Preface...3
2. Working Hours...3
2-1 Working Hours...3
2-2 Time Recording...3
2-3 Punctuality...4
2-4 Attendance and Absence...4
2-5 Lunch Break...4
2-6 Overtime Work...5
3. Employee Recruitment...5
3-1 New Employment...5
3-2 Probationary Period...5
3-3 Transfer...5
3-4 Changes in Personal Information...5
4. Salary...6
4-1 Payment Date...6
4-2 Overtime Allowance...6
4-3 Deductions...6
4-4 Salary Increase...6
4-5 Annual Bonus...6
4-6 Commuting Allowance...6
4-7 Travel Expenses...7
5. Payment of Expenses...7
6. Holidays and Leave...8
6-1 General Principles...8
6-2 Leave Application Procedures...8
6-3 Annual Paid Leave...9
6-4 Maternity Leave...9
6-5 Sick Leave...10
6-6 Casual Leave...10
6-7 Compensatory Leave for Public Holidays and Holiday Work...11
6-8 Unpaid Leave...11
6-9 Payment for Leave Without Pay
7. Individual Income Tax...11
8. Exclusive Service...12
9. Absence...12
10. Disciplinary Action and Immediate Dismissal...12
11. Resignation for Personal Reasons...13
12. Retirement
13. Contract Termination Notice...13
14. Confidentiality
15. Property of Toyoshima & Co., Ltd. Dhaka Office
16. Severance Pay
Preface
1-1 This Employee Handbook sets forth the terms and conditions of employment necessary for you (hereinafter referred to as "Employee") to understand the details of Toyoshima & Co., Ltd. Dhaka Office (hereinafter referred to as "the Office").
The purpose of this handbook is to summarize the Office's unique policies and procedures, and to clarify the facts you should know during your employment period.
1-2 We hereby instruct you to thoroughly understand the contents of this handbook and to keep it so that you can refer to it if you have any questions.
When the Office revises the provisions of this handbook, you may request a copy of the relevant revisions. The Office may revise or change the policies and procedures set forth in this handbook at its sole discretion and without prior notice.
1-3 Since we cannot immediately respond to all events or answer all questions instantly, management will handle situations not covered by this handbook on a case-by-case basis. If you have any questions, opinions, or concerns, please feel free to contact the human resources department or management.
1-4 This handbook is the property of the Office and applies to all employees employed by the Office. Copying or distribution is prohibited without prior approval from management.
2. Working Hours
2-1 Working Hours
Regular working hours: Saturday to Thursday, 8:00 AM to 5:00 PM
Regarding Saturday work, working days and holidays shall be alternated biweekly.
*The Office may revise the above hours by providing advance notice to employees.
2-2 Time Recording
All employees, including management, must accurately record and maintain all working hours in the format specified by the Office.
Employees are responsible for recording the following:
Their own working hours (from start to finish)
Meal break time
Time of departure for personal reasons and return to office
The attendance time record book (hereinafter "attendance book") is one of the important pieces of evidence for calculating wages, overtime allowance, and holiday work allowance. Employees will record their own working hours in the attendance book, which carries obligations and responsibilities for honesty. All employees must personally record both their start time and end time in the attendance book provided by the Office.
Recording in the attendance book for others or by others is fraudulent and will be considered a serious disciplinary offense, such as dismissal of both employees.
The attendance book must be submitted to the supervisor by the first week of the following month.
2-3 Punctuality
Management requires all employees to work on time. Punctuality is also considered one of the important disciplines that employees must strictly observe.
2-4 Attendance and Absence
Attendance is an important factor in your job performance. Frequent absences disrupt the operation of the Office and are not permitted. Excessive absences, tardiness, or early departures (whether reported or not) are also not permitted. If you are absent for any reason or plan to be late or leave early, you must notify your supervisor and the accounting/administrative department as far in advance as possible, but no later than the start of work.
2-5 Lunch Break
One hour from 1:00 PM to 2:00 PM.
When priority should be given to business execution, the lunch break shall begin after the completion of the relevant work.
2-6 Overtime Work
At times, you may be asked to change your work schedule. For example, nights, weekends, and public holidays under the Bangladesh Labour Act 2006, 2013, 2018 and 2025 Bangladesh Labour (Amendment) Act and 2015 Bangladesh Labour Rules. When you are asked to change your work schedule, you will be notified in advance whenever possible.
All overtime work must be pre-approved by a supervisor or management.
3. Employee Recruitment
3-1 New Employment
The Office will evaluate, select, and hire personnel who meet the required standards at its own discretion. New employees must submit the following documents within one month of being added to the employee register:
National ID card
Employment notice signed by the employee
Other documents requested by the Office
If there are any changes in information or details in the above documents, employees should report to their supervisor without delay.
3-2 Probationary Period
The probationary period is three months from the start date. However, this probationary period may be extended for an additional three months. This applies if your work suitability cannot be determined during the initial three months for any reason.
The Office may terminate the employment contract during this period with at least one month's grace period.
3-3 Transfer
The Office may instruct you to transfer to any department at any time during your employment. Unless the instruction is due to a negative performance evaluation, it is not intended to impede your employment.
3-4 Changes in Personal Information
If there are changes in personal terms, please report to the accounting/administrative department.
Example: Address change, change in marital status, etc.
4. Salary
4-1 Payment Date
Normally, monthly salaries are paid to all employees on the 7th business day of each month.
The payment method is by transfer from the Office account.
4-2 Overtime Allowance
Overtime allowance requires separate application and must be approved by the department head or person in charge. This should be done on the same day or the next business day. Overtime allowance is calculated based on the Office's basic salary system (excluding special rewards, etc.). However, the Office will approve overtime work not exceeding 60 hours per week.
4-3 Deductions
Nothing shall be deducted from wages except as permitted by the Bangladesh Labour Act 2006, 2013, 2018 and 2025 Bangladesh Labour (Amendment) Act and 2015 Bangladesh Labour Rules.
4-4 Salary Increase
Salaries shall be reviewed annually. The Office's policy is to assess employee salaries based on individual performance, taking into consideration the market conditions in the Bangladeshi business industry as appropriate.
4-5 Annual Bonus
A: Employees will receive festival bonuses twice a year (during Eid-ul-Fitr and Eid-ul-Azha).
Each payment amount shall be one month's basic salary for employees who have worked for 12 months. For employees who have worked less than 12 months, please follow the appropriate conditions according to your department.
B: Employees during the probationary period shall not receive bonuses.
4-6 Commuting Allowance
Commuting allowances differ for each employee, so please refer to your employment notice.
4-7 Travel Expenses
Employees will be provided with the following conditions:
A: Permitted class by mode of transportation
Aircraft - Economy
Ship - 2nd class cabin
Train - Regular car
B: Fees and other expenses
The Office will provide:
1. Passport and visa acquisition costs, vaccination costs, and other costs deemed necessary
2. Separately sent baggage fees deemed necessary
C: Transportation expenses
The Office will bear the round-trip transportation costs to the airport within your own country.
Transportation expenses for business purposes overseas will also be provided by the Office.
D: Allowance for overseas business trips
→ Based on business trip allowance revised in January 2024
E: Travel insurance
The Office will bear travel insurance for employees' overseas business trips.
F: Application and approval for business trips
All business trips, whether domestic or international, require prior approval from management. Approval for business trips must be obtained before proceeding with reservations and arrangements. Approval is given by email.
5. Payment of Expenses
Each employee may receive payment for expenses they have incurred when traveling for business purposes to locations outside their normal work area. False claims on expense reports will result in termination of employment. All travel and transportation expenses must be claimed with receipts attached.
If there are discrepancies or inconsistencies in the expense report, payment will not be approved. It will be rejected and returned to the responsible manager.
6. Holidays and Leave
6-1 General Principles
Each employee is granted the following leave at the sole and absolute discretion of the Office, with the approval of the supervisor:
A: Annual paid leave
B: Maternity leave
C: Sick leave
D: Casual leave
E: Compensatory leave
F: Unpaid leave
Leave exceeding the periods specified in sections 6-3, 6-4, 6-5, 6-6, and 6-7 shall be treated as unpaid leave.
6-2 Leave Application Procedures
A: Employees wishing to take leave must obtain permission from their supervisor using the designated form. The Office may adjust or change the requested leave period in consideration of the circumstances. Written applications for approval must be submitted to the department head by the following deadlines:
(a) 5 consecutive days or more: 1 month in advance
(b) Less than 5 days: 1 week in advance
(c) If the application date and leave start date are the same due to emergency reasons, approval shall be granted at the discretion of the Country Manager.
In case of emergency, the leave application must be submitted on the same day.
B: In case of absence due to illness or other reasons, employees are granted sick leave.
In this case, employees must make an effort to report to management by 8:00 AM on the same day. Furthermore, a medical certificate from a government medical institution or certified general practitioner must be submitted with a reasonable reason. Otherwise, disciplinary action will be taken.
C: If an employee taking leave cannot obtain the aforementioned prior approval for legitimate reasons, they must contact and notify the Office by some means within 2 days of the start of leave, either personally or through an appropriate representative. Upon returning to work, a clear report stating the reasons must be submitted on the same day. In the absence of contact or a report, the leave will be treated as unpaid, and the employee will be subject to disciplinary action at the Office's discretion.
6-3 Annual Paid Leave (Based on regulations concerning annual paid leave and severance pay revised in June 2025)
A: Employees who have completed 12 consecutive months of service at the Office may take 15 days of annual paid leave during the next 12-month period. Public holidays that overlap with the leave period are included in the number of annual paid leave days.
B: If an employee does not exercise all or part of the paid leave obtained under the preceding paragraph during the eligible period, the unused days may be carried forward to the next year. However, when the carried-forward leave days of an adult employee reach 60 days, the excess will not be permitted. Leave withdrawn at the employee's request shall not be included in this limit.
C: Operations shall be conducted in accordance with the Bangladesh Labour Act 2006, 2013, 2018 and 2025 Bangladesh Labour (Amendment) Act and 2015 Bangladesh Labour Rules.
6-4 Maternity Leave
A: Female employees under continuous contract shall be granted maternity leave for the period based on laws and regulations. For example, the right to receive a total of 16 weeks' salary during the maternity leave period. Maternity leave normally begins 8 weeks before the expected delivery date and ends 8 weeks after the delivery date.
B: Annual paid leave shall not be applied to maternity leave.
C: Employees applying for maternity leave must submit to the Office a medical certificate issued by a certified midwife or certified practitioner certifying the fact that they are pregnant and the expected delivery date.
D: Leave taken due to illness, disability, or other problems resulting from pregnancy or childbirth during the 8-week maternity leave period before and after childbirth shall be treated as annual paid leave and/or unpaid leave.
E: Upon returning to work, the employee must submit to the Office a medical certificate issued by a certified midwife or certified practitioner certifying the actual delivery date.
6-5 Sick Leave
A medical certificate is required when taking sick leave. Employees are granted 14 days of sick leave per year. This leave shall not be carried forward or accumulated to the next year.
6-6 Casual Leave
Each employee is granted 10 days of casual paid leave per year. This leave shall not be carried forward or accumulated to the next year. According to the Office policy, casual paid leave is mainly applied for the purpose of ceremonial occasions, and the limit on the number of days is set for each case listed below. If there are special cases other than those listed below, please check with management.
Employee's own marriage: 3 days
Spouse's childbirth: 1 day
Son's marriage: 1 day
Sibling's marriage: 1 day
Death of parent, spouse, or child: 3 days
Death of spouse's parent: 1 day
6-7 Compensatory Leave for Public Holidays and Holiday Work
Based on the schedule posted by the Office at the beginning of the year, each employee is granted 11 days of public holidays per year. Employees who work on public holidays may take 2 days off: paid compensatory leave and substitute holidays. Employees who work on weekly holidays may take the aforementioned substitute holidays.
6-8 Unpaid Leave
Leave exceeding each period specified in this article, and leave that is not actually granted paid leave in light of the Bangladesh Labour Act 2006, 2013, 2018 and 2025 Bangladesh Labour (Amendment) Act and 2015 Bangladesh Labour Rules, shall be treated as unpaid leave.
7. Individual Income Tax
Based on the Bangladesh Income Tax Act-1984, the Office will deduct individual income tax from monthly salaries for employees who fall under the minimum taxable threshold. Individual income tax shall comply with the Bangladesh Labour Ordinance and Labour Rules.
8. Exclusive Service
During your employment with the Office, you must devote yourself entirely to the Office's business and shall not engage in any other business, company, or enterprise without the Office's written consent.
9. Absence
In case of absence due to illness or other circumstances, employees must make an effort to report to management by 8:00 AM on the same day. Furthermore, a medical certificate from a government medical institution must be submitted with a reasonable reason. Otherwise, disciplinary action will be taken.
→ (TCF)
10. Disciplinary Action and Immediate Dismissal
Based on the provisions of Article 23 of the Bangladesh Labour Act 2006, an employer may punish an employee who has been convicted or engaged in illegal acts. Prior to punishing illegal acts, the employer must conduct investigations and procedures in accordance with the procedures set forth in Article 24 of the same Act.
A: In cases where illegal acts have been committed, report to the supervisor in advance
B: The charges against the person concerned are recorded in writing
C: A copy of the written charges has been given to the person concerned, and it was given at least 7 days before the investigation
D: The person concerned has been given an opportunity for a hearing
E: The investigation must be conducted within 60 days
F: After the investigation, the person concerned is found guilty
G: The employer or management approves the judgment
Employees who have been found guilty of criminal acts or rule violations (deemed willful violations), or employees covered by the following cases specified in Article 23 of the same Act, shall be subject to the above procedures for disciplinary action purposes.
A: Willful disobedience to lawful and reasonable orders from superiors issued individually or collectively
B: Theft, fraud, embezzlement (misappropriation), or misconduct in the employer's business or property
C: Bribery related to one's own work or the work of Office employees
D: Habitual tardiness
E: Habitual absence without leave application, or absence of 10 days or more without leave application/employer approval
F: Habitual violation of laws, rules, and ordinances applicable to Office facilities
G: Riots, disorderly conduct, or acts destroying discipline at Office facilities
H: Habitual negligent service
I: Habitual violation of rules, discipline, and guidance approved by senior supervisors
J: Forgery, alteration, damage, and destruction of the employer's official records
Employees who fall under the provisions of Article 23(1)(a) [those found guilty of criminal acts] or (b) [those who acknowledge the illegality of the aforementioned (A-J)] of the Bangladesh Labour Act 2006 Labour Ordinance shall be dismissed without prior notice or dismissal compensation.
11. Resignation for Personal Reasons
If a permanent employee voluntarily wishes to resign from the Office, they must submit in writing to the Office at least 60 days in advance or by the date specified in the employment notice. The salary settlement at the time of resignation shall be based on the salary for the final month of work.
If a temporary employee voluntarily wishes to resign from the Office, they must submit in writing to the Office at least 30 days in advance or by the date specified in the employment notice. The salary settlement at the time of resignation shall be based on the salary for the final month of work.
12. Retirement
The retirement age for all employees shall be 60 years old.
13. Contract Termination Notice
An employer may terminate an employee's contract in accordance with the following procedures specified in Article 26 of the Bangladesh Labour Act 2006 Labour Ordinance.
When the Office intends to terminate a temporary employment contract with an employee, the Office shall notify the employee in principle 30 days in advance, or alternatively, pay 30 days' basic salary.
When the Office intends to terminate a permanent employment contract with an employee, the Office shall notify the employee in principle 120 days in advance, or alternatively, pay 120 days' basic salary.
14. Confidentiality
Employees shall not disclose or leak to any person confidential information regarding the business or operations of the company, affiliated companies, business partners, and customers, as well as other matters learned during employment, during or after the employment period. However, this excludes necessary and appropriate information learned during the course of employment.
15. Property of Toyoshima & Co., Ltd. Dhaka Office
In cases falling under the following acts, the Office may deduct all or part from wages. In this case, deductions from employee wages shall be implemented in accordance with the relevant provisions of the Bangladesh Labour Act 2006, 2013, 2018 and 2025 Bangladesh Labour (Amendment) Act and 2015 Bangladesh Labour Rules.
• Deductions for damage and loss of goods and equipment
In accordance with laws regarding wage payment, deductions for damage and loss of goods and equipment shall be imposed on employees under control, and for monetary losses, they shall be imposed on those who should bear direct responsibility due to breach of duty or neglect of duties.
Deductions shall be the same amount as the damage and loss of goods and equipment.
The total amount of deductions shall not exceed 50% of the wages paid to the employee during the wage payment period (excluding deductions for absences).
These deductions shall be made in accordance with the Bangladesh Labour Act 2006, 2013, 2018 and 2025 Bangladesh Labour (Amendment) Act and 2015 Bangladesh Labour Rules.
16. Severance Pay
Based on regulations concerning annual paid leave and severance pay revised in June 2025.