HUMAN RESOURCE POLICY MANUAL

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Table of Contents
Table of Contents...............................................................................................................2
1. FOREWORD...............................................................................................................5
2. DIVERSITY................................................................................................................8
2.1. Equal Employment Opportunity Statement..............................................................8
2.2. PROHELI INTERNATIONAL SERVICES LIMITED’s Anti-harassment Policy and
Complaint Procedure..........................................................................................................8
2.3. Background and Reference Checks........................................................................11
2.4. Nepotism, Employment of Relatives and Personal Relationships.............................11
2.5. Discipline...............................................................................................................12
3. RECRUITMENT, SELECTION AND ASSESSMENT.................................................16
3.1. Recruitment Procedures.........................................................................................16
3.2. Induction/Orientation............................................................................................18
3.3. Probation...............................................................................................................19
3.4. Employee Identification..........................................................................................19
3.5. Professional Development.......................................................................................19
4. TERMINATION OF EMPLOYMENT.........................................................................20
4.1. Required Notice Period..........................................................................................20
4.2. Return of Company Property.................................................................................21
4.3. Rehire....................................................................................................................21
4.4. Exit Interview/feedback session..............................................................................21
5. WORKPLACE SAFETY..............................................................................................22
5.1. Drug-Free Workplace............................................................................................22
5.2. Workplace Bullying................................................................................................23
5.3. Violence in the Workplace..........................................................................................23
5.4. Safety.....................................................................................................................24
5.5. Smoke-Free Workplace..........................................................................................25
6. WORKPLACE EXPECTATIONS...............................................................................25
6.1. Confidentiality........................................................................................................25
6.3. Outside Employment..............................................................................................26
6.4. Working Hours......................................................................................................26
6.5. Attendance and Punctuality...................................................................................26

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6.6. Attire and Grooming..............................................................................................27
6.7. Electronic Communication and Internet Use..........................................................27
7. IT POLICY...............................................................................................................28
7.1. Laptop Use.............................................................................................................28
7.2. Telephone and Cell Phone Policy..........................................................................30
8. SOCIAL MEDIA— NOT Acceptable Use....................................................................30
8.1. Policy statement.....................................................................................................30
8.2. People covered by this policy...................................................................................31
8.3. The scope of the policy........................................................................................31
8.4. Management/use of official PROHELI INTERNATIONAL SERVICES LIMITED
social media sites...............................................................................................................31
8.5. Staff and social media – interaction with official platforms.....................................32
8.6. Staff and social media – interaction with customers................................................32
8.7. Staff and social media - work related use................................................................32
8.8. Staff and social media – personal use during work hours........................................33
8.9. Harassment, defamation and discriminatory material............................................33
8.10. Best practice for use of social media........................................................................34
8.11. Monitoring use of social media websites..................................................................34
8.12. Solicitations, Distributions and Posting of Materials.................................................34
8.13. Employee Personnel Files......................................................................................35
9. COMPENSATION......................................................................................................36
9.1. Performance and Salary Review.............................................................................36
9.2. Payment of Wages..................................................................................................36
9.3. Reimbursable Expenses..........................................................................................36
9.4. Out-of station Allowances.......................................................................................36
9.5. NSSF......................................................................................................................37
9.6. Meal/Rest Periods..................................................................................................37
10. TIME OFF/LEAVES OF ABSENCE.....................................................................37
10.1. Annual Leave........................................................................................................37
10.2. Sick Leave..............................................................................................................38
10.3. Compassionate Leave...........................................................................................38
10.4. Maternity Leave......................................................................................................38

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10.5. Paternity Leave....................................................................................................39
10.6. Unpaid Leave.......................................................................................................39
10.7. Public Holiday.......................................................................................................39
11. TRANSPORT POLICY.........................................................................................40
11.1. Policy Objective:...................................................................................................40
12. BENEFITS............................................................................................................41
12.1. Workers’ Compensation Benefits......................................................................41
12.2. Payment in the Case of Death............................................................................41
13. HEALTH AND SAFETY AT WORK....................................................................41

1. FOREWORD

There are several things to keep in mind about this handbook. First, it contains only
general information and guidelines. It is not intended to be comprehensive or to
address all the possible applications of, or exceptions to, the general policies and
procedures described. For that reason, if you have any questions concerning eligibility
for a particular benefit or the applicability of a policy or practice to you, you should
address your specific questions to the Human Resource department.

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This handbook and the information in it should be treated as confidential. No portion of
this handbook should be disclosed to others, except PROHELI INTERNATIONAL
SERVICES LIMITED employees and others affiliated with PROHELI
INTERNATIONAL SERVICES LIMITED whose knowledge of the information is
required in the normal course of business.

The procedures, practices, policies and benefits described here may be modified or
discontinued from time to time. We will endeavor to inform you of any changes as they
occur.

Employee Handbook Acknowledgment and Receipt

I_____________________________________________________________________________
[insert name] have received my copy of the Employee Handbook.

The employee handbook describes important information about PROHELI

INTERNATIONAL SERVICES LIMITED, and I understand that I should consult the
Human Resource department regarding any questions not answered in the handbook. I

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have entered into my employment relationship with PROHELI INTERNATIONAL
SERVICES LIMITED voluntarily and acknowledge that the length of my employment
and probationary period are detailed in my contract.

I understand and agree that other than the Chief Executive Officer and Executive
Officer of the company, no manager, supervisor or representative of PROHELI
INTERNATIONAL SERVICES LIMITED has any authority to enter into any agreement
for employment; only the Chief Executive Officer and Executive Officer of the company
have the authority to make any such agreement and then only in writing signed and by
the Chief Executive Officer or Executive Officer of PROHELI INTERNATIONAL
SERVICES LIMITED.

This handbook and the policies and procedures contained herein supersede any and all
prior practices, oral or written representations, or statements regarding the terms and
conditions of my employment with PROHELI INTERNATIONAL SERVICES LIMITED.
By distributing this handbook, the company expressly revokes any and all previous
policies and procedures that are inconsistent with those contained herein.

I understand and agree that nothing in the Employee Handbook creates, or is intended
to create, a promise or representation of continued employment and that employment
at PROHELI INTERNATIONAL SERVICES LIMITED is employment at will, which
may be terminated at the will of either PROHELI INTERNATIONAL SERVICES
LIMITED or myself.

Furthermore, I acknowledge that this handbook is neither a contract of employment nor

a legal document. I understand and agree that employment may be terminated with
cause and with notice by PROHELI INTERNATIONAL SERVICES LIMITED or myself.

I have received the handbook, and I understand that it is my responsibility to read and
comply with the policies contained in this handbook and any revisions made to it.

________________________________________

Employee's Signature

________________________________________

Employee's Name (Print)

____________________

Date

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TO BE PLACED IN EMPLOYEE'S PERSONNEL FILE

2. DIVERSITY

2.1. Equal Employment Opportunity Statement

PROHELI INTERNATIONAL SERVICES LIMITED provides equal employment
opportunities to all employees and applicants for employment. PROHELI
INTERNATIONAL SERVICES LIMITED complies with applicable laws governing non-
discrimination in employment. This policy applies to all terms and conditions of
employment, including hiring, placement, promotion, termination, layoff, recall,
transfer, leaves of absence, compensation and training.

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PROHELI INTERNATIONAL SERVICES LIMITED expressly prohibits any form of
unlawful employee discrimination based on race, color, political opinion, religion,
gender, national origin, age, HIV status and disability. Improper interference with the
ability of PROHELI INTERNATIONAL SERVICES LIMITED employees to perform
their expected job duties is absolutely not tolerated.

2.2. PROHELI INTERNATIONAL SERVICES LIMITED’s Anti-harassment

Policy and Complaint Procedure
PROHELI INTERNATIONAL SERVICES LIMITED is committed to a work
environment in which all individuals are treated with respect and dignity. Each
individual has the right to work in a professional atmosphere that promotes equal
employment opportunities and prohibits unlawful discriminatory practices, including
harassment. Therefore, PROHELI INTERNATIONAL SERVICES LIMITED expects that
all relationships among persons in the office will be business-like and free of bias,
prejudice and harassment.

It is the policy of PROHELI INTERNATIONAL SERVICES LIMITED to ensure equal

employment opportunity without discrimination or harassment on the basis of on race,
color, political opinion, religion, gender, national origin, age, HIV status and disability.
PROHELI INTERNATIONAL SERVICES LIMITED prohibits any such discrimination
or harassment.

PROHELI INTERNATIONAL SERVICES LIMITED encourages reporting of all

perceived incidents of discrimination or harassment. It is the policy of PROHELI
INTERNATIONAL SERVICES LIMITED to promptly and thoroughly investigate such
reports. PROHELI INTERNATIONAL SERVICES LIMITED prohibits retaliation against
any individual who reports discrimination or harassment or who participates in an
investigation of such reports.

Definitions of Harassment

Sexual harassment constitutes discrimination and is illegal under Ugandan laws. For
the purposes of this policy, sexual harassment is defined, as in the Equal Employment
Opportunity Commission Guidelines, as unwelcome sexual advances, requests for
sexual favors and other verbal or physical conduct of a sexual nature when, for
example;

a) submission to such conduct is made either explicitly or implicitly a term or condition

of an individual's employment;

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b) submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting such individual; or

c) such conduct has the purpose or effect of unreasonably interfering with an

individual's work performance or creating an intimidating, hostile or offensive working
environment.

Sexual harassment may include a range of subtle and not-so-subtle behaviors and may
involve individuals of the same or different gender. Depending on the circumstances,
these behaviors may include unwanted sexual advances or requests for sexual favors;
sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an
individual's body, sexual prowess or sexual deficiencies; leering, whistling or touching;
insulting or obscene comments or gestures; display in the workplace of sexually
suggestive objects or pictures; and other physical, verbal or visual conduct of a sexual
nature.

Harassment on the basis of any other protected characteristic is also strictly prohibited.
Under this policy, harassment is verbal, written or physical conduct that denigrates or
shows hostility or aversion toward an individual because of his/her race, color,
religion, gender, national origin, age, disability, marital status, citizenship, genetic
information or any other characteristic protected by law or that of his/her relatives,
friends or associates, and that;

a) has the purpose or effect of creating an intimidating, hostile or offensive work

environment;

b) has the purpose or effect of unreasonably interfering with an individual's work

performance; or

c) otherwise adversely affects an individual's employment opportunities.

Harassing conduct includes epithets, slurs or negative stereotyping; threatening,

intimidating or hostile acts; denigrating jokes; and written or graphic material that
denigrates or shows hostility or aversion toward an individual or group and that is
placed on walls or elsewhere on the employer's premises or circulated in the workplace,
on company time or using company equipment via e-mail, phone (including voice
messages), text messages, tweets, blogs, social networking sites or other means.

Individuals and Conduct Covered

These policies apply to all applicants and employees, whether related to conduct
engaged in by fellow employees or someone not directly connected to PROHELI
INTERNATIONAL SERVICES LIMITED (e.g., an outside vendor, consultant or
customer).

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Conduct prohibited by these policies is unacceptable in the workplace and in any work-
related setting outside the workplace, such as during business trips, business meetings
and business-related social events.

Complaint Process

Individuals who believe they have been the victims of conduct prohibited by this policy
statement or who believe they have witnessed such conduct should discuss their
concerns with their immediate supervisor, Human Resources or any member of
management.

When possible, PROHELI INTERNATIONAL LIMITED encourages individuals who

believe they are being subjected to such conduct to promptly advise the offender that
his or her behavior is unwelcome and request that it be discontinued. Often this action
alone will resolve the problem. PROHELI INTERNATIONAL SERVICES LIMITED
recognizes, however, that an individual may prefer to pursue the matter through
complaint procedures.

PROHELI INTERNATIONAL SERVICES LIMITED encourages the prompt reporting of

complaints or concerns so that rapid and constructive action can be taken before
relationships become irreparably strained. Therefore, although no fixed reporting
period has been established, early reporting and intervention have proven to be the
most effective method of resolving actual or perceived incidents of harassment.

Any reported allegations of harassment, discrimination or retaliation will be

investigated promptly. The investigation may include individual interviews with the
parties involved and, where necessary, with individuals who may have observed the
alleged conduct or may have any other relevant knowledge.

Confidentiality will be maintained throughout the investigatory process to the extent

consistent with adequate investigation and appropriate corrective action.

Retaliation against an individual for reporting harassment or discrimination or for

participating in an investigation of a claim of harassment or discrimination is a serious
violation of this policy and, like harassment or discrimination itself, will be subject to
disciplinary action. Acts of retaliation should be reported immediately and will be
promptly investigated and addressed.

Misconduct constituting harassment, discrimination or retaliation will be dealt with

appropriately.

If a party to a complaint does not agree with its resolution, that party may appeal to
PROHELI INTENATIONAL SERVICES LIMITED’s Chief Executive Officer.

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False and malicious complaints of harassment, discrimination or retaliation may be the
subject of appropriate disciplinary action.

2.3. Background and Reference Checks

To ensure that individuals who join PROHELI INTERNATIONAL SERVICES LIMITED
are well qualified and to ensure that PROHELI INTERNATIONAL SERVICES
LIMITED maintains a safe and productive work environment, it is our policy to conduct
pre-employment background checks on all applicants who accept an offer of
employment. Background checks may include verification of any information on the
applicant’s resume or application form.

All offers of employment are conditioned on receipt of a background check report that
is acceptable to PROHELI INTERNATIONAL SERVICES LIMITED. If information
obtained in a background check would lead PROHELI INTERNATIONAL SERVICES
LIMITED to deny employment, a copy of the report will be provided to the applicant,
and the applicant will have the opportunity to dispute the report’s accuracy.
Background checks may include a criminal record check.

Additional checks such as a driving record or credit report may be made on applicants
for particular job categories if appropriate and job related.

PROHELI INTERNATIONAL SERVICES LIMITED also reserves the right to conduct a

background check for current employees to determine eligibility for promotion or re-
assignment in the same manner as described above.

2.4. Nepotism, Employment of Relatives and Personal Relationships

PROHELI INTERNATIONAL SERVICES LIMITED wants to ensure that corporate
practices do not create situations such as conflict of interest or favoritism. This extends
to practices that involve employee hiring, promotion and transfer. Close relatives,
partners, those in a dating relationship or members of the same household are not
permitted to be in positions that have a reporting responsibility to each other. Close
relatives are defined as husband, wife, domestic partner, father, mother, father-in-law,
mother-in law, grandfather, grandmother, son, son-in-law, daughter, daughter-in law,
uncle, aunt, nephew, niece, brother, sister, brother-in-law, sister-in-law, step relatives,
cousins and domestic partner relatives.

If employees begin a dating relationship or become relatives, partners or members of

the same household and if one party is in a supervisory position, that person is required
to inform management and Human Resources of the relationship.

PROHELI INTERNATIONAL SERVICES LIMITED reserves the right to apply this

policy to situations where there is a conflict or the potential for conflict because of the

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relationship between employees, even if there is no direct-reporting relationship or
authority involved.

Employees are reminded to be aware of any relationships with clients that pose
potential exploitation of a client.

2.5. Discipline
Disciplinary action will be taken in cases where good reasons and clear evidence exist.
It is the policy of PROHELI INTERNATIONAL SERVICES LIMITED that disciplinary
action should be:

· Appropriate to the nature of the offence that has been committed

· Consistent with precedent, within the provisions of the Personnel policies

· Fair, since employees will be allowed to make their representations and will have
the right to appeal, after the disciplinary decision has been conveyed to them.

Nature of Offences:

There are 3 types of offences: minor, major and gross misconduct. In some cases, the
boundaries between these categories are not always clearly defined and the Chief
Executive Officer may be asked for guidance.

Minor Offences: Punishment for minor offences ranges from caution to warning (oral or
written). Examples of minor offences include, but are not limited to, the following:

· Continued lateness to work

· Absence from duty without permission
· Avoiding work on account of feigned sickness
· Sleeping on duty or unauthorized absence from duty.

Major Offences: Punishment for major offences ranges from severe reprimand to
termination or even prosecution in a court of law. Examples include, but are not limited
to, the following:

· Absence from work for a period of more than 2 days without permission or
acceptable excuse
· Sexual harassment
· Repetition of minor offences
· Disregarding safety policies and procedures

Gross Misconduct: Punishment for gross misconduct offences may result in summary
dismissal or even prosecution in a court of law. Examples of gross misconduct offences
include, but are not limited to:

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· Mis-selling of PROHELI INTERNATIONAL SERVICES LIMITED products and
services, including but are not limited to, falsely representing the product in
order to make a sale.
· Repetition of major offences
· Willful neglect to perform official duties or to carelessly and improperly perform
any work which is in one's line of duty
· Insubordination refers to the intentional refusal to obey an employer's lawful and
reasonable orders.
· Willful misuse/damage of the PROHELI INTERNATIONAL SERVICES
LIMITED property
· Physical violence on self or other employees
· Soliciting, giving or accepting bribes or commissions, including accepting gifts
from suppliers and Vendors.
· Misappropriation and theft of PROHELI INTERNATIONAL SERVICES
LIMITED property
· Writing or publishing any official information which has not been cleared for
publication by the Chief Executive Officer
· Giving false information in respect of educational qualifications or experience or
at investigations authorized by PROHELI INTERNATIONAL SERVICES
LIMITED
· Forgery and bribery.
· Fraud or embezzlement against PROHELI INTERNATIONAL SERVICES
LIMITED or our customers
· Intoxication on drugs and/or alcohol while on duty.
· Violent or abusive behavior.
· Unauthorized absence; when an employee is off work with neither their
employer’s permission nor a statutory or contractual right to be so.
· Willfully damaging company property or removing company property without
authorization.

Every employee has the duty and the responsibility to be aware of and abide by existing
rules and policies. Employees also have the responsibility to perform his/her duties to
the best of his/her ability and to the standards as set forth in his/her job description or
as otherwise established.

PROHELI INTERNATIONAL SERVICES LIMITED supports the use of progressive

discipline to address issues such as poor work performance or misconduct. Our
progressive discipline policy is designed to provide a corrective action process to
improve and prevent a recurrence of undesirable behavior and/or performance issues.
Our progressive discipline policy has been designed to be consistent with our
organizational values, HR best practices and employment laws.

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Outlined below are the steps of our progressive discipline policy and procedure.
PROHELI INTERNATIONAL SERVICES LIMITED reserves the right to combine or
skip steps in this process depending on the facts of each situation and the nature of the
offence. The level of disciplinary intervention may also vary. Some of the factors that
will be considered are whether the offence is repeated despite coaching, counseling
and/or training; the employee's work record; and the impact the conduct and
performance issues have on our organization.

The following outlines PROHELI INTERNATIONAL SERVICES LIMITED

progressive discipline process:

1. Verbal warning: A supervisor verbally counsels an employee about an issue of

concern, and a written record of the discussion is placed in the employee's file for
future reference.

2. Written warning: Written warnings are used for behavior or violations that a
supervisor considers serious or in situations when a verbal warning has not helped
change unacceptable behavior. Written warnings are placed in an employee’s
personnel file. Employees should recognize the grave nature of the written warning.

3. Final Written Warning: A second and final written warning will be issued in the
case that conduct or performance concerns addressed in a previous written warning
has not improved.

There may be exceptions to the formal disciplinary procedures, in cases where

misconduct is serious enough to justify only one written warning, which will act as the
first and final warning or instant dismissal. Examples (which are not exhaustive) of
offences in which this exception may apply include, mis-selling (i.e mis – representation
and fraudulent usage of PROHELI INTERNATIONAL SERVICES LIMITED customer
membership cards insubordination, sexual harassment, verbal abuse, refusal to obey
reasonable instructions, and unauthorized absence. All records of disciplinary action
will be filed in the employee's personnel file.

Written Warning Procedure:

In all instances of formal, written warning, the following procedure will be used:

The employee will be issued a Show Cause Letter citing the nature of the offence and
requiring him/her to show cause why disciplinary action should not be taken. The
employee shall, within 2 working days of receipt of the Show Cause letter, state his/her
defense in writing, or state in writing that he/she reserves his/her defense for personal

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hearing. An employee who opts to be heard in person shall be heard by the Human
Resource department.

Suspension: A member of staff who engages in theft, embezzlement or fraud or any

other loss of PROHELI INTERNATIONAL SERVICES LIMITED revenue or when
she/he is convicted by a court of an offence relating to PROHELI INTERNATIONAL
SERVICES LIMITED that is likely to lead to his/her dismissal, he/she will be
suspended from duty for one month with half pay while investigations are being
carried out.

Grievance Handling Procedure:

In cases where there are misunderstandings or disputes between staff, the aggrieved
party shall show cause for their grievance.

The grievance procedures are intended for the settlement of all disputes and grievances,
which the employee may wish to resolve. The objective is to settle any grievance fairly,
simply and quickly. The accused staff will be given the option of being accompanied by
a colleague, if he/she so wishes.

Every employee is entitled to have his/her grievances heard, using the procedure
below:

An aggrieved staff should first discuss their concerns with the persons involved.

If this does not resolve the matter, he/she will refer the matter to the supervisor/line
manager. It is the responsibility of the supervisor/line manager to keep the Human
Resource department informed during the process.

If the immediate supervisor is unable to resolve the grievance to the satisfaction of the
aggrieved staff member, the case can be taken to the next level of supervisor and so on
until it reaches the Chief Executive Officer.

The Chief Executive Officer may designate a person or persons who will investigate the
case and advise him/her on actions to be taken. In the case investigations reveal that the
accused is guilty of the offence, she/he can make an appeal within 10 working days of
issue of judgment. The Chief Executive Officer will hear all appeals and his/her
decision is final.

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3. RECRUITMENT, SELECTION AND ASSESSMENT

3.1. Recruitment Procedures

The Chief Executive Officer is responsible for the appointment of all employees. The
Human Resource department will advise on the process. Appointments will be made
following the recruitment process.

i. Vacancy Announcements
Any vacancy announcement must include the position, title, brief description of duties
and responsibilities, qualifications and experience required, other desirable
qualifications, a brief description of the organization, duty station, application
procedures, closing date for application and specific references. All vacancy
announcements shall be the responsibility of the Chief Executive Officer and the
Human Resource department.

ii. Internal Vacancy Announcements:

Any eligible and qualified employee may apply for a posted position by completing an
application supplied by Human Resources. However, applications will only be
considered for the position if the employees:

a) Provide evidence that they possess the required qualifications.

b) Have no current Performance Improvement notifications.
c) Have not been excessively absent or late during the past 6 months.
d) Have received at least a good rating on their last performance appraisal (hitting
at least the minimum break-even target).
e) Have been an employee of the Organization for at least six months.
f) Of PROHELI INTERNATIONAL SERVICES LIMITED balance complaints.

Management retains the discretion to make exceptions to the policy.

iii. External Vacancy Announcements:

External vacancy announcements shall be made in the Newspapers and/or on online
job boards. (If applicable).

The decision for selecting the appropriate medium shall be at the discretion of the Chief
Executive Officer.

Selection

Candidates who are short-listed based on their application will go through a rigorous
selection procedure. An interview panel will be set up and all attempts will be made to
ensure appropriate representation of gender on the panel. In the case of senior

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positions, the inclusion of an external consultant with expertise in that area on the
interview panel may facilitate the level of objectivity.

Interview

Human Resource department will invite shortlisted applicants for the interview. The
supervisor will develop a set of criteria and grade/salary for the position and will
convene the interview panel before the interview to agree on a pattern of discussion to
be followed. Depending upon the position, a variety of methods of assessment may be
used.

Offer of Appointment:

The terms and conditions of employment should be agreed with the Chief Executive
Officer before an offer is made.

i. Offer of Appointment Process:

All offers of employment will be made in writing by the Chief Executive Officer and
will usually be subject to receiving written satisfactory references prior to
commencement of employment. Offer letters will be accompanied by copies of
appropriate Terms and Conditions of service, a job description and an initial
Information Form for completion.

ii. Acceptance and Contract Forms:

Upon receipt of the offer letter, the appointee will write an acceptance letter to the Chief
Executive Officer acknowledging acceptance of the employment offer.

All staff shall sign a formal contract on acceptance of the offer of appointment and
receipt of reference

iii. Engaging of Consultants:

Consultants are independent contractors who are directly engaged by PROHELI
INTERNATIONAL SERVICES for a specific assignment and for specific periods of time.
Consultants are not legal employees of PROHELI INTERNATIONAL SERVICES
LIMITED and thus the provisions stipulated in the manual shall not be applicable to
them.

The recruitment of consultants shall be the responsibility of the Chief Executive Officer.
The process shall be carried out on a competitive basis. Recommendation from a proper
person or institutions, however, shall at times be considered.

A contract of agreement must be signed before commencement of the assignment

Documents Required on Personnel Records:

Upon engagement, an employee will be required to provide a completed and signed

PROHELI INTERNATIONAL SERVICES LIMITED Biographical Data Form.

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PROHELI INTERNATIONAL SERVICES LIMITED maintains personnel files on all
categories of employees. Staff personnel files shall contain the following, if applicable:

· A copy of the employee’s passport or other photo identification

· Signed guarantee form
· Signed equipment form
· Documentation of verification of references
· A copy of all educational qualifications
· Completed and signed PROHELI INTERNATIONAL SERVICES LIMITED
Biographical Data Form
· Resume & Scopes of Work
· Acknowledgment and receipt of PROHELI INTERNATIONAL SERVICES
LIMITED Human Resources Manual.
· All other documents generated in connection with the employee's employment
with PROHELI INTERNATIONAL SERVICES LIMITED.

3.2. Induction/Orientation
PROHELI INTERNATIONAL SERVICES LIMITED will induct and orient all new staff
at the time of joining through a structured process. To facilitate the new employee’s
integration into the team, the Human Resource department will orient all new
employees on the company rules and regulations, administrative procedures, and
PROHELI INTERNATIONAL SERVICES LIMITED protocol.

All new employees shall be given a copy of the Human Resources Manual. It is the
supervisor’s responsibility to arrange an appropriate induction program for every new
staff member on joining PROHELI INTERNATIONAL SERVICES LIMITED. The main
objective will be to ensure new staff is introduced to all colleagues, understand the
structure of PROHELI INTERNATIONAL SERVICES LIMITED and their role within
that structure, and understand the policies and procedures of PROHELI
INTERNATIONAL SERVICES LIMITED.

3.3. Probation
All new employees will serve a probationary period. The length of the probation period
will be stated in the terms and conditions of employment and is dependent on the skills
and competencies required for the role. The maximum length of the probationary
period will be six months.

The probationary period is a time to assess whether the employee and the employer are
a proper fit for one another. During the probationary time, the Chief Executive Officer
or the employee may terminate the employment upon giving the written notice as
outlined in the employee’s contract, without reason to other party.

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It is imperative that during this time the supervisor and new staff set joint targets,
which are regularly reviewed. By the end of the probation period, both the supervisor
and the new staff will be in a position to accurately assess performance and potential.

At the end of the probationary period, the contract may be extended based on a review
of the Employee’s performance of his/her work duties.

The Chief Executive Officer will issue a Letter of confirmation of regular employment
or termination as appropriate.

3.4. Employee Identification

To ensure compliance with the Data Protection Act, Employee Identifications Numbers
(EIN’s) are used throughout PROHELI INTERNATIONAL SERVICES LIMITED in
order to provide individuals with a unique reference number.

All employees are issued with an identity card (I.D) on the commencement of
employment; this should be worn whenever on duty. ID cards remain the property of
PROHELI INTERNATIONAL SERVICES LIMITED and should be returned to the
Human resource department on an employee’s final exit. Lost or stolen identity cards
must be reported to the Human Resource department immediately for a replacement to
be arranged. The employee shall bear the cost of the replacement of the photo identity
card.

3.5. Professional Development

PROHELI INTERNATIONAL SERVICES LIMITED is committed to continuous
development of staff potential. PROHELI INTERNATIONAL SERVICES LIMITED
actively acknowledges that its most important resources are its staff and the knowledge,
skills and values they bring to their work.

Professional development activities may include but are not limited to: opportunities
for on-the-job training, cross training, coaching, and internships; attendance at courses,
workshops, seminars, lectures, and meetings; and participation in professional and
technical associations. Professional developmental activities must be approved by the
supervisor and/or Chief Executive Officer.

4. TERMINATION OF EMPLOYMENT

4.1. Required Notice Period

The employer or an employee is required to give notice depending on the lengths of
continuous service. The following are the notice periods:

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· 0 – 6 months (Probationary period): 2 weeks
· 6 months – 1 year: 2 weeks
· 1 year – 5 years: 1 month
· 5 years – 10 years: 2 months
· 10 years or more: 3 months
Termination of employment within an organization can occur for several different
reasons.

· Resignation: Although we hope your employment with us will be a mutually

rewarding experience, we understand that varying circumstances cause
employees to voluntarily resign from employment.

· Retirement: Employees who wish to retire are required to notify their head of
department and the Human Resource department in writing at least one (1)
month before the planned retirement date.

· Job abandonment: Employees who fail to report to work or contact their

supervisor for five (5) consecutive workdays shall be considered to have
abandoned the job without notice, effective at the end of their normal shift on
the fifth day. The supervisor shall notify the Human Resource department at the
expiration of the fifth workday and initiate the paperwork to terminate the
employee. Employees who are separated due to job abandonment are ineligible
for rehire. The employee will be paid their entitlements up to the date of
termination.

· Termination: Employees of PROHELI INTERNATIONAL SERVICES LIMITED

are employed on an at-will basis, and the company retains the right to terminate
an employee at any time. Employees will be notified of termination of
employment by the Chief Executive Officer in writing.

4.2. Return of Company Property

The separating employee must return all company property at the time of separation,
including uniforms, mobile phones, company flyers, membership cards, keys, hard
disks, PCs and identification cards. An employee will be required to sign the Wage
Deduction Authorization Agreement upon signing their contract of employment.
Failure to return some items may result in deductions from the final paycheck and in
some cases, may involve the police.

20
The separating employee shall contact the Human Resource department as soon as
notice is given to schedule an exit interview. The interview will be on the employee’s
last day of work or another day, as mutually agreed on.

Accrued annual leave will be paid in the last paycheck unless the employee resigned
and did not give and work for their full notice period.

4.3. Rehire
Former employees who left PROHELI INTERNATIONAL SERVICES LIMITED in good
standing and were classified as eligible for rehire may be considered for reemployment.
An application must be submitted to the Human Resource department, and the
applicant must meet all minimum qualifications and requirements of the position,
including any qualifying exam, when required.

Supervisors must obtain approval from the Human Resource department prior to
rehiring a former employee. Rehired employees begin benefits just as any other new
employee. Previous tenure will not be considered in calculating longevity, leave
accruals or any other benefits.

An applicant or employee who is terminated for violating policy or who resigned in

lieu of termination from employment due to a policy violation will be ineligible for
rehire.

4.4. Exit Interview/feedback session

Before leaving, the employee will be given the opportunity to provide feedback about
their experience at via an exit interview with the Human Resource department. In the
event of summary dismissal, there will be no exit interview.

5. WORKPLACE SAFETY

5.1. Drug-Free Workplace

PROHELI INTERNATIONAL SERVICES LIMITED has a longstanding commitment to
provide a safe and productive work environment. Alcohol and drug abuse pose a threat
to the health and safety of employees and customers, and to the security of our
equipment and facilities. For these reasons, PROHELI INTERNATIONAL SERVICES
LIMITED is committed to the elimination of drug and/or alcohol use and abuse in the
workplace.

This policy outlines the practice and procedure designed to correct instances of
identified alcohol and/or drug use in the workplace. This policy applies to all

21
employees and all applicants for employment of PROHELI INTERNATIONAL
SERVICES LIMITED. The Human Resource department is responsible for policy
administration.

Work Rules

The following work rules apply to all employees:

Whenever employees are working, are operating any company vehicle, are present on
company premises, or are conducting related work off-site, they are prohibited from:

a) Using, possessing, buying, selling, manufacturing or dispensing an illegal drug

(to include possession of drug paraphernalia).

b) Being under the influence of alcohol or an illegal drug as defined in this policy.

c) The presence of any detectable amount of any illegal drug or illegal controlled
substance in an employee’s body while performing company business or while in
a company facility is prohibited.

d) PROHELI INTERNATIONAL SERVICES LIMITED will not allow any employee

to perform their duties while taking prescribed drugs that are adversely affecting
the employee’s ability to safely and effectively perform their job duties.
Employees taking a prescribed medication must carry it in the container labeled
by a licensed pharmacist or be prepared to produce it if asked.

e) Any illegal drugs or drug paraphernalia will be turned over to an appropriate

law enforcement agency and may result in criminal prosecution.

5.2. Workplace Bullying

PROHELI INTERNATIONAL SERVICES LIMITED defines bullying as “repeated
inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise,
conducted by one or more persons against another or others, at the place of work
and/or in the course of employment.” Such behavior violates the company Code of
Ethics, which clearly states that all employees will be treated with dignity and respect.

The purpose of this policy is to communicate to all employees, including supervisors,

managers and executives, that the company will not tolerate bullying behavior.
Employees found in violation of this policy will be disciplined up to and including
termination.

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Bullying may be intentional or unintentional. However, it must be noted that where an
allegation of bullying is made, the intention of the alleged bully is irrelevant and will
not be given consideration when meting out discipline. As in sexual harassment, it is
the effect of the behavior upon the individual that is important. PROHELI
INTERNATIONAL SERVICES LIMITED considers the following types of behavior
examples of bullying:

 Verbal bullying: Slandering, ridiculing or maligning a person or his/her family;

persistent name calling that is hurtful, insulting or humiliating; using a person
as the butt of jokes; abusive and offensive remarks.
 Physical bullying: Pushing, shoving, kicking, poking, tripping, assault or threat
of physical assault; damage to a person’s work area or property.
 Gesture bullying: Non-verbal threatening gestures or glances that convey
threatening messages.
 Exclusion: Socially or physically excluding or disregarding a person in work-
related activities.

5.3. Violence in the Workplace

All employees, customers, vendors and business associates must be treated with
courtesy and respect at all times. Employees are expected to refrain from conduct that
may be dangerous to others.

Conduct that threatens, intimidates or coerces another employee, customer, vendor or

business associate will not be tolerated. PROHELI INTERNATIONAL SERVICES
LIMITED resources may not be used to threaten, stalk or harass anyone at the
workplace or outside the workplace. PROHELI INTERNATIONAL SERVICES
LIMITED treats threats coming from an abusive personal relationship as it does other
forms of violence.

Indirect or direct threats of violence, incidents of actual violence and suspicious

individuals or activities should be reported as soon as possible to a supervisor, security
personnel, Human Resources, or any member of senior management. When reporting a
threat or incident of violence, the employee should be as specific and detailed as
possible. Employees should not place themselves in peril, nor should they attempt to
intercede during an incident.

PROHELI INTERNATIONAL SERVICES LIMITED will promptly and thoroughly

investigate all reports of threats of violence or incidents of actual violence and of
suspicious individuals or activities. The identity of the individual making a report will
be protected as much as possible. PROHELI INTERNATIONAL SERVICES LIMITED
will not retaliate against employees making good-faith reports of violence, threats or
suspicious individuals or activities. In order to maintain workplace safety and the

23
integrity of its investigation, PROHELI INTERNATIONAL SERVICES LIMITED may
suspend employees suspected of workplace violence or threats of violence, with half
pay, pending investigation.

Anyone found to be responsible for threats of or actual violence or other conduct that is
in violation of these guidelines will be subject to prompt disciplinary action up to and
including termination of employment.

PROHELI INTERNATIONAL SERVICES LIMITED encourages employees to bring

their disputes to the attention of their supervisors or Human Resource before the
situation escalates. PROHELI INTERNATIONAL SERVICES LIMITED will not
discipline employees for raising such concerns.

5.4. Safety
It is the responsibility of each employee to conduct all tasks in a safe and efficient
manner complying with all local safety and health regulations and company standards,
and with any special safety concerns for use in a particular area or with a client.

It is the responsibility of the employee to complete an Accident and Incident Report for
each safety and health infraction that occurs by an employee or that the employee
witnesses. Failure to report such an infraction may result in employee disciplinary
action, including termination.

Furthermore, management requires that every person in the organization assumes the
responsibility of individual and organizational safety. Failure to follow company safety
and health guidelines or engaging in conduct that places the employee, client or
company property at risk can lead to employee disciplinary action and/or termination.

5.5. Smoke-Free Workplace

It is the policy of PROHELI INTERNATIONAL SERVICES LIMITED to prohibit
smoking on all company premises in order to provide and maintain a safe and healthy
work environment for all employees. The law defines smoking as the "act of lighting,
smoking or carrying a lighted or smoldering cigar, cigarette or pipe of any kind."

The smoke-free workplace policy applies to:

· All areas of company buildings.

· All company-sponsored off-site conferences and meetings.
· All vehicles owned or leased by the company.
· All visitors (customers and vendors) to the company premises.
· All contractors and consultants and/or their employees working on the
company premises.

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 · All employees, temporary employees and student interns.

Employees who violate the smoking policy will be subject to disciplinary action up to
and including immediate discharge.

6. WORKPLACE EXPECTATIONS

6.1. Confidentiality
Our clients and other parties with whom we do business entrust the company with
important information relating to their businesses. It is our policy that all information
such as company performance is considered confidential and will not be disclosed to
external parties or to employees without a “need to know.” If an employee questions
whether certain information is considered confidential, he/she should first check with
his/her immediate supervisor.

This policy is intended to alert employees to the need for discretion at all times and is
not intended to inhibit normal business communications.

All inquiries from the media must be referred to the Chief Executive Officer.

6.2. Conflicts of Interest

Employees must avoid any relationship or activity that might impair, or even appear to
impair, their ability to make objective and fair decisions when performing their jobs. At
times, an employee may be faced with situations in which business actions taken on
behalf of PROHELI INTERNATIONAL SERVICES LIMITED may conflict with the
employee’s own personal interests. Company property, information or business
opportunities may not be used for personal gain.

Conflicts of interest could arise in the following circumstances:

a) Being employed by, or acting as a consultant to, a competitor or potential

competitor, supplier or contractor, regardless of the nature of the employment,
while employed with PROHELI INTERNATIONAL SERVICES LIMITED.
b) Hiring or supervising family members or closely related persons.
c) Serving as a board member for an outside commercial company or organization.
d) Owning or having a substantial interest in a competitor, supplier or contractor.
e) Accepting gifts, discounts, favors or services from a customer/potential
customer, competitor or supplier, unless equally available to all company
employees.
Employees with a conflict-of-interest question should seek advice from management.
Before engaging in any activity, transaction or relationship that might give rise to a

25
conflict of interest, employees must seek review from their manager or the Human
Resource department.

6.3. Outside Employment

An Employee shall not directly or indirectly undertake any paid work of any company
other than PROHELI INTERNATIONAL SERVICES LIMITED. An employee shall not
undertake any voluntary work/training during prescribed PROHELI
INTERNATIONAL SERVICES LIMITED working hours without a written permit of the
Human Resource of PROHELI INTERNATIONAL SERVICES LIMITED.

6.4. Working Hours

Subject to each Employee’s employment contract, Employees will be required to work
48 hours per week, from Monday to Friday, with a one-hour lunch break. The reporting
time will vary according to the role and responsibilities as stipulated in the contract.

6.5. Attendance and Punctuality

Leave and holidays must be scheduled with the Human Resource department and your
Line Manager in advance. Sick leave may be used in the case of emergency or sudden
illness without prior scheduling. Patterns of absenteeism or tardiness may result in
discipline even if the employee has not yet exhausted available paid time off.

Not reporting to work and not calling to report the absence is a no-call/no-show and is
a serious matter. The first instance of a no call/no show will result in a written warning.
The second separate offence will result in a second written warning and the third
separate offence may result in termination of employment with no additional
disciplinary steps. A no call/no show lasting five days may be considered job
abandonment and may be deemed an employee’s voluntary resignation of
employment. He / she will not be paid for the missed days of work only.

6.6. Attire and Grooming

It is important for all employees to project a professional image while at work by being
appropriately attired. PROHELI INTERNATIONAL SERVICES LIMITED employees
are expected to be neat, clean and well-groomed while on the job.

PROHELI INTERNATIONAL SERVICES LIMITED is confident that employees will use

their best judgment regarding attire and appearance. Management reserves the right to
determine appropriateness. Any employee who is improperly dressed will be counseled
or in severe cases may be sent home to change clothes. Continued disregard of this
policy may be cause for disciplinary action, which may result in termination.

26
Employees will be issued with PROHELI INTERNATIONAL SERVICES LIMTED
branded shirts and are expected to wear them whenever on duty unless advised
otherwise. Failure to adhere to the dress and appearance may constitute misconduct
and may result in formal disciplinary proceedings.

6.7. Electronic Communication and Internet Use

The following guidelines have been established for using the Internet, company-
provided cell phones and e-mail in an appropriate, ethical and professional manner:

i. Internet, company-provided equipment (e.g., cell phones, laptops, and

computers) and services may not be used for transmitting, retrieving or storing
any communications of a defamatory, discriminatory, harassing or
pornographic nature. The use of smart phones to take pictures while at the plant
is strictly prohibited.

ii. The following actions are forbidden: using disparaging, abusive, profane or
offensive language; creating, viewing or displaying materials that might
adversely or negatively reflect upon PROHELI INTERNATIONAL SERVICES
LIMITED or be contrary to PROHELI INTERNATIONAL SERVICES LIMITED’s
best interests; and engaging in any illegal activities, including piracy, cracking,
extortion, blackmail, copyright infringement, and unauthorized access of any
computers and company-provided equipment such as cell phones and laptops.

iii. Employees may not copy, retrieve, modify or forward copyrighted materials,
except with permission or as a single copy to reference only.

iv. Employees must not use the system in a way that disrupts its use by others.
Employees must not send or receive large files that could be saved/transferred
via thumb /usb drives. Employees are prohibited from sending or receiving files
that are not related to work. The employees should desist from using thumb
/usb drives if they are not sure of the source.

v. Employees should not open suspicious e-mails, pop-ups or downloads.

vi. Internal and external e-mails are considered business records and may be
subject to discovery in the event of litigation. Be aware of this possibility when
sending e-mail within and outside the company.

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Right to Monitor

All company-supplied technology and company-related work records belong to the

company and not to the employee. PROHELI INTERNATIONAL SERVICES LIMITED
routinely monitors use of company-supplied technology. Inappropriate or illegal use or
communications may be subject to disciplinary action up to and including termination
of employment.

7. IT POLICY

7.1. Laptop Use

i. Objective
The document outlines the provisions pertaining to laptops and mobile phones provided
by PROHELI INTERNATIONAL SERVICES LIMITED for official use.

ii. Purpose
Laptop computers provide important functionality, allowing employees to have their
computing resource at hand in the workplace, and those who travel on business to be
maximally functional and productive while away.

iii. Scope
These procedures apply to all employees who use Company owned laptops and mobile
phones. These individuals are hereinafter referred to as "owners."

Each owner of a Company-owned laptop/phone is responsible for the security of that

laptop/mobile phone, regardless of whether it is used in the office, at one's place of
residence, or in any other location such as a hotel, conference room, car or any other
area. In the event that the laptop is lost or stolen, the employee shall take responsibility
for replacing the equipment with an item of equivalent functionality or price.

a. Laptop Usage & Security

Each employee issued with a laptop is responsible for the security of that laptop and
related accessories, regardless of whether the laptop is used in the office, at the
employee’s place of residence, or in any other location such as a hotel, conference room,
car or airport etc.

Employees are required to set passwords for their laptops and telephone handsets and
ensure they are kept safe. All workstations (desktops and laptops) should be secured
with a lock-on-idle policy active after at most 10 minutes of inactivity. In addition, the
screen and keyboard should be manually locked by the responsible user whenever
leaving the machine unattended.

28
Employees are required to download and activate an online anti – virus and this would
require them to regularly ensure it is up to date. A full system scan of the laptops is
required once a week.

All laptops acquired for or on behalf of the company shall be deemed company
property.

b. Theft / Loss of Laptop

Employees in possession of Company equipment such as laptops and walkie talkies are
expected to protect the equipment from loss, damage or theft.

In the event of theft, the user employee will be required to report the matter at the
concerned police station where the theft happened.

The employee will immediately inform Human Resources department and approach
with a copy of Police report or letter for further necessary action.

Where loss or damage is caused by carelessness, negligence or malicious acts, the

employee will be personally liable, and will meet the cost of loss or damage, as
determined by the Chief Executive Officer.

c. Termination of services
The employee will be required to return the laptop to the HR department on
termination of services with the Company.

Failure to turn in the laptop may result in withholding payments such as Full & Final
settlement until the laptop is returned.

7.2. Telephone and Cell Phone Policy

i. Subject to requirements of the role, you shall be provided with a telephone
handset and sufficient airtime to conduct work-related calls only (if eligible).
Mobile handsets are given out depending on the role and as PROHELI
INTERNATIONAL SERVICES LIMITED management may deem appropriate.

ii. Each employee issued with a mobile handset is responsible for the security of
that phone regardless of whether the phone is used in the office, at the employee’s
place of residence, or in any other location. In the event that the phone handset is
lost or stolen, the employee shall take responsibility for replacing the equipment
with an item of equivalent functionality or price.

iii. While at work employees must exercise the same discretion in using walkie
talkies as for the use of Company phones. Personal calls during the work hours,
regardless of the phone used can interfere with employee productivity and be
distracting to others.

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 iv. It is therefore required that all phones be placed on silent /vibrate to avoid
distractions and to maintain concentration.

v. Mobile handsets should also be on silent or switched off during meetings,

lectures, seminars, training courses etc. except in very exceptional circumstances
where it is vital to make or receive an urgent business call. In such circumstances
you should adjust the phone to ‘silent’ mode and alert colleagues to the fact an
urgent call needs to be made or is expected.

vi. You are expected to use your mobile phones only when conducting PROHELI
INTERNATIONAL SERVICES LIMITED related work. When using the mobile
phones in a public place, ensure that you are being sensible, i.e., utilizing the
phone in a discreet way, limiting the opportunity for theft / loss or damage.
Ensure that it is kept close to your person, not in a back pocket, open handbag, left
on chairs / tables etc. in a public place.

8. SOCIAL MEDIA— NOT Acceptable Use

8.1. Policy statement

This policy is not allowed by the use of social media, specifically social networking
websites like Facebook, LinkedIn, Twitter and WhatsApp.

This policy outlines the standards PROHELI INTERNATIONAL SERVICES LIMITED

requires staff to observe when using social media, the ways in which we won’t allow
use of social media and the action we will take in respect of breaches of this policy.

The objective of this policy is to protect the reputation, interests and confidentiality of
PROHELI INTERNATIONAL SERVICES LIMITED as well those of our partners,
customers and employees.

8.2. People covered by this policy

All PROHELI INTERNATIONAL SERVICES LIMITED employees are covered by this
policy, including agents, consultants and contractors, part-time and fixed-term
employees, (collectively referred to as staff in this policy).

8.3. The scope of the policy

Breach of this policy will be dealt with under our disciplinary policy in the HR manual,
and if deemed to be serious, can be treated as gross misconduct leading to summary

30
dismissal. If breach or misuse constitutes criminal activity, management will share
information with the police.

The HR Officer is responsible for enforcing this policy.

The HR Officer is responsible for monitoring social media platforms, but staff are
responsible for their own compliance with this policy.

Breaches of this policy should be reported to The HR Officer.

8.4. Management/use of official PROHELI INTERNATIONAL SERVICES

LIMITED social media sites
Only the PROHELI INTERNATIONAL SERVICES LIMITED Uganda management
team may post material on official PROHELI INTERNATIONAL SERVICES LIMITED
social media platforms.

The objective of PROHELI INTERNATIONAL SERVICES LIMITED social media

platforms is to communicate with our customers and to create a sense of community
within the customer base.

Only approved content may be shared on PROHELI INTERNATIONAL SERVICES

LIMITED social media platforms. Approval must be sought and given by the Chief
Executive Officer.

Approved content is restricted to information on:

i. PROHELI INTERNATIONAL SERVICES LIMITED products, services,

promotional events or campaigns
ii. Company developments e.g., new hires, award wins, etc.
iii. Relevant industry information e.g., consumer rights legislation
iv. Social media sites may also be used to communicate seasonal or festival greeting,
provided that all content is signed off by the Chief Executive Officer (and is
compliant with clause 9, relating to religious content)

Sharing photos is encouraged but permission must be granted by the subjects (i.e., staff
must get verbal agreement to take and share an image of a customer or partner)

When commenting on a media article, post a link rather than copying large portions of
the article as this may infringe copyright laws.

Commercially sensitive, anti-competitive, private or confidential information must not

be shared.

31
8.5. Staff and social media – interaction with official platforms
Staff are not permitted to join customer facing social media sites, specifically the
PROHELI INTERNATIONAL SERVICES LIMITED Uganda Facebook page using their
personal social media accounts

Staff may repost or ‘like’ material posted on PROHELI INTERNATIONAL SERVICES

LIMITED social media sites and feeds using their personal social media accounts

8.6. Staff and social media – interaction with customers

Staff are not permitted to ‘add’, ‘follow’ or otherwise interact with customers over social
media.

In the event that a customer engages with a member of staff via social media, the
member of staff should politely direct them to official PROHELI INTERNATIONAL
SERVICES LIMITED social media platforms.

8.7. Staff and social media - work related use

We are aware of the importance of connecting with our audiences through social media,
and for our staff to be part of on-going industry conversations.

We permit PROHELI INTERNATIONAL SERVICES LIMITED management staff to

interact with contacts and to discuss regulatory or industry developments on social
media platforms, provided they have:

Read and understood this policy; and sought and gained prior approval to do so from
the Chief Executive Officer.

Staff must issue the following disclaimer: “Views expressed are my own and not those of my
employer”.

8.8. Staff and social media – personal use during work hours
Use of social media is a privilege, not a right, and the management reserves the right to
withdraw permission or access (via company network) to social media platforms at any
time.

The conditions for personal use are:

· Most activity takes place outside of normal working hours i.e. during lunch or
approved breaks, or before 8:30am and after 6pm
· Usage does not interfere with the commitments or responsibilities of your role
· Use is compliant with the rest of this policy

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8.9. Harassment, defamation and discriminatory material
Under no circumstances may staff upload, forward or post a link to any content which
is:

a) Obscene (offensive to accepted standards of decency or modesty, sexually explicit

(pornographic) or profane)

b)Discriminatory (unfair or prejudicial distinction between people or groups on the

basis of race, religion, gender, age or sexuality)

c) Derogatory (insulting or disrespectful, with the intent to offend or upset)

d) Defamatory (damaging the good reputation of someone; especially issuing false

information that is slanderous or libelous)

e) In breach of copyright or other intellectual property rights

f) Invades the privacy of any person

g) Publishing content that falls into any of the categories listed in 8.9, constitutes gross
misuse and will likely result in immediate dismissal. It may also constitute a
criminal offence, resulting in legal action against you (or PROHELI
INTERNATIONAL SERVICES LIMITED)

h) Harassment or bullying via social media will not be tolerated. Any member of
staff who feels harassed, bullied or offended by material posted by a colleague
should report the incident to the HR Manager. Any member of staff found to be
harassing or bullying a colleague using social media channels will likely face
immediate dismissal

8.10. Best practice for use of social media

i. Be mindful of the fact that your online activity has an impact on the way people
perceive PROHELI INTERNATIONAL SERVICES LIMITED. As such we request
that you:
ii. Comply with the terms of use of any social media platforms you use
iii. Be prompt in admitting and correcting mistakes

33
 iv. Do not escalate heated discussions – if necessary, use rational, fact-based
responses to counter misrepresentations
v. Never discuss our partners, suppliers or competitors without their prior approval
vi. Always be respectful of other people’s beliefs and feelings, do not post material
which may cause upset e.g., political or religious rhetoric
vii. ·Take personal responsibility for the content that you post
viii. ·Report any content (critical or positive) posted about PROHELI
INTERNATIONAL SERVICES LIMITED on social media to the Chief Executive
Officer.

8.11. Monitoring use of social media websites

Management may monitor social media (personal and work use) and take action where
breaches of this policy are found. Monitoring is only carried out to the extent permitted
or as required by law and as necessary and justifiable for business purposes.

Where evidence of misuse is found, management will conduct a review/investigation

and take action in accordance with the disciplinary policy in the HR Manual. If
necessary, information will be shared with the police.

8.12. Solicitations, Distributions and Posting of Materials

PROHELI INTERNATIONAL SERVICES LIMITED prohibits the solicitation,
distribution and posting of materials on or at company property by any employee or
non-employee, except as may be permitted by this policy. The sole exceptions to this
policy are charitable and community activities supported by PROHELI
INTERNATIONAL SERVICES LIMITED management and company-sponsored
programmes related to PROHELI INTERNATIONAL SERVICES LIMITED products
and services.

Provisions:

i. Non-employees may not solicit employees or distribute literature of any kind on

company premises at any time.
ii. Employees may only admit non-employees to work areas with management
approval or as part of a company-sponsored programme. These visits should not
disrupt workflow. An employee must accompany the non-employee at all times.
Former employees are not permitted onto company property except for official
company business.
iii. Employees may not solicit other employees during work times, except in
connection with a company-approved or sponsored event.
iv. Employees may not distribute literature of any kind during work times or in any
work area at any time, except in connection with a company-sponsored event

34
v. The posting of materials or electronic announcements are permitted with
approval from Human Resources.

Violations of this policy should be reported to Human Resources.

8.13. Employee Personnel Files

Employee files are maintained by the Human Resource department and are considered
confidential. Managers and supervisors may only have access to personnel file
information on a need-to-know basis.

A manager or supervisor considering the hire of a former employee or transfer of a

current employee may be granted access to the file, or limited parts of it, in accordance
with anti-discrimination laws.

Personnel file access by current employees and former employees upon request will
generally be permitted within a day of the request. Personnel files are to be reviewed in
the Human Resource department. Personnel files may not be taken outside the
department.

Representatives of government or law enforcement agencies, in the course of their

duties, may be allowed access to file information.

9. COMPENSATION

9.1. Performance and Salary Review

Performance appraisals are conducted on a 6 months cycle. Employees will receive an
annual performance review on the established date each year. The performance
appraisal will be discussed, and both the employee and manager will sign the form to
ensure that all strengths, areas for improvement and job goals for the next review
period have been clearly communicated. Performance evaluation forms will be retained
in the employee’s personnel file.

Merit increases are based on company performance and financials and are not
guaranteed. A performance review does not always result in an automatic salary
increase. The employee’s overall performance and salary level relative to his/her
position responsibilities are evaluated to determine if a salary increase would be
warranted.

35
9.2. Payment of Wages
No overtime will be paid to any employee unless a prior request is made to engage you
outside normal working hours and confirms the amount of overtime to be paid. The
base salary will be paid in Uganda shillings payable in monthly arrears on the last
working day of the month. A net salary shall be paid into your bank account or by
cheque after deducting all statutory deductions e.g., NSSF, Income Tax (PAYE) and
Local Service Tax. For sales staff, the commission shall be calculated on the first
working day of the following month, and payment, net of statutory deductions, shall be
paid by the second working week of the following month. (if applicable).

9.3. Reimbursable Expenses

In performing assigned duties, staff members will occasionally incur expenses, such as
travel or hotel accommodation. Staff will be reimbursed for the expenses incurred based
on the submission of an authorized claim supported by appropriate receipts. All
reimbursable expenses must be approved by the Chief Executive Officer. These
expenses are not part of an employee's salary.

9.4. Out-of station Allowances

PROHELI INTERNATIONAL SERVICES LIMITED will pay staff out of station
allowances to cover reasonable expenditure incurred when traveling on work-related
business. If required to work out of station due to the nature of the job, allowances
incurred will be as per PROHELI INTERNATIONAL SERVICES LIMITED off station
policy. All such allowances shall be pre-agreed in writing by PROHELI
INTERNATIONAL SERVICES LIMITED and yourself.

9.5. NSSF
PROHELI INTERNATIONAL SERVICES LIMITED contributes to the NSSF. On a
monthly basis, 5% of the employee’s gross salary will be automatically deducted from
the staff member’s paycheck. Each month, PROHELI INTERNATIONAL SERVICES
LIMITED will contribute 10% of an employee’s gross salary to the NSSF. The total
contribution to this scheme for each individual will be 15%.

9.6. Meal/Rest Periods

Mandatory Meal Period

Employee meal periods are important to company productivity and employee health.
Employees who work at least 8 hours will be provided a meal break not to exceed an
hour. The meal period will not be included in the total hours of work per day and is not

36
compensable. Non-exempt employees are to be completely relieved of all job duties
while on meal breaks and must clock out for meal periods.

Impermissible Use of Meal Period and/or Rest Breaks

The lunch period may not be used to account for an employee's late arrival or early
departure or to cover time off for other purposes—for example; lunch breaks may not
be accumulated to extend a meal period. Lunch periods must be kept to a maximum of
1 hour.

10. TIME OFF/LEAVES OF ABSENCE

10.1. Annual Leave

Annual leave will total to 21 working days per year worked and employees joining after
1st January will be granted pro-rata leave in their first year. Leave can be taken
following successful completion of the probationary period. Leave can be used only
after it is earned. Leave will not be earned during an unpaid leave of absence. All
employees are encouraged to take all their annual leave each year.

To schedule leave, employees should submit a completed leave form to the supervisor
at least a week before the requested leave, exceptions to these being sick leave or
compassionate leave where this may not apply. Employees must ensure that they have
enough accrued leave available to cover the dates requested. Requests will be approved
based on a number of factors, including department operating and staffing
requirements.

The Human Resource department should return the leave request to the employee
within three (3) business days of the date it is submitted indicating that the request has
been approved or denied. If the request for leave is denied, the Human Resource
department should provide an appropriate reason on the form returned to the
employee.

If employment is terminated, accrued unused leave earned through the last day of
active employment will be paid at the employee’s base rate of pay at termination.

10.2. Sick Leave

All full-time, regular employees accrue sick leave from the date of hire, for a total of 20
working days per annum.

An employee will be required to produce a medical certificate from a recognized

medical practitioner every time you take sick leave and to fill in a sick leave application

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form. If you are sick for a period of over a continuous period of 2 months then your
contract will/may be terminated.

If sick leave is exhausted, any available vacation hours will be used in its place. An
employee who has a sick leave absence in excess of three consecutive working days
must present medical documentation for the absence. Employees are not paid for
unused sick leave upon termination of employment.

10.3. Compassionate Leave

An employee who wishes to take time off due to the death of a family member should
notify his or her supervisor immediately. Compassionate leave will be granted unless
there are unusual business needs or staffing requirements. A family member means
your spouse, child, spouse's child, daughter-in-law, son-in-law, brother, sister, mother,
father, grandparents, mother-in-law and father-in-law.

Employees are allowed up to six (6) days of paid leave in the event of the death of the
employee’s family member.

10.4. Maternity Leave

Subject to the Employment Act 6 of 2006, female employees who have, or who will have
completed the probation period of service by the time of the child’s birth will be
entitled, upon properly documented request, to sixty (60) working days of paid
maternity leave each year. Sick leave will not normally be granted in conjunction with
maternity leave unless serious medical complications develop either a week or more
prior to delivery or a week after delivery as documented by a physician’s statement. For
the avoidance of doubt, paid leave shall be in line with base salary only.

10.5. Paternity Leave

Subject to the Employment Act 6 of 2006, male staff shall be granted seven (7) days of
paternity leave. Leave each year will be granted upon delivery by the officially
registered spouse of the employee and is subject to formal notification to the Human
Resource department. If additional time is required, leave time should be requested in
accordance with the leave policy. For the avoidance of doubt, paid leave shall be in line
with base salary only.

10.6. Unpaid Leave

Where an employee's personal circumstances necessitate additional leave in excess of
annual entitlement, the Chief Executive Officer may, at his/her discretion, approve
such time off without pay. Requests should be made in writing to the Human Resource

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department at least a week prior to the leave being taken by filling in the form.
Approval will be given in consultation with the Chief Executive Officer and will be
mainly based on company’s ability to absorb the absence and the length of the
employee's employment with the company. An employee must have worked for the
company a minimum of a year (12 months) to apply for unpaid leave.

10.7. Public Holiday

Employees will be entitled to all public and statutory including ad hoc public holidays
of Uganda and will take them at full remuneration.

Public Holidays are as follows:

1st January New Year’s Day Easter Monday

26th January Liberation Day 1st May Labour Day

16th February Janan Luwum Day 3rd June Uganda Martyr’s Day

June 9th National Heroes Day

8th March Women’s Day

Idd el Fitr (variable) 9th October Independence Day

Idd Aduha (variable) 25th December Christmas Day

Good Friday 26th December Boxing Day

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11. TRANSPORT POLICY.

11.1. Policy Objective:

The objective of PROHELI INTERNATIONAL SERVICES LIMITED Policy on Transport
is to ensure that expenses for travel are cost-effective and provide a standard of service
that is appropriate for a private sector organization. The basic approach for travel
reimbursement is that PROHELI INTERNATIONAL SERVICES LIMITED will
reimburse the actual cost of transportation and work-related activities.
Policy Statement:

i. PROHELI INTERNATIONAL SERVICES LIMITED does not

reimburse for travel incurred as part of ordinary working
operations (e.g. travelling to official duties as part of ordinary
daily operations).

ii. Transport is reimbursed only for ordinary, reasonable and

necessary expenses when engaged in extraordinary authorized
travel;

iii. In cases of transport or refund, a petty cash voucher has to be

signed and completed and money obtained from the Accounts
Officer.

iv. Depending on the purpose, a motorcycle, taxi or cab can be used.

However, safety measures should always be taken.

General Guidelines regarding Travel:

If required to work out of station due to the nature of the job, allowances incurred will
be as per PROHELI INTERNATIONAL SERVICES LIMITED off station policy. All
such allowances shall be pre-agreed in writing by PROHELI INTERNATIONAL
SERVICES LIMITED and yourself.

12. BENEFITS

12.1. Workers’ Compensation Benefits

The company is covered under statutory workers' compensation laws. Employees who
sustain work-related injuries must immediately notify the Human Resource Officer.

40
Employees will be covered at least by the PROHELI INTERNATIONAL SERVICES
LIMITED Policy for Workers Compensation Insurance which provides a multiple of
your annual salary if you die or get permanent incapacity as a result of a work-related
accident.

12.2. Payment in the Case of Death

In case of death of the employee during the time of contract, the gross monthly salary
will be paid until the end of the month in which the death occurred. The money will be
paid to the next of kin, as nominated in the employee information form signed upon
your admission into the company.

13. HEALTH AND SAFETY AT WORK

Policy Objective:

The objective of PROHELI INTERNATIONAL SERVICES LIMITED Policy on Safety at

Work is to promote a working environment that is safe and is free of accidents and
injuries at work.

Policy Statement:

PROHELI INTERNATIONAL SERVICES LIMITED is committed to providing a safe

work environment for its employees. To this end, PROHELI INTERNATIONAL
SERVICES LIMITED undertakes to provide its staff with a copy of a policy on health
and safety and safety training to its staff.

General Guidelines Regarding Safety at Work while at PROHELI INTERNATIONAL

SERVICES LIMITED:

a) All hazards, or potential hazards, should be reported immediately to either a

Head of Department or the Human Resource Department for assessment and
remedial action/preventive action.

b) ·Human Resource and management are responsible to ensure that the building’s
fire extinguishers are working properly and that hazards are identified and
removed promptly.

c) All hazards e.g. faulty outlets, spilled water, tripped circuit breakers, a broken
lock or window etc. should be reported and remedied immediately.

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d) All employees of PROHELI INTERNATIONAL SERVICES LIMITED will be
made aware of this policy.

e) Accidents at Work; Should an employee be injured at the work place during

working hours it will be the responsibility of the employee’s supervisor together
with the Human Resource Department who will make appropriate arrangements
for medical attention.

f) All incidents involving injury must be reported to the Human Resource

Department. The Department is accountable for following-up matters of accident
compensation and related insurances.

g) It is the duty and responsibility of every employee while at work to take

reasonable care for the health and safety of himself or herself and of any other
person who may be affected by his or her acts or omissions at work.

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