DOCUMENT NO

HR-KLHUB-023
EDUCATION ASSISTANCE
POLICY TITLE: DATE CREATED
PROGRAMME REVISION
1 January
I
2021
FUNCTIONAL DATE ISSUED
HUMAN RESOURCES TOTAL PAGE
GROUP: 01 August
6
2021
POLICY
HUMAN RESOURCES FUNCTION
OWNER:
IDTKL – BAT GSD (KL) SDN BHD
ENTITY NAME:
GBSAPME – BAT ASPAC SVC CENTRE SDN BHD

1. OBJECTIVE

This policy describes the Company’s approach for eligible employees who plan to apply for
financial assistance from the Company to further their studies.

2. SCOPE

This policy is applicable to confirmed permanent employees of IDTKL & GBSAPME with a
minimum of one(1) year service.

3. RULES & GUIDELINES

Eligibility Criteria:

3.1. The employee must achieve a performance rating of at least “Meets Expectation” in the most
recent performance assessment of the employee.

3.2. The course to be undertaken must be a part-time professional certification or diploma or

bachelor’s or master’s degree (or equivalent) course that is relevant to his or her role and
targeted towards the Company’s business needs and approved by the Company.

3.3. The diploma/bachelor or master’s degree courses must be recognized by the Ministry of
Education or Jabatan Perkhidmatan Awam (JPA) or Malaysian Qualifications Agency (MQA)
and substantiated by relevant supporting documents from the professional body.

3.4. Courses offered by local or public higher learning institutions or universities are preferred
and given priority.

3.5. The length of the course and its completion should not exceed 5 years. A fresh application
should be submitted for approval from the Company should the length and completion of the
course exceed the said period.

3.6. Any employee sponsored by the Company via this Education Assistance Programme shall
be eligible to apply for Study and Examination Leave as stipulated in the Leave Benefits
Policy. The leave benefit is only applicable for the first sitting only and such sitting count

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 includes attempt(s) prior to joining the Company. The approval of such an application is at
the sole discretion of the Company.

3.7. The employee has not received any other financial assistance under the Company’s
education assistance programme in the last 5 years (an employee is only eligible to make
an application once every 5 years).

Coverage:

3.8. The financial assistance will be provided in respect of enrolment costs, tuition fees,
examination fees and books (“Eligible Claims”) up to the relevant amount as set out below
(“Relevant Applicants”), subject to the below:

Reimbursement
Eligibility Bond Period
Amount

All confirmed employees with a

minimum of one(1) year of service and
1 year effective from
Up to a maximum has achieved a performance rating of
the date of course
of RM 20,000 “Meets Expectation” in the most recent
completion.
performance assessment of the
employee.

All confirmed employees with a

minimum of one(1) year of service and 2 years effective
Up to a maximum
has achieved a minimum performance from the date of
of RM 40,000
rating of “Exceed Expectation” and course completion.
above at the time of application

3.9. This benefit is capped at RM300,000 per year per legal entity. The Company reserves the
right to reject any applications submitted in the event the allocated budget has exceeded.

3.10. Notwithstanding Clause 3.7 above, where the employee is in receipt of scholarships,
fellowships, grants and/or other forms of external financial assistance, the employee should
disclose the same to the Company and the financial assistance provided by the Company in
respect of tuition fees will be reduced/rejected accordingly.

Application Procedures:

3.11. Applications are open throughout the year. HRBP will administer the process relating to an
application, including validation, documentation, and bond period.

3.12. Employees must complete all relevant information as required in the Education Assistance
Programme Application Form which is available via KMS and submit the form to his/her Line
Manager and Head of Function for approval.

3.13. After the application has been conditionally approved by the line manager and Head of
Function, the application must be submitted to the HR Department. The HR department will

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 perform checks to ensure that the application is compliant with the terms of this policy which
includes validation of degrees, institutions, and universities.

3.14. Successful Applicants (applicants who meet all the required eligibility criteria set out in
Clause 3.1 – 3.6) must execute an agreement (“Education Assistance Bond”) with the
Company prior to receiving any payment under this policy.

3.15. Final approval will only be given once the HR department confirms that the application criteria
are met, and all relevant signatures are obtained for the Education Assistance Programme
Application Form and Education Assistance Bond Agreement. The final approval will be
issued via the Education Assistance Approval Letter through the HR Department.

3.16. Employees may make applications after commencement of the course. Notwithstanding
anything contained in this policy, any reimbursement provided by the Company in this
instance will only include expenses for Eligible Claims incurred from the date of approval of
the application by the Company. Any expenses incurred prior to the date of approval will be
borne solely by the Employee.

3.17. The application forms of Successful Applicants together with any supporting documents will
be kept by the Company.

Reimbursement Procedures:

3.18. Reimbursement of fee is 25% on commencement of the agreed course and 75% upon
successful completion of the agreed course with an overall grade of B (CGPA 3.0 or
equivalent) or better. Claims for the first 25% reimbursement must be supported with relevant
and digital copies of documents (Letter of Acceptance from the University or the course
provider and payment receipts if any). Claims for the next 75% reimbursement upon
successful completion of the agreed course must be supported with relevant and digital
copies of documents (all payment receipts, exam transcripts, certificates and etc.).

3.19. After approval of the application and the execution of the Education Assistance Bond in
accordance with Application Procedure clauses as set out in Clause 3.10 – 3.17 above,
the Successful Applicant must submit digital copies of the Letter of Acceptance from the
university or institution of higher learning as well as payment receipts (if any) in support of
the Eligible Claims (“Initial Supporting Documents”) in order to be entitled to the financial
assistance under this policy. The Initial Supporting Documents will be subject to review and
approval by the Company.

3.20. Upon approval by the Company of the Eligible Claims as shown in the Initial Supporting
Documents, the Company will make payment towards the Eligible Claims approved not
exceeding 25% of the Eligible Claims amount applicable to the Successful Applicant (“Initial
Instalment”).

3.21. The remainder of the Eligible Claims which amounts to, 75% of the Eligible Claims amount
applicable to the Successful Applicant (“Final Instalment”), will be payable upon receipt by
HR of digital copies of exam transcripts and graduation certificates indicating successful

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 completion of the approved course with a minimum overall grade of Grade B (CGPA 3.0 or
equivalent) by the Successful Applicant (“Final Certificates”).

3.22. Claims in respect of the Final Instalment and submission of Final Certificates must be made
within 6 months of the completion of the approved course with the required grade.

3.23. Upon completion of the approved course, Successful Applicants are bonded to the Company
as per table in Clause 3.7 depending on the Eligible Claims amount claimed. Further details
are contained in the Education Assistance Bond as executed between the Company and the
employee.

3.24. The Company may at its absolute discretion reduce the duration of the Bond Period in
proportion with the Eligible Claims amount paid to the employee.

3.25. In the event that any time before the due completion of the course:

a) The employee abandons or fails to continue to undertake the course for any reason
without the prior consent in writing of the Company;
b) The employee’s employment with the Company ceases for any reason whatsoever,
except in the event where the employee’s employment with the Company is terminated
by reason of retrenchment or medical board out,
c) Then in any such case and without prejudice to any other right or power of the Company,
the employee shall be liable to pay the Company on demand the portion of the Relevant
Reimbursement Amount already received from the Company in accordance with this
policy.

3.26. In the event that any time after the employee’s completion of the course but before the due
completion of the bond period:

a) The employee’s employment with the Company ceases for any reason whatsoever,
except in the event where the employee’s employment with the Company was
terminated by reason of retrenchment or medically boarded out;
b) The employee by his own act or omission or any other conduct renders himself unwilling
and unsuitable to continue to serve the Company in the post or position to which he shall
be appointed or assigned by the Company or at all, then in such case and without
prejudice to any other right or power of the Company, the employee shall be liable to pay
to the Company on demand a compensation sum based on the following calculation:

𝑃𝑒𝑟𝑖𝑜𝑑 𝑅𝑒𝑚𝑎𝑖𝑛𝑖𝑛𝑔 𝑈𝑛𝑠𝑒𝑟𝑣𝑒𝑑

𝑋 𝐸𝑙𝑖𝑔𝑖𝑏𝑙𝑒 𝐶𝑙𝑎𝑖𝑚𝑠 𝐴𝑚𝑜𝑢𝑛𝑡
𝑃𝑒𝑟𝑖𝑜𝑑 𝑅𝑒𝑞𝑢𝑖𝑟𝑒𝑑 𝑡𝑜 𝑏𝑒 𝑆𝑒𝑟𝑣𝑒𝑑 𝑏𝑦 𝑡ℎ𝑒 𝐸𝑚𝑝𝑙𝑜𝑦𝑒𝑒

3.27. Notwithstanding anything contained in this policy, financial assistance under the policy will
only be made to the employee while the employee remains in employment with the
Company. No payment will be made after the employee leaves the Company, regardless
the reason of departure.

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4. EXCEPTION

This policy/ benefit does not form part of or alter any terms and conditions of employment. The
Company may at its sole discretion amend, vary, change, or discontinue this policy/ benefit from
time to time without prior notification or consultation upon obtaining the approval of Head of HR,
IDTKL/GBSAPME.

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 REVISION SHEET

Specification
Training /
Issue Description of Revision Coordinator
Communication
& Date

O INITIAL RELEASE: Yes GBSAPME &

• Initial release for a hub-wide policy; IDTKL HRBP/
• Adopted GBSAPME & IDTKL existing March 2021
policy;

I REVISION: GBSAPME &

• Added Clause 3.13; Yes IDTKL HRBP/
• Reworded Clause 3.14; August 2021
• Updated claw back formula in Clause
3.25;
• Reworded “original copies” to “digital
copies” in Clause 3.17, 3.18, and
3.20;

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