St.

Joseph Manpower Services

EMPLOYEE MANUAL
Your NeedsWe Provide

Kwan Bldg., Colon St., Poblacion 3, Dumaguete City, Negros Oriental [email protected] 226-3713

TABLE OF CONTENTS
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Acknowledgment of Receipt of Employee Manual Mission Vision Philosophy Brief History of SJMS SECTION 1 - INTRODUCTION 1.1 1.2 1.3 1.4 1.5 1.6 Changes in Policy Employment Applications Employment Procedures: Process and Orientation Employment Relationship Employment Guidelines Kinds of Employment

SECTION 2 - EMPLOYMENT POLICIES & PRACTICES 2.1 Non-Discrimination 2.2 Non-Disclosure/Confidentiality 2.3 New Employee Orientation 2.4 Office Hours 2.5 Lunch Periods 2.6 Break Periods 2.7 Personnel Files 2.8 Personnel Data Changes 2.9 Inclement Weather/Emergency Closings 2.10 Performance Review and Planning Sessions 2.11 Outside Employment 2.12 Corrective Action 2.13 Employment Termination 2.14 Safety 2.15 Health Related Issues 2.16 Employee Requiring Medical Attention 2.17 Building Security 2.18 Insurance on Personal Effects 2.19 Supplies; Expenditures; Obligating the Company 2.20 Expense Reimbursement 2.21 Cash Advances 2.22 Conflicts of Interest

SECTION 3 - STANDARDS OF CONDUCT 3.1 Attendance/Punctuality 3.2 Absence Without Notice 3.3 Harassment, including Sexual Harassment 3.4 Public Image 3.5 Formal Grievances 3.6 Deployed Employee/Client Relations 3.7 Confidentiality 3.8 Categories of Intervention 3.9 Accident 3.10 Acceptance of Gifts SECTION 4 - WAGE AND SALARY POLICIES 4.1 4.2 4.3 4.4 4.5 Wage or Salary Increases Timekeeping Paydays Payroll Deductions Allowances

SECTION 5 - BENEFITS AND SERVICES 5.1 5.2 5.3 5.4 5.5 Insurance Social Security/Medical Benefits Record Keeping Holidays Training and Professional Development

SECTION 6 - EMPLOYEE COMMUNICATIONS 6.1 6.2 6.3 6.4 Staff Meetings Bulletin Boards Suggestion Box Procedure for Handling Complaints

Appendix Island Merchants Corporation (IMC) Table of Disciplinary Actions

Acknowledgment of Receipt of SJMS Employee

Manual
I have received my copy of the SJMS Employee Manual. I understand and agree that it is my responsibility to read and familiarize myself with the policies and procedures contained in this handbook. I understand that any and all policies or practices can be changed at any time by SJMS. Further, SJMS properly reserves the right to change the hours, wages, and working conditions at any time. I understand and agree that other than the Manager of SJMS, no other designated officer in SJMS has sole authority to enter into agreement, express or implied, for employment at any specific period of time, or to make any agreement for employment; only the Manager has the legal authority to make any such agreement and then only in writing, signed by the Manager or to any properly delegated authority as inevitable circumstance requires. I understand and agree that nothing in this Employee Manual creates or is intended to create a promise or representation of continued employment may be terminated at the will of either SJMS or myself and that my signature herein certifies that I understand the sole and entire agreement between SJMS and myself concerning the duration of my employment and the circumstances under which my employment may be terminated. It supersedes all prior agreements, understandings, and representations concerning my employment with the Company.

Print Name

_____________________________________

Employees Signature ______________________________________ Date ______________________________________

St. Joseph Manpower Services (SJMS) is a person-centered and values-oriented manpower agency composed and organized by competent former college seminarians of St. Joseph Seminary College, Diocese of Dumaguete, who have the collective passion for social change and preferential option for the poor. SJMS is committed to increase employment opportunities in Dumaguete City by making available to businesses and other clients competent, qualified, and values-oriented personnel. MISSION
1.

To provide the people of Dumaguete City a decent and sustainable employment in order to improve their socioeconomic conditions; competent, and zealous workforce that would approximate the kind of service expected of them;

2. To supply businesses or client-partners with responsible,

3. To instill into the local communitys consciousness the value

of honest work in order to effect a vibrant business environment in the City of Dumaguete; and
4. To regularly monitor our deployed workforce in order to

ensure competency and consistency of their character.

BRIEF HISTORY In this contemporary world of fleeting friendships and temporary affiliations, there happens to be a small band of young men with shared ideals and common goals and whose fraternal respect and affection for each other have crossed the boundaries of time and space. They are the former seminarians of St. Joseph Seminary College. They are some of the best young people you can find in society today. They are young professionals whose individual lives have made considerable impact on their chosen various fields and advocacies. As fate would have it, one night in September 2011, the day after the birthday of the Blessed Virgin Mary, their creativity and sensitivity to the needs of others were challenged into an acid test. They felt that they had to collectively articulate into concrete praxis their response to the Gospel and love for the Church. The brothers ended up staging the relatively historic Verses for Lea: An Evening of Music and Poetry, a sincere and concerted effort in order to extend financial assistance to the late Mrs. Lea Aguinaldo Antique, a victim of Stage 4 Breast Cancer, loving wife of Adrian Antique, one of their own. On that special night, as the fire of charity was burning great in their hearts, a golden idea of establishing a manpower agency was born out of their desire to help more poor people especially the unemployed. They realized the fact that there lies a very wide abyss between the urban poor and the surging economic conditions even in Dumaguete City alone. They pondered on how to practically articulate the social doctrines of the Church in their own way. After all, for the better chapter of their youth, they were nourished by the virtues and ideals of dear St. Joseph, Husband of Mary, Patron and Guide. After all, every Christian is made to serve the least and the dehumanized. After all, it would be truly living Gods Word in its best humanitarian sense. Therefore, on October 17, 2011, in rhythm with the 52nd Foundation Day of SJSC, their Alma Mater, St. Joseph Manpower Services (SJMS) was born. The brothers witnessed the sacred blessing

and grand opening of their second-floor office at Kwan Bldg., Colon Street, Poblacion 3, Dumaguete City. The rites were presided over by Rev. Fr. Carmelito Q. Limbaga, Jr. (Batch 97), and it finally opened the floodgates of gifts and challenges for SJMS as the agency is about to face the call to serve and love the poor in the way Jesus did. Love always finds a way. Indeed, love conquers all.

SECTION 1

INTRODUCTION
This Employee Manual is designed to fully acquaint you, our valued Employee, with St. Joseph Manpower Services (SJMS), your Company of value, and provide you with enough information about your working conditions, benefits, and policies directly affecting your employment. In brief, the information contained in this Manual applies to all employees of SJMS. This necessarily means that it applies to the Executive Committee as well as to the deployed personnel assigned and under contract with the clientele of SJMS although majority of the items and statements contained herein are more specifically intended for the latter than the former. The policies described in this Employee Manual are considered as strict conditions of continued employment. However, nothing in this Manual necessarily alters an employees status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between SJMS and any of its employees. In a word, this Employee Manual is a summary of our agreed policies, which are presented here only as a matter of quality corporate information. You are personally responsible for reading, understanding, digesting, and complying with the provisions of this Employee Manual. Our working objective has always been to provide you with a work

environment that is constructive, transparent, and beneficial to both your personal and professional growth both as a Christian and as an individual worthy of utmost respect. 1.1 CHANGES IN POLICY This Employee Manual supersedes all previous employee manuals, correspondences, and memos that may have been issued from time to time on pertinent subjects already covered in this Manual. However, since our business is subject to change and amendment, we, the members of the Executive Committee, reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any given time. We will notify all employees of these emergency changes, however. Such policy changes, if ever, will be effective on the dates determined by the Company, and after those dates all superseded policies will be construed as null and void. Be that as it may, no individual supervisor or manager or member of the Executive Committee has the sole authority to change policies at any time without going through the motions and processes with the Executive Committee as a governing body. If you are uncertain, doubtful or dissatisfied about any policy or procedure herein, please confer courteously with your Station Supervisor assigned in your work area. 1.2 EMPLOYMENT APPLICATIONS We rely upon the accuracy of information contained in the submitted employment application and the accuracy of other data presented throughout the hiring process and employment. Inasmuch as verification to such submitted data is generally recommendable, SJMS has no room to do further research in this concern. That is why, any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. The following items are to be highly considered under this section: 1. The Manager has the sole authority to enter into an Employment Contract with a properly-evaluated applicant.
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2. Availability of work, however, depends so much on the posted positions given to SJMS by its clientele.
3.

As is relatively normal in contract-based employment, deployed employees will not be eligible to transfer until the contract in question is satisfied. However, such occurrence reasonably rests also in a joint agreement between SJMS and its client concerned.

4. If ever a change of job is effected, a mutually acceptable starting date must be determined between SJMS, its client concerned, and with the employee in focus.
5.

Attendance to job orientations, seminars, workshops, trainings, is mandatory to all employees. Any unreasonable absence to these job-related occasions is considered a major form of negligence and will gravely affect future employment.

1.3 EMPLOYMENT RELATIONSHIP You understand that you enter into employment in this Company voluntarily, and you are free to resign at any time for any reason or no reason at all. Similarly, SJMS is free also to conclude its relationship with you or with any employee at any time for any reason or no reason at all. However, an employer-employee relationship only exists between a deployed employee and SJMS within the duration of a contract. Therefore, outside the bounds of a duly notarized employment contract there is no connection with you and this Company. SJMS though, in a constructive and humanitarian manner, would strive to renew your expired contract with our client insofar as the same need would still be in existence from our clients end. This possibility also considers the best interests of SJMS and that there are also no impediments whatsoever from the applicants end. Here in SJMS, however, it must be noted that there are two kinds of employees: Managerial Employees Managerial employees refer to those whose primary duty consists of the frontline management of SJMS in which they are employed. They are, to wit; The Manager, Marketing Supervisor, Executive Secretary, and Station Supervisor(s). This particular
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employment is not necessarily based on a formal contract but on a mutual, fraternal agreement between them as courageous founding pioneers of SJMS. Deployed Employees Otherwise known also as Field Employees, this description refers to all SJMS personnel who are bound in their respective contracts for specific projects based on specifications warranted by our clients, and are performing particular tasks based on what is legitimately required of them.

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SECTION 2

EMPLOYMENT POLICIES
2.1 NON-DISCRIMINATION In order to provide equal employment and advancement opportunities to all skilled individuals, employment decisions at SJMS will be based on a contracted project, merit, qualifications, and abilities. SJMS does not, in any way, discriminate anyone in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability. SJMS will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship or embarrassment. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their Station Supervisor. Employees can raise concerns and make reports, written or oral, without fear of reprisal. Anyone found to be engaging in unlawful discrimination act will be subject to stern disciplinary action, including termination of employment. 2.2 NON-DISCLOSURE/CONFIDENTIALITY The protection of confidential business information and trade secrets is vital to the interests and success of SJMS, both as an organization of former seminarians and as a Company engaged in manpower services. Such confidential information includes, but is not limited to, the following examples: Compensation data Financial information Marketing strategies Pending projects and proposals Proprietary production processes Personnel/Payroll records Conversations between any persons associated with the company

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All SJMS employees are required to sign a mandatory nondisclosure agreement as a prior condition of employment. SJMS employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information in any way. 2.3 NEW EMPLOYEE ORIENTATION Employee orientation is a formal welcoming process that is essentially designed to make the new employee feel comfortable, informed about the Company, and prepared for his/her designated position. This includes an overview of the Company history, an explanation of the Company core values, vision, and mission; and Company goals, philosophy, and objectives. In addition, the new employee will be given an overview of benefits, tax deductions, documentary requirements and legal issues, and complete any necessary paperwork as mandated by the Labor Code. The new employees Station Supervisor then introduces the new hire to SJMS Executive Committee and reviews his/her job description, specifics, and scope of position, explains the Companys evaluation procedures, and helps the new employee get started on specific functions. This stage also includes a thorough explanation of this SJMS Employees Manual. A copy of this Manual shall then be sold to the new employee at a reasonable price so that this would serve as a personal and handy reference to crucial eventualities and situations in the workplace. 2.4 OFFICE HOURS SJMS office is open for business from 8 a.m. to 5 p.m. Monday to Saturday, except for Sundays and Holidays (See Section 5.4, Holidays). 2.5 LUNCH PERIODS SJMS employees are allowed a one-hour lunch break. Lunch breaks generally are taken between the hours of 12 noon to 1:00 p.m.
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on a staggered schedule so that absence does not create a problem for co-workers or clients. However, this policy is only strictly applicable to SJMS Staff who are officially stationed in office. Deployed SJMS personnel have their own relative schedules in relation to their varied work assignments. This policy does not necessarily affect them especially if they are involved in delivery, merchandising, and other related field assignments. 2.6 BREAK PERIODS If SJMS employees have unexpected personal business to take care of, they must notify their Station Supervisor to discuss time away from work and make provisions as necessary. Personal business should be, as much as possible, conducted on the employees own time apart from his working hours. As such, employees who do not adhere to the break policy will be subject to disciplinary action, including termination. 2.7 PERSONNEL FILES SJMS employee personnel files initially include the following: job application, job description, rsum, records of participation in training and other related events, salary history, records of disciplinary action and other pertinent documents related to employee performance reviews, coaching, and mentoring. Personnel files are to be considered as property of SJMS, and access to such exclusive information is legally restricted. Management personnel of SJMS who have a legitimate reason and proper permission from the Executive Committee to review such files are allowed to do so provided they exercise discretion. Employees who wish to review their own file should contact their Station Supervisor. With reasonable advance notice and proper permission, the employee may review his/her personnel file in SJMSs office and in the presence of the Manager and the Executive Secretary. 2.8 PERSONNEL DATA CHANGES It is the clear responsibility of each employee to promptly notify their Station Supervisor or Executive Secretary of any change in
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personnel data such as:

Mailing address Telephone number(s) Name and number of dependents Individuals to be contacted in the event of an emergency SSS, PhilHealth, TIN, Pag-IBIG, and others Photocopy of Drivers License (optional) NBI/Police/Barangay Clearance (as necessary)

An SJMS employees personnel data should be accurate, transparent, and current at all times to avoid further complications in office documentation. 2.9 INCLEMENT WEATHER/EMERGENCY CLOSINGS At times, emergencies such as severe weather, fires, or power failures can disrupt company operations. The decision to close the SJMS office due to a particular urgent need will be made by any member of the Executive Committee. When an abrupt decision is made to temporarily close the office, SJMS employees will receive official notification from their respective Station Supervisors. 2.10 EMPLOYEE PERFORMANCE REVIEW AND PLANNING SESSIONS Station Supervisors will conduct mandatory performance reviews and planning sessions with all SJMS employees after every six months of service. Station Supervisors may conduct informal performance reviews and planning sessions more often if they choose or as the need warrants these. Performance reviews and planning sessions are designed for the respective Station Supervisors and the SJMS employees to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills in his assigned work. In a word, the planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, new approaches and systems of management skills, and other weighty
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areas for both personal and professional improvement. 2.11 DEPLOYMENT SJMS employees who hold outside jobs as deployed workers in contractual basis should meet the performance standards of their job description. These particular standards, however, are initially according to the guidelines set henceforth by a respective SJMS client. Thus, they, as recipients of job positions, will be subject to the clients scheduling demands and work assignments during the duration of an agreed employment contract. SJMS equipment and materials, when necessary in maximizing optimum service, may be used in the area concerned as the job description so requires; provided there is proper storage, safety, and maintenance of the same. As these are necessarily SJMS property and assigned to specific employees with proper documentation from the Executive Secretary, any loss, repair or damage to such equipment shall be automatically shouldered by the employee whose name appears in the official borrowers card. 2.12 CORRECTIVE ACTION SJMS holds each of its employees to certain work rules and standards of conduct. This is very important in order that the ideals and visions of the pioneering founders would find their temporal completion and significance. When it happens that an employee errs or deviates from these established rules and standards, SJMS expects the immediate employees Station Supervisor to take appropriate corrective action to contain the situation. Corrective action at SJMS is essentially progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected. This also means that our corrective action is not judgmental or prejudicial. Rather, it openly allows the rule of reason and of law to unfold such situations so that a fitting Christian approach could be applied with respect and dignity to the employee concerned. The usual sequence of corrective actions includes initial counseling, a written warning, final warning, and ultimately termination of employment. In deciding which initial corrective action
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would be appropriate, a Station Supervisor will consider thoroughly the seriousness of the infraction, all the circumstances surrounding the matter, and the employees previous record. This is intended so that SJMS would truly be a manpower agency that is truly dictated by an informed Christian conscience. However, though committed to a progressive approach to corrective action, SJMS considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: 1) Theft in any form 2) Insubordinate behavior 3) Vandalism or destruction of company property 4) Being on company property during non-business hours 5) The use of company equipment without prior authorization 6) Untruthfulness about personal work history, skills, or training 7) Divulging SJMS business practices 8) Misrepresentations of SJMS to a customer, the general public, or an employee. As the pioneering and governing body, SJMS Executive Committee has the final decision in this matter. Thus, any pronounced judgment by the Executive Committee in the light of the violations listed above is deemed irrevocable. 2.13 EMPLOYMENT TERMINATION Termination of employment is an inevitable scenario of personnel activity within any organization, public or private, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:

Resignation voluntary employment termination initiated by an employee. Termination involuntary employment termination initiated by SJMS. Layoff involuntary employment termination initiated by SJMS for non-disciplinary reasons.

When an employee intends to terminate his/her employment with SJMS, he/she shall give SJMS at least two (2) weeks written notice. This is done through a formal letter addressed to the Manager thru his/her immediate Station Supervisor.

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Since employment with SJMS is based on mutual consent, both the employee and SJMS have the right to terminate employment at will, with or without grave cause. If an employee is still legally under contract with an SJMS client, however, his/her termination of employment must undergo the motions of an executive hearing and shall be evaluated by the Executive Committee. Any employee who terminates employment with SJMS shall return all files, records, keys, and any other materials that are property of SJMS. No final settlement of an employees pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employees final salary. Furthermore, any outstanding financial obligations owed to SJMS will also be deducted from the employees salary. Employees benefits will be affected by employment termination in the following manner. All accrued vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employees expense if the employee elects to do so. The employee will be notified of the benefits that may be continued and of the terms, conditions, and limitations of these. 2.14 SAFETY SJMS provides information to employees about workplace safety and health issues through regular internal communication such as:

Training sessions Team meetings Bulletin board postings Memoranda Other written communications

Each SJMS employee is expected to obey safety rules and exercise caution and common sense in all work activities. Deployed employees must immediately report any unsafe conditions to their Station Supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including possible termination of employment. In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their Station Supervisor for immediate appropriate action.

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2.15 HEALTH-RELATED ISSUES Any deployed SJMS employee who is aware of any health-related issue, including pregnancy, should notify his/her Station Supervisor of their health status. This policy has been instituted strictly to protect the employee concerned and to mitigate eventual absence or failure of service to a client. A written permission to work from the employees doctor is required at the time or shortly after notice has been given. The doctors note should specify whether the employee is able to perform regular duties as outlined in his/her job description. A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify in writing their respective Station Supervisors at least two (2) days before the start of such leave. However, the Manager still has the last word as to the validity and gravity of such need. This largely considers situations of compromise especially when a client concerned demands otherwise for just reasons. 2.16 EMPLOYEE REQUIRING MEDICAL ATTENTION In the event a deployed SJMS employee requires medical attention, whether injured or becoming ill while at work, the employees personal physician must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, a family member will be called to transport the employee to the appropriate facility. Furthermore, SJMSs employees will not be responsible for transportation of another employee due to liabilities that may occur. A physicians return to work notice may be required. 2.17 BUILDING SECURITY All employees who are issued keys to the office are responsible for their safekeeping. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, thermostats are set on appropriate evening and/or weekend setting, and all appliances and lights are turned off with
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exception of the lights normally left on for security purposes. 2.18 INSURANCE ON PERSONAL EFFECTS All employees should be sure that their own personal insurance policies cover the loss of anything occasionally left at the office. SJMS assumes no risk for any loss or damage to personal property. 2.19 SUPPLIES; EXPENDITURES; OBLIGATING THE COMPANY Only authorized persons may purchase supplies in the name of SJMS. No employee whose regular duties do not include purchasing shall incur any expense on behalf of SJMS or bind SJMS by any promise or representation without written approval. 2.20 EXPENSE REIMBURSEMENT Expenses incurred by an employee must have prior approval by a Station Supervisor. Reimbursements under a specific amount approved by the Executive Committee will be included in the employees next regular salary provided that proper documentations are in place. 2. 21 CASH ADVANCES Cash advances, especially those urgent in nature, i.e. medical, food, tuition, electricity, are allowed to SJMS employees in as much as P2, 000.00 only. However, this will not be available to anyone when there is a standing previous unpaid transaction of the same kind. In such a case, considering the amount an employee needs, it is now the sole discretion of the Manager to decide on the mode of payment for so long as it shall not go beyond 26 calendar days. 2. 22 CONFLICTS OF INTEREST As a Company established on the bedrock values of St. Joseph, the Worker, all SJMS employees must avoid situations involving actual or potential conflict of interest. Any personal or romantic involvement with a competitor, client, supplier or subordinate employee of the company is strictly discouraged. Such occurrences are viewed as injurious, unethical, lewd, and morally inflicting to the employees ability to exercise his/her best judgments on behalf of SJMS and its
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noble interests. SECTION 3

STANDARDS OF CONDUCT
The work rules and standards of conduct for SJMS employees are very important. The Company regards these things seriously. That is why all employees are strongly urged to become familiar with these rules and guidelines not only for their benefit but also for the positive influence that SJMS tries to carve both in society and in the Church. In addition, SJMS employees are expected to follow these standards faithfully in performing their own jobs in conducting the Companys business with its valued clients. Please note that any employee who seriously deviates from these rules and standards will be subject to progressive corrective action, up to and including a very unfortunate termination of employment. While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are frontline examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment. Theft or inappropriate removal or possession of property Falsification of timekeeping records Working under the influence of alcohol or illegal drugs Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace Fighting or threatening violence in the workplace Boisterous or disruptive activity in the workplace Negligence or improper conduct leading to damage of companyowned or customer-owned property Insubordination or other disrespectful conduct Violation of safety or health rules Smoking in the workplace Sexual or other unlawful or unwelcome harassment Excessive absenteeism or any absence without notice Unauthorized use of telephones, or other company-owned equipment Using company equipment for purposes other than business Unauthorized disclosure of business secrets or confidential information Violation of personnel policies Unsatisfactory performance or conduct

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Final and satisfactory interpretations of these listed violations as well as to their related offenses are the domains of the Executive Committee. Hence, SJMS has a broad discretion as to properly evaluating offenses especially when these evidently injure its Christian ideals and social interests. 3.1 ATTENDANCE/PUNCTUALITY The Company expects that every employee will be regular and punctual in attendance. Punctuality means being in the office, field, or clients premises and ready to work at his/her starting time each day. Absenteeism and tardiness place a burden on other employees, on the client, and on the Company. Therefore, if an SJMS employee is unable to report for work for any reason, he/she should notify his/her Station Supervisor at least two (2) hours before the agreed regular starting time. The concerned employee is responsible for speaking directly with his Station Supervisor about his absence. FYI: The Company phone number is 226-3713. Should undue tardiness become apparent, based on the records and DTR, appropriate disciplinary action may be required as recommended by the immediate Station Supervisor or by the client where the employee in question may be connected. If there comes a time when there is a need to work some hours other than those that make up the usual work week, the employee should notify his/her Station Supervisor at least two (2) working days in advance. Each request for special work hours will be considered separately, in light of the employees needs and the needs of the client. Such rare requests though may or may not be granted by the Manager. 3.2 ABSENCE WITHOUT NOTICE When an SJMS employee is unable to work owing to illness or an accident, he/she should notify his/her immediate Station Supervisor in earnest. This will allow SJMS the luxury to arrange for temporary coverage of his/her duties, and helps other employees to continue their work in such absence, and to negotiate as well for a replacement. If an employee does not report for work and SJMS office is not notified of such status, it will be assumed after two (2)
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consecutive days of absence that he/she has voluntarily resigned, and shall be removed from the SJMS payroll accordingly. If an employee becomes ill while at work or must leave the office for some other important reasons before the end of the workday, he/she must be sure to inform his/her Station Supervisor of the situation. This also includes a signing in our official SJMS log book for proper documentation. 3.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT SJMS is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individuals sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. If you believe you have been the victim of harassment, or know of another employee who has, report it immediately to the Station Supervisor in your area of work. Employees can raise concerns and make reports without fear of reprisal. Any Station Supervisor who becomes aware of possible harassment should promptly advise any member of the Executive Committee who will handle the matter in a timely and confidential manner. 3.4 PUBLIC IMAGE A decent professional appearance is important anytime an employee comes in contact with clients and the general public. SJMS employees should be well groomed and dressed appropriately for our business and for their position in particular. Though largely depending on the kind of deployed employment an employee is assigned, the following items are initially considered inappropriate working attire for SJMS employees: Open-toed sandals Spaghetti-strapped shirts Tank tops or revealing shirts Short mini skirts Sheer clothing T-shirts with inappropriate or offensive gestures or advertising

In a given case, SJMS shall provide its official blue shirt as regular employee uniform bearing the exclusive company logo. The usage of such though is under strict regulation and as deemed proper
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by the Executive Committee. 3.5 FORMAL GRIEVANCES Formal written complaints involving working conditions should follow these standard guidelines:
1.

Any employee who has a complaint or grievance shall discuss the matter first with the Station Supervisor duly assigned in the area where he/she is at work within five (5) working days after the employee has enough knowledge of the incident or issue which caused the grievance. If the employee is not satisfied with the given response, he/she may appeal again in writing to the Manager within fifteen (15) days counting the first five in the first step.

2.

In such situations, the SJMS Executive Committee shall serve automatically as the Ad Hoc Grievance Committee for the said purpose. 3.6 DEPLOYED EMPLOYEE/CLIENT RELATIONS SJMS employees are expected to be polite, courteous, prompt, and attentive to everyone, more especially to our valued clients. He/she shall embody the ideal Christian worker, nurtured by the visions of SJMS in all life-situations, ready to work with dignity, and always aiming for the best interests of SJMS. 3.7 CONFIDENTIALITY The safeguarding of confidential and crucial information obtained during employment shall be a prime responsibility of every SJMS employee. In the course of service, an employee may have unavoidable access to confidential information regarding the company, its other employees, operations, strategies, and clients. Hence, personal and unwarranted access to confidential information should be on a need-to-know basis and upon official discretion by the Manager or the Executive Committee. Let it be clear in the outset that any breach of this standard policy shall not be tolerated and appropriate legal action may be taken by SJMS immediately.

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3.8 CATEGORIES OF INTERVENTION The term intervention is another name for disciplinary measure in the language of this Employee Manual. Thus, it should appear as a progressive process which is humanitarian and essentially considerate. However, the gravity and context of the offense in focus might necessitate an uneventful elimination of one or two steps afforded below.
1.

Counseling: This level of performance intervention is accomplished by the Marketing Coordinator or the Manager in a private and constructive atmosphere. This too requires proper documentation anticipating future legal remedies and actions. This also serves as the oral warning though in the spirit of inter-personal dialogue.. Written Warning: As officially issued by the Manager, this written correspondence which is also signed by the employee concerned will be attached to his/her Personnel File. This necessarily contains the description of the offense as well as the Companys desire to intervene and redeem the situation for the sake of communal solidarity. Final Warning: If, and only if, after receiving a Written Warning, the employees performance does not improve or a further problem arises out from such inadequacy, he/she will be informed in full disclosure of his/her status and that continued employment with SJMS and with its client concerned shall be, in any point in time, terminated. Discharge: This is authoritatively imposed by the Executive Committee when progressive discipline has been clearly exhausted or immediately in response to an extremely serious issue in relation to an employees performance. The same is applicable to a particular employee when his/her words or actions are proven to be injurious to the image of SJMS and to its mission and ideals.

2.

3.

4.

Ever mindful also of the Rights of Employees, as it is reflected in the Labor Code, SJMS recognizes the premise that a properly constructed and administered system of discipline can produce trust and reliance on the good faith and strength of the Company. Thus, SJMS is sensitive to these essential statements in Christian charity also to the Employee/Employer relationship:

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a. Employees have a right to know fully what is expected of them as well as the consequences of not fulfilling those established expectations. b. The employee, taken as a respectable individual, has a right to consistent and predictable employer responses to violations of rules. c. The employee has a right to fair discipline based on facts, and to question such facts while presenting a defense. d. The employee has a right to appeal a disciplinary decision. The burden of determining situations requiring intervention and the appropriate manners of intervening rests exclusively on the shoulders of the Executive Committee. However, this responsibility also demands the necessity of gathering pertinent facts relating to the incident and to review these in the light of reason. Fair and accurate documentation of the same is highly recommended. 3.9 ACCIDENTS Any accident involving a personal injury to anyone associated with SJMS should be reported to the nearest Station Supervisor or to the Manager immediately. If necessary, the Manager should secure immediate medical attention for the employee concerned. A complete and detailed medical report must be submitted to the SJMS office within twenty-four (24) hours. The Executive Secretary should be responsible for insuring that the appropriate forms are properly filled out for insurance and record purposes. 3.10 ACCEPTANCE OF GIFTS No employee may accept a gift or gratuity from any customer, vendor, supplier, client, or any other person doing business with SJMS. Such activities may lead to covert influence in business decisions, sleazy transactions, and undocumented services. Inevitably, if such situations occur beyond ones control and restraint, the Executive Committee will initiate proper evaluation. SECTION 4

WAGE AND SALARY POLICIES

Each SJMS employees hourly wage or monthly salary will be reviewed at least once each year or depending on the hiring rate of the client concerned. Such reviews though may be conducted more frequently for a newly created position, or based on a recent promotion while depending so much on the monetary terms and conditions of a contract. In special cases, possible increases in wages will be determined on the basis of performance, adherence to company policies and procedures, and ability to meet or exceed duties per job description and achieve performance goals. However, the Executive Committee solely determines the financial pulse and capability of the Company. Therefore, all possibilities under this Section are subject to such collective determination. 4.2 TIMEKEEPING An accurate recording of time spent in quality work is the responsibility of every SJMS employee. Time worked is the time actually spent on a job; performing assigned duties for a client. Each client job is assigned a job number for more clarity. Employees are responsible for accurately and honestly documenting their time spent on individual jobs. Expectedly, SJMS does not pay for extended breaks, undocumented absences, or time spent on personal matters outside of work. Acts of altering, falsifying, tampering with time records, or recording time on another team members time record will result in strict disciplinary action, including termination of employment. The Executive Secretary is the primary authorized personnel who will review time records each week. Any change to an employees time record must be approved by his/her Station Supervisor. Questions regarding the timekeeping system or time cards should be directed to the Executive Committee. Time Cards (DTR) SJMS employees will initially be issued a time card on their first day of employment. The employee will be given thorough instructions on usage and instructions on what to do should a problem occur. Employees will be charged for replacing lost and stolen cards. The amount of which shall be finalized by the Manager.

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4.3 PAYDAYS All SJMS employees are paid in a quarterly basis, i.e., every 15th and 30th of every month for the duration of a contract. In an event that a regularly scheduled payday falls on a weekend or holiday, employees will receive their pay a day earlier, or as soon as the Payroll is ready. If the employee is not at work when salaries are distributed and does not receive his/her wage, the salary will be kept by the Executive Secretary until such time that he/she could pick it up in person and formally sign the paperwork. Salaries will not, under any circumstances, be given to any person other than the employee without his/her written authorization. 4.4 PAYROLL DEDUCTIONS

While this monetary calculation is largely subject to change in accordance to future statutes which SJMS might encounter in the Labor Code, this is the exact Payroll Deduction as of this issuance of this Employee Manual. Allowances for meals and others of the same are on a case-tocase basis depending on the nature of work and extent of daily service. The allocation of such is under the fair judgment of the Executive Committee. Minimum Wage Deductions: SSS Contribution Pag-ibig Contribution PhilHealth Contribution Shortages (at most) Staff Shop Benefit P 275. 00 P P P P 2, 9. 00 3. 85 3. 37 000. 00

Should there be valid clarifications and inquiries on this important concern, the Executive Committee strongly encourages any SJMS employee to confer directly with the Manager. It is not very pleasant to overhear complaints of this kind from other sources not necessarily connected with the Company. Such actuations are considered malicious and highly unethical.

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SECTION 5

BENEFITS AND SERVICES

[when coverage begins] [percentage of premium your company pays] [percentage of premium employee pays] [how employee pays premium, i.e., payroll deduction] Life Insurance (Briefly describe your companys life insurance policy here.)

This Employees Manual does not contain the complete terms and/or conditions of any of the Companys current insurance benefit plans. It is intended only to provide general explanations. If there is ever any conflict between the Employees Manual and any documents issued by one of the Companys insurance carriers, the carriers guideline regulations will be regarded as authoritative. Should there be any job termination or transfer, SJMS is very much willing to forward all documents pertaining to an employees insurance and other benefits to the next employer. 5.2 SOCIAL SECURITY (SSS)/PhilHealth SJMS withholds income tax from all employees' earnings and participates in Social Security System (SSS), Pag-Ibig, and PhilHealth.

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This is what the Philippine Constitution requires and surely SJMS simply wants the best welfare it could give to its dignified workforce. In view also of these matching government programs required and mandated by law, proper and clear taxation is understood by SJMS as patriotic and economically necessary. Please refer to Payroll Deductions (4.4) for more guidance. 5.3 HOLIDAYS SJMS observes with respect and allegiance the following paid holidays per year for all its employees: 1. New Years Day 2. Maundy Thursday 3. Good Friday 4. April 9 5. Labor Day 6. Independence Day 7. Phil-Am Friendship Day 8. All Souls Day 9. Christmas Day 10. Rizal Day Other holidays and religious days of observance, both Christian and Muslim, are largely discretionary to the fair judgment of the Executive Committee. 5.4 TRAININGS SJMS recognizes that the skills and knowledge of its employees are critical to the fulfillment of its mission that is to serve the poor, particularly, the unemployed. This thought is reflected in its philosophy and in its brief history. As such, SJMS offers a handful of venues for growth for its workforce in order that there would a dynamic and dialectic exchange of knowledge between one employee and another, thereby increasing levels of understanding and opportunities. Furthermore, training programs are designed also to encourage personal development, improve job-related skills, and enhance an employees ability to compete for reasonably attainable jobs available in the SJMS and in its growing clientele. Here is a temporary list of programs in this area:

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1. Adlaw sa Pakighiusa: A spiritual and social workshop designed to initiate solidarity of vision and camaraderie between the Executive Committee and all SJMS employees. This is ideally warranted every six (6) months. 2. Inter-Personal Relationship (IPR) Workshop: This is a very intimate exercise of personal sharing and disclosure between employees, allowing a liberating experience of honesty and acceptance of personalities. 3. Social Etiquette: A brief seminar on proper manners and grooming while still anchored on the timeless idea of simplicity. 4. Skills Training: This is a short, modular, hand-on application of past and present knowledge of an assigned job. Officially facilitated by TESDA personnel and assisted by other established gurus and artisans in various fields. SECTION 6

EMPLOYEE COMMUNICATIONS
As a dynamic organization of young men who share one common vision, SJMS strives to grow also as a community by responding to the myriad challenges in its place in history. The only dynamo that could propel such envisioned maturity, it believes, is none other than clear and substantive communication. These moments of communication, like meetings and others of their kind, are properly documented by the Marketing Coordinator for further reference and benchmarking. 6.1 STAFF MEETINGS Quarterly meetings of the Executive Committee will be held every Friday of the week or as deemed necessary by the Manager. These informative meetings allow employees to be informed on recent company activities, concerns. These also include discussions on significant change in the workplace, urgent problems, financial status, and employee recognition. 6.2 BULLETIN BOARDS Bulletin boards placed in designated areas provide employees access to important posted information and announcements. It is the

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domain of the Marketing Coordinator to update this posted information to keep pace with the growth or decline of the Company. The employee, however, is responsible for reading necessary information posted on the bulletin boards and spread the content to others in the team. Any act of vandalizing with the bulletin boards is a ground for disciplinary action. 6.3 SUGGESTION BOX Provided that the rule of constructive criticism is practiced, and the values of honesty is lived by everyone, SJMS encourages its employees who have vital suggestions for company improvement that they do not want to offer orally or in person to write them down and leave them inside the Suggestion Box located in the Company office. This is done anonymously, and every care will be taken to preserve the employees privacy. A member of the Executive Committee, or the Executive Secretary, has the obligation to check the box on a regular basis. The notes shall be digested and a summarized report about its contents will be furnished during the weekly meeting. 6.4 PROCEDURE FOR HANDLING COMPLAINTS Under normal working conditions, SJMS employees who have job-related problems, questions or complaints should first discuss them with their immediate Station Supervisor for direct intervention. At this level, employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem for one reason or another, SJMS encourages employees directly concerned to contact any member of the Executive Committee and they, as the frontline management group, will discuss these concerns as a decision-making body for the benefit of SJMS.

I have read and agree to abide by this SJMS Employee Manual.

Employee Signature

Date

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Witnessed by:

Business Representative Date

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