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Human Resource Policy 2011-12

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The purpose of this manual is to provide a policy framework and procedural guidelines for the Human Resource Function in the bank. It articulates and provides a record of the significant policies formulated by the Bank from time to time for guiding decisions concerning employee related activities. It also defines the procedures to be followed by the Human Resource Function and other Functions of the Bank in the actual implementation of the prescribed policies.

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Human Resource Policy 2011-12

  1. 1. HR Policy Manual HR POLICY MANUAL Policies & Procedures _____________ 2011 VERSION III (Draft) Effective: _________ 2011 © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 1 of 75
  2. 2. HR Policy Manual CERTIFICATE This is to verify that this is the updated HR Policy Manual – Version III consisting of total 52 pages Reviewed by: Approved By: ___________________ ________________ Tazeen Adnan Nadeem Hussain Head of Human Resource President & CEO ___________________ ________________ Date Date © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 2 of 75
  3. 3. HR Policy Manual TABLE OF CONTENTS CHAPTER 1 - INTRODUCTION......................................................................................................................4 1)PURPOSE OF THE MANUAL..............................................................................................................................4 2)SCOPE OF THE MANUAL..................................................................................................................................4 3)TAMEER’S VISION...........................................................................................................................................4 4)TAMEER’S MISSION.........................................................................................................................................4 5)TAMEER’S CORE VALUES ..............................................................................................................................4 6) MASCULINE GENDER TO INCLUDE FEMININE GENDER ...............................................................................5 CHAPTER II – GENERAL INFORMATION..................................................................................................5 1)COMMENCEMENT AND APPLICATION..............................................................................................................5 2)DEFINITIONS....................................................................................................................................................5 3)RIGHT TO AMEND THE RULES .........................................................................................................................8 4)UPDATING THE MANUAL AND ALL HR FORMS..............................................................................................8 5)MANUAL HOLDERS.........................................................................................................................................9 CHAPTER III – CODE OF CONDUCT............................................................................................................9 1)CULTURE & WORK ENVIRONMENT................................................................................................................9 CHAPTER IV – HUMAN RESOURCE POLICIES......................................................................................11 1)CLASSIFICATION OF EMPLOYEES (MJG).......................................................................................................11 12 2)COMPANY HIERARCHY (ORGANIZATIONAL CHART)....................................................................................12 3)HR’S APPROVED HIERARCHY........................................................................................................................13 4)HR OPERATIONS...........................................................................................................................................13 4.1 Employee Card................................................................................................................................13 4.2 Business Card..................................................................................................................................15 5)COMPENSATION & BENEFITS........................................................................................................................18 5.1 Payroll Policy..................................................................................................................................18 18 4.2 COMPONENTS OF SALARY:.................................................................................................................21 4.3 TOTAL COMPENSATION PACKAGE: ...............................................................................................21 5.2 Benefits............................................................................................................................................23 5.3 Entertainment Expenses..................................................................................................................32 5.4 Transfer Policy & Relocation Policy..............................................................................................33 5.5 Travel Procedure & Guidelines......................................................................................................43 6) ORGANIZATIONAL DEVELOPMENT...............................................................................................................50 6.1) Policy Development ......................................................................................................................50 6.2) Employee Satisfaction Survey........................................................................................................52 6.3) Change of Condition ...........................................................................................53 DOCUMENTS TO BE SUBMITTED FOR PERMANENT:..........................................................................................56 6. ALLOWANCES:..........................................................................................................................................56 6.1 SPECIAL ALLOWANCE: ..............................................................................................................................57 6.2 FUEL ALLOWANCE:....................................................................................................................................57 6.3 SENIORITY ALLOWANCE:...........................................................................................................................57 © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 3 of 75
  4. 4. HR Policy Manual 6.4 SUPERVISOR ALLOWANCE:.........................................................................................................................57 6.5 RE-LOCATION ALLOWANCE: .....................................................................................................................58 6.4) External Training ..........................................................................58 6.5) Employee Dealing..........................................................................................................................60 ANNEXURE A - (POLICY FORMAT)..........................................................................................................64 ANNEXURE B – (EMPLOYEE CARD FORM).............................................................................................66 ANNEXURE – C (BUSINESS CARD REQUISITION FORM)....................................................................68 ANNEXURE – D (CHANGE OF CONDITION FORM)...............................................................................70 ANNEXURE – E (PERFORMANCE ASSESSMENT FORM).....................................................................73 CHAPTER 1 - INTRODUCTION 1) Purpose of the Manual The purpose of this manual is to provide a policy framework and procedural guidelines for the Human Resource Function in the bank. It articulates and provides a record of the significant policies formulated by the Bank from time to time for guiding decisions concerning employee related activities. It also defines the procedures to be followed by the Human Resource Function and other Functions of the Bank in the actual implementation of the prescribed policies. 2) Scope of the Manual The policies and procedures contained in this manual cover all Permanent, Bank Contractual and Third Party (in specific areas) employees of the Bank in all the cadres. 3) Tameer’s Vision To emerge as a global benchmark for innovative and commercially viable micro finance solutions for the unbanked for their socio-economic empowerment. 4) Tameer’s Mission To set new standards of excellence in value added microfinance and related services through innovative technology and a highly skilled/professional staff for customer convenience and satisfaction. 5) Tameer’s Core Values © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 4 of 75
  5. 5. HR Policy Manual • Equal Opportunity • Meritocracy • Innovation • Integrity • Respect 6) Masculine Gender To Include Feminine Gender The masculine gender shall also include feminine gender and vice versa unless specified otherwise CHAPTER II – GENERAL INFORMATION 1) Commencement and Application These policies and procedures shall come into force with immediate effect except where notified otherwise and shall apply to all employees other than Temporary Employees/consultants. 2) Definitions Bank Tameer Micro Finance Bank Ltd Board The Board of Directors of the Bank President The Chief Executive Officer of the Bank Secretary The Company Secretary of the Bank Employee Full time permanent employee on the payroll of the Bank in all © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 5 of 75
  6. 6. HR Policy Manual cadres Temporary Employee Any individual working for the bank who is not a permanent employee and whose employment is governed by the terms and conditions of his contract / appointment in addition to the relevant clauses of these rules. Consultant Any professional individual or firm whose services are acquired by the Bank for a specific purpose and whose engagement is governed by the terms and conditions of his appointment Intern Any fresh graduate provided an opportunity to gain experience in the Bank for a specific time/stipend and period not exceeding more than 12 weeks Probationer A person employed on probation for a specified period and whose services with the Bank have not been confirmed Probationary period The initial period (3 Months) of employment of a person to assess his suitability for permanent employment in the Bank Confirmation Placement of a person in the permanent employment of the Bank after satisfactory completion of the probationary period Pay The amount fixed for an employee in a pay scale and includes any emoluments classified as pay under the rules but excludes, house rent allowance, conveyance allowance, communication allowance and any other allowances not classified as pay under the rules Special allowance An addition to pay, granted in consideration of an arduous nature of duties, or of a specific addition to the work or responsibility or duty for longer hours Allowance © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 6 of 75
  7. 7. HR Policy Manual Recurring or non-recurring payment granted to an employee to cover any actual or estimated expenditure or as compensation or subsidy Salary Pay and allowances admissible to an employee except those on reimbursable basis Stipend Monthly Allowance provided to intern Service The period for which an employee receives pay from the Bank and includes period of leave with or without pay, duly sanctioned by the competent authority and any other period termed as service by it, but does not include any period during which an employee is absent from duty without permission in writing of the competent authority unless such absence is condoned by it by grant of leave for the period of absence from duty Cadre The classification of posts or grades of employment as under:- Management Cadre Executive Cadre Managerial Cadre Officers Cadre Support Cadre Family The employee’s spouse and dependent children Month A calendar month. For the purpose of calculation of salary, month means 30 days Year Twelve continuous calendar months Proper Channel The increasing or decreasing order of placement of officers according to authority in the administrative set-up of the Bank Government © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 7 of 75
  8. 8. HR Policy Manual Means the Federal government of Pakistan or a Provincial government as the case may be, unless provided specifically Competent Authority The Board, Executive Committee, President & CEO, Group Executive Director or equivalent and any other officer of the Bank to whom powers have been delegated by the Board, Executive Committee or the President & CEO for any specific purpose or business of the Bank Suspension Restricting of an employee from discharging his/her normal duties for a period not exceeding 60 days. Termination The ceasing of the duties of an employee. Reinstatement Allowing an employee to continue his/her normal duties 3) Right to amend the rules These rules are subject to review, addition, deletion, variation, revocation and amendment by the Management Committee at its discretion, and whereupon these shall be binding on all employees of the Bank and other persons regulated by these rules. Such amendments may be communicated by a circular or by any other means of communication as the President & CEO may decide. 4) Updating the Manual and all HR Forms The Human Resource Head as well as President & CEO will sign a certificate on the topmost page mentioning the number of pages of Manual. The contents of the Manual will need to be reviewed periodically to ensure that provisions contained therein continue to effectively meet the requirements of the Bank in a dynamic business environment. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 8 of 75
  9. 9. HR Policy Manual The Human Resource Head will be responsible for carrying out the review and incorporating change(s). Revised pages incorporating the agreed change(s) should be signed by the President & CEO or his/her authorized representative and Human Resource Head. Policy Approval Format (Annex A) copies should be circulated to each official who holds a copy of the Manual. Pages, which are replaced/ superseded, should be cancelled and retained separately by Human Resource Function. Salient features will be presented in the Board meeting for information and suggestions from the board members. 5) Manual Holders The following officials of the Bank will be provided with a copy of the Manual: • President & CEO and/or his authorized representative • Group Executive Directors • All BM’s and above can study the Manual in HR Division The contents of the Manual will be used for official purposes only. Contents of the Manual should not be copied or otherwise removed from the premises of the Bank without the express written permission of the President & CEO or Human Resource Head CHAPTER III – CODE OF CONDUCT 1) Culture & Work Environment 1. Overview © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 9 of 75
  10. 10. HR Policy Manual 1.1 The procedure and guideline is to communicate the basic norms that are to be followed during the official hours and within the office premises to maintain professional decorum 2. Scope: 2.1 This procedure and guideline is applicable to Permanent, Contractual and Third Party employees of the Bank 3. Policy 3.1 The official days of the bank are Monday – Saturday. The Bank will observe full working days from Monday – Friday i.e. from 0900 hours – 1800 hours whereas on Saturday Bank will observe a half working day i.e. from 0900 hours – 13:30 hours 3.2 Employees will be given a lunch break of 1 hour daily from Monday – Thursday, only on Friday a two hours break will be given to employees for prayers and lunch 3.3 Official van will be provided to females working after the official timings 3.4 Bank will provide dinner to all the employees working after the official timings 4. Guidelines 4.1 Employees are given a grace time period of 15 minutes in the morning i.e. till 09:15 after which late will be marked. 4.2 The official dress code for male employees is formal shirt and paint with tie, whereas females should cover themselves properly with appropriate clothes which should not be revealing. 4.3 Saturday will be considered as a Casual day, where male employees can opt for a casual dress code. 4.4 Cafeteria facility is provided to the employees that should be used for having all meals of the day. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 10 of 75
  11. 11. HR Policy Manual 4.5 Employees should not use any kind of abusive language within the office premises with any of the personnel. 4.6 Smoking, Alcohal, Gutka, beetle nut, beetle leaf (Pan) are not allowed inside the office premises. 4.7 Employees should wear their Employee Cards daily during the official hours. 5. Procedure 5.1 Complaints can be forwarded to HR by the staff, if they observe any kind of violation of rules and regulations. 5.2 HR has the right to issue a warning via e-mail or in black and white, if any kind of violation is observed. CHAPTER IV – HUMAN RESOURCE POLICIES 1) Classification of Employees (MJG) © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 11 of 75
  12. 12. HR Policy Manual CEO CEO Group Executive Director A Senior Executive Director D Executive Director C Director B Assistant Director A Executive Manager D Manager C Associate Manager A Junior Executive A GRADI NG GRI D -----Management Job Groups Category Designation Sub Levels Director Management BAssistant Manager A B Support Senior Executive Executive Support 2) Company Hierarchy (Organizational Chart) © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 12 of 75
  13. 13. 1 1 PRESENT # REF! 6 # REF! 2 4 # REF! 2 5 4 # REF! 36 # REF! # REF! # # REF! 33 71 26 12 # REF! # REF! # REF! 11 # REF! # REF! TOTAL # REF! # REF! # REF! # REF! CEO & President Head of Human Resource Manag er Asstistant Man ager HR Executive Compensat ion & Benefit s ( Sout h & Nort h) Organizational Development & Strategy (South & North) Executive Manager Compensation & Benefits Associate Manager Compensation & Benefits AM Recruitment AM Organizational Development & Strategy HR Officer HR Executive Execu tive Manager Gr oup Executive Dir ect or Recruit m ent & Operat io ns (Sout h) Recruitment & Operations Officer HR Officer Associate Manager HR Operations Officer HR Organogr am Assist ant Direct or Asst. Director Human Resour ce Contractual - Thir d Par ty HR Officer Regional Office (North) HR Officer Training & Development (South & North) NorthKarachi I nt er ior Sind h HR Officer Associate Manager HR - North Assistant Manager HR - North Regional Manager HR - North Training Coordinator Event Coordinator Assistant Coordinator Training Officer HR Officer Field Manager Field Trainer Product Trainer Field Trainer Field Trainer Seni or Ex ecutive Cont ractu al HR Policy Manual 3) HR’s approved hierarchy 4) HR Operations 4.1 Employee Card 1. Overview: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 13 of 75
  14. 14. HR Policy Manual 1.1 Tameer recognizes its people as being fundamental to its success and aims to adopt a professional etiquette at the Bank. 2. Scope: 2.1 This Employee Card Policy and Procedure will be applicable at all levels of the Bank i.e. Permanent, Contractual and Third Party staff based at Head Office, Regional Office and Branches. 3. Policy: 3.1 All employees are required to wear/carry their Employee Cards while on Official Duty. All employees should wear cards that are given by the Human Resource Department only. 3.2 All Permanent and Contractual employees at the bank have to provide the necessary data to Human Resource Department, so that their employee card can be printed. 3.3 Branch Manager (BMs) and Head of Department (HODs) are responsible to ensure that the employees are wearing their employee cards all times while on official duty. 4. Guidelines: 4.1 No charges will be levied on the re-issuance of the employee card due to change in employee’s location, status or change in any of the information related to the employee card. 4.2 In-case, due to any reason if the Employee Card (Attached as an Annexure B) is lost or damaged, Rs. 100/- (One Hundred only) will be charged for the re-issuance of a new card. HR will issue a receipt against the payment. 4.3 Employee is exempt of the fine if the card jacket is damaged, clip is broken or if the string breaks © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 14 of 75
  15. 15. HR Policy Manual 4.4 If any employee loses or damages their card, they should immediately report to the HR either by sending an e-mail on hrhelpdesk@tameerbank.com or via phone to get their employee card re- issued upon due payment. 4.2 Business Card 1. Overview: 1.1 Tameer recognizes its people as being fundamental to its success and aims to adopt a professional etiquette outside the bank. 2. Scope: 2.1 This Business Card Guidelines and Procedure will be applicable to Permanent, Contractual and Third Party staff based at Head Office, Regional Office and Branches. 3. Eligibility: 3.1 All Permanent, Contractual and Third party employees at the Head Office and Regional Office are eligible to have their Business Cards printed. However, for branch staff only the following designations at all levels are eligible for getting their business cards printed. • Branch Manager • Operation Manager • Relationship Manager • Relationship Officer • Community Relationship Officers • Verification Officers © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 15 of 75
  16. 16. HR Policy Manual • Business Development Officers 4. Policy: 4.1 The Business Cards will have your official Job Designation, i.e. the Job Designation officially communicated to you in writing by Human Resource Department; the mention of any other Designation is strictly not allowed. If any such case is reported, HRD has the right to take strict disciplinary action against the employee. 4.2 At the time of leaving the bank’s remaining Business Cards should be returned to the HR Department. 4.3 Request for changes in Business Cards due to personal reasons will not be entertained. 4.4 The act of getting the Business Cards printed by self through company / any vendor will be considered as breach of code of conduct and the employee will be terminated if found guilty. 5. Guidelines: 5.1 Business Cards will be issued in cases of: • New induction • Change in designation • Change in location 5.2 Business Card request (Initial or Regular) should be given through Business Card Requisition Form only. 5.3 The information printed on the approved format will remain the same for all the employees and printing of extra information will not be allowed for any employee. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 16 of 75
  17. 17. HR Policy Manual 6. Procedure: 6.1 All Contractual and Permanent employees will raise the Business Card requisition through Business Card Requisition Form (attached in Annexure C), in case of new hiring or if the employee undergoes the Change of Condition. Employees on Third Party will raise the Business Card requisition through Third Party’s Visiting Card Form. 6.2 HR will maintain the MIS of all the received requisitions. 6.3 The HR Coordinator / HR Executive will collect the requisitions during the week and will forward the same to the vendor on the last working day of the week. 6.4 Vendor will acknowledge the requisitions via e-mail. 6.5 Vendor will send the draft of Business Cards to HRD for proof reading to HR Coordinator via e- mail. 6.6 If approved, HR Department will return the proof read draft to vendor for final printing; else return the draft for correction. This communication will also be through e-mail. 6.7 Vendor will dispatch the printed Business Cards to the HR department 6.8 HR Coordinator / HR Executive will generate the purchase order through internal software “TAPS” (Tameer Asset Procurement System). This will be generated twice in a month. 6.9 HRD will verify those cards and dispatch them to their respective employees placed at different branches / Head Office / Regional Office. 6.10 The entire process of the issuance of business cards to employees will be completed in a period of 10 to 15 working days from the date of receiving the requisition for the same. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 17 of 75
  18. 18. HR Policy Manual 5) Compensation & Benefits 5.1 Payroll Policy 1. Overview: 1.1 The policy is developed to ensure that all the Bank’s employees are paid timely and correctly. 2. Scope: 2.1 This procedure and guideline is applicable to Permanent, Contractual and Third Party employees of the Bank. 3. Policy: 3.1 The Bank shall pay to each employee and each employee shall be entitled to draw from the Bank his pay and allowances at the close of each month, subject to the provisions of these rules and to the provisions of any other law, rule or regulation for the time being in force and applicable to the Bank in Pakistan and to the terms of any covenant or engagement binding between the Bank and the employee. 3.2 Every job in Bank will be assigned a level that considers the job responsibility, complexity, experience, knowledge and people management skills required. These factors will determine the level of job. 3.3 The level of an employee will be changed once in a year only during Annual Appraisals. 3.4 All allowances given to the employee for handling an additional responsibility will be merged in the gross salary of the employee during Annual Appraisals. This does not include allowances that are defined not to be merged as per its policy. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 18 of 75
  19. 19. HR Policy Manual 4. Guidelines: 4.1 Payroll Cycle: 4.1.1 The scales of pay of the employees are fixed by the Management Committee (MANCOM) and are subject to change with the approval of the MANCOM from time to time.(Attached as Annexure D) 4.1.2 Payment on account of pay for permanent employees each month or part of a month, as the case may be, shall be on the twenty fifth day of each month or, if it is a holiday, on the day(s) immediately preceding the holiday. 4.1.3 Payment on account of pay for Bank contractual and third party employees each month or part of a month, as the case may be, shall be on the first day of each month or, if it is a holiday, on the day(s) immediately preceding the holiday. 4.1.4 Pay payments will be made by cheque to all the GED’s and the President & CEO which may be drawn to any scheduled bank in Pakistan or in such other place where the employee is for the time being serving. 4.1.5 Payments or remittance of Permanent, Bank Contractual and third party employees shall be made after deduction of all taxes, EOBI, Provident Fund (PF), SESSI / PESSI, instalments of loan and advance. 4.1.6 Provident Fund (PF) will be deducted for permanent employees only. 4.1.7 Bank contribution for PF will be given to employees who have completed three (3) years with the bank. Employees who joined the bank as Contractual, three years (3) will be calculated from the date of permanent. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 19 of 75
  20. 20. HR Policy Manual 4.1.8 Pay payments of permanent, contractual and third party employees will be credited in the employee’s salary accounts. 4.1.9 Bank’s permanent and contractual employees will get the salary slip every month whereas third party employees will also get the salary slip from their respective company. 4.1.10 Initial Salary 4.1.10.1 The Bank will determine initial salaries by taking into account the following factors:- • Level / Grade of Job • Qualification and Experience • Rate of pay prevailing in the market for that position • Reference will also be made to existing employees who are performing the same or similar job. 4.1.11 Salary Range 4.1.11.1 The next step will be to evaluate the salaries survey results and determine a salary range for each job level. This will enable HR to develop salary range that is in-alignment with the market pay. 4.1.11.2 Salary range may be reviewed on yearly basis, based on result of salary surveys. 4.1.12 Annual Salary Administration 4.1.12.1 The annual salary review will be carried out through a common review date once every year. 4.1.13 Salary Increase Rate 4.1.13.1 The committee will prepare survey reports and compare the market positioning for all the positions and recommend salary increase rate. The final decision will be taken by MANCOM / BOD. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 20 of 75
  21. 21. HR Policy Manual 4.1.14 Salary Increase Grid 4.1.14.1 After the salary increase rate is approved, the increased percentage will be determined based on the performance ranking. For every level there will be an increase range. The salary increase grid will increase the percentage based in individual’s performance and position in the range. 4.2 Components of Salary: 4.2.1 House Rent allowance The Bank may pay house rent allowance to its employees up to a maximum rate of 30 % of their basic pay. 4.2.2 Medical Allowance The Bank may pay a medical allowance to its employees up to a maximum rate of 10 % of their basic pay. This allowance will cover the employee for all outpatient health services and expenses. 4.2.3 Utilities Allowance The Bank may pay utilities allowance to its employees up to a maximum rate of 10 % of their basic pay. 4.3 Total Compensation Package: 4.3.1 Compensation package may include:- • Salary/Allowances • Life insurance • Medical insurance © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 21 of 75
  22. 22. HR Policy Manual 4.4 Vehicle Assistance Allowance (VAA): 4.4.1 Employees in any cadre may be paid vehicle assistance allowance to help them in acquiring a vehicle to perform functional responsibilities. This assistance will make it possible for the employee to acquire a vehicle and the Bank will have the right to reclaim the total or part of the amount of VAA paid to an employee in case of his resignation / dismissal from the Bank as per the schedule attached. First 12 months from receiving the VAA 100% of the assistance paid out Month 13 to Month 60 Total VAA paid with a reduction of 2.1% for every month of employment and a final 1.3% reduction on month 60. After month 60 No claim by the Bank. 4.4.2 Key Principles 4.4.2.1 To reward employees on contribution and performance. 4.4.2.2 To ensure that total compensation is complete in the relevant market place. 4.4.2.3 To ensure that internal equity is maintained by taking account of employee’s performance and contribution relevant to peers. 5. Procedure: 5.1 HR department will prepare the payroll of permanent employees and will send it to Finance department by 18 – 22 of the month. The payroll of bank contractual employees is sent by 25 – 28 of the month. 5.2 Finance will disburse the salaries in the respective permanent employee accounts by 25 th of the month whereas the employees of bank contractual employees will be credited on the 1 st of every month. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 22 of 75
  23. 23. HR Policy Manual 5.2 Benefits 5.2.1 Medical Insurance 1. Overview: 1.1 Employees of the Bank are provided with the medical insurance facility to deal with their health problems. 2. Scope: 2.1 This procedure and guideline is applicable to Permanent employees of the Bank. 3. Policy: 3.1 The medical insurance for employees will be from July – June. 3.2 Proper cost comparison should be done every year before renewing / changing the vendor for the medical insurance. 3.3 HR department will be responsible for dealing with the medical insurance company for claims / reimbursements. 3.4 20% deduction is usually charged for using non – panel hospitals. 4. Guidelines: 4.1 Medical insurance facility is for Permanent employees of the Bank only. 4.2 One single hospitalization basic limit is for all family members of the insured person. 4.3 After exhausting basic Hospitalization limit, insured employee can avail MMC (Major Medical Coverage) according to the Managements and HR’s decision (MMC is only for Non – Congenital cases) © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 23 of 75
  24. 24. HR Policy Manual 4.4 Maternity benefits are separate for caesarean and normal delivery cases according to the respective employees benefit plan. 4.5 Pre-hospitalization (8 months before delivery) and post hospitalization (1 month after delivery) are covered only in maternity cases. 4.6 All employee will be provided with the Medical cards of the respective medical insurance company by the HR department every year 4.7 In case of losing the medical card, an email will be sent to the HR department requesting for medical card mentioning the member ID of the card. If the employee does not have a member ID, then a new form has to be filled. 4.8 All medical related treatments would be covered under policy if an insured person is advised to be hospitalized by the doctor. 4.9 All treatments / diseases that are covered / not covered vary in all respective medical insurance companies; hence will be followed accordingly. 5. Procedure 5.1 All medical cases will be treated when the employee shows their medical card as per the limit assigned. 5.2 If the employee avails the services of a non-panel hospital, then all the receipts, bills, discharge summary report should be submitted in HR department for reimbursement. 5.3 HR department will compile the case and send it to the insurance company, claiming the amount. 5.4 The insurance company will prepare the cheque for the amount and send it to the HR department. 5.5 HR department will hand over the cheque to the employee. 5.2.2 Life Insurance © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 24 of 75
  25. 25. HR Policy Manual 1. Overview: 1.1 The Bank aims towards providing a secure future for not only its employees but also for their families. 2. Scope: 2.1 This procedure and guideline is applicable to Permanent and Contractual employees of the bank 3 Policy 3.1 Contractual and Permanent employees of the Bank will be covered for Life Insurance. 3.2 The life insurance cheque will be handed over to the Next of Kin only specified by the employee in the Employment Information Form (EIF), unless specified otherwise. 4 Guidelines: 4.1 Life insurance of permanent employees is divided in two categories: • Support Staff (Drivers, peons, security guards and office boys) Insured amount for a single employee which would be given to the family members in case of death is equal to 56 basic salaries of that employee. • Management employees (all other permanent and contractual employees) Insured amount for a single employee which would be given to the family members in case of death is equal to 48 basic salaries of that employee. 5 Procedure: 5.1 Next of Kin of the deceased employee will submit the following documents to the HR Department: • Death Certificate of the deceased employee. • Discharge report from the respective hospital on the day of death. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 25 of 75
  26. 26. HR Policy Manual • Life Insurance Form (filled by the Next of Kin). 5.3 The set of documents will be submitted to the HR department, on receiving of which they will be sent to the respective Insurance company for the processing of cheque. 5.4 The company will dispatch the cheque to the HR department in 15 – 20 days. (The no. of days of dispatching the cheque might vary from company to company) 5.5 The cheque will be given to the respective employee’s Next of Kin. 5.2.3 Incentive Increments 1. Overview 1.1 The incentives are given to employees who achieve an extra mile in their assigned tasks regularly to reward and motivate them. 2. Scope: 2.1 This procedure and guideline is applicable to Permanent, Contractual and Third Party employees of the Bank. 3. Policy: 3.1 The incentives are to be submitted in the HR department duly approved by the Head of Department and the concerned GED. 3.2 Tasks / projects on the completion / delivery of which the employee is eligible for Incentive is to be decided by the concerned GED. 3.3 Incentives are variable income of an employee and hence is not part of a salary 4. Guidelines: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 26 of 75
  27. 27. HR Policy Manual 4.1 HR has the authority to verify the incentives as per the approved Memo of the respective quarter / year. 4.2 Incentives submitted after the deadline will be credited in the following month. 4.3 The incentive structure should reward employees for achieving excellence in their work and giving 100% and above and not for completing regular tasks. 5. Procedure: 5.1 Incentive disbursements will be made based on the submission to HR between 7 th – 12 th working day of each month recommended by the concerned departmental head and duly approved by the GED. 5.2 Incentives will be forwarded to FINCON by HR in 2 working days of every month provided that they are received in HR as per the given deadline. 5.3 Finance department will disburse the incentive amount in the respective accounts within three (3) working days of receiving the incentives from HR. 5.2.4 Recognitions 1. Overview: 1.1 Recognition is awarded to different employees monthly for significant outstanding performances that advances unit goals, and are tied to specific accomplishments. 2. Scope: 2.1 This procedure and guideline is applicable to Permanent, Contractual and Third Party employees of the Bank. 3. Policy: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 27 of 75
  28. 28. HR Policy Manual 3.1 The list of employees that are to be recognized, should be submitted in the HR department duly approved by the Head of Department and the concerned GED. 3.2 Each and every departmental head is responsible for defining proper criteria for recognition. 3.3 Arbitrary / unapproved recognitions of any department will not be accepted and disbursed. 3.4 Tasks / projects on the completion / delivery of which the employee needs to be recognized is to be decided by the concerned GED. 3.5 Recognition is variable income of an employee and hence is not a part of salary. 4. Guidelines: 4.1 HR has the authority to verify the recognitions as per the approved Memo of the respective quarter / year. 4.2 HR will only accept the recognition criterion which is approved by the concerned GED. 4.3 Recognitions submitted after the deadline will be credited in the following month. 4.4 The recognition should be rewarded to the employees for achieving excellence in their work and giving 100% and above and not for completing regular tasks. 4.5 The recognition has to be one time reward for completing some special task / project and cannot be given regularly / monthly. 4.6 Recognition should be given to differentiate performing employees with the non-performing employees, therefore, should not be a regular practice and must reward some accomplishment. 5. Procedure: 5.1 Recognition will be disbursed only if it is submitted to HR between 7 th – 12 th working day of each month recommended by the concerned departmental head and duly approved by the GED. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 28 of 75
  29. 29. HR Policy Manual 5.2 Recognition will be forwarded to FINCON by HR in 2 working days of every month provided that they are received in HR as per the given deadline. 5.3 Finance department will disburse the recognition amount in the respective accounts within three (3) working days of receiving the recognition from HR. 5.2.5 Provident Fund withdrawal Procedure & Guidelines 1. Overview: 1.1 This procedure and guideline lays down guiding principles for granting PF loan to employees. 2. Scope: 2.1 This procedure and guideline is applicable to the Permanent confirmed employees of the Bank. 3. Eligibility: 3.1 All permanent, confirmed employees will be considered for this benefit. 4. Policy: 4.1 The loan from PF can be taken for minimum one year and maximum four years 4.2 The loan instalments can be taken for 12, 24, 36 and 48 months only. 4.3 The interest rate would be applicable as per law 4.4 No interest would be charged on a loan taken for a period of 12 months. 4.5 A maximum of one withdrawal is allowed in a year. 4.6 No fresh loan will be granted to an employee until the previous one is fully cleared. 4.7 Loan and withdrawal from the Provident Fund account would be according to the following grid. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 29 of 75
  30. 30. Reasons for Withdrawals Withdrawal Limits a)   To pay expenses in connection with the illness of a the employee or a member of his family aa) to transfer the balance or a part thereof to an approved pension fund, established under Voluntary Pension System Rules, 2005 b)  To meet the expenditure on purchase of a motor cycle or scooter provided that authenticated copies of documents substantiating such purchase are deposited with the trustees of the fund c)   To pay the overseas passage by reason of health or education of a the employee or a member of his family d)  To pay expenses in connection with marriages, funerals or ceremonies, which, by the religion of the employee, it is incumbent upon him to perform and in connection with which it is obligatory that expenditure should be incurred; e)   To pay expenses in connection with the performance of Hajj by the employee Six months’ salary of the employee or twenty five thousand rupees or the total of accumulated balance to his credit, whichever is the less f)   To meet the expenditure on building or purchasing a house or a site for a house, provided that the documents substantiating the building or purchase of such house, or the purchase of such site, are deposited with the trustees of the fund g)  To meet the expenditure on repairs, renovation or extension of a residential house belonging to the employee h)   To pay premiums on policies of insurance on the life of the employee or of his wife provided that the policy is assigned to the trustees of the fund or at their discretion deposited with them and that the receipt granted by the insurance company for the premiums is from time to time handed over to the trustees for inspection by the Commissioner Eighteen months salary of the employee or the total of the accumulated balance to his credit, whichever is the less, provided that this restriction shall apply to each withdrawal and not to the total withdrawal i)    To purchase shares of a public limited company for investment Six months’ salary of the employee or ten thousand rupees or the total of the accumulated balance to his credit, whichever is the lowest j)    In the case of a the employee who has attained the age of fifty years on the date on which withdrawal is permitted – -         Subject to rule (2), to meet the expenditure on the purchase of a house or construction of a house on land owned by him or a member of his family anywhere in Pakistan -         Subject to rule (3), to meet expenditure on the purchase of agricultural land from Government -         To repay a loan taken from a financial institution, provided that the employee shall, within a period of two weeks from the date of withdrawal produce satisfactory evidence before the trustees to show that the advance has been utilized for the purpose for which it was drawn failing which the entire amount of withdrawal together with interest accrued thereon shall forth with become repayable to the fund in a lump sum; and -         Without assigning any reason Sixty percent of the total of the accumulated balance to the employee k)   In the case of an employee proceeding on leave preparatory to retirement, at the discretion of the trustees of the fund, without assigning any reason, provided that where an employee rejoins duty on the expiry of his leave, the amount withdrawn together with the interest accruing thereon at the rate allowed by the fund shall be repaid forthwith in to the fund in a lump sum. Ninety percent of the accumulated balance to the employee Six months’ salary of the employee or the total of accumulated balance to his credit, whichever is the less Thirty-six months’ salary of the employee or the total of the accumulated balance to his credit, whichever is the less Twenty four months’ salary of the employee or sixty percent of the total of the accumulated balance to his credit, whichever is the less 1-   Withdrawals by employees from accumulated balance may be allowed by the trustees of the fund in the following circumstances, namely: HR Policy Manual © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 30 of 75
  31. 31. HR Policy Manual Note: The points highlighted in blue are conditions for permanent withdrawal of Provident Fund. 5. Guidelines 5.1 The loan will be repayable over a period of consecutive 12 months. 5.2 Recovery of installments shall commence from the month immediately following the month in which the loan is actually drawn. 5.3 The loan is immediately repayable if the employee is terminated / voluntarily resigns from the bank and / or commits a breach of any other provision of the PF rules. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 31 of 75
  32. 32. HR Policy Manual 5.4 If the employee does not want to pay back the loan amount taken from his PF account, an application should be submitted approved from the HOD, Concerned GED stating the reason for not paying back the amount. 5.5 Any type of loan granted to employee after utilizing this facility will be based on the remaining balance of the Provident Fund. 5.6 The complete process of loan disbursement from the day the loan is applied till the amount is finally transferred in the employees account will take minimum of fifteen (15) days. 6. Procedure: 6.1 An application / Provident Fund Loan Form duly filled, signed by the Line Manager and Head of the Department is to be submitted to the HR department. 6.2 HR will verify the employee’s eligibility for the loan and will get it approved from the concerned Group Executive Director (GED). 6.3 HR department will get the Application / Provident Fund Loan Form sanctioned from the concerned GED. The sanction / rejection of the Application / Provident Fund Loan Form is finally at the discretion of the concerned GED. 6.4 After the Application / Provident Fund Loan Form is sanctioned, it is submitted to the Finance Department by the Human Resource department so that the payment can be processed 5.3 Entertainment Expenses 5.3.1 The officers of the Bank shall be entitled to reimbursement of entertainment expenses on actual. Every department will be entitled to Rs. 3,000/- per month. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 32 of 75
  33. 33. HR Policy Manual 5.4 Transfer Policy & Relocation Policy 1. Overview: 1.1 To provide clear guidelines and procedure for the transfer or relocation of employees for ease, convenience and transparency of information. 2. Scope: 2.1 This policy and procedure will be applicable for the following: • Permanent, Contractual and Third Party staff of the Bank. • For interdepartmental / inter branch transfers (within one division / function), and cross functional transfers. • For transfers involving relocation. 3. Policy: 3.1 If the bank relocates the employee due to business need then the relocation and TA / DA will apply but if the relocation is as per the employees need and desire then relocation and TA / DA will not apply. All transfers involving the vertical movements (involving levels) within or outside any function will be dealt as individual promotion cases. Change in level (promotion level wise) will be done once in a year only during Annual Appraisals. 3.2 All relocations for a period of up to three months will be treated as short term relocation. 3.3 Transfer to another location for a duration exceeding six months would qualify as a long term transfer. 4. Guidelines: 4.1 Selection of an employee for transfer will be based on business and career opportunities followed by the recommendation from the concerned HOD and GED. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 33 of 75
  34. 34. HR Policy Manual 4.2 All transfers involving the lateral movement within one division / function or in other cross functions; no change will occur in the existing level, fringe benefits and entitlements 4.3 In case of employee’s transfers resulting in the change of functional designation and job enrichment, the respective fringe benefits and entitlements of the new job title will be applicable. 4.4 For Transfers Involving Relocation: 4.4.1 Short term Relocation: 4.4.1.1 An employee who is sent to another location for a short-term transfer will be entitled to the following benefits: • The cost of travelling to the new location, either by train, road, or air in Economy Class, for the employee themselves (Refer to Travel Policy for entitlements). • Accommodation, either at a hotel or a furnished apartment, for the duration of their transfer (Refer to Travel Policy for entitlements). • If it is from one branch to another branch within city, then only fuel costs can be adjusted according to the distance between work place and home. • No other benefits will be given if the transfer is within city from one branch to another. 4.4.2 Long term Relocation: 4.4.2.1 Employees who are transferred on a long-term basis would be entitled to the following: • The cost of travelling : © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 34 of 75
  35. 35. HR Policy Manual Transfers to the new location initially will be reimbursed at actual. This may be either by air in Economy Class, by train in an Air Conditioned Coach, or by road on actual basis for the employee and their immediate family members i.e. spouse and unmarried dependent children • Transfer Grant: For employees, who are transferred from one station to another at a minimum distance of 100km involving actual change of residence, a transfer grant is allowed to employees. The purpose of this grant is to meet incidentals related to relocation. This grant is admissible to the staff only once after actual posting. The table below shows entitlement of transfer grants. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 35 of 75
  36. 36. HR Policy Manual • Rent: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 36 of 75 S. No Level Amount in Rs. 1 Group Executive Director (GED) 200,000 2 Executive Director (ED) 175,000 3 Director 150,000 4 Assistant Director (AD) 100,000 5 Executive Manager (EM) 75,000 6 Manager 50,000 7 Assistant Manager 8 Associate Manager 9 Senior Executive 10 Junior Executive
  37. 37. HR Policy Manual Rent will be given to employees according to the levels as per the following criteria: To facilitate employees who are being transferred the Bank shall provide rental subsidy for eighteen months from the date of transfer in the following proportion: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 37 of 75 S. No Level Amount in % 1 Group Executive Director (GED) 15% of Basic Salary 2 Below Director 20% of Basic Salary Levels Min Max Group Executive Director 75000 100000 Senior Executive Director 60000 75000 Executive Director 45000 60000 Director 35000 45000 Assistant Director 30000 35000 Executive Manager 25000 30000 Manager 18000 25000 Assistant Manager 16000 18000 Associate Manager 14500 16000 Senior Executive 12000 14500 Junior Executive 8000 12000 Support 7000 8000
  38. 38. HR Policy Manual The rental subsidy will only be paid to the employee on a monthly basis provided the following conditions are fulfilled: • Upon his/her own request along with a valid legal rental agreement. • The monthly rent should be more than the entitled rental subsidy. • Advance House Rent: To facilitate employees who are being transferred the Bank allows 1 (one) year advance house rent facility for acquiring residence on rental basis subject to the following conditions: * Advance House Rent will be allowed on actual subject to a maximum of 45% of his/her Basic Pay. * The period of Advance House Rent shall not exceed one year. * Full deduction will be made in 12 equal monthly installments. * Payment shall be made direct to Landlord through Bank’s Pay Order. * Copy of Tenancy Agreement duly signed by Landlord and the employee will be submitted to HRM for record. • Accommodation on Transfer: Subsequent to transfer, if the employee is unable to find any suitable accommodation at the new station, he / she may stay in a hotel for a maximum of 30 days on Bank’s account as per his / her entitlement (see table below) after prior approval from his/her GED. However, the employee is not allowed re-imbursement of any other personal expenses that may occur due to relocation or simply day-to-day affairs. The GED is empowered to approve all such stays © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 38 of 75
  39. 39. HR Policy Manual for a maximum of 30 days beyond which the case may be referred to GED Human Resources for approval. Note: As per the approved list women employees are entitled to actual room rent of 5 star © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 39 of 75 S. No Level Hotel Eligibility 1 Group Executive Director (GED) Actual Room Rent of a 5 Star 2 Executive Director (ED) Actual Room Rent of a 4 Star 3 Director Actual Room Rent of a 4 Star 4 Assistant Director (AD) Actual Room Rent of a 3 Star 5 Executive Manager (EM) 6 Manager 7 Assistant Manager 8 Associate Manager 9 Senior Executive 10 Junior Executive
  40. 40. HR Policy Manual hotels irrespective of their levels. The following conditions apply for hotel stay: * Mini-bar charges are not allowed * GEDs are entitled to a room on the Executive Floor * All others to get standard rooms * Rates for hotels will be negotiated by Admin • Packing, Crating and Moving Facility (Within Country): The Bank will reimburse moving charges on production of actual bills associated with packers that are hired to move furniture, home appliances, luggage and any other personal belongings by train/truck etc that are needed to be moved to the new address of the employee as per the following entitlement: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 40 of 75
  41. 41. HR Policy Manual Note: The Bank will also pay transportation charges for staff’s own car (1) as well as the bank provided car. • School Admission Fee Allowance: To facilitate the schooling of children the Bank allows one time re-imbursement of admission fee for two (2) dependent school going children at the time of transfer. • Advance Traveling Expenses: An employee upon his / her transfer may be permitted to receive an advance to meet his / her traveling expenses. The advance shall not exceed 80% of the estimated traveling expenses. 5. Procedure: 5.1 For Interdepartmental / Branch transfers (within one division / function): 5.1.1 The concerned immediate supervisor will identify and recommend the employee for internal transfer depending on the business need and requirements. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 41 of 75 S. No Level Entitlement 1 Group Executive Director (GED) Actual or 40 ft. container whichever is less 2 Executive Director (ED) Actual or 40 ft. container whichever is less 3 Director Actual or 20 ft. container whichever is less 4 Assistant Director (AD) 5 Executive Manager (EM) 6 Manager 7 Assistant Manager 8 Associate Manager 9 Senior Executive 10 Junior Executive
  42. 42. HR Policy Manual 5.1.2 The concerned RBH (Regional Business Head) / HOD (Head of the Department) will approve the transfer cases. 5.1.3 Transfers in other function / department would require Performance Assessment Form (PAF), which is to be sent to the HR department whereas Transfers can be done via e-mail only, but HR should be copied in all such emails. 5.1.4 HR will get these assessments approved from the concerned GED and HR Head. 5.1.5 Transfer of all positions will be as per the approval of concerned GED. 5.1.6 Once the approval of the transfer is given by the concerned GED then an internal circular will be taken out for all. 5.2 For Transfers involving Relocation: 5.2.1 The concerned immediate supervisor will identify and recommend the employee for the relocation depending on the business need and requirements. 5.2.2 The concerned RBH (Regional Business Head) / HOD (Head of the Department) will approve the transfer cases. 5.2.3 Transfer in other function / department would require Performance Assessment Form (PAF), which is to be sent to the HR department. 5.2.4 HR will get these assessments approved from the concerned GED. 5.2.5 Transfer of all positions will be as per the approval of concerned GED 5.2.6 Once the approval of the transfer is given by the concerned GED then an internal circular will be taken out for all. 5.2.7 On the basis of the circular, Administration department will make arrangements for accommodation in the new city for the transferred employee as per policy © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 42 of 75
  43. 43. HR Policy Manual 5.5 Travel Procedure & Guidelines 1. Overview: 1.1 Bank’s extensive operational network may at times require employees to undertake business related travel within/outside Pakistan in connection with the duties/assignments. 2. Scope: 2.1 This procedure and guideline is applicable to Permanent, Contractual and Third Party employees of the Bank. 3. Policy: 3.1 Business travel is defined as any approved travel undertaken either for training or with the specific aim of furthering the business interests of the Bank 3.2 The travel can be within the country or abroad, however, all such travel needs to be pre- approved. 4. Guidelines 4.1 By Road Travel (Intra-City): 4.1.1 Transportation expense within the city can be reimbursed for Conveyance / Traveling undertaken due to administrative reasons, coordination, monitoring purposes etc. at actual or maximum up to Rs. 30/- per km whichever is lower. 4.2 By Road Travel (Inter- City): 4.2.1 Reimbursement @Rs.30/- per KM will be allowed for inter-city travel between the big cities. The following cities are considered as big cities: • Karachi • Hyderabad • Sukkur © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 43 of 75
  44. 44. HR Policy Manual • Quetta • Lahore • Faisalabad • Multan • Islamabad • Rawalpindi • Peshawar • Abbottabad 4.2.2 The travel entitlement as per the level for the domestic travel is as follows: Levels Air Train President Business Class ACC Sleeper GED Economy Plus ACC Sleeper Executive Director Economy Class ACC Sleeper Director Economy Class ACC Sleeper Assistant Director Economy Class ACC Sleeper Executive Manager Economy Class Lower ACC Manager Economy Class Lower ACC Assistant Manager Economy Class Lower ACC Associate Manager Economy Class Lower ACC Senior Executive Economy Class Lower ACC Junior Executive Economy Class Lower ACC Support Staff Economy Lower ACC © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 44 of 75
  45. 45. HR Policy Manual Class 4.2.3 Whereas reimbursement @Rs.20/- KM will be allowed for inter-city travel other than the big Cities. 4.3 Employees using their own vehicle or engaging toll tax: 4.3.1 For travel through personal vehicles toll tax receipts are required as an evidence of travel. 4.4 Employees using Public Transport: 4.4.1 Reimbursement at actual will be allowed for inter-city travel between the big cities (Refer to Travel Procedure and Guidelines) 4.4.2 Whereas reimbursement will be allowed at the lower of Rs. 20/- KM or actual for inter-city travel between other than the big cities. 4.4.3 For travel through Public Transport actual bills/tickets are required as an evidence of travel. 4.5 International Travel: 4.5.1 Approving authority for all international travel and all related expenses will be of the Concerned GED, GED HR and the President. 4.6 Accommodation: 4.6.1 Employees can avail the accommodation according to the standards and as per their level given below: Levels Small Cities Medium Cities Big Cities President / CEO 5 Star Deluxe or Equivalent 5 Star Deluxe or Equivalent 5 Star Deluxe GED 5 Star Deluxe or Equivalent 5 Star Deluxe or Equivalent 5 Star Deluxe ED 4 Star Deluxe or Equivalent 4 Star Deluxe or Equivalent 4 Star Deluxe Director 4 Star Deluxe or Equivalent 4 Star Deluxe or Equivalent 4 Star Deluxe Assistant Director 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe Executive Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe Assistant Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 45 of 75
  46. 46. HR Policy Manual Associate Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe Senior Executive 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe Junior Executive 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe 4.6.2 All employees at Director level and below are entitled for Standard Rooms while President / GEDs are eligible for room on the Executive Floor. 4.7 The approval for Domestic Travel and all related expenses of GED’s will be approved by the President whereas for all other employees concerned GED’s will have the authority to approve. 4.8 For any up gradation in the entitlement all additional costs will be approved by the Head of HR. 4.9 Hotel room service or mini bar charges are not allowed. Meals and other incidentals must be paid from the per diem allowance. 4.10 Advances against Traveling: 4.10.1 An employee traveling on Bank's business is permitted to draw advance to meet his / her traveling expenses. The advance amount will be equivalent to the entitled per diem allowance by the Bank. However, all travelling advances will be processed through HR. 4.11 Entertainment Expense: 4.11.1 In the course of business travel if clients or guests had been entertained, reimbursement of entertainment expense must be claimed by mentioning the name of the client or any other guest in the details column of the expense claim form. The original bills must be attached with the expense claim form and should contain the signature of the relevant GED. 4.12 Submission of Claims: 4.12.1 All reimbursement is contingent upon the submission of proper completed and approved expense forms. In preparing for Bank travel, prior approval must be © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 46 of 75
  47. 47. HR Policy Manual obtained from the relevant approving authority by submitting a duly completed travel request form. 4.13 Per Diem Allowance: 4.13.1 Per Diem allowance is provided to employees as per their level (according to the following grid) to cater the expenses which may occur on business/training related travel. Levels Travel Nature TA / DA Day Trip President / CEO At Actual At Actual GED At Actual At Actual ED Rs. 1,500 Rs. 1,000 Director Rs. 1,500 Rs. 1,000 Assistant Director Rs. 1,200 Rs. 800 Executive Manager Rs. 1,200 Rs. 800 Manager Rs. 1,200 Rs. 800 Assistant Manager Rs. 1,200 Rs. 800 Associate Manager Rs. 1,000 Rs. 600 Senior Executive Rs. 1,000 Rs. 600 Junior Executive Rs. 1,000 Rs. 600 4.14 Cash in lieu of Hotel Accommodation (Own Arrangement): 4.14.1 The employees making their own lodging arrangement on official visits with friends/family shall be entitled to cash in lieu of the hotel room rent as per the prescribed rates admissible from time to time. 4.14.2 Cash in lieu of the hotel room rent shall be paid at uniform rate irrespective of the classification of the cities. 4.14.3 In this case, the below mentioned rates without Bank provided accommodation shall © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 47 of 75
  48. 48. HR Policy Manual be applicable. These allowances are calculated at approx. 45% of the prevailing room rent of entitled hotels only and do not take into account the per diem allowance etc. Grade Per Day (In Rs.) GED 6,000 ED 5,000 Director 4,000 AD 3,000 EM 2,500 Manager & Below 2,000 4.14.4 The above mentioned allowance will only be applicable in main cities i.e. Karachi, Lahore and Rawalpindi & Islamabad. Accommodation in all other cities will be reimbursed on actual to the maximum of grade related entitlement. 4.15 Transportation Allowance (Domestic): 4.15.1 For Directors and above the Bank will provide rented cars for transportation to and fro from the airport / training centers / seminar halls etc, for both ways journey. 4.15.2 However, for ADs and below transportation expenses will be reimbursed at the lower of Rs.10/- km or actual and this transportation expenses will be allowed as a part of per diem. 4.16 Travel Entitlement – International: 4.16.1 Training Related Travel: Irrespective of the length of travel time, travel class will be regular economy for all employees at ED and below levels. Employees at GED level however will be © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 48 of 75
  49. 49. HR Policy Manual entitled to travel in Business Class. 4.16.2 Business Related Travel: Employees undertaking business related travel will be able to claim the following travel and per diem entitlement, which includes self-arrange accommodation: AM to AD Director to ED GED Presiden t Travel Economy Economy Business Business Per Diem * USD200 USD250 USD300 At Actual Note: In case of international travel, TA/DA will be given on the basis of total no. of days travel, including departure day and arrival day. 4.17 Travel Duration: 4.17.1 The duration of travel either for business or training purposes can only be for a period of six days. All travel that exceeds the six day duration must be approved by the respective GED and the Head of HR. GED HR will review the case and based on the country of visit and the prevailing hotel rates etc. will allow a lump sum approval for the full trip on case to case basis. 4.17.2 Per Diem Allowance: AM to AD Director to ED GED President Accommodation (including meals) are provided by Training Organizer USD50 USD100 USD150 At Actual Only Accommodation is provided by Training Organizer USD100 USD150 USD200 At Actual 4.17.3 Per Diem rate for each calendar day will be admissible for the period of absence from place of permanent posting (including time spent in transit). Not more than one per diem shall be admissible on any single calendar day. A fraction of a calendar day of more than 12 hours shall be reckoned as a calendar day for this purpose. The day of return journey shall not be included for the calculation of per © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 49 of 75
  50. 50. HR Policy Manual diem. 4.18 Airport Tax & Visa Fees: 4.18.1 All taxes/ visa charges related to the official visit shall be reimbursed upon production of receipts. 4.19 List of Hotels for Accommodation: 4.20.1 A comprehensive list of hotels is available with Admin which is revised as and when required. 5. Procedure 5.1 All reservations for air travel must be made through the Travel Desk in Admin Department of the Bank by submitting the approved travel request form. 5.2 If travel by road is the only option and convenient/comfortable public transport service is available, employees are required to use such public transport service. 5.3 In case of travel by road using personal vehicles, employees are required to obtain specific prior approval in writing for using facility from the approving authority as mentioned above. 6) Organizational Development 6.1) Policy Development 1. Overview 1.1 To ensure that policies / procedure & guidelines are developed and disseminated to employees properly. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 50 of 75
  51. 51. HR Policy Manual 2. Scope: 2.1 This procedure and guideline is applicable to employees who are working in the HR department. 3. Policy 3.1 The procedure and guideline developed will be approved from the Management Committee (MANCOM). 3.2 The policy developed will be approved from the current Board of that time. 3.3 The policy / procedure and guideline developed for any purpose should be shared with all the GEDs. 4. Guidelines 4.1 All the other heads / employees who want to review the policy can review it in the HR department. 4.2 The policy / procedure and guideline will be shared in the hard copy format only. 4.3 None of the department has the authority to prepare any new policy or procedure and guideline without taking HR in loop. 4.4 HR will get all the policies / procedure and guideline approved from MANCOM / Board. 4.5 Once the policy / procedure & guideline is approved, addendums cannot be made before six (6) months. 4.6 All the addendums in the policy / procedure & guideline are also to be approved from the MANCOM. 4.7 Policies that are approved from the Board, addendums of it can be approved from MANCOM. 4.8 It is the responsibility of the GEDs to share all the new policy / procedure & guideline with their one downs and the one down’s should communicate further. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 51 of 75
  52. 52. HR Policy Manual 5. Procedure of Policy, Procedure & Guidelines Dissemination 5.1 The OD unit will share the draft of the procedure and guidelines with the HR Head, once it is developed. 5.2 The HR Head will then share the procedure and guidelines with the MANCOM. 5.3 The amendments will be made as per the GEDs’ and President’s recommendation. 5.4 Once the procedure and guidelines are finalized, all the GEDs and President will sign off the document 6.2) Employee Satisfaction Survey 1. Overview: 1.1 The purpose is to define a structured way of conducting this activity on a yearly basis to achieve actual / real results. 2. Scope: 2.1 This procedure and guideline is applicable to employees who are working in the HR department. 3. Policy: 3.1 HR department is responsible for conducting the Employee Satisfaction Survey every year after the Annual Appraisals and before the start of next year. 3.2 The ESS may be carried through a third party or by the HR department. 4. Guidelines: 4.1 Complete cost comparison of the vendor needs to be prepared before a vendor is finalized for this activity. 4.2 HR Head in coordination with the President & CEO will finalize the vendor. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 52 of 75
  53. 53. HR Policy Manual 4.3 The budget of the survey will be approved by the President & CEO. 5. Procedure: 5.1 The HR department will search for vendors and conduct meetings to prepare the cost analysis sheet. 5.2 The cost comparison will then be shared with the HR Head and President & CEO to finalize the vendor. 5.3 Once the vendor is finalized, the entire activity will be conducted as per the plan decided with the vendor. 6.3) Change of Condition 1. Overview: 1.1 The policy covers the allowances and the salary adjustment that will be given to the employees when their job scope is enriched / enlarged. 2. Scope: 2.1 This Change of Condition Policy and Procedure will be applicable at all levels of the Branch Network Department i.e. Permanent, Contractual and Third Party staff based at Head Office, Branches and Regional Office. 3. Policy © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 53 of 75
  54. 54. HR Policy Manual 3.1 Levels of the employees cannot be changed during the year. If a deviation is required then proper justification and strong recommendation of the Group Executive Director (GED) is to be given to the President/CEO to get it approved. 3.2 All CoC cases need to be submitted by the 10th of every month to the HR department with all the concerned approvals. CoC’s submitted after the deadline, will be entertained in the next month’s payroll 3.3 Designation change cannot be given in less than 6 months at a time. The employee has to serve at least a period of 6 months at a single position except for supervisory or acting position which is for a period of 3 months only. 3.4 Salary will be increased as per the policy. Line Manager cannot suggest any extra allowances. If the allowance is important the proper justification and strong recommendation of the Group Executive Director (GED) has to be given to the President/CEO for approval. 4. Guidelines: 4.1 For every change in designation, level elevation, transfer with level elevation/designation, a Change of Condition (CoC) form and Performance Assessment Form (PAF) needs to be submitted. (Attached in Annexure E and F respectively) 4.2 The CoC has to be initiated by the Line Manager and approved by the Head of the Department, concerned GED and HR Department. 4.3 If any of the support documents (PAF, Verified Degree) – depending upon the case whichever is required, are missing, CoC case will not be processed 4.4 CoC case should be sent with proper approvals and employee should be informed about it by the Supervisor, else will not be entertained/implemented or reverted © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 54 of 75
  55. 55. HR Policy Manual 4.5 For change in location within the city without any change in level and designation an e-mail by the Head of the Department to the Human Resource Department will serve the purpose. HR will process it on payroll and the CoC will be signed by the OD Manager 5. Procedure: 5.1 Line Manager will initiate the Change of Condition (CoC) and Performance Assessment Form (PAF) and send it to their respective HOD for approval. 5.2 Once the cases are approved by the Head of the Department, they should be sent to the HR department by the 10th of the month. If they are sent after the 10th day of a month, they will be implemented in the next month’s payroll. 5.3 After HR receives the Change of Condition case with Performance Assessment Form (PAF), it will verify the forms and rectify as per the requirements 5.4 HR will suggest the salary change as per the policy & maintain MIS. HR will complete its working between 11th & 15th of each month 5.5 Forward the cases to the concerned GED & HR Head for approval. 5.6 HR will align the Interviews for employees recommended for Permanent status. These interviews will be scheduled from 19th - 21st of the month 5.8 Finally forward the list to Payroll & Services for updating the respective months payroll Procedure for Conversion to Permanent Status: The contractual employees form the bulk of the bank’s work force while conversion to permanent grade remains a dream of every resource. Therefore, based on performance and merit, employees © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 55 of 75
  56. 56. HR Policy Manual can be placed on a President List (PL) based on the following factors and formally recommended by the Head of the Department and endorsed by the concerned GED: • The employee must have served at least 6 months in the bank. • The employee must have achieved 95% of the given objective for at least 6 months (consecutively) and if he/she achieves 100%, he/she can be considered after 6 months. Once the employee successfully completes a minimum period of 3 Months on the President List (PL), he/she can be considered for the Permanent status, based on the following factors, provided formally recommended by the Head of the Department and endorsed by the respective GED: • Must remain on the PL for a minimum of 3 months and a maximum of 1 year before the individual is considered for a permanent employment. • All the employees converted to permanent are given an additional compensation of Rs. 2,000/- Documents to be submitted for Permanent: • Change of Condition Form (duly filled and signed by the concerned authorities). • Performance Assessment Form (duly filled and signed by the concerned authorities). • Verified Degree is compulsory. 6. Allowances: Following allowances are given to Permanent / Bank Contract / Fulcrum Employees according to their designation. These Allowances are paid out by HR once it reviews and states that the suggested allowances are within policy. Concerned GED’s approval is required for processing the suggested allowances. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 56 of 75
  57. 57. HR Policy Manual 6.1 Special Allowance: Special Allowance is being awarded for different purposes at different designations. The maximum amount that is given under this category is Rs. 2,000/- to Rs. 4,000/- on the authority of the concerned GED. 6.2 Fuel Allowance: All employees working on field are entitled for fuel allowance according to their designation. Designation Fuel Allowance (Rs.) RA/RO’s (CC) 2,000/- TL (CC) 3,000/- RA/RO’s (Branch, SSC’s) 3,000/- VO 3,000/- Riders 3,000/- ARM 3,000/- RM 4,000/- ABM 4,000/- BM Up to 8,000/- 6.3 Seniority Allowance: An employee is eligible for a Seniority allowance of Rs. 1,500/- once the employee has developed the expertise in his/her particular area and has spent enough time improving his/her skill. The final decision authority will be of the concerned GED. 6.4 Supervisor Allowance: When an employee is assigned a Supervisory role, he/she will be eligible for the Supervisory allowance of Rs. 3,000/- . The employee’s performance will be evaluated in the given role, for a minimum of 3 months and a maximum of 12 months. If the employee does not succeed in the © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 57 of 75
  58. 58. HR Policy Manual assigned role, the responsibility and the allowance will be revoked and reverted to his previous position. He / She cannot be considered for supervisory role unless he/she completes another 12 months in the original position. 6.5 Re-Location Allowance: 6.5.1 If an employee is transferred outside the city due to business need re-location allowance is to be given. 6.5.2 In case the employee has requested for the transfer himself, a letter written by the employee needs to be attached with the CoC. Employee will not be eligible for the re-location allowance if he/she has requested for his transfer. 6.5.3 The amount will be given as a re-location allowance to the employees, according to their level (Refer 5.4 – Transfer & Relocation Policy). This is given to cover accommodation and relocation at new station. It will be discontinued once the employee is reverted to his original station, hence the relocation allowance will not be merged in the Gross Salary. 6.6 Educational Allowance: 6.6.1 Employees completing their graduation during their job, will be given an allowance of Rs.1,500/- subject to their degree verification. 6.6.2 Employees completing their Masters during their job, will be given an allowance of Rs.2,500/- subject to their degree verification. 6.4) External Training 1. Overview: 1.1 To groom employees in their existing role and provide a platform to them to acquire new skills. 2. Scope: © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 58 of 75
  59. 59. HR Policy Manual 2.1 This Guideline and Procedure will be applicable at Permanent, Contractual and Third Party staff based at Head Office, Branches and Regional Office. 3. Eligibility: 3.1 All Permanent, Contractual and Third Party staff who have completed their probation, working at Head Office / Branches / Regional Office are eligible for external training. 4. Policy: 4.1 The final approval will be of the concerned Group Executive Director (GED). 4.2 Any employee attending any training / workshop without HR / Line Manager / Head of the Department / Group Executive Director (GED) approval will be liable to pay the workshop cost on his own. 5. Guidelines: 5.1 The Line Manager should recommend any employee for any of the external training. 5.2 Employee can also put forward his request for attending any training / workshop, but the Line Manager must endorse the request. 5.3 All training nominations must route through the HR department. 6. Procedure: 6.1 HR will send an e-mail regarding the trainings to the concerned Line Manager’s / Head of the Departments. 6.2 The Line Manager / HoD will forward the nomination to the concerned personnel at the HR department. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 59 of 75
  60. 60. HR Policy Manual 6.3 HR will complete the registration formalities and will inform the participant accordingly. 6.4 HR will coordinate with the training company for the Invoice of the workshop and payment of the cheque. 6.5) Employee Dealing 1. Overview: 1.1 To deal with the grievance matters in a timely manner, so as to avoid the complexities, de- motivation and frustration of the employees. 2. Scope: 2.1 This procedure and guideline is applicable to the Permanent, Contractual & Third Party staff of the Bank of North & South region. 3. Eligibility: 3.1 All Permanent, Contractual & Third Party staff of the Bank can raise their grievance keeping in view the procedure & guidelines. 4. Policy: 4.1 If any kind of inquiry is being carried out and it is closed, concerned GED / HR Head / President & CEO has the authority to re-open the inquiry in order to take the legitimate decision. 4.2 The complete inquiry should be done in maximum 20 – 30 days. 4.3 HR only has the authority to issue any kind of notification, termination letter, warning letter in writing and / or any advertisement against the employee if required. 4.4 Depending on the severity of the grievance and the decision of the grievance committee, the employee might / might not continue his official work on the discretion / permission of the concerned GED. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 60 of 75
  61. 61. HR Policy Manual 5. Guidelines: 5.1 Any employee who wishes to file a grievance shall first discuss the grievance with his/her immediate supervisor. 5.2 The Line Manager and Head of the Department (HoD) shall have five (5) working days each to reply to the employee’s grievance. The concerned Group Executive Director (GED) and HR shall have five (5) working days to reply to the employee’s grievance. Each and every decision at every step should be given to the employee in writing. 5.3 Employees time spent in grievance discussions with the concerned committee would be considered time worked with pay. 5.4 The investigation report should be shared at the end of the investigation with the employee (in all circumstances), HR, Concerned HoD and GED. 5.5 If neither the employee nor the Company is completely or clearly at fault, they should give the benefit of the doubt to the employee. 6. Procedure: 5.1 FIRST STAGE: The Aggrieved Employee: • Approaches the immediate Supervisor and verbally informs him or her about the issue and requests for resolution. The Supervisor: • Carefully listens to the complaint, and in an informal manner, tries to resolve the matter • Assists the aggrieved employee by reviewing all aspects of the complaint and addressing the issue in a professional and timely manner © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 61 of 75
  62. 62. HR Policy Manual • Adopts a root cause analysis approach and ensures that the core issue has been addressed and the matter is resolved within five (05) working days from the day of raising the complaint • Communicates to the employee in writing the steps taken for resolution of the issue 5.2 SECOND STAGE: In case the matter is not resolved within the stipulated time; The Aggrieved Employee: • Communicate the grievance in writing and submits it to the Head of Department. The Head of the Department: • Requests the Supervisor to provide all related information and actions that may have been taken in order to resolve the issue at the first stage • Adopts a root cause analysis approach, carefully reviews all aspects of the matter, reviews all available information. • Ensures that the core issues are addressed and that the matter is resolved within five (05) working days from the day the HoD receives the complaint • Communicate to the employee in writing the steps taken for resolution of the issue 5.3 THIRD STAGE: In case the matter is not resolved within the stipulated time or the employee is not satisfied with the Head of the Departments decision, The Employee: • Forwards the issue to the HRD and requests assistance in resolution of the issue © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 62 of 75
  63. 63. HR Policy Manual • HR will share all its investigation with the concerned GED so that a mutually agreed decision can be taken. The Human Resource Department: • Adopts a root cause analysis approach, carefully reviews all aspects of the matter, reviews all past actions and available information. • Ensures that the core issues are addressed and that the matter is resolved within five (05) working days from the day of receipt of the complaint. • Organizational Development Unit / HR Manager / HR Head, will deal with the issue. • HR will inform the concerned GED about the entire investigation and a mutual decision will be taken. • Communicate to the employee in writing the steps taken for resolution of the issue. 5.4 FOURTH STAGE: • In case the matter is not resolved by the HRD or the employee is not satisfied by the decision, then the decision and the complete investigation report would be shared with the Management Committee (MANCOM) and their decision will be considered as the final decision. • In cases of sensitive nature, the HRD ensures that the final decision is made within a maximum period of forty eight (48) working days from the day the aggrieved employee raises the issue to HR or from the day of receipt of the complaint. • Communicates the final decision to the employee in writing. © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 63 of 75
  64. 64. HR Policy Manual ANNEXURE A - (Policy Format) Company: Tameer Micro Finance Bank Limited Human Resource Policies & Procedures Doc No: HR – Policy Name Initials – Policy Number “00000” Title : <Name of Policy>Policy Date: Month, Date, Year Page: x of y <Name of Policy> Proposed By: ____________________________ ABC Head of Human Resource Reviewed By: _______________ __________________ ABC ABC GED SD &BS GED Risk © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 64 of 75
  65. 65. HR Policy Manual _______________ __________________ ABC ABC GED Ops and Tech CFO Approved By: President & CEO Nadeem Hussain © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 65 of 75
  66. 66. HR Policy Manual ANNEXURE B – (Employee Card Form) © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 66 of 75
  67. 67. HR Policy Manual © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 67 of 75 Employee Card Requisition Form Particulars required for the Employee Card Name: Attach 1x1 size photograph for the Employee Card Designation: CINC: - - Address:
  68. 68. HR Policy Manual ANNEXURE – C (Business Card Requisition Form) © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 68 of 75
  69. 69. HR Policy Manual © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 69 of 75 Business Cards Requisition Form (To be filled by the Employee) E-Code Requisition No. (for HR use only) Name: (First Name) (Middle Name) (Last Name) Name (in Urdu) Designation Department: Location: Contact No. (office) / Ext: Mobile No. (optional): E-mail Address: @tameerbank.com Reason for the Requisition new induction change in designation change in location reissue Employees Signature: Line Manager Name: Line Manager Signature: Additional Comments (if any): Authorized by HR:
  70. 70. HR Policy Manual ANNEXURE – D (Change of Condition Form) Employee Name: _ _____________ ____ STAFF REQUISITION / CHANGE OF CONDITIONS – FORM Authorisation MUST be obtained BEFORE any recruitment / change can commence COMPLETE FOR EVERY CIRCUMSTANCE Job Title: Post Level: Dept./Team/Region: Division: Location: Posting: Global / National Post No. / E. Code: Line/Reporting Manager: (Name & Job Title) Budgeted Headcount Post? (If No, attach Business Case) DoJ: Cost Centre: Where more than one is used show % split (highest first) FOR NEW RECRUITMENT  Tick appropriate box Recruitment for… Contract type Replacement Job formerly held by: Permanent New Post (For new post please attach Job Profile / TOR) Temporary Contract length: Other Please Specify: Allowances Car assistance Cost of Living Hard to Fill (justification to be attached) Security Market Supplement Fuel Other Please Specify: Position to be filled in by (Date/Month/Quarter/Year): Special Remarks: FOR CHANGE OF CONDITIONS  Tick appropriate box Job currently held by: Change effective from: Change in … From … (insert details of change) To … Job Title © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 70 of 75
  71. 71. HR Policy Manual Responsibility Grade (attach job profile) Contract Cost Centre to … Other (Please Specify) Special Remarks: REQUEST SUBMITTED BY Name: Designation: Department/Division: Location: Signature: Date: AUTHORIZATION Signature of concern GED: Date: Signature of GED FINCON: Date: Retain one copy; Please send one photocopy each to: HRD / Relevant GED HR USE ONLY Appointee: Start Date: Signature of HR Head: Date: TAMEER MICRO FINANCE BANK LTD. Human Resource Division © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 71 of 75
  72. 72. HR Policy Manual © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 72 of 75
  73. 73. HR Policy Manual ANNEXURE – E (Performance Assessment Form) © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for business purposes authorized by Tameer Microfinance Bank Limited Page 73 of 75

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