Personal Matters
Staff Members should approach their respective immediate supervisor concerning personal matters and request for time off.
Annual Holidays
All holidays must be taken within the twelve calendar months of each holiday year. Entitlements not used may only be carried forwarded to the following year with the approval of the Managing Director. Payment in lieu of carried forwarded holidays is not allowed within reason holidays can be taken at any time and it is the responsibility of the head of department to ensure that sufficient staff is in attendance during holiday periods. Company operational requirements dictate that staff be available at certain times of the year e.g. end of the finance year. Such staff must arrange their holidays accordingly.
Under normal circumstances employees/staff members will only be able to take a maximum of two weeks holiday at any one time. It is recognized, however that there are circumstances where an extended period may be justified, but this will require approval by the Managing Director. The respective immediate supervisor must approve any application for holiday leave before final arrangements have been made by the member of staff.
Every effort will be made to meet the needs of new employees/staff members, in respect of commitments to holidays already made. New employee should advice the company of any pre-arranged holiday.
Where the booking exceeds accrued annual holiday entitlement, consideration will be given to granting unpaid leave.
On transfer to another company within the group. Any outstanding accrued holiday should be taken or settled prior to the transfer.
Holidays on Termination
Where pay in lieu of taking outstanding holiday entitlement during the notice period applies, it will be calculated by taking the annual entitlement in proportion to the number of months worked in the holiday year, less holiday already taken and will be subject to normal deductions.
A deduction for holidays taken over normal entitlement will be taken from final salary.
Overpayments/Underpayments
Although rare, mistakes do sometimes happen in the calculation of and payments of wages and salaries. Staff members should always check wages and in the event of any discrepancy, raise the matter with his/her immediate supervisor, in the first instance, who will then be responsible for processing the query. If there are underpayments, the company will immediately make good, together with any cost the staff member may have incurred. (i.e. bank charges as a result of any overdrawing on the account)
In the event of the company making an overpayment, the staff member should inform his/her immediate supervisor and make arrangements regarding repayment. If the overpayment is not noticed for some time, the company reserves the right to reclaim the overpayment, possibly on a deferred basis and by agreement with the employee, in order to avoid causing any hardship.
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