Employee Handbook Sample Malaysia HR Forum v3

EMPLOYEE
HANDBOOK
This sample document is prepared by the Malaysia HR Forum

https://www.facebook.com/groups/MalaysiaHRForum
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Table of contents
1.0. Introduction
2.0. Message from Chief Executive Officer/Managing Director
3.0. Vision, Mission & Values
4.0. Code of Conduct
5.0. Hiring & Off-Boarding
6.0. Leave
7.0. Work Hours
8.0. Overtime
9.0. Resignation
10.0. Business Claims & Reimbursement
11.0. Bond
12.0. Discipline & Consequence Management
13.0. Probation
14.0. Side-line Work & Owner Interest
15.0. Friday Prayer
16.0. Flexible Work Arrangement (FWA)
17.0. Anti-Bribery & Anti-Corruption
18.0. Grievance Reporting & Management
19.0. Health, Safety & Environment (HSE)
20.0. Security
21.0. Medical Treatment
22.0. Freedom of Association
23.0. Prolonged Illness Leave (PIL)

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1.0. Introduction
This employment handbook contains terms, conditions of employment and procedures to be
followed within the Company. Employees must observe the terms, conditions and procedures
stipulated in this handbook to ensure a harmonious working environment.
 The Company reserves the right to review and change any terms, conditions or
procedures in this handbook as it deems fit. Changes will be communicated to
employees through normal Company’s channels e.g., notice boards, email.
 This handbook has been updated and is effective from 1 January 2023 and applies to
all Malaysian employees.
 The terms, conditions and procedures in this handbook supersede those published
earlier.
 This handbook is the property of the Company and must be returned to the Human
Resources Department upon the termination of service.
 If you have further questions or require clarification on any item, please contact the
Human Resources Department.
 Where the text of this handbook translated into Bahasa Malaysia or any other language
and is in dispute, then the English version shall prevail.

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2.0. Message from The Chief Executive Officer/Managing Director

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3.0. Company Mission, Vision and Values

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4.0. Code of Conduct
1.0. Compliance with laws

1.1. All employees must observe the company’s policies and the laws of Malaysia and
play an active role in protecting the company’s legality.
1.2. Employees are expected to be ethical and responsible while discharging their duty
and uphold the highest standard of ethics.
2.0. Respect in the workplace

2.1. Employees must respect their colleagues and be professional in their day-to-day
dealings be it in the workplace or outside.
2.2. The Company does not tolerate discriminator behaviour, harassment or
victimization.
2.3. Employees should conform to our equal opportunity policy in all aspects of their
work, from recruitment and performance evaluation to interpersonal relations.
3.0. Professionalism in the workplace

3.1. Employees shall observe the highest standard of professional conduct and always
conduct themselves with integrity and decorum and must not under any
circumstances commit any act or omission that would bring damages to the
Company, its property, reputation or general interest.
3.2. The Company does not tolerate behaviour that interferes with the employee’s
ability to perform his or her duties.
3.3. Use or effects of alcohol or illegal substances/drugs are not acceptable.
3.4. Participation in the political process is allowed, provided it does not interfere with
the employee’s work and position.
4.0. Company property and proprietary information

4.1. Employees shall treat all company’s property, whether material or intangible and
all its intellectual property with respect and care.
4.2. Maintain confidentiality and proprietary information such as product datasheet,
pricing, financial data, customer names/addresses or non-public information
about other companies, including current or potential suppliers and vendors.
4.3. Avoid misuse of company’s equipment or using it frivolously and avoid damage or
vandalism.
4.4. Safeguard and prevent abuse and unauthorized use of the company’s intellectual
properties and materials.
5.0. Dress Code

5.1. All employees must be clean and well-groomed. Grooming styles dictated by
religion and ethnicity are allowed so long as it is appropriate and does not offend
others.
5.2. All clothes must be work-appropriate and must project professionalism. Clothes
that are too revealing or inappropriate are not allowed.
5.3. All clothes must be clean, in proper condition and maintained adequate personal
hygiene.
5.4. Employees must avoid clothes with stamps that are offensive or inappropriate and
do not indicate or carry any political affiliation.

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6.0. Sexual Harassment
6.1. The following are prohibited by the Company;
6.1.1. Commenting on somebody's appearance, sexual orientation, or gender
in a derogatory or objectifying way, or in a way that makes them
uncomfortable.
6.1.2. Proposing, demanding, or insinuating sexual favours.
6.1.3. Sexual assault.
6.1.4. Creating or posting sexually offensive materials in the workplace.
6.1.5. Flirting at an inappropriate time, even if these advances would have
been welcome in a different setting. These actions can damage a
person's professional reputation and expose them to further sexual
harassment.
6.1.6. Flirting with somebody or pursuing them persistently against their will.
6.1.7. Using obscene comments, gestures, pranks, and jokes that degrade or
offend somebody.
6.1.8. Sending or displaying sexually explicit objects or messages.
6.1.9. Invading somebody's personal space, for example by touching them
inappropriately.
6.1.10. Threatening, coercing, stalking, or intimidating somebody to pressure
them to engage in sexual acts.
7.0. Conflict of interest

7.1. Employees are strongly prohibited from;
7.1.1. Use their position in the company for personal advantage.
7.1.2. Engage in activities that bring direct or indirect profit to the competitor.
7.1.3. Owning shares in a non-listed competitor.
7.1.4. Carrying out side-line activities that are not declared and carrying out
side-line jobs during work hours.
7.1.5. Using connections obtained through their position in the company for
private purposes.
7.1.6. Engage in any acts that are not in the company’s fundamental interest
be it directly or indirectly.
8.0. Gifts or Entertainment

8.1. Employees are not allowed to accept any form of gifts or favours from business
partners, contractors, suppliers, clients, customers or any other parties having
business dealings with the Company. This includes gifts to family members.
8.2. Employees shall not accept any gratuitous entertainment from any of the
Company’s clients, customers, suppliers, contractors or any party with whom
the Company has business dealings.
8.3. Gifts, entertainment or business courtesy cannot be offered to or accepted from
the government or political officials.
8.4. Employees shall not in any manner or form offer on behalf of the Company or
receive an offer of graft or a bribe for his/her benefit or the benefit of his/her
relatives or spouse.

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9.0. Whistleblowing
9.1. The Company encourages employees to report or disclose any improper
conduct by any employee, supplier, business partner, client or any parties that
have come to their knowledge which includes but is not limited to;
9.1.1. Fraud
9.1.2. Bribery
9.1.3. Abuse of Power
9.1.4. Conflict of Interest
9.1.5. Theft or Embezzlement
9.1.6. Misuse of Company’s Property
9.1.7. Non-Compliance with Procedure
9.2. Report should be expressed in writing to the Managing Director who is
designated as the person primarily responsible for oversight of this procedure.
Verbal reports will not be entertained.
9.3. A whistle-blower will be accorded the protection of confidentiality of the identity,
to the extent reasonably practicable. In addition, the employee who whistle
blows internally will also be protected against any adverse and detrimental
actions for disclosing any improper conduct committed or about to be
committed, to the extent reasonably practicable, provided is accorded even if
the investigation later reveals that the whistle-blower is mistaken as to the facts
and the rules and procedures involved.
9.4. Any anonymous disclosure will not be entertained. Any employee or member
of the public who wishes to report improper conduct is required to disclose
his/her identity to the Company for the Company to accord the necessary
protection to him/her. However, the Company reserves its right to investigate
any anonymous disclosure.
10.0. Work hours and tardiness

10.1. Employees must report for work at the assigned/scheduled work hours. The
immediate superior must be notified immediately if the employee is late to work.
10.2. Employees are prohibited from leaving work before the end of work hours
without the prior approval of their immediate superior.
10.3. Follow strict meal/break period.
10.4. An employee shall be deemed to have broken his/her contract if he/she has
been continuously absent from work for more than two consecutive working
days without prior notification, unless with a reasonable excuse for such
absence and has informed or attempted to inform his/her employer of such
excuse before or at the earliest opportunity during such absence.
11.0. Disciplinary actions

11.1. Employees are advised to adhere to the company’s policies the code of
conduct.
11.2. Failure to comply with the above shall result in disciplinary actions including
dismissal if found guilty. In some cases, suspension or demotion may be meted
out.
11.3. Legal action may have to be pursued in cases related to corruption, theft,
embezzlement or other unlawful behaviour.

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5.0. Hiring & Off-boarding
1.0. Hiring age

1.1. The minimum hiring age is eighteen (18) and the employee must have attained
the age of eighteen at the point of hiring.
1.2. Hiring employees post-retirement age of sixty (60) shall be on an annual fixed-
term contract basis.
2.0. Headcount approval

2.1. All requisitions for additional headcount shall be approved by the respective head
of department and the Managing Director.
2.2. The hiring manager shall justify the additional headcount required detailing the
need for the additional headcount, and the business case and provide an
organizational chart to illustrate the positioning of the requested headcount.
2.3. Completed personnel requisition form and an updated job description (JD) shall
be submitted to Human Resources Department to commence the hiring process.
2.4. The Human Resources Department shall reject any request for hiring if the above
conditions are not fulfilled.
2.5. Headcount approval is not required for replacement roles. However, the
personnel requisition form and the updated job description should be submitted
to the Human Resources Department.
3.0. Hiring type

3.1. All positions shall be hired permanently except for temporary positions and hiring
of employees post-retirement age.
3.2. Justification shall be provided for fixed-term hiring.
4.0. Hiring of disabled candidates

4.1. Disabled candidates shall not be disqualified or given lower priority so long as
the disability does not affect the performance of the candidates in the offered
position.
5.0. Pre-hire medical examination

5.1. Shortlisted candidates for hiring shall undergo a medical examination to
determine their fitness for employment. This may include screening for infectious
diseases.
5.2. The company does not discriminate against candidates with medical conditions
so long as it does not affect their work performance.
6.0. Hiring of former employees

6.1. Former employees may be considered for employment with the company
provided the termination of their previous employment with the company was not
on the grounds of misconduct or job abandonment and they have completed a
cooling period of six (6) months from the date of their last employment.
6.2. They shall be accorded the same status as a new employee and shall go through
the usual recruitment process and shall be considered as re-employed and not
as re-instated.
6.3. Former employees cannot be re-employed twice.
6.4. Company’s decision is final on whether a former employee should be re-
employed.
7.0. Interview and selection process

7.1. The company shall advertise all vacancies internally and externally.
7.2. Existing employees shall be given priority if they meet the job requirements.
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7.3. All positions shall go through the below sequence;
7.3.1. Initial shortlisting by Human Resources department
a) Human Resources department shall shortlist candidates from
various recruitment sources against the job description provided.
b) Shortlisted candidates may be required to undergo a candidate
profiling assessment which will be used during the interview process
to gauge the candidate’s suitability.
c) At least three (3) candidate profiles shall be provided to the hiring
manager that fits the role.
d) Hiring manager shall provide reasons for rejecting the candidate
profiles to improve the selection process. The hiring manager shall
be requested to review and refine the job description.
7.3.2. Interview process
a) Hiring manager shall conduct the first interview and final interview
by the Head of Department.
b) For Managerial positions, the Managing Director may be involved in
the interview process on a need basis.
7.3.3. Post-interview process
a) Successful candidates must complete a mandatory background
screening by an appointed third-party screening services provider.
b) In addition to the above, the Company may conduct professional
reference checks and employment verification on the top
candidates based on the results of the candidate evaluation forms
completed by the interviewers. A minimum of three professional
references are required from each candidate.
c) Subsequently, the successful candidate shall be made an offer in
writing by the Company.
7.3.4. Reporting date
a) The Candidate’s reporting shall be finalised by the candidate and
Human Resources Department.
b) For urgent positions, the hiring manager may request in writing to
buy off the candidate’s notice period which shall require the
Managing Director’s approval.
c) Should an employee fail to report to work on the stipulated reporting
date and fail to notify the company, the employee is deemed to be
no longer interested in the position and the company shall resource
for the positions. A new headcount approval is not required.
8.0. Employee Referral Programme

8.1. The Company provides a referral incentive for candidates introduced by the
employee and is subsequently hired by the company subject to the following
criteria;
a) Candidate referral shall be made directly to the Human Resources
Department.
b) Candidate meets the requirements for the job and conditions spelled out
in this policy.
c) Candidate has not applied to the company directly or indirectly in the
past six (6) months.
d) Candidates were not employed by the Company before being referred
and were not engaged by its subcontractor or agencies engaged by the
Company.
e) Candidates are not referred by the hiring manager.

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8.2. The below incentive is offered for successful referrals
a) Non-Executive roles: RM X,XXX (50% upon hiring and 50% upon being
confirmed).
b) Executive roles: RM X,XXX (50% upon hiring and 50% upon being
confirmed).
c) Managerial roles: RM X,XXX (50% upon hiring and 50% upon being
confirmed).
8.3. The Company may introduce other conditions from time to time. The Company
shall have the right to reject any cases at its sole discretion if the referral is found
to have infringed the conditions of this policy or if there is an intention to cheat
the company.
9.0. Hiring of expatriates and foreign workers

9.1. Hiring of expatriates and foreign workers shall comply with the guidelines and
regulations of the Malaysia Immigration or Labour Department.
9.2. Local employees shall always be given priority unless such skill or talent is not
available locally.
9.3. There shall be no discrimination in treatment and salary between local
employees and foreign employees except for benefits that are accorded to them
as per the company’s compensation and benefits policy.
10.0. Hiring of spouse, family members and close relatives of an existing employee
10.1. Employees are free to introduce family members and close relatives to the
Company.
10.2. Hiring of a spouse, family members or close relatives is permitted, provided the
following conditions are met;
10.2.1. There is no solid-line or dotted-line reporting between the employee and
his/her spouse, family members or close relatives.
10.2.2. Both the employee and his/her spouse, family members or close
relatives are not placed in the same department unless in special
circumstances approved by the Management.
10.2.3. No potential conflict of interest arises by such hiring as determined by
the Company.
10.2.4. Such hiring is declared upfront during the hiring process and shall be
approved by the Management before a formal offer is made.
10.2.5. Not holding a job portfolio that may give rise to partiality.
10.2.6. One is not in a sensitive or confidential position.
10.2.7. If any of the last 2 of the above situations occurs after employment, then
one or both the parties concerned will be transferred out from their
posts.
10.3. Any Employee who conceals disclosure of information regarding the hiring of
his/her spouse, family members or close relatives shall be subjected to
disciplinary actions which may include dismissal if found guilty.
10.4. Should there be a future change in organization that may result in the employee
and his/her spouse, family members or close relatives being placed in the same
department, the Company reserves the right to transfer any one of the spouses,
family members or close relatives to other department or other roles. Any
employee who refuses such transfer may be deemed to be insubordinate and
subject to disciplinary actions which may include dismissal if found guilty.

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11.0. Academic Qualification
11.1. The company accepts academic qualifications and certifications that meet the
below criteria;
11.1.1. For qualifications and certifications offered and issued in Malaysia that
are approved and recognised by the Malaysian Government.
11.1.2. For qualifications and certifications offered and issued in any country
that is approved and recognised by the Government of the awarding
country.
11.1.3. The company reserves the right to reject any qualifications and
certification that does not meet the above criteria or in its opinion such
qualification or certification is not genuine or has been obtained
illegitimately.
11.1.4. Should an employee provide false information and is subsequently
hired, the company shall take necessary disciplinary action including
dismissal if found guilty.
12.0. In-hiring salary

12.1. The in-hiring salary shall meet the company’s pay philosophy and internal and
external equities.
12.2. The in-hiring salary shall be determined based on the candidates’ qualifications,
skills, experience and knowledge that is critical to the position offered.
13.0. New employee onboarding programme

13.1. Newly hired employees must go through the new employee onboarding
programme on their first day of employment.
13.2. Failure to complete the new employee onboarding programme shall result in
the employee not being confirmed in their position.
13.3. Employee or his/her superior may request for a delay with valid reason and
shall be approved by the Head of Human Resources Department.
14.0. Off-boarding process

14.1. Employees intending to resign from the company must provide a notice period
as stated in the employment contract or pay-in-lieu of notice.
14.2. Employees must fill in the employee separation form to notify Human
Resources of their intention to resign. A personal resignation letter is optional.
An acceptance of the resignation letter will be provided by Human Resources
Department.
14.3. Resigning employees will be required to undergo an exit interview facilitated by
the Human Resources Department.
14.4. Resigning employees will be required to hand over company-assigned
properties, the employee badge and other tools provided on the last day of
employment.
14.5. Final wages less owing to the company (if any) shall be no later than the next
day after the cessation of employment or at any date upon obtaining clearance
from the relevant authorities such as the tax department.
15.0. Retirement Age

15.1. The Company’s retirement age aligns with the minimum retirement age
provided in the Minimum Retirement Age Act.
15.2. Employee shall be officially retired upon attaining the minimum retirement age
specified above.

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6.0. Leave
1.0. Annual Leave

1.1. Employees shall be entitled to paid annual leave on a calendar year basis as
follows:
Years of Services
Entitlement (Days)
More than or equivalent to Less than
0 2 8
2 5 12
Above 5 16
1.2. Employee who has not completed a full year of service as of 31 December shall
be entitled to proportionate annual leave for the employment period served.
Annual leave can be taken based on the earned basis upon commencement of
employment.
1.3. Employees must submit their leave request three (3) days in advance.
1.4. Carry Forward
a. Employees may carry forward a maximum of five (5) days unutilised
annual leave, which must be cleared by the end of the first quarter of
the following year. Any unutilised annual leave beyond that permitted
date shall be forfeited.
1.5. Resignation of Employees (all job grades)
a. Unutilised earned annual leave shall be paid and subject to relevant
statutory regulations (if any).
2.0. Unpaid Leave

2.1. An employee who is not entitled to any annual leave or does not have accrued
leave or has exhausted his/her annual leave entitlement may apply for unpaid
leave by submitting their application at least three (3) days in advance before
the commencement of such leave.
2.2. Approval of unpaid leave shall be at the Company’s discretion depending on
the exigency of service or nature of the application.
3.0. No-Pay Leave (also Known as Absenteeism)

3.1. Employee who fails to report to work without approval shall be put on no-pay
leave and shall be subject to disciplinary actions.
4.0. Replacement Leave

4.1. The Company may provide replacement leave for reasons such as work
beyond normal days of work or work on a public holiday or other business
exigencies or when an employee performs work during business travels during
a public holiday or for other business reasons for employees who are not
entitled to overtime.
4.2. All replacement leave must be utilised within ninety (90) days from the date of
such work performed. Failing to utilise the replacement leave within the said
period would result in the leave being forfeited.

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5.0. Emergency Leave
5.1. Emergency leave shall apply for leave without notice.
5.2. Should an employee need to take an emergency leave, they must notify the
company before the commencement of work hours and submit the leave
application form within forty-eight (48) hours upon returning to work.
5.3. Leave approved shall be treated as annual leave. Should the employee have
insufficient annual leave, it shall be treated as unpaid leave.
6.0. Paternity Leave

6.1. Male employees shall be entitled to paternity leave of seven (7) consecutive
days in respect of each confinement and restricted to five confinements
irrespective of the number of spouse subject to the following conditions;
a. Married, and
b. Has been employed by the company at least twelve (12) months
immediately before the commencement leave, and
c. Have notified the Company of the pregnancy of his spouse at least thirty
days from the expected confinement or as early as possible after the
birth.
6.2. The consecutive days shall include off-day(s) and rest day(s).
6.3. Employees who choose to delay the commencement of the paternity leave
must obtain approval from the company 48 hours before the commencement
of the confinement period.
6.4. The paternity leave must be a block leave without any break.
7.0. Marriage Leave

7.1. The company provides three (3) days of marriage leave for all confirmed
employees for the first legal marriage.
7.2. A copy of the marriage certificate shall be furnished to Human Resources
Department upon returning to work.
8.0. Compassionate Leave

8.1. The company provides compassionate leave of three (3) days per calendar
year for all confirmed employees for the following reasons;
a. Death of immediate family members. (Immediate family members are
defined as father, mother, sister, brother, legal child, grandfather,
grandmother, father-in-law, mother-in-law or in cases where there is a
legal guardian relationship). A copy of the death certificate shall be
furnished along with the leave application form upon returning to work.
Failure to submit a valid copy of the death certificate shall result in
rejection of the leave and the employee shall be required to apply for
annual leave or unpaid leave.
b. Fire or flood at one (1) registered residence with the company.
c. Other compassionate reasons shall be decided at the company’s
discretion.

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9.0. Sick Leave
9.1. Employees shall be entitled to paid sick leave on a calendar year basis as
follows:
Years of Service
Entitlement (Days)
More than or equivalent to Less than
0 2 14
2 5 18
Above 5 22
9.2. When an employee falls sick during annual leave, the annual leave shall be
deemed to have not been taken.
9.3. When an employee falls sick during a public holiday or any other day
substituted for a public holiday, the employee shall be granted another day as
a paid holiday in substitution for such public holiday or the day substituted for
a public holiday.
9.4. Employee must immediately inform his/her department manager or supervisor
when he/she is granted sick leave by a registered medical practitioner. The
original copy of the medical certificate must be submitted to the department
manager or supervisor within forty-eight (48) hours of commencement of such
sick leave or where it is impossible, the copy of the medical certificate shall be
submitted electronically.
9.5. A copy of the sick leave certificate shall be furnished along with the leave
application form upon returning to work. Failure to submit a valid copy of the
sick leave certificate shall result in rejection of the application and the employee
shall be required to apply for annual leave or unpaid leave and shall be subject
to disciplinary actions.
10.0. Hospitalisation Leave

10.1. Employees shall be eligible for paid hospitalisation leave of sixty (60) days if
they are hospitalized or deemed ill enough but are not hospitalised, for any
reason as advised or certified by a medical practitioner.
10.2. When an employee is hospitalised during his/her annual leave, the annual
leave shall be deemed to have not been taken.
10.3. When an employee is hospitalised during a public holiday or any other day
substituted for a public holiday, the employee shall be granted another day as
a paid holiday in substitution for such public holiday or the day substituted for
a public holiday.
10.4. Employee must immediately inform his/her department manager or supervisor
when he/she is hospitalised or granted hospitalisation leave by a registered
medical practitioner. The original copy of the medical certificate must be
submitted to the department manager or supervisor within forty-eight (48) hours
of commencement of such hospitalisation leave or where it is impossible, the
copy of the medical certificate shall be submitted electronically.
10.5. A copy of the hospitalisation leave certificate must be furnished along with the
leave application form upon returning to work. Failure to submit a valid copy of
the hospitalisation leave certificate shall result in rejection of the application
and employee shall be required to apply for annual leave or unpaid leave and
shall be subject to disciplinary actions.

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11.0. Business Trip, Training and Seminar
11.1. Employees who undertake business trip or participates in training or seminar
are required to apply for business trip leave at least seven (7) days prior to the
commencement of such business trip.
11.2. For business trips during public holiday(s) or rest day(s), clause 4.0 shall apply.
12.0. Public Holiday Leave

12.1. Employee shall be entitled to fifteen (15) public holidays each calendar year as
follows;
a. National Day (1 Day)
b. Malaysia Day (1 Day)
c. King’s Birthday (1 Day)
d. Sultan/Governor’s Birthday (1 Day)
e. Labour Day (1 Day)
f. New Year (1 Day)
g. Hari Raya Puasa (First Day)
h. Hari Raya Puasa (Second Day)
i. Hari Raya Haji (1 Day)
j. Awal Muharram (1 Day)
k. Wesak (1 Day)
l. Deepavali (1 Day)
m. Christmas (1 Day)
n. Chinese New Year (First Day)
o. Chinese New Year (Second Day)
12.2. Company shall notify all employees of any changes to the above.
12.3. Should any of the said gazetted public holiday fall on a rest day or another
public holiday, the working day following immediately the rest day or the other
public holiday shall be a paid holiday in substitution of the first mentioned public
holiday.
12.4. Where any public holidays fall on an off day, there shall be no replacement
public holiday.
12.5. Should a public holiday fall on the day when an employee is on paid maternity
leave, paternity leave, compassionate leave, sabbatical leave and prolonged
illness leave, the Company will not grant the employee another day off or pay
in place of the public holiday as the wages paid includes the public holiday pay.
12.6. Should a public holiday fall on the day when an employee is on unpaid leave,
the Company will not grant the employee another day off or pay in place of the
public holiday.
12.7. Employees who absent themselves from work on a working day immediately
preceding or succeeding any paid public holiday(s) or any days substituted
thereof without prior consent from the Company or without acceptable reasons
shall not be entitled to the pay for such holiday(s) or consecutive holiday(s) as
per Employment Act 1955.
12.8. Subsections 60D (3) and 60D (4) of the Employment Act 1955 shall apply to
those eligible for work done on a public holiday or a replacement public holiday.
12.9. Employees who work on a public holiday and are not eligible under subsections
60D (3) and 60D (4) of the Employment Act 1955 shall be replaced with paid
leave in replacement thereof.
12.10. Should a public holiday be declared under Section 8 or section 9 of the Holidays
Act 1951, the Company may replace the said public holiday by granting another
day as a paid public holiday in substitution. The Company shall decide on such
replacement within seven (7) days after the announcement of the said public
holiday by the Government. Employees shall be required to work as usual on

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the said public holiday unless they are informed otherwise (this clause is for
companies that observe all gazetted public holidays).
12.11. Public holiday during a business trip
a. Should a public holiday fall on a working day at home state during a
business trip, and it is not a public holiday at the intended location of
the business trip, the Company shall grant the affected employee any
other day as a paid public holiday in substitution for the said public
holiday.
b. Should a public holiday be declared at the intended location of a
business trips and it is a public holiday in the home state during a
business trip, such a public holiday will not be replaced.
c. Should a public holiday be declared at the intended location of the
business trip while the employee is traveling to the said location and
it is not a public holiday at the home state, the employee shall notify
the Company immediately and make necessary arrangements to
return to their home state within the earliest possible timeframe. The
loss of working hours/day(s) due to this situation shall be deemed as
business trip leave.
13.0. Maternity Leave

13.1. All female employees are eligible for ninety-eight (98) days of maternity leave
for the first five (5) living child subject to the conditions below:
a. Has been employed by the Company for a period of, or periods
amounting in the aggregate to, not less than ninety days during the nine
months immediately before her confinement; and
b. Has been employed by the Company at any time in the four months
immediately before her confinement;
c. Any other conditions of maternity leave stipulated in the Employment
Act 1955 shall apply.
13.2. An employee may opt to commence her maternity leave earlier, subject to the
advice of a registered medical practitioner.
13.3. The employee may, with the consent of her employer, commence work at any
time during the eligible period if she has been certified fit to resume work by a
registered medical practitioner.
13.4. Employee who commences work before the end of their confinement period
and is eligible for maternity allowance shall choose any of the below options
concerning their maternity allowance:
a. Continues to receive maternity allowance for the remaining eligible
period.
b. Convert the maternity allowance for the remaining eligible period into
annual leave. This annual leave must be utilised within twelve (12)
months from the day of commencement of work after confinement.
Unutilized leave cannot be converted into a cash payment.
14.0. Study/Examination Leave
14.1. The company provides paid study or examination leave for all employees.
14.2. The employee shall be eligible for a maximum of five (5) days per calendar year
for a maximum period of four (4) years subject to the initial duration of the
programme.
14.3. This leave can be taken for exam preparation or examination purposes. Proof
of examination must be furnished during the application period.
14.4. Employees can only utilise this leave once in their employment lifetime.
14.5. To qualify for this leave, the employee must notify the Company on the
programme upon receiving the admission or acceptance letter.
14.6. The Company may impose other conditions when approving this leave.
Page 17 of 59
7.0. Work Hours
1.0. All work arrangements shall comply with Employment Act 1955.
2.0. Employees shall be entitled to one (1) rest day every seven (7) days or every work
week.
3.0. The company reserves the right to revise the work hours, work days including rest
days at its discretion to meet business needs.
4.0. Should any changes to the company’s work hours or shift pattern be made, all
employees will be notified via company memo and a copy shall be posted on the
notice board.
5.0. The work patterns are as follows.
Shift Work Specify your shift hours here and break time here
Other details
a) Basic work hours of X hours per day (total 45 hours) per
week including/excluding breaks.
b) Please state the break hours here
c) If there is overtime work, please specify the overtime hours
d) Work on rest, off days and public holidays, if any, shall be
paid as per the rates stipulated in Employment Act 1955.
Office Hours Mondays – Fridays
9.00 am – 6.00 pm excluding one (1) hour lunch break.
5 days’ work
Other details
The company may extend the basic work hours to forty-five (45)
hours per week excluding breaks at its discretion and employees
shall be notified on such changes.

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8.0 Overtime
1.0. Eligibility
1.1 Overtime payment applies to the following employees:
a. Wages up to RM 4,000 per month.
b. Engaged in manual labour irrespective of wages.
c. Engaged in operations or maintenance of any mechanically propelled vehicle
irrespective of wages.
d. Supervising or overseeing other employees engaged in manual labour
irrespective of wages.
1.2 The overtime policy shall not apply to:
a. Non-manual workers with wages above RM 4,000 per month.
2.0. Approval
2.1. Overtime is worked at the employer’s request and is subject to the contractual
terms of employment.
2.2. Approval from the immediate superior must be obtained before overtime work
is performed.
2.3. Company may consider overtime work invalid if the overtime work performed
is not requested or approved by the Company.
3.0. Other conditions

3.1. The company does not practice overtime of work of less than one (1) hour. As
such, all overtime work performed shall be for a minimum of one (1) hour in
order to qualify for overtime pay.
3.2. All overtime calculations and submissions shall be based on a ‘one-hour’ block.
Any employee who agrees to work overtime must complete either one (1), two
(2) or three (3) hours block overtime.
3.3. An employee shall not work more than twelve (12) hours per day including
overtime hours.
4.0. Calculations and cut-off

4.1. The calculation of the ordinary rate of pay (ORP) and hourly rate of pay (HRP)
shall be based on the following formula: -
Ordinary rate of pay (ORP) Hourly rate of pay (HRP)
Monthly rate of pay Ordinary rate of pay
26 Normal hours of work
4.2. The normal hours of work adopted by the company is 7 hours and 30 minutes
per day, Mondays to Saturdays.
4.3. All work done beyond normal hours of work shall be compensated at the
following rates
Overtime or work done on Rate of pay
Hours after normal hours of work
Normal Day 1.5
(Maximum of 4 hours)
Normal Hours (first 8 hours) 1.5
Off Day
Subsequent hours (next 4 hours) 1.5
Rest Day
Public Holiday
Page 19 of 59
9.0. Resignation
1.0. Notice of Resignation

1.1. The Company’s notice period is as follows:
a. During probation: Two (2) weeks’ wages or by paying two (2) weeks’
wages as indemnity in lieu of notice in the event the contract of service
is terminated without notice or without waiting for the expiry of the notice
period.
b. Upon confirmation: Four (4) weeks’ wages or by paying four (4) weeks’
wages as indemnity in lieu of notice in the event the contract of service
is terminated without notice or without waiting for the expiry of the notice
period.
1.2. Employees are not required to assign any reason whatsoever if they intend to
resign from their employment with the company.
1.3. Employees are encouraged to provide full notice to facilitate a smooth transition
out of the organization and for smooth handover processes.
1.4. Should the employee fail to provide the required notice or indemnify the
company for the unexpired term of the notice period not served, the company
shall have the right to claim a sum equal to the amount of wages that would
have accrued to the employee during the period of such notice or during the
unexpired term of the notice period.
1.5. The Company does not practice the application of unpaid leave during the
notice period.
2.0. Forced Resignation

2.1. Employees have the right to resign when they want and at their own free will.
2.2. Forced resignation (or constructive dismissal) must not occur at any time.
Specifically, the following actions are prohibited:
a. Creating a hostile or unpleasant environment.
b. Demanding or coaxing an employee to resign.
c. Victimizing, harassing or retaliating against an employee.
d. Taking adverse actions (e.g. demotions, increased workload)
unofficially, outside of the disciplinary process, to force an employee to
resign.
3.0. Separation Form

3.1. Employees are required to submit the Separation Form to their immediate
superior.
3.2. The effective date of the resignation shall be the date the signed form is
submitted to the immediate superior.
3.3. Verbal resignation will not be entertained.
3.4. Employees are free to submit a resignation letter in addition to the Separation
Form.
3.5. The Human Resources Department will provide an official acceptance of
resignation no later than seven (7) calendar days upon the receipt of the duly
completed Separation Form.

Page 20 of 59
4.0. Final Wages
4.1. The company shall release the final wages including encashment of unutilised
earned leave less;
a. any lawful owing to the company
b. any tax arrears or tax to be paid due to cessation of employment or other
payment under relevant statutory regulations
4.2. The remaining wages shall be paid no later than the next day after the
cessation of employment or at any date upon obtaining clearance from the
relevant authorities such as the tax department.
5.0. Encashment of Unutilised Earned Leave

5.1. Employees shall be eligible for encashment of their unutilised earned leave and
shall be paid together with their final wages and shall be subject to any
prevailing tax and statutory regulations.
6.0. Bonus
6.1. Employee shall be entitled to any bonus/bonuses declared by the company
including contractual bonus, if any, provided the employee is still serving the
company including while serving notice at the time of the pay out of such
bonus/bonuses.
6.2. Employee shall not be entitled to any bonus/bonuses declared by the company
including contract bonus, if any, if the employee ceases to be an employee with
the company at the time of the pay out of such bonus/bonuses.
7.0. Rescission of Resignation

7.1. Employees may seek to rescind their resignation before the form is submitted
to Human Resources Department. A decision on whether to grant such a
request shall rest with the immediate superior.
7.2. Employees will not be allowed to rescind a resignation once the resignation has
been confirmed by the Company. However, there the company may consider
exceptional cases.
7.3. Employees who wish to discuss concerns about their continued employment
before making a final decision to resign are encouraged to speak to their
immediate superior or with the Human Resources Department.
8.0. Eligibility for Rehire

8.1. The company’s policy on rehiring allows employees to be rehired once.
8.2. Employees who resign in good standing under this policy and whose
documented performance is above average under the organization’s
performance management system may be considered for reemployment after
a cooling period of six (6) months.
8.3. Former employees will be considered for open positions along with all other
candidates.
8.4. Former employees who apply for reemployment shall be treated as new
employees for purposes of entitlement of seniority-related benefits.

Page 21 of 59
9.0. Clearance Process
9.1. Resigning employees will be required to complete the clearance process to
ensure that all tools and equipment are returned.
9.2. Employees who fail to return any company property will be deemed ineligible
for rehire and may be subject to legal proceedings and may have their final
wages withheld.
9.3. Employee shall be provided a signed copy of the clearance process form as an
acknowledgment of successful clearance process.
10.0. Exit Interview

10.1. Resigning employees will be scheduled for an exit interview by the Human
Resources Department during the final week to provide an opportunity to
discuss any questions or concerns related to employment with the Company.
10.2. The exit interview is voluntary and refusal to participate won’t result in any
problems for an employee, or their access to references or jeopardize the
chances for re-employment or any unemployment benefits they may be entitled
to.
10.3. It is the company’s wish to seek input to enhance the company’s people
practices.
11.0. Ongoing Obligations

11.1. It is important for employees to remember that the below shall remain valid and
binding even after leaving the company.
a. Confidentiality and data protection policies.
b. Trade secrets.
c. Any knowledge and information on the company and its products or services
that are not available in the public domain.
d. Items mentioned in any Non-Disclosure Agreement (NDA) signed during the
employment period.
11.2. The Company may initiate legal action against any former employee if they
divulge the above without written consent from the company.

Page 22 of 59
10.0. Business Claims & Reimbursement
1.0. The Company shall reimburse employees for out-of-pocket or any other business-
related expenses incurred by the employee subject to conditions spelled out in this
policy.
2.0. The types of reimbursable expenses are as follows but are not limited to;
a. Travel for business purposes including local transportation (based on approved
travel mode/arrangement and approved travel entitlements)
b. Conference fees
c. Medical treatment incurred during business trips
d. Accommodations while attending meetings, conferences and other business
purposes
e. Office supplies
f. Approved software or equipment required for work
g. Professional certification/membership fees
h. Parking and toll
i. Mileage
j. Work-related outings, meals, or entertainment
k. Any other expenses approved by the company
3.0. The non-reimbursable expenses are as follows but are not limited to;
a. Lost personal property
b. Unauthorized meals/entertainment
c. Fines incurred
d. Pay-per-view TV and newspapers
e. Unofficial calls/communication charges
f. Unauthorized flight upgrades, accommodations, etc.
g. Expenses for spouses who accompany employees on business trips
h. Personal purchases
i. Expenses incurred by a spouse or other non-employee
j. Meals or entertainment during unauthorized business meetings
k. Ad-hoc expenses that have not been approved prior to it being incurred
l. Mini-bar contents
m. Visit to tourist attractions or entertainment outlets
n. Laundry unless for business travel exceeding five (5) days
o. Unauthorized gifts of any type.
p. Any expenses that are not listed in this policy and without prior approval from
immediate superior.
4.0. Employees should always seek clarification before incurring a work-related expense
where reasonably possible and needed except for routine expenses that is incurred
due to the nature of the job/tasks.
5.0. For ad-hoc expenses, prior approval from superiors shall be obtained before incurring
a work expenses. Employee shall state justification for such expense and shall be
supported by immediate superior. This will facilitate a smooth approval process upon
submission of such claims.
6.0. All expenses shall follow prescribe limits based on prevailing company
policies/guidelines/practices unless prior approval has been obtained from superior or
approving parties such as Human Resources or Finance Department.

Page 23 of 59
7.0. For special cases, the approval of the Managing Director is required prior to the
reimbursement of expenses. This includes the above budget cost incurred or any
expenses that are not covered in this policy.
8.0. Employees are encouraged to avoid overspending or incurring unnecessary costs

unless unavoidable. Employees are advised to keep their immediate superior notified
of such expenses.
9.0. Expenses incurred in foreign currencies shall be reimbursed based on prevailing

exchange rates provided by Bank Negara Malaysia at the time of processing of the
claims. The Company shall not be held responsible for any loss of value due to
fluctuating exchange rates.
10.0. Employees shall be required to submit all claims within seven (7) working days after
the expenses are incurred or seven (7) days upon returning to the company.
Submissions exceeding seven (7) days shall be justified and shall be subject to
approval by Managing Director. Employees are advised to submit the claims promptly.
11.0. All claims shall be made with a duly completed Expense Claim form along with original
receipts. An incomplete claim form or absence of receipt(s) shall render the claim
rejected or not paid in full. Photocopies of receipts are permitted in situations where
original receipts are lost or were not provided to the employee.
12.0. All claims for reimbursement shall be first approved by the immediate superior before
submission to Human Resources for final approval before reimbursement is made.
13.0. Entertainment expenses shall be on a ‘need to’ basis and must not be carried out
indiscriminately, excessively or in a lavish manner. In an exceptional case, where the
employee is asked to entertain clients, visitors or government officials, prior approval
shall be first obtained from the immediate superior unless in unavoidable
circumstances. Entertainment expenses involving dignitaries or political office holders
shall be approved by the Managing Director.
14.0. Where applicable, statutory contributions and/or tax deductions shall be made in
accordance with prevailing regulations/laws.

Page 24 of 59
11.0. Bond
1.0. Bondable Benefits
1.1. The benefits below shall attract a bond with the company;
1.1.1. Trainings
1.1.1.1. Training courses and programmes including but not limited
to in house trainings, external trainings, professional
certification trainings, trainings at other entities of the
company/group of companies, trainings by vendors or any
training sponsorships extended to an employee.
1.1.1.2. Trainings related to knowledge, product, equipment,
technology or project transfer, locally or abroad.
1.1.2. On-the-job (OJT) Trainings
1.1.2.1. For an internal OJT programme without an established
training fee, the duration of the training shall determine the
bond period.
1.1.2.2. For an external OJT programme without an established
training fee but with the cost incurred to attend the training,
the cost incurred shall determine the bond period. The
Company may also elect to use the OJT period instead to
determine the bond period at its discretion.
1.1.2.3. For an OJT programme with an established training fee
whether done internally or externally, the cost of the training
along with the cost incurred to attend the training shall
determine the bond period. However, the company reserves
the right to use the OJT training duration instead of the
training cost to determine the bond period.
1.1.3. Professional Membership Fee or Statutory Required
Licences/Competencies
1.1.3.1. All costs expanded by the company to enable the employee
to acquire professional memberships or statutory required
licenses or competency certification that is required to
perform their duties. This shall include the cost of training (if
applicable) and any other associated cost.
1.1.4. If an employee fails to complete any programme or training for
whatsoever reason, the employee must immediately reimburse the
company the full sum that had been expended by the company.
1.1.5. Sign-on Bonus, Relocation Cost
1.1.5.1. All hiring-related costs such as sign-on bonus and any one-
off relocation cost.
1.1.5.2. The conditions of the bond shall be made known to the
employee or shortlisted candidate before granting such
benefit failing which the bond shall no longer apply. For the
avoidance of doubt in this case, the bond shall no longer be
applicable once the employee has received the benefit or
has commenced a training programme.

Page 25 of 59
1.1.6. Retention Bonus
1.1.6.1. Retention bonus that is awarded to selected employees.
1.1.7. Academic programmes that are not mandatory for the performance of
the job by an employee such as a Certificate, Diploma, Degree, Masters
or Doctorate Programmes.
1.1.8. Any other benefits decided by the company.
2.0. Non-Bondable Benefits

2.1. The benefits below are excluded from this policy;
2.1.1. Notice Period Buy-Off
2.1.2. Housing Allowances
2.1.3. Any other benefits decided by the company
3.0. Definition of Cost

3.1. The below items are defined as costs in determining the bond value
3.1.1. Training or course fee
3.1.2. Travelling cost and travelling allowances
3.1.3. Any cost expanded under the company’s business travel policy
3.1.4. Hotel or any cost of accommodation
3.1.5. Clothing costs such as winter clothing for overseas training
3.1.6. Books and training materials
3.1.7. Exam or certification fee
3.1.8. Registration fee
3.1.9. Laboratory, research and research materials and equipment fee
3.1.10. Other costs defined by the company
3.2. The below items are not defined as cost
3.2.1. Deposits
4.0. Bond Duration

4.1. The duration of the bond shall be subject to the below;
4.1.1. Cost of benefit extended to the employee
Total cost of the benefit Bond period
Below RM 5,000 No Bond
Above RM 5,000 but below RM 10,000 12 months
Above RM 10,000 but below RM 20,000 24 months
Above RM 20,000 36 months
4.1.2. For OJT Programmes

OJT Duration Bond period
Less than four (4) weeks No Bond
More than four (4) weeks but less than twelve (12) weeks 24 months
More than twelve (12) weeks 36 months
Note : 1 month is defined as thirty (30) days in determining the bond period.

Page 26 of 59
5.0. Guarantor
5.1. An employee or a candidate offered employment with the company shall be
required to name two (2) guarantors for any bond amount that exceeds RM
30,000.
5.2. In a situation the employee is unable to provide guarantors, the decision to
grant the benefit shall be subject to the company’s discretion.
5.3. Other conditions;
5.3.1. Should the employee be subjected to a second or more bond, the
employee shall provide different guarantors.
5.3.2. When an employee has worked for two (2) years or more with the
company, at least one (1) guarantor must be a fellow employee.
5.3.3. When an employee has worked for less than two (2) years with the
company, the employee can name any outsiders as his/her guarantors.
5.3.4. The guarantor must show evidence of their ability to stand as a
guarantor. The company may require certain financial records to
determine the credit worthiness of the guarantor failing which the
company may request a new guarantor.
6.0. Bond Period

6.1. For training-related bonds, the bond period shall begin on the next working day
after the last day of the training or examination or upon the completion of the
programme or when upon attaining the certification or license or at any date
stipulated in the bond agreement, whichever is later.
6.2. In the event the employee fails to satisfy the passing requirements of any
undertakings, the bond period shall take effect after the employee has
completed it successfully.
6.3. Should an employee attend further training courses/programmes/certifications
or receive other benefits while serving a bond, the employee shall be subjected
to a new bond and shall be treated as a new bond altogether. This would mean
the employee will serve two (2) or more active bonds at any one time.
6.4. Where an employee has more than one (1) bond, the employee’s bond period with
the company shall end at the expiry of the most recent bond.
7.0. Failure to Complete Bond Period

7.1. If the employee fails to complete at least 50% of the bond period for whatsoever
reason, then he/she must immediately reimburse the company the full bond
amount.
7.2. If the employee fails to complete the bond period for whatsoever reason, after
having served 50% or more of the bond period, then he/she must immediately
reimburse the company proportionately the sum in respect of the uncompleted
service. For example, if an employee is on a twenty-four (24) month bond and
decides to resign from the company at the end of the 15th month while serving
the bond period, then the reimbursement shall be: (9/24) x full bond amount.

Page 27 of 59
8.0. Cancellation/Release from Bond
8.1. Request for cancellation/release from the bond can be made in writing to the
company along with justifications and support from the head of the
department.
8.2. Any request for cancellation of release from a bond shall be subject to the
company’s written decision. The company may impose other conditions
instead.
9.0. Other Conditions

9.1. Employees on probation are allowed to attend training or programmes or
receive any benefits that subject them to a bond, however, the bond does imply
that the company will confirm them at the end of the probation period.

Page 28 of 59
12.0. Discipline & Consequence Management
1.0. Definition of misconduct
a. Misconduct is an act or omission which violates or affects the employee’s
expressed or implied obligations to the Company.
a. The misconduct must be related to the employees’ duties or work or his/her
position as an employee of the Company both within the Company’s premises
or outside.
b. Act or behave in a way that affects the Company’s image or reputation both
directly or indirectly outside of the Company’s premise.
2.0. Types of misconduct

2.1. Tardiness, punctuality, attendance and mannerism at work
a. Tardiness at work or at keeping appointments including being late to
meetings without prior notification.
b. Reporting to work late.
c. Absent to work or absence from authorized workplace during work hours.
d. Leaving the Company premises during working hours without approval
from Immediate Superior.
e. Taking breaks that are longer than authorised.
f. Failure or refusal to attend scheduled meetings, trainings, workshops or
any engagements without apologies or without sending an authorised
representative (where applicable).
g. Not turning up for overtime work after having agreed to do so.
h. Playing games on computer or mobile device during work hours.
i. Behaving in a boisterous manner that disturbs the work environment
during work hours.
j. Engaging in horse play with others during work hours.
k. Sleeping while on duty.
l. Failure to scan at the guardhouse/attendance system and tailgating.
2.2. Negligence of duty and conditions of employment

2.2.1 Negligence or gross negligence of duty including not understanding an
instruction irrespective of whether it has resulted in a loss to the
Company or otherwise.
2.3. Safety and security

2.3.1. Gross disregard of security measures.
2.3.2. Parking vehicles outside the designated areas or general parking
offences such as double parking or haphazard parking within the
Company’s premises or other designated areas provided by the
Company.
2.3.3. Non-compliance to security procedures or failure to obey the
instruction of security personnel.
2.3.4. Driving vehicles without due care and attention within Company
premises.
2.3.5. Tampering with safety devices, fitting or machinery with or without mal
intent.
2.4. Safety and health

2.4.1. Fail to adhere to safety rules and/or not using personal protective
equipment (PPE) according to prescribed manner including face mask
or other PPEs as required by the Company.

Page 29 of 59
2.4.2. Removing any company’s instructions or health and safety equipment
with the intent to create confusion or to cause harm to other
employees or any acts inconsistent with the intent of the company in
maintaining a safe and healthy work environment.
2.4.3. Gross disregard for health and safety measures.
2.4.4. Late in reporting workplace accidents and other accidents that should
be reported to relevant authorities and immediate superior.
2.4.5. Failure to report to the Company on contacts regarding infectious
disease.
2.4.6. Making false declaration(s) on coming into contact with person(s) with
an infectious disease or any other false declaration(s) in order to be
relieved from work or to gain an advantage(s) from the Company or
Health authorities.
2.4.7. Failure to follow any quarantine orders or quarantine protocols
enforced by the Company or Health authorities.
2.5. Dressing and uniforms

2.5.1. Not wearing a uniform as required by the Company.
2.5.2. Not adhering to Company’s dress code rules/policy.
2.5.3. Putting additional emblems or markings on the uniforms worn.
2.6. Handling and preservation of Company’s property/environment

2.6.1. Vandalise or writing graffiti on Company’s property.
2.6.2. Refusal to return keys, badges or any other Company’s property when
directed.
2.6.3. Unauthorized removal, stealing of Company’s property or aiding,
abetting or condoning such act (including borrowing without prior
approval).
2.6.4. Littering within Company premises.
2.6.5. Unauthorized removal or detachment of notices, circulars or
documents.
2.6.6. Wilful damage to Company’s property including the building with its
fittings, machinery, completed or partially completed products of the
Company, raw materials and Company’s vehicles.
2.7. Prohibited activities

2.7.1. Involvement in money lending within Company premises.
2.7.2. Carrying out prohibited union activities within Company premises
which are against Company’s rules or the code of industrial harmony.
2.7.3. Conducting missionary or any religious activities within Company
premises without the approval of the Company.
2.7.4. Conducting political activities within Company premises or bringing
Company’s image to disrepute in political events outside of the
Company premises.
2.7.5. Participation in illegal strikes or abetting, inciting, instigating or acting
in furtherance thereof. Wilful slowing down of work or instigating
others to do so shall also be construed as illegal strikes.
2.7.6. Interference with the work of other employees.
2.7.7. Gambling within Company premises.
2.8. Liquor and drugs

2.8.1. Bringing in or consuming or being under the influence of liquor or
being insobriety during work.

Page 30 of 59
2.8.2. Bringing in or consuming or being under the influence of dangerous or
prohibited drugs during work.
2.8.3. Getting drunk during official Company functions.
2.9. Side-line work, conflict of interest and personal activities

2.9.1. Engaging in private and personal businesses or trades within the
Company premises.
2.9.2. Failure to declare Side-line activities or personal business.
2.9.3. Engage in dual employment.
2.9.4. Holding non-work-related meetings within Company premises without
prior permission of the relevant approving authority.
2.10. Insubordination and refusal to follow instructions

2.10.1. Refusal to go for medical examinations when directed to by the
Company.
2.10.2. Refusal to produce documents, certificates of qualification and
photographs when directed for official Company purposes.
2.10.3. Refusal to accept transfer orders.
2.10.4. Insubordination by refusing to carry out or accept a rightful order from
the superior.
2.10.5. Insubordination by defying of persons in authority whether such
persons are the direct superior or otherwise.
2.10.6. Refusal to sign acceptance or acknowledgment when required by
Company.
2.11. Sexual harassment, behaviour and language used

2.11.1. Using foul or abusive language or making indecent gestures.
2.11.2. Sexual harassment which includes sending of pornographic material to
other employees, regardless of the method of sending.
2.11.3. Display improper or riotous conduct or indecent or disorderly behaviour.
2.11.4. Use of foul or offensive language and verbal abuse to any employees,
vendors, visitors or any others that the Company comes in contact with.
2.11.5. Engaging in immoral activity that brings disrepute to the employees
concerned and to the Company at large.
2.11.6. Writing and distributing poison pen letters.
2.11.7. Distribution or exhibition of newspaper articles, handbills, pamphlets or
posters within Company premises without prior permission of the
relevant approving authority.
2.11.8. Rude or improper behaviour towards members of public or Company
stakeholders.
2.11.9. Inciting racial, political or religious trouble within Company premises
which includes e-mailing information that is racially, politically or
religiously sensitive in content.
2.11.10. Defamation of the Company and its officials or employees.
2.11.11. Aiding, abetting, conspiring, instigating, inciting or condoning
any misconduct.
2.12. Improper usage of company’s IT facilities and assets and improper usage of
media which includes but not limited to the below;
2.12.1. Using Company’s Notebook or PC for personal use.
2.12.2. Installing or downloading software without approval from the
Company.
2.12.3. Usage of personal thumb drive or external storage devices on any
Company’ Notebook, Desktop PCs and any machinery or assets.
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2.12.4. Recording and capturing images of conversations, meetings or events
without approval from the organizer or facilitator.
2.13. Improper behaviour on Social Media

2.13.1. Posting or discussing or making disparaging opinion or gestures or
otherwise unwarranted and unwanted comments on any Company
related topics that could embarrass or damage the Company’s
reputation or that of its employees, clients, any other stakeholders or
member of the public in social media or in the internet or any
electronic media.
2.14. Fraud, dishonesty, bribery and breach of trust

2.14.1. Making false reports or declaring knowingly or failed to verify prior to
submission.
2.14.2. Falsifying, destroying or removal of Company’s records.
2.14.3. Manipulation of Company’s process/documentation.
2.14.4. Fraud or dishonesty while discharging duty or manipulation in order to
deceive Company.
2.14.5. Making false payment claims or false entries with the intention to
cheat the Company.
2.14.6. Requesting or accepting bribes, favours, kickbacks or commission
from the Company’s suppliers or customers, or any other party.
2.14.7. Soliciting donations of any kind from suppliers.
2.14.8. Misappropriation of Company’s funds and criminal breach of trust.
2.14.9. Cheating or using manipulative ways on attendance records in
whatsoever manner in order to deceive the Company.
2.15. Violent and dangerous behaviour

2.15.1. Being violent, abusing, assaulting or threatening to assault, injure or
harm any employees, customers or members of the public within or
outside Company premises as well as behaviour that provokes
violence.
2.15.2. Extortion or attempted extortion.
2.15.3. Possession of any weapon within Company premises.
2.15.4. Carrying on subversive activities within Company premises.
2.16. Confidentiality and data protection

2.16.1. Disclosure and unauthorised use of Company proprietary, confidential
or sensitive information including to unauthorised person without prior
permission of the relevant approving authority.
2.16.2. Disclosure and unauthorised use of personal information of
employees including to unauthorized persons in a non-judicious
manner or without prior permission of the relevant approving authority.
2.16.3. Making matters concerning their duties or the Company known to the
public without prior permission of the relevant approving authority.
This Includes but is not limited to publishing articles, books,
photographs or letters; giving press interviews or releases; and giving
lectures, speeches or presentations.
2.17. Smoking, eating and loitering in undesignated areas

2.17.1. Smoking and/or the use of electronic smoking devices (also known as
electronic cigarettes or “e-cigarettes”) is prohibited except at
designated area.
2.17.2. Eating or drinking in prohibited areas.
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2.17.3. Loitering in prohibited and restricted areas.
2.18. Others
2.18.1. The acts or behaviours that are not acceptable and prohibited by the
Company shall not be limited to those outlined in this handbook. So
long as such act/conduct brings disrepute to the Company or affect
the image of the Company, disciplinary action shall be taken against
an employee.
3.0. Disciplinary process and actions

3.1. Disciplinary action shall be taken when there is reasonable and clear
evidence of misconduct and shall be based on the principle of natural justice
and substantial justice.
3.2. For cases where an employee commits multiple types of misconduct over a
period of twelve (12) months, the Company may pursue progressive
punishment deemed necessary as though the misconduct committed is of the
same nature.
3.3. The Employee shall be given the opportunity to be heard in order to present
his/her evidence and statement and where necessary seek pre-advice to
defend their actions.
3.4. An Employee who is a member of the union may seek help from the union in
preparation for their inquiry.
3.5. Upon concluding the disciplinary inquiry process, the Company shall issue
either a Counselling, 1st Warning, 2nd Warning, or Final Warning Letter to the
employee as a reminder to his/her current behaviour and avoid repetition in
the future. An Employee may also be dismissed from employment.
3.6. There is no compulsion on the Management to follow a progressive
punishment pattern.
3.7. Disciplinary action taken shall commensurate with the gravity of the offence.
4.0. Validity of the warning letters

4.1. The disciplinary action will be effective immediately after the seven (7) days
allowed for appealing.
4.2. All warning letters shall be valid for one (1) year. The period of the validity of
the consequence management shall be decided by the Company.
5.0. Consequence Management

5.1. An employee who has been issued a warning letter shall result in any of the
following consequences;
a. Reduced annual increment
b. Suspension of annual increment
c. Deferment of annual increment
d. Suspension of wages
5.2. The Management reserves the right to amend or institute other types of
consequence management at its sole discretion.

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6.0. Appeals against disciplinary action
6.1. Aggrieved employees may appeal to the Head of the Company who may set
aside, alter or decrease the penalties imposed.
6.2. The appeals must be made within seven (7) days of the meeting out of the
disciplinary action.
6.3. The appeals must be made in writing and include grounds for them.
6.4. Employees may continue to work within the Company premises whilst
appealing against the disciplinary action except when appealing against
dismissals. Appealing against dismissals must be made from outside the
Company premises.
6.5. When employees appeal against the disciplinary action meted out to them
within seven (7) days, the disciplinary action will be suspended until the
appeal is disposed of.
6.6. Employees who have been dismissed will not be allowed to work until the
appeal is disposed of.
6.7. The Head of the Company can dispose of the appeals in any of the following
ways and the decision made by the Managing Director is final and conclusive.
a. Uphold the decision of the Inquiry Panel or HR.
b. Revoke the decision of the Inquiry Panel or HR.
c. Substitute the disciplinary action with less severe punishment.
d. Order a fresh inquiry by another Inquiry Panel.
7.0. Criminal proceedings against employees by the authorities

7.1. Employee must inform the Company if there is any criminal proceeding against
them.
7.2. The Company will decide whether to allow the employees to continue working
or to suspend them from their duties during the criminal proceedings.
a. An Employee who has been suspended will not receive any wages during
the period of suspension.
b. The period of suspension may be extended even though the employees
have been acquitted, until the disposal of appeals in a higher court (if
applicable).
7.3. If the criminal proceedings are discharged or dropped, the employee will be
allowed to continue working.
7.4. Being convicted of a criminal offence that in the Company’s opinion is
relevant to your continued employment, or your trustworthiness, which may
adversely impact your ability to perform your role satisfactorily or which is
likely to bring the Company into disrepute or otherwise affect our reputation or
relationships with our staff, customers or the public shall result with dismissal.
8.0. Detention and banishment

8.1. Employee who has been detained or banished under any laws of Malaysia for
a period of thirty (30) day or more shall be deemed to have also broken the
Company rules and shall have his/her contract frustrated with immediate
effect upon such detention or banishment.

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13.0. Probation
1.0. All new employees hired on a permanent and fixed-term contract shall be required to
undergo a probationary period.
2.0. The probation period defined by the Company is as follows;

2.1. Executive Employees : 3 months
2.2. Non-Executive Employees: 1 month
3.0. The Company reserves the right to extend the probation period as per need.
4.0. The probationer shall be evaluated in areas pertaining to their work and conduct such
as competencies, skills, attitude, attendance, tardiness, and other areas expected of
an employee. The Company is not obliged to confirm a probationer who meets the
targets set but fails to show the right conduct expected of an employee.
5.0. Probationers who are not confirmed in employment following the extension of the
probationary period shall be terminated.
6.0. The Company shall issue a confirmation letter at the end of the probation period
provided the probationer meets the expected performance level. There will be no
salary adjustment upon confirmation.
7.0. Roles of Superior

7.1. Provide and discuss the contents of the job description to new probationers
within the first week of the probationer’s employment.
7.2. Assign KPIs and targets for the probation period. Follow the SMART concept
in setting the targets to be achieved by the probationer.
7.3. Set periodic review meetings with the probationer. There shall be at least one
(1) review every 30 days.
7.4. Document the performance review in the performance review form and submit
a copy to Human Resource Department for filing purposes. A copy is to be
given to the probationer.
7.5. Provide necessary training, resources and tools to enable the probationer to
facilitate the probationer to execute his/her tasks well.
7.6. Assign a buddy where needed to speed up the probationer’s learning curve.
7.7. Ensure the probationer attends the familiarization programme.
7.8. Inform Human Resources Department as early as possible if there are signs
the probationer is not showing proper progress or is having issues with his/her
probation/tasks assigned.
7.9. Ensure adequate warnings are given to the probationer if they do not meet the
expected performance level during each review meeting.
8.0. Superiors who fail to properly manage the probation process for their newly hired
subordinates as required by this policy may result in disciplinary action being taken
which may include transferring them to other roles on an individual contributor basis.

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9.0. Roles of Probationer
9.1. Read, understand and comply with the Company’s code of conduct.
9.2. Understanding the purpose of probation and the standards of performance,
conduct and behaviour expected by the Company.
9.3. Obtain a good and clear understanding of the job description and targets
assigned by the immediate superior.
9.4. Attend the familiarization process and training identified by the immediate
superior.
9.5. Attend periodic review meetings as arranged by the immediate superior.
9.6. Complete assigned tasks successfully.
9.7. Seek timely advice and further clarifications on any aspects of the role or when
faced with issues from an immediate superior.
10.0. Roles of the Human Resources Department

10.1. Initiate employee familiarization process for all new employees.
10.2. Provide support and guidance to immediate superior throughout the probation
period.
10.3. Periodically review the probation systematics, forms, policies and procedures
to ensure relevance to the company’s operations.
10.4. Issus confirmation letter to successful probationers.
10.5. Issue termination notice to probationers who fail to meet the expected
performance level.
11.0. Should a probationer commence her maternity leave during the probation period or
extended probation period, the company may extend the probation period upon the
probationer’s return to work.
12.0. An employee who takes up other roles in the company via an internal transfer is
excluded from the probation process.

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14.0. Side-line Work & Owner Interest
1.0. Definitions
1.1. Side-line work/job/activities
a. Defined as work/job/activities (hereafter called “side-line work”) undertaken by
an employee regardless of whether it comes with financial gain or otherwise.
b. Work/job/activities performed through an undertaking of the company that is
wholly or partly owned by the employee are also considered side-line
work/job/activities.
c. It applies to any side-line work of any nature that impedes or delays the
employee's work at the company. It also applies to any side-line jobs where
the employee is in doubt as to whether the side-line jobs require no-obligation
consent.
1.2. Owner interest
a. Defined as an employee directly or indirectly owning a business, and has a
financial interest in a business or securities or other assets that are used to
generate financial returns or income for the employee.
2.0. Governing Principal

2.1. The Company’s policies and employment terms require all employees to
devote their whole time, attention, energies and skills solely to the business of
the Company, and shall not be concerned or interested directly or indirectly in
any business or work other than that of the Company
2.2. The Company, however, has no objection to employees undertaking side-line
work/job/activities or owner interest activities subject to the terms specified in
this policy.
3.0. Declaration & No-Objection Consent

3.1. Employees intending to undertake any side-line work or owner interest are
required to inform and seek a no-objection consent from the company prior to
such undertaking.
3.2. New employees reporting for work shall declare any side-line work or owner
interest no later than thirty (30) days upon commencement of employment
and shall seek a no-objection consent from the company prior to such
undertaking unless the employee has made a prior declaration during the
application and hiring process.
4.0. Conditions for No-Objection Issuance

4.1. The Company may provide a no-objection issuance if all of the below
conditions are met and agreed upon by the employee for any side-line work
or owner interest;
a. It is not in direct conflict with the company’s nature of business
b. It is not in direct conflict with the employee’s scope of work or profession
c. It is not carried out during employee’s work hours (including during lunch or
tea break)
d. It is not carried out on the company’s premises and is not carried out using
the company’s facilities including mobile phones, notebooks or using any
other facilities.
e. Employee does not solicit support or perform any transaction involving other
employees that may affect the relationship at the workplace unless they are
voluntary.
4.2. The Company may revoke the no-issuance issued if any of the following
takes place;
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a. Company receives complaints from other employees on the side-line activities
or owner interest activities are performed at the workplace or if other
employees are pressured or forced to support or purchase or involved in the
side-line job.
b. The employee’s work performance is affected.
c. The employee is found to have breached any conditions in this policy.
d. The employee misuses his/her position and authority to solicit support from
other employees.
e. The company’s image is affected as a result of the side-line work.
5.0. Declaration & Application for No-Objection Consent

5.1. Employees are required to submit the Side-line Work, Owner Interest &
Conflict of Interest Declaration form to Human Resources Department at least
thirty (30) days prior to commencement of the side-line work.
5.2. The application for no-objection issuance shall be supported by the
immediate superior.
6.0. Failure to Declare

6.1. Failure to make a declaration required by this policy shall be a breach of
employment terms and the company may take disciplinary action which may
include dismissal.

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15.0. Friday Prayer
1.0. The Company has a longstanding commitment to preserving the freedom of all workers
in practicing their religious beliefs.
2.0. All Muslim male employees shall be allocated two (2) hours of break time from 12.30
pm to 2.30 pm) every Friday to perform the Friday prayer at the nearest mosque.
3.0. The break time shall include the lunch break.
4.0. Employees must return to the company and resume work by the end of their allocated
break time unless for acceptable reasons provided the superior has been notified of
such delay promptly.
5.0. Employee shall notify their superior at least three (3) hours prior to commencement of
the break time to enable the superior to ensure operations are not disrupted to ensure
necessary arrangement made for replacement or coverage.
6.0. All other employees shall follow the company’s official lunch break of one (1) hour.

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16.0. Flexible Work Arrangement (FWA)
1.0. Overview
1.1. Flexible work arrangement (FWA) provides options for the company and
employees to vary the hours of work, days of work or place of work.
1.2. The Company is committed to helping employees face the demands of juggling
work, family and personal obligations by offering a number of possible flexible
work arrangements.
1.3. These arrangements provide employees with increased flexibility with their
work schedule while allowing them to maintain a progressive and productive
work environment.
1.4. All requests for FWA will be considered on a case-by-case basis and shall be
given thorough consideration while taking into account both the employees’
and business needs.
1.5. In principle, FWA is granted on a need basis and shall not be cited as a privilege
or entitlement.
1.6. FWA arrangements such as Work From Home or Hybrid Work shall not be
used as a substitute for annual leave.
2.0. Applicability
2.1. The FWA policy shall be applicable to all employees except those in the scope
of work that requires their continual presence at the company’s or customer’s
premises such as security guards, production workers, front office employees
and others that may be defined by the company from time to time.
2.2. The company may review criteria for FWA based on changing business
circumstances and employees on FWA may be required to work full-time on a
normal schedule when needed to minimise disruption to the company’s
operations.
2.3. Employees may be granted FWA subject to the below conditions;
2.3.1. Satisfactory attendance record in twelve (12) months prior to
application.
2.3.2. Meet all performance expectations in the current role and consistently
demonstrate the ability to complete tasks and assignments on a timely
basis.
2.3.3. Free of disciplinary records in the twelve (12) months prior to
application.
3.0. The company adopts the following FWA arrangements;
3.1. Hybrid work (HW)

3.1.1. Hybrid work is defined as combined in-office work and remote work.
3.1.2. HW is available for all positions or roles that have been identified by the
Company as having the potential to be a ‘hybrid’ worker.
3.1.3. The Company reserves the right to decide positions or roles suitable for
hybrid work. Roles not suitable for hybrid work that require onsite
presence identified by the Company may not qualify.
3.1.4. A hybrid work arrangement may take place on the following basis;
a. ad-hoc basis
b. continual basis for a period of time
c. permanent basis

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3.2. Work from home (WFH)
3.2.1. Work from home is defined as work done at the employee’s home (or
other location of the employee) without the need to come to the office.
3.2.2. WFH is available to all positions or roles that have been identified by
the Company as having the potential to be on WFH mode.
3.2.3. The Company reserves the right to decide positions or roles suitable for
WFH.
3.2.4. Roles not suitable for WFH that require onsite presence identified by
the Company may not qualify.
3.2.5. WFH arrangement may take place on the following basis;
a. ad-hoc basis
b. continual basis for a period of time
c. permanent basis
3.3. Flexible work hours (FWH)

3.3.1. Flexible work hours give employees the ability to choose their working
hours.
3.3.2. It may be for a temporary period or a prolonged period in order to adjust
for a planned or unplanned, short-notice, or sporadic event.
3.3.3. The flexibility helps the employees to fulfil their contractual work hours
obligation but vary the work hours.
3.3.4. Employees may choose any of the below FWH hours which shall
include one (1) hour lunch break.
Option Flexi Work Hours Core Hours
Option 1 7.30am – 4.30pm
Option 3 8.30am – 5.30pm 9.30am – 4.30pm
3.3.5. Meetings or team discussions shall be arranged during core hours.

3.3.6. Any other FWH work hour arrangement is at the total discretion of
management.

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3.4. Compressed week (CW)
3.4.1. A compressed workweek gives employees the option of completing
their contractual work hours in fewer working days instead of a full work
week.
3.4.2. Example of CW are as follows and shall fulfil forty (40) hours excluding
including one (1) hour lunch. (Note: Companies may expand it to 45
hours)
Option 1 Option 2 Option 3 Option 4
Monday 10 hours 5 hours 10 hours
Tuesday 10 hours 10 hours 5 hours 10 hours
Wednesday 10 hours 10 hours 10 hours 10 hours
Thursday 10 hours 10 hours 10 hours 5 hours
Friday 10 hours 10 hours 5 hours
Total Hours 40 40 40 40
3.4.3. Employee may apply for variation and shall be decided by the Company
at its sole discretion.
3.5. Part-time work (PTW)

3.5.1. Part-time work is defined as work arrangement between 30% to 70% of
a full-time role of 40 hours which ranges from twelve (12) hours to
twenty-eight (28) hours.
3.5.2. Employees may apply for a part-time work arrangement if their roles
can be substituted from a full-time role to a part-time role.
3.5.3. It shall also be subject to the employee's work and responsibilities
without causing significant disruption to performance and/or delivery of
services.
3.5.4. The approval for PTW is strictly subject to the above criteria and the
prevailing business needs.
3.5.5. Employees who opt for PTW will have their wages and selected benefits
proportionated in line with their PTW contractual hours.
3.5.6. Employees shall agree to the revised terms and conditions before their
application is approved.
3.5.7. Examples of PTW are as follows and the total PTW hours shall be
agreed upon by the employee and the company.
Option 1 Option 2 Option 3 Option 4
Monday HD HD FD
Tuesday HD HD FD
Wednesday HD HD HD FD
Thursday HD HD FD
Friday HD HD HD
Note : FD (Full Day), HD (Half Day)
3.5.8. Employee may apply for any PTW work pattern or variation and shall
be decided by the Company at its sole discretion.
4.0. Making an application

4.1. Applications for FWA shall be made at least thirty (30) days in advance and
shall commence at the beginning of the following week after it has been
approved.
4.2. FWA shall only commence once the approval has been notified by the
company.

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4.3. Employees will be notified of the outcome of their application within seven (7)
working days and for cases where it is rejected, the company shall state the
reason for rejection.
4.4. All applications are considered on a case-by-case basis by the immediate
superior for subsequent consideration and approval by the Company. The
immediate superior and employee are responsible for ensuring that the
requirements under these guidelines have been satisfied prior to submission of
the application. If all requirements cannot be satisfied, it is upon the immediate
superior to ensure adequate alternative measures are taken. Among the
requirements that shall be fulfilled are;
4.4.1. The ability of the employee to meet the requirements of their job if the
request was approved.
4.4.2. The practicality of the arrangements that may need to be put in place to
accommodate FWA.
4.4.3. The nature of the work being done and whether that work can be done
from home.
4.4.4. The ability of the requesting employee to self-manage their work and
performance during FWA.
4.4.5. The ability of the manager to remotely manage the employee working
from home.
4.4.6. Other matters based on individual circumstances and Company’s
operational requirements.
5.0. Other conditions for approval

5.1. Each approved FWA application may vary from others and the company may
impose additional or other conditions at its sole discretion.
5.2. For long-term FWA applications, the employee may be required to undergo a
trial period of one (1) to four (4) weeks to ensure the arrangements meet the
business requirements and the employee is able to fulfil the conditions of FWA.
If the trial is successful, a longer FWA period will be granted.
5.3. The Company reserves the right to cancel or shorten the FWA arrangement
anytime during the FWA period without assigning any reason whatsoever. The
Company may also modify or impose additional conditions. Employees who
are unable to accede to such conditions shall have the FWA arrangement
revoked immediately and shall report to work on the next working day.
6.0. Managing work performance

6.1. Performance of an Employee on FWA arrangement will be measured on the
same metrics that apply to work done in the office.
6.2. The Company shall make available specific tools to employees for managing
time and tasks, communicating with co-workers, logging and tracking projects,
accessing resources and to capture the total hours spent online (where
applicable).
7.0. Employees’ obligations

Employees granted FWA approval are required to observe and adhere to the following;
7.1. Adhere to all the Company’s policies and procedures.
7.2. Observe Company’s working hours. In some cases, limited flexibility is allowed,
and employees must agree to work as close to the normal working hours.
7.3. Check-in with the immediate superior at least once a day.
7.4. Promptly respond to email/calls/communications from
superior/colleagues/clients or any parties necessary to your tasks anytime
during the normal hours of work.

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7.5. Accept and attend to all Company’s video conference/meetings that involves
your function if on HW or WFH.
7.6. Maintain accurate and up-to-date records of hours worked at home within
normal hours of work.
7.7. Meet deadlines, uphold high-quality standards and submit reports as required.
7.8. Ensure the space or location you will use during HW of WFH is safe and
complies with health and safety requirements at all times. Employees are
advised to report any health, safety and wellbeing hazards, near misses and
incidents.
7.9. Take reasonable precautions necessary to secure any equipment or assets
provided by the Company.
7.10. Immediately contact the immediate superior if the employee faces an
emergency and needs to be away or attend to any private matters during FWA.
7.11. Provide access to Company or other approved parties, where necessary, for
matters such as health and safety inspections and retrieval of any equipment
or assets provided by the Company.
7.12. Failure to observe and discharge duties accordingly during FWA or abuse of
FWA arrangement shall result in cancellation of FWA arrangement and further
disciplinary actions can be taken.
8.0. Superior’s responsibilities

The immediate superior’s responsibilities during FWA are as follows;
8.1. Ensure the employee is working in accordance with the conditions of FWA
policy and adhering to all the Company’s policies and procedures.
8.2. Review and sign off on records of hours worked where applicable.
8.3. Monitor and review the FWA agreement/conditions on a regular basis.
8.4. Schedule communication meetings including methods of disseminating
information to employees who are on hybrid work more.
8.5. Where practicable, provide equipment and tools required to perform the tasks
(does not include workstation furniture, additional services or costs).
8.6. Accurately document the ownership and usage arrangements of the equipment
and assets provided to the employee.
9.0. Facilities
9.1. Employees shall take note that not all Company’s services or facilities are
available or supportable when used from home (for those on HW and WFH).
9.2. The employee accepts this and agrees not to impose any overheads on the
Company for additional services or facilities caused by this limitation including
the cost of broadband/telephone charges.
10.0. Business Travel

10.1. Employees who are required to undertake business travel during HW or WFH,
the usual business travel arrangement and criteria shall apply. Other applicable
guidelines and policies pertaining to business travel shall apply accordingly.

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11.0. Social Security coverage & illness during HW or WFH
11.1. Employees who are unwell or require hospitalisation shall be subject to the
terms and conditions prescribed in the Company’s medical policy. Employees
are advised to promptly notify their immediate superior should they be unable
to carry out their duties.
11.2. Employees shall continue to enjoy Company’s benefits including Company
insurance. SOCSO coverage shall be subject to conditions imposed by them.
11.3. It is vital that you furnish the Company with your current personal details
including emergency contact for the purpose of medical, insurance and
SOCSO coverage. Should there be any change to any personal information,
the employee shall notify the company immediately. The Company shall not be
held liable if any contractual obligations of the Company cannot be fulfilled due
to employee’s failure to keep the Company updated on any changes to their
personal details promptly.
12.0. Recall to the office

12.1. The Company may require an Employee to report to the office at any time and
it is mandatory for the employee to present himself/herself at the Company’s
premises at the earliest possible. Any Employee who happens to be working at
a different location and is unable to return to Company at the earliest possible
are required to immediately inform their Immediate Superior and provide
justification and details of their earliest arrival at the Company. Failure to
respond promptly may warrant disciplinary action or cancellation of HW of WFH
arrangement.
12.2. Employees who are recalled to Company cannot claim for travel or any other
expenses. In the company’s records, employees’ place of work during HW or
WFH shall be their registered residence with the Company or the address
provided during the application process. The Company may reject an
application for HW or WFH if the location of work is not feasible in the
company’s opinion, particularly in cases where the employee’s presence at the
company may be required on an urgent basis or with short notice. The
immediate superior shall evaluate this criterion in accordance with the
employee’s job function thoroughly.
13.0. Other conditions

13.1. Employees intending to tender resignation during WFH or HW may have their
FWA arrangement cancelled and may be required to work at Company’s
premises during the notice period.
13.2. All other employment terms and conditions shall apply during WFH or HW
arrangement.

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17.0. Anti-Bribery & Anti-Corruption (ABAC)
1.0. Overview
1.1. The Company is committed to conducting its business based on principles of
fairness, honesty, openness, decency, integrity and respect.
1.2. The company is focused on fostering a business environment with high
standards of integrity in all its conduct as well as business practices and adopts
a zero-tolerance policy against all forms of bribery and corruption to achieve a
higher level of professionalism in reaching corporate governance and social
responsibility.
1.3. The Anti-Bribery & Anti-Corruption Policy (ABAC Policy) will serve as the core
of the company’s compliance guidelines. It is put in place to prevent, detect and
correct acts of fraud, bribery, corruption and other act defined in this policy.
1.4. The policy requires compliance with all applicable laws and regulations on
bribery and corruption, i.e., subsection (5) of section 17A of the Malaysian Anti-
Corruption Commission Act 2009 (Act 694) (“MACC Act 2009”), as stated in
the Malaysian Anti-Corruption Commission (Amendment) Act 2018 (“MACC
Amendment Act 2018”).
2.0. Responsibilities
2.1. Board of Directors
a. Responsible for policy approval, including any amendments to the policy,
and overseeing the efficacy of this policy's implementation.
b. Enforcement of this policy and set the tone from the top.
2.2. Heads of Department
a. Set a precedent for ABAC compliance and eventually monitor bribery and
corruption concerns.
b. Responsible for the assurance of compliance with the policy and relevant
anti-corruption legislation by business associates, third parties, and/or
external parties.
2.3. Head of Human Resource Department
a. Responsible for the design, implementation, monitoring, and management
of ABAC framework and activities.
2.4. Middle management / Supervisory role
a. Responsible for informing all workers about the ABAC policy and its
obligations.
b. Responsible for ensuring the company’s Code of Conduct, ABAC Policy and
requirements are communicated to business associates, third parties, and/or
external parties.
3.0. Anti-Bribery & Anti-Corruption

3.1. The Company adopts zero tolerance and strictly prohibits all forms of
corruption, including bribery, all forms of corruption including passive
corruption, embezzlement, theft, fraud, extortion, favouritism and nepotism,
money laundering, creating and exploiting conflicting interests and improper
political contributions.
3.2. Bribery can be also associated in the form of promises, offers or providing
“anything of value” (cash, material, property or in similar values proposition)
whether directly or indirectly, with the intention to induce or reward a person to
act or tolerant from acting in respect of any matter or transaction (actual or
proposed or likely to take place) or performance of that person’s duty.
3.3. Employees should not participate in activities mentioned above including
offering, giving or receiving any item of value in an attempt to unlawfully
influence the decisions or actions of a person in a position of trust within an
Page 46 of 59
organisation, either to benefit the company or the persons involved in the
transaction, whether directly or indirectly.
3.4. It is prohibited to provide any contracts, employment positions (hiring or
promotions) or business opportunities to third parties (directly or indirectly)
without going through the appropriate channel within the company.
3.5. The Company will not penalise an employee in any form or other adverse
consequences for refusing to participate in any activities that are against this
policy even if such refusal may result in the company losing business or
experiencing a delay in business operations.
4.0. Conflict of Interest

4.1. A conflict of interest in the company varies in many situations under different
contexts.
4.2. In an overall perspective, conflict of interest occurs when an Individuals'
personal interests, family, relationships, political, or social issues may impair
their judgement, decisions, or actions at work.
4.3. The use of position, company’s property or the offering of company’s contracts
is strictly prohibited from being associated with a personal gain or interest of
the employee.
4.4. To avoid a conflict-of-interest situation from occurring, all employees are
required to take decisions in the best interest of the company and not allow
personal interests to influence business choices made on behalf of the
company.
4.5. Employees that encounter a conflict-of-interest situation while performing their
duty, are required to officially report or declare it to their Head of Department
to avoid any misunderstanding and seek proper resolution.
5.0. Gifts, Entertainment and Hospitality

5.1. Although the act of receiving gifts, favours and other sorts of hospitality is
understandable and is an act commonly accepted as a gesture of good nature
and in building a good relationship, it is strictly prohibited to give or receive any
gift (in cash, in kinds or in any forms or material) to and from anyone.
5.2. The civility exchanged between stakeholders covered in this policy are:
a. Gifts including any type of gifts, whether material or monetary including
personal gifts.
b. Entertainment such as invitations to social, cultural or sporting events.
c. Hospitality such as meals, drinks, as well as lodging and travel
expenses.
5.3. As such its highly important to adhere to the below clauses;
a. Employee are not permitted to accept or offer, or approve anybody to
accept or offer gifts, entertainment, or hospitality to influence their
business decision.
b. Employee are not permitted to accept or offer any gifts, entertainment,
or hospitality to improperly influence a government/public official.
c. In situations that compel the employee to accept any gifts,
entertainment and hospitality, the employee must declare it to the
Human Resource Department for official record keeping. The records
will be necessary during compliance and risk assessment audits.

Page 47 of 59
6.0. Charitable Donation & Sponsorship
6.1. Donations for charitable causes and sponsorship are widely supported as part
of the company’s Corporate Social Responsibilities (CSR) direction.
6.2. It is highly important for an employee which may be handling this particular
portfolio in the company to vet through the organization or event in which the
fund will be provided to a cause that properly benefits them and the programme
to be legitimate.
6.3. Any sort of donation and sponsorship must be provided through the right
channel and approved by the Human Resource Director or the Managing
Director with no personal, political, unethical intention or favouritism
associated. All such donations and sponsorship must be able to be disclosed
publicly throughout the whole company.
7.0. Facilitation Payment

7.1. Company strictly prohibits facilitation payment done by both external third
parties to the company or by the company personnel towards external third-
party stakeholders in order to further expedite or secure any business
transactions.
7.2. If any circumstances require any facilitation payment, the employee is required
to immediately report it to their respective department head or the human
resource director.
7.3. Under due circumstances such as an imminent threat such as loss of life, or
liberty, a facilitation payment may be permitted. When such payment is made,
you must disclose it immediately to the company.
8.0. Violations
8.1. Should any violations of this policy take place, the Company shall take steps to
prevent a repetition of any violations. This may include;
2.1.1. Institute strong disciplinary actions and/or legal actions.
2.1.2. Build additional mechanisms to prevent future occurrences.
2.1.3. Ensure all employees affected (including those who may unknowingly
be involved) are put through rigorous training on the conditions of this
policy.
2.1.4. Notify the relevant regulatory authorities of any identified acts or
incidents that have been proven beyond a reasonable doubt.
2.1.5. Provide full cooperation to relevant authorities.
9.0. Point of Contact

9.1. Violations of this policy, whether actual or potential, shall be reported directly to
Company or via the compliance channel or in writing to the internal compliance
team.
9.2. All information provided will be treated anonymously. Employees and third
parties such as suppliers, their employees or customers, are free to report any
violations at any time.

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10.0. Making a report
10.1. The Company presumes that whistle-blowers will act in good faith and will not
make false accusations when reporting violations of this policy by the
Company's employees or other parties.
10.2. Any person may report allegations of suspected serious misconduct or any
breach or suspected breach of law or regulation that may adversely impact the
Company, the Company’s customers, shareholders, employees, investors or
the public at large.
10.3. Whistle-blowers are encouraged to lodge the report timely and also to ensure
there is a timely response from the company on the same.
10.4. Acts of misconduct may be disclosed in writing or in person telephonically.
However, all reports are encouraged to be made in writing, so as to assure a
clear understanding of the issues raised.
10.5. Although the whistle-blower is not expected to prove the truth of an allegation,
he/she needs to demonstrate to the person contacted that there are sufficient
grounds for concern. Adequate information will assist greatly in the
investigation.
10.6. Individuals are recommended to self-identify, though it is not a requirement.
10.7. Reports can be raised to:
a. In person or via any written communication to any Company Officials
such Head of Human Resources Department and Head of Internal Audit
Department.
b. In writing to the Company addressed to the Managing Director.
c. Via email to abc@abc.com.my
d. Company hotline channel at 000-000000.
e. Or other means comfortable to the whistle-blower but directed to the
persons mentioned above.
11.0. Investigation Management

11.1. Any report received by the director, the Company officials, or employee should
be forwarded immediately to the Internal audit team.
11.2. Should a report involve or implicates the senior leadership team, he/she shall
promptly recuse himself/herself from the investigation and inform the Internal
Audit Department in writing. The Audit Department may thereafter promptly
appoint impartial attorneys to investigate the report. Those attorneys will
conduct an investigation of the report and report their conclusion to the Audit
Committee consistent with the Whistleblowing Policy.
11.3. The investigation team shall carry out the investigation in a very transparent
way while maintaining confidentiality so as not to endanger the whistle-blower.
11.4. The Company may or may not respond to the whistle-blower and shall be done
on case-to-case basis subject to the nature of the complaint raised.
12.0. Protection of Whistle-blower

12.1. Consistent with the policies of the Company, the Company will not retaliate or
attempt to retaliate, and will not tolerate any retaliation or attempted retaliation
by any other person or group, directly or indirectly, against anyone who, in good
faith, makes a report or provided assistance to Company’s Management or any
other persons or group, including any governmental, regularity or law
enforcement body, investigating or otherwise helping to resolve a report.

Page 49 of 59
18.0. Grievance Reporting & Management
1.0. Pre-steps to grievance reporting
1.1. A grievance is a concern, problem, or complaint that an employee has about
their work, the workplace, or someone they work with—this includes
management. Something has made them feel dissatisfied, and they believe it
is unfair and/or unjust to them.
1.2. Most grievances can be resolved quickly and informally through discussion with
the employee’s colleagues or immediate superior. However, if an employee
feels unable to speak to their superior, for example, because their complaint
concerns him or her, they can speak informally to a more senior person or to
the Human Resources Department. Where the matter is not resolved informally
or if the matter is of a very serious nature, the employee could raise the
grievance through the grievance reporting channel.
2.0. Grievance can arise from issues below but is not limited to;
2.1. Victimization at the workplace
2.2. Bullying and workplace harassment
2.3. Health and safety at the workplace
2.4. Poor supervision and/or management behaviour
2.5. Unjust or adverse changes made to the employment agreement
2.6. Violation of policies/guidelines.
2.7. Disputes between co-workers, suppliers, superior or management
2.8. Employee development or training
2.9. Leave allocation/approval
2.10. Performance Appraisal
2.11. Pay and benefits
2.12. Work conditions and other work-related issues
2.13. Problems faced due to facilities provided
2.14. Other employment-related issue
3.0. Company’s approach in managing grievances

3.1. The company recognises that employees may not perform to the best of their
ability if they feel they are being treated unfairly or are feeling aggrieved.
3.2. Accordingly, the company will endeavour to provide a fair working
environment, by aiming to ensure that employees have access to processes
for the resolution of genuine personal grievances related to the workplace.
3.3. As such, the company will use its reasonable endeavour to:
3.3.1. Encourage employees to come forward with personal grievances.
3.3.2. Deal with the personal grievances in a supportive way, without
victimization or intimidation of any person connected with the grievance.
3.3.3. Encourage fairness, impartiality and the resolution of personal
grievances as reasonably, promptly and as close as possible to the
source of grievance.
3.3.4. Maintain confidentiality and ensure the morale and phycological state
of the employee are managed.
4.0. Filing a grievance

4.1. When filing a grievance, employees have the option of reporting their
complaints using the company's official grievance channel or contacting their
direct supervisor or the Human Resources department. In both cases,
employees will be required to complete and file a Grievance Complaint Form
or raise the complaint via the established channel.

Page 50 of 59
4.2. The Complainant is advised to provide adequate information to assist in
resolving the grievance. The information below will be helpful:
4.2.1. The nature of the grievance.
4.2.2. Details of any relevant facts, individuals involved or evidence (including
copies of any relevant documents).
4.2.3. Any action taken by the employee to resolve the matter so far.
4.2.4. How the employee thinks it can be resolved.
4.3. Once the complaint has been submitted to the Human Resources department,
employees have the right to attend meetings with a witness or workers’
representative, appeal decisions, and depending on the severity of the
complaint, refuse to attend work until the grievance is resolved.
4.4. When a grievance is filed against another employee, the accused also reserves
the right to:
4.4.1. View and request a copy of the official grievance complaint.
4.4.2. Formally respond to the complaint after consulting Human Resources
Department.
4.4.3. Attend all formal meetings.
4.4.4. Appeal the final decision if the employee is not satisfied with the
outcome of the investigations and/or action taken by the Company.
5.0. Responsibilities of parties involved

5.1. Employee
5.1.1. Attempt to resolve their issues through their superior or through internal
processes at the earliest opportunity.
5.1.2. Provide adequate information to enable the grievance to be
investigated and managed.
5.1.3. Co-operate fully and promptly in any investigation.
5.1.4. Seek help or support if required from immediate superior or Human
Resources Department.
5.2. Immediate superior

5.2.1. Identify, prevent and address potential problems before they become
formal grievances.
5.2.2. Be aware of and committed to the principles of communicating and
information sharing with their employees.
5.2.3. Handle the grievances in the most appropriate manner at the earliest
opportunity.
5.2.4. Treat all employees fairly and without any fear of intimidation.
5.3. Human Resources Department

5.3.1. Accept and thoroughly investigate all grievances raised.
5.3.2. Ensure that the grievance is resolved within a reasonable timeframe
depending on the severity of each case.
5.3.3. Treat both the complainant and the accused fairly throughout the
grievance process.
5.3.4. Adhere to the no-retaliation policy when employees file a complaint
against management.
5.3.5. Organize mediation meetings with the appropriate parties.
5.3.6. Practice a high level of confidentiality throughout the grievance process.
5.3.7. Accept and investigate all appeals.
5.3.8. Ensure that the final decision is implemented.
5.3.9. Maintain accurate and comprehensive records of each grievance.

Page 51 of 59
6.0. Grievance management process
6.1. The general grievance management process is as follows.
6.1.1. Talk with the employee to ensure the matter is understood completely.
6.1.2. Provide the employee who faces allegations with a copy of the
grievance.
6.1.3. Organize mediation procedures (e.g. arranging a formal meeting).
6.1.4. Investigate the matter or ask the help of an investigator when needed.
6.1.5. Keep affected employees informed throughout the process.
6.1.6. Communicate the formal decision to all employees involved.
6.1.7. Take actions to ensure the formal decision is adhered to.
6.1.8. Deal with appeals by gathering more information and investigating
further.
6.2. This procedure may vary according to the nature of a grievance. For example,
if an employee is found guilty of racial discrimination, the company will begin
disciplinary procedures.
7.0. Outcome of the grievance management process

7.1. The outcome will depend upon the nature of the grievance and the procedure
followed to address the grievance.
7.2. Where an investigation results in the finding that the accused is unequivocally
proven to have committed the grievance, he/she is being accused of, he/she
shall be subject to disciplinary actions to ensure that the matter is resolved
justly and according to company’s guidelines.
7.3. The type and severity of disciplinary action will depend upon the nature of
grievance and other relevant factors.
7.4. The company may also take a range of other non-disciplinary outcomes to
resolve a grievance.
7.4.1. Training to assist in addressing the problems underpinning the
grievance;
7.4.2. Monitoring to ensure that there are no further problems;
7.4.3. Requiring an apology or an undertaking that certain behaviour stops;
7.4.4. Change of work arrangements.
8.0. Appeals
8.1. If any party (or parties) to the grievance is not satisfied with the outcome, they
may appeal.
8.2. They should write to the Human Resource Department within five (5) working
days of notification of the outcome, setting out the full reasons for their appeal.
8.3. Where possible, a different person who has not previously been involved in the
case will be appointed and will hear the appeal impartially.
8.4. Whoever hears the appeal will decide if any further meetings or investigations
are required.
8.5. Appeal hearings should be held promptly and employees have the right to be
accompanied by a representative (if applicable) to any meeting.
8.6. Once the appeal has been considered, the manager hearing the appeal will
confirm their final decision and this will be confirmed to the employee in writing.
8.7. If any party (or parties) intend to further appeal, they may write to the Managing
Director. There shall be no further right of appeal from the decision made by
the Managing Director.

Page 52 of 59
9.0. Grievance documentation
9.1. Adequate and accurate recordings and documentation is required in every
phase of the grievance process not just as a matter of record or for future
reference but to be kept appraised and up to date on the progress of the
process.
9.2. In case of severe misconduct, a record of disciplinary action which has been
taken by the management will be placed on the personnel file of the employee
who is disciplined.
9.3. In case any similar grievance may crop up in the future, the management will
have the previous record of that employee.
10.0. Confidentiality
10.1. The company, Human Resource Department, immediate superior,
management and any parties involved in the grievance process must keep all
information confidential and not disclose it to others or discuss the grievance
with anyone.
10.2. The complainant and those that stand accused of a grievance are prohibited
from discussing the matter with anyone including other employees.
10.3. Discussing the grievance before and after it has been resolved is prohibited.
11.0. Policy Violations.

11.1. Anyone found to have violated this policy will be subject to disciplinary actions,
up to and including dismissal.
11.2. The severity of each case will determine the type of disciplinary action, which
may include a verbal or written warning, suspension, and/or termination.

Page 53 of 59
19.0. Health, Safety & Environment (HSE)
1.0. The Company adopt stringent policies to ensure the wellbeing of all employees and
care for the environment.
1.1. Safety in the Company is the responsibility of both the Company and
employees. Employees can do their part in the following ways.
1.1.1. OBSERVE strictly all safety rules and regulations.
1.1.2. ALWAYS USE safety equipment and apparatus at all times.
1.1.3. REPORT any unsafe conditions and hazards including fire, chemical,
physical, biological, ergonomic and others immediately to the
Company.
1.1.4. REPORT any injuries regardless of degree in the Company premises
immediately to the department manager or supervisor, the Company’s
Safety & Health Officer, or the Human Resource Department.
1.2. A Safety & Health committee consisting of representatives from the

management as well as employees from various sections or departments will
meet on a regular basis to discuss issues on safety and health.
1.3. For the safety of the Company and its employees, smoking is restricted to
designated smoking area only.
1.4. In the event of fire outbreak, inform the department manager or supervisor and
immediately evacuate the area in a calm and orderly manner in accordance
with the Company’s Fire Evacuation Procedure.
1.5. In the case of power failure, employees must maintain at their respective
workplace until receive further instructions from the department’s manager or
supervisor.
1.6. All employees must strictly follow and observe safety and health guidelines
communicated by respective worker representative and Company.
1.7. The Company shall not compromise if any employees deviate from the safety
and health guidelines as communicated.
1.8. Employees who are unwell must immediately seek treatment at the in-house
clinic or notify their superior, hostel warden or workers representatives for help
to be rendered.
1.9. Isolation and quarantine from others shall apply upon the advice from our panel
doctor or an in-house doctor in situation such as a pandemic outbreak or in any
health-related situations.
1.10. Employees must practice social distancing and act in good faith to avoid the
spread of the illness to other employees either in workplace or hostel during
any pandemic outbreaks or in any health-related situations.

Page 54 of 59
20.0. Security
1.0. All employees are required to give their full cooperation to the Company’s security
team and guards.
2.0. Employees shall not be permitted entry into or shall be ordered to leave the
Company’s premises if he/she commits the following acts or falls into the
following category:
2.1. Carrying firearms or any dangerous weapons or substance.
2.2. Company uniform and/or personal attire being in an unhygienic state which
may affect the health and work of other employees.
2.3. Suspended from work.
2.4. Acting in an irresponsible manner which is detrimental to the reputation or
maybe harmful to the Company or prejudicial to the order of good discipline
and conduct.
3.0. Any Company goods or property taken out of the premises must be accompanied by
authorized valid documents e.g., delivery order (i.e., Transfer Form, Disposal Form,
Sample Requisition Form) and must be declared to the security guards on duty.
4.0. Employees are strictly prohibited from engaging in any other activities, employment,
business, or any dealing that may or will conflict with his/her employment or the interest
of the Company.

Page 55 of 59
21.0. Medical Treatment
1.0. The Company provides medical treatment for employees through the company’s in-
house clinic and all cost are borne by the company.
2.0. The Company does not cover any costs of dental treatment of employees.
3.0. Medical treatment at In-house Clinic
3.1. The operating hours of the in-house clinic is 24 hours.
3.2. Employees will be provided first treatment at the in-house or panel clinic unless
the circumstances do not allow, such as:
3.2.1. Emergency case
3.2.2. In-house clinic is closed
3.2.3. Travelling distance to in-house clinic is too far
3.2.4. The nature of illness/medical issues require specialist attention
4.0. Non-panel clinic
4.1. Should an employee be unable to seek treatment at the in-house clinic or
panel clinic due to their present location or while on vacation or travel, the
employee may seek treatment at the nearest clinic to their current location.
4.2. Employee shall pay first and subsequently claim for reimbursement upon
returning to work. Reimbursement of medical fees for visits to non-panel
clinic will be at the discretion of the Company and based on the following
circumstances:
4.2.1. Emergency cases.
4.2.2. Availability of Company’s panel doctors e.g., on Sundays or public
holidays or if the Company’s nearest panel clinics are closed.
4.2.3. Employees was away at a different location during the emergency.

Page 56 of 59
22.0. Freedom of Association
1.0. The Company acknowledges and respects the right of all employees in regard to their
participation in the formation, membership & lawful activities of a trade union such as
the right to bargain collectively as accorded by the Industrial Relations Act 1967 and
the Trade Unions Act 1959 with no fear of any negative repercussions.
2.0. The Company supports the International Labour Organization’s (ILO) Declaration on
Fundamental Rights and Principles at Work, including the ILO declaration on the
freedom of association and the right to collective bargaining.
3.0. Employees are free to form and join organizations of their own choosing so long as it
is not against any prevailing laws of the country. The Company fully respects and
supports workers’ democratic rights to participate or not participate in trade unions
without fear of intimidation, pressure or reprisal.
4.0. The Company support and promotes employees to form a Workers’ Representative
and engage in collective bargaining.
5.0. All workers, without distinction, have the right to join or form trade unions of their own
choosing without prior authorization, and to bargain collectively.
6.0. The company does not discriminate against individuals based on union or committee
membership. Workers that are part of unions or workers’ committees are treated
equally. Any worker who feels discriminated against is encouraged to raise their
grievance via the company’s established grievance channels.

Page 57 of 59
23.0. Prolonged Illness Leave (PIL)
1.0. Definitions & Conditions

1.1. Prolonged illness is defined as suffering from an ailment/sickness, injury, or
disablement that under normal circumstances would take a longer time to be
cured, healed, and recuperate to a status whereby the employee is able to
commence normal work.
1.2. An employee may qualify for prolonged illness leave if he/she is;
1.2.1. Ill, sick, incapacitated or disabled; or
1.2.2. Require continuous medical attention and medication, or
1.2.3. In the expert opinion of a registered medical practitioner is unable to
perform normal work.
1.3. An employee who has been diagnosed with a prolonged illness shall
immediately notify the company of his/her medical status and submit his/her
medical report to the company’s appointed medical practitioner who will then
advice the company.
1.4. Employees who intend to apply for prolonged illness must agree to undergo a
full medical assessment/review by the company’s appointed medical
practitioner who will advise the company on the employee’s medical conditions.
1.5. PIL approval may be given by the company at its sole discretion.
1.6. Employees must have served the company for at least two (2) years before
they can qualify for PIL.
1.7. PIL is only granted to employees that have exhausted their sick leave,
hospitalisation leave and annual leave.
2.0. Leave Duration
2.1. An employee who is diagnosed with prolonged illness during his tenure of
employment shall be entitled to the following provisions for the subsequent six
(6) months period:
Phase Period Entitlement
Phase 1 First 90 days Full pay leave
Phase 2 Next 90 days Half pay leave
Phase 3 Next 90 days Unpaid leave
2.2. Medical Leave/Hospitalisation Leave Certificate is not required during the PIL
period.
3.0. Conditions for Approval
3.1. Employee must undergo a periodic medical assessment/evaluation by the
company’s appointed medical practitioner. The frequency of the
assessment/evaluation shall be determined by the company.
3.2. Employee must provide all medical records/results/documentations to the
company’s appointed medical practitioner when requested.
3.3. Should the employee fail to attend the medical assessment/evaluation required
or fail to furnish medical records/results/documentation, the company may
withdraw the PIL and the employee shall be put on unpaid leave.
3.4. Employees who recover and is certified fit to resume work, shall have their PIL
leave cancelled and must resume work as instructed by the company.
3.5. In case where the company’s doctor certifies the employee fit for light duties or
modified duties, and such roles exits, the employee’s PIL leave shall be
cancelled and must resume work as instructed by the company.
4.0. Post PIL Period
4.1. At the end of phase three (3), if the employee is still certified unfit to work by
company’s appointed medical practitioner, the company may terminate the
employment on medical grounds.
Page 58 of 59
This sharing by Malaysia HR Forum is for educational and informational purposes only. While
the information in this document has been verified to the best of our abilities, we cannot
guarantee that there are no mistakes or errors. All information is of a general nature and does
not address the specific circumstances of any particular individual or entity. Nothing in this
document constitutes legal, tax, investment, financial advice and neither is it intended to be a
substitute for professional advice. You alone assume the sole responsibility of evaluating the
merits and risks associated with the use of any information or other content in this document
before making any decisions based on such information. By proceeding further and in
exchange for the use of this document, you agree to this disclaimer and shall not hold Malaysia
HR Forum, the authors and anyone associated with the preparation of this document liable for
any damages, losses or claims arising from any decision you make based on the information or
contents of this document.

Page 59 of 59

Employee Handbook Sample Malaysia HR Forum v3

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EMPLOYEE

This sample document is prepared by the Malaysia HR Forum

This sample document is prepared by the Malaysia HR Forum

This sample document is prepared by the Malaysia HR Forum

This sample document is prepared by the Malaysia HR Forum

This sample document is prepared by the Malaysia HR Forum

1.0. Compliance with laws

2.0. Respect in the workplace

3.0. Professionalism in the workplace

4.0. Company property and proprietary information

5.0. Dress Code

This sample document is prepared by the Malaysia HR Forum

7.0. Conflict of interest

8.0. Gifts or Entertainment

This sample document is prepared by the Malaysia HR Forum

10.0. Work hours and tardiness

11.0. Disciplinary actions

This sample document is prepared by the Malaysia HR Forum

1.0. Hiring age

2.0. Headcount approval

3.0. Hiring type

4.0. Hiring of disabled candidates

5.0. Pre-hire medical examination

6.0. Hiring of former employees

7.0. Interview and selection process

8.0. Employee Referral Programme

This sample document is prepared by the Malaysia HR Forum

9.0. Hiring of expatriates and foreign workers

This sample document is prepared by the Malaysia HR Forum

12.0. In-hiring salary

13.0. New employee onboarding programme

14.0. Off-boarding process

15.0. Retirement Age

This sample document is prepared by the Malaysia HR Forum

1.0. Annual Leave

2.0. Unpaid Leave

3.0. No-Pay Leave (also Known as Absenteeism)

4.0. Replacement Leave

This sample document is prepared by the Malaysia HR Forum

6.0. Paternity Leave

7.0. Marriage Leave

8.0. Compassionate Leave

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10.0. Hospitalisation Leave

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12.0. Public Holiday Leave

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13.0. Maternity Leave

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3.0. Other conditions

4.0. Calculations and cut-off

1.0. Notice of Resignation

2.0. Forced Resignation

3.0. Separation Form

This sample document is prepared by the Malaysia HR Forum

5.0. Encashment of Unutilised Earned Leave

7.0. Rescission of Resignation

8.0. Eligibility for Rehire

This sample document is prepared by the Malaysia HR Forum