Reference HRP 1.

0
SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

1.0 GENERAL

1.1 Purpose

This policy sets out the Human Resource Policy governing the terms and conditions of
service of Sinergi Perdana Sdn Bhd and shall be an implied term to the contract of service
between all employees and the Company, applicable and to be strictly observed by all
employees.

1.2 Interpretation

In the event of any dispute regarding the interpretation of any provision in this Policy, the
decision of the Board of Directors with recommendation by the Chief Executive Officer shall be
final.

It is expressly provided here that in respect of employee earning up to RM2,000.00 per

month, the provisions in this policy shall be subjected to the provisions of the Employment
Act, 1955. In the event of any conflict, the provisions of the Act shall prevail.

1.3 Definition

The following definitions shall apply unless otherwise expressly stated in this Policy.

Board Board of Directors

GCEO Group Chief Executive Officer
Children An employee’s natural, step or legally adopted children who are
dependents and are below the age of eighteen (18) years old. For a
full-time student, the dependents who are below the age of twenty
four (24) years old.
Contract Employee Person(s) who are full-time employed for a specific period of time
Dependents An employee’s spouse and children as defined above.
Employee (s) Person (s) who are employed by the Company.
Executive Employee in Level 1 to Level 7
Family An employee’s spouse and children as defined above.
Non-Executive Employee in Level 8 to Level 10
Note All reference to the masculine shall include the feminine gender
unless otherwise stated.

Outstation Locations or destinations which are beyond 40 km radius from the

normal place of work (one way) or Outside of Klang Valley
(Selangor, Putrajaya, Kuala Lumpur)

Overtime Work performed in excess of the normal hours of work.

Policy Human Resource Policy
Relatives Employee’s parents, brothers, sisters, granparents and parent-in-
laws.

Spouse An employee’s legal wife (s) or husband registered with the

Company.

SPSB or the Company Sinergi Perdana Sdn Bhd

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 Reference HRP 1.0
SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

1.4 Maintenance, Updates And Changes

a. Company shall reserve the right to amend, delete or supplement any of the provision in
this Policy as and when it deems necessary.

b. The Human Resource Department shall be responsible for the proper

maintenance of this Policy including implementing and advising on policy updates and
supplements to the Policy.

c. The Heads of Division and Department are responsible for administrating and ensuring
compliance to the policies in their respective division / department, including
communicating the policies’ changes to their employees.

2.0 RULES AND REGULATIONS

2.1 Purpose

This policy is to assist the Company in governing the conduct of its employees whilst at work.

2.2 Policy Coverage

The Company, in managing its business, has established certain rules and regulations to
ensure the highest standards of conduct amongst its employees.

The rules and regulations are to be read together with the SPSB Code of Ethical Standards
which provides broad guidelines on what is accepted as exemplary conduct in a SPSB
employee. The rules and regulations list specifies instances of breach of discipline or
misconduct and the remedies available to the Company.

The Company views breaches of the Code of Ethical Standards seriously and any employee
found in breach of these standards will be subject to disciplinary action as provided by the
rules & regulations.

If the rules and regulations do not cover a specific situation of ill-discipline or misconduct, or is
silent over other particular situations, reference should be made to the Code of Ethical
Standards.

3.0 EMPLOYMENT

3.1 Organizational Structure And Manpower Planning

a. The Board shall approve the organisational structure of the Company.

b. The Company may institute organisational changes as and when deemed necessary in
meeting its objectives. The management shall table the proposed changes to the Board for
approval.

3.2 Recruitment

a. The recruitment of employee shall be in accordance with the Company’s approved

manpower plan and budget for the year. Exceptions shall require the approval of the
Board for Level 1.

b. The Company shall provide equal employment opportunity in implementing its

recruitment programs. Positions will be filled with the most suitable candidates on the
basis of qualifications, relevant experiences, performance potentials and any other
attributes required for the job.

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 Reference HRP 1.0
SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

3.3 Interview

a. Human Resource Department will coordinate all interviews of shortlisted candidates.

b. Human Resource Department will facilitate the appointment of the interview panel. Such
panel will normally comprise of:

i. Two (2) representatives from the requisitioning department; and

ii. One (1) representative from Human Resource Department.

3.4 Appointment

a. The Company will offer employment on permanent basis for the position on Level 1A
– Level 10. However, for the post of GCEO, the employment shall be on contract
basis where the terms and conditions of service shall be as that agreed between the
Company and the individual.

b. In addition to the above employment terms, the Company may appoint employment
under other terms deemed necessary. Where the terms and conditions of the
employment differ from that of the terms and conditions contained in this Pol icy, the
contract of service between the Company and the individual shall apply.

c. Appointment of employees to the position of Deputy Manager (Level 4) up to Chief

Finance Officer and General Manager (Level 1) are at the discretion of the Board while
for position Executive (Level 5) and below is at the discretion of CEO.

3.5 Performance Management System (PMS)

a. Performance Management System is a tool in evaluating the performance of each

employee and to appraise the level of competencies of an employee.

b. The primary objectives of the Performance Management System are:-

i. to provide a common linkage in promoting result oriented management for all levels
of employee in the Company; and

ii. to differentiate the performance of employee by ensuring the results of task

achievement and job competencies are measured through his system. This will
provide the platform for reward strategies, career path and performance
improvement planning.

c. Each employee will be evaluated via Performance Appraisal at the end of every year or
any other period designated by the Company.

3.6 Promotion

a. A promotion is the recognition of certain positive fundamental and permanent changes in

the work attitude, behavior and skill set of an employee whose indicates that the
employee concerned is ready to assume greater responsibility and accountability. It can
occur in the following situations:

i. An employee can be promoted to a new position with wider scope of duties and
responsibilities in the higher grade.

ii. An employee is promoted in the same position to a higher grade with an expanded
work scope.

b. The employee shall be given a promotional increment at a rate to be determined at the

sole discretion of the Company. If the new salary is below the minimum salary threshold of
the new grade, his salary shall be adjusted to the minimum salary of the new grade.

c. For Level 4 and above, the approval authority for the promotion exercise lies with the
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 Reference HRP 1.0
SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

Board with the recommendation from the Management. For Level 5 and below, the
approval authority will be sole discretion of the Management and GCEO.

3.7 Transfer

a. The Company may at its discretion transfer / relocate employee to another division,
department or a subsidiary within the Company where the service of the employee is
required and the employee who is relocated or transferred outstation will be paid a one
time necessary relocation expenses.

b. The salary, benefits, terms and conditions of service of the employee for internal transfer
and relocation shall remain unchanged. The length of service shall be treated as
continuous service.

3.8 Secondment

a. The Company may provide for temporary transfer or relocate any of its employees to any
company locally or overseas where their expertise may be needed.

b. Any payment of secondment allowance shall be determined at the sole discretion of the
Company.

c. During the secondment period, the employee shall also be governed by the policies and
code of conduct of the company he / she serves.

3.9 Job Rotation / Job Enrichment

In the performance of duties, the Company, in evaluating employee’s ability to perform at a

higher level, may from time to time, transfer an employee for all purposes of exposing him to
different aspects of its operations. This job rotation or enrichment exercise is designed to
enable an employee to understand the diverse needs and nature of the Company’s
operations.

3.10 Reassignment

The Company also reserves the right to assign an employee to serve in any area/zone of
service at its absolute discretion at any time during his employment with the Company. This
requirement will be temporary or non-permanent in nature, and employee should not
unreasonably refuse to carry out these instructions, when directed to do so. Failure to follow
these instructions can be construed as a major misconduct by the Company.

3.11 Retirement Age

a. The retirement age for both male and female employees shall be upon reaching fifty-six
(56) years old. The retirement age is increase to sixty years old (60), approved by Board at
2012

b. Any extension of service shall be on contractual basis and shall be at the discretion of
the Board.

3.12 Employee’s Personal Records

a. The Human Resource Department shall be the custodian of personnel file and be
responsible for maintaining up to date personnel records.

b. It is the responsibility of an employee to provide the Company with accurate and up to

date information for the employee’s personal file and record.

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 Reference HRP 1.0
SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

4.0 TRAINING AND DEVELOPMENT

a. It is the Company’s policy to provide all employees appropriate training and development
program so as to improve performance and productivity and to promote organizational
efficiency. Specific training needs of employee shall be identified through proper
training needs analysis, performance appraisal and the recommendations from the
Head of Division or Department.

5.0 DECLARATION OF ASSETS

a. The members of the Management Executive Committee, Grade L1 and L2 namely senior
members of SPSB will be required to declare their assets in the following circumstances:
i. Upon entering into employment with the Company;
ii. Promotion to the positions of senior members of SPSB;
iii. Further required by the Company to declare assets;
iv. Subsequent annual declaration.

b. Each staff of SPSB newly appointed to the above said positions, shall be required to
make the declaration upon reporting for duty. The completed assets declaration form
shall be submitted to the respective Chief Executive Officer not later than 1 month after
reporting for duty.

c. Staff newly promoted to the above said positions shall submit the declaration form within
1 month from the date of the letter of promotion.

d. The required staff who do not have any assets to declare, shall submit a nil form return to
the Chief Executive Officer within the prescribed period.

6.0 DISCIPLINE

6.1 Sexual Harassment

a. The Policy against Sexual Harassment is an in-house mechanism at the enterprise

level to prevent and eradicate sexual harassment at the workplace and to ensure that
adequate procedures are available to deal with the problem and prevent its recurrence.
This will ensure a safe and healthy working environment where our employee,
irrespective of status, position or sex, are treated with dignity and free from any form of
harassment, humiliation and intimidation of a sexual nature.

b. Sexual harassment is defined as any unwanted conduct of a sexual nature that takes
the form of verbal, non-verbal, visual, psychological or physical harassment. This also
includes e-mails / letters depicting sexual content or harassment that is unsolicited.

c. The policy of the Company is that the employee shall have a commitment to prevent
and eradicate sexual harassment to create a positive and conducive working
environment in the organization. The following rules will apply:

i. The company will not tolerate any form of sexual harassment of/ by any
employee towards other employees, customers or business associates.

ii. The company prohibits retaliation against any employee for making a complaint
of sexual harassment.

iii. The company will treat reports of sexual harassment seriously and confidentially.

iv. The employee who files a complaint will be treated fairly and courteously at all
times.

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SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

d. For the purpose of the Code of Practice on the Prevention and Eradication of Sexual
Harassment in the workplace issued by the Ministry of Human Resource, sexual
harassment means any unwanted conduct of sexual nature having the effect of
verbal, non-verbal, visual, psychological or physical harassment:

i. That might, on reasonable grounds be perceived by the recipient as placing a

condition of a sexual nature on his / her employment; or

ii. That might, on reasonable grounds be perceived by the recipient as an offence

or humiliation, or a threat to his / her well being, but has no direct link to his/her
employment.

6.2 Disciplinary Action

a. The breach of any provision in the Human Resource Policy – Disciplinary Action
Guidelines shall render the employee liable to disciplinary action.

b. No disciplinary action shall be taken unless and until domestic inquiry has been
conducted and concluded by the Company.

6.3 Termination Of Service

6.3.1 Retirement

All employees upon attaining the compulsory age of retirement shall be retired
from the service of the Company and re-employment is subject to the terms and
conditions to be determined by the CEO.

6.3.2 Voluntary termination

a. It is the policy of the Company to make a reasonable effort to retain good

employees who wish to resign.

b. Voluntary termination and / or resignation by a required notice period shall be

made in writing and addressed to the Human Resource Department through
the respective Head of Division / Department.

6.3.3 Involuntary termination

a. The Company reserves the right to dismiss an employee for just cause without
notice, salary or other forms of compensation. The Company's right to dismiss
shall include the right to suspend, demote or discipline an employee in lieu of
dismiss.

b. The Company reserves the right to terminate without notice, the service of an
employee who is absent from work for more than two (2) consecutive working
days without prior informing his / her superior and without reasonable excuse.

6.3.4 Retrenchment

a. The Company may retrench its employees on the following grounds:

i. Where the Company ceases operation or wishes to cease operating in the

business activity where the employees are employed.

ii. Where redundancy occurs due to reorganization or restructuring of the

company on economic / business consideration.

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 Reference HRP 1.0
SINERGI PERDANA SDN BHD
HUMAN RESOURCE DEPARTMENT Effective Date April 2011
POLICY MANUAL Revision Date

b. The Company shall always seek to avoid the retrenchment of its staff until all
other avenues for redevelopment are considered and have been exhausted.

c. When retrenching its employees, the Company shall at all times adhere to the
provisions of the relevant existing legislation.