Human Resources Policies Manual

Guidelines on WFH (Work from Home)

for CoVID-19

Effectivity Date: Reference : HR 341

I. OBJECTIVE:

To carry out implementation of Work from Home program preceding to CoVID -19 outbreaks.

II. IMPLEMENTING GUIDELINES:

OVERVIEW:

1. A formal arrangement is considered on a case-by-case basis by the Immediate Head

and following the approval of the SBU Head.
2. Formal agreement between the Immediate Head and employee should be clearly
documented.
3. Immediate head is responsible for ensuring that the requirements under these
guidelines have been satisfied prior to approving an application for WFH
arrangement.
4. All working conditions at the home based worksite need to be negotiated and
thoroughly documented.
5. Careful planning and consultation is needed to maximize the benefit of the company
and the employee.
6. WFH agreement will outline the duties to be performed while undertaking home
based work, the mechanism for monitoring output as well as the supervision
arrangement, prior to WFH agreement being put in place.

SUITABILITY

1. The immediate head consider the general nature and requirements of the employee’s
work duties and the employee member’s ability to work independently.
2. An employee who requires close supervision or close interaction with other employee
may not be suitable for the independent nature of a working from home arrangement.

REQUIREMENT FOR HOME BASED WORKSITE (ELIGIBILITY)

1. The home based work site is a safe area to work.

2. Systems of work undertaken in the home based work site are safe.
3. Employees working from home are provided with appropriate instructions to enable
them to perform their work safely.
4. All incidents are investigated and hazards adequately controlled.

Before entering into any telecommuting agreement, the employee and manager, with the
assistance of the human resource department, will evaluate the suitability of such an
arrangement, reviewing the following areas:

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2.1 Employee suitability. The employee and manager will assess the needs and
work habits of the employee, compared to traits customarily recognized as
appropriate for successful telecommuters.
2.2 Job responsibilities. The employee and manager will discuss the job
responsibilities and determine if the job is appropriate for a telecommuting
arrangement.

EMPLOYEE RESPONSIBILITY:

Employee’s approved to work from home must:

1. Adhere to all policies and procedures of the company

2. Maintain accurate and up to date records of hours worked at home with normal span
of hours
3. Take reasonable precautions necessary to secure company equipment.

IMMEDIATE HEAD RESPONSIBILITY:

1. Monitor the WFH Arrangement to ensure that agreed work outcomes are consistently
being delivered.
2. Review and sign off on records of hours worked (timesheets) are required.
3. Monitor and review the WHF arrangement on a regular basis as recorded in the WHF
agreement.
4. Schedule communication meetings including methods of disseminating information to
employees who are working from home.
5. Provide equipment and tools required to perform the tasks required (does not include
work station furniture)
6. Accurately document the ownership and usage arrangements of the equipment and
assets at home based site in the WHF agreement. See below.

WORKPLACE HEALTH AND SAFETY CONSIDERATIONS:

Employee Responsibilities:

1. Report any health and safety risks in the home based worksite and notify Immediate
Head of any work related accident, injury, illness or disease arising from home based
work
2. Maintain a clear description of when they are working and when they are not working
and maintain accurate records.

Immediate Head Responsibilities:

1. Ensure employees are properly aware of the relevant company policies and
procedures
2. Investigate any incidents in accordance with company procedures.

SECURITY:

Consistent with the organization’s expectations of information security for employees

working at the office, telecommuting employees will be expected to ensure the protection
of proprietary company and customer information accessible from their home office.
Steps include the use of locked file cabinets and desks, regular password maintenance,
and any other measures appropriate for the job and the environment.

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COMMUNICATION:

1. Employee agrees to be contactable and available for communication with the

company during the periods in which home-based work is carried out.
2. The methods of communication should be detailed in the WFH agreement.

EQUIPMENT:

1. The company and the employee will compile a list of equipment used by the
employee in the course of carrying out work at the home based work site. This is the
list specify who owns the equipment.

SERVICES:

1. Not all services are available or supportable when used from the employee’s home
based worksite.
2. The employee accepts this situation and agrees not to impose any overheads on the
company for additional services.

COSTS:
1. A working from home arrangement must be cost neutral to the company.

DATA PROTECTION:

Fastcargo Logistics Corporation and the employee shall agree on minimum standards
that will protect personal information and shall utilized available technologies that will
promote security and privacy.

The employee shall commit to the company’s data privacy policy and ensure that
confidential and proprietary information are protected at all times and utilized only in
accordance with the requirements of the company.

Work from home Agreement Form

Employee’s Information:
Name of
Employee/Signature:
Position:
Home office address:
Home office phone:
Email address:
Contract Arrangement:
If there a Fast site near your home? Yes or No. If yes, pls. specify:_______________________________

Working from Home Arrangement

No. of days at home
based worksite:
No. of days at office
based site:
Start of Date of
arrangement:

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End date of arrangement

Hours per week at home
based worksite:
Daily Time start/end:
Specific reason for home
based work:
Schedule of Meetings
Outline of agreed 1.
deliverables/outcomes to 2.
be achieved when 3.
working from home: 4.
Date of Review:
Checklist from home
self-assessment:
Reviewed By: (Supervisor)
Recommended By:
(Manager)
Approved by: (SBU Head)

Working From Home Arrangement Self-Assessment Checklist:

Prior to approval from any working from home (WFH) arrangement, an employee must complete and sign
the following Self-Assessment Checklist in relation to his/her proposed home based work site and submit
with the WFH application for approval.

Note: further assistance and guidance can be obtained from HR.

Equipment Company Owned? Employee Owned?

Computer
Laptop
Wireless Internet Access/Modem
Printer
Mobile Phone
========================= ========================= ====================
Work Station Environment Yes? No?
Is the floor free of tripping
hazards (cables/etc.
Is the lighting adequate for the
task being performed
Are noise levels acceptable
Is the room temperature
comfortable-heating and cooling
as required
Are there adequate power outlets
to run the computer and other
equipments
Employee’s name/Signature
Date/Name/Signature of
Immediate head

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Human Resources Policies Manual

Fast Logistics Group of Companies