Clean team hand book sample

Content

Clean Team Ghana Limited Employee Handbook

Edition I - September 2014

Akwaaba!

About Clean Team

Health and Safety

Working Hours

Annual leave

Public Holidays

Sick Leave

Compassionate Leave

Maternity Leave

Paternity Leave

Disciplinary policy & procedure

Training and Education Support

Termination of Employment

Retirement

Redundancy

Travel and Expenses

Vehicle and Fuel policy

For internal use only

Content

Clean Team Ghana Limited Employee Handbook

Edition I - September 2014

Akwaaba!

About Clean Team

Health and Safety

Working Hours

Annual leave

Public Holidays

Sick Leave

Compassionate Leave

Maternity Leave

Paternity Leave

Disciplinary policy & procedure

Retirement

Redundancy

Travel and Expenses

Vehicle and Fuel policy

For internal use only

About Clean TeamWe offer an innovative, affordable sanitation solution for low-income communities in the developing world

Millions of people worldwide do not have access to the kind of safe and hygienic sanitation facilities that many of us take for granted. We believe this is unacceptable. We want to transform lives by delivering safe, hygienic and convenient sanitation facilities into the homes of low-income urban dwellers in the developing world.

People of all ages, regardless of circumstance, deserve the right to perform their necessary bodily functions in safety, without the risk of spreading or contracting disease. Our mission is to ensure as many people as possible can enjoy that right.

We offer an affordable, reliable solution to the problem of inadequate sanitation infrastructure in countries that are struggling to provide for the basic needs of their burgeoning urban populations. We work with the local population and tailor to their needs, providing employment and a sustainable business model along with our unique sanitation solution.

Simple, empowering, effective.

Akwaaba!

We are excited to welcome you to Clean Team!

We are a team of motivated individuals who are empowered to provide affordable and dignified solutions to the problem of inadequate sanitation. Helping others is at the forefront of everything we do and we are glad you have joined us at this exciting stage of our journey.

We consider our people to be our key assets and I am committed to helping them develop their skills, knowledge and experience in order to help them succeed individually, and as part of a team. We believe a positive working environment is essential for this and are constantly looking for new ways to get the best out of one another.

P lease use th i s employee handbook as an information guide on your employment with Clean Team. It includes our main policies and procedures and some quick facts to help ensure your time at Clean Team is as enjoyable, productive and successful as possible.

Please make use of the knowledge of your colleagues should you have any questions, or come and speak to me about anything you are unsure about. I look forward to working with you.

Valerie Labi Chief Executive Officer

About Clean TeamWe offer an innovative, affordable sanitation solution for low-income communities in the developing world

Millions of people worldwide do not have access to the kind of safe and hygienic sanitation facilities that many of us take for granted. We believe this is unacceptable. We want to transform lives by delivering safe, hygienic and convenient sanitation facilities into the homes of low-income urban dwellers in the developing world.

People of all ages, regardless of circumstance, deserve the right to perform their necessary bodily functions in safety, without the risk of spreading or contracting disease. Our mission is to ensure as many people as possible can enjoy that right.

We offer an affordable, reliable solution to the problem of inadequate sanitation infrastructure in countries that are struggling to provide for the basic needs of their burgeoning urban populations. We work with the local population and tailor to their needs, providing employment and a sustainable business model along with our unique sanitation solution.

Simple, empowering, effective.

Akwaaba!

We are excited to welcome you to Clean Team!

We are a team of motivated individuals who are empowered to provide affordable and dignified solutions to the problem of inadequate sanitation. Helping others is at the forefront of everything we do and we are glad you have joined us at this exciting stage of our journey.

We consider our people to be our key assets and I am committed to helping them develop their skills, knowledge and experience in order to help them succeed individually, and as part of a team. We believe a positive working environment is essential for this and are constantly looking for new ways to get the best out of one another.

P lease use th i s employee handbook as an information guide on your employment with Clean Team. It includes our main policies and procedures and some quick facts to help ensure your time at Clean Team is as enjoyable, productive and successful as possible.

Please make use of the knowledge of your colleagues should you have any questions, or come and speak to me about anything you are unsure about. I look forward to working with you.

Valerie Labi Chief Executive Officer

Health and Safety

This policy applies to all employees at Clean Team Ghana Limited. Health and

Safety is of primary importance. Breaking the health and safety policy is gross

misconduct and may lead to instant dismissal.

Introduction

In the office•

The purpose of this policy is to set

c lear s tandards to ensure

employees, customers and visitors

are kept safe at all times at Clean

Make sure you know the fire

escape routes

In the event of a fire, call the fire

service. Do NOT attempt to

tackle it yourself

E v a c u a t e t h e b u i l d i n g

immediately and do not wait

to gather any personal

belongings

Ensure wires do not obstruct

walkways

Beware of wet floors, especially

after it rains

All spillages should be cleaned

up immediately

Uniform

Due to the nature of our

business, our uniform is

important from a health and

safety perspective, and is thus

imperative to our employees

keeping safe.

Furthermore, as a customer

facing, brand driven business

our appearance is of the utmost

importance.

The uniform remains property

of Clean Team Ghana Limited

at all times. You will be held

r e s p o n s i b l e f o r a n y

unreasonable damage.

Office based employees should

always keep a 'Ask me about

my toilet' t-shirt in the office for

occasions when they need to

partake in non-office based

activities

We always have our customers as the focus of our work

We work in unity with our colleagues and our community

We constantly look for ways to adapt our innovations in order to create a sustainable legacy

We respect everyone for who they are and what they bring to our organisation

We take responsibility for our own safety and for those around us

We are professional, truthful and guided by our integrity – but never forget to have fun!

Our Values

Health and Safety

This policy applies to all employees at Clean Team Ghana Limited. Health and

Safety is of primary importance. Breaking the health and safety policy is gross

misconduct and may lead to instant dismissal.

Introduction

In the office•

The purpose of this policy is to set

c lear s tandards to ensure

employees, customers and visitors

are kept safe at all times at Clean

Make sure you know the fire

escape routes

In the event of a fire, call the fire

service. Do NOT attempt to

tackle it yourself

E v a c u a t e t h e b u i l d i n g

immediately and do not wait

to gather any personal

belongings

Ensure wires do not obstruct

walkways

Beware of wet floors, especially

after it rains

All spillages should be cleaned

up immediately

Uniform

Due to the nature of our

business, our uniform is

important from a health and

safety perspective, and is thus

imperative to our employees

keeping safe.

Furthermore, as a customer

facing, brand driven business

our appearance is of the utmost

importance.

The uniform remains property

of Clean Team Ghana Limited

at all times. You will be held

r e s p o n s i b l e f o r a n y

unreasonable damage.

Office based employees should

always keep a 'Ask me about

my toilet' t-shirt in the office for

occasions when they need to

partake in non-office based

activities

We always have our customers as the focus of our work

We work in unity with our colleagues and our community

We constantly look for ways to adapt our innovations in order to create a sustainable legacy

We respect everyone for who they are and what they bring to our organisation

We take responsibility for our own safety and for those around us

We are professional, truthful and guided by our integrity – but never forget to have fun!

Our Values

This policy applies to all employees at Clean Team Ghana Limited. The principles

may differ depending on which band your role is assigned to. Please speak to your

manager should you have any questions.

Working Hours

IntroductionThe purpose of this policy is to set

clear standards on the hours

employees are required to work.

As a customer focused business,

we need to be flexible with

additional requirements.

Band A, B & C•

Clean Team standard office

working hours are: 8am to

5pm, Monday to Friday

In some cases, due to personal

circumstances or business

need, you manager may

discuss alternative hours with

This will always be limited to 8

hours per day from Monday to

Friday or a total of 40 hours per

You are entitled to a 1 hour

flexible lunch break between

12pm to 2pm

This is not included in your

working hours

In exceptional circumstances,

you may be required to work on

Saturday, Sunday or Public

Holidays. If this is the case, you

s h a l l b e r e m u n e r a t e d

appropriately or given time off

in lieu.

Waste Collectors/ Anyone

visiting Dompoase• Waste Collectors/Processors

should always wear personal

protective equipment (Safety

boots, hand gloves, nose

masks, face shields and plastic

aprons when working work.

• Visitors should always wear

Personal Protective Equipment

(PPE); safety boots, hand

gloves and nose masks when

visiting Dompoase.

• Visitors must be conducted

around the site by the site

manager.

• Visitors must adhere to all

safety regulations governing

the site.

• Visitors should sign visitor book

on the site.

This policy applies to all employees at Clean Team Ghana Limited. The principles

may differ depending on which band your role is assigned to. Please speak to your

Working Hours

IntroductionThe purpose of this policy is to set

clear standards on the hours

employees are required to work.

As a customer focused business,

we need to be flexible with

additional requirements.

Band A, B & C•

Clean Team standard office

working hours are: 8am to

5pm, Monday to Friday

In some cases, due to personal

circumstances or business

need, you manager may

discuss alternative hours with

This will always be limited to 8

hours per day from Monday to

Friday or a total of 40 hours per

You are entitled to a 1 hour

flexible lunch break between

12pm to 2pm

This is not included in your

working hours

In exceptional circumstances,

you may be required to work on

Saturday, Sunday or Public

Holidays. If this is the case, you

s h a l l b e r e m u n e r a t e d

appropriately or given time off

in lieu.

Waste Collectors/ Anyone

visiting Dompoase• Waste Collectors/Processors

should always wear personal

protective equipment (Safety

boots, hand gloves, nose

masks, face shields and plastic

aprons when working work.

• Visitors should always wear

Personal Protective Equipment

(PPE); safety boots, hand

gloves and nose masks when

visiting Dompoase.

• Visitors must be conducted

around the site by the site

manager.

• Visitors must adhere to all

safety regulations governing

the site.

• Visitors should sign visitor book

on the site.

Introduction

Principles

The purpose of this policy is to

inform you about your salary and

taxes. Should you have any queries

about this, please contact the

Finance Manager.

Employees are paid on the

21st of every month

Employees are responsible for

ensuring all bank and personal

details are up to date

Your gross salary will be subject

to tax and Social Security

deductions and Clean Team

Ghana Limited will make the

employer's SSF contribution as

required by law.

?Employees are required by law to

contribute 5% of their gross

salary to the social security and

Na t iona l I n su rance T ru s t

Pension Fund monthly.

?Any other tax levied by the

Government on the salary and

other earnings of the employee

will be deducted from the

employee's salary each month

This policy applies to all office based employees at Clean Team Ghana Limited

Band D• The normal working hours for

waste collectors is 8 hours. i.e

from 6:00am to 2:00pm

• In the event that all work is

completed before this time,

waste collectors may leave

once the site manager is

satisfied that the day's duties

have been completed

• The normal working hours for

service associates is 8 hours.

i.e. from 6:00am to 2:00pm

• Upon completion of all house

visits, service associates must

report immediately to the

office to deposit the cash

safely with the Finance

Manager8 9I

Introduction

Principles

inform you about your salary and

taxes. Should you have any queries

about this, please contact the

Finance Manager.

Employees are paid on the

21st of every month

Employees are responsible for

ensuring all bank and personal

details are up to date

Your gross salary will be subject

to tax and Social Security

deductions and Clean Team

Ghana Limited will make the

employer's SSF contribution as

required by law.

?Employees are required by law to

contribute 5% of their gross

salary to the social security and

Na t iona l I n su rance T ru s t

Pension Fund monthly.

?Any other tax levied by the

Government on the salary and

other earnings of the employee

will be deducted from the

employee's salary each month

This policy applies to all office based employees at Clean Team Ghana Limited

Band D• The normal working hours for

waste collectors is 8 hours. i.e

from 6:00am to 2:00pm

• In the event that all work is

completed before this time,

waste collectors may leave

once the site manager is

satisfied that the day's duties

have been completed

• The normal working hours for

service associates is 8 hours.

i.e. from 6:00am to 2:00pm

• Upon completion of all house

visits, service associates must

report immediately to the

office to deposit the cash

safely with the Finance

Manager8 9I

Annual leave

Introduction

Band B

inform you about your holiday

entitlements. To request annual

leave, please speak to your

manager.

?The annual leave year runs from

January to December

?Your annual leave entitlement is

28 days per year

?Public holidays and certified

sickness shall not affect this

?You must aim to give your

manager 15 days notice before

taking leave

?With agreement from your

manager, it is permitted for you

to carry forward up to a

maximum of 5 days into the next

calendar year

?These must be taken before

March 31st of the next calendar

This policy applies to all employees in Clean Team Ghana Limited. The principles

differ depending on which band your role is assigned to. Please speak to your

· Should you not take leave in the

agreed times, it will be forfeited

?The annual leave year runs

from January to December

22 days per year

taking leave

maximum of 5 days into the

next calendar year

?Should you not take leave in the

Band C

“Clean Team has really helped my

family but I have benefited the most as I

used to be in charge of taking my little

siblings to the toilet. Apart from walking

to the public toilet myself, I used to

escort my little sisters to the toilet

anytime they needed to go. Now they

use the toilet at home by themselves. It

has really reduced the burden on me.”

ADWOA AGYEIWAAH, 10 YEARS

10 11I

Annual leave

Introduction

Band B

inform you about your holiday

entitlements. To request annual

leave, please speak to your

manager.

?The annual leave year runs from

January to December

28 days per year

taking leave

maximum of 5 days into the next

calendar year

· Should you not take leave in the

?The annual leave year runs

22 days per year

taking leave

maximum of 5 days into the

next calendar year

?Should you not take leave in the

Band C

“Clean Team has really helped my

family but I have benefited the most as I

used to be in charge of taking my little

siblings to the toilet. Apart from walking

to the public toilet myself, I used to

escort my little sisters to the toilet

anytime they needed to go. Now they

use the toilet at home by themselves. It

has really reduced the burden on me.”

ADWOA AGYEIWAAH, 10 YEARS

10 11I

Public Holidays

IntroductionThe purpose of this policy is to inform you about your public holiday

entitlements. Only in exceptional circumstances shall a Clean Team employee

be asked to work on a Public Holiday. Should a public holiday occur during

your annual leave, it will not count as part of your annual leave allowance.

This policy applies to all employees in all positions at Clean Team Ghana Limited

Public Holiday

New Year’s Day

Independence Day

Good Friday

Easter Monday

May Day

Africa Unity Day

Republic Day

Eid Ul-Fir

Founder’s Day

Eid Ul-Adha

Farmer’s Day

Christmas Day

Boxing (Proclamation) Day

1st January

6th March

3rd April

6th April

1st May

25th May

1st July

17th July

21st September

23rd September

5th December

25th December

26th December

Band D?The annual leave year runs

?Y o u r a n n u a l l e a v e

entitlement is 16 days per

You must aim to give your

manager 15 days notice

before taking leave

12 13I

Public Holidays

IntroductionThe purpose of this policy is to inform you about your public holiday

entitlements. Only in exceptional circumstances shall a Clean Team employee

be asked to work on a Public Holiday. Should a public holiday occur during

your annual leave, it will not count as part of your annual leave allowance.

Public Holiday

New Year’s Day

Independence Day

Good Friday

Easter Monday

May Day

Africa Unity Day

Republic Day

Eid Ul-Fir

Founder’s Day

Eid Ul-Adha

Farmer’s Day

Christmas Day

Boxing (Proclamation) Day

1st January

6th March

3rd April

6th April

1st May

25th May

1st July

17th July

21st September

23rd September

5th December

25th December

26th December

Band D?The annual leave year runs

?Y o u r a n n u a l l e a v e

entitlement is 16 days per

You must aim to give your

manager 15 days notice

before taking leave

12 13I

Compassionate Leave

Introduction

inform you of your entitlements

should a family member pass

away. As this is a very sensitive

time, please speak to your

manager should you have any

concerns.

Principles

• Employees may be excused

work for compassionate

reasons related to family

bereavement

– Up to a maximum of 5 working

days in the event of a death of

your primary spouse or a

registered dependent

– Up to 3 days on each occasion

for parents and full siblings

• All other compassionate leave

shall be granted at the

discretion of the CEO

• T h e t o t a l n u m b e r o f

compassionate leave days will

be 10 days per any single year

Sick Leave

Introduction

should you be ill. Please speak to

your manager should you have

any concerns.

14 15I

Principles

• If you feel ill and are unable to

make it into work, you m u s t

call your manager before 8am,

or the start of your s h i f t

(whichever is earlier) to explain

the situation

• If you are ill for 4 consecutive

days, you must provide a

certificate from a medical

practitioner stating that you are

unfit for work and how long

your illness is expected to last

• In line with the Labour Law, if a

medical practitioner certifies

your illness, you are entitled to

up to a maximum of 15 days

Sick Leave on full pay.

Compassionate Leave

Introduction

should a family member pass

away. As this is a very sensitive

time, please speak to your

manager should you have any

concerns.

Principles

• Employees may be excused

work for compassionate

reasons related to family

bereavement

– Up to a maximum of 5 working

days in the event of a death of

your primary spouse or a

registered dependent

– Up to 3 days on each occasion

for parents and full siblings

• All other compassionate leave

shall be granted at the

discretion of the CEO

• T h e t o t a l n u m b e r o f

compassionate leave days will

be 10 days per any single year

Sick Leave

Introduction

should you be ill. Please speak to

your manager should you have

any concerns.

14 15I

Principles

• If you feel ill and are unable to

make it into work, you m u s t

call your manager before 8am,

or the start of your s h i f t

(whichever is earlier) to explain

the situation

• If you are ill for 4 consecutive

days, you must provide a

certificate from a medical

practitioner stating that you are

unfit for work and how long

your illness is expected to last

• In line with the Labour Law, if a

medical practitioner certifies

your illness, you are entitled to

up to a maximum of 15 days

Sick Leave on full pay.

• If you have a medical condition

which is cert i f ied by a

registered practitioner, you will

be given additional leave

during pregnancy or after you

have given birth. This will be

discretionary and discussed on

a case by case basis

• If you are nursing your baby,

you will be given one hour a

day to attend to his/her needs

for a period of up to 1 year. This

will be treated as working hours

and will not affect your salary

• A new mother is entitled to take

up to 12 weeks maternity leave

on full pay and up to 4

additional weeks on half pay,

in addition to any remaining

annual leave

• You may choose to take up to 4

of these weeks before the birth

• As soon as you become aware

of your pregnancy, you must

inform your manager so that

any additional risk assessments

can be carried out

• You should give your manager

at least 3 months notice of when

you plan to take this leave

• Whilst on maternity leave, your

contract will not be adapted -

you will receive your full salary

and any additional benefits as

normal

Band C

which is certified by a registered

practitioner, you will be given

add i t i ona l l eave du r ing

pregnancy or after you have

given birth. This will be

discretionary and discussed on a

case by case basis

• If you are nursing your baby, you

will be given one hour a day to

attend to his/her needs for a

period of up to 1 year. This will

be treated as working hours and

will not affect your salary

on full pay, in addition to any

remaining annual leave

• As soon as you become aware of

your pregnancy, you must

inform your manager so that any

additional risk assessments can

be carried out

• You should give your manager at

least 3 months notice of when

normal

Band D

Introduction

The purpose of this policy is to help

you through the exciting time of

becoming a new mother. We

understand this can be a difficult

time for you, so please speak to

your manager should you have any

concerns.

Band A & B

annual leave

can be carried out

normal

Maternity Leave

16 17I

which is cert i f ied by a

registered practitioner, you will

be given additional leave

for a period of up to 1 year. This

will be treated as working hours

and will not affect your salary

annual leave

can be carried out

normal

Band C

which is certified by a registered

practitioner, you will be given

add i t i ona l l eave du r ing

pregnancy or after you have

given birth. This will be

discretionary and discussed on a

case by case basis

• If you are nursing your baby, you

will be given one hour a day to

attend to his/her needs for a

period of up to 1 year. This will

be treated as working hours and

will not affect your salary

on full pay, in addition to any

remaining annual leave

• As soon as you become aware of

your pregnancy, you must

inform your manager so that any

additional risk assessments can

be carried out

• You should give your manager at

least 3 months notice of when

normal

Band D

Introduction

becoming a new mother. We

concerns.

Band A & B

annual leave

can be carried out

normal

Maternity Leave

16 17I

Paternity Leave

Introduction

Principles

becoming a new father. We

concerns.

• You are entitled to take up to 2

weeks leave, in addition to any

annual leave, after the birth of

your new baby

• Whilst on paternity leave, your

normal

• Please note that this policy is

restricted to the birth of children

by your primary spouse only

• Should your primary spouse

have a medical condition

which is certified by a

registered practitioner, you

may be given additional leave

during her pregnancy or after

she has given birth. This will be

a case by case basis.

Over 2.6 billion people on the planet do not have access to adequate sanitation. Every day in the developing world, thousands of tonnes of human faeces are disposed of inadequately, polluting water supplies and spreading disease, mainly amongst women and children. 1.8 million people die every year from diarrheal diseases, and 90% of these are children under the age of 5.

2.5 billion people – roughly 37 per cent

of the world's population – still lack

what many of us take for granted:

access to adequate sanitation.

will be given additional leave

for a period of up to 1 year.

This will be treated as working

hours and will not affect your

salary

18 19I

Paternity Leave

Introduction

Principles

becoming a new father. We

concerns.

• You are entitled to take up to 2

weeks leave, in addition to any

annual leave, after the birth of

your new baby

• Whilst on paternity leave, your

normal

• Please note that this policy is

restricted to the birth of children

by your primary spouse only

• Should your primary spouse

have a medical condition

may be given additional leave

during her pregnancy or after

she has given birth. This will be

a case by case basis.

Over 2.6 billion people on the planet do not have access to adequate sanitation. Every day in the developing world, thousands of tonnes of human faeces are disposed of inadequately, polluting water supplies and spreading disease, mainly amongst women and children. 1.8 million people die every year from diarrheal diseases, and 90% of these are children under the age of 5.

2.5 billion people – roughly 37 per cent

of the world's population – still lack

what many of us take for granted:

access to adequate sanitation.

will be given additional leave

for a period of up to 1 year.

This will be treated as working

hours and will not affect your

salary

18 19I

?A l l r e c o r d s o f f o r m a l

disciplinary action will be

retained in your personal file.

Minor disciplinary matters are

usually best dealt with informally. If

informal discussions do not bring

about an improvement or there is a

further disciplinary offence, the

formal procedure will be used.

The outcome of a disciplinary

meeting may be as follows:

If, despite informal discussions,

your conduct or performance does

not improve, you will be given a

formal warning. A note of the

warning will be kept. This type of

warning will usually lapse after 9

months, unless otherwise stated,

subject to improvement in your

conduct/performance.

If there is no improvement in

standards, a further offence occurs

or the misconduct is considered

sufficiently serious a written

warning will be given. A copy of

this written warning will be kept on

your personal file. A written

Informal discussions/counselling

The procedure

First written warning

Second written warning

sufficiently serious to warrant only

one written warning, a final written

warning will be given. This

warning will make it clear that any

recurrence of the offence or other

serious misconduct within a

specified period will result in

dismissal. A final written warning

will be kept on your personal file.

The warning will normally lapse

after 12 months, unless otherwise

stated, subject to improvement in

your conduct/performance.

Every warning will contain clear

reference to:

?a description of the nature of

the offence

?the nature of the disciplinary

action to be taken

?the action required by you to

improve performance or

conduct

?what stage to the procedure the

warning constitutes and the

likely consequences of further

offences

Final written warning

Disciplinary Policy & Procedure

IntroductionThe purpose of this policy is to help

and encourage all employees to

achieve and maintain good

s tandards o f conduc t and

effectiveness.

Company policy, standards of

conduct and procedures are

outl ined in your individual

statement of terms and conditions of

employment, in the employee

handbook, and via oral and written

instructions from management.

The policy may be changed at the

sole discretion of the Company

without notice.

This policy is intended to be applied

to i s sues o f conduc t and

p e r f o r m a n c e , i n c l u d i n g

attendance, as well as any other

disciplinary matter for which the

policy is suitable.

Principles?No final action will normally be

taken until the case has been

fully investigated.

At each stage you will be

invited to a meeting at which

time you wil l have the

opportunity to state your

case before any decision is

?You will then be advised, in

writing, of the complaint

against you and the action

?Disciplinary action will be

appropriate to the severity of

the matter and all other

circumstances.

?If the situation is serious, or

concerns health and safety,

you may be given more than

one warning in relation to any

one incident

?If you are dismissed you have

the right to appeal. This must be

done within 7 days and details

will be given to you should you

reach this situation.20 21I

?A l l r e c o r d s o f f o r m a l

disciplinary action will be

retained in your personal file.

Minor disciplinary matters are

usually best dealt with informally. If

informal discussions do not bring

about an improvement or there is a

further disciplinary offence, the

formal procedure will be used.

The outcome of a disciplinary

meeting may be as follows:

If, despite informal discussions,

your conduct or performance does

not improve, you will be given a

formal warning. A note of the

warning will be kept. This type of

sufficiently serious a written

warning will be given. A copy of

this written warning will be kept on

your personal file. A written

Informal discussions/counselling

The procedure

First written warning

Second written warning

sufficiently serious to warrant only

one written warning, a final written

warning will be given. This

warning will make it clear that any

recurrence of the offence or other

serious misconduct within a

specified period will result in

dismissal. A final written warning

will be kept on your personal file.

The warning will normally lapse

after 12 months, unless otherwise

stated, subject to improvement in

your conduct/performance.

Every warning will contain clear

reference to:

?a description of the nature of

the offence

?the nature of the disciplinary

action to be taken

?the action required by you to

improve performance or

conduct

?what stage to the procedure the

warning constitutes and the

likely consequences of further

offences

Final written warning

Disciplinary Policy & Procedure

IntroductionThe purpose of this policy is to help

achieve and maintain good

s tandards o f conduc t and

effectiveness.

Company policy, standards of

conduct and procedures are

outl ined in your individual

statement of terms and conditions of

employment, in the employee

handbook, and via oral and written

instructions from management.

The policy may be changed at the

sole discretion of the Company

without notice.

This policy is intended to be applied

to i s sues o f conduc t and

p e r f o r m a n c e , i n c l u d i n g

attendance, as well as any other

disciplinary matter for which the

policy is suitable.

Principles?No final action will normally be

taken until the case has been

fully investigated.

At each stage you will be

invited to a meeting at which

time you wil l have the

opportunity to state your

case before any decision is

?You will then be advised, in

writing, of the complaint

against you and the action

?Disciplinary action will be

appropriate to the severity of

the matter and all other

circumstances.

?If the situation is serious, or

concerns health and safety,

you may be given more than

one warning in relation to any

one incident

?If you are dismissed you have

the right to appeal. This must be

done within 7 days and details

will be given to you should you

reach this situation.20 21I

AppealsYou may appeal after a

decision has been made to

dismiss you. To do so you

contact the Chief Executive

Officer with your reasons,

within 7 days of the decision

being communicated to you.

Wherever possible a manager

who was not involved in the

original disciplinary action will

hear the appeal.

At an appeal any disciplinary

decision may be confirmed or

overturned.

Dismissal

Gross misconduct

standards, or a further offence

occurs, you will be dismissed.

If, after investigation, it is deemed

that you have committed an offence

which is considered to be gross

misconduct, you will be dismissed

immediately. Examples of gross

misconduct include, but are not

limited to:

?t he f t , f raud , de l i be ra t e

f a l s i f i c a t i o n o r

m i s a p p r o p r i a t i o n o f

Company documents

?fighting or assault on another

person, including colleagues,

customers and visitor

?being convicted of a criminal

offence

?conduct which seriously

undermines the trust between

the individual and the Company

?other conduct bringing the

Company into disrepute

?deliberate damage to Company

property

?harassment

?bullying

?accepting a bribe

?being unfit for work through

alcohol or illegal drugs

?unauthorised possession on

Company premises of alcohol or

illegal drugs

?gross negligence

?refusing to accept a reasonable

request made by an authorised

person or other serious failure to

comply with Company rules and

procedures

?deliberate misrepresentation to

obtain employment

?disregard of safety procedures

?breaches of confidentiality

?repeated unauthorised absence

?misuse of the Company

c o m m u n i c a t i o n s y s t e m s

including e-mail and telephone.

If you are found to have committed

an act of gross misconduct you will

be dismissed without notice or

payment in lieu of notice. Any

decision to dismiss will only be

taken after a full investigation.

SuspensionWhilst the alleged gross misconduct

is being investigated, you may be

suspended, during which time you

will receive your normal salary plus

any allowances. Suspension is not

to be regarded as disciplinary

action and will be for as short a

period as possible.

22 23I

AppealsYou may appeal after a

decision has been made to

dismiss you. To do so you

contact the Chief Executive

Officer with your reasons,

within 7 days of the decision

being communicated to you.

Wherever possible a manager

who was not involved in the

original disciplinary action will

hear the appeal.

At an appeal any disciplinary

decision may be confirmed or

overturned.

Dismissal

Gross misconduct

standards, or a further offence

occurs, you will be dismissed.

If, after investigation, it is deemed

that you have committed an offence

which is considered to be gross

misconduct, you will be dismissed

immediately. Examples of gross

misconduct include, but are not

limited to:

?t he f t , f raud , de l i be ra t e

f a l s i f i c a t i o n o r

m i s a p p r o p r i a t i o n o f

Company documents

?fighting or assault on another

person, including colleagues,

customers and visitor

?being convicted of a criminal

offence

?conduct which seriously

undermines the trust between

the individual and the Company

?other conduct bringing the

Company into disrepute

?deliberate damage to Company

property

?harassment

?bullying

?accepting a bribe

?being unfit for work through

alcohol or illegal drugs

?unauthorised possession on

Company premises of alcohol or

illegal drugs

?gross negligence

?refusing to accept a reasonable

request made by an authorised

person or other serious failure to

comply with Company rules and

procedures

?deliberate misrepresentation to

obtain employment

?disregard of safety procedures

?breaches of confidentiality

?repeated unauthorised absence

?misuse of the Company

c o m m u n i c a t i o n s y s t e m s

including e-mail and telephone.

If you are found to have committed

an act of gross misconduct you will

be dismissed without notice or

payment in lieu of notice. Any

decision to dismiss will only be

taken after a full investigation.

SuspensionWhilst the alleged gross misconduct

is being investigated, you may be

suspended, during which time you

will receive your normal salary plus

any allowances. Suspension is not

to be regarded as disciplinary

action and will be for as short a

period as possible.

22 23I

Introduction

Principles

inform you of the steps to take

should you wish to resign from your

position at Clean Team.

• Should you wish to terminate

your contract, you can resign at

any time by giving 1 month

notice in writing

• This should be given to your

manager, after a discussion

about the reasons

• Likewise, Clean Team can

terminate your contract at any

time by giving you 1 month

notice in writing. Please refer to

the Disciplinary policy for

exceptions to this.

• Should you not work out your

period of notice, you will be

liable to pay the sum of

remuneration that you were

due to receive in that time

• Similarly, should Clean Team

not give due notice of

termination, you will be paid

the sum of remuneration that

you were due to receive in that

• Please note that all voluntary

leavers will be required to

attend an 'Exit Interview',

where they will be asked

q u e s t i o n s a b o u t t h e i r

experiences at Clean Team.

This is to help us keep

improving in the future.

Introduction

Band A, B & C

develop themselves in line with our

business priorities.

• All employees are entitled to

financial assistance up to the

value of 10% of their annual

salary for work related courses

• You should discuss how to best

use this assistance with your

manager

• Should you require additional

funding, you should write a

letter to the CEO outlining:

– Details of the programme

(including description, location,

length)

– E s t i m a t e d c o s t o f t h e

programme

– Benefits to you personally

This policy does not apply to all employees in Clean Team Ghana Limited. The

principles differ depending on which band your role is assigned to. Please speak to

your manager should you have any questions.

– Benefits to the business

• Each application is reviewed

on a case by case basis

• For free courses, we encourage

e m p l o y e e s t o e x p l o r e

www.coursera.org

?If you have a particular area

that you would like to learn

more about, or improve in,

please speak to your manager

?For free courses, we encourage

www.coursera.org

Band D

24 25I

Introduction

Principles

inform you of the steps to take

should you wish to resign from your

position at Clean Team.

• Should you wish to terminate

your contract, you can resign at

any time by giving 1 month

notice in writing

• This should be given to your

manager, after a discussion

about the reasons

• Likewise, Clean Team can

terminate your contract at any

time by giving you 1 month

notice in writing. Please refer to

the Disciplinary policy for

exceptions to this.

• Should you not work out your

period of notice, you will be

liable to pay the sum of

remuneration that you were

due to receive in that time

• Similarly, should Clean Team

not give due notice of

termination, you will be paid

the sum of remuneration that

you were due to receive in that

• Please note that all voluntary

leavers will be required to

attend an 'Exit Interview',

where they will be asked

q u e s t i o n s a b o u t t h e i r

experiences at Clean Team.

This is to help us keep

improving in the future.

Introduction

Band A, B & C

develop themselves in line with our

business priorities.

• All employees are entitled to

financial assistance up to the

value of 10% of their annual

salary for work related courses

• You should discuss how to best

use this assistance with your

manager

• Should you require additional

funding, you should write a

letter to the CEO outlining:

– Details of the programme

(including description, location,

length)

– E s t i m a t e d c o s t o f t h e

programme

– Benefits to you personally

– Benefits to the business

• Each application is reviewed

on a case by case basis

• For free courses, we encourage

www.coursera.org

?If you have a particular area

that you would like to learn

more about, or improve in,

please speak to your manager

?For free courses, we encourage

www.coursera.org

Band D

24 25I

Redundancy

Period of Service

Less than 5 years

5 years and above

Above 10 years – 15 years

Above 30 years

Benefit

Length of Service x Career Average Salary x 1.20

should Clean Team make you

redundant.

A redundancy situation may occur

if the requirement for employees to

undertake work of a particular kind

has ceased or diminished

?In this situation, your position

with the company may be

terminated

?I f t h e r e i s n o s u i t a b l e

employment within Clean Team,

Principles

you may be given a

financial reward upon

your departure

?Should the company be

f a c e d w i t h m a k i n g

employees redundant, we

will use the following

guiding principles:

o Announce to all employees

that a restructuring is to

take place

o Individually consult those

who are placed at risk of

redundancy

o F a i r l y s e l e c t t h e

individual(s) who are to be

made redundant

Retirement

IntroductionThe purpose of this policy is to

should you reach the age of

retirement whilst an employee of

Clean Team.

This policy applies to all employees in Clean Team Ghana Limited.

Principles?The official retirement age is 60

years old in Ghana

?In accordance with the Labour

Law, employees at or past

retirement age who want to

keep working may be offered

contracts of one year's duration

· Any such contract renewal

would be conditional on the

r e s u l t s o f a m e d i c a l

examination by a registered

medial practitioner

?Clean Team will inform you 6

months before you are due to

retire. It is your responsibility to

ensure that your personal

details are accurate.

?Upon retirement, you will be

eligible for a retirement benefit,

which is set in accordance with

your length of service and

career average salary.

?Please see below the table of

benefits:

26 27I

Redundancy

Period of Service

Less than 5 years

5 years and above

Above 30 years

Benefit

should Clean Team make you

redundant.

A redundancy situation may occur

if the requirement for employees to

undertake work of a particular kind

has ceased or diminished

?In this situation, your position

with the company may be

terminated

?I f t h e r e i s n o s u i t a b l e

employment within Clean Team,

Principles

you may be given a

financial reward upon

your departure

?Should the company be

f a c e d w i t h m a k i n g

employees redundant, we

will use the following

guiding principles:

o Announce to all employees

that a restructuring is to

take place

o Individually consult those

who are placed at risk of

redundancy

o F a i r l y s e l e c t t h e

individual(s) who are to be

made redundant

Retirement

should you reach the age of

retirement whilst an employee of

Clean Team.

This policy applies to all employees in Clean Team Ghana Limited.

Principles?The official retirement age is 60

years old in Ghana

?In accordance with the Labour

Law, employees at or past

retirement age who want to

keep working may be offered

contracts of one year's duration

· Any such contract renewal

would be conditional on the

r e s u l t s o f a m e d i c a l

examination by a registered

medial practitioner

?Clean Team will inform you 6

months before you are due to

retire. It is your responsibility to

ensure that your personal

details are accurate.

?Upon retirement, you will be

eligible for a retirement benefit,

which is set in accordance with

your length of service and

career average salary.

?Please see below the table of

benefits:

26 27I

Travel and Expenses

inform you of your entitlements to

claim back any monies that you

spend whilst on company business.

Domestic Expenses -

Band A, B & C?Should you spend any personal

money whilst on company

business that is reimbursable,

you must provide the following

information to the Finance

Manager:

o Receipts of expenses incurred

o Wri t t en approva l f rom

manager

?Should the original receipts not

be available, you must provide

a valid reason, along with

approval from the CEO

?Receipts and written approval

must be provided within 14

days of incurring the expense

?Should that date pass without

valid reason, the Finance

M a n a g e r m a y d e n y

reimbursement

?Personal money that is

reimbursable includes, but is

not limited to:

o Make every effort to identify

suitable employment within the

company, if possible

o Give at least one month's notice

of redundancy

o Support affected employees in

their search for external

employment

o Keep personal information

confidential at all times

?The financial packages offered in

a redundancy situation will be in

line with statutory entitlements

?Any enhanced redundancy pay

will be indicatively announced

when you are put at risk of

redundancy

?The enhanced redundancy pay is

an additional Clean Team Ghana

Limited benefit, and is thus liable

t o c h a n g e i n d i f f e r e n t

restructuring periods

28 29I

Travel and Expenses

inform you of your entitlements to

claim back any monies that you

spend whilst on company business.

Domestic Expenses -

Band A, B & C?Should you spend any personal

money whilst on company

business that is reimbursable,

you must provide the following

information to the Finance

Manager:

o Wri t t en approva l f rom

manager

days of incurring the expense

reimbursement

?Personal money that is

reimbursable includes, but is

not limited to:

o Make every effort to identify

suitable employment within the

company, if possible

o Give at least one month's notice

of redundancy

o Support affected employees in

their search for external

employment

o Keep personal information

confidential at all times

?The financial packages offered in

a redundancy situation will be in

line with statutory entitlements

?Any enhanced redundancy pay

will be indicatively announced

when you are put at risk of

redundancy

?The enhanced redundancy pay is

an additional Clean Team Ghana

Limited benefit, and is thus liable

t o c h a n g e i n d i f f e r e n t

restructuring periods

28 29I

Vehicle and Fuel Policy

Principles?If you require a vehicle for

Clean Team business purposes,

your default action is to check if

the company driver is available

?Should you be driving in your

own vehicle, and the journey

has been approved by your

manager, you should purchase

fuel on a Tom card.

?Entitled to a reimbursement of

petrol up to GHS50 per month

petrol but all trips must be

approved by line manager

prior to journey.

inform you of your vehicle and fuel

entitlements whilst on company

business.

o Taxis whilst on company

business

o Lunch entertaining customers

o Additional, or unexpected,

payment charges

?Where possible, this should be

approved in advance by your

manager

Foreign Travel Expenses -

Band A, B & C?Should you travel abroad on

company business, you will be

entitled to the following:

o Economy class airline tickets

o Hotel accommodation up to a

total value of $200 per night

o Breakfast, lunch and dinner

expenses up to a total value of

$50 per day

* Please note: the CEO may

provide alternative values,

depending on the cost of living

in the country you are visiting

o All local travel expenses to and

from business meetings ie.

Taxis, buses, trains

o Any vaccinations needed to

travel to your destination

o The cost of a visa for your

destination

o Transport from your home

address to the airport

?Simi lar ly wi th domes t ic

expenses, you must provide the

Finance Manager with the

following:

o Wri t t en approva l f r om

manager

days of you returning from your

business trip

reimbursement

30 31I

Vehicle and Fuel Policy

Principles?If you require a vehicle for

Clean Team business purposes,

your default action is to check if

the company driver is available

?Should you be driving in your

own vehicle, and the journey

has been approved by your

manager, you should purchase

fuel on a Tom card.

?Entitled to a reimbursement of

petrol up to GHS50 per month

petrol but all trips must be

approved by line manager

prior to journey.

inform you of your vehicle and fuel

entitlements whilst on company

business.

o Taxis whilst on company

business

o Lunch entertaining customers

o Additional, or unexpected,

payment charges

?Where possible, this should be

approved in advance by your

manager

Foreign Travel Expenses -

Band A, B & C?Should you travel abroad on

company business, you will be

entitled to the following:

o Economy class airline tickets

o Hotel accommodation up to a

total value of $200 per night

o Breakfast, lunch and dinner

expenses up to a total value of

$50 per day

* Please note: the CEO may

provide alternative values,

depending on the cost of living

in the country you are visiting

o All local travel expenses to and

from business meetings ie.

Taxis, buses, trains

o Any vaccinations needed to

travel to your destination

o The cost of a visa for your

destination

o Transport from your home

address to the airport

?Simi lar ly wi th domes t ic

expenses, you must provide the

Finance Manager with the

following:

o Wri t t en approva l f r om

manager

days of you returning from your

business trip

reimbursement

30 31I

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