149

888-B Sabak St., Magsaysay Road, Brgy.

San Antonio, San Pedro City, Laguna 4023
YNGEN GROUP OF COMPANIES
POLICIES & PROCEDURES
www.yngenholdings.com.ph
MANUAL
 249
Table of CONTENTS 4.5. Logging of Time ……………………………………………………….…
8
1. Administration and Application of Manual 4.6. Sick Employees ………………………………………………………….
1.1. Policy Statement …………………………………………………………. 9
3 4.7. Unauthorized Absences………………………………………………. 9
1.2. Application ………………………………………………………………….. 4.8. Tardiness or Undertime ……………………………………………… 9
3 4.9. Attending to Clients .…………………………………………………. 9
1.3. Revisions …………………………………………………………………….. 4.10. Loafing and Malingering ………………………………………….…. 10
3 4.11. Responsibility of Dept. Heads ………………………………….…. 10
1.4. Updating Manual ………………………………………………………… 5. Training and Development
3 5.1. Development Objectives …………………..………………….…. 1
1.5. Matters Not Covered ………………………………………………….. 3 5.2. Employee Responsibility ………………………..…………….…. 1
1.6. Role of the HR Department …………………………………………. 4 6. Performance Evaluation
2. Employment 7. Salary Administration
2.1. Basic Pre-conditions ……………………………………………………. 7.1. 7.1 Salary Classification …………………………..……..…………….….
4 1
2.2. Identification Cards …………………………………………………….. 7.2. 7.2 How Salaries are Paid ………………………..…………….………………
4 1
3. Employment Status 7.3. 7.3 Salary Increases and Adjustments ………………………..………….
3.1. Regularization ……………………………………………………………. 1
4 7.4. 7.4 Effect of Transfer ………………………..…………….
3.2. Transfer ……………………………………………………………….……. …………………….. 1
5 7.5. 7.5 Daily / Hourly Rate ………………………..…………….
3.3. Promotion ……………………………………………………………….… …………………. 1
5 7.6. 7.6 Holiday ………………………..
3.4. Change in Destination/Position .…………………………….….. 5 ……………………………………………...…. 1
3.5. Reclassification …………………………………………………………. 7.7. 7.7 Premium and Holiday Pay ……………………………...…………….….
5 1
3.6. Developmental Assignment ..………………………………….… 5 7.8. 7.8 Night Differential ………………………..………………………………..
3.7. Change in Civil Status …………………………………………….….. 6 …. 1
3.8. Separation ………………………………………………………………... 7.9. 7.9 Salary Deduction ………………………..
6 …………………………………... 1
3.9. Procedures ………………………………………………………………. 7.10. 7.10 Timekeeping and Regular Payroll ………………………..….….….
6 1
4. Attendance 8. 8. Overtime
4.1. Working Days ……………………………………………………….…… 9. 8.1 Overtime Work ……………………………..………………..…………….
7 …. 1
4.2. Rest Day ………………………………………………………………….…. 10. 8.2 Overnight Permit ………………………………………..…..…………….
7 …. 1
4.3. Employee Obligation …………………………………………………. 7 11. 8.3 Timekeeping …………………………………………………..
4.4. Rest Period or Coffee Breaks ………………………………….…. 8 …………….…. 1
 349
12. 8.4 Computation of Overtime Pay ………………………..…………….…. your role, and we're always here to support you.
1
13. 8.5 Employees Attending Company Sponsored Training programs 1
14. 8.6 prohibited Acts and Penalty …….……………………..…………….…. 1. ADMINISTRATION AND APPLICATION OF MANUAL
1
15. 9. Employee Benefits
1.1 Policy Statement
16. 9.1
17.
It is a value of the Company to act on all its human resources
17.1.
matters with full transparency and fairness. To effectively implement
17.2. this policy, this Policies and Procedures Manual is issued for the
18. guidance and compliance of all concerned.
19.

Welcome to Yngen Group of Companies! 1.2 Application

We are excited to have you as a new member of our team and look forward to
sharing more about our company with you through this guidebook. This
guidebook is designed to help you get to know our company better, and we
hope that you find it informative and useful.
We're excited to have you onboard because we believe that your qualities and
skills are essential to our company’s success. In return, we offer you an
exceptional work environment, competitive compensation and benefits, and
opportunities for growth and development.
If you have any questions, concerns or issues related to your job, please do not
hesitate to speak with your Immediate Head. We are committed to working
together to achieve our collective and individual goals.
Join us on our journey towards success at Yngen Group of Companies!
VISION (c/o Ms. Kim)
MISSION (c/o Ms. Kim)
VALUES (c/o Ms. Kim)
Message from our Chairman (for approval)
Orientation and Training
We want to make sure you feel welcome and equipped for success as a new
employee. That's why we require all new hires to attend an orientation session,
where we'll introduce you to our organization and go over important rules,
policies, and procedures. We're committed to helping you grow and develop in
This manual is applicable to all employees of Yngen Holdings Group
of Companies. It compliments existing labor laws and implementing
regulations, and in case of conflict, the law or implementing rule
shall prevail. All personnel actions and recommendations must be
made in conformity with this manual. Officers and Managers must
see to it that no violation of personnel policies is committed.
1.3 Revisions
The Company reserves the right to revise or amend this manual.
Numbered revisions or amendments to this manual will be issued
promptly as the need arises. Only the Department Heads and BU
Heads are authorized to provide suggestions for policy revisions or
improvements, which should be channeled through the HR
Department for staff review and endorsement, before being presented
to Management for approval and implementation.
1.4 Updating of Manual
Process Excellence Section are responsible for updating it by posting
all revisions and changes issued by Management. The HR
Department will see to it that duly authorized revisions or changes
are properly circularized.
1.5 Matters Not Covered and the Role of the HR Department

In the event that a personnel action is not addressed by this
manual, the HR Department should be consulted for guidance. The
department will conduct a study of the matter and provide suitable
recommendations to Management. As the custodian and
administrator of all approved employee related policies and
procedures, the HR Department serves as the coordinator for all
personnel actions. It offers assistance to all Business
Units/Departments and Subsidiaries with matters related to Human
Resource Management, as well as the interpretation and
implementation of personnel action policies and procedures.
2. EMPLOYMENT
It is the policy of the company to employ the best candidates for the
efficient and productive achievement of company goals and objectives.
The HR Department is charged with the responsibility for ensuring that
this policy is properly carried out. Other Departments will closely
coordinate their staffing needs with the HR Department.
2.1Basic Pre-Conditions
All company hirings must meet the following basic conditions:
2.1.1 The vacant position is for an approved plantilla. (Note: The
temporary absence, leave or developmental assignment of
the regular incumbent does not result in vacancy.)
2.1.2 The Applicant meets all pre-employment requirements of
the Company.
2.2Types of Employment
2.2.1 Probationary
One hired by the Company on trial or probation for a period
specifically stated in the Employment Contract, but not to
exceed six (6) months, for the purpose of determining
fitness to qualify for regular employment, based on
reasonable standards made known to the employee at the
time of engagement.
2.2.2 Regular
One who has successfully completed the probationary
employment period and has been engaged to perform
449
activities which are usually necessary or desirable in the
usual business or trade of the Company
2.2.3 Project-Based
Employment has been fixed for a specific project or
undertaking the completion or termination of which has
been determined at the time of the engagement of the
employee.
2.2.4 Fixed-Term
Employment has been fixed for a specific period, as
expressly indicated in the Employment Contract.
2.3Job Description
Every employee will be provided with a job description that
outlines the responsibilities and expectations of their position. As
your skills and abilities grow, your job activities may expand to
support the evolving needs of our business. We will update your
job description as necessary to reflect these changes and ensure
that you are equipped to succeed in your role.
2.4Identification Cards
For security and identification purposes, employees shall be issued
and required to wear their identification cards upon entering the
Company premises and while at work. Employees shall surrender
I.D. upon termination of employment for whatever cause.
2.5201 Files
We maintain individual files for all our employees, which contain
personal records, performance evaluations, recommendations, and
disciplinary actions. These files, known as "201 files," are strictly
confidential and can only be accessed or modified with written
approval from the Head of HR and HR Management or their
authorized representatives. To ensure accuracy, we require
employees to promptly notify their department head of any
changes to their personal information, such as their name, home
address, telephone number, number of dependents, or any other
information relevant to their employment with the Company.

3. CHANGES IN EMPLOYMENT STATUS
2.6Regularization of Employment
It pertains to the change of employment status from probationary
to regular, after passing the probationary status, or from other non-
regular status to regular status in accordance with company rules.
An employee whose employment has been regularized is entitled
to all benefits and privileges afforded to regular employees of his
category.
2.7 Transfer
This is a permanent move of an employee from one job, section or
department to another. It may be lateral (of the same job grade) or
if coupled with a promotion, may be accompanied by change in job
grade or pay.
2.8 Promotion
Promotion is the movement upward or upgrading to a position of
higher job grade in recognition of the competence and potential of
an employee. It may be coupled with transfer from one section or
department to another; usually it entails a change in position, title
and pay.
2.9 Change in Designation or Position Title
This is merely a change in the position or job title of an employee
as a result of reorganization or realignment in position
classification. No change in job grade, salary or benefit is
contemplated.
2.10 Reclassification
This is an action that is initiated by the company (or requested by
the employee) to correct the job classification of an employee. If
the reclassification is upwards, it may necessitate salary adjustment
if warranted under the rules on Wage and Salary Administration. If
the reclassification is downwards, it may result in a lower job
549
grade, but generally not in the pay. To ensure that all parties
involved are fully informed and to avoid any potential
misunderstandings, it is hereby stated that in the event of a
downward reclassification, there will be no reduction in the
employee's compensation.
2.11 Developmental Assignment
This is an action to temporarily place an employee in another
position/function, whether higher or lower in classification, for the
purpose of training and development. Usually the developmental
assignment (DA) period is not more than one year. During the DA
the employee’s progress is monitored. After which, he is returned
to his former job, unless he is considered for a transfer or
promotion elsewhere. During the DA period, the employee is
entitled to all privileges due him, including promotions and salary
reviews. Care should be taken not to use DA merely to freeze or
“can” an employee.
2.12 Separation of Employees
This is an action to affect the termination of employee-employer
relationship between the company and an employee. For full
particulars and procedures, please refer on a separate document on
Employee Offboarding Procedure.
2.13 Procedures
To effect a change contemplated in bullets 3.1 to 3.7, the
department head concerned executes a change of status
recommendation and forwards it to the HR Department for review.
A change in status found proper by the HR Department is endorsed
to the President for approval. If the President approves the request,
the HR Department prepares a Personnel Action and Payroll
Authority (PAPA) to document the approved change of status.
4. ATTENDANCE
The presence at work of all employees doing assigned tasks at the right
time is essential to the successful operations of the company. It is
therefore the policy of the company to require employees to be punctual
in their attendance and must be at work at starting time and must

continue working until regular quitting time.
In determining punctuality of attendance, the actual time of reporting to
the workplace should be considered, which will be recorded by the
employee using the HRIS Oldowan Webclock to mark the start of their
shift. The time when the employee records their shift start while on their
way or before arriving at the office premises should not be considered;
otherwise, they will be reprimanded
Lunch / dinnertime and other short breaks, as may be authorized should
be strictly observed.
2.14 Working Days-Office Working Hours
Working days are Monday thru Friday, eight w o r k i n g hours a day.
This applies to all, except for the YDC Support Group and other BUs that
have an 8.5-hour workday.
2.14.1 There are established office hours that employees are
required to follow. If an employee arrives late, the full
number of minutes that they were late will be deducted from
their salary covering the pay period in which the tardiness
occurred. Please make sure to adhere to the established
office hours. Habitual tardiness will be dealt with
disciplinary action as outlined in the schedule of penalties.
2.14.2 The company reserves the prerogative to change, or modify
office and working hours in the best interest of the
operations.
2.15 Attendance during Probationary Employment and Training
During probationary employment, absence is not allowed unless there is
a valid and excusable reason. Each case will be investigated in order to
determine the validity of the absence and the capacity of the probationary
employee to make up for the missed training days.
2.16 Rest Day
Saturday is a paid rest day. For YDC Support and other Bus that have an
8.5 workday, work rendered on paid rest days for the first five and a half
(5.5) hours shall not be considered as overtime. Sunday is designated the
Company Rest Day. It is clearly understood that when a week day has
been established as rest day for any employee, Sunday shall be deemed a
649
regular working day insofar as said employee is concerned.
2.17 Employee Responsibility
All employees are required to report for work punctually. Any employee
who, for a very justifiable reason cannot report for work or will be tardy,
must notify his Department Head or the HR Department at least 2 hours
prior the established shift. If the employee cannot report himself, he
should ask a member of his family or a friend, to do so by telephone, or
any other means. This is necessary to enable the Department Head to
take appropriate action on rush or pending work assignment. Any
employee who fails to give the required notice or whose reason is not
justifiable enough, or fails to regularize the absence/tardiness will be
considered as absent without leave (AWOL) and will be dealt with
accordingly.
2.18 Rest Period or Coffee Breaks
Rest periods or coffee breaks are limited to one 15-minute duration
during the 1st half of the regular working hours period, and another 15-
minute duration during the second half of the period. Department Heads
shall establish in writing the rest period or coffee breaks schedule of their
employees in such a way that operations are not hampered. Employees
who violate their assigned time or prolong their coffee breaks shall be
dealt with administratively.
2.19 Logging of Time and Attendance Record
2.19.1 All rank-and-file employees are required to record their
attendance. They can do this by logging into the HRIS
Oldowan Software's Webclock. The process is as follows:
2.19.1.1 Upon reporting for work
2.19.1.2 Upon leaving the work place after completion
of the required work.
2.19.2 Employees with staggered time shall log/record their time in
the fashion stated above observing strictly the starting, and
quitting hours established for them. Employees rendering
overtime work shall also observe this rule.
2.19.3 When the Oldowan Software Webclock is not functioning,
the employee's time shall be recorded in the best possible
manner with the use of time sheets or security guard’s
logbook.
2.19.4 An employee who does not log in is considered absent or
AWOL as the case may be and will not be paid for the day

unless his filed attendance or leave via HRIS Oldowan is
approved by his department head, stating the justification
therefore. Moreover, employees who fail to log in or log out
as provided above shall be subject to appropriate
disciplinary action as determined by management.
2.19.5 An employee who has been previously authorized in writing
to render work outside the office and cannot log in or log
out, shall accomplish his shift start /record using Oldowan
Software Webclock from the time he started working and
the time he stopped working. All such entries shall be
verified and initialed by his Department Head or Supervisor.
Entries not authenticated will not be considered valid.
2.20 Sick Employees
A sick employee, as evidenced by a medical certificate authenticated by
the Company medical officer, shall not be allowed to work. He will be
placed under sick leave status either with pay or without pay as the case
may be. If the illness is totally and permanently disabling and the
employee is unfit to perform his job for six months or more, he will be
considered for disability retirement/separation.
2.21 Unauthorized Absences
Unauthorized absences are absences from work incurred without prior
permission or notice. Unauthorized absences are charged to absence
without leave (AWOL) and shall be without pay. Unauthorized extension
of any approved leave shall be charged to AWOL.
The following are considered as unauthorized absences:
2.21.1 No Call, No Show (NCNS) or no notification sent to the
Immediate Head at least two hours prior to the start of the
scheduled shift for the day.
2.21.2 Unable to present medical certificate/fit to work/or any
supporting documents upon return after three days of
absence or as requested by the Immediate Head.
2.21.3 Any other unplanned absences not authorized by the
Immediate Head. The HR Manager’s approval should be
sought if the Immediate Head is not available.
It will be the discretion of the Immediate Head to tag any unplanned
absence as authorized or not for scenarios not listed in the description
above
749
2.22 Tardiness and Undertime
2.22.1 Arrival at work later than the prescribed time is tardiness.
Unauthorized under time is also tardiness. The best
evidence acceptable as time of reporting for work is the
time recorded on the Oldowan Software Webclock. It is the
responsibility of Department Heads and Immediate Head to
ensure the accuracy of the shift start and end logs and their
location by conducting daily checks using maps.
2.22.2 Tardiness in the morning or in the afternoon are separate
and distinct tardiness and are counted separately.
2.22.3 All tardiness and under time, without exception and without
distinction, are accumulated and deducted from pay, and if
committed habitually, shall be penalized as provided in
these policies.
2.23 Tardiness
The following items are considered as one (1) violation/incident for
tardiness:
2.23.1 Consumption of 120 mins late allowance within the month
2.23.2 Habitual tardiness is three (3) instances of 30 mins or
more per month.
2.23.3 Combined over break and over lunch for one week.
2.23.4 Regardless of validity of tardiness reason, minutes late
will be deducted from payroll.
2.23.5 Returning late after your break period (or referred to as
“over-break”) also constitutes as an instance of tardiness
2.24 Work Cancellations
Whenever required for the safety and welfare of the employees,
Management may declare a Company holiday. This includes the
occurrence of typhoon, flood, earthquake, fire, strike, civil unrest and
other similar causes. Should Management decide to cancel work, the
employees shall be so advised through their immediate supervisor or the
HR Representatives.
2.25 Responsibility of Immediate Head / Department Managers
All Immediate Head, Supervisors, and Managers are obliged:

2.25.1 To see to it that employees under them observe good
attendance and punctuality.
2.25.2 To enforce these rules strictly within their departments.
2.25.3 To show good example by maintaining good attendance.
5. TRAINING AND DEVELOPMENT
In line with company value of providing employees with adequate
training and development so that they will always have the highest level
of skill and ability to discharge the duties and functions, management
will carry out a continuing practical and positive program of training and
development of its employees.
849
other administrative action. Formal appraisal of employees
on probation is normally done during the 3rd and 5th month
of probation, prior to the lapse of the 6th month. However,
during the period of probation, the performance of the
employee is under constant review. Thus, if an employee is
not performing according to standards, the preparation of
the appraisal report can be done earlier or as soon as the
need warrants it.
2.28.3 Appraisal may also be accomplished, in addition to the
above at any time as required.
7. SALARY ADMINISTRATION

2.26 Development Objectives 2.29 In accordance with the law, it is the policy of the company to pay its
employee wages or salaries taking into account the following factors:
This program has these principal objectives:
2.26.1 To obtain and maintain efficient employee performance 2.29.1 Competitive within the industry in which the company
2.26.2 To develop in employees the required abilities and skills in belongs
utilizing new methods, materials and equipment’s. 2.29.2 Fair and equitable
2.26.3 To provide the proper motivation for effective performance 2.29.3 Performance and contribution of the employee to the
and to encourage self-development and improvement. company productivity and profitability
2.26.4 To increase management competence at all levels. 2.29.4 Capacity of the company to pay
2.26.5 To reduce the minimum losses from error spoilage and
waste. 2.30 Salary Classification
The company shall adopt a salary structure that shall be uniformly
2.27 Employee Responsibility administered by the Human Resources Department in accordance with
these rules. No employee shall be paid a salary lower than the minimum
Employees have the responsibility to improve their usefulness to the of the range of the applicable job grade. The company shall at its
company through purposeful self-development. Managers, Supervisors, discretion place certain managerial or critical position in a confidential
and Immediate Head at all levels should provide available information payroll, which will be administered by the HR Head.
and guidance to assist them. Any training received by employees outside
the company that is relevant to their work should be included in their 2.31 How Salaries are Paid
personnel records/201 File. Employees are responsible for reporting
promptly any training they attend to HR to have it recorded. Salaries of all employees shall be paid on a semi-monthly basis every
15th and end of the month until 12mn.
6. PERFORMANCE EVALUATION
2.32 Salary Increases and Adjustments
2.28 Initiation and Frequency of Performance Appraisal
Salary increases or adjustments may be approved as a result of in
2.28.1 Management shall initiate an annual performance appraisal following instances:
for all employees to be accomplished at least twice a year, 2.32.1 Promotion
during March and August. 2.32.2 Up-ward reclassification
2.28.2 Department Heads shall initiate appraisal for regularization 2.32.3 Merit review
of probationary employees, promotions or merit increase or 2.32.4 Across the board increase
 949
2.32.5 Revision of salary structure falling on Sunday or
2.32.6 Salary reviews Rest Day
4. Special Holiday
2.33 Holidays falling on Sunday or 100% 50% 30% 180%
Rest Day
Holidays are either Regular (legal) or Special (declared). 5. Regular Holiday not
falling on Saturday or 100% 100% 30% 230%
2.33.1 Regular Holidays Rest day
Per LOI 814 & Executive Order 203, the regular non- 6. Regular Holiday
working holidays are the following: falling on Sunday or 200% 30% 30% 260%
Rest Day
New Year- January 1
Maundy Thursday 2.35 Night Differential
Good Friday
Bataan Day- April 9 Rank and file employees are entitled 10% differential premium for work
Labor Day- May 1 rendered between 10 PM and 6 AM the following day. The 10%
Independence Day- June 12 premium is computed based on the regular basic rate.
Last Sunday of August
Bonifacio Day- November 30 2.36 Salary Deduction
Christmas Day- December 25
Rizal Day- December 30 Salary deductions from an employee’s pay shall be made only for the
following cases: (i) authorized by law (such as SSS, Pag-ibig, etc.); (ii)
2.33.2 Special holidays are those declared by the President or other salary loans; (iii) over payment, and (iv) advances made by the company
competent authorities as working or non-working. for and in behalf of employee and upon employee’s request and
instructions, for employee’s personal use (such as PLDT personal calls,
2.33.3 Non-entitlement of Holiday Pay (Omnibus Rules to product purchases from subsidiary, etc.)
Implement the Labor Code, Rule IV of Holidays with Pay;
Section 6) 2.37 Timekeeping and Regular Payroll
2.33.3.1 An employee is not entitled to Holiday pay on
a regular holiday if the employee was absent Time keeping is the responsibility of the employee. Review and
without pay the day before the said holiday. validation are the responsibility of the Team Leaders, Operations
Managers, and Department Heads. Thus, the preparation of the Payroll is
2.34 Premium and Holiday Pay the responsibility of the HR Department and/or Accounting and Finance
Department. Hence, all matters relating to Payroll preparation, overtime
Premium and Holiday pay: The Holiday and Premium Pay for non- pay, etc., as well as deductions from pay, must be coordinated properly.
Managerial employee shall be as follows: After the payroll register for a given pay period has been completed and
approved by the Head of HR, it is sent to the Financial Consultant for
DESCRIPTION OF 1ST Eight (8) auditing.
DAY WORKED Hours
Regular Premium OT Total
8. OVERTIME
1. Regular Working
100% None 25% 125%
Day
As a matter of policy, overtime work is not allowed, except in emergency
2. Sunday or Rest Day 100% 30% 30% 160%
cases or when business expediency demands that overtime services be
3. Special Holiday not 100% 30% 30% 160%
 1049
rendered. Likewise work on rest days or holidays in the office and
services areas shall be limited only to cases of extreme urgency where
the work cannot be postponed without causing damage to the company.
2.38 Overtime Work
Overtime work means authorized work by the Manager beyond the
regular working hours in a day. In the case of YDC Support and other
BUs who are required to work on Saturday, overtime work starts after the
lapse of 5.5 hours counted from 8:01 AM that day.
2.39 Overnight Permit
Since overtime work must be strictly controlled, the Department Head
concerned who shall assure himself that the overtime work is necessary
shall undertake overtime work only upon prior written authorization.
2.40 Pre-approval for Overtime Work
Employees need authorization to work overtime and must file pre-
approved overtime in Oldowan HRIS at least 1 day before the actual
leave.
In case of emergencies or unforeseen circumstances, employees must
also obtain retroactive approval for overtime within the day. It is the duty
of the Immediate Head / Department Head to request approval from the
President or Head of HR.
Please refer to the Oldowan Employee Manual for more detailed
information. Overtime work outside of the duty station requires
certification / approval by the department head in HRIS Oldowan.
2.41 Computation of Overtime Pay
The legal rate of overtime compensation shall be used in computing
overtime compensation.
2.42 Employees Attending Company Sponsored Training Programs
Employees attending company sponsored seminars and training
programs after office hours or during non-work days or holidays are not
entitled to overtime, but they shall be entitled to reimbursement of actual
transportation expenses and reasonable meal allowance to be indicated in
the approval of the training. For employees attending company-
sponsored training outside of work hours or on non-work days are not
entitled to overtime pay, but may be reimbursed for transportation and
meals as approved. No meal allowance is provided if the vendor sponsors
the training and includes meals.
2.43 Prohibited Acts and Penalty
It is strictly prohibited for an employee to claim overtime pay for
services not actually rendered. Any employee who shall be found guilty
of any of these offenses shall be dealt with severely including separation
from the company for dishonesty.
9. EMPLOYEE BENEFITS
2.44 In order to elevate and maintain the motivation and morale of the
employees and staff members, it is the policy of the company to provide
them appropriate benefits in addition to their basic salaries and wages,
consistent with the capacity of the company to grant. Nevertheless, it will
provide certain basic benefits that will help meet the needs of the
employee. These benefits will be reviewed from time to time.
2.45 Conditions
Except those, which are legally required by the law, these benefits are
given as freely on the part of the company, and the Company reserves the
right to modify or replace with a higher or equivalent benefit.
2.46 Entitlement of Longevity
All employee and staff members are entitled to the benefits that are
legally expressly provided them in the company policies considering
their status, category or level. Gratuitous benefits are granted only upon
regularization of employment. Length of service, for purposes of
determining entitlement to benefits shall be computed from the date of
regular appointment.
NOTE: For more detailed information, employee benefits are listed on a
separate Policy.
10. LEAVES
2.47 Paid leaves of Absence are granted to employees upon proper scheduling
or application in accordance with these rules.
 1149
2.48 Absence with Pay
An employee who incurs unauthorized absence or who has no leave
credit shall be without pay during the period of his absence from work.
As a matter of policy, the granting of special prolonged leave without
pay in excess of 15 working days shall not be allowed except very
meritorious providential cases to be determined solely by the
Management on a case-to-case basis.
2.49 Interpretation of Leaves
Vacation leave, Sick Leave, Maternity Leave, and Solo Parent Leave,
Marriage Leave, etc. is interpreted in terms of working days.
2.50 Service Oriented Nature of Vacation Leave and Sick Leave
Vacation and Sick leaves will be pro-rated depending on the service
period rendered; accordingly, employees on AWOL, LWOP or under
suspension without pay, will not earn vacation and sick leave credits for
the following year.
2.51 Effect of Suspension
Since suspension is without pay, no leave of any kind shall be granted in
lieu thereof, or to offset the effect of suspension.
2.52 Application For Leave
Applications for leave must be submitted to and approved by the
manager concerned before the employee actually takes the leave. An
employee who takes the leave without first complying with this
requirement shall be placed on AWOL.
2.53 Mass leave of absence, no matter how short, which is taken to delay,
obstruct or paralyze operations is an illegal strike and is strictly
prohibited. Employees who violate this rule shall be dealt with severely,
including dismissal as management may direct. It is the policy of the
company to grant an employee paid off or leave from work to enable
them to rest, recuperate and regain lost vigor.
2.54 Entitlement and Amount
Regular or permanent employees who have rendered at least six months
but less than one year of service counted from the date of regularization
are entitled to pro-rated vacation leave. Upon regularization, employees
may begin to use their accumulated leave credits, but the amount will be
prorated based on their length of service. The full entitlement of fifteen
working days of paid vacation leave per year of service will start on the
next following year of regular status. Probationary, project based, or
fixed-term or other contemporary employees are not entitled to paid
vacation leave.
2.55 Scheduling of Vacation Leave
Employees should file their long vacation leave (VL 3 days above) at
least two weeks prior to the actual leave, and filing of short vacation
leave (VL 3 days below) should be at least three days prior to the actual
leave. Please note that the filing of long vacation leave is up to maximum
of 7 days only. Any requests for vacation leave beyond 7 days will be
subject to the discretion and approval of the department manager.
2.55.1 Any disapproved/rescheduled leave should be used within
the same year.
2.56 Unused Vacation Leave
An employee is entitled to take up to 15 days of vacation leave (VL) per
year without experiencing any reduction in pay or penalties. If the
employee does not use all of their VL entitlement in a given year, the
unused days will be rolled over to the following year, up to a maximum
of 7 VLs only.
2.57 Under-scheduled Leaves of Absence
Obtain prior approval from the Immediate Head / Department Head using
HRIS Oldowan is necessary for charging an approved leave to either
earned vacation or leave without pay. Unauthorized absence or failure to
return after approved leave will result in being placed on AWOL status,
with written explanation and increasing penalties for repeated
unauthorized absences. Unscheduled leave due to an extreme emergency
can be charged as approved leave if timely notice is given. In case of
emergency, employees unable to file a leave application must notify
either the Immediate Head or their Department Head, and they will be
placed on leave status with or without pay, but they must regularize their
leave upon their return to work. Failure to give notice or regularize leave
 1249
within 72 hours after returning to work will result in being placed on
AWOL status.
2.58 Sick Leave Charging
Employees who are on approved sick leave and whose sick leave credits
are not sufficient to cover their absence due to sickness, may be allowed
to charge their leave against their vacation leave credits in order not to
suffer loss of pay. Conversely, employees on approved vacation leave
who become sick and whose sickness is verified by the company nurse
may charge the sickness to sick leave credits if any.
2.59 Sick Leaves
2.59.1 Policy
Sick leave is granted to a regular employee, in accordance
with these rules, upon proper application by reason of a
medically verified physical defect, ailment or sickness,
which renders said employee incapable of reporting for
work.
2.59.2 Entitlement and Amount
Regular employees who had rendered at least six months
but less than one year of service counted from date of
regularization, are entitled to pro-rated paid SL. Enjoyment
of earned fifteen working days paid SL per year of service
starts after completion of one year in Regular status. No
employee is granted sick leave in excess of currently earned
credits.
2.59.3 Application for Sick Leave
Unless in emergency cases, an employee who is going on
sick leave must file a sick leave application and obtain
approval either after their sick leave or upon returning to
work. If an employee takes two (2) consecutive days of SL,
or involved in an accident/injury, they must provide a
medical certificate upon returning to work.
2.59.4 Medical Certificate
A medical certificate issued Accredited HMO provided
physician or another medically qualified health care
provider shall support all claims for sick leave of more than
48 hours. Certificates issued by outside physicians shall be
subject to confirmation by the company physician and the
employee must appear for physical examination. A sick
leave application not duly supported by a valid and
authentic medical certificate will not be approved, the
absence shall be charged to leave without pay or AWOL, as
the case may be.
2.59.5 Medical Clearance
Employees who have been on sick leave are required to
secure medical clearance from a company-accredited
physician/clinic before being accepted back to work. An
employee who is not medically cleared as “fit to work” shall
not be allowed to return to work.
2.59.6 Prolonged Sickness
Prolonged sickness requiring to place the employee on sick
leave status for over six months shall if duly certified by a
government physician be deemed constituting permanent
disability which may be the basis for termination of services
by reason of disability under the Labor Code.
2.59.7 Dishonesty in Sick Leave Application
Any employee who submits false or fraudulent sick leave
application or submits or causes the submission of false
medical certificate to support a false claim for sick leave or
medical benefit shall be dealt with severely including
dismissal as directed by management.
2.59.8 Commutation of Unused Sick Leave
If the employee does not use all of their sick leave
entitlement in a given year, any unused sick leave will be
converted into cash and paid to the employee in March of
the following year, up to 10 maximum SL conversion only.
This applies to YDC Support and other BU’s only.
 1349
11. GOVERNMENT MANDATED BENEFITS
2.60 Thirteenth-Month Pay
Pursuant to PD 851, the company grants to all its employees a thirteenth-
month pay not later than December 24 of every year.
2.61 Paternity or Maternity Leave
Paternity or Maternity leave shall be in accordance with existing law. For
a married male employee who is co-habiting with his pregnant wife, he
shall be entitled to 7 days paid leave which can be taken before, during,
or after childbirth. Maternity leave shall be based on the following:
2.61.1 60 calendar days for miscarriage or abortion
2.61.2 105 calendar days for normal and caesarian delivery
2.61.3 15 calendar days additional for qualified solo parent
2.62 Special Leave Benefit for Women
In accordance with Republic Act No. 9710, otherwise known as the
Magna Carta of Women, female employees who need to undergo surgery
and recuperate due to a gynecological disorder are eligible to a maximum
of sixty (60) days leave with pay. To avail of this benefit, the female
employee should have rendered continuous aggregate employment
service of at least six (6) months for the last twelve (12) months.
2.63 Battered Woman Leave
In accordance with Republic Act No. 9262, otherwise known as the Anti-
Violence against Women and their Children Act of 2004 (VAWC), a
female employee who is a victim of physical, sexual or psychological
violence is entitled to paid leave of up to ten (10) days. To apply for this
leave, the employee must submit a certification from the Punong
Barangay, Kagawad, Prosecutor or the Clerk of Court that an action
under Republic Act No. 9262 has been filed by said employee and is
pending resolution by the appropriate court, office or public officer.
12. EMPLOYEE TRAVEL AND PER DIEM
The Employee Travel and Per Diem policy outlines how employers
reimburse employees for expenses incurred during business travel,
including daily allowances for meals and lodging. The policy applies to
official employee travel outside the duty station involving overnight stay
but within the principal place of office, official travel within the duty
station, and travel resulting from employee transfer to another duty
station. The policy requires employees to have a Travel Authority (TA)
approved by the President for local travel, stating the purpose and route,
and provides guidelines for per diem allowance, transportation expenses,
and official travel within and outside the duty station. The company is
accountable only to the safety of its employees during authorized travel,
and any unauthorized deviation from travel relieves the company of its
liability to the employees. Please see on a separate policy for more
information.
13. SEPARATION OF EMPLOYEES
It is the policy of the Company to comply strictly with the provisions of
existing law regarding separation employees.
2.64Reasons and Causes of Separation of Employees
2.64.1 Failure to meet requirements for regularization of
probationary status.
2.64.2 Voluntary Resignation. (Art. 285, Labor Code)
2.64.3 Termination for cause (Art. 282 and 283, Labor Code)
2.64.4 Redundancy & Retrenchment (Art. 283, Labor Code)
2.64.5 Death
2.64.6 Disease of Disability (Art. 284, Labor Code)
2.64.7 Retirement (Art. 287, Labor Code)
2.65Procedures
2.65.1 Failure To Meet Requirements for Regularization
A probationary employee is appraised of their
performance on a regular basis during their probationary
period. If it is determined at any time before the lapse of
their probationary period that they will not pass it, they
are officially informed about it and a letter of termination
is issued to them then effecting the termination.
2.65.2 Voluntary Resignation
2.65.2.1 Any employee, whether regular or
probationary, who intends to resign from the
company is required, pursuant to Company
 1449
policy, to submit/notify the Company, at least 2.65.2.4.4 OSS Director (if applicable)
30 days before its effective date. 2.65.2.4.5 Warehouse (if applicable)
The written notice of resignation shall be
submitted to the employees’ Immediate 2.65.2.5 A resigning employee must clear all his/her
Head/Department Head, who shall accountabilities and other obligations with the
immediately discuss it with the employee to company. All accountable company
find out the reason for resigning. Within two properties, documents, records, tools,
days, the Immediate Head/Department Head equipment, Personnel Handbook, ID and other
shall forward it to the office of HRD together assets in the employee’s custody or control
with his recommended action. This policy must be surrendered to the Company on his
enables the company to find a replacement last working day with the Company. A duly
and ensures a smooth job turnover. signed Exit Clearance Form must be
submitted to proceed with computation of
2.65.2.2 According to Art. 300. [285] Termination by final pay and processing of Certificate of
Employee. — (a) An employee may terminate Employment. Please see Employee
without just cause the employee-employer Separation Procedure for more detailed
relationship by serving a written notice on the information.
employer at least one (1) month in advance.
The employer upon whom no such notice was 2.65.3 Termination For Cause / Involuntary Termination
served may hold the employee liable for
damages. 2.65.3.1 Just Causes

2.65.2.3 A copy of the letter of resignation and the An employer may terminate an employee for
acceptance letter along with the clearance cause if there is a valid ground (due to fault
form are routed to Payroll, and Compensation attributable to him, According to Article 282
& Benefits Section to remove the resigned of the Labor Code), which includes serious
employee from the rolls and the benefits misconduct, gross neglect of duties, fraud,
records. Thereafter, the documents are loss of trust and confidence, or other similar
incorporated into the 201 records of the causes. However, before termination, the
resigned employee. A resigned employee is employee must be given due process as
entitled to all accrued compensation and follows:
benefits due him as of date of resignation.
2.65.3.1.1 He is informed in writing of the
2.65.2.4 HRD prepares the Employee Clearance for charges against him.
circulation to the following Company 2.65.3.1.2 He is given opportunity to
personnel and officers: explain his side (at least 5
days), including a hearing
2.65.2.4.1 Immediate Head during which he or his lawyer
2.65.2.4.2 Support Group or representative may examine
(Accounting/Finance, Human witnesses or records.
Resources/Admin/IT 2.65.3.1.3 He is informed in writing of the
2.65.2.4.3 Operations Management (if final decision to terminate him
applicable) for cause and effectivity
 1549
thereof.
2.65.3.1.4 He is not deprived of any
benefits due him not otherwise
affected by his termination for
cause.
2.65.3.2 Authorized Causes
An employer may also terminate an employee
due to authorized causes. Authorized causes
are circumstances beyond the control of the
employer that necessitate the termination of
employment, such as redundancy or
retrenchment.
2.65.3.2.1 Redundancy or Retrenchment
Termination by redundancy is
affected when employees are
considered excess or redundant
by reason of reorganization,
introduction of labor-saving
devices, etc. On the other hand,
retrenchment is affected when it
is no longer economical and
practical for the company to
continue affected employees in
employment due to lack of raw
materials, poor business
situation, etc. resulting in
considerable losses to the
Company. In both situations,
proper justification and
documentation must be made to
satisfy the requirements of law.
2.65.4 Death
Upon receipt of information about the death of an
employee, all possible assistance shall be given the
bereaved family. Whatever remaining salaries or benefits
due to the employee as of date of his death is processed
and forwarded to his next of kin. A copy of his Death
Certificate is obtained and his death is reported to the
SSS and next of kin is assisted in filing a claim for burial
assistance.
2.65.5 Separation Due to Sickness or Disability
2.65.5.1 Upon medical finding that an employee is
afflicted with active PTB (Pulmonary
Tuberculosis) or other disease or ailment
which is contagious, serious or otherwise
totally and permanently disabling, irrespective
of nature or state, or when rendered physically
unable to work for whatever reason, such
employee shall be given complete physical
examination, at Company’s expense for the
purpose of diagnosing and evaluating said
employee’s physical condition. At the same
time the employee is placed on the sick leave
or vacation leave as the case may be so he can
undergo examination or treatment. If
qualified, he will also be assisted in obtaining
benefits under the SSS.
2.65.5.2 At the end of the leave, or at the end of the
third month, whichever is earlier, a follow-up
physical examination is conducted to
determine if he has recovered or medically fit
to return to work. If the employee is not
certified fit to work, he shall continue with his
sick leave or vacation leave status. This time a
definite announcement is made to him to the
effect that if he is not cured and certified fit to
return to work by the end of the 6th month
(counted from the onset of the current
disability and leave) his case will be
considered for separation by reason of
disability in accordance with the labor code.
2.65.5.3 At the end of the 6th month, accountability
clearances are obtained and the employment
status of the disabled employee is terminated
by the execution of a Personnel Action and
Payroll Authority Form specifically showing
 1649
the date of his termination.
2.65.5.4 An employee who is separated for disability
in accordance herewith shall be paid all
salaries and benefits due him as of date of
separation.
2.65.6 Retirement
In accordance with the law, retirement is required at age
of 60. Retirement benefits include a pension plan and a
13th-month plan. The amount of the pension plan
depends on the employee's years of service and average
salary. The 13th-month pay is equivalent to one-twelfth
of the employee's total annual salary. Other benefits can
be found in a separate policy.
2.65.7 Reports Of Separation
The HR Department is responsible for preparing and
submitting all reports of separation to the DOLE or SSS.
2.65.8 Clearance
Whenever an employee terminates his employment for
whatever reason, or is transferred from one duty station
to another, such as from Business Unit to another
Business Unit, a clearance of accountabilities is
accomplished for the employee. The employee initiates
the accomplishment of the form. The clearance form is
routed to selected departments to obtain information
about whatever accountabilities he may have with other
departments. If no accountability is found, the clearance
is issued by the HR Department. If the employee has
outstanding obligations, the clearance will not be
released and no final payments of salaries and benefits
will be made until the accountability is settled. In transfer
cases, the accountability information/document is passed
on to the new duty station for recording and enforcement
of collection.
2.65.9 Effectivity of Clearance
An employee clearance does not become final until after
the lapse of 60 days from issue and issuances thereof is
not a waiver of any action the Company may have
against the former employee.
2.65.10 Quitclaim
An employee who terminates his employment for
whatever reason shall be required to sign a quitclaim and
waiver in favor of the company.
14. COMPLAINTS AND GRIEVANCES
The company listens to the voice of each employee such as suggestions,
concerns, and complaints. Managers have the responsibility to administer
the procedures and resolved such issues and concerns. Please refer to a
separate policy for more detailed information.
15. WORKING AT YNGEN
2.66Safe Work Environment
Safety of our employees is our top priority. All managers and
employees must work together to create a safe work environment by
reporting hazards, developing safe work habits, and suggesting safer
and more efficient ways of doing our jobs. To maintain security, all
bags and possessions may be inspected upon entering and exiting the
premises. Any accidents, injuries, or damages to Company
equipment or property must be reported immediately to your
supervisor or HR representative.
2.67Workplace Safety
Employees are strictly prohibited from bringing any type of weapon
into our facilities or functions. This includes firearms, bladed
instruments with a blade length over 3 inches, explosive devices or
materials, ammunition, and chemical substances intended to cause
harm. Violation of this policy may result in disciplinary action,
including dismissal. If you become aware of any actual or imminent
violence or threats of violence in the workplace, you should
immediately report it to Management, and reports will be handled
confidentially.
 1749
2.68Personal Relationships at Work
Employees must act professionally and respect the privacy of our
clients, stakeholders, customers, vendors, and fellow employees at
all times, whether on or off-duty. Inappropriate behavior,
conversations, or activities such as sexual jokes, innuendos, obscene
gestures, or indecent language are strictly prohibited. Romantic or
sexual relationships between employees with a direct or indirect
supervisory relationship are also not allowed as they can create
conflicts of interest and lead to claims of favoritism and
discrimination. While the Company respects the private lives of its
employees, any conduct that negatively impacts the work
environment may result in appropriate action, including
reassignment or disciplinary action.
2.69Damage to Company Property
If an employee damages company property due to carelessness,
negligence, or vandalism, they will be responsible for paying for the
repair or replacement cost of the damaged property. If an employee's
failure to follow rules, procedures, or instructions, or their negligent
behavior or unsatisfactory work performance results in a loss for the
company, they will be liable to pay the company for the amount of
the loss.
2.70Data Privacy / Confidentiality
All financial, contractual, production, and administrative records and
information of the company and its clients are confidential.
Employees are responsible for safeguarding this information and
must not disclose it to third parties unless approved in writing by
their immediate head. Employees must also not disclose or use
confidential information during or after employment unless
authorized in writing by the company. Any concerns should be
addressed with the company's HR representatives.
2.71Email Policy
This policy requires employees to use email exclusively for
business-related issues and company-sanctioned activities. Personal
use of office email is prohibited, and messages that are disruptive,
offensive, harassing, or promoting personal agendas are not allowed.
Email communication should follow the Company's standards, and
emails should only be sent to relevant recipients. Email should not
replace face-to-face or telephone communication. Employees should
ensure confidentiality when sending confidential emails, and offers
or contracts transmitted by email are legally binding on the
Company. Employees must not view, download, or transmit material
that violates the Company's policy. The Company reserves the right
to monitor all electronic communications on its equipment or
websites, and employees should expect no privacy in using
Company equipment, websites, or accounts.
2.72Internet Policy
This policy encourages employees to use the Internet for official and
professional activities only. Published information must be relevant
to the Company's activities, and personal views must have a
disclaimer. Intellectual property rights must not be violated. The use
of the Internet to access or distribute offensive material may lead to
disciplinary action, including dismissal. The use of the Internet for
personal matters during office hours is discouraged, and habitual use
may result in disciplinary action.
2.73Electronic Social Media Policy
This policy states that electronic social media activity conducted
using Company resources is not private. Social networking activities
may be public even if conducted on personal technology resources.
Employees must act responsibly and follow Company policies.
Prohibited social media activity includes illegal conduct, revealing
confidential information, revealing Company intellectual property,
and disparaging the Company or its clients and stakeholders.
Employees must report any inconsistent social media conduct to
their immediate head or the Company's HR Representatives.
2.74Intellectual Property
At Yngen Group of Company, any materials made or acquired by an
employee during their employment are considered the company's
intellectual property. Upon termination or when requested, the
employee must return any such material to the company. If an
employee makes an invention or discovery outside of their normal
duties, it belongs to them. However, if it was made during the course
of their duties or while performing duties specifically assigned to
them, and if it can be reasonably expected that an invention might
 1849
result from those duties, it belongs to the company. Similarly, if an
employee had a special obligation to further the interests of the
company during the time of invention or discovery, it is also
considered the company's property.
2.75Dress Code / Attire
Employees are expected to maintain a neat and presentable
appearance while carrying out their responsibilities. Smart casual
attire is allowed from Monday to Sunday, including regular or
special non-working holidays. In case of natural calamities
(typhoon, flood, earthquake), casual attire may be allowed upon
approval of Head of HR.
Casual attire should be neat, clean, and well-put together. The
following are not permitted in the office at any given time:
2.75.1 Offensive/vulgar print or designs on shirts or undershirts,
clothing rips, clothes with holes
2.75.2 Low-cut, midriff, or sheer clothing, halter tops, sleeveless
shirts, shirts with spaghetti straps, bare-back blouses
2.75.3 Torn jeans, shorts, mini-skirts, flip flops, and house
slippers.
2.76Conducting Personal Business
No personal business or fundraising during work hours. No
distributing printed materials by employees during work hours. No
fundraising or literature distribution by third parties unless
authorized by the company for charity. No soliciting gratuities or
compensation from guests unless part of company-sponsored event.
Violations may lead to discipline or termination.
2.77Smoking
Smoking is strictly prohibited inside all areas of the building
premises, including but not limited to offices, hallways, and
restrooms, to ensure compliance with health and fire safety
regulations. Smoking is only allowed in the designated smoking
area(s) outside of the building. Any violation of this policy will
result in immediate disciplinary action.
2.78Lost and Found
If you find an item that you don’t own, you are required to turn it
over to the Company’s Admin Department. Please see you’re the
Admin Department Representatives for the location of the Lost and
Found area, and for the process for reporting or claiming lost
articles. All illegal items will be turned over to the appropriate
authorities.
2.79Company-Provided Properties
The Company provides tools and equipment for work-related use,
which employees must use properly to avoid disciplinary action.
Upon termination or request by Management, employees must return
all Company property in their possession or control. The Company
may withhold the cost of any unreturned property from an
employee's final paycheck (if allowed by applicable laws) and take
action to recover or protect its property.
2.80Work-Related Expenses and Liquidation
The Company will reimburse legitimate and reasonable work-related
expenses if they're approved in writing and supported by proper
documentation. Employees must submit expense reports to the
Accounting Section within 48 hours of the transaction date. If out-
of-office work is consecutive, reports may be submitted by the 1st
working day of the following month.
2.81 Drug-Free Workplace Policy and Program (D.O 53-03) /
HIV/AIDS Program / Anti-Sexual Harassment Law
Our workplace has three critical policies that all employees must
follow: a Drug-Free Workplace Policy, an HIV/AIDS Program, and
an Anti-Sexual Harassment Law. These policies ensure a safe,
healthy, and respectful work environment by providing clear rules
and procedures related to drug use, educating employees about
HIV/AIDS, and establishing guidelines for appropriate workplace
behavior to prevent incidents of sexual harassment.
Please refer to our separate policy document for more information.
16. RULES AND REGULATIONS
The Company maintains and enforces this set of rules and regulations to
ensure proper conduct and discipline among its employees. The specific
 1949
disciplinary penalties and sanctions are contained on the last page of the
manual.
SCOPE
All employees of the Company are covered by this policy.
17. POSITIVE DISCIPLINE
Positive discipline refers to employees performing their duties well and
maintaining good behavior at all times. The responsibility of ensuring
positive discipline lies with the immediate head, supervisors, and
managers at all levels. If positive discipline fails, progressive disciplinary
action is necessary to correct the individual's behavior. Disciplinary
action can include verbal discussion, written warning, suspension,
discharge, and restitution of damages or loss of company property.
2.82 Prescriptive Period
Penalties served for past offenses shall be considered extinguished
and will no longer be considered as an aggravating circumstance in
the imposition of Corrective Action for later offenses after the lapse
of one (1) year from the date of the commission of the offense. This
prescriptive period applies to all offenses, regardless of their gravity
or severity.
NOTE: Offenses that merits with S2 and above are considered as
Grave offenses, thus, prescriptive period will no longer apply.
18. DUE PROCESS
In all cases of infraction or violation of Company rules especially those
that are required to be documented, the employee’s Immediate Head
must serve the employee in writing a notice of the violation committed
and the charges(s) made. The employee charged must be required to have
his explanation in writing within 5 working days from receipt of notice.
Yngen Holdings Group of Companies shall follow the Philippine
Department of Labor (DOLE) standards for due process.
19. IMPLEMENTATION OF DISCIPLINARY ACTION
The Department Head, as assisted by HRD, is responsible for the
implementation of disciplinary actions covering employees under him.
The written decision must be delivered to the employee who must be
required to acknowledge it by his signature.
Restitution of damages done to the company does not absolve the
employee of the offenses/infraction.
20. DOCUMENTATION
The Department Head concerned is responsible for ensuring that proper
documentation of all cases involving disciplinary action must be made
expeditiously. Complete report in the case(s) including report of
investigation conducted must be prepared to support the disciplinary
action.
21. DOLE REPORT
The HRD shall be responsible in preparing the necessary reports to
DOLE on all disciplinary action taken.
22. GENERAL RULE
2.83Those rules are not all inclusive. The Company shall exercise its inherent
function to discipline or dismiss employees for such offenses or infractions
of rules although not enumerated as warranted by the circumstances of each
case.
2.84In each particular case, preponderance of evidence or moral certainty that
an infraction or violation of any these rules have been committed is
sufficient ground for the imposition of the corresponding penalty.
2.85Imposition of any of the penalties prescribed above shall be without
prejudice to any civil or criminal action.
2.86 At the sole discretion of the Company an offense may either be mitigated to
a lower penalty or aggravated to a higher penalty depending upon the
gravity of the offense and the facts surrounding it.
2.87When a single act or violation constitutes two or more infractions or
offenses, the higher penalty applicable shall be imposed.
2.88The Company reserves the right to amend, alter, modify, or change these
rules as the exigencies of the Company may demand.
2.89In all cases where the intended disciplinary action is dismissal, the erring
employee may be placed immediately under preventive suspension
pending investigation if it could be shown that his continued employment
 2049
constitutes an immediate and serious threat to the life of other employees Notice to Explain > Employee Response > Investigation Proper >
or the property or normal operation of the Company. Appropriate Disciplinary Action
2.90In no case shall absence from work due to suspensions be charged to leave
with pay. All suspension shall be without pay. 2.94 Table of Offenses
2.91In all cases of disciplinary actions, coordination shall be made with the NOTE: The classification of imposable penalty is for guidance only.
HRD to ensure uniform and consistent administration of these rules. Depending on the facts and circumstances of each incident, The
Company reserves the right to classify the employee’s act or mission at a
23. SCHEDULE OF PENALTIES higher or lower level, and the discretion to apply a sanction at a higher or
lower level.
2.92Disciplinary Actions:
OCCURRENCE / SEVERITY OF OFFENSE
2.92.1 Verbal warning (V) 1st 2nd 3rd 4th 5th 6th
Employee is verbally notified by their Immediate Head A. Daily Record
of the infraction, and a commitment is obtained from the 1. Failure to use the timekeeping
employee to cease the offending conduct immediately. device (HRIS (Oldowan) in
V W S1 S2 S3 D
logging/shifting in and
2.92.2 Written warning (W) logging/shifting out.
Employee receives formal written notice from Immediate 2. Failure to provide evidences
Head of the infraction, and the steps required to correct for alternative filing of log V W S1 S2 S3 D
the problem. Employee must commit in writing to (E.g., system errors, etc.)
immediate correction of the problem.
OCCURRENCE / SEVERITY OF OFFENSE
2.92.3 Suspension without pay (S) 1st 2nd 3rd 4th 5th 6th
Is the temporary detachment of an employee from work B. Absenteeism
for a given period without salary. The length of 1. AWOL / Unauthorized and
suspension will depend on the gravity of the offense unexcused absence from work W S1 S2 S3 D
committed. for one (1) day.
2. AWOL / Unauthorized and S3 D
Depending on the gravity of the offense, suspension may unexcused absence from work
either be light suspension (S1) (1 to 2 days), less grave for two (2) but not more than
suspension (S2) (3 to 5 days), or grave suspension (S3) six (6) consecutive days.
(10 days). 3. AWOL / Unauthorized and
unexcused absence from work
beyond the approved or W S1 S2 S3 D
2.92.4 Termination / Dismissal (D) specified period of absence,
The Company determines that there is cause under the like vacation and sick leaves.
law to terminate employment and the employment 4. Failure to follow tardiness and
relationship. W S1 S2 S3 D
leave notification procedures.
5. Failure to report for work after
2.93 Due Process suspension without valid S3 D
reason.
6. Tardiness three (3) times or V W S1 S2 S3 D
 2149
more / total of 120 minutes OCCURRENCE / SEVERITY OF OFFENSE
per month shall be considered 1st 2nd 3rd 4th 5th 6th
as one offense. D. Security and Order
7. Malingering or feigning 1. Failure to wear the prescribed
illness / dishonesty in SL identification and/or any other
application. system of identification V W S1 S2 S3 D
; misrepresentation of the S1 S2 S3 D designed for security
reasons in applying for sick purposes.
leave under claim of illness 2. Not wearing or improper use
although not actually sick of company prescribed V W S1 S2 S3 D
8. Intentional mass leave of uniforms / proper dress code.
S2 S3 D
absence (Illegal Strike) 3. Allowing friends and
relatives, and other persons to
OCCURRENCE / SEVERITY OF OFFENSE enter restricted areas, without W S1 S2 S3 D
1st 2nd 3rd 4th 5th 6th prior written authorization, in
C. Health and Safety company premises.
1. Littering and other actions that 4. Refusal to submit to or failure
lead to unclean, unsanitary, to observe security
unhealthy, and dangerous W S1 S2 S3 D requirements of the company
conditions in company but not limited to inspection or S1 S2 S3 D
premises. search by Security Guard or
2. Smoking / vaping/ using of e- any authorized company
cigarette inside the company personnel.
S1 S2 S3 D
building offices and other 5. Bringing out and/or D
prohibited areas. tampering/altering without
3. Using fire prevention permission, or falsifying any
equipment without apparent S1 S2 S3 D Company forms / records /
valid reason. other accountable forms
5. Reporting to work despite including official receipts.
being aware of having a 6. Unauthorized pull out of
serious and contagious company property, equipment S3 D
disease/s which may endanger S2 S3 D and supplies.
the lives or health of other 7. Improper/unauthorized use,
employees and failing to failure to safeguard and
report it to the Company. protect from damage and/or
6. Failure to follow procedure loss any assigned company S2 S3 D
outlined by the Management property and equipment such
S3 D as company vehicles, laptop,
in the event of any emergency
in the Company premises. etc.
7. Failure to follow sick leave 8. Any act of vandalism that S3 D
V W S1 S2 S3 D damages, deforms or
notification procedure
otherwise destroys company
 2249
property (unauthorized damage incurred.
writing, etching, painting or
posting writings or OCCURRENCE / SEVERITY OF OFFENSE
drawings/logos on company 1st 2nd 3rd 4th 5th 6th
property which tend to deface E. Job Performance and
said property); willfully Attitude
damaging another employee's 1. Two successive below-
property. average ratings in the
9. Carrying or possessing Performance Appraisal / Re-
Assignment
explosives, firearms, bladed or Evaluation, indicating no
or
any other lethal weapon change for improvement after
D
during working hours or in the D appropriate coaching by
company premises, without immediate superior (Semi-
prior written permission or annual evaluation)
authorization. 2. Performing unofficial work
10.Negligence in the handling of during office hours for
confidential data, plans, personal benefit/use/gain or
W S1 S2 S3 D
and/or trade secrets/classified advantage such as engaging in
information / intellectual D excessive idle talks, doing
properties that leads to selling activities, etc.
unauthorized disclosure to 3. Leaving work area or work
any unauthorized person/s. assignment, or quitting work
11.Vending or selling food or before specified time; failure
other goods or otherwise to immediately return to work
W S1 S2 S3 D
conducting private business after the end of the official
within the company V W S1 S2 S3 D break periods, without
premises, unless with prior permission from the
written approval by immediate head.
management. 4. Failure to submit W S1 S2 S3 D
12.Gaining access to offices and supplemental personal data
restricted areas other than required by the office such as
S3 D BIR, SSS, TIN, Pag-ibig and
with authorized and properly
issued keys. other personnel information
13.Unauthorized duplication and D such as change of address and
keeping in possession of status without justifiable
access keys. reasons.
14. Unauthorized entry and 5. Failure by the employee or
D user to report immediately
tampering with access codes.
Note: In addition to the any damages to or defect of S2 S3 D
following penalties imposed, company machines or
the employee may be equipment.
required to pay the 6. Gross negligence in the D
corresponding cost of performance of duty which
 2349
directly results in prejudice to F. Conduct and Behavior
the company. 1. Causing the injury of another
7. Deliberately concealing due to carelessness,
S1 S2 S3 D
defective work. negligence, horseplaying, and
8. Sabotage in company unruly conduct such as
operations which results in D scuffling, catcalling,
S1 S2 S3 D
slowdown and losses. unnecessary shouting, uttering
9. Deliberately restricting or profane language or throwing
curtailing production output; things around while at work
deliberately slowing down in and/or during company
factory operations and, in case activities.
of drivers and helpers 2. Gambling in any form,
engaged in delivery of promoting or assisting
S2 S3 D
company products, gambling operations, betting,
deliberately going out of route conducting lotteries or other
S2 S3 D
of delivery, or slowing down similar acts within company
speed of trucks or parking for premises, whether or not
rest, without justifiable committed during working
reasons. time.
10. Shifting to different work or 3. Drinking of alcoholic
schedule without the prior beverages (except on special
W S1 S2 S3 D
written authorization from occasions organized by S2 S3 D
the immediate head. company) inside company
11.Engaging in any form of D premises.
activity that competes with 4. Possessing, using or causing
the Community of to be brought or used into the
Companies which at the sole company premises any
discretion of the Company narcotics or prohibited drugs,
D
constitutes conflict of except when such
interest. drug/narcotics take the form
12.Failure to submit required of medicine prescribed by a
reports within specified time W S1 S2 S3 D physician. disobedience
without justifiable reason. 5. Refusal to perform overtime
13.Mishandling of company work deemed critical to
W S1 S2 S3 D
funds (E.g. Petty cash operations by management
safekeeping and handling, W S1 S2 S3 D without justifiable reason.
collection turnover 6. Failure to work overtime or
procedure, and the likes) complete the overtime period,
14.Mistakes due to carelessness W S2 S3 D without valid reason/s, after
W S1 S2 S3 D
signifying willingness to
OCCURRENCE / SEVERITY OF OFFENSE perform authorized overtime
1st 2nd 3rd 4th 5th 6th work.
7. Sleeping while on duty. W S1 S2 S3 D
 2449
8. Willfully refusing, without falsified and padded records
valid reason, to comply with and/or documents for
reasonable & valid orders or S1 S2 S3 D personal benefit/gain or
specific instructions by the advantage.
immediate head. 15.Soliciting or collecting
9. Stubborn behavior & contributions, money or
discourtesy towards one's W S1 S2 S3 D material objects, for any
head & colleagues. purpose not sanctioned by or
S3 D
10.Making false or malicious without the permission of the
statements against an company, during working
S3 D
employee or head that harm time or within company
and destroy their reputation. premises.
11.Improper conduct and acts of 16.Abuse of Authority.
gross discourtesy or Coercion, maltreatment,
S3 D
disrespect and/or using favoritism, or any retaliatory
disrespectful, abusive, act against subordinate.
indecent or offensive S3 D
language or signs towards OCCURRENCE / SEVERITY OF
head, colleagues, clients, OFFENSE
customers, and business 1st 2nd 3rd 4th 5th 6th
partners. G. Dishonesty
12.Quarelling, provoking, 1. Giving false or untruthful statements or
instigating, threatening, concealing materials facts in an
S3 D
coercing or intimidating co- investigation conducted by authorized
employees, clients, representative/s of the company.
S3 D
customers, and business 2. Unauthorized appropriation of company D
partners to engage in any act property, theft or attempted theft of
in violation of company property belonging to the company or
rules. another person committed within
13.Inflicting or attempting to company premises; or conniving with
inflict bodily harm or injury, another person in committing said
in any form on a fellow offense.
employee inside company D 4. Substituting or attempting to substitute
premises or on the occasion company materials/property or
of the performance of duties equipment, with another with another D
and responsibilities. with to defraud the company or that
14.Giving false or misleading D may result in company loss or damage.
information in applying for 5. Bribing or offering money, gift or D
employment; or giving false anything of value to any
or misleading information to employee/business partner, personally
seek or to qualify for any or through the mediation of another to
preference or benefit from seek or qualify for employment or in
the company; or submitting exchange of any favorable benefit/work
 2549
assignment/benefit/compensation. scandalous activity is likewise
6. Soliciting / accepting directly or liable. Scandalous activity
indirectly any sum of money, consists of any kind of
commission, offer, promise, gift or behavior or event which
present in consideration of any act, D appeals to the prurient/lewd
contract, decision or services connected interest of another or is
with the discharge of the employee's contrary to common decency
duties. and commonly accepted good
7. Unauthorized encashment of checks practice.
from company funds, failure to 2. Work-related sexual
deposit/remit collections within harassment is committed
prescribed period of time, D when: (1) The sexual favor
misappropriating and/or unduly is made as a condition in the
withholding company funds and/or hiring or in the employment,
property/ies for personal use. re-employment or continued
8. Altering the date, quantity or any other employment of said
part of any accountable form so as to individual, or in granting said
D individual favorable
mislead the company in its
interpretation of such data. compensation, terms of
9. Signing contracts/deals without the conditions, promotions, or
written authority of the Company or privileges; or the refusal to
D grant the sexual favor results
accepting contracts/deals without
authorization from management. in limiting, segregating or
D
10.Not reporting to the Company any S3 D classifying the employee
untoward incident, unlawful acts which in any way would
committed by any other employee, and discriminate, deprive or
act that affects the general welfare of diminish employment
the company. Personnel that cover or opportunities or otherwise
protect the other personnel doing adversely affect said
unlawful acts shall also be subject to employee; (2) The above acts
the penalty under this category. would impair the employee's
rights or privileges under
OCCURRENCE / SEVERITY OF OFFENSE existing labor laws; or (3) The
1st 2nd 3rd 4th 5th 6th above acts would result in an
H. MORALITY intimidating, hostile, or
1. Undertaking scandalous S3 D offensive environment for the
activities within office employee.
premises or in places where
the company is holding an
official function. Any
employee who induces or
assists another in such
 2649
1.2 3 Email
Negligence Replacement of Replacement of 3.1 Use of e-mail
causing loss similar/nearest similar/nearest for non-business-
of company- model or payment model or payment related activities
owned of purchase value of purchase value PENALTY
Dismissal (personal or
hardware of the lost of the lost Documented 1st 2nd Final 5th
commercial gain
CATEGORIES 2nd 3rd 4th
(cellphones, unit/hardware, unit/hardware, Verbal
1st Offense Written Written Written Offens
Dismissal
such as Offense Offense Offense
PC's, laptop, plus Written plus Final Written Warning Warning Warning Warning e
advertisements,
printers and Warning Warning OFFENSES
sending out
the like) AGAINST
resumes and ITthe
SECURITY
like).
POLICY AND
3.2 Unauthorized 2nd Final
STANDARDS 1st Written
access or use of Written Written Dismissal
Covers anye-mail.
act Warning
another's Warning Warning
2 Software constituting
3.3 Forwarding
2.1 violation of Yngen
or distributing
Installation or Group Technology
pornographic or Final
loading of Resource Policy 1st Written
subversive Written Dismissal
unlicensed or and improper use Warning
materials using Warning
unauthorized of company/or
Documented 1st 2nd Final the company's
software client-owned IT
Verbal Written Written Written Dismissal email facility.
(games, equipment/facility.
Warning Warning Warning Warning 1 Hardware
Microsoft
applications 1.1 Negligence 100% of 100% of 100% of Dismissa
not required causing damage repair cost repair cost repair cost l
by present job, of company- or or or
and the like). owned hardware purchase purchase purchase
2.2 Removal (cellphones, value if value if value if
or alteration of PC's, laptop, deemed deemed deemed
company printers and the irreparable, irreparable, irreparable,
Documented 1st 2nd Final like) plus 1st plus 2nd plus Final
standard
Verbal Written Written Written Dismissal Written Written Written
settings
Warning Warning Warning Warning Warning Warning Warning
(wallpaper,
screen saver,
and the like).
4 Network 2749 5 Internet
4.1 Failure to 5.1 Browsing
report illegal and/or
tapping of downloading
network access of non-
Written Warning
(use of business
to Dismissal
noncompany- related Documented 1st 2nd Final
(depending on
owned PC/laptop resources Verbal Written Written Written Dismissal
the circumstances
to access Yngen (games, on-line Warning Warning Warning Warning
and gravity of the
Group network recruitment
offense)
and the like and the like)
without the during
company’s company
authorization). working time.
4.2 Failure to 5.2 Browsing,
report illegal downloading,
Written Warning
network access maintaining or
to Dismissal
(consent on the using
(depending on
use of Yngen pornographic
the circumstances Documented 1st Final
Group network sites, pictures,
and gravity of the Verbal Written Written Dismissal
by non-Yngen videos and/or
offense) Warning Warning Warning
Group subversive
employees. materials in
company
owned
PC/laptop.
5.3 5.3
Distribution, Distribution,
posting, posting,
publication, publication,
circulation of circulation of
any material or any material or
document document
including those including
that are posted those that are
on any website posted on any
or social website or
media, which social media,
tends to which tends to
destroy or destroy or
besmirch the besmirch the
Company, Company,
employee, or employee, or
its customers’, its customers’,
suppliers’ suppliers’
image or image or
reputation. reputation.
 2849
ACKNOWLEDGMENT

I have received and read a copy of YNGEN

Holdings Group of Companies Policies and Procedures
Manual including the Disciplinary Process:

I understand the purposes and the contents of

this manual and acknowledge that it sets forth the
guidelines Yngen’s Group of Companies. requires me to
follow in the performance of my functions and in
conducting its business;

I acknowledge the responsibility to comply with

this manual in conducting Yngen Holdings Group of
Companies business and to the best of my ability will
uphold and apply these guidelines in all respect; if I am in
doubt, I will seek advice and guidance as provided in the
manual before proceeding, and

I understand that failure to comply with these

guidelines will subject me to disciplinary action as
outlined in the manual.

Employee Name: __________________ Date : __________

Position : __________________ Department: __________