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MVGI Employee Handbook (2015)
MVGI Employee Handbook (2015)
MVGI Employee Handbook (2015)
: Employee Handbook
MASS V GROUP,
INC.
Employee
Handbook
2015 Edition
VISION
Mass-V Group, Incorporated envisions itself to be the PREMIER and
MOST TRUSTED battery and lube distributor in the Philippines, with a
COMPETITIVE, INNOVATIVE and DYNAMIC product portfolio that responds
to the needs of the market.
Led by the 10 Directors unified in the aims and traditions of
continuously driving MVGI into a more brilliant future.
MISSION
Mass-V Group, Incorporated and its members are tasked to:
SURPASS our competitors in quality, value and innovation.
Not just to be the biggest but the BEST in terms of consumer
value, customer service, employee talent, and consistent growth.
Be the BEST IN THE EYES of our customers, employees and
directors.
KEEP the tradition of preserving, protecting and strengthening
the ties between the directors.
TABLE OF CONTENTS
SECTION 1: INTRODUCTION
5
5
5
5
2.1
2.2
2.3
2.4
PERMANENT EMPLOYEE
PROBATIONARY EMPLOYEE
SUPERVISOR TRAINEE
MANAGERIAL EMPLOYEE
3.1
HIRING AND RECRUITMENT
3.2
EMPLOYMENT OF EMPLOYEE RELATIVES
3.3
NON-DISCLOSURE / CONFIDENTIALITY
3.4
NEW EMPLOYEE ORIENTATION
3.5
HOURS OF WORK
3.6
LUNCH PERIOD
3.7
BREAKS
3.8
PERSONNEL FILES
3.9
PERSONNEL DATA CHANGES
3.10 INCLEMENT WEATHER CONDITIONS/EMERGENCY
CLOSINGS
3.11 EMPLOYEE PERFORMANCE REVIEW AND
PLANNING SESSIONS
3.12 OUTSIDE EMPLOYMENT
3.13 CORRECTIVE ACTIONS
PROGRESSIVE CORRECTIVE ACTIONS
CATEGORY 1 OFFENSES
CATEGORY 2 OFFENSES
CATEGORY 3 OFFENSES
CATEGORY 4 OFFENSES
CATEGORY 5 OFFENSES
CATEGORY 6 OFFENSES
3.14 EMPLOYMENT TERMINATION
3.15 SAFETY
3.16 EMPLOYEE REQUIRING MEDICAL ATTENTION
3.17 BUILDING SECURITY
3.18 INSURANCE OF PERSONAL EFFECTS
3.19 SUPPLIES; EXPENDITURES; OBLIGATING THE
COMPANY
3.20 EXPENSE REIMBURSEMENT
3.21 PARKING
3.22 VISITORS IN THE WORKPLACE
6
6
6
6
7
7
7
8
8
8
8
9
9
9
9
9
10
10
11
11
12
12
12
13
14
15
15
16
16
16
16
16
16
17
24
25
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
5.1
5.2
5.3
5.4
ATTENDANCE / PUNCTUALITY
ABSENCE WITHOUT NOTICE
HARASSMENT / DISCRIMINATION
TELEPHONE USE
PUBLIC IMAGE
SUBSTANCE ABUSE
TOBACCO PRODUCTS
INTERNET / COMPUTER USE
SOLICITATION DURING WORK
WORKPLACE VIOLENCE
WAGE OR SALARY INCREASES
TIMEKEEPING
OVERTIME
PAYDAYS
6.1
HOSPITALIZATION/ACCIDENT INSURANCE AND
DEATH BENEFITS
6.2
TAX / SSS / PHILHEALTH CONTRIBUTIONS
6.3
RETIREMENT PLANS
6.4
PAID LEAVE
6.5
RICE BENEFITS
6.6
13TH MONTH PAY
6.7
HOLIDAYS
17
18
18
20
20
21
21
21
22
23
24
24
24
24
25
25
25
25
25
26
26
27
APPENDIX
28
7.1
7.2
7.3
STAFF MEETINGS
PROCEDURE FOR HANDLING COMPLAINTS
DOCUMENT RETENTION
SECTION 1
27
27
27
29
29
30
-
INTRODUCTION
This Handbook is designed to acquaint you with Mass V Group, Inc.
(hereinafter the Company) and provide you with information about working
conditions, benefits, and policies affecting your employment. The information
contained in this Handbook applies to all employees of the Company. Following
the policies described in this Handbook is considered a condition of continued
employment. However, nothing in this Handbook alters an employees at-will
status. Unless specifically stated otherwise in writing, all Mass V Group, Inc.
employees are at-will employees. This means that you may resign at any time,
with or without cause. Similarly, the Company has the right to terminate your
employment at any time, with or without cause. The contents of this Handbook
shall not constitute nor be construed as a promise of employment or as a
contract between the Company and any of its employees. The Handbook is a
summary of our policies, which are presented here only as a matter of
information. You are responsible for reading, understanding, and complying with
the provisions of this Handbook and any policies you may receive. Our objective
is to provide you with a work environment that is constructive to both personal
and professional growth.
1.1
CHANGES IN POLICY
This Handbook supersedes all previous employee Handbooks and memos
that may have been issued from time to time on subjects covered in this
Handbook. Since our business and our organization are subject to change, we
reserve the right to interpret, change, suspend, amend, cancel, or dispute
with or without notice all or any part of our policies, procedures, and benefits
at any time. We will notify all employees of these changes. Changes will be
effective on the dates determined by the Company, and after those dates all
superseded policies will be null. No individual supervisor or manager has the
authority to change policies at any time. If you are uncertain about any policy
or procedure, speak with your direct supervisor.
1.2
EMPLOYMENT
APPLICATION/EMPLOYMENT
INFORMATION
UPDATE
We rely upon the accuracy of information contained in the employment
application, the employment information update, and the accuracy of other
data presented throughout the hiring process and employment. Any
misrepresentations, falsifications, or material omissions in any of this
information or data may result in exclusion of the individual from further
consideration for employment or, if the person has been hired, termination of
employment. Employees are obligated to keep the Company updated on all
contact and other personal information (such as status of marriage,
beneficiaries, etc.)
1.3
EMPLOYMENT RELATIONSHIP
You entered into your employment with Mass V Group, Inc. voluntarily, and
you are free to resign at any time, for any reason or no reason. Similarly,
Mass V Group, Inc. is free to terminate its relationship with any employee at
any time without reason and/or notice. Following the probationary period,
employees are required to follow the Employment Termination Policy (see
SECTION 2
DEFINITION OF EMPLOYMENT STATUS
2.1
PERMANENT EMPLOYEE
One hired to occupy regular or permanent position in the company, who has
completed the probationary period of 6 months continuous service herein
provided, and has met all company requirements for permanent
appointment.
Any employee who has rendered an actual 6 months of continuous service to
the company shall automatically be considered a permanent employee.
2.2
PROBATIONARY EMPLOYEE
One hired on a trial or probation period of six (6) months for purpose of
occupying, if fount fit and qualified, a regular basis position. For position
requiring certain skills, educational background and/or experience such as
accountants and the like, the employee shall be considered on probation until
he is found fit for the job, passed his/her training which, unless otherwise
stipulated, shall be for twelve (12) continuous months depending on the skills
required in accordance with the stipulations in his contract. A probationary
period without advance notice of such termination or resignation, as the case
may be.
2.3
SUPERVISOR TRAINEE
One hired when no experienced worker is available, to train non-skilled
employees through practical training on the job within a period specified
between the company and the Supervisor Trainee.
2.4
MANAGERIAL EMPLOYEE
One vested with powers or prerogatives (1) to create and execute
management policies, (2) to hire, demote, promote, suspend, lay-off, assign,
discipline, motivate, and develop employees, and (3) to effectively
recommend managerial actions.
SECTION 3
EMPLOYMENT POLICIES
3.1
HIRING AND RECRUITMENT
MVGI provides equal employment opportunities to all applicants irrespective
of sex, religion, ancestry or political beliefs. We are steadfast in our belief that
selection of employees shall be based on the following factors:
Educational Attainment
Experience
Aptitude or fitness for a job
Mental Attitude
Strengths and Weaknesses
Work expectation
Age
Only the most qualified applicants who have complied with all necessary
requirements and who have passed the physical examination and work test
shall be hired by the company.
Every applicant for employment will be required to submit the following, at
his expense:
Barangay, Police and/or NBI Clearance taken over the place where
he/she had resided for one (1) year;
Original Birth Certificate;
Community Tax Certificate and Tin;
Social Security System Identification card;
Three copies 1x1 picture
Medical Certificate and Chest X-ray
3.2
EMPLOYMENT OF EMPLOYEE RELATIVES
No brothers, sisters and relatives within the second degree of consanguinity
or affinity shall be hired by the company unless on special circumstances and
upon approval by the President. Any employee who gets married with a coemployee during their employment, shall not be allowed to work within the
same Department or Section.
3.3
NON-DISCLOSURE/CONFIDENTIALITY
The protection of confidential business information and trade secrets is vital
to the interests and success of Mass V Group, Inc. Such confidential
information includes, but is not limited to, the following examples:
Compensation data;
Financial information;
Marketing strategies;
Pending projects and proposals;
Proprietary production processes;
Personnel/Payroll information; and
Conversations between any persons associated with the Company
regarding Company matters.
CORRECTIVE ACTION
Written reprimand
Last Warning
Suspension for three (3) working days
Suspension
Suspension
Suspension
Suspension
Dismissal
for
for
for
for
SECTION 4
STANDARDS OF CONDUCT
The work rules and standards of conduct for the Company are important,
and the Company regards them seriously. All employees are required to become
familiar with these rules and standards. In addition, employees are expected to
follow the rules and standards faithfully in doing their own jobs and conducting
the Companys business.
Please note that any employee who deviates from these rules and
standards will be subject to corrective action, up to and including termination of
employment (see Section 3.12, Corrective Action).
While not intended to list all the forms of behavior that are considered
unacceptable in the workplace, the following are examples of rule infractions or
misconduct that may result in disciplinary action, including termination of
employment:
Theft or inappropriate removal or possession of property of the Company
or others;
Falsification of timekeeping records (see Section 5.2, Timekeeping);
Working under the influence of alcohol or illegal drugs (see Section 4.6,
Substance Abuse);
Possession, distribution, sale, transfer, or use of alcohol or illegal drugs
in the workplace (see Section 4.6, Substance Abuse);
Fighting or threatening violence in the workplace;
Boisterous or disruptive activity in the workplace;
Negligence or improper conduct leading to damage of Company-owned,
customer-owned, or co-worker-owned property;
Insubordination or other disrespectful conduct;
Violation of safety or health rules;
Sexual or other unlawful or unwelcomed harassment (see Section 4.3,
Harassment/Discrimination);
Discrimination (see Section 4.3, Harassment/Discrimination);
Excessive absenteeism or any absence without notice (see also, Section
4.1 Attendance/Punctuality and 4.2, Absence without Notice);
Excessive tardiness or leaving work without permission;
Unauthorized use of telephones, or other Company-owned equipment
(see Section 4.4, Telephone Use);
Using Company equipment for purposes other than business (i.e. playing
games on computers or personal Internet usage) (see Section 4.8,
Internet/Computer Use);
Unauthorized disclosure of business secrets or confidential information
(see Section 3.2, Non-Disclosure/Confidentiality);
Violation of personnel policies; and
Unsatisfactory performance or conduct.
4.1
ATTENDANCE/PUNCTUALITY
The Company expects that every employee will be regular and punctual in
attendance. This means being in the office, ready to work, at their starting
SECTION 5
WAGE AND SALARY POLICIES
5.1
WAGE OR SALARY INCREASES
Wage or salary increases will be determined on the basis of performance,
adherence to Company policies and procedures, ability to meet or exceed
duties per job description and achieve performance goals, essential nature of
position held, and the best interests of the Company (see Section 3.10,
Performance Review/Planning Sessions). Increases are solely at the
Companys discretion and may or may not be given each year. Although the
Companys salary ranges and hourly wage schedules may be adjusted on an
ongoing basis, the Company does not grant cost of living increases.
Performance and Company profitability is the key to wage increases in the
Company. No employee is guaranteed a wage or salary increase at any time.
5.2
TIMEKEEPING
Each hourly employee shall be required to accurately maintain a time sheet.
Employee paycheck and benefit hours are based on the hours submitted
through the timesheet. Each employee is responsible for his or her own
timesheet. Falsification or other unauthorized alteration of this timesheet will
be grounds for dismissal. No employee may write or make entries on another
employees timesheet, even if given permission.
Employees who clock in must be ready to perform their job duties
immediately after clocking in. All timesheets must be correct at the end of
the pay period for checks to be received. If the time record needs to be
corrected, the employees supervisor must make the correction in ink and
initial the correction.
5.3
OVERTIME
Overtime compensation is paid to non-exempt employees in accordance with
national minimum wage and hour requirements. Overtime is payable for all
hours worked over 48 hours per week. Time off with pay for personal time,
holidays, or any leave of absence will not be considered hours worked when
calculating overtime. In addition, paid vacation time does not constitute
hours worked.
Employees may be required by the company to perform overtime work in any
of the following cases:
When there is urgent work to be performed in order to avoid serious
loss or damage to the company or some other consequences.
Where completion or continuation of work started before the eight hour
is necessary to prevent serious obstruction or prejudice to the business
operation of the company.
Employees must obtain a supervisors authorization before working overtime.
Overtime worked without prior authorization from the supervisor may result
in disciplinary action. The supervisors signature on a timesheet authorizes
pay for overtime hours worked.
5.4
PAYDAYS
SECTION 6
BENEFITS AND SERVICES
The Company offers a benefits program for its regular full-time employees.
However, the existence of these programs does not signify that an employee will
necessarily be employed for the required time necessary to qualify for the
benefits included in and administered through these programs.
6.1
HOSPITALIZATION/ACCIDENT INSURANCE AND DEATH BENEFITS
The Company provides a hospitalization benefit under the MVGI HOSPITAL
CARE PLAN to an employee who has rendered at least 5 years in service for
any work related minor and major sickness, while an employee with at least 3
years but not more than five years is entitled for at least 50% free of the
health insurance.
An accident Insurance benefit is also provided free to all employees, whether
permanent or not, in the amount of at least P200,000.00 to P1 million
The family of a permanent employee shall be entitled to a death benefit of
P10,000.00 in case of death of the said employee.
In the case of death of a dependent in the first degree, the permanent
employee shall be entitled to a grant of P2,000.00. Definition of first degree:
spouse, children, parents, and sibling.
6.2
TAX/SOCIAL SECURITY/PHILHEALTH CONTRIBUTIONS
The Company withholds income tax from all employees' earnings and
participates in Social Security System (SSS), PAGIBIG and PhilHealth
withholding and matching programs as required by law.
6.3
RETIREMENT PLAN
The company is providing a retirement plan under the MASS V GROUP, INC.S
COMPREHENSIVE RETIREMENT AND SEPARATION PAY PLAN (MVGICRSPP).
6.4
PAID LEAVE
A permanent employee shall be entitled to a sick/vacation/emergency leave
of 12 days in any calendar year. To be entitled, the employee shall have
automatically worked for at least 220 days on the particular year. All earned
leaves must be consumed by the employee and therefore, cannot be
converted into cash. Employees who wish to avail of his earned leave must
notify the management in writing 30 days before his/her intended leave.
Excused absence due to illness shall be charged against Sick Leave credits.
All other excused absence shall be deducted from Vacation Leave credits,
otherwise, all absences shall be deemed leaved without pay.
The company also provides Maternity and Paternity Leave in accordance with
the law.
The existing maternity leave is 60 days for normal and 78 days for caesarian
delivery. The paternity leave is 7 days, provided, it is consumed within 60
days after the delivery of the child by the legal wife. Solo parent is entitled for
7 days leave with pay.
6.5
RICE BENEFITS
SECTION 7
EMPLOYEE COMMUNICATIONS
7.1
STAFF MEETINGS
(1) Managers Committee (MANCOM) Meeting every Monday
(2) Executive Committee (EXECOM) Meeting every Tuesday
(3) Board Meeting once a month
Other staff meetings will be held at the discretion of the Company. These
meetings allow employees to be informed on recent Company activities,
changes in the workplace, employee recognition, and other business matters.
7.2
PROCEDURE FOR HANDLING COMPLAINTS
Under normal working conditions, employees who have a job-related
problem, question or complaint should first discuss it with their immediate
supervisor. At this level, employees usually reach the simplest, quickest, and
most satisfactory solution. If the employee and supervisor do not solve the
problem, or if the employee does not feel comfortable speaking with the
supervisor, he/she is encouraged to contact the Company President.
7.3
DOCUMENT RETENTION
The law requires the Company to maintain certain types of corporate records,
usually for a specified period of time. Failure to retain those records for those
minimum periods could subject an employee and the Company to penalties
and fines, cause the loss of rights, obstruct justice, spoil potential evidence in
a lawsuit, place the Company in contempt of court, or seriously disadvantage
the Company in litigation. Documents include letters, memorandums, forms,
contracts, calendars in hard-copy form, and emails, computer files, computer
documents, electronic calendars and other electronic media.
From time to time, the Company will establish retention and destruction
guidelines or schedules for specific category of records to insure legal
compliance. If you believe or if you are informed by the Company that certain
documents are relevant to litigation or potential litigation, then you must
preserve those records until advised by the President that those records are
no longer needed. This exception supersedes the following destruction
guidelines:
Tax records, including payroll, expense, proof of deductions, business
costs, accounting procedures, and other relevant documents related to
revenue should be kept for 6 years from the date of filing of the
applicable tax return.
Employment/Personnel records pertaining to applications, evaluations,
disciplinary action, memorandums, leaves of absences, etc. should be
kept during an employees tenure with the Company and then for 3
years after employment has ceased.
Board and Board Committee material should be kept for 3 years.
Marketing and Sales documents should be kept for 3 years.
Contracts should be kept for 3 years after the term of the agreement.
Intellectual Property/Trade Secrets should be kept during the life of the
trade secret.
Benefit Plans should be kept for 7 years.
APPENDIX
Employee Receipt and Acceptance
Confidentiality Agreement
Drug and Alcohol Policy
DOLE/BWC/OHSD/IP-6 Work Accident Illness Report Form
Company Vehicle Policy (if applicable)
*Conflict of Interest Individual Questionnaire
*Electronic Communication Interception Consent and Waiver
*Employee Status Form
*Employment Status Statement
*Second Injury Fund Questionnaire
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