GSSB HR Handbook by AJ Phoon

GOLDEN SCOOP SDN BHD (169609-A)

HR Policies and Terms and Conditions of Service

We Make People Happy

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

CONTENTS 1

Appointment.................................................................................................................................... 6

Probation and Confirmation .......................................................................................................... 6

2.1

New Employees ................................................................................................................................. 6

2.2

Probation for Promoted Employees ................................................................................................ 6

2.3

Probation on Transfer Within the Company or Group................................................................... 7

Termination of Employment .......................................................................................................... 7

3.1

Employees on Probation ................................................................................................................... 7

3.2

Confirmed Employees ....................................................................................................................... 7

3.3

Other Terms ........................................................................................................................................ 7

3.4

Retrenchment...................................................................................................................................... 8

Recruitment ..................................................................................................................................... 8

4.1

Re-Employment Of Former Employees .......................................................................................... 8

4.2

Hiring of Relatives .............................................................................................................................. 8

Promotions ...................................................................................................................................... 8

Transfers and Secondments ......................................................................................................... 9

6.1

General ................................................................................................................................................ 9

6.2

Internal Transfers ............................................................................................................................... 9

6.3

Inter-Company Transfers .................................................................................................................. 9

6.4

Secondment ........................................................................................................................................ 9

6.5

Marriage and Transfer ..................................................................................................................... 10

Retirement ..................................................................................................................................... 10

Working Days and Hours ............................................................................................................. 10

Overtime ........................................................................................................................................ 11

9.1

General .............................................................................................................................................. 11

9.2

Eligibility ............................................................................................................................................. 11

9.3

Overtime Calculation ........................................................................................................................ 11

10 Off Days Rest Days And Gazetted Public Holidays .................................................................. 11 10.1

Off Days ............................................................................................................................................. 11

10.2

Rest Days .......................................................................................................................................... 12

10.3

Public Holidays ................................................................................................................................. 12

11 Leave .............................................................................................................................................. 12 11.1

Annual Leave .................................................................................................................................... 12

11.2

Replacement Leave ......................................................................................................................... 13

11.3

Callback for Duty .............................................................................................................................. 13

11.4

Sick Leave During Vacation ............................................................................................................ 13

11.5

Leave for Heads of Department ..................................................................................................... 13

11.6

Medical Leave ................................................................................................................................... 14

11.7

Prolonged Medical Leave ................................................................................................................ 14

11.8

Maternity Leave ................................................................................................................................ 15

Note ; The term â&#x20AC;&#x153;he/his/himâ&#x20AC;&#x2122; includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

11.9

Paternity Leave ................................................................................................................................. 15

11.10

Compassionate Leave ..................................................................................................................... 15

11.11

Examination Leave ........................................................................................................................... 16

11.12

Marriage Leave ................................................................................................................................. 16

11.13

Absence Without Leave ................................................................................................................... 16

12 Performance Review System ...................................................................................................... 16 13 Basic Salary and Increments....................................................................................................... 17 13.1

Basic Salary ...................................................................................................................................... 17

13.2

Salary Increments ............................................................................................................................ 17

13.3

Bonus ................................................................................................................................................. 17

14 Staff Claims and Allowances ....................................................................................................... 18 14.1

General .............................................................................................................................................. 18

14.2

Subsistence Allowance .................................................................................................................... 18

14.3

Accommodation ................................................................................................................................ 19

14.4

Relocation Allowance....................................................................................................................... 19

14.5

Laundry Allowance ........................................................................................................................... 20

14.6

Midnight Transport Allowance ........................................................................................................ 20

14.7

Bank-In Transport Allowance.......................................................................................................... 20

14.8

Staff Discounts .................................................................................................................................. 20

14.9

Transportation ................................................................................................................................... 21

14.10

Other Modes of Transport ............................................................................................................... 21

14.11

Entertainment .................................................................................................................................... 22

14.12

Handphone, subsidy and simcard.................................................................................................. 22

14.13

Allowances for Industrial Trainees ................................................................................................. 22

15 Medical Benefits ........................................................................................................................... 22 16 Staff Insurance .............................................................................................................................. 24 16.1

Group Term Life Policy .................................................................................................................... 24

16.2

Group Personal Accident Policy ..................................................................................................... 24

17 Employees Scoial Security Act (SOCSO) .................................................................................. 25 18 Employees Provident Fund (EPF) ............................................................................................... 25 19 Professional Association Membership ...................................................................................... 25 20 Training.......................................................................................................................................... 25 21 Employee Education .................................................................................................................... 26 22 Discipline ....................................................................................................................................... 26 22.1

Professional Conduct ....................................................................................................................... 26

22.2

Sexual Harassment .......................................................................................................................... 26

22.3

Attendance / Punctuality .................................................................................................................. 27

22.4

Appearance ....................................................................................................................................... 27

22.5

Alcohol and Drug Abuse .................................................................................................................. 27

22.6

Code of Ethical Standards .............................................................................................................. 27

22.6.1

Commitment...................................................................................................................................... 27

22.6.2

Confidentiality ................................................................................................................................... 28

Note ; The term â&#x20AC;&#x153;he/his/himâ&#x20AC;&#x2122; includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

22.6.3

Conflict of Interest ............................................................................................................................ 28

22.6.4

Gifts or Favours ................................................................................................................................ 28

22.6.5

Personal Solicitation ........................................................................................................................ 29

22.6.6

Graft and Invitation to Graft ............................................................................................................ 29

22.6.7

Misuse of Position ............................................................................................................................ 29

22.6.8

Unauthorised circulars ..................................................................................................................... 29

22.6.9

Company’s Property ........................................................................................................................ 29

22.6.10

Employee Behaviour ....................................................................................................................... 30

22.6.11

Disciplinary Action ............................................................................................................................ 30

22.6.12

Minor and Major misconduct .......................................................................................................... 30

22.6.13

Right of Appeal ................................................................................................................................. 32

22.6.14

Restrictive Covenants on Conditions of Service During and Upon Termination of Employment ...................................................................................................................................... 32

22.6.15

Grievance Procedure ....................................................................................................................... 33

23 Safety and Health.......................................................................................................................... 34 24 Electronic Communication System (E-mail and Internet/Intranet)) ......................................... 35 24.1

Definition ............................................................................................................................................ 35

24.2

Privacy ............................................................................................................................................... 35

24.3

Access Approval ............................................................................................................................... 35

24.4

Permitted Use of the Company’s Electronic Communication Systems .................................... 35

24.5

Prohibited Uses ................................................................................................................................ 36

24.6

Confidential, Proprietary and Personal Information Must be Protected ................................... 37

24.7

Handling Unsolicited E-Mail that Violates Company Policy ....................................................... 37

24.8

Passwords ......................................................................................................................................... 37

24.9

Monitoring .......................................................................................................................................... 38

24.10

Inspection and Disclosure of Contents of Electronic Communication ...................................... 38

24.11

Compliance and Violations ............................................................................................................. 38

24.12

Deleting Emails ................................................................................................................................. 38

25 Social Networking and Video Site Policy ................................................................................... 38 26 Software Usage Policy ................................................................................................................. 40 27 Employee Privacy ......................................................................................................................... 40 27.1

Search Policy .................................................................................................................................... 40

27.2

Internet Use is not Private ............................................................................................................... 41

Appendices .......................................................................................................................................... 42 Appendix 1 – Transport and Petrol Allowances ............................................................................................ 43 Appendix 2 – Car Allowance ............................................................................................................................ 43

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook 1.

1 August 2017

INTRODUCTION General

1.1

This handbook sets out the Terms and Conditions of Service governing the employees of Golden Scoop Sdn Bhd. It forms an integral part of your contract of service with Golden Scoop.

1.2

Golden Scoop reserves the right to amend, delete or augment any policy or procedure or part thereof as and when deemed necessary for any individual employee or group of employees.

1.3

The Human Resource Department, Golden Scoop shall be responsible for ensuring the update of this Handbook and for communicating any policy changes to the employees of Golden Scoop.

1.4

The policies and Terms and Conditions of Service in this Handbook shall be subject to the provisions of the Employment Act 1955 and other relevant legislations of Malaysia.

SCOPE

2.1

This handbook will cover all staff of Golden Scoop, including those under probation.

2.2

The following staff will not be eligible for the benefits outlined in this handbook :

Temporary, part-time and contractual staff



Seconded staff from Singapore Office.



Trainees under practical training



Apprentices



Others who are not employed directly by Golden Scoop

2.3

In the event of any inconsistency between the Terms and Conditions in the letter of appointment and the Terms and Conditions of this Employee Handbook, the provisions in this handbook shall prevail.

DEFINITIONS

3.1

The following definitions shall apply in this Handbook unless expressly stated otherwise :  The Company

Golden Scoop Sdn Bhd (Golden Scoop)

 Confirmed staff

Employees who have successfully completed the probationary period and are confirmed in writing in the Company’s Service

 Employee / Staff

A person under the employment of the Company including permanent, contract and temporary employment. Where an employee is employed under contract, the terms and conditions of his contract shall apply where they differ from the policies in this Handbook

 Executives

Employees in Grade E1- E8

 Non-Executives

Employees in Grade NE1 – NE3

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

 Group

Refers to the Golden Scoop Group of Companies

 Natural Disaster

Disasters beyond the control of employees – fire, flood and landslide

 Children

An employee’s legal children who are dependents and below the age of 18 or 21 years of age if undergoing fulltime study

 Immediate Family

An employee’s spouse and children below the age of 18 or 21 years of age if undergoing full-time study

 Relatives

Parents, brothers/sisters, grandparents, parents-in-law, brothers/sisters-in-law, nephews/nieces, aunts/uncles and cousins

 Spouse

An employee’s legal wife or husband

 Normal Hours of Work

Refers to the number of hours as determined by Golden Scoop to be the usual hours of work

 VP

Vice President

 HOD

Head of Department

 HR

Human Resource Department

INTERPRETATION

4.1

In the event of any dispute regarding the interpretation of any provisions in this Handbook, the decision of the President shall be final.

EFFECTIVE DATE

5.1

The Terms and Conditions of Service stipulated in this handbook will be effective from 1 August 2017 and shall override any prior terms and conditions either expressed or implied in letters of appointment issued by Golden Scoop.

STAFF GRADES The prescribed Terms and Conditions of Service are structured according to the staff grading structure.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

APPOINTMENT

1.1

All appointments shall be made by a Letter of Appointment on Golden Scoop’s letterhead and signed by the signatories as below : Grade

Approving Authority

Signatory

E7– E8

President

E4 – E6

Vice-President, BS

HR Manager

E1 – E3

Vice-President, BS

HR Manager

NE1- NE3

HR Manager

1.2

The appointment, at the discretion of Management, may be subject to confirmation that the employee is medically fit for employment by Golden Scoop’s panel of doctors. The Company may also require a candidate to undergo financial / criminal background checks, and / or any other form of assessments as required by the Company.

1.3

Appointment of Retail Store staff is subject to passing Brand Training Certifications.

1.4

The appointment of an employee shall only become effective when the employee signs the acceptance form and reports for duty.

PROBATION AND CONFIRMATION

2.1

New Employees

2.1.1

All new employees shall be required to undergo the following probationary period of employment at the end of which their performance will be reviewed. Staff Category Executives Non-Executives

Probation Period (E1 – E8) (NE1 – NE3)

6 months 3 months

2.1.2

The Management, may at its discretion, extend the probationary period of the employee. The Company has the right to determine the duration and number of extensions an employee can serve while under probation. In the event that the employee is found to be unsuitable for the position or his performance is not up to expectations, the Management may at its discretion, terminate his employment after the probation period by either serving the contractual notice or indemnifying in lieu of notice.

2.1.3

The immediate supervisor shall be responsible for monitoring and reviewing the performance of the employee during his probationary period.

2.1.4

All employees shall be notified of their confirmation or extension of the period of probation in writing. Employees are only deemed confirmed upon receiving the letter of confirmation.

2.1.5

The confirmation effective date will take into consideration the date the immediate supervisor and reviewer complete the performance review and the date HR Department receives the Form. There will be no backdating of confirmation dates.

2.1.6

Confirmation of appointment will not be followed by salary increments or adjustments except in exceptional cases at the discretion of the Company.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

2.2

Probation for Promoted Employees

2.2.1

An employee who is promoted may be required to serve a probationary period of up to three (3) months during which his performance shall be reviewed for confirmation in the higher position.

2.2.2

Should his performance be deemed unsatisfactory, the employee may be reverted to his former position and his former salary and benefits.

2.3

Probation on Transfer Within the Company or Group

2.3.1

An employee undergoing probation in Golden Scoop who is transferred to another department in Golden Scoop or in the Group in the same capacity of employment, shall be required to complete the balance of his probation period in that particular department or Company.

TERMINATION OF EMPLOYMENT

3.1

Employees on Probation

3.1.1

During the probationary period, employment may be terminated at any time by either party giving to the other notice in writing or payment of salary in lieu of such notice as follows : Staff Category

Notice Period

Senior Management (E7 – E8) Manager (E4 – E6) Executive (E1 – E3) Non-Executive (NE1 – NE3)

2 months 1 month 2 weeks 2 weeks

3.1.2

Operations staff on Grade NE1 – E3 are required to pass the training certification within the probationary period, Failure to pass the certification may result in non-confirmation of employment.

3.2

Confirmed Employees

3.2.1

In the case of confirmed employees, employment may be terminated by either party giving to the other notice in writing or payment of salary in lieu of such notice as follows : Staff Category Senior Management Manager Executive Non-Executive

Notice Period (E7 – E8) (E4 – E6) (E1 – E3) (NE1 – NE3)

3 months 2 months 1 month 1 month

3.2.2

Notwithstanding the above, staff with service or training bonds must comply with the specific requirements of the bond concerned.

3.3

Other Terms

3.3.1

At the absolute discretion of the company, the period of notice to be served by the employee may be waived in whole or in part in which case the effective date of termination is deemed to be the date of such waiver with no additional compensation and/or indemnity due from one party to another.

3.3.2

The number of days of annual leave accrued and still unused at the time of resignation of an employee may be accepted in part or in whole for offsetting the period of notice required from the employee. This will be at the absolute discretion of the Company.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

3.3.3

In the case of early release from serving the full notice period of resignation is granted by the Company, all annual leave accrued and still unused shall be forfeited.

3.3.4

If an employee is guilty of any misconduct or willful breach of trust, the Company can after due inquiry, terminate the services of the employee, without any notice or compensation.

3.3.5

The Company reserves the right to terminate without notice on the ground of selftermination and recover all losses if an employee absent from work for more than two (2) consecutive working days without informing his superior, and without reasonable excuse.

3.4

Retrenchment

3.4.1

The Company reserves the right to carry out any retrenchment exercise as provided for in the Employment Act, 1955 following code of conduct.

RECRUITMENT

4.1

Re-Employment of Former Employees

4.1.1

The re-employment of an employee after he has resigned is at the sole discretion of the Company.

4.1.2

The Company shall not employ a former employee who has been terminated or dismissed from the employment of the Company or in the Group.

4.1.3

If the employee applies to re-join the Company within six (6) months of resigning, the Company may waive the probation period.

4.1.4

If the employee applies to re-join the Company after six (6) months of resigning, he will be subject to the full probation and confirmation procedures of the Company.

4.1.5

The Company shall disregard all previous service when determining the benefits, terms and conditions of service of re-employment of staff who had previously resigned.

4.2

Hiring of Relatives

4.2.1

The Company does not encourage the hiring of family members or relatives of existing employees. The applicant has to declare if he has any family member or relatives working in the Company or any company in the Group.

4.2.2

Family members / relatives mean:       

Spouse Children Parents / Parents-in-law Brothers / Sisters Brothers in-law / Sisters in law Cousins / Nephews / Nieces Uncles / Aunts

4.2.3

Any exceptions to the above are to be referred to HR.

4.2.4

In the event such a candidate is being selected for the job by the Company, he shall not be posted to the same department or unit as his family member or close relative.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

PROMOTIONS

5.1

Promotion shall be based entirely on the individual’s achievement, performance, attitude and potential advancement. If at any time, two people are equally suitable, the length of employment would then be the determining factor.

5.2

Since promotions are based on the employee’s achievement and work performance, all promotion recommendations must be supported by the Performance Review Form.

5.3

There shall be no promotion after December as it would be included in the year-end performance review exercise. Exceptions shall be treated on a case-to-case basis.

5.4

On promotion, the adjustment of the salary of the employee will be at the sole discretion of the Company.

TRANSFERS AND SECONDMENTS

6.1

General

6.1.1

The Company may at its discretion transfer/relocate employees to another location, section, department, or company within the Golden Scoop Group where the service of the employee is required. The rights to transfer / relocate employees are extended to locations, sections, departments or companies that may or may not be in existence at the time of the introduction of this handbook.

6.1.2

All transfers or secondments shall be confirmed in writing to the staff concerned.

6.2

Internal Transfers

6.2.1

Transfers within the Company are referred to as internal transfers and may be initiated for any of the following reasons:     

A position is created or left vacant A re-organisation of positions and/or people for improved efficiency A re-organisation of positions and/or people because of technology changes (computerization, automation, etc) An employee has been in the position for a long time Upon a request by an employee, or any of the reasons deemed necessary and appropriate in the interest of the Company

6.2.2

All internal transfers must be approved by the Vice-President, Business Support.

6.3

Inter-Company Transfers

6.3.1

Inter-Company transfers (INTRA) of employees between companies in the Golden Scoop Group is a strategy aimed at promoting career development and organizational effectiveness. It provides employees with opportunities and challenges in new job areas.

6.3.2

INTRA shall not be used as a means of transferring out non-performing employees to other companies.

6.3.3

The compensation package of an INTRA candidate shall work on the principle of “not less favourable”. In addition, the length of service shall be treated as continuous service.

6.4

Secondment

6.4.1

The Company also provides for temporary transfer of its employees to other companies in the Group where their expertise is required.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

6.4.2

During the secondment period, the employee shall be governed by the Terms and Conditions of Service, including its policies and code of conduct of the company he serves.

6.5

Marriage and Transfer

6.5.1

In the event of a marriage between employees of the Company within the same department, one partner to the marriage need to be relocated to another department or company in the Group.

6.5.2

Should it involve a HR personnel (even between companies), the HR staff will need to be transferred out from the HR Dept. It is not meant to be discriminatory but to prevent him access to confidential HR and employee information because of implications due to the closeness of the marriage relationship between the staff.

RETIREMENT

7.1

The normal retirement age for both male and female employees shall be sixty (60) years of age.

7.2

Re-employment of an employee after his retirement, shall be on contract basis and at the sole discretion of the Company. The terms and conditions of such re-employment shall be determined based on the merits and circumstances of the case including being certified to be medically fit for employment.

7.3

If no birth certificate is available, the date of birth on the employee’s identity card shall be taken to be the date of birth in determining the retirement age. In the event the identity card does not disclose the day and month, then the date of birth of the employee shall be deemed to be 31 December of that year.

WORKING DAYS AND HOURS

8.1

Hours of Work

8.1.1

The official working hours are as follows:Office Staff Monday to Friday from 9 am to 6 pm, with 1 hour lunch break Office Staff - Personal Driver Monday to Friday from 9 am to 6 pm, with 1 hour lunch break Alternate Saturday from 9 am to 1 pm Operations Staff (Retail Store, Trade Sales, Logistics and Production)  Working days, working hours and rest day will be in accordance to the work schedule determined.  6 work days with a 48-hour work week  1 hour lunch or dinner break or interval of short breaks to a maximum of 1 hour

8.1.2

Notwithstanding the above, the Company may vary the prescribed working days and hours of work at its sole discretion.

8.1.3

All employees are expected to adhere to the above working hours except under special circumstances where they will follow the working hours and schedules as directed.

8.1.4

Under the Golden Scoop’s attendance system, all staff at outlets and HQ are required to clock in their attendance when they report for and finish their work.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

OVERTIME

9.1

General

9.1.1

Overtime is defined as work performed in excess of the normal hours of work. Employees may be required by the Company to work overtime on normal working days, off days, rest days and gazetted public holidays.

9.1.2

Overtime payment may only be claimed if such work has been approved in advance by the HOD.

9.2

Eligibility

9.2.1

The following categories of employees are eligible for overtime payment : 

All employees who fall within the definition of manual employees under the Employment Act 1955, ie. those who are engaged in manual labour including such labour as an artisan or apprentice.



All non-manual employees whose wages do not exceed RM2,000.00 a month as per the Employment Act 1955.



Any other employees categorized within the First Schedule of the Employment Act 1955.

9.2.2

The eligible employees are allowed to work overtime subject to request and approval from their immediate supervisor up to a maximum of 104 hours per month excluding rest days and gazetted public holidays.

9.3

Overtime Calculation

9.3.1

The rate of overtime payment for those eligible for overtime claims shall be calculated as per the Employment Act 1955.

9.3.2

For Office based employees on Grade E1 – E3 who are not entitled to overtime claims, they may apply for replacement leave (Clause 11.2) for work done on PH or Rest day provided the overtime is approved by their immediate supervisor. However, should replacement leave be not workable, overtime payment will be paid at a rate of RM9.00 per hour subject to approval by the approving authorities.

9.3.3

For Operations based employees on Grade E1 – E3 who are not entitled to overtime claims, they may apply for replacement leave (Clause 11.2) provided the overtime is approved by their immediate supervisor. Should such replacement leave is not possible, they will be paid an overtime rate based on a salary of RM2,000.00 for overtime work done on normal day, PH or Rest day subject to approval by the approving authorities

OFF DAYS, REST DAYS AND GAZETTED PUBLIC HOLIDAYS

10.1

Off Days

10.1.1

Saturdays shall be deemed to be OFF DAYS for office staff. As Operations staff work on a 6-day work week, OFF DAYS will not apply to them.

10.1.2

There will be no replacement of OFF DAYS should it coincide with any Public Holiday.

10.1.3

The Company shall have the right to recall any employee to report for duty on their OFF DAY should the need arises. In which case, he will be paid overtime pay in accordance with the rate for a normal working day or replacement leave as per entitlement.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

10.1.4

There will be no replacement of OFF DAY where a staff is on compassionate leave or where a female employee is on a 60-day consecutive maternity leave, or when an employee is on medical or hospitalization leave.

10.2

Rest Days

10.2.1

Every employee shall be entitled to one (1) rest day in each week. The normal rest day for all office staff shall be Sunday. Retail staff’s rest day shall be determined as per work schedule.

10.3

Public Holidays

10.3.1

HQ based employees shall be entitled to all gazetted public holidays provided that, by mutual agreement between the Company and the employees, any other day or days may be substituted for any one or more of the public holidays.

10.3.2

For Operations based employees, will be entitled to 12 days of public holiday per annum which will be determined by the Company on yearly basis.

10.3.3

If a gazetted public holiday falls on a rest day, the working day following immediately thereafter shall be a paid holiday in substitution thereof.

10.3.4

If an employee absents himself from work on the working day immediately preceeding or succeeding a public holiday, on two or more consecutive public holidays, or any day or days substituted thereof without prior consent of the Company or without reasonable excuse, the employee shall not be entitled to any paid public holiday for such holiday or consecutive holidays.

10.3.4

Approval for non-gazetted public holidays shall be at the sole discretion of the Company and all employees shall be informed of such holidays accordingly. In the event of impromptu public holidays being declared, employees are expected to report for work as usual. The replacement of the impromptu public holiday declared, if any, will be deemed as annual leave and will be added to the employees’ annual leave entitlement.

10.3.5

The Company shall have the right to recall any employee to report for duty on public holidays should the need arises. In which case, he shall be paid overtime in accordance with the Employment Act, 1955 or any subsequent amendments thereto or granted full shift overtime payment for those earning salary above RM2000.00 as per Clause 9.3.2, 9.3.3 and 9.3.4 or granted replacement leave as per Clause 11.2.

LEAVE

11.1

Annual Leave

11.1.1

Annual leave is calculated from January 1 of each year and entitlement for annual leave are as follows :

11.1.2

Years of Continuous Service

E7 – E8

E4 – E6

E1 – E3

NE1 – NE3

0 – 2 years

20 days

16 days

14 days

3 – 5 years

22 days

18 days

16 days

Above 5 years

24 days

20 days

18 days

Employees on probation are only eligible to take annual leave upon confirmation in the position. However, the Company may at its discretion, consider approving advance leave for probationary employees.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

11.1.3

Any employee who has not completed a full year of service as at 31 December, will be granted proportionate leave.

11.1.4

HQ Staff are allowed to apply for ½ day leave with the same requirements as in leave application.

11.1.5

There will be no encashment of unused leave. Exceptions are made only for resignation and retirement cases but subject to the approval of the HR Manager and/or Vice-President, Business Support.

11.1.6

Staff at all levels will only be allowed to carry forward a maximum of 7 days leave to the following year.

11.1.7

All carried forward leave should be utilized by 31 March of the following year, otherwise it will be forfeited. Any exception will be made on a case-to-case basis.

11.1.8

Annual leave applications should be submitted at least seven (7) working days before commencement of annual leave. Fourteen (14) days notice is required if leave application is more than 2 weeks. No employee shall go on leave without first having his leave application being approved.

11.1.9

Annual leave cannot be used to offset against notice period during resignation unless prior approval has been obtained.

11.2

Replacement Leave

11.2.1

Employees who are not eligible for OT claims but have to work on an Off Day, Rest Day or Public Holiday can seek for replacement leave as follows :   

Less than 2 hours of work 2 – 4 hours of work More than 4 hours of work

not eligible ½ day leave 1 day

11.2.2

Application for replacement leave must be approved by HOD and verified by HR.

11.2.3

The replacement leave must be cleared within 60 days, otherwise it will be forfeited.

11.2.4

Replacement leave is not applicable for special company events such as training, staff gatherings, briefings, brainstorming sessions, etc held over weekends or public holidays.

11.3

Callback for Duty

11.3.1

The Company reserves the right to cancel annual leave and call back any employee from leave due to work exigencies.

11.3.2

An employee who is called back for duty from an outstation vacation, shall be compensated for actual expenses incurred in coming back to the place of work.

11.4

Sick Leave During Vacation

11.4.1

When an employee who is on annual leave becomes sick or goes on maternity leave, the employee shall be granted the sick or maternity leave, and the annual leave shall be deemed to have not been taken.

11.5

Leave for Heads of Department

11.5.1

To ensure efficient management of the Company or department, the HOD and his assistant shall not go on leave at the same time.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

11.6

Medical Leave

11.6.1

General

1 August 2017

(a) Paid medical leave will be granted if an employee is certified as unfit for work by a registered medical practitioner. (b) Paid medical leave (outpatient) shall be granted as follows :Length of Service Below 2 years 2 years to 5 years More than 5 years

Aggregate days without hospitalization 14 days 18 days 22 days

(c) Where hospitalization is required, an employee is eligible for 60 days’ medical leave in the aggregate in each calendar year of service inclusive of non-hospitalization sick leave regardless of length of service. For example, if 14 days of medical leave has been taken, the employee would only be entitled to the balance of 46 days of hospitalization leave. (d) When an employee’s medical leave in any one year exceeds his entitlement, the excess medical leave shall be treated as annual leave and shall be deducted from the employee’s annual leave entitlement. Should his annual leave be fully utilized, the employee may be granted “no pay leave” for excess medical leave taken. (e) The Company will only recognize medical certificates granted by a registered medical practitioner. Any medical certificates issued by non-registered medical practitioner will be deemed as annual leave and will be deducted from the employee’s leave entitlement accordingly. (f) Medical leave shall not be granted to an employee who in the opinion of the medical practitioner suffers from any illness, disease or injury that is self-inflicted, or resulting from misconduct, attempted suicide, dangerous sports, the performance of an unlawful act, the use of drugs not prescribed by the registered medical practitioner, any attempt at illegal abortion, excessive consumption of alcohol, exposure to any unjustifiable hazard except when endeavoring to save human life, provoked assault or any breach of peace or disorderly conduct. Any such leave taken shall be deducted from the employee’s annual leave entitlement and if that has been utilized, it shall be treated as unpaid leave. (g) The Company shall deem an employee to have absented himself from work without the permission from the Company if the employee absents himself on medical grounds without proper certification by a registered medical practitioner (h) The employee must make reasonable effort to inform his immediate superior by 10.00 am in the event that he is unable to report for duty. (i) Medical leave from acupuncture, traditional treatment or similar clinics are not recognized. 11.7

Prolonged Medical Leave (a) On the recommendation of the Company’s appointed doctor or registered medical practitioner, any confirmed employee suffering from critical illnesses like cancer, AIDS or any prolonged illness or serious accident with hospitalization, may be granted medical leave as follows :

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook



First 3 months with full pay



Next 3 months on half pay



Next 3 months on no pay leave

1 August 2017

(b) This leave shall be granted in addition to the employee’s entitlement for medical leave without hospitalisation. This leave shall commence after an employee has exhausted all his annual leave and medical leave with hospitalization entitlement. (c) The company may consider medically boarding out the employee concerned at the end of the prolonged medical leave period in the event that the employee is declared “unfit for duty” by the Company’s appointed doctor or registered medical practitioner doctors. In such a situation, he may be given a medical board out benefit, the quantum of which will be at the sole discretion of the Company. 11.8

Maternity Leave (a) All female employees will be entitled to paid maternity leave for a maximum of 60 consecutive days in respect of each confinement. The sixty (60) consecutive days of maternity leave includes rest days and public holidays. (b) However, maternity leave shall not commence earlier than a period of 30 days immediately preceding the confinement of the employee or later than the day immediately following her confinement. (c) Maternity leave will only be granted after 22 weeks of pregnancy. Miscarriage before 22 weeks of pregnancy will be treated as normal sick leave.

11.9

(d)

A female employee shall be entitled to paid maternity leave for a maximum of five (5) children. In the event that an employee has more than five surviving children, unpaid leave of 60 days will be granted.

(e)

Any leave granted by a registered medical practitioner subsequent to or prior to the sixty (60) consecutive calendar days, maternity leave shall be treated as sick leave.

(f)

Applications for maternity leave should be made in writing not less than four (4) weeks prior to the estimated commencement of maternity leave and should be supported by a certificate from a registered medical practitioner or medical officer.

Paternity Leave (a) All married male employees are entitled to two (2) consecutive days paternity leave on the occasion of the birth of his legal child for up to a maximum of five (5) children. Valid supporting document of the child to be submitted within 14 days. (b) Leave to start not later than a day after the birth of his child and shall not be replaced should the leave fall on a non-working day.

11.10

Compassionate Leave (a) An employee may be granted non-cumulative compassionate leave for up to three (3) consecutive days at any time in the event of the death as follows :

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

 Employees who are married : spouse, children, parents, parents-in-law, grandparents, brothers and sisters  Employees who are single : parents, brothers, sisters and grandparents (b) Compassionate leave amounting to three (3) days may be granted for employees for natural disasters such as fire, flood and landslides. (c) Total compassionate leave allowed shall not exceed two (2) occasions in a calendar year. Any additional occasions for compassionate leave will be assessed on a caseby-case basis and will require the approval of the Vice-President, Business Support or HR Manager. (d) The Company may require documentary evidence of all compassionate leave taken. (e) The compassionate leave is to start not later than a day after the incident. The definition of “consecutive days” includes Off Day, rest day and public holiday. 11.11

Examination Leave The Company encourages employees to develop themselves and may at its discretion, grant leave as follows :-

11.12



Paid leave for examination purposes on the days an employee is required to sit for the examination. The examination has to be recognized and approved by the Company. This leave applies only to the days in which the exam is held and only when the time of the exam falls within working hours.



Up to a maximum of 3 days per annum.

Marriage Leave A confirmed employee is entitled to marriage leave up to a maximum of four (4) consecutive days once in the service of Golden Scoop or in the Group and this can be utilized either during legal registration or customary wedding.

11.13

Absence Without Leave (a) The Company views seriously employees who are absent without prior approval. Employees will be liable for immediate disciplinary action including dismissal, if they are absent without prior approval and have not informed or attempted to inform the Company of their absence by 10.00 am. (b) The Company will convene a show cause inquiry in determining whether the employee has any reasonable excuse for this absence. If no reasonable excuse is advanced, the Company has the right to dismiss the employee for abandonment of work. (c) Where the employee is absent, it is upon him to furnish proof to the company that he has informed his direct superior of his absence.

PERFORMANCE MANAGEMENT SYSTEM (a) The phases of Performance Planning, Tracking and Feedback and Review should be conducted for all staff. (b) Immediate supervisors must conduct regular reviews with his staff with on-going feedback and support.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

(c) The Company will only consider annual increments, bonuses, promotions, confirmation or upgrading exercises for both reviewer and reviewee who have completed the performance cycle. (d) Identification of targets, competencies, development needs and performance reviews must be conducted face-to-face with the subordinates using the Performance Review Form

BASIC SALARY AND INCREMENTS

13.1

Basic Salary

13.1.1

All employees shall be paid a salary in accordance with the salary offered to them.

13.1.2

Employees shall receive their monthly salaries credited into their bank account by the last day of each month, or if it is a non-working day, the following working day.

13.2

Salary Increments

13.2.1

Annual increments (if any) shall be awarded to confirmed employees based on their performance. The increments shall be determined by the performance ratings derived through the Performance Management System.

13.2.2

Management has the prerogative to adjust the increment in exceptional cases with the view to maintaining internal equity. Management also has the prerogative to withhold increment on disciplinary cases or if the situation merits it.

13.2.3

Annual increment shall be made effective 1 July. However, Management reserves the right to change the effective increment date as it deems fit.

13.2.4

No salary increments shall be paid to employees who resigned or who have served the notice of termination between 1 April and the date of payment.

13.2.5

HR is responsible for coordinating all salary increment exercises to ensure uniform and consistent administration of compensation.

13.2.6

Employees who are not confirmed at the time of increment payment will not be entitled for the annual increment. Any exception will be at the discretion of Management.

13.2.7

Employees who have been subjected to disciplinary action will not be entitled for annual increment.

13.3

Bonus

13.3.1

The award of bonus is at the sole discretion of Management. If bonus is declared, it shall be based on the performance of the Company and the individual employee.

13.3.2

Eligibility for the bonus payment shall be governed by the following principles: 

Only confirmed employees are eligible for the bonuses. Should an employee’s service be less than a year, the amount will be pro-rated.



Employees who are still on probation during the bonus payout may be paid a proportionate amount for that year only when he is subsequently confirmed in his position. The quantum to be paid will be at the discretion of Management. He must, however, be in the service of the Company or Group for a minimum of 3 months and achieve a confirmation performance rating of “Meeting Expectations”. He will not be eligible for this pro-rated bonus if his probationary period has been extended.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017



Employees who have been subjected to disciplinary action will not be eligible for the bonus.



Employees who have resigned (who may be still serving their notice period) or had their services terminated by the Company at the time of payment shall not be paid bonuses. However, Management reserves the right to exercise its discretion based on the employee’s track record with the Company.

STAFF CLAIMS AND ALLOWANCES

14.1

General a) The Company shall reimburse employees expenses arising from authorized activities in the course of performing their official duties where these expenses are not specifically prohibited by law or Company’s Policy.

b) All claims and payments shall be supported by documentary evidence (receipts). In the event that the receipts are lost (not available), the employee must make a declaration and obtain a special approval from his HOD, to claim without receipt.

c) The Company reserves the right to make adjustments on the amount to be reimbursed should the amount claimed is deemed to be inappropriate or excessively unreasonable. Employees are advised to seek prior approval from their HOD if the expenses are expected to exceed RM300.

d) All claims must be submitted within 1 month from the date the expenses are incurred. The claim form must be duly approved by the employee’s HOD. The Company may not approve claims on expenses made after 2 months of incurrence. 14.2

Subsistence Allowance The Company shall pay a Subsistence Allowance to employees who are on outstation and overseas duty based on per day transaction irrespective of travel time. “Outstation” is defined as outside a radius of 70 km from base office.

14.2.1

Local & Overseas Travel (per day basis)

Location

E7 – E8

E4 – E6

E1 – E3

NE1 – NE3

Malaysia

RM 45

RM 40

RM 30

Singapore/APEC

SGD 45

Outside APEC

USD 45

a) The claim must be supported by the Travel Requisition Form or air ticket and duly approved by the HOD. b) Subsistence allowance for overseas trip is calculated from the point of departure to the point of departure c) Subsistence allowance for overseas trip which requires transit will need the approval of the President’s Office. The subsistence allowance, if payable, will be based on local currency of the transit location. d) Employees may request for an advance of the Overseas Subsistence Allowance if required, and would need to be reconciled upon his return from the trip. Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

e) All entertainment expenses incurred during an overseas trip is not claimable unless prior approval is obtained from the President’s Office. Documentary evidence of approval must be submitted for claim reimbursement. f)

Subsistence allowance for local travel is non-payable if the trip is fully sponsored by a rd 3 party, i.e. supplier, vendor, etc.

14.3

Accommodation

14.3.1

Employees who are required to travel and stay overnight for official company business shall be reimbursed for the cost of accommodation for standard rooms up to as follows :

Location

E7 – E8

E4 – E6

E1– E3

NE1 – NE3

Malaysia

RM 350

RM 250

RM 180

RM 150

Singapore

SGD 350

SGD 250

SGD 180

SGD 150

APEC

USD 250

USD 150

USD 100

Outside APEC

USD 350

USD 250

USD 180

USD 150

14.3.2

Those who are traveling in groups of 2 or more, are encouraged to twin-share (same gender) and seek reimbursement for the actual hotel bill incurred within their entitlement.

14.3.3

Employees on Grade E5 – E8 are entitled for single standard rooms.

14.3.4

An employee, if travelling alone, may claim 50% of room entitlement if he chooses to stay at his own accommodation. The employee is to indicate this option in his Requisition for Travel Form. He is required to support his claim with documentary proof such as return ticket, toll receipt or passport for verification on duration of stay.

14.3.5

When travelling in groups of 2 or more, it is encouraged to select an accommodation that will meet the entitlement limit of all levels. In the event this is not possible, the senior staff may request for a reasonable increase in limit for a junior staff.

14.3.6

Employees may claim laundry expenses, limiting to washing and ironing if the stay is more than 5 nights.

14.4

Relocation Allowance

14.4.1

An employee on a temporary transfer of less than six (6) months, and need to work outside a 70km radius from the base office, will be entitled for a housing allowance of RM250 per month for singles and RM500 for married employees. The housing allowance will not apply if accommodation is provided for by the Company. In addition, he will be entitled for a relocation allowance of RM500 per month, payable via monthly salary. These benefits will cease at the end of his transfer period.

14.4.2

Employees on overseas assignments for less than six (6) months will be provided with accommodation and a relocation allowance of SGD500 (Singapore and APEC) or USD500 (Outside APEC countries)

14.4.3

An employee who is on a permanent or long-term transfer and need to work outside a 70km radius from the base office will be provided with a relocation allowance of RM500 per month for a year.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

Employees who are transferred overseas on a permanent or a long-term posting will be provided with accommodation and relocation allowance of SGD500 (Singapore and APEC) or USD500 (Outside APEC countries) for a year. He will also be eligible to claim for a one-time moving cost reimbursement as follows :  

Married employee Single employee

RM1,600 RM 800

14.4.3

A special leave of 3 days will be granted for relocation purposes for employees on transfers.

14.5

Laundry Allowance

14.5.1

Only employees based in Genting Highlands will be eligible for a daily laundry allowance of RM2.00.

14.6

Midnight Transport Allowance Employees at outlets excluding Outlet Manager and Assistant Outlet Manager, whose operating hours are until 12.30 midnight will be entitled to a RM10 per day allowance.

14.7

Bank-In Transport Allowance Employees who have to do bank-in where the outlets are away from bank-in facilities may claim transport allowance of RM5 per trip.

14.8

Staff Discounts

14.8.1

HQ employees at all levels will enjoy a 30% discount on all products purchased at all stores subject to a limit as follows :

Grade

. 14.8.2

Maximum Limit based on Selling Price Per Month

E4 – E8

RM400

E1 – E3

RM300

NE1 – NE3

RM200

HQ staff are required to use their personal ID number to redeem the staff discount and required to be present during the transaction. st

14.8.3

Staff discounts are not applicable for promotion items including 31 promotions.

14.8.4

Employees at Outlet levels will not be eligible for the 30% staff discount but will enjoy Staff Meals based on selling price as follows:  Outlet Manager, Assistant Outlet Manager and Shift Supervisor - RM150 per month  Crew - RM100 per month  Part Time Crew - 1 Single Junior Scoop per day

14.8.5

Employees must be present to utilize this benefit and they may use this benefit to entertain family and friends.

14,8.6

This benefit is not cumulative, non-transferrable and cannot be exchanged for cash. Disciplinary action including dismissal may be taken, if employees have been found to have abused the benefit.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

14.9

Transportation

14.9.1

Employees without company-owned vehicles, transport allowance or petrol card, will be allowed mileage claim for business-related travel at the rate as follows :

14.9.2



Motorcycle

RM0.25 per km



Car

RM0.60 per km

Parking and Toll Charges a) Toll and parking charges for business-related travel will be reimbursed upon submission of receipts. a) Retail Store staffs holding position of Outlet Manager/Assistant Outlet Manager/Shift Supervisor who are required to work at Retail Store located at shopping mall may claim parking exceeding RM120.00 per month for official working days.

14.9.3

Transport and Petrol Allowances for Eligible Employees See Appendix 1 on Eligibility and allowance quantum.

14.9.4

Car Allowance See Appendix 2 for Eligibility and allowance.

14.10

Other Modes of Transport Employees traveling by means of transport other than his vehicle on official Company business may claim reimbursement as follows : a) Air Travel Employees at all levels will travel on economy class for both domestic and international flights. All booking arrangements are to be made by Admin division of Group level taking into account travel time and reasonable cost of travelling. Senior Managers on Grade E7 - E8 are may be eligible for business class or premium economy if travel time exceeds 7 hours subject to approval from President’s Office. Employees on Grade E5 and above may choose to travel in a preferred airline provided the cost difference is less than 20% of that recommended by Admin. Any higher cost difference will be borne by the employee concerned. b) Rail Travel The entitlement for employees who have to travel on rail transport for work assignments will be as follows: Staff Category

Entitlement

E1 – E8 NE1 – NE3

First Class Second Class

c) Other Ground Transport (taxi, bus, etc.) Full actual costs (reasonable) will be reimbursed.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

14.11

Entertainment

14.11.1

Entertainment is reimbursable based on pre-approved entertainment budget or for those where budget were not allocated, prior approval to be obtained from President’s office.

14.11.2

Executives who are authorized to entertain to promote Company businesses shall be reimbursed the actual amount incurred based on receipts and entertainment is limited to bankers / developers / customer.

14.11.3

Entertainment claims shall specify names and organization of clients entertained.

14.12

Hand phone, subsidy and sim card

14.12.1

Eligibility will be based on position and job requirements and will be at the sole discretion of Management.

14.13

Allowances for Industrial Trainees

14.13.1

The Company may from time to time, accept university or college students for industrial training. The Company will only accept trainees for a minimum of 3 months training and nd preferably those in their final year of studies. Those who are in their 2 year of study will be considered on a case-to-case basis.

14.13.2

Selected trainees will be paid a monthly allowance as follows : Certificate level Diploma Level Degree level

: : :

RM300 per month RM400 per month RM500 per month

14.13.4

Should they be required to perform over time by their supervisor, they will be paid OT rates consistent with that paid by the company for non-executives.

MEDICAL BENEFITS

15.1

The Company provides outpatient and hospitalization coverage for all employees under the Company’s prevailing Health Plan. However this will be subject to the employee’s insurability by the prevailing insurer. The Hospitalization Plan is subject to review from time to time. Staff are advised to check with the HR Department on the prevailing Group Hospitalization Plan on coverage and eligibility. The coverage and entitlement are as follows: Hospitalization Plan Overall Daily Room Annual & Board Limit

Out-patient Limits

Staff Category

Coverage

E7 – E8

Self only

RM250

RM80k

RM750 (per annum)

E4 – E6

Self only

RM180

RM60k

RM700 (per annum)

E1 – E3

Self only

RM100

RM30k

RM250 (semi-annual)

NE1 – NE3

Self only

RM100

RM30k

RM200 (semi-annual)

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

15.2

Employees on Grade E5 - E8 are eligible to claim a medical expense for their children aged 21 years and below for out-patient treatment (within the eligible limits) provided the child is single and unemployed.

15.3

Out-patient medical claims will be as per receipt submitted up to the entitlement limit on annual or semi-annual basis.

15.4

For employees on Grade E1 – E3 and NE1 – NE3, out-patient entitlements will be capped nd on a semi-annual basis. Unutilized amount will not be carried forward to the 2 half of the year.

15.5

Medical claims including hospitalization will be on a claims basis supported by receipts. Hospitalization claims will be subject to the approved reimbursement from the prevailing insurer as per the hospitalization policy.

15.6

The medical coverage would include : 

Out-patient consultation and medicines prescribed by a registered medical practitioner. It does not cover specialist consultation.



All diagnostic tests recommended by the medical practitioner for the treatment of illnesses.



Hospitalization treatment recommended by the registered medical practitioner will include costs of tests, hospital room and board and surgery expenses within the employee’s entitlement. Any charges in excess of the amount recoverable under the Hospitalization Plan will be borne by the employee.

15.7

All medical benefits provided under this section are confined only to expenses incurred in Malaysia. The Company shall not be liable for any medical expenses incurred by employees outside Malaysia except when he is on official duty or undergoing training abroad. The limit of coverage for those on overseas assignment will be as provided by the prevailing medical plan

15.8

The Company shall not bear the costs of the following : 

Medical check-ups not specifically required by the Company or prescribed by the registered medical practitioner.



Any expenses incurred in respect of illness, injury or disablement, arising from any proven fault, participation in or attending any hazardous sport, pursuit or past time, attempted suicide, the performance of unlawful act, exposure to unjustifiable hazards, provoked assault, the use of drugs not prescribed by a registered medical practitioner, or any illness or disease caused by misconduct or any breach of peace or disorderly conduct



Artificial devices, spectacles, optical treatment, optician’s charges, dental appliances, dental treatment or psychiatric care



Any expense in respect of pregnancy, delivery, confinement, or miscarriage including all pre-natal / post-natal check-ups and consultation



Plastic surgery / treatment for vanity purposes



All preventive medicines such as vaccinations and vitamins



Psychiatric treatment and care



Treatment of sexually transmitted diseases

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook  15.9

1 August 2017

And all other exclusions indicated in the prevailing Medical Plan

Medical Check-Up Executives on Grade E4 – E8 are entitled for an annual medical check-up at a hospital of their choice up to the amount as follows:  

E7 – E8 : RM1,400 per annum E4 – E6 : RM1,000 per annum

STAFF INSURANCE

16.1

Group Term Life Policy

16.1.1

All employees of the Company, except part-time employees, are insured under a Group Term Life Insurance Scheme and the benefit entitlement for each grade of employee is shown below. However, this will be subject to the employee’s insurability by the prevailing insurer as well as the prevailing terms of coverage. New employees may be subject to a waiting period of 90 days and other conditions as set in the Group policy. The insured sum is as follows and it may be reviewed from time to time at the discretion of Management and its insurability: Group Term Life Sum Insured

Critical Illness Sum Insured

E7 - E8

RM100k

RM50k

E4 – E6

RM80k

RM40k

E1 – E3

RM50k

RM25k

NE1 – NE 3

RM30k

RM15k

Staff Category

16.1.2

All claims made in relation to the scheme shall be to the benefit of the employee and in the event of death, any such payments shall be made through the Company subject to the condition that the Company may utilize such claims to offset any amount of monies owing to the Company. Distributions of claims will be in accordance to the employee’s nominated beneficiary/beneficiaries. For Muslims, it shall be in accordance with Syariah Laws.

16.2

Group Personal Accident Policy

16.2.1

All employees of the Company except part-time employees, are insured under a Group Personal Accident Insurance Scheme which covers death or permanent disablement as a result of an accident or an unprovoked malicious act.

16.2.2

The entitlement for each grade of employee is as follows : Staff Category

Sum Insured

E7 – E8

RM100k

E4 – E6

RM80k

E1 – E3

RM50k

NE1 – NE3

RM30k

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

16.2.3

The coverage is 24 hours and worldwide. The assured sum, which may be varied from time to time at the discretion of the Company, shall be released upon death or total permanent disablement and, on scheduled rates for other permanent injury / injuries as per claim approved by the prevailing insurer.

16.2.4

The Company reserves the right to vary, add, delete in whole or in part and amend in the form of increasing and / or decreasing the benefits stipulated above at any point in time

EMPLOYEES SOCIAL SECURITY ACT (SOCSO)

17.1

All employees who fall under the scope of the SOCSO Act, 1969 shall be provided with insurance coverage under the SOCSO Insurance Scheme.

17.2

Contributions to SOCSO shall be made in accordance with the requirements of the Act.

EMPLOYEES PROVIDENT FUND (EPF)

18.1

Contribution to the Employees Provident Fund shall be made in accordance with the requirements of the Employee’s Provident Fund Act, 1951.

18.2

The percentage of the contribution shall be calculated based on the employee’s monthly base salary and fixed allowances and shall comply with the requirements of the Employee’s Provident Fund Act, 1951.

PROFESSIONAL ASSOCIATION MEMBERSHIP

19.1

The Company shall reimburse up to a max of RM500 for the cost of annual subscription fee for membership to one (1) approved Professional Association for all confirmed executive staff on E1 – E8. The membership shall be to a Professional Association related to the employee’s job functions and must be approved by the Company.

TRAINING

20.1

The Company will endeavor to provide employees with training in the skills necessary to perform their job but self-development is the responsibility of each individual employee. Therefore, the employee is responsible for applying newly acquired skills on the job.

20.2

Notwithstanding the above, all supervisory staff are responsible for providing on-the-job training and coaching to their subordinates as part of the overall training. The Human Resource Department shall monitor and determine the effectiveness of the training courses provided for staff.

20.3

The following employees shall be eligible for training : 

Confirmed staff



Staff on secondment for a minimum of 6 months

Exceptions to the above must be approved by the Vice-President, Business Support. Overseas training must be approved by the President. 20.4

Selection of employees for training courses, seminars and conferences deemed applicable shall be at the discretion of the Company.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

20.5

All training conducted during working days will be on Company’s time except when courses are conducted over weekends and public holidays. In those instances, time spent in training shall be on employee’s personal time. All courses shall be fully paid for by the Company.

20.6

Employees will not be entitled to claim for subsistence and accommodation allowances when attending outstation courses where meals and accommodation are included in the course fees.

20.7

Employees who have been registered to attend training but failed to attend training without valid reasons, will need to reimburse the Company for the fees and other costs incurred.

EMPLOYEE EDUCATION

21.1

The Company may sponsor employees to attend courses to encourage continuous development of their skills and knowledge. The sponsorship, at the discretion of Management will, however, be subject to the following conditions :      

The course (diploma, degree or Masters level) is related to the employee’s job It can either be a full sponsorship or part sponsorship at Management’s discretion The course sponsorship will only cover tuition fees It must be completed within a time frame agreed by Management Fees will be reimbursed upon successful completion of the Module(s) Employees will have to enter into a bond to serve the Company after the completion of the course : Diploma Degree MBA Technical Programme

2 years 3 years 5 years maximum of 3 years, depending on the duration and cost of the programme

21.2

The bond period must be served to completion failing which the employee has to reimburse the Company for the costs incurred as per the terms of the bond.

DISCIPLINE

22.1

Professional Conduct

22.1.1

All employees shall observe and adhere to the highest standard of professional conduct. It takes personal effort from each and every member of the staff to maintain integrity in all professional or general interests.

22.1.2

An employee of the Company should not at any time, be guilty of any act or conduct that would cause damage to the Company, its property, reputation or general interests.

22.1.3

All employees should in all respects and at all times, conduct themselves with propriety and decorum.

22.2

Sexual Harassment a) The Company takes a serious view of sexual harassment on the job and if a staff is found guilty of the offence, he can be subject to disciplinary action including dismissal. b) Sexual harassment is defined as any unwanted, unsolicited conduct of a sexual nature having the effect of verbal, non-verbal, visual, psychological or physical harassment affecting the dignity of men and women at the workplace. This conduct include insensitive and languages, jokes and suggestions; verbal abuse of a sexual nature,

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

unnecessary body contact, unwanted proposition, request, threats for sexual favours, speculation about private sexual activities; posters or graffiti of an explicit nature. All forms of sexual harassment are behaviours that cause sexual attention. c) An employee reporting sexual harassment will be treated sympathetically and seriously. Employees must report such incidents to the HR Department followed by writing in details the name, date, witnesses and evidence, if any, and the place where the harassment happened within 14 days of reporting the incident. d) As sexual harassment is a form of misconduct and upon due investigation, if the complaint is deemed to be justified, the appropriate disciplinary action will be taken. e) The Company reserves the right not to convene a domestic inquiry and will only convene one at its discretion. If proven, the matter will be construed as a gross misconduct resulting in summary dismissal, suspension without pay, transfer to alternative work or demotion. 22.3

Attendance / Punctuality

22.3.1

All employees are expected to observe proper working hours and be punctual in starting work. If for some reason an employee is unable to be on time for a particular day, he must inform his immediate superior by 10.00 am. It is also good practice to be punctual for all appointments.

22.3.2

Each employee is expected to be at his place of work and ready to start work at the stated time. Habitual latecomers will be subject to disciplinary action.

22.4

Appearance Employees must at all times appear neat and tidy in their work attire.

22.5

Alcohol and Drug Abuse

22.5.1

Alcoholic beverages and dangerous drugs which are not on prescription are not to be consumed on Company’s premises. Possession or sale of alcohol or dangerous drugs on Company premises, or reporting for work under the influence of either, will be grounds for disciplinary action including dismissal.

22.5.2

If a Supervisor suspects that an employee is illegally using or is selling any dangerous drugs, the Supervisor should notify the Human Resource Department immediately.

22.6

Code of Ethical Standards The following Code of Ethical Standards is to be treated as a guide in the Company’s daily activities and business decisions.

22.6.1

Commitment All employees shall be required to observe and adhere to the following : a) To faithfully and diligently perform such duties and accept such responsibilities as may from time to time be assigned by the Company. Every staff member is expected at all times to promote and advance the interests of the Company. b) To obey and comply with all orders and directions given by the Company. To faithfully observe all the rules, regulations, procedures, practices and policies of the Company, whether expressed or implied. c) To perform duties not only in respect of the Company, but also in respect of any company in the Group.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

22.6.2

1 August 2017

Confidentiality a) Employees will not, even after their termination of employment, divulge confidential information either directly or indirectly to any person or company, except by the direction or expressed approval by the Company. b) Employees will never discuss internally or externally confidential information regarding the Company, its business partners, customers, employees and others except when required by Law or in the normal and direct transaction of the Company’s business. c) It is also the Company’s policy that any information not generally available to the public is treated with utmost confidence. This information must never be shared or used to influence an investment decision in connection with the purchase or sale of securities. The term “insider” is very broad and may cover not only the employee but also their families and friends. d) The first obligation of any employee who receives a subpoena or other requests seeking the disclosure of information is to contact his immediate superior for guidance.

22.6.3

Conflict of Interest During the employment with the Company, an employee cannot engage directly or indirectly in any other business or occupation whether as principal, agent, servant or broker. He is also not allowed to engage in any activity which can be detrimental, direct or indirect, to the interest of the Company and is the obligation of the employee to make declaration of having immediate relatives being a supplier / service provider to the Company Examples of activity or relationship that would create either an actual or potential conflict of interest, include but not limited to the following :

22.6.4



Working for a competitor, customer or vendor as a part-time employee, full-time employee, consultant or independent contractor , or in any other capacity

●

Owning an interest in a competitor, customer, vendor, or anyone else who seeks to do business with this Company.

●

Using the resources of this Company for personal gain.

●

Using the employee’s position in this Company for personal gain.

●

An employee may acquire or hold shares in any quoted public company. However, he must declare and seek approval from the Company on any shareholdings or directorships he may hold.



The Employee is duty bound to declare to the Company in the event an immediate family member is a vendor / supplier of the Company, whether or not such relationship exists with the vendor / supplier before the coming into force of the employment agreement or otherwise.

Gifts or Favours a) No employee or any member of his immediate family will accept any form of gifts from contractors, suppliers, clients / customers, or any party having business dealings with the Company. b) However, in view of the nature of festival gift-giving in Malaysia, it may be impolite to refuse unsolicited gifts or refusal or return of the gift is not possible or is impractical. All gifts received must be handed to the Human Resource Department for appropriate disposal to charitable organizations or for distribution to the Company’s employees.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

c) Gifts must not be of a type or have such intrinsic value as to give the donor or donee any opportunity for feeling that the recipient will be obligated to the giver in the future. d) Employees shall not accept any loans or commissions or any other form of gratuity from any other party that the Company has or may have a business relationship with. This includes any current or potential suppliers, customers or business partners of the Company. 22.6.5

Personal Solicitation The Company discourages any solicitation by staff members during working hours as such solicitations normally disrupt business activity and work routines. Staff members should not sell or distribute consumer merchandise during working hours in office premises.

22.6.6

Graft and Invitation to Graft An employee shall not in any manner offer or receive an offer of graft or a bribe for his own benefits, his immediate family members or his relatives with intent to influence his conduct in relation to the Company’s affairs. Any employee found to have committed such an act shall be subject to disciplinary action which includes dismissal.

22.6.7

Misuse of Position An employee must not use Golden Scoop’s name or the Group’s name or facilities for personal advantage. This includes borrowing or becoming indebted to customers, obtaining preferential treatment, etc.

22.6.8

Unauthorized Circulars Only circulars and notices approved or issued by authorized personnel of the Company may be distributed or posted on Company’s premises.

22.6.9

Company’s Property a) It is the employee’s responsibility to take good care of any equipment such as laptops, computers, cameras, projectors, handphones, etc provided by the Company and handled by him. The company has the authority to check employees entering or leaving the Company’s premises and any refusal on his part to be checked and examined may be construed as an admission of guilt and may subject the employee to appropriate disciplinary action. b) Computer equipment including laptops, may not be used for personal use. It is forbidden to install any other programs to the company computer without the written permission of the Vice-President, Business Support. These forbidden programs include, but are not limited to, unlicensed software, pirated music, and pornography. The copying of programs installed on company computers is not allowed unless the employee is specifically directed to do so in writing by the Vice-President, Business Support or President. c) Employees who have been assigned with the company’s laptops must exercise care and diligence in ensuring its safekeeping of laptops and the data and information therein. Any employee found to be negligent in the safekeeping of the laptop and company property will be subjected to disciplinary action including dismissal.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

d) The telephone lines in this Company must remain open for business calls to service our customers. Employees are expected to keep personal calls to a minimum and keep the conversations brief. No long distance calls which are not strictly business related are to be made on company phones. However, should the employee utilizes the company phones for personal long distance calls, he is required to reimburse the Company for the cost of the call made. e) Excessive personal phone usage, whether it is on company phone line or personal handphone during working hours may result in disciplinary action, up to and including termination. 22.6.10

Employee Behaviour a) All employees are expected to conduct themselves professionally and in accordance with accepted standards of behaviour. b) The Company does not tolerate the use of abusive language and physical violence among its employees. Employees found guilty of such misconduct will be subject to disciplinary action including dismissal. c) An employee who is detained in police custody, whether on criminal charge or otherwise, shall be asked to show cause and explain the situation and his involvement.

22.6.11

Disciplinary Action a) Any employee who commits a breach of the rules established by the Company and any other acts of misconduct, indiscipline or inefficiency shall be subject to disciplinary action. b) Depending on the gravity of the offence committed and after due inquiry, the employee may be subject to any one of the following action :    

22.6.12

Dismissal without notice Suspension Demotion Any other lesser form of punishment that commensurate with the nature of misconduct

Minor and Major misconduct The Company views certain acts by employees very seriously because these could jeopardize the Company’s image, create discord amongst employees, and / or endanger employees’ interest. Offences committed under these classifications will be dealt with seriously. The following is a list of some examples of minor and major misconduct. This list is not exhaustive. Minor Misconduct ● Failure to report to Management immediately on any incident. ● Use of the Company business phone or equipment for personal business ● Claiming unauthorized overtime hours. ● Reporting late for duty without explanation, or leaving work place during working hours (for personal purpose) without immediate supervisor’s approval. ● Loiter, loaf or spend unauthorized time away from job during working hours and missing date-lines. ● Not adhering to proper attendance registration procedure. ● Failure to report to work in the proper attire or uniform. ● Use of profane, vulgar or abusive language towards colleagues. ● Feigning sickness or trying to avoid work by pretending to be sick.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook ● ● ● ● ● 

1 August 2017

Creating or contributing to unhygienic practice in the company's premises. Failure to co-operate with all levels of staff - including poor team work and lack of communication Posting any notice, letters, etc on company premises, including bulletin boards, without advance approval from the Human Resource Department. Presence of competitors POP are strictly not allowed Being in any unauthorized area on Company premises before, during or after work hours. Smoking, eating, drinking or chewing gum on BR’s premises within customer's sight, and during duty hours, or authorized areas of GSSB / SSPL premises Knowingly entering another employee’s time of arrival / departure from work or permitting someone else to do this for him

Major Misconduct  Habitual late attendance  Habitual absenteeism  Non-performance of work  Theft of company or other employees’ property in Company’s premises  Assault or battery on a fellow employee  Willful destruction of Company property  Disclosure of classified / confidential materials to unauthorized persons  Falsifying personal records to obtain employment  Being intoxicated on Company premises  Deliberate violation of safety regulations causing injury to persons and / or property  Willful refusal, insubordination or disobedience of any lawful and reasonable instruction or order of your superior to perform work that has been assigned  Willful slowing down or disrupting the work activities of the Company or influencing others to do so  Placed in police custody for any alleged criminal offences  Sleeping whilst on duty  Conviction and / or imprisonment for any criminal offences  Making false, excessive or improper claims  Absent without leave for more than two consecutive days  Participating in an illegal strike or abetting, inciting or instigating strikes / slowdown / work-to-rule  Incurring debts affecting the public image of the Company  Forging or defacing medical certificates or other official documents to defraud the Company  Gambling in company’s premises  Installing unlicensed or unauthorised software in company’s PCs or laptops  Use of profane, vulgar or abusive language towards external party  Fighting or acts of physical violence on company premises.  Possess illegal weapons or explosives on company premises  Embezzlement, tempering and/or pilferage of company property or properties of guests or fellow employees  Abuse of staff meal privileges  Abuse of loyalty or reward program card  Failure to report any cash overages or shortages.  Negligence, carelessness or mischief which results in loss, damage, breakage or destruction of the Company, customers or fellow colleagues’ property.  Sexual harassment not limiting to immoral or indecent conduct.  Offering or receiving money or gift in exchange for any change in benefits from position.  Walking off the job or leaving the post of duty without permission or without proper relief.  Concealing a disease or condition that will affect BR’s business.  Being employed with another company while on approved leave.  Being employed with a competitor or similar industry while in service. Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook       

1 August 2017

Making false or malicious statements about any colleagues, BR’s or its provisions Unauthorized access to Company IT equipment and internet connection or use of personal IT equipment while on duty. Failure to meet Standard Operating Procedure and this includes keeping or selling expired products. Bringing unauthorized persons into BR’s premises especially to areas of restricted access Breach of cash handling policy and procedure Jeopardizing through negligence or carelessness, the safety of any person or the business of BR’s. Any other infractions defined by the Company

If an employee commits any major misconduct, the Management shall call for an explanation and may, if necessary, suspend the employee from work for not more than fourteen (14) days pending the reply. If the explanation is not satisfactory and or / deemed unacceptable, a Domestic Inquiry may be conducted. 22.6.13

Right of Appeal An employee who has been imposed a disciplinary action shall have the right to appeal in writing to the President.

22.6.14

Restrictive Covenants on Conditions of Service During and Upon Termination of Employment a) Publications, Interviews, Broadcast, Lectures, Speeches Employees shall not without prior permission from the Company, publish or cause to publish, whether alone or jointly with others, article, statements, paper, book, photograph or letter in any journal, magazine, or publication. In addition, he should not give any interviews, or deliver any lecture or speech on any matter that concerns his duties or information or material relating to the business of the Company or any matter connected with the activities of the Company or Group. If any business related article is published, the article shall become the property of the Company. Any payment for such publication or lecture shall be retained by the Company. b) Intellectual Property Rights The Company shall own the intellectual property rights arising out of any work done by an employee in the course of his duties whether or not the work has been done during normal working hours or on its premises. An employee shall sign all forms, documents, declarations and do anything else which the Company may request, in order to protect or transfer such intellectual property rights or register them in the name of the Company or its nominee. No employee shall acquire any interest in any of the new processes, technical knowhow, product or systems belonging to the Company or register trade names, marks or brands belonging to the Company. c) Exclusive Service and Competition Upon Termination of Employment In the course of the employee’s tenure with the Company, he is likely to obtain knowledge of the Company’s trade secrets and other confidential information or obtain personal knowledge and develop relationships with actual or potential suppliers/customers/vendors of the Company. The employee then, shall not for a period of 6 months from the date on which his employment with the Company terminates (no matter why it is terminated) :

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017



Be employed by or act as agent for or be a director, officer or employee to any firm or company within Malaysia which is or about to become engaged in business which competes in any material respect with any part of the company’s activities. This restriction shall not operate to prohibit an employee where none of his duties will relate to the type of business described above.



Undertake on his own account, whether alone or in any partnership or association with any other person, firm or company, any business of the type described in the paragraph above, to any person, firm or company engaged in or about to become engaged in such business



Interfere or seek to interfere or take such steps as may interfere with the continuance of supplies to the Company and other companies in the Group from any person, firm or company, who in the last twelve months of his employment with Golden Scoop, was one of our actual or potential suppliers with whom he or any employee acting under his direction did or attempted to do business

d) Disclosure of Information During and After Termination of Service During employment with the Company, an employee will acquire information belonging to the Company and the Group which he would otherwise have not acquired. The employee must not disclose such information to anyone outside the Company or Group or use the information for his own purpose without the prior written consent of the Company. The employee shall not use or disclose, after termination of employment (irrespective of how such termination of employment occurred) to anyone outside the Company on any of the following types of information which were acquired as a result of his employment: 

Trade secrets of the Company or any companies in the Group and other information belonging to it if a sufficiently high degree of confidentiality as to amount to a trade secret



Information concerning the way the Company is run, the manner in which it does business, who the Company does business with and on what terms



Any information or items which have been marked to indicate that they are confidential or information that he was told, was confidential at the time he acquired it

e) Non-Solicitation of Other Employees Upon Termination of Employment 

22.6.15

An employee shall not for a period of twelve months from the date on which his employment terminates (irrespective of how such termination of employment incurred) either on his own behalf or on behalf of any other person, firm or corporation, solicit or try to entice away the Company’s employees

Grievance Procedure a) The Company shall promote and maintain industrial harmony throughout the organization. To ensure fair handling of a problem or complaint, employees need to bring areas of concerns to the Company. b) An employee may bring to the Company’s attention any grievance or complaint concerning his well-being. Reasonable opportunities and due consideration shall be given to grievances brought to the attention of the Company and the Company shall undertake to resolve them promptly and fairly.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

c) Heads of Department are responsible for ensuring all grievances and complaints brought to the attention of the Company are attended to and through the proper procedures. The Grievance Procedure is as follows : Step 1

When an employee has a problem, it has first to be discussed with the immediate superior. If he fails to get a satisfactory reply or an understanding cannot be reached within 3 working days after the matter has been brought up, then the employee may bring it to the attention of the Department Head in writing within the next five working days.

Step 2

The employee may talk either to the Department Head individually or discuss his concerns in the presence of the immediate superior. If the matter is not settled within the next five working days to his satisfaction, then the employee may write to HR Manager regarding his concerns within the next five working days.

Step 3

The HR Manager will arrange for a meeting with the employee within the next seven working days to address all concerns. The employee should be informed of the outcome of the case within 14 days of the meeting.

Step 4

If an employee is still unhappy, he may make a final appeal to the VicePresident, Business Support for assistance in solving the problem. The VicePresident’s decision shall be final and conclusive.

SAFETY AND HEA LTH

23.1

It is the responsibility of all employees to observe safety rules and regulations at all times.

23.2

Employees who are required to use or wear safety equipment must be strictly adhered to.

23.3

Keeping the workplace clean is the shared responsibility of the Company and employees. Each employee is responsible for cleanliness and housekeeping in his area of work.

23.4

An employee who is involved in an accident must report the incident immediately to his immediate superior to enable him to take swift and appropriate remedial action, where necessary.

23.5

Horseplay, rough-housing and other physical acts that may endanger employees or cause accidents are prohibited.

23.6

Employees must follow their supervisors’ safety instructions

23.7

Employees in certain department, for example, Retail Sales and Production, may be prohibited from wearing dangling jewelry or apparel, or may be required to pull back or cover their hair for safety purposes. Employees will be informed by their supervisor if they fall into one of these categories.

23.8

Employees who handle food be it preparation, packaging or auditing will be required to adhere to the Food Act 1983 and Prevention and Control of Infectious Diseases Act 1988 by having valid typhoid and other required vaccinations prior to joining the company and throughout the employment period.

23.9

All equipment and machinery must be used properly. This means all guards, restraints and other safety devices must be used at all times. Do not use equipment for other than its intended purpose.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

23.10

All employees must immediately report any workplace condition that they believe to be unsafe to their supervisor. The Company will look into the matter promptly.

23.11

It is every employee’s responsibility to help keep the workplace secure from unauthorised intruders. Ensure all doors are locked and secured if you are the last person leaving the office.

23.12

In the case of emergency such as fire, floods or accident, your first priority should be your own safety. In the event of an emergency causing serious injuries, immediately dial 999 to alert police and rescue workers of the situation.

23.13

If you hear a fire alarm or in the case of an emergency that requires evacuation, please proceed quickly and calmly to the emergency exits. The Company will hold fire drills to familiarize everyone with the routes they should take. Don’t return to your workplace to retrieve personal belongings or work-related items. Once you have exited the building, head towards the emergency gathering place.

23.14

Smoking is prohibited in the office and outlets premises and are allowed only to smoke in designated areas only

23.15

Violence at the workplace is not tolerated. Violence includes physical altercations, coercion, pushing or shoving, horseplay, intimidation, stalking and threats of violence. Any comments about violence will be taken seriously – and may result in your termination.

ELECTRONIC COMMUNICATION SYSTEM (E-mail and Internet/Intranet))

24.1

Definition For the purpose of this policy, electronic communication means the communication of text, data or images between sender and one or more recipients, utilizing telecommunication facilities. Electronic communication as used herein shall include all transmissions whether via internal or leased network communications, the Internet, or any other means of transmission or storage, and specifically including e-mail messaging Although the Company respects the privacy of employees, the Company’s electronic communication systems are not intended for employee’s private communication.

. This policy also apply to employees’ use of desktop computers, laptops, Smart phones and other handed devices, whether provided by the Company or owned by the employee or third party. 24.2

Privacy The Company respects the privacy of our employees. However, this does not cover the use of the company provided electronic communication systems. All electronic communication messages sent or received by means of the Company’s electronic communication systems may be accessed with or without authorization or knowledge of the sender or receiver.

24.3

Access Approval Access to the Company’s electronic communication systems shall be provided only to Company employees and to other persons who have demonstrated a business need.

24.4

Permitted Use of the Company’s Electronic Communication Systems The Company’s electronic communication systems and related software, hardware or other access prerequisites furnished by the company are company resources and are to be used only by approved users for legitimate business purposes.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

It is understood that employees may occasionally use the Company’s electronic communication resources for incidental and infrequent personal use. However, such use will be treated no differently than any other messages or transmissions with respect to monitoring, disclosure, or use by the Company. 24.5

Prohibited Uses Like any other means of communication, including telephone and mail, electronic communication is a tool, which is capable of being misused. Persons with access to the Company’s electronic communication systems are prohibited from using those systems for any purpose that is illegal or contrary to the Company’s policies. Examples include, but not limited to, gambling, unauthorized solicitation, harassment of any kind and wrongful disclosure of Company information. In addition, the following activities related to electronic communication systems, are prohibited: a) Any attempt to gain unauthorised access to computer or network electronic communication facilities or files of the Company b) Tempering or interfering in any way with the operation of the Company’s electronic communication systems c) Participating in activities, viewing or writing contents that could damage the Company’s professional reputation d) Sending, receiving, printing or otherwise disseminating the Company’s proprietary data, trade secrets, or other confidential information in violation of the Company’s policy per written agreements e) Files downloaded from the Internet may not be viewed or opened until scanned with virus detection software. Employees are reminded that information obtained from the Internet is not always reliable and should be verified for accuracy before it is used f)

Operating a business, usurping business opportunities, soliciting money for personal gain or searching for jobs outside

g) Viewing, downloading, uploading, sending or soliciting sexual oriented messages or images h) Visiting sites, featuring pornography, terrorism, espionage, thefts or drugs i)

Transmit, access, receive, solicit, print, or copy sexually explicit pornographic, obscene, offensive or hate-related materials

Unauthorized browsing or accessing of data or electronic communication not addressed to or sent by user.

k) Forward messages and pictures that could congest the system l)

Play online games, visit chat rooms, shop online or engage in illegal activity

m) Spread gossip, rumors and innuendos about employee, clients, suppliers or other outside parties n) Send, receive, solicit, print, copy or reply to messages that are disparaging or defamatory

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

o) Send, receive, solicit, print, copy or reply to messages or images that contain foul, obscene, off-colour or adult oriented language p) Send, receive, solicit, print, copy or reply to messages or images that are intended to alarm others, embarrass the Company, negatively impact employee productivity, or harm employee morale 24.6

Confidential, Proprietary and Personal Information Must be Protected a) Unless authorized to do so, employees are prohibited from using the Company’s e-mail system to transmit confidential information to outside parties. Employees may not access, send, receive, solicit, print, copy or reply to confidential or proprietary information about the Company, employees, clients, suppliers and other business associates b) Confidential information includes but is not limited to customer lists, credit card numbers, identity card numbers, employee performance, salary details, trade secrets, passwords and information that could embarrass the Company and/or employees were it made public. c) Employees are prohibited from using the e-mail system to transmit copyright-protected information without permission of the copyright holder

24.7

Handling Unsolicited E-Mail that Violates Company Policy The Company’s e-mail policy prohibits employees from sending inappropriate or offensive material. Employees are also prohibited from receiving material that violates the Company’s e-mail policy. In the event an employee receives e-mail messages that violated the policy, the employee is to take the following steps : a) If you know the sender : If an employee receives e-mail that violates Company policy and the employee knows the sender, then the employee must immediately instruct the sender to stop sending this type of materials. b) If you don’t know the sender : If an employee receives e-mail that violates Company policy, and the employee does not know the sender, the employee should not respond or reply to the message Instead, the employee should immediately notify the HR Executive who will inform the IT support service staff to block receipt of this type of material in the future Employees who failed to follow these procedures and continue to receive banned materials may be deemed to be policy violators and may be disciplined or terminated for violating the company’s e-mail policy

24.8

Passwords

a) E-mail passwords are the property of the Company. b) Employees are required to provide the Company with current passwords and user IDs. Only authorized personnel are permitted to use passwords/user IDs to access another employee’s e-mail without consent. Misuse of password or user IDs, the sharing of passwords/user IDs with non-employees, and/or the unauthorized use of another employee’s password/user ID will result in disciplinary action, up to and including termination.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook 24.9

1 August 2017

Monitoring To ensure that the Company’s electronic communication systems are being used appropriately, designated personnel will, from time to time, and without notice to the users, monitor electronic communication for the purpose of assuring system security, functionality, and compliance with the policy.

24.10

Inspection and Disclosure of Contents of Electronic Communication The Company explicitly reserves the right to review the contents of all electronic communication and to disclosure the same to third parties without notice to the system users for the purposes of investigation and correction of possible violations of this and other Company policies, investigation of possible security violations, routine maintenance or repair of the electronic communication system, preparing for or responding to government orders or other legal processes and protection of Company proprietary information. Any information so obtained by the Company will be treated in accordance with the Company’s policies and applicable laws.

24.11

Compliance and Violations a) Managers are responsible for ensuring employee compliance with this policy b) Employees who learn of policy violations should notify the HR Manager. c) Employees who violate this policy or use the Company’s network, Internet or intranet access for improper purposes will be subject to discipline, up to and including termination

24.12

Deleting Emails Employees are expected to do regular housekeeping on their email box as the Company discourages employees from storing large numbers of email messages. If employees need to save a particular email, he may print, archive or save it on his hard drive or disk.

SOCIAL NETWORKING AND VIDEO SITE POLICY

25.1

The Company prohibits employees from accessing external social networking sites and external video sites via the Company’s computers resources (including but not limited to desktops, laptops, smart phones, handheld devices and the Internet system) during business hours.

25.2

The Company recognizes, however, that some employees may, for personal reasons, access and view, operate, and post, download, or upload content to external social networking sites and video sites on their own time via their own computer equipment and personal Internet account.

25.3

When operating, accessing, viewing, downloading, uploading or posting content (including but not limited to text, photos, videos, and art of any kind) to external social networking or video sites, employees are responsible for behaving professionally, ethically, responsibly, and in accordance with all of the Company’s employment rules and policies. To that end, the Company has established the following social networking and video sites policy, which all employees are obligated to comply with at all times – during business hours on Company time and computer resources and after working hours on employee’s own time and personal computer tools and Internet accounts.

25.4

Violations of the Company’s social networking and video sites policy, whether they occur at work during business hours using Company computer resources or on the employees’ own time and own equipment and technology tools, will result in disciplinary action, up to and including termination.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

a) Social, networking and video sites users are required to write/post content under their own names b) Employees are prohibited from mentioning the Company or identifying themselves as employees of the Company via text, photos, art, Company logos, Company uniforms, Company letterhead, Company products, Company trademarks or any other image, copy or content, when using a personal social networking or public video site c) Employees must incorporate the following legal disclaimer into personal social networking pages and public video sites : :The opinions expressed on this social networking profile (video site) are my own personal opinions. They do not reflect the opinions of my employer.” d) Employees are prohibited from attacking, defaming, harassing, discriminating against, menacing, threatening, or otherwise exhibiting inappropriate or offensive behavior, attitudes, opinions, or commentary toward or about co-worker, supervisors, executives, customers, vendors, shareholders, the media or other third parties when using a personal social networking site or public video site e) Employees are prohibited from disclosing confidential, sensitive, proprietary top secret, or private information about the Company, its products, services, trade secrets, financials, plans, research and development, employees, executives, customers, partners, suppliers, or other third parties, when using a personal social networking site or public video site. f)

Employees are prohibited from using a Company-provided smart phone camera, tablet or video recorder to take, submit, download, or upload to social networking or video sites any photos, or videos of co-workers, executives, customers, suppliers, and any third party without first securing the written permission of your subject and an authorized member of management.

g) Employees are prohibited from using a Company-provided smart phone camera, tablet or video recorder to take, transmit, download, or upload any business-or-company related photos or videos to social networking or video sites without first securing permission from an authorized member of company management. Banned photos and videos include, but are not limited to the following:  “funny”, embarrassing or unprofessional images of company employees, executives, customers, suppliers, or other third parties. In other words, do not take, transmit, download, or upload “funny”, embarrassing, or unprofessional photos or videos of anyone.  Company building (internal or external), offices, facilities, operations, research, products, services, confidential data, and internal documents.  Company uniforms, logos, signage, trademark, business cards, letterhead, literature, or any other printed or electronic content that can be used to identify the company or employees. h) Employees are prohibited from disclosing financial information about the Company without the permission from the Group Financial Controller, Vice-President or President. This includes revenues, profits, forecasts, and other financial information, when using a personal social networking site or public video site. i)

Employees must adhere to the Company’s written content and language guidelines. Prohibited contents includes but not limited to, obscene, profane, adult-oriented, pornographic, harassing, discriminatory, menacing, threatening and otherwise offensive text, art, photos, videos, graphics, cartoons, or other images and content, when using a personal social networking site or public video site

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

Employees are prohibited from posting copyright-protected material without the express written permission of the copyright owner, when using a personal social networking site or public video site

k) Employees may not post content or conduct activities that fail to conform to local, state, and national laws when using a social networking site or public video site, or a companyhosted social networking or video site l)

Employees must comply with all of the Company’ written employment rules and policies, including but not limited to the company’s social networking and video site policy, sexual harassment discrimination policy, ethics guidelines, code of conduct, confidentiality rules, and etiquette policy, when using personal social networking site or public video site

m) Violation of company’s social networking and video site policy will result in disciplinary action, up to and including termination.

SOFTWARE USAGE POLICY

26.1

Software piracy is both a crime and a violation of the company’s software usage policy.

26.2

Employees are to use software strictly in accordance with its license agreement. Unless otherwise provided in the license, the duplication of copy-righted software (except for back and archival purposes by the outsourced vendor or designated head) is a violation of copyright law. In addition to violating copyright laws, unauthorized duplication of software is contrary to the Company’s standards of employee conduct.

26.3

To ensure compliance with software license agreements and the Company’s software usage policy, employees are required to follow these procedures : a) Employees must use software in accordance with license agreements and company’s software usage policy. Unless expressly authorized by the software publisher, employees may not make additional copies of software, except for archival purposes. b) The Company prohibits the use of unauthorized software or fonts. Employees illegally reproducing software may be subject to civil and criminal penalties including fines and imprisonment. Employees and managers should not condone the illegal copying of software under any circumstances. Employees who make, use or otherwise acquire unauthorized software will face disciplinary action, up to and including termination. c) Employees are prohibited from giving software or fonts to clients, customers, vendors and other outsiders. Under no circumstances will the Company use software that has been brought into the organization from an unauthorized source including, but not limited to the Internet, home, friends and colleagues. d) Employees who suspect or become aware of software misuses are required to notify their, human resource Manager, department head or Vice-President. e) All software used on Company-owned computers will be purchased through authorized procedures.

EMPLOYEE PRIVACY

27.1

Search Policy a) Employees do not have a right to privacy in their workspaces, any other Company property, or any personal property they bring to the workplace.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

b) The Company reserves the right to search Company premises at any time, without warning, to ensure compliance with Company policies, including those that cover employee safety, workplace violence, harassment, theft, drug and alcohol use and possession of prohibited items. c) The Company may search Company property, including but not limited to lockers, desks, file cabinets, storage areas, and workspaces. Employees must give a set or combination of the key to the HR department if they are using a lock or any item of Company property. d) The Company may also search personal property brought into Company premises, including but not limited to toolboxes, briefcases, backpacks, purses and handbags. 27.2

Internet Use is not Private The Company reserves the right to monitor the use of Internet at any time, to ensure compliance with this policy. Employees are not to expect that their use of the Internet – including but not limited to the sites visited, the amount of time spent online and their communication – will be private.

Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

Appendices

Note ; The term â&#x20AC;&#x153;he/his/himâ&#x20AC;&#x2122; includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

Appendix 1 – Transport and Petrol Allowances Employees who are required to travel extensively in the course of their work will be provided with one or more of the following allowances:

Eligibility Group 1  Manager, Trade Sales  Manager, Marketing  Asst. Manager, Development  Asst. Regional Manager (Retail Sales)  Area Manager, Retail Sales (outstation stores)  Asst. Manager, Key Account (Trade Sales)  Area Sales Exec (Trade Sales)  Business Support Exe (Trade Sales)  Sales Representative (Trade Sales)  Auditor  Trainer  Executive, Maintenance Group 2  Area Manager, Retail Sales (local stores) Group 3  Area Manager, Retail Sales (overseeing additional areas) Group 4  Senior Outlet Manager Group 5  Asst. Manager, Marketing  Senior Executive, Marketing  Executive, Marketing Group 6  Manager, Logistic  Senior Fleet Executive, Logistic  Fleet Executive, Logistic  Warehouse Executive, Logistic Group 7  Full-time employees based at Production, KLIA, JPO, Mitsui & GPO outlets  Personal Driver Group 8  Merchandizer, Trade Sales

Group 9  Full Time Crew based at highway outlets

Transport Allowance

Petrol Card (permanent base)

RM350

RM400

Actual petrol receipt

RM250

RM500

RM200

Actual petrol receipt

RM180

RM400

Actual petrol receipt

RM200

Actual petrol receipt

RM400

Actual petrol receipt

RM300

RM200

Actual petrol receipt

RM2.00 per working day

Out of coverage trip

Note : 1. Additional expenses incurred exceeding allocated petrol card for permanent base not claimable with exception to work performed out of coverage trip. 2. Expenses incurred for out of coverage trip only claimable in the course of performing work beyond normal scope of work exceeding 70 km from base office with exception to Genting Note ; The term “he/his/him’ includes the female gender

Golden Scoop Sdn Bhd HR Policies and Terms and Conditions of Service Handbook

1 August 2017

Appendix 2 – Car Allowance a)

The company will be phasing out the company car benefit and it will be replaced with a car allowance for those who are currently enjoying the company car benefit.

The phasing in of the car allowance will depend on the current condition/value of the company car that has been assigned to the individual.

The car allowance eligibility and quantum will vary according to the staff grade as below. With the award of the car allowance to the eligible employee, the company will no longer bear the cost of car maintenance, insurance, road tax, etc.

In the case of new recruits who are eligible for the car allowance, the policy will be applied with immediate effect.

HQ Corporate and Non Operational (Monthly) Grade E7 – E8

Car Allowance

Petrol Card

RM2,000.00

RM500.00

HQ Operation - Retail Sales (Monthly) E7 – E8

RM2,200.00

RM800.00

RM1,650.00

RM800.00

RM1,100.00

RM800.00

Note ; The term “he/his/him’ includes the female gender