Z one human resources policy and procedures

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Z-one holding Human Resources Policy and Procedures.
Version 1.Last updated May 2014

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HUMAN RESOURCES POLICIES AND PROCEDURES
TOPICS COVERED;
 Policies and procedures
 Agreements
 Forms
 Correspondence
 Checklist
1) POLICIES AND PROCEDURES
 Code of conduct…………………………………………………….Page 05
 Recruitment and selection…………………………………….Page 05
 Performance management/KPI Plan…………………...Page 10
 Discipline……………………………………………………………….Page 11
 Anti-discrimination………………………………………………..Page 11
 Computer, Internet and Email……………………………...Page 12
 Training and development…………………………………….Page 12
 Occupational health and safety…………………………….Page 13
 Leave……………………………………………………………………..Page 13
 Termination of employment………………………………...Page 15
 Sexual Harassment and bullying………………………….Page 17
 Privacy…………………………………………………………………..Page 17
 Mobile phone/Laptop/Other equipment……………….Page 17
 Drugs and alcohol………………………………………………...Page 18
 Use of company property……………………………………..Page 19
 Travel expenses reimbursement policy………………..Page 19
 Attendance and absenteeism policy…………………... Page 29
 Emergency evacuation……………………………………….…Page 31
 Record and document control…………………………….…Page 31
 Organisation chart………………………………………………..Page 32
 Salary scale…………………………………………………………..Page 32
 Back up files………………………………………………………….Page 32

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2) AGREEMENT
 Contract of employment
o Terms and Conditions of employment
 Job title or position
 Location
 Period of employment
 Work place agreement
 Staff member’s employment status (full time)
 Duties
 Reporting line
 Staff member’s job description and performance
expectations
 Performance agreement
 Staff member’s classification and rate of pay(basic
salary/benefits)
 Pay arrangements
 Bonus and incentive schemes
 Leave entitlements
(personal/compassionate/holidays/sick/medical etc.
 Requirements for reporting absences
 Hours of work, including overtime and shift work
expectations
 References to particular company standards and policies
 Confidentiality and intellectual property requirements
 Details of any probationary period
 Summary(instant) dismissal provision
 Period of notice for termination of employment
 End of service benefits (gratuity)
 Health Insurance
3) Forms
 Job Application form
 Leave form
 Pay slip
 Statement of financial entitlements form/income history
 Attendance form
 Disciplinary form
 Performance appraisal form
 Exit interview form/End of service form
 Company property form
 Advance salary request form/Company Loan
 Personal History Form
 Internal Application

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4) Correspondence
 Completion of probation letter
 No vacancies-keep application of file
 No vacancies but could fit elsewhere letter
 Thank you for application letter
 Unsuccessful candidate letter
 Induction letter
 Promotion letter
 Remuneration review letter-salary increase
 Remuneration review letter-salary stays the same
 Discrimination and harassment complaint response
 Letter advising access to employee records
 Letter advising stand down during investigation
 Notice of discrimination or harassment complaint
 Pregnant employee medical certificate request
 Warning letter
 Letter of reference-departing employee
 Letter regarding termination
 Probation terminated letter
 Resignation acknowledgement letter
 Company letter for immigration purposes
 Salary certificate for banks and immigration purposes
 Reminder letters for visa/passport expiration
5) Checklists
 Interview guide checklist
 Recruitment checklist
 Payment of salaries checklist
 Resignation checklist
 Termination checklist
 Performance management checklist
 Workplace bullying assessment checklist
 Property return checklist

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1) POLICIES AND PROCEDURES
A) CODE OF CONDUCT
Z-one will strive, through ethical and legal means, for long term growth by
bringing genuine value to its customers and being rewarded for it. Employees
shall follow the highest ethical standards in the conduct of Z-one’s business. In
their conduct of business, employees shall in all respects act professionally,
honestly, and with the highest standards of integrity.
Z-one and employees shall comply with the spirit, as well as the letter of
applicable international and national laws. Among these are antitrust laws and
regulations promoting fair competition; governing publicly traded securities;
addressing corporate governance; safeguarding against bribery and corruption;
and dealing with product safety and labour laws.
Z-one employees should understand that it is very important to comply with its
spirit and culture for compassion, honesty, dedication and ownership to tasks
given, and to relationships within and outside the company.
B) RECRUITMENT, SELECTION AND PLACEMENT
Z-one will recruit, select and place new employees solely on the basis of their
qualifications regardless of race, colour, religion, sex, age, national origin. The
main objective is to employ qualified people.
Procedure
1) Creation of new positions
Approval to create new position is normally granted in the annual budgetary
process. For such purpose, the concerned manager must submit the appropriate
justifications together with a comprehensive position description. New positions
should have been previously evaluated and the total salary costs should be
clearly identified in the submission
2) Clearance to fill vacancy
When the creation of a new position is approved and not filled, it can be declared
as VACANT. To start with the recruiting process, appropriate clearance should be
sought.
3) Attracting the right candidate
Z-one HR will advise department management in selecting the appropriate
recruitment method(s).
4) Application Process

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Candidates who wish to be considered for a vacancy should submit a letter of
application and their detailed curriculum vitae to Z-one HR. If necessary, the
application screening process may be facilitated by using a standard application
form. Applications received after the deadline should not be considered, unless
there are valid exceptional circumstances.
5) Screening, evaluation and selection
Z-one HR will assist in discarding applications that do not fulfil the minimum
requirements of the position. The concerned manager shall establish a short-list
and return to Z-one HR to co-ordinate interviews.
HR department will make recommendations to and seek approval from top
management for director positions and above.
6) Notification to candidates
Z-one will inform all candidates of the outcome of their applications. The selected
candidate will be formally appointed, following the procedure detailed in the next
chapter.
Preparation of vacancy notices:
All vacancy notices will include:
 Brief description of Z-one and its mission.
 Brief description of Z-one’s equal opportunity and non-discrimination
policy.
 Position description.
 Specific requirements of the job; minimum education, experience and
skill levels that are acceptable, pointing out any special criteria such as
extensive travel or relocation.
 Date of issue.
 Deadline for receipt of applications ‘responses: at least two weeks from
the date of issue for internal vacancies and at least one month for
external vacancies.
 Brief description of the application process and required
documentation.
 The vacancy announcement should be advertised as widely as possible,
depending on the type of post.
NOTE: Where possible, vacancies will be filled as a priority from internal
movements, on the same basis of qualification and merit.
APPLICATION PROCESS
Candidates who wish to be considered for a vacancy should send the
following documentation to Z-one HR.
A, letter of application
B, curriculum vitae.
Interested individuals shall be able to send their applications using
suitable means available such as, electronic mail and fax.

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In case of spontaneous employment inquiries not related to a vacancy
one, HR will ask for personal history form to be filled and submitted, in
order to be included in the file and to be considered for any future job
opening.
SCREENING AND EVALUATION OF CANDIDATES
Z-one will assist in filtering all application that do not fulfil the
minimum requirements of the post.
The department manager of the vacant position should evaluate
applications against the requirements of the post.
In preparing relevant selection criteria:
 Identify the main purpose of the position.
 Identify the duties and responsibilities which must be performed to
achieve this purpose.
 Determine the indicators of successful performance of these duties.
 Determine the essential and desirable qualifications, skills, knowledge
and experience required.
 The manager of the vacant position will establish a short-list. Z-one HR
will then co-ordinate the interview process.
 As a general rule, except for rare cases, criteria should be able to be
quantified in order to assist in the evaluation process.
 Note that HR is bound by a set and approved salary scale set for the
company and thus one should check with HR first and not determine
anything of different or exceptional manner, except for Managing
Director’s.
INTERVIEWS
Z-one HR will advise and assist the department manager of the vacant
position with the interview process, if the department manager does
not have a ready candidate. However, should the department manager
have a qualified candidate ready, HR will assist with providing relevant
information to ensure a fully informed decision can be made.
TEMPORARY FILLING OF VACANT POSTS
Vacant posts shall normally remain unfilled until the appointment of a
candidate through internal transfer or external recruitment. The line
manager of the vacant position may temporarily assign a staff member
to the job while the regular procedure is being followed.
It must be a standard practice to help new staff, relocated staff or
promoted staff to integrate into their new environment so that they
become effective in their work as quickly as possible.
Responsibility-Department management

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 Obtain approval for formal appointment after selection.
 Provide Z-one HR with starting day, period of appointment and cost centre.
 Conduct the necessary training to the staff members’ first days.
Z-one HR
 Make sure selection, appointment and induction procedures are followed.
 In case of expatriate staff. Assist them to settle in their new country of
residence.
 Follow up of orientation activities.
 Ensure full compliance of contract with local laws.
 Monitor the completion of probation periods.
 Ensure new staff have adequate space, equipment and supplies to start
working.
PROCEDURE
Issuing the employment contract
Whether an employee has been recruited through a letter of appointment or a
contract, those will be replaced with a formal contract (FC) that will be in
accordance with the policies and procedures, and local labour laws.
INDUCTION
Z-one HR and department management share the responsibility for new staff
member orientation, however it is the HR manager’s responsibility to:
 Direct the new staff member to Z-one for payroll processing and
benefit enrolment.
 Introduce the staff member to fellow staff.
 Review the position description with the new staff member and
discuss performance factors.
 Explain reporting and supervisory responsibilities.
 Explain the organisational structure.
 Give the new staff member a tour of the office and any instructions
pertaining to the job that may be necessary for him/her to get
started.
PROBATIONARY PERIOD
The probationary period for newly hired staff may vary between duties, according
to local conditions of Service and labour legislation. The standard probationary
period will be three 3 months.
The probationary period provides an opportunity to the organisation and the new
staff member to assess each other before making a final commitment. It shall
normally be specified in the staff member’s contract.

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It should be noted that both new employee and company can terminate the
agreement/employment contract without notice during the probation period.
In case there has been an advance, a loan or any company assets given to the
employee during that period, then such amounts have to be reimbursed and
company assets handed back, in the same condition as given, before any official
termination can take place.
INDUCTION
Z-one HR will convey information in the following areas to staff members as soon
as possible when commencing their employment:
 Staff member benefits
 Vacations and holidays
 Human Resources Policies and Procedures. (copy of which
should be made available to all employees confirming their
understanding of the Policies & Procedures)
 Hours of work
 Pay procedures (salary payment will always be done via bank
transfers as per labour laws)
 Procedures and staff responsible for providing services and
facilities, i.e. office, desk, office equipment, office supplies, etc.
 Transportation, parking facilities.
 Safety procedures.
 Procedures for reporting absences, when necessary.
 Length and rules for probationary period.
Z-one will make all Human Resources Policies and Procedures available to the
staff members only after successful employment.
AGREEMENT/CONTRACTS
All staff contracts shall include the following:
 The appointment shall be subject to the provisions of the Z-one
Human Resources Policy and the applicable Conditions of Service,
in force at the time of taking up duty. They shall be attached to the
contract;
 The title of the post;
 A position description shall be attached to the contract
 The duty station to which the staff member shall be appointed;
 The date on which the staff member shall be required to take up
his/her duties;
 The duration of the probation period to be served upon initial
appointment;
 The period of the appointment;
 The 48 hours of duty per week;

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 The grade of the post, commencing salary, details of salary
payments, standard deductions at source required and allowable
benefits; HR policies and procedures abstracts.
 Any exemption from application of any provision of the Z-one
Human Resources Policy or the applicable Conditions of Service and
any other entitlements, conditions or exemptions which may be
applicable.
C) PERFORMANCE MANAGEMENT
The purpose of performance management is the development of a highly
performing work force and thereby a highly performing business/organisation.
Performance management between z-one managers and z-one employees is
designed to facilitate good performance, integrated with strategic planning
processes for our business, it provides the link between objectives and
individual work.
Performance management should be approached as a positive and supportive
process. This will be achieved by creating an environment in which the
potential of the employee can be maximised.
Performance management is an ongoing process of identifying, evaluating and
developing the work performance and ethics of our staff so that Z-one
strategic goals and objectives are more effectively achieved.
Key Performance Indicators (KPIs) Plan

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KPIs are a central way of presenting business intelligence for Z-one holding. KPIs
evaluate business results against business goals and display current status by
using easy-to-understand graphical and percentage indicators. This will be done
in every department.
D) DISCIPLINE
Z-one has adopted a progressive discipline policy to identify and address
employee and employment related problems. This policy applies to any and all
employee conduct that Z-one in its sole discretion, determines must be addresses
by discipline. The company takes a comprehensive approach regarding discipline
and will attempt to consider all relevant factors before making decisions regarding
discipline.
Employee conduct that warrants discipline, results from unacceptable behaviour,
poor performance or violation of the company’s policies, practices or procedures.
However, discipline may be issued for conduct that falls outside of those identified
areas.
Seriousness of Offense and Consequences
This will be Note to file, 1st warning, 2nd warning, Final warning and dismissal.
Consistency in Application of Policy
Z-one Management will make a concerted effort to enforce all policies routinely and
consistently, including the discipline policy, without regard to friendship, family
considerations or favouritism of any kind.
Warning letters will be kept in file for six months for the first and second warning and
one year for the final warning letter.
Legal Considerations
Written warnings and discharges will be documented in writing with
acknowledgements signed by the employee.
Types of Violation and Offences.docx
E) Anti-discrimination
Z-ONE management will prevent discrimination policy against individuals on the
basis of differences. The list below qualifies for discrimination protection.
 Age
 Class
 Culture
 Gender
 Health status
 Marital status
 Place of origin
 Political beliefs
 Race
 Religion
 Sexuality

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F) Computer, Internet and Email
Computer, email, and Internet usage on company time, that have been assigned
to an employee's computer or telephone extensions are solely for the purpose of
conducting Company business. Z-ONE employees should not create the possibility
of contamination to our system via viruses or spyware. Spyware allows
unauthorized people, outside the company, potential access to company
passwords and other confidential information.
Under no circumstances should Z-one computers or other electronic equipment,
including devices owned by the employee, be used on company time, to obtain,
view or reach any pornographic, or otherwise immoral, unethical, or non-
business-related internet sites. Doing so can lead to disciplinary action up to and
including termination of employment.
Z-ONE also prohibits from sharing any confidential or protected information that
belongs to or is about the company. Z-one employees are strongly encouraged
not to share disparaging information that places Z-ONE or z-one employees in
unfavourable light. Z-one’s reputation and brand should be protected by all
employees. The lives and actions of your co-workers should never be shared
online.
G) Training and development
Z-One believes that effective training and development benefits the individual and
the organisation as a whole, and contributes to the achievement of Z-one’s
objectives.
These benefits include:
 High standards of work performance
 Greater understanding and appreciation of factors affecting work
performance
 Sharing ideas and dissemination of good practise
 Effective management and implementation of change
 Building strong and effective teams
 Increased motivation and job satisfaction for individuals
 Professional development
 Greater understanding of Z-one business.
Z-one aims to ensure that:
 Its stated objectives are met.
 Each member of staff understands what his or her work role involves.
 Each person is developed to enable them to achieve their work objectives.
 Staff are prepared and equipped to deal with changes in Z-one
 Each individual is encouraged to develop his or her potential, both
personally and professionally.
 Lifelong learning is supported and encouraged for all staff.

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H) Occupational health and safety
This policy should be used as the basis for establishing a work place hazard and
risk management program. It is essential that management and employee
consult together to develop occupational health and safety plans that meet the
standards;
Z-one aims to:
 Continuously improve the management and standards of OH&S systems in
the workplace for all employees, temporary staff, contractors, visitors and
clients to Z-One.
 Provide a safe and healthy workplace for employees, temporary staff,
contractors and clients to our work place.
 Increase employee, temporary staff, contractors, visitors and clients’
awareness and understanding of their personal responsibility and
accountability in regards to OH&S.
 Reinforce a culture of safe working practises in the work place.
 Reduce or eliminate the work place incidents and injuries.
 Return injured employees to the work force at the earliest opportunity.
 Reduce the cost of accidents and injuries to the business.
 Promote welfare of employees.
 Consult with employees on OH&S issues.
Employees are required to:
 Perform their work in a safe manner.
 Ensure by their actions they do not put at risk the health and safety of
other employees, temporary staff, contractors, visitors and clients
 Cooperate with management in the implementation of OH&S initiatives.
 Report workplace hazards immediately.
 Report any incidents or injury which occurs at, or in connection with, their
work.
 A 1st
kit will be placed in the office permanently.
J) Leave
For every year of service, Z-one employee is entitled to annual leave of not less
than the following:
Two calendar days leave for every month if his service is more than six months
and less than one year.
A minimum of thirty calendar days annually, if his service exceeds one year. At
the end of his service the employee is entitled to annual leave for the fraction of
the last year he spent in service.
Annual leave is usually calculated on the basis of a calendar 30 day month rather
than by working days. If an employee however fails to report back to work after

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the expiry of his leave period, his remuneration will automatically be forfeited for
the days he is absent. Unless he/she gets an approval due to valid reasons.
An employee is paid his basic salary and calculation is based on basic salary only.
Z-ONE has the right to determine when an employee is allowed to take his annual
leave and whether (if required) he is entitled to divide the leave into parts.
Annual Leave or a balance of annual leave can be translated in pay, if so required
by employee and approved by manager.
Company will not pay cash for unused public holiday days, except if restriction of
leaves were requested by Top management for reasons strictly related to work
and workloads, and if accepted by employee.
Z-one employees are entitled to an official holiday with full wage on gazetted
holidays by the UAE government except if required by top management to work
on such specific days. Those will be compensated by granting another day off to
be agreed upon.
The date(s) on which the official holidays fall depend on the Ministry’s
announcements, which are published in the local newspapers shortly before they
occur.
Sick Leave Entitlement
The employee must report to Z-one HR within a maximum period of two days any
injuries or illnesses preventing him from working.
The employee is not entitled to any paid sick leave during the probation period.
However, after a period of three months continuous service after completion of
the probation period, the employee is entitled to sick leave (continuous or
intermittent) wages as follows:
(1) Full wage for the first 15 days.
(2) Half wage for the next 30 days.
(3) Any following period will be without wage.
However, if the employee’s illness is directly caused by his misconduct (for
example by excessive drinking), he is not entitled to any wages during the sick
leave.
It should be noted that the employee should provide evidence of his illness
warranting sick leave by an official medical certificate immediately upon resuming
work.
It should be noted that the Z-one company provides health insurance to its
employees, and as such therefore, employees are recommended to make use of
such facility.

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Maternity leave entitlement for a female employee
A working woman is entitled to 45 days maternity leave with full pay which
includes the period before and after the delivery, provided she has served
continuously for not less than one year. The maternity leave is granted with half
pay if the woman has not completed one year of service.
At the end of the maternity leave, a working woman has the right to extend her
maternity leave for a maximum period of 10 days without pay. This unpaid leave
can be continuous or interrupted, if the interruption is caused by illness which
prevents her from coming to work. The illness must be confirmed by a certified
government physician licenced by the competent health authority.
Maternity leave in either of the above cases is not deducted from any other leave
that a female employee is entitled to.
During the 18 months following delivery, a female employee who nurses her child
has the right to have two daily intervals which do not exceed half an hour each
for the purpose of nursing her child. These additional intervals are considered
part of her working hours and no deduction in wages can be made.
Paternity leave is not provided for under the UAE Law.
K) Termination of employment
An employment contract can be terminated in any of the following circumstances:
 If the two parties (Z-one and the employee) agree to cancel the contract,
provided that the employee consents to this in writing.
 If the contract term has come to an end, unless the contract has been
explicitly or implicitly extended according to the rules of the Law.
 By one of the parties (either Z-one or employee where the contract has an
unspecified term, provided that the parties observe the provisions of the
Law regarding notice and the acceptable reasons to cancel the contract
without prejudice.
Z-One may dismiss an employee without notice in any of the
following cases:
 If the employee assumes a personality or a nationality other than his own,
or has submitted fake documents or certificates.
 If the employee was appointed under probation and the termination
happened during that period or at its end.
 If the employee commits a mistake causing the employer a substantial
financial loss.
 If the employee violates instructions relating to safety in the place of
work, provided those instructions were written and displayed in a
permanent place, and the employee has been informed of these
instructions orally if he is illiterate.

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 If the employee fails to carry out his basic duties as stated in the contract
and continues to do so in spite of a written interrogation and a warning
that his service will be terminated if he repeats his misconduct.
 If he discloses a secret of Z-one.
 If he is conclusively convicted by the concerned court of a crime involving
honour, honesty and public morals.
 If he is found drunk or intoxicated by drugs during working hours.
 If he commits a physical assault to any Z-one employer or manager or one
of his colleagues during work.
Cancellation of dependent’s visas
Upon termination of his employment contract, an employee has to apply
for the cancellation of his dependent’s visas (spouse, children & domestic
help) before Z-one submits an application for the cancellation of his visa.
This is not necessary in the event of a transfer of sponsorship.
End of service certificate at the end of the employee’s service
At the end of an employee’s service, and subject to his request, Z-one
may provide him with a service certificate. This certificate is free of charge
and should state the date the employee commenced service, the last day
of service, the total service period, the nature of work carried out by the
employee, his last wage and any allowances, if applicable.
L) Sexual harassment and bullying
Harassment or bullying of or discrimination against employees of Z-ONE
by any member are unacceptable and contrary to the employment policies
of Z-ONE and can lead to immediate dismissal. An investigation will be
carried out because all forms of harassment, bullying and discrimination
are of concern as the behaviour may:
 Create an intimidating hostile, offensive or distressing work
environment.
 Adversely affect the performance of individual staff/intern.
 Adversely affect an individual’s recruitment, level of appointment,
promotion and progress opportunities.
 Adversely reflect on the integrity and standing of Z-one Holding.
 Be morally and ethically wrong.

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M) Privacy and confidentially
Z-ONE business information is one of the most valuable assets. We trust
our employees to keep confidential all non-public information that has
been given, relating to Z-ONE, our guests, suppliers or anyone else that
does business with us. We are committed to complying with all applicable
data privacy laws regulating the collection and use of personal data (such
as names, contact information and other data that could identify a
person).To ensure that confidential information is not disclosed
inappropriately, only people designated by Z-ONE may speak to media
representatives on behalf of Z-one or share information about Z-one on
the internet or through any other forum.
You must not share confidential information with anyone (even a
colleague) unless you are required to disclose by law and have received
prior authorisation. Your obligation to main confidentiality of information
continues after you stop working for Z-ONE.
You are responsible for handling personal data in compliance with
applicable privacy law and regulation. You should use care to prevent
unauthorized access in processing of personal data or accidental loss or
destruction of personal data. You should use anonymous data (with names
etc. removed) or aggregated data where possible or required.
N) Mobile phones/Laptops and/or other equipment
Employees should follow the back-up procedures in line with MIS
requirements and guidelines.
Where a mobile phone/laptop has been issued by Z-one, it is for business
use only and at all times will remain the property of the Company. The
user(s) will be responsible for its safekeeping, proper use, condition and
eventual return to the Company. The user will also be responsible for any
cost of repair or replacement other than fair wear and tear. If a
replacement is required Z-one will organise this.
A mobile phone/laptop is provided primarily to enable the user to do their
job, i.e. to keep the Company informed at the earliest opportunity of
matters which it needs to know about and to be similarly contactable by
the Company, or to contact customer/client/the care home when working
away from base. Therefore, it is the user’s responsibility to ensure that the
mobile phone is kept charged and switched on whilst on and off duty
Unless agreed by the management applications and other programmes
may not be downloaded to any mobile phone/laptop under any
circumstance.
The Company recognises that users may, on occasion, have to make
personal calls or send personal text messages during working hours, or
outside normal working hours. Where it is deemed that an unreasonable

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amount of personal calls/text messages have been made using the mobile
phone, the Company reserves the right to deduct those costs, either
through deduction from pay, or otherwise. The Company may, after formal
investigation, take action under the Disciplinary Procedure if such use is
excessive or unauthorised. Users will be expected to make payment for
private calls made beyond reasonable usage.
If it is found, following investigation, that there has been excessive
personal data use, then the user will be asked to reimburse the company
for the cost of this and action may be taken under the Disciplinary
Procedure.
The user agrees that upon termination of employment, should they not
return the allocated mobile phone/laptop, or should the mobile
phone/laptop be returned in an unsatisfactory condition, the cost of
replacement, or a proportional amount of this as decided by the Company,
will be deducted from any final monies owing, or the user will otherwise
reimburse the Company.
Roaming facility will be granted to selected users who are required to
travel for business reason for Z-one or its subsidiaries and in accordance
with the company MIS rules.
O) Drugs and alcohol
Z-one explicitly prohibits and will lead to immediate dismissal):
 The use, possession, solicitation for, or sale of narcotics or other
illegal drugs, alcohol, or prescription medication without a
prescription on Z-one or customer premises or while performing
an assignment.
 Being impaired or under the influence of legal or illegal drugs or
alcohol away from Z-one or customer premises, if such
impairment or influence adversely affects the employee's work
performance, the safety of the employee or of others, or puts at
risk Z-one's reputation.
 Possession, use, solicitation for, or sale of legal or illegal drugs or
alcohol away from Z-one or customer premises, if such activity or
involvement adversely affects the employee's work performance,
the safety of the employee or of others, or puts at risk Z-one’s
reputation.
 The presence of any detectable amount of prohibited substances
in the employee's system while at work, while on the premises of
the company or its customers, or while on Z-one business.
"Prohibited substances" include illegal drugs, alcohol, or
prescription drugs not taken in accordance with a prescription
given to the employee.

19
P) Use of company property
All records, case files, data resource materials, supplies, contact list
or equipment made by an employee within the scope of his/her
employment with Z-one shall be and remain the sole and exclusive
property of Z-one.
Q) Travel expenses reimbursement policy/expense claim
This policy is designed to accomplish the following Z-one key points:
 Ensure all employees have a clear and consistent
understanding of policies and procedures for business
travel and expenses.
 Ensure employees are reimbursed for legitimate business
travel and entertainment expenses.
 Provide employees who must travel with a reasonable
level of service and comfort at the lowest possible cost.
 Maximize the company’s ability to negotiate discounted
rates with preferred suppliers and reduce travel expenses.
 Provide the appropriate level of accounting & business
controls for the company to ensure that expenses are
reviewed & approved by the appropriate person.
 Skype whenever possible as preferred communication
method. Everyone should have a Skype address for work.
Although a short personal call to the family per day is
allowed.
Responsibility
The traveller is responsible for complying with Z-one Travel
Policies. The manager who approves and signs expense
reports is responsible for accurately reviewing expense
reports for compliance. Z-one will reimburse employees for all
reasonable and necessary expenses while traveling on
authorized company business or entertaining business clients.
Z-one assumes no obligation to reimburse employees for
expenses that are not in compliance with this policy. Z-one
must approve any deviation from this policy.
Enforcement
Employees who do not comply with this policy may be subject
to delay or withholding of reimbursement and/or, disciplinary

20
action.
Alcoholic Beverages
Z-one policy is to refrain from consuming alcoholic beverages
during business functions. However, in the event an
employee chooses to consume alcoholic beverages in
connection with a business function, the Company expects
that employees will act responsibly and avoid excess.
Reporting guidelines
Z-one employees must file expense reports no later than 30
days following the completion of the trip or of incurring the
expense.
Documentation Requirements
Z-one employees must provide the following information in
order to be reimbursed for any business related meals or
entertainment expenditures:
 Names of individuals present, their titles and company
name
 Name and location of where the meal or event took place
 Exact amount and date of the expense
 Receipts for all expenditures.
 Receipts for meals.
 Report of the business trip
Employees must submit the following documentation with
their Expense Report:
o Air ticket – original passenger receipt.
o Hotel – hotel invoice as proof of payment.
o Car Rental – rental agency invoice.
o Entertainment – register receipt for all expenses.
o Meals –register receipts for meal expenses.
Please note:
Receipts must be affixed to a piece of paper with like
items (e.g. cabs) together. An explanation of the
business expense and a list of the individuals/company
affiliations entertained (in the case of

21
meal/entertainment receipts) must be documented
next to the original receipt.
When a receipt is not available, a full explanation of
the expense and the reason for the missing receipt is
required. Actual bills/receipts must be submitted
whenever possible; photocopies will be acceptable
only with a detailed explanation as to why the original
is unavailable. Receipts must include the name of the
vendor, location, date and amount. All expenses must
be reported, regardless of how they were paid. The
following receipts are acceptable:
 Original receipt completed by the vendor
 Customer’s copy of credit card slip
 Credit card billing statement, only in the unusual
case where it is not possible to obtain the actual
receipt
 Original phone bill
 Approved electronic ticket receipt
Incorrect or Incomplete Expense Reports
Expense reports that are incorrect, incomplete or include
disorganized receipts
 Will be returned to the colleague for
completion
 May result in delay or non-reimbursement
of specific items.
 Disregard for company policy or altering of
receipts can result in disciplinary action up
to and including termination.
TRAVEL AUTHORIZATION
Z-one employees must complete the Travel Authorization Form in
advance of travel to obtain approval to spend travel allowance in
advance of the trip.
LOGGING YOUR EXPENSES
Employees must complete the Employee Expense Report for
reimbursement of expenses.
Air Travel
Air travel reservations should be made in such a manner as to

22
secure the best available fare. Available resources include, but
are not limited to: travel agents, online resources or directly with
the airline. Employees will travel on economy class with
exception of Managing Directors or if approved.
Upgrades for Air Travel
Upgrades for air travel are not reimbursable. If an employee
wishes to upgrade, it is done at the employee’s expense.
Unused/Voided Airline Tickets
Unused airline tickets or flight coupons must never be discarded
or destroyed as these documents may have a cash value.
To expedite refunds, unused or partially used airline tickets must
be returned immediately to the issuing authority. Employees
must NOT include unused tickets with their expense reports.
Employees with an electronic ticket simply need to call the travel
agent/issuing authority to initiate a refund.
Auto Travel: Car Rental
Employees may rent a car to get to their destination when driving
is more cost effective. Employees may rent a car at their
destination when it is less expensive than other transportation
modes such as taxis and airport shuttles or when entertaining
customers. Whenever multiple employees are traveling together,
every effort to rideshare or carpool must be made.
Employees must reserve a car in the compact rental car
category. When picking up a rental car, check with the rental car
agent for any promotional rates, last-minutes specials or free
upgrades. At the time of rental, inspect the car and be sure that
any damage found is noted on the contract before the vehicle is
accepted.
When plans change, employees are responsible for working with
their Travel Assistant to cancel rental car reservations.
Employees may book a car rental class of service one level higher
when:
 The traveller can be upgraded at no extra cost.
 Entertaining customers.
 Cars in the authorized category are not available
 Transporting excess baggage.
 Domestic travellers should always accept the collision
insurance offered by rental agencies but should decline all
other offered insurances. International travellers should
accept all insurances offered. Additionally, whenever
possible, the prepaid gas option should be declined.
Rental cars must be returned as follows:

23
 To the original rental city unless approved for a one-
way rental
 Intact (i.e. no bumps, scratches, or mechanical
failures)
 On time, to avoid additional hourly changes
 With a full tank of gas.
 Should a rental car accident occur, employees should
immediately contact the rental Car Company, local
authorities (as required), and the Human Resources
Department.
Rental Car Gas
Gasoline for use in rental cars is reimbursable with
proper documentation. Make sure to log this expense
as AUTO RENTAL & GAS.
 Taxi / Shuttle / Parking Fees
The use of airport shuttles and taxis upon arrival at
the employee’s destination is the preferred mode
of transportation. Make sure to ask for a receipt if
one is not offered. This documentation aids in the
expense-tracking process.
Business Use of Personal Vehicle
 Employees may use their personal vehicle for
business purposes if it is less expensive than
renting a car, taking a taxi, or using alternate
transportation. Personal vehicles may also be used
when transporting company goods for delivery or
entertaining clients.
It is the personal responsibility of the vehicle
owner to carry adequate insurance coverage for
their protection and for the protection of any
passengers.

24
To be reimbursed (only fuel, toll and parking) for
the use of your personal vehicle for business,
employees must list on the expense report:
 Date and purpose of the trip
 Locations travelled to and from
 Fuel and parking
Lodging / Hotel
Hotel reservations should be made in such a manner as to secure
the best available rate. Employees are required, whenever
possible, to use properties in the Moderate category, upper three
star or four star category with exceptions to Managing Directors
and if approved.
In case of cancellation:
 Employees are responsible to cancel the
reservation.
 Employees will be held responsible and will not be
reimbursed for "no-show" charges unless there is
sufficient proof that the billing is in error or
circumstances were beyond the traveller’s control.
 Employees should request and record the
cancellation number in case of billing disputes.
 Employees should note that cancellation deadlines
are based on the local time of the property.
 Employees should book into hotels that are
commensurate with the standards portrayed. I.e.
no employee should try and save on hotel cost at
the expense of spoiling the company image. Abuse
of course will not be entertained. Employee should
have their proper evaluation done.
Meals
Personal meals are defined as meal expenses if they are incurred
by the traveller when dining alone on an out-of-town business
trip.

25
Business Meals Taken with Other Employees
Employees will be reimbursed for business-related meals taken
with other employees only in the following circumstances:
 When a client is present
 When at least one company employee is from out of town
 When, for confidentiality reasons, business must be
conducted off company premises
The following documentation is required and must be recorded
on the expense report:
 Names of individuals present, their titles and
company name,
 Name and location of where the meal or event
took place,
 Exact amount and date of the expense.
Please note that employees will not be reimbursed for
entertaining other employees unless there is a direct reporting
relationship between them.
Telephone Expenses:
Business Phone Calls
 Employees are advised to use their company
mobile phones in accordance to company’s MIS
Department rules.
Personal Phone Calls While Traveling
Employees are advised to use their company phone, in case of an
emergency for personal telephone calls while traveling on
business, however the call should be at a reasonable expense:
In all cases, employees are responsible for securing and utilizing
the most reasonable long-distance calling option available.
 SKYPE when possible.
 A call to family upon arrival to foreign destination is
accepted on company expense.

26
 Also employees are encouraged to get local Sim cards,
when reasonable, and when duration of trip (or frequency
of travel to a certain destination) justifies it.
 Such Sim cards should be passed on to others travelling
to same destination.
Air-phone Usage
Employees are strongly discouraged from using air-phones due
to its high cost. Employees may use an air-phone only if an
emergency or critical business issue is involved.
Hotel Telephone Usage
when staying at a hotel, employees should find out the property’s
local and long distance phone rates. Employees should avoid
making phone calls that have an added surcharge. To avoid
substantial charges added by hotels to telephone bills, employees
can:
 Use a charge/credit card, calling card, public phone
or call collect whenever possible
 Phone from local company offices whenever
possible
 Use a local access number for Internet
connections.
 Use Company provided phones.
 Skype
Miscellaneous Expenses
The Miscellaneous column is designated for expenses that do not
fit into the previous categories, yet are directly business related
and therefore reimbursable. ONLY the following items can be
considered as reimbursable business expenses:
 Office services (i.e. faxes, copies, overnight
delivery / postage)
 Currency conversion fees
 Business gifts of reasonable value with prior
management approval
 Laundry / Dry Cleaning / Suit Pressing for trips
exceeding 3 days.
 Seminar fees / training classes with prior approval.

27
 Excess baggage for any business related items.
Be sure to note that the following items are NOT reimbursable
under this policy:
 Airline club / Country club membership dues
 Parking tickets or other fines
 Delinquency fees / Finance charges for personal
credit cards
 Excess baggage charges (personal items)
 Expenses for travel incurred by companions /
family members
 Expenses related to vacation or personal days
while on a business trip
 Loss / Theft of personal funds or property / Lost
baggage
 Avoidable "No-Show" charges for hotel or car
service
 Non-Compulsory insurance coverage
 Rental car upgrades
 Repairs due to accidents
 Excessive mini-bar charges
Never assume that an item will be covered under the "Miscellaneous"
category. Be sure to check with your HR manager if an item you need is
not outlined specifically in this policy.
Entertainment Expenses: Entertaining Customers
Approval for reimbursement of entertainment expenses can be granted
and will only be granted if:
 Person entertained has a potential or actual
business relationship with Z-one.
 Expenditure directly precedes, includes or follows
a business discussion that would benefit the
company.

28
APPROVAL/AUTHORIZATION PROCESS
The manager must approve all expense reports. No employee is
authorized to approve his/her own, a peer’s, or a manager’s
travel expense report. The manager is responsible for verifying:
 Business purpose
 Correct totals
 Supporting documentation and receipts
 Policy compliance.
In addition, the person in attendance with the most senior title
must put the expense on his/her expense report to facilitate review
by a more senior person not in attendance.
Remember:
 Traveller is responsible for complying with Z-one
Travel & Business Expense Policy
 Manager who approves and signs the expense
report is responsible for reviewing the report for
compliance.
 Once approval has been obtained, be sure to make
a copy of the signed report along with copies of
your receipts to keep for your own records.
In Closing
Z-one Travel & Business Expense Policy Guidelines are designed
to facilitate successful and cost effective travel. Please check with
Accounting or HR regarding questions and/or feedback.
Please Note:
Every trip has to be covered by a trip report detailing the
purpose and salient details of the trip, the meetings
outcome, the decisions taken and the further actions to
take.
No reimbursement will take place if the trip report does
not accompany the reimbursement claim.

29
R) ATTENDANCE AND ABSENTEESM
APPLIES TO: ALL EMPLOYEES
It is the policy of Z-ONE Company to establish reasonable and
necessary controls to ensure adequate attendance and to meet
business and productivity needs.
The normal working hours are 48hours a week. The working hours
may be increased by the company from time to time as deemed
necessary. Where the employee is called upon to work overtime, the
employee shall be compensated with a day off at a later date.
Procedure:
1. Official working hours for all the Z-one colleagues are from 0900
to 1800 from Sunday to Thursday. Lunch break will be one hour.
Days off are Friday and Saturday. Working schedules are based on
business and production needs. The manager is responsible for
communicating work schedules to subordinates should there be any
changes.
2. Employees are expected to be at their work station in a fit
condition and ready to work at starting time. Work activity should
commence at starting times and continue until the normal
designated stopping times for breaks, lunch, or the end of work.
3. In the event of absence or tardiness from an assigned work
schedule, the employee is required to report the absence to the
Company. When reporting absence, the employee must telephone
his or her supervisor, or other designated individual as specified by
management. In the event the employee cannot reach a Supervisor
or Manager, the absence should be reported to the Human Resource
Department. The employee must call within one hour of scheduled
start time.
4. Z-ONE reserves the right to require an employee to submit a
physician’s certificate in the event of repeated absences for the
medical reasons or in the event of medical absences exceeding three
days. All employees are medically covered by the company and
should use this facility.

30
5. Z-ONE company recognizes that an occasional absence may
occur, as defined by Company policies for holidays, vacations,
funerals, family and medical leave, personal leave, etc. Time off from
work is unpaid unless the Company has established a specific policy
providing pay for time off.
6. An employee’s absence will be considered excused if covered by
policy and the employee provides proper and timely notification
deemed satisfactory to the Supervisor or Manager. Timely
notification means calling in on the day of absence or providing
advance notice for absences which can be anticipated.
7. An employee’s absence will be deemed unexcused when an
employee fails to call in, gives a late notice, fails to give advance
notice for an absence which could be anticipated , exceeds the
number of length of absences as defined by policy or authorized in
advance by the Supervisor or Manager. Unexcused absentees are
subject to corrective discipline or termination as defined in policies
on discipline and separation of employment.
8. Excessive absenteeism is defined as two or more instances of
unexcused absence in a calendar month. Such excessive
absenteeism is subject to corrective discipline with the understanding
that an abuse of it can be considered grounds for discharge.
9. In the event an employee is absent for three days or more
without prior notice or approval, such absence is viewed as job
abandonment. The employee is then separated from employment as
a voluntary quit. The employee will not be entitled to any
compensation, and deductions will be done from any accruals.
10. An employee’s request to leave work early may be considered
by the Supervisor or Manager. Approval of such absences should be
based upon the urgency of the reason for absence and department
staffing needs. As a general guide, early leaving should not exceed
one instance per month or five instances in a calendar year.
11. The Z-ONE Human Resource Manager is responsible for
maintaining attendance records and for advising respective
supervisors if an employee’s absence or lateness exceeds the
guidelines of this policy.

31
S) Emergency Evacuation
Z-One has assigned Jennifer Njuguna as a coordinator and evacuation
warden, her responsibilities include.
 Assessing the situation to determine whether an emergency exists
requiring activation of our emergency procedures;
 Supervising all efforts in the area, including evacuating personnel.
 Coordinating outside emergency services, such as medical aid and
local fire departments, and ensuring that they are available and
notified when necessary.
 Directing the shutdown of plant operations when required.
 It is the employees’ responsibility to know all the exits in the
building, and use the stairs and not the lift in case of an
emergency.
T) Record and document control
Honest and accurate recording of information is critical to
our ability to make responsible business decisions. Our
accounting records are relied upon to produce reports for
our management team, government agencies, creditors and
others. Our financial statements and the books on which
they are based must fairly and accurately reflect all
corporate transactions and conform to all legal and
accounting requirements and our systems of internal
controls (including procedures to protect Z-one assets and
documents.) We do not tolerate any misclassification of
transactions as to accounts, departments or accounting
periods.
Z-one employees will always record data in a complete,
timely and accurate manner and in accordance with
applicable accounting and other standards.
You are expected to be truthful and forthright in all of your
interactions and communications with guests, suppliers,
government agencies, auditors or others both inside and
outside Z-ONE. You must not destroy any document
(including electronic files) other than in accordance with our
document retention policy
Please watch out for the below or else face disciplinary action as per our Policies
and procedures;
 Making false records.

32
 Financial results that seem inconsistent with underlying
performance.
 Establishing unrecorded cash refunds or other asset
accounts.
 Failing to record business transactions accurately.
 Forging and altering cheques or other documents.
 Inaccurately completing travel and living expense reports,
timesheets or invoices.
 Absence of controls to protect assets from risk of loss.
 Circumventing review and approval procedures.
 False and exaggerated statements in e-mail, presentations
and other documents.
 Disposing of documents without knowing what is being
discarded.
 Altering a document with intent to impair the document’s
integrity.
 Inadequate routines and controls to preserve documents
that may be relevant to any pending, threatened or
anticipated litigation, investigation or audit.
 Breaking our privacy and confidentiality rules.
 Breaking our ‘non-discriminatory” rules
 Harassment
U) Company structure/organisational chart
Z-one Organisational Chart May 2014
V) Salary structure
Grade Structure Grade Levels
1 A1 Departmental Directors
2 A2 Senior Managers
3 B1 Departmental Managers
4 B2 Supervisor Level
5 C1 Executive Level
Benefits will be according to grades, and will be written in the employees’ contract.
W) Back up files
Employees are required to back your emails up every two weeks and upload it to
Seagate network drive.
HR FormsMIS Back Up Procedure.docx

33

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