human resource policy 2011-12

HR Policy Manual

HR POLICY MANUALPolicies & Procedures

_____________ 2011

VERSION III (Draft)Effective: _________ 2011

© 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for

business purposes authorized by Tameer Microfinance Bank Limited

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HR Policy Manual

CERTIFICATE

This is to verify that this is the updated HR Policy Manual – Version III consisting of total 52 pages

Reviewed by: Approved By:

___________________ ________________Tazeen Adnan Nadeem HussainHead of Human Resource President & CEO

___________________ ________________Date Date



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TABLE OF CONTENTS

CHAPTER 1 - INTRODUCTION......................................................................................................................4

1)PURPOSE OF THE MANUAL..............................................................................................................................42)SCOPE OF THE MANUAL..................................................................................................................................43)TAMEER’S VISION...........................................................................................................................................44)TAMEER’S MISSION.........................................................................................................................................45)TAMEER’S CORE VALUES ..............................................................................................................................46) MASCULINE GENDER TO INCLUDE FEMININE GENDER ...............................................................................5

CHAPTER II – GENERAL INFORMATION..................................................................................................5

1)COMMENCEMENT AND APPLICATION..............................................................................................................52)DEFINITIONS....................................................................................................................................................53)RIGHT TO AMEND THE RULES .........................................................................................................................84)UPDATING THE MANUAL AND ALL HR FORMS..............................................................................................85)MANUAL HOLDERS.........................................................................................................................................9

CHAPTER III – CODE OF CONDUCT............................................................................................................9

1)CULTURE & WORK ENVIRONMENT................................................................................................................9

CHAPTER IV – HUMAN RESOURCE POLICIES......................................................................................11

1)CLASSIFICATION OF EMPLOYEES (MJG).......................................................................................................1112

2)COMPANY HIERARCHY (ORGANIZATIONAL CHART)....................................................................................123)HR’S APPROVED HIERARCHY........................................................................................................................134)HR OPERATIONS...........................................................................................................................................134.1 Employee Card................................................................................................................................134.2 Business Card..................................................................................................................................155)COMPENSATION & BENEFITS........................................................................................................................185.1 Payroll Policy..................................................................................................................................18 18

4.2 COMPONENTS OF SALARY:.................................................................................................................21

4.3 TOTAL COMPENSATION PACKAGE: ...............................................................................................21

5.2 Benefits............................................................................................................................................235.3 Entertainment Expenses..................................................................................................................325.4 Transfer Policy & Relocation Policy..............................................................................................335.5 Travel Procedure & Guidelines......................................................................................................436) ORGANIZATIONAL DEVELOPMENT...............................................................................................................506.1) Policy Development ......................................................................................................................506.2) Employee Satisfaction Survey........................................................................................................526.3) Change of Condition ...........................................................................................53DOCUMENTS TO BE SUBMITTED FOR PERMANENT:..........................................................................................56

6. ALLOWANCES:..........................................................................................................................................56

6.1 SPECIAL ALLOWANCE: ..............................................................................................................................576.2 FUEL ALLOWANCE:....................................................................................................................................576.3 SENIORITY ALLOWANCE:...........................................................................................................................57



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6.4 SUPERVISOR ALLOWANCE:.........................................................................................................................576.5 RE-LOCATION ALLOWANCE: .....................................................................................................................586.4) External Training ..........................................................................586.5) Employee Dealing..........................................................................................................................60

ANNEXURE A - (POLICY FORMAT)..........................................................................................................64

ANNEXURE B – (EMPLOYEE CARD FORM).............................................................................................66

ANNEXURE – C (BUSINESS CARD REQUISITION FORM)....................................................................68

ANNEXURE – D (CHANGE OF CONDITION FORM)...............................................................................70

ANNEXURE – E (PERFORMANCE ASSESSMENT FORM).....................................................................73

CHAPTER 1 - INTRODUCTION

1) Purpose of the Manual

The purpose of this manual is to provide a policy framework and procedural guidelines for the

Human Resource Function in the bank. It articulates and provides a record of the significant

policies formulated by the Bank from time to time for guiding decisions concerning employee

related activities. It also defines the procedures to be followed by the Human Resource Function

and other Functions of the Bank in the actual implementation of the prescribed policies.

2) Scope of the Manual

The policies and procedures contained in this manual cover all Permanent, Bank Contractual

and Third Party (in specific areas) employees of the Bank in all the cadres.

3) Tameer’s Vision

To emerge as a global benchmark for innovative and commercially viable micro finance solutions

for the unbanked for their socio-economic empowerment.

4) Tameer’s Mission

To set new standards of excellence in value added microfinance and related services through

innovative technology and a highly skilled/professional staff for customer convenience and

satisfaction.

5) Tameer’s Core Values



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• Equal Opportunity

• Meritocracy

• Innovation

• Integrity

• Respect

6) Masculine Gender To Include Feminine Gender

The masculine gender shall also include feminine gender and vice versa unless specified

otherwise

CHAPTER II – GENERAL INFORMATION

1) Commencement and Application

These policies and procedures shall come into force with immediate effect except where notified

otherwise and shall apply to all employees other than Temporary Employees/consultants.

2) Definitions

Bank Tameer Micro Finance Bank Ltd

Board The Board of Directors of the Bank

President The Chief Executive Officer of the Bank

Secretary The Company Secretary of the Bank

Employee Full time permanent employee on the payroll of the Bank in all



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cadres

Temporary Employee

Any individual working for the bank who is not a permanent

employee and whose employment is governed by the terms

and conditions of his contract / appointment in addition to the

relevant clauses of these rules.

Consultant

Any professional individual or firm whose services are

acquired by the Bank for a specific purpose and whose

engagement is governed by the terms and conditions of his

appointment

Intern

Any fresh graduate provided an opportunity to gain experience

in the Bank for a specific time/stipend and period not

exceeding more than 12 weeks

Probationer A person employed on probation for a specified period and

whose services with the Bank have not been confirmed

Probationary period The initial period (3 Months) of employment of a person to

assess his suitability for permanent employment in the Bank

Confirmation

Placement of a person in the permanent employment of the

Bank after satisfactory completion of the probationary period

Pay

The amount fixed for an employee in a pay scale and includes

any emoluments classified as pay under the rules but

excludes, house rent allowance, conveyance allowance,

communication allowance and any other allowances not

classified as pay under the rules

Special allowance

An addition to pay, granted in consideration of an arduous

nature of duties, or of a specific addition to the work or

responsibility or duty for longer hours

Allowance



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Recurring or non-recurring payment granted to an employee to

cover any actual or estimated expenditure or as compensation

or subsidy

Salary Pay and allowances admissible to an employee except those

on reimbursable basis

Stipend Monthly Allowance provided to intern

Service

The period for which an employee receives pay from the Bank

and includes period of leave with or without pay, duly

sanctioned by the competent authority and any other period

termed as service by it, but does not include any period during

which an employee is absent from duty without permission in

writing of the competent authority unless such absence is

condoned by it by grant of leave for the period of absence

from duty

Cadre

The classification of posts or grades of employment as under:-

Management Cadre

Executive Cadre

Managerial Cadre

Officers Cadre

Support Cadre

Family The employee’s spouse and dependent children

Month A calendar month. For the purpose of calculation of salary,

month means 30 days

Year Twelve continuous calendar months

Proper Channel The increasing or decreasing order of placement of officers

according to authority in the administrative set-up of the Bank

Government



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Means the Federal government of Pakistan or a Provincial

government as the case may be, unless provided specifically

Competent Authority

The Board, Executive Committee, President & CEO, Group

Executive Director or equivalent and any other officer of the

Bank to whom powers have been delegated by the Board,

Executive Committee or the President & CEO for any specific

purpose or business of the Bank

Suspension Restricting of an employee from discharging his/her normal

duties for a period not exceeding 60 days.

Termination The ceasing of the duties of an employee.

Reinstatement Allowing an employee to continue his/her normal duties

3) Right to amend the rules

These rules are subject to review, addition, deletion, variation, revocation and amendment by the

Management Committee at its discretion, and whereupon these shall be binding on all employees

of the Bank and other persons regulated by these rules. Such amendments may be

communicated by a circular or by any other means of communication as the President & CEO

may decide.

4) Updating the Manual and all HR Forms

The Human Resource Head as well as President & CEO will sign a certificate on the topmost

page mentioning the number of pages of Manual.

The contents of the Manual will need to be reviewed periodically to ensure that provisions

contained therein continue to effectively meet the requirements of the Bank in a dynamic business

environment.



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The Human Resource Head will be responsible for carrying out the review and incorporating

change(s). Revised pages incorporating the agreed change(s) should be signed by the President

& CEO or his/her authorized representative and Human Resource Head.

Policy Approval Format (Annex A) copies should be circulated to each official who holds a copy of

the Manual. Pages, which are replaced/ superseded, should be cancelled and retained separately

by Human Resource Function.

Salient features will be presented in the Board meeting for information and suggestions from the

board members.

5) Manual Holders

The following officials of the Bank will be provided with a copy of the Manual:

• President & CEO and/or his authorized representative

• Group Executive Directors

• All BM’s and above can study the Manual in HR Division

The contents of the Manual will be used for official purposes only. Contents of the Manual should

not be copied or otherwise removed from the premises of the Bank without the express written

permission of the President & CEO or Human Resource Head

CHAPTER III – CODE OF CONDUCT

1) Culture & Work Environment

1. Overview



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1.1 The procedure and guideline is to communicate the basic norms that are to be followed during

the official hours and within the office premises to maintain professional decorum

2. Scope:

2.1 This procedure and guideline is applicable to Permanent, Contractual and Third Party employees

of the Bank

3. Policy

3.1 The official days of the bank are Monday – Saturday. The Bank will observe full working days

from Monday – Friday i.e. from 0900 hours – 1800 hours whereas on Saturday Bank will observe

a half working day i.e. from 0900 hours – 13:30 hours

3.2 Employees will be given a lunch break of 1 hour daily from Monday – Thursday, only on Friday a

two hours break will be given to employees for prayers and lunch

3.3 Official van will be provided to females working after the official timings

3.4 Bank will provide dinner to all the employees working after the official timings

4. Guidelines

4.1 Employees are given a grace time period of 15 minutes in the morning i.e. till 09:15 after which

late will be marked.

4.2 The official dress code for male employees is formal shirt and paint with tie, whereas females

should cover themselves properly with appropriate clothes which should not be revealing.

4.3 Saturday will be considered as a Casual day, where male employees can opt for a casual dress

code.

4.4 Cafeteria facility is provided to the employees that should be used for having all meals of the

day.



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4.5 Employees should not use any kind of abusive language within the office premises with any of

the personnel.

4.6 Smoking, Alcohal, Gutka, beetle nut, beetle leaf (Pan) are not allowed inside the office premises.

4.7 Employees should wear their Employee Cards daily during the official hours.

5. Procedure

5.1 Complaints can be forwarded to HR by the staff, if they observe any kind of violation of rules and

regulations.

5.2 HR has the right to issue a warning via e-mail or in black and white, if any kind of violation is

observed.

CHAPTER IV – HUMAN RESOURCE POLICIES

1) Classification of Employees (MJG)



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CEO CEO

Group Executive Director A

Senior Executive Director D

Executive Director C

Director B

Assistant Director A

Executive Manager D

Manager C

Associate Manager A

Junior Executive A

GRADI NG GRI D -----Management Job Groups

Cat egory Designat ion Sub Levels

Director

Management B Assistant Manager

A

B

Support

Senior Executive Execut ive

Support

2) Company Hierarchy (Organizational Chart)



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1

1

PRESENT

# REF!

6 # REF!

2

4

# REF!

2

5

4 # REF!

36 # REF!

# REF!

# # REF!

33

71

26

12 # REF!

# REF!

# REF!

11 # REF!

# REF!

TOTAL

# REF!

# REF!

# REF!

# REF!

CEO & President

Head of Human Resource

Manager

Asst istant Manager

HR Executive

Compensat ion & Benefit s(Sout h & Nort h)

Organizational Development & Strategy (South & North)

Executive Manager Compensation & Benefits

Associate Manager Compensation & Benefits

AM RecruitmentAM Organizational

Development & Strategy

HR Officer

HR Executive

Execu t ive Manager

Group Execut ive Direct or

Recruitm ent & Operat io ns(Sout h)

Recruitment & Operations Officer

HR Officer

Associate Manager

HR Operations Officer

HR Organogram

Assist ant Direct or Asst. Director Human Resource

Cont ractual -Thi rd Par ty

HR Officer

Regional Office(North)

HR Officer

Training & Development(South & North)

NorthKarachi I nt er ior Sindh

HR Officer

Associate Manager HR -North

Assistant Manager HR -North

Regional Manager HR -North

Training Coordinator

Event Coordinator

Assistant Coordinator

Training Officer

HR Officer

Field Manager

Field Trainer

Product Trainer

Field Trainer

Field Trainer

Seni or Ex ecut ive

Cont ractual

HR Policy Manual

3) HR’s approved hierarchy

4) HR Operations

4.1 Employee Card

1. Overview:



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1.1 Tameer recognizes its people as being fundamental to its success and aims to adopt a

professional etiquette at the Bank.

2. Scope:

2.1 This Employee Card Policy and Procedure will be applicable at all levels of the Bank i.e.

Permanent, Contractual and Third Party staff based at Head Office, Regional Office and

Branches.

3. Policy:

3.1 All employees are required to wear/carry their Employee Cards while on Official Duty. All

employees should wear cards that are given by the Human Resource Department only.

3.2 All Permanent and Contractual employees at the bank have to provide the necessary data to

Human Resource Department, so that their employee card can be printed.

3.3 Branch Manager (BMs) and Head of Department (HODs) are responsible to ensure that the

employees are wearing their employee cards all times while on official duty.

4. Guidelines:

4.1 No charges will be levied on the re-issuance of the employee card due to change in employee’s

location, status or change in any of the information related to the employee card.

4.2 In-case, due to any reason if the Employee Card (Attached as an Annexure B) is lost or

damaged, Rs. 100/- (One Hundred only) will be charged for the re-issuance of a new card. HR

will issue a receipt against the payment.

4.3 Employee is exempt of the fine if the card jacket is damaged, clip is broken or if the string breaks



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4.4 If any employee loses or damages their card, they should immediately report to the HR either by

sending an e-mail on [email protected] or via phone to get their employee card re-

issued upon due payment.

4.2 Business Card

1. Overview:

1.1 Tameer recognizes its people as being fundamental to its success and aims to adopt a

professional etiquette outside the bank.

2. Scope:

2.1 This Business Card Guidelines and Procedure will be applicable to Permanent, Contractual and

Third Party staff based at Head Office, Regional Office and Branches.

3. Eligibi l i ty:

3.1 All Permanent, Contractual and Third party employees at the Head Office and Regional Office

are eligible to have their Business Cards printed. However, for branch staff only the following

designations at all levels are eligible for getting their business cards printed.

• Branch Manager

• Operation Manager

• Relationship Manager

• Relationship Officer

• Community Relationship Officers

• Verification Officers



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• Business Development Officers

4. Policy:

4.1 The Business Cards will have your official Job Designation, i.e. the Job Designation officially

communicated to you in writing by Human Resource Department; the mention of any other

Designation is strictly not allowed. If any such case is reported, HRD has the right to take strict

disciplinary action against the employee.

4.2 At the time of leaving the bank’s remaining Business Cards should be returned to the HR

Department.

4.3 Request for changes in Business Cards due to personal reasons will not be entertained.

4.4 The act of getting the Business Cards printed by self through company / any vendor will be

considered as breach of code of conduct and the employee will be terminated if found guilty.

5. Guidelines:

5.1 Business Cards will be issued in cases of:

• New induction

• Change in designation

• Change in location

5.2 Business Card request (Initial or Regular) should be given through Business Card Requisition

Form only.

5.3 The information printed on the approved format will remain the same for all the employees and

printing of extra information will not be allowed for any employee.



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6. Procedure:

6.1 All Contractual and Permanent employees will raise the Business Card requisition through

Business Card Requisition Form (attached in Annexure C), in case of new hiring or if the

employee undergoes the Change of Condition. Employees on Third Party will raise the Business

Card requisition through Third Party’s Visiting Card Form.

6.2 HR will maintain the MIS of all the received requisitions.

6.3 The HR Coordinator / HR Executive will collect the requisitions during the week and will forward

the same to the vendor on the last working day of the week.

6.4 Vendor will acknowledge the requisitions via e-mail.

6.5 Vendor will send the draft of Business Cards to HRD for proof reading to HR Coordinator via e-

mail.

6.6 If approved, HR Department will return the proof read draft to vendor for final printing; else return

the draft for correction. This communication will also be through e-mail.

6.7 Vendor will dispatch the printed Business Cards to the HR department

6.8 HR Coordinator / HR Executive will generate the purchase order through internal software

“TAPS” (Tameer Asset Procurement System). This will be generated twice in a month.

6.9 HRD will verify those cards and dispatch them to their respective employees placed at different

branches / Head Office / Regional Office.

6.10 The entire process of the issuance of business cards to employees will be completed in a

period of 10 to 15 working days from the date of receiving the requisition for the same.



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5) Compensation & Benefits

5.1 Payroll Policy

1. Overview:

1.1 The policy is developed to ensure that all the Bank’s employees are paid timely and correctly.

2. Scope:


of the Bank.

3. Policy:

3.1 The Bank shall pay to each employee and each employee shall be entitled to draw from the

Bank his pay and allowances at the close of each month, subject to the provisions of these rules

and to the provisions of any other law, rule or regulation for the time being in force and applicable

to the Bank in Pakistan and to the terms of any covenant or engagement binding between the

Bank and the employee.

3.2 Every job in Bank will be assigned a level that considers the job responsibility, complexity,

experience, knowledge and people management skills required. These factors will determine the

level of job.

3.3 The level of an employee will be changed once in a year only during Annual Appraisals.

3.4 All allowances given to the employee for handling an additional responsibility will be merged in

the gross salary of the employee during Annual Appraisals. This does not include allowances

that are defined not to be merged as per its policy.



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4. Guidelines:

4.1 Payrol l Cycle:

4.1.1 The scales of pay of the employees are fixed by the Management Committee (MANCOM)

and are subject to change with the approval of the MANCOM from time to time.(Attached as

Annexure D)

4.1.2 Payment on account of pay for permanent employees each month or part of a month, as the

case may be, shall be on the twenty fifth day of each month or, if it is a holiday, on the day(s)

immediately preceding the holiday.

4.1.3 Payment on account of pay for Bank contractual and third party employees each month or

part of a month, as the case may be, shall be on the first day of each month or, if it is a

holiday, on the day(s) immediately preceding the holiday.

4.1.4 Pay payments will be made by cheque to all the GED’s and the President & CEO which may

be drawn to any scheduled bank in Pakistan or in such other place where the employee is

for the time being serving.

4.1.5 Payments or remittance of Permanent, Bank Contractual and third party employees shall be

made after deduction of all taxes, EOBI, Provident Fund (PF), SESSI / PESSI, instalments of

loan and advance.

4.1.6 Provident Fund (PF) will be deducted for permanent employees only.

4.1.7 Bank contribution for PF will be given to employees who have completed three (3) years with

the bank. Employees who joined the bank as Contractual, three years (3) will be calculated

from the date of permanent.



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4.1.8 Pay payments of permanent, contractual and third party employees will be credited in the

employee’s salary accounts.

4.1.9 Bank’s permanent and contractual employees will get the salary slip every month whereas

third party employees will also get the salary slip from their respective company.

4.1.10 Init ial Salary

4.1.10.1 The Bank will determine initial salaries by taking into account the following factors:-

• Level / Grade of Job

• Qualification and Experience

• Rate of pay prevailing in the market for that position

• Reference will also be made to existing employees who are performing the same or

similar job.

4.1.11 Salary Range

4.1.11.1 The next step will be to evaluate the salaries survey results and determine a salary range

for each job level. This will enable HR to develop salary range that is in-alignment with the

market pay.

4.1.11.2 Salary range may be reviewed on yearly basis, based on result of salary surveys.

4.1.12 Annual Salary Administrat ion

4.1.12.1 The annual salary review will be carried out through a common review date once every

year.

4.1.13 Salary Increase Rate

4.1.13.1 The committee will prepare survey reports and compare the market positioning for all the

positions and recommend salary increase rate. The final decision will be taken by

MANCOM / BOD.



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4.1.14 Salary Increase Grid

4.1.14.1 After the salary increase rate is approved, the increased percentage will be determined

based on the performance ranking. For every level there will be an increase range. The

salary increase grid will increase the percentage based in individual’s performance and

position in the range.

4.2 Components of Salary:

4.2.1 House Rent allowance

The Bank may pay house rent allowance to its employees up to a maximum rate of 30 % of

their basic pay.

4.2.2 Medical Allowance

The Bank may pay a medical allowance to its employees up to a maximum rate of 10 % of their

basic pay. This allowance will cover the employee for all outpatient health services and

expenses.

4.2.3 Util it ies Allowance

The Bank may pay utilities allowance to its employees up to a maximum rate of 10 % of their

basic pay.

4.3 Total Compensation Package:

4.3.1 Compensation package may include:-

• Salary/Allowances

• Life insurance

• Medical insurance



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4.4 Vehicle Assistance Allowance (VAA):

4.4.1 Employees in any cadre may be paid vehicle assistance allowance to help them in acquiring a

vehicle to perform functional responsibilities. This assistance will make it possible for the

employee to acquire a vehicle and the Bank will have the right to reclaim the total or part of

the amount of VAA paid to an employee in case of his resignation / dismissal from the Bank as

per the schedule attached.

First 12 months from receiving the VAA 100% of the assistance paid out

Month 13 to Month 60

Total VAA paid with a reduction of 2.1% for every

month of employment and a final 1.3% reduction

on month 60.

After month 60 No claim by the Bank.

4.4.2 Key Principles

4.4.2.1 To reward employees on contribution and performance.

4.4.2.2 To ensure that total compensation is complete in the relevant market place.

4.4.2.3 To ensure that internal equity is maintained by taking account of employee’s performance

and contribution relevant to peers.

5. Procedure:

5.1 HR department will prepare the payroll of permanent employees and will send it to Finance

department by 18 – 22 of the month. The payroll of bank contractual employees is sent by 25 –

28 of the month.

5.2 Finance will disburse the salaries in the respective permanent employee accounts by 25 th of the

month whereas the employees of bank contractual employees will be credited on the 1st of every

month.



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5.2 Benefits

5.2.1 Medical Insurance

1. Overview:

1.1 Employees of the Bank are provided with the medical insurance facility to deal with their health

problems.

2. Scope:

2.1 This procedure and guideline is applicable to Permanent employees of the Bank.

3. Policy:

3.1 The medical insurance for employees will be from July – June.

3.2 Proper cost comparison should be done every year before renewing / changing the vendor for

the medical insurance.

3.3 HR department will be responsible for dealing with the medical insurance company for claims /

reimbursements.

3.4 20% deduction is usually charged for using non – panel hospitals.

4. Guidelines:

4.1 Medical insurance facility is for Permanent employees of the Bank only.

4.2 One single hospitalization basic limit is for all family members of the insured person.

4.3 After exhausting basic Hospitalization limit, insured employee can avail MMC (Major Medical

Coverage) according to the Managements and HR’s decision (MMC is only for Non – Congenital

cases)



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4.4 Maternity benefits are separate for caesarean and normal delivery cases according to the

respective employees benefit plan.

4.5 Pre-hospitalization (8 months before delivery) and post hospitalization (1 month after delivery)

are covered only in maternity cases.

4.6 All employee will be provided with the Medical cards of the respective medical insurance

company by the HR department every year

4.7 In case of losing the medical card, an email will be sent to the HR department requesting for

medical card mentioning the member ID of the card. If the employee does not have a member

ID, then a new form has to be filled.

4.8 All medical related treatments would be covered under policy if an insured person is advised to

be hospitalized by the doctor.

4.9 All treatments / diseases that are covered / not covered vary in all respective medical insurance

companies; hence will be followed accordingly.

5. Procedure

5.1 All medical cases will be treated when the employee shows their medical card as per the limit

assigned.

5.2 If the employee avails the services of a non-panel hospital, then all the receipts, bills, discharge

summary report should be submitted in HR department for reimbursement.

5.3 HR department will compile the case and send it to the insurance company, claiming the amount.

5.4 The insurance company will prepare the cheque for the amount and send it to the HR

department.

5.5 HR department will hand over the cheque to the employee.

5.2.2 Life Insurance



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1. Overview:

1.1 The Bank aims towards providing a secure future for not only its employees but also for their

families.

2. Scope:

2.1 This procedure and guideline is applicable to Permanent and Contractual employees of the bank

3 Policy

3.1 Contractual and Permanent employees of the Bank will be covered for Life Insurance.

3.2 The life insurance cheque will be handed over to the Next of Kin only specified by the employee

in the Employment Information Form (EIF), unless specified otherwise.

4 Guidelines:

4.1 Life insurance of permanent employees is divided in two categories:

• Support Staff (Drivers, peons, security guards and office boys)

Insured amount for a single employee which would be given to the family members in case of

death is equal to 56 basic salaries of that employee.

• Management employees (all other permanent and contractual employees)

Insured amount for a single employee which would be given to the family members in case

of death is equal to 48 basic salaries of that employee.

5 Procedure:

5.1 Next of Kin of the deceased employee will submit the following documents to the HR

Department:

• Death Certificate of the deceased employee.

• Discharge report from the respective hospital on the day of death.



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• Life Insurance Form (filled by the Next of Kin).

5.3 The set of documents will be submitted to the HR department, on receiving of which they will be

sent to the respective Insurance company for the processing of cheque.

5.4 The company will dispatch the cheque to the HR department in 15 – 20 days. (The no. of days of

dispatching the cheque might vary from company to company)

5.5 The cheque will be given to the respective employee’s Next of Kin.

5.2.3 Incentive Increments

1. Overview

1.1 The incentives are given to employees who achieve an extra mile in their assigned tasks

regularly to reward and motivate them.

2. Scope:


of the Bank.

3. Policy:

3.1 The incentives are to be submitted in the HR department duly approved by the Head of

Department and the concerned GED.

3.2 Tasks / projects on the completion / delivery of which the employee is eligible for Incentive is to

be decided by the concerned GED.

3.3 Incentives are variable income of an employee and hence is not part of a salary

4. Guidelines:



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4.1 HR has the authority to verify the incentives as per the approved Memo of the respective

quarter / year.

4.2 Incentives submitted after the deadline will be credited in the following month.

4.3 The incentive structure should reward employees for achieving excellence in their work and

giving 100% and above and not for completing regular tasks.

5. Procedure:

5.1 Incentive disbursements will be made based on the submission to HR between 7 th – 12th working

day of each month recommended by the concerned departmental head and duly approved by

the GED.

5.2 Incentives will be forwarded to FINCON by HR in 2 working days of every month provided that

they are received in HR as per the given deadline.

5.3 Finance department will disburse the incentive amount in the respective accounts within three (3)

working days of receiving the incentives from HR.

5.2.4 Recognit ions

1. Overview:

1.1 Recognition is awarded to different employees monthly for significant outstanding performances

that advances unit goals, and are tied to specific accomplishments.

2. Scope:


of the Bank.

3. Policy:



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3.1 The list of employees that are to be recognized, should be submitted in the HR department duly

approved by the Head of Department and the concerned GED.

3.2 Each and every departmental head is responsible for defining proper criteria for recognition.

3.3 Arbitrary / unapproved recognitions of any department will not be accepted and disbursed.

3.4 Tasks / projects on the completion / delivery of which the employee needs to be recognized is to

be decided by the concerned GED.

3.5 Recognition is variable income of an employee and hence is not a part of salary.

4. Guidelines:

4.1 HR has the authority to verify the recognitions as per the approved Memo of the respective

quarter / year.

4.2 HR will only accept the recognition criterion which is approved by the concerned GED.

4.3 Recognitions submitted after the deadline will be credited in the following month.

4.4 The recognition should be rewarded to the employees for achieving excellence in their work and

giving 100% and above and not for completing regular tasks.

4.5 The recognition has to be one time reward for completing some special task / project and cannot

be given regularly / monthly.

4.6 Recognition should be given to differentiate performing employees with the non-performing

employees, therefore, should not be a regular practice and must reward some accomplishment.

5. Procedure:

5.1 Recognition will be disbursed only if it is submitted to HR between 7th – 12th working day of each

month recommended by the concerned departmental head and duly approved by the GED.



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5.2 Recognition will be forwarded to FINCON by HR in 2 working days of every month provided that

they are received in HR as per the given deadline.

5.3 Finance department will disburse the recognition amount in the respective accounts within three

(3) working days of receiving the recognition from HR.

5.2.5 Provident Fund withdrawal Procedure & Guidelines

1. Overview:

1.1 This procedure and guideline lays down guiding principles for granting PF loan to employees.

2. Scope:

2.1 This procedure and guideline is applicable to the Permanent confirmed employees of the Bank.

3. Eligibi l ity:

3.1 All permanent, confirmed employees will be considered for this benefit.

4. Policy:

4.1 The loan from PF can be taken for minimum one year and maximum four years

4.2 The loan instalments can be taken for 12, 24, 36 and 48 months only.

4.3 The interest rate would be applicable as per law

4.4 No interest would be charged on a loan taken for a period of 12 months.

4.5 A maximum of one withdrawal is allowed in a year.

4.6 No fresh loan will be granted to an employee until the previous one is fully cleared.

4.7 Loan and withdrawal from the Provident Fund account would be according to the following grid.



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Reasons for Wit hdraw als Withdraw al Limit sa) To pay expenses in connection with the illness of a the employee or a member of his familyaa) to transfer the balance or a part thereof to an approved pension fund, established under VoluntaryPension System Rules, 2005

b) To meet the expenditure on purchase of a motor cycle or scooter provided that authenticatedcopies of documents substantiating such purchase are deposited with the trustees of the fund

c) To pay the overseas passage by reason of health or education of a the employee or a member ofhis familyd) To pay expenses in connection with marriages, funerals or ceremonies, which, by the religion of theemployee, it is incumbent upon him to perform and in connection with which it is obligatory thatexpenditure should be incurred;

e) To pay expenses in connection with the performance of Hajj by the employee

Six months’ salary of the employee or twentyfive thousand rupees or the total ofaccumulated balance to his credit, whicheveris the less

f) To meet the expenditure on building or purchasing a house or a site for a house, provided that thedocuments substantiating the building or purchase of such house, or the purchase of such site, aredeposited with the trustees of the fundg) To meet the expenditure on repairs, renovation or extension of a residential house belonging to theemployee

h) To pay premiums on policies of insurance on the life of the employee or of his wife provided thatthe policy is assigned to the trustees of the fund or at their discretion deposited with them and thatthe receipt granted by the insurance company for the premiums is from time to time handed over tothe trustees for inspection by the Commissioner

Eighteen months salary of the employee orthe total of the accumulated balance to hiscredit, whichever is the less, provided thatthis restriction shall apply to each withdrawaland not to the total withdrawal

i) To purchase shares of a public limited company for investment

Six months’ salary of the employee or tenthousand rupees or the total of theaccumulated balance to his credit, whicheveris the lowest

j) In the case of a the employee who has attained the age of fifty years on the date on which withdrawal is permitted –- Subject to rule (2), to meet the expenditure on the purchase of a house or construction of a house on land owned by him or a member of his family anywhere in Pakistan

- Subject to rule (3), to meet expenditure on the purchase of agricultural land from Government

- To repay a loan taken from a financial institution, provided that the employee shall, within aperiod of two weeks from the date of withdrawal produce satisfactory evidence before the trustees toshow that the advance has been utilized for the purpose for which it was drawn failing which theentire amount of withdrawal together with interest accrued thereon shall forth with become repayableto the fund in a lump sum; and

- Without assigning any reason Sixty percent of the total of the accumulatedbalance to the employee

k) In the case of an employee proceeding on leave preparatory to retirement, at the discretion of thetrustees of the fund, without assigning any reason, provided that where an employee rejoins duty onthe expiry of his leave, the amount withdrawn together with the interest accruing thereon at the rateallowed by the fund shall be repaid forthwith in to the fund in a lump sum.

Ninety percent of the accumulated balanceto the employee

Six months’ salary of the employee or the total of accumulated balance to his credit, whichever is the less

Thirty-six months’ salary of the employee orthe total of the accumulated balance to hiscredit, whichever is the less

Twenty four months’ salary of the employeeor sixty percent of the total of theaccumulated balance to his credit, whicheveris the less

1- Withdrawals by employees from accumulated balance may be allowed by the trustees of the fund in the following circumstances, namely:

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Note: The points highlighted in blue are conditions for permanent withdrawal of

Provident Fund.

5. Guidelines

5.1 The loan will be repayable over a period of consecutive 12 months.

5.2 Recovery of installments shall commence from the month immediately following the month in

which the loan is actually drawn.

5.3 The loan is immediately repayable if the employee is terminated / voluntarily resigns from the

bank and / or commits a breach of any other provision of the PF rules.



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5.4 If the employee does not want to pay back the loan amount taken from his PF account, an

application should be submitted approved from the HOD, Concerned GED stating the reason for

not paying back the amount.

5.5 Any type of loan granted to employee after utilizing this facility will be based on the remaining

balance of the Provident Fund.

5.6 The complete process of loan disbursement from the day the loan is applied till the amount is

finally transferred in the employees account will take minimum of fifteen (15) days.

6. Procedure:

6.1 An application / Provident Fund Loan Form duly filled, signed by the Line Manager and Head of

the Department is to be submitted to the HR department.

6.2 HR will verify the employee’s eligibility for the loan and will get it approved from the concerned

Group Executive Director (GED).

6.3 HR department will get the Application / Provident Fund Loan Form sanctioned from the

concerned GED. The sanction / rejection of the Application / Provident Fund Loan Form is finally

at the discretion of the concerned GED.

6.4 After the Application / Provident Fund Loan Form is sanctioned, it is submitted to the Finance

Department by the Human Resource department so that the payment can be processed

5.3 Entertainment Expenses

5.3.1 The officers of the Bank shall be entitled to reimbursement of entertainment expenses on

actual. Every department will be entitled to Rs. 3,000/- per month.



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5.4 Transfer Policy & Relocation Policy

1. Overview:

1.1 To provide clear guidelines and procedure for the transfer or relocation of employees for ease,

convenience and transparency of information.

2. Scope:

2.1 This policy and procedure will be applicable for the following:

• Permanent, Contractual and Third Party staff of the Bank.

• For interdepartmental / inter branch transfers (within one division / function), and cross

functional transfers.

• For transfers involving relocation.

3. Policy:

3.1 If the bank relocates the employee due to business need then the relocation and TA / DA will

apply but if the relocation is as per the employees need and desire then relocation and TA / DA

will not apply.

All transfers involving the vertical movements (involving levels) within or outside any function will

be dealt as individual promotion cases. Change in level (promotion level wise) will be done once

in a year only during Annual Appraisals.

3.2 All relocations for a period of up to three months will be treated as short term relocation.

3.3 Transfer to another location for a duration exceeding six months would qualify as a long term

transfer.

4. Guidelines:

4.1 Selection of an employee for transfer will be based on business and career opportunities followed

by the recommendation from the concerned HOD and GED.



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4.2 All transfers involving the lateral movement within one division / function or in other cross

functions; no change will occur in the existing level, fringe benefits and entitlements

4.3 In case of employee’s transfers resulting in the change of functional designation and job

enrichment, the respective fringe benefits and entitlements of the new job title will be applicable.

4.4 For Transfers Involving Relocation :

4.4.1 Short term Relocation:

4.4.1.1 An employee who is sent to another location for a short-term transfer will be entitled to

the

following benefits:

• The cost of travelling to the new location, either by train, road, or air in Economy Class, for the

employee themselves (Refer to Travel Policy for entitlements).

• Accommodation, either at a hotel or a furnished apartment, for the duration of their transfer (Refer

to Travel Policy for entitlements).

• If it is from one branch to another branch within city, then only fuel costs can be adjusted according

to the distance between work place and home.

• No other benefits will be given if the transfer is within city from one branch to another.

4.4.2 Long term Relocation:

4.4.2.1 Employees who are transferred on a long-term basis would be entitled to the following:

• The cost of travelling :



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Transfers to the new location initially will be reimbursed at actual. This may be either by air in

Economy Class, by train in an Air Conditioned Coach, or by road on actual basis for the

employee and their immediate family members i.e. spouse and unmarried dependent

children

• Transfer Grant:

For employees, who are transferred from one station to another at a minimum distance of

100km involving actual change of residence, a transfer grant is allowed to employees. The

purpose of this grant is to meet incidentals related to relocation. This grant is admissible to

the staff only once after actual posting. The table below shows entitlement of transfer grants.



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• Rent:



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S. No Level Amount in Rs.

1 Group Executive Director (GED) 200,000

2 Executive Director (ED) 175,000

3 Director 150,000

4 Assistant Director (AD) 100,000

5 Executive Manager (EM) 75,000

6 Manager 50,000

7 Assistant Manager

8 Associate Manager

9 Senior Executive

10 Junior Executive

HR Policy Manual

Rent will be given to employees according to the levels as per the following criteria:

To facilitate employees who are being transferred the Bank shall provide rental subsidy for

eighteen months from the date of transfer in the following proportion:



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S. No Level Amount in %

1 Group Executive Director (GED) 15% of Basic Salary

2 Below Director 20% of Basic Salary

Levels Min Max

Group Executive Director 75000 100000

Senior Executive Director 60000 75000

Executive Director 45000 60000

Director 35000 45000

Assistant Director 30000 35000

Executive Manager 25000 30000

Manager 18000 25000

Assistant Manager 16000 18000

Associate Manager 14500 16000

Senior Executive 12000 14500

Junior Executive 8000 12000 Support 7000 8000

HR Policy Manual

The rental subsidy will only be paid to the employee on a monthly basis provided the

following conditions are fulfilled:

• Upon his/her own request along with a valid legal rental agreement.

• The monthly rent should be more than the entitled rental subsidy.

• Advance House Rent:

To facilitate employees who are being transferred the Bank allows 1 (one) year advance

house rent facility for acquiring residence on rental basis subject to the following conditions:

* Advance House Rent will be allowed on actual subject to a maximum of 45% of

his/her Basic Pay.

* The period of Advance House Rent shall not exceed one year.

* Full deduction will be made in 12 equal monthly installments.

* Payment shall be made direct to Landlord through Bank’s Pay Order.

* Copy of Tenancy Agreement duly signed by Landlord and the employee will be submitted

to HRM for record.

• Accommodation on Transfer:

Subsequent to transfer, if the employee is unable to find any suitable accommodation at the

new station, he / she may stay in a hotel for a maximum of 30 days on Bank’s account as per

his / her entitlement (see table below) after prior approval from his/her GED. However, the

employee is not allowed re-imbursement of any other personal expenses that may occur due

to relocation or simply day-to-day affairs. The GED is empowered to approve all such stays



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for a maximum of 30 days beyond which the case may be referred to GED Human Resources

for approval.

Note: As per the approved list women employees are entitled to actual room rent of 5 star© 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for


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S. No Level Hotel Eligibi l ity

1 Group Executive Director (GED) Actual Room Rent of a 5 Star

2 Executive Director (ED) Actual Room Rent of a 4 Star

3 Director Actual Room Rent of a 4 Star

4 Assistant Director (AD)

Actual Room Rent of a 3 Star

5 Executive Manager (EM)

6 Manager

7 Assistant Manager

8 Associate Manager

9 Senior Executive

10 Junior Executive

HR Policy Manual

hotels irrespective of their levels.

The following conditions apply for hotel stay:

* Mini-bar charges are not allowed

* GEDs are entitled to a room on the Executive Floor

* All others to get standard rooms

* Rates for hotels will be negotiated by Admin

• Packing, Crat ing and Moving Facility (Within Country):

The Bank will reimburse moving charges on production of actual bills associated with

packers

that are hired to move furniture, home appliances, luggage and any other personal

belongings by train/truck etc that are needed to be moved to the new address of the

employee as per the following entitlement:



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Note: The Bank will also pay transportation charges for staff’s own car (1) as well as the bank

provided car.

• School Admission Fee Allowance:

To facilitate the schooling of children the Bank allows one time re-imbursement of admission

fee for two (2) dependent school going children at the time of transfer.

• Advance Traveling Expenses:

An employee upon his / her transfer may be permitted to receive an advance to meet his /

her traveling expenses. The advance shall not exceed 80% of the estimated traveling

expenses.

5. Procedure:

5.1 For Interdepartmental / Branch transfers (within one division / function):

5.1.1 The concerned immediate supervisor will identify and recommend the employee for internal

transfer depending on the business need and requirements.



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S. No Level Entit lement

1 Group Executive Director (GED) Actual or 40 ft. container whichever is less

2 Executive Director (ED) Actual or 40 ft. container whichever is less

3 Director

Actual or 20 ft. container whichever is less

4 Assistant Director (AD)

5 Executive Manager (EM)

6 Manager

7 Assistant Manager

8 Associate Manager

9 Senior Executive

10 Junior Executive

HR Policy Manual

5.1.2 The concerned RBH (Regional Business Head) / HOD (Head of the Department) will approve

the transfer cases.

5.1.3 Transfers in other function / department would require Performance Assessment Form (PAF),

which is to be sent to the HR department whereas Transfers can be done via e-mail only, but

HR should be copied in all such emails.

5.1.4 HR will get these assessments approved from the concerned GED and HR Head.

5.1.5 Transfer of all positions will be as per the approval of concerned GED.

5.1.6 Once the approval of the transfer is given by the concerned GED then an internal circular will

be taken out for all.

5.2 For Transfers involving Relocation:

5.2.1 The concerned immediate supervisor will identify and recommend the employee for the

relocation depending on the business need and requirements.

5.2.2 The concerned RBH (Regional Business Head) / HOD (Head of the Department) will approve

the transfer cases.

5.2.3 Transfer in other function / department would require Performance Assessment Form (PAF),

which is to be sent to the HR department.

5.2.4 HR will get these assessments approved from the concerned GED.

5.2.5 Transfer of all positions will be as per the approval of concerned GED

5.2.6 Once the approval of the transfer is given by the concerned GED then an internal circular will

be taken out for all.

5.2.7 On the basis of the circular, Administration department will make arrangements for

accommodation in the new city for the transferred employee as per policy



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5.5 Travel Procedure & Guidelines

1. Overview:

1.1 Bank’s extensive operational network may at times require employees to undertake business

related travel within/outside Pakistan in connection with the duties/assignments.

2. Scope:


of the Bank.

3. Policy:

3.1 Business travel is defined as any approved travel undertaken either for training or with the

specific aim of furthering the business interests of the Bank

3.2 The travel can be within the country or abroad, however, all such travel needs to be pre-

approved.

4. Guidelines

4.1 By Road Travel (Intra-City):

4.1.1 Transportation expense within the city can be reimbursed for Conveyance / Traveling

undertaken due to administrative reasons, coordination, monitoring purposes etc. at actual or

maximum up to Rs. 30/- per km whichever is lower.

4.2 By Road Travel (Inter- City):

4.2.1 Reimbursement @Rs.30/- per KM will be allowed for inter-city travel between the big cities. The

following cities are considered as big cities:

• Karachi

• Hyderabad

• Sukkur © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for


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• Quetta

• Lahore

• Faisalabad

• Multan

• Islamabad

• Rawalpindi

• Peshawar

• Abbottabad

4.2.2 The travel entitlement as per the level for the domestic travel is as follows:

Levels Air Train

President Business Class ACC Sleeper

GED Economy Plus ACC Sleeper

Executive Director

Economy

Class ACC Sleeper

Director

Economy

Class ACC Sleeper

Assistant Director

Economy

Class ACC Sleeper

Executive Manager

Economy

Class Lower ACC

Manager

Economy

Class Lower ACC

Assistant Manager

Economy

Class Lower ACC

Associate Manager

Economy

Class Lower ACC

Senior Executive

Economy

Class Lower ACC

Junior Executive

Economy

Class Lower ACC

Support Staff Economy Lower ACC



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Class

4.2.3 Whereas reimbursement @Rs.20/- KM will be allowed for inter-city travel other than the big

Cities.

4.3 Employees using their own vehicle or engaging toll tax:

4.3.1 For travel through personal vehicles toll tax receipts are required as an evidence of travel.

4.4 Employees using Public Transport:

4.4.1 Reimbursement at actual will be allowed for inter-city travel between the big cities (Refer to

Travel Procedure and Guidelines)

4.4.2 Whereas reimbursement will be allowed at the lower of Rs. 20/- KM or actual for inter-city travel

between other than the big cities.

4.4.3 For travel through Public Transport actual bills/tickets are required as an evidence of travel.

4.5 International Travel:

4.5.1 Approving authority for all international travel and all related expenses will be of the Concerned

GED, GED HR and the President.

4.6 Accommodation:

4.6.1 Employees can avail the accommodation according to the standards and as per their level

given below:

Levels Small Cities Medium Cit ies Big Cities

President / CEO 5 Star Deluxe or Equivalent 5 Star Deluxe or Equivalent 5 Star Deluxe

GED 5 Star Deluxe or Equivalent 5 Star Deluxe or Equivalent 5 Star Deluxe

ED 4 Star Deluxe or Equivalent 4 Star Deluxe or Equivalent 4 Star Deluxe

Director 4 Star Deluxe or Equivalent 4 Star Deluxe or Equivalent 4 Star Deluxe

Assistant Director 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe

Executive Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe

Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe

Assistant Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe



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Associate Manager 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe

Senior Executive 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe

Junior Executive 3 Star Deluxe or Equivalent 3 Star Deluxe or Equivalent 3 Star Deluxe

4.6.2 All employees at Director level and below are entitled for Standard Rooms while President /

GEDs are eligible for room on the Executive Floor.

4.7 The approval for Domestic Travel and all related expenses of GED’s will be approved by the

President whereas for all other employees concerned GED’s will have the authority to approve.

4.8 For any up gradation in the entitlement all additional costs will be approved by the Head of HR.

4.9 Hotel room service or mini bar charges are not allowed. Meals and other incidentals must be

paid from the per diem allowance.

4.10 Advances against Traveling:

4.10.1 An employee traveling on Bank's business is permitted to draw advance to meet

his / her traveling expenses. The advance amount will be equivalent to the entitled

per diem allowance by the Bank. However, all travelling advances will be processed

through HR.

4.11 Entertainment Expense:

4.11.1 In the course of business travel if clients or guests had been entertained,

reimbursement of entertainment expense must be claimed by mentioning the

name of the client or any other guest in the details column of the expense claim

form. The original bills must be attached with the expense claim form and

should contain the signature of the relevant GED.

4.12 Submission of Claims:

4.12.1 All reimbursement is contingent upon the submission of proper completed and

approved expense forms. In preparing for Bank travel, prior approval must be



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obtained from the relevant approving authority by submitting a duly completed

travel request form.

4.13 Per Diem Allowance:

4.13.1 Per Diem allowance is provided to employees as per their level (according to the

following grid) to cater the expenses which may occur on business/training related

travel.

Levels

Travel Nature

TA / DA Day Trip

President / CEO At Actual At Actual

GED At Actual At Actual

ED Rs. 1,500 Rs. 1,000

Director Rs. 1,500 Rs. 1,000

Assistant Director Rs. 1,200 Rs. 800

Executive Manager Rs. 1,200 Rs. 800

Manager Rs. 1,200 Rs. 800

Assistant Manager Rs. 1,200 Rs. 800

Associate Manager Rs. 1,000 Rs. 600

Senior Executive Rs. 1,000 Rs. 600

Junior Executive Rs. 1,000 Rs. 600

4.14 Cash in l ieu of Hotel Accommodation (Own Arrangement):

4.14.1 The employees making their own lodging arrangement on official visits with

friends/family shall be entitled to cash in lieu of the hotel room rent as per the

prescribed rates admissible from time to time.

4.14.2 Cash in lieu of the hotel room rent shall be paid at uniform rate irrespective of the

classification of the cities.

4.14.3 In this case, the below mentioned rates without Bank provided accommodation shall



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be applicable. These allowances are calculated at approx. 45% of the prevailing

room rent of entitled hotels only and do not take into account the per diem allowance

etc.

GradePer Day (In

Rs.)

GED 6,000

ED 5,000

Director 4,000

AD 3,000

EM 2,500

Manager & Below 2,000

4.14.4 The above mentioned allowance will only be applicable in main cities i.e. Karachi,

Lahore and Rawalpindi & Islamabad. Accommodation in all other cities will be

reimbursed on actual to the maximum of grade related entitlement.

4.15 Transportation Allowance (Domestic):

4.15.1 For Directors and above the Bank will provide rented cars for transportation to

and fro from the airport / training centers / seminar halls etc, for both ways

journey.

4.15.2 However, for ADs and below transportation expenses will be reimbursed

at the lower of Rs.10/- km or actual and this transportation expenses will be

allowed as a part of per diem.

4.16 Travel Entitlement – International:

4.16.1 Training Related Travel:

Irrespective of the length of travel time, travel class will be regular economy for all

employees at ED and below levels. Employees at GED level however will be © 2011 Tameer Microfinance Bank Limited. Information contained herein is for Internal use and may be used only for


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entitled to travel in Business Class.

4.16.2 Business Related Travel :

Employees undertaking business related travel will be able to claim the following

travel and per diem entitlement, which includes self-arrange accommodation:

AM to AD

Director to

ED GED

Presiden

t

Travel Economy Economy Business Business

Per Diem * USD200 USD250 USD300 At Actual

Note: In case of international travel, TA/DA will be given on the basis of total no. of days travel, including departure day and arrival day.

4.17 Travel Duration:

4.17.1 The duration of travel either for business or training purposes can only be for a period of six

days. All travel that exceeds the six day duration must be approved by the respective GED

and the Head of HR. GED HR will review the case and based on the country of visit and the

prevailing hotel rates etc. will allow a lump sum approval for the full trip on case to case basis.

4.17.2 Per Diem Allowance:

AM to AD Director to ED GED President

Accommodation (including meals) are

provided by Training OrganizerUSD50 USD100 USD150 At Actual

Only Accommodation is provided by

Training OrganizerUSD100 USD150 USD200 At Actual

4.17.3 Per Diem rate for each calendar day will be admissible for the period of

absence from place of permanent posting (including time spent in transit). Not more

than one per diem shall be admissible on any single calendar day. A fraction of a

calendar day of more than 12 hours shall be reckoned as a calendar day for this

purpose. The day of return journey shall not be included for the calculation of per



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diem.

4.18 Airport Tax & Visa Fees:

4.18.1 All taxes/ visa charges related to the official visit shall be reimbursed upon production of

receipts.

4.19 List of Hotels for Accommodation:

4.20.1 A comprehensive list of hotels is available with Admin which is revised as and when required.

5. Procedure

5.1 All reservations for air travel must be made through the Travel Desk in Admin Department of the

Bank by submitting the approved travel request form.

5.2 If travel by road is the only option and convenient/comfortable public transport service is

available, employees are required to use such public transport service.

5.3 In case of travel by road using personal vehicles, employees are required to obtain specific prior

approval in writing for using facility from the approving authority as mentioned above.

6) Organizational Development

6.1) Policy Development

1. Overview

1.1 To ensure that policies / procedure & guidelines are developed and disseminated to employees

properly.



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2. Scope:

2.1 This procedure and guideline is applicable to employees who are working in the HR department.

3. Policy

3.1 The procedure and guideline developed will be approved from the Management Committee

(MANCOM).

3.2 The policy developed will be approved from the current Board of that time.

3.3 The policy / procedure and guideline developed for any purpose should be shared with all the

GEDs.

4. Guidelines

4.1 All the other heads / employees who want to review the policy can review it in the HR

department.

4.2 The policy / procedure and guideline will be shared in the hard copy format only.

4.3 None of the department has the authority to prepare any new policy or procedure and guideline

without taking HR in loop.

4.4 HR will get all the policies / procedure and guideline approved from MANCOM / Board.

4.5 Once the policy / procedure & guideline is approved, addendums cannot be made before six (6)

months.

4.6 All the addendums in the policy / procedure & guideline are also to be approved from the

MANCOM.

4.7 Policies that are approved from the Board, addendums of it can be approved from MANCOM.

4.8 It is the responsibility of the GEDs to share all the new policy / procedure & guideline with their

one downs and the one down’s should communicate further.



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5. Procedure of Policy, Procedure & Guidelines Dissemination

5.1 The OD unit will share the draft of the procedure and guidelines with the HR Head, once it is

developed.

5.2 The HR Head will then share the procedure and guidelines with the MANCOM.

5.3 The amendments will be made as per the GEDs’ and President’s recommendation.

5.4 Once the procedure and guidelines are finalized, all the GEDs and President will sign off the

document

6.2) Employee Satisfaction Survey

1. Overview:

1.1 The purpose is to define a structured way of conducting this activity on a yearly basis to achieve

actual / real results.

2. Scope:

2.1 This procedure and guideline is applicable to employees who are working in the HR department.

3. Policy:

3.1 HR department is responsible for conducting the Employee Satisfaction Survey every year after

the Annual Appraisals and before the start of next year.

3.2 The ESS may be carried through a third party or by the HR department.

4. Guidelines:

4.1 Complete cost comparison of the vendor needs to be prepared before a vendor is finalized for

this activity.

4.2 HR Head in coordination with the President & CEO will finalize the vendor.



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4.3 The budget of the survey will be approved by the President & CEO.

5. Procedure:

5.1 The HR department will search for vendors and conduct meetings to prepare the cost analysis

sheet.

5.2 The cost comparison will then be shared with the HR Head and President & CEO to finalize the

vendor.

5.3 Once the vendor is finalized, the entire activity will be conducted as per the plan decided with the

vendor.

6.3) Change of Condition

1. Overview:

1.1 The policy covers the allowances and the salary adjustment that will be given to the

employees when their job scope is enriched / enlarged.

2. Scope:

2.1 This Change of Condition Policy and Procedure will be applicable at all levels of the Branch

Network Department i.e. Permanent, Contractual and Third Party staff based at Head Office,

Branches and Regional Office.

3. Policy



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3.1 Levels of the employees cannot be changed during the year. If a deviation is required then

proper justification and strong recommendation of the Group Executive Director (GED) is to be

given to the President/CEO to get it approved.

3.2 All CoC cases need to be submitted by the 10th of every month to the HR department with all the

concerned approvals. CoC’s submitted after the deadline, will be entertained in the next month’s

payroll

3.3 Designation change cannot be given in less than 6 months at a time. The employee has to serve

at least a period of 6 months at a single position except for supervisory or acting position which is

for a period of 3 months only.

3.4 Salary will be increased as per the policy. Line Manager cannot suggest any extra allowances. If

the allowance is important the proper justification and strong recommendation of the Group

Executive Director (GED) has to be given to the President/CEO for approval.

4. Guidelines:

4.1 For every change in designation, level elevation, transfer with level elevation/designation, a

Change of Condition (CoC) form and Performance Assessment Form (PAF) needs to be

submitted. (Attached in Annexure E and F respectively)

4.2 The CoC has to be initiated by the Line Manager and approved by the Head of the Department,

concerned GED and HR Department.

4.3 If any of the support documents (PAF, Verified Degree) – depending upon the case whichever is

required, are missing, CoC case will not be processed

4.4 CoC case should be sent with proper approvals and employee should be informed about it by the

Supervisor, else will not be entertained/implemented or reverted



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4.5 For change in location within the city without any change in level and designation an e-mail by

the Head of the Department to the Human Resource Department will serve the purpose. HR will

process it on payroll and the CoC will be signed by the OD Manager

5. Procedure:

5.1 Line Manager will initiate the Change of Condition (CoC) and Performance Assessment Form

(PAF) and send it to their respective HOD for approval.

5.2 Once the cases are approved by the Head of the Department, they should be sent to the HR

department by the 10th of the month. If they are sent after the 10th day of a month, they will be

implemented in the next month’s payroll.

5.3 After HR receives the Change of Condition case with Performance Assessment Form (PAF), it

will verify the forms and rectify as per the requirements

5.4 HR will suggest the salary change as per the policy & maintain MIS. HR will complete its working

between 11th & 15th of each month

5.5 Forward the cases to the concerned GED & HR Head for approval.

5.6 HR will align the Interviews for employees recommended for Permanent status. These interviews

will be scheduled from 19th - 21st of the month

5.8 Finally forward the list to Payroll & Services for updating the respective months payroll

Procedure for Conversion to Permanent Status:

The contractual employees form the bulk of the bank’s work force while conversion to permanent

grade remains a dream of every resource. Therefore, based on performance and merit, employees



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can be placed on a President List (PL) based on the following factors and formally recommended by

the Head of the Department and endorsed by the concerned GED:

• The employee must have served at least 6 months in the bank.

• The employee must have achieved 95% of the given objective for at least 6 months

(consecutively) and if he/she achieves 100%, he/she can be considered after 6 months.

Once the employee successfully completes a minimum period of 3 Months on the President List

(PL), he/she can be considered for the Permanent status, based on the following factors, provided

formally recommended by the Head of the Department and endorsed by the respective GED:

• Must remain on the PL for a minimum of 3 months and a maximum of 1 year before the

individual is considered for a permanent employment.

• All the employees converted to permanent are given an additional compensation of Rs.

2,000/-

Documents to be submitted for Permanent:

• Change of Condition Form (duly filled and signed by the concerned authorities).

• Performance Assessment Form (duly filled and signed by the concerned authorities).

• Verified Degree is compulsory.

6. Allowances:

Following allowances are given to Permanent / Bank Contract / Fulcrum Employees according to

their designation. These Allowances are paid out by HR once it reviews and states that the

suggested allowances are within policy. Concerned GED’s approval is required for processing

the suggested allowances.



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6.1 Special Allowance:

Special Allowance is being awarded for different purposes at different designations. The

maximum amount that is given under this category is Rs. 2,000/- to Rs. 4,000/- on the authority

of the concerned GED.

6.2 Fuel Allowance:

All employees working on field are entitled for fuel allowance according to their designation.

Designation Fuel Allowance (Rs.)

RA/RO’s (CC) 2,000/-

TL (CC) 3,000/-

RA/RO’s (Branch, SSC’s) 3,000/-

VO 3,000/-

Riders 3,000/-

ARM 3,000/-

RM 4,000/-

ABM 4,000/-

BM Up to 8,000/-

6.3 Seniority Allowance:

An employee is eligible for a Seniority allowance of Rs. 1,500/- once the employee has

developed the expertise in his/her particular area and has spent enough time improving his/her

skill. The final decision authority will be of the concerned GED.

6.4 Supervisor Allowance:

When an employee is assigned a Supervisory role, he/she will be eligible for the Supervisory

allowance of Rs. 3,000/- . The employee’s performance will be evaluated in the given role, for a

minimum of 3 months and a maximum of 12 months. If the employee does not succeed in the



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assigned role, the responsibility and the allowance will be revoked and reverted to his previous

position. He / She cannot be considered for supervisory role unless he/she completes another 12

months in the original position.

6.5 Re-Location Allowance:

6.5.1 If an employee is transferred outside the city due to business need re-location allowance is to

be given.

6.5.2 In case the employee has requested for the transfer himself, a letter written by the employee

needs to be attached with the CoC. Employee will not be eligible for the re-location allowance

if he/she has requested for his transfer.

6.5.3 The amount will be given as a re-location allowance to the employees, according to their level

(Refer 5.4 – Transfer & Relocation Policy). This is given to cover accommodation and

relocation at new station. It will be discontinued once the employee is reverted to his original

station, hence the relocation allowance will not be merged in the Gross Salary.

6.6 Educational Allowance:

6.6.1 Employees completing their graduation during their job, will be given an allowance of

Rs.1,500/- subject to their degree verification.

6.6.2 Employees completing their Masters during their job, will be given an allowance of Rs.2,500/-

subject to their degree verification.

6.4) External Training

1. Overview:

1.1 To groom employees in their existing role and provide a platform to them to acquire new skills.

2. Scope:



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2.1 This Guideline and Procedure will be applicable at Permanent, Contractual and Third Party staff

based at Head Office, Branches and Regional Office.

3. Eligibi l i ty :

3.1 All Permanent, Contractual and Third Party staff who have completed their probation, working at

Head Office / Branches / Regional Office are eligible for external training.

4. Policy:

4.1 The final approval will be of the concerned Group Executive Director (GED).

4.2 Any employee attending any training / workshop without HR / Line Manager / Head of the

Department / Group Executive Director (GED) approval will be liable to pay the workshop cost on

his own.

5. Guidelines:

5.1 The Line Manager should recommend any employee for any of the external training.

5.2 Employee can also put forward his request for attending any training / workshop, but the Line

Manager must endorse the request.

5.3 All training nominations must route through the HR department.

6. Procedure:

6.1 HR will send an e-mail regarding the trainings to the concerned Line Manager’s / Head of the

Departments.

6.2 The Line Manager / HoD will forward the nomination to the concerned personnel at the HR

department.



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6.3 HR will complete the registration formalities and will inform the participant accordingly.

6.4 HR will coordinate with the training company for the Invoice of the workshop and payment of the

cheque.

6.5) Employee Dealing

1. Overview:

1.1 To deal with the grievance matters in a timely manner, so as to avoid the complexities, de-

motivation and frustration of the employees.

2. Scope:

2.1 This procedure and guideline is applicable to the Permanent, Contractual & Third Party staff of

the Bank of North & South region.

3. Eligibi l ity:

3.1 All Permanent, Contractual & Third Party staff of the Bank can raise their grievance keeping in

view the procedure & guidelines.

4. Policy:

4.1 If any kind of inquiry is being carried out and it is closed, concerned GED / HR Head / President

& CEO has the authority to re-open the inquiry in order to take the legitimate decision.

4.2 The complete inquiry should be done in maximum 20 – 30 days.

4.3 HR only has the authority to issue any kind of notification, termination letter, warning letter in

writing and / or any advertisement against the employee if required.

4.4 Depending on the severity of the grievance and the decision of the grievance committee, the

employee might / might not continue his official work on the discretion / permission of the

concerned GED.



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5. Guidelines:

5.1 Any employee who wishes to file a grievance shall first discuss the grievance with his/her

immediate supervisor.

5.2 The Line Manager and Head of the Department (HoD) shall have five (5) working days each to

reply to the employee’s grievance. The concerned Group Executive Director (GED) and HR shall

have five (5) working days to reply to the employee’s grievance. Each and every decision at

every step should be given to the employee in writing.

5.3 Employees time spent in grievance discussions with the concerned committee would be

considered time worked with pay.

5.4 The investigation report should be shared at the end of the investigation with the employee (in all

circumstances), HR, Concerned HoD and GED.

5.5 If neither the employee nor the Company is completely or clearly at fault, they should give the

benefit of the doubt to the employee.

6. Procedure:

5.1 FIRST STAGE:

The Aggrieved Employee:

• Approaches the immediate Supervisor and verbally informs him or her about the issue and

requests for resolution.

The Supervisor:

• Carefully listens to the complaint, and in an informal manner, tries to resolve the matter

• Assists the aggrieved employee by reviewing all aspects of the complaint and addressing the issue

in a professional and timely manner



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• Adopts a root cause analysis approach and ensures that the core issue has been addressed and

the matter is resolved within five (05) working days from the day of raising the complaint

• Communicates to the employee in writing the steps taken for resolution of the issue

5.2 SECOND STAGE:

In case the matter is not resolved within the stipulated time;

The Aggrieved Employee:

• Communicate the grievance in writing and submits it to the Head of Department.

The Head of the Department:

• Requests the Supervisor to provide all related information and actions that may have been taken in

order to resolve the issue at the first stage

• Adopts a root cause analysis approach, carefully reviews all aspects of the matter, reviews all

available information.

• Ensures that the core issues are addressed and that the matter is resolved within five (05) working

days from the day the HoD receives the complaint

• Communicate to the employee in writing the steps taken for resolution of the issue

5.3 THIRD STAGE:

In case the matter is not resolved within the stipulated time or the employee is not satisfied with the

Head of the Departments decision,

The Employee:

• Forwards the issue to the HRD and requests assistance in resolution of the issue



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• HR will share all its investigation with the concerned GED so that a mutually agreed decision can

be taken.

The Human Resource Department:

• Adopts a root cause analysis approach, carefully reviews all aspects of the matter, reviews all past

actions and available information.

• Ensures that the core issues are addressed and that the matter is resolved within five (05) working

days from the day of receipt of the complaint.

• Organizational Development Unit / HR Manager / HR Head, will deal with the issue.

• HR will inform the concerned GED about the entire investigation and a mutual decision will be

taken.

• Communicate to the employee in writing the steps taken for resolution of the issue.

5.4 FOURTH STAGE:

• In case the matter is not resolved by the HRD or the employee is not satisfied by the decision,

then the decision and the complete investigation report would be shared with the Management

Committee (MANCOM) and their decision will be considered as the final decision.

• In cases of sensitive nature, the HRD ensures that the final decision is made within a maximum

period of forty eight (48) working days from the day the aggrieved employee raises the issue to

HR or from the day of receipt of the complaint.

• Communicates the final decision to the employee in writing.



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ANNEXURE A - (Policy Format)

Company: Tameer Micro Finance Bank

Limited

Human Resource Policies & Procedures Doc No: HR – Policy Name Initials – Policy Number “00000”

Title : <Name of Policy>Policy Date: Month, Date, Year Page: x of y

<Name of Policy>

Proposed By:

____________________________

ABC

Head of Human Resource

Reviewed By :

_______________ __________________

ABC ABC

GED SD &BS GED Risk



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_______________ __________________ ABC ABC

GED Ops and Tech CFO

Approved By :

President & CEO

Nadeem Hussain



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ANNEXURE B – (Employee Card Form)



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Employee Card Requisit ion Form

Particulars required for the Employee Card

Name:Attach 1x1 size

photograph for the

Employee CardDesignation:

CINC: - -

Address:

HR Policy Manual

ANNEXURE – C (Business Card Requisition Form)



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Business Cards Requisition Form (To be filled by the Employee)

E-Code Requisition No.(for HR use only)

Name:

(First Name) (Middle Name) (Last Name)

Name (in Urdu)

Designation

Department:

Location:

Contact No. (office) / Ext:

Mobile No. (optional):

E-mail Address: @tameerbank.com

Reason for the Requisition new induction change in designation change in location reissue

Employees Signature:

Line Manager Name:Line Manager Signature:

Additional Comments (if any):

Authorized by HR:

HR Policy Manual

ANNEXURE – D (Change of Condition Form)

Employee Name: _ _____________ ____

STAFF REQUISITION / CHANGE OF CONDITIONS – FORM

Authorisation MUST be obtained BEFORE any recruitment / change can commence

COMPLETE FOR EVERY CIRCUMSTANCE

Job Title: Post Level:

Dept./Team/Region: Division:

Location: Posting: Global / National

Post No. / E. Code: Line/Reporting Manager:

(Name & Job Title)

Budgeted Headcount Post?

(If No, attach Business Case)DoJ:

Cost Centre:

Where more than one is used show % split (highest first)

FOR NEW RECRUITMENT

Tick appropriate box

Recruitment for… Contract type

Replacement

Job formerly held by: Permanent

New Post

(For new post please attach Job Profile / TOR)

Temporary

Contract length:

Other

Please Specify:

Al lowances

Car assistance Cost of Living Hard to Fill

(justification to be attached)

Security Market Supplement Fuel

Other

Please Specify:

Position to be filled in by (Date/Month/Quarter/Year):

Special Remarks:

FOR CHANGE OF CONDITIONS

Tick appropriate box

Job currently held by: Change effective from:

Change in …From …

(insert details of change)To …

Job Title



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Responsibility

Grade (attach job profile)

Contract

Cost Centre to …

Other

(Please Specify)

Special Remarks:

REQUEST SUBMITTED BY

Name: Designation:

Department/Division: Location:

Signature: Date:

AUTHORIZATION

Signature of concern GED: Date:

Signature of GED FINCON: Date:

Retain one copy; Please send one photocopy each to: HRD / Relevant GED

HR USE ONLY

Appointee: Start Date:

Signature of HR Head: Date:

TAMEER MICRO FINANCE BANK LTD. Human Resource Division



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ANNEXURE – E (Performance Assessment Form)



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Performance Assessment Form (PAF) Date:

E-Code Name Designat ion Department Company

Level Locat ion Date Of Joining Assessment Period

Reason for Assessment

Performance Assessment :(To be f il led in by I mmediate Supervisor)

C r i t e r i a U n s a t i s f a c t o r y 0 - 1

A v e r a g e 2 - 3

G o o d 3 - 4

E x c e l l e n t 4 - 5

01

At t endance/ Punct uali t y Does employees o b s e r v e p u n c t u alit y and is regular to work?

02

At t it ude t o Work Does employee respond to work duties with responsibility?

03

Work Qualit y Does employee show acceptable level of performance in a timely and consistent manner?

04

Team Work Is employee able to build strong relationship within functions?

05 I nit iat ive Is Employee a self learner/starter?

06

I nterpersonal Ski l ls Has employee developed acceptance for himself/herself among subordinates and peers?

07

Job Know ledge Does employee know about the job requirement?

08

I ndependence & conf idence Does employee stand up with professional confidence and independence?

09

Organizat ional values Is employee aware about the corporate policies and values?

10

Work Quant it y Is quantity of work up to t h e s t a n d a r d ?

M a r k s out of 5 0

Performance Assessment Summary. (Briefly comment on the overall performance assessment of the employee, mention the key deliverables achieved during this period.)

S.No. Object ives Assigned Deliverables Achieved

1

2

3

4

5

M a r k s out of 5 0



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Evaluat ion Standards

Marks obtained out of 100

50 and below below average 51 ---- 69 average 70 ---- 89 good 90 ---- 100 outstanding

Recommendat ion

Trainees to Contractual Employee PL to Permanent

Placement to PL Termination

I mmediate Supervisor Signature

Employee’s Remarks

Signature

HOD Remarks

Signature

GED Remarks

HR Remarks

Signature

Signature

CEO/ President Remarks/ Approval (opt ional)

Signature

HR Policy Manual



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human resource policy 2011-12

Recruiting & HR

policy development

manual holders

payroll policy

policy format

policy framework

feminine gender

tameers mission

tameers vision