Social compliance policy

Social Compliance
Organizational Compliance Policy

What is Compliance?
“Compliance is not just an audit protocol”
Compliance is some set of rules and regulations that leads an
organization towards to have a better, safer & environmental friendly
work place as well as up lift the physical and mental wellbeing of an
employees.

Compliance standards in today’s world.

Our objective & scope
• The objective of this policy is to have:
• well compliant organization,
• better business,
• employee friendly environment.
• The scope of this overall policy is to give a brief idea of all the
policies and procedures which will be updated and implemented
through out the organization within the next few months.

Responsibilities and definitions
• Compliance Team - Group Compliance Executive and Plant Compliance Officers.
Responsible to update the policy according to the customer’s requirements and give awareness to rest of the
organization accordingly.
• HOD’s and Line Managers - person with direct managerial responsibility for an employee or a group of
employees of a particular division or unit.
Responsible to ensure the particular division or unit is fully compliant according to the instructions given by
Senior Management & Compliance Team.
• HR Management – Group HR Manager and Plant Assistant HR Managers.
Responsible to monitoring and controlling, and taking necessary corrective / precautionary / disciplinary action.
• Senior Management - Managing Director and Director Marketing.
Responsible to give the consultation on escalated matters.

Compliance with Laws and
Workplace Regulations

01. Compliance with Laws and Workplace Regulations
ABC company will comply with laws and regulations of the country in all locations where they conduct business.
What are the non compliances? (Example)
• Willful violation of the law or requirements of stipulated by government of the country.
• Systemic violations of the law or requirements of country.
• Unfamiliarity with legal requirements.
How we should comply? (Example)
• Know all applicable legal requirements such as minimum wage, working hours, holidays, benefits, child labor,
health and safety, forced labor, harassment or abuse, discrimination, freedom of association, environment,
and facility security.

02. Prohibition of Forced Labor
ABC company will not use involuntary, forced or trafficked labor.
• Compulsory overtime is considered as forced labor.
• The facility may not impose unreasonable restrictions on worker movement in the facility and, where
applicable, the facility compound or worker dormitories.
• Workers are free to refuse to perform certain tasks that the worker believes to be hazardous without penalty
of termination.
• Withholding a worker’s original government-issued identification, passport or work permit, even if the worker
has provided written consent.
• Supervisors use their position of power to intimidate or threaten workers.
• Withholding worker wages or deposits until completion of the contract.

03 Prohibition of Child Labor
ABC company will not hire any employee under the age of 18 or under the minimum age established by law for
employment, whichever is greater, or any employee whose employment would interfere with compulsory
schooling.
• Comply with all legal restrictions placed on “young workers.” such as the number of overtime hours,
hazardous work and/or night work, and other requirements as specified.
• Incomplete, false, or missing age documentation records being used to verify the age of all workers at the
point of hire.
• Children present in the facility but not working (except in approved separated childcare facilities).
• Insufficient hiring procedures which do not ensure compliance.

Prohibition of Harassment & Abuse

04 Prohibition of Harassment or Abuse
ABC company will provide a work environment free of supervisory or co-worker harassment or abuse, and free
of corporal punishment in any form.
• Facility has a written policy, which defines rule & infractions, and the disciplinary actions taken for each
infraction.
• Workers are not subject to corporal punishment or abusive disciplinary practices.
• The facility ensures that all disciplinary actions are clearly documented and recorded properly.
• Physical punishment or abuse.
• Verbal harassment such as yelling.
• Restricting access to toilets and/or drinking water.

05 Compensation and Benefits
ABC company pays at least the minimum total compensation required by local law, including all mandated wages,
allowances & benefits.
• Workers are compensated for all hours worked in accordance with the law. All overtime hours are
compensated at the premium wage rate established by law.
• The facility has a base wage that is at least the lawful minimum wage.
• All workers (regular, trainees, and contract) are paid at least this minimum wage.
• Inconsistent pay records.
• Non-payment of applicable wages.
• Minimum wage and overtime violations.
• Willful manipulation of payroll.

06 Hours of Work
Hours worked each day, and days worked each week, shall not exceed the limitations of the country’s
law. ABC company will provide at least one day off in every seven-day period, except as required to meet
urgent business needs.
• Workers are not required to work in excess of the standard workweek established by law.
• The facility provides a worker a manual (including work rules) that define breaks, rest periods, and day-offs
provided.
• The facility ensures that the workweek does not change from week to week and that all workers are aware of
the work schedule.
• Denial of holidays, rest days and vacation leave which are required to be given by law.
• Non-payment for actual time worked (work done off the clock).
• No time records or system to track working hours.

07 Prohibition of Discrimination
ABC company will employ, pay, promote, and terminate workers on the basis of their ability to do the job, rather
than on the basis of personal characteristics or beliefs.
• The facility actively recruits and employs qualified candidates from the local population at all levels of the
facility.
• The facility ensures that workers are paid wages and benefits without regard to gender, nationality, race,
color, religion, age, maternity or marital status.
• Workers are not treated differently based on personal characteristics such as age, gender or pregnancy
status.
• Pregnancy testing.
• Variations in pay, benefits or advancement based on personal characteristics.
• Reduction in wages or pay for workers who return after pregnancy.
• Termination or disciplinary procedures taken against workers for personal characteristics.

08 Health and Safety
ABC company will provide a safe and healthy work environment and will strictly adhere to best housekeeping
practices. Further, ABC company will provide safe and healthy housing wherever residential housing is provided for
workers
How we should comply? (Examples)
• Provide workers with a safe and healthy work environment and effectively manage risk area such s as toxic
substances and dangerous machinery.
• Prevent accidents or injuries in the workplace / dormitories and provide appropriate protective equipment.
• Comply with all local legal regulations and the requirements of the Global Compliance Program.
What are the non compliances? (Examples)
• Failure to have adequate machine guards or personal protective equipment.
• Poor or inadequate ventilation, lighting and temperature controls.
• Critical health and safety risks and fire safety risks being poorly managed.

Freedom of Association and
Collective Bargaining

09 Freedom of Association and Collective Bargaining
ABC company will recognize and respect the lawful rights of employees to engage in free association and
collective bargaining.
• Providing workers the right to associate freely and to bargain collectively.
• The facility implements systems to establish better worker and management relations such as Welfare, Joint
Consultative Committee (JCC) and Health and Safety Committees.
• Actively interfering with worker attempts to organize.
• Policy/practice of refusing employment to union members.

10 Environmental Compliance
ABC company will comply with environmental rules, regulations and standards applicable to their operations, and
will observe environmentally conscious practices in all locations where they operate.
• All required permits and necessary records including wastewater permits, emission permits, water testing
records, waste disposal records, facility inspections, and any other records which relate to environmental
concerns are maintained on site.
• Willful violation of environmental legal requirements.
• Dangerous pollutants exposed to workers and/or local community.
• Inappropriate storing/handling of chemicals.

11 Customs Compliance
ABC company will comply with applicable customs laws, and in particular, will establish and maintain programs to
comply with customs laws regarding illegal transshipment of finished products.
• Maintain documents related to all customs laws and regulations and ensure the adherence.
• Keep records of production, shipping, quality control and all other product related report.
• Ensure the labeling of country of origin.
• In adequate or falsified production details.

12 Security
ABC company will maintain facility security procedures to guard against the introduction of non-manifested cargo
into outbound shipments (i.e. drugs, explosives, biohazards and/or other contraband).
• Before a prospective employee is hired a background check is conducted, and employment history and
references are verified.
• A closed circuit television camera (rotating and stationary) are utilized to monitor the activities outside/inside
the facility.
• A high security seal is affixed to all loaded containers and trailers.
• Lack of perimeter fencing, guard stations, or security personnel to prevent unauthorized entry to the cargo
handling and storage area of the facility.
• Lack of locking mechanisms on containers and trailers, facility windows and doors, or perimeter fencing.

12 Security
ABC company will maintain facility security procedures to guard against the introduction of non-manifested cargo
into outbound shipments (i.e. drugs, explosives, biohazards and/or other contraband).
Before a prospective employee is hired a background check is conducted, and employment history and
references are verified.
• A closed circuit television camera (rotating and stationary) are utilized to monitor the activities outside/inside
the facility.
• A high security seal is affixed to all loaded containers and trailers.
• Lack of perimeter fencing, guard stations, or security personnel to prevent unauthorized entry to the cargo
handling and storage area of the facility.
• Lack of locking mechanisms on containers and trailers, facility windows and doors, or perimeter fencing.

Audit Process.
Opening Meeting & Management
Interview
Factory Tour
Worker Interviews
Document & Record Review
Data Analysis & Cross Checking
Closing Meeting
Audit Preparation
Report Writing & Submission

Thank you
Chanaka A Cooray.
+94777591718 / Chanaka.anton@yahoo.com

Social compliance policy

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