Staff Handbook

Al-Khidmat Foundation Pakistan

15/09/2013
HR Department
.

This Staff Handbook is approved by Central Executive Council of

AL-KHIDMAT FOUNDATION PAKISTAN
It is applicable from September 15, 2013 onwards. Policies mentioned in this
hand book overrule all such previous decisions/policies

Prof. Dr. Hafeez ur Rahman

(President)

.............

Muhammad Abdus Shakoor

(Secretary General)

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Table of Contents

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.

PERSONNEL POLICY .............................................................................................. 4

RECRUITMENT POLICY ........................................................................................ 7
ORGANOGRAM ......................................................................................................... 8
STAFF HIRARICHY .................................................................................................. 9
HOURS OF WORK ................................................................................................. 10
TERMINATION OF EMPLOYMENT ............................................................... 10
LEAVE POLICY ....................................................................................................... 12
ABSENTEEIS ........................................................................................................... 14
INTERNSHIP POLICY .......................................................................................... 15
PROCUREMENT POLICY.................................................................................... 16
RECORDS AND PRIVACY ................................................................................... 18
HOLIDAYS ................................................................................................................ 19
CONFLICT OF INTEREST POLICY .................................................................. 19
GRIEVANCE SETTLEMENT POLICY .............................................................. 20
AUCTION & DISPOSAL/ WRITE OFF POLICY ........................................... 21
TRAVEL POLICY .................................................................................................... 22
MEDICAL POLICY ................................................................................................. 23
LOAN POLICY ......................................................................................................... 24
EMPLOYEE PROMOTION POLICY ................................................................. 24
EMPLOYEE OTHER BENEFITS POLICY:...................................................... 25
AMENDMENTS (If Any): .................................................................................... 25

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1. PERSONNEL POLICY
This Policy is designed to acquaint AKFP staff with Al-Khidmat Foundation
Pakistan and provide information about working conditions, benefits, and policies
affecting their employment.
The information contained in this policy applies to all employees of Al-Khidmat
Foundation Pakistan. Following this policy is considered a condition of continued
employment. However, nothing in this policy alters an employees status. The
contents of this policy shall not constitute nor be construed as a promise of
employment or as a contract between the organization and any of its employees.
AKFP staff is responsible for reading, understanding, and complying with the
provisions of this policy. Our objective is to provide staff with a work
environment that is constructive to both personal and professional growth.
1.1 DEFINITION OF EMPLOYEE & STATUS
EMPLOYEE
An employee of Al-Khidmat Foundation Pakistan is a person who regularly
works for Al-Khidmat Foundation Pakistan on a wage or salary basis.
Employee may be regular full-time and contract persons.
i. REGULAR FULL-TIME
Employees who have successfully completed 3-months probationary period (duly
confirmed by the competent authority) are eligible for the organizations benefit
package; subject to the terms, conditions and limitations of each benefit
department. Regular full-time employee is the one who is bound to give his time
6-days in a week 8-hours a day.
ii. CONTRACT (FULL-TIME or PART-TIME)
AKFP may hire the services of any person for a certain period having skills in
relative field for a specific period. Employment beyond any initially stated period
does not in any way imply a change in employment status. Contract employees
retain that status until they are notified of a change. They are not eligible for any
of the organizations benefit.

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1.2 NON-DISCRIMINATION
In order to provide equal employment and advancement opportunities to all
individuals, employment decisions at Al-Khidmat Foundation Pakistan will be
based on merit, qualification and abilities. Al-Khidmat Foundation Pakistan does
not discriminate in employment opportunities or practices because of race, color,
religion, sex, national origin age or disability.
Al-Khidmat Foundation Pakistan will make reasonable accommodations for
qualified individuals with known disabilities unless doing so would result in an
undue hardship. This policy governs all aspects of employment including
selection, job assignment, compensation, discipline, termination and access to
benefits and trainings.
Employees with questions or concerns about discrimination in the workplace are
encouraged to bring these issues to the attention of their supervisor. Employees
can raise concerns and make reports without fear of reprisal. Anyone found to be
engaging in unlawful discrimination will be subject to disciplinary action
including termination of employment.
1.3 NON-DISCLOSURE/CONFIDENTIALITY
The protection of confidential information is vital to the interests of Al-Khidmat
Foundation Pakistan. Such confidential information includes but is not limited to
the following:

Financial information

Pending projects and proposals

Personnel/Payroll records and

Conversations between any persons associated with the organizations.

Employees who improperly use or disclose secrets or confidential information

will be subject to disciplinary action including termination of employment or/and
legal action, even if they do not actually benefit from the disclosed information.

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1.4 NEW EMPLOYEE ORIENTATION

Orientation is a formal welcoming process that is designed to make the new
employee feel comfortable, informed about the organization and prepared for his
position. New employee orientation is conducted by a Human Resource
representative and includes an overview of AKFPs history, an explanation of its
core values, vision, and mission and the organizations goals & objectives. In
addition the new employee will be given an overview of benefits and will
complete all necessary paperwork.
Employees are presented with all procedures needed within the workplace. The
new employees supervisor then introduces the new hire to staff throughout the
organization, reviews his job description and scope of position, explains the
organizations evaluation procedures, and helps the new employee get started on
specific functions.
1.5 PROBATIONARY PERIOD FOR NEW EMPLOYEES
The probationary period for regular full-time employee is 3 months extendable up
to 5 months from date of hire depending upon his/her performance. During this
time, employees have the opportunity to evaluate the organization as a place to
work and management has its first opportunity to evaluate the employee. During
this introductory period, both the employee and the organization have the right to
terminate employment without advance notice.
Upon satisfactory probation completion report given by line manager
recommended by ED and approved by Secretary General, benefits will begin as
appropriate. All employees, regardless of classification or length of service, are
expected to meet and maintain organizations standards for job performance and
behavior.

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2. RECRUITMENT POLICY
2.1 Objectives:
The objectives of this policy are to:
Acquire the services of the appropriate and qualified personnel when and
where needed.
Ensure the transparency and fairness without any bias, favoritism and
discrimination in hiring process.
2.2 Selection Board
Selection Board will be constituted by Central Executive Council (CEC) of AKFP.
2.3 Approval
Selection Board of Al-Khidmat Foundation Pakistan shall approve all the
vacancies.
2.4 Appointments
2.4.1 The Executive Director of Al-Khidmat Foundation Pakistan will be appointed
by Central Executive Council (CEC).
2.4.2 Managers, Deputy Managers, Program Officers and Assistant Program
Officers will be appointed by Selection Board of AKFP.
2.4.3 Junior staff and supporting staff will be recommended by line managers and
approved by Executive Director.
2.5 Procedure
HR department will be responsible for all the appointments according to the
following criteria:
2.5.1 HR department will disseminate the Employment Requisition Form to all
Heads of Departments.
2.5.2 All HODs will get approval of ED to fill the vacancies on the prescribed
employment requisition form and forward it to the HR department whenever
the need arises.
2.5.3 HR department will make proper advertisement to fill the vacant positions of
all levels.
2.5.4 All appointments will be made according to the set criteria (i.e. Academic
Record, Test, and Interview.)
2.5.5 Keeping in view the laid down criteria, short listing will be done, if needed.
Selection Board will conduct interviews and made final selection.
2.5.6 Letter of appointment will be issued by Secretary General addressing to the
appointee and a personal file of each and every employee will be maintained.
2.5.7 Two or more close blood relations will not be appointed in the same
department however, may be appointed with the approval of President.
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3. ORGANOGRAM

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4. STAFF HIRARICHY

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5. HOURS OF WORK
5.1 POLICY
Hours of work are scheduled to meet the work requirements of the organization
and uplift the working standards of the personnel.
5.2 PROCEDURE
5.2.1 Payroll Month
The payroll month is on a calendar month basis.
5.2.2 Working days
Saturday through Thursday
5.2.3 Office Hours for Managers & Officers
Eight (8) hours
5.2.4 Office Hours for Supporting Staff
Ten (10) hours
5.2.5 One hour prayer/meal break each day will be observed.
5.2.6 A relaxation of 15 minutes will be given in the starting time of office. In case
an employee comes 15 minutes after the starting time thrice in a week; one
casual leave will be deducted for late coming.
5.2.7 Regularity will be observed through Administration Department under the
direction of Executive Director.
5.2.8 No deduction will be made in the salaries without the prior permission of
Executive Director and intimation to the employee.

6. TERMINATION OF EMPLOYMENT
6.1 Objectives:
The objective of this policy is to devise a system of releasing the employees from
job for different reasons in a transparent manner.\
6.2 POLICY
Employment shall be terminated upon the employees attainment of retirement
age, resignation, discharge or dismissal
.
6.3 PROCEDURE
6.3.1 Retirement Age
Unless waived, all employees will be subject to retirement upon reaching the
age of 65 years or remain working consecutively with AKFP from up to 35
years.
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6.3.2 Resignation
An employee who wishes to resign should notify the employer in writing
about his/her resignation in accordance with organization rules i.e. by giving a
notice of 30 days (Including weekends and public holidays). If an employee
fails to give notice on time, one month salary will be deducted. ED will make
final decision in this regard.
6.3.3 Termination
An employee may be terminated with the stipulated notice period or one
month gross salary in lieu of such notice at the option of the employer. This
shall apply in the following cases:
a) Where the employee is found unfit for service on account of health.
b) Where the abilities or efficiency of the employee is very poor and there
are no prospects of improvement.
c) Where the period of suspension (temporary dismissal from job due to unethical behavior, found guilty or any deed which may damage the
organizational image) from service has expired.
d) Where the organizational conditions do not warrant the continued services
of the employee.
e) Unauthorized absenteeism.
6.3.3.1 Organization willing to terminate an employee will adopt the
following procedure;
a) One month notice will be given by organization or
b) One month current salary will be given, in case one month notice is
not given
6.3.4 Removal/Dismissal
Removal/Dismissal will be made on account of misconduct, fraud or
theft/pilferage or any other criminal activity.
In such cases, proper written Show Cause Notice will be served, written
explanation will be obtained and then an Enquiry Committee (constituted and
notified by Secretary General) will hear and review explanation thereof; and
give final judgment for which formal notices will be served. If found guilty,
no benefit of any sort would be given to such employee at time of removal or
dismissal, as the case may be. Removal will be without Recovery and
Dismissal will be with Recovery.

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7. LEAVE POLICY
7.1 Casual Leave
Employees of Al-Khidmat Foundation Pakistan are entitled to 12 working
days of casual leave in a calendar year subject to the following conditions;
1) Casual leave shall not be granted more than 3 days at a time in a month or
may be granted with the prior approval of Executive Director.
2) Casual leaves will laps at the end of the year.
3) Employees are not entitled to casual leaves in their probation period.
7.2 Earned Leave
Employees of Al-Khidmat Foundation are entitled to 20 days of earned leave
in a calendar year subject to the following conditions;
1) Only permanent employees will be entitled to take earned leave.
2) Leave shall be taken if there is balance to the credit of an employee.
3) Earned leaves not availed by the employee can be en-cashed/or
accumulated to the credit of his account.
4) Earned leaves must be applied at least 30 days before start of such leave. It
will not be claimed as a right by the Employee and would be the discretion
of the Management to allow or defer leaves applied, according to the
circumstances.
7.3 Medical Leave
7.3.1 An employee will be granted time-off in a calendar year because of their
personal illness or injuries in accordance with the following schedule:
a) Up to 7 days of Medical leave can be approved by ED.
b) More than 7 days of Medical leave will be approved by Secretary General
as per following rules;
i. Fifteen (15) days leave will allowed with full gross salary, if certified
by a licensed practitioner.
ii. Thirty (30) days will be allowed, if hospitalization is necessary and
that is certified by a licensed physician. The organization will pay full
gross salary to those who have one year or above service experience
with AKFP and 50% of Gross Salary to others.
iii. In case of prolonged illness such as those resulting from tuberculosis,
cancer and certain other instances based upon the prognosis of a
certified doctor, leave will be determined upon the merits of each
such case by the Secretary General.

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7.3.2 Procedure
7.3.2.1.1 Application for medical leave will not be entertained without supporting
medical certificate from registered medical practitioners.
7.3.2.1.2 Medical leaves not availed by the employee is not en-cashable in any
circumstances and will lapse at the end of the year.
7.4 Maternity Leave
Married female employees will be allowed 40 days maternity leave with pay
(if an employee is having minimum one year of working experience with
AKFP).
7.5 Paternity Leave
Married male staff is allowed paternity leave for three consecutive working
days on child birth.
7.6 Study Leave
Employees of Al-Khidmat Foundation Pakistan are entitled to 30 working
days of study leave in a calendar year subject to the condition that he/she has
more than 2-year service with AKFP.
7.7 Marriage Leave
Employees of Al-Khidmat Foundation Pakistan are entitled to 7 consecutive
days of marriage leave in a calendar year with one month salary as a gift.
7.8 Leave without pay
Leave without pay may be granted if an employee requests such leave and all
of his/her annual leave has been used. Such leave cannot be availed without
prior permission of the Executive Director.
7.9 Short Leave
Short leave will only be entertained with the prior permission of HoD and
approval of Executive Director which should not be acceded by 3 hours. Short
leave can be taken 3 times in a month.
7.10 Half Leaves
Half leave will only be entertained with the prior permission of HoD and
approval by Executive Director which should not be acceded by 4 hours. Half
leave can be taken 3 times in a month.
7.11 Death in Blood Relations
If death occurs in the family of employee, 4 days leave will be allowed.
7.12 Hajj/ Umrah Leave Policy
7.12.1 Any permanent employee who wants to offer Hajj is allowed to take 40 days
paid leave once in his/her career.
7.12.2 Any permanent employee who wants to offer umrah is allowed to take 17
days paid leave once in his/her career.
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7.13 Administrative Procedure

7.13.1 Leaves will only be applied on prescribed forms.
7.13.2 Leave forms will be submitted to administration department after getting
approval from competent authority.
7.13.3 Administration officer shall maintain all pertinent records concerning all
absences.
7.13.4 Administration Officer will also update the Finance & Human Resource
Departments with the leave records of employees after every month or
whenever a need arises.

8. ABSENTEEIS
8.1 POLICY
Unauthorized absences of employees create serious problems for normal and
efficient operations and could result in disciplinary action including
termination.
8.2 PROCEDURE
8.2.1 Unauthorized absence of seven days without intimation can result in termination
of employment.
8.2.2 An employee who is absent from the job without satisfactory explanation or
who fails to call in within two (2) hours after the scheduled starting time is
considered to be on an unauthorized half day absence.
8.2.3 For each unauthorized half day absence; half day salary will be deducted.
8.2.4 Four hours and more than two unauthorized absences will be considered an
unpaid absence. Supervisors may, in instances involving extreme emergency,
waive the call-in requirement.
8.2.5 In case of an absence continuing for more than two (2) workdays because of
illness, a medical statement or certificate of registered medical practitioner must
be submitted to the Administration Department.
8.2.6 The organization may request an examination by a specific medical practitioner.

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9. INTERNSHIP POLICY
9.1 Objectives:
The objectives of this policy are to;
9.1.1 Acquire the services of young and energetic persons with minimum financial
resource utilization to facilitate the departments of Al-Khidmat Foundation
Pakistan.
9.1.2 Bring novelty in functioning of Al-Khidmat Foundation Pakistan and its
subsidiaries.
9.1.3 Make the organization a venue of maximum exposure to the professional
world for persons who are going to start their careers.
9.2 Time for invitation of application
Normally applications for internship will be invited twice in a year. However,
keeping in view the need, ED can make the appointments, at any time.
9.3 Duration of internship
Duration of Internship will be from 2 to 24 weeks.
9.4 Number of internees in a department
At a time, one internee on stipend will be allowed in one department. However
volunteer internees may be adjusted in any department, keeping in view the need.
ED will make decisions in this regard.
9.5 Selection Criteria
Selection will be made on the basis of candidates performance in interview and
his academic record.
9.6 Certification
The organization will award a certificate to the internee after successful
completion of internship period.

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10. PROCUREMENT POLICY

Procurement policy deals with the procedures for procurement of office essentials
and equipment. The purpose of this policy is to ensure that financial honesty is
assured by prescribing a range of appropriate methods for purchasing and
procurement including where appropriate, a competitive tendering and contracting
process. Two main principles that apply are;

The requirement for impartiality and fairness across all stages of the tendering
and purchasing process, and;
The necessity for obtaining the best possible value for money.

10.1 Methods of procurement:

Goods or services may be acquired through one of the following options;
10.1.1 Direct Purchase:
a. Procurement (less than Rs. 10,000) should be approved by Executive Director
(or General Manager-Finance, in case of goods purchased for Finance
Department).
b. Purchases less than Rs. 10,000 may be purchased to best advantage without
quotations subject to the following conditions;
i. Rates should be reasonable and consistent with normal market rates for
items of same nature.
ii. Requirements should not be split into components or succession of orders
for the same goods or services for the purpose of enabling the goods or
services to be obtained under the limit of Rs. 10,000.
10.1.2 Written Quotation:
1) For purchases greater than Rs. 10,000 but less than 50,000 should be
approved by ED and at least one written quotation should be obtained
subject to the following conditions;
a. Rates should be reasonable and consistent with normal market rates
for items of similar nature.
b. Requirements should not be split into components or succession of
orders for the same goods or services for the purpose of enabling the
goods/services to be obtained under limit of Rs. 50,000.
2) For the purchases greater than Rs. 50,000;
a. A minimum of three written quotations must be obtained by
administration department.
b. Quotations must be based on written outline of specifications which
has been provided to the suppliers.
c. The purchasing committee will approve such type of purchasing.

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d. Such Quotations must be on a printed format document/letter head

containing
1. Suppliers Name and full Address
2. Land line phone number
3. NTN/CNIC for withholding Tax Purpose
e. The best and competitive quotation will be suggested by Manager
Administration, on a comparative statement prepared for approval by
Executive Director.
10.2 Benefits of a procurement policy
As a consequence of adhering to this policy, AKFP will;
10.2.1 Obtain the best value for its purchases, in both cost and quality terms.
10.2.2 Have a fast and efficient purchasing process; demonstrate financial probity
and accountability to its stakeholders and public interest.
10.2.3 Successfully manage and prevent the potential for conflicts of interest.
10.2.4 Monitor and evaluate performance in purchasing and procurement. Be
protected from complaints and legal actions mounted by potential suppliers
who believe they have not received fair treatment.
10.3 Ethical guidelines
10.3.1 No matter how transparent or fool proof an arrangement may be; its success
lies in the behavior of the officer(s) in-charge and his or her intention in
following laid down procedure and regulations. The set of rules laid below
can serve as a guideline for any purchasing officer.
10.3.2 The best value for the organizations goods and services must be sought.
10.3.3 There will be a documented process for all purchases; which allows for
transparency of decisions and review of purchases.
10.3.4 The conduct of procurement is subject to continuous auditing by the
organization and by external bodies such as the board, auditor and stake
holders.
10.3.5 Staff will ensure that they are not, or are not perceived to be in a conflict of
interest with any supplier.
10.3.6 Those staff who have, or may be perceived to have, a vested interest in
outcome of a purchase should disclose any conflict to their supervisor and
discuss whether they should exclude themselves from any role in the
purchase.
10.3.7 Staff will be suitably skilled and qualified to attend the completion of their
purchasing and contracting role(s).

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11. RECORDS AND PRIVACY

We are committed to the confidentiality of personal information. Employment
records only contain what is necessary for the managerial needs and/or required
by law.
11.1 OPERATING PRACTICE
11.1.1 Employees are responsible for the accuracy of their personal information
(home address, phone number etc) contained in their AKFPs employee
record.
11.1.2 All employees have the right to review their personal file in accordance with
local procedures.
11.1.3 Internal access to all employee records is limited to those with need to know.
11.1.4 Information other than dates of employment and job title(s) will be released
outside the organization only with the written consent of employee, or as
required by court orders or other legal proceedings. Release of personal
information to government agencies will be in compliance with national,
provincial or local laws.
11.2 EMPLOYEE RECORDS AND INFORMATION
11.2.1 Policy
Al-Khidmat Foundation Pakistan will store and update all relevant employee
information as required by national, provincial, or local laws. Only those
employees with a need to know will have access to employee records.
However, each employee has the right to review his/her individual employee
record at any time.
11.2.2 PROCEDURE
1. Every new employee must have a completed application form, two
references and a copy of national identity card, academic record, and
appointment letter on file. Failure to do so will delay an employee being
put on the payroll.
2. Employees record will be reviewed for accuracy by each employee once
a year as directed by the HOD & Executive Director.
3. Each employee is required to update his/her employee information as
necessary e.g. change in address, marital status etc.

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12. HOLIDAYS
PURPOSE
The purpose of this policy is to identify the holidays observed by the organization
and to describe the eligibility for holiday payments.
12.1 If an employee is working on gazetted holiday he/she will be given per day
extra salary or he/she can take vacation on any other day.
12.2 If an employee need to visit outstations for office work he/she will be given
extra per day salary as daily allowance other then all transportation, food and
living expenses.
12.3 Overtime stipend of Rs. 40 per hour will be given to the supporting staff if they
work after the office timing.

13. CONFLICT OF INTEREST POLICY

In order to assure continued public trust in the work of Al-Khidmat Foundation
Pakistan, all team members must operate in a manner that avoids any conflict of
interest between a team member and other organizations. This policy identifies
the types of outside professional relationships in which team members may
engage, and provides disclosure and approval procedures to help avoid situations
in which these relationships may cause conflict of interests. This disclosure and
approval process does not ban, any particular relationship, but relies on the good
judgment of team members and Al-Khidmat Foundation Pakistan management, as
well as on the cleansing effect of disclosure for discouraging improper
relationships.
13.1 PURPOSE
Al-Khidmat Foundation Pakistan role as a decision-making body entails that its
members and the community at large place a high level of trust in it. In order to
preserve this trust, Al-Khidmat Foundation Pakistan must assure that its team
members make technical and management decisions free from all possible
conflicts or even appearance of conflict arising from their personal or professional
commitments. This policy governing Al-Khidmat Foundation Pakistan
professional activities undertaken in collaboration with other organizations will
help provide guidance to its team in maintaining these standards.
13.2 SCOPE
This policy is intended to serve as a guideline for all the persons employed by AlKhidmat Foundation Pakistan, regardless of their position.

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13.3 DISCLOSURE
Disclosure is required from the administrator concerning all personal
relationships and business affiliations that could give rise to a conflict of
interest involving Al-Khidmat Foundation Pakistan. This disclosure shall be
continuously reported and kept current, as set forth below, if the staff member
or a member of his or her family is;
a. An officer, director, trustee, partner and employee of an organization doing
business with Al-Khidmat Foundation Pakistan, and/or
b. Materially benefited through substantial receipt of cash or other property
(exclusive of dividends or interest) from such organization.
Disclosure of an affiliation of a family member should be made if it is felt that
any affiliation may create a conflict of interest with Al-Khidmat Foundation
Pakistan.
13.4 REQUIREMENTS FOR DISCLOSURE
13.4.1 Each officer of administration department HOD shall complete a disclosure
letter annually and return it to the Executive Council.
13.4.2 If new affiliations occur that may result in a conflict of interest, a disclosure
letter should also be forwarded for review.
13.4.3 All newly hired administrative officers and HODs are requested to file the
disclosure letter within 30 days of their appointment.

14. GRIEVANCE SETTLEMENT POLICY

14.1 Objectives
14.1.1 Provide fair, open, uniform and objective means of improving employee work
performance.
14.1.2 Correct the improper behavior of the employee.
14.1.3 Handle the arising situation due to offence of an employee keeping in view
the nature of offence and past record of the offending employee.
14.2 Procedure
14.2.1 Acts of omissions/commission on the part of employee that can be corrected
or improved (e.g. absenteeism, sluggishness and poor work performance) will
be dealt with a series of verbal and written warnings and minor penalty.
14.2.2 Acts or omissions on the part of employee that indicate the intolerable
behavior, when proved after investigation by authorized person/committee,
will result in termination or punishment recommended by the authorized
person/committee. Committee will be constituted by Secretary General. Act or
omissions will include but not limited to;
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a.
b.
c.
d.
e.
f.

Disorderly conduct within the premises of Al-Khidmat Foundation

Pakistan offices/schools/hospitals
Falsification or improper disclosure / use of the Al-Khidmat Foundation
record
Refusal to accept instructions including failure to perform work assigned
Involved in theft / robbery / fraud or any other crime
Unauthorized possession of weapons within the premises of Al-Khidmat
Foundation Pakistans Offices/Hospital/ Schools etc.
Misconduct and any vulgar attitude

14.2.3 The following method will be adopted to carry out a disciplinary action:
a) If the employee does not change his/her behavior; the HOD will issue a
written warning and the employee will have to give a satisfactory written
answer.
b)

If the employee does not change his/her behavior then a committee will
be formed to review the situation. That committee will decide about the
future of that employee.

c)

Executive Director can take the quick actions about crucial and
sentimental situations. He can also make authorize committees for
different kind of cases to inquiry, punishments, recovery and further
follow up.

15. AUCTION & DISPOSAL/ WRITE OFF POLICY

15.1 Goal
To ensure financial honesty in disposing off the unusable/depleted /depreciated
material/goods/commodities/assets
15.2 Procedure
15.2.1 Annual stock taking of the property/assets will be made by General ManagerFinance.
15.2.2 Stock report will be submitted to Executive Director indicating existing,
missed and unusable items.
15.2.3 If estimated cost of unusable material is less than Rs. 100,000 direct sale will
be made after a market survey on reasonable rates with the approval of
Executive Director.
15.2.4 If the estimated cost of unusable material is more than Rs. 100,000 then
proper tendering will be made with the permission of Secretary General.
15.2.5 Missed/lost items/assets amounting to Rs. 10,000 will be written off with the
approval of Executive Director but only with the consent of Secretary
General. Missed/lost items of more than the cost of Rs. 10,000 will be written
off with the approval of CEC.

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16. TRAVEL POLICY

16.1 Objectives
1. To minimize the program expenditure incurred on travel.
2. To have a proper system for effective use of funds and official transport.
16.2 Domestic Travel
16.2.1 All departments will submit the weekly/monthly plans in every/first month
Weekly Planning Meeting. Request for the vehicle (on a prescribed form,
Annex) will be entertained on the basis of weekly/monthly plans. Any official
/officer will not use vehicle without prior permission of the Executive
Director.
16.2.2 Administration officer will ensure that there is a proper plan of the use of all
vehicles.
16.2.3 Concerned person is liable to deposit bill to claim the spent amount, supported
by original tickets, petrol receipts etc on return.
16.2.4 Advance for traveling will be issued, on request, on prescribed form; request
for advance will be submitted one working days before the starting of visit in
finance department with the approval of Executive Director. Advance will be
issued one working day before the starting of visit subject to the availability of
fund, by Executive Director.
16.2.5 Advance will have to be adjusted with in three working days, on return. No
new request will be entertained unless the previous funds have not been
adjusted.
16.2.6 The driver will be issued advance amount only for the fueling of the vehicle
and his own dining.
16.2.7
16.2.8 The driver will have to submit bills against the impress/advance amount
within two days of the completion of any visit (Such petrol cash memos must
be signed by the travelling/accompanying officer).
16.2.9 The driver will maintain log books. Travelling shall be signed by the
travelling officer.
16.2.10 He may submit claim for dining expenses with the approval of competent
authority on prescribe form before the end of every month. Dining expenses
will be given with the salary of the month in which visits were performed.
16.2.11 During the visits the Mess expenses will be applied as per notification of ED.
16.2.12 Concerned person is liable to deposit bill to claim the spent amount,
supported by original tickets, petrol receipts etc on return.

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16.3 International Travel

International traveling will only be allowed after the permission of President.
Traveling mode will be economy (preferably).
16.4 Private use of office transportation or vice versa
16.4.1 Vehicles of Al-Khidmat Foundation Pakistan may only be used for personal
visit(s) with prior permission of Executive Director. Rates will be notified by
ED as per prevailing fuel etc rates.
16.4.2 In case an employee uses his own car/motorbike/others for official task with
the prior permission of Executive Director, he will be paid as mentioned in
17.4.1.
16.5 Vehicle Maintenance
16.5.1 The primary responsibility of maintaining the office vehicle would be of the
assigned driver.
16.5.2 All vehicles will be checked on weekly basis and driver will submit the report
on prescribed form to Administration Officer.
16.5.3 Log books will be maintained by drivers and checked by Administration
Officer.
16.5.4 No one is allowed to drive the official vehicle in the presence of driver.
17. MEDICAL POLICY
17.1 Objective
To encourage and help in providing medical care for each employee, his/her
spouse and children
17.2 Eligibility
17.2.1 Every permanent employee having salary range allowable as per social
security rules less will be entitled with social security.
17.2.2 Every permanent employee having salary more than allowable range of social
security will be eligible for reimbursement of 60% of his/her medical
expenses from AKFP.

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18. LOAN POLICY

18.1 Objectives:
To provide loans to our employees who require funds in emergency and have no
other source of money available or an employee who have a dire personal
financial hardship
18.2 Eligible Amount
18.2.1 Any permanent employee who fulfills the eligibility criteria (As per clause
18.3) can apply for loan.
18.2.2 Maximum loan amount for an employee shall be Rs. 50,000 or 2 salaries
(whichever is higher).
18.3 Eligibility
18.3.1 Employment duration should be six months or more
18.3.2 Amount of loan should be returned within the duration of one year.
18.3.3 Written guarantee of one permanent official employee stating that he shall
give the amount of loan in case of non payment
18.3.4 One permanent employee (guarantor) can give two guarantees only.
18.3.5 Application for new loan can be presented after 3 months duration of previous
loan completion.
19. EMPLOYEE PROMOTION POLICY
19.1 Purpose
The purpose of promotion policy is to provide greater opportunities for promotion
and to improve the upward mobility potential for qualified AKFP Staff. The
policy is designed to ensure equal employment opportunities to all employees and
job applicants.
19.2 Procedure
19.2.1 If any line manager/top management feels that an employee is a good performer,
team player and competent enough to be promoted for next grade then he/she
shall be recommended for said position on prescribed form and forward it to HR
Department.
19.2.2 The HR Department shall then analyze the case as per policy by keeping in view
the requirements (Qualification, Performance and Experience of candidate).
19.2.3 HR Department shall then present the case to Executive Director. If recommended
by Executive Director then it will be presented to Selection Board of AKFP.
19.2.4 The Selection Board will make final decision in this regard. They may interview
the candidate, if appropriate.
19.2.5 Secretary General of AKFP will formally approve the promotion or otherwise.
19.2.6 A minimum of 2 years employment with AKFP will be mandatory for all
promotions. Exceptions can be entertained with formal approval of Secretary
General.

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20. OTHER BENEFITS:

20.1 AKFP will provide one month gross salary as a gift on marriage of its permanent
employee.
20.2 Every permanent employee will be entitled for registration with EOBI.
20.3 Every permanent employee will be given half of gross salary on every EID
festival.
21. AMENDMENTS (If Any):

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