SOP 22 - General Staff Administration

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Edaran Digital Systems Berhad
Policies and Procedures Manual Version 1.0
Revision Date 1st June, 2002

SOP 22 General Staff Administration
Page No. Page 1 of 30
Section Procedures Document Process Owner
22.1.0 SCOPE
This policy establishes the standards and procedures for

General Staff Administration.
22.2.0 OBJECTIVE
The objectives of these instructions are:
22.2.1 To provide a conducive environment for staff to work in.
22.2.2 To provide information for staff on the Company’s

remuneration, general benefits and expectation of disciplinary
standards.
22.3.0 ABBREVIATION
22.3.1 Abbreviations for Job Titles referred to in these instructions

herein are as follows:
Abbreviation Title in Full

GM General Manager
Document Name Abbreviation

Cash Advance CARF
Requisition Form
22.4.0 PROCESS FLOW

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22.5.0 POLICIES
22.5.1 General Terms
22.5.1.1 Company Identification Card
All employees must display visibly their name cards at all

times when they are on the Company premises or on duty.
22.5.1.2 Office Attire
(i) Hair
Hair must at all times be well groomed.
(ii) Daily Wear

All staff are to wear formal office shirts. Neat and appropriate
short-sleeve shirts are also allowed.
Male executives are encouraged to wear ties.
Footwear of open, sloppy or casual in nature is not allowed.
Female employees are not allowed to wear casual or indecent

clothing.
(iii) Friday Attire

Male Muslim staff who choose to wear the baju Melayu on
Fridays must wear the complete set of including songkok and
sampin.
(iv) Saturday Attire

Saturday attire is less formal which may include collared t-
shirts, sports shoes, slacks and jeans. Round collared t-shirts,
clothing with graffiti or slogans and torn clothing are not
allowed.
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(v) Field Staff

Staff performing field work may wear collared t-shirts
preferably with Edaran logo, sports shoes, slacks or jeans.
Round collared t-shirts, clothing with graphic or slogans and
torn clothing are not allowed.
22.5.1.3 Working Hours
Normal working hours applicable to staff is generally as

follows:
• Monday – Friday 9.00 am – 5.30 pm
• Saturday 9.00 am – 1.00 pm

(Except on the 1st and 3rd Saturday of the month)
• Sunday Rest Day
Lunch break is 1.00pm to 2.00 pm. Lunch break for Muslim

male staff performing Friday prayers is from 12.30pm to
2.30pm.
The Company may vary the working hours for business

reasons. In such cases the average total normal working hours
per week shall remain unchanged.
22.5.1.4 Employee Provident Fund (EPF)
Edaran Board of Directors shall contribute the Employees

Provident Fund (EPF) in accordance with the provisions of the
EPF Act 1991 as amended thereto.
The Company may at its absolute discretion contribute higher

level percentage than the statutory requirement for employees
at Senior Management.
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22.5.2 Leave entitlement
22.5.2.1 Annual Leave
Paid annual leave, in addition to gazetted public holidays,

Sundays and other paid holiday or leave referred to in this
guideline shall be granted to employees in a calendar year
based on the number of years of continuous service with the
Company as follows:
Employee Grade 0 – 2 Years 2 – 5 Years > 5 Years

of Service of Service of Service
General Manager and above 21 23 25
Managers /Section Heads/Supervisor 18 20 22
Executives 16 18 20
Others 14 16 18
During the calendar year of appointment /

resignation the paid annual leave shall be in direct proportion
to the number of completed months of service. Any fraction of
less than half (½) of a day shall be disregarded and if the
fraction is more than half (½) of a day shall be deemed to be
one (1) day.
xxxxxx
Leave may be carried forward to the next calendar year

provided that it is consumed within the first 3 months of that
new year and number of days to be carried forward shall be
not more than 5 days.
xxxxxxx
An employee is required to submit his leave application

seven (7) days in advance from the date of his proposed leave.
Leave forms shall be signed and recommended by the relevant
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reporting Officer/ Manager / Section Head. Upon approval the
first copy must be submitted to Administration Section for
record purposes and after acknowledgement by the
Administration Section the second copy shall be return to
staff.
Rest day and gazetted public holidays shall be excluded when

computing the annual leave.
Where an employee who is on paid annual leave becomes

entitled to sick/maternity leave, the employee shall be entitled
to sick/maternity leave and the annual leave shall be deemed
as not taken in respect of days of which his sick/maternity
leave is granted.
22.5.2.2 Emergency Leave
An employee may be granted emergency leave for the purpose

of attending to unforeseen emergencies requiring his personal
attendance. The said leave will be set-off against his annual
leave. An employee who require an emergency leave must
obtain prior approval of the reporting Officer/
Managers/Section Head through the phone.
Immediately upon returning to work the employee is required
to complete the leave form and forward to Administration
Section.
22.5.2.3 Sick Leave
An employee shall be entitled to paid sick leave after

examination and upon certification:
• By the Company’s panel doctor or approved doctor, or
• If having regard to his nature of illness or circumstances,
by any other registered medical officer.
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An employee is eligible for paid sick leave as follows:
(a) Where no hospitalisation is necessary,
Up to a total aggregate of fourteen (14) days if employed less

than 2 years.
Up to a total aggregate of eighteen (18) days if employed
between 2 - 5 years.
Up to a total aggregate of twenty two (22) days if employed
more than 5 years.
(b) If hospitalisation is necessary, up to a total aggregate of

sixty (60) days inclusive of any paid sick leave under para (a)
above.
Sick leave in excess of the number of days as in para (ii) will

be deducted from annual leave entitlement. If the annual leave
has been fully utilized, it shall be considered as leave without
pay.
Employee who absents himself from work on sick leave which

is not certified as in (i) above or does not inform or attempt to
inform the company within forty eight (48) hours of
commencement of his sick leave, shall be deemed to have
been absent without permission and without reasonable
excuse.
On the recommendation of the Company’s panel doctor, any

employee confirmed as suffering from tuberculosis, cancer,
leukaemia or any other disease of illness of prolonged nature
shall be in addition to his paid sick leave entitlement be
granted additional sick leave as follows: -
• A total aggregate sum of six (6) months on full pay.
• A further total aggregate sum of six (6) months on half pay.
• A further twelve (12) consecutive months without pay.
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22.5.2.4 Maternity Leave
A female employee shall be entitled to full-pay maternity

leave for a period of sixty (60) consecutive days (including
Sundays and gazetted public holidays) in respect of each
confinement subject to a maximum of five (5) confinements.
The employee shall give written notice to the company two (2)
months prior to her expected confinement date of the intended
date of commencement of maternity leave.
22.5.2.5 No Pay Leave
No pay leave may be granted in exceptional circumstances, at

the absolute discretion of the Company when an employee has
no more annual leave at his disposal. This discretion shall
only be exercised either on compassionate grounds or in cases
where the proposed no pay leave would be to the benefit of the
Company.
22.5.2.6 Other Leave
The Company may consider granting the following leave upon

recommendation by the HOD & Group HR and approval by
the MD on a case to case basis:
(i) Examination Leave
An employee may apply for paid examination leave for the

purpose of sitting for examinations approved by the Company.
(ii) Compassionate Leave
An employee may apply for compassionate leave under the

following circumstances upon approval by the Management:
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An employee who is directly effected by natural calamities
(e.g. flood and fire) involving material damage to his home or
property may apply for a maximum of 2 days leave.
An employee may apply for a maximum of three (3) days

leave in the event of death of an immediate family member
which is limited to spouse, children, parents, and parents in-
law, grandparents, brothers and sisters.
(iii) Special Paid Leave
An employee may apply for Special paid leave as follows:

• Employee’s first marriage - three (3) working days
• Marriage of employee’s children – three (3) working days
• Birth of child – three (3) working days for male employee
• Employees who attend/perform first Haj – up to 35 days
and to be utilised only once during the employment.
22.5.3 Staff Medical Scheme
22.5.3.1 General
• All employees shall be entitled to medical attention as

prescribed in the Company’s staff medical scheme which
may be viewed from time to time at the absolute
discretion of the Company.
• A spouse of an employee shall be covered by this scheme

provided that
• He/she is unemployed or
• The medical coverage given by his/her employer is

inferior to Edaran’s scheme
• Children of employees shall be covered by this scheme

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provided that they are not covered by another superior
scheme (from the employer of the employee’s spouse)
• For this purpose, the Company may request an employee

to obtain written confirmation from the employer of
his/her spouse on the medical coverage given.
• A Dependant Child of an employee may be covered up to

the age of 18. Provided that the child is undergoing
fulltime tertiary education at a recognised institution , the
employee may apply for coverage up to 24 years old.
22.5.3.2 Panel of Medical Practitioners
The Company shall establish either direct or through agents or

any authorised person a panel of medical practitioners to be
consulted by employees. The Company shall review the panel
from time to time in the light of the Company needs.
Each employee shall select a clinic from the aforesaid panel of

medical practitioners for the purpose of providing medical
attention to the employee, his spouse and the dependants if so
entitled.
The clinic selected by the employee shall not be changed

except with good reasons and with the prior consent of the
Company.
Each employee member shall be required to refer to the clinic

selected for all medical attention.
In case of emergency however, when the clinic selected is not

available, the employee may enlist the service of any other
medical practitioners listed in Appendix I.
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In case of extreme urgency when immediate medical attention

is required, the employee may enlist the services of the nearest
medical practitioner whether or not on the panel. Charges
incurred may be reimbursed upon providing the receipt and a
satisfactory explanation of the circumstances for the
consultation.
22.5.3.3 Specialist Treatment And Hospitalization
Employees and dependants who require specialist treatment

must first obtain panel doctor's or in case of extreme urgency,
any nearest medical practitioner’s recommendation prior to
engagement.
Where hospitalization is required, the panel doctor or in case

of extreme urgency, any nearest medical practitioner’s shall
recommend panel specialist centres/hospital for such purpose.
Wherever specialist treatment or hospitalization is

recommended, Administration Department or any agent
appointed will prepare a Letter of Undertaking.
In emergency situations, cases of accidents or follow-ups of

previous treatment which was covered by a Letter of
Undertaking, staff may proceed without first obtaining
recommendation from panel doctor. In this event
Administration Department will immediately proceed with a
Letter of Undertaking to be delivered to the panel clinic within
twenty four (24) hours where possible.
The room entitlement for employees and family are as per the
medical scheme.
The Company’s maximum liability for employees and his

family shall be as per the medical scheme
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22.5.3.4 Payment Of Medical Bill
22.5.4 Allowance and Payment of Claims Relating To Performance

of Official Duties
22.5.4.1 Allowances
(i) Overtime Allowance
Overtime is defined as working in excess of the normal

working hours. Employees who are required to stay to
complete an urgent assignment with the authorization of
Managers or Section Heads will be entitled for overtime
allowance based on specified rate as per Appendix II.
An overtime allowance shall be paid to employee who earn a

salary of RM1,500.00 per month and below in accordance
with the prevailing laws relating to employment. Other
employee who earn a salary above RM1,500.00 per month and
if required to stay beyond office hours will not be entitled to
overtime allowance, except for employees stated in (b).
Engineers and technical employees who earn a salary above

RM1,500.00 per month will only be paid an overtime
allowance if the services are contracted out by the Company to
paying customers. (Rate of payment as per Appendix III).
Where an employee is called to return to office/duty base to

perform overtime duty, the time spent during the journey shall
not be included for the purpose of computing overtime
allowance.
Employees who are under practical training scheme, and or

required to stay beyond office hours are not allowed to claim
overtime allowance.
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Employees who are required to stay beyond office hours to
complete an urgent assignment or project and take a day off
the next day, will not be entitled to claim an overtime
allowance. Only transportation and meals allowance will be
paid.
(ii) Stand-by Allowance
Stand-by allowance payable to employees are categorised as:
a) Hardware Stand-by
Engineers or Technical employees who are required to stand-
by after office hours for customers specified by the Company
will be paid monthly stand-by allowance according to rates
approved by the Company.
b) Software Stand-by
System and Software employees who are required to stand-by
after office hours will be paid stand-by allowance according to
rates approved by the Company.
Employees who are on these assignments are required to stay

within a contactable area (through telephone or pager)
(iii) Subsistence Allowance
Where the employee is outstation on duty, attending

courses/seminars or whatever duty on Company's instruction
he is entitled to subsistence allowance as per Summary of
Benefit and Entitlement.
(iv) Meal Allowance
The Company shall pay for actual meal expenses on a

reimbursement basis against receipt, incurred by a group of
employee working after office hours on a special
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assignment/project, up to a maximum of RM5.00 per person,
provided prior approval is obtained from authorised personnel
and the project/assignment end after 8.00 p.m.
22.5.4.2 Transportation Expenses
Refers to allowance payable to employee who is required to

travel to perform official duties away from office. The rate of
allowance shall be in accordance with the mode of public
transport (KTM Komuter Train, LRT, monorail, bus & taxi)
used on actual basis or actual mileage incurred if employee’s
car is used.
(i) Within Klang Valley
Transport allowance including return trip shall be payable to

employees who are required to perform duties away from
office on journey between destination and office. Parking fees
incurred thereof shall also be payable on production of parking
receipts. The allowance shall be payable in accordance with
the mode of transport used. If an employee travel by taxi, he
shall be reimbursed the actual taxi fare incurred. Where
possible, employees are required to produce receipts of taxi
fare if it exceed RM15.00 per trip. However, if an employee
use his own transport, he shall be reimbursed mileage in
accordance with his eligibility. (Please refer to Summary of
Benefit and Entitlement).
The paid transport allowance is based on the shorter of the

distance between house to duty base or office to duty base.
All employees who are working in excess of normal office

hours whether or not eligible for overtime allowance are not
eligible for transport allowance. The Company shall consider
paying transport allowance if an employee/a group of
employee is required to perform duties after normal working
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hours for a special project or assignment. However, the
project/assignment must commence or end after 10.00 p.m. to
6.00 am (the next day) and if official transport/car is not
available.
Employees who are required to work on rest days or public

holidays shall be eligible for transport allowance.
(ii) Outside Klang Valley (Outstation Duty)
Employees who are required to perform outstation duty are

required to travel in the cheapest possible mode of public
transport in accordance with their respective eligibility.
If an employee uses his own transport, transport allowance

based on mileage shall be payable provided the distance
between destination and office is 350 km or less (to and fro).
The Company shall not be responsible for any damages to
vehicle arising from an accident or otherwise.
If the distance between duty base and office exceeds 350 km,
employees are urged to use Company car if available or any
mode of public transport subject to the entitlement as per the
Summary of Benefits & Entitlement. If the employees choose
to use his own transport for outstation duty where the distance
is more than 350 km (to and fro) the Company will only pay
transport allowance based on actual public transport charges.
(iii) Car Rental
Employees who are on outstation duty are not allowed to rent

a car for the purpose of travelling from place of stay to place
of work or to any other places. Employees are only allowed to
rent a car on emergency & if prior approval is obtained from
the GM - Sales. The request will be considered on a case to
case basis.
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22.5.4.3 Expense Claims – Field Maintenance
Employees who are on field work (at customer's site) whether

for the purpose of maintenance, installations or any other
assignments are required to fill the field maintenance report
form and obtain approval/authorization from their relevant
supervisors. Upon completion of duty on site, employees are
required to complete the report form and obtain customers
signature and rubber stamp. A copy of the said form is to be
submitted together with the monthly expense claims.
22.5.4.4 Accommodation
(i) Accommodation Expenses
Where employees are required to perform duty outside office

(outstation) for more than one (1) day or twenty four (24)
hours he will be provided with accommodation at a reasonable
hotel/hostel to be arranged by the Company subject to
entitlement rate as specified in Summary of Benefit and
Entitlement.
(ii) Lodging Allowance
In other cases, lodging allowance shall be payable to

employee who choose to stay away from hotel subject to the
following conditions being fulfilled: -
That they must stay with parents/relatives.
That the distance between duty base and place of

accommodation must not exceed the distance between duty
base and nearest hotel as per the Summary of Benefits &
Entitlement.
The Company shall pay the lodging allowance based on the

rates as per Summary of Benefit and Entitlement.
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(iii) Laundry Expenses
Employees are only allowed to claim for laundry expenses
during an outstation duty if the period of stay is more than
seven (7) days.
(iv) Telephone Expenses

Employees are only allowed to make telephone calls for
official purpose only. Any personal calls either local or
outstation (inclusive of calls made during outstation duty) is to
be borne by the employee concerned.
22.5.4.5 Entertainment Expenses
Entertainment expenses refer to expenses incurred by

employees who are required to entertain customers and/or
clients in connection with business of the Company. The
employees who are allowed to claim entertainment expenses
are as per Summary of Benefit and Entitlement.
Employees who are eligible to claim entertainment expenses

are required to fill the appropriate forms before any
entertainment and not after the entertainment expenses have
been incurred.
Any other employee who need to entertain

guests/clients/customers may be allowed to entertain on
Company's account but prior approval must be obtained from
the General Manager (Sales).
22.5.4.6 Other Expenses
(i) Purchase Of Tools/Parts
All purchase of tools/parts must be made based on procedure

as per Article 14. Where purchase of tools/parts are made on
urgent basis in order to undertake their job effectively or
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efficiently, prior approval must be obtain from Section
Head/Supervisor before any claim for reimbursement for the
cost to be entertain.
(ii) Tender Documents
Reimbursement for the cost of tender documents will be made

on actual cost basis upon presentation of receipt.
(iii) Photostatting Costs
Where employees are required to make photocopy of

documents on large scale basis they are entitled to claim for
reimbursement subject with the production of receipts.
However, where necessary office photocopy machine should
be used.
(iv) Others
Other claims outside the scope of these policies will be

considered on case to case basis.
22.5.4.7 Cash Advance
Employees who are required to work outstation whether

locally or abroad, are entitled to request for a cash advance for
payments of subsistence allowance, transportation allowance
and entertainment expenses (if approved).
Request for an advance must be approved by the General

Manager upon recommendation by relevant Managers or
Section Head. Advance is given based on the number of days
employee is required to work outstation.
Cash advance will be set-off against monthly expense claims

made by the employee. If the claim is less than the total
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amount taken, then the Company will deduct his salary or
claims payable to him in the following month.
All claims must be made in the following month immediately

after returning to the office, otherwise deduction shall be made
automatically from his salary. (Based on Finance & Admin
Department calculation).
An employee is not entitled to receive any cash advance

before he settles the previous cash advance.
Employees are required to submit cash advance requisition Cash Advance

seven (7) days before departure for outstation. Any ad-hoc or Requisition Form
urgent request will be considered on case to case basis but (CARF)
failure to plan is not considered as urgent. Please refer to
Summary of Benefit and Entitlement.
22.5.4.8 Acting Allowance
The Company may consider paying an Acting allowance to an

employee who is required to perform the duties of a higher
position for a period of at least one month.
The amount paid shall be at the discretion of the Company.
22.5.4.9 Claims Procedures
(i) General
All claims must be submitted to Finance and Administration

Department on or before 1st day of the month. The claim then
will be submitted for approval by 7th day of the month to the
Finance Manager. Any claims not submitted for the above
stated dateline will be processed in the following month.
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Employees are to observe the following procedures before
submitting expense claims for approval:
• Overtime Allowance And Stand-By Allowance
Employees must produce certification form issued by
Supervisors / Managers and CE Field Maintenance Form duly
signed by Manager / Section Head / Supervisors.
• Mileage / Travelling Allowance

Employees are required to produce CE Field Maintenance
Form duly authorised by Manager/Section Head/Supervisors.
• Accommodation
Employees are required to produce all related bills inclusive of
air ticket.
• Entertainment Expenses
Employees are required to attach entertainment forms duly
authorised by authorised personnel subject to Summary of
• Others
Employees are required to produce any related Bills /Invoice /
etc. as proof of expenses incurred.
Any claims which do not conform to the above policies and

guidelines will not be entertained for payment.
22.5.5 Allowances and Payment of Claims Relating to Performance

of Official Duties Abroad
22.5.5.1 Definition:
(i) Local: Peninsular Malaysia, Sabah, Sarawak, Singapore &

Brunei.
(ii) Overseas means all countries except the above.

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(iii) Courses/Training/Seminars refers to training course or

seminars whether academic or practical in nature, and also
includes attachment or practical workshop as authorised by the
Company (excluding extended stay of personal nature).
22.5.5.2 Local Course / Seminar / Training
Allowance and payment of claims shall be payable to

employees who are required to attend local course or training
or seminar. All advances given must be set off against
monthly expense claims. Otherwise deduction shall be made
against his monthly expense claim or salary. Allowance &
claims payable to employee is required to attend local courses
or training or seminar are as follows:
(i) Subsistence Allowance
Subsistence allowance shall be payable to employee if the

course is held outside Klang Valley and Port Klang and no
meals are provided by the course organiser. The allowance
shall be paid proportionately if certain meals are already paid
or included.
(ii) Travelling Expenses
If employee finds it convenient to travel from house to place

of course or vice versa, as the case maybe, he shall be paid
transport allowance based on actual distance between house to
place of course or office to place of course, whichever is
nearer.
22.5.5.3 Overseas Course/Training/Seminar
(Please refer to Summary of Benefit and Entitlement)

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Allowance and claims payables to employees who are
required to attend overseas course or training or seminar are as
follows:
(i) Subsistence Allowance
Subsistence allowance shall be payable to employee if there is

no meal allowance provided by course organiser.
Where full meal (breakfast, lunch and dinner) are provided,

employee will only be allowed to claim 25% of the
subsistence allowance. If part of the meal is provided, the
Company will only pay subsistence allowance based on the
portion of meal not provided for.
(ii) Transportation Allowance
Employee shall be eligible for transport allowance as follows:
One way trip from house to airport before

commencement of the course and one return trip from airport
to house at the end of the course.
Employees who are required to travel from place of stay

(hotel) to place of course are urged to use cheapest possible
mode of transportation such as taxi, bus, subways or train.
Employees are not allowed to rent a car for Purpose of

travelling from place of stay (hotel) to place of course or to
any other place for any reason whatsoever.
Employees who use public transport are required to produce

receipts/ tickets, for reimbursement.
Booking of air-ticket will be arranged by the Company

through its panel of travel agency as per Summary of Benefit
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and Entitlement.
(iii) Accommodation
Employee shall be paid an accommodation allowance as per

their entitlement and are required to choose the nearest
possible place of stay from course centre.
Laundry expenses (with receipts) shall be payable to employee

who attend courses for a period of more than seven (7) days.
(iv) Telephone Expense
Employees who are on overseas or outstation assignment are

entitled to claim the actual telephone charges of one call
(maximum 5 minutes) made to his spouse/family upon arrival
at the destination and one call (maximum 5 minutes) before
departure there from for every country stayed.
The minimum duration of stay in overseas/outstation to

qualify for this claim shall be four (4) days (including
travelling day).
(v) Outfit Allowance
Employee travelling to countries of different climate for

official duty or attending course/seminar/training is entitled to
claim clothing/outfit allowance for an amount of RM600.00
subject to the following terms:
Employee shall claim for outfit allowance only once in every

two (2) years;
The minimum duration of stay overseas for eligibility to claim

for outfit allowance is five (5) days excluding travelling day;
&Employee shall claim for outfit allowance prior to departure.
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(vi) Miscellaneous Expenses
In addition to the above allowances, the staffs are also entitled

to claim the following expenses:
Tips Allowance
15% of the subsistence allowance as specified in Summary of
Tax And Service Charges

The employees are entitled to claim government tax and hotel
service charge provided if it is stated in the hotel bill.
22.5.6 Training
22.5.6.1 General
The Company may, from time to time, require its employee to

undergo training, courses and seminars, deemed necessary to
their job functions.
Manager/Section Head will recommend any course, seminar

or training to be attended by employee either local or overseas.
Manager/Section Head is required to submit his proposal to

the General Manager which in turn will submit his
recommendation to the Board for approval. Submission
should be made fourteen (14) days prior to date of
recommended training, seminar or course. Ad-hoc
recommendation is to be considered on case to case basis.
All related expenses to undergo training, seminars or courses

such as travelling, food, lodging fees or any other necessary
expenses shall be borne by the Company.
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Employee who have been selected to attend training, course or
seminars by the Company but fail to attend are required to
give reasons for absence in writing to the General Manager.
Upon completion of the course/seminar/training employees

are required to submit brief report to the General Manager
within fourteen (14) days of their return to work.
22.5.6.2 Eligibility
Confirmed employees which has been selected by

Manager/Department Head. Unconfirmed employees may be
selected at the discretion of the Board.
22.5.6.3 Contract of Service
Employees who have been selected and agreed to attend any

overseas course/training/seminar are required to sign a
contract of service with the Company before departure on the
following basis:
Period of course Contract of Service

More than 7 days but less than 30 days 1 year
Between 31 days to 60 days 2 years
More than 60 days 3 years
For employees who are still under contract of service and

required to attend course/training/seminar whether local or
overseas, they must also signed a contract of service that will
be effective immediately upon completion of the earlier
contract of service.
22.5.10 General Provision
Company may from time to time amend, add, change and / or

modify these Terms and Conditions of Service and Policies
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and Guidelines.
All such amendment, additions, changes or modification if

any, to the Terms and Conditions of Service and Policies and
Guidelines will be made known to all staff in writing.
22.6.0 PROCEDURE
22.7.0 APPENDICES
LIST OF APPENDIXES
Appendix I - Panel of Medical Practitioners
Appendix II - Overtime Rates
Appendix III - Rates of Allowance > RM1,500.00
Appendix IV - Advance Entitlement
Appendix V - Summary of Benefits & Entitlements

Document STANDARD
OPERATING
PROCEDURE
Index

APPENDIX I
LIST OF PANEL MEDICAL PRACTITIONERS
SEE PANTAI MEDICARE BOOK

Document STANDARD
OPERATING
PROCEDURE
Index

APPENDIX II
OVERTIME RATES
(FOR EMPLOYEES EARNING RM1,500.00 AND BELOW)
DAY BASIS RATES
Mon- Fri After normal working Hourly rate of pay x 1.5

hours-hourly
Sat-Sun 1st 4 hours ½ day pay

not exceeding 8 hours 1 day pay
8 hours and above Hourly rate x 2
Public Holiday 1st 8 hours 2 days pay

8 hours and above Hourly rate x 3
Note :
Overtime allowance will be paid if the employee is required to stay beyond office hours to finish an urgent
assignment or project or tender.
Document STANDARD
OPERATING
PROCEDURE
Index

APPENDIX III
ALLOWANCE FOR EMPLOYEE EARNING RM1,500.00 AND ABOVE
COVERAGE DESCRIPTIONS OVERTIME/HOUR

(RM)
1 Mondays to Fridays 15.00

Working Day From 6.01 until the employee finish
his work at the office/duty base on the
day concerned
2
Rest Day Saturdays, Sundays 20.00
3
Public Holidays Gazetted Federal Territory Holiday 25.00
Note : -
Applicable only to Engineers or Technical employee if the services are contracted out by the Company to
customers.
Document STANDARD
OPERATING
PROCEDURE
Index

APPENDIX IV
SUMMARY OF ADVANCE ENTITLEMENT
DESCRIPTIONS CONDITIONS
1. Personal/ Subsistence Allowance To be calculated based on the number of day stayed and subject to
entitlement as per Appendix V & IX.
2. Transportation Employees are to claim local transportation charges upon returning

- House to Airport (to & fro) to work. For overseas transportation charges, advance to be given
- Airport-Hotel-Duty base (to & fro) for an amount of 3/4 of total estimated transportation charges.
3. Accommodation Advance only to be given to employees who are on overseas trip

and for local accommodation it will be arranged by the company.
Accommodation is subject to Appendix V & IX.
4. Entertainment Strictly as per Appendix VII.

Document STANDARD
OPERATING
PROCEDURE
Index

Edaran Group of Companies SOP 22 - General Staff Administration Appendix V
Summary of Benefits and Entitlements
Travelling Hospital Entertainment Meal / Subsistence Lodging Hotel Travelling / Mileage

Local Overseas M'sia S'Pore Other Japan, Korea Europe Middle USA Allowance Local Oversea
Brunei Asean Taiwan Australia East Canada M'sia Car M/Cycle
Hong Kong N. Zealand
RM RM RM RM RM RM RM RM RM RM RM RM RM RM
per KM per KM
1 Chairman F F Actual Actual Actual Actual Actual Actual Actual Actual Actual X Actual
2 Managing Director F F Actual Actual Actual Actual Actual Actual Actual Actual Actual X Actual
3 Board of Directors, ED F C Actual Actual Actual Actual Actual Actual Actual Actual Actual X Actual
4 CEO C C 500 Actual 120 150 130 300 250 250 250 X 350 0.50 0.30
5 COO, CFO C C 300 Actual 90 120 110 260 220 220 220 X 250 0.50 0.30
6 GM Y Y 300 Actual 90 120 110 260 220 220 220 100 250 0.50 0.30
7 SM Y Y 300 600 p.m. 90 120 110 260 220 220 220 100 250 0.50 0.30
8 Manager 1 Y Y 200 600 p.m. 70 90 90 230 190 190 190 90 200 0.50 0.30
10 Manager 2 Y Y 200 600 p.m. 70 90 90 230 190 190 190 90 200 0.50 0.30
11 Supervisor, Senior Executive Y Y 150 300 p.m. 70 90 90 230 190 190 190 90 150 0.50 0.30
12 Executive, Officer Y Y 150 300 p.m. 50 80 90 180 170 170 170 80 150 0.50 0.30
13 Support Y Y 100 Nil 50 80 90 180 170 170 170 80 120 0.50 0.30
F First Class Prior For own vehicle only

C Business Class Arrangement and with prior approval
Y Economy Class by the from Supervisor
Company
(Business Class
Hotel Only)
Page 30 of 30

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Document STANDARD

Revision Date 1st June, 2002

Section Procedures Document Process Owner

This policy establishes the standards and procedures for

The objectives of these instructions are:

22.2.1 To provide a conducive environment for staff to work in.

22.2.2 To provide information for staff on the Company’s

22.3.1 Abbreviations for Job Titles referred to in these instructions

Abbreviation Title in Full

Document Name Abbreviation

22.4.0 PROCESS FLOW

Revision Date 1st June, 2002

Section Procedures Document Process Owner

22.5.1 General Terms

22.5.1.1 Company Identification Card

All employees must display visibly their name cards at all

22.5.1.2 Office Attire

(ii) Daily Wear

Male executives are encouraged to wear ties.

Footwear of open, sloppy or casual in nature is not allowed.

Female employees are not allowed to wear casual or indecent

(iii) Friday Attire

(iv) Saturday Attire

Revision Date 1st June, 2002

Section Procedures Document Process Owner

(v) Field Staff

22.5.1.3 Working Hours

Normal working hours applicable to staff is generally as

• Saturday 9.00 am – 1.00 pm

• Sunday Rest Day

Lunch break is 1.00pm to 2.00 pm. Lunch break for Muslim

The Company may vary the working hours for business

22.5.1.4 Employee Provident Fund (EPF)

Edaran Board of Directors shall contribute the Employees

The Company may at its absolute discretion contribute higher

Revision Date 1st June, 2002

Section Procedures Document Process Owner

22.5.2.1 Annual Leave

Paid annual leave, in addition to gazetted public holidays,

Employee Grade 0 – 2 Years 2 – 5 Years > 5 Years

During the calendar year of appointment /

Leave may be carried forward to the next calendar year

An employee is required to submit his leave application

Revision Date 1st June, 2002

Section Procedures Document Process Owner

Rest day and gazetted public holidays shall be excluded when

Where an employee who is on paid annual leave becomes

22.5.2.2 Emergency Leave

An employee may be granted emergency leave for the purpose

22.5.2.3 Sick Leave

An employee shall be entitled to paid sick leave after

Revision Date 1st June, 2002

Section Procedures Document Process Owner

Up to a total aggregate of fourteen (14) days if employed less

(b) If hospitalisation is necessary, up to a total aggregate of

Sick leave in excess of the number of days as in para (ii) will

Employee who absents himself from work on sick leave which

On the recommendation of the Company’s panel doctor, any

Revision Date 1st June, 2002

Section Procedures Document Process Owner

A female employee shall be entitled to full-pay maternity

22.5.2.5 No Pay Leave

No pay leave may be granted in exceptional circumstances, at

22.5.2.6 Other Leave