PERSONNEL POLICY SUPPLEMENT SRI LANKA NATIONAL STAFF

Transcription

1 PERSONNEL POLICY SUPPLEMENT Revised: 1 August 2013

2 1. HOURS OF WORK AND OVERTIME LOCAL HOLIDAYS SALARY POLICY PAY PERIOD (FORM IN WHICH STAFF SALARY WILL BE PAID) HOST COUNTRY TAXATION BENEFITS/ALLOWANCES TRANSPORT ALLOWANCE VEHICLE ALLOWANCE UNIFORM ALLOWANCE MEAL ALLOWANCES: OVERNIGHT ALLOWANCE / HOTEL ACCOMMODATION EXTENDED STAY OUT OF STATION LOAN ARRANGEMENTS STAFF LOAN MEDICAL, LIFE, AD&D AND LTD INSURANCE COVERAGE DEATH BENEFITS PROVIDENT FUND AND TRUST FUND LEAVE ANNUAL LEAVE CASUAL LEAVE MEDICAL LEAVE LEAVE TO ATTEND COURTS OR SUMMONS LEAVE TO VOTE AT ELECTIONS MATERNITY LEAVE STUDY LEAVE UNPAID LEAVE COMPENSATORY LEAVE RETIREMENT AGE SEPARATION BENEFITS GRATUITY...11 (a) Employees covered...11 (b) Definitions...11 (c) Gratuity Policy...11 (d) Gratuity Procedure PAYMENT FOR UNUSED ANNUAL LEAVE TERMINATION REDUNDANCY/COMPENSATION UNSATISFACTORY PERFORMANCE NOTICE OF TERMINATION DISCIPLINE AND DISCIPLINARY PROCEDURE GRIEVANCE PROCEDURE Revised: 1st August 2013

3 APPENDIX I BENEFITS AND ALLOWANCES...14 APPENDIX II MEDICAL, LIFE, AD&D AND LTD INSURANCE COVERAGE...16 Medical Insurance...16 Life insurance...16 Accidental Death & Disability benefit (AD&D)...17 Long-term Disability Insurance Revised: 1st August 2013

4 1. Hours of Work and Overtime 1.1 Employees, other than those who work on a rostering system are expected to work eight hours per working day between the hours of a.m. to p.m. with a lunch interval of 30 minutes. The Director, Human Resources may change the normal hours of work to fit special situations. 1.2 Staff assigned to fieldwork will have working hours agreed with their supervisors. 1.3 Overtime is defined as work in excess of 8 hours per working day and work during IWMI holidays including weekends. All overtime should be authorized in advance by the employee s supervisor. 1.4 Normally, staff members in Support Service Levels 6-9 and Research/Research Support Levels 5-6 are eligible for overtime pay, at the rate of one and a half times the normal rate, for those extra hours worked on week days, Saturdays and public holidays. They will also be eligible for overtime pay at two times their normal rate for work on Sundays and Poya days. 1.5 Staff members in Support Services Levels 6-9 whose work requires unusual shifts or duty hours outside IWMI working hours are entitled to overtime pay. 1.6 Staff members in Support Services Levels 1-5 and Research and Research Support Levels 1-4 may take compensatory leave for work on a Saturday, Sunday or IWMI holiday in agreement with supervisor (see Section on Leave - 10). 2. Local Holidays 2.1 National staff normally follows the calendar of holidays applicable to the public sector in Sri Lanka. 1 st January and Boxing Day are customary holidays for all staff. The number of public sector holidays vary from year to year and is also dependent on Government Policy. The holidays would include: New Year s day Thai Pongal day National Day Sinhala and Tamil New Year and the day prior All Poya Days Good Friday May Day Vesak and Next Day Ramazan Day Prophet Mohamed s Birthday Deepavali Day Christmas Day Boxing Day 3 Revised: 1st August 2013

5 3. Salary Policy (a) IWMI s policy is to establish salaries that are comparable with those paid by other leading private sector companies and organisations in the Colombo area for equivalent positions and calibre of staff, with due regard to availability of funds. 3.1 Pay Period (form in which staff salary will be paid) The salary as well as allowances, if any, provided to employees are quoted and paid in Sri Lanka Rupees The pay period is one calendar month. Each employee should open a bank account for deposit of his or her salary. IWMI will credit the net salary of the employee to the bank account directly. A pay slip listing the details of monthly salaries and deductions will be issued to each employee at the end of the month IWMI has, for the benefit of staff, arranged for banking facilities at Headquarters. Staff are encouraged to make use of this banking facility provided for them. 4. Host Country Taxation 4.1 According to the terms of Act No.6 (1985) of the Parliament of the Democratic Socialist Republic of Sri Lanka and the relevant provisions of the Inland Revenue Act, IWMI s salary payments to nationally recruited staff is exempt from Sri Lankan income tax. 4.2 Terminal benefits payable to staff are also exempt from income tax. 5. Benefits/allowances 5.1 Transport Allowance For staff working at Headquarters, IWMI transport will collect and drop staff members at predefined points according to a prescribed schedule It is employees responsibility to transport themselves to the collecting point at the prescribed time and from the delivery points to their residences Employees who miss the IWMI transport will be responsible for their own transport arrangements to and from work, as the case may be. Expenses incurred in doing so are not reimbursable Staff members not using the IWMI transport facility are eligible to receive a fixed transport allowance as determined by the Director, Human Resources. See Appendix I for details. 4 Revised: 1st August 2013

6 5.1.5 In some cases, staff are obliged to use their own means of transport to carry out official duties when official transport is not available. In such instances staff will be reimbursed costs based on the applicable rate It is the responsibility of the staff member to inform HR should their mode of transport change in order to arrange for the appropriate transport allowance. 5.2 Vehicle allowance Staff in Support Services Levels 1-3 and Researcher-N Level are entitled to receive a fixed monthly vehicle allowance towards the maintenance of their personal vehicles (See Appendix I). 5.3 Uniform allowance A Uniform allowance will be provided annually to certain categories of regular or contract employees. Normally four uniforms will be provided each year. (See Appendix I) It is the responsibility of the employee to take care of issued clothing. For this purpose, an employee who is entitled to uniforms will be paid a flat monthly allowance to cover cleaning and pressing expenses. The allowance will be specified by the Director, Human Resources Employees eligible for uniforms should wear their uniforms while on duty. Uniforms must be kept in a clean, pressed and mended condition. 5.4 Meal allowances: If an employee makes an official trip away from his/her duty station and the trip does not involve an overnight stay, the employee will be entitled to meal allowances provided the employee travels outside Colombo and suburbs during meal times as specified below: Breakfast : Lunch : Dinner : The rates for meal allowances will be fixed and revised from time to time as deemed necessary by the Director, Human Resources (See Appendix 1) In addition, staff may claim the specified daily allowance for each complete 24 hour period of travel from home/office base and return to home (see Appendix 1). This will cover all incidental expenditure such as telephone calls, laundry charges, tips, etc. 5 Revised: 1st August 2013

7 5.5 Overnight allowance / Hotel Accommodation An employee is eligible for an overnight allowance where an overnight stay is involved on an official trip. No overnight allowance is payable in cases when IWMI provides suitable accommodation (See Appendix 1) In addition to the overnight allowance, employees on official travel will be entitled to the meal allowances during the periods as defined in section Extended stay out of station For official travel including over 14 overnights, special arrangements may be approved by the Director, Human Resources and an appropriate living allowance authorized. 6. Loan Arrangements 6.1 Staff loan Each confirmed employee will be entitled to a staff loan up to a prescribed limit (See Appendix I), to be repaid over twelve equal instalments by salary deductions. These loans will be interest free A second loan will not be approved until the previous loan has been fully repaid. These loans assist staff facing financial difficulties due to family problems, medical needs, urgent repairs to house & property and other unforeseen circumstances Fixed term contract staff who have completed 6 months service would be eligible for loans, provided duration of contract covers the full repayment period Employees who wish to avail themselves of such a loan should apply to the Financial Controller through the Human Resources Office. 7. Medical, Life, AD&D and LTD Insurance Coverage 7.1 Staff on indefinite and fixed term contracts and their authorized dependants will be insured under a comprehensive Medical, Life, Accidental Death and Disability and Long-term Disability insurance coverage through Vanbreda International. See Appendix II for details. 7.2 Proof of dependants: The staff member is required to provide IWMI with the following documents to cover the family member: a) Original birth certificate/s to cover the dependant minor child (children)/authorised dependants. b) Original marriage certificate or a written statement identifying spouse/partner. 6 Revised: 1st August 2013

8 8. Death Benefits 8.1 If an employee dies while in IWMI employment from whatever cause, his/her beneficiaries will receive all entitlements normally specified for separation due to resignation. In addition, the beneficiaries will receive the benefits due under the Vanbreda insurance policy (see Appendix II) 8.2 If a staff member dies while on assignment by IWMI to another workplace, the cost of transferring the deceased to his/her family shall be borne by IWMI. 9. Provident Fund and Trust Fund 9.1 Indefinite contract, fixed term contract and casual employees will be enrolled in the Employees' Provident Fund (EPF) and Employees' Trust Fund (ETF). They will be required to make statutory contributions towards EPF (8% of salary) and IWMI will contribute 12% of salary. IWMI will contribute 3% of salary to the ETF. 10. Leave a) Unless leave has been approved or unforeseen circumstances such as sudden illnesses occur, employees are expected to be at work during the agreed hours. b) An employee who misses work due to unforeseen circumstances is required to inform the supervisor or other appropriate authority by , telegram or telephone stating the reason for leave and the number of days leave required. The employee is required to submit a leave application on his/her return to work and obtain covering approval. c) Types of leave covered in these procedures are as follows: Annual leave Casual leave Medical leave Leave to attend courts or summons Leave to vote at elections Maternity leave Study leave Unpaid leave Compensatory leave 10.1 Annual leave Annual leave must be approved by the employee s supervisor. In some exceptional circumstances employees may not be allowed to take leave over certain periods due to service needs. Supervisors will ensure that the Director, Human Resources has been informed and is in agreement. 7 Revised: 1st August 2013

9 For each calendar year (the period from 1 January to 31 December) during which an employee has been in continuous employment, he or she is entitled to take, in the following year, paid annual leave on the following basis: i) 14 working days leave if the employment commenced on or after 1 January but before 1 April. ii) 10 working days leave if the employment commenced on or after 1 April but before 1 July; iii) 7 working days leave if employment commenced on or after 1 July but before 1 October; and iv) 4 working days leave if employment commenced on or after 1 October The year following one full calendar year of employment an employee is entitled to the full quota of leave: 14 working days. When employment is terminated, either by IWMI or by the employee, the employee is entitled to take the annual leave earned in the previous year, plus the days earned during the year of termination on the basis of one day for every completed month of service, less any annual leave taken during that year Paid annual leave entitlement will be credited in advance to employee records on 1 January every year Employees are encouraged to take their annual leave within the year following that in which it was earned. An employee may accumulate annual leave up to a maximum of 35 days including the current year leave entitlement. Leave in excess of 35 days will be forfeited at the end of the calendar year Annual leave is based on working days and excludes weekends and IWMI holidays Employees on fixed term contracts of employment will be entitled to one day of annual leave per month of completed service Unused paid annual leave up to a maximum of 35 days will be encashed only at the time of separation Casual leave Employees are entitled to seven working days of casual leave beginning with their second calendar year of employment During their first year of employment, they are entitled to one day of casual leave for every two months of completed service Casual leave is not normally granted for more than two consecutive working days. Employees are required to seek prior approval for casual leave in the same way as annual leave. 8 Revised: 1st August 2013

10 Casual leave cannot be accrued. Unused casual leave is not compensated at termination of employment Employees on fixed term employment are entitled to one half day of casual leave per completed month of service Medical leave IWMI may grant an employee medical leave of up to 14 working days per year from his or her first year of employment. An employee may take two day's medical leave without submitting a medical certificate If an employee is absent from work due to medical reasons for more than two days, he/she must send a medical certificate to the Human Resources Office as early as possible. Employees who fail to submit a medical certificate as stated above may be liable to disciplinary action The Director, Human Resources may permit an employee to utilize unused medical leave earned over the previous five year period in cases where an illness or accident require a prolonged period of hospitalisation and/or recuperation. Granting of such leave will be considered only if all other available casual and accrued annual leave have been exhausted Employees will be required to submit appropriate medical certificates to support an extended period of medical leave. Employees will not be compensated for unused medical leave at the time of separation from the IWMI Employees on fixed term contracts of employment are entitled to one day of medical leave per completed month of service Leave to Attend Courts or Summons If an employee is required to attend court as a witness or on summons, his/her absence from work will be charged against the annual/casual leave entitlement. If the employee has no leave remaining, he/she will be placed on no-pay leave for such absences If the employee is summoned to give evidence on any matter arising out of his/her official duties with IWMI, or jury duty, he or she should be granted duty leave Leave to Vote at Elections Employees who are qualified to vote at elections under the auspices of the Commissioner of Elections will be granted leave with pay for not less than 4 hours to vote Employees who request leave for this purpose must produce documentary evidence to the Human Resources Office that they are qualified to vote and the polling district where he or she is registered to vote. 9 Revised: 1st August 2013

11 10.6 Maternity Leave Employees are entitled to leave on full pay for a period of 14 days before and 70 days after confinement provided the employee was not pregnant on the date of employment Employees will be granted leave on full pay for a period of 14 days prior to and 28 days after confinement for the third and subsequent confinements In the case of a stillbirth, the maximum maternity leave after confinement will be 28 days The leave will be calculated as excluding all holidays and leave due under any other provisions. Employees who claim leave under these provisions are required to submit appropriate medical certificates If medical complications of pregnancy require additional leave this may be taken as sick leave Study Leave Employees are entitled up to 2 days of study leave annually for purpose of taking examinations for courses of study relevant to IWMI s concerns. Documentary evidence should be produced and dates should be agreed with the supervisor Unpaid Leave Unpaid leave may be granted at the sole discretion of the Director General or his or her designee in exceptional situations. Examples of such situations are when an employee (a) wishes to sit for an examination, (b) wishes to enrol in a suitable training course, or (c) for other urgent personal reasons Employees who wish to apply for unpaid leave should submit a leave application to the Director, Human Resources through their supervisors with documentary evidence to support their request Requests for unpaid leave will not normally be granted to employees with fewer than 12 months of service with IWMI, and unpaid leave will not normally exceed 12 months When the period of unpaid leave is completed IWMI will provide the employee a position at least at the same grade and level as the employee held before commencement of the leave Compensatory Leave If an employee has worked more than five hours on a Saturday, Sunday or IWMI holiday and is not eligible for overtime, then one day s compensatory leave may be granted. 10 Revised: 1st August 2013

12 Compensatory leave must be taken at a time convenient to IWMI and the employee and should normally be taken within three months from the date earned. If such leave is not taken during that time, it will be forfeited. Employees should avail themselves of available compensatory leave prior to availing casual or annual leave An employee who wishes to take advantage of compensatory leave should advise the Human Resources Office in writing, certified by his/her supervisor, on the next regular working day, of the date and hours worked on a Saturday, Sunday or IWMI holiday. 11. Retirement Age 11.1 Staff members will be required to retire from IWMI at the age of 58 years. Staff will normally retire on the last day of the month in which they reach the retirement age. 12. Separation Benefits 12.1 Gratuity Gratuity is a separation benefit paid to employees when employment ends to conform to the Payment of Gratuity Act No. 12 (1983). IWMI makes the following provision. Please refer to the Act for specific details. (a) Employees covered Every employee who has not less than 5 completed years of uninterrupted service with IWMI. (b) Definitions Completed and uninterrupted service: includes service which is interrupted by approved leave on any ground whatsoever, a strike or lockout, or cessation of work, not due to any fault of the employee concerned. Wage or salary: basic or consolidated wage or salary including cost of living allowance. Cessation of employment: includes retirement, resignation, termination by the employee of his/her services on any other ground, termination by operation of law, redundancy, dismissal by IWMI and death of the employee. (c) Gratuity Policy Every employee who has a minimum of 5 years completed and uninterrupted service with IWMI will, on the cessation of his employment on any ground whatsoever, will be paid a gratuity calculated as follows: In the case of a monthly rated employee, half month's wage or salary for each year of completed service computed at the rate of wage or salary last drawn by the employee. 11 Revised: 1st August 2013

13 (d) Gratuity Procedure The gratuity shall be paid within 30 days of the end of employment or within 30 days of an employee s death, as the case may be. In the case of death, the gratuity shall be paid to the employee's designated person. From the gratuity payable, IWMI will be entitled to deduct an amount to account for damage or loss caused to IWMI by the employee where the latter's services are terminated for reasons of fraud, misappropriation of IWMI s funds, willful damage to IWMI s property or causing the loss of goods, articles or property of IWMI. The amount of such deduction will not exceed the extent of the damage or loss so caused by the employee Payment for Unused Annual Leave At separation only, staff will be entitled for payment at current salary for any unused annual leave up to a maximum of 35 days at the date of termination. 13. Termination 13.1 Redundancy/Compensation Continued regular employment with IWMI is conditional upon it receiving adequate funding to carry out its activities. The Director General will determine which activities are to be curtailed and which employment contracts are made redundant If a staff member on an indefinite contract is made redundant IWMI will pay the staff member one month s salary multiplied by the number of years of service to the nearest 100th in excess of one full year, up to a maximum of 12 months salary, as compensation for loss of service Unsatisfactory performance If the staff member is not fulfilling the terms of his/her appointment, the Director General retains the right to terminate the staff member s contract Notice of termination If a staff member s contract is terminated for non-disciplinary reasons such as continued poor health, redundancy, etc., IWMI will give the staff member six months advance notice or six month s salary and salary associated benefits in lieu of notice. 12 Revised: 1st August 2013

14 14. Discipline and Disciplinary Procedure 14.1 IWMI s Code of Conduct sets forth the standards for staff conduct, action and behaviour to ensure that the highest ethical and professional standards are met and maintained. Employees are expected to adhere to the Code of Conduct and behave responsibly and within IWMI policies at all times Disciplinary proceedings will result if employees display unsatisfactory conduct, contravene IWMI policies and procedures, or neglect duties and obligations Detailed disciplinary policy and procedure is available on the Intranet. 15. Grievance Procedure 15.1 IWMI aims to provide fair treatment for all employees at work. Where employee grievances arise, IWMI tries to achieve resolutions that are acceptable and reasonable to all parties The first option is to manage the issue informally IWMI recognizes that in some circumstances formal procedures may need to be followed. Employees may refer the grievance policy and process on the Intranet for details. 13 Revised: 1st August 2013

15 Appendix I BENEFITS AND ALLOWANCES Travelling and Subsistence Meal Allowances: Breakfast Lunch Dinner Rs.250/- Rs.400/- Rs.400/- Daily Allowance: Rs.250/- for each complete 24 hour period of travel from home/office base and return to home. Overnight Allowance / Hotel Accommodation: Rs.750/- per night or actual expenses supported with receipts up to a maximum of Rs.4000/- IWMI will also pay VAT and the service charges where applicable Uniform Allowance Rs.350/- per month provided for cleaning and pressing Set of uniforms to comprise 04 shirts/04 pairs of trousers, and a pair of shoes. Rs.750/- a shirt and Rs.1000/- for a pair of trousers. Rs.2,500/- for a pair of shoes. Transport Allowance (for staff not using IWMI transport) Rs.10,000/- per month Vehicle Allowance Rs.7,500/- per month Support Services Levels 1-3; and Researcher-N Level 14 Revised: 1st August 2013

16 Staff Loan: Up to a maximum of four month s base salary, or Rs.270,000/- whichever is lower, repayable in twelve (12) equal consecutive installments. Contract staff will be eligible, provided duration of contract, as at date of loan, covers full repayment period. Only one such loan will be available in any 12-month period. Note: All deductions from monthly salary shall not exceed 45% of salary. This will include IWMI guaranteed HNB loan installments. Fees for Membership Fees for Membership in Professional Associations (IWMI job related) US$ 250/- or its equivalent in Sri Lankan Rupees 15 Revised: 1st August 2013

17 Appendix II Medical, Life, AD&D and LTD Insurance Coverage A comprehensive Medical, Life, Accidental Death & Disability and Long-term Disability insurance coverage is provided through Vanbreda International. Medical Insurance The medical insurance scheme through Vanbreda International provides the insured staff member and his/her authorized dependants the following: Medical insurance coverage of maximum US$16,000 per calendar year per insured subject to a nominal deductible limit of US$25 per insured per calendar year (i.e. first US$25 are not reimbursable); 100% reimbursement in respect of medical ambulatory (requiring non-hospitalization) treatment & hospitalization; Reimbursement of dental (80%) and psychiatric (50%) treatment up to a maximum of US$300 and US$600 respectively per person per calendar year; Reimbursement of medical expenses related to the HIV virus. This includes cost of medication, testing, vaccines & consultation; Medical reimbursement in case of emergencies (with prior approval of Vanbreda) in any part of the world, except Singapore & North America. Dependant Eligibility: The following are covered: Spouse or Partner and Unmarried, dependant children until the age of 21 or until the age of 26 if continuing with studies and depends solely on the staff member. Life insurance Employees are entitled to a death benefit equal to 3 times the annual base salary if death occurs before attaining retirement. The benefit entitlement will be paid through the Policyholder to the rightful claimants in accordance with the insured s instructions, upon receipt of the following documents: the notice of death, given by the policyholder and containing information on the circumstances of the death; and a death certificate. 16 Revised: 1st August 2013

18 Accidental Death & Disability benefit (AD&D) The AD&D benefit is provided in case of death or disability occurring within 90 days of a covered accident. The accidental death benefit amounts to 3 times the insured s annual base salary. In case of total permanent disability as a consequence of an accident, an amount equal to 3 times the staff member s annual base salary is paid. In case of partial disability as a consequence of an accident, a portion of this capital will be paid. This portion is determined on the basis of the continental scale of disabilities. For disabilities of less than 33%, no capital will be paid; for disabilities of 66% and more, the capital to be paid by the plan will be 100% of 3 times the annual salary. Long-term Disability Insurance Long Term Disability is a monthly benefit payable in the event that, due to either sickness or accident, the staff member is continuously and totally disabled for over 180 days to the extent they are unable to perform all the duties of their usual occupation. The staff member will receive a benefit equal to 60% of monthly base salary earned immediately prior to the disability. 17 Revised: 1st August 2013