team member handbook august 2014

July 2014

TEAM MEMBER HANDBOOK

Unit 3 4, Level 17

Zuellig Building

Makati Avenue

Makati City

Philippines 1226

Team Member Handbook

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Overview

This handbook is intended to highlight company policies, practices and work standards

that apply to you as a member of the team at Sophos.

It is important to familiarize yourself with important information and guidelines relating to

your employment which secure and healthy work environment that underlines the value

and confidence that Sophos places in its people.

The content of these guidelines does not form part of your contract of employment and

can be amended by Sophos at any point. Your individual contract of employment will

take precedence over these guidelines, as will any changes in statutory. We will

endeavor to inform you of any changes to these guidelines as soon as possible.

You will be required to sign an acknowledgement form to confirm you have read and

understand the contents of the Team Member Handbook.


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Table of Contents

Overview ........................................................................................................................................ 2

Terms of Employment ................................................................................................................. 5

Equal Employment Policy ....................................................................................................... 5

Hours of Work ........................................................................................................................... 5

Attendance ................................................................................................................................ 5

Punctuality ................................................................................................................................. 6

Leave Entitlements .................................................................................................................. 6

Annual Leave / Anticipated Absences .............................................................................. 6

Emergency Absences .......................................................................................................... 7

Sick Leave ............................................................................................................................. 7

Maternity Leave .................................................................................................................... 8

Paternity Leave ..................................................................................................................... 9

Solo Parent Leave ................................................................................................................ 9

Compassionate Leave ......................................................................................................... 9

Public Holidays ......................................................................................................................... 9

Flexi-holidays ........................................................................................................................ 9

Critical Work Days .................................................................................................................. 11

Payment of Salaries ............................................................................................................... 12

Overtime / Holiday Pay .......................................................................................................... 12

Meal and Transport Reimbursement .............................................................................. 12

Medical Benefits ..................................................................................................................... 13

Performance Reviews / Probation ....................................................................................... 14

Separation ............................................................................................................................... 15

Resignation ......................................................................................................................... 15

Redundancy ........................................................................................................................ 15

Dismissal Termination of Employment by Sophos for misconduct ......................... 15

Preventive Suspension ...................................................................................................... 16

Return of Company Property ............................................................................................ 16

Exit Interview ....................................................................................................................... 16

Changes in Personal Details ................................................................................................ 16

Code of Conduct ........................................................................................................................ 16

Conduct at Work ..................................................................................................................... 16

Disciplinary Policy and Process ........................................................................................... 17


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Grievance Procedure Resolution ......................................................................................... 18

Company Codes of Practices & Policies ................................................................................ 18

Dress Code ............................................................................................................................. 18

Non-Disclosure ....................................................................................................................... 19

Intellectual Property Rights ................................................................................................... 19

Company Property ................................................................................................................. 19

Computers and Electronic Information ............................................................................... 20

Personal Property................................................................................................................... 20

Personal Telephone/Mobile Phone ..................................................................................... 20

Personal Use of Company Supplies ................................................................................... 21

Facilities ....................................................................................................................................... 21

Good Housekeeping .......................................................................................................... 21

Entrance & Exit ................................................................................................................... 21

Main Door Access .............................................................................................................. 21

Use of Identification Card .................................................................................................. 21

Visitors ................................................................................................................................. 22

Security Check .................................................................................................................... 22

Reception Hallways / Shared Service Open Plan Area ............................................... 22

Pantry Area ......................................................................................................................... 22

Pantry Rules:....................................................................................................................... 23

Work Station ........................................................................................................................ 23

Meeting / Conference Area ............................................................................................... 24

Washroom ........................................................................................................................... 24

Signage ................................................................................................................................ 24

Reporting Deficiencies ...................................................................................................... 24

Health, Safety & Security .......................................................................................................... 25

Workplace Safety Policy ....................................................................................................... 25

Individual Responsibility ........................................................................................................ 25

Workplace Security Policy .................................................................................................... 25

Emergency Evacuation Procedures .................................................................................... 26

Smoking ................................................................................................................................... 26

Dignity at Work ....................................................................................................................... 26


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Terms of Employment

Equal Employment Policy

The Company seeks to recruit and appoint the best available person for a job, and to

encourage the development of all team members to their full potential. The Company

promotes equality of opportunity. It will take action to ensure that no individual suffers

unlawful discrimination, directly or indirectly, on the grounds of sex (including

pregnancy), marital status, religion, color, ethnic or national origin, sexual orientation or

disability and to provide a working environment free from harassment and intimidation.

This policy applies to all elements of work at Sophos, including but not limited to

recruitment and placement, promotion, training, transfer, retention, rate of pay and all

other details and conditions of employment.

Hours of Work

Regular office hours are from 9:00 am until 6:00 pm, Mondays to Fridays. Certain team

members may be assigned to different work schedules and/or shifts outside of normal

office hours. You will be notified in advance of any changes in your work schedules. To

ensure a continuity of operations throughout the workday, you may be required to

stagger your lunch breaks with your colleagues, as agreed with your Manager.

Attendance

Regular attendance is essential for an efficient operation and is a necessary condition of

employment at Sophos. When team members are absent, schedules and customer

commitments fall behind, and other team members have to pick up additional

workloads.

You are expected to report to work as scheduled and on time. If it is impossible to report

for work as scheduled, only voice calls made at least sixty (60) minutes prior to your

shift will be considered as a valid form of notice to your Manager in cases of unplanned

absences. Short messages or voicemail messages are not acceptable forms of

communication, unless your Manager is unavailable, wherein you can leave a voice

message indicating where you can be reached once they become available. If you are

unable to contact your Manager personally, someone else may do so on your behalf.

If the absence is to continue beyond the first day, you must notify your Manager on a

daily basis unless otherwise arranged. Calling in is the responsibility of every team

member who is absent.


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Punctuality

You must strictly observe the schedule of working hours that the Company establishes and are required to time in and time out through the use of the software/program designated for this purpose.

Failure to report for work on time is considered tardiness. No tardiness may be excused except those caused by inclement weather (heavy rains, typhoon, flood, road accident, etc.) or fortuitous event or any circumstances entirely beyond the team members control. Such isolated cases must be brought to the attention of your Manager for proper consideration.

Poor attendance and excessive tardiness are disruptive and will lead to disciplinary action, up to and including termination of employment.

Leave Entitlements

Annual Leave / Anticipated Absences

Entitlement

In your first year of service, you are entitled to 16 days of Annual Leave on full pay. This accumulates at 1.33 days per month, based on 16 days. Your leave entitlement will increase by one day at the end of each year of full time service to a maximum of 21 days. Newly hired employees may only avail paid leave upon regularization. It shall be the discretion of the manager to allow probationary employees to charge their unpaid leave to future credits to render it as paid leave.

Unpaid leave is solely at the discretion of the manager.

You may carry forward up to 14 days of unused Annual Leave to the next financial year. Any unused Annual Leave exceeding 14 days will be forfeited. The employee applying for annual leave after they tender their resignation must be approved by the reporting manager. In case of resignation, any Annual Leave credits that you have borrowed (availed but not accrued) shall be deducted from your last pay. Upon resignation or separation from Sophos, any unused leave credits shall be encashed.

Once approval for Annual Leave has been given, it will not normally be withdrawn. However, the Sophos reserves the right to withdraw such approval should the circumstances warrant it. Where this has to be done because of the needs of the business, every effort will be made to minimize any inconvenience or hardship for the employee


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Any rest day or public holiday falling within the period of annual leave shall not be counted as annual leave

Leave Application

All intended leave dates must be pre-agreed with your Manager within a reasonable

time-scale via a leave request in the staff database The more advance notice you can

give of your intentions, the less likely you are to be disappointed.

As a guide, you should attempt to provide the following notice as a minimum when making a leave request, but the more notice you can give, the better:

DAYS OF LEAVE NOTIFICATION

One (1) or two (2) consecutive days Five (5) working days in advance

Three (3) consecutive days and above Ten (10) working days in advance

All Annual Leave requests are subject to Manager approval, and no travel or

accommodation arrangement should be made until approval is received.

The same process and requirements in terms of notification as outlined above will apply to all types of leave application.

Emergency Absences

This refers to absences caused by serious illness, death of an immediate family member, calamities directly affecting team members and other compelling reasons subject to the approval of your Manager. Sick Leave

After passing the probation period and being confirmed as a full-time permanent

employee, team members will be entitled to 14 days of paid sick leave, earned at 1.25

days per month. Sick leave is to be utilized strictly to enable the team member to take a

rest or seek medical treatment in case of illness, injury or accident. The team member

must inform their manager via voice call only of their intention to take sick leave no later

than 1 hour before the designated starting time. Any other mode of contact shall not be

recognized.

Team members may avail the 14 days Sick Leave credit, either on a staggered or

consecutive basis. Unless waived by the Team Leader, a medical certificate from an

HMO panel doctor must be produced for all Sick leave taken and must be shown to the

Team Leader immediately upon returning to work with a copy to HR / the SSC

Director. If Sick Leave is not supported by a Medical Certificate, the team member may

be subject to disciplinary action.


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Should Sick Leave credits for the year be exhausted, Annual Leave credits may be

used upon approval of the manager. Otherwise the absence shall be without

pay. Should all sick leaves be exhausted because of prolonged confinement, the SSS

Sickness Benefit allowance shall prevail.

Unused Sick leave credits may not be used as a terminal leave in view of resignation or

separation from Sophos. Upon resignation or separation from Sophos, any unused Sick

leave credits will not be encashed. With effect from FY15, 50% of any untilized Sick

Leave at the end of the financial year will be encashed.

Maternity Leave

The Company aims to help and support expectant team members throughout their pregnancy and to encourage their return to work after they give birth. Every pregnant female employee who has rendered an aggregate service of at least six months for the last twelve months, shall be granted maternity leave of sixty (60) calendar days for normal delivery and seventy-eight (78) calendar days for caesarean with full pay based on her regular or average weekly wages for the first four deliveries. Maternity leave can commence at least two weeks prior to the expected date of delivery and another four weeks after normal delivery or abortion.

Team members due for maternity leave should inform the company at least one (1)

month in advance of the impending date of leave, substantiated by a doctors certificate.

However, to enable better resource planning, you should inform your immediate

Manager of your estimated dates of maternity leave as soon as possible after your

pregnancy is confirmed.

To be entitled to the SSS maternity leave benefit, a female employee should be an SSS

member employed at the time of her delivery or miscarriage; she must have given the

required notification to the SSS through her employer; and her employer must have paid

at least three monthly contributions to the SSS within the twelve-month period

immediately before the date of the contingency (i.e., childbirth or miscarriage). The

maternity leave benefit, like other benefits granted by the Social Security System (SSS),

is granted to employees in lieu of wages.

Maternity leave may be extended on account of illness arising out of the pregnancy,

delivery, abortion or miscarriage, which renders the woman unfit for work. Extended

maternity leave is without pay, but may be charged against any unused sick leave

credits.


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Paternity Leave

New fathers are eligible for a paid parental leave in accordance with the local labor

entitlements. The current entitlement is seven days at full pay. If you intend to take

paternity leave please inform you manager by raising the relevant leave request in the

staff database as far in advance as possible.

Solo Parent Leave

Parental leave refers to paid leave granted to a solo / single parent to enable him or her to perform parental duties and responsibilities where physical presence is required. Parental leave of not more than seven (7) working days every year shall be granted to a Solo Parent employee who has rendered at least one (1) year of service. Unused Solo Parental leave is not convertible to cash and may not be accumulated.

Compassionate Leave

Employees shall be entitled to three (3) days paid leave on the death of spouse (including common law spouse); child (including step-child or adopted child), parent (including adoptive parent, parent-in-law or step parent), sibling or grandparent. The death certificate must be produced to HR for record keeping purposes. Annual leave may also be used in conjunction with compassionate leave if additional time is required where requested by an employee. Compassionate leave is a fixed entitlement ``per occasion'' and does not accumulate if unused.

Public Holidays

The Company will observe the provisions of Republic Act 9492 (An Act Rationalizing

the Celebration of National Holidays) of the Philippines. Employees will receive full

base pay for Regular and Special holiday as declared.

Flexi-holidays

This section will apply to Technical Support, Customer Care and Renewals team

members. For operational purposes, these 3 teams have been required to work on all

Philippine public holidays.

In an effort to improve employee welfare and work life-balance, employees will now be

allowed to observe public holidays of the region that they support (Australia, Asean UK

or USA) and continuing to work through all public holidays of the Philippines. This is

referred to as flexi-holidays and intended to take effect from September 1st 2014.

Holidays taken are on a voluntary basis as per employee request and subject to

approval. There will be no diminution of holiday benefits and other benefits as granted

by law.


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Here are some frequently asked questions for the flexi-holiday:

Question Answer Sample Situation

1 How will I know which flexi-holiday I can take?

A list of each regions public holidays will be sent out to all employees.

Mary, an NA team member should refer to the US holidays list

2 How can I apply for the flexi-holiday and how will I know if it is approved?

Team members should submit requests to their Team Leaders at least 3 months before the holiday. All flexi-holiday requests are subject to approval. Business requirements are taken into consideration in the approval:

at least 50% of the regional team will need to be at work for each regions public holiday

a senior team member must be available during the shift

Mary would like to apply for a day off on 27th Nov (Thanksgiving Day). She should submit this request to her NA Team Leader before 27th Sept. The Team Leader will check on the operational needs / resources available on that day and will inform the team member if her request is approved or not. If the request can be approved but there are multiple requests for the same flexi-holiday, the general principle applied will be first come first served. In the event of any dispute the Team Leader and SSC Director will make the final decision.

3 Am I still able to request a change once I have been rostered to be off on a flexi-holiday?

Holiday schedules will be planned 3 months in advance and any changes to the schedule are strongly discouraged.

After her day off on Thanksgiving Day has been approved, Mary informs her Team Leader on 27th October that she would like to cancel her Thanksgiving Day holiday and take Thanksgiving Friday off instead. As Mary has not provided at least 3 months notice for this change, her Team Leader will not be able to approve her request.


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Question Answer Sample Situation

4 Will I still get holiday premium pay if I work on a Philippine public holiday?

Each non-Philippine public holiday observed will be off-set with a Philippine holiday and the team member will not receive holiday premium pay for that Philippine holiday worked.

Mary takes Thanksgiving Day off and then works on the next Philippine holiday (Bonifacio Day 30th Nov). Mary will not receive holiday premium pay for working on Bonifacio Day and will receive regular pay.

5 As I am now able to observe my regions public holidays, am I entitled to holiday premium pay for working on my regions other holidays?

No, team members are not entitled to holiday premium pay for working on any other holiday of the region that they handle

Mary takes Thanksgiving Day off and then works on the next NA holiday (Thanksgiving Friday 28th Nov). Mary will not receive holiday premium pay for working on Thanksgiving Friday and will receive regular pay.

By signing the acknowledgement page at the end of the document, team members are

assumed to have given their consent on flexi-holidays.

Critical Work Days

The Company may require you to report for work on a declared critical work day under

one of the following circumstances under Article 92 of the Labor Code:

In case of actual or impending emergencies caused by serious accident, fire,

typhoon, earthquake, epidemic or other disaster or calamity to prevent loss of life

and property, or imminent danger to public safety;

In cases of urgent work to be performed to avoid serious loss which the employer

would otherwise suffer

In the event of abnormal pressure of work due to special circumstances, where

the employer cannot ordinarily be expected to resort to other measures

To prevent loss or damage to perishable goods

Where the nature of work requires continuous operations and the stoppage of

work may result in irreparable injury or loss to the employer

Under other circumstances analogous or similar to the foregoing as determined

by the Secretary of Labor and Employment


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Employees will be informed of critical work days in advance. Any employees who are

absent on critical work days may be subject to disciplinary action.

Payment of Salaries

Your basic rate of pay and allowances (if any) are stated in your employment contract

and this will be paid out on two monthly installments on approximately the 15th and 30th

of the month. Any subsequent changes will be advised to you in writing, and confirmed

in your pay slip.

Should an overpayment be made for any reason, the Company reserves the right to

deduct the amount of the overpayment from your subsequent pay.

Overtime / Holiday Pay

Only non-managerial/non-supervisory employees are entitled to overtime, rest day

overtime and holiday pay and only authorized overtime shall be compensated.

Managers and supervisors shall have the discretion to allow their staff to render

overtime and as such prior advice is needed to render its approval. However, where

there is a need to respond to unforeseen critical issues that requires immediate

attention, the employee is expected to render overtime without the need of a prior

advice.

Team Leaders are not entitled to overtime, rest day overtime and holiday pay extended

to the rest of the Sophos team members. However, in consideration for Team Leaders

working at least three (3) full days work on public holidays in a fiscal year, the Manager

can give the option to the Team Leader to be paid the legal holiday pay from the fourth

(4th) holiday onwards, or, be given time in lieu following the standard anticipated

absences policy.

A night shift differential (NDF) of 15% of the hourly rate shall be paid for every Overtime

hour worked from 10 pm 6 am. Team Leaders will be entitled to the NDF if they are

working on a fixed shift schedule, or if they are working from 10 pm to 6 am for at least

5 consecutive days.

Meal and Transport Reimbursement

Team members who have been given prior written approval by their line managers to render overtime work, will be eligible for transportation and meal reimbursement

Meal reimbursement - maximum of PHP150 per meal per person.

Transport reimbursement maximum of PHP150 per trip per person Note: If the team member goes to work regularly by taxi, then he/she can be reimbursed for the actual taxi expense with receipt; but if the team member normally takes the bus or jeepney for


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transportation, then that mode of transportation will be the only expense amount eligible for reimbursement. Any exception to this will be for out of hours (from after 8 pm to 6 am) /emergency situations (flooding, typhoon, calamities, etc), where taxis can be taken regardless of regular commute to work and regardless of time, as long as expense and situation can be justified and with valid Official Receipt.

The transportation and meal expenses cap of PHP 150 can be exceeded, subject to the

team leaders approval, for the following:

For team members who are not paid overtime

For emergency / disaster recovery / business continuity situations

In order to claim for these reimbursements, please present the official receipts for your meal and transport along with proof of authorization for the overtime work and the reimbursement will be made from Petty Cash.

Employees not covered by the overtime policy may be given additional time off in lieu of

work done on rest days or compensation for additional hours worked. This must be

determined by agreement with the manager.

Medical Benefits

Sophos has appointed Intellicare as the corporate HMO.

Who is covered? All confirmed / regularized employees

What is the HMO

coverage?

Team members

Maximum Benefit Limit (MBL) of PH100,000

After 6 months of service, will be able to add 1

dependent* to the coverage

People Managers

Maximum Benefit Limit (MBL) of PH200,000

After confirmation, will be able to add 2 dependents* to

the coverage

* Dependents must follow the hierarchy rule set by the HMO

What are the HMO

benefits?

The following benefits will be covered up to the MBL:

Annual Physical Exam

Preventive care

Outpatient treatment

In-patient treatment

Emergency care

Dental services


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Who is covered? All confirmed / regularized employees

Please refer to the Intellicare Briefing Slides for additional info.

What has changed

from 1st April 2014

You will no longer be eligible to claim PH1,500 per session for medical treatment

The Critical Illness and Hospitalization and Surgical insurance coverage maintained in Singapore will be discontinued and replaced by the HMO benefits

Life insurance coverage of 36x of monthly base salary will continue and will be maintained in Singapore

Note: No new contracts were be issued to reflect the above

changes

What is the process

for getting registered

on the HMO?

Once you are regularized / confirmed, HR will send you an

email confirming your entitlement. HR will submit your details

to the HMO and you will just need to wait for your membership

card.

Once you have achieved 6 months of service, HR will ask you

to provide details of your dependent to be covered. At this

point, you may also opt to include additional / voluntary

dependents at your own cost. The premiums for these

voluntary dependents will be deducted from your salary in 12

monthly installments on a bi-monthly basis.

Performance Reviews / Probation

You should use the Individual Development Review (IDR) to set goals for the upcoming

performance period with your Manager and review these regularly in your one to ones,

and six-monthly on a more formal basis.

The IDR process is designed to help you do your job as effectively as possible by

providing you with constructive feedbacks on your performance. You have the

opportunity to express your views, and difficulties faced in the job, and drive actions that

you feel will help you develop and progress your career. It is your review, so you are

encouraged to participate fully and constructively in order to derive maximum benefits

from the process.

All new employees will undergo a minimum probationary period of three (3) months, in

order to allow the Manager time to assess the employees qualifications and fitness for


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the job. During the probation period, the services of an employee who has been

engaged on a probationary basis may be terminated for just cause if he/she fails to

qualify as a regular employee in accordance with reasonable standards determined by

Sophos. Sophos may decide to extend the probation period of the employee based on

assessment of work performance. All benefits and entitlements will only be extended

once an employee is regularized / confirmed.

All Managers shall be primarily responsible for completing a review for probationary

employees under their supervision and will follow the following process:

1st Month Establish targets / role objectives and ensure that this is communicated to the employee

3rd Month Performance Review. Make the decision to confirm or extend probation by a further 3 months

5th Month (if needed) Final Performance Review

Separation

Resignation

Following completion of the probationary period, you must provide four (4) weeks

notice in writing for the termination of the position. In the event that you are unable to

provide the notice, you will agree to indemnify and pay the Company in the form of

liquidated damages equivalent to one (1) month salary at the time of resignation, which

may be deducted from your final pay. You also give the Company your unequivocal

and irrevocable consent to pay the Company such liquidated damages through

deduction from unclaimed monies, salaries or benefits owing you after payment of your

liabilities to the Company, if any.

Redundancy

There may be occasions when it becomes necessary to reduce the number of roles or headcount at Sophos, due to business conditions or other reasons. On such occasions, we will make decisions on the basis of business needs related to job functions, taking into account the skills, ability and performance of individuals in the tasks that are to continue. Your Manager will speak to you personally about your employment status as needed.

Dismissal Termination of Employment by Sophos for misconduct

Termination of your employment is seen as a last step when other performance management actions have not led to the required level of performance. Please refer to the disciplinary process section for further information.


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Preventive Suspension

Sophos may place you on preventive suspension if your continued employment is considered to pose a serious and imminent threat to the life, property or wellbeing of Sophos or its employees. No preventive suspension shall last longer than thirty (30) days without pay. Sophos shall thereafter reinstate you in your former or in a substantially equivalent position or Sophos may extend the period of suspension provided that during the period of extension, Sophos pays the wages and other benefits due to you. Return of Company Property

You are responsible for all Company property, materials, or written information issued to

them or in their possession or control. You must return all Company property

immediately upon request or upon termination of employment. Where permitted by

applicable laws, Sophos may withhold the cost of any items not returned in your final

pay check and may also take all action deemed appropriate to recover or protect its

properties.

Exit Interview

All resignees will complete an exit interview. The exit interview will be completed

electronically and a member of the HR team will arrange a meeting with you to discuss

your responses. Exit interviews provide a valuable source of feedback and enable us to

better understand the reasons that individuals are leaving and to improve things for the

future.

Changes in Personal Details

It is important that you notify the Company of any changes in your personal details such

as name, address, telephone number, and emergency contact persons, and contact

numbers, and update your record in the relevant employee database.

Code of Conduct

Conduct at Work

Here are some expectations which the company has on work conduct. Employees

should:

1) Log in and be ready to start work on time;

2) Not exceed their break time as this will be considered as tardiness. Team

members are required to be mindful about this and to be back at your

workstations before your break ends.

3) Not sleep at their workstations during working hours. Team members may sleep

during lunch / break time but must be back before your lunch / break ends.


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4) Team members are not permitted to browse non-work related sites, or play

games with your phone while attending on a call

5) Team members are not encouraged to borrow / lend money from / to their co-

workers. The company will not be involved in any action to recover amounts

owed.

Disciplinary Policy and Process

The disciplinary policy and process applies to all team members of the Company. The discipline policy and process has not been put together to penalize offenders or violators but to correct the wrong behavior, attitude or habit and instill the professionalism expected from team members at Sophos. Disciplinary matters will be resolved informally where possible, but it may be necessary for a more formal process to be used in some situations.

Disciplinary procedure: Invitation to a formal hearing. You will be invited to a meeting and made aware of the reasons for the potential dismissal. The letter will clearly explain that dismissal may be one of the outcomes of the hearing. You will be required to submit a written explanation before the hearing. Formal Hearing. The concerns will be outlined to you by your manager and you will have the opportunity to respond to the concerns at a formal hearing. You may ask questions and provide justifications or evidence in support of your case. Decision. After the careful consideration of all of the evidence and your comments in the hearing, the manager will determine whether it is appropriate to take any formal action, and if so at what level. The potential formal actions that could be taken are as follows:

Verbal Warning

First Written Warning - this will remain in the employees file for 6 months Final Written Warning this will remain in the employees file for 12 months Performance Improvement Plan

Dismissal The appointed manager will issue the level of warning or dismissal as they determine reasonable based on the gravity of the concerns after a full investigation. It is decided that you should be dismissed, you will be notified of your dismissal in writing as soon as possible For tardiness and absences, disciplinary action may be taken if a team member has one or more of the following:

3 occasions of tardiness in a month (irregardless of number of minutes late)


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Total of 30 minutes late in a month

Unplanned absence before a weekend or on a critical day (holiday, Monday, day after payday, etc)

Grievance Procedure Resolution

Sophos believes that you the right to voice complaints without the fear of recrimination.

If you have a problem or a grievance please follow this process in order to gain a

resolution.

Step 1

Wherever possible, raise your grievance on an informal basis directly with the individual

that has caused you concern. If you do not feel comfortable with this approach, please

discuss the matter in its entirety with your Manager. If you and your Manager cannot

reach an agreeable resolution, or if you do not believe a discussion with your Manager

is appropriate, you may proceed to Step Two.

Step 2

Request a meeting with the Shared Services Centre Manager, who will consider the

facts, review any information that is available, and, if appropriate, speak to your

Manager and any individual who are directly involved with the situation. You should

outline the key points of your grievance in writing when requesting the meeting and the

Shared Services Centre Manager will respond to your grievance in writing.

Step 3

If you feel the situation is not sufficiently resolved by Step Two, you may request an

appointment with the Asia Pacific HR Manager. Again, you should outline the points of

your grievance and include any relevant information or documentation from Step 2. The

HR Manager for the Region, or an appointed Senior Manager, will review the facts (both

written and investigated) in order to help resolve the issue. The decision following full

investigation will be communicated to you in writing, and this decision is final.

Company Codes of Practices & Policies

Dress Code

Getting dressed for the office to project a professional, competent image is your

responsibility. This includes personal hygiene, clean hair, and clean nails. We require

you to adhere to the following guidelines.


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Business Smart attire is to be worn from Mondays to Thursdays for all reporting during the day shift i.e 6:00AM-3:00PM, 9:00AM-6:00PM, and 2:30PM-11:30PM shift.

a. Males are required to wear neat and clean suits, blazers / jackets, slacks / suit pants, tucked-in shirts, socks and leather shoes.

b. Females are required to wear neat and clean business dresses and suits, dress skirts and slacks, blouses, jackets / blazers, and dress shoes.

c. Sophos Polo shirts can be worn (tucked-in), but these are only distributed by the company for product launches etc, and are not provided as a standard uniform for employees.

Business Casual attire can be worn Fridays and for all reporting during the night shift i.e. 9:00PM-6:00AM shift.

a. Males can wear neat and clean pants, jeans, polo shirts, socks and athletic shoes / sneakers / loafers.

b. Females can wear neat and clean dresses, dress skirts and slacks, jeans, dress shirts / blouses, and shoes.

Non-Disclosure

The Company operates in a highly competitive market and from time to time, team

members may have access to information, which could be commercially sensitive. To

ensure the Company's long-term success and competitiveness, all team members

should possess a keen sense of duty to protect any confidential or commercially

sensitive information they may encounter as part of their day-to-day activities.

The protection of confidential business information and trade secrets are vital to the

interests and the success of the Company and your commitment not to disclose this

information continues after your employment with Sophos ends. Any breach of this trust

by a team member may lead to disciplinary actions up to and including immediate

termination and external legal action.

Intellectual Property Rights

Any discovery, invention, secret process or improvement in procedure discovered,

invented, developed or devised by you during your employment with Sophos remains

the property of Sophos.

Company Property

You are responsible for the custody of any property issued to you. All property must be

returned in good condition when you leave Sophos. Sophos reserves the right to make

appropriate replacement charges for property lost or damaged by you.


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Any items purchased by Sophos to assist you in your work remain the property of

Sophos.

Computers and Electronic Information

Computers and electronic information are essential tools that support our business. We

all must use technology appropriately, for business purposes only. Although we may

occasionally use company technology for non-business, we must make sure that the

use is not unreasonable and does not interfere with performance of employment

responsibilities, and such use must always be in accordance with Company policies.

Computer viruses are a threat to the companys network, and it is therefore prohibited

for any member to install any software or computer programs without approval by the IT

Manager.

No software, data or computer files may be removed or copied from the companys

computers without authorization from your Manager. All confidential information should

be disposed of, or shredded accordingly. It is your responsibility to familiarize yourself

with and adhere to Sophos IT Acceptable Use Policy which can be found on

Sophos.net.

Personal Property

You are responsible for your own personal property and Sophos cannot accept liability

for any loss or damage to such property within the office premises. You are, therefore,

advised to ensure that your belongings are kept secure at all times.

Should any unfortunate incident occur to your personal property, you should report it

immediately to your Manager to ensure that appropriate log and corrective action is put

in place.

Personal Telephone/Mobile Phone

The Company does not encourage personal telephone calls during office hours. All

personal calls should be minimized and limited to necessary / urgent calls only.

All mobile phones are preferably set to silent mode or, as a minimum, discreet

professional ring tone during office hours.


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Personal Use of Company Supplies

Sophos maintains adequate supplies to support our business needs. Use of Sophos

provided supplies for personal use is prohibited.

Facilities

Good Housekeeping

You are expected to cooperate with us in ensuring we maintain good work habits and

keep our place of work as neat as possible.

Entrance & Exit

You may only enter and leave the facilities by all approved doorways except in

emergency cases.

Main Door Access

For the safety and security of all, it is the responsibility of all team members to ensure

that the main doors are consistently secured and locked.

In an unlikely situation wherein you require emergency assistance for the locking and

unlocking of the main office door, the following are the emergency contact details for

reference:

Office Hours: +63 2 908 0321, +63 962 2501

After Office Hours:

09285590335 Tyrone Samson

09209745715 Emmylou Llanes

09989852996 Jeffrey Salcedo

09989852997 Jessica Rimando

09989852928 John Ray Balane

09989852930 Bien Carlo Bermudez

09989601319 Ethel De Vera

09989607803 Lloyd Cadut

If you are issued an access key to gain access to the office, this is for your personal use

only and should not be given to any unauthorized individual.

Use of Identification Card

You are required to visibly display your Company Identification Card when accessing

the Building Facilities.


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Visitors

Business related visitors are required to leave their Identification Cards at the Building

Lobby before they are allowed access to our facilities. If you want to avoid

inconvenience to visiting parties, please arrange with Building Admin by providing a list

of your authorized visitors at least 24 hours in advance so they can be welcomed

accordingly.

As we value confidentiality, no personal friends, visitors or guests are allowed into the

offices. Any business that has to be done with anyone not relating to the conduct of our

business has to be arranged during your break, or after office hours, outside our

facilities.

Security Check

You are expected to submit yourself to a security check to be performed by the Security

Team or an authorized member of Sophos of the Building Management team, as

necessary.

Reception Hallways / Shared Service Open Plan Area

To maintain a professional image, the following activities are prohibited in the work

areas at all times.

Eating

Reading newspapers, magazines

Personal internet surfing

Personal telephone calls

Raised voices / shouting across areas

Casual chit-chats / gossips amongst team members

Team members receiving Sophos guests are expected to deliver the following

standards:

1) Acknowledgement of every visitor at the earliest opportunity through eye contact.

2) Welcome with a smile.

3) Greet (good morning/good afternoon) and offer to help.

4) Visitors are offered a seat; - if the meeting area is busy, seat offered elsewhere,

i.e. conference room, pantry area, available workspace etc.

5) Visitors are ensured to be attended to, especially if the visited party is still

unavailable. Set expectations and offer options as a minimum.

6) Thank and use the name of visitor on departure whenever possible.

Pantry Area

The following Pantry facilities are provided and made available for your use:


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Coffee and tea making facilities

Microwave Oven

Hot and Cold Water Dispenser

Selection of Hot Beverages

Cupboards for Storage

Refrigerator

Dishwasher, Dishwashing Liquid and Dish Sponge

Liquid Hand Soap

Each team member is allocated adequate supply of coffee/tea/chocolate per day.

You are expected to clean up after using the pantry area so that it is in a pleasant state

throughout the workday for the other team members, and visitors, to readily use.

Pantry Rules:

Appropriate use of the microwave oven. Dont put anything metal in it. Be

mindful of the allowable temperature of the food that is being heated. Dont leave

the microwave oven while it is being used.

Appropriate use of the refrigerators. Be mindful that all the team members share

the use of this equipment. Ensure stored items are appropriately covered and

marked. All spoiled food items will be automatically removed without notice.

Please note that Office Cleaners are instructed to throw away food items that are

left for more than 48 hours.

Foods that can have an offensive smell are not allowed (i.e. shrimp paste, dried

fish, durian, vinegar, etc.).

No food or drinks should be left in and around the area - not even for a colleague

who will have a later tea/coffee/lunch break.

Throw away solid wastes in the litter bin.

Empty liquids from bowls, cans and bottles before these are thrown in the litter

bin.

Avoid dropping of food / liquid on the carpet / floor. If you accidentally did so, you

are expected to clean up, or ensure a follow up cleaning is arranged and no stain

is left on the carpet / floor.

Wash used crockery and cutlery and store them in the appropriate cupboard.

Work Station

You will be designated a permanent work place. You are expected to keep your place

of work organized and your materials in good order at all times.


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Before you leave work for the day, or if you are going to be away from your desk for an

extended period during the day, please:

Clear your desk of all work papers, accessories and personal items.

Store papers, accessories and personal items away from your desk top in a

secured area.

Employees are discouraged from eating at the work place. However, if eating or

drinking, while working cant be avoided, you are expected to clean up your desk

surface leaving neither food traces nor liquid marks. You are not to store any leftover

food in your work area, or pedestal, to avoid infestation of pests in our office facilities.

Office cleaners are instructed not to clean workstations not adhering to the clean desk

policy.

Meeting / Conference Area

The Meeting/Conference areas are made available for official gatherings, presentations

and meetings. Reservations are required in advance, and can be made through your

Outlook calendar.

Food, if pre-booked can be served in these areas, but you will have to clean up or

ensure cleaning is arranged accordingly.

Please note that the team member reserving the use of the Meeting/Conference Area

will be responsible for ensuring that the area is left as clean as they found it.

Washroom

The Washroom areas are made available for your use and are being maintained by the

Building Management. We expect for you to help us keep the areas as clean and dry

as you found them.

Signage

Only Sophos branded signage that meets our corporate standards can be used.. If you

wish to put up any notices, please coordinate with the Shared Service Centre Manager.

Reporting Deficiencies

You are expected to call Sophos IT or Zuellig Building Management for any equipment

requiring maintenance, or any recommendation for improvement of standards in our

facilities.

Please copy the Shared Service Director on any of your concerns, so follow ups, as

appropriate, may be made and work progress may be monitored.


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Health, Safety & Security

Workplace Safety Policy

Sophos views your safety and wellbeing at work as very important. Sophos will make

every effort to keep the office equipment in excellent condition and make sure that all

safety devices are working properly.

If, in spite of our efforts to ensure safe working conditions, you have an accident or

become ill on the job, it should be reported to your manager immediately. They will see

that prompt medical attention is provided and appropriate log is put in place to ensure

corrective action can be taken, as necessary.

Individual Responsibility

Sophos will, as far as possible, seek to ensure your health and safety at work and to

check the effectiveness of such measures applicable to team members, consultants,

clients, visitors and contractors.

Safety requires the constant observance of all. You have a duty in law to act

responsibly and to do everything possible to prevent injury to yourself, your colleagues

and visitors. If something goes wrong it may be too late to take remedial action unless

you are already familiar with the emergency procedures. You must therefore ensure

that:-

I. You know how to call for help. Emergency numbers for reference are displayed

in our common areas and in every workstation.

II. You know where the fire and emergency exits are, regardless of where in the

facility you are.

III. You are fully aware of the procedures to follow in the event of a fire, or other

emergency evacuation exercise.

Workplace Security Policy

Security is of the utmost importance and Sophos will use whatever reasonable

measures needed to safeguard people, premises, company and personal properties.

In order to maintain a secure work environment, Sophos prohibits team members and

visitors from bringing any firearm onto Company property. In addition, all visitors are

asked to check in with the receptionist or Security Guard on duty.

All lost keys, personal and company assets must be reported immediately to your

Manager, copying the Shared Service Centre Manager


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Emergency Evacuation Procedures

If you discover a fire in the facility you should raise the alarm immediately. Please

familiarize yourself with the location of the fire alarms and the firefighting equipment.

If the fire alarm sounds, unless otherwise instructed, it is important that you make your

way out of the building through the nearest Fire Exit and that you proceed to your

nearest assembly point as quickly and as orderly as possible.

You must not stop to collect any personal belongings. Once outside you should wait at

the Fire Assembly Point until given further instruction by your Manager or their

representative.

Smoking

Smoking is not allowed anywhere on Company premises.

Dignity at Work

Sophos values the dignity of its employees and we try to guarantee full respect for all

individuals, whether team members, consultants, trainees, or applicants for

employment. It demands a work environment free from sexual, racial, age, disability

discrimination or any form of victimization.

Sexual harassment involves unwelcome sexual advances, requests for sexual favors or

other physical or verbal conduct of a sexual nature. The company likewise commits to

maintain a work environment free from all forms of sexual intimidation and exploitation,

and it will not tolerate harassment of its team members by anyone. If you have any

harassment related complaints, you should take the matter up with your Manager, or

HR and it will be dealt with through the grievance procedure.

All complaints will be taken seriously and will be dealt with as quickly and as sensitively

as possible.


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Acknowledgement of Receipt of Team Member Handbook

I have received the current Team Member Handbook and have read and understand

the material covered.

I agree to and will comply with the policies, procedures and guidelines set forth in the

handbook.

I was given the opportunity to ask questions about the policies and company practices

in this handbook and I will be bringing to the attention of my Manager should I have

further queries in the future.

I understand that the company reserves the right to change, modify, or abolish any or all

of the policies, rules, and regulations contained or described in the handbook as it

deems appropriate at any time, with or without notice. I acknowledge that neither the

handbook nor its contents are an express or implied contract regarding my employment.

This handbook is the company property and must be returned upon separation.

_________________________________

Signature Over Printed Name and Date

team member handbook august 2014

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