Clean Team Ghana Limited Employee Handbook For internal use only
Content Akwaaba! About Clean Team Health and Safety Working Hours Pay Annual leave Public Holidays Sick Leave Compassionate Leave Maternity Leave Paternity Leave Disciplinary policy & procedure Training and Education Support Termination of Employment Retirement Redundancy Travel and Expenses Vehicle and Fuel policy
Edition I - September 2014
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We consider our people to be our key assets and I am committed to helping them develop their skills, knowledge and experience in order to help them succeed individually, and as part of a team. We believe a positive working environment is essential for this and are constantly looking for new ways to get the best out of one another.
Akwaaba! We are excited to welcome you to Clean Team! We are a team of motivated individuals who are empowered to provide affordable and dignified solutions to the problem of inadequate sanitation. Helping others is at the forefront of everything we do and we are glad you have joined us at this exciting stage of our journey.
Please use this employee handbook as an information guide on your employment with Clean Team. It includes our main policies and procedures and some quick facts to help ensure your time at Clean Team is as enjoyable, productive and successful as possible. Please make use of the knowledge of your colleagues should you have any questions, or come and speak to me about anything you are unsure about. I look forward to working with you. Valerie Labi Chief Executive Officer
About Clean Team We offer an innovative, affordable sanitation solution for low-income communities in the developing world
People of all ages, regardless of circumstance, deserve the right to perform their necessary bodily functions in safety, without the risk of spreading or contracting disease. Our mission is to ensure as many people as possible can enjoy that right.
Millions of people worldwide do not have access to the kind of safe and hygienic sanitation facilities that many of us take for granted. We believe this is unacceptable. We want to transform lives by delivering safe, hygienic and convenient sanitation facilities into the homes of low-income urban dwellers in the developing world.
We offer an affordable, reliable solution to the problem of inadequate sanitation infrastructure in countries that are struggling to provide for the basic needs of their burgeoning urban populations. We work with the local population and tailor to their needs, providing employment and
Simple, empowering, effective.
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Our Values We always have our customers as the focus of our work We work in unity with our colleagues and our community We constantly look for ways to adapt our innovations in order to create a sustainable legacy We respect everyone for who they are and what they bring to our organisation We take responsibility for our own safety and for those around us We are professional, truthful and guided by our integrity – but never forget to have fun!
TM
Health and Safety This policy applies to all employees at Clean Team Ghana Limited. Health and Safety is of primary importance. Breaking the health and safety polic y is gross misconduct and may lead to instant dismissal.
• Ensure wires do not obstruct walkways • Beware of wet floors, especially after it rains • All spillages should be cleaned up immediately
Uniform ? Due to
Introduction The purpose of this policy is to set clear standards to ensure employees, customers and visitors are kept safe at all times at Clean Team.
In the office ? Make sure you know the fire
escape routes ? In the event of a fire, call the fire
service. Do NOT attempt to tackle it yourself ? Evacuate the building immediately and do not wait to gather any personal belongings
the nature of our business, our uniform is important from a health and safety perspective, and is thus imperative to our employees keeping safe. ? Furthermore, as a customer facing, brand driven business our appearance is of the utmost importance. ? The uniform remains property of Clean Team Ghana Limited at all times. You will be held responsible for any unreasonable damage. ? Office based employees should always keep a 'Ask me about my toilet' t-shirt in the office for occasions when they need to partake in non-office based activities Employee Handbook
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Waste Collectors/ Anyone visiting Dompoase • Waste Collectors/Processors should always wear personal protective equipment (Safety boots, hand gloves, nose masks, face shields and plastic aprons when working work. • Visitors should always wear Personal Protective Equipment (PPE); safety boots, hand gloves and nose masks when visiting Dompoase. • Visitors must be conducted around the site by the site manager. • Visitors must adhere to all safety regulations governing the site. • Visitors should sign visitor book on the site.
Working Hours This policy applies to all employees at Clean Team Ghana Limited. The principles may differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
Introduction The purpose of this policy is to set clear standards on the hours employees are required to work. As a customer focused business, we need to be flexible with additional requirements.
Band A, B & C • Clean Team standard office working hours are: 8am to 5pm, Monday to Friday • In some cases, due to personal circumstances or business need, you manager may discuss alternative hours with you • This will always be limited to 8 hours per day from Monday to Friday or a total of 40 hours per week • You are entitled to a 1 hour flexible lunch break between 12pm to 2pm • This is not included in your working hours • In exceptional circumstances, you may be required to work on Saturday, Sunday or Public Holidays. If this is the case, you shall be remunerated appropriately or given time off in lieu.
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Band D • The normal working hours for waste collectors is 8 hours. i.e from 6:00am to 2:00pm • In the event that all work is completed before this time, waste collectors may leave once the site manager is satisfied that the day's duties have been completed • The normal working hours for service associates is 8 hours. i.e. from 6:00am to 2:00pm • Upon completion of all house visits, service associates must report immediately to the office to deposit the cash safely with the Finance Manager
Pay
Principles ? Employees are paid on the 21st
This policy applies to all office based employees at Clean Team Ghana Limited
Introduction The purpose of this policy is to inform you about your salary and taxes. Should you have any queries about this, please contact the Finance Manager.
of every month 21st of every month ? Employees are responsible for ensuring all bank and personal details are up to date ? Your gross salary will be subject to tax and Social Security deductions and Clean Team Ghana Limited will make the employer's SSF contribution as required by law. ? Employees are required by law to contribute 5% of their gross salary to the social security and National Insurance Trust Pension Fund monthly. ? Any other tax levied by the Government on the salary and other earnings of the employee will be deducted from the employee's salary each month
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“Clean Team has really helped my family but I have benefited the most as I used to be in charge of taking my little siblings to the toilet. Apart from walking to the public toilet myself, I used to escort my little sisters to the toilet anytime they needed to go. Now they use the toilet at home by themselves. It has really reduced the burden on me.� ADWOA AGYEIWAAH, 10 YEARS
Annual leave This policy applies to all employees in Clean Team Ghana Limited. The principles differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
? With agreement
from your manager, it is permitted for you to carry forward up to a maximum of 5 days into the next calendar year ? These must be taken before March 31st of the next calendar year ? Should you not take leave in the agreed times, it will be forfeited
Band C ? The annual leave year runs
Introduction
from January to December ? Your annual leave entitlement is
22 days per year The purpose of this policy is to inform you about your holiday entitlements. To request annual leave, please speak to your manager.
Band B ? The annual leave year runs from
January to December ? Your annual leave entitlement is
28 days per year ? Public holidays and certified sickness shall not affect this ? You must aim to give your manager 15 days notice before taking leave
? Public holidays and certified
sickness shall not affect this ? You must aim to give your
manager 15 days notice before taking leave ? With agreement from your manager, it is permitted for you to carry forward up to a maximum of 5 days into the next calendar year ? These must be taken before March 31st of the next calendar year ? Should you not take leave in the agreed times, it will be forfeited
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Band D ? The annual leave year runs
from January to December ? Your annual leave entitlement
is
16
days
per
year
? Public holidays and certified
sickness shall not affect this You must aim to give your manager 15 days notice before taking leave
Public Holidays This policy applies to all employees in all positions at Clean Team Ghana Limited
Introduction The purpose of this policy is to inform you about your public holiday entitlements. Only in exceptional circumstances shall a Clean Team employee be asked to work on a Public Holiday. Should a public holiday occur during your annual leave, it will not count as part of your annual leave allowance.
Public Holiday
Date
New Year’s Day Independence Day Good Friday Easter Monday May Day Africa Unity Day Republic Day Eid Ul-Fir Founder’s Day Eid Ul-Adha Farmer’s Day Christmas Day Boxing (Proclamation) Day
1st January 6th March 3rd April 6th April 1st May 25th May 1st July 17th July 21st September 23rd September 5th December 25th December 26th December
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Sick Leave This policy applies to all employees in all positions at Clean Team Ghana Limited
Introduction The purpose of this policy is to inform you of your entitlements should you be ill. Please speak to your manager should you have any concerns.
Principles • If you feel ill and are unable to make it into work, you m u s t call your manager before 8am, or the start of your s h i f t (whichever is earlier) to explain the situation • If you are ill for 4 consecutive days, you must provide a certificate from a medical practitioner stating that you are unfit for work and how long your illness is expected to last • In line with the Labour Law, if a medical practitioner certifies your illness, you are entitled to up to a maximum of 15 days Sick Leave on full pay.
Compassionate Leave This policy applies to all employees in all positions at Clean Team Ghana Limited
Introduction The purpose of this policy is to inform you of your entitlements should a family member pass away. As this is a very sensitive time, please speak to your manager should you have any concerns.
Principles • Employees may be excused work for compassionate reasons related to family bereavement – Up to a maximum of 5 working days in the event of a death of your primary spouse or a registered dependent – Up to 3 days on each occasion for parents and full siblings • All other compassionate leave shall be granted at the discretion of the CEO • The total number of compassionate leave days will be 10 days per any single year
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Maternity Leave This policy applies to all employees in Clean Team Ghana Limited. The principles differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
Introduction The purpose of this policy is to help you through the exciting time of becoming a new mother. We understand this can be a difficult time for you, so please speak to your manager should you have any concerns.
Band A & B • A new mother is entitled to take up to 16 weeks maternity leave on full pay and up to 4 additional weeks on half pay, in addition to any remaining annual leave • You may choose to take up to 4 of these weeks before the birth • As soon as you become aware of your pregnancy, you must inform your manager so that any additional risk assessments can be carried out • You should give your manager at least 3 months notice of when you plan to take this leave • Whilst on maternity leave, your contract will not be adapted you will receive your full salary and any additional benefits as normal • If you have a medical condition which is certified by a registered practitioner, you will be given additional leave during pregnancy or after you have given birth. This will be discretionary and discussed on a case by case basis
• If you are nursing your baby, you will be given one hour a day to attend to his/her needs for a period of up to 1 year. This will be treated as working hours and will not affect your salary day to attend to his/her needs for a period of up to 1 year. This will be treated as working hours and will not affect your salary Band C • A new mother is entitled to take up to 12 weeks maternity leave on full pay and up to 4 additional weeks on half pay, in addition to any remaining annual leave • You may choose to take up to 4 of these weeks before the birth • As soon as you become aware of your pregnancy, you must inform your manager so that any additional risk assessments can be carried out • You should give your manager at least 3 months notice of when you plan to take this leave • Whilst on maternity leave, your contract will not be adapted you will receive your full salary and any additional benefits as normal
• If you have a medical condition which is certified by a registered practitioner, you will be given additional leave during pregnancy or after you have given birth. This will be discretionary and discussed on a case by case basis • If you are nursing your baby, you will be given one hour a day to attend to his/her needs for a period of up to 1 year. This will be treated as working hours and will not affect your salary Band D • A new mother is entitled to take up to 12 weeks maternity leave on full pay, in addition to any remaining annual leave • You may choose to take up to 4 of these weeks before the birth • As soon as you become aware of your pregnancy, you must inform your manager so that any additional risk assessments can be carried out • You should give your manager at least 3 months notice of when you plan to take this leave • Whilst on maternity leave, your contract will not be adapted you will receive your full salary and any additional benefits as normal Employee Handbook
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• If you have a medical condition which is certified by a registered practitioner, you will be given additional leave during pregnancy or after you have given birth. This will be discretionary and discussed on a case by case basis • If you are nursing your baby, you will be given one hour a day to attend to his/her needs for a period of up to 1 year. This will be treated as working hours and will not affect your salary
2.5 billion people – roughly 37 per cent of the world's population – still lack what many of us take for granted: access to adequate sanitation.
Paternity Leave This policy applies to all employees in all positions at Clean Team Ghana Limited
Introduction The purpose of this policy is to help you through the exciting time of becoming a new father. We understand this can be a difficult time for you, so please speak to your manager should you have any concerns.
Principles • You are entitled to take up to 2 weeks leave, in addition to any annual leave, after the birth of your new baby • Whilst on paternity leave, your contract will not be adapted you will receive your full salary and any additional benefits as normal • Please note that this policy is restricted to the birth of children by your primary spouse only • Should your primary spouse have a medical condition which is certified by a registered practitioner, you may be given additional leave during her pregnancy or after she has given birth. This will be discretionary and discussed on a case by case basis.
Over 2.6 billion people on the planet do not have access to adequate sanitation. Every day in the developing world, thousands of tonnes of human faeces are disposed of inadequately, polluting water supplies and spreading disease, mainly amongst women and children. 1.8 million people die every year from diarrheal diseases, and 90% of these are children under the age of 5. Employee Handbook
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Disciplinary Policy & Procedure This policy applies to all employees in all positions at Clean Team Ghana Limited
Introduction The purpose of this policy is to help and encourage all employees to achieve and maintain good standards of conduct and effectiveness. Company policy, standards of conduct and procedures are outlined in your individual statement of terms and conditions of employment, in the employee handbook, and via oral and written instructions from management. The policy may be changed at the sole discretion of the Company without notice. This policy is intended to be applied to issues of conduct and performance, including attendance, as well as any other disciplinary matter for which the policy is suitable.
Principles ? No final action will normally be
taken until the case has been fully investigated. At each stage you will be invited to a meeting at which time you will have the opportunity to state your case before any decision is made. ? You will then be advised, in writing, of the complaint against you and the action taken ? Disciplinary action will be appropriate to the severity of the matter and all other circumstances. ? If the situation is serious, or concerns health and safety, you may be given more than one warning in relation to any one incident ? If you are dismissed you have the right to appeal. This must be done within 7 days and details will be given to you should you reach this situation. ? All records of formal disciplinary action will be retained in your personal file.
Informal discussions/counselling
Final written warning
Minor disciplinary matters are usually best dealt with informally. If informal discussions do not bring about an improvement or there is a further disciplinary offence, the formal procedure will be used.
If there is no improvement in standards, a further offence occurs or the misconduct is considered sufficiently serious to warrant only one written warning, a final written warning will be given. This warning will make it clear that any recurrence of the offence or other serious misconduct within a specified period will result in dismissal. A final written warning will be kept on your personal file. The warning will normally lapse after 12 months, unless otherwise stated, subject to improvement in your conduct/performance.
The procedure The outcome of a disciplinary meeting may be as follows:
First written warning If, despite informal discussions, your conduct or performance does not improve, you will be given a formal warning. A note of the warning will be kept. This type of warning will usually lapse after 9 months, unless otherwise stated, subject to improvement in your conduct/performance.
Second written warning If there is no improvement in standards, a further offence occurs or the misconduct is considered sufficiently serious a written warning will be given. A copy of this written warning will be kept on your personal file. A written warning will usually lapse after 12 months, unless otherwise stated, subject to improvement in your conduct/performance.
Every warning will contain clear reference to: ? a description of the nature of the offence ? the nature of the disciplinary action to be taken ? the action required by you to improve performance or conduct ? what stage to the procedure the warning constitutes and the likely consequences of further offences
Dismissal If there is no improvement in standards, or a further offence occurs, you will be dismissed. Employee Handbook
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Gross misconduct If, after investigation, it is deemed that you have committed an offence which is considered to be gross misconduct, you will be dismissed immediately. Examples of gross misconduct include, but are not limited to: ? theft, fraud, deliberate f a l s i f i c a t i o n o r misappropriation of Company documents ? ? fighting or assault on another person, including colleagues, customers and visitor ? ? being convicted of a criminal offence ? ? conduct which seriously undermines the trust between the individual and the Company ? ? other conduct bringing the Company into disrepute ? ? deliberate damage to Company property ? ? harassment ? ? bullying ? ? accepting a bribe ? ? being unfit for work through alcohol or illegal drugs ? ? unauthorised possession on Company premises of alcohol or illegal drugs
? ? gross negligence ? ? refusing to accept a reasonable
request made by an authorised person or other serious failure to comply with Company rules and procedures ? ? deliberate misrepresentation to obtain employment ? ? disregard of safety procedures ? ? breaches of confidentiality ? ? repeated unauthorised absence ? ? misuse of the Company communication systems including e-mail and telephone. If you are found to have committed an act of gross misconduct you will be dismissed without notice or payment in lieu of notice. Any decision to dismiss will only be taken after a full investigation.
Suspension Whilst the alleged gross misconduct is being investigated, you may be suspended, during which time you will receive your normal salary plus any allowances. Suspension is not to be regarded as disciplinary action and will be for as short a period as possible.
Appeals You may appeal after a decision has been made to dismiss you. To do so you contact the Chief Executive Officer with your reasons, within 7 days of the decision being communicated to you. Wherever possible a manager who was not involved in the original disciplinary action will hear the appeal. At an appeal any disciplinary decision may be confirmed or overturned.
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Training and Education Support This policy does not apply to all employees in Clean Team Ghana Limited. The principles differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
Introduction
– Details of the programme (including description, location, length) – Estimated cost of the programme – Benefits to you personally – Benefits to the business • Each application is reviewed on a case by case basis • For free courses, we encourage employees to explore www.coursera.org
The purpose of this policy is to help and encourage all employees to Band D develop themselves in line with our ? If you have a particular area business priorities. that you would like to learn more about, or improve in, please speak to your manager Band A, B & C ? For free courses, we encourage • All employees are entitled to e m ployees to explore financial assistance up to the www.coursera.org value of 10% of their annual salary for work related courses • You should discuss how to best use this assistance with your manager • Should you require additional funding, you should write a letter to the CEO outlining:
Termination of Employment This policy applies to all employees in all positions at Clean Team Ghana Limited
Introduction The purpose of this policy is to inform you of the steps to take should you wish to resign from your position at Clean Team.
Principles • Should you wish to terminate your contract, you can resign at any time by giving 1 month notice in writing • This should be given to your manager, after a discussion about the reasons • Likewise, Clean Team can terminate your contract at any
time by giving you 1 month notice in writing. Please refer to the Disciplinary policy for exceptions to this. • Should you not work out your period of notice, you will be liable to pay the sum of remuneration that you were due to receive in that time • Similarly, should Clean Team not give due notice of termination, you will be paid the sum of remuneration that you were due to receive in that time • Please note that all voluntary leavers will be required to attend an 'Exit Interview', where they will be asked questions about their experiences at Clean Team. This is to help us keep improving in the future.
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Retirement
Principles ? The official retirement age is 60
years old in Ghana ? In accordance with the Labour
This policy applies to all employees in Clean Team Ghana Limited.
Introduction The purpose of this policy is to inform you of your entitlements should you reach the age of retirement whilst an employee of Clean Team.
Law, employees at or past retirement age who want to keep working may be offered contracts of one year's duration ? Any such contract renewal would be conditional on the results of a medical examination by a registered medial practitioner ? Clean Team will inform you 6 months before you are due to retire. It is your responsibility to ensure that your personal details are accurate. ? Upon retirement, you will be eligible for a retirement benefit, which is set in accordance with your length of service and career average salary. ? Please see below the table of benefits:
Redundancy This policy does not apply to all employees in Clean Team Ghana Limited. The principles differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
Period of Service
Benefit
Less than 5 years 5 years and above Above 10 years – 15 years Above 15 years – 20 years Above 20 years – 25 years Above 25 years – 30 years Above 30 years
Length of Service x Career Average Salary x 1.20 Length of Service x Career Average Salary x 1.30 Length of Service x Career Average Salary x 1.40 Length of Service x Career Average Salary x 1.50 Length of Service x Career Average Salary x 1.60 Length of Service x Career Average Salary x 1.80 Length of Service x Career Average Salary x 2.00
The purpose of this policy is to inform you of your entitlements should Clean Team make you redundant.
Principles A redundancy situation may occur if the requirement for employees to undertake work of a particular kind has ceased or diminished ? In this situation, your position with the company may be terminated ? If there is no suitable employment within Clean
Team, you may be given a financial reward upon your departure ? Should the company be faced with making employees redundant, we will use the following guiding principles: o Announce to all employees that a restructuring is to take place o Individually consult those who are placed at risk of redundancy o F a i r l y select the individual(s) who are to be made redundant Employee Handbook
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o Make every effort to identify suitable employment within the company, if possible o Give at least one month's notice of redundancy o Support affected employees in their search for external employment o Keep personal information confidential at all times ? The financial packages offered in a redundancy situation will be in line with statutory entitlements ? Any enhanced redundancy pay will be indicatively announced when you are put at risk of redundancy ? The enhanced redundancy pay is an additional Clean Team Ghana Limited benefit, and is thus liable to change in different restructuring periods
Travel and Expenses This policy does not apply to all employees in Clean Team Ghana Limited. The principles differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
Domestic Expenses Band A, B & C ? Should you spend any personal
money whilst on company business that is reimbursable, you must provide the following information to the Finance Manager: o Receipts of expenses incurred o Written approval from Introduction manager The purpose of this policy is to inform ? Should the original receipts not you of your entitlements to claim back be available, you must provide any monies that you spend whilst on a valid reason, along with company business. approval from the CEO ? Receipts and written approval must be provided within 14 days of incurring the expense ? Should that date pass without valid reason, the Finance Manager may deny reimbursement ? Personal money that is reimbursable includes, but is not limited to:
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o Taxis whilst on company business o Lunch entertaining customers o Additional, or unexpected, payment charges ? Where possible, this should be approved in advance by your manager
Foreign Travel Expenses Band A, B & C ? Should you travel abroad on
company business, you will be entitled to the following: o Economy class airline tickets o Hotel accommodation up to a total value of $200 per night o Breakfast, lunch and dinner expenses up to a total value of $50 per day * Please note: the CEO may provide alternative values, depending on the cost of living in the country you are visiting o All local travel expenses to and from business meetings ie. Taxis, buses, trains
Any vaccinations needed to travel to your destination o The cost of a visa for your destination o Transport from your home address to the airport ? Similarly with domestic expenses, you must provide the Finance Manager with the following: o Receipts of expenses incurred o Written approval from manager ? Should the original receipts not be available, you must provide a valid reason, along with approval from the CEO ? Receipts and written approval must be provided within 14 days of you returning from your business trip ? Should that date pass without valid reason, the Finance Manager may deny reimbursement o
Vehicle and Fuel Policy This policy does not apply to all employees in Clean Team Ghana Limited. The principles differ depending on which band your role is assigned to. Please speak to your manager should you have any questions.
Introduction The purpose of this policy is to inform you of your vehicle and fuel entitlements whilst on company business.
Principles ? If you require a vehicle for
Clean Team business purposes, your default action is to check if the company driver is available ? Should you be driving in your own vehicle, and the journey has been approved by your manager, you should purchase fuel on a Tom card. ? Entitled to a reimbursement of petrol up to GHS50 per month petrol but all trips must be approved by line manager prior to journey.
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