PERSONNEL POLICY SUPPLEMENT
1. HOURS OF WORK AND OVERTIME... 3 2. LOCAL HOLIDAYS... 3 3. SALARY POLICY... 3 3.1 PAY PERIOD (FORM IN WHICH STAFF SALARY WILL BE PAID)... 4 4. HOST COUNTRY TAXATION... 4 5. BENEFITS / ALLOWANCES... 4 5.1 TRANSPORT ALLOWANCE... 4 5.2 UNIFORM ALLOWANCE... 4 5.3 MEAL ALLOWANCE... 4 5.4 OVERNIGHT ALLOWANCE... 5 5.5 EXTENDED STAY OUT OF STATION... 5 5.6 MATERNITY SUPPORT... 5 6. STAFF LOAN... 5 7. MEDICAL, LIFE, AD&D AND LTD INSURANCE COVERAGE... 6 8. DEATH BENEFITS... 6 9. PROVIDENT FUND... 6 10. LEAVE... 7 10.1 ANNUAL LEAVE... 7 10.1 CASUAL LEAVE... 8 10.3 MEDICAL LEAVE... 8 10.4 LEAVE TO ATTEND COURTS OR SUMMONS... 8 10.5 MATERNITY LEAVE... 9 10.6 STUDY LEAVE... 9 10.7 UNPAID LEAVE... 9 10.8 COMPENSATORY LEAVE... 10 10.9 COMPASSIONATE LEAVE... 10 11. SEPARATION... 10 11.1 RESIGNATION... 10 11.2 PAYMENT FOR UNUSED ANNUAL LEAVE... 10 11.3 RETIREMENT AGE... 11 11.4 REDUNDANCY... 11 11.5 TERMINATION ALLOWANCE... 11 11.6 UNSATISFACTORY PERFORMANCE... 11 11.7 NOTICE OF TERMINATION... 11 12. DISCIPLINE AND DISCIPLINARY PROCEDURE... 11 13. GRIEVANCE PROCEDURE... 12 APPENDIX 1... 13 BENEFITS AND ALLOWANCES... 13 APPENDIX 2... 15 1
MEDICAL, LIFE, AD&D AND LTD INSURANCE COVERAGE... 15 Medical Insurance... 15 Life insurance... 15 Accidental Death & Disability benefit (AD&D)... 16 Long-term Disability Insurance... 16 2
1. Hours of work and overtime 1.1 Staff are expected to work eight hours per working day between 8.00 a.m. to 5:00 p.m. Monday through Friday with one hour lunch break. The Regional Director/Head of the Office 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 holidays including weekends. Overtime shall not exceed forty-five hours per month or three hours per day. 1.4 All overtime should be authorized in advance by the staff member s supervisor in the overtime authorization form. 1.5 Staff members in Support Services Levels 6-9 and Research Support Levels 5-6 are eligible for overtime pay. See Appendix 1 for overtime rates. 1.6 Staff in Support Services Levels 1-5 and Research/Research Support Levels 1-4 will not be entitled to overtime payments considering the nature of their duties. They will however be entitled to compensatory leave for work on Saturday, Sunday or IWMI holidays. (See section 10.8 on compensatory leave). 2. Local Holidays National staff will follow the calendar of holidays published by the government of Laos. The holidays would include: January 1 st : New Year s Day March 8 th : Lao Women s Day April 14 th 16 th : Lao New Year s Days 1 May 1 st : Labour Day October 5 th : Boat- racing Festival 1 December 2 nd : National Day December 25 th : Christmas Day December 26 th : Boxing Day December 31 st : New Year s Eve 3. Salary Policy 3 It is IWMI s policy to establish salaries that are comparable with those paid by comparable private sector companies, NGO s, and other international organizations in Vientiane, Lao P.D.R. for equivalent positions and calibre of staff, with due regard to availability of funds. 1 Date is subject to change
3.1 Pay Period (form in which staff salary will be paid) 3.1.1 The salary as well as all allowances, if any, will be quoted and paid in Lao Kip. The pay period is one calendar month 3.1.2 In the case of salary paid on a casual basis, or in respect of hourly work, staff shall be paid at least twice a month. 3.1.3 Each staff member should open a bank account for deposit of her/his salary. IWMI will credit the net salary of the staff member into the bank account directly. A pay slip listing the details of monthly salaries and deductions will be issued to each staff member at the end of the month. 4. Host country taxation 4.1 Staff are responsible to pay the required personal income tax to the government in accordance with the Lao P.D.R. tax regulations. 5. Benefits / Allowances 5.1 Transport Allowance 5.1.1 Staff members are eligible to receive a fixed transport allowance as determined by the Director, Human Resources in consideration with the Head of Office. See Appendix 1 for details. 5.1.2 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. 5.2 Uniform allowance 5.2.1 A Uniform allowance will be provided annually to certain categories of employees. Normally four uniforms will be provided each year. (See Appendix I) 5.2.2 Employees eligible for uniforms should wear their uniforms while on duty. Uniforms must be kept in a clean, pressed and mended condition. 5.3 Meal Allowance 5.3.1 If a staff member makes an official trip away from his/her duty station and the trip does not involve an overnight stay, the staff member will be entitled to meal allowances provided the staff member is in a travel status outside Vientiane Municipality (within Lao P.D.R.) during meal times as specified below: 4
Breakfast : 07:00 0800 Lunch : 12:00 13:00 Dinner : 19:00 20:00 5.3.2 The rates for meal allowances will be fixed and revised from time to time as deemed necessary by the Head of Office in consultation with the Director, Human Resources (see Appendix 1). 5.4 Overnight Allowance 5.4.1 A staff member is eligible for an overnight allowance where an overnight stay out of Vientiane Municipality is involved on an official trip. (See Appendix 1). 5.4.2 In addition to the overnight allowance, staff on official travel will be entitled to the meal allowances during the periods as defined in section 5.2. 5.4.3 IWMI will reimburse the cost of reasonable hotel or guesthouse accommodation on submission of receipts. Staff can either request an advance payment to meet the lodging expenses or be reimbursed once the trip is completed. 5.4.4. No overnight allowance is payable when IWMI provides suitable accommodation. 5.5 Extended stay out of station 5.5.1 For official travel including over 14 overnights, special arrangements may be approved by the Head of Office in consultation with the Director, Human Resources. 5.6 Maternity Support 5.6.1 A female staff member is entitled to receive a maternity allowance (see Appendix 1) as a lump sum payment upon giving birth. In the case of a miscarriage, she is entitled to this allowance if certified by a medical practitioner. 5.6.2 Where she gives birth to two or more children at the same time, she will receive an additional allowance of fifty percent of the maternity allowance. 6. Staff Loan 6.1 Each confirmed staff member will be entitled to a staff loan up to a prescribed limit (refer Appendix I), to be repaid over twelve equal instalments by salary deductions, provided duration of contract as at date of loan, covers the full repayment period. These loans will be interest free. 6.2 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 and property and other unforeseen circumstances. 5
6.3 Staff members who wish to avail themselves of such a loan should apply in writing to the Head of Office. 7. Medical, Life, AD&D and LTD Insurance Coverage 7.1 Staff and their authorized dependants will be insured under a comprehensive Medical, Life, Accidental Death and Disability and Long-term Disability insurance coverage through Cigna. 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 7.3. All national staff are required to undertake an annual medical examination, the cost of which are to be covered by IWMI. 8. Death Benefits 8.1 If a staff member 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 Cigna insurance policy (see Appendix II). 8.2 If a staff member dies while on assignment by IWMI to another workplace, the cost of transferring his body or remains to his or her family shall be borne by IWMI. 9. Provident Fund 9.1 IWMI provides for a contributory retirement fund by establishing a separate bank account in Laos. 9.2 IWMI will contribute 10% of an employee s monthly base salary towards the Fund and the employee shall contribute 5% of the monthly base salary. 9.3 IWMI will deposit the employer/employee contributions in individual accounts on behalf of staff. Staff will receive the funds lying to their credit either on retirement or on resignation. 6
10. Leave a) Unless leave has been approved or unforeseen circumstances such as sudden illness occur, staff are expected to be at work during the agreed hours. b) A staff member who misses work due to unforeseen circumstances is required to inform the supervisor or other appropriate authority by email or telephone stating the reason for leave and the number of days leave required. The staff member is required to submit a leave application on his/her return to work and obtain covering approval. c) Types of leave covered under these procedures are as follows: Annual Leave Casual Leave Medical Leave Leave to attend court or summons Maternity Leave Study Leave Unpaid Leave Compensatory Leave Compassionate Leave 10.1 Annual Leave 10.1.1 Annual leave must be approved by the staff member s supervisor. In some exceptional circumstances staff may not be allowed to take leave over certain periods due to service needs. Supervisors will ensure that the Head of Office/Regional Director and the HR Director has been informed and is in agreement. 10.1.2 Staff members are entitled to paid annual leave of 15 days per calendar year on completion of one full year. Annual leave is based on working days and excludes weekends and IWMI holidays. 10.1.3 Paid annual leave will be credited into staff records on 1 January every year. 10.1.4 For staff joining after 1 st January, paid annual leave will be calculated on a prorated basis and will be credited into the staff records. 10.1.5 Staff are encouraged to take their annual leave within the year in which it is earned. A staff member may elect to accumulate annual leave up to a maximum of 30 days including the current year leave entitlement. Leave in excess of 30 days will be forfeited at the end of the calendar year. 10.1.6 Unused paid annual leave up to a maximum of 30 days will be encashed only at the time of separation. 7
10.1 Casual Leave 10.2.1 Staff are entitled to 5 days of casual leave per calendar year. 10.2.2 Casual leave may be used when staff require time off for a day or two in order to attend to some urgent personal or family commitment. 10.2.3 Casual leave is based on working days and excludes weekends and IWMI holidays. 10.2.4 Casual leave will be credited to staff records on 1 January every year. For staff joining after 1 st January, paid causal leave will be calculated on a prorated basis. 10.2.5 Casual leave is not normally granted for more than two consecutive working days. Staff are required to seek prior approval for casual leave in the same way as annual leave. 10.2.6 Casual leave cannot be accrued. Unused casual leave is not compensated at separation from IWMI. 10.3 Medical leave 10.3.1 IWMI may grant medical leave of up to 30 working days with full pay per calendar year for medical reasons upon presentation of a medical certificate acceptable to IWMI. Medical leave will be calculated on prorate basis for staff joining after 1 st January. 10.3.2 A staff member may take two consecutive days medical leave without submitting a medical certificate. If a staff member has to stay away from work due to medical reasons for more than two consecutive days, he/she must send a medical certificate acceptable to IWMI to the Head of Office as early as possible. Staff members who fail to submit a medical certificate may be liable to disciplinary action. 10.3.3 The Director Human Resources/Head of Office may permit a staff member to utilize unused medical leave earned over the previous three year period in cases where an illness or accident requires a prolonged period of hospitalisation and/or recuperation. Granting of such leave will be considered only if all other available casual and annual leave have been exhausted 10.3.4 Staff will be required to submit appropriate medical certificates to support an extended period of medical leave. Staff will not be compensated for unused medical leave at the time of separation from IWMI. 10.4 Leave to Attend Courts or Summons 10.4.1 If a staff member is required to attend court as a witness or on summons or for any other legal requirement, his/her absence from work will be charged against the annual/casual leave entitlement. If the staff member has no leave remaining, he/she will be placed on no-pay leave for such absences. 8
10.4.2 If the staff member is summoned to give evidence on any matter arising out of his/her official duties with IWMI, he or she should be granted duty leave. 10.5 Maternity Leave 10.5.1 Staff are entitled to paid maternity leave of up to 90 calendar days inclusive of holidays and weekends. The leave may be taken in part before and in part after delivery. 10.5.2 If medical complications of pregnancy require additional leave this may be taken as sick leave. 10.5.3 Applications for maternity leave must include a medical certificate from a qualified medical practitioner which indicates the estimated dates of confinement. 10.5.4 In the event of a miscarriage, the staff member is entitled to take leave for a certain period as determined by a qualified medical practitioner, and to receive normal payment of salary. 10.5.5 If, as a result of giving birth, a staff member is ill and this is certified by a doctor, the staff member is eligible to take an additional leave of up to 30 days at 50% of her salary. 10.5.6 During the one year period after giving birth, the staff member has the right to one hour per day of rest in order to feed or take care of her child if she brings her child to a nursery and to take her child to immunization in accordance with Lao P.D.R. regulations. 10.5.7 IWMI guarantees that a staff member who returns from an approved leave of absence will be given a position at least at the same grade and level as the staff member enjoyed immediately before the commencement of the leave of absence. 10.6 Study Leave 10.6.1 Staff 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. 10.7 Unpaid Leave 10.7.1 Unpaid leave is a period of leave without pay. Such leave is not an entitlement. It may be granted at the sole discretion of the Head of Office/Regional Director in consultation with the HR Director, in exceptional situations. Examples of such situations are when a staff member: (a) wishes to sit for an examination, (b) wishes to enroll in a suitable training course, or (c) for other urgent personal reasons. 10.7.2 Staff members who wish to apply for unpaid leave should submit a leave application to the Head of Office through their supervisors with documentary evidence to support their request. 9
10.7.3 Requests for unpaid leave will normally not be granted to staff with less than 12 months of service with IWMI, and unpaid leave will not normally exceed 12 months. 10.7.4 When the period of unpaid leave is completed IWMI will provide the staff member a position at least at the same grade and level as the staff member held before commencement of the leave. 10.8 Compensatory Leave 10.8.1 If a staff member has worked for 8 hours or more on Saturday, Sunday or IWMI holiday and is not eligible for overtime, then one day s compensatory leave may be granted. 10.8.2 Compensatory leave must be taken at a time convenient to IWMI and the staff member 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. Staff should avail themselves of available compensatory leave prior to availing casual or annual leave. 10.8.3 Staff who wish to take advantage of compensatory leave should obtain prior approval from his or her supervisor, and advise the Office Manager 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. 10.9 Compassionate Leave 10.9.1 Staff are entitled to Compassionate leave in the event of the serious illness or death of an immediate member of the staff member s family (spouse, parents, parent-inlaw and children). Compassionate leave provides for up to 5 working days of paid leave. Leave over the five days must be charged to annual leave, or taken as unpaid leave. 11. Separation 11.1 Resignation 11.1.1 A staff member who intends resigning should give at least one month of notice in writing to the Regional Director/Head of Office. 11.2 Payment for Unused Annual Leave 11.2.1 At separation only, staff will be entitled for payment at current salary for any unused annual leave up to a maximum of 30 days on the date of termination. 10
11.3 Retirement Age 11.3.1 Staff members are required to retire from IWMI at the age of 60 years. Female staff may retire at 55 years. Staff will normally retire on the last day of the month in which they reach the retirement age. 11.4 Redundancy 11.4.1 Continued 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. 11.5 Termination Allowance 11.5.1 If a staff position is terminated due to ill health, lack of specialized skills, or redundancy, in addition to any amounts owed by the staff member for earned salary, overtime, unused annual leave, pay in lieu of notice, etc., IWMI will pay a termination allowance calculated as follows: > Staff members with less than three years of service will receive 10% of his/her current basic monthly salary for each completed month of service; and > Staff members who have worked for three years or more will receive 15% of his/her current basic monthly salary for each completed month of service. 11.6 Unsatisfactory Performance 11.6.1 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. 11.7 Notice of termination 11.7.1 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 advance notice or salary and salary associated benefits in lieu of notice. Staff who have fixed-term contracts with effective dates prior to January 1, 2016 will receive six months notice of termination. Staff with new appointments or contract renewals effective on or after January 1, 2016 will be subject to 3 months notice. 12. Discipline and Disciplinary Procedure 12.1 IWMI s Code of Conduct sets forth the standards for staff conduct, action and behavior to ensure that the highest ethical and professional standards are met and maintained. Staff are expected to adhere to the Code of Conduct and behave responsibly and within IWMI policies at all times. 11
12.2 Disciplinary proceedings will result if staff members display unsatisfactory conduct, contravene IWMI policies and procedures, or neglect duties and obligations. 12.3 Detailed disciplinary policy and procedure is available on the Intranet. 13. Grievance Procedure 13.1 IWMI aims to provide fair treatment for all staff at work. Where staff grievances arise, IWMI tries to achieve resolutions that are acceptable and reasonable to all parties. 13.2 The first option is to manage the issue informally. 13.3 IWMI recognizes that in some circumstances formal procedure may need to be followed. Staff may refer the grievance policy and process on the Intranet for details. 12
Benefits and Allowances Appendix 1 Calculation of Overtime Overtime worked in the daytime on a regular working day shall be paid on the basis of one hundred and fifty percent (150%) of the hourly wages of a regular working day for each hour worked; Overtime worked at night on a regular working day shall be paid on the basis of two hundred percent (200%) of the hourly wages of a regular working day for each hour worked; Overtime worked in the daytime on a day of weekly rest or holiday shall be paid on the basis of two hundred and fifty percent (250%) of the hourly wages of a regular working day for each hour worked; and Overtime worked at night on a day of weekly rest or holiday shall be paid on the basis of three hundred percent (300%) of the hourly wages of a regular working day for each hour worked. If a staff member is assigned to work on night shift, he or she shall be paid an additional bonus of not less than fifteen percent (15%) of the regular hourly wages for each hour worked from 10:00 a.m. to 5:00 a.m. Meal Allowances Lao KIP Breakfast 25,000 Lunch 30,000 Dinner 30,000 Overnight Allowance Lao KIP 185,000/- per day (prorated) Transport Allowance Lao Kip 520,000/- per month Uniform Allowance Set of uniforms to comprise of 04 shirts/04 pairs of trousers and a pair of shoes. Cost to be reimbursed based on actual costs up to a maximum of Lao Kip 4,013,500. Maternity Allowance 60% of the monthly base salary as a lump sum payment Staff Loans Up to a maximum of four months base salary, or Lao Kip 16,064,000 whichever is lower, repayable in twelve (12) equal installments. Duration of contract as at date of loan should cover the 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 13
Fee for membership in Professional Associations (IWMI job related) US$250/- 14
Appendix 2 Medical, Life, AD&D and LTD Insurance Coverage A comprehensive Medical, Life, Accidental Death & Disability and Long-term Disability insurance coverage is provided through Cigna. Medical Insurance The medical insurance scheme through Cigna 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; 100% reimbursement in respect of medical ambulatory (requiring non-hospitalization) treatment & hospitalization; Preventive screening for babies and immunizations for children; Vision coverage eye examination and lenses (80%); Women s wellness; 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 Cigna) 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 Staff 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. 15
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. 16