HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL

GAP-IRS: HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL

Welcome to our Human Resource Policies and Procedures Manual, a comprehensive guide designed to provide our customers with a clear understanding of the principles, guidelines, and processes that govern every organization’s human resource practices. This manual serves as a valuable resource for both new and existing team members, outlining the standards and expectations that contribute to a positive and productive work environment.

We recognize that the greatest asset is your people. As such, we are committed to fostering a workplace culture that values diversity, promotes fairness, and encourages continuous professional development. This manual is a reflection of our dedication to creating an inclusive and supportive workplace where all employees can thrive and contribute to the success of your organization.

Within these pages, you will find detailed information on a wide range of human resource topics, including recruitment and onboarding, employee relations, performance management, compensation and benefits, workplace health and safety, and compliance with relevant laws and regulations. Each section is crafted to provide clarity on policies and procedures, ensuring consistency and fairness in your interactions with employees.

Our policies and procedures are rooted in legal compliance, industry best practices, and can be tailored to your organization’s unique values. By familiarizing yourself with this manual, you will not only gain insight into the expectations we have, but also understand the support and resources available to you.

We encourage all employees to refer to this manual regularly, as it will be updated periodically to reflect any changes in policies or procedures. If you have any questions or require further clarification on any topic covered in this manual, please do not hesitate to reach out to GAP-IR Solutions. Your success and well-being is important to us, and we are here to assist you in navigating the various aspects of your Company.

CONTENTS

1. Introduction	4
2. Personal Conduct	4
3. Dress Code	4
4. Communication	5
Personal telephone calls Business email facility Business internet facility Software Copyright Security Violations Internet usage Social media	5-7
5. Recruitment	9
New Positions Fixed term / Event based employees Vacancies Advertising Selection criteria Internal applications Record keeping Applications Interview and selection Promotions Transfers	10-14
6. Induction	14
7. Training	14
8. Occupational Health, Safety and Environment	15
9. Workman’s Compensation	16
10. Smoking & Vaping	17
11. Substance Abuse	18
12. Equal Employment Opportunity	20
Discrimination (Sexual harassment and bullying) Reasonable adjustment Lodging of a complaint Receipt of a complaint Investigating a complaint Possible outcomes	21-23
13. Maternity / Paternity	23
Remuneration and return to work Illness / injury during maternity leave	24-24
14. Leave	25
Definition Leave types	25
15. Performance Management	31
16. Performance Improvement	31
Informal counselling First formal counselling session Second formal counselling session Formal hearing Alternatives to dismissal	32-34
17. Grievances	34
18. Conflict of Interest	35
19. Confidentiality	36
20. Use of Company Vehicle	37

Definition Authorization and use of Company vehicle Intoxication Passengers and picking up passengers on route Vehicle damage and road safety Damage to Company vehicle Log book Medical testing Storage of vehicle Payments of fuel AARTO Incapacity	37-40
1. Insurance Excess Fee	40
Accident caused by employee Accident caused by 3^rd party other than employee	40-41
2. Timekeeping	41
Clocking in / attendance register Procedure for late coming	42-43
3. Sexual Harassment	43
Definition Types of sexual harassment Criminal or civil charges Confidentiality Options to resolve the dispute Informal procedure Formal procedure	43-45
4. Commission for Whole Goods	46
5. Retirement	46
Early retirement Retirement procedure Continued employment after retirement age	46-47
6. Long Service Awards	48
7. Polygraph Testing	49
8. HIV /AIDS	49
Promoting a non—discriminatory work environment HIV testing Confidentiality and disclosure Promoting a safe work environment Colleagues of employees identified or suspected of being HIV positive Dismissal	49-53
9. Gifts, Incentives and Entertainment	53
10. Foreign Currency	54
11. Dangerous Weapons	56
12. Cell Phone Allowance	57
Payment of allowance Payment of business-related calls only	57
13. Disciplinary Action	59
Underlining principles Disciplinary sanctions Employee duties and schedule of offences	59-61
14. Employment of Relatives	65
15. Study Assistance	67
16. Exit Interviews	67
17. Relocation and removal costs	68
Policy Eligibility Conditions of transfer	68
18. Acting allowance	69
Policy Definitions Categories Company procedure Period of acting Compensation and acknowledgement for acting appointment	69-70
19. Security	70
Policy Company surveillance technology Company policy on security Searching persons Recourse Searching of personal property Company lockers, desk drawers, cupboards and tool boxes Personal tools and equipment Company property, tools and equipment Polygraph examination Vehicles Disciplinary action	70-74
20. Expense Claim	74
Policy Eligibility Remuneration payable Company procedure	74-75
21. Anti-Bribery and Corruption Policy	75
Introduction Scope Our purpose Bribery and corruption – Definition Gifts, entertainment and hospitality Conflicts of interest	75-81
22. Supply Chain and Environmental Responsibility Code of Conduct	82
Application Code of conduct for sourcing and supply chain	82-83