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DESCRIPTION
Revision
TABLE OF CONTENTS
1. INTRODUCTION 4
2. WORKING HOURS 4
2-1 Working Hours 4
2-2 Recording The Time 4
2-3 Punctuality 5
2-4 Attendance and Absenteeism 5
2-5 Lunch Break 5
2-6 Overtime 5
3. RECRUITMENT OF NEW EMPLOYEES 6
3-1 New Employment 6
3-2 Probationary Period 6
3-3 Transfer 6
3-4 Personal Particulars 6
4. REMUNERATION 7
4-1 Payroll Date 7
4-2 Overtime Payment 7
4-3 Deduction 7
4-4 Increment. 7
4-5 Annual Bonus 7
4-6 Transportation Allowance 8
4-7 Travelling Allowance 8
5. REIMBURSEMENT OF EXPENSE 9
6. HOLIDAYS AND LEAVE 9
6-1 General 9
6-2 Procedure for Taking Leave 10
6-3 Paid Annual Leave 11
6-4 Maternity Leave 11
6-5 Sick Leave 12
6-6 Casual Leave 12
6-7 Festival Leave and Compensatory Leave if the Employee had to Work on Festival Holiday or 12
Weekly Holiday 12
6-8 Leave Without Pay 12
6-9 Payment for Un-Availed Leave 12
7. PERSONAL INCOME TAX 13
8. EXCLUSIVE SERVICE 13
9. ABSENCE 13
10. DISCIPLINARY ACTION AND INSTANT DISMISSAL 13
11. RESIGNATION FOR PWERSONAL REASONS 14
12. NOTICE OF TERMINATION 15
13. RETIREMENT………………………………………………………………………………….………………15
14. CONFIDENTIALITY 15
15. BANGLADESH BRANCH OFFICE PROPERTIES 15
INTRODUCTION
1-1 This employee’s handbook sets our terms and conditions to help you (the “Employee”) learn more about OBAYASHI CORPORATION (BANGLADESH BRANCH). Its sole purpose is to summarize the Bangladesh Branch Office’s personal policies and procedures and to set forth facts that will be useful to know throughout your employment here.
1-2 We suggest that, you familiarize yourself with the contents of this Employee Handbook and keep it available for reference when you have any questions. If Bangladesh Branch Office revises any of the provisions in this handbook, you may expect to receive a copy of such revisions. Bangladesh Branch Office retains the right to revise or modify any policies or procedures in the handbook without advance notice and at its sole discretion.
1-3 We cannot anticipate every circumstance or answer every question, so the management will address situations that are not covered in this handbook on a case to case basis. Do feel free to approach the HR Representatives and Management if you have any questions, comments or concerns.
1-4 This handbook is the property of Bangladesh Branch Office and shall be applicable to all employees under the Bangladesh Branch Office employment. Please do not make copies or circulate without prior approval from the management.
WORKING HOURS
2-1 Working Hours
General working hour (Saturday-Thursday): 8:00 AM to 17:00 PM
*The Bangladesh Branch Office reserves the right to revise the above time by giving prior notice to
Employees.
2-2 Recording The Time
All employees including management are required to maintain an accurate record of all time worked with the Bangladesh Branch Office working form format.
Employees will be responsible for recording the own hours at the beginning and end of work shift, for meal breaks, and when employee enter and leave the office for personal reasons.
Working time record form in-out is one of the important evidences for calculation of wage, overtime pay, and holiday work pay. Therefore, the working time record form is the duty and responsibility of employees to show the good faith by recording the working time form by own self. All employee must record both start working and return on the working time form arranged by the Bangladesh Branch Office by own self.
Recording the working time form for or by others will be deemed dishonestly and will be considered for serious disciplinary penalty action, inclusive the dismissal of both employees.
Working time record form should be submitted to manager by 1st week of the following month.
2-3 Punctuality
The Management expects all the employees to be at work on time and considers punctuality to be one of the most important disciplines for the employees to observe strictly.
2-4 Attendance and Absenteeism
Attendance is a key factor in your job performance. Regular Absenteeism from work is unacceptable as it affects the Bangladesh Branch Office’s operations. Excessive absences (whether excused or unexcused), Tardiness or leaving early is unacceptable. If you are absent for any reason or plan to arrive late or leave early, you must notify your supervisor and the Accounts/Administration Department as far in advance as possible and no later than the start of office start working hour.
2-5 Lunch Break
One (1) hour between 12:00 PM to 13:00 PM. Due to the preference of the completion of work lunch time will start after the completion of job.
2-6 Overtime
From time to time, it may be necessary for you to work on altered work schedules, which may include evening, weekends and gazette public holidays according to Bangladesh Labour act 2006 amended on 2018 and Bangladesh Labour rules 2015. If the occasion arises that you will be required to work on altered work schedule, you will be given as much advance notice as possible. All overtime work must be pre-authorized by your supervisor or the Management.
RECRUITMENT OF NEW EMPLOYEES
3-1 New Employment
The Bangladesh Branch Office shall evaluate, select and employ, at its own discretion, those person(s) who meet the requirements and selection criteria of the Bangladesh Branch Office. New Employees shall submit the following documents within one (1) week from the date of joining for registration.
National Identity Card, or Passport;
Photograph;
Appointment Letter which is signed by Employee;
Any other documents required by the Bangladesh Branch Office.
Change, if any in information & details as contained in the documents above mentioned, shall be immediately reported by the Employees without delay to his/her supervisor.
3-2 Probationary Period
In case of Permanent Employee, Probation period shall be 3 (Three) months from the commencement date. However, the period of probation may be extended by an additional period of three months if, for any circumstances, it has not been possible to determine the quality of your work within the first three months’ period of probation.
During the probationary period, the Bangladesh Branch Office may terminate the employment by giving at least 30 days’ notice.
In case of Temporary Employee (Fixed Term Employment) there will be no probation period.
3-3 Transfer
The Bangladesh Branch Office shall have the right to transfer you to work in any section and department at any time during the term of employment. Such a transfer does not entail a change to the determent of your terms of employment unless caused by negative performance appraisal.
3-4 Personal Particulars
Any change of your personal, please inform Accounts/Administration Department.
Example: Father Name, Mother Name, Home Address, Marital Status etc.
REMUNERATION
4-1 Payroll Date
Generally, all employees shall be paid their monthly salaries by 7th working days of each month. Your monthly salary shall be paid by Bank transfer directly to the Employee’s assigned bank account in Bangladesh. If the 7th working day falls on a Bank holiday, payment shall be made on the preceding business day.
4-2 Overtime Payment
Overtime works must be requested and approved by Head of Department or in-charge. All overtime claim must be recorded on a staff attendance sheet and verified by Head of Department or authorized Manager on the same day or the next working day.
Overtime calculation is based on the basic salary of the Bangladesh Branch Office excluding incentive fee and allowance. But Bangladesh Branch Office can record the overtime hours which must not exceed total 60 hours per week.
4-3 Deduction
No deduction shall be made from the wages except those that are mentioned in employment contract and also permitted under the Labour act 2006 amended on 2018 and Bangladesh labour rules 2015.
4-4 Revision
Salary shall be reviewed annually. However, the basic policy of the Bangladesh Branch Office is to assess every Employee's salary based on individual performance, the market conditions in the Bangladesh business community from time to time by the Project Office.
4-5 Annual Bonus
Festival Bonus:
The Employee shall be entitled to two festival bonuses, provided the Employee has worked for at least one continuous year with the Employer. The amount of each festival bonus will be monthly basic salary of the Employee.
During the first year of employment if service is not completed for one year as on the payment date of festival allowance, the festival allowance will be on monthly pro-rata basis.
For those Employee joining before 15th of the month, it shall be counted as a complete month.
Any festival bonus after the end of service will not be paid.
Yearly Bonus:
The Employee who has completed minimum one year of employment with the Employer shall become eligible for the yearly bonus.
Provided however, those who has decided to resign or has been terminated/ released by the Employer before the payment day of yearly bonus shall not be considered for such a bonus.
The Employer reserves the right to determine the quantum of the yearly bonus at its sole discretion. The Employer shall also decide the payment schedule of the yearly bonus.
4-6 Transportation Allowance
As the transportation allowance is different for each Employee, please refer to your Letter of Appointment.
4-7 Travelling Allowance
The Employees shall be provided by the following content:
Eligible classes of transport
Air Flight --- Economy,
Ship --- 2nd cabin,
Train --- Standard class
Handling and Miscellaneous fees
The Bangladesh Branch Office will provide handling charges for passport, visa, vaccination charges, & necessary handling charges.
Transport
The Bangladesh Branch Office will cover driver to and from airport. All Transport for work related purpose in overseas will be paid for by the Project Office.
Overseas Travelling Allowance
The Bangladesh Branch Office will cover daily meal consisting of breakfast, lunch and dinner. This allowance limit will be BDT. 2,000 per day and you must Submit receipts in supporting of these expanses
Travel Insurance
The Bangladesh Branch Office will cover travel insurance for employees who are travelling overseas.
Approval & Requirement for Business Trip
All Domestic & International travel needs prior approval from the Management. This approval should be obtained before making any travel booking & arrangements. The approval may be done through Email.
REIMBURSEMENT OF EXPENSE
Every Employee may be entitled to the reimbursement of the expenses incurred. Any false claims in the expense statement will lead to termination of the employment. All travel & conveyance expenses will be claimed based on attached receipts.
Any discrepancies noticed in the expense sheet will not be considered for payments. The same will be rejected and returned to the respective Management.
HOLIDAYS AND LEAVE
6-1 General
Every employee may be granted, at the sole and absolute discretion of the Bangladesh Branch Office, the following leaves subject to supervisor’s approval:
Paid Annual Leave;
Maternity Leave;
Sick Leave;
Casual Leave
Compensatory leave
Leave Without Pay
Any leave taken in excess of that stated in succeeding No. 6-3, 6-4, 6-5, 6-6 and 6-7 shall be treated as an unpaid leave.
6-2 Procedure for Taking Leave
Employees who seek to take leave shall obtain the prior permission of his/her supervisor in the specified form and the Bangladesh Branch Office may alter the timing of the Employee's leave in view of the requirements of the Bangladesh Branch Office. Written applications should be submitted to the respective head of department for approval.
(a) 5 consecutive days or more: in advance
(b) Less than 5 consecutive days: 1 week in advance.
(c) If due to urgent reasons the leave applied for is to commence on the date of application, it will be approved by the decision of Country Manager. At the time of urgent reason, the order of leave shall be given on the same day.
In the event of absence from work due to illness or other causes, the employee may take sick leave.
In this case, the employee must endeavor to inform the Management on or before 9:00 AM the same day and must produce a medical certificate issued by the government medical officer or a Bangladesh registered general medical practitioner and/or acceptable reasons, otherwise disciplinary action shall be taken.
If the employees taking leave, for justifiable reasons, is unable to take prior permission as abovementioned, he/she shall communicate or notify the Bangladesh Branch Office, by any means personally or by due representative within the first 2 days of his/her leave and shall report the same clearly stating the reasons within the day upon resuming work. In absence of such notification or report, the leave shall be treated as no pay leave, and the employees may be subject to disciplinary action, at the discretion of the Bangladesh Branch Office.
6-3 Paid Annual Leave
An Employee is entitled for twenty (20) days of annual leaves with wages/ salary, after completion of twelve (12) months of continuous employment. Such annual leaves if not availed/ used, shall be permitted to be accumulated for a maximum period of sixty (60) days only. Annual leaves period shall be inclusive of any holidays/ weekly offs which may occur during such period during the annual leave period.
An Employee can make a written request for encashment to the extent unused annual leaves after completion of twelve (12) months of continuous employment, provided he/ she does not wishes to accrue the unused annual leaves. Such encashment of annual leaves shall be opted once only during a calendar year, based on the salary of the year when the leaves were earned.
6-4 Maternity Leave
The female employees under continuous contract shall be granted the statutory number of maternity leaves. For example, a total 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.
There will be no annual leave charged against the maternity leave.
The female Employees requesting maternity leave shall furnish to the Bangladesh Branch Office a medical certificate issued by a registered midwife or a registered medical practitioner certifying that she is pregnant and specifying the expected date of her confinement.
Leave taken on the grounds of illness or disability or in any matters arising out of the pregnancy or confinement before or after the 8 weeks maternity leave shall be charged to annual leave and/or no pay leave.
Upon return to work, the female Employees shall furnish the Bangladesh Branch Office a medical certificate issued by a registered midwife or a registered medical practitioner indicating her actual date of confinement.
6-5 Sick Leave
If sick leave is taken, medical certificate is required. The Employees shall be entitled to 14 days as sick leave per year. Such leaves shall not be accumulated and carried forward to the succeeding year.
6-6 Casual Leave
Every Employee shall be entitled to paid casual leaves for 10 days in a calendar year. Such casual leaves cannot be accumulated/ carried forward and/ or converted to cash, under any circumstances.
6-7 Festival Leave and Compensatory Leave if the Employee had to Work on Festival Holiday or
Weekly Holiday
a) Festival Leaves
The Employee shall be entitled for festival leaves, which shall be determined by the Employer.
If an Employee is asked to work during such festival leaves, the Employee is entitled for compensatory leave or compensatory payment equivalent to twice the rate of daily salary.
b) Compensatory Leave
An Employee shall be entitled for compensatory leaves provided the Employee has been asked to work on weekly off/ declared holidays. Such compensatory leave must ideally be utilized within thirty (30) days of its becoming due. If the compensatory leave cannot be used, in such event the compensatory leave shall be paid equivalent to twice the rate of daily salary in the third (03) calendar month from being earned by the Employee.
6-8 Leave Without Pay
Any leave taken in excess of that stated in preceding No.6 or which are not paid in nature as per Bangladesh Labour Act 2006, amended on 2018 and Labour Rules 2015 shall be treated as an unpaid leave.
PERSONAL INCOME TAX
The Bangladesh Branch Office shall withhold Individual income tax as required by Bangladesh Income tax ordinance-1984 from monthly salary if his salary fall under the minimum Tax limit. The personal income tax is complying with the Bangladesh Labour Act and Labour Rules requirement if any revisions.
EXCLUSIVE SERVICE
While employed by the Bangladesh Branch Office, you shall devote your whole time and attention to the service of Bangladesh Branch Office and shall not be engaged in any other business, company or concern without the written consent of the Bangladesh Branch Office.
ABSENCE
In the event of absence from work through illness or other cases, the employee must endeavor to inform the Management on or before 9:00 AM of the same day and must produce a medical certificate issued by the government medical officer and/or acceptable reasons; otherwise disciplinary action shall be taken.
DISCIPLINARY ACTION AND INSTANT DISMISSAL
In case of the following, the disciplinary penalty/ punishment may be imposed onto the Employee.
Breach of the Contract/ Bangladesh Labor Law 2006.
Purposeful negligence or habitual late coming.
Insubordination or not following the instructions of the Employer or its nominated Manager/s.
Damage to the Employer is caused intentionally or serious fault.
Act indicated in the clause 7 d), hereunder.
The disciplinary penalties are as follows:
Written warning/ Show cause notice
Financial fine or penalty
Suspension from work with reduced pay for a period not exceeding ten (10) days
Forfeiture or deferment of bonus (in case the Employee is eligible to bonus)
Forfeiture of promotion
Dismissal with gratuity
Dismissal with forfeiture of all or part of the gratuity. This penalty may only be imposed on the grounds expressly specified below:
If the Employee does not perform his basic duties under the Contract and persists in violating them in spite of the third warning letter.
Any theft, fraud, dishonest appropriation (grabbing) or dishonesty in case of business or property of the Employer.
If the Employee makes a mistake resulting in substantial material loss for the Employer or the Project Owner as determined by the Employer.
If the Employee disobeys instructions respecting safety at the workplace.
If the Employee reveals any secret of the Project Owner/ the Project/ the Employer.
If the Employee adopts a false identity or nationality or submits forged certificates or documents.
If the Employee is sentenced by a competent court for an offence involving honor, honesty or public morals.
If the Employee is found in a state of drunkenness or under the influence of a drug during working hours.
If, while working the Employee assaults the Employer, the nominated Manager/s or any of his work mates or Sub-contractor.
Riotous or disorderly behavior in the establishment, or any activity subversive of discipline.
Soliciting bribe or favors from co-workers/ suppliers/ sub-contractors or likewise for providing/ gaining information or rewards.
Granting bribes/ gifts/ favors/ benefits to any public official/ third party or likewise for purpose of securing or gaining access/ permissions/ approvals or likewise.
If the Employee absents from work without approved leave application for more than twenty (20) non-consecutive days in one calendar year, or more than ten (10) consecutive days.
RESIGNATION FOR PERSONAL REASONS
The Permanent employees desiring to resign from the Bangladesh Branch Office on his/her own accord shall submit a written notice to the Bangladesh Branch Office at least 60 days in advance or the time required by his/her employment letter if different or can make a payment in lieu of such notice at the rate of the final month's basic salary.
The Temporary employees desiring to resign from the Bangladesh Branch Office on his/her own accord shall submit a written notice to the Bangladesh Branch Office at least 30 days in advance or the time required by his/her employment letter if different or can make a payment in lieu of such notice at the rate of the final month's basic salary.
RETIREMENT
Retirement age for all employee is 60 years.
NOTICE OF TERMINATION
The Employer may terminate an Employee according to the following procedure which is stipulated by Article 26 of the Labour Act.
When the Bangladesh Branch Office intends to terminate the employment of temporary Employees, the Bangladesh Branch Office shall typically give such Employees a 30 days’ notice, or in lieu thereof, pay him/her 30 day's basic salary.
When the Bangladesh Branch Office intends to terminate the employment of permanent Employees, the Bangladesh Branch Office shall typically give such Employees a 120 days’ notice.
CONFIDENTIALITY
Employees shall not, at any time during their employment or afterwards, disclose to any person information as to the practice dealing or affairs of Company or any of its business associates, customers or clients or as to any other matters which may come to their knowledge by reasons of their employment, except so far as necessary and proper in the course of their employments.
Bangladesh Branch Office PROPERTIES
In case of under mention offences, the Bangladesh Branch Office can deduct from wages of the Employee totally or partly. In that case, the deduction from the wages of Employee shall be made only in accordance with relevant provisions of Bangladesh Labour Act 2006 amended on 2018 and Bangladesh Labour Rules 2015.
・Deduction for damage or loss of goods and equipment
According to the payment of wages Act, Deduction for damage or loss of goods and equipment expressly entrusted to the employed person for custody, or for loss of money, for which he/she is required to account, where such damage or loss is directly attributable to his/her neglect or default:
The amount of deduction from wages will be equivalent to the value of damage or loss of goods and equipment.
The total deduction for any wage period, exclusive of deduction on account of the absence from duty, shall not exceed 50% of wages payable to the employed person during that wage period. Its deduction should be made as per Bangladesh Labour Act 2006 amended on 2018 and Labour rules 2015.