This document summarizes an organization's human resource policies and procedures. It defines what an organization is and its key components. It then outlines the organization's rules around working hours, calculating lost time from lateness, requesting time off, field visits, sick leave, and other HR policies. The purpose of the rules is to provide guidance, encourage uniformity, and make expectations clear. It details policies like normal work hours, lunch breaks, calculating salary lost from lateness, requesting annual leave and long trips, and behaviors that can result in summary dismissal. Timesheets must be accurately filled out and approved by supervisors.

1. THE ORGANIZATION
By Suzi
Human Resource Department

2. What is an organization?
•An ‘organization’ is a group of individuals working together
to achieve one or more objectives.
• Although organizations have been defined differently by
different theorists, virtually all definitions refer to five
common features:

3. • they are composed of individuals and groups of
individuals
• they are oriented towards achieving collective goals
• they consist of different functions
• the functions need to be coordinated
• they exist independently of individual members who may
come and go

4. • Mintzberg’s five components of organisation
• Mintzberg (1979, p. 24) suggested that all organisations
consist of five components, as shown in Figure 1.

5. Why have Rules
• For Guidance purposes
• Decision making
• Prevent chaos and unwanted behavior
• Encourage uniformity
• Encourage wanted/ accepted behaviors
• Make expectations more clear

6. Re-orientation on HR Policy & Rules
• Normal workweek constitutes 40 hours of
work spread over 5 days of the week
• Each full workday constitute 8 hours or 7.5
hours of the employee is able to complete
assignment by 4.30pm

7. Working Hours
• Monday-Fridays
– 8:00 am – 1:00 pm (morning session)
– 1:00 pm - 2:00 pm (Lunch Break)
– 2:00 pm - 5:00 pm ( Afternoon session)
On Tuesdays 8:45-10:00 am (morning deviations for all
staff)

8. Calculating Lost Hours on lateness
• Assume monthly income/ salary = 80,000 (basic salary)
• Per hours pay
– =80,000/22 working days then divide by 7.5
– = K sh 484.80 per hour
Assume that you report at 9:00 in the morning, after lunch you
settle back to your office at 2:30 and leave at 4:15 in the
evening.
Therefore 1 hour 45 minutes lost per day
– 1.75* 484.80 = 848.40 per day
= 18,664.80 per month lost on lateness per person
Assume 7 people got late daily earning the same amount
= k sh 130,654.00 lost

9. What can K.sh 130,000 do????
• Pay Office Assistant Salaries for 4 months
• Cater for CMA Utilities for 4 months
• Pay Officers salary for 3 months
• Pay coordinators Salary for 2 months
• Pay a Managers salary for a month

10. Field Visits
• All individual movements out of our work
areas during office hours should be brought
to the attention of the immediate supervisor
and the receptionist.

11. Reporting on Sick Leave
Absences due to sickness are to be
reported to your immediate supervisor
and Hr Office as soon as possible
More than 3 days sick leave, the staff
member needs to bring a letter from
his/her doctor

12. Long Field Visits
• Planned absence due to official duties
should be brought to the attention of
the immediate supervisor not less than
one week in advance.
• The supervisor then notifies the HR
Office of staffs absence from work

13. Leave Requests
• Leave time of more than 5 days at one time must be
planned for and approves at least 2 weeks in advance.
• Employees to plan their annual leave as per department
to ensure backup in their absence.
• If leave is more than 15days, it must be requested 1
month in advance

14. Process of Requesting Leave
• Procedure
• Find out the number of leave days earned
• Determine the no of days you intend to utilize
• Fill out the Information on a holiday request form
• Present it to your immediate supervisor for approval
• Then forward it to the HR manager for recording.
If the days were requested early, it is courtesy to remind
your supervisor and HR that your leave time is due as
had been approved.

15. Leave Benefit
• 21 days per annum as per the Kenya Employment Act
• Therefore translating to 1.75 per month; earned after you
work and not the vice versa
• 15 annual leave days for expatriate staff translate to 1.25
days per month.
• The leave days accumulate to 21 days after 12 months of
service to the organization.
• Best practice- Plan on the utilization of this leave days upon
earning them within the department to ensure work
continuity as well as work-life balance

16. R&R
• 9 work weeks in the project areas earn
10days + 2 travel days
• R&R must be spent as they are
earned.
• R&R days cannot be used in lieu of
notice when terminating employment

17. What can earn you summary dismissal?
• Unauthorized leave from the normal place of work
• Showing up intoxicated at your place of work
• Willingly neglecting to perform any work , which is your
duty to perform or carelessly or improperly performing
such work.
• Use of abusive or insulting language in a manner
insulting to ones superiors
• Poor representation of the organization.
• Knowingly failing or refusing to obey any lawful and
proper command or order whish is within the staff’s duty
to obey

18. Time sheets
• Must be filled out as work is performed
• All hours must be recorded including extra hours worked
• Must be signed by the employee first , then the
supervisor
• Only one card/sheet to be prepared per month
• Completed timesheets are to be turned to the
HOD/supervisor for signing, the to the HR Office

20. Thank You
CMA HR Manual
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