TUPILWE SUPPLIERS LIMITED

COMPANY POLICY MANUAL

As per your Letter of Appointment and Employment Contracts, this Company Policy
Manual is to be read and signed prior to the commencement of your employment with the
Company. Should you have any queries, please do not hesitate to contact the Company
representative prior to your start date. One copy of your Employment Contract, a copy of
your Letter of Appointment and the signing pages of this Company Policy Manual and
Accounting Policies and Procedures Manual are to be handed to the Company
representative on your first day of employment. On commencement of your employment
you shall always have access to this manual saved on the Document Centres in
QuickBooks and Hr.My Softwares. – This manual shall be updated as necessary from
time to time, and is always available for your reference on the system.

INDEX
a. Organogram
b. Management Responsibilities
c. Definitions

CONTENT
1. Code of Conduct
2. Contractual Responsibilities
3. Conditions of Employment
4. Remuneration Package
5. Company Benefits
6. Company Policies
7. Security and Safety Guidelines
8. Termination of Employment
9. Grievance and Disciplinary Procedures
10. Contractual Provisions

Appendix A: BRIEF BUSINESS POLICY

Appendix B: ABSENTEEISM AND DESERTION POLICY
Appendix C: HIV/AIDS POLICY
Appendix D: SEXUAL HARASSMENT POLICY
Appendix E: ALCOHOLISM, DRUG ADDICTION AND SUBSTANCE ABUSE POLICY

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Company Policy Manual Tupilwe Suppliers Limited
 a. ORGANOGRAM
C.E.O

OPERATIONS ADMINISTRATION
MANAGER MANAGER

PROCUREMENT LOGISTICS MARKETING & AGRIC ADMINI ACCOUNTS

OFFICER & STORES SALES BUSINESS ASSISTANT OFFICER

SALES REP
DRIVER

GENERAL WORKERS
OFFICE MANAGER

b. MANAGEMENT RESPONSIBILITIES
 Planning and coordinating operations of the company
 Guiding and supervising staff in carrying out functions in operations control and
performance evaluation
 To receive analyze and assess actual results, assist staff to compare and
harmonize information on actual results and that on which plans were based.
 To participate fully and provide staff with a leading role in a budgeting process
 To instill into staff a culture of – The Here and Now action oriented tool to be used
in controlling operations whenever problems are identified.
 To be alert and closely follow Business activities in order to provide staff with
guidance, direction and focus based on original intended objectives and goals.
 To provide staff motivation in the work environment.

c. DEFINITIONS

Confidential Information includes, but is not limited to, TUPILWE SUPPLIERS LIMITED
Trade secrets, and /or Client’s Products, new Developments, Business Methods and
Techniques; all Discoveries, Inventions, Devices, Improvements, Machines and
Processes; all and any Company information which is not freely available to the general
public, but which you obtain as a result of your employment with TUPILWE SUPPLIERS
LIMITED.
Company means TUPILWE SUPPLIERS LIMITED
Management means Managers and Director(s).
Supervisor means immediate superior staff

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Workplace means the premises of TUPILWE SUPPLIERS LIMITED, and shall include,
the premises of all clients, customers, suppliers, farmers and service providers.

Policy brief & purpose

Our Company Policy outlines our expectations regarding employees’ behavior towards
their colleagues, work, Management, Supervisors and overall organization. We promote
freedom of expression and open communication. But we expect all employees to follow
our Company Police. They shall avoid offending as well as participating in serious
disputes which can lead to disrupting the workplace. Employees are also expected to
foster a well-organized, respectful and collaborative environment.

The Scope of this Manual

This policy applies to all our employees regardless of employment agreement or rank.

1. CODE OF CONDUCT

This Employee Code of Conduct may also be referred to as a “Conduct in the

workplace policy”.

Policy elements
Company employees shall be bound by their contract to follow our Employee Code of
Conduct while performing their duties as outlined below:
 Compliance with law
i. All employees shall protect our company’s legality.
ii. They shall comply with all environmental, safety and fair dealing laws.
iii. We expect employees to be ethical and responsible when dealing with our
company’s finances, products, Customers, Suppliers, any other Stakeholders and
public image.
 Respect in the workplace
i. All employees shall respect their colleagues.
ii. We shall not allow any kind of discriminatory behavior, harassment or victimization.
iii. Employees shall conform with our code of conduct in all aspects of their work, from
recruitment and performance evaluation to interpersonal

2. CONTRACTUAL RESPONSIBILITIES

Policy elements
Company employees shall be bound by their contract to follow our Contractual
Responsibilities while performing their duties as outlined below:
 Secrecy and Non-Disclosure
i. During the currency of this agreement and after termination thereof, and except as
required in the performance of your duties, you shall not disclose to any other
person, Business or legal entity for whatever reason, save as authorized by the
Company in writing, any of the dealings, Business, secrets, Accounts, Financial
Affairs, Patents, Trade-Marks, Designs, Customs, Information (electronic or paper-

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Company Policy Manual Tupilwe Suppliers Limited
 based) or any other information whatsoever having a relational reference to the
trade, Business or Property or concerns of TUPILWE SUPPLIERS LIMITED.
ii. You shall not, during the currency of this agreement and after the termination
thereof, for your own benefit or for the benefit of any other person, use or derive
any profit from:-
a. Any informational knowledge in relation to the Business or affairs of
TUPILWE SUPPLIERS LIMITED, acquired by reason of your appointment
as an employee of the Company
b. Any trade Secret or Confidential information of the Company
c. All Documents, Information, Schemes, Methods, Databases, Software,
Presentations and Ideas (electronic or paper-based) devised by or for
TUPILWE SUPPLIERS LIMITED or used by TUPILWE SUPPLIERS
LIMITED shall be Secret and Confidential to TUPILWE SUPPLIERS
LIMITED and its selected employees and shall remain at all times exclusive
property of TUPILWE SUPPLIERS LIMITED.
d. If such documents, information, schemes, methods, databases, software,
presentations and ideas are furnished to you, they shall remain in your
possession and under your control until required to be delivered to
TUPILWE SUPPLIERS LIMITED, which you shall be obliged to do on
demand or on termination of your employment, whichever is the sooner.
iii. You furthermore undertake to take all reasonable precautions against and use your
best endeavors to prevent any of that mentioned above being learned by
unauthorized persons. You accept that a breach of this undertaking shall lead to
summary dismissal.

 Restraint Of Trade
You undertake in favour of TUPILWE SUPPLIERS LIMITED that:
i. You shall not, directly or indirectly, whilst employed by TUPILWE SUPPLIERS
LIMITED or at any time thereafter, Carry on or otherwise be engaged or concerned
or interested in or employed by or Solicit Business for, or be a director,
shareholder, As a consultant, trustee, manager, employee, agent, representative,
advisor, officer or in any other capacity to, Render any service gratuitously or
otherwise to, any client directly or indirectly associated with TUPILWE
SUPPLIERS LIMITED, without the prior written consent of the Company. Should
you breach this restraint provision, you shall be required to Compensate TUPILWE
SUPPLIERS LIMITED on a Zambian Kwacha for Zambian Kwacha basis, based
on the total value of Business that the Company engaged in with the client involved
in the immediately preceding financial year.
ii. You shall not either for yourself or as an agent of anyone, persuade, induce, solicit,
encourage or procure any employee of TUPILWE SUPPLIERS LIMITED to:-
a. Become employed by or interested in any manner whatsoever in any client
directly or indirectly associated with TUPILWE SUPPLIERS LIMITED or in
any concern carried on by you or in association with anyone, and Terminate
his/her employment with TUPILWE SUPPLIERS LIMITED. Should you
breach this restraint provision, you shall be required to compensate

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Company Policy Manual Tupilwe Suppliers Limited
 TUPILWE SUPPLIERS LIMITED at the rate of 20% of the annual
remuneration package paid to the staff member at the date of resignation.
iii. You agree that the restraints imposed upon you are reasonable and go no further
than is reasonably necessary to protect the proprietary rights and legitimate
interests of TUPILWE SUPPLIERS LIMITED. The stipulations in this restraint are
separate, severable and independent stipulations in favour of TUPILWE
SUPPLIERS LIMITED.
iv. You are hereby further agree and acknowledge that you have carefully read the
provisions of the restraint of trade covenants contained in this document and fully
realize the implications and effects of the provisions thereof and have entered into
such restraint of trade covenants freely and voluntarily and that such restraint of
trade covenants shall not cause you any hardship which you are not willing to bear
in return for the benefits offered by TUPILWE SUPPLIERS LIMITED.

 Electronic Communications
The purpose of this policy is to optimize the effectiveness of the company’s
electronic and communications systems, to minimize damage to and abuse of the
Company’s facilities and to eliminate unnecessary costs associated with
telecommunications, Internet and email usage by staff members. The following
shall be adhered to:-
i. Use of the Internet, Intranet and email system is permitted and encouraged where
such use is suitable for Business purposes and where it supports the goals and
objectives of TUPILWE SUPPLIERS LIMITED. The Internet, Intranet and email
system is to be used in a manner consistent with TUPILWE SUPPLIERS
LIMITED’s standards of Business conduct and as part of the normal execution of
your job responsibilities.
ii. You are not entitled to make use of the Internet facility for personal use in any
manner whatsoever without the prior consent of your immediate supervisor. Your
email addresses are for purposes of Business only and any abuse of this facility
shall result in formal disciplinary action as well as the possible withdrawal of your
email facility. You are required to adhere to the email operating procedures as
issued from time to time. Internet/Intranet and email usage shall be monitored for
unusual activity.
iii. Any kind of downloading of personal media, music or movies from the internet is
illegal and may not take place on these premises at any stage. You may not have
torrents or any similar software loaded on your TUPILWE SUPPLIERS LIMITED
owned desktops, as these are Company Property.
iv. Please do not move any kind of personal media, music or movies through
TUPILWE SUPPLIERS LIMITED Server either, as this compromises our space on
the Server, which in turn shall also affect our ability to work, and daily backups to
run. Not only is the server space of concern, but also the speed of our internet,
which already is slower than we would like and is made slower when downloading
anything.
v. Any pirating taking place at these premises on Company Property could lead to
summary dismissal.

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Company Policy Manual Tupilwe Suppliers Limited
 vi. You shall not delete any emails from your Sent Items at any stage, either work or
non-work related. These emails need to be kept as proof, especially concerning
client correspondence. Legally we can be held liable in matters concerning clients,
where we cannot prove that an email was sent. Staff email usage reports are
reviewed by Management on a monthly basis and any person found abusing this
system or deleting sent emails shall lead to disciplinary action.
vii. Remember to check your space limits and space used at regular intervals to
ensure your mailbox does not become blocked from receiving external and internal
emails due to lack of space.
viii. It is accepted that you may receive personal emails, provided that it is in the form
of text messages only and does not include attachments in the form of video clips,
executable files, graphic files, etc. TUPILWE SUPPLIERS LIMITED reserves the
right to monitor, intercept, read or otherwise access all email communications and
Internet use necessary, to return, redirect or refer undesirable communication to
any third party, where it is considered necessary to preserve the security and
interests of the Company.
ix. Should your privacy allegedly be compromised in any manner or for any reason,
the Company shall not be liable in any way.
x. By nature of the Business of TUPILWE SUPPLIERS LIMITED, the Company offers
Credible Business Services to its Clients and Customers. As such, professional
moral conduct is expected and you are expressly prohibited from sending,
receiving or downloading material either from the Internet, or through your email
addresses, of a pornographic, obscene, defamatory, discriminatory or undesirable
nature, whether written, in picture or in cartoon format at the workplace.
xi. Unprofessional emails to clients shall not be tolerated. This includes grammatical
errors, spelling errors and where they are not necessary i.e. where the personal
touch (telephone call) would be better. All correspondence sent to clients to be
sent as follows:-
a) All emails sent to clients are to be CC' to your Supervisor while client’s
Directors/Superiors are only to be emailed directly by your Supervisor.

 Conditions of Use
The following practices are considered to be unacceptable, and shall result in
disciplinary action. TUPILWE SUPPLIERS LIMITED also reserves the right to
report any illegal activities to the appropriate authorities.
i. Visiting Internet sites that contain obscene, hateful or otherwise objectionable
materials.
ii. Sending or receiving any material that is obscene or defamatory, or which is
intended to annoy, harass or intimidate other people.
iii. Sending or receiving unusually large emails or attachments not related to work
and/or sending or forwarding electronic chain letters.
iv. Using the Internet for personal use during working hours without obtaining the
express permission from your supervisor.
v. Representing personal opinions as those of TUPILWE SUPPLIERS LIMITED.
vi. Using the Internet or email for gambling or other illegal activities.
vii. Making or posting indecent remarks, proposals or materials.

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Company Policy Manual Tupilwe Suppliers Limited
viii. Uploading, downloading or otherwise transmitting commercial software or
copyrighted material in violation of its copyright.
ix. Downloading any software or electronic files without implementing approved virus
protection measures.
x. Intentionally interfering with the normal operation of the network, including the
propagation of computer viruses, or sustained high-volume network traffic, which
substantially hinders other users in their use of the network.
xi. Unauthorized revealing or publishing of confidential or proprietary information
which may include, but is not limited to, financial information, new Business ideas,
marketing strategies and plans, Customer lists, computer network access codes
and details of Business Contracts.
xii. Examining, changing or using another person’s files, output or user name without
explicit authorization.
xiii. Other inappropriate uses of Internet/Intranet or network resources, which may be
identified by your supervisor.
xiv. Not using the standard footer on all emails as prescribed by TUPILWE
SUPPLIERS LIMITED
xv. You are not permitted to use instant messaging software during Business hours
(this includes Skype, Skype Talk and Google Talk, MSN, Google Chat, Facebook,
My Space, You Tube, Twitter WhatsApp and any others).
xvi. You may not join any personal website or email subscriptions at work on your work
emails, these cause spam and performance delays on the network.
Should you breach the terms of this policy, formal disciplinary action shall be taken and
TUPILWE SUPPLIERS LIMITED may charge you with the cost to the Company of your
use of the Internet facility. This breach shall be viewed in an extremely serious light by
the supervisor and may result in the termination of your employment.

3. CONDITIONS OF EMPLOYMENT

Policy elements
Company employees shall be bound by their contract to adhere to agreed Conditions of
Employment while performing their duties as outlined below
 Office Hours
i. The Company’s standard working hours are Monday to Friday from 08:00 to 17:00.
ii. Staff members shall be expected to complete a timesheet for 8 hours billable time
per day with no time charged to administration.
iii. Lunch time shall be from 13:00 to 14:00.
iv. If you are going to be late for work at the office, for whatever reason, you are to
call your Supervisor by 08:00 on the day to notify him/her and to discuss any
deadlines due or urgent work for that day or relevant pending work, which may be
affected; and thereafter at regular intervals in the case of prolonged and
unexpected time out of the office.

 Overtime
Unless specified to the contrary in the Employment Contract, overtime is payable
to Casual Employees at the Warehouse and not to Employees at the office unless

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Company Policy Manual Tupilwe Suppliers Limited
 on off hours after 13:00Hrs on Saturdays and on off days such as Sundays and
Holidays. Overtime worked by non-Casual Employees shall be accrued as time-
off, only when:
i. Overtime is worked either at the client’s premises or on the way while travelling for
purposes of work.
ii. Overtime has the prior approval of the Supervisor and an overtime schedule has
been approved by the Supervisor.
iii. Overtime shall only be authorized in respect of ‘bona fide’ time spent and shall not
be granted in respect of time spent clearing excessive file review queries due to a
staff member’s poor performance.
iv. You shall work a normal ‘working hours’ total of hours for the day and shall not
exceed the maximum hours of work per day allowed, travelling to and from the
office or clients during the working day. (Ie. travel time during working hours is
normal travel time) Long trips, you shall be expected to leave early, work eight
hours, claim overtime on the extra travel time.

 Annual Leave
i. You shall be entitled to take the allocated 24 working days annual leave per year,
at the rate of 2 days per month at a time, or times, convenient to the Company.
Annual leave may not exceed 1.5 (one and one-half) times your annual statutory
entitlement at any time. Annual leave exceeding this limit shall be lost.
ii. Application forms for annual leave shall be available on the shared Document
Centres on systems such as Hr.My and QuickBooks as well as from your
Supervisor. These application forms shall be completed at least 2 (two) months
prior to the dates of requested leave and submitted to your Supervisor for approval.
(Please do not submit leave forms at the last minute i.e. a few days before you
plan to take the leave, as provisions need to be made.) Job assignments and time
deadlines must be considered when application for annual leave is made. No
annual leave shall be granted during the period of notice leading to your
termination of employment.
iii. Annual leave is allocated as follows below:
a. Except on termination of employment, you shall be entitled to leave only on
the completion of six months in continuous employment with the Company
b. The Company shall grant leave on full pay to an employee at the rate of two
days per twenty six days worked in a month subject to conditions herein
c. The Company may give reasonable considerations as to why days applied
for may not be granted.

 Sick Leave
i. You shall be entitled to 30 (thirty) days paid sick leave over a 3 (three) year period.
ii. During the first six months of continuous employment, you are entitled to one day’s
paid sick leave for every 26 (twenty-six) days worked.
iii. You shall call your Supervisor by 08:30 on the day of your absence (to notify them
that you are sick and to discuss any deadlines due or urgent work for that day or
relevant pending work) and thereafter at regular intervals in the case of prolonged
illness. Where you fail to do so, sick leave may be regarded as annual leave.

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Company Policy Manual Tupilwe Suppliers Limited
 iv. Should you exceed the sick leave entitlement as set out above, sick leaveshall be
regarded as annual or unpaid leave.
v. You shall not be entitled to paid sick leave if you have been absent from work for
more than two consecutive days or on more than two occasions during an eight
week period or on a Friday or a Monday or a day immediately preceding or
following a Public Holiday or a day preceding or following any other type of pre-
authorised leave (annual leave, lecture days, exam day, study leave) and, you do
not produce a medical certificate stating that you were unable to work for the
duration of your absence on account of sickness or injury. The medical certificate
must be signed by a medical practitioner or person who is certified to diagnose
and treat patients and who is registered with a professional council.
vi. The medical certificate must be forwarded to the Company within the first 48 hours
of being off sick. If you are absent for more than 5 (five) days without notifying the
Company, and after a disciplinary hearing it is found that you have absconded, the
Company shall summarily terminate your services.
vii. If you fall sick while on annual leave, your leave shall still be allocated to annual
leave, as you applied for and were granted annual leave. Therefore, you were not
required to be at work on those days. Sick leave is for when you were supposed
to be at work, but were unable to attend work because of ill-health or injury.

 Maternity Leave
A female employee shall be entitled to one hundred and twenty calendar days or
four months paid maternity leave on production of a medical certificate to ascertain
her pregnancy signed by a registered medical Doctor or health facility if the
employee has completed two years of continuous service with the Company from
date of engagement as follows:
a. At any time from four weeks before the expected date of birth; or
b. On a date which a medical practitioner or a midwife certifies that it is
necessary for your health or that of your unborn child
c. You may not be permitted to return to work for six weeks after the birth
unless a medical practitioner or midwife certifies that you are fit to do so.
d. Should you bear a still-born child, you may remain on maternity leave for
longer if a medical practitioner certifies that it is necessary for your health
and safety.
.
 Training Courses
The Company may, at its discretion, provide you with external short training
courses. The cost thereof shall be borne by the Company and not be included in
your total package. MD reserves the right to include the cost thereof in your annual
package at a future date.

4. REMUNERATION PACKAGE

Policy elements
Company outlines the remuneration package to employees as follows:

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Company Policy Manual Tupilwe Suppliers Limited
  Remuneration
i. Remuneration packages shall be reviewed once a year.
ii. Should other increases be granted during the year these would be taken into
account when considering the annual increases.
iii. Remuneration packages are based on your academic achievement, length of
service, effort and ability displayed on assignments.
iv. The Company shall pay the balance of your remuneration package net of
deductions directly into your nominated current Bank account.

 Gross Remuneration:
i. Gross Remuneration is the portion of your total cost to company package after
allowing for all company costs, contributions and other deductions as set out on
your payslip and shall be paid to you by electronic transfer into your nominated
Bank account.
ii. The total package shall be dependent on your position within the Company, duly
taking into account the nature of your duties.
iii. The structure of this package is subject to whatever changes are necessary to fully
cover all Company’s employer contributions and costs paid on your behalf and/or
for your benefit and also for reasonable flexibility.
iv. Your salary shall be paid into your Bank account at the end of each month.

 Net Pay or Cash Component:

i. The “Net Pay” is the portion of “gross remuneration” remaining after taking into
account all statutory deductions or such other amounts as set out on your payslip.
ii. It is acknowledged that the “Net Pay” is subject to any increase or decrease due
to other variances in company costs and contributions, and/or other changes, to
the structure of the total cost package.
iii. It is, furthermore, acknowledged that all changes to the structure of the total cost
package, requested by you or effected by the Company will be with the consent of
both parties.

 Allowances
a. Cellular Phone:
Due to the nature of your duties, you may be entitled to a Smart Phone for
Business purposes of the Company only
b. Transport:
The Company shall provide transport for or shall grant transport allowance
at the rate prescribed in the Minimum Wages and Conditions of
Employment Act, Cap 276 of the Labour Laws of Zambia, to an employee
whose duty station is beyond a three kilometer radius from the area of
residence.

c. Housing
The Company shall provide Housing allowance at the rate of 30% of basic
pay as prescribed in the Minimum Wages and Conditions of Employment
Act, Cap 276 of the Labour Laws of Zambia

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Company Policy Manual Tupilwe Suppliers Limited
 d. Lunch
The Company shall provide Lunch for or shall grant Lunch allowance at the
rate prescribed in the Minimum Wages and Conditions of Employment Act,
Cap 276 of the Labour Laws of Zambia.

e. Entertainment:
Due to the nature of your duties you may be expected to entertain clients or
stakeholders on an on-going basis to maintain, establish or promote the
Business or other interests of the Company. The Company therefore, may
grant you an allowance to cover for expenses of such endeavors as long as
you show cause and provide expense Budget for approval.

f. Subsistence
Due to the nature of your duties, you may be granted an advance payment
against subsistence expenses when required to travel for Business
purposes, as long as you show cause and provide expense Budget for
approval.

g. Deductions
TUPILWE SUPPLIERS LIMITED shall be entitled to deduct from your
remuneration any amounts due to the Company and agreed to in writing by
you.

5. COMPANY BENEFITS

Policy elements
Both Company and its employees shall be bound by Law to remit statutory contributions
to relevant institutions and the Company reserves the right to deduct from your monthly
package, amounts as required and to remit said amounts to such institutions on your
behalf.

 NAPSA
The Company shall deduct from your monthly salary the amount at the rate
prescribed by law and add it to Tupilwe’s contribution. The total contribution shall
be remitted to NAPSA on your behalf

 Medical insuarance
The Company shall deduct from your monthly salary the amount at the rate
prescribed by law and add it to Tupilwe’s contribution. The total contribution shall
be remitted to NAPSA on your behalf

 PAYE
The Company shall deduct from your monthly salary the amount at the rate prescribed by
law and shall remit such amount to Zambia Revenue Authority (ZRA) on your behalf

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Company Policy Manual Tupilwe Suppliers Limited
 6. COMPANY POLICIES

Policy elements
This seeks to bring out how the Company shall undertake to promote and preserve the
dignity and self-esteem of all employees. All employees are expected to treat their
colleagues, supervisors and subordinates with due respect and to conduct themselves
with dignity at all times:
 Use of Company Facilities
The private usage of Company telephone, fax, photocopier, postage, e-mail,
paper, stationery etc. not be allowed.

 Desk Usage
Staff shall be allocated a desk space to work from.

 Kitchen
The Company shall designate employee(s) to make use of the Kitchen and
equipment, who shall be expected to ensure that:
i. The kitchen is left clean and tidy at all times,
ii. All utensils are packed into the dishwasher after use
iii. All perishables are packed away after use
iv. All food is cleared away before leaving on a Friday
v. The Cooker is turned off before leaving the Company’s premises at the end of each
day,
vi. All dishes are rinsed before putting them into the dishwasher, to prevent messy
blockages.

 Telephone Usage
i. All personal telephone calls must be kept to a minimum.
ii. The cost of personal telephone calls exceeding ZMW50 altogether per month, shall
automatically be deducted from your remuneration.
iii. Permission from your Supervisors is required before personal long distance
telephone calls shall be made.
iv. You shall be requested to place cellular ringing tones on the lowest settings as well
as lowering your voices when talking on Phone so as to not disturb other members
of staff.
v. Management shall randomly check staff calls to ensure that these rules are being
adhered to.

 Timesheets
i. Timesheets are to be completed on a daily basis using Hr.My Software on time.
ii. Any time not completed, shall be charged to your annual leave, and then to your
unpaid leave accordingly.
iii. Where you are out of the office for the entire week, you are required to advise
supervisor of your timesheet details before 10am each Monday morning where it

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Company Policy Manual Tupilwe Suppliers Limited
 is impossible for you to complete yourself beforehand, or from out of office with the
remote access
iv. Your timesheets shall be your own responsibility and must not be late, as this puts
undue stress on billings and reports to be incomplete when needed.
v. Should your timesheets not be completed as specified above, the Supervisor shall
be advised as such and you shall be required to resolve directly with him/her.

 Public Transport
i. If there is no alternative mode of transport, travel to and from a client using public
transport is limited to the lesser of the cost of public transport
ii. You shall be required to submit proof of the cost to the Company as this is regarded
as a disbursement and not a travel claim.

 Private Work
i. You undertake not to devote any time or attention to any other concern or Business
not related to the Business of TUPILWE SUPPLIERS LIMITED without prior
approval being obtained from the Company.
ii. You undertake not to engage in any activities that would detract from the proper
performance of your duties and not to be engaged in any other kind of Business in
competition with or conflicting with the Business of the Company.
iii. Staff members should not invest in, nor have any financial interest in, any client’s
concern.
iv. Employees shall not make personal Purchases/Sales from/to a client and gifts,
gratuities, commissions or incentives shall not be accepted/given from/to any
company or individual doing business with the Company without the prior approval
of the Company

 Backups
You are required to make regular backups of all computerized files. The backup
shall be done by use of external hard drive on the server computer. The hard drive
shall be provided by the Company and it shall kept in the safe place within office
premises by a designated employee.

 Meetings
a. Planning Meetings
The Company shall conduct Budget and Planning Meetings once per year
in the last quarter of every year.
b. Extra Ordinary Meetings
When need arises the Company shall conduct an extra ordinary Meeting at
any time of the day, week, month and year depending on the urgency
involved.
c. Weekly operations Review Meetings
The Company shall conduct weekly Review Meetings on a Monday or
Friday especially during peak seasons of Business activities.

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Company Policy Manual Tupilwe Suppliers Limited
  Dress Code
i. Dress must always be appropriate to the occasion. It is important to look and dress
professionally in a professional environment at all times, even on casual clothing
approved days. Casual clothing approved day’s means PROFESIONALLY casual.
ii. You shall be required to dress in a manner appropriate for an office environment
adhering to a strict ‘Business Casual’ dress code for men and appropriate formal
office attire for women at all times, unless the client’s environment demands a
jacket and tie.
a. Definitions
1) Men – Business Casual:
Smart tailored pants and smart open neck shirts with collars, smart
leather work shoes
2) Women – Appropriate formal office attire:
Non-revealing clothing, which is tailored and professional (this means
no low cut tops showing cleavage, no short tops showing your stomach
area, or low cut pants showing your stomach area, etc.)
3) You may wear casual clothes on Friday’s and Saturdays to work, unless
you are going out to see a client, or as otherwise instructed by the
Supervisor.
4) Dress for attending Stock Counts and Checks
Staff may dress casually, which includes wearing JEANS, TACKIES and
WORKSUITS. Please use your discretion in this regard, taking into
account the nature of the stock to be counted and which client you are
visiting.

 Smoking
Smoking is prohibited in the offices at all times.

 Boardroom
Beside the designated Company Meetings, You are permitted to make use of the
Boardroom for meetings with either fellow staff(s) or client(s), provided that your
booking has been recorded in the diary of bookings as set out.
Please ensure prior to meetings that the boardroom is available for your usage.

 Shop Errands
You are asked to refrain from visiting the shops during normal working hours other
than during lunchtime.

 Computer Assistance
Should you have any problems with your computer hardware or software contact
your Supervisor as quickly as possible

 Correspondence

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Company Policy Manual Tupilwe Suppliers Limited
 All correspondence shall be prepared using Arial 12 font and shall be signed by a
Supervisor. The signature “for and on behalf of” may only be used with the
express permission of a Supervisor

7. SECURITY AND SAFETY GUIDELINES

This seeks to bring out how the Company shall undertake to promote and preserve the
Security and Safety Guidelines of Company Premises

Policy elements
 Procedures In Emergencies
Assist with the safety of your building by:-
i. Being constantly aware of anything, which does not belong in your area.
ii. If ordered to evacuate, open all doors and windows but close blinds to minimize
the effect of a blast and flying glass.
iii. You are all requested and are required to find where the fire extinguisher is located
in the office premise. In the event of a fire, please ensure that you use the
extinguisher

 General
You are responsible for:
i. Maintaining security over all aspects of your work.
ii. Reading and complying with all POLICIES AND PROCEDURES. Ensuring that all
written documentation reports and letters are stored confidentially.
iii. Ensuring that all confidential information that is due to be discarded is shredded.
Ensuring that no equipment or documentation is removed from Company premises
without Supervisor’s prior approval.
iv. Ensuring that all visitors to the Company are met at Reception and are not
permitted to walk through the office unescorted.
v. Desks must be cleared or tidied at the end of each workday.
vi. All records not required for current use must be returned to the filing cabinet.
vii. No documents, files or records should be left on the floor.
viii. All correspondence leaving the office is to be signed by a Supervisor unless the
prior authorisation of a Supervisor has been obtained.


Office Security
You shall be responsible for your own working areas / office before you leave
Company premises. This includes:
i. All windows to be properly closed (and doors where necessary are locked),
ii. All blinds to be pulled down and closed, after the windows have been properly
closed,
iii. All air conditioners to be switched off,
iv. Your Computer is switched off / logged off, and
v. All light switches to be off.
When you are the last to leave Company premises, you are also required to ensure that
you have written your name and the time in the In/Out book at reception. Test that the
office front door is securely locked before you leave.

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Company Policy Manual Tupilwe Suppliers Limited
When you are the first to arrive at the office, please also write your name and the time in
the In/Out book.

 Security of Files
No Company files shall be permitted to be removed from the premises without the
permission of the Supervisor.
You are responsible for the safeguarding of all files removed from Company
premises. In the event that a file goes missing whilst in your safekeeping, you shall
be responsible for the costs required to replace the file.
You are required to sign files out from the Company and sign the files back in when
returning the files to the filing cabinets.

8. TERMINATION OF EMPLOYMENT

 Period Of Notice And Final Salary

Either you or MD shall be entitled to terminate your employment on written notice,
to be given to the other party, based on a calendar month on or before the 1st of
the month. The following shall apply:
i. Within the first 6 (six) months of employment give 1 (one) week notice
ii. Within 1 (one) year of employment give 2 (two) weeks’ notice
iii. More than 1 (one) year of employment give 1 (one) month notice
iv. Should you wish to leave the Company, you are encouraged to give the Company
written notice.
v. You are requested to complete any assignments on which you are involved before
leaving and to ensure a proper and complete handover.
vi. Should you terminate your employment contract without tendering and working the
written contractual notice period, then the Company shall deduct from your final
payment, an amount equal to the period of notice not given or worked including
any accumulated leave pay not yet taken.
vii. Please note that on termination of your employment, your final salary shall be paid
into your Bank Account no later than 7 working days after date of termination of
your employment contract.

 Surrender of Documents/Information
Any documents, records and/or databases (including, but not limited to written
instructions, notes, memoranda,
advertising materials, clients or prospective clients, electronic data or paper-
based) relating to the confidential information of the Company which are made or
compiled by you or which come into your possession while you are associated with
the Company, shall be deemed to be the property of the Company and shall be
surrendered to the company on demand and willingly.

 Misconduct
The following offences may lead to disciplinary action in the form of summary
dismissal, or an oral, written or final written warning. The list is merely a guideline
and is not intended to be exhaustive. Consideration of the circumstances of each

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Company Policy Manual Tupilwe Suppliers Limited
 case will determine the appropriate action to be taken. Gross and very serious
misconduct which could result in a Final written warning or Dismissal, including
summary dismissal:
i. Theft or unauthorised possession of Company property, or the property of another
member of staff or person associated with the Company.
ii. Misappropriation of monies or property of the Company, clients or members of
staff, or an attempt thereto.
iii. Serious refusal to carry out a lawful or reasonable instruction of Management or a
delegated authority or gross insubordination or refusal to work.
iv. Assault or any attempt to assault another person and fighting or related threats of
violence.
v. Unauthorised possession of any dangerous weapons at Company premises or at
a client’s premises and non-compliance with the provided safety precautions.
vi. Being under the influence of alcohol or hallucinatory drugs whilst on duty.
vii. Dishonest recording of attendance at work.
viii. Dishonesty and disloyalty, including but not limited to the use, abuse, misuse,
communication or publication of confidential Company information.
ix. False evidence or the intentional submission of wrong or misleading information
verbally or in writing or the refusal to submit evidence in an investigation pertaining
to a matter of the Company.
x. Fraudulent misrepresentation with the intention to aggrieve or embarrass or
potentially aggrieve or embarrass the Company.
xi. Making false statements in the course of your employment.
xii. Falsification of any documents, information and certificates (including medical
certificates).
xiii. Unauthorised use of Company’s property for private or personal use.
xiv. Use of the Company’s equipment or systems for non-Business purposes without
Express permission.
xv. Accessing or attempting to access confidential Company files or data without
authorisation.
xvi. Deliberate destruction of, damage to, misuse or abuse of Company’s property or
the property of another member of staff, or client or any person associated with the
Company.
xvii. Intimidation, incitement or threatening other members of staff.
xviii. Gross negligence and disorderly conduct during the course of your duties.
xix. Participating in any non-Business activities during normal office hours, without
express permission.
xx. Engaging in private work for compensation and/or for Business purposes without
Company’s prior written consent.
xxi. Bribery, including attempts to bribe and acceptance of bribes.
xxii. Displaying on, transmitting via or downloading objectionable material onto the
Company’s computers.
xxiii. Failing to comply with legislation and Company’s rules and regulations contained
in this Company Policy Manual, its appendices.
xxiv. Any other offence recognized in law as being sufficient grounds for summary
dismissal, including being convicted of a serious criminal offence, or misconduct,

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Company Policy Manual Tupilwe Suppliers Limited
 including misconduct committed outside of normal working hours and outside of
the working premises, which detrimentally affects Company’s good name and
reputation and may be directly related to your job function.
xxv. Sexual harassment or unfair discrimination.
xxvi. Use of illegal software.
xxvii. Absenteeism without leave for one or more consecutive days without permission,
without good cause and/or a valid medical certificate.
xxviii. Absenteeism, including late-coming and slack timekeeping.
xxix. Failure to timeously report for overtime after having agreed to do so, without valid
reason.
xxx. Willful non-compliance with Company’s procedures and standing
instructions/rules.
xxxi. Abusive language and insulting behavior towards other members of staff and
clients.
xxxii. Insolence towards Management or a delegated authority.
xxxiii. Restricting output or attempting to influence other members of staff to restrict
output or stop work.
xxxiv. Poor work performance, failure to reach or maintain set work standards relating to
quality or quantity of work.
xxxv. Being in possession of alcohol or any prohibitive substance, including hallucinatory
drugs.

 Return of Assets and Records

On termination of your employment, you shall immediately deliver to the Company
all assets, computer hardware and software, records, documents, accounts,
letters, notes, memoranda and papers of every description within your possession
or control, relating to the affairs and Business of the Company, whether or not they
were originally supplied by the Company. You agree not to retain any copies
thereof or extracts therefrom.

Important: By signing this Agreement you agree to the Company deducting any cost from
your final payslip for unreturned Company property in your possession, as well as
recovery of all Company’s legal costs incurred during this recovery period, as well as a
rental fee in the amount of 20% per month of the original cost for every month that the
amount is outstanding in recovering the balance of the amount owed to the Company.
You would also be reported to relevant authorities for unreturned property belonging to
the Company.

9. GRIEVANCE & DISCIPLINARY PROCEDURES

 Grievance Procedures
i. You are required to raise the grievance with the Supervisor explaining clearly that
you are taking the first step in the grievance procedure. You are free to raise
grievances without being victimized.
ii. Your grievances shall be handled with discretion and your confidentiality and
privacy shall be protected.

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Company Policy Manual Tupilwe Suppliers Limited
 iii. The Supervisor is to be given 3 (three) clear working days from the time that the
issue is first raised to reach a satisfactory solution.
iv. If a satisfactory solution is not reached within this time, then a grievance form is to
be completed (the complaint must be set out in writing) signed and copies of the
grievance form are to be given to the Supervisor.

 Disciplinary Code:
The following schedule is not exhaustive and the employer has the right to
discipline an employee for a transgression not listed herein. It merely constitutes
a guideline of unacceptable conduct and penalties.
Further, it must be noted that persuasive mitigating and aggravating circumstances
in each case could lead to a more lenient or harsher corrective measure being
applied. Each case will be considered on its on facts and merits.

i. Stages of Procedures:
a. A verbal warning is regarded as the first step in the disciplinary procedure,
and a written record thereof shall be kept on your personal file for a period
of twelve months. If an informal verbal warning fails, the Supervisor shall
issue a formal written warning. You shall be required to sign the warning as
agreement with the details thereof. Should you refuse to sign the warning,
the Supervisor shall call in an independent witness who shall sign the
warning in his capacity as a witness to the issuing of the warning.
b. Any incidents, which appear to require stronger action than a written
warning shall institute a formal inquiry within three days of it being reported.
c. You are free to appeal against the decision taken in the above stages,
should you so decide.
ii. Disciplinary Action:
a. Informal verbal warning
No disciplinary action shall be taken to enforce a standard before a warning
has been given. A written record is kept of informal warnings. In cases of
gross-misconduct or dishonesty, formal disciplinary steps can be taken
without a prior informal or verbal warning.
iii. Final written warning:
This shall be the third formal written warning, or in cases of serious misconduct, it
might be given after a disciplinary enquiry where no prior warnings have been
received.
iv. Demotion/Dismissal
Pending a disciplinary hearing, you may be suspended on full pay.
Before you are dismissed, an inquiry shall be held to judge the merits of your
conduct after all the relevant facts have been investigated. To protect your right to
a fair hearing, the following steps shall be taken:
a. You must be informed in writing in advance of the nature of the offence or
misconduct with relevant particulars of the charge.
b. The complaint must be clear and unambiguous.
c. The hearing must take place within three days of the misconduct notice.

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Company Policy Manual Tupilwe Suppliers Limited
 d. You must be given twenty-four hours’ notice prior to the inquiry to enable
you to prepare your case.
e. You are entitled to be represented by a fellow worker.
f. You are entitled to be present at the inquiry.
g. You are entitled to call witnesses and to present your case.
h. You are entitled to cross-examine witnesses who testify against you.
i. You are entitled to the services of an interpreter.

10. CONTRACTUAL PROVISIONS

 Relaxation
No latitude, extension of time or other indulgence which may be given or allowed
by any party to the other party in respect of the performance of any obligation
hereunder, and no delay or forbearance in the enforcement of any right of any
party arising from this agreement, and no single or partial exercise of any right by
any party under this agreement, shall in any circumstances be construed to be an
implied consent or election by such party or operate as a waiver or a novation of
or otherwise affect any of the party’s rights in terms of or arising from this
agreement or stop or preclude any such party from enforcing at any time and
without notice, strict and punctual compliance with each and every provision or
term hereof.

 Variation
No addition to or variation, consensual cancellation or novation of this agreement
and no waiver of any right arising from this agreement or its breach or termination
shall be of any force or effect unless reduced to writing and signed by all the parties
or their duly authorised representatives.

 Whole Agreement
This agreement constitutes the whole agreement between the parties as to the
subject matter hereof and no agreements, representations or warranties between
the parties regarding the subject matter hereof other than those set out herein are
binding on the parties.

 Cession
The company shall be entitled to cede and delegate all of its rights and obligations under
this agreement to any successor in title of the undertaking of the Company or any member
thereof, whether such cession and delegation takes place before or after the termination
date.

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Company Policy Manual Tupilwe Suppliers Limited
COMPANY POLICY MANUAL

Please complete, remove this page from and give to the Company’s representative
together with your contract of employment on or before your first day.

I, __________________________________________ (Staff Member) hereby confirm

that I have read and understood TUPILWE SUPPLIERS LIMITED’s Company Policy
Manual, and all of its Appendices, which I have received in hard copy and which are
always available to me on Company’s shared Document Centres.

SIGNED AT _____ /_____ /________

__________________________ ____________________________
COMPANY REPRESENTATIVE. WITNESS

__________________________ ____________________________
SIGN. SIGN.

__________________________ ____________________________
STAFF MEMBER WITNESS

__________________________ ____________________________
SIGN. SIGN.

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Company Policy Manual Tupilwe Suppliers Limited
APPENDIX A

BRIEF BUSINESS POLICY


Activities
The Company’s main Business activities shall be:
i. Trade in agricultural commodities
ii. Promotion of crop diversification by managing an out grower Scheme
iii. Marketing of agricultural commodities from an out grower Scheme
And any other related activity that the Company may decide to involve itself in.


Products
Tupilwe Suppliers shall trade in the following Products:
i. Dry Beans
ii. White Maize
iii. White Sorghum
And any other related product that the Company may decide to trade in.

 Supplier Base
i. Small Scale Farmers
ii. Small Scale Grain Traders
And any other related Business Entities that the Company may decide to procure from.

 Customer Base
i. Boarding Schools and Colleges
ii. Maize Milling Companies
iii. Grain Trading Companies such as C.H.C Commodities
iv. Zambia Breweries
v. General Public

 Annual targets as performance indicators

Product Minimum Maximum Expenditure Revenue Margins
Dry Beans 54Mt. 90Mt. ZMW972000 ZMW1,431,000 ZMW8,500
White Maize 1800Mt. 3000Mt. ZMW4,500,000 ZMW4,770,000 ZMW 150
White Sorghum 450Mt 600Mt. ZMW1,271,250 ZMW1,575,000 ZMW 675
Total ZMW6,743,250 ZMW7,776,000

 Main Objectives
i. Working towards achieving the set out Targets and key performance indicators
ii. Working towards fulfilling the expectations of stakeholders such as Small Scale
Farmers, Suppliers, Customers, our Bankers, Staff Members, all Statutory
Government Agencies relevant to our Business Activities and any other
stakeholders not mentioned herein.

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Company Policy Manual Tupilwe Suppliers Limited
APPENDIX B

ABSENTEEISM AND DESERTION POLICY

 Absenteeism
i. Regardless of the reason, employees are not entitled to be absent without leave
from work or their workstations, during working hours. The Company’s disciplinary
code provides for severe disciplinary action where employees infringe this policy.
ii. Where an employee is absent unexpectedly for reasons of ill health or unavoidable
reasons, the employee must complete a leave form on his first day of return to
work and submit it to the Supervisor immediately.
iii. The Supervisor may ratify the absence should circumstances merit and if
acceptable proof of the reason for the absence is submitted by the employee.
However, in all cases of such absence, the employee is himself/herself required
to contact the Supervisor directly, by 10am on the day(s) of absence, so as to
provide the following information:
a. The reason for his absence
b. The expected duration of his absence
iv. In this regard, should an employee fail to speak directly, in person to his/her
Supervisor or, in the absence of the Supervisor, to the MD/CEO in respect of the
above, the employee shall be held responsible should a message not reach
his/her superiors.
v. Any absence from work without authority or good cause shall result in the
employee not being entitled to any remuneration for the period of absence.
vi. The employee shall not be entitled to payment should he/she fail to submit a valid
certificate from a practitioner registered with the Health Professions Council and
have been absent on more than two occasions during an eight week period.
Any employee who breaches the above requirements shall be subject to discipline in
terms of the Company’s disciplinary policy. Sanctions against employees found guilty of
misconduct could range from warnings to dismissal depending on the severity of the
absenteeism and the number of previous warnings, if any.

 Desertion
i. An absent employee can only be established as a deserter if it is confirmed that
he/she has no intention of returning to work.
ii. In order to establish the facts, an investigation must be instituted to determine the
employee’s whereabouts and whether he/she intends to return to work.
iii. It is only after this procedure has been exhausted and the employee has been
given sufficient opportunity to respond, that a disciplinary hearing shall be
conducted. If the employee is found guilty, his/her services shall be terminated with
effect from the employee’s last working day.
iv. Should the employee return to the workplace after his/her employment has been
terminated, the Deserter Enquiry shall be re-opened? This is so that his/her
reasons for absence can be examined. Should he/she show good reason for
his/her absence and for failing to contact the company, reinstatement shall
seriously be considered.

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Company Policy Manual Tupilwe Suppliers Limited
APPENDIX C

HIV/AIDS POLICY

Principles:
The following principles are to be adhered to:
 AIDS awareness
The Supervisor shall be provided with all the information pertaining to HIV/AIDS.
This is aimed at establishing a reservoir of information and knowledge that shall
be available to all employees and which shall better enable them to make informed
decisions. This information shall be updated from time to time.

 Pre-employment testing
HIV testing is not a prerequisite for employment. The Company shall not conduct
pre-employment testing.

 Special circumstances requiring HIV testing

In the case of persistent illness, an employee may be referred for medical
examination, and may be required to undertake an HIV test. The referral for
medical examination does not make taking an HIV test obligatory. Any report on
the employee’s state of health will only be divulged to the Company with the
employee’s written consent.

 Disclosure of HIV test results

HIV test results shall not be disclosed to the Supervisor without the employee’s
written consent and such disclosure shall be treated as strictly confidential. It is,
however, the employee’s prerogative to disclose such test results to any party
he/she wishes. The employee reserves the right to disclose the results of his/her
HIV test at any given time.

 Pre-test counselling
Before an employee undergoes HIV testing, he/she shall receive pre-test
counselling.

 Discrimination
No employee may be discriminated against based on his/her HIV status.
Discrimination against HIV+ employees by fellow employees, based on their HIV
status, shall not be condoned. Such action shall render employees involved
subject to disciplinary action in accordance with the Company’s disciplinary code
and procedure.

 Protection against HIV infection in workplace

HIV may be transmitted in a number of ways:
i. The exchange of bodily fluids i.e. exposure to blood products or through sexual
conduct

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Company Policy Manual Tupilwe Suppliers Limited
 ii. The exchange of intravenous needles
iii. From a mother to her unborn child
Every employee must take the appropriate precautions when faced with a situation that
may lead to the transmission of HIV.

 Transparency
The Company shall adopt a consultative and transparent approach to the
management of HIV/AIDS. This policy shall be reviewed should the Company’s
strategy or legislation change.

 Grievances
All grievances about issues related to HIV/AIDS shall be handled according to the
standard policy that exists within the Company to deal with complaints and
grievances of employees.

 Access to training, promotion and benefits

An employee with HIV/AIDS shall be expected to meet the same performance
requirements that apply to other employees, with reasonable performance
accommodation if necessary. Reasonable accommodation refers to those steps
that the Supervisor shall take regarding an employee with a disability. Reasonable
accommodation may include, but is not limited to, flexible or part-time working
schedules, leaves of absence, work restructuring or reassignment. HIV infected
employees shall be entitled to the same benefits as all other employees.

 Budget
A budget shall be allocated to ensure that all facets of the program are
implemented.

APPENDIX D

SEXUAL HARASSMENT POLICY

i. It is the policy of the Company that every employee is entitled to be treated fairly
and with dignity. Not only is this a social norm supported by the law, but respect
for fairness and human dignity is an important cornerstone of harmonious
employee relations and workplace effectiveness.
ii. The law protects employees from harassment and from unfair discrimination.
iii. The Company’s policy sets out to ensure integrity, dignity, privacy and right to
equity in the workplace. Included amongst the parties who could be the
perpetrators or victims of sexual harassment are owners, employers, managers,
supervisors, employees, job applicants, clients, suppliers, contractors and others.
iv. In terms of the Company’s policy, employees should be protected against all forms
of sexual harassment including, for example, unwelcome physical contact,
comments, advances, jokes, insults, references to the person’s body, gestures,
suggestive whistling, indecent exposure, display of explicit pictures, images or
objects, requests for sexual contact in return for favours relating to any aspect of

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Company Policy Manual Tupilwe Suppliers Limited
 employment, offers in rewards in exchange for sexual favours, strip search by or
in the presence of a member of the opposite sex, assault or rape.
v. The Company’s policy against sexual harassment applies equally whether it is
perpetrated:
a. Against men or women
b. By men or women
c. Across the same or opposite genders
vi. Employees and management at all levels shall receive group training in:
a. The legislation on sexual harassment
b. The implementation of this policy
vii. The Company views sexual harassment in a most serious light. Sexual
harassment can result in a disciplinary hearing and if a verdict of guilty is handed
down, in dismissal.
viii. The Company discourages false claims of sexual harassment. This does not mean
that you should not report any incident of sexual harassment if you truly believe
you are a victim. However, it does not mean that you are not encouraged to make
public, due to ulterior motives, any false allegations of sexual harassment.
ix. Employees who feel they may be the victims of sexual harassment are strongly
encouraged to report this discreetly to the Supervisor or the person responsible for
human resources matters. All such reports shall be treated in the strictest of
confidence and shall be dealt with in a sensitive and supportive manner.
x. Where an allegation is reported to any person not in Management, this person
must report the matter to Management.
xi. No employee shall be victimized for making such a report.
xii. The victim of alleged sexual harassment shall be provided with advice and
assistance. He/she shall be advised of the options available to him/her. The
employee may elect to resolve the problem informally, for example where the
alleged harassment is not of a very serious nature. It may be sufficient for the
employee that the Supervisor speaks to the alleged harasser and asks the person
to refrain from such conduct. However, if the informal approach is unsuccessful or
if the alleged sexual harassment is of a serious nature, the employee should be
advised to proceed with the formal approach, namely the grievance procedure.
xiii. With the consent of the employee making the report, an investigation into the
matter shall be conducted without delay, and the appropriate action, as identified
by the investigation, shall be taken.

APPENDIX E

ALCOHOLISM, DRUG ADDICTION AND SUBSTANCE ABUSE POLICY

 Rationale
i. The health, welfare and safety of our employees are of major importance to the
Company. In addition, the maintenance of performance standards and reputation
of the Company is crucial, not only to Business viability but also to the job security
of the employees.
ii. The Company can therefore not accept employees being under the influence of
intoxicating substances during working hours or while on Company premises or

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Company Policy Manual Tupilwe Suppliers Limited
 during the course of performing their duties. Neither can the Company tolerate
employees dealing in or using/abusing intoxicating, illegal or addictive substances
at work. Note that it is against the law to allow employees who are under the
influence to remain at work – they must be sent home.
iii. Non-compliance with this policy is regarded as very serious and shall be subject
to disciplinary action.

 The Dangers
The dangers attached to the use/abuse of or dealing in such substances can be
far reaching and may include, amongst others, Criminal prosecution of the user,
dealer, or the officers of the Company. Civil action against employees and/or the
Company, Injury to or death of the user of the substances, or to his/her colleagues
or members of the public, Damage to property, reduced work performance,
Offensive behavior, Loss of clients and/projects, Loss of computer data as a result
of impaired faculties of the operator due to intoxication, Damage to the reputation
of the user and/or the Company.

 Substance Abuse and Corrective Action

While the Company acknowledges that genuine alcoholism and drug addiction are
illnesses and accepts that it may need to facilitate treatment and/or other
assistance for the employee, it is Company policy that:
i. Intoxication is not normally an excuse for causing the above mentioned dangers
to materialize
ii. Even ill employees have a responsibility for ensuring their speedy return to health
and to work, adherence to performance standards, meeting of deadlines, proper
conduct and protection of their employer and others from the consequences of
their condition
iii. Illness is not an automatic excuse for misconduct or poor performance
iv. Not all substance abuse is necessarily a result of illness/addiction/alcoholism.
Therefore, employees guilty of intoxication and/or unauthorised use of substances
shall not automatically be considered to be ill
v. Where such an employee is proved to be an alcoholic or addict, the Company
shall terminate the employee’s employment
vi. There are circumstances where the use of alcohol while at work may be
authorised, for example, the authorised holding of social functions or
entertainment of clients where alcohol use has been approved. However, even in
such cases the abuse of alcohol (or other substances) to the extent of intoxication
or unacceptable behaviour shall not be tolerated
vii. Employees who breach the content or spirit of this policy shall be subject to
disciplinary measures in terms of the Company’s disciplinary policy and risk
termination of their employment

Good Lucky!!

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Company Policy Manual Tupilwe Suppliers Limited