INTERNAL TRAINING COURSES

Department             :         Human Resources

Subject                   :         INTERNAL TRAINING COURSES

POLICIES

Enrolment Procedures

1.    Courses organized or conducted by the Training department will be advertised according to the training plan. A copy will be sent to all department Heads and will be posted on staff notice board.

2.    The training department will send an enrolment invitation memo to all Department Heads requesting receipt of their nominations for attendance of specific training program(s) by a stipulated date.

3.    If the course is over subscribed and enrolment critical, the Training Manager will select the nominees based on job-appropriateness, or consider arranging additional courses.

4.    The Training Department will advise the successful nominees by memo regarding course date/time, venue and content.  Copies will be sent to the respective Department Head and General Manager.

Training Attendance

                            

1.    The Training manager is required to keep an attendance record for each single training session by completing a Training Attendance Record.  If the training program or course is on going, that is, more than one session, a separate form can be use to include all sessions on the one form.

2.    The attendance record is to be checked against the nominations received from Department Heads, and all absences reported to the relevant Department Head at the completion of the training.

3.    Wherever possible, training is to be conducted during the staff normal working hours.  In the case of permanent night-shift staff, special arrangements should be made to enable them to attend training during daylight hours.

 

Continued…Policies & Procedures on Internal Training Courses

Recognition of Training

                            

Participants’ successful completion of a training course will be duly recognized by presentation of a Training Certificate. 

Sample certificates will also be included with each XXXXX XXXX XXXXXtraining program, which can be reproduced by individual hotels.

Staff Training Record                               

Staff Training Records will be kept on file for all staff and are to include:

• Name of course attended,
• Date,
• Duration,
• Skills, knowledge or competencies acquired
• Results achieved,
• Any sponsorship received, plus
• Other relevant comments.

SICK LEAVE

Department             :         Human Resources

Subject                   :         SICK LEAVE         

POLICY

1.   All employees are eligible for Sick Leave in accordance with local labor legislations.

2.    The Hotel recognizes only those Doctor Certificates (DC) issued by the House Doctor or a qualified practitioner recognized by the Hotel/Company Doctor.  Any other DC will only be considered in cases of emergency or serious illness/accident.  All certificated are to be approved by the House Doctor or Company Doctor.

3.    Absence without notice is considered as an “Unauthorized Absence” as well as an “Absence Without pay or Service Charge”, and disciplinary action may be taken.

4.    If an Employee who has passed the probationary period is sick and the House Doctor recommends in advance and in writing that the employee has to stay at home for a length of time, the following will apply.

- First 3 (three) month                       100% of basic salary

- Second 3 (three) months                 75% of basic salary

- Third 3 (three) months                    50% of basic salary

- Fourth 3 (three) months                           25% of basic salary

5.    Employee having been ill for a period of 12 consecutive months and on the recommendation of the Hotel Doctor shall be declared Unfit to Work and shall have their employment relationship terminated automatically in accordance with prevailing Government Regulations (Act 12/64).

6.    All Sick Leave  has to be supported by valid Medical Certificates

 

PROCEDURE

1.    Employees are to forward for Supervisors’ signatures Medical Certificates that specify their required period of sick leave.

2.    These are then forwarded to HRD who will update Sick Leave Record Cards accordingly.

3.    Human Resources Department will indicate on Sick Leave Record Cards whether such leave is paid or unpaid and whether it is duly acknowledged by employees.

4.    For no-pay sick-leave exceeding entitlements, Movement Forms will be issued for Controller’s Department for appropriate deductions in pay.

5.    Employees are to be informed of such deductions in advance.

ANNUAL LEAVE

Department             :         Human Resources

Subject                   :         ANNUAL LEAVE   

POLICY

Company policy in relation to annual leave is to ensure that employees are given and take their entitlement to leave on a regular basis, and that no more than 12 working days’ entitlement is accrued by any employees at any one time.

This is in accordance with the respective annual holidays legislation, which provides an entitlement to annual leave of 12 working days after one year of service.  Annual leave must be given and taken within six months of it becoming due.  The annual leave can be taken at several times but one of them must be at least six (6) working days in duration.

PROCEDURE

Each employee may make an application for annual leave by completing a leave application form for review and approval by their Supervisor and Department Head.

Period of Leave

1.    Annual leave will normally be given in one (1) period, in accordance with legislation. Flexibility, within reason, is left to the Department Head’s discretion for the sake of hotel operations and to accommodate production requirements.

2.    An example of the above discretion may be approved by a Department Head if a one-day of annual leave is requested by an employee to attend to personal affairs, etc.

3.    Such use of annual leave should be made to eliminate any special leave occurrence, or the unnecessary taking of sick leave for such purposes (sick leave may only be taken on actual absence due to illness as certified by a Physician).

Continued…Policies & Procedures on Annual Leave

Duration of Leave

Ö It would not be unusual to allow employees to take their full annual entitlement over one period.

Ö Periods in excess of an annual entitlement may be approved at the department manager’s discretion, bearing in mind production requirements and the Company’s accrual policy of a maximum of 18 days.  In such cases, the emphasis would be upon planning, length of notice provided and the completion of advance leave application by employees.

Annual Leave Plan

1.    As a matter of procedure, Department Managers, in consultation with employees, should prepare an annual leave plan within their area of responsibility.  Annual Leave plans will be structured in such a way, as to :

§  Reduce any impact of forecast product programs

§  Prevent the need for replacement labor wherever possible

2.    Annual Leave is available to employees as it accrues, and under no circumstances will leave be approved in advance of accrual.

3.    Unless specifically provided for as in some legislation, sick leave may not be substituted for annual leave, should illness occur during a period of leave.

4.    Periods of Absences Without Reason reduce the Annual Leave due to an employee.

Expiration of Leave Earned

If annual leave is not used within six (6) months of it becoming due, the leave may be automatically cancelled.  Exceptions to this rule include delays in leave due to Company needs and requests.

BEST EMPLOYEE / MOST COURTEOUS EMPLOYEE OF THE MONTH CONTEST

Department        :    Human Resources

Subject              :    BEST EMPLOYEE / MOST COURTEOUS EMPLOYEE OF THE MONTH

                              CONTEST

POLICY   

The aim of this award is to recognize and reward outstanding staff and to foster positive work attitude, goodwill, and rapport between management and staff.

STAFF ELIGIBILITY

Each department may nominate one (1) staff member each month.

For purposes of this award, nominations shall be limited to all confirmed full-time staff with the exception of Executives, and levels A and B.  Groupings are as follows:

- Food and Beverage Service/Kitchen

- Finance

- Engineering

- Housekeeping

- Front Office

NOMINATION FOR BEST EMPLOYEE / MOST COURTEOUS EMPLOYEE OF THE MONTH

1.    Each Department Head can nominate any of the rank and file staff under his charge.

2.    Nominations of staff of the month must be made on The Best Employee / Most Courteous Employee of the Month nomination form.

3.   Selection of the Best Employee / Most Courteous Employee of the Month will always be based on the previous month’s performance.

Continued….Policies & Procedures for Best Employee / Most Courteous Employee of the Month Contest

CRITERIA FOR NOMINATION

To ensure that the most deserving staff are nominated, Department Heads making the recommendations must consider the following criteria:

1.  Team Work

Ability and willingness to work with all levels of staff harmoniously towards achieving the hotel’s goals.

2.  Dependability

Honesty, integrity and loyalty.  Can they be relied upon to shoulder any responsibility under any circumstances?

3.  Work Attitude and Performance

·         Attitude towards work, fellow colleagues, guest services, and care of Hotel property, etc.

·         Their level of performance in terms of productivity (i.e. quantity and quality of work, attendance and punctuality.

4.  Employee has not been involved in a disciplinary action for six (6) months prior to the contest.

5.  Employee has not been involved in an accident or safety incident for four (4) months prior to the contest.

SELECTION COMMITTEE

A                           1.  A Selection Committee comprising of the General Manager and all Department Heads will select the Best Employee / Most Courteous Employee of the Month.

                             2. Heads of Departments of employees nominated as candidate for The Best Employee of the Month / Most Courteous Employee of the Month shall sit as member of the selection committee.

     3.  The selection committee will select the Best Employee / Most Courteous Employee of the Month by consensus of the committee.

     4.       Decision by the selection committee on the Best Employee of the Month will be final.

Continued… Policies & Procedures on Best Employee of the Month Contest

PROCEDURE

1.    Each Department Head must send in his nomination to the HRD on the prescribed nomination form, “The Best Employee of the Month / Most Courteous Employee of the Month,” by the 5th day of the month prior to the award.  If there is no suitable candidate, no form should be forwarded.

2.    The Chairman of the selection committee will hold the selection meeting by the 10^th of the month preceding the award.

3.    All members of the selection committee must be present during the entire selection committee meeting.

4.    Members of the Selection committee may require the HRD to produce records to justify recommendations made by Department Heads.

5.    Selection committee members will evaluate all nominated candidates on the criteria outlined.

6.    Once evaluated and ranked, the staff who have scored the highest by consensus will be awarded “The Best Employee of the Month / Most Courteous Employee of the Month”.

7.    Details of the selection committee evaluation and ranking records shall be kept by the Human Resource Department.

8.    The staff selected shall be informed accordingly and the presentation of award and photo-taking must occur at the Department Heads / Operations Meeting.

DESCRIPTION OF AWARD

1.       The Best Employee of the Month will receive the following:

a)    A certificate of commendation to be issued by the HRD and signed by the General Manager.

b)  A cash award of (monetary amount).

c)  A Best Employee of the Month badge worn by each of the selected staff for a period of one year.

2.  The employee’s photograph shall be displayed on the Staff Notice Board and Staff magazine.

3.  A record of their achievement will be placed in the employee’s personnel file.

SALARY ADMINISTRATION

Department             :         Human Resources

Subject                   :         SALARY ADMINISTRATION    

POLICY

Further, it is the philosophy of the company that employees should be compensated equitably in terms of the relative contribution they make to the achievement of the company's goal.  Goal achievement and performance levels are the prime criteria in determining each employee's position on company salary scales.

The term "salary administration" refers to the administration by Management of salary rates applicable to Company employees, and paid on the monthly payroll.

PROCEDURE

Personnel Department is responsible for ensuring the company's philosophy in respect to salary administration is being effectively implemented. For this reason, the Director of Human Resources, in consultation with Management, must approve all salary matters.

Job Salary Rates

1.    A job salary rate (JSR) for each monthly paid position will be established by the HRD in consultation with Management.  Job salary rates will be determined by comparing and evaluating components, size, level and responsibility of each position, relative to salary rates payable by organizations both within the hospitality industry and the general employee marketplace.

2.    A comparative ratio of the actual rate to the JSR midpoint will allow a statistical and comparative evaluation of the individual monthly paid staff members’ salaries.

3.    The JSR will be prospective rather than retrospective in nature.  Annually, each November, the JSR's are to be increased by the amount of the projected salary movement for the following year, including any adjustment warranted by underestimations in previous years.

Continued…Policies & Procedures for Salary Administration

Given the above system of JSR and annual adjustment, it follows that an employee receiving an average annual increase will retain the same position of the JSR scale. For each percentage point of salary increase above or below the average, the employee's position on the scale will correspondingly rise or decline.

Salary Review

1.    Monthly staff salaries will be reviewed annually with any subsequent salary increase being effective on and from January 1st, or any other date that may be determined by Management.

2.    As indicated, the prime criterion in the salary reviewing process is performance. Accordingly, the review process will begin with the Personal appraisal system at the end of the year.  Salary schedules and review guidelines will be prepared by the HRD and forwarded to the Head of Departments. 

3.    Completed salary schedules with details of salary increase recommendations should be endorsed by the Departmental Manager and returned with completed Personal Appraisals to the HRD for review.  HRD then forwards the schedules to management for approval.  Department Heads are responsible for ensuring that the new salaries are communicated to staff concerned.

4.    Salary increases outside of the above formal review process, excluding promotions etc., will usually not be approved.  However, Management is not inflexible and on occasions (for example during periods of high inflation or sudden market movements), supplementary salary increases may be approved at the discretion of Management.

5.    In the case of promotion, Department Heads should first discuss their recommended new rate of salary with the HRD.

ALLOWANCES

Department             :         Human Resources

Subject                   :         ALLOWANCES      

POLICY

Allowance in addition to the paid rates for each classification will be paid as required and/or approved, and in accordance with related industrial legislation. In cases where the industrial legislation is silent, special allowances to compensate for specific circumstances may be approved.

Such allowances may be ongoing, relative to a particular shift, process or work environment, or temporary in nature for a specific period.

PROCEDURE

In every case, the reason for an allowance and the payment of such allowance is to be substantiated and approved by HR.

A schedule of approved allowances will be maintained by HR. Any variation to these allowances will be communicated to all Heads of Departments, as required. Wherever practicable, allowances should be consistent and standard, and the number of allowances should be minimized.

Review of Allowances

1.    Allowances set by industrial awards/legislation and paid at award rates, will be increased by award variation. Those allowances determined by the Company in excess of the award allowance rate, or in addition to legislative provisions will be reviewed annually by HR.

All-Purposes Rates

1.    Permanent allowance, being part of an employee's total wage rate will receive all purpose consideration for daily rate calculations, as detailed in the allowance schedule.

2.    Temporary allowances or per hour allowances will not normally be included for all purposes, e.g. dust money, temporary higher duties allowance, etc.

Higher Duty Supervisory Allowance

1.    An employee temporarily appointed as replacement supervisor, and or Head of Department (HOD ad interim) will receive the approved supervision allowance rate for the duration of such appointment.

2.    Allowances are not to be expressed as percentages of a base rate, manager's rate or any other formula. In each case the allowance will be a flat amount as approved in the allowance schedule.

Approval Process

1.    All allowances, including permanent, temporary and casual allowances are to be submitted by the Head of Department via a Personal Action Advise Form, duly endorsed by the Head of Department, to HR for review and Management's approval.

2.    Under no circumstances may employees be informed of impending allowance prior to approval.