Employee E-handbook - Philfire Insurance

EMPLOYEE E-HANDBOOKPHILIPPINE FIRE AND MARINE INSURANCE CORPORATION

Head O�ce: 5th Floor Lepanto Building, 8747 Paseo de Roxas, Makati City. Telephone: (02) 892-2981 to 85 Fax No.: 813-6163 Mobile No.: (+63922) 857-8161

http://www.phil�re.com.ph

TABLE OF CONTENTS

CHAPTER I : INTRODUCTION

4CHAPTER II : APPOINTMENTS

6CHAPTER III : CLASSIFICATION

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CHAPTER IV : PRIVILEGES & BENEFITS

13CHAPTER V : COMPANY OPERATING POLICIES & PROCEDURES

21CHAPTER VI : CAREER & PERSONNEL DEVELOPMENT

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CHAPTER VII : CODE OF CONDUCT/TABLE OF PENALTIES

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Welcome to PHILFIRE!

You have joined a firm engaged in non-life insurance. Whether you come to the company as an assistant, or a supervisor, a technical specialist or a manager, bear in mind that you play an invaluable role in the life of PHILFIRE. We hope that you will find your stint here as a fruitful and rewarding experience.

This employee e-handbook was prepared by the Human Resources Department to acquaint you with the various policies of PHILFIRE. It is intended to give you a better understanding of your responsibilities and the conditions under which you work. In a nutshell, it contains a brief description of its mandate, functions and operations, and the rules and regulations governing the workplace. This employee e-handbook should answer the questions most frequently asked by the employees and serve as a “ready reference” for you during the course of your employment. Your immediate superior or the HR Department can help you with any questions you might have that are not answered in this e-handbook.

We are pleased to have you as part of PHILFIRE.

Sincerely,

The Management

1

DISCLAIMER

I understand that I am responsible for reading the employee e-handbook, familiarizing myself with its contents and adhering to all of the policies and procedures of PHILFIRE, whether set forth in this employee e-handbook or elsewhere.

The policies, procedures and standard practices described in this manual are not conditions of employment. This manual does not create an express or implied contract between PHILFIRE and any of its employees located in the different designated locations where this manual is applicable.

PHILFIRE periodically reviews personnel policies in part or as a whole, to ensure that they continue to reflect Company’s current operational standards and are consistent with existing trends and laws. I further understand that this manual is the property of PHILFIRE.

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Using this Employee E-Handbook

The policies and practices included in this employee e-handbook may be modified as deemed necessary by the Management.

This e-handbook is intended for use by all employees of PHILFIRE and presented for information purposes only.

Your department/division has additional specific procedures for many of the general policies stated in the handbook. You are expected to learn your respective division’s procedure and comply with them. You are also expected to conform to the professional standards of your occupation.

Please direct any questions to your immediate superior or to the Human Resources Department.

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CHAPTER IINTRODUCTION

ABOUT US

1. The PHILFIRE History

The Philippine Fire and Marine and Insurance Corporation (PHILFIRE) has but a solid reputation, based on years outstanding performance and reliable service.

The Company traces its roots to Manila Underwriters Insurance Company, Inc., which was established in 1949, during the exuberant period of post-World War II in the Philippines.

In 1977, the Company was acquired by Lepanto Investment and Development Corporation (a subsidy of Lepanto Consolidated Mining Company), Far East Bank and Trust Company, the Fernandez-Palanca group, Filsyn Corporation, and the Tugu Insurance Company Ltd., (a HongKong subsidiary of Pertamina – the Indonesia Oil and Gas Company). It was subsequently renamed as Philippine Fire and Marine Insurance Corporation.

Drawing from the strength of its new owners, PHILFIRE has become one of the most reputable and stable non-life insurance companies in the country.

2. Our Reputation

RESPONSIBILITY GROWTH

PHILFIRE’s growth reflects the prudent vision of its owners and management. The collective experience and expertise of some of the country’s top financial and industrial leaders who serve on its Board are brought to bear on plans, policies, and decisions. The company is committed not only to the furtherance of its own interest, but also to the industry’s welfare.

STABILITY

A forerunner in nonlife insurance, the company has built and maintained a client base whose continued confidence in PHILFIRE for varied insurance needs manifest abiding faith in the stability of the company. PHILFIRE now serves the nonlife insurance requirements of over fifty (50) companies in a wide range of industries.

4 | INTRODUCTION

2. MISSION

To be the nation's most valued non-life insurance company.

3. VISION

Pursue excellence by providing quality comprehensive non-life insurance products and services to all insuring public.

4. RESPONSIBILITY GROWTH

PHILFIRE'S growth reflects the prudent vision of its owners and management. The Company is embedded with a multitude of business actors and has taken responsibility for the ways the company's operation impact its stakeholders. With the call for sustainability and increased expectations on both its bottom line and organizational development, the company is committed not only to the furtherance of its own interest but also to the industry's welfare.

5. STABILITY

For more than a decade now, the foundation of PHILFIRE's success has been the tailored and individualized products and services we offer to our customers. Within the company and beyond, all employees are integrated into the PHILFIRE community and its affiliates enhancing their knowledge base and capabilities. Combining our extensive knowledge in non-life insurance and continuous product research enable us to perform and develop synergies between our employees, the management and our customers in our business operations.

5. OUR VALUES

Dynamic Integrity Dependable

INTRODUCTION | 5

CHAPTER IIAPPOINTMENTS

Offices are created by the Board of Directors which prescribes and defines the powers, functions and duties attached to such offices as recommended by the President.

Employees are appointed by the President upon recommendation of the Head of Office or Immediate superior. Those classified under group VI and the Heads of Offices under group V are appointed by the President subject to the confirmation of the Board of Directors if required by the By-Laws of PHILFIRE (referred also as “ Company”).

No position in the Company is filled in either on an ad interim or temporary basis without the prior approval of the President or in accordance with the provisions of the By-Laws of PHILFIRE.

Employment and Hiring Policies

Recruitment, Selection and Placement

All manpower requisitions are initiated using an approved Manpower Requisition Form (MRF). Only Supervisors and Managers are allowed to initiate requisition for personnel. The MRF must be duly signed and approved by Department/Division Head, the HRD, FinanceManager and the VP Operations. All requisitions should be accompanied with a detailed Job Description for the vacant positions. Requesting party should coordinate with HR Department for the development of the Job Descriptions.

Priority will be given to existing PHILFIRE employees (internal candidates) who meet the minimum qualifications for the vacant positions. If no employee is qualified, HR Department shall proceed with external hiring.

PHILFIRE uses a number of sourcing methods to encourage qualified candidates to apply for available positions. These include posting job advertisements on newspapers of general circulation and online job postings. Depending on the type of position available and qualifications, recruiting efforts may be local or expanded.

6 | APPOINTMENTS

All applicants undergo the standard recruitment process conducted by the HR Department as follows:

Resume screening – by HR and requesting department/division Battery of Exams – by HR Initial interview – by HR Second Interview – by Requesting Department Manager/Representative Panel Interview – by Management Group Background Investigation/Reference Check – by HR Medical Examination Job Offer – by HR Contract Signing – by HR

Candidates are selected on the basis of professional qualifications, personal and academic background, and work experiences. The Company also looks at physical and mental fitness, aptitude, skills and positive attitudes that will enable him to satisfactorily perform the responsibilities of a certain position. All applicants shall be evaluated and selected based on the following general qualifications:

• Must be a graduate of four-year course • Must possess required knowledge, skills and work experience required for the job • With at least average written and oral communication skills • Has strictly passed all screening requirements

Selected candidates shall submit the following pre-employment requirements to HRD within one (1) month from the date of employment:

1x1 Colored ID photo with white background (2pcs) SSS Number - photocopy of any of the following: Photocopy of SSS digitized ID card Photocopy of E1 form Photocopy of approved SSS E-6 stub (Application for SSS ID)

APPOINTMENTS | 7

SSS Loan remittance summary from previous employer, if any

HDMF (Pag-Ibig) Number / ID

HDMF (Pag-Ibig) Loan remittance summary from previous employer, if any

Philhealth Number / ID

Taxpayer Identification Number - photocopy of any of the following: If employee has previous employer/s during the current year Photocopy of BIR Certificate of Compensation (2316) in current year 1905 received by the BIR Regional District Office where TIN was applied

If employee has NO previous employer/s in current year 2305 & 1905 received by the BIR Regional District Office where TIN was applied Attachment: Photocopy of Birth Certificate, Marriage Contract & Birth Certificate of Qualified Dependents

If employee has no TIN/ Employee has no TIN yet BIR form 1902 with attachments NBI Clearance Transcript of Records/ Diploma/ Certificate of Graduation

Clearance from most recent employer/ Certificate of Employment

Photocopies of Training Certifications, if any

Favorable Medical Exam and Drug Test Results

8 | APPOINTMENTS

The applicant shall report to the HR Department on the first day of employment. HR shall ensure that the following are accomplished on the first reporting day of the newly hired employee before deployment to the requesting department/division:

(a) Signing of Contract and other pertinent documents (b) Submission of pre-employment requirements (c) Employee Orientation (d) Introductions and Office Tour

Employment Records

PHILFIRE maintains a systematic and updated employment record of all employees. The employment record includes information about employee’s personal details, work history and all personnel actions initiated for and against him like promotions, non-conformance, etc.

If there is any change in the employee’s residence, civil status, educational attainment or anything related to his personal data, employee should personally proceed to HR Department to update his records. Updating records in the 201 file is the responsibility of employees.

Employment Status

There are categories of employees in the company:

A. REGULAR EMPLOYEE. Employee who has successfully completes the probationary period and shall enjoy the benefits of a regular employee.

B. PROBATIONARY EMPLOYEE. Employee is put under observation and evalua-tion. A probationary employee becomes a regular employee after a period of 6 months. The probationary period may be extended for another 6 months in case the employee needs additional period to qualify for the position he/she is hired for.

BUT, if at least 3 months, such that employee has satisfactorily accomplished the minimum requirements based on the employees’ appraisal conducted by the immediate superior, a probationary employee may become a regular upon recommendation of the immediate superior and approval of the President.

APPOINTMENTS | 9

C. TRAINEE. All new employees without professional experience are under training period of 6 months. Three weeks before the end of training period, the Department Head shall submit to the HRD the conducted appraisal.

D. CONTRACTUAL. Employed for a definite period or hired for seasonal employment. This status of employment will not be converted to regular employment without appointment to the effect issued by the company.

2. TRANSFER

Management reserves the right to transfer an employee to a vacant position of the same (lateral) or higher (promotion) job level, when it deems necessary to do so, in view of organizational requirements.

It is the policy of the company to transfer or approve request for transfer of employees to other vacant positions, whereas talent can be utilized provided that requirements are met.

For the good of the service, as when necessity and urgency so require, employees may be transferred from one office to another without diminution in rank, salary and other privileges they currently have.

This takes place when an employee is moved to another equivalent rank or of same pay level within an organization from one job. A transfer of an employee may occur within the same department or to another shift or from one depart-ment to another.

3. PROMOTION

General Considerations. Promotion in general, is an upward reclassification of an employee to a position with a corresponding increase in responsibilities or skills required and salary.

Promotion usually takes two forms: promotion within one group (horizontal promotion) or promotion to one group to another (vertical promotion).

Horizontal promotions are acted upon by the Head of Office who notifies the Accounting Manager of such action. Vertical promotions, however, are recommended by the Head of Office to the President for approval.

10 | APPOINTMENTS

Horizontal promotions are acted upon by the Head of Office who notifies the Human Resources Manager and Finance Manager subject for approval of the VP for Operations of such action. Vertical promotions, however, are recommended by the Head of Office to the VP for Operations and President, if necessary for approval.

Promotion depends upon the evaluation of the Head of Office. In recommending candidates for promotion, the Head of Office should be guided by the group classification of employees (refer to CHAPTER III). This will assure employees that their compensation will be commensurate to their job and work performance.

Critical Factors for Promotion i) Attendance and Punctuality ii) Performance iii) Professional Experience/ Training & Seminar iv) Discipline v) Length of Service

4. SEPERATION FROM SERVICE

Separation from service is governed by the terms of the contract. It may be brought by resignation (without prejudice to the conditions stipulated in the contract with PHILFIRE) and such causes provided by law. The contract may be terminated at any time during the period by either of the parties for causes stipulated in CHAPTER VIII, but the requirements of the law must be observed. Voluntary resignation must be done in writing at least thirty (30) days prior to the effectivity of the resignation.

5. RESIGNATION

An employee who decides to resign from a position should observe ample notice of his or her intention to leave so as to allow supervisors and managers in the department to assess their needs in replacing the individual, as well as to provides time for the processing of final salary and other due payments upon termination.

An employee shall tender a notice of resignation at least one (1) month prior to effectivity date of resignation.

An employee without 30 day notice forfeits all the benefit earned from company and hold the employee liable for damages.

APPOINTMENTS | 11

An employee shall undergo clearing period 3 days before effectivity date of resignation or termination before issuance of certificate of employment and release of claims, if any.

6. EXIT INTERVIEW

This shall be conducted by Human Resources Department during clearing period.

7. CLEARING PERIOD

The reigning/terminated employee shall undergo clearing period. Employee shall be responsible to seek the clearance in departments involved before issuance of the certificate of employment, and claims, if any.

Employee shall accept Release and Quitclaim issued by HRD upon release of claims.

CHAPTER IIICLASSIFICATION

PHILFIRE Employees, in general, are classified according to group.

In PHILFIRE, as in any organization, positions are grouped according to similarity of job descriptions, functions, or duties. In grouping, several factors are taken into consideration, such as educational attainment, experience and training, length of service, complexity of duties, skills essential to the position, job responsibility, etc. Employee classification provides the basis for a wage and salary structure.

1. According to Group

Group I. SERVICE PERSONNEL. They are those in the Carpentry, Maintenance, Canteen, Janitorial, Messengerial and Printing Press Divisions. The drivers are also classified under this group.

Group II. ADMINISTRATIVE PERSONNEL WITHOUT BACHELORS DEGREE. They may be employed as secretaries or general clerks in the difeerent departments and telephone operators.

12 | CLASSIFICATION

Group III. ADMINISTRATIVE PERSONNEL WITH BACHELORS DEGREE. These are the new employees with a beachelor’s degree or those in Group II who are automatically promoted to Group III upon attaining bachelor’s degree.

Group IV. SENIOR PERSONNEL. These are some of the Head’s secretaries who have been promoted to this group, or the more senior secretaries or senior clerks in the different offices who exercises some degree of super vision or who handle more responsibilities. The Supervisors and Account Executives of the Service Personnel likewise belong to this group.

Group V. SPECIAL PERSONNEL. Those who fall under this group include the following: Executive Secretary, Assistant Treasurer, Chief Accountant, Finance Assistant, Company Cashier.

Group VI. THE SENIOR MANAGEMENT. This is composed of Corporate Officers who assist the President – the executive Administrator of the Company – in decision-making and in governing the Company. They are the Vice Presidents, Senior Managers, Accounting Managers, Legal and Administrative Officers and Managers, and Human Resource Manager.

CHAPTER IVPRIVILEGES AND BENEFITS

Employee benefits typically refers to health insurance, vacation leave pay, sick leave pay, maternity leave, Emergency leave, holiday pay, retirement pay, bonuses are forms of value, other than payment, that are provided to Philfire employee in return for their significant contribution to the organization, that is, performing job.

Appreciation from a boss, likelihood for promotion, nice office, etc., are also one of the intangible benefit of an employee.

It is the policy of the Company to provide an opportunity for the employees to rest, and in case of sickness, the opportunity to convalesce, and to attend a pressing personal or family need.

PRIVILEGES AND BENEFITS | 13

STATUTORY BENEFITS

1. Service Incentive Leave

The Labor Code prescribes the minimum of five (5) days vacation leave with pay. This is required to be paid in order to afford him needed rest and to acquire new vitality. This may be used for sick and vacation leave purposes. The unused service incentive leave is commutable to its money equivalent at the end of the year.

An employee must notify the HRD as soon as possible and Leave form must be filed immediately upon returning back to work. More than two (2) days of absence will require a medical certificate from a registered physician indicating that the employee is fit to work.

2. Parental leave - refers to leave benefits granted by law to a solo parent to enable him/her to perform parental duties and responsibilities where physical presence is required.

Conditions for Entitlement

A solo parent employee shall be entitled to the parental leave under the following conditions: 1. He/she has rendered at least one (1) year of service, whether continuous or broken;2. He/she has notified his/her employer that he/she will avail himself/herself of it, within a reasonable period of time; and3. He/she has presented to his/her employer a Solo Parent Identification Card, which may be obtained from the DSWD office of the city or municipality where he/she resides. This benefit is not convertible to cash if not availed of by the employee. A change in the status or circumstance of the parent claiming the benefit under the law, such that he/she is no longer left alone with the responsibility of parenthood, shall terminate his/her eligibility.

14 | PRIVILEGES AND BENEFITS

3. SSS Sickness Benefit

FeaturesA member-employee shall be entitled to a daily cash allowance to assist him when he is unable to report for work due to sickness or injury.The daily cash allowance is equivalent to 90% of employee’s average daily salary credit.

A member-employee can be granted 120 days of the sickness benefit for every calendar year. The sickness benefit shall not be paid for more than 240 days on account of the same illness. If the sickness or injury still persists after 240 days, the claim will be considered a disability claim.

Eligibility A member-employee must have remitted at least three monthly SSS premium contributions within the 12-month period immediately preceding the semester of sickness.

GuidelinesA member-employee shall be entitled to a daily cash allowance to assist him when he is unable to report for work due to sickness or injury. The employee must have:• Been confined due to sickness either in the hospital or at home;• Been confined for at least four days;• Been unable to report for work• Notified his employer within five calendar days from the start of sickness;• Exhausted all current leave credits with pay.

PHILFIRE office hours are from 8:30 am until 5:30 in the afternoon. One-hour lunch break is provided that can be consumed depending on the time allotted by the management. Fifteen-minute coffee breaks may be arranged with the respective Heads of the different offices.


4. SSS Disability Benefit

Features The disability benefit is a cash benefit paid to a member who becomes totally or partially disabled, either in the form of a monthly pension or lump sum amount depending on his contributions. Eligibility

Members who suffer partial or total permanent disability, regardless of the number of monthly contributions paid to SSS, are qualified.

Types of Benefits

1. Monthly Pension – cash benefit paid monthly to a disabled member who has paid at least 36 monthly contributions.

2. Lump Sum Amount – granted to those who have not paid the required 36 monthly contributions.

Types of Disability Benefits

1. Permanent Partial Disability – a condition that is incurable but the member is not totally prevented to engage in any gainful occupation. Amember declared as partially disabled will receive a monthly pension payable for a limited number of months.

2. Permanent Total Disability – an ailment that permanently prevents a member to engage in any gainful occupation. A member declared as totally disabled will receive a monthly pension for as long as the member is disabled.

5. SSS Maternity/Paternity Benefits

(a) Maternity/Paternity Leave

PHILFIRE grants maternity and paternity leave benefits to its employees in accordance with the Social Security System (SSS) Laws. Application for maternity or paternity leave must be submitted to the Accounting Manager before the employee concerned goes on actual maternity or paternity leave.


5. SSS Maternity/Paternity Benefits

(a) Maternity/Paternity Leave

PHILFIRE grants maternity and paternity leave benefits to its employees in accordance with the Social Security System (SSS) Laws. Application for maternity or paternity leave must be submitted to the Accounting Manager before the employee concerned goes on actual maternity or paternity leave.

SSS Member:

As defined by law, all ladies are qualified to avail the Maternity leave whether married or unmarried. The expectant or qualified employees can avail maternity leave at full pay:

a. 60 days – normal delivery, abortion or miscarriage or;b. 78 days – caesarian section delivery at the rate of thirty percent of the average daily salary credit as defined in section of SSS Law.

Maternity leave shall be limited to the first 4 children as mandated by law.

The Paternity leave shall be limited to the first four (4) deliveries of the employee’s lawful wife. It covers all married regular male employees.

The leave shall be for Seven (7) days, with full pay, consisting of basic salary.

5. Home Development and Mutual Fund

6. Philhealth

8. Salaries


It is PHILFIRE’s desire to pay all employees’ wages and salaries that are competitive with other employers in a way that will be motivational, fair and equitable. Salaries are based on a salary structure approved by the Management.

Existing jobs, position classifications and salary scales are reviewed regularly. On the basis of any significant findings, the job hierarchy and salary ranges shall be revised accordingly.

Generally, PHILFIRE grants three (3) types of salary increases to its employees:

Merit increases are adjustments based on the individual’s meritorious work performance. Those who would qualify to this type of increase are selected on the basis of a thorough review of their performance through the Management by Objectives (MBO). The amount of increase is pre-established and is usually equivalent to the employee’s pay step within the established salary range for his job level.

Increases due to Promotion or Re-classification are adjustments given when there is a change of position from one job to another of a higher classification.

General increases are across-the-board increases regardless of work performance. This type of increase could be in the form of general economic adjustment that the Company may grant unilaterally or in compliance with the mandatory provisions of laws or decrees promulgated by the government (e.g. Wage Regulatory Board increase).

Salaries for all employees are paid semimonthly through a designated bank and ATM every two weeks. They shall receive their pay slips that show the composi-tion of their salaries and deductions through the Payroll Section of the Finance/Accounting Department.


8. Paid Holidays

There are eleven (11) regular holidays in a year under Executive Order No. 203, as amended by Republic Act 9177, namely:

Regular Holidays

• New Year‘s Day January 1 • Maundy Thursday Movable Date • Good Friday Movable Date • ArawngKagitingan April 9 • Labor Day May 1 • Independence Day June 12 • National Heroes Day Last Sunday of August • EidlFitr Movable Date • Bonifacio Day November 30 • Christmas Day December 25 • Rizal Day December 30

Nationwide Special Holidays

• NinoyAquino Day August 21• All Saints Day November 1 • Last Day of the Year December 31

As a policy, the company shall compensate the holiday if the employee either reports for work or files a leave with pay on the work day immediately preceding the holiday. Where there are two (2) successive regular holidays, such as Maundy Thursday and Good Friday, an employee will not be paid for both holidays if he absents himself from work on the day immediately preceding thefirst holiday, unless he works on the first holiday, in which case he is entitled to his holiday pay on the second holiday.


9.Overtime

As the need arises, employees may be required by their supervisors to work more hours than their normal schedule. Such work are treated as overtime and requires a minimum of one (1) hour to be considered, in addition to the official required daily hours of work.

Employees who are to engage into overtime work are required to obtain consent from their superiors/Managers by filing an Overtime Request at least two (2) days prior to actual overtime work subject for approval of the VP Operations. This is integrated with the payroll every scheduled pay day.


COMPANY OPERATING POLICIES AND PROCEDURES | 21

CHAPTER V

COMPANY OPERATING POLICIES AND PROCEDURES

1. Observance of Office Hours

Every employee is bound by his/her contract to render eight (8) hours work per day for five (5) days a week in the office or department to which he/she is assigned in accordance with the general working schedule of PHILFIRE. Due to the exigencies of the service, a special time schedule for certain groups of employees may be allowed by the President or his duly authorized representative.

PHILFIRE office hours are from 8:30 am until 5:30 in the afternoon. One-hour lunch break is provided that can be consumed depending on the time allotted by the management. Fifteen-minute coffee breaks may be arranged with the respective Heads of the different offices.

2. Timekeeping

PHILFIRE is using a BUNDY CLOCK timekeeping system. Employee must register his time of arrival and departure from work daily. .

Reconciled record of the Bundy Clock is the basis of computing employees’ salaries for purposes of payroll.

3. Attendance Records

PHILFIRE expects all employees to conduct themselves in a professional manner during their employment that includes practicing good attendance habits.

4. Tardiness, Undertime, Absence

Every employee is expected to be in his workstation at the start of the official working hours. Any tardiness, under time, and absence incurred by an employee creates a disruption on the overall flow of business operation.

TARDINESS is incurred when an employee reports for work beyond the start of the official working hours.

5. Dress Code

To maintain a professional atmosphere at work at all times, everyone is required to wear proper attire or clothes that are appropriate for corporate dealings. All employees are expected to appear presentable before the public at all times. For this reason, all employees are required to observe the dress code schedule set by the Company.

Wearing of micro-mini skirts, shorts, halter, tube, tank tops, sleeveless, spaghetti-strapped, faded/torn denims, oversized shirt/pants and excessive accessories such as metallic chains, oversized earrings, bling bling, is prohibited. Men are not allowed to wear earrings.

The dress code policy shall be enforced by the Superior or Manager. Employees who are improperly dressed may be instructed by their Superiors/Managers to return home to change clothes. The employee may not be compensated for such time away from work.

Only the following cases shall be considered as valid excuses for non-compliance to prescribed dress code:

(i) pregnancy (ii) field/technical work, as duly authorized by the immediate supervisor

6. Office Decorum

PHILFIRE desires to create an office environment that is dignified, pleasant, and conducive to serious professional work. Such an environment calls for the adoption and observance of certain standards of propriety, refinement, and formality that, along with competence and moral integrity, marks a true professional.

Employees are encouraged to foster a work atmosphere conducive to productivity. They should perform whatever tasks they have in hand in order, intensity, and constancy and upon the completion of one task, should take up the

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DAYS DRESS CODE Monday to Thursday Uniform/Corporate/Business

Attire Friday to Saturday Corporate/Business Attire

Whereabouts – employees should inform their superiors of their whereabouts or itineraries daily to insure continuity of communications.

Use of Computers/laptops - should be used exclusively for business purpose unless authorized otherwise.

Use of Telephone – in order to keep telephone lines open for business calls, employees are discouraged to make personal calls. Personal unavoidable call when taken or made should be for the shortest possible time only. The use of the telephone by outsiders in employee’s respective working areas is likewise discouraged, unless it is in connection with the company’s business.

All telephone calls should be answered promptly and all inquiries handled courteously. Greet the caller pleasantly, courteously and be always at their service. Determine what the caller wants. If you cannot supply the needed info, transfer the call to the proper person, or jot down the number and the message.

Wearing of ID’s- PHILFIRE IDs/ Badges should be worn by all employees at all times in visible location.

Use of Bundy Clock – Lobby/entrance doors should never be propped open, especially during off-hours and employees who find them open should shut them immediately. Using the access of Bundy Clock, employees will be permitted to PHILFIRE office during office hours. Under no circumstances should the Bundy Clock be available to anyone who is not an employee of PHILFIRE.

Use of Shredder – Leaving confidential data at printers, fax and other equipment is prohibited. To protect ourselves and the confidentiality of all company proprietary materials, it is a must that every unnecessary document, paper and other effects should be shredded.

7. Conflict of Interest

All employees should make the fulfillment of their responsibilities to PHILFIRE the focal point of their professional activities. They have an obligation to conduct business within guidelines that prohibit actual or potential conflict of interest. The employees of PHILFIRE should not engage in direct competition with the company either personally or through a firm in which they have a substantial interest.

COMPANY OPERATING POLICIES AND PROCEDURES | 23

8. Workplace Organization

Maintaining a clean and safe environment as well as having an organize facility is a group effort and requires the competence of all employees in making sure the workplace remains

9. Proper Accountability

Every employee is responsible for all PHILFIRE properties entrusted to him by virtue of the functions of his office.

a. Employees entrusted with keys to offices, stock rooms, etc., shall be held accountable for all losses and damages suffered by the Company by virtue of his neglect in the use of the keys.

b. The employee shall be held liable for damages to and losses of Company’s properties according to the degree of his participation.

c. Computers (Laptops, Desktops) and Mobile phones issued to employees are one’s responsibility and shall be held liable for any damages or loss.

10. Confidentiality

No employee shall divulge or furnish a copy to a third person any record of the Company without the knowledge and written consent of the Company.

Contracts including wages and salary are deemed confidential and therefore it is necessary not to be discussed amongst employees in or outside company premises.

11. Disciplinary Action

The company adheres to the provisions of the Labor Code of the Philippines, as amended, in all matters concerning employment. It also abides by the provisions of the law in relation to acts and omissions, which are just causes for the cessation of employer-employee relations, which may be initiated by the employee, by the employer, or by reasons, or causes not directly attributable to either of the two. Termination of employment shall be done only within the limits set by existing laws on dismissal. Omission or violation of the internal policies of the Company, likewise, shall be subject to discipline in accordance with the corresponding penalties as set hereunder.

24 | COMPANY OPERATING POLICIES AND PROCEDURES

CHAPTER VI

CAREER AND PERSONNEL DEVELOPMENT

It is the policy of PHILFIRE to encourage its employees to develop in their jobs so that they may improve job performance and qualify for more advanced positions. Tofurther this policy, the company offers training and career development services.

Trainings and Seminars

PHILFIRE recognizes that the effectiveness of its professional staff is largely dependent upon sound staff training. As part of this staff training, the company encourages staff to participate in classes, seminars, and trainings that will enhance the knowledge and performance of its staff.

CAREER AND PERSONNEL DEVELOPMENT | 25

CHAPTER VII

CODE OF CONDUCT/TABLE OF PENALTIES

26 | CODE OF CONDUCT/TABLE OF PENALTIES

A = written warning B = 1-3 days suspension C = 3-7 days suspension D = 7-15 days suspension E = Dismissal

(OSDA) OFFENSES SUBJECT TO DICIPLINARY ACTION

DISCIPLINARY ACTION

OSDA CHART | 27

1.01st offense 2nd offense 3rd offense

1.1 Refusal to accept Company notices, memos and/or orders A B C

1.2Loitering during office hours. Except on official business, no employee shall loiter, during office hours, in places other than his designated working area.

A B-C D

1.3Wearing prohibited attire. All employees should wear proper office/business attire.

A B-C D

1.4Allowing visitor/guests within prohibited area. Employees shall entertain visitors either in the reception area or at the designated receiving area of the department.

A B-C D

1.5Consuming alcoholic beverages while on duty (except on special occasions), or the possession or consumption of illegal drugs.

1.5.1 Alcoholic beverages C D E1.5.2 Illegal drugs E

1.6

Reporting for work in an unsafe condition, which includes but is not limited to, being under the influence of alcoholic beverages or drugs. An employee who so reports shall be sent home with pay pending investigation.

1.6.1 Influence of Alcoholic beverage B C/D E1.6.2 Influence of illegal drugs E

1.7 Sleeping while on duty. A/B C/D E

1.8AWOL - Failing to report for work without giving the employee's supervisor or department head notice of absence prior to the start of the employee's shift.

1.8.1 Absence without notification for a day. A B C

1.8.2Absence without notifying superior or HR department for more than 3 days

A/B C/D E


C D E


D/E

1.9 Excessive tardiness1.9.1 8 times or more instances of being tardy in a 30-day period. A B C1.9.2 5 times or more instances of being tardy in a 15-day period A B/C D

1.9.3Failure to swipe/punch "in" time card for at least five (5) times in a 15-day period.

A B/C D/E

1.10Failing to swipe/punch "out" the time card on four (4) occasions within any six (6) consecutive pay periods.

A B/C C/D

1.11Posting unauthorized materials on walls or bulletin boards; defacing or removing authorized material from bulletin boards.

A/B B/C D/E

1.12 Smoking in prohibited areas. B C D/E

1.13Vending, soliciting, or collecting contributions on the Company's time or premises without prior appropriate authorization from the Company.

A B C

1.14Misuse of internet facility provided such as accessing proxy server, changing system passwords, overriding restrictions)

B C D

Acts pertaining to failure in following Company policies and procedures.



DISCIPLINARY ACTION

28 | OSDA CHART

1.15Misuse of Company email (Indecent/ Inappropriate mails/ chatting, chain mails)

A B C

1.16Gambling, lottery or any other game of chance on the employer's premises during working hours.

B/C D/E

1.17Abuse of power by superior to its subordinates. Abuse not limited to physical abuse (verbal, emotional and psychological).

A-E

1.18Failure to comply with any of the Company policies and procedures not mentioned herein that affects the perormance of the department or the company as a whole.

1.18.1Intentionally not complying with Company policies and procedures

A-E B-E E

1.18.2 Exessive non-compliance of policies and procedures A-D B-E E

1.18.3Non-compliance of policies and procedure that causes harm and loss to the Company.

D/E

2.0

2.1 Immoral or indecent conduct. A-E E

2.2Deliberate or careless conduct endagering the safety of self or other employees including the provocation or instigation of violence.

2.2.1 Deliberately causing violence. C D/E E

2.2.2Careless conduct causing violence/harm done on co-employee/s.

A/B C/D E

2.3

Inattentiveness to work, including but not limited to, failing to start work at designated time, quitting work before proper time, or leaving assigned work area, building, or project without authorization from appropriate supervisor.

A B/C D

2.4Unauthorized use or disclosure of confidential information without the express permission of the management.

A-E E

2.5 Fighting, provoking, instigating or taking part in a fight within company premises, except in legitimate self-defense.

2.5.1 Without physical harm done on co-employees B/C D/E2.5.2 With physical harm done on co-employees C/D E2.5.3 With the use of any deadly weapon on the incident. E

2.6Threatening, intimidating, coercing or interfering with fellow employee in so far as such actions interfere with working relationship.

A/B C-E

2.7Using obscene, insulting or offensive languages or words against co-employee within company premises.

A-C D E

2.8Assault made upon the person of a co-employee, any member of management or immediate member of the latter's family, in connection with employee's work.

C/D E

2.9Commission of a crime or offense against his co-employee or superior or any immediate member of the latter's family

E

2.10Conviction of final judgement of a crime involving moral turpitude.

E

Action by an employee that affects the name of the Company



DISCIPLINARY ACTION

OSDA CHART | 29

2.11Insubordination or refusal to comply with employer's instructions, unless such instructions are injurious to the employee's safety and health.

A-C C/D E

2.12

Neglect of duty by the employee. Neglect of duty includes not finishing the deliverables, ignoring direct orders from it's superior, working below Company standard, and others that lead to unproductive state.

A-C C/D E

2.13Violation of any safety practices mandated both by the government and Company.

A-C D E

3.0

3.1Falsification of Company documents/records or submitting false certification/document.

E

3.2Knowingly swiping/punching the time card of another, allowing one's time card to be swiped/punched by another, or unauthorized altering of time card.

3.2.1 Swiping of another employee's time card. A-D E

3.2.2Letting another employee swipe/punch "in" his/her time card.

A-D E

3.2.3 Altering own time card without authorization D/E E

3.2.4Altering another employees time card without proper authorization.

E

3.3 Theft, fraud, providing false or misleading information.3.3.1 Theft or fraud E

3.3.2Providing false information/ breach of trust reposed to him/her by the Company.

A-E E

3.3.3Any act of dishonesty that caused harm to the name of the Company.

A-E

3.4Making false and malicious statements/comments against company officials, co-employees and/or that can , in any manner, affects the namesake of the Company.

A-C D/E E

Any acts of dishonesty by an employee

CONFIDENTIAL INFORMATION | 30

Confidential Information

I am aware that during the course of my employment, confidential information will be made available to me (major products, processes and other information, etc.). I understand that this information are proprietary and are critical to the success of Philippine Fire and Marine Insurance Corporation and must not, in any case, be given out or used outside of PHILFIRE’S premises or disclosed to non-employees of the Company. In the event of termination of employment, whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual or company, or else risk litigation.

_______________________________ Employee’s Printed Name & Signature

______________________________ Position and Date

Employee E-handbook - Philfire Insurance

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Transcript of Employee E-handbook - Philfire Insurance