HR Relations Procedure

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Human Resource Relations Procedure

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Table of Contents
1. lntroduction
2. Salary and Allowance......... 13
HR Relatlons Procedure
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Coopbank
5. Loan Facilities 30
6. Other Benefits..., 33
7. Working Clothes and Tools... ................ 34
7.'1. WorkingClothes ......................34
7.2. Working Tools ......3s
...................,,....... 37
39
HR Relations Procedure
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HR Re/atlons Procedure
Coopbank
14. HR Data Management (HRIS)...
1 4.6. Custody of Staff Fi|es,.........,...... 75
HR Re/ations Procedure r
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15. Exit Procedure ,......,,...

,,,,,,,.,,,.'.,,,,77
1 5.2.Termination by 1aw............................1..,.
,,.....,'......77
15.3.Termination by Agreement .........................77
15.4.Termination by the Bank

.......7j
15.S.Termination without Notice
........................-/B
15.6.Termination With Notice

........7s
Notice
15.7.Termination by the Worker with
........................80
1S.8.Termination by the Worker Without Notice.........

........80
15.9.Procedure fol giving notice .....,...............,..81
15.10. Payment of Contract Termination ..........................82
16. Effective Date ,,..,...,,,...... 82
HR Re/ations Procedure
Coopbank
Whereas, HR represents one of the bank's most valuable assets as competent,

motivated and disciplined employees play a strategic role in the achievement of
the bank's goals and objectives;
Whereas, the bank exert efforts to create and maintain positive, constructive
employee relations that empower employees loyal and more engaged in their
work;
Whereas, it is important to align the bank's human resource management system

with the current bank's business needs. and
Now therefore, Coopbank adopts new HR Relations Procedure that facilitate to

create and enforce cglture that are fair and consistent for everyone in the
workplace.
ln order to ease understanding of this procedure operational definition is given for

the following technical terms:
1.2.1. "Allowance" shall mean different payments that cover staff expenses
presumed to incur recurrently;
1.2.2. "Gompensation" shall mean direct salary and different allowance
payments and indirect payments in the form of staff benefit, incentives
to initiate staff to strive for higher level of productivity;
1.2.3. "Discipline" shall mean a form of education that enforces the bank's
code of conduct/rules;
1.2.4. "Employee Relations" represents programs focus on issues affecting
employees, such as pay and benefits, working hours, and others;
1.2.5. "Employment center" shall mean a duty station where the staff is
originally employed;
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1.2.6. "Grievance" shall mean a complaint that has been put in writing and
made formal about a case of complaint that could not be resolved
through discussions between the staff and his/her immediate
manager/team leader and that needs re-addressing at subsequent
higher managerial level;
1.2.7. "Human Resource lnformation system,, is an integrated system
designed to provide information.used in HR decision making;
1.2'8. "Human Resources lnformation" shall be defined as staff record and
information management both electronically and manually;
1.2.9. "Leave" shall mean time off work or duty granted to staff with officiaj
permission;
1.2.10. "Management" includes category of the job positions of the bank
including and above Customer Service Managers who administers other
employees;
1.2.11' "Managerial Post" shall mean a post who is vested with powers to lay
down and Execute management policies depending on the type of
activities of the undertaking with or without the powers an individual
vested with the power to hire, transfer, suspend, layoff, assign or take
disciplinary measures against employees and include professionals who
recommend measures to be taken by the bank regarding managerial
issues by using his/her independent judgment in the interest of the
bank;
1.2.12. "overtime Pay" shall mean a payment for a work done in excess of
regular working hours;
1.2.13. "Per-diem" shall mean a payment for coverage of expenses that staff
may incur as a result of going away for business of the bank from
his/her duty station;
1.2.14. "Regular working Hours" shall mean the time during which a worker
performs work of the bank in accordance with this procedure;
1.2.15. "Salary" shill mean regular payment to which staff is entiled for
performance he/she performed under contract of employment;
1.2'16. "Staff Benefits" shall include provident fund, medication and insurance
coverage, bank vehicle and other
Coopbank
1.2.17. "Work UniUBusiness Unit" shall mean an organ that an employee has
been assigned or a management staff has been appointed (it can be
Process/D strict Offi ce/Bra
i n ch/Sub-Bra.nch) ; a nd
1.2.18. "Working Hours" shall mean the time during which a staff performs
work of the bank in accordance with this procedure.
The major objectives of the HRs Relations Procedure are to:
1.3.1. Serve as a guide for the effective implementation of the bank's hurnan
resources management strategy and policy;
1.3.2. Serve as a handbook for HRM performers to empower professionals
which guarantee the attainment of CBO's strategic objectives and
vision;
1.3.3. Avoid unnecessary delays in HRM activities, through empowerment and
delegatim, which might have been wasted by waiting instructions and
minor decisions from supervisors;
1.3.4 Serve as a guideline to all those involved in the day-to-day task of
managing the human resources of the bank;
1.3.5. Define the rights and obligations of the bank and the staff, and help
create a healthy industrial relations;
1.3.6 Enhance fair employment practice and treat employees on equal
footings;
1.3.7. Enables top management to control subordinates on irregular
performances and take decisions; and
1.3.8. lnitiates the employees of the bank to effectively and efficiently perform
their duties and help employees to know their responsibilities,
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1.4. ffi*X*m m*# ; rlr lii. ust
L4.1. The President

1.4.1.1. Ensures the implementation'of the HRM policy;
1.4.1.2. Oversees that procedures are drawn, approved and
implemented in line with the policy; and
1.4.1.3. The President shall also decide on exceptions.
1.4.2. The Executive Management

1.4.2.1. Review, deliberate and approves the procedure and working
manuals for implementation ;
1.4.2.2. Review, deliberates and approve/recommends allowances,

compensations, employees benefits and others;
1.4.2.3. Review, deliberate, recommends/approves Salary Scale as
required; and
1.4.2.4. Deliberates over other employees perks and other issues of
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employees relations.
1.4.3. Vice President, HR and Facilities Management

1.4.3.1. Shall review and oversees all Human Resources
Management activities;
1.4.3.2. Presents the procedure updates and modifications for review
deliberation and approving bodies;
1.4.3.3. Develops working guideline for smooth operation of HRM
activities in line with the bank's HRM Strategy, policy and
Procedure;
1.4.3.4. Guides studies related to HR strategy, organization designs
and development, remunerations, compensations and
benefits, and other staff benefits.
1.4.4. Director, HRM

1.4.4.1. Manages salary and payroll related benefits by installing
systematic handling;
1.4.4.2. Communicates procedural changes to working units;
1.4.4.3. lmplements this procedure board;
HR Re/aflons Procedure 10
Coopbank
1 .4.4.4 . Takes part in the design of compensation and reward

management system; and
1.4.4.5. Advises business units on employee relations issues.
1.4.5. Director, District

1.4.5.1. Undertakes the overall HRM activities under their domain with
the given limit;
1.4.5.2. Communicates this piocedure to branches and staff's working
at the district;
1.4.5.3. Advice branches on the matter of HR Relation issues;
1.4.5.4. Manages ad-hock teams to deliberate on cases with the given
limit;
1.4.5.5. Administers, follow-up and controls respective branches staff
salary, payroll and allowances; and
1.4.5.6. ldentifies areas to be included in Desert Allowance.
1.4.6. Manager, HR Relations Team

1.4.6.1. Administers the staff salary, payroll and allowances at head
office;
1.4.6.2. Follows up the proper implementation of this procedure
across the bank's work organ;
1.4.6.3. Regularly updates staff list sends to selected medical center
as required;
1.4.6.4. Manages and controls overtime expenses as per the
procedure of the bank;
1.4 6.5. Controls and monitors the proper utilization of overtime pay
throughout the bank;
1 4.6.6. Notifies the value of fuel monthly from the center to all
branches for the payment of fuel allowance through the banks
internal communication media;
1 .4.6.7 . Provides staff information for loan facilitation for concerned
body in lieu with the credit procedure of the bank; and
'1.4.6.8 Deducts loan repayment from salary of head office staff by
collecting periodic information of loan status of the staff.
HR Re/atlons Procedure 11
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1.4.7. Manager, Branch

1-4.7.1. Handres and notifies the required data and information;
1.4.7.2. complies with alr other medicar requirements and processes;
1.4.7.3. Notifies District/HRM if accident has occurred on the staff;
1.4.7.4. Manages and contrors of overtime expenses as per the
procedure of the bank;
1.4-7.5. Ensures the required per-diem is appropriate and the per-
diem is approved according to the rate and for the business
of
the bank; and
1.4.7.6. Disburse loan facilities as per the banks credit policy and '
procedure and follow monthly deduction.
1.4.8. Finance Process and Branches

1.4.8.1. Ensures that suspense accounts are cleared and setfled
before granting per_diem advance; and
1.4.8.2. Posts net salary and benefit of the staff to the staff personal
account and report related expense to the concerned organs.
1.4.9. Staff of the Bank

1'4.9.1. shalr be responsibre to obey and act according to the
provisions of this procedure.
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1.5.1 . This procedure shail govern compensation, benefits, emproyee

data
management (HRrs), pension, provident fund, reave management
and
code of conduct,
1.5.2. All HRM activities shail be undertaken through a system of
checks and
balances;
1,5.3. All matters pertaining to HR Relation activities wlthin or between
branches/teams/processes/districts shail be as per the procedure
and if
exceptions happened, it shall be reported to HRM, for direction;
and
1.5.4. HR Relation team and branches are responsibre for managing
attendance, leave, payroll and payroll related benefits paid
to staff under
their domains and report it to HRM if needed.
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The purpose of having salary scale and beneflt scheme is to have an equitable,
fair and competent pay scheme and practice that motivates employees for higher
performance.
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2.2.1. The salary scale of the bank depends on job analysis and job evaluation
of all positions;
2.2.2. The salary scale shall depict base salary, increments and ceiling for
each job grade of the bank;
2.2.3. Unless stated otheruuise, salary to be given to staff of the bank shall
adhere to the salary scale;
2.2.4. Staff who has reached ceiling of the salary scale shall not be entitled to
salary incroments;
2.2.5. Notwithstanding lo no 2.2.4. above, the President may exceptionally
decide salary increments to staff who reached the ceiling under certain
justifications;
2.2.6. The President shall establish organization structure, salary scale, and
benefits scheme study ad-hock team for development/revision;
2.2.7. The ad-hock team shall be supervised by VP-HR and Facilities
Management and representative from other processes of the bank;
2.2.8. The ad-hock team shall gather survey data for benchmark jobs & data
will be updated and analyzed, and a market value will be developed and
salary adjustment recommendation is presented to the Executive
Management;
2.2.9. Once approved following the established approval system of the bank,
HRM shall communicate the changes to all stakeholders; and
2.2.10. HRM shall then regularly analyze the market situation, propose for
salary scale, and benefit scheme study as appropriate.
HR Re/ations Procedure 13
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2.3. Fmyr*lE &drn imistnati*m
2.3.1. The bank shall pay salary and payroll related benefits for
worked month
only;
2.3.2. The salary, cash indemnity and provident fundlif anyr ofstaff
shail be
credited to staff accounts opened in his/her name from 20rh
to 23'd date
of each month based on the entiilement of the staff;
2.3.3. No payment of sarary, cash indemnity and provident fund (if
any) shail
be made outside the stated dates;
2.3.4. However, the bank shall pay half month net advance
salary paid on the
preceding month for holidays New year, christmas,
Easter, Eid-al_Fitr,
and Eid-al-Adeha to be setfled within the same month;
2.3.5. Payment modality of the advance salary shall be as follows:-
2.3'5.1. Advance sarary shail be paid, if the horiday is From 1st -
'
15th date in the month;
2.3.5.2. Full sarary of the staff shail be paid, if the horiday is from
r
15th - 20th date of the month;
2.3.5.3. There was no advance salary payment if the holiday is
from
20th -31st date of the month
2,3.6. Upon salary payment date approaching,
2.3-6.1. HR Rerations Team sharr review rerevant documents for
head office staff such as overtime forms, employment letter,
appointment and transfer letters, resignation, court order,
cost sharing, roan deductions, benzene price of the month,
attendance and other commitments etc., received from
various organs that can affect the payroll; and
2.3.6.2. whereas, for branch staff, branch accountant or concerned
staff at branch shall review the above relevant documents
that can affect the payroll.
2.3.7. Business Partner and support ream shall prepare salary
for district
office after reviewing all relevant documents;
2.3.8. District Director shail approve sarary for district office
after reviewing ail
relevant documents;
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Coopbank
2.3.9. HR Relation team for head office staff and branch

accountant/concerned staff at branch shall prepare and generate the
appropriate transaction every month (net salary payment, and salary
expense per each process, income tax payable, pension/provident fund
payable, loan deduction and other staff commitment);
2.3.10. HR Relation team/HR expert for head office staff and
checker/concerned staff at branch (lnternal Controller) shall check the
accuracy of the prepared payroll and its transaction;
2.3.11. The Manager, HR Relations team shall approve payroll and authorize
2312 T:H::Tffi:,'l;:T;r,o". payror and authorize the payment

at branches;
2.3.13. The bank shall not deduct from salary and benefit of a staff unless
agreed by the staff, allowed by law or ordered by court;
2.3.14. Finance process for head office staff and branch accountanUconcerned
staff at brtlrch (maker) shall respond to claims if employees change
their places of assignment in the middle of a month;
2.3.15. The HR Relation team for head office employees and
checker/concerned staff at branch (lnternal Controller) shall check the
data and accuracy of calculation before the processor updates the
database;
2.3.16. The Manager, HR Relations & Branch Managers shall approve and
responds to the claims;
2.3.17. Finance Process for head office staff and branch accountant/concerned
staff at branch (maker) shall prorate salary, provident fund, overtime
expenses and other benefits to the concerned cost centers after
payment is made; and
2.3.18. All allowances are subjected to necessary tax as per the rule &
regulation of government tax authority that shall be collected from the
employee.
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2.4.1. The purpose of representation allowance is to cover petty expense

incurred by managerial staff of the bank while they are dealing with
internal and external customer for the bank;
2.4.2. All staff of the bank who are appointed/promoted to specific managerial
post or acting on behalf shall be entiiled to representation allowance;
2.4.3. The amount of representation allowance varies with the level of
responsibility the incumbent holds and communicated to respective
business units as a change happens;
2.4.4. A staff who is absent for any reason for more than 15 consecutive
working days is not fully entifled to representation allowance, but the
incumbent is paid the proportionate amount for the days she/he is on
duty.
2.5.1. The purpdse of transportation allowance is to cover the travelling cost of

employees in their working area for the bank's business and travelling
cost of employees from their home to their duty station and vice versa;
2.5.2. The amounts of transport allowance vary with the level of responsibility
the incumbent holds and shall be communicated each time a change
exists;
2.5.3. The bank shall pay transport allowance allowed in terms of benzene by
converting the amount of liter benzene in to birr at prevailing market
price determined by competent government authority/ministry of
trade;
2.5.4. HRM shall communicate the prevailing market price of benzene each
month via internal communication portals of the bank;
2.5.5. The amount of transportation allowance shall be deposited with other
benefits and salary monthly;
2.5.6. Absence of staff for any reason for more than 5 consecutive working
days shall not entitle her/him to full payment of transportation allowance,
but the incumbent is paid the proportionate amount for the days she/he
is on duty;
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2.6.1. The purpose of housing allowance is to relieve or subsidies the rising

rental cost which is taking the significant portion of living expenses of
employees,
2 6.2 The bank shall provide unfurnished house or coverage for the expense
of house rent to its staff; and
2.6.3. Housing allowance shall be paid based on the responsibility level of the
staff.
2.7.1. The purpose of Cash lndemnity allowance is to compensate the risk

involved in cash transaction for employees participated in handling cash
transactions;
2.7.2. Staff involved on cash operation shall be entitled to cash indemnity
allowance from the date they begin cash operation;
2 7.3, The cash ifrdemnity allowance shall set aside for the employee in the
account opened in his/her name;
2.7.4. The amount of cash indemnity allowance to be paid and deposited in
cash indemnity allowance account of each position;
2.7.5. The respective staff immediate supervisor shall be responsible to block
an account opened for cash indemnity purpose;
2.7.6. When the cash indemnity allowance deposited reaches the minimum
amount to be deposited (birr 8,000.00) half of the monthly allowance
shall be paid to the staff along with his/her salary;
2.7.7. When the employee is transferred from the position involving cash
operation or his/her contract of employment terminated, the bank shall
pay cash indemnity balance to the worker after 12 months by deducting
any cash shortage happened and taxes deducted with the authorization
of HRM;
2.7.8. The cost center where the employee has worked shall be responsible to
deduct cash shortage from the employee cash indemnity allowance and
to deduct relevant taxes before effecting payment;
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2'7 '9' The absence of staff from work for any reason for half and above
day
shall result in proportional deduction from his/her cash indemnity
allowance; and
2'7 '10. When the employee is transferred from one wotk unit holding the same
position to another work unit, the amount deposited
at the previous work
unit shall be transferred to the work unit where the employee
has been
transferred by deducting any cash shortage happened at,the previous
work unit with notifications to HRM/District Office/HR Relations Team.
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2.8,1 . The bank shall pay acting allowance for staff who shall assume
the
duties and responsibilities of higher-level managerial post on acting
basis;
2'8.2. All staff who are assigned to act on higher managerial posts for period
a
of at least one month shall be entiiled to acting allowance;
2.8.3. A positiog where acting is permissible should be managerial post;
2'8'4. A period in which staff is acting on a certain higher position may not
be
more than six months;
2.8.5. However, the period of acting on behalf may be extended beyond
six
months if the bank cannot assign permanenfly for some reasons;
2.8.6. The acting allowance to be paid to staff shall be 4Oo/o of the difference
between base salary of a position that a staff holds and base salary
of
the position where he/she assumes on acting basis for a period of the
first three months;
2'8.7. lf the acting period is extended for additional three months and
beyond,
the acting allowance shall be raised to 60%;
2'8.8. The staff who is acting on higher post shall be entifled to all
other
benefits attached to the new post, but the staff shall forfeit benefits
attached to her/his prior regular post;
2'8'9. For the first three months period, the next hierarchy of the position
shall
approve acting by written instruction whereas the second three months
of acting period shall be approved only by the Vice president, which
the
work unit belongs to, or the president with written instruction;
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2.8.10. The bank shall not pay allowance for employee who shall assume the
duties and responsibilities of the higher-level post (excluding managerial
post) above their current post on temporary basis; and
2.8.11. The immediate supervisor with written instruction shall give temporary
assignment with copy to HRM/concerned immediate line supervisor.
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2.9.1. The purpose of paying disturbance allowance is to compensate the

expense incurred during movement of staff from one work area to
another by promotion or transfer with the bank's own initiation;
2.9.2. All bank's staff who are transferred between work units (with the
exception of transfer within the same city), from city work units (Head
Office/District Office/Branch/Sub-Branch) to outlying work units (District
Office/ Branch/ Sub-Branch) and vice versa by promotion or transfer by
the bank's own initiation shall be entitled to disturbance allowance;
2.9.3. The distanpe to be considered for payment of disturbance and moving
allowance shall be 35 KM radius for Head Office and Finfinne City
Branches and 20 KM radius for Outlying Branches;
2.9.4. The bank shall pay;
2.9.4.1. One-time birr 2,000.00 disturbance allowance for staff
transferred or promoted between outlying work units (District
Office/Branch/Sub-Branch) (with the exception of transfer
within the same city) and from city work units (Head
Offi ce/District Office/Bran ch/Su b- Branch) to outlyi ng work
un its ( Distri ct Offi ce/Bra nch/Su b-Bran ch) and
2.9.4.2. One time Birr 1,000.00 for the staff transferred/promoted to
Finfinne city.
2.9.5. Staff who gets transfer on his/her own accord shall not be entitled to
disturbance allowance;
2.9.6 The cost center for disturbance allowance shall be the releasing work
unit;
2.9.7. Staff shall claim disturbance allowance within three months starting from
the releasing date. After three months, the benefit shall be barred.
Hft Re/alrorrs Procedure 19

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2.10.1. The purpose of paying moving allowance is to compensate
transportation of staff, family (dependents of the staff) and property)
expense incurred during movement of staff from one work area to
another work area by promotion or transfer by the bank's own initiation;
2.10.2. All bank's staff who are transferred between work units (with the
exception of transfer within the same city), from city work units (Head
offi ce/District offi ce/Bra n chisu b-Bran ch) to oufl yi n g work un its (District
office/Branch/ Sub-Branch) and vice versa by promotion or transfeq by
the bank's own initiation shall be entiiled to moving allowance;
2.10.3. The distance to be considered for payment of moving allowance shall
be above 35 KMs radius for Head office and Finfinne city Branches
and 20 KM radius for Outlying Branches;
2'10.4. All staff who are transferred between outlying branches (excluding
transfer within the same city), from city to outlying branches and vice
versa by promotion or transfer by the bank's own initiation shall be
entitled to moving allowance;
2.10.5. The bank shall provide transportation service for this purpose or it shall
pay moving allowance to be setiled against receipt;
210.6. A Branch Manager of the releasing branch and procurement and
Facility Management shall bargain the transportation expenses with
transporting agents for the branch and head office staff, respectively;
2.10.7. The cost center for moving allowance shall be the releasing work unit;
2.10.8. The releasing work unit shall be responsible to approve moving
allowance as per the approval limit and request the next hierarchy for
approval if the expense is above the approval limit of the unit;
210.9. ln case transporting agent unable to present a receipt, the releasing
branch manager shall sign a one-time contract with the transporting
agent and attach supporting documents (agent lD and license of the
driver) with the contract to settle the expense of moving allowance;
2'10.10. Moving allowance shall be requested within three months starting from
the releasing date. After three months the benefit shall be barred;
Coopbank
2.10.11. The approval limit for Moving allowance shall be;

H$ Appraval limit Approval Authority
1 < 5,000 Releasing Branch Manager/General Service
Team
2 5,000 up to 10,000 Releasing District Director/Director Procurement
and Facilities Manaqement
3 > 10,000 Vice President HR and Facilities Management
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2.11.1. The purpose of desert allowance is to compensate employees working
in environmentally harsh areas paying a certain percentage of their
. basic salary;
2.11.2. All staff of the bank who are assigned to branches located in the areas
identified as a desert by competent government authorities shall be
entitled to desert allowance;
2.11.3. For areas where desert allowance identified and being paid by the
respective government office, the bank shall maintain and adopt
payment based on the dictates of circular thereof;
2.11.4. Relief and other staff staying at the aforementioned areas that have
desert allowance entitlement with earning per-diem shall not be entitled
to desert allowance;
2.11.5. The Branches shall be categorize in to four categories on the extent of
conditions of its environment;
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Extremely harsh climate condition,
1 A poor infrastructure and extreme 40o/o
remoteness
Relatively harsh climate condition,
2
B poor infrastructure and extreme 30%
remote area.
Relatively under moderate arid
3 c climate condition and relatively 25%
remote and/or poor infrastructure
Branches found relatively under
better arid climate condition and
4 D 20%
relatively remote and/or poor
infrastructure.
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2.11.6. The rate of desert allowance for existing branches shall be calculated as
follows:
s.N Categorieb Branches ::::::::::r.r I '

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1 A Gambella, Togochale, Humera 40o/o
Metema, Moyale, Yabelo, Borena
2 B Negelle
Karayu, Awash 7 Kilo, Gode, 30Yo
Harakalo, Burqa Walabu, Teltele
3
Asosa, Bole N/Hera, Odo Shakiso,
C 25%
Haro Qumal, Qeto Mechara, Anfilo
D/Dawa, Jigjiga, Abomsa, Anger
4
Gute, Arba Minch, Gololcha, Harena
D 20o/o
Buluq, Dello Mena, Uraga, Wadera,
Chinakson
2.11.7. Desert allowance for branches to be opened in the future outside the
identified areas shall be proposed by respective districts and presented
to HRM,
2.11.8. HRM sha[ compile the data and presented to EMC for approval; and
2.11.9. The executive management shall decide desert allowance percentage
for semi-desert areas, that the government has not identified as a desert
based on the proposal presented by HRM.
.l '11 .;)
2.12.1. The purpose of per-diem and accommodation allowance is to cover

meals and accommodation expenses related to travel for the bank's
business for a distance longer than 30 KMs from their work center;
2.12.2. All staff of the bank who travel for the bank's duty out of the radius of 30
KMs from his/her work station shall be entiiled to per-diem and
accommodation allowance ;
2.12.3. For staff travelling for the bank's duty out of the radius of 30 kms from
his/her work station the bank may provide transportation facilities;
2.12.4. Nonetheless, if a staff has travelled by public transportation for the
bank's business s/he shall be refunded the transportation expense
incurred up on presentation of official receipt;
22
Coopbank
2.12.5. Regardless of the time at which staff returned to duty station, the day
staff returned from field travel shall be entitled only for half-day per-diem
allowance;
2.12.6. All per-diem and accommodation expenses shall be approved by the
immediate supervisor;
2.12.7. The respective Director/District Manager shall decide a business trip
made by air transport;
2.12.8. To refund expense incur during the bank's business trip staff shall
present double trip official receipt with per-diem request form;
2.12.9. Accommodation shall be paid only upon presentation of official recelpt;
2.12.10. The rate of per-diem and accommodation allowance shall be calculated
based on the amount decided for each positions or grades;
2.12.11. One time approving authority for per-diem requests are as follows.
Approving
No Authoritv Fosts No, of trave
VP- HR & Facilities
1 President For all
Manaqement
VPs/COs For all
Directors/H O&Distri cts/ Above 15 davs
President
2 Team Leaders/Branch
Above 30 days
Managers
Below or equal to 15
Di rectors/H O &Districts/
davs
Vice Below or equal to 30
Presidents/Chief Team/Branch Managers days and above 15
3
Officers davs
Subordinates' Staff Above 30 days
Team/Branch Managers
days
4 Directors
Subordinates' Staff days and above 20
davs
Branch Managers
days
5 District Directors Below or equalto 30
Subordinates' Staff days and above 20
davs
6 Branch Managers Subordinates' Staff
davs
HR Relatlons Procedure 23
,ffiffi,m Coopbank
2.12.12. For foreign travel per-diem, allowances shall be as per per-diem

allowance of diplomats of Ethiopia in respective countries to which
the
travel shall be made;
2.12.13. The President shall approve per-diem and accommodation
expenses
related to foreign business travel; and
2.12.14. For foreign travelers the bank shall provide two extra days;
one day
before the program for adjusting to the time zone one day after the
program for packing and travel arrangements.
ff -sfr" fl$**f im, *my# mfl$*x/xftrlm{},
2.13.1. The purpose of mobile card ailowance is to compensate mobile card

expense incurred by the staff for the banks business communication for
managerial, key professional and other staff;
2.13.2. Provision of the allowance for all entiiled staff shail be made through
top
up from HR Relations team;
2.13.3. The line hpsiness units shall identify key professionals and other staff
entitled for mobile card allowance and approved by Vice president, HR
and Facilities Management;
2.13.4. staff who is absent from his duty for any reason for more than 30
consecutive working days is not fully entifled to mobile card allowance,
but the staff shall be paid the proportionate amount for the days she/he
is on duty;
2.13.5. The mobile card entiflement shail be given based on the level of
responsibility;
24
#*ffiftffi
%$q#q.# Pd Coopbank
: latr
3. Mcdicaticn ffisnefits
,' :.
3.1.1. The purposes of medication benefit is to safeguard health and safety to

increase employee productivity and citizenship;
1. , , ;
3.2.1. The bank shall cover medication expenses of its staff to safeguard their
health and safety;
3.2.2. All permanent staff of the bank shall be entitled to medication benefit;
3.2.3. The bank shall provide 100% of comprehensive medical coverage for its
permanent staff;
3.2.4. The bank shall enter into medication agreement with reputable medical
centers (Hospitals, Clinics, Drug Stores, etc) for provision of medical
service on credit basis;
3.2.5. HRM shalhdraw specification for medical service agreement with
medical centers;
3.2.6. The medical service agreement shall be made through Request for
Proposal presented by the medical center and evaluation of same;
3.2.7. Outlying Districts shall select and enter in to medical agreement with
reputable medical centers at different cities or zonal cities for provision
of medical service on credit basis in consultation with HRM;
3.2.8. lf an outlying branch staff has referred for further medication to medical
centers in Finfinnee, the HRM shall authorize staff to get service from
the selected medical center of the bank after checking referral
certificate;
3.2.9. Outlying District Offices shall be responsible to communicate the
medical centers under their domain;
3.2.10. HRM shall be responsible to assess the quality of the service of the
medical centers as per the service agreements;
3.2.11. HRM shall be responsible to communicate the medical centers to city
branches and head office staff;
sskp Coopbank
3'2'12. HRM and outlying Districts shall be responsible to communicate

the
selected medical centers the list of staff including their lD numbers
and
update the record every month if there is a change;
3.2.13. For head office and city branches, staff are required to present
themselves to HRM to get medical referral treatment form to get
treatment at the selected hospitals;
3'2.14. For outlying District staffs the,medical referral form shall be given
by
outlying Districts/Branch Managers ;
3.2.15. All staff who are in probationary period and those employed on
contractual basis shall not be entiiled to medication benefit;
3.2'.16. The following medical expenses shall not be covered by the bank;
3.2.16.1. Sexually transmitted diseases (STD);
3.2.16.2. lntentional self-injury resulting from dissipation or
. drunkenness;
3.2.16.3. Hearing aids, cosmetic surgery, obtaining of denture (false
'' teeth, bridged, crowns or tooth implants, cleaning and filling)
3.2.16.4. lntentionalabortion; and
3.2.16.5. Making uterus fertile.
3'2'17 - The bank shall select medical centers on credit basis for ENT (ear,
nose
and throat) eye, dental, skin and related caring;
3.2.18. The bank shail cover both pregnancy checkup and derivery medicar
coverage for its permanent staff;
3.2.19. The bank shall cover out of pocket medication expenses in cases
justified emergency and sickness during field trip;
3.2.20. ln case of emergency the staff shall inform HRM and send their
representative to HRM/District Office/Branches to get the medical
treatment approval;
3'2'21. HRM and outlying Districts shall be responsible to identify, verify
and
approve out of pocket expenses based on presented receipts and
relevant documents (medical certificate and prescription);
3.2.22. ln case the staff is referred to other medical centers by the selected
medical centers, the staff shall be refunded up on presentation
of
medical certificate, prescriptior referral certificate;
\--
@ / 10
Coopbank
3.2.23. lf the staff could not obtain the prescribed drug from the selected drug
store, the drug store should authenticate the unavailability of the drug
from their stock and the staff shall buy the drug from available drug
store, which shall be refunded up on presentation of official receipt,
prescription and referral certifi cate;
3.2.24. ln all cases of illness the staff or his/her representative is required to
notify the bank not later than the next business day;
3.2.25. lf staff of the bank has referred to governmental hospitals for further
medication the HRM/outlying Districts shall authenticate and approve
payment after checking referral certificate, medical certificate,
prescription and receipt;
3.2.26. The approval limit of medical expense for credit treatment shall be as
follows:
3.2.26.1. HRM shall approve one time medical expense for treatment
on credit bases up to birr 50,000.00 per staff;
3.2.26.2. ' Vice-President HR and Facilities Management process shall
approve one time medical expense for treatment on credit
bases up to birr 100,000.00 per staff; and
3.2.26.3. The president shall approve one time medical expense for
treatment on credit bases above birr 100,000.00 per staff.
3.2.27. The approval limit of out of pocket medical expense shall be as follows:
3.2.27.1. Branch managers shall approve medical expense up to birr
5,000.00;
3.2.27.2. District Directors shall approve medical expenses up to birr
10,000.00;
3.2.27.3. HRM shall approve medical expense up to birr 20,000.00;
3.2.27.4. vice-President HR and Facilities Management process shail
approve medical expense up to birr 50,000.00; and
3.2.27.5. The president shall approve medical expense above birr
50,000.00.
HR Relations Procedure 27
ffiffip Coopbank
&. F*r**r:m* &*m$dmffit ffiq*s':ffiflt
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4.1.1 . The purpose of personal accident is to compensate organic injury or

functional disorder sustained by a worker as a result of any cause
extraneous to the injured worker for any effort s/he makes during or in
connection with her/his work or outside her/her normal hours of work.
4.*. 5 ls&M.5&.@e
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4.2.1. The bank shall compensate any injury sustained by permanent staff;
4.2.2. The bank shall either purchase group personal accident insurance from
a reputable insurance company or cover the compensation payment;
4.2.3. The compensation limit in this regard shall be up to staff's 5 years salary
depending up on the degree of injury;
4.2.4. All staff shall be responsible to notify HRM or their respective
supervissrs in case of accident;
4.2.5. The branch manager/team leader/process owners shall notify HRM the
accident happened to staff under their domain within 48 hours by
compiling all relevant documents;
4.2.6. Staff who got temporary or permanent disability shall present the
evidence that attest the extent of disability from medical board of
recognized medical institute and shall be compensated accordingly;
4.2.7. The degree of disablement shall be fixed in accordance with the
assessment by a competent medical board and as per the labor
proclamation;
4.2.8. For an injury happened on staff, all related medical expenses shall be
covered by the bank;
4.2.9. Where a staff dies as a result of an employment injury the bank pays a
compensation for the dependents and funeral ceremony expenses of

birr 4000.00;
4.2.10. The determination of the dependents, determination of compensation
payment, and other related issue of employee injury and occupational
diseases shall be governed by the dictates of the labor proclamation
HR Re/aflons Procedure
Coopbank
and shall be applicable for managerial employees unless separate

provisions states othenrvise;
4.2.11. When an employee dies for any reason,lhe bank HR Relations team
shall issue a condolence letter on the bank's internal portal
communication/FTP and deliver to the deceased family with the funeral
payment;
4.2.12. lmmediate supervisor of the deceased staff shall attend the funeral
ceremony by representing the bank;
4.2.13. The benefits payable under the provisions in this section shall not be
assigned, attached or deducted by way of offset;
4.2.14. Director HRM shall approve payment of occupational accident up to Birr
50,000.00;
4.2.15. Vice President HR and Facilities Management shall approve
Occupational accident payment up to Birr 100,000.00; and
4.2.16. The president shall approve the occupational accident payment above
Birr Birr 1O0,000.00.
HR Re/atrons Procedure 29
WtW",W Coopbank
E**mffi Fmm$$ffl$*m
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5.1.1. The purpose of loan facilities is to provide the staff with flnancial
assistance in cases of emergency, consumer, staff personal loan
against collateral construction/purchase of residential house and
purchase of vehicle.
# pm r';tt{ rr ry ffi au r",*rF:i*t**
5.2.1. Credit Appraisal and Portfolio Management/branches shall notify HRM

any concluded loan agreement with the staff the relevant information
regularly;
5.2.2. HRM shall provide relevant information about the staff requested from
branches and Credit Appraisal and Portfolio Management for loan
facilities;
5.2.3. HRM andBranches shall be responsible to deduct monthly installment
from staff salary for head office and branch staff, respectively;
5.2.4. Staff shall be entitled to the loan facilities as per the credit procedure of
the bank;
5.2.5. Credit Appraisal and Portfolio Management shall be responsible to draw
detail loan procedure to all staff loan facilities,
5.2.6. Credit Appraisal and Portfolio Management and branches shall be
responsible to ensure the fulfillment of all eligibility criteria before
approving staff loan;
5.2.7. Credit Process and branches shall be responsible to collect any default
staff loans as per the credit agreement;
5.2.8. For staff joining the bank from other organization the bank shall
consider their pervious service period and provide loan facilities upon
completion of probation period;
5.2.9. Staff whose cases are under investigation for violation of disciplinary
breach, forced leave and suspension shall not be eligible for all types of
staff loan facilities until the case is resolved unless specifically provided
othenruise;
Coopbank
5.2.10. Staff on process to releasing the bank shall not be entitled to staff loan
facility;
5.2.11. For Emergency Staff Loan and Consumer Loan the staff shall present
personal guarantee from employee of the bank; and
5.2.12. A staff shall be a grantor for one borrower at a time.
S.3. 'lrytf.r i.r

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5.3.1. All permanent staff of the bank with service period in excess of six
months in the bank shall be eligible to apply for emergency loan facility;
5.3.2. To be eligible for emergency staff loan facility the staff shall present a
guarantor or equivalent collateral or shall take ESL against provident
fund balance;
5.3.3. The staff shall be granted interest free emergency staff loan of her/his
six months' basic salary repayable within 48 months;
5.3.4. The staff shall present a permanent staff with at least one year of
service in the bank as surety ship with equivalent or greater amount of
salary of the borrower or equivalent as collateral;
5.3.5. lf the staff terminates employment contract with the bank, the
outstanding balance shall be settled as per the credit procedure and
loan agreement;
5.3.6. lf the staff shall left with less than 48 months for retirement, the
repayment is amortized for the remaining months left for retirement; and
5.3.7. lf the staff shall left with one-year period for retirement, the staff shall
not be entitled for emergency staff loan.
$.6. *mffisxcn*r I*##n
5.4.1. All permanent staff of the bank with service period in excess of one year
in the bank shall be eligible to apply for consumer loan facility;
5.4.2. To be eligible for consumer loan facility the employee shail present a
guarantor or equivalent collateral as per credit procedure of the bank;
5.4.3. The entitled staff shall be granted at deposit interest rate consumer loan
of her/his one year basic salary repayable within 60 months;
5 4.4. The staff shall present a permanent staff with at least two years of
service in the bank as a surety ship with equivalent or greater amount of
salary of the borrower or equivalent collateral;
5.4.5. lf the staff terminates employment contract with the bank without
settlement of the borrowed money, the prevailing market interest rate
HR Relatrbns Procedure J'

#wm
;;";;;;.;;;;;.;;; ;;;; ;;; ; ;;;";;;;;,;";";; ;;;;;;t"pbank
unless specifically provided othenruise;
5.4.6. lf the staff left with less than 60 months for retirement the repayment
shall be amortized for the reaming months left for retirement; and
5.4.7. lf the staff left with two years for retirement, the staff shall not be entiled
for consumer loan.
11.
$4mx*m*r,*g **mm*
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All permanent staff of the bank with service period of at least one and
half years shall be eligible to apply for housing loan;
5.5.2. The bank's credit Appraisal and portforio Management shall issue
housing loan implementation guidelines;
EE2 The monthly installment schedule for housing loan shall not exceed 1/2
of the staff monthly basic salary;
5.5.4. The loan period for housing loan shall be within the remaining years for
retiremefi date of the employee or within a maximum period of 2s
years, whichever is lesser;
5.5.5. lf employment contract with the emproyee is terminated prior to full
settlement of housing loan the bank shall treat the interest rate based
on the service years of the employee which is described as follows;
No Service Yeare lntereet rate
I 1<Xs3 years Saving rate plus 7%
2 3<Xs6 years Saving rate plus 5%
3 6<X<10 years Saving rate plus 4%
4 >10 years Saving rate plus 3%
.
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{.111 ilL;!:., : 1"" r ",
5.6.1. All permanent staff of the bank with service period of at least one and
half years shall be eligible to apply for vehicle loan; and
5.6.2. Staff of the bank shall be entitled for vehicre roan as per credit
procedure of the bank.
32
Coopbank
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6.1.1. The bank shall pay drivers incentive to permanent drivers/motorist to

encourage hygiene, safe driving, proper handling and minimize the
occurrence of accident during driving;
6.1.2. Procurement and Facilities Management shall keep records,and notify
HRM monthly which shall be compiled to determine the incentives;
6.1.3. lf the driver/motorist handles the property in a good condition and
accident of any kind hasn't occur to the vehicle/motorcycle within a
month, the bank shall grant an incentive;
6.1.4. HRM shall conduct assessment and present the incentive for
deliberation and approval of the Executive Management periodically as
required; and
6.1.5. To be entitled for this incentive the drivers/mail motorist shall be serving
the bank fo? six months and above.
6.2.1. The bank shall pay Child Birth benefit when the bank staff give birth to a
child;
6.2.2. HRM Director/District Director/ Branch Manager shall authorize the
payment to open an account for the new born for birr 500.00 for Head
Office, District Office and branch employees, respectively;
6.2.3. The employee shall submit birth certificate with application letter; and
6.2.4. lf the children are twins and above the payment shall be 500.00 birr
each child.
t. '
6.3.'1. The bank shall pay marriage incentive to encourage its employees on
taking family responsibilities;
6.3.2. HRM Director/District Director/ Branch Manager shall authorize the
payment birr 1,000.00 for Head Office, District Office and branch
employees respectively; and
6.3.3. The employee shall submit application letter with marriage certificate.
*nkp Coopbank
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7.1.1. The bank shall provide working clothes to its employee

with uniform and
outfits to keep their safety and hygiene during working
hours;
7.1.2. The following workers shall be entifled to working
clothes indicated
below;
7.1.3. Security Staff/Femate Searcher:
7.1.3.1. Coat and Trousers (male) 2lyear
7.1.3.2. Coat and Skirt (female) ziyear
7.1.3.3. Shirts 2lyear
7.1.3.4. Shoes 2lyear
7.1.3.5. Over coat 1/3 years
7.1.3.6. Cape 2lyear
7.1.3.7. Rain coat 1/3 years
7.1.3.8., Neck tie 2lyear
7.1.3.9. Flash tight As required
7.1.4. Technician (office Machine, Furniture and Generator)
7.1.4.1. Over Coat (kaki) 1/3 years
7.1.4.2. Boot Shoe (leather) Safety 112 years
7.1.5. Cleaners
7.1.5.1. Skirt and shirts Zlyear
7.1.5.3. Hair cover 2lyear
7.1.5.4. Over coat (Kaki) 2lyear
7.1.5.5. Glove As required
7.1.6. Messenger
7.1.6.1 . Skirt and shirts 2lyear
7.1.7. Driver
7.1.7.1. Coat and Trousers 2lyear
34
Coopbank
7.1.7.4. Neck tie 2lyear

7.1.7.5. Tuta 2lyear
7.1.7.6. Rain Coat llyear
7.1.7.7. Flash Light As required
7.1.8. Cash Aid
7.1.8.1. Over Coat (Kaki) 2lyear
7.1.9. Mail Motorist
7.1.9.1. Coat and Trousers 2lyear
7.1.9.4. Neck tie 2lyear
7.1.9.5. LeatherJacket 1/3years
7.1 .9.6. Rain Coat 112 years
7.1.9.7. Over Coat 1/3years
7.1.9.8. Boot Shoe (leather) Safety. l12years
7.1.10. Store Keeper
7.1.10.1. Over cover (Kaki) 2lyear
7.1.11 Procurement and Facility management shall identify type and quality of
the working clothes and prepare bank wide plan for each fiscal year and
provide employees with the working clothe each year;
7.1.12. Staff shall be responsible to handle and use the working clothes in a
clean & neatly manner; and
7.1.13. Selling or transferring the bank's working clothes to other third party
shall result in administrative action as per the disciplinary procedure of
the bank.
ffimnking ?m*Ew
7.2.1. lmmediate supervisor is vested with the responsibilities of providing

working tool to employees under its domain;
7.2.2 The staff is responsible to properly use the working tool and give the
appropriate care;
7.2.3. The bank shall provide laptop computer for Executive Management,
Middle Level Management, and Team Managers;
ss*p Coopbank
7.2.4. other professionar staff shail arso be provided with

raptops based on
their job nature with the approvar of respective
Vice presidents;
7.2.5. lf the staff use the raptop computer in excess
of flve years
and request
another raptop, the bank shail provide with repracement
without
collecting the first laptop;
7.2.6. lf the staff leave the bank before five years
from the date sihe granted
the laptop computer s/he shail be responsibre
to return the raptop
computer;
7.2.7. However, if the staff leave the bank after five years
from the date of
granted the laptop, the laptop shall be
left with the incumbent;
7.2.8. The bank shail grant modern Mobire with postpaid
SrM card for
executive management of the bank every two years;
and
7.2.9. lf the granted mobire is rost or broken the
bank sharr reprace other
mobile with the approval of the president.
36
]'.,'.1 Coopbank
L Sv*rtiaxe
*" {, i
8.1.1. The bank shall provide overtime payment to compensate the time of
employee that devoted for the business of the bank out of regular
working hours.
:. t:
J
8.2.1. All permanent employee of the bank shall be entitled to overtime

payment when s/he works in excess of 48 hours a week and 8 hours a
day or on holidays and rest days;
8.2.2. A worker may be compelled to work overtime on the following
conditions, where;
8.2.2.1. There is actual or threatened accident;
8.2.2.2. Force majeure exists;
8.2.2.3. "Urgent work; or
8.2.2.4. Substitution of absent workers assigned on work that runs
continuously without interruption.
8.2.3. An employee who work overtime, due to urgent work shall not exceeds
4 hours per day or 12 hours per week;
8.2.4. only Directors at head office and at Districts shall approve overtime
work for District Office and Branches;
8.2.5. Overtime payment for overtime work shall be for a;
8.2.5.1. Work done 6:00 am to 10:00 pm, 1.5 X hourly rate of salary of
a worker;
8.2.5.2. Work done 10.00 pm to 6:00 am, 1.75 X hourly rate of salary
of a worker;
8.2.5.3. Work done out of a regular working hours on weakly rest day,
2 X hourly rate of salary of a worker;
8.2.5.4. Work done out of a regular working hours on public holidays,
2.5 X hourly rate of salary of a worker,
HR Re/afrons Procedure
smp Coopbank
8.2.5.5. Worker who works on public holiday in regular working hours

shall not be entitled to overtime pay but to holiday pay which
is equal to 2 X hourly rate of salary of the employee; and
8.2.5.6. Worker works on weekly rest day in a regular working hour
shall not be entitled to overtime pay but entitled to
compensatory rest day.
8.2.6. Managerial staff or staff who acts on managerial position shall not.be
entitled to overtime pay;
8.2.7. President, vice presidents, directors, at head office level and district
directors at branch level will advise the employee the need to work
overtime and will specify the amount of overtime to be worked;
8.2.8. Upon completion of the overtime assignment, employee will write in
necessary information on the time sheet regarding time worked and will
indicate the type of the overtime; and
8.2.9. On or before 1Sth date of each month, the responsible organ shall
approve tliE overtime sheet and send to payroll making organ.
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HR Re/ations Procedure 3B
Coopbank
[T ,6 ii '"\i
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The purpose of leave is that to enables staff of the bank to entertain
their social affairs, free time to relax, recreate, and make free of physical
and mental fatigues off work and also to give off work time that helps
staff refresh them toward superior performance.
9.2.1. HRM/Districts shall be responsible to administer leave of the bank's.

staff;
9.2.2. The HRM/District offices/branches shall create leave file on the leave
database/ledger at the time of new employment;
or2 The HRM/District offices/branches shall check the accuracy of the data
captured on the database/ledger;
s.*. t*mvm s#P'e*dr"s$qa
o?4 ln the fourth quarter of every fiscal year, respective immediate

supervisor/manager shall request staff under their supervision to plan
annual leave for the next flscal year;
9.3.2. Based on the leave plan of the staff, the immediate supervisor/manager
shall prepare annual leave schedule by considering place of assignment
and seasonal workloads to ensure the least possible disruption to the
bank's service and report the same to HRM/District office;
9.3.3. lf two or more staff schedule for the same period, priority shall be given
based on negotiation if not by their seniority; and
9.3.4. The HRM/District office/Branches shall update the leave
database/ledger by considering approved leave schedule.
.:
9.4.1. Each immediate supervisor/manager shall inform staff under their

domain to take the annual leave as per the schedule or the staff request
to take annual leave before the scheduled day;
ffiffiffi"# Coopbank
9.4.2. The immediate supervisor/manager shall approve or postpone the

annual leave request of the staff by considering the seasonal workloads
and the reason of the leave;
9.4.3. lmmediate supervisor/manager shall approve annual leave of any
amount;
9.4.4. For longer leave periods beyond 30 days, leave certificates shall be
issued to the employee by HRM/District offices; and
9.4.5. Leave pay shall be effected for the staff for the period of the reave,
which is prepared at HRM.
c{
9.5.1. staff shall apply for leave of absence by submitting request using leave
of absence application form to respective immediate
supervisor/manager;
9.5.2. The respective immediate supervisor/manager shall check the leave
position 4f the staff from the database/ledger and approve/reject the
request of leave of absence;
9.5.3. lf the request is accepted, HRR team or concerned staff at branch
updates the leave database/ledger;
9.5.4. Branches are required to send leave utilization updates monthly by
collecting from the database/ledger to District Office;
9.5.5. District offices are required to send leave utilization updates monthly by
collecting from the branches to HRM;
9.5.6. All head office processes/organs shall send approved reave request
form weekly to HRM; and
9.5.7. The HRM shall update staff leave balance on the database/ledger.
&,nrua,*af E**rxmwm
9.6.1. Annual leave shall be defined as legal entitlement of staff to give them
free time to relax, recreate, and make free of physical and mental
fatigues off work during a year,
9.6.2. All permanent staff of the bank is entitled for paid annual leave during
each year of service;
HR Relatians Procedure 40
Coopbank
9.6.3. For posts equivalent to Director and above leave entitlement shall be 30
days per year;
9.6.4. All staff below director post shall be entitled to 16 working days of
annual leave for the first one-year service in the bank;
9.6.5. For every two years of service in other organization (prior employer),
one additionalworking days of leave shall be added on the first 16 days
for calculation of annual leave;
9.6.6. The leave to be added on this first 16 days shall not become greater
than 10 working days;
9.6.7. For staff who have service in other organization their starting leave shall
be the first 16 days plus the counted leave for their service in other
organization that become the base of the leave;
9.6.8. For each additional two year of service in the bank one additional
working days of leave shall be granted until the total leave entitlement
reaches 30 days;
9.6.9. Annual leaVe may be postponed because of work requirements at the
discretion of management only. However, accumulated leave in this
regard by any time should not exceed 2 years of annual leave;
9.6.10. HRM shall notify the staff much earlier before the maximum limit of the
balance is reached;
9.6.1 1 . The bank reserves the right to set the date and period of the leave and
may defer or divide the same;
9.6.12. ln granting leave, consensus with the staff shall be reached at all times
without tampering the work;
9.6.13. A worker shall be granted his first period of leave after one year service
and his/her next and subsequent period of leave in the course of each
calendar year;
9.6.14. However, where staff encounter with unforeseen situation he/she shall
be entitled to the proportionate amount of his/her annual leave for
his/her service period ;
9.6.15. Where staff encounter sick while on annual leave, sick leave shall be
granted and his annual leave shall be extended accordingly;
ffiffiffi Coopbank
9.6.16. A staff who is on leave may be recailed onlywhere unforeseen

circumstances require his/her presence;
9.6.17. A staff who is recalled from leave shall be entiiled to a payment
covering the remaining days of his/her leave, excluding the time lost for
triP;
9.6.18. However, if the staff aggress, the bank may allow her/him to utilize the
leave another time;
9.6.19. The bank shall defray the transport expenses incurred by the worker as
direct consequences of her/his being recalted and also pays per diem
for the trip days;
9.6.20. A staff shall not be entitled to accumulative leave payment if it is not
postponed by the approval of District Director/ HRM Director;
9.6.21. Districts should notify HRM every fiscal year end, approved and
postponed accumulative annual leave and record is kept thereto;
and
9.6.22. A worker whose contract of employment is terminated shall be entiled
to the puy for the leave s/he has not taken; termination includes
separation of staff due to resignation, pension, dismissal, and death.
ffi"V. ffii**q #*mmvm
9.7.1. sick leave shall mean providing the staff wth reasonable recovery time
when s/he is suffering from disease as per medical doctors,
recommendation and legal provision of the country;
9.7.2. A worker who has completed his probation period shall be entiiled to
paid sick leave upon presentation of medical certificate given
by
recognized medical organization;
9.7.3. sick leave to be granted in one year (operation/fiscal year) shall not be
more than 180 days by counting consecutively or separately;
9.7.4. For the first 2 months sick reave is granted with 100% of her/his salary,
wth full medical coverage that the bank entiiles per relevant procedures
and provision;
9.7.5. For the second 2 months sick leave is granted with half (1t2) of her/his
salary with full medical coverage the b as per relevant
procedures and provision;
;;i;;,;,;;,;;;;,i:,;;,;,; 1t
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9.7.6. For the last 2 months sick leave is granted with one third (1/3) of her/his
salary with full medical coverage that the bank entitles as per relevant
procedures and provision;
9.7.7. Respective immediate supervisor/managers shall be responsible to
report sick leave properly to HRM/District Office and administer as per
the stipulated procedure;
9.7.8. Head office work units are resp'onsible to report sick leave of employees
under their domain weekly to HRM;
9.7.9. District office shall collect sick leave monthly from branches and report
to HRM;
9.7.10. HRM shall collect sick leave report weekly from head offices and
monthly from district offices and updates the record thereto;
9.7.11. A worker and/or a representative shall notify the bank when a worker
encounter sick not later than next day from his/her first day of sick
absence;
9.7.12. The medidal certificate shall be stamped if it is out of the bank,s
selected medical center where it is applicable. As a result, it shall be
invalid unless and otheruuise it is justified and accepted by the
respective mmediate supervisors/managers
i
;
9.7.13. Approval and consideration of sick reave shall be exercised as

stipulated under annual leave processing at branches and head office
level; and
9.7.14 Payroll paying organ at head office/districts/branches shall withdraw the
name of the patient from the payroll list with written media if a worker
may not recover within the specified period as stipulated above.
ilu.;";," nla: i.t:: rr:i|i :.ill i
9.8.1. Maternity leave shall mean providing women staff with proper time,
where she uses during and after confinement for healthier pregnancy
and child caring;
9.8.2. A women worker shall be granted a period of 30 consecutive days of
leave proceeding the presumed day of her confinement and 90
consecutive days of leave after her delivery;
HR Re/alions Procedure 43
Coopbank
e.8.3 when a presnant woman;;"; ;;;.;;";;;r;; ;; ;;;r;;.;;;; ;";;.,

she is entitled additional leave until her confinement. lf she delivers
before prenatal leave ends, postnatal leave shall commence;
9'8'4' The HRM/District Offices/Branches shall receive written application
and
a signed form (maternity form)/ a stamped certificate by the medical
center and process the required steps;
9'8'5' HRM/District Offices/Branches shall follow up the maternity leave
until
the leave days erapse and a worker comeback to office; and
9'8'6' With the agreement of staff and immediate supervisor/manager
women
staff can postpone her prenatal leave to postnatal. Maternity leave
to be
postponed in this situation shall not exceed 15 days from
the prenatal
leave.
9'9.1 . Paternity leave shall mean time off work granted to a male staff
whose
wife hasjust given birth to a baby;
9'9'2. A male worker shall apply in written media to his respective immediate
supervisor/managers; and
9'9'3' A male worker shall be entitled to paternal leave for five working days
starting the date of his wife delivery.
ft, ? #" li,(i;rri i1,., ili i .tr:it+ff
9' 1 0.1 . The marriage leave shall mean time off work that is granted to staff
who
is going to get married under the supervision of recognized institutions
as per the legal provisions of the country;
9.10.2. A worker shall appry in written media to its respective immediate
9'10'3' A bridegroom and/or bride worker shall be entitled to marriage leave
of
five working days starting the date of the marriage ceremony.
'.
: Iu. ,., ... *..1 :.
9.11.1. Education leave shall mean time off work that staff who is attending
formal education at higher revel institution off regular working
hours
HR Re/aflons Procedure
Coopbank
(extension program) is provided to help him/her get free time to attend

the exam;
9.11.2. A worker shall notify his/her respective immediate supervisor/managers
its yearly exam schedule in advance;
9.11.3. A worker shall present stamped evidence from the learning institution
that attests he/she was on exam; and
9.11.4. Respective immediate supervisor/managers shall approve education
leave starting from half days to a maximum of five days within the
education calendar year.
,]
9.12.1. Mourning leave shall mean time off work that staff who has encountered
deep sadness following death of a close family member as per legal
provision of the country;
9.12.2. Mourning leave shall be granted to a worker whose spouse,
descendants, or ascendants or relatives by consanguinity or affinity up
to second degree dies; this may include descendants, ascendants,'
brother, sister, uncle, and aunt;
9.12.3. A worker shall apply in written media to its respective immediate
9.12.4. A worker shall be entitled to mourning leave for three working days.
9.1 3.1 . Leave for special purpose shall mean time off work that is granted to
staff who exercises his civil rights and duties as per legal provision of
the country;
9.13.2. A worker shall apply in written media to its respective immediate
supervisor/managers;
9.13.3. A worker shall present documents when s/he appear before court of law
or an organ that enforces labor law; and
9.1 3.4. A worker shall be granted leave for the time utilized for the purposes of
exercising her/his civil rights or duties.
HR Relations Procedure 45
ffiffi$3 Coopbank
9.14. Leave with*ut F*y

9.14.1' Leave without pay shall mean time off work staff is granted in case of
exceptional and serious events as pei the bank,s management
discretion;
9.14.2. The bank shall allow teave without pay until three consecutive months
seeing the appropriateness and relevance of a worker case;
9.14.3, staff submits their requests'ior leave without pay using the leave
without pay form to their respective immediate supervisor/managers;
9.14.4. HRM Director for Head Office employees District Director for disfrict and
. branch employees shall approve leave without pay request of

employees of up to thirty days;
9.14.5' Vice President HR and Facilities Management shall approve leave
without pay request of above thirty days and below sixty days;
9.14.6. The president shall approve leave without pay request of above 60
days; and
0t
9.14.7. The responsible organ for the approval of leave without pay reqgest
should have to check whether the employee has exhausted his/her
accrued leave; and the need to request leave without pay is a pressing
problem.
9.1$. llnj*stifi*#Ahs*n**
9.15.1 . Utilization of all kind of leaves are subjected to written approval of
the
immediate supervisor/manager or concerned higher level organ; with
the exceptions of force majeure in times of serious sickness and
mourning by which oral approval may be accepted;
9.15'2. lf an employee is absent from work for unjustified reasons for five
working days in a period of six month; the respective immediate
supervisor/manager of head office organ shall report to HRM;
9.15.3. The HRM/District office/Branches shall post notification on a notice
board and request the subject to come and report with relevant
justification within two days;
9.15.4' Branches are required to collect the relevant information and report to
District Office;
46
Coopbank
9.15.5. HRM/District Office shall take the necessary measure as per the
dictates of the bank's procedure; and
9.15.6. lf the staff has failed to justify the reason of the unjustifled absence
within the notice period his/her contract of employment shall be
terminated by HRM/District office.
ffi"5ffi fu,,p6qhr# flB.rop*irt.
9.16.1. Branches are required to keep all leave utilization status database;
9.16.2. Head office work units are responsible to report utilization of all leave
e 163 ;'':I;'H,3;:l ::''"'JlT;:;:illave utirization orbranches and

staff under their domain and report to HRM monthly;
9.16.4. HRM shall collect all leave utilization status report from head offices and
district offices and updates the record thereto; and
9.16.5. Accrued leave and leave clearance reports shall be prepared on
Decembe63lst and June 30th end by HRM;
#ffitr Coopbank
10. Cnntributory Fund tscnefit $chem*s

1*.1. $**ns$*x Snhmnt*
10.1.1. The purpose of pension scheme is to provide retirement income for

those who has quit working because of attainment of retirement age or
\Mho cannot work because of different illness or disability;
10.1.2. The bank shall submit copies of personal data of its employee taken at
the time of first employment, letter of employment issued to the
employee and other particulars determined by the agency for the
purpose of registration to the Private Organization Social Security
' Agency;
10.1.3. The Pension Fund shall be governed and administered bythe Private
Organization Employees Social Security Agency;
10.1.4. The newly recruited staff of the bank shall be covered under pension
scheme as per the pension law of the country after the completion of
probatiUn period;
10.1 .5. For the purpose of registration at the time of new employment the
following document shall be completed by the employees;
10.1.5.1. The employee shall present two 3x4-size photos;
10.1.5.2. Filling the pension membership form correctly and neatly with
two copies on the prepared format in Amharic and Ethiopian
calendar;
10.1.5.3. Marriage certificate shall be presented /lf s/he is married/;
10.1.5.4. Child birth certificate shall be presented /lf there is child/:
10.1 .5.5. Experience documents shall be attach/ if the s/he has
previous work experience; and
10.1.5.6. The employment and resignation letter of the previous
organization shall be presented.
10.1 .6. For the purpose of registration at the time of new employment the
following document shall be checked by the HRM/District concerned
staff;
10.1.6.1. Notifying and guiding them to fill pension form;
10.1.6.2. checking whether the employee complete probationary period of days;
HR Re/afions Procedure 4B
Coopbank
10.1 .6.3. Checking whether or not the employee does have pension lD in
previous organization ;
10.1 .6.4. Checking the correctness and neatness of the filled pension form and
stamp on photos and on the form;
10.1 .6.5. Arranging and binding with their necessary documents (employment
letter, past experiences, marriage certificate, and child birth certificate)
and sending the document to pension authority and follow the status;
10.1.6.6. Collecting the pension lD card from the authority and distributing it for
beneficiaries;
10.1.7 . The bank shall contribute 1 1o/o of staff monthly basic salary while thd
staff shall contribute 7% of his/her monthly basic salary to the pension
fund scheme of the staff monthly;
10.1.8. The contribution shall be deducted from the salary of the staff starting
. from the employment date and sent to the concerned organs after the
completion of the probation period;
10.1.9. Any changiBs of entry of the bank and its employee shall notifyio the
Private Organization Social Security Agency with supporting evidences
within 60 days;
10.1 .10. All employees shall be responsible to notify the bank any changes
happened after registration with supporting evidences regarding to
his/her family. The changes may include:-
1 0.1 .10.1 . Marriage status of employee/beneficiary;
1 0.1.10.2. Child birth employee/beneficiary;
1 0.1.1 0.3. Promotion/salary increment of employee/beneficiary; and
10.1.10.4. lnjuries of employee/beneficiary.
10.1.11. The concerned staff at HRM process/District office shall check the
change, availability of the evidences and send to the Agency;
10.1.12. Staff shall serve for at least ten years so as to claim the contribution
from the private organizations social security agency as per the pension
proclamation of the country;
10.1 .13. lf there is injuries happened on the staff the bank shall be responsible to
notify the agency within 30 days;
coOp
8*nk c{ 0onrioi} Coopbank
10.1.14. Employee, who is not fulfilling the medical conditions of service due to
health problems prior to attaining the retirement age, shall receive
retirement pension for life starting with the month following such
ascertainment;
1 0.1 .1 5. The retirement age of an employee of any private organization shall be
60 years based on the birth date; the date that is registered when s/he
was employed for the first time;
1 0.1 .1 6. The bank shall be responsibre to notify the beneficiary and working for
fulfilling the preconditions of benefitted before three month;
10.1.17. staff who has a minimum service of 25 years and reached an age of 55
years may retire or beneflted up on his/her own request;
1 0.1 .1 8. Staff covered under provident fund scheme can be transferred to
pension scheme until two years remaining for their retirement date;
1 0.1 .1 9. To make its staff beneficiary at the time of retirement, thqbank shall be
responsible to the following:
10.1 .19.11 Notifying the beneficiary;
10.1.19.2. collecting the previous work experiences evidences/
employment and resignation letter from the previous
organization/if any;
10.1.19.3. Fill the retirement form and attaching two (3x4) size photo;
10.1.19.4. Attaching employment letter of the bank;
10.1.19.5. collecting life history form from the previous company/which
is employed for the first time;
10.1.19.6. Attaching supporting evidences of employee salary change,
the organizational structure and salary scale of the bank;
10.1.19.7. Attaching supporting evidences of marriage certificate and if
there is children below 1g years, birth certificate;
10.1.19.8. Verified and stamp the compired document and send it to
pension agency; and
10.1.19.9. Follow the process and inform the beneficiary to take
retirement book.
50
Coopbank
't{}..;i , i:'i-'zrr' ,.! , i.'li:'

10.2.1. The purpose of Provident Fund scheme is to help employees save a
fraction of their salary every month so that s/he can use the same up on
retirement or termination of their employment contract with the bank;
10.2.2. The provident fund shall be contributed both from the bank and the staff
through contribution of a certain percentage of staff monthly basic
salary;
10.2.3. The total provident fund contribution shall be 20o/o of staff monthly basic
salary to which the bank shall contribute 1 2o/o of staff monthly basic.
. salary for the staff and the staff shall contribute 8% of his/her monthly
basic salary to the provident fund scheme;
10.2.4. The total percent of provident fund amount shall be deposited monthly
to interest bearing blocked saving account opened for this purpose in
the narne of the staff;
10.2.5. No claimsshall be made against this fund while the staff is under the
bank's employment, unless and otherwise, approved by the President;
10.2.6. Staff of the bank shall have the right to know their provident fund
accumulated balance;
10.2.7. Newly employed staff of the bank shall have no right to be covered
under provident scheme; and
10.2.8. Retirement age of employees covered under provident fund scheme
shall be 60 years.
HR Re/allons Procedure 41
#ffi,p Coopbanl<
11" Dr*sslng Cod*

11.1. G*nerm* *r*sming
11.1.1. Dressing code shall reflect the appearance of employees of the bank
and their work environment in the view of publics;
11.1.2. Dressing code shall provide the bank with a professional image to the
customers it serves;
11.1.3- The staff of the bank shall be required to dress properly and promote
etiquette dress that nurture a professional image of the bank and its
work organs for the customers' satisfaction;
1'l .1'.4. Staff shall act as representatives of the bank and inquired to dress to
the standard;
11.1.5. Staff should be aware and coached to present himself/herself and
adhere to the dressing code at all times when representing the bank;
11.1.6. Staff when dealingwith internal and external customers of the bank,
during buliness hours, shall be expected to present himself/herself in a
clean and neat appearance and acceptable dressing style and etiquette;
11.1.7. Staff whose work nature is not comfortable for dressing code shall wear
cloth related with their work nature with the approval of HRM; and
11.1.8. Dressing code that will be issued by Marketing Research and Business
Communication process shall be adopted as part of dressing code in
this procedure.
t t.fr. il)r*mm*rxg a*c$ #r**mi*g Stcxn#mn#
11.2.1. Male staff shall wear clean and ironed business suit, dress shirt,
necktie, and dress shoes;
11.2.2. Female staff shall wear clean and ironed business suit (mini skirt and
trouser), dress shirt, necktie, and dress shoes;
11'2.3. Male staff are expected to have neatly combed hair and to be clean-
shaven or to have neaily trimmed mustaches and/or beards;
11.2-4. Female staff are expected to have neatly combed hair. Hair should be
below shoulder length othenruise it needs some confinement so as not to
fall fonrvard over the face;
HR Relatians Procedure 52
Coopbank
1r. Dr*ssing Cnde

11.1. #on*rml $rmsxing
11.1.1. Dressing code shall reflect the appearance of employees of the bank
and their work environment in the view of publics;
11.1.2. Dressing code shall provide the bank with a professional image to the
customers it serves;
11 .1.3. The staff of the bank shall be required to dress properly and promote
etiquette dress that nurture a professional image of the bank and its
work organs for the customers' satisfaction;
11.1.4. Staff shall act as representatives of the bank and inquired to dress to
the standard;
11.1.5. Staff should be aware and coached to present himself/herself and
adhere to the dressing code at all times when representing the bank;
11.1.6. Staff when dealing with internal and external customers of the bank,
during bU3iness hours, shall be expected to present himself/herself in a
clean and neat appearance and acceptable dressing style and etiquette;
11.1.7. Staff whose work nature is not comfortable for dressing code shall wear
cloth related with their work nature with the approval of HRM; and
11.1.8. Dressing code that will be issued by Marketing Research and Business
Communication process shall be adopted as part of dressing code in
this procedure.
{t.4. fi}rmsm*n6 a*lci ffin***'r"x$*rg Sts*#er#

11.2.1. Male staff shall wear clean and ironed business suit, dress shirt,
necktie, and dress shoes;
11.2.2. Female staff shall wear clean and ironed business suit (mini skirt and
trouser), dress shirt, necktie, and dress shoes;
11.2.3. Male staff are expected to have neatly combed hair and to be clean-
shaven or to have neatly trimmed mustaches and/or beards;
11.2.4. Female staff are expected to have neatly combed hair. Hair should be
below shoulder length otherwise it needs some confinement so as not to
fall fonruard over the face;
-
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11.2.5. All staff should have to keep their nails short and clean;
11.2.6. Appropriate jewelries like rings, necklaces, bracelets, watches and
earrings and appropriate makeups are permitted but must not be worn
while performing work where they might present a hazard to the staff;
and
11.2.7. Staff scheduled to meet with outside personnel/customers must wear a
formal business attire.
11.3.
11.3.1. Uniforms shall be normally used to make staff readily identifiable to the
customer or for hygienic or safety reasons;
11.3.2. The bank shall require and provide uniforms for those staff who are
categorized under manual custodial post as specified under
clothing/uniform benefit procedure and they are expected to wear it
accordingly;
11.3.3. ln cases wherasafety clothing is provided by the bank, it shall be worn/
used as appropriate; and
11.3.4. This shall be seen as an integral part of staff responsibility under the
health & safety at work place.
11.4.1. The bank shall accept the wearing of cultural dress as its policy which is
allowable and encouraged;
11.4.2. Reasonable accommodations may be made for cultural ceremony
consistent with business and necessity to present a cultural stylish and
appearance to the customer;
11.4.3. During holiday time's and popular cultural ceremonies, staff shall be
encouraged to dress cultural dresses on the week of the festivity; and
11.4.4. Wearing of 'Hijabs' is allowed for Muslim Female Staff during holiday
related to the Muslim community.
11.5.1 . It is prohibited to wear inappropriate jewelry that do not present a

professional appearance;
HR Relafions Procedure 53
fiffi,lff Coopbank
11.5.2. wearing of wrinkled, stained or dirty clothing, ripped jeans and

"distressed clothes", too transparent or too tight garments
are not
permitted;
11.5.3. sport related attire, t-shirts/tops, cloths with slogans on it, cloths
containing nudity and foul language, would not be appropriate and
tolerated;
11.5.4. Wearing revealing attire like shorts (hot-pants/cut-off jeans/sports
shorts) and clothes that expose areas of the body that must be covered
(that are considered sexually offensive) would not be appropriate in
the
workplace;
1 1.5.5. An observable lack of under wear, may be deemed sexually offensive,
and would not be appropriate;
11'5.6' Wearing jackets, jeans, tights and hats during regular working hour is
considered as inappropriate;
11.5'7. Wearing sandal shoe, snicker (sport) shoe, noisy dress shoes and non-
medical Ulack eye glasses are inappropriate during business hours;
11'5.8' Fashion hairstyles including, but not limited to, unnatural coloring of
hair, dreadlocks, Mohawks (punk), or unconventional cuts are not
permitted for male staff;
11.5.9. Extreme or unusuar hairstyles is not allowed for women staff;
11.5.10. Tattoos on visible areas is not allowed and must be completely covered
while on duty; and
11.5.11. Culturally hand woven dresses are not allowed during business hours,
except during holiday festive.
**.&. N*s:-ffi*m"spiiax"l**w*tFr ffir**wixtg #*S*

11'6.1. lt is the responsibility of all immediate supervisors to enforce the
dressing code of the bank;
11.6.2. Non-compliance Wth the above dressing code will result in disciplinary
action as specified under disciplinary procedure;
11'6.3. Both the subordinate who failed to comply and the supervisor who failed
to enforce the code shall be accountable;
HR Re/alions Procedure
*
54
11.?nt ;1t7., "
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;..-. Coopbank
, '.:. i' t'

i rt:;,::.
12.1.1. The purpose of having a written code of conduct is to clarify a mission,

vision, values and principles of the bank and to develop and maintain a
standard of professional conduct that is acceptable to the bank and its

employees
,*,,
12.2.1. lntentionally commit any act in the place of work, which endangers life
and property shall be unlaMul; use of alcohol/drug at work place,
lobbying/soliciting staff, use of bank's property for personal accord,
showing violent behavior in work places, etc;
12.2.2. Staff of the bank shall conduct themselves in a responsible and
professional manner;
12.2.3. All staff who commit unlaMul activities shall be subject to disciplinary
action up to and including termination;
12.2.4. All staff shall be expected to conduct their private affairs in a manner
that will not bring discredit/cost to the bank;
12.2.5. Violent behavior that is initiated by a staff while performing her/his
duties in the bank shall not be tolerated, under any circumstances;
12.2.6. No staff shall be allowed to smoke, chew khat and use others stimuli
inside the bank's buildings, vehicles, compound and near places of the
bank;
12.2.7. No staff under any circumstances shall come to work under the
influence of drug/alcohol ;
12.2.8. Staff can participate in religious, football teams, political activity, and
other private matters out of the bank's premises, but, the bank shall not
allow such interests/lobbying/solicitation while staff is on the bank's
duty;
12.2.9. The use of any bank's resource including e-mail or websites for the
purpose of lobbying/solicitation of such activities including watching of
football games in work place is strictly prohibited; and
#:$fi Coopbank
-
12.2.10. Sexual abuse, unethical sexual advances, request for sexual favors,
and other verbal or physical conduct of a sexual nature are strictly
forbidden.
12.3.1. Any staff who commits an offense which entails financial liability/cost or
penalty to the bank because of staff deliberate, fraudulent or negligent
acts or non-observance of the bank's own policies or non-observance of
directives of the National Bank of Ethiopia or the country's law and
regulations, shall be financially responsible for any costs or penalties.
incurred by the bank.
i ,;il I 1.-i ii l: I '1.: ri,tir ff:: +r l t i t:1 {,::;1tr31;;.,t i1, 1
12.4.1. The bank staff shall use the bank's property for the bank's business and
shall not be allowed to use the bank's property for personal rjse;
12.4.2. All telephones, electronic network access, tables, files, filing cabinets,
computers, other office equipment, vehicles and other bank owned
property shall be belong to the bank and staff shall have no ownership
title on them, unless and otherwise specifically allowed in this and other
procedures of the bank; and
12.4.3. Any property use regulations developed and revised by Facility and
Procurement Management shall be adopted as part of code of
conduct/rules.
.,, tti:, ::; i

' ,
12.5.1. Working hours shall mean the time during which a staff performs work
of the bank in accordance with this procedure;
12.5.2. The bank shall decide the regular working hours for each job as per the
bank's business and other relevant laws;
12.5.3. Regular working hours for each job category shall be stipulated as
follows
12.5.4. For office workers/staff
12.5.4.1. Morning: Monday to Saturday 8:00 am to 12:00 pm
12.5.4.2. Lunchtime'. 12.00 am to 1 :00 pm
56
ffiffip Coopbank
12.5.4.3. After noon: Monday to Friday 1:00 pm to 7:00 pm.

12.5.5. For cleaners
12.5.5.1. Morning: Monday to Saturday 7:00 am to 8:30 am
12.5.5.2. After noon: Monday to Friday 1.2:00 am to 1:30 pm
12.5.5.3. Sunday 7:00 am to 10:00 am
12.5.5.4. ln addition to the above Facility and procurement
management shall arrange the working hours for cleaners
provided that the weekly 48 hours of work is honored.
12.5.6. Facility and procurement management shall arrange the working hours
for security staff provided that the weekly 48 hours of work is honored;
and
12.5.7. Marketing Research and Business Communications of the bank shall
develop flexible working time as required based on the business nature
of the bank.
::l 11.'i, tr'!L

\1,,.: aa .: ::: I r.,,
12.6.1. The bank shall entrust all of its staff to be self-governor and being best
attendant;.
12.6.2. The responsibility of checking attendance and following staff shall be
vested on each processes/districts/branches/work units;
12.6.3. The HRM shall device attendance format and communicate all
processes/branches/work units ;
12.6.4. Head office processes/organs shall be responsible to weekly report

attendance to HRM by maintaining the copies under their custody;
12.6.5. HR Relations team shall use attendance for calculation of payroll and
payroll related benefits;
12.6.6. HRM and respective processes/branches/work units shall use
attendance as a base for taking measure on absence and tardiness;
12.6.7. HRM has to ensure the proper follow-up of attendance by respective
processes/branches/work units;
12.6.8. Each staff is responsible to sign on attendance sheet and appropriate
reason of absence has to attached or affixed; and
12.6.9. The respective immediate manager shall report absence of staffs in
written form to HRM and District Office for Head office and Branch
employees respectively.
HR Re/afions Procedure 57
**?p Coopbank
12.7. Punctuality
12.7.1. All staff of the bank are required to report on time to work place;
12.7.2. Each staff shall be expected to be at his/her place of work and ready
to
work at starting time and to work until quitting time;
12.7 '3. Punctuality shall be necessitated to clarifu habitual attendance in
a
punctual manner;
12.7.4. Staff should contact their imm6diate manger/team leader each time
they
need to leave earry or a tardy occurs or is anticipated;
12.7.5. Habitual tardiness or leaving early shall be subject to disciplinary qction
. and possible termination,

12-7.6- lf the staff shall be late to report to work for more than ten minutes
the
supervisor of the staff should first give her/him oral warning and if the
staff repeats the same mistake the warning should be in writing; and
12.7.7. Repeated and unjustified tardiness will result into dismissdl without
notice.
o,
13.S. Abs*nce fr*r* wsrk

12'8.1. lf a staff is absent from work due to unforeseen circumstance, s/he
or
her/his representative has to inform immediate manager on or before
the working day s/he is absent;
12.8.2. A staff who is absent from work is responsible to prompfly notify his/her
immediate supervisor, either in person or by phone;
12.8.3. Notification of absence by staff representative shall be permitted only
when the staff unable to appear in person;
12.8.4. The immediate supervisoi' of the staff may request evidence for her/his
absence;
12.8.5. Any unjustified absence from work shall result in administrative action
and non-payment for unjustified absence time or days; and
12.8.6. Absence from duty for a total five days in six months period while
being
warned in writing of such a problem; and where the absence cannot
be
classified in any of the leaves provided under this procedure;
12.8.7. Being late for duty eight times in six months period while being warned
in writing of such a problem;
HR Re/allons Procedure
58
Coopbank
{*. ffi ix*iptiffiery ffi rmm*hms err# ffim*s*lrem
Ft,"'t':,.te.'r,.
13.1.1. The purpose of having disciplinary procedures is to bring improvement

and betterment in the conduct the bank's employees.
13.2.1. Counseling shall be an important part of the discipline process to give a

supervisor the opportunity to identify staff work behavior problems and
discuss solutions;
13.2.2. Such counseling shall be documented (i.e., make a note of given oral
/written counseling and keeping a copy of the written counseling), so if
the staff commits in the same infraction again, the supervisor shall have
proof the advance of infraction;
13.2.3. The goal of counseling shall be to improve staff awareness of bank's
policies and procedure and to use knowledge of disciplinary actions to
prevent violations;
13.2.4. An immediate supervisor shall counsel the staff in the work unit to bring
positive effects;
13.2.5. Oral or written counseling to staff shall be in such a way that a particular
conduct or behavior is unacceptable, and if it happens again, discipline
action may result; and
13.2.6. Oral or written counseling is the mildest form of corrective action and, in
most cases involving minor infractions or a first offense; it is enough to
solve the problem.
13.3.1. Once indiscipline case happened/received before starting the process of

discipline, it shall be essential to hold a preliminary inquiry to know case
of indiscipline and misconduct exist via special audit investigation or ad
hock investigation team ;
13.3.2. Except oral warning, the staff shall be aware of the disciplinary measure
in written letter and s/he_shall receive by signing on the letter;
Coopbank
13.3.3. Despite previous warnings, staff still fails to reach the required
standards in a reasonable period of time; it shall become necessary to
hold final warning conference to consider further disciplinary action;
13.3.4. The action taken may be up to certain days' suspension without pay, or
dismissal;
13.3.5. lf the infringement is grave, the immediate supervisor shall consult the
DistricUHRM and suspend the staff and notify the DistricUHRM within
three days;
13.3.6. The suspension decision that would be given in any case shall be
addressed to HRM and the staff shall be released to HRM/District
Office;
13.3.7. A suspension notice shall be given to the staff in query of discipline
infringement immediately as suspected;
13.3.8. A suspension from duty involves staff being formally directed to stay out
of work for a specifled period of time, without pay;
13.3.9. The staff fiall lose the pay that would have been earned on such days;
1 3.3.1 0. The reason for suspending an employee shall be a sever that is
tantamount to dismissal;
13.3.11. Suspensions shall be permanently recorded in a staff personnel file;
13.3.12. Before taking disciplinary action, the staff shall be provided an
opportunity to explain his/her conduct with infringement sheet;
13.3.13. Once getting the answer for the infringement sheet, the staff in query of
disciplinary case shall explain and furnish to HRM/District as required;
13.3.14. ln case of the infringement answer and explanation by staff is
satisfactory to make him/her free of disciplinary measure, the supervisor
who received the explanation shall cease the case notifying the
concerned organ;
13.3.1 5. lf the case needs more investigation the bank shall create/form a team
who examine the issue;
1 3.3.16. An empowered team/ individual staff who synchronized and analyzed
the answer and explanation furnished shall submit the analysis report
attached with the copy of the furnished disciplinary infringement sheet to
Coopbank
the report receiving HRM/District office for deliberation of respective

discipline committees ;
13.3.17. The empowered team /individual shall proceed in a proper manner and
examine witnesses;
13,3.18. Fair opportunity shall be given to the staff to cross-examine the
management witnesses;
13,3.19. On the conclusion of the inquiry,.the empowered team /individual shall
records the findings and the reasons thereof;
13.3.20. The empowered team/ individual shall refrain from recommending
n.3.i1 n'::,ffiI]il;, ttee is not satisried with the starr answer and
explanation, these organs shall proceed with full-fledged inquiry;
13.3.22. However, if the staff admits the infringement, the bank shall warn and/or
. give him/her punishment without further inquiry as per the speciflc
measures to be administered against infringement of code of conduct;
13.3.23. District/HRlt/ shall consult Legal advice or lnternalAudit process about
the case;
13.3.24. Once the indiscipline or the breach has been investigated, the decision
shall be given within 30 calendar days;
13.3.25. The staff has a right to appeal against the decision within 10 calendar
days from the date the decision is communicated;
13.3.26. lf the staff found not guilty, the staff shall be entitled for salary and
benefits unpaid for the period s/he has been suspended;
13.3.27. When the disciplinary measures is taken, the measure to be taken and
its type is based on the table depicted here under which consists types
of measures;
13.3.28. lf the infringement is not stated on the table, the discipline committee
shall discuss and take a decision based on the case and recommend
the case to be incorporated in the table to HRM;
13.3.29. The staff who has been served warning and make another infringement
within the expiry date of the first warning, her/his case shall be
penalized the second step measure as per the article of the second
infringement penalty type;
HR Re/atlons Pracedure
co3(}
D,nk al r!{,si,,!l Coopbank
13.3.30. The expiry date of written warning disciplinary measures shall be

as
follows and after the expiry date of any disciplinary measure, it shall
not
be considered at the time of staff promotion;
13.3.30.i. First Warning 6 months;
13.3.30.2. Second Warning one year; and
13.3.30.3' Last Warning shall end until one year and 6 months and if
the
^r employee has exhibited extra ordinary performance on his
assignment that may entiile him an appreciation, the measure
shall be expired after a year.
13'3'31. ln case an employee found guilty of two or more infringements at A time,
' the case shall be seen and penalized by the gravest one; and
13.3.32. While deciding on disciplinary infringement, the nature of disciplinary
action, the staff previous record, precedent, harmful and positive
effects
of the action on other staff, etc, have to be considered.
13.4. Authe rity l*i*nit

it
13.4.1. All lmmediate supervisors including Customer Service Managers can
give oral warnings, and first written warning, and second
written warning
to those staff who misbehave according to the specific code of conduct
for the infringements and shall take disciplinary measure up to 1
0o/o of
monthly salary;
13.4.2. Director/ Branch Manager shall take disciplinary measures up to
20% of
monthly salary fine and last warning;
13.4'3. The discipline committee shall decide any disciplinary measures that
entail more than 20o/o salary or, demotion or dismissal.
13.S. Sral {verbal} warning

13.5.1 . A verbal or oral warning is given to the staff in the first instance or
instances of minor offences. The warning is administered by the
staff
immediate.supervisor; and
13.5.2. Discussion shall be held between the staff and the immediate
supervisor for the sake of being briefed on the issues and the immediate
supervisor shall take notes.
ir i,,i,,,,,, i,,,,, 0,,,,

62
Coopbank
frla
1 3.6.1 . Written warning shall be given to the staff in the first instance of
offences that are more serious or after repeated instances of minor
offences and oral warnings;
13.6.2. Discussion shall be held between the staff and the immediate
supervisor for the sake of getting briefed on the issues;
13.6.3. A letter of warning shall be leveled and least sever form of discipline,
usually issued by the immediate supervisor;
13.6.4. The warning shall be administered by the staff's immediate supervisor
stating the exact nature of the infringement and indicates any future
disciplinary action that will be taken against the staff if the infraction is
repeated within a specified time limit;
13.6.5. A copy of the written warning shall be placed in the staff personnel
record/file;
13.6.6. The staff is required to read and sign the written warning and has the
right to appeal to higher management if he or she thinks the warning is
unjustified;
13.6.7. As part of this phase, the staff and the supervisor shall develop written
solutions to prevent further problems occurring;
13.6.8. The written warning excluding the counseling and verbal shall be given
until last/sever warning up to the third stages; and
13.6.9. A sever/last warning shall be very similar in content to the letter of
lesser warning, i.e., it outlines the unacceptable conduct, states that the
misconduct must stop and, if it does not, it shall entail as more severe
discipline measure will occur.
Progressive Disciplinary measure

No lnfringement 1st 2nd sd 4th
Transferring a postdated cheque 2nd warning and Last warning and
and/or equivalent instrument to a fineof 10% of fine of 20% of
13.7 .1. Written warring Dismissal
third party, though there is basic monthly monthly basic
sufficient balance in given account. salary salary
lntentional postponing /stripping of Written Last warning and
13.7.2 Dismissal
monthly repayment of loans for self warning and fine of 20% of
6".h
Coopbank
Frogre**ive Bisciplinary measure

No lnfiingemeht 1st 2r'd 3,d 4lh
or third party 5% of monthly monthly basic
basic salary salary
2nd warning and Last warning and
repurchase and re-purchase and
Selling a uniform or passing to third Written
13.7.3. fine of 10% of fine of20% of Dismissal
party before service period warning
monthly basic monthly basic
salary salary
Allowing of money to be withdrawn 2nd warning and Last warning and
from an account which has no Written fine of 10% of fine of20% of
13.7.4. Dismissal
enough balance before proper warning monthly basic monthly basic
checking and verifi cation salary salary
lntentional delay of assigned Written fine of 10 % of fine of20 % of
13.7.5, Dismissal
duties warning basic monthly basic monthly
salary salary
lnsulating and harassing staff of Written fine of 10 % of fine of20% of
13.7.6. Dismissal
the bank warning basic monthly basic monthly
salary salary
nt Written
Last warning and
warning and
lnsulating and harassing customer fine of20% of
13,7.7. fine of 5% of Dismissal
ofthe bank basic monthly
basic monthly
salary
salary
Refusing to accept reasonable Written fine of5% of fine of 10 % of
13.7.8. Dismissal
order of immediate manager warning basic monthly basic monthly
salary salary
Written
Last warning and
warning and
Gambling or selling of personal fine of 20% of
13.7.9. fine of 5% of
items in the premises of the bank basic monthly Dismissal
basic monthly
salary
salary
2nd warning Last warning and
Assisting any person to get
Written and fine of 5 % fine of 10% of
13.7,10. unauthonzed entrance to any Dismissal
warning of basic monthly basic monthly
premises of the bank
salary salary
Diffusing false information among
Written fine of 10 % of fine of20% of
13.7.11 staff of the bank that harm the bank Dismissal
warning basic monthly basic monthly
staff relationship
salary salary
Coming late to duty without good Written
13.7.12. fine of5% of fine of 10% of Dismissal
cause warning
basic monthly basic monthly
HR Re/ations Procedure 0il

Coopbank
rlinary measure
No lnfringement 1st 2nd 3rd 41h
salary salary
Sleeping or loitering during office Written fine ofS% of fine of 10% of
13.7.1 3. Dismissal
hours warning basic monthly basic monthly
salary salary
Disappearing from work without
Written fine of 5% of fine of 10% of
13.7.14. informing immediate manager Dismissal
including leaving early
salary salary
Filature to timely notify absences Written fine of5% of fine of 10% of
13.7.15. Dismissal
from work warning basic monthly basic monthly
salary salary
Written
Last warning
Failure to treat the warning and
and fine of20%
13.7.16. customer/visitors of the bank as fine ofS% of Dismissal
of basic monthly
per the bank's rule basic monthly
salary
salary
Written
I nonpayment of nonpayment of
Absence from work for half and warning and
salary for absent salary for absent
13,7.17. above day and less than three nonpayment of Dismissal
day's and fine day's and fine of
days without good cause salary for
of 5% of basic 10% ofbasic
absent day's
monthly salary monthly salary
Written
nonpayment of nonpayment of
Absence from work for three and warning and
salary for absent salary for absent
13 7 18. above days and less than five days nonpayment of Dismissal
day's and fine day's and fine of
without good cause salary for
ol 10% ofbasic 20% of basic
absent day's
monthly salary monthly salary
Written
Last warning
Coming drunk (non-intoxication) warning and
and fine of 20o/o
13.7.19. and smoking cigarette/other drugs fine of 5% of Dismissal
of basic monthly
in premrses of the bank basic monthly
salary
salary
Written fine of 5% of fine of 10% of
13.7.20. Breaching dressing code Dismissal
salary salary
Written
Last warning
Lobbying/soliciting staff about warning and
and fine of 20o/o
13.7.21. religion and politics in the bank fine of 5% of Dismissal
of basic monthly
premises basic monthly
salary
salary
cct30
Srnk c( flro$;lil Coopbank
$ciplinery
No lnfiingement 161 ?f,d -lril' . mr
{rh
i{rliii
ilffi
Written
Last warning
Use of the bank property including warning and
and fine of20%
13.7.22. e-mail, internet, website, vehicle fine of5% of Dismissal
of basic monthly
and others for the personal accord basic monthly
salary
salary
Showing violent behavior in work Written fine of 10 % of fine of20% of.
13.7.23. Dismissal
place warning basic monthly basic monthly
salary salary
Written
Last warning
warning and
Conducting private affairs with and fine of20%
13,7.24. fine of5% of Dismissal
bank cosUtime of basic monthly
basic monthly
salary
salary
Written
Last warning
Request for sexual favor and other warning and
and fine of20%
13,7 25. verbal/physical conduct of a sexual fine of5% of Dismissal
of basic monthly
nature basic monthly
salary
salary
q Written
Last warning
Signing on attendance sheet warning and
and fine of 20o/,
13.7.26, without attending worldsigning for fine of 5% of Dismissal
of basic monthly
absent staff basic monthly
salary
salary
Written
Last warning
lmproper use of bank's telephones, warning and
and fine of2loh
13.7.27. e-mail, or internet, fine of5% of Dismissal
of basic monthly
basic monthly
salary
salary
Written
Use of bank vehicles without prior Last warning
warning and
approval, or unlawful operation of and fine of20%
13.7.28. fine of5% of Dismissal
said vehicle, of basic monthly
basic monthly
salary
salary
"l l.:,tu
.ii!, . (.,,. i tr rz I
::,,,, I X
13.8.1 . Staff shall be immediately dismissed without notice only in the event of
gross misconduct, as defined in the bank code of conduct/rules;
13.8.1.1. lntoxication at work, use of alcohol or addicted drug at
workplace;
HR Retations Procedure 66
Coopbank
13.8.1.2. Possession, display, or use of explosives, firearms, or other

dangerous weapons while on duty or on bank property;
1 3.8.1 .3. Fighting at work place/ where the bank business run/before a
customer;
1 3.8.1 .4. Theft- in kind and cash;
1 3.8.1 .5. Falsifying employment application, misrepresentation or
withholding of pertinent facts to secure and get employment,
promotion, transfer, sick leave etc;
13,8,1 .6. Destruction or damage to bank's property or unauthorized
13.8.1.7. ;H:';:i:,:::: :,j,i},; an ce or j ob resp o ns i b i, iti es ;
1 3.8.1 .8. Failure to promptly report accident or danger on the bank;

13.8.1 .9. Negligence or any action that results damage on banks
property and good will because of negligence to a staff, self,
or customers;
1 3.8.1 .1 0. llltentional commit of any act in workplace which endanger
the life or property of the bank;
1 3.8.1 .1 1 lntentional falsification of records required in the transaction
.
of the bank;
13.8.1.12. Unauthorized signing of another staff time sheet or recording
the time for another staff;
1 3.8.1 .1 3. Repeated tardiness, abuse of sick leave and leave of
absence, overstating a leave of absence without written
authorization;
13.8.1.14. Deceitful or fraudulent conduct in carrying out her/his duties
having regards to gravity of the case;
13.8.1.15. Misappropriation of the property or fund of the employer with

intent to procure for himself or to a third person unlawful
enrichment;
1 3.8.1 .16. Performance result of a worker, despite his potential, is
persistently below the qualities ntities stipulated in the
HR Re/aiions Procedure
#ffim Coopbank
collective agreement or determined by the agreement of the

parties;
13.8.1 .17. Being responsible for brawls or quarrels at work, having
regard to the gravity of the case;

13.8.1.18. conviction for an offence where such conviction renders him
incompatible for the post which he holds;
13.8.1 .19. Making malicious, false, derogatory statements
or gossip that
may damage the integrity or reputation of the bank, its
customers, or its staff;
13.8.1.20. Accepting bribe from customers;
13.8.1.21 . Distributing or posting information that is detrimental or in
conflict with the general interest and beliefs of the bank;
13.8.1 .22. Encouraging or engaging in any work stoppage,
slowdown,
walkout, cessation of work, or any other activity designed to
restrict or delay the operation, and services offered by the
c bank;
13.8.1 .23. Directly or indirecily, either for one,s personal benefit
or for
the benefit of any other person or organization, revealing any
confidential bank or staff information;
13.8.1.24. conviction for an offence where such conviction renders
him/her incapable for the post which he/she holds;
13.8.1 .25. commission of any unlawful activities stipulated in labor pro.
1156t2019 Art. 14 sub Art2;

1 3.8.1 .26. lntentional delay not to respond to claims of any bank,s
branch by concealing the cheque/debit voucher;

13.8.1 .27. Absence from duty for a total five days in six months period
while being warned in writing of such a problem; and where

the absence cannot be crassified in any of the reaves
provided under this procedure;
13.8.1 .28. Absence of work due to a sentence of imprisonment passed
against the worker for more than 30 consecutive days; and

13.8.1 .29. sexual abuse and unethical sexual conduct in work place.
t
6B
Coopbank
13.8.2. lf staff is suspected in engaging on the above disciplinary infringements

the staff shall be suspended for further investigation, to be conducted by
audit, compliance or ad hock team to be established by discipline
committee;
13.8.3. Dismissal of the staff for the reasons articulated above shall be
undertaken within a maximum period of 30 working days; and
13,8.4. Dismissal of staff shall be approved by discipline committee.
i *.*. ffi*rme{**n
13.9.1 This penalty/disciplinary action shall entail moving staff into a lower.
grade;
13.9.2. The bank's management shall consider demotion of staff for violations
that entails dismissal of the staff based on the staff past good record;
13.9.3. Demotion also results from under performance; and
13.9.4. Demotion actions shall be suggested with just and due cause by
discipline bam and shall not involve reduction in staff salary seeing as
rational compassionate/welfare grounds.
', ;:, . , ,,,i lll l; r' ,.,

t . . i," r l. i:)....,:
13.10.'1. Discipline committee shall have the authorityto investigate and take
action on cases involving serous disciplinary action;
13.10.2. Disciplinary Committee shall encompass;
Discipline Committee
o President . Chair Person
Directors and above

. Vice President HR and Facility Mgt. . Member
positions
o Vice President (user process) . Member
. Director-HRM, or . Member/
o Executive Management as a whole Secretary
. Vice President (User Process)

. Chair Person
. Vice President HR and Facilities Mgt

. Member
AllHead Office
Management
o Member
Staffs and
. Director-HRM
. Member
District/Branch Staff
. City District Director (User Organ)
. Member
>= job grade X
o Director, LEal Advisory Service
o Member/
. Manager, Talent Acquisition & Onboarding team

Secretary
HR Relailons Procedure
#wi3l,:,:, Coopbank
. District Director . Chair Person
All Branch/District
. Manager, Business Partner and Strategic r Member
3
Staff <= job grade lX
Support . Member
r Manager, Operation Management . Member/
. Shategy and HR Expert Secretary
13.10.3. Disciplinary Committee shall be represented by acting staff on the

position and when assigned by the establishing organ as required;
13.10.4. Disciplinary committee shail eniompass at least one HR siaff to
effectively address the staff issues;
13.10.5. Legal comments and suggestions shall be inquired for District Discipline
Committee investigation before concluding the findings;
13.10.6. District Discipline Committee shall requests legal service organ for
comments and suggestions in writing;
13.10.7. Legal service organ shall submit in writing and/or in addition shall
deliberate legal opinions presenting District Discipline Committee forum
as required; and
13.10.8. Discipline iecision shall be communicated by HRM/District office to the
staff in written media precisely narrating the essence of infringements
and plain disciplinary action taken.
'1 ;1,, '1 i" {.lii 'i+u iiii"t r.;ritr r-lt:ril:,"{ii=z.? F;-*: r, ,1 lt,iillr.ilr
13.11.1. The bank shall promote smooth employment relations through handling
of grievance promptly and enable staff the right to submit his/her
grievance and appeal to obtain a decision;
13-11.2. Grieved staff shall submit his/her grievance in writing or orally to his
immediate manager/team leader superior and/or the HRM/HRR team;
13.1 1 .3. PresidentA/ice Presidents/Directors/Team Leaders/Managers shall
resolve grievance as an integral part of their duties;
13.11.4. PresidentA/ice Presidents/Directors/Team Leaders/Managers shall
identify, prevent, and respond to and re-address problems in the
workplace and nurture individual and team to resolve issues at team
level;
70
Coopbank
13.1 1.5. Staff should report any grievance that could not be resolved at their
respective team level and/or director level to subsequent higher organ
within two days;
13.1 1 .6. HRM process/TAO team shall be typically responsible to the following
activities of grievance handling;
13.11 .6.1. Ensure that the process is completed within allocated time
frames;
13.1 1 .6.2. Accept and resolve and/or facilitate any complaints related to
human resource management;
13.11.6.3. Present an annual report of grievances dealt with by HRM'
process/ TAO team to the concerned organ of the bank; and
13.11.6.4. Publicize grievance action to internal staff to foster
transparency and learning from grievance handled.
13.11..7. ln circumstances of disciplinary measure, staff may appeal to supervisor
of the manager who gave disciplinary action to grieved staff against
suspensiofl, and dismissalwith notice within 2 working days;
13.1 1 .8. A supervisor who is more senior in position than the manager who
initially administered the disciplinary action shall conduct the appeal;
13.1 1 .9. The appeal responding senior manager shall respond to the appeal
within 5 working days, if decision on the appeal does not require detail
investigation of the case or within a maximum of 10 working days if the
decision requires detail investigation of the case;
13.11.10. The final step to appeal for disciplinary action shall be the president of
the bank; and
13.11.11. Any staff who is dissatisfied with the decision of the President has a
right to present his case to court of law.
ffi
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#ffi,p Coopbank
14" HR oata Management (Hm;;

1e3. Purp***
14.1.1 . To provide accurate, relevant, systematically organize HR data, easily
promptly and legitimately access staff record and information, improve
the efficiency with which data and report on HR transactions is
conducted
4.A a
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14.2.1' HRM/District office (up to their limit) shall be responsible to identify and
' install systematic, efficient and integral HRIS both electronic and
manual;
14.2.2. HRM/District office(up to their limit) shall ensure reliable personnel
record management and retrieve and reveal it legitimately for whom it
may concern and has to keep the secrecy;
14.2.3. The marpgement of the bank shall allot the required resources for the
installation of systematic and integrated HRIS;
14.2.4. Respective processes/work units/staff shall be responsible to maintain
and handle the personnel record and information and be able to access
as per the stipulated procedure; and
14.2.5. lnformation system Process of the bank shall ally to install and
recommend the appropriate computerized system of HRls that ensures
the reliable HR information.
1e.*.
The following (Pre-employment) lists shall be used as a minimum standard to

capture and store data in the database.
14.3.1. Personal & family rerated data: Name, sex, date of birth, place of birth,
marital status, spouse information, children information, family
information, residential address, E-mail address, telephone etc;
14.3.2. Educational status:-Name & Location of educational institution,
Graduation year, Level & subject of study;
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Wxw"w ry
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Coopbank
14.3.3. Skill: Language, computer, driving license and others;

14.3.4. Work Experience:-Name of previous employers, Date of employment in
pervious employers, Certificate of service from pervious employers,
Reason for leaving previous employers;
14.3.5. Emergency contact :- Name & Address of person in case emergency;
14.3.6. References:- name and address of reference person;
14.3.7. Training taken in previous organization;
14.3.8. Medication records:-name and address of medical center test the
employees medical status; and
14.3.9, Forensicstatus.
The following (post employment) lists shall be used as a minimum standard to

capture and store data in the database.
14.4.1. Employmont record:- Place of assignment, Date of employment,

employment category, promotion and transfer information;
14.4.2. Job information: Job title, job grade, job category and others;
14.4.3. Salary and related benefits;
14.4.4. Vacancy applications for promotion and transfer;
14.4.5. Attendance Management;
14.4.6. Pension Management;
14.4.7. Leave records: Annual leave, maternity leave, paternity leave, sick
leave, , leave without pay, leave schedule and others;
14.4.8. lnsurance :- compensation of the bank in case of emergency;
14.4.9. Performance appraisal;
14.4.10. Training taken;
14.4.11. Appreciation letters, Delegation letters, Special assignment,
Disciplinary, grievance cases, Guarantee letters, Supporting letters
Loan status and others; and
14.4.12. Termination:- the departure of employee from the bank.
HR Re/afions Procedure IJ
sffif Coopbank
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14.5.1. The HRM shall ensure data accuracy and capture data on the HRls
database;
14.5.2. Allthe data captured on the data base shall have source document and
the originating unit shall be responsible for the accuracy of the
document;
14.5.3. HRM shall capture all data that can change personnel data status and
capture new personnel data during employment;
14.5.4. The HRM shall be responsible for sorting and checking the correctness
of the data captured;
14.5.5. All hard personnel files of the bank shall be maintained at HRM centrally
and district shall maintain personnel file of employees under their
domain;
14.5.6. Whenever there is a new employment, the HRM and District office at
districts shall create a new file both electronically and manually;
14.5.7. Districts should compile and fonruard the original hard documents to the
HRM within thirty days from the date of employment by retaining a copy;
14.5.8. HRM shall check the completeness of the fite using the employment-
processing checklist and record on the register format designed for this
purpose and/or spreadsheet. The register book shall have lD number,
full name, and date of employment, position and title, place of vacancy,
date registered; and remarks;
14.5.9. Every document should be filed chronologically and systemically for
easy access;
14.5.10. HRM shall go through every document and letters delivered to the HRM
from all organs of the bank and identify those to be filed, recorded and
needing written replies;
14.5.11. The HRM shall ensure that all documents created and distributed in
relation with staff are created by the right person or organ contain all the
necessary data and distributed to the right person at the right time;
HR Re/afions Procedure
Coopbank
14.5.12. The HRM shall update the personnel data change on the record sheet
that includes the employee name, place of assignment, job title and
salary and others data;
14.5.13. lf the document does not have address, HRM shall identify the address
using the database; and
14.5.14. HRM shall give a page number for each and every document after filing
and migrating the soft copy in to HR data base.
1&.&. *rxstardy *f S*aff #l$cs

14.6.1. Custody of staff files of directors and above positions and staff working
in the human resources management process shall be kept separately
and managed with strict confidentiality under the custody of HR Relation
Team Manager;
14.6.2. Director, HRM shall ensure proper custody of staff files of directors and
above positions and oversee its status as required;
14.6.3. Custodyef staff files including team leaders/managers, branch
managers and others equivalent positions, professionals, semi-
professionals and manual & Custodial shall be the responsibility of the
HRM Official/HRM officer;
14.6.4. HR Relations Manager shall ensure proper custody of staff files of
below directors and oversee its status as required; and
14.6.5. Districts shall be responsible for any staff files custody under their
domain and inquire HRM/HRIS team as stipulated above while there is
inquiry from external body for revealing.
14.7.1. Staffs and external entities or individuals may ask either original or
photocopy of documents for various reasons;
14.7.2. Staff shall be entitled to request and get photocopy of a document that
is addressed to him/her;
14.7.3. Staffs who request a document that is not addressed to him/her may get
a photocopy of the document after securing the approval of Director,
HRM process;
Coopbank
14.7.4. The Director, HRM and other HRM staff shall use forms for borrowing
original document;
14.7.5. The request of external bodies shall be approved by the Director-HRM;
14.7.6. HRM officer (Official) shallfollow up borrowed original documents and
ensure that they are returned on due date and maintained the original
condition upon return;
14.7.7. The presidenWice President HRM /Director, HRM may have
unrestricted access to staff files;
14.7.8. Staff outside of the HRM may have access to staff files with special
approval of the Director, HRM;
14.7.9. Any request for a file of staff shall be accompanied by staff file
requisition form;
14.7.10. All requests within the HRM process have to be approved by the
Manager, HR Relation team;
14.7.11. HRM Officials/HRM officer who checks out the files has to put his/her
name and signature in the requisition form after dispatching the files;
14.7.12. The files sffhll be returned within 48 hours, unless there is a special
case; and
14.7.13. When files are returned, the HR officials shall check all page number
against full status of the file as per the requisition form.
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14.8.1. HRM shall be responsible for segregating inactive files from active data,
inactive files are files of staff who left the bank, i.e., the deceased,
dismissed, detained, suspended, and who disappeared/quit, resigned
and retired;
14.8.2. Whenever staff terminate their contracts their flles become inactive, and
HRM Officials should thus update the record sheet, give the files new
numbers with a pre-fix and put the inactive files numerically in a
separate place; and
14.8.3. The official staff files will be retained as per the regulation of the
relevant law in force after the staff separation from the bank.
14.9. HR Sata Inurmm?*r-y
14.9.1. Annual inventory of all files of staff shall be conducted and reconciled
with the main register HR data Base; and
14.9.2. The Director, HRM as required, will determine the annual inventory
period.
*ffi,,1p Coopbank
{ $"1.
15.1.1. The purpose of this procedure is to describe sources of law and scope
of the rules governing the termination of employment relationship, the
grounds on which the employment relationship may be terminated in the
bank
'flll .:
15.2.1. The contract of employment shall be terminate on the following grounds;

15.2 1.1. On the expiry of the period or on the completion of the work where the
contract of employment is for a definite period or prece work;
15.2.1.2. Upon the death of the worker;
15.2.1.3. Upon the retirement of the worker in accordance with the relevant law;
and
15.2.1.4. When the undertaking ceases operation permanently for due to
bankruptcy or for any other cause.
I #.;"$ r l: i : :: ;n
15.3.1 . The parties may terminate their contract of employment by agreement

provided, however, that waiver by the worker of any of his rights under
the law shall have no legal effect; and
15.3.2. Termination by agreement shall be effective and binding on the worker
only where it is made in writing.
15.4.1. A contract of employment may only be terminated where there are

grounds connected with the worker's conduct or with objective
circumstances arising out of her/his ability to do his work or operational
requirements of the undertaking;
15.4.2. The following shall not be deemed to constitute legitimate grounds for
the termination of a contract of employment;
HR Re/allons Procedure
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Coopbank
15.4.2.1. Her/h s r"rn.rrn ;;";;;;;;;;;;;; il; ;;;;;;r;;; ;

its laMul activities, for non-managerial employees;
15.4.2.2. Her/his seeking or holding.office as a worker's representative;
15.4.2.3. Her/his submission of grievance against the employer his/her
participation in judicial or other proceedings; and
15.4.2.4. His/her nationality, sex, religion, political ouilook, marital
status, race, color, family responsibility, pregnancy, lineage
line & descendants.
1#.ffi. Ymryyx*r,l*t**s'r w${fu*e":rg ffi*t$**

15.5.1 . Unless and otherwise stated, a contract of employment shall be
terminated without notice only on the following grounds;
15.5.1.1. Repeated and unjustified tardiness despite warning to that
effect;
15.5.1.2. Absence from duty for a total flve days in six months period
n, while being warned in writing of such a problem; and where
the absence cannot be classified in any of the leaves
provided under this procedure;
15.5.1.3. Deceitful or fraudulent conduct in carrying out his duties
having regard to the gravity of the case;
15.5.1.4. Misappropriation of the property or fund of the employer w1h
intent to procure for himself or to a third person undue
enrichment;
15.5.1.5. Returning output that, despite the potential of the worker, is
persistently below the qualities and quantities determined by
the agreement of the two parties;
15.5.1 '6. Responsibility for brawls or quarrels at the work place having
regard to the gravity of the case;
15.5.1.7. Conviction for an offence where such conviction renders him
incapable for the post which he holds;
15.5.1 .8. Responsibility for causing damage intentionally or through
gross negligence to any property of the employer or to
7B
Coopbank
another property which is directly connected with the work of

the undertaking;
15.5.1.9. Commission of any of the unlawful activities;
1 5.5.1 .10. Absence from work due to a sentence of imprisonment
passed against the worker for more than 30 days; and
15.5.1 .1 1 , Commission of other offences stipulated in this manual as
grounds for terminating a contract of employment without
notice.
15.5.2. Where the bank terminates a contract of employment in accordance
with this Article, s/he shall give written notice specifying the reasons for
and the date of termination;
15.5.3. The right of the bank to terminate contract of employment in accordance
with this Article, shall lapse after 30 working days from the date the
employer knows the ground for the termination; and
15.5.4. The grounds for suspension of a worker from duty before terminating
the contratt of employment of the worker in accordance with this Article
may be determined by procedure provided however, the duration for
suspension shall not exceed thirty working days.
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15.6.1. The following grounds relating to the loss of capacity, and situations
affecting, the worker shall constitute good cause for terminating a
contract of employment Wth notice:
15.6.1.1. The worker's manifest loss of capacity to perform the work to
which he has been assigned; or his lack of sklll to continue his
work as a result of his refusal to take the opportunity of
training prepared by the bank to upgrade his skill or after
having been trained, his inability to acquire the necessary
skill;
15.6.1.2. The worker is for reasons of health or disability, permanently
unable to carry out his obligations under the contract of
employment;
#ffiff Coopbank
15.6.1.3. The worker's unwillingness to move to a locality to which the

undertaking moves; and'"
15.6.1.4. The post of the worker is cancelled for good cause and the
worker cannot be transferred to another post.
15.6.2. The following grounds relating to the organizational or operational
requirements of the undertaking, shall constitute good cause for the
termination of a contract of employment with noticei
15.6.2.1, Any event which entails direct and permanent cessation of the
worker's activities in part or in whole resulting in the necessity
of a reduction of the work force;
15.6.2.2. Without prejudice to the provisions of sub-article 6 of article
't8 of labor law, fall in demand for the products or services of
the bank resulting in the reduction of the volume of the work
and profit of the undertaking and thereby resulting in the
necessity of the reduction of the work force; and
15.6.2.3.q Decision to alter work methods or introduce new technology
Wth a view to raise productivity resulting in the reduction of
the work force.
15.6.3. Where the cancellation of a post affects a number of workers thereby
constituting a reduction of work force, the termination shall take place in
compliance with the requirements of law; and
15.6.4. Reduction of the employee in our bank shall be as per the labor law of
the country.
1*7 T*.rA,fetime6;_.* E*.. ?i , tn"t_,lFff

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15.7.1. Any worker who has completed his probation period, may, by giving
thirty days prior notice to the employer, terminate his contract of
employment.
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15.8.1 . The following shall be good cause to terminate a contract of
employment without notice;
*ffip Coopbank
15.8.1 .1 .
lf the employer has committed against the worker any act
contrary to his human dignity and morals or other acts
punishable under the Penal Code;
15.8.1.2. lf, in the case of imminent danger threatening the worker's
safety or health, the employer, having been made aware of
such danger, failed to act within the time limit in accordance
with the early warning given by the competent authority or
appropriate trade union or the worker himself to avert the
danger;
15.8.1 .3. lf the employer has repeatedly failed to fulfill his basic
obligations towards the worker as prescribed under this
Proclamation, collective agreements, work rules or other
relevant laws.
15.8.2. Where a worker terminate his/her contract of employment for the
reasons referred above s/he shall inform the HRM/District in writing the
reasons for termination and the date on which the termination is to take
effect; and
15.8.3. A worker's right to terminate his contract of employment in accordance
with abovecases shall lapse after fifteen working days from the date on
which the act occurred or ceased to exist.
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15.9.1 . Notice of termination required under the provisions of this procedure

shall be in writing. The notice shall specify the reasons for the
termination of the contract and the date on which the termination shall
take effect;
15.9.2. Notice of termination by the bank shall be handed to the employee in
person. Where it is not possible to find the staff or s/he refuses to
receive the notice, it shall be affixed on the notice board in the work
place of the worker for 10 consecutive days;
15.9.3. Notice of termination by the employee shall be handed to HRM for head
office /District office for branch staffs;
15.9.4. Notice of termination given to employees by the bank during the time in
which the contract of employment is suspended shall be null and void,
unless favorably seen by the bank;
HR Relations Procedure B1
#ffis Coopbank
15.9.5. The period of notice given by the both parties shall be a period of one
month.
$ s.* $. P*yrn*nt *f O*mtra*t Tsrmin#t,s.!r

1 5.1 0.1 . where a contract of employment is terminated, salary and other
payments connected with salary due to the employee shall be paid
within seven working days from the date of termination, provided,
.
however, that the time of paymbnt may be extended where the

employee delays, because of his/her own fault to return property or any
sum of money which he received from or is due to the employer;
15.10.2 All staff who has completed his/her probation period, shall be giving
thirty days prior notice to the bank, to terminate his/her contract of
employment if not, the bank shall penalize one month salary for not
giving prior notice;
15.10.3. The bank shall make exit interview for employees on the process to exit,
via accessiple media the reason why s/he want to leave the bank;
15.10.4. lf staff terminated contract of employment s/he shall bring release and
handing & taking over form to HRM from the releasing work unit for
clearance purpose;
1 5.10.5. The resigned staff shall circulate clearance by attaching the release,
termination letter and handing &taking over form over relevant work
organ, if the resigned staff failto circulate clearance form HRM process
shall circulate the clearance form;
15.10.6. The resigned staff shall fill the exit interview form prepared by the bank;
and
15.10.7. The bank shall issue certificate of service to the resigned staff.
i ,i.jr . ffi$fs*tiwe ffimtm
This Procedure will come into force starting from october 01, 2019.
Deribie Asfaw Hurissa
82

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Human Resource Relations Procedure

2. Salary and Allowance......... 13

7. Working Clothes and Tools... ................ 34

7.'1. WorkingClothes ......................34

7.2. Working Tools ......3s

14. HR Data Management (HRIS)...

1 4.6. Custody of Staff Fi|es,.........,...... 75

15. Exit Procedure ,......,,...

15.3.Termination by Agreement .........................77

15.4.Termination by the Bank

15.6.Termination With Notice

1S.8.Termination by the Worker Without Notice.........

15.9.Procedure fol giving notice .....,...............,..81

15.10. Payment of Contract Termination ..........................82

16. Effective Date ,,..,...,,,...... 82

Whereas, HR represents one of the bank's most valuable assets as competent,

Whereas, it is important to align the bank's human resource management system

Now therefore, Coopbank adopts new HR Relations Procedure that facilitate to

ln order to ease understanding of this procedure operational definition is given for

The major objectives of the HRs Relations Procedure are to:

1.4. ffi*X*m m*# ; rlr lii. ust

L4.1. The President

1.4.2. The Executive Management

1.4.2.2. Review, deliberates and approve/recommends allowances,

1.4.3. Vice President, HR and Facilities Management

1.4.4. Director, HRM

1 .4.4.4 . Takes part in the design of compensation and reward

1.4.5. Director, District

1.4.6. Manager, HR Relations Team

1.4.7. Manager, Branch

procedure and follow monthly deduction.

1.4.8. Finance Process and Branches

1.4.9. Staff of the Bank

1"5" 11; * u,, u, .o#1,

1.5.1 . This procedure shail govern compensation, benefits, emproyee

;,: . ,'{r:l' ;; }-")l}:/:r ]i#

2.3. Fmyr*lE &drn imistnati*m

2.3.9. HR Relation team for head office staff and branch

2312 T:H::Tffi:,'l;:T;r,o". payror and authorize the payment

2.4.1. The purpose of representation allowance is to cover petty expense

2.5.1. The purpdse of transportation allowance is to cover the travelling cost of

x.s" ,-. ,:i L:t I :::

2.6.1. The purpose of housing allowance is to relieve or subsidies the rising

2.7.1. The purpose of Cash lndemnity allowance is to compensate the risk

ff"ffi. &*€$cr6 m*fi*x#dsfl$**

2.9.1. The purpose of paying disturbance allowance is to compensate the

Hft Re/alrorrs Procedure 19

4.1A. ffiov*a":g All*wmncn

2.10.11. The approval limit for Moving allowance shall be;

A.{*" ffiss*rt AIB*wmm*m

s.N Categorieb Branches ::::::::::r.r I '

2.12.1. The purpose of per-diem and accommodation allowance is to cover

2.12.12. For foreign travel per-diem, allowances shall be as per per-diem

ff -sfr" fl$**f im, *my# mfl$*x/xftrlm{},

2.13.1. The purpose of mobile card ailowance is to compensate mobile card

3.1.1. The purposes of medication benefit is to safeguard health and safety to

3'2'12. HRM and outlying Districts shall be responsible to communicate

&. F*r**r:m* &*m$dmffit ffiq*s':ffiflt

4.1.1 . The purpose of personal accident is to compensate organic injury or

compensation for the dependents and funeral ceremony expenses of

and shall be applicable for managerial employees unless separate

# pm r';tt{ rr ry ffi au r",*rF:i*t**

5.2.1. Credit Appraisal and Portfolio Management/branches shall notify HRM

1.4. ffiXm m*# ; rlr lii. ust

2.3. FmyrlE &drn imistnatim

ff"ffi. &€$cr6 mfi*x#dsfl$**

4.1A. ffiova":g Allwmncn

A.{" ffissrt AIBwmmm

ff -sfr" fl$**f im, my# mfl$x/xftrlm{},

&. F*r**r:m* &m$dmffit ffiqs':ffiflt

# pm r';tt{ rr ry ffi au r",rF:it**

$.6. mffisxcnr I*##n

ffi" t$:r ffiruff;tm

i! 1ffnk&re6 #$*fl#.g#xa ffir$# ?**{m

s.. tmvm s#P'e*dr"s$qa

9.14. Leave withut Fy

11" Drsslng Cod

t t.fr. il)rmmrxg a*c$ #r**mi*g Stcxn#mn#

{t.4. fi}rmsmn6 alci ffin***'r"x$rg Sts#er#

**.&. Ns:-ffim"spiiax"l**w*tFr ffir**wixtg #S

13.S. Absnce frr* wsrk

{. ffi ixiptiffiery ffi rmmhms err# ffims*lrem

13.4. Authe rity linit