HR Policy Manual

Systems Campus, Software Technology Park, E1-Sehjpal Near DHA Phase-VIII (Ex-Air-Avenue), Lahore
E-mail: info@systemsltd.com
Employee Handbook
SL-EMP-BOOK
Version 1.49
February 02, 2024
PROPRIETARY NOTICE: THIS DOCUMENT CONTAINS CONFIDENTIAL INFORMATION PROPRIETARY TO SYSTEMS (PRIVATE) LIMITED AND
MAY NOT BE REPRODUCED, COPIED OR USED FOR PURPOSES OTHER THAN ITS INTENDED USE WITHOUT THE PRIOR WRITTEN CONSENT
OF SYSTEMS (PRIVATE) LIMITED. THE INFORMATION IN THIS DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE.
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SL-EMP-BOOK E-mail: info@systemsltd.com
Version 1.49
Table of Contents
1 PREAMBLE................................................................................................................................... 9
2 MISSION & VISION ..................................................................................................................... 13

2.1 Mission......................................................................................................................................... 13
2.2 Vision ........................................................................................................................................... 13
2.3 Values .......................................................................................................................................... 13
3 EMPLOYMENT AT SYSTEMS LIMITED ...................................................................................... 14

3.1 Employment at Will ....................................................................................................................... 14
3.2 Appointment ................................................................................................................................. 14
3.3 Probation ..................................................................................................................................... 16
3.4 Termination/Separation ................................................................................................................ 17
3.5 Return of Property ........................................................................................................................ 18
3.6 Reference Request ....................................................................................................................... 18
4 FAMILY SUPPORT PROGRAM................................................................................................... 19

4.1 Scope .......................................................................................................................................... 19
4.2 Policy ........................................................................................................................................... 19
5 HOURS OF WORK ...................................................................................................................... 20

5.1 Attendance ................................................................................................................................... 20
5.2 Work Schedules ........................................................................................................................... 20
5.3 Flexible Timings ........................................................................................................................... 20
5.4 Working hours .............................................................................................................................. 20
5.5 Work Flex ..................................................................................................................................... 21
5.5.1 Time Clocks and Failure to Clock in/out........................................................................... 21
5.6 Time Sheets ................................................................................................................................. 21
5.7 Overtime Work ............................................................................................................................. 21
5.8 Working on a Non-Working Day .................................................................................................... 22
5.9 Night Allowance & Production Support .......................................................................................... 22
5.10 Absences ..................................................................................................................................... 23
5.11 Tardiness ..................................................................................................................................... 23
5.12 Departmental Notification Procedure ............................................................................................. 24
5.13 Progressive Discipline .................................................................................................................. 24
5.14 Public Holidays ............................................................................................................................. 24
6 WORK PLACE RULES ................................................................................................................ 25

6.1 Misconduct ................................................................................................................................... 25
7 REMUNERATION ........................................................................................................................ 27
7.1 Payment of Remuneration ............................................................................................................ 27
7.2 Appraisals, Promotions and Salary Increases................................................................................ 27
7.3 Systems Limited Employees’ Provident Fund ................................................................................ 27
7.4 Group Life Insurance .................................................................................................................... 28
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7.5 Sums Insured ............................................................................................................................... 28
8 LEAVE POLICY ........................................................................................................................... 29

8.1 Introduction .................................................................................................................................. 29
8.2 Types of Leaves ........................................................................................................................... 29
8.3 Earned Leaves ............................................................................................................................. 29
8.3.1 Eligibility ......................................................................................................................... 29
8.3.2 Entitlement ..................................................................................................................... 29
8.4 Casual Leave ............................................................................................................................... 31
8.4.1 Casual leave may be granted up to a maximum of 10 (ten) days in each calendar year ..... 31
8.4.2 Casual Leave is entitled after confirmation ....................................................................... 31
8.4.3 The sanctioning authority may allow casual leave of up to 2 (two) consecutive days at any
one time. ...................................................................................................................................... 31
8.4.4 Un-availed casual leave shall lapse automatically at the end of each calendar year and is
not en-cashed in any circumstances ............................................................................................. 31
8.4.5 Casual leave cannot be combined with any other type of leave or gazetted holidays ......... 31
8.5 Sick Leave ................................................................................................................................... 31
8.5.1 Sick leave shall be admissible to employees for a period not exceeding a total of 10 (ten)
days in a calendar year ................................................................................................................ 31
8.5.2 Sick leave in excess of 2 (two) consecutive days shall have to be supported by a medical
certificate. The immediate supervisor is responsible to ensure that HR is provided with the medical
certificate. .................................................................................................................................... 31
8.5.3 Before approving the leaves. In this case if no medical certificate is presented it will be
charged to earned leave, and if there is no earned leave due, then it will be treated as “Leave
without Pay”.............................................................................................................................................. 31
8.5.4 Un-availed sick leave shall lapse automatically at the end of each calendar year and is not
en-cashed in any circumstances ................................................................................................... 31
8.5.5 Sick leave cannot be combined with any other type of leave. ............................................ 31
8.5.6 Leaves for planned surgeries should be discussed by the employee with his supervisor
prior to scheduling any such leaves .............................................................................................. 31
8.5.7 Resources are allowed to take max TWO sick leaves in his/her probation......................... 31
8.6 Bereavement Leave ..................................................................................................................... 31
8.7 Maternity Leave ............................................................................................................................ 31
8.8 Paternity Leaves ........................................................................................................................... 33
8.9 Leave Without Pay........................................................................................................................ 34
8.9.1 Purpose.......................................................................................................................... 34
8.9.2 Scope............................................................................................................................. 34
8.9.3 Terms and conditions ...................................................................................................... 34
8.9.4 Procedure ...................................................................................................................... 35
8.10 Special Sick Leave ....................................................................................................................... 38
9 MEDICAL .................................................................................................................................... 39
9.1 Scope .......................................................................................................................................... 39
9.2 Policy ........................................................................................................................................... 39
9.3 What is health insurance? ............................................................................................................. 39
9.4 Who is Covered? .......................................................................................................................... 39
9.5 In-Patient Medical Insurance ...................................................................................................................40
9.5.1 What is covered in In-Patient ........................................................................................... 40
9.5.2 Scope of Coverage ......................................................................................................... 40
9.5.3 Hospitalization ................................................................................................................ 40
9.5.4 Inpatient also include Day Care Procedures..................................................................... 41
9.5.5 VALUE ADDED FEATURES ........................................................................................... 41
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9.5.6 PROCESS To AVAIL POLICY BENEFITS ...................................................................... 42
9.6 Out-Patient Medical Insurance ...................................................................................................... 42
9.6.1 Salient Featured of OUT PATIENT Coverage .................................................................. 42
9.7 Exclusion ..................................................................................................................................... 43
10 TRAVEL POLICY ........................................................................................................................ 45

10.1 Scope .......................................................................................................................................... 45
10.2 Policy ........................................................................................................................................... 45
10.3 Travelling ..................................................................................................................................... 45
10.4 Domestic Boarding And Lodging ................................................................................................... 46
10.5 International Boarding And Lodging .............................................................................................. 46
10.6 Saudi Arabia - Tada Policy ........................................................................................................... 47
10.7 MEA Region – Tada Policy…………………………………………………………………………………47
11 TRANSFER ................................................................................................................................. 48
12 LOANS AND ADVANCES ........................................................................................................... 49

12.1 Advance against Salary ................................................................................................................ 49
12.2 Advance against Expenses ........................................................................................................... 49
12.3 Emergency Loan Facility............................................................................................................... 50
13 PART TIME STUDYING OR TEACHING ...................................................................................... 51
14 OFFICIAL DRESS CODE ............................................................................................................ 52

14.1 Scope .......................................................................................................................................... 52
14.2 Objective ...................................................................................................................................... 52
14.3 Policy ........................................................................................................................................... 52
14.4 Dress Code Guidelines ................................................................................................................. 52
14.4.1 For Male Associates ....................................................................................................... 52
14.4.2 For Female Associates ................................................................................................... 52
15 RECRUITMENT, SELECTION & ONBOARDING ......................................................................... 53

15.1 Objective ...................................................................................................................................... 53
15.2 Purpose ....................................................................................................................................... 53
15.3 Recruitment.................................................................................................................................. 53
Advertisement ....................................................................................................................................... 53
15.4 Selection ...................................................................................................................................... 54
15.4.1 Short listing .................................................................................................................................. 54
15.4.2 Interviews & Tests ....................................................................................................................... 54
15.4.3 Successful candidates and Interview Feedback ........................................................................... 54
15.4.4 Employment Contract.................................................................................................................. 55
15.5 ONBOARDING............................................................................................................................. 55
16 REHIRING POLICY ..................................................................................................................... 57

16.1 Policy Brief & Purpose .................................................................................................................. 57
16.2 Scope .......................................................................................................................................... 57
16.3 Policy Elements ............................................................................................................................ 57
16.4 Eligibility criteria for rehire ............................................................................................................. 57
16.5 Employee Status & Benefits.......................................................................................................... 58
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16.6 Procedure .................................................................................................................................... 58
17 INTERNAL HIRING POLICY & PROCEDURE ............................................................................. 59

17.1 Policy ........................................................................................................................................... 59
17.2 Scope .......................................................................................................................................... 59
17.3 Responsibility ............................................................................................................................... 59
17.4 Definitions .................................................................................................................................... 59
17.5 Forms .......................................................................................................................................... 59
17.6 Procedure .................................................................................................................................... 60
17.7 Eligibility to apply .......................................................................................................................... 61
17.8 General Guidelines ....................................................................................................................... 61
18 NON-UNDERGRADUATE DEGREE HIRING .............................................................................. 62

18.1 Fixed Term Contractual Employment ............................................................................................ 62
a. Hourly based payment .................................................................................................... 62
b. Monthly based payment: ................................................................................................. 62
18.1.1 COMPENSATION & GRADE STRUCTURE .......................................................................................................... 62
18.2 Permanent Employment ............................................................................................................... 63
c. Probation to Permanent: ................................................................................................. 63
d. Fixed Term Contract to Permanent ................................................................................. 63
e. Direct Permanent employment ........................................................................................ 63
18.2.1 COMPENSATION & GRADE STRUCTURE PERMANENT EMPLOYMENT UNDER THIS POLICY ................. 63
18.3 Eligibility ....................................................................................................................................... 64
18.4 Employment ................................................................................................................................. 64
18.5 Documentation & Application ........................................................................................................ 64
19 WHISTLE BLOWING POLICY ..................................................................................................... 66

19.1 Objective and Scope..................................................................................................................... 66
19.2 What is Whistle Blowing?.............................................................................................................. 66
19.3 Disclosures under the Policy ......................................................................................................... 66
19.4 Role and Conduct of the Whistle Blower........................................................................................ 67
19.5 Protection and Support for the Whistle Blower ............................................................................... 67
19.6 Internal Committee ....................................................................................................................... 67
19.7 Procedure for Complaints ............................................................................................................. 70
19.8 Confidentiality and Anonymity ....................................................................................................... 70
20 CONDUCT AT WORK ................................................................................................................. 72

20.1 Systems Limited Code of Ethics.................................................................................................... 72
20.2 Conflict of Interest......................................................................................................................... 72
20.3 Display of Religious Material ......................................................................................................... 73
20.4 Representation of Company ......................................................................................................... 73
20.5 Trade Secrets and Confidentiality Agreement ................................................................................ 73
20.6 Acceptance of Gifts/Bribery .......................................................................................................... 74
20.7 Absenteeism and Tardiness.......................................................................................................... 74
20.8 Standard of Personal and Professional Conduct ............................................................................ 75
21 DISCIPLINARY POLICY .............................................................................................................. 76

21.1 Oral Discussion or Warning .......................................................................................................... 76
21.2 Written Warning............................................................................................................................ 76
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21.3 Dismissal ..................................................................................................................................... 76
22 SUBSTANCE ABUSE TESTING .................................................................................................. 77
23 EMPLOYEE SECURITY AND WELLBEING ................................................................................ 78

23.1 Safety .......................................................................................................................................... 78
23.2 Workplace Security ...................................................................................................................... 78
23.3 Non Smoking Policy ..................................................................................................................... 78
24 HARASSMENT............................................................................................................................ 79
25 ACCEPTABLE USE OF ELECTRONIC COMMUNICATION ........................................................ 81

25.1 Scope of Policy............................................................................................................................. 81
25.2 Standards and Rules .................................................................................................................... 81

25.3 Access ......................................................................................................................................... 81
25.4 Telephone Monitoring ................................................................................................................... 82
25.5 Cell Phone Usage......................................................................................................................... 82
25.6 Compliance is Essential ................................................................................................................ 82
26 TECHNOLOGY USE & PRIVACY ................................................................................................ 83

26.1 Privacy ......................................................................................................................................... 84
27 EMAIL AND INSTANT MESSAGING POLICY ............................................................................. 85

27.1 Email Policy.................................................................................................................................. 85
27.1.1 Rules and Requirements ................................................................................................ 85
27.1.2 Best practices ................................................................................................................. 85
27.1.3 Writing emails ................................................................................................................. 85
27.1.4 Maintenance................................................................................................................... 86
27.1.5 Personal Use .................................................................................................................. 86
27.1.6 Proprietary & Confidential Information ............................................................................. 86
27.1.7 Encryption ...................................................................................................................... 87
27.1.8 Email Quota.................................................................................................................... 87
27.1.9 Email Accounts............................................................................................................... 87
27.1.10 System Monitoring .......................................................................................................... 87
27.1.11 Disclaimer ...................................................................................................................... 87
27.1.12 Questions ....................................................................................................................... 87
27.1.13 Declaration ..................................................................................................................... 87
27.2 Instant Messaging Policy .............................................................................................................. 88
27.2.1 Instant Messaging Usage................................................................................................ 88
27.2.2 Scope............................................................................................................................. 88
27.2.3 Purpose.......................................................................................................................... 88
27.2.4 Policy ............................................................................................................................. 88
27.2.5 General Guidelines and Rules ......................................................................................... 88
28 SOCIAL MEDIA POLICY ............................................................................................................. 90

28.1 Facebook terms of use (Closed groups) ........................................................................................ 90
28.2 Facebook terms of use (public Page) ............................................................................................ 90
29 CAR FINANCING SCHEME – GRADE 1A; 1; 2A; 2..................................................................... 91
30 CAR FINANCING SCHEME – GRADE 3A ................................................................................... 94
31 MOBILE PHONE BILLING/CREDIT FACILITY ............................................................................ 95
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31.1 Scope .......................................................................................................................................... 95
31.2 Mobile Phone Credit/Billing (Grade 1A - 2) .................................................................................... 95
31.3 Mobile Phone Credit/Billing (Grade 3A PS only) ............................................................................ 95
31.4 Mobile Phone Credit/Billing (Grade 3-4) ........................................................................................ 95
32 MOBILE PHONE POLICY – GRADE 1A; 1;2A;2 ......................................................................... 96
33 FUEL ALLOWANCE.................................................................................................................... 98
33.1 Scope .......................................................................................................................................... 98
33.2 Fuel Allowance for Grade 1 - 6 employees .................................................................................... 98
34 PRODUCTION SUPPORT ALLOWANCE .................................................................................... 99

34.1 Introduction .................................................................................................................................. 99
34.2 Eligibility ....................................................................................................................................... 99

34.3 Shifts............................................................................................................................................ 99
34.4 Process of Claiming Allowance ..................................................................................................... 99
34.5 Schedule of Payment.................................................................................................................. 100
35 LAPTOP SECURITY.................................................................................................................. 101

35.1 Purpose ..................................................................................................................................... 101
35.2 Scope ........................................................................................................................................ 101
35.3 Policy ......................................................................................................................................... 101
35.3.1 Laptop Security ............................................................................................................ 101
35.4 Enforcement............................................................................................................................... 103
35.5 Information Security Control ........................................................................................................ 104
35.6 General Guidelines ..................................................................................................................... 105
36 DOST FUND .............................................................................................................................. 108

36.1 Introduction ................................................................................................................................ 108
36.2 Purpose ..................................................................................................................................... 108
36.3 Scope ........................................................................................................................................ 108
36.4 Dost fund.................................................................................................................................... 108
36.5 Eligibility ..................................................................................................................................... 108
36.5.1 Employee requirement .................................................................................................. 108
36.5.2 Grant situations/ circumstances .................................................................................... 109
36.6 Approval Cycle Committee.......................................................................................................... 109
36.7 Documentation ........................................................................................................................... 110
36.8 Type Of Grant............................................................................................................................. 110
36.9 Dost Fund Committee (Dfc) ........................................................................................................ 111
36.9.1 Members required to take a decision on any case.......................................................... 111
36.10 Time To Process ........................................................................................................................ 111
36.11 Responsibilities .......................................................................................................................... 111
36.11.1 Human Capital Division ................................................................................................. 111
36.11.2 Dost Fund Committee ................................................................................................... 112
36.11.3 Finance & Accounts ...................................................................................................... 112
36.11.4 Doner ........................................................................................................................... 112
37 HSE POLICY ............................................................................................................................. 114

37.1 HEALTH SAFETY AND ENVIRONMENT POLICY ...................................................................... 114
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37.2 System Limited is committed to: .................................................................................................. 114
38 RECORDKEEPING AND DOCUMENTATION............................................................................ 115

38.1 Storage ...................................................................................................................................... 115
39 PAYROLL ADMINISTRATION POLICY ................................................................................... 116

39.1 Monthly Payroll ........................................................................................................................... 116
39.2 Preparation of Payroll ................................................................................................................. 116
39.3 Checking of Payroll..................................................................................................................... 116
39.4 Authorization and Disbursement of Payroll .................................................................................. 116
39.5 Manual Payroll Cheques ............................................................................................................. 116
39.6 Time Sheets ............................................................................................................................... 116
40 EMPLOYEE GRIEVANCE POLICY............................................................................................ 117
41 SUCCESSION PLANNING POLICY .......................................................................................... 118
42 TRAINING & DEVELOPMENT ................................................................................................... 119
43 Day Care Facility Policy….................................................................................................................. 121
44 MISCELLANEOUS .................................................................................................................... 125

44.1 Personal Property ....................................................................................................................... 125
44.2 Out-Side Employment................................................................................................................. 125
44.3 Public Enquiries.......................................................................................................................... 125
44.4 Criminal Convictions ................................................................................................................... 125
44.5 Internet and Online Services ....................................................................................................... 125
44.6 Security ...................................................................................................................................... 126
44.7 Security Regulations ................................................................................................................... 126
44.8 Smoking ..................................................................................................................................... 126
44.9 Company Stationary ................................................................................................................... 127
44.10 Privacy of Employee Information ................................................................................................. 127
45 HIRING and Retention OF CLOSE/BLOOD RELATIVES.......................................................... 128

45.1 Purpose ..................................................................................................................................... 128
45.2 Scope ........................................................................................................................................ 128
45.3 Policy ......................................................................................................................................... 128
46 PERFORMANCE MANAGEMENT POLICY ............................................................................... 129
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1 PREAMBLE
1.1 These policies shall be known as Systems Limited HR Policy Controlled Document.
1.2 These policies shall apply to all employees in the full-time employment of the Company. However, any terms
contained in an employee’s Letter of Appointment shall take precedence over those stated in these Service
Rules
1.3 The Company reserves the right to modify, cancel or amend all or any of these policies, in whole or in part
in subsequent additions and updates issued in connection with these policies from time to time.
1.4 Notwithstanding the provision contained in this policy document, the Company reserves the right to issue
instructions, directions and orders from time to time for conducting the business of the Company and for
maintaining efficiency and discipline therein.
1.5 The Company shall be the final authority for the interpretation of the policies contained herein and for
decisions relating thereto and such decisions of the Company shall be final and binding on all employees.
1.6 The document will be reviewed on yearly basis.
1.7 Head of HR is the owner and has the distribution rights of this document.
Author Date Version Description Approval

Saquib Yusuf 1-Nov-04 Ver 1.0 Service Rules Handbook revised
MaqsoodChaudhry 1-Nov-05 Ver 1.1 Service Rules Handbook revised
MaqsoodChaudhry 21-Aug-06 Ver 1.2 Email Policy included
Ayesha Gulzar April 2007 Ver 1.3 General revision and inclusion of following new policies:
Employment (Section 3); Emergency Loan (section 12); Dress
Code (section 13); Tuition Assistance (section 14);
Conduct (Section 15); Discipline (section 16);Substance Abuse
(section 17); Employee wellbeing (section 18); Harassment
(section
19); Electronic Communication (section 20); IAP form version 4.0
Salman M.Chaudhry June, 2008 Ver 1.4 1. Work Schedule (Section 5.2.1.2)
2. NWDA (Section 4.6)
3. Medical (Section 8.4.3)
4. Travel and Hotel EntitlementChart(section10.2)
5. Loan Facility (Section 12)
6. Tuition Assistance Policy (Section 14.6)
7. E-mail Policy (Section 21)
8. Car financing Policy (Section 22)
9. Mobile Phone Entitlement (Section 23)
10. Fuel Allowance (Section 24)
11. Grade Structure (Appendix H)
12. Salary Change & Promotion Form(Appendix I)
Saquib Yusuf 18- Sep-08 Ver 1.5 Medical facilities not provided by thecompany (Section 1.3)
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Maqsood A. June, 2009 Ver 1.6 1. Return of Property clause included(Section 2.5)
Chaudhry 2. Access to SL Premises (Section 3.3)
3. Modification in NWDA (Section 3.6)
4. Sick leave – Clause 5.5.5 added(Section 5.5)
5. Overtime work and payment (Section7.5)
6. Traveling and Hotel Entitlement –
Clause 8.2.7 added (Section 8.2)
7. Maximum Reimbursement Sectionmodified (Section 13.4)
8. Safety Section modified (Section 17.1)
9. Telephone monitoring sectionmodified (Section 19.4)
10. Instant Messaging Usage policy introduced (Section 20)
Maqsood A. Jan, 2010 1.7 1. Overtime Clause updated (Section 3,clause 3.5.5 Clause 3.5.6
Chaudhry introduced)
Nabeel Safdar November 04, 1.8 1. Updated car financing scheme
2010
Nabeel Safdar November 24, 1.9 1. Updated section 6.4 MedicalReimbursement
2010 Procedures
Nabeel Safdar June 21, 2010 1.10 1. Retirement clause 2.6 amended therebyincreasing retirement
age from 60 to 62 years.
Saquib Yusuf Jul 29, 2011 1.11 1. Retirement clause 2.6 amended therebyincreasing retirement
age from 62 to 65 years.
Saquib Yusuf Aug 10, 2011 1.12 1. Clause 3.5.3 has been amended to includethe increased amount
of meal allowance
Afsheen Iftikhar Oct 10, 2011 1.13 1. Section 3 has been amended to removeclause ‘’ No meals or
travel allowances will
be payable for a day on which NWDA is being claimed’’
Afsheen Iftikhar March 15, 1.14 1. Section 23 Production Support Allowance

2012 is added and structured according tograde/designation
Afsheen Iftikhar March 30, 1.15 1. Rates for reimbursement of travel on

2012 company business (Appendix – A, note 5) have been revised
Saquib Yusuf June 27, 2012 1.16 1. Laptop Security Policy is added as Section# 24
Afsheen Iftikhar July 17, 2012 1.17 1. Group Life Insurance policy has amended
Afsheen Iftikhar July 25, 2012 1.18 1. BPO Contingency Allowances Policy section # 25 is added
into rules
2. Medical Facilities not provided: Medical
Facilities of any nature used outside Pakistanby employee/family
M. Ghazanfar AliKhan June 19, 2013 1.19

1. Mobile Phone and Maternity policy is updated
Syed Umer Javaid October 7, 1.20 1. Updated section 6.3 Medical facilities NOTprovided by the
2013 company.
2. Updated section 12.4 Dress CodeGuidelines
3. Updated section Appendix A – Travellingand Hotel Entitlement
Chart
4. Updated section 3.5 Overtime work
5. Updated section 3.6 NWDA
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Syed Umer Javaid December 5, 1.21 1. Updated section 6.3 Medical facilities NOTprovided by the
2013 company
Muhammad May 13, 2014 1.22 1. Retirement clause 2.6 has been amended
Ghazanfar AliKhan
Muhammad Ghazanfar AliKhan May 19, 2014 1.23 1. Fuel allowance clause 26.4 for Senior Business Development
Manager was added
2. Daily Allowance for international assignments added in
Appendix A - TRAVEL& HOTEL ENTITLEMENT CHART
3. Car policy for Directors is added - Clause23
4. Family support Program is added – Clause3
5. Maternity form added in Appendix-U
Syed Umer Javaid January 01, 1.24 1. Fuel allowance clause 26.4 for all Grade 3resources
2015 2. Fuel allowance clause 26.3 for Grade 1 &Grade 2 is amended
3. Mobile Phone billing/Credit clause 24.3 isadded
4. Daily Allowance is amended in Appendix A
- TRAVEL & HOTEL ENTITLEMENT CHART
4. Meal Allowance clause 4.5.3 is amended
Syed Umer Javaid February 01, 1.25 1. Car Financing Scheme only for confirmedemployees in Grade
2015 1 and Grade 2
2. Car entitlement upgraded
3. Mobile Phone/Handset for lower grades(25.2)
Zohaib Hassan April 30, 2018 1.26 Travel Policy

Zohaib Hassan May 30, 2018 1.27 1. Car Financing Policy
2. Internal hiring Policy
Zohaib Hassan August 02, 1.28 Dost Fund Policy
2018
Muhtashim Riasat November 1.29 Middle East Policy
27,2019
Mubashir Altaf January 01, 1.30 Whistle Blowing Policy
2020
Mubashir Altaf July 07, 2020 1.31 Leave Without Pay
Mubashir Altaf January 01, 1.32 1. NWDA Policy revision
2021 2. Conflict of Interest Clause (d) added
3. Car Financing
Muhtashim Riasat March 31, 1.33 Mobile Phone Policy
2021
Muhtashim Riasat May 01, 2021 1.34 Conduct at Work updated.
1. Bribery, Kickbacks, Fraud Clauseadded
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Muhtashim Riasat June 1, 2021 1.35 1. Added Mission & Vision
2. Added Grading structure
3. Overtime Work (grade change 1 -9)
4. Night Allowance (added grades 7A, 3A & 2)
5. Sums Insured updated to 500,000
6. Updated hospitalization limits
7. Travelling added 1A
8. Domestic travel added 1A,2A,3A& 7A
9. International travel added 1A, 2A,3A & 7A
10. Added Record Keeping and Approved By Head of HR and
Documentation Policy CEO
11. Added Payroll AdministrationPolicy
12. Added Employee GrievancePolicy
13. Added Special Loan Facility
14. Added Succession Planning policy
15. Added Probation period exemption for
PS grade 4 andbelow
16. Added Training & development Policy
17. Added Recruitment, Selection &
Onboarding Policy
Toima Asghar November, 9 1.36 1. Updated Load and Advances Policy Approved By Head of HR and
2021 2. Updated Car Financing Policy CEO
Maria MubashirMalik January 3, 1.37 1. Updated Car Finance Policy Approved By CHRO and CEO
2022 2. Updated Probation Policy
3. Updated Termination/SeparationPolicy
Maria MubashirMalik January 26, 1.38 1. Added Laptop Buyback Policy Approved by CHRO and CEO
2022
Maria MubashirMalik March 14, 1.39 1. Updated Car Finance Policy Approved by CHRO and CEO
2022
Maria MubashirMalik July 14, 2022 1.40 1. Non degree professional hiringPolicy Approved by CHRO and CEO
Maria MubashirMalik August 1, 1.41 1. Updated Fuel entitlements Approved by CHRO and CEO
2022 2. Added Daycare policy
Mirza Nabeel Hassan December 19, 1.42 1. Revision of Domestic Boarding And Lodging Approved by CHRO and CEO
2022 grade-wise rates.
2. Added ‘’Hiring & Retention of
Close/Blood Relatives’’ Policy
3. Added ‘’Termination/Separation’’
Policy clause no 11 & final
settlement duration period.
Mirza Nabeel Hassan March 22, 2023 1.43 1. Revision of grade wise car loan limits. Approved by CHRO and CEO
2. Clarity clause added in Training &
Development policy and Medical Policy.
3. Maternity Leave Application form.
Muhtashim Riasat May 02, 2023 1.44 1. Added ‘’Casual Leave’’ policy clause no (f) & Approved by CHRO and CEO
(g).
2. Updated Policy section 1.1 Attendance.
Wajiha Khan May 18, 2023 1.45 1. Revision of Local Travel Policy rates. Approved by CHRO and CEO
2. Revision of Domestic Boarding And Lodging
grade-wise rates.
3. Saudi Arabia and MEA Region TADA policy
revision.
Wajiha Khan August 8, 2023 1.46 1. Clause addition to the special loan policy. Approved by CHRO and CEO
Wajiha Khan October 6, 2023 1.47 1. Revision of Recruitment policy. Approved by CHRO and CEO
2. Revision of Non-Degree Professional hiring to
Non-Undergraduate Degree Hiring policy.
3. Performance Management Policy
Wajiha Khan January 24, 2024 1.48 1. Updated Day Care Facility Policy Approved by CHRO and CEO
Wajiha Khan February 2, 2024 1.49 1. Revision of NWDA (entitlement and Approved by CHRO and CEO
calculation)
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2 MISSION & VISION
2.1 MISSION
As a top-tier employer, Systems Limited promotes employee ownership, leadership, professional fulfillment and
job satisfaction. We deliver profitability and business success to our global clients through precise execution and
technical excellence.
2.2 VISION
Systems Limited aspires to enhance the productivity and growth of organizations around the world with a
comprehensive range of digital solutions and services.
2.3 VALUES
Systems Limited has 3 corporate values
1. Integrity
2. Honesty
3. Dedication
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3 EMPLOYMENT AT SYSTEMS LIMITED
3.1 EMPLOYMENT AT WILL

While we hope our relationship will be mutually beneficial, it should be recognized that neither you nor
Systems Limited have entered into any contract of employment for a definite term, express or implied. Your
employment with Systems Limited is voluntary. Just as you voluntarily chose to work here, you are free to
resign. Similarly, Systems Limited is free to conclude the employment relationship at any time, with or
without cause. The relationship between employee and employer is at-will. This policy is subject to change
with or without notice.
3.2 APPOINTMENT
Each successful applicant will receive a “Letter of Appointment” stating the salary, grade and nature of
employment and any other terms applicable to the employment of the individual with Systems Limited.
The grade structure is given below.
GRADING STRUCTURE
(Grading Structure - Professional Services)
Grade Sub Grade Titles Benefits

Any Vehicle upto PKR 7 Million Value (on Loan) +
250-liter Petrol + 150K mobile + Standard
1A SVP
benefits + Stock options
1
Any Vehicle upto PKR 6.5 Million Value (on Loan) +
175-liter Petrol + 150K mobile + standard benefits
1 VP
+ Stockoptions
Any Vehicle upto PKR 4.5 Million Value (on Loan) +

2A AVP/ Sr Managing Consultant 100-liter Petrol + 80K mobile + Standard
2 benefits
Any Vehicle upto PKR 3.5 Million Value (on
2 Senior Managing Consultant
Loan) - 100-liter petrol +Mobile 80K +
Standard Benefits
20% of up to 1.5 million (as down payment for car
3A Managing Consultant financing through bank) as loan +75-liter petrol +
3 2000PKR credit + Standard Benefits
50-liter petrol +1000PKR credit mobile + Standard
3 Principal Consultant
Benefits
4 4 Senior Consultant Standard Benefits +1000PKR credit mobile
5 5 Consultant
6 6 Junior Consultant
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7A Associate Consultant Standard Benefits as current

7
7 Trainee Consultant
(Grading Structure -Support Services)

Any Vehicle upto PKR 7 Million Value (on Loan) +
250-liter Petrol + 150K mobile + Standard
1A C-Level / GM
benefits + Stock options
1
Any Vehicle upto PKR 6.5 Million Value (on Loan)
+ 175-liter Petrol + 150K mobile + Standard
1 VP
benefits + Stock
options
2A AVP Loan) + 100-liter Petrol + 80K mobile + Standard
2 benefits
2 AVP
Loan) - 100 liter petrol +Mobile 80K +
Standard Benefits
20% of upto 1.5 Million (as down payment for
3A Senior Manager car financing through bank) as loan +75 liter
3 petrol + 2000PKR credit + Standard Benefits
50 liter petrol +1000PKR credit mobile +
3 Senior Manager
Standard Benefits
4 4 Manager Standard Benefits +1000PKR credit mobile
5 5 Assistant Manager
6 6 Specialist
7 Associate
7
8 Executive
9 9 Officer Standard Benefits as current
10A
10 10B
10C
11A
11 11B
11C
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(Grading Structure -BPO)
Grade Titles
1 SVP/VP
2 AVP
3 Senior Manager
4 Manager
5 Assistant Manager
6 Senior Supervisor/ Sr. Officer
7 Supervisor/ Officer
8 Sr. DPO / Sr. CCO
9 DPO /CCO
10 DPE /CCE
11 Trainee DPE
3.2.2 An appointment to the service of the Company is valid only when the applicant has confirmed his
acceptance in writing, offer letter is shared with all permanent resources on emails. However,
resources on Daily Wage are shared with the documentation upon their joining
a. Furnished all documents requested by HR Department including but not limited to:
• Copy of Computerized National Identity Card
• Photographs
▪ Experience Letters
▪ Reference Letters
▪ Educational Certificates
▪ Approved Copy of resignation
▪ Salary Slip from last employer of last month
3.2.3 During employment no experience/employment letter will be furnished to an employee for any
purpose whatsoever, other than a service letter that states only:
• Joining date
• Current designation and salary
• Purpose of issuance of letter as stated in formal request by the employee
3.2.4 RFID cards will be provided to all new joiners on date of joining and access will be provided base
on their job role.
3.3 PROBATION
3.3.1 Unless otherwise stated in the “Letter of Appointment”, a new employee (excluding Professional
Services resources) is required to serve an initial probationary period of 90 days (3 Months).
3.3.2 On completion of the probationary period, the Company shall inform the employee in writing
whether or not he/she has been confirmed on the Company’s permanent establishment. However,
the Company reserves the right to extend at its sole discretion, the probationary period.
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3.3.3 Probation period of Resource Outsourcing/Staff Augmentation resources is exempted, which is

reflected in their offer emails as well. Similarly, all PS resources irrespective of their grades are
exempted from probation period.
3.4 TERMINATION/SEPARATION
• Either the Company or the employee may at any time give the other party notice of intention to
terminate the contract of service.
• During the probationary period, employment may be terminated at any time by either party by
giving one week’s (5 Working Days or such period as stated in the Letter of Employment of the
employee) notice or pay in lieu thereof without specific reason being assigned for such
termination/separation.
• After the date of confirmation, employee working for BPO and support services may be
terminated/separated by either party by giving one month’s (or such period as stated in the Letter
of Employment of the employee) notice or payment of a sum equivalent to the gross salary of the
period stipulated in lieu of such notice.
• After the date of confirmation/joining, employee working for professional services may be
terminated by either party by giving two month’s (or such period as stated in the Letter of
Employment/Addendum to the Letter of Employment provided to the employee) notice or
payment of a sum equivalent to the gross salary of the period stipulated in lieu of such notice.
• Notice of termination/resignation is to be submitted by the employee to Line Manager through

Employee self-service portal. It shall be written and may be given at any time, and the day on
which the notice is given shall be included in the notice period.
• Employee working in BPO division with no access to self-service can submit resignation in written
to Line Manager.
• An employee who is dismissed for misconduct or professional negligence shall not be entitled to
any notice or equivalent pay.
• For Support Services & BPO, if an employee wishes to resign from employment, he/she will have
to notify the manager at least one month in advance. In case of Professional Services, employee
is requested to notify the line manager at least two months in advance. This will enable the
Company to arrange for a suitable replacement. The separating employee may be asked at that
time to provide an Exit interview.
• Upon separation the company will provide a standard experience letter to the separating
employee with final settlement that states:
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▪ The period of employment
▪ The last designation and salary of the employee in the company.
• The time frame of settlement and experience letter will be communicated by HR on the final day
(45 working days from separation).
• The retirement age at Systems is set as per the law. New permanent hiring recommendations after retirement
age will not be entertained; however, employee with the specialized skill set of the relevant field may continue
his/her services till the company decides to end their services depending on their health condition or the job
performance.
3.5 RETURN OF PROPERTY

Employees are responsible for all Systems Limited property, materials, or written information issued to
them or in their possession or control. Employees must return all Systems Limited property immediately
upon request or upon termination of employment. Where permitted by applicable laws, Systems Limited
may withhold from the employee's salary check or final settlement check the cost of any items that are not
returned when required. The company may also take all action it deems as appropriate to recover or protect
its property.
3.6 REFERENCE REQUEST

2.6.1 In an effort to protect and respect every member of the Systems Limited community, employees
should refrain from providing information of any sort on their fellow employees to any outside
entity. An employee who receives a request for information concerning a past or present
employee should redirect inquiries to Human Resources. Human Resources will normally verify
an employee's dates of employment, and position(s) held. A written disclosure authorization and
release is required before any information regarding salary is furnished.
2.6.2 Strict adherence to this policy is required. Any violation of this policy may result in disciplinary
action up to and including immediate termination.
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4 FAMILY SUPPORT PROGRAM
4.1 SCOPE
Financial support will be provided to the families of deceased employees who have served uninterrupted
25 years of service.
4.2 POLICY
Permanent employees who have completed 25 years un-interrupted service are entitled to this program
The amount given to the family of an employee is 70% of the basic salary plus annual increase announced
in the budget
Employee’s spouse only, until he/she stays a widow, is eligible to receive the amount under this program
head
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5 HOURS OF WORK
5.1 ATTENDANCE
Every person's contribution is needed on a daily basis, so it is important that everyone maintain regular and punctual
attendance. Therefore, absenteeism and tardiness must be kept to a minimum. If an employee is unable to report
for work, he or she should notify his or her manager prior to the start of the work day. Unreported and excessive
absences or chronic tardiness may result in disciplinary action, up to and including immediate termination.
If an employee working in BPO division is absent for three days without notifying his or her manager, it is assumed
that the employee has abandoned his or her position with Systems Limited, and is considered to have voluntarily
resigned.
Employee working in professional services and support division is required to submit timesheet over ESS portal, the
hours submitted will be considered as attendance. Line Managers are required to review the hours of their reportees.
Security and Janitorial staff are required to signed the attendance register to mark their Time in and Time out.
RFID cards are issued to all resources to provide building access over designated floors and to mark your
attendance. Attendance is compulsory for all the employees. You are required to mark attendance using your
employee card against RFID machines. Anyone working remotely, need prior approval from your
manager/supervisor. Any unauthorized absence or non-marking of attendance (on-campus or remote) will be
considered as absence and will be marked as per the rules mentioned above. We are introducing remote
attendance system soon, till that time prior approval over email is mandatory for compliance.
HR has the final authority to investigate and make a decision on attendance based on the input of HOD/Line
Manager.
5.2 WORK SCHEDULES

Unless otherwise stated in the Letter of Employment given to an employee, the average working hours of
all employees are 40 hours per week – a week is of 5 (five) working days.
5.3 FLEXIBLE TIMINGS

Purpose
The purpose of this policy is to establish reasonable and necessary controls to ensure adequate attendance
and to meet business needs. This policy demonstrates Systems intention to create work life balance for its
employees
5.4 WORKING HOURS:
Following working hours are being followed:

Timing
Monday to Friday 9:00 AM to 6:00 PM
Lunch break 1:00 PM to 2:00 PM
Lunch break – Friday 1:00 PM to 2:30 PM
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5.5 WORK FLEX:

a. All employees are required to work 8 hours/day, 40 hours / week & 160 hours / month.
b. A grace period of 30 minutes is allowed before it is considered late, but total 8 working hours for the
day need to be completed.
5.5.1 Time Clocks and Failure to Clock in/out:

Employees working for BPO division are required to follow established guidelines for recording their actual
hours worked. A missed clock in/out is a violation which includes:
• Failure to clock in/out on their designated time clock at the beginning and/or end of
their assigned shift. (Attendance register)
• Failure to accurately and timely report time worked.
• Clocking in/out early (or late) of assigned shift without prior approval.
• Continuous failure to clock in and clock out will result in employee being marked absent
on the days when clock in and out was missing. Three consecutive instances will result
in disciplinary action against absences.
5.6 TIME SHEETS
• All employees working in professional services and support division must submit their
time sheets before Friday close of the business day.
• System generated missing time sheets notification is sent to managers on every
Monday.
• In-case of any issue regarding time sheet/attendance employee can drop an email to
ESS HelpDesk (esshelpdesk@systemsltd.com).
5.7 OVERTIME WORK
• Overtime is only authorized for and paid to Drivers/Guards and Peons. Work in excess of the work
schedules at the request of the Company shall be considered as overtime work for such staff.
• All overtime work must be pre-authorized by the respective line manager and approved by HOD.
• Permanent staff in Grades 1 – 9 who are working beyond scheduled hours may, if this involves
working through a normal meal time, claim a Meal Allowance of up to Rs. 350 per meal, supported
by actual receipts. This amount will be reimbursed by Accounts Department on a monthly basis.
• All claims for the Meal Allowance must be accompanied by the supervisor's prior authorization.
• Permanent staff in Grades 2 – 9 who are working beyond scheduled hours may claim
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reimbursement of any additional travel expense, incurred because of travelling home in late hours.
• All claims for such reimbursement must be accompanied by the supervisor's prior authorization.
5.8 WORKING ON A NON-WORKING DAY
1. Non-working day is any Pakistan public/gazette/festival holiday or any, which is marked as a non-working
day as per HR Broadcast announcement.
2. Employees in Grades 3 – 9 are eligible to claim a Non-Working Day Allowance(NWDA) to compensate
for the extra work that they put in on non-working days.
3. Work done on weekends will not be considered as NWDA.
4. In order to work on Non-Working Day employees/line managers need to take prior approval from HOD and
explain the reason.
5. Working on Non-Working Day is an exception, all employees are required to complete their assigned tasks
within the working days and working week.
6. Employees working on a Non-Working Day are only allowed to use designated floors for work. Admin staff
is required to maintain strict compliance in this regard.
7. NWDA for public/gazette/festival holiday will be calculated as 2x days basic salary.
8. Employee may also avail alternate day off in lieu of non-working day with prior approval.
5.9 NIGHT ALLOWANCE & PRODUCTION SUPPORT

Professional service and support services employees providing support in night between 11:30 pm to 8:30
am (minimum 4 hours) or addition to their regular shift hours are eligible for night allowance /production
support allowance as per below details.
Grade Allowance
Grade 2 - 3A Rs. 1000 / night shift
Grade 4 Rs. 900 / night shift
Grade 6-7A Rs. 500 / night shift
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5.10 ABSENCES
An employee is deemed absent when he/she is unavailable for work as assigned/scheduled and such
time off was not scheduled/approved in advance as required by department notification procedure.
a) In the event of absence or tardiness from an assigned work schedule, the employee is required to
report within one hour of scheduled start time. In the event the employee cannot reach a Line
Manager or Manager, the absence should be reported to the Human Resource Department.
b) Employee is required to submit a physician’s certificate in the event of repeated absences for the
medical reasons or medical absences exceeding two days.
c) An employee’s absence will be considered excused if the employee provides proper and timely
notification deemed satisfactory to the Line Manager or Manager. Timely notification means
calling in on the day of absence or providing advance notice for absences which can be
anticipated.
d) An employee’s absence will be deemed unexcused in case of:
• Failure to give proper notice of absence(s) prior to the beginning of the shift.
• Frequent lateness or early departures.
e) Habitual absenteeism is defined as two or more instances of unexcused absence in a calendar
month. Such habitual absenteeism is subject to corrective discipline.
f) The following will not be counted as Absences and need to be marked as per policy of leave
▪ Bereavement Leave
▪ Scheduled and approved Sick time (i.e. surgery, scheduled doctors’ appointments)
g) Absences cannot be converted into post facto leave unless otherwise approved by Line Manager.
5.11 TARDINESS
a) Employees are considered to be tardy if they fail to report to their designated work place at the
scheduled time including return from break. All employees are expected to strictly adhere to the
laid down timings of work and breaks. Any violations are liable to be punished as per company
policy.
b) Employee who expects to be late by 30 minutes or more is required to notify his supervisor.
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5.12 DEPARTMENTAL NOTIFICATION PROCEDURE
Employees are expected to notify their line managers if they will be late for work, will not be at work, or are
requesting planned time away from work. Employees must request in advance to their Line Manager if they wish
to arrive early or leave early from an assigned shift.
At the time of notification/call, the employee must notify their Line Manager when an absence is due to a
documented/approved leave of absence in order to ensure appropriate tracking of leave utilization and
absenteeism. NO leave will be marked through Emails. Employees need to login their service portal to mark their
leave.
Any employee who fails to call in and report to work as scheduled for three consecutively scheduled work days
will be viewed as having abandoned their position and employment termination process will be initiated. The
Line should consult with Human Resources if this situation occurs.
Incidents of not following the notification procedures, including No-Call/No-Show, will be addressed in
accordance with the Progressive Discipline policy.
5.13 PROGRESSIVE DISCIPLINE
Line Managers should monitor their employees' attendance on a regular basis and address unsatisfactory
attendance in a timely and consistent manner. If Line Managers notice a pattern of unscheduled usage of accrued
time off banks, they should discuss this concern with the employee.
When an employee has been previously counseled under the progressive discipline guidelines, the totality of the
circumstances will be assessed when determining further action. For situations involving suspension or
termination of employment, the Line Manager should consult with Human Resources prior to implementing
disciplinary action.
Timely and regular attendance is a performance expectation of all employees. Consequently, those employees
who have exhibited unsatisfactory attendance which resulted in disciplinary action (written or final) during the
course of the year may have the behavior documented in their annual evaluation
5.14 PUBLIC HOLIDAYS
All employees are entitled to the paid public holidays gazetted by the Government of Pakistan, or holidays
in lieu of working on those days.
This policy is intended as a guideline to assist in the consistent application of Systems policies and programs
for employees. The policy does not create a contract implied or expressed, with any employee, who are
employees at will. Systems Limited reserves the right to modify this policy in whole or in part, at any time, at
the discretion of the Management.
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6 WORK PLACE RULES:
a) All employees are requested to abide by and maintain good conduct in the office or while
representing Systems Limited at an external association, establishment, official gathering etc.
b) In case employee’s performance or conduct does not meet company standards systems Limited
will provide where it feels appropriate, an employee with reasonable opportunities to correct the
deficiency.
c) The poor performance or conduct of any employee shall be intimated to the employee in the
following manner:
• Verbal warning from the immediate supervisor and intimation to Human Resource
Department.
• Written warning under intimation to Human Resource Department.
• Second written warning from Human Resource following suspension, in case the
deficiency or performance does not improve after first written warning.
• Termination of services if the deficiency or performance does not improve during the
suspension period.
• These steps may not be followed in the exact sequence as listed above in case of fraud,
willful misconduct or refusal to obey lawful instructions of the management. Systems
Limited reserves the right to proceed directly to written warning or termination for
misconduct.
6.1 MISCONDUCT:
1. The rules set forth below are intended to provide employees an idea of what is considered
as misconduct. There may be an act not listed below but if adversely affects or otherwise
causes harm to the other employees, management of the company or customers
(including conduct of employees outside the premises of Systems Limited and where they
are identified as Company employees) may also result in disciplinary action against the
employee.
2. Employees may be disciplined for misconduct including but not limited to the following:
a) Insubordination
b) Dishonesty
c) Theft
d) Fraud, Forgery
e) Misusing, damaging or destroying Company property or the property of others on company
premises.
f) Violating conflict of interest rules.
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g) Disclosing confidential information or using confidential or proprietary information without

authorization.
h) Falsifying or altering Company records including application of employment.
i) Altercation.
j) Harassment including sexual harassment of employees or customers.
k) Interfering with work performance of others.
l) Being under the influence of, manufacturing, dispensing, distributing, using or possessing
alcohol or any other illegal substances on Company premises or while conducting Company
business.
m) Being in possession of firearms or any weapon, which could threaten the safety of other
employees or customers.
n) Abusing or misusing any company provided facilities including Internet facility, visiting
prohibited sites or sending abusive emails to the management or other company employees.
o) Sleeping on the job or going for prolonged breaks without permission/ authorization.
p) Being convicted of a crime that leaves you unfit to perform the job and (or) a threat to the
safety or wellbeing of the Company or its employees, customer or property.
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7 REMUNERATION
7.1 PAYMENT OF REMUNERATION

7.1.1 Salary, commission where applicable, and overtime pay for all employees are calculated on a
calendar month basis.
7.1.2 Payment of salary shall be on a monthly basis, and such net amount after any authorized
deduction, is credited to the employee’s bank account in first week of each month.
7.1.3 Payments on account of overtime and commission are affected in the month following that in
which they are due.
7.2 APPRAISALS, PROMOTIONS AND SALARY INCREASES

7.2.1 Every employee shall have at least one performance appraisal during a calendar year based on the
eligibility.
7.2.2 Changes in salary and grade for an employee will be made on the basis of appraisals by the
employee’s supervisor in consultation with management.
7.2.3 The amount of any salary increase will be on the basis of the employee’s grade, seniority in the
grade and the appraisal rating.
7.2.4 GPR Process is documented and shared companywide when the process is initiated.
7.3 SYSTEMS LIMITED EMPLOYEES’ PROVIDENT FUND

7.3.1 The Provident Fund is a fund established for the employees’ benefit by collecting contributions
from Systems Limited and its employees.
7.3.2 The contributions of employer and employees are placed in the Provident Fund in the employee’s
name. Employees are allowed to withdraw their savings from the Provident Fund in accordance
with the rules of the Provident Fund. Employees may only make use of their savings as prescribed
in Income Tax Rules.
7.3.3 Contributions to the Provident Fund by the employer and the employee shall be in accordance
with the provisions of the Provident Fund Scheme rules.
7.3.4 An employee must nominate a person or persons to receive Provident Fund savings on his/her
death in the PF Nomination Form
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7.4 GROUP LIFE INSURANCE

7.4.1 All permanent employees of the Company will be insured under the Group Life Insurance with the
Dawood Family Takaful Insurance Company of Pakistan.
7.4.2 Group Life Insurance provides the following benefits:
a) On the death of an employee, the sum assured shall be payable to his/her beneficiary as
notified in the Group Life Nomination Form Attached in Appendix B.
b) On an employee’s becoming permanently and totally disabled, a sum will be paid in

accordance with the rules of the Insurance Company.
7.4.3 Coverage under this policy will be ceased when an employee terminates his service with the
Company or when an employee reaches the age of 60, or upon retirement.
7.5 SUMS INSURED

All permanent employees are included in the Group Life Insurance Policy, upon confirmation of service. The
sums insured are reviewed and revised from time to time, and as of September 1, 2009 are as follows:
Tenure with Systems Limited Sum Insured

Less than 5 years 500,000
More than 5 years 18 monthly gross salaries
Under the terms of the Group Life Policy, in all categories, in case of accidental death the sum assured is
doubled. However, the provisions of the Group Life Insurance Policy will apply regardless of what is stated
in these Service Rules.
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8 LEAVE POLICY
8.1 INTRODUCTION
Leave shall not be claimed by any employee as a matter of right. The granting of leave, shall be subject to the
exigencies of the Company business. The submission of an application shall not be deemed to be valid until
formally sanctioned by the Competent Authority. Any request beyond the available quota of leave, will be treated
as leave without pay or absence.
8.2 TYPES OF LEAVES
The types of leave available to employees are:

a) Earned leave
b) Casual leave
c) Sick leave
d) Maternity leave
e) Paternity Leaves
f) Leave without pay
g) Special sick leave
h) Bereavement leaves
8.3 EARNED LEAVES
8.3.1 Eligibility
Every permanent employee shall be eligible for earned leave upon confirmation of service. However, the
period of probation shall, in case of confirmed employees, be included in the period of service when
computing entitlement of the earned leave. An unconfirmed employee, during his period of probation,
shall not be entitled to avail earned leave.
8.3.2 Entitlement
a) All eligible employees shall be entitled to a maximum of twelve (12) working days in a calendar year.
b) Full salary and allowances shall be admissible during earned leave.
c) Application Procedure
Any permanent employee entitled to avail earned leave may apply for it on the prescribed leave
application form or online through the Time Management system, through his reporting superior at least
15 (fifteen) days before the proposed date of proceeding on leave.
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d) Approval
The application for earned leave shall be recommended in writing, by the concerned supervisor, and will
be approved by the supervisor’s manager.
e) Availing of Earned Leave
When proper notice has been received and approval granted, the employee may be allowed to proceed
on leave from the date applied for.
f) Right of Sanction
The Company reserves the right, at all times, to suspend or refuse earned leave, if the needs of the
Company so demand. The Company may at its discretion, require the employee to make such reasonable
adjustment in the proposed period of leave as may be mutually agreed.
g) Accumulation
Earned leave may be utilized till December 31 of the year in which it was earned. No accrual of earned
leave is made beyond this stipulated period. Any un-availed earned leave will lapse at the end of the
calendar year in which it was earned. NO leaves will be carried forward.
1. Earned leaves will be accumulated based on the prorate basis. For example, if a person joins
in June of a particular year, s/he will be entitled to Six Leaves in that year, if he serves till 31st
December.
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8.4 CASUAL LEAVE

8.4.1 Casual leave may be granted up to a maximum of 10 (ten) days in each calendar year.
8.4.2 Casual Leave is entitled after confirmation
8.4.3 The sanctioning authority may allow casual leave of up to 2 (two) consecutive days at any one time.
8.4.4 Un-availed casual leave shall lapse automatically at the end of each calendar year and is not en-cashed in
any circumstances.
8.4.5 Casual leave cannot be combined with any other type of leave or gazetted holidays.
8.4.6 Casual leave cannot be taken on Friday & Monday consecutive/club days.
8.4.7 It is mandatory for everyone to apply for casual leave. The system will automatically deduct the leave quota
even if not applied. After the quota of casual leave is exhausted, the annual leaves will be deducted. In case
the annual leave quota is also exhausted, any further absence/ leave will be marked as leave without pay.
8.5 SICK LEAVE

8.5.1 Sick leave shall be admissible to employees for a period not exceeding a total of 10 (ten) days in a calendar
year.
8.5.2 Sick leave in excess of 2 (two) consecutive days shall have to be supported by a medical certificate. The
immediate supervisor is responsible to ensure that HR is provided with the medical certificate.
8.5.3 Before approving the leaves. In this case if no medical certificate is presented it will be charged to earned
leave, and if there is no earned leave due, then it will be treated as “Leave without Pay”.
8.5.4 Un-availed sick leave shall lapse automatically at the end of each calendar year and is not en-cashed in any
circumstances.
8.5.5 Sick leave cannot be combined with any other type of leave.
8.5.6 Leaves for planned surgeries should be discussed by the employee with his supervisor prior to scheduling
any such leaves.
8.5.7 Resources are allowed to take max TWO sick leaves in his/her probation.
8.6 BEREAVEMENT LEAVE

On the loss of an immediate family member of employee or spouse (parent, sibling or child), employees
may utilize up to two days Bereavement Leave. This is for all the employees including on probation.
8.7 MATERNITY LEAVE

Maternity leave shall be granted to expectant mothers who have been in the regular service of the
Company for at least one year. The leave may be availed for a period not exceeding a total of 90 (ninety)
days. This leave may be availed not more than twice in the entire period of service in the Company.
Request shall be initiated by employee through Maternity Leave Form (annex C) at least one month
before the start of leaves.
In case an employee wishes to extend her maternity leave, they can apply for leave without pay as per
policy clause 8.9.
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ANNEX C
Application Form – Maternity Leaves
Name : Employee ID:
Competency: Designation:
Duration: (maximum – 3 calendar months)
From till (DD/MM/YYYY)
Comments (if any):
I have read, understood and hereby agree to the terms of the Maternity Leave policy:Signature by
Applicant:
Applicant Name: Signature with date:
Approval:
Competency Head: Signature:
Human Resource Business Partner: Signature:
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8.8 PATERNITY LEAVES

Paternity leaves shall be granted up to 3 (Three) working days to a father, after or shortly before the birth
of his child. This leave may be availed not more than twice in the entire period of service in the Company.
This type of leave cannot be clubbed with any other leave.
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8.9 LEAVE WITHOUT PAY

8.9.1 Purpose:
The purpose of this policy is to provide an option of leave without pay to our employees in special circumstances.
8.9.2 Scope:
This policy will be applicable to all the employees of Systems Limited and group companies including permanent and
contractual employees.
8.9.3 Terms and conditions:
8.9.3.1 The employee will not be entitled to any benefit mentioned in Appointment letter
during the period of leave.
8.9.3.2 Organization reserves the right to hire a replacement of the employee during the leave
period.
8.9.3.3 After the completion of leave period, employee will have to apply for rejoining through
email at least 1 week before the proposed rejoining date.
➢ The employee will be considered as resigned in case s/he fails to inform about
her/his rejoining plans as per the application submitted.
➢ If the organization decides to accept employee’s request to rejoin, then following
terms will be applicable.
o Company reserves the right to change the Job role, grade,
compensation, location or department at the time of rejoining
o Leave without pay period will not be considered as part of total service
period within the company if the leave period exceeds 6months.
8.9.3.4 Company shall have the absolute right in its sole discretion to disallow/reject for any
reason whatsoever the rejoining request in which case the employee will be considered
as having voluntarily resigned from the date of rejection of his rejoining request.
8.9.3.5 Employee on more than 5 months (cumulative or otherwise) of LWP will not be
considered for that year’s annual review and increment.
8.9.3.6 For less than 5 months LWP, increment will be considered on prorate basis.
8.9.3.7 Employee can only avail LWP once in a year.
8.9.3.8 Cumulative Leave without pay can be availed for a period up to 1 year(maximum)
➢ Cumulative leave of more than 5 months can only be applied after 2 years from
the return of the last leave availed
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8.9.3.9 Employee on LWP is required to return all the company assets issued to him/her to
perform his/ her job.
8.9.3.10 Company shall have the right to access/ block the official email address of the employee
to ensure business continuity.
8.9.4 Procedure:
8.9.4.1 Application
The employee will have to apply for the leave through the Leave without pay application form. (annex
A)
➢ Following could be some of the reasons for leave without pay:
o Medical health condition of close family members (Parents, Spouse, Children, dependent
siblings).
o Medical Condition of self (Temporary Disability/Post Operation healthcare).
o Going for higher studies or taking exams.
o Any Other personal reason, to be specified in form.
➢ Request will be approved by the relevant Competency Head and subsequently by the Chief
Operating Officer before submission to Human Capital Division.
➢ It will be in the sole discretion of the Company to either allow or disallow the Leave without
pay application of any employee.
8.9.4.2 Rejoining
➢ The employee will apply for rejoining approval one week before the expiry of approved LWP
on the Rejoining Form – LWP (ANNEX B) to Human Capital Division.
➢ Relevant Competency Head and subsequently the Chief Operating Officer will approve/ reject
the request and submit to HCD.
➢ In case of approval, the department will be informed about his/ her returning date.
➢ In case of rejection as per clause 3.4 of this policy, settlement of the employee will be
processed.
8.9.4.3 Conduct during Leave Without Pay Period

Systems Limited is an empathetic employer. It strongly believes and cares for the wellbeing of its
employees. Hence for the prolonged LWP period employees can take up some free-lance work or job in
order run his/ her day to day expenses.
➢ Employee taking up second job is required to give full disclosure of the job details and nature of
assignment for approval from the department. Without formal approval from the Competency Head, no
such assignment can be taken.
➢ S/he will have to update on the status of his taken-up assignment as per the clause 5.1 at the time of
rejoining.
➢ In case the taken-up assignment conflicts with the new assignment assigned at Systems at the time of
rejoining, s/he will have to give proof of terminating the said assignment.
➢ In case of misrepresentation or concealment of facts the Company reserves the right to take strict
disciplinary action that may lead to termination of employment.
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ANNEX A
Application Form – Leave Without Pay
Name : Employee ID:
Competency: Designation:
Purpose of leave: Please select from below list:

• Medical health condition of Parents (Father/Mother)
• Medical Condition of self or wife (Disability/Post Operation healthcare)
• Going for higher studies
• Any Other reason: Please specify:
Duration: (maximum - 1 Year)
Comments & Reason:
I have read, understood and hereby agree to the terms& conditions of the Leave without pay policy:
Signature by Applicant:
Approval:
Chief Operating Officer: Signature:
Chief HR Officer Signature
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ANNEX B
Rejoining Form – Leave Without Pay
Name : Employee ID:
Competency: Designation :
Approved leave Duration: (maximum - 1 Year)

Comments:
I would like to rejoin the company on :

Signature by Applicant:
Approval:
Chief Operating Officer: Signature:
Chief HR Officer Signature
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8.10 SPECIAL SICK LEAVE

A confirmed employee becoming seriously ill or sustaining injuries in an accident, may be allowed 90
(ninety) days Special Sick Leave with full pay after the employee has used all the total earned leave, casual
and sick leave due. It will be permissible only once in the entire period of service and shall be sanctioned
by and at the discretion of the Company on a doctor’s recommendation. The company may exercise its
right to select the doctor from whom the employee obtains this recommendation.
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9 MEDICAL
The purpose is to communicate Systems limited health Insurance policy and procedure to all full-time/permanent employees.
9.1 SCOPE
This guideline applies to all the contractual and permanent staff of Systems Limited.
9.2 POLICY
All employees are eligible for the medical facility covered under the medical insurance guidelines as
announced and updated time to time. Systems Ltd. provide best medical coverage through its insurance
partner. Medical policy covers the illness treatment, hospitalization, maternity & related cases, outpatient
and special investigation as prescribed by registered doctors only. Regular annual medical checkups are not
covered under medical policy.
9.3 WHAT IS HEALTH INSURANCE?
i) Health Insurance, is a facility, like other forms of insurance, for the compensation of the
expenses arising out of illness and bodily injury
ii) Health or Medical Insurance means providing medical benefits through an insurance company
iii) It is most typically defined in two categories
• In Patient Coverage
• Out Patient Coverage
9.4 WHO IS COVERED?
1. All full time permanent employees who have not reached their Seventy (70th) birthdays and are
ACTIVELY AT WORK in the Policyholders’ offices in Pakistan. Eligible dependents are all spouses
and unmarried dependent children, sons up to age 25 years and daughters till they are married,
residing permanently with the employee in his country of residence.
2. ACTIVELY AT WORK refers to an employee being actively at work on a full-time basis with the
Policyholder, and who is not granted an unpaid leave of absence, temporarily laid off or placed
on part-time employment.
3. An employee is required to communicate full particulars of his/her family stating their names,
relationships, and ages with birth certificates of dependent children and an affidavit that the
employee’s spouse is unemployed or if employed is not entitled to medical facilities from
his/her employer. Any changes in status of employee’s family must be communicated
immediately to the Company.
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9.5 IN-PATIENT MEDICAL INSURANCE

9.5.1 What is covered in In-Patient
• Inpatient is defined as hospitalization
• Hospitalization benefits include:
– Patient’s Meal Charges
– Hospital services and supplies during confinement such as:
• Physician’s, surgeon’s or anesthetist’s fees; (As per the standard Doctor Fee)
• Prescribed drugs & Pathological / Radiological Investigations;
• Operation theater charges;
• ICU/CCU confinement:
• Radiotherapy and Chemotherapy;
• Any other medically necessary inpatient services
• Pre hospitalization (30 days pre): Prescribed tests only
• Post-Hospitalization (30 days post): Consultation + prescribed medicines only
• Pre-existing Conditions: Covered for existing insured's
• Congenital Conditions: Covered
9.5.2 Scope of Coverage

• Per person per annum
• Health Benefits: – Hospitalization
• Employees and spouse up to age 70
• Maternity cover up to 44 years
• A dependent son up to age of 25 and a dependent daughter till her marriage or is employed.
• Divorced/ Separated/ Widowed dependent on the employee without any age limit.
9.5.3 Hospitalization
Hospitalization Maternity
DailyRoom Normal Delivery Legal Abortion
PLAN SL Grade IPD Coverage Caesarean
A1 Grade 1A 20000 500000 120000 200000 90000
A Grade 1-2A 15330 375000 90000 160000 70000
B Grade 2-4 12000 300000 75000 140000 60000
C Grade 5- 7 7000 250000 60000 120000 55000
Grade 7A-Below
D 4500 200000 50000 100000 50000
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9.5.4 Inpatient also include Day Care Procedures

• Chemotherapy
• Colonoscopy
• Eye Surgery e.g. Cataract ,vitrectomy, YAG / ARGON Laser etc.
• Hemodialysis
• Incision and Drainage of abscess
• Lithotripsy (Kidney Stone Removal)
• Liver aspiration
• Tonsillectomy
• Endoscopy
• Angiography
• Thallium Scan
• MRI
• CT Scan
• Hepatitis B & C
9.5.5 VALUE ADDED FEATURES

• Health Insurance Cards
• Pre-Authorization: Mandatory at non-panel hospitals
• Hospital Network: 120+ Hospitals Nationwide
• Network Hospital Bills Settlement: Directly by IGI
• Emergency Hotline Numbers: 24/7
• 0301-8216147, 0301-8250836, 0302-8242934
• Customer Services: 0333-4561338
• Reimbursement Claims Settlement Time: Direct remittance twice in a month on agreed dates
9.5.6 Eligibility (In Patient)
• Employees and spouse up to age 70.

• A dependent son up to age of 25 and a dependent daughter till her marriage or is employed.
• Maternity benefit is restricted up to 2 children, if the insured has no or 1 child then he/she can avail maternity benefit,
however if insured have more than two children, he/she cannot avail maternity benefit.
• If the new born is retained in the hospital for medical treatment, it will be treated as a separate hospitalization upon
submission of addition enrollment form.
• If employee choose any non-panel hospital, all expenses will be paid in cash to hospital by the employee him/herself and
claim hospitalization expenses through IGI IPD Claim form up to entitlement.
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9.5.7 Coverage (In Patient):

• Hospitalization (more than 24 hours) coverage include:
• Patient’s Meal Charges
• Hospital services and supplies during confinement such as:
• Physician’s, surgeon’s or anesthetist’s fees; (As per the standard Doctor Fee)
• Prescribed drugs & Pathological / Radiological Investigations;
• Operation theater charges;
• ICU/CCU confinement:
• Radiotherapy and Chemotherapy;
• Any other medically necessary inpatient services
9.5.8 Day Care Procedures (less than 24 hours):

• Chemotherapy, Colonoscopy, Eye Surgery e.g Cataract, Vitrectomy, YAG/ARGON Laser, Hemodialysis,
Incision and Drainage of abscess, Lithotripsy (Kidney Stone removal), Liver aspiration, Tonsillectomy,
Endoscopy, Angiography, Thallium Scan, MRI, CT Scan, Hepatitis B&C.
• Emergency Treatments
• Acute Asthma, Hypotension, Chest Pain, Hypertensive emergencies, Dyspnea, Pulmonary Edema, Pulmonary
Embolism, Hyperglycemia, Hypoglycemia, Bleeding disorder, ENT Foreign Body, Eye Foreign Body, Slight
burn, RTA, POP (fracture).
9.5.9 Exclusion (In Patient):

The following treatment, items, conditions, activities and their related or consequential expenses are
excluded from this Policy unless cover is specifically provided.
The Company shall not be liable for:

• Any pre-existing conditions, unless fully disclosed prior to the date of eligibility for insurance and coverage
approved by the company in writing.
• Any charges in respect of the donor for organ transplant claims.
• Services or treatment in any spa, hydro clinic, sanatorium, nursing home or long term-care facility that is not
a hospital.
• Routine medical examinations or check-ups including charges arising out of any hospital confinement or
admission primarily for diagnostic purposes unless specifically authorized by the company, routine eye or ear
examinations, vaccinations, medical certificates, examination for employment or travel, spectacles, contact
lenses, hearing aids and any treatment that is not considered medically necessary.
• Any ln-patient dental treatment, X-Rays, extractions or fillings unless necessitated due to accidental injury
occurring while the insured was covered.
• Any out-patient treatment, except that arising out of an accident, unless covered under a separate optional
extension under this policy.
• Cost of medicines for cosmetic treatment and/or treatment of falling hair or hair implant or plastic surgery,
unless it is re-constructive surgery necessitated by an injury that occurred during the period whilst the
Insured member was covered under this policy and subject to the limits and sub-limits stated in the benefits
table.
• Pregnancy and complications thereof, childbirth (including surgical delivery), miscarriage, abortion and/or
any related prenatal or postnatal care unless covered by a separate rider under this policy.
• Tests or treatment relating to fertility, infertility, impotence, contraception or sterilization and any
complication relating thereto or hormone treatment and investigations.
• Expenses directly or indirectly resulting from or consequent upon birth defects, congenital defects / illness
and deformities (including physical and mental defects) of any nature whatsoever.
• Prostheses, corrective devices and medical appliances e.g eye glasses, contact lenses, hearing aids, and
wheelchairs etc. which are not surgically required.
• Psychotic, mental or nervous disorders (including any neuroses and their physiological or psychosomatic
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manifestations) or sexual reassignment (whether or not for psychological reasons) or emotional or
psychological disturbance, anxiety, allergy or mental stress.
• Any increase in the expenses incurred for treatment member being admitted to a more expensive room
than allowed by his daily room and board limit.
• Acquired immune deficiency syndrome (AIDS), AIDS related complex syndrome (ARCS) and all diseases
caused by and or related to HIV virus unless covered under any endorsement.
• Expenses incurred on account of: durable medical appliances (e.g., nebulizer). anorexia, obesity, weight
reduction, insomnia; ovulation induction, invitro-fertilization (IVF); food supplements (e.g., vitamins), herbal
medicines; preventive treatment and vaccinations/immunization, acupuncture; rest cures, sanitaria,
custodian care of periods of quarantine or isolation.
• Correction of refractive errors of the eye and procedures such as radial keratotomy and lasik
• /excimer laser or any treatment arising out of use of contact lenses.
• Cost of limbs or prosthesis or supporting equipment for revival or correction of the function(s) of body.
• Personal comfort items such as, charges for telephone, meals for other than the patient or other items not
medically necessary.
• Any difference in expenses incurred on account of availing services of a consultant of own choice even at a
network hospital.
• Treatment for injuries sustained as a result of participation by the Insured in an act which is illegally
according to the laws of Pakistan.
9.5.10 PROCESS To AVAIL POLICY BENEFITS

• Health Insurance Card- For Cash-Free treatment / admission at any network hospital (Nationwide):
– This can be availed by simply presenting the Health Card at the hospital
– at any time 24/7. The hospital will retain a copy of the card and attend to
• The necessary medical needs of the Insured Patient.
• Admission in any Non-panel medical facilities:
• Facilities can only be availed at non-panel hospitals where there is no Panel hospital available nearby
• In non-emergency cases if an insured person wishes to be hospitalized in a non- network hospital, the
Company’s prior written approval would be necessary. The bill will then be reimbursed according to the
rates/charges of the Company’s network hospitals in the same city/town.
• Emergency hospitalization:
- For Accidental / Life Threatening emergencies 24/7
• Specialized Investigations
- Can be availed on daycare basis i.e. less than 24 hours admission with no overnight stay required.
Prior approval is mandatory.
9.6 OUT-PATIENT MEDICAL INSURANCE

9.6.1 Salient Featured of OUT PATIENT Coverage
Effective February 1, 2017 – OPD process will be 100 % managed and controlled by HCD and the
reimbursements will be processed by Finance.
Outpatient means any treatment that does not require stay in the hospital. This includes:
• Outpatient Emergency
• Pediatric Emergency
• Consultant/GP Visit
• Over the counter (prescription medicine only)
• pathological and laboratory tests and X-Ray examinations
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7.6.2 Scope & Eligibility:

The process covers OPD of all Permanent Employees. a) Consultation: - General Physician and Specialist fee
(in case referred by the General Physician or for specific ailments only)
7.6.3 Cover:
• Self, Spouse and dependent children (Under age 21 for Son and for Daughters until her
marriage).
• Step & Legally adopted children are covered. (Under age 21 for Son and for Daughters
until her marriage).
• Vaccinations that are mentioned in the hospital/ clinic vaccination card. Copy of the
vaccination card must be attached with the bill.
• Prescribed lab tests only
• Prescribed medicine only
• Skin treatments other than cosmetic.
OPD covers all prescribed medicines including hakim and homeopathic and essential dental treatment other
than cosmetic treatment by a dental surgeon (BDS). A surgery which requires hospitalization is covered
under inpatient.
Non-cosmetic Skin treatments are covered. Consulting treatment for non-Cosmetic back problems are also
covered in OPD.
9.7 EXCLUSION
• Medical equipment e.g. BP apparatus, glucometer, sugar strips, nebulizer, hearing aids, thermometers, weight
machine.
• Rehabilitation items like crutches; wheel chairs, cervical collars, lumbar support belts, arm slings.
• Baby milk formulas, Vitamins /Supplements.
• Osteopathy, Chiropody, Acupuncture & Hijama.
• Reimbursement of life support treatments and therapies like Physiotherapy, Speech-Therapy etc. can be
requested for up to 50% of actual expense. All such requests will be time bound (not more than 2 years) and will
be evaluated against the criticality of the case and will be approved by the CFO. Management holds the right to
reject the claim depending on the nature of the claim.
• Dental crowning, bridging, capping, dentures, braces, scaling/polishing, implants, toothpaste, tooth brushes,
mouthwash.
• Cosmetic treatment including whitening cream and medication, hair fall treatment/ transplant, oils, face washes
moisturizers, soaps, sunblock, aesthetic treatment, skin laser treatment, sanitation items, shampoo.
• Eye contact lenses, powered glasses, frames and powered lens solutions.
• Contraception, fertility treatments.
• Obesity treatment, energy drinks, protein supplements for bodybuilding and physical fitness.
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10 TRAVEL POLICY
10.1 SCOPE
This policy applies to all the contractual and permanent staff including on probation of Systems Limited.
10.2 POLICY
The Company shall provide appropriate travelling facility to employees required to travel on Company business,
transfers, and/or training/orientation assignments and in accordance with, the limits laid down by the policy.
10.3 TRAVELLING
The Company shall provide following travel facilities for travel purposes covered under this policy.
Grades Car/Bike Air Travel Air Travel (Int.)

(Domestic)
CEO & Own Car / Company Car Business Business
Managing
Director
Grade 1A-9 Car: Rs. 35/KM Economy Economy
Bike: Rs. 8 / KM
Cab: Upto Rs 50 / KM (at
actual)
Grade 10 - 11 Daewoo Express or equivalent N/A
For Domestic travel with in Pakistan outside base city, Clause # 6 of 10.3 will be applicable.
Note
1. Air travel will be provided if available between two cities. Otherwise, Daewoo Express or equivalent mode
of transportation will be provided.
2. Company will provide transportation from/to home to airport/bus terminal.
3. Company will provide transportation from/to airport/bus terminal to hotel/client site at destination.
4. For local travel (within city), if employee goes to client from his residence or from his base office, he will
only be entitled to claim KMs from base office to Client Office and back.
5. For local or domestic travel, company may declare a customer office as base station as per business
requirements and duration. In this case, employee may claim local travelling allowance if required to visit
office or any other customer.
6. For domestic travel (within Pakistan), if own car is used by employee, maximum entitlement will be
equivalent to airfare between base station and destination. If there is no flight between the two cities,
Daewoo Express or other equivalent mode of transportation will be used for calculation of maximum
entitlement. This will also include cost for travel from home to bus station and bus station to client site
and back.
7. Employee is not entitled for any transportation claim if company car is used for travelling.
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10.4 DOMESTIC BOARDING AND LODGING
Grades Hotel Category Room Type Own Dining Out of

Arrangement Pocket/Per Diem
Managing A Executive 8000 At actual
Director/CEO
Grade 1, 1A A Standard 4000 4000
Grade 2, 2A B Standard 4000 4000
Grade 3,3A B Standard 4000 4000
Grade 4 B Standard 4000 4000
Grade 5-6 C Standard 3000 3000
Grade 7- 8-9 Up to Rs.1500 3000 3000
Drivers/Peons/Guards Up to Rs.1500 1700 1700
Note
1. If there is a company operated guest house in a destination city, preference will be given to utilize rooms
in guest house. Rules for guest house usage are published and maintained separately.
2. Hotel bookings will be arranged by the Company and hotel bills will be paid directly by the Company.
3. Hotel arrangement will be based on the company preferred hotel list which will be updated time to time.
4. Hotel arrangement will be made for employees on grade 2 and above.
5. Assignment for more than Six Weeks:
An employee on assignment for an uninterrupted period of more than six weeks, shall be entitled
to visit his/her family for 3 (three) calendar days only on Company expense which includes all
costs for travel from his place of assignment to his base station in his employment base and shall
be reimbursed as per Travel Entitlement Chart. Subsequent entitlements will be calculated from
date when this opportunity is availed.
10.5 INTERNATIONAL BOARDING AND LODGING
Grades Hotel Own Per Diem Taxi (USD)

Arrangemen (USD) (Maximum)
t
Grade 1, 1A 4* $110 $60 $18
Grade 2, 2A 3* $90 $45 $18
Grade 3A-4 3* $90 $40 $15
Grade 5-7 3* $60 $40 $15
* In case of international travel, Commute from airport to hotel/Guest House or client will be reimbursed on actual,
if the expense is more than $18.
* For UAE and Qatar, Own arrangement will be subject to management approval. 2500/- AED or QAR per month
will be provided to the employee if he/she opt for own residence (project/assignment).
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10.6 Saudi Arabia - TADA POLICY
Component Upto 150K PKR Upto 250K PKR Over 250K PKR
Case 1 = Visit Duration 1 months to 6 Months
Daily Allowance $ 30.00 $ 35.00 $ 45.00

Accommodation Company Accommodation
Visa Company will provide
Ticket 1 Ticket in 3 months
Metro Card AED 150.00 AED 150.00 NA
Note
3. Preference will be given to shared accommodation.
4. Per Diem includes breakfast, lunch and dinner unless complimentary breakfast provided by hotel
5. Internet usage if part of hotel bill can be charged by employees travelling on business purpose. In case if
internet is not part of hotel bill, HODs are authorized to approve the internet bill.
6. For cab travel from office to the client site location, the employee will be reimbursed on actual basis.
10.7 MEA Region - TADA POLICY
Component Grade 7 to 5 Grade 4 Grade 3 to 2A Grade 1 and 1A

Visit Duration 1 to 6 Months
Daily Allowance $35.00 $40.00 $50.00 $60.00
Accommodation Company Accommodation
Visa Company will provide
Ticket 1 Ticket if stay is longer than 3 months or AED 1500 in Lieu of ticket
Local Travel
Allowance
USD 25 USD 25 USD 25 USD 25
(working Days
only)
Note
3. Preference will be given to shared accommodation.
4. Per Diem includes breakfast, lunch and dinner unless complimentary breakfast provided by hotel
5. Internet usage if part of hotel bill can be charged by employees travelling on business purpose. In case if
internet is not part of hotel bill, HODs are authorized to approve the internet bill.
6. Local Travel will be applicable only for travel from office/residence on working days only. Incase
office/residence expense is more than provided allowance, it will be reimbursed as per actual expense
approved by HOD.
7. Ticket*: Employee may choose to opt for reimbursement of AED 1500 in lieu of ticket.
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11 TRANSFER
10.1 All personnel of Systems Limited may be transferred to any office or project of the Company situated
anywhere in Pakistan. In the event of non-compliance by any employee of a transfer order, the employee
may make himself/herself liable to required action by the company which may lead to separation.
10.2 On transfer, an employee will be allowed up to five (5) working days leave as joining time.
10.3 The allowances admissible to an employee on transfer are as follows:
10.3.1 Transportation of employee and his family - spouse and legitimate unmarried children wholly
dependent on the employee - from station of last employment to station of posting by mode of
travel entitled under the Assignment and Traveling Rules.
10.3.2 For transfer within Pakistan, reimbursement of transportation costs of personal effects up to 4,000
kg. (four thousand kilograms), by road or rail, on production of actual paid bills. For transfer outside
Pakistan, the cost of transferring personal effects as unaccompanied baggage to a limit as per the
allowed by booked ticket.
10.3.3 For transfer within Pakistan reimbursement of actual cost of transporting a conveyance owned by
the employee. If the personal car/motor cycle is transported by driving, the transportation cost
shall be reimbursed in accordance with the Travel Rules.
10.3.4 On transfer within Pakistan only, the employee will be given a relocation allowance equivalent to
one month’s basic salary if he/she is married, or equivalent to half of one month’s basic salary if
the employee is single.
10.3.5 For transfer within Pakistan, recognizing that on transfer away from initial station of employment,
the employee may pay deposit and advance rent for housing at the station of posting, the Company
may give an advance subject to a maximum of 12 (twelve) times the house rent allowance of
employee at time of transfer, towards such house rent advance. The employee will have to show
proof of the fact that this sum is used for this purpose. This advance will be recoverable in 12
(twelve) equal monthly installments from the employee’s salary.
10.3.6 In transfer case to VSI and TVS, policies of these companies will be applicable.
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12 LOANS AND ADVANCES
The following advances and loans are provided by the company in the circumstances detailed below and according
to the rules stipulated:
1. Advance against salary

2. Advance against expenses
3. Emergency loan
No advance or loan may be claimed as a matter of right, and is sanctioned at the sole discretion of the company.
12.1 ADVANCE AGAINST SALARY

In situations of personal hardship, permanent employees of the company may be given an Advance against
Salary which shall not exceed the basic salary of an employee.
The repayment of this advance will be in one installment i.e. it will be adjusted/repaid from the next
month’s salary of the employee. However, the CFO will have the authority to approve the repayment in
more than one installment, but such repayment shall not exceed 3 monthly installments.
To avail an advance against salary, the employee must obtain, complete, and return to the Finance &
Accounts Department a “Request for Advance” form. The completed form must be duly approved by the
employee’s functional head.
No request for advance against salary will be entertained unless any previous such advance has been
completely settled.
12.2 ADVANCE AGAINST EXPENSES

For the purposes of travelling, purchases, office maintenance & other expenses of similar nature,
permanent employees of the company, may be given an Advance against Expenses not exceeding the
estimated cost of the expense.
In case of advance against travelling expense, if the employee’s accommodation and travel is arranged by
the company, the amount of advance shall be estimated as an amount equal to the expected DA. If the
accommodation and or travel is not arranged by the company, the amount of advance shall be estimated
as an amount equal to the expected DA plus the estimated cost of accommodation and or transportation,
as the case may be.
In all cases other than travel, the amount of the advance shall be estimated as the amount approved in the
pertinent Purchase Requisition(s) under the purchase process of the company.
To avail the facility of an advance against expenses to be incurred, the employee must obtain from,
complete and return to the Finance & Accounts Department a “Request for Advance” form. The form must
be duly approved by the employee’s functional head.
The employee, on completion of the activity against which an advance has been taken, must, within seven
days, submit original bills along with a statement of account, duly approved by his functional head, to the
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Finance & Accounts Department for settlement of the advance. In case the advance was taken against
expenses for travel, the employee shall submit the expense through his/her monthly expense claim.
No request for advance against expenses will be entertained unless any previous such advance has been
completely settled. However, where a previous activity for which advance has been taken is not yet
completed, an advance for fresh activity could be given, subject to the approval of the employee’s
functional head and of the CFO. If an employee is applying for an advance against travel more than once
in a month, a separate application for advance against travel can be made and will follow the same approval
process as outlined above.
In case of non-submission of original bills along with the statement of accounts, the company reserves the
right to reject the settlement of account of the employee. Furthermore, in case of default by the employee
in settlement of his/her account, the company reserves the right to deduct the unsettled amount from the
salary/provident fund payable to employee.
12.3 EMERGENCY LOAN FACILITY

In situations of personal emergency or hardship, and only once during a calendar year, permanent
employees of the company, may be given an Interest Free Loan up to a maximum of twice their basic
salary. This loan will be repayable in six equal monthly installments. The installments of the loan will be
deducted by Accounts Department from the employee’s monthly salary after 30 days grace period, after
the loan has been taken.
TO BE ELIGIBLE FOR THIS LOAN, AN EMPLOYEE SHOULD MUST HAVE COMPLETED AT LEAST ONE YEAR OF
UNINTERRUPTED SERVICE with the company. An employee will not be eligible to apply for the loan if
he/she is availing any other loan at the time of applying for loan. To apply for the loan, the employee must
submit for approval to his/her head of department, an application requesting the loan and explaining the
circumstances of the personal emergency. After the approval of the functional head, the CFO will review
and consider the request and take a final decision on the loan request.
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13 PART TIME STUDYING OR TEACHING
Employees wishing to undertake part time teaching activity, or part time studies, will need to complete the pertinent forms
given below, and obtain prior approval from their Heads of Department for onward submission to HR Department.
This requirement should be read in conjunction with para 15.2 (f) of the Systems Limited Service Rules, and this is
reproduced below for convenience:
Systems Limited requires the complete commitment of all full-time employees. Such employees may
not engage in any outside activity or accept work in any outside position that either interfereswith
their ability to devote their full and best efforts to Systems Limited’s interests or raises an actual or
potential conflict of interest or the possible appearance of a conflict of interest. Employeeswho have
any questions whatsoever regarding this policy or the potential impact of outside employment or
outside activities on their position with Systems Limited should contact the Human Resources
Department before accepting any outside position or engaging in such an activity.
Please note also, that it is customary for anyone teaching at some institution to step down from the Systems Limited
interview panel of an interviewee for a job at Systems Limited, who is a current student or a recent alumnus of that
institution.
.
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14 OFFICIAL DRESS CODE
14.1 SCOPE
This policy is applicable to all employees of the company.
14.2 OBJECTIVE
To establish a dress code that enables employees to project a professional image of Systems Limited within
and outside company environment while experiencing the comfort of more casual and relaxed business
clothing.
14.3 POLICY
Business casual attire is expected at a minimum in general on all week days, except for Fridays, and business
formal when dealing with clients.
Fridays shall be observed as casual days except in case client meetings are scheduled
14.4 DRESS CODE GUIDELINES

Management of Systems Limited understands that the success of our business is determined partly by
establishing and maintaining a professional business atmosphere. How the employees dress up and how
they conduct themselves at the work place determine the environment. Employees who are
inappropriately dressed, in the opinion of supervisory personnel can be warned about the dress code.
Employees are required to be dressed as per the following guidelines:
14.4.1 For Male Associates

From Monday to Thursday
Business Casual: Trousers, kakis and jeans with shirt or Polo T-shirt neatly ironed and dress
shoes. Casual shoes such as slippers, sandals are not allowed.
Business Dress: Business suits/ trousers with shirt and tie neatly ironed, along with dress shoes
with socks is required for formal meetings, with outside visitors/ clients etc.
On Fridays
Shalwar Kameez with waist coat, clean jeans, with casual/polo T-shirts are allowed. Casual
footwear like slippers are not allowed.
14.4.2 For Female Associates

Females are advised to dress up in properly ironed, clean and sober, Shalwar Kameez or business
casual. As per the needs of our culture females are requested to avoid wearing clothes which is
against the required norms of society
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15 RECRUITMENT, SELECTION & ONBOARDING
15.1 OBJECTIVE
The objective of this policy is to outline a framework for consistent, fair and transparent process for recruitment,
selection and onboarding of talent.
15.2 PURPOSE
• Systems aims to attract, select, appoint and retain quality resources. The recruitment and selection
practices are consistent, merit-based and aligned with the Company’s primary goals and objectives.
• Systems provides equal opportunity to all, without regard to ethnicity, race, color, religion, gender, national
origin, age or disability.
• Systems ensures that the appointment of resources and talent is conducted in a professional, timely and
responsive manner and in compliance with current employment legislation.
15.3 RECRUITMENT
• In case of any recruitment requirement, relevant Head of Department initiates a requisition through an
email/ in writing and forwards it to HR (Recruiter).
• Requisition includes the following
o Job Title
o Responsibilities
o Qualification
o Job Location (Karachi, Lahore etc.)
• The requisition form should clearly state the qualification criteria for the role (education as well as any
technical skills/certification. However, the minimum education should be as per the following:
Professional Services Shared Services BPO

For Pakistani degree holders 14 years of
education before 2018 and 16 years of
Grade 5 and
education after 2018
above For Pakistani degree holders 14 years of For Pakistani degree holders 14 years of For Foreign degree 2 or 3 years bachelors
education before 2018 and 16 years of education before 2018 and 16 years of degree internationally recognized
education after 2018 education after 2018
For Foreign degree 2 or 3 years bachelors For Foreign degree 2 or 3 years bachelor’s Bachelors Degree (Min 14 years of
Grade 6 education)
degree internationally recognized degree internationally recognized
Grade 7A
Grade 7 Minimum 12 Years of Education
Grade 8 NA
No degree requirement
Grade 9 NA
Grade 10 to Minimum 10 years of Education
NA NA
11
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Finance and Accountancy Job Roles Qualifications
Grades Professional Services, Shared Servies and BPO

CA inter with articles completed (without CA final)
Grade 7 and above ACCA Affiliate
ICMA-CMA 3rd year completed
• Head of Talent Acquisition discusses with the relevant HOD and acknowledges/ rejects the request
accordingly.
ADVERTISEMENT
• A job advertisement is made for open positions which includes the position name, relevant
technologies/job requirements, educational background, location and the email address where interested
candidates can share their resumes.
• The job is not advertised for the positions for which HR (Recruiter) already has a pool of candidates or the
job is easier to hunt.
• Jobs are posted on online media sites such as Rozee.pk and LinkedIn.
• Employees may also publicize/share the position(s) through their online social media networks.
• All/most of the open jobs are advertised on company’s internal portal with categorization of referral jobs.
• CVs/ Resumes in response to the advertisement are received by HR (Recruitment Department).
• An employee can be re-hired after 6 months of separation after going through the standard recruitment
and selection process and qualifying for the position on merit.
15.4 SELECTION
15.4.1 SHORT LISTING
• Once the applications are received for a specific position, HR (Recruitment Department) does the
following:
o Screen resumes or applications against the Job Specification and Job Description.
o Document decisions made and the reasons behind those decisions
o Ensure selections are held on the required criteria and qualification and the reason for dropping
someone is based on their incapability with selection demand
• Once the short-listing process is complete, the HR (concerned recruiter) informs the selected applicants
the location, time and date of the interview.
15.4.2 INTERVIEWS & TESTS
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• Normally there are three interviews conducted:
o Telephonic Interview by HR(Recruitment team)
o Manager of relevant Department
o Final Interview by Head of Department
o Panel interview (if required)
• CEO and COO have the final authority to select any candidate for the required position.
• For senior experienced candidates, Competency Heads conduct their final interviews and for regular
hiring, nominated by CH/track leads conduct the interviews.
• Tests are conducted for only specialized positions like creative writing, linguistics, designing and for fresh
graduates hiring. HCD and respective competencies design and evaluate the tests.
15.4.3 SUCCESSFUL CANDIDATES AND INTERVIEW FEEDBACK
• Successful candidates are informed through a telephonic call, with the outcome of interview.
• Before extending an offer, the candidates are asked to share their past experience letters and at times
their current salary slips too as part of the verification process.
• HR (Recruiter) organizes a meeting with the candidate about whether he or she is interested in the job at
the offered salary and stated conditions. If so, HR (Recruitment department) proceeds with an offer letter
that states the position, salary, and any other benefits or commitments the candidate has negotiated or
the entity has promised.
15.4.4 EMPLOYMENT CONTRACT
• Appointment Letter and a Confidentiality agreement are provided to the appointed employee.
• An employee’s appointment is valid only when the employee has confirmed his/ her acceptance in writing
and furnished all documents requested by HR department including but not limited to:
o Copy of National Identity Card
o Photographs
o Experience letter (if any)
o Educational certificates
• The appointed employee signs the offer documentation to accept the job or refuse the position.
• HR Operations proceeds with the preparation of the appropriate contract containing details of personnel
starting date, position, title, entity’s rules and regulation handbook, policies, working hours, details of any
benefits provided to new employee etc.
• The contract between the entity and the employee consists of three (3) months of probationary period.
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15.5 ONBOARDING
• An Intimation is circulated to all relevant departments via e-mail having following particulars:
o Name of employee
o Job position
o Name of department
• Each department ensures that its respective task is to be done as mentioned below;
Administration department:
• Prepares /Maintains profile;
• Provides bike /car stickers named Systems Ltd and fuel cards;
• And other benefits (as mentioned in employment letter).
IT department:
• Email address.
• Laptop.
Day of Joining:
• On the day of joining, the candidates sign a set of joining documents and attend a comprehensive
Orientation and Information Security session. The HRBPs are responsible for introducing the new
employees to their relevant head of department.
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16 REHIRING POLICY
16.1 POLICY BRIEF & PURPOSE

Our employee rehire policy defines rules for rehiring former employees. Sometimes, we may find it
more beneficial and cost-effective to hire employees we trust who left Systems limited for various
reasons. This policy will outline circumstances under which former employees might be rehired and any
relevant guidelines.
16.2 SCOPE
This policy applies to former employees who left Systems Limited on a permanent basis.
16.3 POLICY ELEMENTS

This policy will not prohibit any former employee from applying to a position. But it will outline cases in which we
can consider any former employee for rehire.
To be considered for rehire, former employees should have left the company for one of the following reasons:
• Voluntary resignation
• Closure of Business or Project
• Expired contract
16.4 ELIGIBILITY CRITERIA FOR REHIRE

Former employees should have:
• Completed their probationary period during the first service

• Performed at the desired expectation level while employed by our company
16.5 EMPLOYEE STATUS & BENEFITS

Employees who were working for our company will be considered ‘new hires’ if rehired. New hires are usually
expected to undergo hiring and onboarding procedures, partly or entirely. Salary & Benefit plans remain at our
company’s discretion based on the position for which s/he is being considered.
16.6 PROCEDURE
When an employee applies for a position or contacts our company about rehiring, the following procedure should
be followed:
1. HR department reviews personnel records to decide whether the employee is eligible for rehire.
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2. In case business refers any former employee, Business will inform HR about his/her previous affiliation with
Systems Limited.
3. If they are eligible, Head HR will approve. If they are not eligible, HR department should inform the department
with the reason. For rehiring at Grades 1, 2 and 3 approvals from CEO will be required to open the case.
4. If they are qualified, Talent acquisition will contact the former employee and make necessary arrangements.
These arrangements include (but are not limited to) an interview, or a direct job offer. If they are not qualified,
Talent Acquisition may inform the applicant. Eligible former employees may still apply for a different position.
5. Reference check will also be taken from the previous supervisor and CDs/ HODs for all cases.
6. If qualified, the applicant would have to go through the same hiring process that will be followed for any other
candidate. The selection will be done on merit.
At any moment, company may choose to contact former employees proactively. Their eligibility should be
established beforehand.
Fair Decision
Our company is committed to equal opportunity practices. While hiring, we do not discriminate based
on any characteristics.
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17 INTERNAL HIRING POLICY & PROCEDURE
17.1 POLICY
It is the policy of the Organization to fill positions from internal candidates (if found suitable) possessing the
desired qualifications, wherever possible.
17.2 SCOPE
This policy and procedure applies to all departments and employees of the Organization.
17.3 RESPONSIBILITY
• All hiring managers are responsible for identifying the staffing needs of their department and the qualifications
for each position within their department.
• Human Resource Department is responsible for obtaining qualified candidates for all open positions and
providing all necessary forms to implement this policy and procedure.
17.4 DEFINITIONS
• Transfer–Moving an existing employee to a new position, department, or location at the same level within the
Organization.
• Promotion and transfer–Moving an existing employee to a new position, department, or location at a higher
level within the Organization.
• Demotion and transfer–Moving an existing employee to a new position, department, or location at a lower level
within the Organization.
17.5 FORMS
• Employee Requisition (ZAD)
• Job Advertisement Notice (Email and Portal)
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Both internal and External Hiring

Processes will work simultaneously and
17.6 PROCEDURE the selection will be made solely on merit
Identifying Open Position and

Obtaining Candidates
Decision to Fill the position from

within or from outside the
Organization
Yes No
In house portal will be

developed later for the internal Email of the position will be sent
placement and internal to everyone in the organization
with relevent requirements; or External Hiring
candidates will be able to they can apply through the job
apply through that portal ads too
Documents Required: Interested Candidates with in

Updated CV organization will take NOC from
current supervisor and share
NOC from Manager with HR before applying
HR Selection procedure (After

satisfactory NOC)
Interviews/ feedback from the
Manager
Candidate Finalization
Yes NO
Issuance of relevant letter and

Transfer to new department and
position after serving the agreed
notice period in the existing
department and proper handing
over.
Relevent updation in SysHcm
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17.7 ELIGIBILITY TO APPLY

Any eligible and qualified employee may apply for a posted position by completing an application supplied by
Human Resources. However, applications will only be considered for the position if the employees:
• Provide evidence that they possess the required qualifications.

• Have no current Performance Improvement notifications.
• Have received at least a Meet Expectation rating on their last GPR.
• Have not applied for more than three posted positions within the last 12 months.
17.8 GENERAL GUIDELINES

• When the selection has been made, Human Resources will notify the selected candidate.
• In case the applicant does not get NOC, HR will provide a platform whereby discussion will be made with the line
on career growth of the applicant.
o If the line is unable to convince HR, Competency Director/ Head of the Department will be
engaged for mediation.
o If required, applicant will also be engaged to show growth in the current role.
o If the matter remains unresolved the case will be escalated to Head HR and CEO for final
decision.
o The hiring will be done on merit regardless.
• SPA ticket procedure will be carried out before the joining of new employee at new position.
• Immediate movement or one month notice will be mutually decided among the supervisors
• Human Resources will coordinate the date of the employee transfer/promotion.
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18 NON-UNDERGRADUATE DEGREE HIRING:

Policy Objective:
The policy has been designed by Systems Limited’s Management to develop futuristic talent pipeline to ensure the
industry’s local and global increasing demand on the key skills.
Employment Category:
The project employment has been categorized into two major and four sub-categories for the employment, based on
nature of skillset, education and experience.
18.1 FIXED TERM CONTRACTUAL EMPLOYMENT:

The fixed term contractual employment, terms and conditions are pre-defined in the contract signed by
the employee & SL. The fixed term contractual employment shall be further categorized as:
a. Hourly based payment: The fixed term contract under the hourly based payment category, shall allow
the contractual employee to work with the organization for defined number of hours and so shall her/his
remuneration be calculated based on the hours s/he has worked.
b. Monthly based payment: The fixed term contract under the monthly based payment category, shall
allow the contractual employee to work with the organization for defined tenure as mutually agreed in
the Employment Contract with categorically defined start and end date of the contract and so shall
his/her remuneration be calculated based on the month s/he has worked.
43.1.1 COMPENSATION & GRADE STRUCTURE:

The compensation and grading structure for contractual employment category is given below:
Grades Designation Benefits

C-1 Team Lead Medical- Self-IPD, Internet Device
C-2 Senior Developer Medical- Self-IPD,
C-3 Developer Medical- Self-IPD,
C-4 Junior Developer Medical- Self-IPD,
C-5 Trainee Developer Medical- Self-IPD,
The overall benefits of contractual employees shall remain the same as of Systems Limited’ Compensation
Policy for contractual employees on regular basis.
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18.2 PERMANENT EMPLOYMENT:

The permanent employment under the project shall have same terms and conditions as defined for the
regular permanent employees of Systems Limited. The permanent employment under this project shall be
further categorized as:
c. Probation to Permanent: The incumbent under this program who shall have satisfactorily completed
his/her probationary period of 6 months will be made permanent employee.
d. Fixed Term Contract to Permanent: The contractual employee hired under the Fixed term
contractual employment category, who shall have satisfactorily completed his/her contractual period
will become eligible to be hired as permanent employee, with no probationary period-if the
employment is being converted for the same role. Formal evaluation shall be conducted by the Project
Lead based on following criteria:
• Project Name
• Role Assigned
• Deliverables
• Timelines adherence
• Recommendation
e. Direct Permanent employment: A new candidate, not meeting the minimum education criteria
as per recruitment policy, can be considered for permanent employment as per the table below.
43.2.1 COMPENSATION & GRADE STRUCTURE PERMANENT EMPLOYMENT UNDER THIS POLICY:
Hiring in Professional Services:
Current PS Title Current Mapped Title Mapped Grade Benefits

PS Grade
Consultant 5 Project Lead P-1 As per Grade 5, Sim and Internet Device
Jr Consultant 6 Team Lead P-2 As per Grade 6
Associate 7A Developer/Engineer/Coordinator/Executive P-3 As per Grade 7A
Consultant
Trainee 7 Jr. Developer/Engineer/Coordinator/Executive P-4 As per Grade 7
Consultant
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Hiring in Shared Services:
Current Title Current Grade Mapped Title Mapped Grade Benefits
Assistant Manager 5 Project Lead P-1 As per Grade 5, SIM and Internet Device
Specialist 6 Team Lead P-2 As per Grade 6
Associate 7 Developer/Engineer/Coordinator/Executive P-3 As per Grade 7
Hiring in BPO:
Current
Current BPO
BPO Mapped Title Mapped Grade Benefits
Title
Grade
As per Grade 5, SIM and Internet
Assistant Manager 5 Project Lead P-1
Device
Senior
Supervisor/Sr. 6 Team Lead P-2 As per Grade 6
Officer
Supervisor/Officer 7 Developer/Engineer/Coordinator/Executive P-3 As per Grade 7
18.3 ELIGIBILITY:
The eligibility to apply for permanent category and selection under this program is as follows:
▪ The minimum age limit to apply for any position is 18 years.
▪ Minimum 12 years of education is required to be considered for the permanent role
▪ Proof of service shall be provided through the experience letters or portfolio of delivered projects
in case of a free lancer
▪ Candidates without undergraduate degree and no experience will be required to work for at least
one year on contract before applying for a permanent role.
• One year contract will be considered as part of their service
• The selected candidate will be taken on the regular stream in junior roles
based on their skill set and performance during the contract period.
▪ Candidates in senior role with no undergraduate degree will be considered for P1 and P2 grades.
Candidates must have a minimum of 2 years of experience in relevant roles to be considered for
this category.
18.4 EMPLOYMENT:
Each successful applicant will receive a “Letter of Appointment” stating the salary, grade, nature of contractual
employment, start and end date of contract and any other terms applicable to the employment of the individual with
Systems Limited.
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18.5 DOCUMENTATION & APPLICATION:

The candidate must furnish all the documents requested by Human Capital Department including but not limited to:
▪ Copy of Valid Computerized National Identity Card
▪ Photographs
▪ Reference Letters*2
▪ Educational Certificates
▪ Copy of Certifications (if any)
▪ Police Clearance Certificate/Character Certificate
Transfer to Systems Limited Regular Employment: In case of successful completion of education level as
per the minimum educational requirements defined in the recruitment policy, the incumbent shall be
eligible to be hired as a regular employee under Systems Limited Permanent employment category.
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19 WHISTLE BLOWING POLICY
19.1 OBJECTIVE AND SCOPE

Systems Limited is committed to creating and maintaining a culture of openness within the organization so
that individuals/employees feel encouraged and confident to raise any concerns relating to suspected
misconduct at an early stage.
The objective of this policy is to deal with situations where an individual (the whistleblower) raises a concern
about a risk, malpractice or wrongdoing that affects employees, the company or public/society’s interest
without any fear of retribution and retaliation such as fear for the loss of job, discrimination, victimization,
harassment etc., about any fraudulent, immoral, unethical or malicious activities, which are against the policy
or may have an adverse impact on the business or goodwill.
This policy encourages that all improper, unethical or inappropriate behavior to be identified and challenged
at all levels of the organization and to provides clear procedures for the reporting of such matters. It also
provides assurance that all disclosures will be taken seriously, treated as confidential, managed without fear
of retaliation and in an unbiased manner.
The policy applies to all permanent employees, contractual employees, vendors, customers, third party
contractors or consultants of Systems Limited.
19.2 WHAT IS WHISTLE BLOWING?
Whistle Blowing is a communication to a competent authority, as notified by the Company, by an

individual or an institution to expose and/or inform upon, alleged fraudulent, immoral, unethical or
malicious activities, or discrimination, or some other type of adverse occurrence that violates a law,
or a regulation, or a policy, or morals, or ethics and especially those matters that jeopardize the
repute of the company.
19.3 DISCLOSURES UNDER THE POLICY

Any person can make a disclosure under this Policy if he/she has genuine concerns relating to any of the
following areas of malpractice, or suspected malpractice:
• Any criminal offence
• Fraud
• Failure to comply with a legal obligation (e.g. breach of a contractual or other common law
obligation, statutory duty or requirement or administrative requirement, including suspected
fraud, malpractice or breach of code of ethics)
• Miscarriage of justice
• Danger to the health and safety of any individual/society or damage to the environment
• Financial malpractice
• Bribery
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• Deliberate concealment of information tending to show any of the above.
19.4 ROLE AND CONDUCT OF THE WHISTLE BLOWER
3.1. Whistleblower shall:
a. act in good faith. Protected disclosure shall not be in good faith if the whistle blower has any
ulterior motive for making the disclosure.
b. have reasonable grounds to suspect that the protected disclosure indicates that the company
or regulated person has contravened or intends to contravene any administered legislation.
c. refrain from making false accusations
d. take reasonable care to protect sensitive information and restrict disclosure to the relevant
persons/ authority only
e. shall only disclose the details which are related with the violations
f. ensure that the protected disclosure is accurate and complete to the best of his/her knowledge
g. provide original information
h. provide information voluntarily
i. provide complete evidence at his/her disposal to aid investigation of the issues reported.
3.2. The abusive use of the whistleblowing mechanism or submission of false, fraudulent or meritless
information may render Whistle Blower liable to disciplinary action by the Company in case of any
employee of the company.
3.3. Where a complaint is made in good faith and reasonably believed to be true by the complainant,
no action will be taken against him/ her if the allegation is found to be inaccurate or untrue upon
inquiry.
3.4. The role of a Whistle Blower would remain to the extent of reporting only, who will neither be
considered an investigator nor determines the appropriate corrective or remedial action that may
be required under the given situation.
3.5. Whistle Blower will not be expected to prove the wrongdoing that they believed has occurred or is
in practice.
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19.5 PROTECTION AND SUPPORT FOR THE WHISTLE BLOWER
Identity of the Whistle Blower will be protected at all stages in any internal matter. The Company can provide internal
anonymity, but it cannot guarantee this will be retained if external legal action flows from the disclosure. There may
be circumstances where, because of the nature of the investigation or disclosure, it will be necessary to disclose
Whistle Blower’s identity. In such circumstances every effort will be made to inform him/her before such disclosure
is made and all reasonable steps will be taken to protect him/her from any victimization or detriment as a result of
having made a disclosure.
Each complaint received by the Internal Committee will be thoroughly assessed and appropriate course action will
be devised. However, the Internal Committee may not entertain anonymous complaints or whistle blow after
assessing anonymous complaint. Investigations may be proceeded informally, and enquiry may be limited where an
individual chooses not to be identified in general.
If any Whistle Blower is being victimized or is likely to be victimized on the grounds that he has lawfully provided
information or made disclosure to the Internal Committee she/he may file an application before the said Committee
seeking remedy.
The Internal Committee will ensure that no whistleblower is subject to any adverse action, including but not limited
to:
a. Any disciplinary action

b. Dismissal, suspension, harassment or intimidation
c. Transfer against his or her will
d. Refusal of transfer or promotion
e. Withholding or suspension of salary or befit payment
f. Denial of employment or awarding of a contract
However, the above shall not preclude any action taken against the Whistle Blower by the Company for acting
in bad faith in order to jeopardize the employment / reputation / good will of any person or organization.
If during the course of the investigation it is discovered that the matter has not been reported in good faith,
this will be subject to investigation under disciplinary procedure.
19.6 INTERNAL COMMITTEE
For the purposes of this Policy, the Company hereby nominates the persons mentioned below, or such other persons
as may be notified by the Company from time to time, to act on its behalf as part of the Internal Committee for
redressal of grievances:
a. CHRO – Ex-Officio
b. CFO – Ex-Officio
c. Professional Services Executive
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d. BPO Executive
The members of the Internal Committee are subject to change in accordance with the nature of the grievance / case
brought to the Company’s attention.
Internal Committee will endeavor to investigate concerns fully, although a full investigation may be impeded if
further information from whistleblower cannot be obtained.
Internal Committee may include or seek help from other departments or company representatives in fact collection
and inquiry.
Any Executive who may, directly or indirectly, be involved in any case / grievance under investigation shall not be a
member of the Internal Committee.
The Internal Committee will have the following responsibilities:
a. Arrange individual interviews with relevant witnesses or individuals
b. Establish the facts/obtain statements/collect documentary evidence
c. Maintain detailed records of the investigation process
d. Make any recommendations for action to be submitted to a more senior manager
e. Inform the accused about the seriousness of the allegations and provide any supporting
evidence
f. Advise in writing of the procedure/penalties to be followed
g. Give the accused person/department the opportunity to respond in person and in writing to
the claims made, and receive and consider any relevant evidence.
The Internal Committee shall ensure to investigate the matter with extensive detail and shall prepare its findings /
deliberation and recommendations specifying whether any action is required against the complaint. The Internal
Committee’s finding / deliberation and recommendations shall then be forward to the relevant authority in
accordance with clause 6.7. below.
Upon completion of investigation of the Internal Committee, the case shall be presented to the Human Resource
and Compensation Committee (“HRCC”) or the Audit Committee of the Company Board of Directors (depending on
the nature of the case) for final decision. The decision of the HRCC or the Audit Committee shall be considered final
and binding.
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19.7 PROCEDURE FOR COMPLAINTS
Whistle blower can raise concerns by email, orally or in writing to ‘say@systemsltd.com’ which shall be directed to
the Internal Auditor.
The Internal Auditor shall review the complaint and forward the same to the appropriate authority i.e. the HRCC or
the Audit Committee (depending on the nature of the complaint), which authority shall then formulate the Internal
Committee for the purposes of investigation of the complaint.
Following information shall be included in the reported complaint (whichever is applicable):
a. An outline of the known or suspected wrongdoing
b. Details, to the best of knowledge, about when, where and how it occurred
c. A list of the names of those suspected of being involved (both within and externally)
d. A list of the names of anyone who may have relevant information
e. Details of how whistleblower came to know about the suspected activities
f. Breaches of internal controls, policy, procedure or other requirements that took place
g. Names of anyone who has discussed or reported this incident to or anyone who has discussed
matter with whistleblower
h. Name and contact details of the Whistle Blower.
All the reported information will be kept confidential by the Internal Auditor and the Internal Committee (as
appointed) as far as is reasonably practicable; along with the date and time of making the report.
This Policy will also be applicable if a Whistle Blower is an external entity. If an internal whistle blower wished to
report the matter to some external body, then appropriate law will be followed, and legal actions will be taken.
Disclosures made under this Policy may involve highly confidential and sensitive matters for which anonymous
disclosures can be made.
19.8 CONFIDENTIALITY AND ANONYMITY
Any disclosure you make under this Policy will be treated as far as reasonably practicable in a confidential and
sensitive manner. If confidentiality is not reasonably practicable, for instance, because of the nature of the
information, the Whistle Blower shall be given prior intimation with respect to the same.
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The aim of the Policy is to make the Whistle Blower feel comfortable to voice any concerns openly, however, the
Whistle Blower may make a disclosure anonymously. However, concerns expressed anonymously cannot be dealt
with as effectively as open disclosures as they are often more difficult to investigate.
Training
All personnel will receive an appropriate briefing to ensure that they are fully aware of their rights and
responsibilities under this Policy. This Policy will be made available to all employees via email and shall also be made
available on the Company’s website. All Competency Heads will be fully briefed as to their role in supporting this
Policy and the appropriate action to take in the event of any disclosure being made to them.
Disclaimer: This Policy is not designed to question business decisions taken by Systems Limited nor should it be used
to reconsider any matters which have been investigated under the harassment, grievance or disciplinary policies and
procedures.
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20 CONDUCT AT WORK
20.1 SYSTEMS LIMITED CODE OF ETHICS

a) Systems Limited is firmly committed to complying with its legal and ethical obligations. As a result, we
expect all employees, at every level within the company, to comply strictly with all legal and ethical
obligations. Our philosophy can be implemented only if our employees recognize their responsibility to
treat everyone in an honest and fair manner. Accordingly, an employee’s failure to fulfill his or her
responsibilities under this policy may result in disciplinary action, up to and possibly including
immediate termination.
b) Systems Limited holds all employees responsible for carrying out and monitoring compliance with this
commitment. If any employee becomes aware of any violation of a legal or ethical obligation, or any
unfair or improper treatment of personnel related to the company, they must immediately report the
matter to the Human Resources Department so that it can be investigated right away. In this manner,
we can take all necessary steps to investigate any potential violations of our policy and can take
appropriate action to correct any violations or incorrect perceptions that are found to exist. By making
it the responsibility of all employees to police compliance with our ethical standards and commitment
to complying with all legal responsibilities, we can continue to maintain our reputation in the
community.
c) Employees should feel free to report any information regarding this policy without fear of reprisal or
retaliation of any kind. Employees can report information to the Human Resources Department in
confidence if they wish. Systems Limited will treat such information as confidential to the extent it can
do so without failing to fulfill its obligations. In addition, employees who do not wish to identify
themselves can report information anonymously.
20.2 CONFLICT OF INTEREST

a) All employees are expected to devote their best efforts and attention to the performance of their jobs. They
are expected to use good judgment and adhere to high ethical standards and to avoid situations that create
an acute or potential conflict between employee’s personal interests and the interests of the Company. The
conflict of interest exists when the employee’s loyalties or actions are divided between the Company’s
interests and to those of another, such as, competitors, suppliers or customers. Such things should be
discussed with immediate Manager or Human Resources for clarification. Any exceptions to the guideline
must be approved in writing by Human Resource Department. In case clear guidelines are not available for
any conflict of interest, the Human Resource Department will provide written guidelines after consultation
with Head of HCD of the Company.
b) While it is not feasible to describe all possible conflicts of interest that could develop, some of the more
common conflicts from which employees should refrains include the following:
i. Accepting personal gifts or entertainment, commission from competitors, customers,
suppliers or potential suppliers.
ii. Engaging in self-employment in competition with the employer.
iii. Using proprietary or confidential company information for personal gain or to the
company’s detriment.
iv. Having a direct or indirect financial interest in or relationship with competitor, customer
or supplier, except when that ownership is of less than 1 percent (1%) of publicly traded
stock of a corporation.
v. Developing a personal relationship with a subordinate employee that might cloud
judgment in discussions/ decisions affecting Systems Limited, or any of its employees.
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vi. Using Company’s assets, labor or employees for personal account.

vii. Committing the Company to give its financial or any other support to any external party
without prior authorization from the senior management.
c) If any employee or a family member/ friend of an employee has a financial or employment relationship with
a competitor, customer, supplier or potential supplier, it is the employee’s duty to disclose this fact in
writing to the Human Resource Department. All employees should be aware that if they enter in to a
personal relationship with a subordinate employee or a co-employee, an employee of the competitor,
supplier or customer, a conflict of interest may exist which requires full disclosure to the management of
the Company.
d) Systems Limited requires the complete commitment of all full-time employees. Such employees may not
engage in any outside activity or accept work in any outside position that either interferes with their ability
to devote their full and best efforts to Systems Limited’s interests or raises an actual or potential conflict of
interest or the possible appearance of a conflict of interest. Employees who have any questions whatsoever
regarding this policy or the potential impact of outside employment or outside activities on their position
with Systems Limited should contact the Human Resources Department before accepting any outside
position or engaging in such an activity.
e) Failure to adhere to the guideline including failure to disclose any conflict or seek any exception will result
in disciplinary action.
20.3 DISPLAY OF RELIGIOUS MATERIAL

Systems Limited encourages both diversity and harmony in its workforce. To this end employees are
expected to display due courtesy and be sensitive to the beliefs of other colleagues. Any overt display of
religious verses, artefacts etc. is discouraged and must be confined to personal workspaces.
Distribution of religious material (for example extracts from any Holy Book, images of holy places) in any
shape or form is strictly prohibited within the offices of Systems Limited or office networks.
Employees are also advised to refrain from discussion on religious topics and themes within the office.
20.4 REPRESENTATION OF COMPANY

Being an employee of Systems Limited does not automatically confer the right to the employee to act on
behalf of the Company. This also pertains to the right to make statements to the press or to any other
person or body on behalf of the Company, and to issuance of reference letters for employees.
20.5 TRADE SECRETS AND CONFIDENTIALITY AGREEMENT

Systems Limited insists on the undivided loyalty of all employees, including management and non-
management staff. Employees must not engage in any conduct that would create an actual or potential
conflict of interest or create the appearance of such a conflict. The
protection of confidential, sensitive, and proprietary information is of critical importance to Systems
Limited, its work force, and its clients. It is therefore essential that all employees take steps to safeguard
such information. Employees must not use any confidential, sensitive, or proprietary information ofSystems
Limited in any manner that is unauthorized or detrimental to the best interests of the company.
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20.6 ACCEPTANCE OF GIFTS/BRIBERY

Employees are not allowed to receive personal gifts or any kind of benefits from customers or suppliers
without first checking with the management. Bribery of any kind will not be allowed and a strict disciplinary
action will be taken against the individual if involvement is proved.
20.7 ABSENTEEISM AND TARDINESS

a) It is the duty of every employee to report for work on time every day, except in cases of illness or when
the employee is on approved leave. Absenteeism or tardiness makes proper work scheduling difficult
and also imposes additional hardship on fellow employees who may have to take over the work.
b) Advanced notice of absence must be given to the immediate superior. If some unforeseen situation
has arisen, the employee concerned should make every effort to notify his immediate superior as early
as possible.
c) Disciplinary action will be taken against an employee proceeding on unauthorized leave. The Company
shall have the right to terminate the contract of service where an employee absents himself without
prior approval and proper reason for two continuous days.
20.8 STANDARD OF PERSONAL AND PROFESSIONAL CONDUCT

Systems Limited requires that all of its business be conducted with the highest legal and ethical standards.
The purpose of this policy is to set forth basic principles and guidelines to direct employees in the proper
conduct of the business and personal affairs as representatives of Systems Limited. The following standards
are expected to be maintained by all employees, regardless of their position:
Assure that all actions and behaviors promote the favorable image of the company, its management and
its officers, whether on Company’s premises or representing the Systems Limited in any capacity outside
the Company’s premises.
Avoid potential conflict of interest and personal gain or any appearance of a conflict or impropriety,
Involvement in any sort of corruption, extortion, taking kickbacks or undue favors which are in conflict with
this policy and the guidelines provided.
Promote the integrity, reputation, administration and operations of all the affairs of the company and avoid
any conduct, whether on or off duty, that could cause embarrassment or disrepute to the company.
Like all other organizations, Systems Limited has established certain minimum standards of conduct that
promote efficiency, productivity & cooperation among employees. For this reason, it may be helpful to
identify some examples of conduct that are impermissible and that may lead to disciplinary action up to
and including immediate termination. Although it is not possible to provide an exhaustive list of all types of
impermissible conduct or performance so sensible judgment should be used. The following are some
examples:
▪ Committing acts of fraud or dishonesty including falsification of, or making a material omission of
forms, records, or reports.
▪ Disclosure of trade secrets or confidential information about Systems Limited, its employees, or its
customers and/or clients.
▪ Working for a competitor, or establishing a competing business.
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▪ Engaging in altercations or any type of harassment, whether verbal, non-verbal or physical. Actual or
threatened violence against co-workers, visitors, or any other persons who are on our premises or have
contact with employees in the course of their duties.
▪ Insubordination, including improper conduct toward a manager, or refusal to perform assigned tasks.
▪ Theft, abuse, destruction, waste, or unauthorized use/possession of Systems Limited property,
facilities, equipment or materials.
▪ Possessing or bringing firearms or other dangerous weapons on Systems Limited property.
▪ Unauthorized possession, use or sale of illegal substances on Systems Limited property, or reporting
for work under the influence of illegal substances. Violating safety or health regulations or engaging in
conduct that creates a safety or health hazard.
▪ Excessive absenteeism or tardiness.
▪ Misconduct.
▪ Unsatisfactory performance.
It should be remembered that employment is at the mutual consent of the employee and the company.
Accordingly, either the employee or the company can terminate the employment relationship at will, at any
time, either with or without cause or advance notice.
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21 DISCIPLINARY POLICY
Systems Limited may discipline employees where it deems that such action is warranted. Although all employment
relationships are terminable at-will, at any time, either at the employee’s option or at the option of the company,
Systems Limited may exercise its discretion to administer a system of progressive discipline in cases where it deems
it appropriate. That system may include various forms of discipline, such as a verbal counseling, one or more written
notices, and termination. However, progressive discipline is not mandatory or binding. The company reserves the
right to deviate from any formal system of discipline as necessary in any given circumstance.
It is important that rules and regulations are observed and respected by all employees. Should any rules or
regulations be either abused or broken, corrective action will be taken to help the employee and to protect the
interests of other employees and the Company. The disciplinary procedure is to ensure that every employee will be
treated fairly following a certain standard procedure.
21.1 ORAL DISCUSSION OR WARNING

Oral discussion or warning is simply a matter of calling the employee’s attention to the unacceptable
situation. The purpose is to correct the unacceptable behavior and not to penalize or threaten the
employee. If the employee manages to correct his or her shortcomings, no further action need be taken
and the matter will be considered at an end.
21.2 WRITTEN WARNING

A written warning may be issued when the oral warning fails to correct the employee’s shortcomings. In a
written warning, full details of the employee’s deficiency will be recorded and a copy of the warning kept
in his or her personal file.
A specific time period may be provided for the employee to show improvement. During this stipulated
period, the employee’s performance is closely monitored and specific objectives are indicated for the
employee to meet. At the end of the stipulated period, the situation is reviewed to decide whether any
further disciplinary action is required.
21.3 DISMISSAL
An employee may be dismissed from service if he continues to violate the Company’s rules and regulations.
The above disciplinary procedure may be followed before dismissal is recommended but if the offence is
considered serious enough, immediate dismissal may be implemented after or even without a formal
inquiry having been held.
21.4 COC/DISCIPLINARY COMMITTEE

Cases of violation of the code of conduct at work would proceed to the formal procedure if there is no
consensus achieved.
In case of any incident that falls under COC breach initial investigation/ discussion will be done by the
relating parties including HR representative, concerned head of the department(s), other related party
representative (if required) and the alleged resource.
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The initial report/ summary will be submitted to the GCHRO for review. In case a consensus is achieved the
decision and execution will be taken. However, in case there is no consensus, GCHRO will refer the case to
the COC/D Committee of the company.
The COC/D Committee decision will be considered as final.
The COC/D Committee consists of
• Head of Internal Audit

• Group CHRO
• Group CFO
• COO
• Any other Senior Representative nominated by the GCHRO based on the nature of the case.
In case of disagreement in the decision of COC/D Committee the decision will be taken on the basis of
majority votes of the COC/D Committee.
The decision appeal can only go to the CEO if recommended by the GCHRO.
22 SUBSTANCE ABUSE TESTING
Systems Limited maintains a strict policy against the use of unlawful drugs while at work or while on company
premises. To facilitate the administration and enforcement of this policy, Systems Limited may require or request
employees to submit to drug or substance abuse testing under certain circumstances.
In cases where an employee’s manager has reasonable suspicion to believe that the employee possesses or is under
the influence of drugs and/or related substances and such use or influence may adversely affect the employee’s job
performance, or the safety of the employee or co-workers, substance or drug screening may be ordered. This
suspicion must be based on any objective symptoms, such as factors related to the employee’s appearance,
behavior, speech and/or other factors. If an employee is on medically prescribed medication, it is the employee’s
responsibility to advise his/her supervisor of this fact before he or she reports to work.
Testing may also be required if an employee is found to be in possession of physical substances – either on their
person or at their work station or locker - that could be connected with the use of an illicit drug. Such evidence
includes, but is not limited to drugs, drug paraphernalia or alcohol. It should be emphasized that possession of drugs
or alcohol on Systems Limited property is prohibited whether or not it is determined that the employee also used
such substances
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23 EMPLOYEE SECURITY AND WELLBEING
Systems Limited has attempted to provide you with a comfortable and efficient office work area. If you believe you
need additional supplies or equipment to assist you in your work, or any changes for safety or ergonomic reasons,
please inform the related departments (e.g.: IT, Accounts, HCD Etc.). The Company will try to accommodate your
requests.
Additionally, while your privacy is respected, there may be instances when there will be a need to search work areas, desk
drawers or computer directories -- for example, to search for a missing file or to investigate a possible problem.
Business property and equipment, provided to you to do your work, is not private and Systems Limited will exercise
the right of access when necessary.
Prohibited materials, including weapons, explosives, alcohol, illegal drugs or substances, and sexually suggestive
materials may not be placed in an office, desk or locker. Employees, who, if requested, fail to cooperate in any
inspection, will be subject to disciplinary action, including possible termination. Systems Limited is not responsible
for any articles that are placed or left in an office or desk or locker that are lost, damaged, stolen or destroyed.
23.1 SAFETY
The Company is sincerely interested in the safety and well-being of our employees. The Company will make
every effort to keep the office equipment in excellent condition, make sure that all safety devices are
working properly and all emergency exits and routes are clearly marked.
If, in spite of our efforts to ensure safe working conditions, an employee has an accident or becomes ill on
the job, it should be reported to the manager or a responsible officer of the company immediately. They
will see that prompt medical attention is provided
In case of any disaster the employee should contact nearest (EOT) Emergency Operation Team member and
follow his / her instructions. If an EOT member is not contactable the employee should reach the emergency
exits to evacuate the premises if required. An employee should also use his personal wisdom to act
according to the situation and should neither panic nor create panic.
23.2 WORKPLACE SECURITY

The Company is committed to maintain a safe and secure workplace. In order to maintain a secure work
environment, the company strictly prohibits employees and visitors from bringing any firearm on Company
property. In addition, round-the-clock professional security service is provided and all visitors are asked to
check in with the receptionist. Failure to comply with this policy will result in disciplinary action up to and
including termination.
23.3 NON SMOKING POLICY

The Company maintains a non-smoking policy within the office. Employees should smoke only in those
areas of the building which are smoking designated.
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24 HARASSMENT
a) Harassment is a form of discrimination. There are two main types of harassment:

i. Sexual Harassment
ii. Racial Harassment
b) It is unlawful in any society to harass any employee in a place of work or to retaliate against any
employee either for filing a complaint for harassment or cooperating in an investigation. It is the
duty of the Management of Systems Limited to ensure that no employee is harassed for any
reason whatsoever. To harass someone is defined as:
i. To exhaust or wear out with mental anguish.
ii. To irritate or torment persistently.
iii. To cause worry or distress into an individual with annoying demands.
c) Harassment is a behavior designed to make a person unwelcomed, offended or humiliated and
intimidated, however, harassment that leads to a hostile work environment is discrimination.
Sexual harassment does not concern sexual attraction but focuses on the abuse of power. Both
men and women can be victims of sexual harassment and both men and women can be harassers.
Sexual harassment can take the following shapes:
i. Criminal behavior such as sexual assault, display of sexually explicit material
or discussion of sexually stimulating material or performing sexual gestures.
ii. Uninvited or unwelcoming touching or advances.
iii. Sex based insults or taunts.
iv. Sending or exchanging pornographic material or emails containing
objectionable contents.
d) Racial Harassment is about discriminating any employee on grounds of race, color, cast, religion
and beliefs, marital status and mental or physical disability. This sort of harassment is also
unlawful and prohibited in Systems Limited.
• Investigation
i. Any sort of Complaint of harassment will promptly and carefully be
investigated and all employees are assured that they will be free from
reprisal or retaliation for filing such complaints.
ii. Management investigation will include interviews with all relevant
person including complainant, accused and any other witnesses.
Management will also ensure the safety of the complainant and the
confidentiality of the investigation at all costs.
• On completion of investigation following actions can be taken:
i. Depending upon the severity of complaint the accused employee can
be reprimanded, transferred or terminated.
ii. In case of false complaint and upon investigation if found guilty the
complainant can also be reprimanded, transferred demoted or
terminated again depending upon the nature of charges.
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iii. The investigating officer (Head of HCD in normal circumstances) can

recommend any of the above listed actions to Disciplinary Committee.
Systems Limited Management is determined to provide a harassment free work environment to all of its employees
irrespective of their position in the company.
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25 ACCEPTABLE USE OF ELECTRONIC COMMUNICATION
Systems Limited has established this Internet, Intranet, e-mail, and electronic communication policy in an effort to
make certain that employees utilize electronic communications devices in a legal, ethical, and appropriate manner.
We have devised this policy in a manner that addresses the company's legal responsibilities and concerns regarding
the fair and proper use of all electronic communications devices within the company.
25.1 SCOPE OF POLICY

This policy extends to all features of the company's electronic communications systems, including all
computing equipment, (hardware and software), networking equipment, connections to the Internet, and
all voice and video equipment, i.e. any form of electronic communication used by employees currently or in
the future. All employees of Systems Limited are subject to this policy and are expected to read, understand,
and comply fully with its provisions.
25.2 STANDARDS AND RULES

It may not be possible to identify every standard and rule applicable to the use of electronic communications
devices. Employees are therefore encouraged to utilize sound judgment whenever using any feature of the
communications systems. In order to offer employees some guidance, the following principles and standards
should be clearly understood and followed:
1. The company's policy against harassment, including sexual harassment, extends to the use of
computers, the Internet, and any component of the communications systems. In keeping with that
policy, employees should not use any electronic communications device in a manner that would violate
that policy.
2. The company's anti-discrimination policies extend to the use of communications systems. Any employee who
uses any electronic communications device in any manner that violates the company's anti-
discrimination policies or commitment to equal employment opportunity will therefore be subject to
disciplinary action, including the possibility of immediate termination.
3. Employees may not use an electronic communications device for a purpose that is found to constitute,
in the company's sole and absolute discretion, a commercial use that is not for the direct and immediate
benefit of the company or that is competitive to the interests of the company
4. Employees may not use any electronic communications device in a manner that violates the trademark,
copyright, or license rights of any other person, entity or organization.
5. Employees should identify all communications as "privileged and confidential" when it is accurate and
appropriate to do so. In this manner, the company can assert any protections, privileges and rights
relating to communications if it becomes necessary to do so (Reference: Email policy agreement)
25.3 ACCESS
Systems Limited must retain the right and ability to enforce policy and to monitor compliance with its terms.
While computers and other electronic devices are made accessible to employees to assist them in
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performing their jobs and to promoting the company's interests, all computers and electronic devices, must
remain fully accessible to the company, and will remain the property of Systems Limited
Again, while we respect the privacy of your working environment, Systems Limited retains the right to gain
access to any information received by, transmitted by, or stored in any such electronic communications
device, either with or without an employee's knowledge, consent or approval
25.4 TELEPHONE MONITORING

Company telephone lines are limited and are designed only for business use. Personal phone calls should be
kept to a minimum. Employees should practice discretion when making local personal calls and may be
required to reimburse Systems Limited for any charges resulting from their personal use of the telephone. If
required, the company may also monitor the usage of telephone systems by employees
25.5 CELL PHONE USAGE

While nature of some employees’ work necessitates that those employees may not take their cell phones to
their workplace, the company generally allows employees to use their cell phones on company premises;
however, employees are expected to exercise prudent judgment in keeping personal calls to a minimum.
The following are some guidelines for proper cell phone usage at the office:
a. Loud and/or fancy ring tones can be offensive and inappropriate in the workplace. Employees are
advised to keep ring tones at minimum volume or to turn the ring tones off, while in the office area.
b. Employees should keep in mind that cell phone conversations can be loud, even when the parties think
that they are being quiet.
c. Camera phones must not be used in or around the workplace to capture images, without the express
prior consent of the person(s) in such images.
d. In-Person conversations should not be interrupted for cell phone calls; however, if it is an urgent call,
politely excuse yourself from the conversation before answering.
The company will not be liable for the loss of personal cell phones brought into the workplace.
25.6 COMPLIANCE IS ESSENTIAL

Employees who violate any respect of this policy or who demonstrate poor judgment in the manner in which
they use electronic communications devices will be subject to disciplinary action, up to and including the
possibility of immediate termination. Employees who have any questions regarding this policy should bring
them to the immediate attention of the Human Resources Department
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26 TECHNOLOGY USE & PRIVACY:
a) Technology resources consist of all electronic devices, software, means of communication,

laptops, Personal Computers, access to external services such as internet, cellular phones,
voice mail systems, fax machines and telephone.
b) Technology resources are to be used by employees only for the purpose of conductingcompany
business. Employees may however use the resources for incidental personal use, as long as
such use does not interfere with employees’ duties, it is not done for financial gain, does not
conflict with companies’ business or violate any Company policy. Following are someof the
admissible & non-admissible uses of technology resources:
i. Admissible:
• Use of telephone for brief and occasional personal calls.
ii. Non-Admissible
• Storage of personal data on any technology resource.
• Long personal phone calls.
• Personal internet use during working hours.
• Personal use of printers, fax and scanner machines.
c) Authorization
i. Access to technology resources is with the sole discretion of Systems Limited
management.
ii. Only employees whose job requires access to certain technology resource will
be given access to it.
iii. Employee’s use of any resource is to be monitored by the immediate
supervisor.
iv. In case of any deviance from correct and proper usage an employee may be
verbally counseled or warned in writing.
v. Access to any resource can be withdrawn at any time without prior notice.
d) Improper use of technology resources, violation of copyright laws and other prohibited usage include but
not limited to the following:
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i. Employees must take care not to let informality degenerate into

improper use of technology resources. Systems Limited will not tolerate:
• Technology resources to transmit recover or store any information that is in
any way of a sexual or racist nature. (E.g. sexually explicit or racist messages,
jokes and cartoons.)
• Technology resources must not be used to copy, retrieve and forward
copyrighted material unless employee has written permission from the
author.
• Technology resources must not be used in a manner contrary to the best
interest of Systems Limited, in a way that discloses confidential or proprietary
information or for personal of economic gain.
e) Access to Technology Resources
i. All messages sent and received including personal messages and all data
information stored in electronic mail systems or computer systems are
Company property regardless of the content. Systems Limited reserves
the right to access all technology resources including its computers,
voice mail, and electronic mail system at any time, at its sole discretion.
26.1 PRIVACY
a) The Company does not intend to examine personal information/ data of its employees. On occasions
the management of the Company may need to access its technology resources including computer files,
electronic mail messages and voice mail messages.
b) Employee must clearly understand that they have no right of privacy with respect to any messages or
information created or maintained on Company’s technology resources.
c) Systems Limited may at its discretion inspect all files or messages on its technology resources at any
time for any reason.
d) It may also monitor its resources at any time in order to determine compliance with its policies.
e) For matters relating to legal proceedings or during investigation on any employee charged of misconduct
or for any other business purpose, Systems Limited has the right to carry out a physical search and
inspect all technology resources it considers appropriate.
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27 EMAIL AND INSTANT MESSAGING POLICY
27.1 EMAIL POLICY

The purpose of this policy is to ensure the proper use of System Limited’s email system and make users
aware of what Systems Limited deems as acceptable or unacceptable use of its email system. Systems
Limited reserves the right to amend this policy at its discretion.
26.1.1 Rules and Requirements

Email is a business communication tool and users are obliged to use this tool in a responsible,
effective and lawful manner. Although by its nature email seems to be less formal than other
written communication, however, the same laws apply. Therefore, it is important that users
are aware of the rules, requirements and risks of email.
Please note that you may be held liable for legal as well as disciplinary action if the rules in this
Email Policy are violated in any way.
The following rules must be strictly adhered to. It is prohibited to:
a. Send or forward emails containing libelous, defamatory, offensive, racist or obscene

remarks or emails containing religious material/comments.
b. Forward or copy a message containing confidential or copyrighted information without
acquiring prior permission from the sender/owner of the information.
c. Send unsolicited email messages.
d. Forge or attempt to forge email messages.
e. Disguise or attempt to disguise your identity when sending mail.
f. Send email messages using another person’s email account.
g. Send an attachment that contains a virus, spyware, adware, or any such malicious code.
If you receive an email which is in violation of the above rules, you must promptly notify your
supervisor.
26.1.2 Best practices

Systems Limited considers email as an important means of communication and recognizes the
importance of proper email content and speedy replies in conveying a professional image and
delivering good customer service. Users should take the same care in drafting an email as they
would for any other communication. Therefore, Systems Limited wishes users to adhere to the
following guidelines:
26.1.3 Writing emails

a. Write well-structured emails and use short, descriptive subjects.
b. When addressing clients make sure that you are authorized to write directly to client
representatives – if in doubt check with your supervisor
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c. When including client representatives in a list of recipients take extra care to ensure that
the style and content of the mail is appropriate
d. Systems Limited email style is informal. This means that sentences can be short and to the
point. You may start your email simply with the name of the person. Messages may be
ended with ‘Best Regards’. The use of Internet abbreviations, smileys, and religious
greetings is discouraged.
e. Signatures must include your name, job title and company name. A disclaimer will be
added underneath your signature (see Disclaimer)
f. Spell check all mails prior to transmission.
g. Do not send unnecessary attachments. It is recommended to compress attachments larger
than 200K before sending them.
h. Do not write emails in capitals.
i. Do not use cc: or bcc: fields unless absolutely required and the recipient is aware what
action, if any, to take.
j. If you forward mails, state clearly what action you expect the recipient to take.
k. Only send emails of which the content could be displayed on a public notice board. If they
cannot be displayed publicly in their current state, consider rephrasing the email, using
other means of communication, or protecting information by using a password.
l. Only mark emails as important if they really are important.
26.1.4 Maintenance
Delete any email messages that you do not need to have a copy of, and set your email client to
automatically empty your ‘deleted items’ on closing.
26.1.5 Personal Use

Although the company’s email systems is meant for business use, Systems Limited allows
personal usage if it is reasonable and does not interfere with work. Systems Limited discourages the
sending of chain letters, junk mail, jokes and executables. All messages distributed via the
company’s email system are Systems Limited property.
26.1.6 Proprietary & Confidential Information

a) It is the duty of all employees not to use or disclose any proprietary or confidential information they
obtain during their employment with Systems Limited, except as required by the nature of their job. This
obligation remains binding on the employee even after the employment relationship with the Company
comes to an end. The employee might be required to sign a written non-disclosure agreement in case
the employee is in a position that gives him access to particularly sensitive information.
b) All employees must observe good security practices. They are obligated to keep confidential information
secure from outside visitors and all other persons who do not have a legitimate reason to see or use
such information.
c) Company rules regarding document control and access to restricted areas must be strictly observed. No
visitors will be allowed into restricted areas such as all development areas, Human Resource, Accounts
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and System Support unless there is a need to visit the said areas. Such visits will only be allowed with
prior approval of the Head of Department. All visitors will be restricted to the reception area.
d) Written non-disclosure agreement must be obtained from all employees.
e) Failure to adhere to above policy might lead to disciplinary action, resulting in immediate termination
from the employment.
26.1.7 Encryption
Users may not encrypt any emails without obtaining written permission from their supervisor.
If approved, the encryption keys must be made known to the company.
26.1.8 Email Quota

All users are provided a 100MB mailbox space on the exchange server. All users are
recommended to keep checking their mailbox space utilization at 15 day intervals and must
maintain their mailbox size at a level to avoid an ‘out of storage space’ situation.
26.1.9 Email Accounts

All email accounts maintained on our email systems are the property of Systems Limited.
Passwords should not be given to other people and should be changed at least once a month.
26.1.10 System Monitoring

Users of the company’s email system expressly waive any right of privacy in anything they
create, store, send or receive on the company’s computer system. Systems Limited may
monitor emails without prior notification. If there is evidence that anyone is not adhering to
the guidelines set out in this policy, Systems Limited reserves the right to take disciplinary
action, including termination and/or legal action.
26.1.11 Disclaimer
The following disclaimer may be added to each outgoing email:
‘This electronic mail is intended only for the addressee(s). Any use, distribution, copying or
disclosure by unauthorized personnel is strictly prohibited’.
26.1.12 Questions
If you have any questions or comments about this Email Policy, please contact Human Resource
Manager, Systems Limited.
26.1.13 Declaration
Employees are required to sign a copy of the Email Policy declaring that they have read,
understood and acknowledged receipt of the Email policy, and that they will comply with the
guidelines set out in this policy and have understood that failure to do so might result in
disciplinary or legal action.
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27.2 INSTANT MESSAGING POLICY

26.2.1 Instant Messaging Usage
Instant Messaging access is provided by Systems Limited to assist employees in communicating
with coworkers, and clients. This enables them to obtain work-related data and technology and
upgrade their technical knowledge.
26.2.2 Scope
This policy applies to all employees of Systems Limited.
26.2.3 Purpose
This policy describes the standards pertaining to the use of Instant Messaging technology and
is being implemented to:
a. Outline the limitations on the use of this technology,

b. Protect company information,
c. Describe the expectation of privacy when using instant messaging, and
d. Outline the rules applied when using instant messaging.
26.2.4 Policy
The use of Instant Messaging (IM) technology, and other forms of Chatting, is limited to
company business use only.
26.2.5 General Guidelines and Rules

a. IM can cause interruption to work and thus it should be used only when deemed necessary
and for Systems Limited business use only.
b. All IM communications and information transmitted, received, or archived in the
company's IM system belong to the company.
c. Employees can have no reasonable expectation of privacy when using the company s IM
system. The company reserves the right to monitor, access, and disclose all employee IM
communications.
d. The IM system is intended for business use only. Employees are prohibited from wasting
computer resources, colleague’s time, or their own time sending personal instant
messages or engaging in unnecessary chat unrelated to business.
e. Treat IM messages as business records that may be retained and used as evidence in
litigation, audits, and investigations.
f. Employees are required to retain all business-related instant messages. Please talk to
Systems Limited Network Administrator or HR Manager if you have questions about
Systems Limited IM retention and deletion policies, practices, and procedures.
g. Always use professional and appropriate language in all instant messages. Employees are
prohibited from sending abusive, harassing, threatening, menacing, discriminatory,
pornographic, disrespectful, or otherwise offensive instant messages.
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h. Employees are prohibited from sending jokes, rumors, gossip, or unsubstantiated opinions
via IM. These communications, which often contain objectionable material, are easily
misconstrued when communicated electronically.
i. Employees may not use IM to transmit confidential, proprietary, personal, information
about the company, employees, clients, business associates, or other third parties.
j. Employees may not share confidential, proprietary, or potentially embarrassing business-
related or personal IMs with the media, competitors, prospective employers, or other third
parties.
k. Employees may not upload or download any type of files through IM. This could have
serious repercussions on the office networks.
DOs and DON’Ts of IM USAGE:
• DO: Be aware of virus infections and related security risks.

• DO: Keep your instant messages simple, and to the point, and know when to say goodbye. DON'T: Use instant
messaging to communicate confidential or sensitive information.
• DON'T: Allow personal messaging at work.
• DON'T: Compromise your company's liability, or your own reputation.
• DON'T: Share personal data or information through instant messaging.
• DON'T: Confuse your contacts with a misleading user name or status.
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28 SOCIAL MEDIA POLICY:
28.1 FACEBOOK TERMS OF USE (CLOSED GROUPS):

Each and every employee of Systems Limited need to observe Facebook’s posting guidelines and Terms of
Use. The content on Systems page is for informational use only and is about company’s brands, their
initiatives and programs or activities. Please note that users of closed page of systems limited are subject to
Facebook’s posting guidelines and Terms of Use. Please be aware that we encourage respectful postings;
however, we also reserve the right to remove spam and content or posts that are off-topic, abusive,
discriminatory, defamatory, offensive, infringing, false, or harassing. Any content uploaded by anyone
categorized under above mentioned types may face disciplinary action.
Our Facebook page are not the appropriate place to resolve issues, complaints or suggestions about
individuals, departments and company policies. This does not mean we do not want to hear about such
issues, but these types of concerns are best handled by the concerned people.
Systems Limited reserves the right to ban any user from this Facebook page should they violate these Terms
of Use as stated, and revised. Company also reserves the right to remove any posts made to its Facebook
should they violate these Terms of Use as stated, and revised. These decisions are at the sole discretion of
Systems Limited.
28.2 FACEBOOK TERMS OF USE (PUBLIC PAGE)
Our goal is to provide useful and interesting content about our company and foster an open and respectful
dialogue relating to the specific issues and topics covered in our posts and tweets and other multi-media.
Systems limited reserves all rights relating to the company's social media channels, including but not limited
to: (i) adding, removing, or modifying any content, (ii) blocking disruptive users; and (iii) discontinuing any of
our social media channels at any time.
Please keep in mind that Systems Limited does not create, control, represent, or endorse any opinions or
statements expressed by others within its social media channels, including those that Follow/Like Systems
Limited and that any content posted by anyone other than Systems Limited is the responsibility of the
submitter and not Systems Limited’s.
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29 CAR FINANCING SCHEME – GRADE 1A; 1; 2A; 2
1. Under the Car Financing Scheme, financing is available to the employees of Systems
Limited, in Grades 1A, 1, 2A and 2, on the following terms and conditions:
Grade Entitlements
Grade 1A Vehicle up to PKR 7 million
Grade 1 Vehicle up to PKR 6.5 million
Grade 2A Vehicle up to PKR 4.5 million
Grade 2 Vehicle up to PKR 3.5 million
2. Employees will be given full amount of loan based on the entitlement given above.
Employees are free to buy any vehicle of their choice as the car will be registered in the
employees’ name. Purchase of vehicle, insurance and registration is employee
responsibility. However, insurance and registration of the vehicle can be claimed
afterwards through Expense Claim procedure (the reimbursement shall be made in
adherence to the eligible approved limits). Insurance claim upto 1.6% will be reimbursed,
which is a negotiated rate with the panel insurance company.
3. Employees will have 1 month to book or procure a vehicle after obtaining the loan. Booking
information of the car must be shared with Finance Department within the stipulated time.
Where timeline of 4 weeks is not met, the loan will be returned in full by the employee and
disbursed only when the employee concerned is about to make a purchase. However, an
exception will be made if there is a logical reason for delay in car bookings. The employee
should intimate this, in writing, to the Finance Department. The Finance Department can
decide on the extension of loan utilization period based on reasonableness of the employee
request, with the approval of the Chief Financial Officer.
4. Employee can utilize the car financing loan to buy any vehicle of choice. In case of direct
purchase, the original documents of the vehicle shall be submitted. Whereas, in case of
bank lease, the proof of car lease and bank documents shall be submitted within 1 month
after getting delivery to finance.
5. Employee can buy any vehicle; however, company will only pay the loan amount as per
actual value of the vehicle bought or the eligible entitlement amount, whichever is lower.
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6. Employee car financing loan will be secured against an open cheque from the employee.
Furthermore, as best practice it is preferred that provident fund loan shall not be requested
during car financing settlement period. However, on special request based on the urgency
and sensitivity of the request, shall be reviewed before sanctioning the utilization of
Provident Fund.
7. The employee is required to repay the principal amount made available under the Car
Financing Scheme in 60 equal monthly installments.
8. Employees are required to complete defined period of installments (60). If an employee

wishes to settle the loan before the completion of the loan repayment period, he/she will
have to complete at least 6 months of loan issuance; once in his/ her service with the
company. The employee may pay the current outstanding loan in full, however, the
employee will not be eligible for a new loan before the completion of the original 3 year
period from disbursement of previous car loan or 1 year after the loan adjustment,
whichever comes first.
9. In case of Promotion, the employee may settle the previous entitled loan amount forthwith
and hence apply for the car finance based on new entitlement, if s/he has completed two
years of the disbursement of earlier car loan.
10. If the employee leaves, for any reason, the employment of Systems Limited before the
completion of sixty (60) months of availing of this scheme, the employee will settle the full
amount of loan as part of final settlement. In case of failure to do so, Systems Limited will
be entitled to encash the open cheque for the outstanding amount or make deductions
from provident fund as the case maybe.
11. If the employee is transferred to any of the group companies at any point after availing the
car finance policy, he/she will have to settle the loan as above.
12. Income Tax on the interest free loan involved in the scheme, will be applicable as per the
Income Tax laws of Pakistan.
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13. All expenses on running and maintaining the car and keeping it in good running condition
will be borne by the employee.
14. Ineligibility - The following are ineligible for the Car Financing Scheme:
14.1 Employees who would reach the company’s official retirement age before
completion of the 5-year repayment period.
14.2 Employees, whose visa applications have been initiated and who are to be
transferred to any of the group companies.
15. For cases where the Executive has company provided car, after the completion of defined
time, the offer will be given to the Executive who has been using the car to decide on
purchasing at Market Value. Market value will be determined by taking three quotes from
different vendors.
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30 CAR FINANCING SCHEME – GRADE 3A
For Grade 3A, the Car Financing scheme will be made available through any Bank, on the
following terms and conditions:
Grade Entitlements
Grade 3A New Car up to 1.5M – Bank Financed
1. The Car Financing Scheme may be offered in association with any Bank. Therefore, the car
acquired under the scheme will be registered in the name of the financer till total payment
has been made to the financer and lease will be removed.
2. The Company will provide an advance loan which will be equivalent to 20% of Down
payment + registration + Token+ Insurance cost of a vehicle for the above-mentioned value.
This loan will be deducted from employee salary over the car lease period.
3. Employee will be responsible to pay the monthly lease installment along with the interest
to the bank. Depending on the arrangement with the bank, the lease installment may be
directly deducted by the bank.
4. On completing payment of sixty (60) installments, ownership of the car will be transferred
to the employee. All associated transfer costs will be borne by the employee and will
depend on the bank policies.
5. If early settlement or termination is required, the schedule of financial charges and

termination costs charged by the bank varies from time to time and the latest schedule will
apply at any given time.
6. Any outstanding loan advance will be deducted from final settlement of the employee, in
case the employee leaves before the repayment of the loan.
7. Income Tax on the advance loan involved in the scheme, will be applicable as per the
Income Tax laws of Pakistan.
8. All expenses on running and maintaining the car and keeping it in good running condition
will be borne by the employee.
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31 MOBILE PHONE BILLING/CREDIT FACILITY
31.1 SCOPE
Grade 1A to 4 employees are provided a Company Mobile Phone Billing/Credit facility.
31.2 MOBILE PHONE CREDIT/BILLING (GRADE 1A - 2)

The upper limit of this facility for Grade 1 and 2 is Rs. 4,000 (Rupees Four thousand only) per month.
31.3 MOBILE PHONE CREDIT/BILLING (GRADE 3A PS ONLY )

The upper limit of this facility for Grade 3 and 4 is Rs. 2,000 (Rupees one thousand only) per month.
31.4 MOBILE PHONE CREDIT/BILLING (GRADE 3-4)

The upper limit of this facility for Grade 3 and 4 is Rs. 1,000 (Rupees one thousand only) per month.
Employees with grades lower than Grade 1 - 4 can be provided with a Mobile Phone credit facility purely
based on the job need on the approval by the HOD.
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32 MOBILE PHONE POLICY – GRADE 1A; 1;2A;2
1. Under the Mobile Phone Policy, facility is available for confirmed employees of Systems Limited, in
Grades 1A, 1, 2A and 2, on the following terms and conditions:
Grade Company Provided Entitlement

Grade 1A 150,000
Grade 1 150,000
Grade 2A 80,000
Grade 2 80,000
2. The Facility of Mobile Phone is for 36 months, tax will be borne by Systems Limited, after 36 Months
ownership of Mobile will be given to employees.
3. In order to avail the mobile with higher cost than entitlement, employee can avail the facility after
contributing delta amount, the amount shall be deducted from employee next salary, Installments
is not allowed.
4. Systems Limited will provide the PTA approved models and brands to employees to select from the
current running list, any selection of Mobile Phone other than list will not entertained.
5. Systems Limited will provide new phones, used and refurbished mobile is not allowed.
6. Employees are required to complete 36 Months in order to avail the ownership and early adjustment
will not be entertained for Active employees.
7. If the employee leaves (for any reason) the employment of Systems Limited within 36 Months, the
employee will have the first option to buy the Mobile outright by paying remaining financial
depreciated amount of mobile, if employee want to return the mobile, systems limited will review
the condition of Mobile and if approved, systems limited will reimburse the percentage of
contributed amount to employee after running depreciation.
8. If the employee is transferred to Visionet Systems, Inc. at any point after availing the mobile facility,
he/she will have the first option to buy the mobile by paying the remaining depreciated amount,
Clause 7 applicable.
9. Systems Limited is responsible for Mobile warranty coverage for first year only according to OEM
warranty terms and conditions, Warranty Coverage does not include physical damage.
10. In Case of Damage, Breakage either its accidental or negligence and lost/theft, systems limited is not
responsible for change of parts, repairing and replacement of mobile, employee is fully responsible
for such repairing and change of parts and replacement. The Parts includes Mobile set, and
Accessories, and the Mobile is considered to be out of warranty as breakage does not cover in
warranty.
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11. All expenses for running and maintaining the mobile and accessories, keeping it in good running
condition will be borne by the employee.
12. The Policy is applicable for all Company provided Mobile Phones on entitlement basis, already
procured or to be procured both.
13. In case Employee Promoted to next entitlement bracket, employee need to complete existing facility
of 36 Months first to avail new entitlement.
14. Ineligibility - The following are ineligible for the Mobile Phone Facility:
14.1 Employees, whose visa applications have been initiated and who are to be transferred to
Visionet Systems, Inc.
14.2 The Employees who got Systems Provided mobile phone on support basis not as an
entitlement basis.
15. Effective date of the Policy is March 1st, 2021 includes previously allocated and to be allocated mobile
phones.
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33 FUEL ALLOWANCE
33.1 SCOPE
All Grade 1, 2 and 3 Employees are provided Fuel Allowance.
33.2 FUEL ALLOWANCE FOR GRADE 1 - 6 EMPLOYEES

Below are the Fuel Entitlements for the Professional Services and Shared Services:
Fuel Benefit
1A SVP 250-liter Petrol
1
1 VP 175-liter Petrol
2A AVP/ Sr Managing consultant 100-litre Petrol
2 2 Senior Managing Consultant 100-liter petrol
3A Managing Consultant /Senior Manager 75-liter petrol
3
3 Principal Consultant / Senior Manager 50-liter petrol
4 4 Senior Consultant / Manager 40-liter petrol
5 5 Consultant / Assistant Manager 40-liter petrol
6 6 Junior Consultant / Specialist 30-liter petrol
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34 PRODUCTION SUPPORT ALLOWANCE
34.1 INTRODUCTION
This process sets out the rules for the payment of Production Support Allowance to employees in the Professional
Services Department providing Production Support to offshore clients, in other than the normal working shift.
34.2 ELIGIBILITY
This allowance can be claimed if:
2.1 The claimant is a permanent employee in Grades 3 – 7, working in the Professional Services department
on a Production Support assignment;
2.2 The Production Support has continued for a period of at least 15 days in a month; and
2.3 The claimant has worked in a shift as defined below;
2.4 Only professional service employees providing support in night between 11:30 pm to 8:30 am (minimum
4 hours) are eligible for night allowance as per below details.
33.3 SHIFTS
a) Night Shift
Night shift is defined as a shift of eight hours including at least 6 hours between 11:30 p.m. and 8:30
a.m.
33.4 PROCESS OF CLAIMING ALLOWANCE
To claim this allowance:
4.1 The resource will file for reimbursement through the Issue Management system. Details are mentioned
in - Production Support Allowance Claim”.
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4.2 The resource will log one issue per project per month, attach the Production Support Allowance claim
sheet (given below) and submits the issue for approval.
4.3 CL and CD will approve the claim and issue will be assigned to Finance Representative for Payment
Authorization.
4.4 Finance Representative will authorize the payment.
4.5 The payment will be transferred with the salary in employee’s bank account.
4.6 In case of rejection at any step, the issue will be assigned back to initiator for correction and
resubmission.
1.7 The concerned CL/ CD will maintain a roster stating the Employee ID, Name, Designation, Department
and the Production Support schedule followed by the resources in the Production Support Team. This
roster will be signed off as approved for payment and submitted to Finance Department on the 20th of
the month by the CL and CD.
33.5 SCHEDULE OF PAYMENT
The schedule of payment for the Production Support Allowance is as in the table below:
Night Shift:
Grade Allowance
Grade 6-7 Rs. 500 / night shift
Grade 2, 3A & 3 Rs. 1000 / night shift
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35 LAPTOP SECURITY
35.1 PURPOSE
This document defines the policy for security of a company provided laptop computer that includes the
device as well as the business systems and data residing upon it. This asset belongs to the organization
and is assigned to the employee for business use only. It is the employee’s responsibility to use the
assigned laptop properly, protect it from being damaged, stolen or misused and keep it in his/her safe
custody.
35.2 SCOPE
This policy applies to all permanent and contractual employees of Systems Limited who have company
provided laptops.
35.3 POLICY
34.3.1 Laptop Security
Assignment
1. A laptop is assigned to the employee based on the role and nature of assigned work. This decision shall
be made by SVP BPO, Competency Director and other Department Heads in accordance with the
policy.
2. Before assigning the laptop, Department Head shall discuss the prescribed data security controls with
the employees, which are essential to keep the data safe. Department Head may involve ISMR and
Information Security Officer for reinforcement of the intent and purpose of the security controls.
3. ISMR and ISO shall develop the department wise IT controls list that must be applied on each laptop.
More controls can also be applied (if required).
4. IT team shall apply the controls as mentioned in Appendix A and ISO shall verify the configuration. For
exceptions, the employee shall log the ticket in IMS (SL Helpdesk Support Call – Policy Suspension) and
with the Department Head approval, IT will suspend the controls for specified time duration.
5. The Department Head ensures that the IT team has applied the data security controls before handing
over the laptop to the employee.
6. By default, the employee shall not be allowed to take the laptop outside SL office premises. The
Department Head may identify that this need exists and inform the Asset Coordinator for entering the
name of the authorized employee and asset – Id of the laptop in the authorized laptop list. In case,
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there is no such need then the departmental head must inform the employee not to take the laptop
outside office premises. The department head shall also the inform asset coordinator accordingly.
7. In case, the Department Head / Project Manager wants to give temporary authorization to the
employee for taking the laptop outside office premises then he/she will inform the Admin officer and
the Asset Coordinator at least 1 day before through email stating about requirement and duration of
authorization. The Admin officer will inform office receptionist and other staff including security guard.
After completion of the duration, the Asset Coordinator shall inform Admin officer, Office Receptionist
and Department Head / Project Manager. In case further extension is required then above stated
process shall be followed again.
8. The Asset Coordinator shall ensure that the latest Authorized laptop list is available at the Office
Reception and that the security guards are duly informed.
9. The Admin Officer and Security Guards shall ensure that only those authorized to do so are able to
take only assigned laptops in and out of the premises.
Physical Security
10. IT team shall provide a laptop table lock to every laptop user.
11. It is the employee’s responsibility to use the laptop properly, protect it from being damaged, stolen or
misused and keep it in his/her safe custody.
12. Employee shall use all possible means to keep this asset from being stolen.
13. In case the laptop is stolen or damaged then the employee shall immediately inform, in writing his/her
Department Head and the Asset Coordinator and provide complete incident details and/or legal proof
of the laptop have been stolen. Management Committee comprises of employee’s Project
Manager/Shift Manager, Department Head and HR Manager will review the case.
14. In case of theft, if employee negligence is proven then the employee shall contribute 15% of the cost
of the replacement laptop price. Furthermore, the employee shall pay full price of new laptop in case
he/she is not authorized to take out the laptop from office premises and it is then stolen. Finance
department shall calculate the amount and inform the Department Head who shall then inform the
employee accordingly.
15. In case of damages, a diagnostic review will be carried out by the IT department and if damages are
found to be caused by employee negligence, the employee shall pay 30% of the repair cost. In case of
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irreparable damage, the employee shall pay 50% of the replacement laptop price. Damages include
but are not limited to broken laptop screen, device port, laptop casing, etc.
Data Security
16. The employee shall not leave the laptop unattended without proper locking (screen lock)
17. The employee is accountable for any action taken by his/her user ID. Therefore employee shall not
share username and password. This includes family and other household members when work is being
done from home.
18. The employee shall ensure that only that software shall be installed that are required to perform the
assigned job.
19. The employee shall not alter the security and anti-virus configurations. In case of any issue, the
employee shall establish contact with the IT support team.
20. The employee shall take a backup of business critical information on allocated space on the network
to avoid any business loss in case the laptop is stolen.
21. The IT Team will install on the assigned laptop, to protect the business critical information resident
upon it. Truecrypt, BitLocker or PGP can be used.
22. It shall be the employee’s responsibility to protect all information stored on the laptop. As the laptop
is given for business use only so the organization has the right to review data stored on the assigned
laptop.
23. The employee must ensure that the assigned laptop machine shall not be used for any kind of unlawful
activity for example, software piracy, fraudulent activity, exporting software information, technical
information, application code or technology, and other business related information to unauthorized
personnel.
35.4 ENFORCEMENT
Any employee found to have violated this policy may be subject to disciplinary action, up to and including
termination of employment.
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35.5 INFORMATION SECURITY CONTROL

The following information security controls must be applied on company provided laptops. Any exception to these
controls must be taken by logging the ticket in IMS – SL Helpdesk Support Call project.
1. All laptops shall be assigned a unique asset code.

2. BIOS shall be password protected.
3. Password enabled screen saver shall be configured to be activated after 5 minutes of in-activity.
4. No domain user other than the employee who is assigned the laptop shall be able to log on to the computer.
5. Local Administrator password shall not be given to the employee. Furthermore, Guest user account shall be
disabled.
6. Laptop shall be set to Interactive logon: Do not display last user name
7. Machine administrative rights shall not be given to the employee. Only power user rights shall be assigned.
8. Anti-virus and company standard encryption software shall be installed with latest definitions. It shall be ensured
that the employee can not alter the anti-virus configurations.
9. OS and Anti-Virus automatic updates shall be configured.
10. USB, CD and DVD shall be disabled.
11. Telnet, Remote Desktop and net meeting shall be disabled
12. Standard logs shall be enabled. Retention time is set at least 30 days.
13. The laptop accessing the network shall have MAC address registered in DHCP.
14. Boot level password can be configured but it is considered as optional.
15. Recovery Console: Allow automatic administrative logon option shall be disabled.
16. Access to modify the registry values shall be restricted
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35.6 GENERAL GUIDELINES

The following are general guidelines for protection of data that resides on the laptop. Providing improved security
guidelines is a dynamic and ongoing process that requires periodic reviews and revision of existing policies,
procedures and controls. Therefore it is responsibility of every employee to review these guidelines, setup/verify the
applied controls and perform their activities accordingly.
1. While viewing restricted and/or sensitive information, the laptop screen should be placed in such a way that the
data is not viewable by the persons walking by or seated around.
2. The employee should adopt all means to protect data from unauthorized user(s) especially in case of laptops that
are used in car(s), hotel(s), airport(s), meeting room(s), conference room(s) etc.
3. It is employees’ responsibility to ensure laptop safety.
4. Keep the laptop away from magnetic fields. Magnetic fields can erase data on both diskettes and hard drives.
5. Laptops/workstations should have an approved password-protected screen saver with a screen lock that triggers
when the workstation / laptop is unattended for a period of 5 minutes or more.
6. Only required software should be installed.
7. Employee should take regular backup of critical and confidential information that resides on their workstation /
laptop.
8. No customer data shall be stored in local drives. In case, there is a need to do so as per work requirement, then
after the work, the data must be removed.
9. In-case of any breach of this policy and /or consequent a loss of hardware or data, employee should inform
his/her Department Head immediately.
10. Personal data should not be stored on the laptop.
11. No user should leave the laptop unattended without proper locking.
12. Sharing or disclosing usernames and passwords is not allowed. Authorized users are responsible for the security
of their passwords and accounts.
13. Employees should not open the laptop casing, or remove devices. In case of any problem, the employee should
contact help desk support team.
14. The employee must not share folders with access to everyone.
15. The employee must not use public wireless networks unless all protections like Firewall, Anti-Virus, Windows
security patches, Encrypted secure data, Turning off SSID (Service set Identifier), etc. have been enabled.
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Connecting to a public wireless, is essentially a connection to a network of unknown computers and unknown
users.
16. Disconnect from the internet if no work is required.
17. Do not use “Remember Password” feature of applications
18. Do not copy unsolicited information from other computers available on the network; make sure that you get a
clean machine from IT Support in response to a request made for this purpose.
19. Ensure that the latest anti-virus definitions are installed
20. Enable Windows firewall while working outside the office and disable it when you are connected to Office LAN.
Firewall default configuration rejects incoming IP traffic unless it has specifically been allowed.
21. Shutdown / Hibernate your computer when not in use for prolonged spells of time.
22. Make sure that remote connection is not allowed by-default on your workstation either from Windows or MSN.
23. Before installation of any open source and unlicensed software, please review software vulnerabilities.
24. The following are guidelines for safe internet browsing using a laptop computer:
a. Limit ActiveX and JAVA to only trusted sites.
b. Limit Plug-ins to only trusted applications - plug-ins are applications intended for use in the web
browser.
c. Do not allow Cookies - cookies are files that web sites use to store data on the local computer which
is then reused by the web application or any other web site. A cookie can contain any information that
a web site is designed to place in it which may result in information being stored without your
knowledge and can be exploited by malicious web sites.
d. Turn off Scripting – a scripting language such as JavaScript or VBScript allows web sites to add features
and interactivity. However, this can be abused very easily which can introduce multiple vulnerabilities.
e. Enable the Pop-up Blocker controls – Pop-ups are for all un-trusted / internet websites.
f. Enable the Phishing Filter controls – Phishing Web content filtering is used to ensure that only secure
and appropriate websites are accessed.
g. Enable Web Content Filtering – Web Content Filtering is used to ensure that secure and appropriate
websites are accessed.
For more guidelines related to network, and data security, please review attached guidelines.
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Information Security
Guidelines - Versio 1.
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36 DOST FUND
36.1 INTRODUCTION
Systems Limited in pursuance of its goals relating to “Employee Wellbeing” aims to help deserving employees going
through tough times related to family’s health or living.
Systems Limited will encourage employees to voluntarily donate funds for the Employee wellbeing. In order to carry
out this exercise effectively, the recipients of all such consideration will be carefully selected.
36.2 PURPOSE
The purpose of this policy is to provide a framework in utilizing Dost fund for worthy and deserving cases that
endorse Systems Limited’s Employee Wellbeing cause.
36.3 SCOPE
This policy covers fund generation, its proper utilization and management
36.4 DOST FUND

• Dost Fund will be created by voluntary contribution from employees of Systems Limited, Techvista and Visionet
for deserving employees at SL.
• A company account will be dedicated to get the funds deposited.
• Interested volunteers will deposit the welfare amount in the dedicated account through cash, online deposit,
check, international remittance or salary deduction and will inform Accounts for record keeping.
36.5 ELIGIBILITY
35.5.1 Employee requirement
I. The requesting employee salary should not be more than 75k p.m.
II. The requesting employee should be with us for more than 1 year
III. There should atleast be a gap of 1 year after the settlement of previous grant/ loan
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35.5.2 Grant situations/ circumstances
Employee’s going through the below mentioned (but not limited to) catastrophic situation will be entitled to this
fund,
IV. Medical expenses of self, spouse or dependent blood relationship over and above the limit covered through
insurance.
V. Restoration of House, if destroyed in natural calamity.
VI. Marriage expenses of daughter. (Only event expense)
VII. Education expense of children (till the age of 18years).
VIII. Eid bonus
IX. Christmas bonus
36.6 APPROVAL CYCLE COMMITTEE
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36.7 DOCUMENTATION
Case Documents
Medical • Medical reports & Prescriptions
• Utility Bills
• Proof of relationship
Restoration of Houses • Proof of ownership or relation with owner

• Utility Bills
• Quotation of work required
Marriage Expenses • Proof of relationship

• Proof of dependency
Education • Fee slip

• University Registration Proof
• Fee payment Slip
35.8 TYPE OF GRANT
Types of Donation Features

Type 1 Full support
Type 2 50 % of the needed amount
Type 3 25% of the needed amount
Type 4 – Loan Grant of loans - adjustment in equal
installments in two years – Early
adjustment may also be requested by
employee
Type 5 – Loan Grant of loans - adjustment in equal
installments in one year – Early
adjustment may also be requested by
employee
Type 6 Eid & Christmas bonus
110
35.9 DOST FUND COMMITTEE (DFC)
• GCHRO & Admin Representative

• CFO & Treasurer
• BPO Leadership Representative
• PS Leadership Representative Lahore
• PS Leadership Representative Karachi & TVS
35.9.1 Members required to take a decision on any case
• GCHRO or Admin Rep – Mandatory

• CFO or Treasurer – Mandatory
• Any one member from the remaining members. (especially for the urgent cases)
• Over email in case meeting is not possible. Decision of majority will be taken as final (response time will be
recorded as per above table). Min response from 3 members is required (HCD and Accounts Response is
mandatory)
35.10 TIME TO PROCESS
Nature CFC Time Accounts Time

Regular cases 5-7 working days 2-3 working days
Urgent Medical or other 2 working days (in case no 1-2 working days
cases verification is required)
For extremely urgent cases 1 working day (in case no 1-2 working days
like life and death situation verification is required)
Eid/ Christmas Fund 5 working days Max 3 working days before
Eid
35.11 RESPONSIBILITIES
35.11.1 Human Capital Division
• Assess the application and get the documents completed

• Get the proof verified (where required)
• Coordinate the complete process
• Distribute
111
• Schedule timeline for Eid and Christmas bonus
35.11.2 Dost Fund Committee
• Carefully review and assess the cases and take appropriate and timely decision.
35.11.3 Finance & Accounts

• Manage funds
• Share periodic fund movement update with the DFC
• Annual fund utilization report
35.11.4 Doner
• In case of online deposit/ remittance, inform finance so that ledger can be maintained • For donation on Eid and
Christmas, inform Finance on the donation amount.
112
Dost Fund Salary Contribution Form
I, hereby authorize Systems Limited to deduct the following amount from my salary and deposit in
Systems Dost Fund.
Employee ID Employee Name

Competency Contact #
Please tick one of the Options:
Monthly Contribution □ 100 □ 500 □ 1,000 □ 2,000 □ 5,000 □10,000

(Amount in PKR)
Deduction Duration □ 3 Months □ 6 Months □ 12 Months
Deduction should start from (Month) to (Month) .
Date Signature
For F&A use only.
Form Received on:
Salary deduction initiated: From (Month)
F&A Rep Name Signature
113
37 HSE POLICY
37.1 HEALTH SAFETY AND ENVIRONMENT POLICY

System Limited as an Information Technology company is committed to achieving health & safety and
environmental excellence. This is the responsibility of both the management and employees in all functions. System
Limited is striving to provide a safe and healthy working environment and to avoid adverse impact to the
environment and the communities in which we do business. Our program will combine clear leadership by
management, the participation of all employees and functions.
37.2 SYSTEM LIMITED IS COMMITTED TO:

We will achieve continuous growth by providing only Safe, Healthy and pollution free environment and by
being acknowledged as the best in the business by all our customers and interested parties.
Continually improve the effectiveness of its Health, Safety & Environment Management System through
determining interested parties external & internal issues and risks & opportunities in the business and by
supporting its strategic directions.
We are committed to fulfill all the legal, statutory and regulatory requirements related to environment &
occupational health & safety
Foster a workplace culture where our principal concern is to guarantee the physical integrity of our
employees.
Develop objectives related to environment & health safety and training needs based on HSE for continuous
improvement and monitoring the impact of meeting these objectives on the processes & system.
Reduce and where possible eliminate pollution & hazard at source and reduce the risk. System Limited
leadership is committed to ensure that protection of the environment is firmly embedded in both the
company’s and all employees’ culture and will Endeavour to influence its suppliers and customers in a
similar strategic environmental manner.
Empower all employees to actively participate to report unsafe conditions & near misses and take actions
to continually improve HSE culture and Make sure protecting workers from reprisals when they reporting.
Establish HSE audit system to monitor continual improvement for the development of HSE Culture.
Make sure consultation and participation of workers, and, where they exist, workers’ representatives for
Hazard identification and assessment of risks andopportunities.
To develop, implement and maintain and occupational health & safety Management System and to
prevent injury and ill health of everyone that comes under its control.
Make sure support for the establishment and functioning of health and safety committees.
This policy is communicated to all employees, interested parties and displayed for information purposes.
The policy is reviewed at defined intervals for continuing suitability.
114
38 RECORDKEEPING AND DOCUMENTATION

Each employee accepted the employment offer either contractual or permanent is required to provide
mandatory list of documents before their joining.
Mandatory documents include:

• Photograph
• Copy of Computerized National Identity Card
• Experience Letters
• Educational Certificates
• Certifications (if any)
• Approved Copy of resignation
• Salary Slip from last employer of last month
On day of joining employee receive formal “Letter of Appointment” stating the salary, designation, grade
and nature of employment and any other terms applicable to the employment of the individual with
Systems Limited. Original letter is provided to resource and copy of contract is retained for e-file etc.
All new joiners are required to read and provide signatures over NDA related to company confidential
information, email policy, information security Do and Don’ts and other privacy and copy rights documents.
1.1 STORAGE:
All mandatory and signed documents are converted into employee e-file mentioning “EMP ID – Name of
Employee’. E-files are stored/added over EDMIS repository with proper indexing to easily access
information. Only authorized HR representatives are provided access to update and add documents in
employee e-file (Increment & promotions letter).
Encrypted back up of all e-files are created over cloud on weekly basis.
Physical signed documents of last five years are properly locked and stored as per legal requirement. Five
years old physical records are properly shredded and disposed of, only e-file will remain available over
EDMIS for any reference check.
115
39 PAYROLL ADMINISTRATION POLICY

39.1 MONTHLY PAYROLL
All employees will get the monthly salary in the first week of every month. HR will make sure that all new joiners and
leavers are updated and information related to salary revisions, promotions and separations is updated before HCM
payroll run. All payroll information is to be reviewed & approved by the Manager HR prior to initiate payroll.
39.2 PREPARATION OF PAYROLL

HR collect the employee’s attendance and payroll information from all departments and prepare the manual payroll
sheet to compare from system generated payroll sheet, payroll is initiated from HCM and any additional commission
or bonus amounts are added through STF file upload.
Advances and NWDA applied through ESS are auto integrate with payroll upon approval from Finance.
39.3 CHECKING OF PAYROLL

Manager Finance will review the draft payroll sheet prepared by HR for accuracy and inform HR to mark corrections
if required.
39.4 AUTHORIZATION AND DISBURSEMENT OF PAYROLL

Finance payroll manager will authorize the payroll before electronic submission and designated Head of Finance is
authorize to review and approve the disbursement.
39.5 MANUAL PAYROLL CHEQUES

A manual cheque may be issued incase resource does not have his/her bank accounts in Standard Chartered or UBL
39.6 TIME SHEETS

Time sheets are to be submitted by the 30th of the month. They will be reviewed and approved by the immediate
supervisor. If the timesheet is not submitted, the salary will be hold till the resource submit his/her hours and confirm
Finance to verify.
116
40 EMPLOYEE GRIEVANCE POLICY
Purpose
The purpose of this policy is to address the challenges and issues that employees face on a daily basis. To define a
process for them, in case they are uncomfortable with something at work.
Types of Grievances:
1. Workplace Harassment
2. Health & Safety
3. Line Manager/Colleague’s Behavior
4. Employment Conditions
Procedure
• Any employee who has a work-related grievance can directly talk to his/her manager in a meeting and the
line manager shall help in resolving the matter.
• In case the grievance is related to employee’s line manager, then the employee shall take the grievance to
his/her respective HRBP. The HRBP can have separate or joint meetings with both the parties to
understand and investigate the underlying problem.
• After consulting the GCHRO, the recommended solution must be communicated to the parties involved.
• If the grievance involves one of the parties having breached company’s policies, then a warning letter
pertaining to disciplinary action must be issued.
• A copy of the grievance and warning letter (if any) will be added to the employee’s personal file.
117
41 SUCCESSION PLANNING POLICY
Definition:
Succession Planning is an ongoing process of systematically identifying, assessing, and developing talent and
capacity to ensure continuity on business-critical positions in the organization.
Purpose:
The purpose of this policy is:
1. To enable Organization to identify and prepare the right people for the right position at times when they
are needed.
2. Systems Ltd would grow and nurture its own future resources rather than recruiting from outside the
organization.
3. Commitment and loyalty among employees aspiring for higher positions will increase. Morale and
motivation will also be enhanced, while turnover will be curtailed.
Procedure:
• Succession Planning activity will be initiated by HR every year after GPR activity.
• CEO, COO and GCHRO will identify business critical positions which have a strategic impact in
company. Competency Head will be involved for positions within their respective domains.
• Flight risk of incumbents working on business-critical positions is also evaluated.
• After identifying Business Critical Positions and evaluating Flight Risk, three level of successors are
nominated on below given format against each position according to following levels:
Level Definition
0-2 Years Candidate is ready to assume the responsibility of the position within 0 to 2 years.
2-4 Years Candidate is in the long-term development - ready to assume the responsibility of the position
within 2 to 4 years.
• Individual Development plans of Successors are made to make them ready for the position as per their
level.
Succession Plan Format

Title Incumbent Name Flight Risk Successor Name Title Readiness
High/
Medium/ Low Successor Name 1 Title 0 - 2 Years
BCP Name
Successor Name 2 Title 2 - 4 Years
118
42 TRAINING & DEVELOPMENT
Purpose
This policy covers the capability development needs of the organization by developing resources through structured
training and development interventions.
Scope
This policy applies to all permanent, full-time or part-time employees of the company. Employees with
temporary/short-term contracts may also take part in these trainings.
Training & Development
Capability development is an integral part at Systems Limited. The Development plan of each individual is prepared
considering the following two factors:
• Training need analysis (Extracted from Annual Performance review cycle)
• Functional needs as per changing business dynamics
Employees are given relevant trainings as per the above said factors. HCD Collaborates with HODs to better
understand employee & business needs and employees are nominated accordingly for relevant trainings
to enhance their potential and delivery.
Systems limited has developed two state of the art in-house learning centers to cater to the soft skills as
well as the Technical/Functional skills.
• Technical Skills
House of learning
• Functional Skills
Learning Rally • Soft Skills
HCD is responsible for ensuring the quality of trainings through a formal feedback mechanism, while
maintaining minimum training hour and maximum utilization of time and efforts.
Both in-house and external trainers are used for content development and delivery depending on the nature of the
trainings.
119
Professional/technical Certifications
Systems Limited encourages its employees to enhance their technical capabilities through external certifications. A
prior approval from HOD and HR is required before proceeding for the external certification and if the employee is
successful in achieving the certification, then the cost incurred on is completely reimbursed.
All certificates are uploaded on employee personal profiles on HCM.
Certification expense of PKR. 100,000 and above will require the participant/employee to sign a one-year retention bond
with the company before reimbursement.
Process Flow
Self-Identify Professional
Create Ticket on JIRA SLT by
Development Certification or Ticket Approval from HR & HOD
Resource
Nominated by Line/HOD
Attach Certificate and Invoice

For Certification expense above received from the official
After successful certificate
100K, recieve retention bond certification body along any
attempt, update the existing
from HR, sign and revert the additional necessary documents
approval ticket
bond to HR (Vary from case to case) to the
ticket
Ticket will be verified by HR and

reverted to employee. Then employee will extract
If bond applicable, then this will ticket and claim reimbursement
be done after HR recieves the through ESS+ expense claim
bond.
120
43 DAY CARE FACILITY POLICY
43.1 PURPOSE:
The purpose of this policy is to empower working parent/s at Systems Limited by providing them with a
daycare facility within the office premises.
43.2 ELIGIBILITY:
All permanent working parent/s working full-time with children between the ages of 3 months to 3 years.
43.3 SELECTION AND GUIDELINES:
This facility will be provided on a first come first basis, since there are limitations on capacity. In case,
anyone drops out, the next eligible person in the registration log shall be automatically allocated the
available space.
Parent/s who work a minimum of 3 days from the office will be eligible for registration for a permanent slot
in the day care center. (Preference will be given to working mothers).
• Registration Requirements:
o Permanent Employment Status with minimum 3 days’ work from office
o Childs Birth Certificate from Nadra
• Child's Medical Information (any allergies, disease and vaccination certificate which needs to
be updated regularly)
• Systems Limited will provide full time nannies/helpers in order to manage the children.
Hence, no one will be allowed to bring help/staff from outside.
• Parent/s will be fully responsible for changing, cleaning and dressing up their child. Facility
has a separate changing/nursing room along with child friendly washrooms.
• Parent/s must ensure the availability of ample diapers, wipes, and additional pair of
clothes for their children.
• Parent/s will be fully responsible for feeding their child. Food will not be provided by the
company.
121
• Lockers will be provided in order to store baby essentials.

• Day Care RFID access will be provided only to parent/s whose children are enrolled into the
day care. Hence, employees are required to ensure that their daycare RFID is always kept
in a safe place and not shared with anyone. In case it is lost, you are requested to inform
HR immediately.
• Only parent/s will be allowed to pick and drop their child to the daycare. Any breach will
result in serious implications.
• If a child has any symptoms of any viral outbreak or communicable disease (flu,
chickenpox, fever), parent/s must ensure that she does not bring the child to the daycare
and duly inform the daycare management beforehand. In case of misrepresentation, the
day care entry will be revoked.
• Parent/s must ensure that the child does not take any toy/item from the daycare to home.
• In case of any conflict between the children, admin will take action accordingly. The parent
will not in any way get involved or become part of the conflict.
• There is a no tolerance policy regarding passing any verbal comments on a child’s attire,
background etc. Kindly refrain from such discussions with your child.
• Children should take daily bath and wear clean clothes to ensure hygiene standards.
Regular checks will be done by the team to ensure this i.e., regular checks for lice.
122
Registration Form & Check List

Childs Name: Date of Birth:
Father’s Name:
Mother’s Name:
Child Registration Certificate Submitted: Y/N Parent/s CNIC Submitted: Y/N
Competency: Employee Code
Contact Number 1: Contact Number 2:
Child Enrollment Date:
Current Residential Address:
Food Allergies: Y/N Medical Conditions: Y/N

If yes, please provide details: If yes, please provide details:
Is your child fully vaccinated? Y/N Vaccination Documents Submitted: Y/N

Expiry Date:
In the event of any minor emergency, I hereby give permission to Systems Limited to administer First
Aid to my child.
In the event of any medical emergency that requires hospital care where I cannot be reached, I
hereby give permission for a physician to initiate proper treatment for my child.
123
Consent Form
I mother/father of
aged years agree to take full ownership and responsibility of my child at the daycare facility
provided to me by Systems Limited and hereby confirm the following:
I agree to follow all required health and safety protocols outlined by Systems Limited including
but not limited to social distancing, hygiene and fever checks etc.
• By signing this agreement, I acknowledge that my child/family may be exposed to or
infected by COVID or by Monkeypox by attending the daycare, despite the safety
precautions provided by Systems, and that this may result from the actions, omissions,
or negligence of myself/my child/family or others including, but not limited to school
staff and other children and their families.
• I will not send my child to the day care if he/she is not feeling well, has a fever, cough,
diarrhea or any other flu like symptoms.
• I will inform the HR department in case my family has encountered any person who is
COVID positive or has Monkeypox.
• I allow the staff at daycare center to administer emergency first aid, if required.
• All that is stated above is true and correct to the best of my knowledge.
In case of any negligence or ignorance pertaining to the guidelines mentioned in the policy,
organization, Systems will revoke enrollment and take relevant measures accordingly.
Father’s/Mother’s Signature:
Employee Code:
Date:
124
44 MISCELLANEOUS:
44.1 PERSONAL PROPERTY

The Company is not responsible for the loss of personal property or money. Safe and secure
storage of all personal belongings while on Company premises is solely the responsibility of the
employee. Systems Limited cannot be held responsible for loss of employee’s personal and private
belongings.
44.2 OUT-SIDE EMPLOYMENT

No employee shall take up any (full-time or part-time) employment of any company (paid or
unpaid) or be employed in any way or for any purpose whatsoever (paid or unpaid) by any person,
firm or company except with the prior written approval of the VP Human Resources.
44.3 PUBLIC ENQUIRIES

Employees are not allowed to speak on behalf of the Company to the media or make comments
to the public without the express consent of the Management.
44.4 CRIMINAL CONVICTIONS

It is necessary for employers to be aware of previous history of all employees. Management
reserves the right to ask and question any employee on past criminal convictions, arrests or
punishments. Employees reserve the right not to disclose any “Spent convictions”.
Convictions become spent after ten years of crime free period. The management reserves
the right to disqualify any application for employment on the basis of criminal record of any
person depending upon the severity of the crime committed.
44.5 INTERNET AND ONLINE SERVICES

Only Authorized employees are provided access to online service such as Internet. The
management expects employees to use the services provided in a responsible way and for
business related purposes only. In no way these services will be used to access, download or
contribute to the following:
a) Gross, indecent or sexually – oriented materials.
125
b) Sports sites.
c) Job search sites.
d) Entertainment & Gambling sites.
e) Games, Humor
f) Politically oriented sites
g) Employees must refrain from using online services to reproduce and (or) forward
personal email messages to multiple electronic addresses.
h) Employees must refrain from sending any confidential information, unless
required by the Company’s management or client.
i) In Systems Limited only Human Resource Department is authorized to circulate /
share approved information on behalf of the Management through emails to all
Systems Limited employees.
44.6 SECU
RITY
The security of employees, employee’s property and Company property is of vital importance
to Systems Limited. The Company will ensure that proper steps are taken to maintain
security, however all employees are requested to cooperate with the security personnel. The
company would appreciate if all its employees share this responsibility with the Company
and in case of any security violation, they inform the responsible authorities on immediate
basis.
44.7 SECURITY REGULATIONS

The Administration department maintains and promulgates security procedures. The
procedure clearly states the rules for securing the entrances, exits, restricted areas and all
regulations regarding the protection of Company property. All employees are expected to
abide by these rules.
44.8 SMOK
ING
Systems Limited provides a smoke free working environment to all its employees. Smoking is
not allowed inside the office premises. Smokers are requested to smoke outside the office
building at designated spots.
126
44.9 COMPANY STATIONARY

Improper use of Company stationery can cause serious issues both for the Company and the
employee misusing it. The Management of Systems Limited is fully aware of the consequence
stationary such as letter-heads, envelops and any other stationary items bearing the
Company Logo.
a) All company stationary shall strictly be controlled and issued by a senior member of the
management. It will be the responsibility of the issuing person to ensure to the best of
his/her abilities that the department/person requesting stationary will not use the
stationary for any unauthorized/unlawful purpose.
i. No employee is allowed to unlawfully access or use Company stationary. Any
employee found to be in possession of unlawfully obtained stationary, misusing
stationary, tampering or altering any printed stationary such as pay slip,
invoices, bills etc., shall be liable for immediate termination from the Services
of the Company
44.10 PRIVACY OF EMPLOYEE INFORMATION

Systems Limited recognizes the importance of individual privacy and protects each employee’s right to
privacy:
a) Employee’s personal information is limited to that needed by the company for company
business and legal purposes.
b) Company will protect the confidentiality of all personal information in its records.
c) All employees who will be involved in employee’s personal record keeping and having
access to confidential information will be required to adhere to this policy/practice and
sign Non-Disclosure Agreement (NDA).
d) Internal access to employee records is limited to those employees having authorization to
obtain information for business related need, such as Chief Executive Officer, Executive
Vice President/Director IT Operations, Head of Human Resources and Head of Finance
Department. Access also may be given to third parties, including government agencies,
following a court order
e) The Company will refuse to release personal information to outside sources without the
employee’s written approval unless legally required to do so.
127
45 HIRING AND RETENTION OF CLOSE/BLOOD RELATIVES

45.1 PURPOSE
Systems Limited. provides equal opportunity to all, hence close/blood relatives may be hired and/ or retained strictly
on a merit basis.
45.2 SCOPE
This policy applies to all employees of Systems Group.
45.3 POLICY
1. ln case, where any close / blood relative is being hired or is already serving in Systems Group, a formal
declaration is required:
a. New Hires through employment information form as a declaration.
b. Existing employees through his / her respective line manager on an immediate basis through email
to the HR Operations Team.
2. The respective competency and HR Business Partner shall ensure:
a. Both employees must not have reporting relations.
b. Both employees must not be reporting to the same Line Manager.
i. Employees reporting to the same line manager but working in/ under different functions is
acceptable with the approval of HR.
c. If working in the same competency, the hiring must be approved by HR after Business/ Head of
Department approval while keeping clause b.i. intact.
3. In the event of a change in relationship status amongst existing employees during their service with the group,
respective individuals are immediately required to disclose such change.
a. The elements of clause 2 above will be applicable for such change and the following action will be
required in case of conflict with the clause:
- Either of the employees will be offered a position elsewhere within the group
- In case of no availability of a position that is related to the skillset then either of the employees will have
to formally resign and leave the organization.
- The decision of retaining either of the employees rests with the organization.
Definitions
1. Blood Relatives include but are not limited to; parents, siblings, step/half-siblings, son, daughter, parents-in-law,
brother/sister-in-law, and son/daughter-in-law.
2. Close Relatives may include but are not limited to; spouse, grandparents, uncles, aunts, nephews, nieces, and
cousins.
128
46 PERFORMANCE MANAGEMENT POLICY
46.1 PURPOSE
Systems Limited strives to provide an environment where all employees understand the impact their
contributions have on the achievement of Company goals and are provided with an opportunity for ongoing
personal growth. The purpose of an effective performance management system is for employees to have a
clear understanding of the work expected from them, to receive ongoing feedback regarding how they are
performing relative to expectations, to distribute rewards accordingly, to identify development
opportunities, and to address performance that does not meet expectations. The performance
management system empowers employees to have greater input to their personal career progression and
will enable managers to better identify, recognize, and reward individuals based upon an agreed set of
criteria.
For new joiners in Support Function, Line Managers review the performance during and at the end of the
probation period and share recommendation based on performance and objectives/KPI’s agreed for the
next performance year.
46.2 PERFORMANCE MANAGEMENT PROCESS
• Employees will set their objectives/KPI in the online system at the start of the performance year,
in alignment with the Company goals, as communicated by the HOD. This system will allow both
employees and their managers to update and track progress on the goals throughout the year.
An employee's overall rating will be based both on progress on reaching established goals.
• Line Managers will review and accept the goals, post-discussion. This is to ensure transparency
and alignment within teams on expectations set for the rest of the year.
• Line Managers will be reviewing performance against objectives as well as business as usual
during the year and provide continuous feedback to the employees.
• At the end of the performance year, employees will share their self-assessment, against the
objectives/KPI’s with their respective Line Managers.
• Line Managers will discuss performance during the year and share their feedback. Line Managers
will give feedback against the KPI’s set along with measuring criteria agreed at the start of the
year.
• Line Managers will highlight areas of development identified during the year and identify the
developmental objectives for the next performance year.
• During the year, Line Managers can nominate employees for trainings/assignments based on
business needs.
• Employees who join on or before 31 August will be eligible for performance review in the next
performance year.
129
Systems Limited believes in providing a continuous learning environment for all its employees. Hence,
during the performance year if any employee does not meet the requirements of the role Line Managers
will devise a performance improvement plan for them in consultation with their respective HRBP. Any
employee that does not meet the criteria of performance at the end of the year will also be guided on the
areas of improvement and a planned performance improvement plan (PIP) will be devised to support
him/her.
130

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Systems Campus, Software Technology Park, E1-Sehjpal Near DHA Phase-VIII (Ex-Air-Avenue), Lahore

February 02, 2024

2 MISSION & VISION ..................................................................................................................... 13

3 EMPLOYMENT AT SYSTEMS LIMITED ...................................................................................... 14

4 FAMILY SUPPORT PROGRAM................................................................................................... 19

5 HOURS OF WORK ...................................................................................................................... 20

6 WORK PLACE RULES ................................................................................................................ 25

8 LEAVE POLICY ........................................................................................................................... 29

10 TRAVEL POLICY ........................................................................................................................ 45

12 LOANS AND ADVANCES ........................................................................................................... 49

13 PART TIME STUDYING OR TEACHING ...................................................................................... 51

14 OFFICIAL DRESS CODE ............................................................................................................ 52

15 RECRUITMENT, SELECTION & ONBOARDING ......................................................................... 53

16 REHIRING POLICY ..................................................................................................................... 57

16.5 Employee Status & Benefits.......................................................................................................... 58

17 INTERNAL HIRING POLICY & PROCEDURE ............................................................................. 59

18 NON-UNDERGRADUATE DEGREE HIRING .............................................................................. 62

19 WHISTLE BLOWING POLICY ..................................................................................................... 66

20 CONDUCT AT WORK ................................................................................................................. 72

21 DISCIPLINARY POLICY .............................................................................................................. 76

22 SUBSTANCE ABUSE TESTING .................................................................................................. 77

23 EMPLOYEE SECURITY AND WELLBEING ................................................................................ 78

25 ACCEPTABLE USE OF ELECTRONIC COMMUNICATION ........................................................ 81

25.2 Standards and Rules .................................................................................................................... 81

26 TECHNOLOGY USE & PRIVACY ................................................................................................ 83

27 EMAIL AND INSTANT MESSAGING POLICY ............................................................................. 85

28 SOCIAL MEDIA POLICY ............................................................................................................. 90

29 CAR FINANCING SCHEME – GRADE 1A; 1; 2A; 2..................................................................... 91

30 CAR FINANCING SCHEME – GRADE 3A ................................................................................... 94

31 MOBILE PHONE BILLING/CREDIT FACILITY ............................................................................ 95

32 MOBILE PHONE POLICY – GRADE 1A; 1;2A;2 ......................................................................... 96

34 PRODUCTION SUPPORT ALLOWANCE .................................................................................... 99

34.2 Eligibility ....................................................................................................................................... 99

35 LAPTOP SECURITY.................................................................................................................. 101

36 DOST FUND .............................................................................................................................. 108

37 HSE POLICY ............................................................................................................................. 114

38 RECORDKEEPING AND DOCUMENTATION............................................................................ 115

39 PAYROLL ADMINISTRATION POLICY ................................................................................... 116

40 EMPLOYEE GRIEVANCE POLICY............................................................................................ 117

41 SUCCESSION PLANNING POLICY .......................................................................................... 118

42 TRAINING & DEVELOPMENT ................................................................................................... 119

43 Day Care Facility Policy….................................................................................................................. 121

44 MISCELLANEOUS .................................................................................................................... 125

45 HIRING and Retention OF CLOSE/BLOOD RELATIVES.......................................................... 128

46 PERFORMANCE MANAGEMENT POLICY ............................................................................... 129

1.6 The document will be reviewed on yearly basis.

Author Date Version Description Approval

MaqsoodChaudhry 21-Aug-06 Ver 1.2 Email Policy included

Author Date Version Description Approval

Afsheen Iftikhar March 15, 1.14 1. Section 23 Production Support Allowance

Afsheen Iftikhar March 30, 1.15 1. Rates for reimbursement of travel on

M. Ghazanfar AliKhan June 19, 2013 1.19

Author Date Version Description Approval

Zohaib Hassan April 30, 2018 1.26 Travel Policy

Author Date Version Description Approval

2 MISSION & VISION

3 EMPLOYMENT AT SYSTEMS LIMITED

3.1 EMPLOYMENT AT WILL

Grade Sub Grade Titles Benefits

Any Vehicle upto PKR 4.5 Million Value (on Loan) +

7A Associate Consultant Standard Benefits as current

(Grading Structure -Support Services)

Grade Sub Grade Titles Benefits

(Grading Structure -BPO)