HUMAN RESOURCE HANDBOOK - VERSION 1 2019 - The Cathay
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HUMAN RESOURCE HANDBOOK VERSION 1 - 2019
CONTENT 1 Onboarding/ Probation 2 Compensation 3 Benefits 4 Performance Management Process
ONBOARDING/
PROBATION
Cathay Group welcomes you onboard!
INDUCTION BUDDY
You will be assigned a buddy who
On your first day, you will be will help you assimilate quickly and
welcomed by HR, who will walk properly into the new working
you through your onboarding environment. He/ She acts as your
process. point of contact doe queries
relating to the organisation
practices.
PROBATION
PROBATION PERIOD
All new staff including rehires
will undergo probation starting
from the date of appointment.
JOB LEVEL PROBATION
PERIOD
Level 2 to Level 8 6 months
Level 9 to Level 10 3 months
CONFIRMATION REQUIREMENTS
A new employee who has performed exceptionally well during the
probation period may be confirmed earlier if recommended by the
hiring HOD. The recommendation must be approved by the ED/MD.
PROBATION Procedure for confirmation of Extension of Probation employment • If probationary period is to be • New staff who is due for extended due to unsatisfactory confirmation of employment will performance, the HOD must receive an email notification inform the Group HR. The length from Group HR to login to of the extended period shall not Filemaker to complete self- exceed 3 months. Only one appraisal. extension is allowed. • Supervisors and HOD shall • The Group HR shall issue a letter appraise the new staff at the with an extension of the end of the probation period by probation period to the new completing and submitting the employee. performance appraisal form • HOD is required to continue through Filemaker. monitoring and helping the new • The Group HR shall issue a letter employee improve on the of confirmation and a staff pass unsatisfactory areas. to the newly confirmed employee. Non Confirmation • Upon confirmation, salary may If an employee who is on be adjusted based on the probation is found unsuitable for outstanding performance, and confirmation in his/her recommendation by the HOD in appointment, services may be consultation with the Group HR. terminated by Cathay according Salary adjustment will be stated to notice period stated in your in the letter of confirmation. LOA in writing.
COMPENSATION MONTHLY GROSS SALARY Salary is paid on every second last day of the month. If payday falls on a Public Holiday or weekend, you will be paid on day before the preceding day. Payment will be made through your preferred bank account indicated to Human Resource System (HRIS - link to self service to update bank account). ANNUAL WAGES SALARY (PAID IN JUNE & DECEMBER) All confirmed employees who have at least 6-months of service and are on the payroll at the time of payment are eligible. Payment will be pro-rated for employees who did not serve a full year of service. VARIABLE BONUS (PAID IN MARCH) Based on performance grading obtained for work done in calendar year. All confirmed employees who have at least 6-months of service and are on the payroll at the time of payment are eligible. Payment will be pro-rated for employees who did not serve a full year of service.
COMPENSATION
SALARY RANGES AND INCREMENTS
1 MARKET
BENCHMARKS
2 INDIVIDUAL
PERFORMANCE
Note: AWS & VB is subjected to and paid in accordance with the
Company’s policy in effect at the time of proposed payment and
payable at such time as the Company may determine.
BENEFITS
AWARDS
Long Service Award
WELLNESS
Annual Health Screening
LEAVE MATTERS
Half-day Leave
Sick Leave
FAMILY
Childcare Leave
Maternity Leave
Paternity Leave
Shared Parental Leave
Infant Care Leave
Adoption Leave
Fur-ternity Leave
MEDICAL
Cathay Medical Benefits Card
List of approved Medical
Institutions
FLEXIBLE BENEFITS SCHEME
Claim Guidelines
Claimable Items
GIFT AND TOKEN SCHEME
Condolence/Bereavement Gift
OTHERS
Off-in-lieu for Official Duties
No Pay Leave
Flexible Work Arrangements
MEDICAL
Employees are required to download SupremeCare Mobile application that located at
Google Play (Andriod user) or Appstore (Iphone user). Kindly download attached user
manual for reference.
SupremeCare Mobile App User Guide.pdf
OUTPATIENT BENEFITS ENTITLEMENT
Medical Services at Panel General Practitioner (Refer
1 to Mobile App for panel doctor listing)
Limit Per Visit
Co-Payment Per Visit
As Charged
$10
Medical Services at Government Polyclinic in
2
Singapore
As Charged
Limit Per Visit
Nil
Co-Payment Per Visit
Medical Services at an A&E Department of any
Hospital in Singapore
3
Limit Per Visit at Private Hospitals $100
Limit Per Visit at Singapore Government / Restructured 2
Hospitals (Cashless facility at SGH / CGH / TTSH)
Co-Payment Per Visit $10
Medical Services at Non-panel Clinic in Singapore
4
Limit Per Visit $20
Maximum Number of Visit Per Year 5
Co-Payment Per Visit $10
Medical Services at an Outpatient Clinic Outside
Singapore (Only valid for staff who stay in Johor Bahru)
5 Limit Per Visit Per Day
Maximum Number of Visits Per Year
$50
5
Co-Payment Per Visit $10
MEDICAL All medical outpatient claims (non panel/ hospitals) need to submit through SupremeCare mobile application provided by Great Eastern. Reimbursement will pay directly to employee’s bank account as stated in Cathay HRIS, hence employees need to make sure the bank details is up to date. HR will issue medical benefit card to employees for subsidy according to medical benefits. Resigned staff will need to return medical card to HR before last service date. Please note that any replacement of the lost card, a fee will be levied and a police report is required. Kindly download the SupremeCare application to view the updated approved panel institution.
FLEXIBLE BENEFIT
ENTITLEMENT
The objective of the Flexible Benefits is to enhance Personal Development
& Well-Being of staff and Relationship-Building with Family. Employee is
eligible for $400 per calendar year (at least 25% of Flexi-Benefit quantum
to be used for the purchase of insurance) to spend your lifestyle and
personal needs. Flexible benefits are pro-rated for eligible employees on a
completed month basis upon joining and leaving the Company.
Unclaimed amount cannot be carried forward to the next calendar year
and cannot be encashed.
CLAIM PERIOD
Only can submit claim in June & December.
LIST OF ITEMS YOU CAN SEEK REIMBURSEMENT:
Healthcare ($100/RM100 for Malaysia Staff)
1. Annual Check-up / Health Screening Fees
2. Healthcare related equipment for self (e.g. Blood pressure monitor,
first aid kits, hearing aids etc.)
3. Immunisation feesFLEXIBLE BENEFIT
INSURANCE/DENTAL/OPTICAL
($100/RM100 FOR MALAYSIA STAFF)
1. Applicable for all types of insurance
plans (e.g. Medical insurance, life
insurance, travel insurance) where
employee is the policy owner
(except for Medisave deductible
plan, car & property insurance
policies).
2. Dental care
3. Optical (e.g. spectacles and contact
lenses)
RECREATION ($200/RM200 FOR MALAYSIA
STAFF)
1. Air tickets, coach fees & hotel
accommodation for vacation
overseas. Local chalets & hotels for a
get-away. This is for employees only
and excludes family members &
friends. Payment for entrance fees to
places of interest in Singapore. For
claims for air ticket, coach and
chalet/hotel accommodation,
employees must submit original
receipt as well as documents such as
air ticket/coach/hotel confirmation
indicating their names as a
passenger or guest.
2. Fitness Courses and gym membership
Note: The Company may, at its sole discretion, amend this Policy from
time to time as it deems necessary and employees will be informed of
any amendments.WELFARE
CONDOLENCES GIFT
Immediate family members
of deceased Cathay Group
will received a condolence
gift of $100/RM100
(Malaysia).
HOSPITALIZATION & BEREAVEMENT
For hospitalization gift and
bereavement wreath or donation,
staff have to request through the
head of department.
BENEFITS
When Cathay Group staff or any
immediate member of the staff
family passed away, the division
head may buy “bereavement
token” or give a bereavement
donation”, appropriate for the
occasion, amounting to
$100/RM100(Malaysia) to the
bereaved family on behalf of
Cathay. An immediate family
member refers to spouse, the
child/children, siblings(brothers and
sisters), parents and parents-in-laws.
Otherwise, the head of department
may contact HR appointed florist to
send a get-well hamper to the
patient in the hospital.STAFF WELFARE & WELLNESS BENEFITS CATHAY ANNUAL HEALTH SCREENING JOB GRADE FREQUENCY 1 – 6 (Assistant Manager & above) Once every 2 years On a yearly basis, HR shall source for health screening packages based on Ministry of Health recommendation for age groups and gender these must be approved by the Executive Director. In the event employee’s health screening result is non-conclusive and the doctor recommends further checks (such as CT scan etc). The expenses related to further checks shall be paid by the company. Health screening results are required to authorize the health screening centre to release their health screening results to the company.
VACCINATIONS The purpose of the vaccinations is to protect our employees’ health against common diseases when they are on a business trip in other countries. HR will review the list of staff who have taken the vaccinations on a yearly basis and determine if it is necessary for staff to continue with the vaccinations should the vaccinations be expiring. The basis of evaluation would be based on the job requirements of staff if they are: Frequent travelers i.e. employees who have to travel once very month or more than 4 times a year. Expected to be outstation for at least 1 week. Company will only bear the cost of additional vaccinations as per recommended by the doctor. Any additional vaccinations required by staff would be paid by the staff concerned. Employees are required to submit the Vaccination Booklet to Human Resources for verification and recording purposes after completing the vaccinations. Vaccinations and Health Screening shall be arranged concurrently on a yearly basis (first quarter of the year) for frequent travelers.
VACCINATIONS
The yearly review of vaccinations must be approved by the
Executive Director. Staff who are required to be outstation for
work for at least a week will be required to go for vaccination
on a need basis.
The type of vaccinations for the employees are as follows :
FREQUENT
FREQUENT TRAVEL TO
TRAVEL TO
TYPE OF MIDDLE EAST / NORTH
ASIA AND VALIDITY
VACCINES AFRICA / GREATER
EUROPEAN
ARABIA COUNTRIES
COUNTRIES
Hepatitis A (1st
X X 20 Years (After
Dose)
taking 1st and
Hepatitis A (2nd
X X 2nd Dose)
Dose)
1 Year
Influenza X X
-
Meningococcal X 3 Years
-
Typhoid X 2 YearsELIGIBILITY An employee who has completed 5, 10, 15, 20, 25, 30, 35, 40 years and above of satisfactory service will be eligible for long service award comprising a certificate and one week salary cash award. The LSA interval will be awarded at 5-year and the cut off for the eligibility period is as at 31 June of the current year.
LEAVE MATTERS
ANNUAL LEAVE
JOB LEVEL 1ST TO 3RD YEAR 4TH TO 7TH YEAR FROM 8TH YEAR
1 25 days 26 days 28 days
2 to 3 20 days 22 days 25 days
4 to 9 15 days 18 days 21 days
10 14 days 17 days 21 days
An employee is only allowed to accumulate and carry forward a maximum
of three (3) days annual leave to the following calendar year which must
be consumed by March 31 otherwise the leave shall be forfeited and
cannot be encashed.
HALF DAY LEAVE
Employees applying for half-day leave must ensure they worked at least
half of their full working day. In the event the company declares half-day
leave in celebration for the festive seasons, any application on these days
will be considered as one day leave.
FRACTION OF ANNUAL LEAVE
In calculating the proportionate annual leave, the following shall apply:
• Any fraction of a day which is less than one-half (0.50) of a day shall be
disregarded;
• Where the fraction of the day is one-half (0.5) or more than (0.50), it shall
be regarded as one day.LEAVE MATTERS
EMERGENCY/ URGENT LEAVE
Emergency/Urgent leave application is allowed for unforeseen
circumstances. Employee must obtain approval from immediate
superior citing the reasons and provide any relevant supporting
documents. The immediate superior shall monitor its frequency.
UNPAID LEAVE
To ensure that unpaid leave is given to employees instead of paid
time off. Cathay group discourages the use of unpaid leave
whenever possible. Only under special circumstances shall unpaid
leave be allowed. All employees are eligible to apply for unpaid
leave. Employees are required to submit their application through
the e-Leave system. Application for unpaid leave shall not be
approved if the annual is available.
The maximum of number of unpaid leave allowed per calendar
year is 50% of the annual entitlement. The period of unpaid leave
taken in the calendar year will be disregarded for purpose of
computing the employee’s entitlement to leave, benefits and
bonuses. Employees may apply for unpaid leave under the following
circumstances:
• Employee is on probation during the first 3 months of services;
and
• Employee has exhausted the annual leave days available and
requires additional leave daysLEAVE MATTERS
SICK LEAVE
An employee who has worked in the company for
at least three (3) months shall be entitled to a
maximum of fourteen (14) days of paid non-
hospitalisation sick leave and sixty (60) days of
hospitalisation leave which is inclusive of the
fourteen (14) days of sick leave in each calendar
year.
Sick leave must be certified by:
• a registered medical practitioner with
Singapore Medical Council or registered
medical practitioner in Johor Bahru; or
• a registered dental practitioner with Singapore
Dental Council or registered dental
practitioner in Johor Bahru for extraction or
dental surgery; or
• government polyclinics, government hospitals
or government restructure hospitals and
private hospitals in Singapore or Johor Bahru;
or
• a registered gynecologist (applicable to
female employees who are expectant
mothers).
No sick and/or hospitalisation leave shall be
granted to employee during the first three (3)
months of service. If such leave has been taken, it
will be considered as no pay leave.LEAVE MATTERS An employee who is on sick/ hospitalisation leave must immediately inform immediate superior or Group HR of his/her absence, the nature of the illness and the expected duration of absence. If the employee is unable to inform his/her absence from work personally, he/she shall ask a family member to inform on his/her behalf. Within twenty- four (24) hours upon returning to work, the employee is required to apply sick leave via the e- Leave system. The original medical certificate must be upload to the e-Leave system for verification purposes. In the event where an employee has taken in excess of fourteen (14) days sick leave and sixty (60) days of hospitalisation leave, the leave taken shall then be off set against the annual leave. If there is no annual leave, the leave taken shall be considered as no pay leave. An employee shall not be entitled to paid sick leave on a rest days, public holidays, non-working days and no pay leave. In the event where an employee falls sick while on annual leave, the company may cancel his/her annual leave and allow sick leave instead. To ensure smooth operation of the department, employee shall inform the immediate superior well in advance for any pre-arranged hospitalisation in order for alternative arrangement to be made.
LEAVE
MATTERS
MATERNITY LEAVE
All full-time female employees
shall be entitled to sixteen (16)
weeks of paid maternity leave if
she meets the following
requirements:
• Child is a Singapore citizen.
• She has worked for the
company for at least three
(3) continuous months
immediately before the birth
of the child.
• She has given the company
at least one (1) week notice
before going maternity leave Female employees with non-
and the Company is Singapore citizen births shall be
informed as soon as possible entitled to twelve (12) weeks of
of her delivery. maternity leave if she meets the
following requirements:
• She is covered by the Employment
The extended eight (8) weeks Act.
of maternity leave can be • She has worked for the company
taken flexibly over a period of for at least three (3) continuous
twelve (12) months from the months immediately before the
birth of child. Employees must birth of the child.
seek approval from their • She has fewer than two (2) living
superiors to take these eight (8) children of her own at the time of
weeks of maternity leave either delivery.
in blocks or separate leave • The first eight (8) weeks of
days. Maternity leave shall start maternity leave will be paid by the
four (4) weeks before the company and balance four (4)
delivery weeks is unpaid.LEAVE MATTERS MATERNITY LEAVE Failure to notify the management at least one (1) week before going on leave and as soon as possible of your delivery, you are only entitled to half the payment during maternity leave. Female employees who are absent from work due to abortion or miscarriage will not be eligible for maternity leave but she may take paid sick leave if applicable. Staff working for another employer during maternity leave will be liable for dismissal and maternity benefit will be forfeited.
LEAVE MATTERS SHARED PARENTAL LEAVE To encourage shared parental responsibility, working father is allowed to share one (1) week of his wife’s sixteen (16) weeks of Government-Paid Maternity Leave, subject to his wife’s agreement. From 1 July 2017, working father will be able to share up to four (4) weeks of his wife’s sixteen (16) weeks of Government-Paid Maternity Leave, subject to his wife’s agreement. Working father is entitled to shared parental leave if he meets the following requirements: • His child is a Singapore citizen. • The child’s mother qualifies for Government- Paid Maternity Leave. • He is lawfully married to the child’s mother. • There is no minimum employment duration for working father to qualify for shared parental leave, as long as the mother meets the minimum employment duration and other eligibility criteria for government-paid maternity leave, and the father has not been allocated shared parental leave under his previous employer for the same child.
LEAVE MATTERS The employee and his spouse should decide on the leave arrangement before their child is born, or any time before their child turns twelve (12) months old. Shared parental leave will have to be allocated before the mother consumes more than twelve (12) weeks of maternity leave. If your spouse decided to share the leave with you, you must notify your supervisor in advance. Your spouse will need to register the decision to allocate shared parental leave to the father on the Shared Parental Leave Allocation System available on the Profamily Leave website www.profamilyleave.gov.sg. Once registered, the system will enable your spouse to print a confirmation letter. Please submit a copy of this letter to your supervisor when you apply for the shared parental leave in Cathay’s e-Leave system.
LEAVE
MATTERS
PATERNITY LEAVE
Working father is entitled to
two (2) weeks of
Government-Paid Paternity
leave if he meets the
following requirements:
• His child is a Singapore
citizen.
Paternity leave can be taken as a
• He is lawfully married to the
continuous block of two (2) weeks
child’s mother.
within sixteen (16) weeks after the
• He has worked for the
child is born or it can be taken flexibly
company for at least three
within twelve (12) months after the
(3) continuous months
birth of the child, subject to mutual
immediately before the
agreement between the supervisor
birth of the child.
and the employee.
Application to be submitted at least on one (1) week in advance. To
submit a copy of the birth certificate to the Group HR.LEAVE MATTERS CHILD CARE LEAVE To be eligible for Childcare Leave, employee must meet the following requirements: • Parents of children below the age of seven (7) years old. • Has worked for the company for at least three (3) continuous months. Entitlement: Singapore citizen child: • Six (6) days per calendar year of childcare leave shall be granted. Non-Singapore citizen child: • Two (2) days per calendar of childcare leave shall be granted. Employee is eligible to two (2) days of extended childcare leave every calendar year if she meets the following eligibility criteria: • Her youngest child is between 7 and 12 years old (inclusive); • Her child is a Singapore citizen; • She has worked for the company for at least three (3) continuous months. Paid Childcare Leave will be pro-rated based on completed months of service in the year of resignation or termination.
LEAVE MATTERS UNPAID INFANT CARE LEAVE Employee is eligible to six (6) days of unpaid infant care leave per calendar year, regardless of the number of children if she meets all the following requirements: • The child is below two (2) years old. This includes legally adopted children or step children. • The child is a Singapore citizen. • Employee has worked for the company for at least three (3) continuous months. The six (6) days of unpaid infant care leave will not be pro-rated for incomplete year of service. Employee is required to submit e-leave application at least one (1) week in advance; and to submit a copy of the child’s birth certificate to the Group HR (if this was not submitted previously) when leave is approved by supervisor.
LEAVE MATTERS ADOPTION LEAVE Female employees who are eligible adoptive mothers are entitled to four (4) weeks of Government-funded adoptive leave to bond with and care for their adoptive infants. From 1 July 2017, adoption leave will be extended to twelve (12) weeks and unwed adoptive mothers whose formal intent to adopt is on or after 1 Jan 2017will be eligible. Adoptive working mothers are entitled to Government Paid Adoption Leave if she meets the following criteria: • Her adopted child is below twelve (12) months of age at the point of her formal intent to adopt. The “formal intent to adopt” happens: For local child: when the court application to adopt is filed. For foreign child: From the date the Dependant’s Pass (DP) is issued to the adopted child which includes document evidencing the approval of the Dependant’s Pass. • The adopted child is a Singapore Citizen • If the child is a foreigner: One of the adoptive parents must be a Singapore citizen. The child must become a Singapore citizen within six (6) months of the adoption. your supervisor.
LEAVE MATTERS • Employee has worked for the company for at least three (3) continuous months immediately preceding the point of formal intent to adopt • The adoption order is granted within one (1) year from the point of “formal intent to adopt”. • Adoption leave can be taken as a single continuous period or flexibly within twelve (12) months after the child’s birth, subject to mutual agreement between the supervisor and the employee. The Adoption Leave must be consumed before the child’s first birthday. Submit Adoption Leave application through the e-leave system. To submit a copy of the child’s birth certificate to the Group HR (if this was not submitted previously) when leave has been approved by your supervisor. FURTERNITY LEAVE New pet owners are eligible to two (2) days of furternity leave to bring your new/current pet to veterinary. This policy gives pet parents the opportunity to bond with their furry friends as they acclimate to new surroundings also take care of their wellness. Veterinary receipt is required for leave application.
Others
Option 1 Option 2 Option 3 Option 4
Start Time 8:00 AM 8:30 AM 9:00 AM 9:30 AM
End Time 5:00PM 5:30 PM 6:00 PM 6:30 PM
FLEXI WORK ARRANGEMENT (SINGAPORE CORPORATE HQ)
Provide variation to the usual work arrangements so as to allow officers
to reconcile career and family or personal needs. You are advised to
discuss the options available with your supervisor and agree on a win-
win arrangement whenever such a need arises.
You may start work at the following timing, subject to approval by your
HOD. All timing selected must be fixed for 6 months (e.g January to
June / July to December)
Flexi work arrangement is only applicable to Cathay HQ (Singapore)
office. All others subsidiaries or operations team are required to start
work according to your duty roaster. Our office standard operating
hour is 9:00 AM to 6:00 PM.
OFF-IN-LIEU
Employee must consume the time-off-in-lieu within 90 days from the off
day / rest day / public holiday in which work was performed. In the
event the employee resigns and is not able to clear all his time-off-in-
lieu before his last day of service, any time-off-in-lieu balance will be
encashed and credited to the employee last salary payment.
Time-off-in-lieu entitlement. Entitlement strictly determine as follow:
• Half day off-in-lieu for 4 hours of work done; or
• One day off-in-lieu for 8 hours of work donePERFO RMANCE
MANA GEMENT PROCESS
1 SETTING KPI/
PLANNING
• Discuss and set your targets in
consultation
officer.
of your
• Your goals should be algned with
reporting
the Cathay corporate workplan/
departmental goals.
• Draw up your learning and
development plans in consultation
with you reporting officer.
2
• Check in with your reporting officer
MID YEAR
REVIEW to review your performance.
• Review your learning and
development plans with your
reporting officer.PERFORMANCE MANAGEMENT PROCESS 3 YEAR END REVIEW • Review your performance against the targets set with your reporting officer. • Review your learning and development plans with your reporting officer. 4 JOB GRADING • Allow moderation of differences in assessment standard among supervisors. • Reinforces performance-based philosophy: Help in identification and reward of better officers in a cohort. Identifies poorer performing officers to signal the need to improve.
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