IPCO Employee Policy Manual

IPCO Developments (Bangladesh) Limited
IPCO Hotels Limited
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Policy Manual for IPCO Employees
(Hand Book Part-I )
1. The company Philosophy
IPCO philosophy consists of a mission statement, management principles, corporate message and
slogans.
Mission:
We are guided by our vision of IPCO as a truly international enterprise, and are working across
national boundaries to improve relationships, retailing and hospitality between people throughout
the world.
Management Principal:
1. To serve our customers through innovative and responsive solutions.
2. To provide challenges and opportunities to our employees, channeling their skills and
fostering their creativity and individuality.
3. To identify the needs of the times and of the future and to use all of IPCO's resources to meet
those needs by being versatile, responsive and dynamic.
4. To work together with our employees and contribute to the communities in which we operate.
5. To manage our business from an international, perspective and to develop a strong presence
throughout regional and the world.
Corporate Message:
"Responsive" expresses IPCO ability to react effectively to new opportunities and customer needs
while maintaining a sense of harmony with societies and the global environment. More
specifically, "Responsive" embodies are:
1. Resilience
2. Smoothness
3. Tenacity and perseverance
4. International Standard Retailing

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5. Flexibility
6. Regionally finest Hospitality
7. Technology
The corporate message communicates IPCO ideas to clients and the general public and seeks to
gain their understanding and support.
Corporate slogans encapsulate the attitudes and actions required high politeness to realize the
ideas in our mission statement. These ideas enhance IPCO corporate culture, foster personal
development and provide direction for its corporate development.
2. Equal Employment Opportunity:
The company's policy on equal employment opportunity prohibits discrimination based on race,
color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental
disability, or veteran status. This policy applies to recruiting, hiring, transfers, promotions,
terminations, compensation and benefits and also states that retaliation against any employee who
files a complaint regarding possible violations of this policy will not be tolerated.
IPCO is committed to taking affirmative steps to promote the employment and advancement of
minorities, women, persons with disabilities, and covered veterans. Every year, IPCO develops
affirmative action programs to support its commitment to equal employment opportunity,
consistent with company policy and the company's obligations as a contractor, builder and
possession owner of a Greatest Shopping Mall and International Hotels to the Bangladesh
government.
3. Employee At-Will:
Job applicants and new employees are often perplexed to read--in a job application, employment
contract, or employee handbook--that they will be employed "at will." An at-will employee can be
fired at any time, for any reason (except for a few illegal reasons, spelled out below).
4. Sexual harassment:

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Sexual harassment of any kind is fully prohibited. IPCO policy always unwelcome any sexual
advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature in which
submission to or rejection of such conduct explicitly or implicitly affects an individual’s work or
performance. Therefore, sexual conduct is unwelcome whenever the person/employee subjected to it
considers it unwelcome.
5. Safety Rules and Procedures:
IPCO is having a concrete safety measures to be applied in the construction firm to minimize these
related accidents, motivate workers, egg on site activities, positively affect the overall cost,
productivity by the UPSL a renowned construction firm responsible for entire IPCO construction.
Requisition
6. Reporting Injuries and Accidents:
All injuries and accidents occurring at work or in the course of employment must be reported to the
employee’s supervisor and as soon as possible supervisors will contact our Medical Assistant at the
same time administer immediate first aid using the First Aid Procedures. If necessary
supervisor/safety officer/Medical Assistant, who will arrange medical care and if necessary they will
take prompt step to sent the injured employees to Hospital. In such an emergency they may use any
company vehicle available at site.
7. Drug Free Workplace:
Nearly all IPCO employees do not engage in illicit drug use and do not work side-by-side with drug users. Our
mission is to preserve the rights of employers and employees in drug and alcohol-abuse-prevention programs
and to positively influence national policy in this area.
8. Prohibition:
In Bangladesh sexual harassment at workplace is one of the most common crimes against women and is also
seen as unconstitutional infringing on the fundamental rights of women. IPCO policy act upon in protecting
and preserving the dignity of a woman. IPCO prohibits any kind of sexual harassment and of its kind with zero
tolerance.

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9. Disciplinary Actions:
IPCO expect that all employees try to meet performance standards and behave appropriately in the workplace.
Corrective action is a process of communicating with the employee to improve unacceptable behavior or
performance. IPCO authority takes disciplinary action when other methods such as coaching, performance
appraisal have not been successfuland in case of serious misconduct. Also IPCO takes disciplinary actions
against firms and individuals for violations of IPCO rules and Govt. rules and regulations.
10. Personnel Administration: (Part-II)
11. HR Personnel Records: (Part-II)Contents of Personal Files: (Part-II)
12. Employee Information: (Part-II)
13. Personal Records: (Part-II)
14. Management Review of Personnel Files:
Management Review of Personnel Files includes, Application, Offer Letter, disciplinary letters,
salary related information, employment history, certificates, resume, orientation record,
performance development documents fringe benefit information, Benefits records etc.,
Records are excluded from review are documents relating to investigations, letters of reference,
medical information related to leave certification any other document HR find confidential etc.
15. Job Posting Procedures:
WORD document of Job Duties and Department Qualifications through Advertisement
(online)
Include the following information in the WORD document:
 Name of the post (s)
 Market Title
 Job Code # if any
 Location of Position
 IPCO Target Salary Range
 Appointment (ex 48 hours) for full time
 Shift/Hours/Days of Week both for full and par time

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 Seasonal Appointment Information (if applicable)
 Term Limited Appointment Information (if applicable)
16. Promotion: (Part-II)
17. Employee Suggestion Program: IPCO maintain consultants for its developments work.
However, IPCO management gives preference to have suggestions from employees those who
are highly professional that may save millions of taka savings. Such personnel holds key position
and gets benefits and various facilities that boosts his/her job satisfaction through HR and
Administration department.
18. Payroll Information:
IPCO Payroll Information includes General Employee Information, Earnings Statement, Paycheck
profile. Citizen of Employees, Employment Tax and Fringe Benefits, Departments, Payment
Processing and (Retirement and Insurance ?)
19. Overtime:
IPCO offer overtime for workers according to the Bangladesh Labor Law, moreover IPCO pays a
good allowance if officers come to office when needed.
20. Attendance & Leave:
Office Hours 9:00 a.m to 5:00 p.m. local time each day except Friday and legal government holidays.
Irregular work schedules are required by the engineering and security department and the roster must
be approved by the departmental heads and comply Bangladesh Labor Law. For actual needs IPCO
maintain a variety of leave options those are divided Casual Leave, Sick Leave, Annual Leave and
Medical Leave when required and leave without pay.
21. Medical/ Sick Leave Policy
This policy also may be used if the employee is unable to work due to her or his own medical/dental
appointments or caring for ill or injured family members. Notifying their immediate supervisor, or
other designated individual concerning their absence. The employee is responsible for obtaining
written verification of sick leave accrual with organization Written verification from the employee
must be provided to Human Resources. If required, providing satisfactory proof of medical condition
and medical clearance to return to work.

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22. Maternity Leave
Maternity leave refers to the period of time that a new mother takes off from work following the birth
of her baby. It is important to plan employee’s maternity leave so that she and her family any
unexpected challenges and mother can make the most of her time with her baby. IPCO offers 16
week leave with pay as a maternity leave. Check in with your human resources department to help
you plan for your best maternity leave options.
23. Leave of Absence
IPCO as is now in construction phase does not encourage leave of absence but in special cases like
caring for a sick family member, obtaining medical treatment in another country, an extended visit to
an employee’s home county to see family and time away from work to deal with the estate of a
childcare or any unavoidable emergency are examples of unpaid leave of absence. In any case, the
employer needs an application process and a policy for granting a leave of absence. IPCO apply the
policy in a nondiscriminatory manner.
24. Work Schedules
IPCO Corporate office is 9:00 a.m to 5:00 p.m, six days a week for all employees, flexible work
schedules are based on worker needs within set parameters approved by the department heads (eg.
Engineering Unit and Security). A employees must work 48 hours per week and be present on a
daily basis during "core hours" Officers occasionally work extra hours one day to make up for shorter
hours worked another day, A worker must work 48 hours per week. Workers may request scheduled
time off in advance of schedules being prepared. For example a worker with diabetes is allowed to set
his/her own break schedule in order to ensure an opportunity to eat snacks and meals every three
hours.
25. Salary Employees
A Salaried Employee is paid monthly. Salaried employees are usually supervisory, managerial, or
professional employees who ho work on an annual basis and are not paid an hourly rate. Salaried
Employees are typically considered to be exempt from overtime pay, however an allowance may be

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given by the management for extra work he/she is given. That is, they work to fulfill the duties of the
job. Employee is responsible for his / her tax liability.
26. Clean Work-Place
The first of these is based on the old nostrum that “ cleanliness is next to godliness.” The less mess
you have around you, the better – and more safely – you can work. IPCO companies insist that their
employees keep their workplace clean. Not only is a dirty workplace a terrible place to work in but it
also lowers productivity and efficiency. Cleaning up after a day or work is just as important as what
you do for a living.
27. Legal & Ethical Conduct
In that spirit, the Standards of Ethical Conduct are a statement of our belief in ethical, legal and
professional behavior in all of our dealings inside and outside the company. Members of the IPCO
family are expected to conduct themselves ethically, honestly and with integrity in all dealings.
Members of the IPCO Company are expected to exercise responsibility appropriate to their position
and delegated authorities. Each individual is expected to conduct the business of the Company in
accordance with the Core Values and the Standards of Ethical Conduct, exercising sound judgment
and serving the best interests of the institution and the community.
IPCO is committed to the principle of treating each member with respect and dignity. IPCO prohibits
discrimination and harassment and provides equal opportunities for all community members and
applicants regardless of race, color, national origin, religion, sex, gender identity, pregnancy, physical
or mental disability, medical condition (cancer-related or genetic characteristics), ancestry, marital
status, age, sexual orientation, citizenship, or status as a covered veteran. IPCO as Hospitality and
Retailing business is to be conducted in conformance with legal requirements, including contractual
commitments undertaken by individuals as well as other agencies authorized to bind the company to
such commitments.
28. Confidentiality
Maintainingprivacyandconfidentialityhelpstoprotectparticipantsfrompotential harmsincluding
psychological harmsuchas embarrassmentordistress,social harmssuchaslossof employmentordamage

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to one’sfinancial standingandcriminal orcivil liability.Somaintainprivacyandconfidentialityhelpsto
protectparticipantsfrompotential harmsincludingpsychological,social harmaswell asanyfinancial and
reputational lossorthe organization.Soconfidentialityisamustand mostlydesiredby the company leaking
somethingharmsorgsand othersisan offence.
29. Misconduct
AnyGross MisconducteitherBehavioral orCriminal isstrictlyprohibited. Thisinclude prohibitionagainst
workplace discriminationbasedonage,race,genderornationality,aswell asdiscriminationrelatedto
religionorsexual harassmentoranycriminal (courtof law) offencessuchasmurder,sexual assaultand
embezzlement.GrossMisconductincludes deliberateactsof violence orhostility,attemptstofinancially
defrauda company,dishonestythroughfalsificationof documents.
30. Transportation & Travel
IPCOhas not startedto provide transportationfacilityforthe employees,however,providingtransport
allowance andprovidingcarsforhigherlevel personnel.
31. Company Owned Vehicles.
IPCO has company own vehicles for construction and some transportation purpose.
32. Living Expenses Allowance
IPCOprovide inanaverage 50 % percentof basic as house rentcouldbe takenas a standard livingexpenses
allowance.
33. Other Travel Expenses
There isa provisionof providingTravel Expensesasandwhennecessary.

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34. Alcohol and Drugs
IPCO strictly prohibit any kind of drug use, IPCO has own physician to define and declare
whether an employee is drug user or not. Employee who frequently have accidents, exhibit
erratic behavior, and have dilated pupils or slurred speech may be exhibiting signs of
intoxication. Extreme mood swings, paranoia, glassy eyes and noticeable exhaustion are also
signs of drug abuse.
35. Smoking Policy
To provide a clean and healthy environment for IPCO employees, customers, and visitors,
recognizing that secondhand smoke form tobacco has direct adverse affects on the health of
smokers and nonsmokers alike. Smoking shall not be permitted, and no person shall smoke in
any indoor work area this includes hallways, meeting rooms, cafeterias, offices, Tea rooms, and
vehicles used for business. Employees may be subject to disciplinary action if warnings are
ignored.
36. Parking
IPCO has around 12,000 parking facility open to all. Hours of Operation - Parking is available
24 hours a day, 365 days a year. IPCO accept cash and all major credit cards - Visa, MasterCard,
American Express and Discover for our customers' convenience. All parking areas have spaces
designated for drivers with disabilities and are located in the closest proximity to the Airport
Terminals from each lot. Automatic ticket dispensers issue parking tickets at the entrance to each
parking area. Present this ticket to the cashier as you exit.
37. Telephone Use
Company employees may receive or make personal telephone calls during break periods only. If
a telephone call is received during a non-break time, and the call is not an emergency, callers will
be asked to leave a message. Please inform your family and friends of this company policy and
request that they keep these telephone calls to a minimum during work hours.In the instance of a
legitimate emergency telephone call during work hours, we will immediately attempt to locate
that employee to receive the call.

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38. Safety Equipment
IPCO is now in construction phase, UPSL of United Group is responsible for whole construction and
UPSL maintains all safety equipments accordance of compliance such as Hard Hats & Bump Caps,
Mailer full body, Purpose Gloves, Fire Extinguishers, Safety Glasses, Safety Shoes etc.
39. Waste Prevention
IPCOconstructionmaintainswaste managementandIPCOAdmindealswithwaste disposal,cleaningand
sweeping.
40. Security
What is the difference between Safety and Security?
• Safety and security are closely interrelated concepts that pertain to protection of lives and assets.
• While safety is protection against hazards (accidents that are unintentional), security is a state of feeling
protected against threats that are deliberate and intentional.
In a factory, there are safety measures that are adopted to safeguard people working on different
machines. Safety is protection against mishaps that are unintended (such as accidents). Someone is
safe when he is protected against danger or risk, and he is not likely to be harmed or lost. The basic
underlying idea of both safety and security is to protect the assets (whether a person or an organization)
by creating safe, secure, risk-free conditions. However, safety is just concerned with the protection of
human lives and assets. Safety is protection against hazards (mishaps and accidents).
Employment
(Hand Book Part-II)
2.0 Personnel Administration
The Companyhas establishedaHumanResource (HR) Manager or point-of-contact,whichisresponsible for
personnel administration.QuestionsregardingyouremploymentandthisEmployeeHandbookshouldbe
addressedtothe Manager of Human Resources.
2.1 Personnel Records

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IPCOmaintaina personnel fileoneachemployee. Anemployee’spersonnelrecordbeginswiththeir
completedemploymentapplicationform/resume.Fromtime totime informationisaddedtothispersonnel
record regardinganindividual’semploymentstatuswiththe company.Personalrecordsare the propertyof
the companysame as anyotherconfidential companyinformation.
All employeesshallpromptlyreportall pertinentpersonal informationanddatachangesto the HR Manager.
The personnel fileof anemployeeterminatingemploymentiskeptatleastthree yearsforfurtherreference.
2.2 Service
Companypoliciesapplytoall categoriesof employees.Employeesare dividedintothe followingcategories
for the purpose of compensationandbenefits:
Full-Time:Employeeshiredfulltime (48hoursa week) ona full workweekbasisare consideredfull-time
employeesforcompensationandbenefitpurposes.
Part-Time:Employeeswhoseworkschedule islessthanfull time(lessthan40 hoursa week) onafull work
weekbasisare part-time employeesforall compensationandbenefitpurposes.
Contractual:Employeeshiredastemporaryreplacementforfull-time orpart-time employees.Temporary
employeesare noteligible forbenefits.
Jobposting:Positionsare normallypostedforaperiodof twoweeksthroughInternetornewspaper withthe
applicable contactpersononthe postingnotice.Interestedqualifiedemployeesshouldforwardaletterof
applicationandcurrentresume tothe contact personforHuman ResourcesDepartment.
Employmentof Relatives:Familymembersshouldnotbe allowedtodirectlysuperviseanotherfamily
member.Employeesthatenterintoapersonal relationship,non-workrelated,shouldnotbe allowedto
supervise the other.
Employmentof Minors:IPCOfullycomplywiththe ChildLaborprovisionsof the FairLaborStandardsAct of
Government,eachandeveryemployeesof IPCOisover18 yearsof old.
Promotions:Promotionswithinthe companyshouldbe basedonsuchfactorsas qualityof work,priorjob
performance,experience,educationalbackground,attendance,safetyrecordandthe abilitytoworkwell

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withothers. IPCO’spolicyistopromote fromwithin whenpersonnel are fullyqualifiedtoperformthe
dutiesof the position.

IPCO Employee Policy Manual

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