HUMAN RESOURCE (HR) POLICIES & PROCEDURES

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1 Procedures HR Dept Date of Creation 21 Aug 2006 Approved by : David Hoong Asst. Honorary Secretary Date of Last Revision : 30 April 2013 HUMAN RESOURCE (HR) POLICIES & PROCEDURES

2 Summary This policy is written, revised and customized to suit the Triathlon Association of Singapore (TAS), with compliance and alignment to Singapore Sports Council (SSC) s prevailing Human Resource (HR) Policy for National Sports Associations (NSAs) This Policy will be reviewed on an annual basis by TAS Honorary Secretary, and the date of review will be stated on the cover page of this policy. TAS also reserves the rights to amend the Policy as and when it seems necessary. These amendments will however be communicated to all employees, and the date of amendment will be recorded on the cover page of this policy. In a case whereby there had been changes made in the prevailing and relevant Singapore Manpower and Labour Laws, these changes will supersede any otherwise irrelevant points as stated in this policy. Vision TAS aspires to exhibit professionalism by practising sound and employee-centred HR Policy. Mission 1) To promote and enhance the competency, effectiveness and well-being of our employees. 2) To increase employee retention by creating a positive relationship between employer and employee based on a fair, effective and professional administration of HR and benefit policies. Policy Points 1. Employment Application 1.1 Staff Requisition The department head/manager completes the staffing requisition EXCO authorises initiation of recruitment. 2. Interviewing & Selection 2.1 PA places advertisement on Association s website, online with recruitment firms and/or other media. 2.2 All recruitment activities must be consistent with the Association s commitment to the principle of equal employment opportunity to prevent illegal discrimination against any person on the basis race, colour, nationality, religion, gender, age or disability.

3 2.3 Honorary Secretary shall shortlist the applicants for interview & provides the job scope for the candidates. 2.4 Honorary Secretary & any one member of EXCO are to conduct the interviews & to recommend the suitable candidate for the post to the EXCO who will make the final decision on salary and other non-standard terms of employment if any. 3. Hiring 3.1 Letter of Appointment and Employment Terms & Conditions (Annex A) are prepared for the successful candidate to acknowledge and acceptance. 4. Employment Orientation 4.1 The Honorary Secretary or the General Manager is to introduce to all the staff/exco members of the employment of a new staff. 4.2 A work area is to be provided with the following (but not limited) items: Computer Telephone Standard office supplies (pens, paper, desk calendar, staples etcetera) 4.3 The new staff is to be briefed on the proper use of office equipment such as fax machine, photocopier, scanner and other. 5. Salary Increment 5.1 Salary increment may be given after a performance appraisal and after being agreed upon by both parties. 5.2 Honorary Secretary or any EXCO member to recommend the increment for EXCO s approval. 6. Overtime Claim 6.1 Due to the nature of work, no overtime pay is claimable. However, paid time off will be given if staff is required to work overtime for events. 6.2 When taking paid time off, the staff is required to apply online and application is subject to Honorary Secretary s approval. 7. Personal Records 7.1 All personal files & records of staff are to be kept under lock by the Honorary Secretary or the General Manager.

4 7.2 All personal records are kept confidential at all times. No staff or unauthorised personnel are allowed to access the information without the prior approval of the EXCO. 7.3 Staffs are required to inform the Honorary Secretary or the General Manager immediately when there is a change in staff s particulars such as change of home address, hand phone number, marital status etcetera. 8. Healthcare Benefits 8.1 All full-time confirmed staff shall be entitled to healthcare benefits as stated in the Employment Contract or letter of appointment. 8.2 All medical benefits will not be applicable during probationary for all staff. 8.3 All full-time confirmed staff who is unwell may consult any registered medical practitioners. TAS will reimburse all such medical expenses up to $50 per month. 8.4 All full-time confirmed staffs are eligible for sick leave and hospitalisation leave as stipulated in the Employment Contract or letter of appointment. 8.5 All claims for medical expenses reimbursement must be supported by official receipts and diagnosis of the sickness. 9. Employee s Benefits Insurance 9.1 All full-time confirmed staffs are eligible to participate in Association s Employee s Benefits Insurance Scheme. 9.2 The Association will provide for basic free Personal Accident Insurance and Hospitalisation and Surgical Insurance. However, staffs are allowed to increase the benefits at their own expense. 10. Code of Conduct 10.1 Confidentiality of Association s Information. Staff are to safeguard the Association Information and to ensure no unauthorised person have any access to them Association s Rights and Properties. Staffs are to protect the rights and properties of Association and to ensure they are not violated or damaged or stolen Personal Integrity. Staffs are to conduct themselves with integrity & honour so as to uphold the reputation of the Association Competence. Staffs are to display high standard of competency in carrying out their work and duties Beach of Association s Code of Conduct may result in a warning, or in more serious case, a termination of employment contract.

5 ANNEX A STANDARD TERMS AND CONDITIONS OF EMPLOYMENT 1) Duties & Responsibilities You are to perform the duties of your appointed position and other duties to which you may be assigned from time to time. 2) Conduct You are required to maintain a high ethical standard of conduct and the Association reserves the right of instant termination should there be any serious breach of this conduct. 3) Official Working Hours Monday to Friday: Lunch Break: 0900 am To 1800 pm 1 hour 4) Bonus Depending on the Association s performance, the Association may grant a bonus to employees who have completed at least 3 months of confirmed service with the Company, the amount being pro-rated as at 31st December. Any employee on probation as at 31st December shall not be entitled to any bonus for that year. 5) Annual Adjustments The Association may carry out an annual salary adjustment on your confirmation anniversary. Such adjustment, if any, will be in accordance to his / her job performance, merit and conduct. 6) Annual Leave Upon completion of 12 months service, an employee is entitled to 14 days of annual leave. Annual leave may be accumulated for one year only, after which it will be forfeited. 7) Sick Leave After completion of the probationary period, an employee shall be entitled to the following paid sick leave duly certified by a registered medical practitioner and not exceeding in the aggregate: a) 14 (fourteen) days in each year if no hospitalisation is necessary; b) Up to 60 (sixty) days in each year if hospitalisation is necessary 8) Maternity and Paternity Leave Maternity and paternity leave shall be in accordance with the provisions of the Employment Act. The period of leave shall be in accordance to Employment Law. Maternity and Paternity

6 leave will only be granted after an employee has completed 12 months continuous service and for the Employee s first three children only. 9) Marriage Leave After completion of 12 months continuous service, an employee on the occasion of his / her first legal marriage shall be granted 3 days paid leave. 10) Compassionate Leave In case of emergencies such as death affecting an employee s immediate family, i.e. spouse, parent, child, sister, brother, parents in law, and grand parent, compassionate leave shall be given up to a maximum of three days at any one time. 11) Examination Leave Time-off shall be given to an employee to sit for examinations conducted by an approved institution related to his / her job. 12) Medical Benefits a) The Association will reimburse you up to $50 per month for any consultation with a registered medical practitioner of your choice if you fall sick. b) Hospitalisation Insurance shall be provided in accordance with the Association s Medical Insurance Scheme. 13) Personal Insurance Benefits The Association will take up a Personal Accident Insurance Policies on the lives of its employees upon confirmation of service. 14) Transport Benefits a) You will be able to claim for incurring travel expenses home, only after 9pm on normal working day, provided the official working hours had been met. b) You will be able to claim for incurring travel expenses within Singapore for the proper performance of your duties. c) The rate for transport claims are as follows: I. Public transport (i.e. Bus, MRT, Taxi) As per receipt or supporting documents. II. Mileage Claims (Personal Vehicle) 40 cents per KM for Cars, 20 cents per KM for Motorbikes. 15) Mobile phone Benefits You will be able to make a claim of up to $50 for your monthly mobile phone usage. In the month of a major event organised, you would be able to claim up to the full amount for your mobile phone usage.

7 16) Central Provident Fund You will be required to contribute to the Central Provident Fund where necessary and the Association will make the necessary contribution to the Fund on your behalf at the existing rate required by the Law. 17) Retirement The retiring age of an employee shall be 60 years but the Association may at its discretion and with the consent of the employee concerned continue to employ such employee beyond the age of 60 years at terms to be mutually agreed. 18) Termination of Service After confirmation, your employment with the Association may be terminated by either party giving the other one month s notice in writing or salary in lieu thereof. This shall not affect the rights of the Company under clause 2 above 19) Confidentiality, Commitment and Loyalty You are required to devote 100% of your time to the Association s activities and you are prohibited from taking any other form of employment, part-time or otherwise, without the Association s prior written approval. You are required to observe strict confidentiality about all matters relating directly or indirectly to your work or any information which comes to your knowledge and you shall not divulge any such information to anyone except strictly in accordance with any instructions you receive from time to time from your Superior. 20) Usage of Company s Telephones and other equipment. The Association s telephones and other equipment are strictly to be used for official matters only. Any damage to, abuse or misuse of, any equipment especially the Company s computer system, will be made good at your expense and should the Company suffer any consequential loss as a result of your illegal and/or unauthorised use, you are liable for all such damages and may be subject to Clause 2 above. 21) Company s Funds Official Receipts must be issued for all cash received on behalf of the Association. Any such fund collected must be delivered to the authorised officer without delay. Failure to do so is a serious breach of conduct and would be dealt with accordingly. 22) Amendments The Association reserves the right to change/modify the above terms and conditions but such changes and modifications shall not be in contradiction with the Employment Act in force.

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