【Draft】Service Rule_Teijin Frontier Co.,Ltd

Service Rules for the Employees of TEIJIN FRONTIER CO., LTD. DHAKA LIAISON OFFICE (2024) TABLE OF CONTENTS 1. DEFINITION 3 2. PURPOSE 3 3. REFERENCE 3 4. EMPLOYMENT 3 5. DOCUMENTS TO BE SUBMITTED 4 6. PROBATIONARY PERIOD 4 7. PERFORMANCE OF OFFICIAL DUTIES 4 8. SALARY AND ALLOWANCE 5 9. WORKING HOUR AND WEEKLY HOLIDAY 5 10. ATTENDANCE REGISTER 6 11. OVERTIME AND HOLIDAY WORK 6 12. OFFICIAL TRAVEL 6 13. LEAVE 7 14. PUBLIC AND FESTIVAL HOLIDAY 8 15. OFFICE DISCIPLINE 8 16. COMPENSATION FOR DAMAGE 9 17. MISDEEDS 9 18. BREACH OF EMPLOYMENT CONDITIONS 10 19. TERMINATION OF EMPLOYMENT 10 20. BONUS 11 21. ANNUAL APPRAISAL 11 22. CONFIDENTIALITY 12 23. GENERAL 12 24. OTHERS 12 Annexure - I 13 DEFINITION Article 1.1 The 'Employer' means the Representative of TEIJIN FRONTIER CO., LTD. Dhaka Liaison Office who is responsible to operate the TEIJIN FRONTIER CO., LTD. Dhaka Liaison Office. Article 1.2 The 'employee' means any local person, whether an officer or not, who is employed to work for the TEIJIN FRONTIER CO., LTD. Dhaka Liaison Office. Article 1.3 The 'service rules' mean the 'SERVICE RULES FOR THE EMPLOYEES OF TEIJIN FRONTIER CO., LTD. DHAKA LIAISON OFFICE' hereby updated effective from 1st January, 2025 (Initiated from 1st January 2013). PURPOSE Article 2 The purpose of the service rules is to ensure the uniform service conditions for all employees of TEIJIN FRONTIER CO., LTD. Dhaka Liaison Office and thereby to develop a congenial working environment. REFERENCE Article 3 The service rules are laid down keeping in view the usual service regulations and the labor laws in Bangladesh. EMPLOYMENT Article 4.1 Each employee shall be employed by giving an 'Appointment Letter'. Article 4.2 Each employee shall sign the office copies of the 'Appointment Letter' and the 'Service Rules' to indicate his/her acceptance of the employment. Article 4.3 An employee may be employed by the employer until the employee reaches the age of 60 (sixty) provided that he/she remains fit both physically and mentally for the normal duties. DOCUMENTS TO BE SUBMITTED Article 5.1 Each employee shall submit the following documents to the employer at the time of signing the duplicate copy of the Appointment Letter:- Written pledge (Form No. 1) 1 copy Personal history (with certificate of date of birth) 1 copy Reference letter 1 copy Health Certificate 1 copy Photograph (passport size, showing head & shoulder and without any hat) 1 copy Article 5.2 Each employee shall immediately inform the employer whenever there is any change in (b), (c) and (d) of Article 5.1 PROBATIONARY PERIOD Article 6.1 Each employee shall serve a probationary period of 3 (three) months on signing the Employment Letter and this may be extended for another 3 (three) months at the discretion of the employer. Article 6.2 Notwithstanding the provisions of Article 18 & 19, the service contract of an employee may be terminated by the employer or an employee may resign voluntarily without giving any reason or serving any notice during the probationary period. PERFORMANCE OF OFFICIAL DUTIES Article 7 Each employee shall devote himself / herself to the official duties and shall abide by the service rules, failure of which shall endow the employer the right to take appropriate measure(s) against the employee concerned. SALARY AND ALLOWANCE Article 8.1 The Salary and allowance(s) for each employee shall be clearly specified in the Appointment Letter. Article 8.2 The Salary and other allowance(s) shall be paid by the employer at the first day of the next month. Article 8.3 The Salary shall mean the 'basic wage' excluding all allowances, bonus and any other amount which the employer may pay as benefit to an employee. Article 8.4 The company will deduct Income Taxes of the employee from monthly salary as per Income Tax Act 2023, any fine imposed on the employee, deductions for unauthorized absence from duty, deductions for damage to or loss of any goods given under the custody of the employee etc. as per section 125 of Bangladesh Labor Act, 2006. WORKING HOUR AND WEEKLY HOLIDAY Article 9.1 Each employee shall report to duty at 9.00 a.m. on all working days and work until 6.00 p.m. with a break of one hour from 1.00 to 2.00 p.m., except the driver who shall report to duty at 8.00 a.m. and shall work until 6.00 p.m. The other conditions for the driver are at Annexure - I. Article 9.2 The office shall remain closed on Friday and Saturday as weekly holidays. Article 9.3 Attendance is a key factor in your job performance. Regular Absenteeism from work is unacceptable as it affects the company’s operations. Excessive absences (whether excused or unexcused), tardiness or leaving early is unacceptable. If any employee is absent for any instant unavoidable reason or plan to arrive late or leave early, he/she must notify his/her supervisor/reporting person as far in advance as possible and no later than the start of office start working hour. ATTENDANCE REGISTER Article 10 To maintain accurate records of employee attendance and ensure accountability, all employees are required to use fingerprint authentication at the office entrance. OVERTIME AND HOLIDAY WORK Article 11.1 When an employee is instructed to work overtime or on holidays, he/ she shall be obliged to do so except in the unavoidable circumstances. Article 11.2 An employee (except the officer) shall be paid in respect of overtime or holiday work an allowance calculated at a rate decided by the employer. Article 11.3 A limit in the overtime work per month may be imposed by the employer for a particular employee depending on the nature of his / her job. Article 11.4 If overtime work is done voluntarily (i.e. without any instruction of the employer) by an employee the wage for such overtime work may or may not be paid at the discretion of the employer. OFFICIAL TRAVEL Article 12.1 When an employee is requested to travel for the purpose of carrying out official duties, he / she shall be obliged to do so except in the unavoidable circumstances. Article 12.2 Employees may be reimbursed for actual expenses incurred during business-related travel. However, prior approval from the Director is required to qualify for reimbursement. Employees traveling for business purposes will receive a daily travel allowance. For domestic travel exceeding 200 kilometers from Dhaka City, the allowance is BDT 1,000 per day. For overseas travel, employees will receive an allowance of BDT 3,000 per day. Employees must submit a travel program/schedule and obtain necessary approvals prior to the trip. The company reserves the right to review and adjust allowance rates as deemed necessary. LEAVE Article 13.1 Each employee shall be allowed to take annual leave, casual leave, sick leave and maternity leave in accordance with the following provisions: Annual Leave: Employees are entitled to get 13 days as annual leave for every year after completion of 1 year of service. Unconsumed annual leaves can be carried forward to next fiscal year subject to the maximum accumulated balance of annual leave is 40 days. Casual Leave: Every employee shall be entitled to casual leaves for 10 days in a calendar year. Such leaves shall not be accumulated and carried forward to the succeeding year. Sick Leave: The employees shall be entitled to get 14 days as sick leave per year. Such leaves shall not be accumulated and carried forward to the succeeding year. Maternity Leave: The female employees under employment shall be granted the maternity leaves of 16 weeks with pay during maternity period. Such maternity leave normally begins 8 weeks before the expected date of confinement and ends 8 weeks after the actual date of confinement. Compensatory Leave: If any employee works on festival holidays, he/she will be entitled to 2 additional day’s holidays per day of work as compensatory wages with full pay and a substitute holiday. If any employee works on weekly holiday, he/she may get a substitute holiday for the said holiday. Article 13.2 If an employee overtakes the leave specified in Article 13.1, a deduction of salary shall be made for the said overtaken period except for any special case at the discretion of the employer. Article 13.3 In the event of unavoidable late due to circumstances such as traffic conditions, employees are required to make up the equivalent amount of time lost by working additional hours after the regular working hour. Employees must inform their supervisor as soon as possible regarding the late and the anticipated duration. Failure to comply with this policy may result deductions in salary. Article 13.4 Employees who leave the office early without prior approval from management will incur a salary deduction proportional to the time missed. The deduction will be calculated based on the employee's hourly wage and the duration of the absence. Employees are required to notify their supervisor in advance when possible, and repeated early departures may lead to further disciplinary actions. This policy aims to ensure accountability while maintaining workplace productivity. Article 13.5 An employee must obtain prior written permission of the employer to take annual leave and casual leave except in the unavoidable circumstances. An emergency sick leave may be requested over the phone, but a written application along with the supporting medical certificate has to be submitted to the employer as soon as possible. In any case, the leave of any kind is to be approved by the employer. Article 13.6 The employee can encash the annual leaves after the end of year and the employees cannot encash the leaves more than 50% of his total gained/accumulated leave balance of end of June every year. Such encashment is applicable only for Annual Leaves, not for any other leaves. PUBLIC AND FESTIVAL HOLIDAY Article 14 The Public and festival holidays of the Government of Bangladesh during the calendar year shall be observed. OFFICE DISCIPLINE Article 15.1 An employee shall not impair the honor and / or interests of employer. Article 15.2 An employee shall not make any profit out of his / her official duties. Article 15.3 An employee shall not engage himself / herself in any other trade, profession or activities which might in any way impair the performance of his / her official duties. Article 15.4 An employee shall not leave the office during working hours without permission of the employer. Article 15.5 An employee shall not take any official document off the office premises without permission of the employer. Article 15.6 An employee shall not use the office telephone and mobile for personal matters except in the unavoidable circumstances. Article 15.7 An employee shall immediately inform the employer of any epidemic diseases contacted by him / her, any member of his / her family or the neighborhood. COMPENSATION FOR DAMAGE Article 16 If an employee causes willful damage to any office property by negligence, unnecessary acts, or physical extremities, he/she shall be required to compensate for the damage. MISDEEDS Article 17 The following acts of employees will be treated as misconducts and will lead to disciplinary actions: Willful disobedience to any lawful or reasonable order individually or in group altogether of a superior; Any theft, fraud, dishonest appropriation (grabbing) or dishonesty in case of business or property of the employer; Taking or giving bribe in relating to job of his/her or any other worker under the employer; Habitual late attendance; Habitual absence without taking leave or being absent from work. Habitual breach of any law or rule or regulation applicable to the establishment; Riotous or disorderly behavior in the establishment, or any activity subversive of discipline; Habitual negligent work; Habitually violation of any rule or discipline or conduct as approved by the chief inspector; Falsifying, tampering with, damaging or causing loss of the employer official records; and Facilitating sexual harassment and power harassment in the office environment. BREACH OF EMPLOYMENT CONDITIONS Article 18 An employee may be deemed to have invoked a breach of employment conditions and be dismissed without prior notice or be paid in lieu thereof any termination benefit at the discretion of the employer: if the employee is found liable for any misdeed under Article 17 of the service rules; or if the employee is convicted and found guilty of penal code violation or an offence involving moral turpitude. TERMINATION OF EMPLOYMENT Article 19.1 An employee may be discharged from service for reasons of physical or mental incapability or continued ill-health or such other reasons not amounting to misdeeds. Article 19.2 The employer reserves the right to terminate the service of an employee for any reason other than those already mentioned hereinabove and without giving any explanation for such action provided that the employee concerned is served 3-month notice to the effect of termination, or is paid an amount equivalent to his / her three months' salary in lieu thereof by the employer. Article 19.3 An employee who is terminated under the provisions of Article 19.1 & 19.2 shall be paid by the employer a termination benefit at the rate of one month's salary (basic wage) for every completed year (12 months) of service. If the working period of any employee is more than 10 years, he will get the termination benefit at the rate of 1.5 month's salary (basic wage) for every completed year (12 months) of service. Any broken period of service above six months shall be counted as one year. Article 19.4 For the purpose of calculating the termination benefit mentioned above, one month's salary shall mean the last drawn basic salary of the employee concerned. Article 19.5 An employee may also voluntarily terminate his/her service contract on giving a notice of one month (thirty days) to the employer, or on surrendering one month's salary in lieu thereof. In this case also, the employee concerned shall be paid by the employer a termination benefit at the rate of one month's salary (basic wage) for every completed year (12 months) of service, the basis of calculation being the same as that of Article 19.4. BONUS Article 20 Each employee may be paid, at the discretion of the employer, a bonus equivalent to his / her one month's last-drawn basic salary twice in a year. However, an employee who has not served the company for at least 6 (six) months may get festival bonus proportionately based on his/her working period. ANNUAL APPRAISAL Article 21 Yearly performance appraisal shall be effective in the 12 months of joining by the employer to evaluate the performance of the employee for the previous year. However, the basic policy of Teijin Frontier Co., Ltd. is to assess every employee's salary based on individual performance, behavior and so on from time to time. CONFIDENTIALITY Article 22 The employee shall hold in confidence, during and after his/her employment with the employer, all confidential information which he/she become known in the course of performance his/her duties for the employer(hereinafter called “Confidential Information”), including but not limited to all of the employer’s or its affiliates’ non-public information, trade secrets, knowhow, proprietary information, financial information, plans and strategy, research, franchisees, customer and marketing information, technical data, design and drawing. The employee shall only use this Confidential Information in performing his/her duties for the employer. Under no circumstances shall the employee be allowed to take a photo on the Workplace or upload any Confidential Information on the website and the social network or media including but not limited to Facebook, Instagram, Twitter and YouTube without a prior approval of the employer in writing and signed by the authorized persons of the employer. GENERAL Article 23 If an employee refuses to accept any letter, notice, order, or any other document addressed to him by the employer, it shall be deemed that such letter, notice, order, or the document has been delivered to him / her if a copy of the same has been exhibited on the notice board and another copy has been sent to his / her address, as available in the records of the employer, by registered post. OTHERS Article 24 Any matter not covered by this set of service rules and any point not clearly understood shall be settled or clarified by the employer based on the relevant laws and regulations of Bangladesh in consultation with Teijin Frontier Co., Ltd. Head Office in Japan. Annexure - I Additional Terms & Conditions of Service for a Driver of TEIJIN FRONTIER CO., LTD. DHAKA LIAISON OFFICE The driver must have a valid driving license and he must be courteous, well-behaved and neat & clean at all times. The working day will be from Saturday to Thursday of the week. The driver must always report to duty at the designated time at the designated place. While on duty, the driver must always look after the car, take good care of it and try his best to avoid any accident. The driver must always maintain a Log Book to keep record of movements of the car. The driver must never misuse or take out petrol from the car for monetary gain or for any other purpose. The driver must never exchange or remove any parts (including tires and tubes) of the car either alone or in collaboration with any other person for monetary gain or for any other purpose. If the driver violates any of the above items for three times or when his total violations in more than one item become three times, he will be terminated from his service immediately. In addition, if the violations are in items 5 and/or 6 above, a police case may be filed against the driver for theft and he may not be given the termination benefit as per Article – 19 of the Service Rules of TEIJIN FRONTIER CO., LTD. Dhaka Liaison Office.