Employee Handbook A Flipbook

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Welcome to X-Inc! We would like to welcome you to the company, personally! X-Inc is heading towards an exciting time as we continue to expand; we strive to remain as exible, inspired, and receptive to our new workers as we are our customers. We take joy in being customer focused, inclusive, and open-minded. We are very pleased to have you on deck!

We are continually changing the way we work to enhance our ability to evolve, grow and better our customer’s experience. Our staff members continue to give their best and we are immensely proud of where we are today. We welcome you aboard to be just as motivated to see where we are heading.

Acknowledgement of Receipt I acknowledge that I have received a copy of the X-Inc’s Employee Handbook.

I understand that this employee handbook replaces any and all prior verbal and written communications regarding X-Inc’s working conditions, policies, procedures, appeal processes, and benefits.

I understand that the working conditions, policies, procedures, appeal processes, and benefits described in this handbook are confidential and may not be distributed in any way nor discussed with anyone who is not an employee of X-Inc. I have read and understood the contents of this handbook and will act in accordance with these policies and procedures as a condition of my employment with X-Inc. I have read and understood the Standards of Conduct expected by X-Inc and I agree to act in accord with the Standards of Conduct as a condition of my employment by X-Inc. I understand that if I have questions or concerns at any time about the handbook or the Standards of Conduct, I will consult my Immediate Supervisor, my Supervisor's Manager, the Human Resources staff, or the President for clarification.

I also acknowledge that the handbook contains an employment-at-will provision that states: Either X-Inc or I can terminate my employment relationship at any time, with or without cause, and with or without notice; That this employment-at-will relationship is in effect regardless of any other written statements or policies contained in this handbook, in any other X-Inc documents, or in any verbal statements to the contrary; and That no one except the President can enter into any differing employment relationship, contract, or agreement. To be enforceable, any such out-of-the-ordinary relationship.

Contract or agreement must be in writing, signed by the President, notarised, and in the employee file.

Finally, I understand that the contents of this employee handbook are simply policies and guidelines, not a contract or implied contract with employees. The contents of the employee handbook may change at any time.

Please read this Handbook and these employee Standards of Conduct carefully to understand these conditions of employment before you sign this document.

Table of Contents Introduction to Handbook

1-6

About the Handbook

2

Employee Handbook vs Offer Letter

3

Contract Disclaimer & Right to Revise

4

This Handbook is the Property of the Company

5

Compliance with the Handbook

6

About X-Inc

7-17

Background and History of X-Inc

8-9

Purpose of X-Inc

10

Five Cultural Pillars Layout of Xpace Building

General Policies

11-16 17

18-49

Personal Information

19

Behaviour and Conduct

20

Policy Against Workplace Harassment

21-24

Anti-Bribery and Anti-Corruption Policy

25-30

Grievance Procedure

31-33

Email Conduct

34

Attendance and Time Clocking

35

Use of Company Property

36

ConďŹ dentiality

37

Dress Code

38

Hygiene and Cleanliness

39

Workplace Health and Safety

40-43

Substance Abuse

44

Smoking

45

Whistleblowing Policy

46-47

Company Vehicles Usage Policy

48

Open Door Policy

49

Employment

50-73

Equal Employment Opportunities & Fair Practises

51

At-Will Employment

52

Appointment

53

Working Hours - Flexible Work Arrangement Policy

54-59

Mealtimes

60-61

Probation

62

Promotions and Salary

63

Overtime Pay

64

Payment for Work Done on a Rest Day

65-66

Loans

67

Bonus

67

Outside Employment

68

Resignation and Termination of Service

69

Retirement

70-71

Central Provident Fund (CPF) Place before Retirement

72-73

Company Insurance Policies

74-81

Group Insurance Benefits

75

Workmen’s Compensation Insurance Policy

76-81

Staff Benefits

82-90

Leave Entitlement

83

Leave Application Procedures and Notice of Leave Application

84

Credit Card Policy

85-88

Claims Benefit Scheme

89

Company Gifts

90

International Supplier Code of Conduct

91-109

General Conditions

93

Business Ethics

94

Environment

95-96

Chemicals

97

Waste

98

Emergencies and Fire Prevention Worker Health and Safety Recruitment, Working Hours, Wages and BeneďŹ ts

99-100 101 102-104

Accommodation

105

Child Labour and Young Workers

106

Discrimination

107

Workers Involvement

108

Harassment, Abuse and Disciplinary Actions

109

Frequently Asked Questions (FAQ)

110-118

Annexes

119-128

References

129-132

INTRODUCTIO INTRODUCTION N

1

About the Handbook

Welcome to X-Inc’s Employee Handbook! This comprehensive manual will provide you with the necessary information regarding policies and regulations pertaining to your employment at X-Inc. It details information about the history and culture of X-Inc, the company’s general policies, insurance policies, terms of employment of employees and staff benefits.

Employees are responsible for reading, understanding and complying with the provisions of this Handbook to ensure a safe and conducive working environment. A Question and Answers (Q&A) section about the common queries of employees can be found at the end of this Handbook. If a matter is not addressed in this handbook, you should contact your supervisor or the Human Resource Executive for assistance at the earliest opportunity.

2

Employee Handbook vs Offer Letter

Please note that the specific details of your terms of employment, benefits and allowances are provided in your individual Offer Letter. This Handbook merely compiles the generic policies, procedures and terms of employment to serve as a reference guide for employees.

In the event that a misunderstanding or dispute arises between the terms of your Offer Letter and this Handbook, please be assured that the terms of your Offer Letter will prevail – as it is a written and enforceable contract.

3

Contract Disclaimer & Right to Revise This Handbook is not a written contract of employment; it does not guarantee any particular benefit or specific action. Explained in the later sections of the Handbook, all employment with X-Inc is “at will”, meaning that the company or employee can terminate the employment relationship at any time without any reason, explanation or warning. In addition, employees may be promoted, demoted, have their job duties changed or benefits altered at any time, with or without cause, with or without any prior notice.

The following terms and conditions of service in this Handbook is applicable to all staff in the full service of the company. X-Inc reserves the right to introduce, modify, amend or annul any terms and conditions of employment at any time during its operation. Employees affected by such changes will be duly informed by issuance of emails, directives or other instructions by whatever means from time to time, which shall henceforth form part of the terms and conditions of services.

4

This Handbook is the Property of the Company

This Handbook is the property of X-Inc and must be returned upon request, or notice or termination of contract. Violation by leaking details of the Handbook to unauthorised personnel could result in disciplinary action.

5

Compliance with the Handbook

Employees should familiarise themselves and comply with the policies, procedures and terms of employment in this Handbook. A breach of the policies documented within this Handbook may result in disciplinary action either by the Company or law or both.

We hope that you will ďŹ nd this handbook useful and beneďŹ cial for your employment at X-Inc.

6

ABOUT X-INC

7

Background and History of X-Inc FoodXervices Inc is one of the top foodservice distributors in Singapore, servicing over 2000 clients ranging from top hotels and restaurants, airlines and cafes, fast food chains and culinary institutions. More than 70% of products are imported from the US, Europe and other parts of Asia.

Driven by our mission to provide customers with the best level of service and the widest range of products possible, we are constantly adding breadth and depth to our product offerings, yet holding ďŹ rm to the traditional value of delivering service from the heart. We own fabulous house brands (Xtuff, Bello, GroXers and Xin Si) which are created with key partners across the globe. Also in our line-up are products from global brands such as 3M, Divella, MUH, Bangor, Lee Kum Kee, Kimberly Clark Professional, Unilever and Gallo.

Our team comprises people who are reliable, professional, knowledgeable, and most of all, passionate about food and service. We service our customers like how a concierge would in a hotel, breaking the norms of any regular distribution company.

8

Over the next decade, FoodXervices Inc aims to become a truly one-stop foodservice solution provider in Singapore and Asia, one that offers everything that our customers need from dried food to paper, and from fresh to frozen food – including professional services on setting up F&B establishments.

FoodXervices is one of ďŹ ve subsidiaries under the holding company, X-Inc. Our other subsidiaries include – GroXers Inc, our F&B business-to-consumer (B2C) counterpart; LogiXtics LLP, our provider of logistics and warehousing solution; Xproperties Inc, which does real estate letting; and PlotX Inc, a holding company for agricultural businesses.

9

Purpose of X-Inc Fuel Your Dreams. Xpark the Future At X-Inc, we are driven by our Dream to build a bigger, better and more vibrant Food sector by helping industry players realise their Dreams.

We are here to Xhape the future of Food.

At X-Inc, we believe that no Dream is ever too big, as long as we have people breaking free of old ways that limit our potential.

At X-Inc, we celebrate that everyone of us and our Dreams are different, and we stand united in realizing them.

Join us if you want to Fuel your Dreams, and Xpark the Future.

10

Five Cultural Five Pillars Cultural Pillars

11

GROW & LEARN FAST

All dreams are achievable because we are enabled to grow and learn fast

We grow fast through addressing challenges in a fail fast, learn fast way

We thrive through breaking free of old ways that limit our industry’s potential

Everyone is free to break boundaries to take on different roles and challenges

12

CELEBRATE YOUR INDIVIDUALITY

We celebrate that everyone of us and our dreams are different

We enjoy the freedom to be ourselves and share our goals at work

Our voices get heard and changes do happen

We have the exibility to work anytime, anywhere to achieve our goals

13

BE PART OF THE FAMILY

We encourage and support one another’s dreams; we stand united in achieving them

We are surrounded by great vibe, food and people whom we call family

We care for and support our colleagues and customers

We place teamwork as our priority and trust as the foundation

14

BE ADVENTUROUS AND DELVE INTO THE FUTURE

We go beyond achieving dreams; we inspire bold dreams of a great future

We are the fore-runners, looking to shape F&B industry’s future Xhapters

We always stay ahead of our customers and the industry to create real positive impact

We are empowered to invent bold new ways to unleash X-Inc’s potential

15

BE INSPIRED

Our leaders believe no dream is too big

We are guided in achieving our Dreams, vision and goals together

We are instilled with the ambition to continuously evolve and drive the business forward

We can see X-Inc’s vision and we are heading there together

16

Layout of Xpace Building

Our headquarters is located at Xpace at 218 Pandan Loop, Singapore 128408. A layout of the Xpace building can be seen below, which can be used as a reference guide.

Our facilities and amenities currently include a foreign worker dormitory, childcare, gym, cafetaria, theatre, outdoor area, office resting area, and several co-sharing spaces.

17

GENERAL POLICIES

18

Personal Information It is mandatory for all staff members to enter and update their personal particulars using our e-Portal at: http://exervices.foodxervices.com:8181/eportal/public/signin.aspx

Information to be included are home addresses, mailing addresses, telephone numbers, and contact details of next-of-kin in case of emergencies. Employees should notify the company of any change in personal data and update their particulars using the online platform.

Scan here: 19

Behaviour and Conduct Staff members are expected to treat others with respect and consideration, demonstrate qualities which will create confidence in our customers, and behave professionally in the company.

Inappropriate conduct and behaviours such as the following will not be tolerated and may result in disciplinary action: a)

Theft, fraudulent or dishonest acts will result in immediate dismissal and reported to the police;

b)

Wilful destruction or abuse of company property;

c)

Disorderly, immoral conduct or indecency while in company premises;

d)

Reporting to work under the influence of alcoholic beverages, illegal drugs, etc without permission from the management;

e)

Breach of trust and customer confidentiality;

f)

Insubordination (refusal to obey any reasonable request given by the management or refusal to perform employees’ job scope);

g)

Unsatisfactory performance;

h)

Tardiness or absence without reason;

i)

Misuse or improper disclosure of company trade secrets or proprietary information;

j)

Engaging in workplace discrimination and harassment (refer to the next section “Policy Against Unlawful Harassment”.

Staff members who violate any of these are subject to disciplinary action. This may take the form of counselling, formal warning or even immediate 20 dismissal.

Policy Against Workplace Harassment

To provide a safe and conducive environment, it is in X-Inc’s best interest to prevent any form of harassment in the workplace. Behaviours that classify as harassment include: a)

Discrimination

b)

Sexual harassment

c)

Threatening, abusive, or insulting comments or other non-verbal gestures

language,

21

Discrimination Discrimination means engaging in verbal or physical conduct that denigrates or shows hostility towards an individual because of a particular characteristic he/she possesses, which includes: a) b) c) d) e)

f)

g)

Race (a person’s colour, nationality, ethnicity, ethno-religious or national origin); Age; Marital Status; Religious Beliefs; Sexual Orientation (a person’s attraction to a gender, whether homosexual, bisexual, heterosexual, pansexual or asexual); Gender Identity (a person’s perception on his/her gender, which may not correspond with their birth sex); Disability (physical or psychological impairment);h) Pregnancy and/or breastfeeding.

Conducts against employees because of one or more of the above categories are considered discriminatory by X-Inc and will lead to disciplinary action.

22

Sexual Harassment

Sexual harassment refers to any sexually associated behaviour that interferes with an employee’s work performance or creates an intimidating, hostile, humiliating, or offensive work environment. The following are examples of sexual harassment: a) b)

c) d) e)

f)

Unwelcome sexual advances (whether implied or involving physical contact); Requests for sexual favours in exchange for gifts or job benefits (such as salary increments, promotions and continued employment); Using force or threats to induce sexual acts; Sexual remarks, jokes and comments directed at a person; Provocative leering, whistling and deliberate physical contact with another’s body in a sexually suggestive manner; Undesirable questions about one’s sexual experiences and sexual activities.

23

Threatening, Abusive, or Insulting Language/Comments/Other Non-Verbal Gestures

Provocative behaviours such as the ones below create a hostile environment that decreases employee morale and hinders productivity: a)

Harsh language directed at a person without reasonable justiďŹ cation

b)

Unreasonable comments made either online or in real life that is discriminatory

c)

Offensive gestures or mannerisms that indicate aggressive behaviour

d)

Defamatory or slanderous allegations

24

Anti-Bribery and Anti-Corruption Policy

Employees are expected to behave professionally when conducting business on behalf of X-Inc and/or any of X-Inc’s subsidiaries or associated companies (Shall be referred to as Company from here on out) Employees must exercise prudence and integrity in their relationships with X-Inc’s vendors, partners, consumers and their respective officers, employees, agents, representatives and/or contractors.

Employees must at all times guard against putting themselves in actual or perceived positions of compromise or conict.

Employees are to be reminded to act in the best interests of the Company in all dealings.

This policy is meant to make it clear to all employees on limitations and guidelines to employees for the declaration and/or retention of gifts and hospitality under non-obligatory circumstances.

25

Make sure to check this policy every time there is a meeting or event with other parties as the contents may be changed frequently.

X-Inc condemns any and all acts of corruption, employees should take care to not partake in such acts.

●

Employees shall comply with all applicable laws and regulations relating to the giving and accepting of gifts, hospitality and favours, including the Penal Code and the Prevention of Corruption Act (“PCA”). Under the PCA, it is an offence for a person to corruptly solicit, receive or agree to receive, give, promise or offer any gratification as an inducement or reward to a person to do or not do any act. Any person convicted of an offence under the PCA can be fined up to S$100,000 or imprisoned for a term not exceeding 5 years, or both. Gifts, hospitality or favours can come in the form of money, gift, loan, fee, reward, commission, property, employment or contract, service, favour or any advantage of any description whatsoever.

26

●

All employees are strictly prohibited from requesting gifts and hospitality, seeking favours or preferential terms from the Company’s partners.

●

All except, Human Resources being allowed to seek sponsorships for corporate-wide events. All sponsorship benefits received will be accounted for and managed by Human Resource for use at these events.

●

In general, employees must not accept any gift, hospitality or favour. All attempts must be made to refuse the gift, hospitality or favour or return the same to the giver.

However in reality, it may be discourteous or impractical to return the gift, hospitality or favour. If the recipient is unable to return the gift, hospitality or favour, the recipient must declare and surrender the gift, hospitality or favour to Human Resource without delay.

●

The only type of gifts which may be accepted and retained by the employee without declarations are mementos/souvenirs/perishable items which have no or minimal commercial value such as diaries, calendar, memo pads, year planner, moon cakes, etc. If in doubt, an employee must declare such gifts to their immediate supervisor.

27

An employee must report to their immediate supervisor if they have been offered any inducement or gratification.

●

Gifts, hospitality and favours must be refused in any of the following circumstances: I. It is likely to result in unnecessary or undesirable indirect or direct publicity for the Company.

II. It is intended to exert influence on the Company’s ongoing or pending business transaction with the giver or may negatively affect the reputation of the Company.

III. The receipt of such gifts, hospitality or favours would place the recipient under an expectation to requite or give any special treatment.

IV. The gift or favour is in the form of cash or cash equivalent, concession/preferential offers including but not limited to shares or shares options.

28

Any invitation to sponsored trips (partial or full), must be reported to the respective Head of Division. permission must be given to the employee before accepting. Business Travel Request Form must be completed and submitted.

● ●

●

●

Employees must ensure said trips are business related and consistent with the company’s business interests.

All gifts, hospitality and favours received shall be properly accounted for. Human Resource will maintain a logbook that keeps track of the movement of those gifts, hospitality and favours declared and surrendered by employees.

Human Resource shall safekeep the gifts surrendered by employees, except certain gifts mentioned beforehand which include but are not limited to perishable items, souvenirs etc.

Such gifts may be donated to charitable organisations or given away during the Company’s functions or such other appropriate occasions, at Human Resource’s sole discretion. In the event that the gift is personalised, the Approving Officer shall have the discretion to allow the recipient to retain the gift. Approving Officers are different according to the costs of gifts.

Gifts under SGD50 are to be consulted with the Division's Supervisor. Gifts from SGD50-1,000 are to be consulted with the Head of Human Resources. Gifts above SGD1,000 are to be consulted with the CEO or CFO. 29

●

●

●

●

To prevent from appearing to be participating in illegal activities, employees are forbidden from giving gifts or favours of substantial value to Company’s Partners when there is an ongoing business transaction pending.

Employees who violate this policy will be subjected to disciplinary actions which may or may not include retrenchment.

When employees are given a gift, hospitality or favour, all attempts must be made to refuse or return the same to the giver. In cases where it may be discourteous or impractical to return the gift, the recipient must declare and surrender the gift to Human Resource without delay.

Any queries should be taken to the respective Head of Division.

30

Grievance Procedure To ensure a safeguarded work environment, employees should immediately report any form of sexual harassment or discriminatory harassment that they experienced or observed to their supervisor. Harassment by others with whom X-Inc has a business relationship with such as customers and vendors should also be raised, so that the appropriate action can be taken.

Employees will not be punished for raising a grievance or reporting a harassment in good faith. However, raising false allegations with malicious intent will result in serious disciplinary consequences.

31

Solving Grievances Informally In most cases, before initiating a formal grievance investigation, employees are encouraged to resolve the issue informally with the parties involved by coming to a compromise and eventually to a win-win outcome. This can be done through direct confrontation or warning the other party of the consequences of their continued behaviour. Issues that remain unresolved or cannot be resolved through informal procedures should then be brought forth.

32

Initiating a Formal Grievance Investigation

Employees should avoid raising grievances to their direct supervisor. However, grievances which involve the supervisor as the perpetrator should be raised to a more senior supervisor or manager. To facilitate the investigation process, grievances should be reported comprehensively and extensively and preferably in writing.

Upon notiďŹ cation of the grievance, the concerned supervisor will gather information from the victimised employee and the relevant parties about the situation, possibly through interviews or meetings. The supervisor will then determine if harassment has occurred or if a party is wrongful, and consequently take the appropriate disciplinary actions against the offending party. This includes issuing a letter of warning, suspension and up to termination. Upon completion of the investigation, the supervisor will notify the victimised employees of the outcome of the grievance procedure.

33

Email Conduct To uphold the company’s reputation email inquiries should be answered promptly. Employees should keep in mind that they are direct representatives of the company and provide a professional, friendly, helpful and friendly service to all recipients, which includes co-workers and customers.

Emails should be written succinctly and concisely using proper language. Emails should be properly formatted and should not be longer than it needs to be, given that lengthy emails are very discouraging to read. These are essential in conveying a professional image to customers.

34

Attendance and Time Clocking Employees should arrive at work punctually at their designated workstation as per their scheduled start time. Employees must take their attendance via the facial recognition terminal both before and after their scheduled work shifts.

All time off and leave must be requested in advance and submitted in writing or through the E-Portal. Employees must notify the HR department of any digression from the above requirement. Official medical certiďŹ cates or NS letters are required for the leave to be approved.

Attendance is an important facet of employees’ job performance review. All unapproved absences will be recorded, and excessive absenteeism including sick leave, will result in disciplinary action, up to and including termination.

35

Use of Company Property

The company will provide all necessary equipment to do your tasks. Company property should not be used for personal purposes and should not be removed from the company premises – unless it is approved, and your job specifically requires the use of company equipment outside the company premises.

Equipment and facilities provided for use by staff – such as office, office furniture and computers belong to the company and employees may not use company facilities, supplies, vehicles or equipment for personal reasons unless authorised to do so by their supervisor. It is forbidden to install programmes such as unlicensed software, pirated music and pornography on a computer unless specifically directed to do so in writing by your supervisor.

36

Confidentiality The company requires all staff members to uphold confidentiality during employment as information such as product pricing and cost, computer files, blueprints, employee names, and addresses are confidential and intended for company use only. All employees are required to maintain such information in strict confidence. The policy benefits you as an employee by protecting the interests of the company in the safeguard of confidential and valuable information that is part of our competitive advantage in the marketplace.

Should an occasion arise in which you are unsure of your obligations under this policy, it is your responsibility to consult with your supervisor. Failure to comply with this policy would result in disciplinary action, up to and including termination.

37

Dress Code

Employees are expected to be appropriately dressed for work and must be presentable when representing the company, whether in, or outside; smart-casual dressing is accepted.

Staff members must be in uniform if they are assigned to wear them.

38

Hygiene and Cleanliness a)

b) c)

d) e)

f)

Staff members are to practise and maintain a high level of personal hygiene and cleanliness at work. Your workspace should be kept neat, clean and orderly.

Keep the workplace and pantry clean, neat and tidy at all times and wash your hands regularly to avoid infection.

Cover your nose or mouth with tissue paper when coughing or sneezing and dispose of the tissue paper properly in the dust bin after use.

Don’t leave your things lying around and keep them away or discard if you have no use for them.

Clear your kitchen and dining items (cups, mugs, plates, forks etc) after each use and don’t leave them lying around when the office cleaner is away.

Keep all food covered or in the fridge and don’t leave them exposed or lying around the pantry to attract insects and rodents.

39

Workplace Health and Safety X-Inc is committed to the development and maintenance of the highest degree of health, safety and welfare of its employees.

X-Inc regards the health and safety of all staff as of paramount importance and aims to maintain a work environment which: a) b) c)

Is safe for all employees and third parties, without risks to their health; Provides adequate facilities for the welfare of employees; and Establishes and maintains equipment, work practices and work organisation which are safe and minimise health risks.

Both the management and employees are responsible for ensuring the workplace health and safety for themselves and others and as such share the responsibility for maintaining standards in all company premises.

All employees and visitors to the Company must comply with this policy at all times. Failure to comply with this policy may result in disciplinary steps being taken including termination and may expose you and the Company to prosecution.

40

Employees are required at all times to: a) b) c) d) e)

f)

Take all reasonable steps at work to ensure the health and safety of themselves and others; Comply with all instructions given in relation to WHS issues; Comply with X-Inc’s substance abuse policy and all policies in relation to WHS issues; Not engage in practical jokes or other conduct which may result in injury to others; Immediately notify their manager if they become aware of any matter which may affect the health or safety of employees or visitors to X-Inc; and Keep work areas neat and clean;

In the event where injuries occur, all work-related accidents are covered by Worker’s Compensation Insurance under the Work Injury Compensation Act (WICA). More details can be found at the “Workmen’s Compensation Insurance Policy” sub-section under “Company Insurance Policies”.

For information about WICA, visit the Ministry of Manpower (MOM) website: 41

Safe Workplace Management Measures After Circuit Breaker Period To prevent the re-emergence of community COVID-19 cases, X-Inc has implemented the following safety measures which must be complied with by all employees: a)

b)

c)

d)

Minimise socialising – do not socialise or congregate in groups at the workplace, including during meals or breaks.

Wear masks at the workplace – all employees must wear masks at all times with the exception of during strenuous physical activities, eating and/or drinking.

Observe good personal hygiene – employees should wash and/or sanitize their hands using disinfecting agents regularly and refrain from touching their faces.

Record temperature – all employees must check and record their temperature on a regular basis (at least twice daily) including before entering the work premise.

Employees who are feeling unwell or show symptoms of illness, even if it's mild, should report to their supervisor, leave the workplace and consult a physician immediately.

42

e)

f)

g)

h)

i)

Travel declaration – all employees must declare, before entering the work premises, if they have: travelled overseas in the past 14 days; received a quarantine or isolation order, Stay-Home Notice, or receive medical certificates for respiratory symptoms; or is a close contact of a confirmed case.

Use SafeEntry QR code – all employees must Check-in and Check-out of the work premise using the SafeEntry QR Code.

Use TraceTogether app – all employees are advised to download and activate the TraceTogether app to help MOM quickly identify potential close contacts of COVID-19 patients and reduce disease transmission.

Observe safe distancing – all employees must ensure clear physical spacing of at least 1-metre between others at all times.

Adhere to allocated lunch breaks – all employees must adhere with their allocated staggered lunch hours.

Errant employees who do not comply with the requirements will face disciplinary action from the company and possibly from MOM, MOH and sector agencies.

43

Substance Abuse All employees must be present for work sober and not under the inuence of alcohol or non-prescription drugs.

The consumption, use, possession, sale or transfer of alcohol, illegal or non-prescription drugs or any prohibited substance on any property owned by or leased on behalf of the Company or during work hours (including during meal breaks), or in any vehicle owned or leased is strictly forbidden.

No employee may use, possess, sell, transfer, or purchase any drug or other controlled substance which may alter an individual’s mental or physical capacity.

The exceptions are aspirin- or ibuprofen-based products and legal drugs which have been prescribed to that employee, and which are being used in the manner prescribed. The Company will not tolerate employees who report for duty while impaired by use of alcoholic beverages or drugs.

All employees should report evidence of alcohol or drug abuse to a supervisor or a personnel representative immediately. In cases where the effects of alcohol or drugs pose an imminent threat to the safety of persons or property, an employee must report the violation.

Failure to comply with this policy may result in disciplinary action including but not limited to summary termination.

44

Smoking

X-Inc wants to provide a healthy and safe working environment. Therefore, any form of tobacco consumed in the office or warehouse is prohibited with exception of areas outside the premises zone or designated for Smoking Points allocated by the relevant authority and/or Landlord.

Smokers are urged to ensure that they snuff out the cigarette butts and dispose into bins provided to prevent any ďŹ re mishap.

45

Whistleblowing Policy X-Inc encourages the timely reporting of alleged malpractices and misconduct, given that any violation, indecency, statutory non-compliance or misconduct by employees during their course of work is not tolerated. This policy aims to create a safe and responsible work environment where employees or any other external parties are able to whistleblow in good faith without the fear of reprisal. Alleged malpractices and misconducts that are not limited to the ones listed below should be reported: a) b) c) d)

Non-compliance of X-Inc’s company policies, rules and regulations Non-compliance of Behaviour and Conduct (refer to page 20) Non-compliance of Policy Against Workplace Harassment (refer to page 21-24) Abuse of Power and/or Authority

46

Whistleblowers are not encouraged to ďŹ le anonymous complaints or concerns as this may interfere with the effectiveness of the investigation. The conďŹ dentiality and privacy of whistleblowers will be ensured unless further information is required by lawyers, the police or investigators.

X-Inc strictly forbids and will not entertain reports which are false, unsubstantiated and based on personal grudges/grievances.

47

Company Vehicles Usage Policy Company Vehicles shall be deďŹ ned as: All vehicles owned, leased, reimbursed, or otherwise provided for by the Company and used in the furtherance of Company business activities or interests.

Employees who are assigned a Company Vehicle will be held responsible and accountable for any and all accidents or damage that occurs during non-business-related driving. X-Inc does not provide automobile liability insurance coverage for any accidents, claims, demands, suits, damages, etc. occurring or arising out of the non-business related use of a Company vehicle, or for the operation or use of a Company Vehicle in a manner which is in violation of this policy.

Employees need to housekeep the vehicles. Vehicles should be tidied and maintained in good condition.

48

Open Door Policy

The company has an open-door policy and takes employee concerns and problems seriously. The company values each employee and strives to provide a positive work experience.

Employees are encouraged to bring any workplace concerns or problems they might have or know about to their supervisor or some other member of management.

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EMPLOYMENT

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Equal Employment Opportunities and Fair Practises

Given Singapore’s diverse ethnic, gender and religious population demographic, X-Inc strives to uphold fair-employment practises that do not discriminate against employees because of their unique characteristics or beliefs.

Employment and promotion decisions will be strictly based on merit, qualiďŹ cations and abilities. X-Inc will not discriminate on the basis of race, age, marital status, religious beliefs, sexual orientation, gender identity, disability or any other characteristics protected by law.

Discrimination should not take place in the workplace; any occurrences should be reported to the employer so that it can be investigated. This promotes a harassment-free workplace where employees are able to thrive and be productive.

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At-Will Statement

Your employment with X-Inc is at-will. This means your employment spans an indefinite period of time and is subject to termination by you or X-Inc, with or without cause, with or without notice, and at any time. No policy in this handbook shall be interpreted to be in conflict with or to eliminate or modify in any way the at-will employment status of X-Inc employees.

The at-will employment status of an X-Inc employee may only be modified in a written employment agreement concerning the employee, which is signed by the Management or Director of X-Inc.

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Appointment

X-Inc requires staff members to provide the evidence of age, academic qualifications and satisfactory references from educational institutions and/or previous employers and any other references (i.e. medical examination) that are necessary.

Additionally, staff members have an ongoing obligation to inform their supervisor if they: a)

Are convicted of a crime or declared bankrupt

b)

Have a license or certification to practise that has expired, is suspended or revoked.

Details of staff members are kept confidential and will not be disclosed to persons outside the Company without the staff member’s consent, legal authorisation or court order.

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Working Hours - Flexible Work Arrangement Policy

Flexible Work Arrangements (FWAs) offer employees with greater exibility to manage both their work and personal commitments, while offering X-Inc a smart and efficient way to achieve business goals.

Following are the different types of FWAs X-Inc practises to harmonise employees’ personal commitments versus work commitments: a)

Staggered Working Hours

Staggered working hours allows employees to vary their daily start and end times to suit their work responsibility and personal obligations. There is a two hour window for start and end timings that permits employees to arrive and leave work within the stipulated time frame as long as they complete their hours of work. For example, employees can arrive to work at 9.35 a.m. and leave at 6.35 p.m.

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2 Hour Staggered Working Hours Window Starting Hours

8 a.m. - 10 a.m.

Ending Hours

5 p.m. - 7 p.m.

Between 10 a.m. to 5 p.m. are the core hours that all employees are required to be in house or working, in order for meetings and other necessary activities to take place.

Employees are required to initiate with their employer for staggered working hours to be implemented. However, the ďŹ nal decision for acceptance or rejection is made by the director and can be terminated at any time. A trial period of 2 weeks to 1 month will be required for every employee participating before it is implemented for the long term. Likewise, lunch or break hours will change accordingly to ďŹ t the employee’s work schedule.

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b)

Telecommuting

Telecommuting is a exi-place arrangement where the job is performed at a location different from the workplace. This permits employees to work from other places with proper infrastructure to support the arrangement e.g. the employee’s home, smart work centres, client’s offices, etc.

Employees should initiate with their employer to participate in telecommuting or alternatively, employers may recommend employees to do so. There will be a trial period of 2 to 4 weeks for the employer to collect data on the productivity of workers to determine the effectiveness of telecommuting. Requests for telecommuting can be accepted or rejected by the director and can be terminated at any time.

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c)

Part-Time Hour

Part-time hour is an arrangement in which employees work reduced hours on a regular basis. It is Applicable to part-timers or interns engaged under a service contract with a ďŹ xed term basis. After the timeframe, the manager needs to review and discuss with the employee whether he/she should continue with the part-time employment arrangement.

Some possible part-time arrangements are: Working Shorter Days

Under this arrangement, employees work a full work week but shorter days (e.g. half days). The management and employees have to agree on the new hours based on the organisation's peak hours, employee's selected hours, or a combination of both.

In addition, both parties must agree on the duration of lunch breaks. Part-time employees may sometimes have shorter lunch breaks due to shorter working hours. Employees may also have revised rest hours and work during lunch breaks to ensure a continuation of operations.

Work Fewer Days Weekly

Under this arrangement, employees work fewer days per week than a full-time employee, although they may cover the same hours as a full-time employee on each day.

Work During Weekends

Under this arrangement, employees assigned work on the weekend to keep up with high volumes or peak periods during the weekend.

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Employees are to speak with their employers for details about their part time work. Logistics (LX) Drivers and Deliver Attendants may not be able to partake in this arrangement because of their unique job responsibilities of delivering goods out on the road, unless they are stationed at the warehouse.

d) Job Sharing Job sharing allows two or more people to share the responsibilities of one full-time position, with each of them working part-time. For example, two employees may each share partial workload with a new hire or one employee may share some of his workload with existing employees. The work may be divided by function, geography, time or workload, etc. depending on the arrangement.

Employees should discuss with their employer about the feasibility of job sharing with regards to their work responsibilities, to determine if this FWA arrangement can be implemented. The employer may modify your work responsibilities and determine the most effective path for this arrangement that will beneďŹ t both you and the company.

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To Note: i)

Staff should apply to the Direct or via email for FWAs. All applications shall be assessed on a case-by-case basis and have to be approved by the Director.

ii)

Only eligible for employees who work the Normal shift.

iii)

The arrangement is not an entitlement, but shall be made with mutual agreement between the management and employee.

iv)

It is granted based on business requirement, exigencies of service required from the employee and suitability of the employee’s job profile.

v)

Clocking before and after work is compulsory for all employees who are eligible for overtime compensation.

vi)

The company reserves the right to amend the working hours whenever it is deemed necessary for the efficient operation of services.

vii)

Director/Department Heads may exercise discretion to allow employees the flexibility of when and where to work.

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Mealtimes Mealtimes are for employees to rest from work and have meals for the sake of their health. Doing other activities that prevent the employee from eating during this period is prohibited, unless special permission is granted by the employer.

â—?

Duration

Employees are to be completely relieved from duty during their meal break, which lasts 2 hours for LX employees. Office employees are given the freedom of taking breaks as and when they want, but should be practised sparingly.

For the well-being of employees, it is mandatory for workers who work continuously for 8 hours or more to take meal breaks of at least 45 minutes long.

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There are post-circuit breaker safety measures that employees must adhere to when leaving for meal breaks: ●

Post-Circuit Breaker Measures

To prevent the spread of the virus, employees will be sent for meal breaks in groups of 4, at intervals of 15 minutes. Meal times will begin at 11.30 a.m., where the first group will begin having their breaks.

During the allotted time, employees should sit at pre-assigned seats to finish their meals. Once finished, employees should refrain from speaking to other groups assigned a different interval, to prevent the spread of the virus.

The length of breaks for LX employees is still the same during post-circuit breaker measures, at 2 hours.

This ensures that little cross-contamination is able to occur, effectively safeguarding the health and safety of employees.

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Probation

All recruits shall undergo a probationary period of 3 or 6 months depending on their job classification or position for the purpose of attesting their suitability for the job and assessing their work performance.

The Company may, at its discretion, extend the probationary period by another 3 or 6 months. In this case, the employee shall be informed of the intention in writing.

During the probationary period, the service of the employee may be terminated by either party through a written notice of termination or salary in lieu of notice without assigning any reason thereof. Please refer to the appointment letter for the notice period required while on probation.

The employee’s performance shall continually be reviewed and assessed by the Director during the probationary period. On successful completion of the probationary period, the employee will be given a letter of confirmation. The Company may confirm an employee in his appointment before the end of his probationary period if his work performance exceeds expectations.

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Promotions and Salary The company at its sole discretion may promote any suitable or capable employee, depending on vacancies available and/ or the merit of each case, to any position in the company of the higher category as it deems fit.

Transfer of employees to different departments shall be at the sole discretion of the company and shall not be disputed.

Annual salary increments for employees are not automatic and are subject to, but not limited to, the satisfactory performance of employees, position in the salary range, market conditions and profitability of the company’s business. Approved salary increments will take effect around July or August of the fiscal year.

For payouts, salaries are automatically credited into the employee’s designated bank account or a cheque will be issued for those without bank accounts. This will be done for LX employees on the 3rd and 15th day of every month. Payslips that outline the different components of the employees’ monthly pay will be provided.

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Overtime Pay Overtime work refers to any work in excess of the normal hours of work, excluding breaks. Employees are eligible for overtime pay if they are: a)

A non-workman earning up to $2,600; or

b)

A workman earning up to $4,500.

Overtime pay is calculated by the hourly basic rate of pay x 1.5 x number of hours worked overtime.

Example of overtime payment for a monthly-rated employee: ● ● ● ●

Non-workman with a basic pay of $2,600 Hours of overtime clocked for the month: 20 hours Overtime pay for that employee: $408 Breakdown of calculation: $13.60 (Hourly basic pay) x 20 hours x 1.5 = $408

For more information regarding overtime, please visit: 64

Payment for Work Done on a Rest Day Payment for work done on a rest day e.g. Sunday is calculated as follows: If work is done

For up to ½ your normal daily working hours

For more than ½ your normal daily working hours

Beyond your normal daily working hours

At the employer’s request

1 day’s salary

2 days’ salary

2 days’ salary + overtime pay

Example

●

●

●

Non-workman earning a basic pay of $2,600, working 5 days a week, with a total of 7 hours per day.

Worked on rest day e.g.

Sunday for a total of 3 hours Additional pay for work on rest day = $130.

●

●

●

Non-workman earning a basic pay of $2,600, working 5 days a week, with a total of 7 hours per day.

Worked on rest day e.g. Sunday for a total of 4 hours Additional pay for work on rest day = $260

●

●

●

●

Non-workman earning a basic pay of $2,600, working 5 days a week, with a total of 7 hours per day.

Worked on rest day e.g. Sunday for a total of 9 hours Overtime pay: $13.60 x 1.5 x 9 = $$183.60 Additional pay for work on rest day: $183.60 + $260 = $443.60

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If work is done

For up to ½ your normal daily working hours

For more than ½ your normal daily working hours

Beyond your normal daily working hours

At the employee’s request

Half day’s salary

1 day’s salary

1 day’s salary + overtime pay

Example

●

●

●

Non-workman earning a basic pay of $2,600, working 5 days a week, with a total of 7 hours per day.

Worked on rest day e.g. Sunday for a total of 3 hours Additional pay for work on rest day = $65

●

●

●

Non-workman earning a basic pay of $2,600, working 5 days a week, with a total of 7 hours per day.

Worked on rest day e.g. Sunday for a total of 4 hours Additional pay for work on rest day = $130

●

●

●

●

Non-workman earning a basic pay of $2,600, working 5 days a week, with a total of 7 hours per day.

Worked on rest day e.g. Sunday for a total of 9 hours Overtime pay: $13.60 x 1.5 x 9 = $183.60 Pay on rest day: $183.60 + $130 = $313.60

For more information regarding overtime, please visit: 66

Loans The company does not have the practice of providing any personal loans to employees. Employees are encouraged to manage their own money matters prudently and carefully to avoid being cash strapped.

Bonus There is no Annual Wage Supplement (or 13th month payment) being paid to employees. Instead, the company’s variable compensation plans include an annual performance-based bonus that will be paid to employees. For example, a specific percentage of the company’s turnover will be set aside each financial year as bonus.

For more information, please refer to your appointment letter.

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Outside Employment Employees of the company are not allowed to engage in outside employment as it will: a)

Create a conflict of interest such as working for a competitor.

b)

Distract employee’s ability to carry out his/her duties efficiently and effectively.

c)

Affects employees’ productivity, E.g. absenteeism/tardiness and taking time off.

excessive

Employees who engage in such activities without the consent of the Director will face severe consequences. Those who wish to engage in employment outside of the company must submit a written request to the Director, explaining the details and their interests in the business. Ultimately, the Director will make the final decision to accept or reject the request and can demand the employee to terminate their outside employment at any given time.

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Resignation and Termination of Services a)

Employees intending to resign from the service of the company at any time after conďŹ rmation of service are required to give one month’s notice in writing or pay in lieu of one month’s basic salary or as per the terms and conditions stated in the letter of appointment.

b)

The company may give similar notice or similar payment in lieu of notice if it wishes to terminate the service of an employee (with the exception of those terminated on grounds of misconduct).

c)

Employees are discouraged from taking annual leave during their termination notice period unless approved by the Director.

d)

All annual leave that has been approved prior to resignation shall be treated as null and void once the employee submits the resignation letter, unless approved by the Director.

e)

A letter of acceptance of resignation will be issued to the resignee.

f)

Resignees are required to surrender all company properties on or before their last day of service.

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Retirement In accordance with the Retirement and Re-employment Act (RRA), the minimum retirement age is 62 years old. Employees who have joined X-Inc before turning 55 years old and are Singaporean citizens or Singapore Permanent Residents will be protected by the RRA. Re-employment of employees beyond 62 years old is arranged on a year-to-year basis, but is subject to: a)

The operational needs of the company;

b)

Employee’s citizenship status;

c)

Employee’s medical fitness;

d)

Employee’s willingness to accept an alternative post or assignment required by the company;

e)

Employee’s performance during the last 3 years of service with the company; and

f)

Approval of the employee’s application by the Director.

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If the employee is eligible for re-employment but X-Inc is unable to offer them a position, the company must either: a)

Transfer the re-employment obligation to another employer, with employee’s agreement; or

b)

Offer employees a one-off Employment Assistance Payment (EAP), which amount depends on the number of re-employment years served with the employer.

For more information regarding re-employment, please visit:

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Central Provident Fund (CPF) Place Before Retirement Central Provident Fund (CPF) is a mandatory social security scheme funded by contributions from both employers and employees at X-Inc. A portion of the eligible employees’ monthly salary will be deducted and deposited into their CPF accounts. Eligible employees are those who are: a)

Singaporean Citizens or Singapore PRs;

b)

Employed under a contract of service; and

c)

Employed under a permanent, part-time or casual basis

Amount of CPF contribution varies according to different age groups (see below).

Employee’s age (years)

Contribution Rates (checked 10 July 2020)

By Employer (% of wage)

By Employee (% of wage)

Total (% of wage)

55 and below

17

20

37

Above 55 to 60

13

13

26

Above 60 to 65

9

7.5

16.5

Above 65

7.5

5

12.5

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These rates apply to all eligible Singaporean citizens and Singapore PRs who: a)

Obtained PR status for more than 3 years

b)

Obtained PR status for less than 2 years but has jointly applied with the employer to contribute full rates

Both ordinary and additional wages will be subject to CPF deductions. An example of ordinary wage is an employee’s monthly salary while an example of additional wage is leave pay.

CPF calculation example: ●

Employee is 30 years old

●

Ordinary and Additional wage for month of December is $5,000

●

$1,850 is credited into the employee’s CPF account (employee contributes $1,000 while employer contributes $850).

●

Employee’s take home pay for month of December is $4,000

For more information regarding CPF, please visit:

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COMPANY INSURANCE POLICIES

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Group Insurance Benefits The Company provides the following health insurance and accidental death coverage to all conďŹ rmed employees: a)

Group Term Life/Total & Permanent Disability

b)

Group Hospital & Surgical (GHS) Insurance

c)

Group Major Medical

d)

Details on coverage and beneďŹ ts are outlined in the respective insurance policies.

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Workmen’s Compensation Insurance Policy The Work Injury Compensation Act (WICA) allows employees to make claims for work-related injuries or diseases without the need to file a civil suit under common law. WICA covers any local or foreign employees who are under a contract of service or contract of apprenticeship, with exception for domestic workers, uniformed personnel, independent contractors and the self-employed. If you are covered under WICA, you are eligible to claim for compensation even if: ●

You no longer work for the employer or your work pass is cancelled

●

The accident happened while you were on an overseas assignment

●

The accident happened while on a flexi-work arrangement that was agreed with your employer.

Eligible employees can make a claim if they have: ●

Been injured by an accident arising out of and in the course of employment

●

Been injured while on an overseas assignment

●

Contracted an Occupational Disease

●

Contracted a disease from exposure to biological or chemical agents at work 76

Example of scenarios covered under WICA: ●

Meet with a traffic accident while taking company transport that is not public transport between home and workplace.

●

Meet with a traffic accident while travelling during work and for work purposes without making any personal detour, regardless of the mode of transport.

●

Suffers a work related injury during an overseas assignment.

●

Injure yourself in a work-related fight where you were a victim and did not participate in the fight, or were injured while exercising private defence, or instructed to break up the fight, safeguard life or property, or maintain law and order.

●

Suffer medical conditions such as stroke due to work.

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Example of scenarios not covered under WICA: ●

Meet with a traffic accident while travelling in your own car, your friend’s car, or public transport between home and workplace.

●

Meet with a traffic accident while you made a personal detour while travelling during work, regardless of the mode of transport.

●

Injure yourself while under the influence of alcohol or a prescription drug which was not prescribed by the doctor.

●

Deliberately injuring yourself or aggravating an existing injury.

Employees who are covered under the WICA will be able to claim: 1.

Medical Leave Wages

Employees will be able to claim medical wages which are only payable for working days covered by a Medical Certificate (MC) or hospitalisation leave granted by a Singapore registered doctor. It is not payable for non-working days such as rest days and public holidays. Medical leave wages are compensation and would not contribute to CPF or be taxed.

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WCA entitles you to medical leave wages according to this table: For this amount of outpatient medical leave (MC)

Or this amount of hospitalisation leave

Your medical leave wages are calculated based on

Up to 14 days

Up to 60 days

Your full average monthly earnings*

15th day onwards, up to 1 year from the accident

61st day onwards, up to 1 year from the accident

2/3 of your average monthly earnings*

* Average monthly earning is computed based on your earnings over the past 12 months before the date of the accident. It includes overtime pay but excludes transport allowance and reimbursements.

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2) Medical Expenses Employers are required to pay for work accident medical expenses up to the maximum limit of $45,000 or 1 year from the date of accident, whichever comes first. Example of eligible medical expenses includes: medical consultation fees, ward charges, medical report fees, etc.

Employees will only be eligible to claim these medical expenses if your treatment is prescribed and billed by a Singapore registered medical practitioner: ●

Physiotherapy

●

Traditional Chinese Medicine (TCM)

●

Occupational therapy

And the treatment must be provided by professionals registered with the respective healthcare professional council of board: ●

Allied Health Professions Council (AHPC)

●

Traditional Chinese Medical Practitioners Board (TCMPM)

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3.

Lump Sum Compensation

For employees who are covered by WICA, they or their family members will be able to claim a lump sum in the event of permanent incapacity or death. A notice of assessment (NOA) will be issued to notify all parties involved in the lump sum compensation. The insurer will pay the employee within 21 days from the date of service on NOA. Permanent incapacity The claim is payable to the injured employee when an injury or illness has a permanent effect on an employee’s ability to work.

The compensation is calculated based on: employee’s average monthly earnings x age multiplying factor x % permanent incapacity*.

Death The claim is payable to the family or dependants of the employee, when a work injury causes death of the employee.

The compensation amount is calculated based on: Employee’s average monthly earnings X age multiplying factor.

Minimum Compensation Amount

$76,000

Maximum Compensation Amount

$225,000

For more information regarding Work Injury Compensation Act, please visit:

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STAFF BENEFITS

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Leave Entitlement Based on the job classiďŹ cation listed in your appointment letter, your leave entitlement will be: a)

Maximum of 16 days per year (or 1.33 days per month),

b)

Daily allowance will not be paid for the leave taken.

c)

If the leave entitlement is not taken, it will be snowballed to the next month and so forth until the end of the ďŹ nancial year.

d)

If the employee is absent from work for more than 4 days consecutively, the company will have the right to deduct the base pay (LX Only).

For more information on leave Entitlement, refer to: ANNEX I A (FoodXervices & GroXers) & ANNEX I B (LogiXtics)

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Leave Application Procedures and Notice of Leave Application Staff members are required to plan their annual leave in advance. Staff may go on leave when their leave application has been approved by the Director.

For 1 day of leave – 24-hour notice must be given.

For 2 days of leave – 48-hour notice must be given.

For 3 days & above of leave – 1-week notice must be given.

Login Procedures a)

Staff log-on to e-Portal with ID and PW.

b)

To access e-Portal, scan:

Login ID: Employee ID (Employee Staff No.) Login Default Password : NRIC / EP / FIN number Once you log in, please change your Password which should be personal to you to prevent access by others. Specific guides and/or screen shots are available in the e-Portal to refresh you in case you have forgotten how to use it. Notify HR in the case of forgotten password.

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Credit Card Policy The company provides a credit card to employees with a stipulated maximum amount based on their department. The card amount for non-LX employees starts at $400 per month and increases based on the employee’s rank, seniority, etc.

Card amounts for LX employees are permanently set at $270 per month. Employees can use these credit cards for personal purposes. However, corporate cards issued by X-Inc should only be used for business purchases. Purchases made over the maximum amount will be bounced (rejected) due to it being declined by the bank. ●

●

Company used credit card is a benefit that may be withdrawn when deemed required with or without cause (upon termination, the credit card shall be handed over to the Financial Department.).

Employees possessing the card are wholly responsible for all purchases made on the card and are required to ensure that the card is not used by an unauthorised personnel. Card details and information are not to be saved in any devices nor shared whether online or offline.

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●

●

●

Corporate cards issued by X-Inc are to be solely used for Business Purposes only. Employees with such credit cards are prohibited from using them for non-business purposes – defined as purchases made not for the company’s benefit.

Any employee who uses a company corporate card for personal purchase is in violation of this policy, the cost of such purchase(s) will be considered an advance of future wages payable to that employee, and will be deducted in full from the employee’s next paycheck. Any remaining balance will be deducted from subsequent paychecks until the wage advance is fully repaid. These deductions will at no time exceed 25% of the employee’s salary for the salary period.

If any employee uses a company corporate card for a non-personal purchase that is not within the scope of the employee’s duties or the employee’s authorization to make business-related purchases, the cost of such purchase(s) will be the financial responsibility of that employee unless otherwise expressed in writing by the Finance Department or related Supervisors. The employee will be expected to reimburse the Company via deductions from pay until the unauthorized amount is fully repaid. These deductions will at no time exceed 25% of the employee’s salary for the salary period.

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â—?

â—?

â—?

Any expenditure above the stipulated maximum amount must be approved before purchases can be made.

Employees should submit a purchase request in writing to the Finance Department and receive written approval before purchases are approved. The employee should attach a copy of the Purchase Approval with the receipt and submit them together to the Finance Department.

Employees holding Company issued credit cards are responsible for printing and keeping the receipts and transaction histories from bank statements with all details included. If such information is requested from the company but is lost, please provide a written description of the purchases made along with the cost. It must be maintained and submitted in the same manner receipts would be maintained and submitted.

For business purchases or personal purchases made without using the credit or corporate card, receipts are required to be submitted within a week of making the purchases to the Finance Department. All receipts are to be labelled with a description of what the purchase was for to ensure proper accounting of the purchase. Any receipts for meals or entertainment must be attached to a paper that clearly indicates the names of all people who attended the event and the business purpose of said event.

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●

●

In addition to financial responsibility and liability for wage deductions, any purchase an employee makes with a company credit card in violation of this policy will result in disciplinary action, up to and possibly including termination of employment.

This policy will remain in effect as long as employees have a company credit card or until a new policy has been issued and which clearly indicates that it is intended to be a replacement of this policy.

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Claims Benefit Scheme

X-Inc has a claim benefit scheme for all confirmed employees.

This policy is intended for employees who do not possess company credit cards to make purchases.

This company has a claim benefit scheme for all confirmed staff in the company. There are 2 types of claims, monthly or quarterly. Please check the employment letter or check with the HR regarding your claim scheme.

E-Claims login page:

For Quarterly Claims – Refer to ANNEX II 89

Company Gifts The total budget amount for gifts for each employee is around $15 to $20. The company provides each employee with small gifts during certain festivals such as Chinese New Year, Hari Raya, Deepavali and Christmas. These gifts are to express the company’s warmest gratitudes towards its employees for their continuous hard work and effort.

Below documents some of the festivals and its respective gifts given to employees: ●

Dragon boat festival – rice dumplings/dagao/tea eggs

●

Mid Autumn Festival – mooncakes

●

Christmas – goodie bags

●

Chinese New Year – CNY goodies and treats e.g. pineapple tarts, love letter

Ultimately, the company reserves the full right to decide the contents of the gifts and when it should be given.

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INTERNATIONAL SUPPLIER CODE OF CONDUCT

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X-Inc’s International Supplier Code of Conduct acts as a guide on the requirements and conditions X-Inc places on its suppliers in order to ensure credibility of both X-Inc and its suppliers. All requirements listed in this International Supplier Code of Conduct is compulsory.

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General Conditions Legal Compliance Suppliers and all its employees shall adhere to all applicable legal requirements as per their country of operation as well as X-Inc’s International Supplier Code of Conduct.

Responsibility Suppliers must actively put in place routines which effectively ensures that X-Inc’s International Supplier Code of Conduct is complied with.

Sub-suppliers All sub-suppliers and critical sub-suppliers shall be registered by the supplier and must adhere to X-Inc’s International Supplier Code of Conduct. Suppliers shall be able to perform audits based on this International Supplier Code of Conduct at its sub-suppliers to ensure compliance.

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Business Ethics Anti-Corruption Policy X-Inc aims to ensure that our suppliers share our views and values on anti-corruption and bribery. Suppliers must be honest and have integrity in all dealings with employees, the community and government authorities.

Suppliers must have policies put in place to mitigate such bribery and corruption. These policies must clearly mention the supplier's relation with X-Inc and that offering any monetary, tangible or intangible beneďŹ t to any parties in order to gain business advantage will not be tolerated. Suppliers shall follow all applicable anti-corruption laws and regulations of the countries whereby they operate in.

Whistleblowing Policy Suppliers shall aim to create a safe and responsible work environment where employees are able to whistleblow in good faith without the fear of reprisal, and encourage the timely reporting of alleged malpractices and misconduct.

Suppliers shall ensure the conďŹ dentiality of whistleblowers unless further information is required by lawyers, the police or investigators.

Community Engagement Suppliers are encouraged to assist in the development and sustainability of the communities which they are located in, both socially and economically. This is in-line with X-Inc’s Corporate Social Responsibility efforts.

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Environment Land Pollution Management Relevant steps to resolve land pollution during the course of production shall be carried out immediately.

All substances related to land pollution due to current and/or previous supplier activities shall be analysed and rectiďŹ ed in a timely manner.

Any contamination identiďŹ ed shall be brought up with the relevant environmental authorities and dealt with in accordance with the instructions provided by the authorities.

Wastewater Management Supplier shall incorporate a systematic procedure to identify, manage and reduce wastewater produced during the course of its operations.

Supplier shall carry out the appropriate on-site treatment of wastewater or send wastewater to an authorised external wastewater treatment plant. Employees in-charge of the treatment of wastewater shall possess the appropriate knowledge to carry out such tasks.

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Noise Pollution Management Suppliers shall aim to manage and reduce noise generated during production which affects boundary noise levels. If need be, the relevant permits and test reports shall be obtained by suppliers.

Environmental Law Compliance Suppliers must comply with all the applicable environmental impact and protection laws and regulations in their country of operation. Suppliers must validate that the inputs of production are sourced from legal harvests which comply with international standards, treaties and protocols on top of their local laws and regulations.

Any corrective measures put in place shall be made available to X-Inc in due time.

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Chemicals Material Safety Data Sheet (MSDS) All chemicals used during production and operation must be listed along with their relevant MSDS. MSDS must be well established, maintained and frequently updated.

Such chemicals include but are not limited to fertilizers, pesticides, insecticides as well as cleaning chemicals. The list and MSDS shall be in a language commonly understood by employees.

Chemical Handling Competence Suppliers must ensure that employees have the right skillset when handling chemicals with adequate knowledge of the hazards, risks and safety precautions related to the respective chemicals.

Chemical Safety Procedures Suppliers must ensure that emergency response procedures are implemented and made known to all employees. All relevant chemical safety equipment must also be made readily available to all employees.

All employees must also be properly educated by suppliers on the safe storage, handling and transportation of chemicals which will prevent environmental pollution, health hazards and ďŹ re/ignition hazards.

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Waste Waste Management Suppliers shall ensure that all hazardous and non-hazardous waste are properly identiďŹ ed, classiďŹ ed and documented.

The proper procedures for handling, storing, transporting and disposal of waste shall be implemented by suppliers. All employees shall abide by these procedures. All waste shall not be disposed of on site.

Suppliers shall ensure that employees properly treat both hazardous and non-hazardous waste either in-house or at authorised waste treatment plants before disposal as required by law or regulation.

Storage, Handling and Transportation Suppliers must ensure that waste storage, handling and transportation methods do not compromise the safety of employees and prevent pollution and contamination of the environment, especially the on site environment.

Hazardous waste and non-hazardous waste must be stored separately and in good condition with proper labeling.

Recycling of Waste Suppliers shall ensure that there are adequate waste sorting procedures, which adheres to local conditions, put in place before sending waste for recycling.

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Emergencies and Fire Prevention Emergency Preparedness and Safety Suppliers shall ensure that site emergency plans are well established and implemented. Plans implemented shall aim to minimise danger to life, environment, and property.

There must be proper emergency exits and routes established which will assure employees a safe and efficient evacuation in the case of an emergency. Suppliers shall ensure that such emergency exits, and routes remain clear of clutter and debris at all times to mitigate any obstructions.

Evacuation alarms shall be frequently monitored to ensure functionality.

Before commencement of work, new employees shall be thoroughly briefed on the site emergency plans, routes and exits. Following which, all employees will have to actively take part in evacuation drills at a minimum of once a year.

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Fire Incident Management Supplier shall identify, analyse and assess any fire hazards that may be present on site. Any fire related incidents shall be duly recorded with in-depth analysis on the future corrective and preventative measures.

Firefighting Equipment Suppliers shall ensure that at least half the number of employees working in a single shift in their respective work areas have adequate knowledge on operating firefighting equipment.

Employees shall be educated on the location of said firefighting equipment, which has to be made accessible and kept unlocked. Equipment has to be frequently checked either internally or by the local fire department.

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Worker Health and Safety Health and Safety Permits Suppliers shall obtain and comply with the relevant health and safety permits according to their country of operations.

Health and Safety Courses Suppliers shall implement proper worker health and safety courses to educate employees on the risks posed to health and safety during everyday operations. Said courses shall also include efficient safe working routines to minimise risks of workplace hazards.

Safety Warnings Health and safety related information, written in a language commonly understood by employees, shall be clearly put up around the facility. This includes warning symbols and hazard symbols as well as any pictorial illustrations.

First Aid Suppliers shall ensure that first aid equipment is frequently restocked and made readily available in the facility to all on and off-site employees during work hours.

Suppliers shall provide proper first aid training to employees by contacting external licenced personnel. There should be at least 1 first aid trained personnel working during each shift in each respective area. First aid trained employees shall also be easily identified by other employees.

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Recruitment, Working Hours, Wages and Benefits Corrective Action Corrective actions required as a result of labour inspections or equivalent are documented and completed within the speciďŹ ed timeframe.

Recruitment Procedures and Recruitment Agencies All steps taken in the recruitment process and all agents involved in the entire process are identiďŹ ed and described to X-Inc on request.

Supplier shall ensure that the recruitment agencies it uses are compliant with the provisions of the Code and the law.

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Employment contracts A written employment contract is signed with each Worker before they start work, which specifies terms of employment in a way understood by the Worker.

The contract includes the name of employer, name of Worker, birth date, position, salary, working hours, overtime compensation, benefits and notice period. Information about working hours, overtime compensation, benefits and notice period can be found in the employee Handbook.

If the employment contract is terminated according to the agreed notice period there are no wage deductions for Workers who leave.

Working hours, leave and overtime A workweek shall be restricted to 60 hours, including overtime, and workers shall have at least one day off every seven days except in emergencies or unusual situations. Regular workweeks shall not exceed 48 hours. Supplier shall follow all applicable laws and regulations with respect to working hours and days of rest, and all overtime must be voluntary.

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Wages and Benefits Suppliers shall pay at least the minimum wage and provide any benefits required by law and/or contract. Suppliers shall compensate workers for overtime hours at the legal premium rate. Suppliers shall communicate pay structure and pay periods to all workers. Suppliers shall meet all legal requirements relating to wages and benefits, pay accurate wages in a timely manner, and wage deductions shall not be used as a disciplinary measure. All use of temporary and outsourced labor shall be within the limits of the local law.

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Accommodation Housekeeping All facilities are to be regularly cleaned and maintained in good condition. Cleaning equipment is to be readily available and maintained at a reasonable standard. Areas where food service is prepared, provided or consumed must meet hygiene and cleanliness regulations.

Safety Emergency exits and routes ensure a fast and safe evacuation of all people. All emergency exits and access routes are free from obstruction and kept unlocked from inside.

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Child Labour and Young Workers Prevention of Child Labour Suppliers shall continuously implement documented procedures to prevent Child Labour. Child Labour violations that have been identified must be acted upon immediately. ●

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All actions taken are in the best interest of the child. The procedure outlines all actions to remove the child from his or her position and to arrange for more viable and sustainable alternatives for the child’s development. The procedure is in line with the “X-Inc’s Code of Conduct on Preventing Child Labour and Supporting Young Workers”.

If Child labour is found, X-Inc is informed immediately.

Protection of Young workers X-Inc supports the legal employment of Young workers. Young workers are persons under 18 years of age, but above the minimum working age, who are engaged in work.

The Supplier must ensure that Young workers are employed according to applicable law and protects them from any type of employment or work which by its nature or circumstances in which it is carried out is likely to jeopardize their health, safety or morals. ● ● ●

The Supplier has identified types of employment or work that are appropriate for Young workers.

Young workers do not perform hazardous work.

Young workers do not work during the night.

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Discrimination

There is no discrimination with regards to Workers based on race, religion, gender identity, marital or family status, age, political affiliation, nationality, physical ability, sexual orientation, ethnicity or any other dimension of their identity during recruitment and employment.

All Workers have equal rights and social beneďŹ ts, unless legal restrictions apply.

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Workers Involvement Grievance procedures There are documented procedures on how to bring up issues and complaints regarding Code of Conduct related issues e.g. discrimination, harassment or abuse. These grievance procedures are well known to Workers.

Freedom of association Supplier shall freely allow workers’ lawful rights to associate with others, form, and join (or refrain from joining) organizations of their choice, without interference, discrimination, retaliation, or harassment.

Collective bargaining Workers are free to exercise collective bargaining without fear of reprisal, interference, intimidation or harassment. In countries where the right to collective bargaining is regulated, restricted or prohibited by law, the Supplier does not hinder alternative forms of independent and free Workers negotiations.

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Harassment, Abuse and Disciplinary Actions

Harassment and Abuse Supplier shall commit to a workplace free of harassment and abuse. Supplier shall not threaten workers with, or subject them to, harsh or inhumane treatment, including but not limited to verbal abuse and harassment, psychological harassment, mental and physical coercion, and sexual harassment.

Conduct Discipline and Appeal Rules The Supplier must not engage in, support or allow the use of corporal punishment, threats of violence or other forms of mental or physical coercion, and does not make use of public warning and punishment systems.

Workers have the right to appeal against reprimands/disciplinary actions/dismissal. These appeals are recorded.

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FREQUENTLY ASKED QUESTIONS (FAQ)

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What happens when I reach the spending limit for the company’s credit card?

There will be insufficient funds in the credit card to make additional purchases beyond your credit card limit. The purchase attempt will fail or get rejected.

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This handbook is lengthy. Is there a summarised or easy-to-understand version?

Yes, there is a user-friendly version of the handbook that is summarised, convenient and easily understandable. Check with the HR personnel or your supervisor on where to obtain it.

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What MRT station is nearest to the workplace (Xpace)?

Clementi, but it is still considerably far away.

If so, what is/are the nearest bus station(s)?

There are two bus stops that you may use for your transportation: 1. Vejoil Pte Ltd Bus Stop 20331 that has the buses 285, 30 and 51 2. Pan Tech Ind Cplx Bus Stop 20341 that has the buses 143, 176 and 285 113

What happens if I commit a workplace error e.g. cause damage to property or not abiding by safety regulations?

You may be reprimanded by your supervisor, receive a letter of warning, have your probation period extended or even be terminated, depending on the severity of the mistake and number of offences.

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As a Driver or Delivery Attendant, when will my meal times be?

Your meal times are 2 hours long and there are no schedules you must follow given that you are out on the roads delivering orders.

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As a driver, should I try to get a Class 4 license?

Yes, drivers are encouraged to get a Class 4 license so that they can operate the company’s larger trucks.

Furthermore, Class 4 drivers will get an additional allowance of $50 to $100.

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What company operations have changed because of COVID-19?

Employees should wear masks at all times except during meal times, take their temperatures regularly, practise social distancing of at least 1 metre and scan in and out using the SafeEntry QR Code. Additionally, please report to your supervisor if you are unwell or is a close contact of a conďŹ rmed COVID-19 case.

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I don’t understand some of the policies, or some policies are not documented. Where do I go or who do I approach for more information?

You can approach your supervisor, the director or the HR department for more information. Feel free to drop us further queries using the QR code below!

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ANNEXES

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Scan here for the PDF version:

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REFERENCES

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Preface

Welcome to X-Inc: Acknowledgement of Receipt (Welcome Statement) taken from FoodXervices’s slides (Pg.2-3)

About X-Inc https://www.linkedin.com/company/foodxervices-inc-pte-ltd/ (Section: About X-Inc, sub section 1 – Background and History of X-Inc. (Pg.16)

Section: About X-Inc, sub-section 2 – Purpose of X-Inc (Pg.18)

Corporate Daggerwing. Section: About X-Inc, sub section 3 – Five Cultural Pillars (Pg.19)

Layout of Xpace building Image: About X-Inc, sub section 4: from FoodXervices’s slides. (Pg.25)

General Policies Policy against workplace harassment (sub-section 3). From: https://www.mom.gov.sg/faq/workplace-harassment/what-is-workplaceharassment (Pg.29) Policy against workplace harassment (Discrimination sub header) from: https://mdclegal.com.au/4-examples-workplace-discrimination/ (Pg.30)

Policy against workplace harassment (Sexual Harassment sub header) from: https://www.thebalancecareers.com/examples-of-sexual-and-non-sexualharassment-2060884 (Pg.31)

Policy against workplace harassment (Threatening and abusive language sub-header) from: https://www.oconnellgroup.com.au/single-post/2017/07/18/Threatening-a nd-intimidating-behaviour-%E2%80%93-Grounds-for-dismissal (Pg.32) Grievance Procedure by TAFEP: https://www.tal.sg/tafep/Employment-Practices/Grievance-Handling (Pg.39) Workplace Health and Safety: https://benefits.adobe.com/document/379 (Pg.48) 130

Safe Workplace Management Measures after Circuit Breaker Period: https://www.mom.gov.sg/covid-19/requirements-for-safe-management-m easures (Pg.50) + Annex B: https://www.mom.gov.sg/-/media/mom/documents/covid-19/annex-b-ch ecklist-of-safe-management-measures.pdf (Pg.50) Anti-Corruption Policy or last name is Gifts and Favours Policy Referenced for what policy included : http://ir.starhub.com/FormBuilder/_Resource/_module/gZSLLgdlcU638zp QWaYGmQ/file/StarHub_POL_CorporateGift.pdf (Pg.33) What company can ask of partners and not employees(Slight reference) : https://www.timesoftsg.com.sg/anti-corruption-anti-bribery-policy/ (Pg.30) Government’s take : https://www.cpib.gov.sg/sites/cpibv2/files/publication-documents/PACT %20A%20Practical%20Anti-Corruption%20Guide%20For%20Businesses %20in%20Singapore%20%282018%29.pdf (Pg.30) Tips and ideas : https://www.thebalancecareers.com/gift-policy-1918897#:~:text=The%20 gift%20policy%20defines%20who,award%2C%20or%20token%20of%20 appreciation.&text=Finally%2C%20the%20gift%20policy%20defines,empl oyee%20may%20accept%20a%20gift. (Pg.30) Employment

Whole of Working Hours: https://www.tal.sg/tafep/-/media/TAL/Tafep/Resources/Publications/File s/2019/TS-Implementation-Guides/Implementation-Guide-for-FWA.pdf (Pg.62) Working Hours FWA a) Staggered working hours: https://www.tal.sg/tafep/employment-practices/work-life-harmony/fwas/ types/staggered-time (Pg.62) Working Hours FWA b) telecommuting: https://www.tal.sg/tafep/employment-practices/work-life-harmony/fwas/ types/telecommuting (Pg.64)

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Working Hours FWA c) part time hours: https://www.tal.sg/tafep/employment-practices/work-life-harmony/fwas/ types/part-time-work (Pg.65) Working Hours FWA d) JOB SHARING: https://www.mom.gov.sg/-/media/mom/documents/employment-practice s/work-life-grant/job-sharing-implementation-guide.pdf?la=en&hash=64F 379105BD39B8A0187466E22FF0850 (Pg.66) Mealtimes and Rest Breaks: https://www.mom.gov.sg/employment-practices/hours-of-work-overtimeand-rest-days (Pg.68) For Overtime Pay and Pay for Work on Rest Day: https://www.mom.gov.sg/employment-practices/hours-of-work-overtimeand-rest-days (Pg.72-73) For CPF: https://www.cpf.gov.sg/Employers/EmployerGuides/employer-guides/payi ng-cpf-contributions/cpf-contribution-and-allocation-rates (Pg.80) For Retirement: https://www.mom.gov.sg/employment-practices/re-employment#eligibilit y (Pg.78) Company Insurance Policies

For Workmen’s Compensation Insurance Policy: https://www.mom.gov.sg/workplace-safety-and-health/work-injury-comp ensation/what-is-wica (Pg.84) Staff Benefits Credit Card Policy Tips and ideas to include: https://www.thebalancesmb.com/effective-employee-credit-card-policy-3 961187 (Pg.93) Credit Card Policy : https://cf.ltkcdn.net/business/files/2611-Sample-Company-Credit-Card-Us age-Policy.pdf (Pg.93) 132

Five Cultural Fuel Your Dreams.

Pillars Xpark the Future.