant travelling or housing loan interest expenses shall be submit the Claim Form, attached with the relevant receipt or bill to the Admin of endorsement before forwarding to the company for approval.
WAI SHIPPING SDN.BHD PAGE 25 ALLOWANCE 4. Outstation Travel Allowance 4.1 An employee shall be entitled to the type of travel class and accordingly as follows : a.Own driving (RM1.00 per km) b.Taxi (As per actual receipt) c.Flight ticket - Economy (Airport taxes - s per actual receipt) 4.2 For taxi travel, an employee are encouraged to share taxis if travel in a group with other colleagues and the company shall reimburse one claimant per taxi. 4.3 For air travel, an employee shall book the flight ticket on his own in event where both avenues are not possible. 4.4 An employee shall be eligible to outstation travel claims only if the claim form is attached with relevant original receipt or bills . Otherwise the company have the right to reject the claim by an employee. 4.5 The outstation travel allowance shall be payable only if the outstation travel involves overnight stay or if the duration of trip is more than 24 hours from the time of departure to time of arrival at state or country of workplace.
WAI SHIPPING SDN.BHD PAGE 26 ALLOWANCE 4. Outstation Travel Allowance Employees not entitled to travel by air under the existing rules may travel by air, or higher class by train, subject to the following : a.The reimbursement of fare is to be limited to the fare to the destination by the shortest route in the entitled class by train or actuals, whichever is lower. b.Such reimbursement will be subject to production of ticket numbers in case of train journeys and air tickets along with the boarding pass in respect of air travel. c.In case of cancellation of such journey on official grounds, an amount equivalent to cancellation charges of train tickets may be reimbursed and the rest is to be borne by the individual. In case cancellation is on personal grounds, the entire cancellation charges are to be borne by the individual.
WAI SHIPPING SDN.BHD PAGE 27 ALLOWANCE 5. Meal Allowance 5.1 An employee who is required: a. To work outside his/her usual working area, unless he/she had been notified not later than his normal finishing time on the previous working day that he/she would be required so to work, shall be entitled either to a mid-day meal provided at his employer's expense, or to a meal allowance of RM10.00 b. To work overtime in circumstances as described below for a continuous period in excess of 2 and one half hours beyond his normal finishing time, shall be entitled to a meal allowance of RM10.00 5.2 No meal allowance will be paid if the number of hours is less than 8 hours. 5.3 An employee shall be entitled to claim for meal allowance during Overtime if they fulfil the overtime work conditions as follows:
WAI SHIPPING SDN.BHD PAGE 28 SALARY ADMINISTRATION 1.Payment of salary 1.1 All the payment of salary shall be paid on a monthly basis and the payments will be made through the bank designated by the company. 1.2 Basic salary accrues from day to day and is payable monthly by credit transfer into a member of staff’s nominated bank normally on 30th day of each calendar month, subject to the deduction of tax, national insurance and any other agreed or lawfully required deductions, including the deduction of pension contributions where appropriate.
WAI SHIPPING SDN.BHD PAGE 29 SALARY ADMINISTRATION 2. Social Security Contribution (SOCSO) 2.1 The company shall contribute to the PERKESO according to the regulations stipulated the employees’ Social Security Contribution Act, 1969 (Act 4) as following : a.Federal and State Government permanent employees b.Domestic servants c. Self-employed d.Spouses of a sole proprietor or a partnership owner 2.2 For the purpose of SOCSO contribution, wages are defined as payments made to employee such as : a. Salary b.Overtime Payment c. Commission d.Payment for leave such as annual leave, sick, rest days and public holiday e.Allowance such as incentives, good behavior, cost of living allowance f.Service charge
WAI SHIPPING SDN.BHD PAGE 30 SALARY ADMINISTRATION 2. Social Security Contribution (SOCSO) 2.3 An employer who employs an employee directly under a contract of service or apprenticeship. The employer is responsible for all matters relating to services and payment of wages. 2.4 Every employer shall maintain a monthly record with following particulars for each employee : a. Name b. National Registration Identity Card Number c. Occupation d. Contribution details e. Monthly wages Allowances 2.3 An employer who employs an employee directly under a contract of service or apprenticeship. The employer is responsible for all matters relating to services and payment of wages. 2.4 Every employer shall maintain a monthly record with following particulars for each employee : a. Name b. National Registration Identity Card Number c. Occupation d. Contribution details e. Monthly wages Allowances
WAI SHIPPING SDN.BHD PAGE 31 SALARY ADMINISTRATION 2. Social Security Contribution (SOCSO) 2.5 An employees who are employed under a contract of service or apprenticeship in the private sector and contractual or temporary staff of Federal or State Government as well as Federal or State Statutory Bodies need to be registered and covered by SOCSO. The rate of contribution is capped at monthly wage ceiling of RM4,000.00. 2.6 Employer and its employees must be registered with SOCSO not later than 30 days on which the Act becomes applicable to the industry. For the purpose of registration, an employer is required to complete the Employer’s Registration Form (Form 1), Employee’s Registration Form (Form 2) together with relevant documents specified. (please get the checklist through SOCSO website or SOCSO nearby office). 2.7 SOCSO shall be notified of any changes to the name, address, type of proprietorship, status of the employer or employees.
WAI SHIPPING SDN.BHD PAGE 32 SALARY ADMINISTRATION 3. Employee Provident Fund (EPF) 3.1 The company shall contributes to the employee’s KWSP the basic 12% for the all employees and an additional 3% for the employees who have completed more than 5 years of continuous service with the company. 3.2 All fixed income such as basic salary and all fixed allowances shall be subject to Employee Provident Fund (EPF) contributions.
WAI SHIPPING SDN.BHD PAGE 33 SALARY ADMINISTRATION 4. Increment and Bonus 4.1 The annual increment and bonus payment shall be at the discretion of the company and shall not constitute a legal entitlement on the part of the employee and it shall be based on annual performance appraisal as well as past performance improvement, dependability, attitude, cooperation
WAI SHIPPING SDN.BHD PAGE 34 SALARY ADMINISTRATION 5. Income Tax 5.1 The company shall make the Income Tax deduction for all employee in accordance to the prevailing rates as stipulated in the latest Income Tax Schedule published for each year 5.2 An employee are responsible for settling their own salary tax liabilities unless otherwise specified in the employment term
WAI SHIPPING SDN.BHD PAGE 35 SALARY ADMINISTRATION 6. Overtime 6.1 Employee drawing a RM1500.00 per month or below shall be entitled to claim overtime allowance. 6.2 Work done during the following times shall not be considered as overtime : a.Lunch time b.Annual leave, medical leave, and other such leave of absence 6.3 An employee who attends training which is determined by the company during his or her off day or rest day shall not be entitled for overtime claims 6.4 An employee entitled to claim overtime shall be paid at the rate of one and a half times the hourly rate of pay. For any period of overtime work up to the first hour, the payment shall be calculated in units of 30 minutes rounded to the nearest 30minutes
WAI SHIPPING SDN.BHD PAGE 36 SALARY ADMINISTRATION 7. Time-Off-In-Lieu 7.1 Time-Off-In-Lieu is applicable for those employees earning RM1500.00 and above 7.2 All head of Line Manager shall plan the work for their subordinates such that there is minimum time-off-in-lieu 7.3 An employee who work in their rest day, off day or public holiday is entitled to claim for the hours worked as Time-Off-In-Lieu. The hour of work must more than 8 hours 7.4 An employee shall be entitled to claim for the meal allowance if they fulfil the overtime work conditions as stated in meal allowance 7.5 An employee who intends to claim for overtime pay, time-off-in- lieu, or allowances shall be submit the Overtime Claim Form or Time-Off-In-Lieu Claim Form every month to the head of Line Manager for recommendation and Human Resource department verification before obtaining approval from the company
WAI SHIPPING SDN.BHD PAGE 37 PERFORMANCE MANAGEMENT 1.Performance Appraisal 1.1 An employee shall be given KPIs which will detail the requirements and expectations of the position for which the employee was hired within 1 week of employment, job change and promotion 1.2 An employee's performance shall be evaluated via a performance appraisal which shall be conducted at least once a year by the head of line manager except on special request , it could be conducted more than once 1.3 All the performance appraisals shall be based on merit, performance, and achievement of the employee's assigned KPIs. a.70% based on their own KPIs b.30% based on the company KPIs
WAI SHIPPING SDN.BHD PAGE 38 PERFORMANCE MANAGEMENT 2. Performance Interview 2.1 The purpose of performance evaluation meeting is to provide the head of line manager and the employee an opportunity to discuss job performance during previous performance cycle and to plan for future performance objectives 2.2 If employee disagree with their performance evaluation, they should be given ample opportunity to explain their rationale. The supervisor may change any rating, that are warranted based on information provided by employee 2.3 At the end of the evaluation meeting the employee should review the performance evaluation write any comments and sign the form indicating that the results have been discussed.
WAI SHIPPING SDN BHD PAGE 39 CODE OF BUSINESS 1.0 Policy 1.1 Committed to the highest standards of ethical business conduct is based on the shipping. The code of the conduct is binding on all employees, the actions must always be to avoid any of impropriety at the organization. The group and all the employees at that organization are subject to the Laws of Malaysia in every respect. financegrowth 1.2 The shipping will deals with the organization that having ethical standards only which is compatible with its own declared policy. The employee need to report promptly to the appropriate authority whenever it knows or informed by a reliable source, that a client, supplier and the other participant including the employee in that organization in that shipping project is acting illegally or unethically. The employee who has found to be in breach of that ethical guideline also will be subject to that shipping disciplinary action. 1.3 The employees who have any doubts on the shipping course of action in involving the matters of the shipping business ethic should consult with their Head Quarters or their CEO. 1.4 To ensure that all employees are aware of their ethical obligation, the copy of this code will be provided to all new staff which is need to be read with fully understood, acknowledge by the employee by sign the attached sheet. 2.0 Employee Obligations 2.1 The employees are expected to give their best efforts all the times for their organizations so as to provide their client with the quality service and products. This obligation need to extends the protection of the physical and the intellectual assets of the shipping and client. Accordingly, employees:
WAI SHIPPING SDN BHD PAGE 40 2.1.1 needs to keep confidential all the proprietary information of the shipping and the clients, which is includes commercial and human resource data, design and intellectual property of all forms; 2.1.2 needs not talk to the media or publish anything about the shipping or client business unless authorised; 2.1.3 needs to inform the CEO or Shipping Head Quarters about the breaches of the law and safety matters as soon as possible they come aware of them; the concerns need to raised are not answered by the shipping and free to communicate with the concerns to an appropriate government agency. 2.1.4 needs to use the resources of the shipping and clients for the relevant business purposes only. This is need to applies both to physical and non-physical. 2.1.5 needs to keep accurate and sufficient records organised in the manner to inform fairly and honestly to those who receive the information in the conduct of the shipping business and client 2.1.6 needs to observe the established delegation of financial and personnel authorisations. 3.0 Integrity of Business Practices 3.1 Employee of the shipping need to have the obligation for inform the senior management as soon as they become aware of practices or circumstances. This may involve them to in the unethical conduct and conflict of the interest. This obligation need to apply when dealing within both the shipping and externally. In doing this shipping business with any organization the following standards to apply: 3.1.1 employees need to deal fairly and equitably with their colleagues and external contacts;
WAI SHIPPING SDN BHD PAGE 41 3.1.2 employee must not to misrepresent themselves to the other or anyone. If a misunderstanding occurs, immediately clarification should be made once this become evidence; 3.1.3 employees must not to engage with any ‘collusive’ practices which is may lead to a client of the shipping receiving less than a fair and competitive service; 3.1.4 unauthorised to use of software or copying and other data of documentation also can result in the criminal liabilities. There is improper use of such proprietary information is strictly forbidden; 3.1.5 the gift and entertainment should not be offered or accepted in any obligation incurred or such offer and acceptance can be construed as a bribe. The provisions of the Prevention of Bribery Ordinance should apply in all respect. In this regard the advertising and promotion items of nominal value is permitted only. This item is more substantial value should be declined and need to disposed of in accordance with the stated shipping procedures; 3.1.6 Entertainment in the form of the customer shipping business amenities, for example meals with associated drinks may be accepted by provided it is not frequently; 3.1.7 the shipping will meet the reasonable which is expenses associated with the accommodation on company recognised shipping business. Such as arrangements should not be accepted from suppliers unless at the suppliers facilities. Otherwise there is unavailable through normal commercial sources. 4.0 Personal Behaviour 4.1 Personal behaviour of the employees should be reflect the ethical standards of the shipping and respect the right of shipping and the clients for the services. The interest exists a conflict if the employee has any interest and activities that need held outside the shipping that may be advanced at the expense of the shipping and the client.
WAI SHIPPING SDN BHD PAGE 42 4.2 The test need to be applied whether the combination of your job, the amount of the externa investment and the external shipping structure and need to involvement in the shipping could influence your actions as an employee. In particular: 4.2.1 external personal activities must be not give the rise to real perceived conflicts of the interest, the decision making process must be declare the interest openly and abstain. 4.2.2 should not use the inside information, confidential material and non-public information just for your own financial benefit either directly or indirectly. 4.2.3 should not perform outside work of non-shipping business based on the premises or in shipping time nor may you use the company or client resources for outside work. 4.2.4 May not use the association with the Shipping Company and client to sponsor or advance the interest for another organization except the prior written in consent of the Shipping CEO. 4.2.5 The employee must not to accept they offer money or any other benefit and advance for the performance of their duties other than the part of a recognised commission scheme which is available to all suppliers. 4.2.6 The employees must not lend the money to the clients, suppliers and the contractors of the shipping. 5.0 Breach of Conduct 5.1 The shipping needs to recognise the breach of ethical of business behaviour that may result in its removal from the list of the supplier and the services to the government. Then, the shipping will regard any breach of the ethical guidelines by the employees in most serious manner and the implement disciplinary action or the dismissal.
WAI SHIPPING SDN BHD PAGE 43 6.0 Conflict of Interest 6.1 As an employee, they needs to avoid the situation where their own interests conflict with the best interest of the shipping or may appear to someone else to do so. 6.2 Conflict might be occur if the employee is a family member and associate to gain the shipping from confidential information to which have access the part of the job. If the employee have accept the gifts or valuable favours from the individuals this might be a clear case of conflict arises to influence some shipping decision. 6.3 If the employee are in the conflict of this interest situation. The employee might be discuss with the supervisor in confidence and also needs to discuss the situation with the HR Department. 7.0 Gift Pre-requisites And Entertainment 7.1 To accept the commission for an employee needs to share in profit, gifts in cash, travel or other payments, materials, services, improvement at no cost, extravagant entertainment, gifts of merchandise of more than nominal value from any organization, seeking to do shipping business and without notice to the HR Department may seem to be committing a major offence. 8.0 Utilization of Information Technology 8.1 All the employee at the organization needs to observe the following Information Technology guidelines while in the employment of the Shipping business must be reserve the right to institute the disciplinary action and institute grievance procedures for any breach of the code or the breach constitutes a serious misconduct, the Shipping business reserves the right to dismiss any employee at the organization.
WAI SHIPPING SDN BHD PAGE 44 8.2 The purpose for object and use facilities to the employee is authorised. Violations include: 8.2.1 install the software for shipping computing resources 8.2.2 installing the illegal licensed of software is not meant to reside the shipping computing facilities 8.2.3 use other person’s account and attempt the other user’s passwords without consent 8.2.4 log on procedures and security regulation 8.2.5 log on procedures and security regulation 8.2.6 used the shipping computing system for commercial purposes 8.3 Respect the other user privacy all the time such as files, mail, information, programs and data should be considered private. All of this information cannot be accessible by the other users. Intercepting the delivery or using email for criminal purposes its might be criminal offenses. 8.4 Needs to respect right of others to make use the shipping computing resources. Violations include: 8.4.1 harassing material and placing obscene in the areas that can be publicly accessed 8.4.2 send or forward the letter and deliberately flooding the user with automatically generated mail 8.4.3 distribute the information which is not intended for distribution by owners
WAI SHIPPING SDN BHD PAGE 45 8.4.4 print or send the excessive copies of the documents, files, data and the programs 8.4.5 attempt to degrade or disrupt the security system and performance 8.4.6 damaging the shipping computing facilities and computer files 8.5 Faithfully and diligently is obey with respect all the times to appropriate the copyright laws, licenses, confidentiality and trade secret agreements. Most of the data are resides on the shipping computer facilities which is protect by copyright laws and licenses agreements from the owner of the copyright. Number of the copies and distribution of that copies might not be done in such a way the number of that simultaneous users exceeds the number allowed. 8.6 Comply with the established guidelines for any networks and the systems that used inside or outside the shipping. Accessing the computer, data information without the proper authorization, regardless of whether any damage is done in question is owned by the shipping. This will be deemed as an abuse of the shipping computing privileges. 8.7 The employee who is authorised to add and delete the files from shipping software must need be have reasonable and appropriate the steps to see that all licenses agreements are faithfully executed on all the systems and servers for which they have the responsibility. 8.8 An employee must take the reasonable precautions to guard against the corruption of the shipping data information and must treat the information stored by the system's user as confidential. 8.9 There is an indication that may misuse has occurred, the alleged offence will be reported immediately by the employee to the Shipping Admin to investigation and the admin may be restrict a user's computing privileges.
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