125

888-B Sabak St., Magsaysay Road, Brgy.

San Antonio, San Pedro City, Laguna 4023
YNGEN GROUP OF COMPANIES
POLICIES & PROCEDURES
www.yngenholdings.com.ph
MANUAL
225

1. RULES AND REGULATIONS
The Company maintains and enforces this set of rules and regulations to
ensure proper conduct and discipline among its employees. The specific
disciplinary penalties and sanctions are contained on the last page of the
manual.
SCOPE
All employees of the Company are covered by this policy.
2. POSITIVE DISCIPLINE
Positive discipline refers to employees performing their duties well and
maintaining good behavior at all times. The responsibility of ensuring
positive discipline lies with the immediate head, supervisors, and
managers at all levels. If positive discipline fails, progressive disciplinary
action is necessary to correct the individual's behavior. Disciplinary
action can include verbal discussion, written warning, suspension,
discharge, and restitution of damages or loss of company property.
2.1 Prescriptive Period
Penalties served for past offenses shall be considered extinguished
and will no longer be considered as an aggravating circumstance in
the imposition of Corrective Action for later offenses after the lapse
of one (1) year from the date of the commission of the offense. This
prescriptive period applies to all offenses, regardless of their gravity
or severity.
NOTE: Offenses that merits with S2 and above are considered as
Grave offenses, thus, prescriptive period will no longer apply.
3. DUE PROCESS
In all cases of infraction or violation of Company rules especially those
that are required to be documented, the employee’s Immediate Head
must serve the employee in writing a notice of the violation committed
and the charges(s) made. The employee charged must be required to have
his explanation in writing within 5 working days from receipt of notice.
325
Yngen Holdings Group of Companies shall follow the Philippine
Department of Labor (DOLE) standards for due process.
4. IMPLEMENTATION OF DISCIPLINARY ACTION
The Department Head, as assisted by HRD, is responsible for the
implementation of disciplinary actions covering employees under him.
The written decision must be delivered to the employee who must be
required to acknowledge it by his signature.
Restitution of damages done to the company does not absolve the
employee of the offenses/infraction.
5. DOCUMENTATION
The Department Head concerned is responsible for ensuring that proper
documentation of all cases involving disciplinary action must be made
expeditiously. Complete report in the case(s) including report of
investigation conducted must be prepared to support the disciplinary
action.
6. DOLE REPORT
The HRD shall be responsible in preparing the necessary reports to
DOLE on all disciplinary action taken.
7. GENERAL RULE
2.2 Those rules are not all inclusive. The Company shall exercise its inherent
function to discipline or dismiss employees for such offenses or infractions
of rules although not enumerated as warranted by the circumstances of each
case.
2.3 In each particular case, preponderance of evidence or moral certainty that
an infraction or violation of any these rules have been committed is
sufficient ground for the imposition of the corresponding penalty.
2.4 Imposition of any of the penalties prescribed above shall be without
prejudice to any civil or criminal action.
2.5 At the sole discretion of the Company an offense may either be mitigated to
a lower penalty or aggravated to a higher penalty depending upon the
gravity of the offense and the facts surrounding it.
2.6 When a single act or violation constitutes two or more infractions or
offenses, the higher penalty applicable shall be imposed.
2.7 The Company reserves the right to amend, alter, modify, or change these
 425
rules as the exigencies of the Company may demand. 2.12 Due Process
2.8 In all cases where the intended disciplinary action is dismissal, the erring
employee may be placed immediately under preventive suspension Notice to Explain > Employee Response > Investigation Proper >
pending investigation if it could be shown that his continued employment Appropriate Disciplinary Action
constitutes an immediate and serious threat to the life of other employees
or the property or normal operation of the Company. 2.13 Table of Offenses
2.9 In no case shall absence from work due to suspensions be charged to leave NOTE: The classification of imposable penalty is for guidance only.
with pay. All suspension shall be without pay. Depending on the facts and circumstances of each incident, The
2.10In all cases of disciplinary actions, coordination shall be made with the Company reserves the right to classify the employee’s act or mission at a
HRD to ensure uniform and consistent administration of these rules. higher or lower level, and the discretion to apply a sanction at a higher or
lower level.
8. SCHEDULE OF PENALTIES
OCCURRENCE / SEVERITY OF OFFENSE
2.11Disciplinary Actions: 1st 2nd 3rd 4th 5th 6th
A. Daily Record
2.11.1 Verbal warning (V) 1. Failure to use the timekeeping
Employee is verbally notified by their Immediate Head device (HRIS (Oldowan) in
of the infraction, and a commitment is obtained from the V W S1 S2 S3 D
logging/shifting in and
employee to cease the offending conduct immediately. logging/shifting out.
2. Failure to provide evidences
2.11.2 Written warning (W) for alternative filing of log V W S1 S2 S3 D
Employee receives formal written notice from Immediate (E.g., system errors, etc.)
Head of the infraction, and the steps required to correct
the problem. Employee must commit in writing to OCCURRENCE / SEVERITY OF OFFENSE
immediate correction of the problem. 1st 2nd 3rd 4th 5th 6th
B. Absenteeism
2.11.3 Suspension without pay (S) 1. AWOL / Unauthorized and
Is the temporary detachment of an employee from work unexcused absence from work W S1 S2 S3 D
for a given period without salary. The length of for one (1) day.
suspension will depend on the gravity of the offense 2. AWOL / Unauthorized and
committed. unexcused absence from work
S3 D
for two (2) but not more than
Depending on the gravity of the offense, suspension may six (6) consecutive days.
either be light suspension (S1) (1 to 2 days), less grave 3. AWOL / Unauthorized and
suspension (S2) (3 to 5 days), or grave suspension (S3) unexcused absence from work
(10 days). beyond the approved or W S1 S2 S3 D
specified period of absence,
like vacation and sick leaves.
2.11.4 Termination / Dismissal (D) 4. Failure to follow tardiness and
The Company determines that there is cause under the W S1 S2 S3 D
leave notification procedures.
law to terminate employment and the employment 5. Failure to report for work after
relationship. suspension without valid S3 D
reason.
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6. Tardiness three (3) times or D. Security and Order
more / total of 120 minutes 1. Failure to wear the prescribed
V W S1 S2 S3 D
per month shall be considered identification and/or any other
as one offense. system of identification V W S1 S2 S3 D
7. Malingering or feigning designed for security
illness / dishonesty in SL purposes.
application. 2. Not wearing or improper use
; misrepresentation of the S1 S2 S3 D of company prescribed V W S1 S2 S3 D
reasons in applying for sick uniforms / proper dress code.
leave under claim of illness 3. Allowing friends and
although not actually sick relatives, and other persons to
8. Intentional mass leave of enter restricted areas, without W S1 S2 S3 D
S2 S3 D
absence (Illegal Strike) prior written authorization, in
company premises.
OCCURRENCE / SEVERITY OF OFFENSE 4. Refusal to submit to or failure
1st 2nd 3rd 4th 5th 6th to observe security
C. Health and Safety requirements of the company
1. Littering and other actions that but not limited to inspection or S1 S2 S3 D
lead to unclean, unsanitary, search by Security Guard or
unhealthy, and dangerous W S1 S2 S3 D any authorized company
conditions in company personnel.
premises. 5. Bringing out and/or
2. Smoking / vaping/ using of e- tampering/altering without
cigarette inside the company permission, or falsifying any
S1 S2 S3 D D
building offices and other Company forms / records /
prohibited areas. other accountable forms
3. Using fire prevention including official receipts.
equipment without apparent S1 S2 S3 D 6. Unauthorized pull out of
valid reason. company property, equipment S3 D
5. Reporting to work despite and supplies.
being aware of having a 7. Improper/unauthorized use,
serious and contagious failure to safeguard and
disease/s which may endanger S2 S3 D protect from damage and/or
the lives or health of other loss any assigned company S2 S3 D
employees and failing to property and equipment such
report it to the Company. as company vehicles, tables,
6. Failure to follow procedure chairs, etc.
outlined by the Management 8. Any act of vandalism that S3 D
S3 D damages, deforms or
in the event of any emergency
in the Company premises. otherwise destroys company
property (unauthorized
OCCURRENCE / SEVERITY OF OFFENSE writing, etching, painting or
1st 2nd 3rd 4th 5th 6th posting writings or
drawings/logos on company
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property which tend to deface 1. Two successive below-
said property); willfully average ratings in the
damaging another employee's Performance Appraisal / Re-
Assignment
property. Evaluation, indicating no
or
9. Carrying or possessing change for improvement after
D
explosives, firearms, bladed or appropriate coaching by
any other lethal weapon immediate superior (Semi-
during working hours or in the D annual evaluation)
company premises, without 2. Performing unofficial work
prior written permission or during office hours for
authorization. personal benefit/use/gain or
W S1 S2 S3 D
10.Gross negligence in the advantage such as engaging in
handling of confidential data, excessive idle talks, doing
plans, and/or trade selling activities, etc.
secrets/classified information 3. Leaving work area or work
D
/ intellectual properties that assignment, or quitting work
leads to unauthorized before specified time; failure
disclosure to any to immediately return to work
W S1 S2 S3 D
unauthorized person/s. after the end of the official
11.Vending or selling food or break periods, without
other goods or otherwise permission from the
conducting private business immediate head.
within the company V W S1 S2 S3 D 4. Failure to submit
premises, unless with prior supplemental personal data
written approval by required by the office such as
management. BIR, SSS, TIN, Pag-ibig and
W S1 S2 S3 D
12.Gaining access to offices and other personnel information
restricted areas other than such as change of address and
S3 D
with authorized and properly status without justifiable
issued keys. reasons.
13.Unauthorized duplication and 5. Failure by the employee or
keeping in possession of D user to report immediately
access keys. any damages to or defect of S2 S3 D
Note: In addition to the company machines or
following penalties imposed, equipment.
the employee may be 6. Gross negligence in the
required to pay the performance of duty which
corresponding cost of D
directly results in prejudice to
damage incurred.
the company.
7. Deliberately concealing
OCCURRENCE / SEVERITY OF OFFENSE S1 S2 S3 D
defective work.
1st 2nd 3rd 4th 5th 6th
8. Sabotage in company
E. Job Performance and
Attitude operations which results in D
slowdown and losses.
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9. Deliberately restricting or promoting or assisting
curtailing production output; gambling operations, betting,
deliberately slowing down in conducting lotteries or other
factory operations and, in case similar acts within company
of drivers and helpers premises, whether or not
engaged in delivery of committed during working
S2 S3 D
company products, time.
deliberately going out of route 3. Drinking of alcoholic
of delivery, or slowing down beverages (except on special
speed of trucks or parking for occasions organized by S2 S3 D
rest, without justifiable company) inside company
reasons. premises.
10. Shifting to different work or 4. Possessing, using or causing
schedule without the prior to be brought or used into the
W S1 S2 S3 D
written authorization from company premises any
the immediate head. narcotics or prohibited drugs,
D
11.Engaging in any form of except when such
activity that competes with drug/narcotics take the form
the Community of of medicine prescribed by a
Companies which at the sole D physician. disobedience
discretion of the Company 5. Refusal to perform overtime
constitutes conflict of work deemed critical to
W S1 S2 S3 D
interest. operations by management
12.Failure to submit required without justifiable reason.
reports within specified time W S1 S2 S3 D 6. Failure to work overtime or
without justifiable reason. complete the overtime period,
13.Mishandling of company without valid reason/s, after
W S1 S2 S3 D
funds (E.g. Petty cash signifying willingness to
safekeeping and handling, W S1 S2 S3 D perform authorized overtime
collection turnover work.
procedure, and the likes) 7. Sleeping while on duty. W S1 S2 S3 D
14.Mistakes due to carelessness W S2 S3 D 8. Willfully refusing, without
valid reason, to comply with
OCCURRENCE / SEVERITY OF OFFENSE reasonable & valid orders or S1 S2 S3 D
1st 2nd 3rd 4th 5th 6th specific instructions by the
F. Conduct and Behavior immediate head.
1. Unruly conduct such as 9. Stubborn behavior &
horseplay, scuffling, discourtesy towards one's W S1 S2 S3 D
catcalling, unnecessary head & colleagues.
shouting, uttering profane S1 S2 S3 D 10.Making false or malicious S3 D
language or throwing things statements against an
around while at work and/or employee or head that harm
during company activities. and destroy their reputation.
2. Gambling in any form, S2 S3 D 11.Improper conduct and acts of S3 D
 825
gross discourtesy or OFFENSE
disrespect and/or using 1st 2nd 3rd 4th 5th 6th
disrespectful, abusive, G. Dishonesty
indecent or offensive 1. Giving false or untruthful statements or
language or signs towards concealing materials facts in an
D
head, colleagues, clients, investigation conducted by authorized
customers, and business representative/s of the company.
partners. 2. Unauthorized appropriation of company
12.Quarelling, provoking, property, theft or attempted theft of
instigating, threatening, property belonging to the company or
coercing or intimidating co- another person committed within S2 S3 D
employees, clients, company premises; or conniving with
S3 D
customers, and business another person in committing said
partners to engage in any act offense.
in violation of company
If the value of the property
rules. stolen/appropriated exceeds P1,000.00 or
13.Inflicting or attempting to when in the opinion of the supervisor or
inflict bodily harm or injury, department head, the circumstances
in any form on a fellow surrooinding the offense so warrant, the
employee inside company D penalty of dismissal may be immediately
premises or on the occasion imposed.
of the performance of duties 4. Cheating or shortchanging company
and responsibilities. customers or partners in any manner to
D
14.Giving false or misleading the prejudice of the company's prestige
information in applying for and reputation
employment; or giving false 5. Substituting or attempting to substitute
or misleading information to company materials/property or S1 S2 S3 D
seek or to qualify for any equipment.
preference or benefit from D 6. Substituting or attempting to substitute
the company; or submitting company materials/property or
D
falsified and padded records equipment with another with intent to
and/or documents for defraud the company.
personal benefit/gain or 7. Substituting or attempting to substitute
advantage. company materials/property or
D
15.Soliciting or collecting equipment that results in company loss
contributions, money or or damage.
material objects, for any 8. Bribing or offering money, gift or
purpose not sanctioned by or anything of value to any
S3 D employee/business partner, personally
without the permission of the
company, during working or through the mediation of another to D
time or within company seek or qualify for employment or in
premises. exchange of any favorable benefit/work
assignment/benefit/compensation.
OCCURRENCE / SEVERITY OF 9. Soliciting / Accepting directly or D
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indirectly any sum of money, 1. Undertaking scandalous
commission, offer, promise, gift or activities within office
present in consideration of any act, premises or in places where
contract, decision or services connected the company is holding an
with the discharge of the employee's official function Any
duties. employee who induces or
10.Unauthorized encashment of checks assists another in such
from company funds, failure to scandalous activity is likewise
S3 D
deposit/remit collections within liable. Scandalous activity
prescribed period of time, D consists of any kind of
misappropriating and/or unduly behavior or event which
withholding company funds and/or appeals to the prurient/lewd
property/ies for personal use. interest of another or is
11.Altering the date, quantity or any other contrary to common decency
part of any accountable form so as to and commonly accepted good
D practice.
mislead the company in its
interpretation of such data. 2. Work-related sexual
12.Signing contracts/deals without the harassment is committed
written authority of the Company or when: (1) The sexual favor
D is made as a condition in the
accepting contracts/deals without
authorization from management. hiring or in the employment,
13.Not reporting to the Company any re-employment or continued
untoward incident, unlawful acts employment of said
committed by any other employee, and individual, or in granting said
act that affects the general welfare of individual favorable
S1 S2 S3 D compensation, terms of
the company. Personnel that cover or
protect the other personnel doing conditions, promotions, or
unlawful acts shall also be subject to privileges; or the refusal to
the penalty under this category. grant the sexual favor results
in limiting, segregating or
D
OCCURRENCE / SEVERITY OF OFFENSE classifying the employee
1st 2nd 3rd 4th 5th 6th which in any way would
H. MORALITY discriminate, deprive or
diminish employment
Every employee is an invaluable part of the Yngen Holdings Group of opportunities or otherwise
Companies whose fulfillment of his daily duties contributes towards the well- adversely affect said
being and success of the corporation. As such, he is accountable for his actions
employee; (2) The above acts
which may be detrimental to the corporation as a whole or to the individual
members that makeup the corporation. would impair the employee's
rights or privileges under
Each employee is expected to conduct himself at all times with courtesy, fairness existing labor laws; or (3) The
and candor in his professional and personal dealings. As an important member above acts would result in an
of the company accountable for his designated area of responsibility, he is
intimidating, hostile, or
mandated to perform quality work coupled with integrity, efficiency and
professionalism. He should be customer-driven, focused on his personal concern offensive environment for the
for fellow employees and aware of his social responsibilities. employee.
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1.2 3 Email
Negligence Replacement of Replacement of 3.1 Use of e-mail
causing loss similar/nearest similar/nearest for non-business-
of company- model or payment model or payment related activities
owned of purchase value of purchase value PENALTY
Dismissal (personal or
hardware of the lost of the lost Documented 1st 2nd Final 5th
commercial gain
CATEGORIES 2nd 3rd 4th
(cellphones, unit/hardware, unit/hardware, Verbal
1st Offense Written Written Written Offens
Dismissal
such as Offense Offense Offense
PC's, laptop, plus Written plus Final Written Warning Warning Warning Warning e
advertisements,
printers and Warning Warning OFFENSES
sending out
the like) AGAINST
resumes and ITthe
SECURITY
like).
POLICY AND
3.2 Unauthorized 2nd Final
INFORMATION SECURITY SCHEDULE OF PENALTIES STANDARDS 1st Written
access or use of Written Written Dismissal
Covers anye-mail.
act Warning
another's Warning Warning
constituting
3.3 Forwarding
violation of Yngen
or distributing
Group Technology
pornographic or Final
Resource Policy 1st Written
subversive Written Dismissal
and improper use Warning
materials using Warning
of company/or
the company's
client-owned IT
email facility.
equipment/facility.
1 Hardware
1.1 Negligence 100% of 100% of 100% of Dismissa
causing damage repair cost repair cost repair cost l
of company- or or or
owned hardware purchase purchase purchase
(cellphones, value if value if value if
PC's, laptop, deemed deemed deemed
printers and the irreparable, irreparable, irreparable,
like) plus 1st plus 2nd plus Final
Written Written Written
Warning Warning Warning
1st up to 3rd offenses, 100% repair cost or purchase value if deemed irreparable, plus
the reprimand.
4 Network 1125 5 Internet
4.1 Failure to 5.1 Browsing
report illegal and/or
tapping of downloading
network access of non-
Written Warning
(use of business
to Dismissal
noncompany- related Documented 1st 2nd Final
(depending on
owned PC/laptop resources Verbal Written Written Written Dismissal
the circumstances
to access Yngen (games, on-line Warning Warning Warning Warning
and gravity of the
Group network recruitment
offense)
and the like and the like)
without the during
company’s company
authorization). working time.
4.2 Failure to 5.2 Browsing,
2 Software
report illegal downloading,
2.1 Written Warning
network access maintaining or
Installation to Dismissal
(consent on the using
or loading of (depending on
use of Yngen pornographic
unlicensed or the circumstances Documented 1st Final
Group network sites, pictures,
unauthorized and gravity of the Verbal Written Written Dismissal
by non-Yngen videos and/or
software offense) 1st
Documented
2nd Warning Warning Warning
Group Written Written Final Written subversive
(games,
employees. Verbal Dismissal materials in
Warnin Warnin Warning
Microsoft Warning company
g g
applications owned
not required PC/laptop.
by present
5.3 5.3
job, and the
Distribution, Distribution,
like).
posting, posting,
2.2 Removal publication, publication,
or alteration circulation of circulation of
of company 1st 2nd any material or any material or
Documented
standard Written Written Final Written document document
Verbal Dismissal
settings Warnin Warnin Warning including those including
Warning
(wallpaper, g g that are posted those that are
screen saver, on any website posted on any
and the like). or social website or
media, which social media,
tends to which tends to
destroy or destroy or
besmirch the besmirch the
Company, Company,
employee, or employee, or
its customers’, its customers’,
suppliers’ suppliers’
image or image or
reputation. reputation.
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ACKNOWLEDGMENT

I have received and read a copy of YNGEN

Holdings Group of Companies Policies and Procedures
Manual including the Disciplinary Process:

I understand the purposes and the contents of

this manual and acknowledge that it sets forth the
guidelines Yngen’s Group of Companies. requires me to
follow in the performance of my functions and in
conducting its business;

I acknowledge the responsibility to comply with

this manual in conducting Yngen Holdings Group of
Companies business and to the best of my ability will
uphold and apply these guidelines in all respect; if I am in
doubt, I will seek advice and guidance as provided in the
manual before proceeding, and

I understand that failure to comply with these

guidelines will subject me to disciplinary action as
outlined in the manual.

Employee Name: __________________ Date : __________

Position : __________________ Department: __________