SG4SEmployeeHandbookNonOpsENG (Revision1)

Safeguards G4S Sdn Bhd
Employee Handbook
A guide to policies, rules and regulations for

Non-Operations Employee
Prepared By
Human Resource Department
Revision: 1
June 2021
Employee Handbook for Non–Operations Employees
ABOUT SAFEGUARDS G4S
Safeguards G4S is a leading provider of Cash and Security Services in Malaysia. We are
represented in all states across a 30-branch network throughout the country and employing
over 6,000 staff.
We are part of G4S, the world's leading global, integrated security company specialising in the
delivery of security and related services to customers across six continents.
With over 500 custom designed armoured vehicles and 25 cash processing centres,
Safeguards G4S manages over 7,000 Self Service Terminals (SSTs), 1750 CASH360
machines and more than 1,500 bank branches across Peninsular and East Malaysia.
Safeguards G4S is a one-stop service provider in system design, installation, and integration
for Extra Low Voltage System and Electronic Security Systems in Malaysia. We offer the best
complete solutions for standard or customized applications and projects.
At Safeguards G4S, we take pride in providing our customers a comprehensive range of

security and cash solutions through the application of local market knowledge built over 40
years and supported by our global operations and expertise.
We believe that the health and safety of our employees is the utmost important. As a testament
to our effort, we have secured a prestigious Silver Award at the Shell Malaysia Safety Awards
for having a strong commitment to employee safety and welfare initiatives recently.
Our innovative solutions, investment in training and development of technology ensure that
we are able to deliver premium services to our customers.
Subsidiary Companies:
1. Safeguards G4S Sdn Bhd

2. Securicor (M) Sdn Bhd
3. Safeguards G4S (Sabah) Sdn Bhd
4. Safeguards G4S (Sarawak) Sdn Bhd
5. Gwenkens Security Services Sdn Bhd
6. Safeguards G4S Academy Sdn Bhd
7. Safeguards G4S Security Systems Sdn Bhd
Safeguards G4S Sdn Bhd Page 1 of 44

IMPORTANT NOTICE
The Handbook serves to provide a better understanding for new and existing employees of
what is expected of you and what you can expect from the organization.
The purpose of the Handbook is to:
● Set out and clarify the terms and conditions of employment

● Set out and clarify the rules and regulations which employees must abide to
● Summarize the benefits employees may be entitled to
This Handbook applies to all non-operations employees of the Company and it will serve as a
reference guide for you, in your employment with Safeguards G4S Sdn Bhd.
This handbook is subject to change from time to time at the Company’s sole discretion upon
reviewing at any time during its operation either to reflect all current regulations of the
Employment Act 1955 or any other relevant statutes or as and when it deems necessary.
The Handbook cannot cover every possible situation and therefore, for doubts on individual
situations not covered, employee shall refer to their supervisors, Head of Department or
Human Resource Department for clarification. The respective operating unit might have more
detailed departmental instructions which relate to a specific operation or area that are not
stated in this Handbook.
Employees of the Company are required to be conversant with the details in this Handbook.
Where there is any ambiguity arising from the interpretation of any provisions in this
Handbook, the Management shall decide on its interpretation.
Any changes made shall be duly notified to all employees. The contents of this handbook may
be amended, deleted or added in the form of notices, circulars, memos or new editions of this
handbook.

TABLE OF CONTENT
1 INTRODUCTION 7
1.1 Our Values 7
1.2 Health, Safety and Environmental Policy 8
1.3 HSE Golden Rules of Safety 9
1.4 Definition 10
2 EMPLOYMENT 11
2.1 Appointment 11
2.2 Pre-employment Medical Examination 11
2.3 Employee Personal Information 12
2.4 Induction Program 12
2.5 Probation and Confirmation 12
3 WORKING DAYS / WORKING HOURS 13

3.1 Normal Working Hours 13
3.2 Rest Day 13
3.3 Public Holiday 13
4 TRANSFER, SECONDMENT AND PROMOTION 14

4.1 Transfer and Secondment 14
4.2 Promotion 14
5 PERFORMANCE MANAGEMENT 15
5.1 Performance Appraisal 15
5.2 Bonus 15
5.3 Annual Increment 16

6 TRAINING 16
6.1 Compulsory Training 16
6.2 Skills Development Training 17
7 EMPLOYEE RESPONSIBILITIES 17
7.1 Roles and Responsibilities 17
7.2 Attendance Register 18
7.3 Updating Changes of Personal Information 19
8 CESSATION OF EMPLOYMENT 19
8.1 Resignation 19
8.2 Exit Interview 20
8.3 Retirement 20
9 RE-EMPLOYMENT 20
10 EMPLOYMENT OF RELATIVES 20
11 COMPENSATION & BENEFITS 21
11.1 Salary 21
11.2 Payment of Salary 21
11.3 Festive Advance 21
11.4 Salary Deductions 21
11.5 Employee Provident Fund 22
11.6 Social Security Organization (SOCSO) Scheme 22
11.7 Employment Insurance System Act 2017 22
11.8 Income Tax 22
11.9 Overtime, Work on Rest Day and Public Holiday 22
11.10 Outstation Travel Expenses 23

11.11 Annual Leave 25

11.12 Medical Leave / Hospitalization Leave 26
11.13 Prolonged Medical Leave 27
11.14 Medical Benefits 27
11.15 Insurance 28
11.16 Marriage Leave 28
11.17 Maternity Leave 28
11.18 Paternity Leave 29
11.19 Compassionate Leave 29
11.20 Emergency Leave 30
11.21 Unpaid Leave 30
11.22 Haj and Religious Pilgrimage Leave 30
12 SECRECY / CONFIDENTIALITY 31
13 CODE OF ETHICS 31
14 BRIBERY ACT AND CORRUPTION POLICY 31
15 BUSINESS ETHICS POLICY 32
16 PERSONAL DATA PROTECTION ACT 2010 32
17 FINANCIAL SERVICES ACT 32
18 ANTI-MONEY LAUNDERING 32
19 ALCOHOL AND DRUG ABUSE POLICY 33
20 JOINT RESPONSIBILITIES 33

21 RULES AND REGULATIONS 34
21.1 Hours of Work 34

21.2 Attendance, Absenteeism, Punctuality and Promptness 34
21.3 Dress Code and Grooming Standards 35
21.4 Company Identification Tag 36
21.5 Internal Re-vetting Screening Process 36
21.6 Grounds for Disciplinary Action 36
22 ETHICS HOTLINE 40
23 GRIEVANCE PROCEDURES 40
24 SEXUAL HARASSMENT 42
25 AMENDMENTS 43
26 ACKNOWLEDGMENT 44

1. INTRODUCTION
1.1 Our Values
Our values are the standards we set for ourselves and they are reflected in the
culture of the organisation and our every-day behaviour – they provide a guide for
each of us on what is expected as members of the organization.
Safety
• Our goal: bring every employee home safe every night.
• We take pride in keeping our customers’ valuables safe and secure.
Integrity
• We act with honor and integrity.
• We respect each other, our company, our customers and our
communities.
Customer Focus
• We consider the customer first in all we do.
• We understand our customers’ needs and find ways to transform their
experience.
• We hold ourselves accountable for providing value and delivering results
Engagement
• We promote open, direct and constructive communication.
• We inspire employees to drive for excellence in all they do.
Continuous Improvement
• We find ways to streamline our processes and improve performance.
• We empower our people to think creatively and work differently.
• We embrace and drive change.
Diversity & Inclusion

• We foster an inclusive culture that values people with diverse
backgrounds, ideas and perspectives.
• We build a sense of belonging so
all employees feel respected, safe and valued.
• We provide equal opportunity to participate and grow.

1.2 Health, Safety and Environmental Policy
The Company is committed to providing and maintaining the highest Health, Safety and
Environmental (HSE) standards, which are integrated into its working environment and
business operations for all its employees and any other persons who may be engaged in
its business activities. SG4S also recognises that HSE is an essential function, and will
therefore continually improve, update and adapt to changes.
In order to achieve the above objectives, SG4S will commit to implement the following
HSE key strategies:
1. Comply with G4S Golden Rules of Safety, HSE legislation, statutory and
commercial requirements, codes of conduct and other requirements.
2. Identify hazards and risks associated with our business activities and seek ways
to prevent accidents, injuries, near misses, ill health as well as minimise
environmental impacts.
3. Ensure work related incidents and near misses are reported and investigated, and
control measures introduced or improved to prevent recurrence.
4. Establish, implement and review HSE objectives, targets and programmes.
5. Create KPIs to support the implementation of HSE strategies including Zero Harm
policy, and monitor effectiveness.
6. Train and instil HSE awareness amongst all employees, associates and
contractors of their individual HSE obligations.
7. Promote a positive safety culture through clear communications to encourage

changes in attitudes and behaviours towards workplace safety.
8. Encourage contributions from employees in the management of HSE via

employee participation and consultation through the HSE Committee.
9. Seek collaboration and knowledge sharing with HSE experts to continually

improve HSE performance.
10. Develop and maintain a systematic and structured HSE Management System to
proactively manage HSE risks and performance.

1.3 HSE Golden Rules of Safety
All employees must meet the requirements laid out in our HSE Golden Rules of Safety below.
The rules are established to prevent serious and fatal incidents from happening. The
Company can take disciplinary action, including dismissals, against employees for breaching
these rules.

1.4 Definition
In this handbook, unless and otherwise stated, the following definition and
interpretation shall apply:
1.4.1 Approved Doctors shall mean Government medical officers or registered

medical practitioners in private clinics appointed by the Company.
1.4.2 Company shall mean Safeguards G4S Sdn Bhd (SG4S) and its
subsidiaries.
1.4.3 Employee shall include any person who is employed under a contract of
service by the Company.
1.4.4 Non-Operations Employee means groups of administrative employees

who work for functional / support departments for example Human
Resources, Finance, IT, BDU, Procurement and National Security Centre
1.4.5 Immediate Family shall include one legal spouse and dependent children
of the employee. If an employee has more than one legal wife, only the
first wife shall be included.
1.4.6 Dependent Children shall include natural children or legally adopted

children or stepchildren living under the guardianship of the employee and
who are 18 years and below.
1.4.7 Financial Year refers to a period of twelve calendar months starting from
1st January of the year or any other year or any other period as may from
time to time be declared by the Company.
1.4.8 CASH refers to the Cash Solutions group of employees working in Cash
Division.
1.4.9 MSS refers to a group of Secure Solutions employees working in Manned

Security Services (MSS) Division.
1.4.10 ESS refers to a group of Secure Solutions employees working in Electronic

Security Solutions Division.
1.4.11 All reference to the ‘Masculine’ gender shall include the feminine gender.
Unless the context requires otherwise.
1.4.12 All reference to the ‘Singular’ shall include the plural and vice versa unless
the context requires otherwise

2. EMPLOYMENT
2.1 Appointment
2.1.1 Appointment of an employee will only be valid upon successful completion

of official selection process by authorised Supervisor / Manager and if the
employee has furnished a true account of the particulars required in their
application.
2.1.2 Where it is found that the particulars or information are false or misleading
or where relevant information has not been disclosed, the Company
reserves the right to dismiss the employee without notice.
2.1.3 All appointments are subject to the following requirements shall form part
of the contract of service:
i. Documentary evidence of age, educational and professional

qualifications.
ii. Satisfactory Internal Vetting screening process.
iii. Successful Police / KDN screening as required by the Private
Agencies Act 27/71.
iv. Compliance with the Company’s Policies on re-vetting process and
drug screening test.
v. Compliance with all the Company’s terms and conditions of service
prevailing at the time those that may be issued from time to time.
2.2 Pre-employment Medical Examination

2.2.1 All new employees are required to undergo a pre-employment medical
examination. The offer employment will be issued to successful candidate
subject to certification of fitness for employment by the Company Doctor.
2.2.2 In the event that an employee has been permitted to commence

employment before the results of the medical examination is known, the
Company reserves the right to terminate his service if the medical
examination shows that he is medically unfit or if he is suffering from any
illness.
2.2.3 The Company may from time to time, at its sole discretion, require
employees to be randomly tested to ascertain their fitness level or for use
of any illegal drugs and/or prohibited substances. Refusal by the employee
to undergo such a test may warrant disciplinary action by the Company as
it deems fit including that of dismissal.

2.3 Employee Personal Information
The employee shall submit the following to the Human Resource Department as
soon as is reasonably practicable upon reporting for duty:
i. Signed copy of appointment letter

ii. Photocopy of Identity Card
iii. Completed Personal Details Form
iv. Copies of educational certificate
v. EPF, SOCSO, Income Tax number
vi. Bank account number
vii. Emergency Contact details
viii. Other relevant documents required by the Company
2.4 Induction Program
The induction programs have been designed for all new employees to ensure
assimilation into the Company:
2.4.1 General Induction will be conducted by the HR Department for all new
employees to ensure:
i. Employee understands the Company’s policies and benefits.
ii. Employee understands the nature of business and organization
structure of the Company.
2.4.2 Department / Branch on-boarding and induction will be conducted by the

Department / Branch Manager or someone assigned by the Head of
Department.
2.5 Probation and Confirmation
2.5.1 All new executives level and above employees shall undergo a
probationary period up to six (6) months to ascertain the employee
suitability to the position, work performance, competency level, attitude
and conduct. For non-executives level the probation period shall be up to
three (3) months.
2.5.2 The Department concerned will carry out periodical appraisals and a
confirmation appraisal prior to the completion of the probationary period
to determine if the employee’s work performance, competency level,
ability, attitude and conduct, and any other criteria to assess suitability,
meets the requirements of the appointed position.
2.5.3 Employees will be required to attend a confirmation evaluation interview

with the employee’s Supervisor at the end of the probationary period.

2.5.4 The Company may at its discretion extend such probation for a further
three (3) months if the employee’s performance does not meet the
Company’s expectations.
2.5.5 On successful completion of the probationary period, employees will be

given a letter of confirmation.
2.5.6 The Company reserves the right to terminate an employee on

performance ground if the employee does not fulfil the Company’s
expectations during the extended probationary period.
2.5.7 During the period of probation, employment may be terminated by either

party i.e. the Company or the employee by giving twenty-four (24) hours
written notice, without specific reasons being assigned for the termination.
3. WORKING DAYS / WORKING HOURS

3.1 Normal Working Hours
The official working days for non-operations employees are the days between and
including Monday through Friday or between and including Sunday through Thursday
(depending on the Company’s location). The normal working hours are 8:30 a.m. to
5:30 p.m. inclusive of one (1) hour break.
3.2 Rest Day

Each employee is entitled to an Off Day of one whole day and a Rest Day of one
whole day per week which will be determined by the Company. The designated Off
Day and Rest Day may differ for each of the Company’s location.
3.3 Public Holiday
3.3.1 All employees shall be entitled to paid holidays for all gazetted Federal and
State public holidays applicable to the Federal Territory / State in which the
employee serve.
3.3.2 If a public holiday is declared under Section 8 of the Holidays Act 1951, the
Company shall recognize it as a paid public holiday.
3.3.3 If any of the said public holiday falls on an employee’s designated rest day,
the working day following immediately this rest day shall be a paid holiday in
substitution of that public holiday.
3.3.4 If any of the said public holidays falls on the day when an employee is on
annual leave the employee shall be given another day as a public holiday in
substitution.

4. TRANSFER, SECONDMENT AND PROMOTION

4.1 Transfer and Secondment
4.1.1 The Company may at its absolute discretion transfer, relocate or second an
employee from one department to another within the Company or to any
branch, subsidiary Company of SG4S or associate or parent company where
the service of the employee is required. The transfer will be deemed
necessary due to operational exigencies.
4.1.2 The affected employee will be communicated formally in writing prior to the
transfer.
4.1.3 For inter subsidiary transfer, the employment with the present subsidiary shall
cease and a new appointment letter shall be issued. The seniority and other
terms and conditions of employment with the previous Company shall remain
unchanged.
4.1.4 A transfer does not necessarily necessitate a change in wages and benefit
status unless approved by the Company.
4.1.5 An employee who is transferred at his own request shall bear all the related
expenses associated with the transfer.
4.2 Promotion
4.2.1 It is the Company’s policy, wherever possible, to upgrade or promote qualified

employees to fill job openings as and when such vacancies arise.
4.2.2 Promotion, if considered, is based on the following criteria:
i. Availability of Position
Promotion depends upon the availability of an approved vacant
position or new position which carries a higher grade.
ii. Eligibility of Candidates

Eligibility of the candidates depends on formal qualification,
experience, competencies and performance track record,
iii. Suitability of Candidate

Suitability of the candidate will depend upon his current job grade,
years in position, behaviour, attitude, conduct, relevant experience,
skill and knowledge.
4.2.3 A confirmed employee who is promoted may be required to serve an acting

period minimum of three (3) months during which his performance shall be
reviewed for confirmation in the higher position.
4.2.4 Upon promotion to a higher graded position, an employee will be granted a

promotion salary at the rate decided by the Management.

4.2.5 In the event an employee’s performance is deemed unsatisfactory after the

expiry of the acting period, the employee shall revert to his formal position
before the promotion or any other position deemed fit.
4.2.6 Employee who complete his acting period successfully and satisfactorily shall
be informed of his confirmation in writing.
5. PERFORMANCE MANAGEMENT
5.1 Performance Appraisal
5.1.1 To ensure that all employees perform their jobs to the best of their ability, the
Company has instituted a performance appraisal system which stresses the
importance of employee being recognised for good performance and
receiving appropriate suggestions for improvement.
5.1.2 All employees shall be given performance objective which will detail the
requirements and expectations at the beginning of the year.
5.1.3 An employee’s performance shall be evaluated via a performance appraisal

which shall be conducted by his Supervisor at the end of the year, usually in
the month of October.
5.1.4 All performance appraisal shall be based on the criteria set at the beginning
of the year which includes job competency/skills, attitude, attendance and
achievement of the employee.
5.1.5 The purpose of performance interview/discussion is to provide the Supervisor

and the employee an opportunity to discuss job performance during the
performance cycle. The Supervisor should be prepared to discuss the
rationale for each performance ratings, overall performance ratings and
employee career development/improvement.
5.1.6 If employee disagree with their performance evaluation, they should be given
ample opportunity to explain their rationale. The Supervisor may change any
ratings based on mutual agreement with the employee.
5.1.7 At the end of the appraisal meeting, both employee and Supervisor shall
review the performance appraisal form, write any comments and sign the form
indicating the results have been discussed. If the employee refuses to sign
the form, the Supervisor should indicate this on the performance form.
5.2 Bonus
5.2.1 Bonus is not contractual and shall be at the sole discretion of the Company.
5.2.2 Payment of bonus, if declared by the Company shall be based on:

i. The Company's financial results.

ii. The individual performance of the employee based on the performance

appraisal exercise.
iii. Economic and market conditions.
5.2.3 Bonus, if declared, shall be payable to all eligible confirmed employees

according to the duration of service in the calendar year and subject to
conditions and specific criteria determined by the Company.
5.3 Annual Increment
5.3.1 Salary increments may be given at the discretion of the Company and shall
be based on the employee’s performance and the Company’s affordability.
5.3.2 The Company has the right to withhold employee increment due to
unsatisfactory performance. The Company also reserves the right to not
review salaries for the year.
6. TRAINING
6.1 Compulsory Training
6.1.1 Based on position, roles and tasks performed, it is a must for employee
to complete mandatory training required by the Company.
6.1.2 Each module has a period of validity, after which employee must
complete “refresher” training to ensure the knowledge remains current.
Towards the end the validity period, the Training Department will inform
the employee accordingly.
The table below outlines the modules and the validity periods that are
applicable to employee depending on the engagement type:
Training Module Period of Validity

Financial Services Act 1 Year
Anti-Bribery 1 Year
Code of Ethics 1 Year
Anti-Money Laundering 1 Year
Business Ethics Upon joining the organization
Personal Data Protection Act Upon joining the organization
6.1.3 Employee must complete the relevant mandatory training within the
current year of commencement (or at an alternative time as directed by
the Company). Completion of the training is reflected on individual
Training Record.

6.1.4 Employee is responsible for ensuring he completes the compulsory

training. Employee’s Supervisor is responsible for ensuring the employee
have the time to complete the compulsory training and/or to arrange the
employee to attend the training as schedule.
6.1.5 If employee does not complete the compulsory training within the
relevant timeframe, Training Department will notify both employee and
supervisor via email. If employee does not complete the required training
despite the reminders, employee may be deemed to have not complied
with a reasonable direction. Such continued non-compliance may lead to
disciplinary action in accordance with the disciplinary action procedure.
6.1.6 Supervisor who fails to ensure his employees complete the required
training may have demonstrated unsatisfactory performance of his duties
as a supervisor in equipping employees with necessary organisational,
compliance and operational knowledge.
6.1.7 Heads of Department will be provided with a report identifying employees

who have not completed the training and should discuss non-completion
of the compulsory training with the employee and/or supervisor. Training
Department should be contacted regarding disciplinary action.
6.2 Skills Development Training
6.2.1 The Company shall encourage skills development training of the

employees to further motivate them to contribute more effectively to the
Company’s overall business growth and expansion.
6.2.2 Training programs shall be intended to improve the current performance

of an employee in a particular skill, knowledge, competency, behaviour,
attitude and conduct of the employee. All training programs have to be
relevant to business goals, direction and job demands.
6.2.3 The Head of Department shall be responsible to identify employee skill,

knowledge, competency, behaviour, attitude and conduct of the
employee gaps that may have prevented the effective performance of
duties of an employee.
6.2.4 If employee fails to attend the scheduled training may lead to disciplinary
action in accordance with the disciplinary action procedure.
7. EMPLOYEE RESPONSIBILITIES
7.1 Roles and Responsibilities
7.1.1 Employee shall not disclose or divulge at any time during his period of
employment with the Company or thereafter any information as to the practice
of the business, dealings of affairs of the Company or any of its customers or

clients to any of its customers or clients on any other matter which may come
to his knowledge.
7.1.2 It is the employee responsibility to devote the whole of his time, knowledge,
skill and attention to the performance of his duties including, if necessary, time
out of working hours and Public Holidays. It is expected that the management
receive the employee utmost loyalty.
7.1.3 The role and duties of each employee’s position are defined in a variety of
ways including job description, business plans and performance management
plans and each employee agrees to make himself aware of the obligations set
out in those documents.
7.1.4 Every employee recognises that the roles and responsibilities of his position
may change from time to time and agree to such changes so long as these
changes are within his skills, expertise and competence or that does not result
in a significant reduction in his level of responsibility. Every employee also
agrees to accept any change to job title and existing reporting structure which
may occur as a result of organisational change.
7.1.5 The company has a set of policies as varied from time to time that broadly
define procedures, standards of behaviour and requirements of all employees.
Each employee agrees to make himself aware of these documents so that he
is familiar with the obligations of his position.
7.1.6 Employment with the Company shall be subject to all rules, regulations,
circular, memorandums, employee’s handbook and the like, hereafter
collectively referred to as (REGULATIONS) which may be issued by the
company from time to time. In the event of conflict between the Regulations
and the provisions of this contract of employment, the contract of employment
shall prevail unless otherwise stated.
7.2 Attendance Register
7.2.1 Each employee is required to register attendance whenever employee report

to work or leave from work.
7.2.2 All the attendance data will be captured by HRIS and the information will be
used to calculate employee salary, overtime and allowances.
7.2.3 If an employee is unable to report to work, it is the employees’ duty to inform

their supervisor as soon as possible. Employees are responsible for keeping
their supervisor aware of their status on a daily basis. Failure to do so may
result in disciplinary action including termination of employment
7.2.4 In the event where no records are shown in the Time Attendance System, the
employee shall be considered as absent himself from work.

7.3 Updating Changes of Personal Information
7.3.1 It is the responsibility of each employee to notify the Human Resource

Department of any changes in his personal data. A change of personal data
shall include the followings:
i. Address Change
ii. Marital Status Change
iii. Family Member’s Change
iv. Significant Changes in Financial Standing
7.3.2 An employee is required to communicate in writing to Human Resource

Department of such changes within one (1) month of the change.
8. CESSATION OF EMPLOYMENT
8.1 Resignation
8.1.1 Employment may be terminated at any time by the employee. A written

notification of the employees’ intention to resign or termination of contract of
service must be given to their Supervisor. A copy of the resignation letter
should also be copied and forwarded to the Human Resource Department.
8.1.2 In the event an employee is unable to provide sufficient notice of resignation,

the employee shall pay salary in lieu of the short notice as stipulated in the
period of notice.
8.1.3 Upon cessation of the period of restrictive covenants the employee intend to
take up employment with a party which could reasonably be regarded as a
competitor of G4S or the employee intend to establish a business (either solely
or in conjunction with any other person or party) which would reasonably be
regarded as carrying on a business in competition with G4S, the employee
agree that he shall promptly advise the Company of the name of the
prospective new employer or the fact he intends to set up in competition to
enable the Company to properly protect its interests.
8.1.4 The employee shall be required to surrender all Company properties, files,
documents and keys kept by the employee in the course of his employment to
Human Resource Department before or on the last day of service.
8.1.5 The notice period is subject to employees' employment contract. In general,

the notice of cessation shall be as follows:
i. During the period of probation, employment may be terminated by the

employee by giving twenty-four (24) hours written notice or as stated in
your appointment letter.

Employee Level Notice Period During Probation

Below Executive Twenty-four (24) Hours
Executive to Senior Executive Two (2) weeks
Assistant Manager One (1) Month
Manager One (1) Month
Sr. Manager– Head of Department One (1) Month
ii. After the confirmation of your appointment, you are required to serve a
one (1) months’ notice or as stated in your offer letter.
Employee Level Notice Period After Confirmation

Below Executive One (1) Month
Executive to Senior Executive One (1) Month
Assistant Manager Two (2) Months
Manager Two (2) Months
Sr. Manager– Head of Department Three (3) Months
8.2 Exit Interview
8.2.1 Upon leaving the Company, employee is required to go through an Exit

Interview with representative from Human Resource Department.
8.3 Retirement
8.3.1 All employees who have attained the age of sixty (60) years shall retire.
8.3.2 The reemployment of a retired employee shall be at the sole discretion of the
Company, with the written consent and upon the satisfactory medical results of
the employee concerned.
9. RE-EMPLOYMENT
9.1 The reemployment of former employee shall be at the discretion of the Head of
Department and shall be supported by previous Supervisor.
10. EMPLOYMENT OF RELATIVES

10.1 The employment of relatives within the same department is not allowed. In all cases,
relatives shall not be employed at the same time in a superior-subordinate
relationship and in confidential departments such as Human Resources, Payroll,
Finance, Security, Cash Processing Centre, ATM, MSS, Internal Audit and other
areas as may be determined by the Company.

11. COMPENSATION AND BENEFITS
11.1 Salary
11.1.1 Employee fixed monthly salary will be detailed in the letter of appointment or
such other amount directed from time to time by the Company
11.1.2 Wages, less deductions, shall be paid to employee.
11.2 Payment of Salary
11.2.1 The Employee is to provide a valid bank account number for direct deposit
of their salaries, allowances and other payments.
11.2.2 Salary will be paid in accordance to the following dates or such other date
as determined by the Company:
i. Monthly salary into the employees’ bank account by 7th of the following
month
ii. Payment of overtime / allowance (if any) into the employees’ bank
account in the middle of the following month
11.2.3 Employee payslip can be obtained from HRIS/email on the same date the
salary is released.
12.2.4 Employee is to check his payslip and notify Payroll Department of any
discrepancy within seven (7) days from the day that the salary is received.
11.3 Festive Advance
Festive advance is provided to eligible confirmed frontline / operation employees (up to

Team Leader / Officer level only) to cater for his festive needs.
11.4 Salary Deductions
Certain deductions required by law will be deducted from each employee’s wages.
These included statutory deductions; Income Tax, EPF, SOCSO and all legislated or
court mandated deductions as well as voluntary employee authorized benefit deductions
will also be subtracted from employee’s salary. Each employee will receive a statement
which itemized gross pay, deductions and net pay received.

11.5 EMPLOYEE PROVIDENT FUND (EPF)
Employee’s contributions to EPF will be as per statutory requirements, and shall be

calculated in accordance with the requirements of the Employees Provident Fund Act,
1951.
11.6 SOCIAL SECURITY ORGANIZATION (SOCSO) SCHEME
The Company will contribute to SOCSO based on its proportion and employees’ monthly
contribution as required by the Social Security Act 1969.
11.7 EMPLOYMENT INSURANCE SYSTEM ACT 2017
The Company will contribute to the Employment Insurance System administered by the
Social Security Organization (SOCSO).
11.8 INCOME TAX
The Company will make monthly Income Tax deductions from employee’s salary in
accordance to the requirements of the Income Tax Act 1967
11.9 Overtime, Work on Rest Day and Public Holiday
11.9.1 Working hours that is additional to the stipulated official working hours in the
employment agreement are considered as overtime.
11.9.2 Employee who worked overtime shall obtain prior approval from his
Supervisor and respective Head of Department.
11.9.3 An employee (up to Senior Executive level only) who is eligible for overtime
claim will not be eligible for replacement leave or time off, in lieu of overtime.
11.9.4 Payroll Department shall calculate overtime claim based on the formula set
out in the Employment Act 1955.
11.9.5 Overtime payment is payable in the middle of the following month and shall
subject to local legislative deductions and regulations.
11.9.6 The overtime rate for approved work outside normal working hours, work on
rest day and work on public holiday shall be as follows:

Basic Salary not more than RM2,000 for Peninsular Malaysia

and RM2,500 for East Malaysia
Overtime
Overtime Hour Overtime Rate
Category
Wages / 26 days / 8 hours
Normal Per Hour (working hours)
x 1.5 x no. of hours worked
Normal working hours
Half of one day daily wages
does not exceed 4 hours
Normal working hours
Rest Day more than 4 hours but One day wages
does not exceed 8 hours
Wages / 26 days / 8 hours
Working in excess normal
(working hours)
working hours
Working less than normal
2 days wages
working hours
Public
Holiday Wages / 26 days / 8 hours
Working in excess normal
(working hours)
working hours
11.10 Outstation Travel Expenses
An employee who is required to travel on the Company’s business outside his place of
employment is entitled for an outstation reimbursement.
11.10.1 Transportation and Mileage Claim
i. An employee is required to use the most economical means of

transportation available and the shortest possible route to his
destination. However, practicality and convenience of travelling will be
considered.
ii. Employee without monthly per diem / travelling claim is eligible for the
following claim:
 Own private car – Mileage claim RM0.60 per km
 Own private motorcycle – Mileage claim RM0.35 per km
iii. Employee with monthly travelling claim or transport allowance:

 Not eligible to claim for mileage except for;
 Travelling more than 50 km from his permanent base on a
single trip

iv Employee allocated with company car or travel in a Company owned

vehicle:
 Not eligible to claim mileage
 Entitled to toll and parking reimbursement
v. The Company shall reimburse any parking fees and toll charges
incurred by the employee during the course of such business trip
provided his claims shall be supported by documentary evidence.
11.10.2 Air Travel
Economy Class subject to the most economical means of transportation

available and the shortest possible route to destination. However, practicality
and convenience of travelling will be considered.
11.10.3 Public Transportation
An employee may claim the actual expenses incurred when traveling using
public transportation such as taxi, Grab, bus and train.
11.10.4 Accommodation
An employee who is required to travel on business trips and overnight stay

will be provided with accommodation claim:
 With receipt RM100 per night

 Without receipt RM60 per night
11.10.5 Outstation Meal Allowance
An employee who is on outstation duty will be eligible to receive Meal

Allowance subject to the travelling time as follows:
Meal Travelling Time
Breakfast Starts travelling before 9.00 am

Lunch Continue to travel after 3.00 pm
Dinner Continue to travel after 7.00 pm
The rate for domestic travel outstation meal allowance is as follows:
Travel Location Breakfast Lunch Dinner Total

Peninsular & East Malaysia RM8 RM13 RM19 RM40

11.11 Annual Leave
11.11.1 The leave policy shall follow the calendar year of 1 January to 31 December.
11.11.2 An employee may take annual leave, subject to the approval of the
immediate supervisor.
11.11.3 New employees who join the Company during the calendar year shall be
eligible to leave entitlements on a pro-rate basis.
11.11.4 Application of annual leave must be made via the HRIS at least five (5) days
before commencement of leave.
11.11.5 Approval of leave is subject to operational requirements where the number

of leave taken at a time may need to be changed in accordance with the
operational needs.
11.11.6 An employee is allowed to take Half Day leave which is deducted from an
employee’s annual leave eligibility. An employee can select half day leave
either in the morning or afternoon.
11.11.7 Employee is not allowed to carry forward unutilised annual leave to the
following calendar year, unless with the approval of Head of Division and HR
Director. Any unutilised leave days shall be forfeited.
11.11.8 In the event an employee leaves the organisation, any unutilised leave will
be offset or encashed, subject to Company’s approval.
11.11.9 In the event an employee has tendered his/her resignation, and has taken
advanced annual leave, the excess annual leave days will be regarded as
Unpaid Leave, and deductions will be made to the employee’s final salary
accordingly.
11.11.10 Employee under probation may apply leave during their probationary period
after completion of one-month service. However, the approval for the same
shall be at the sole discretion of the Company.
11.11.11 The Company may at its discretion change the leave entitlement of
employees.
11.11.12 The annual leave entitlement for employee will be in accordance to the
employee’s letter of appointment.

11.12 Medical Leave / Hospitalization Leave
11.12.1 Medical leave will be granted to employee who have been examined by
the Company’s Doctors or by a Government Hospital and is certified unfit
to work due to illness or injury.
11.12.2 An employee shall be required to notify his Supervisor immediately of

such medical leave.
11.12.3 The employee is required to produce the medical leave certificate to the
Supervisor for verification and then to submit to the Human Resource
Department via the HRIS on the first day the employee returns to work.
11.12.4 An employee who absents himself from work on medical leave which is
certified by Company Doctor or by a Government Hospital, but without
informing or attempting to inform his Supervisor of such medical leave
within 48 hours of the commencement shall be deemed absent from work
without permission and shall be subjected to disciplinary action.
11.12.5 Medical leave in excess of the eligibility limit shall be treated as unpaid
leave based on medical grounds.
11.12.6 A female employee who is on maternity leave shall not be eligible for paid
sick leave.
11.12.7 An employee shall be entitled to the following paid medical leave. Where
no hospitalization is necessary:
i. Fourteen (14) days in the aggregate in each calendar year if the

employee has been employed for less than two (2) years.
ii. Eighteen (18) days in the aggregate in each year if the employee has
been employed for two (2) years or more but less than five (5) years.
iii. Twenty-two (22) days in the aggregate in each year if the employee
has been employed for more than five (5) years.
11.12.8 Sixty (60) days in the aggregate in each calendar year if hospitalization
is necessary (as may be certified by such registered medical practitioner
or medical officer). The total sixty (60) days of hospitalization is inclusive
of medical leave utilised for the calendar year.
11.12.9 An employee or his representative shall notify the Supervisor as soon

as the employee is admitted in the hospital.

11.13 Prolonged Medical Leave
11.13.1 On the recommendation and certified by the Company’s Panel Doctor or

Government Hospital to be mentally unsound, or suffering from illness
requiring prolonged treatment such as tuberculosis, cancer, leukaemia,
poliomyelitis, leprosy or cerebral thrombosis or any terminal prolonged
illness that requires hospitalization or deemed as hospitalization, may be
granted a leave of absence.
11.13.2 The leave of absence shall be as follows:

 Up to a maximum of two (2) consecutive months leave on full pay;
 Thereafter, up to a further ten (10) consecutive months unpaid leave.
11.13.3 After the expiration of the full pay leave of absence, the Company shall
review the situation and decide on the next course of action.
11.13.4 The employee will not be entitled to any paid leave if he refuses to
undergo the course of treatment recommended by the Company’s doctor
or the appropriate Government Hospital.
11.13.5 The employee may return to work only after he has been certified as fully
recovered by the Company’s doctor or the appropriate Government
Hospital.
11.14 Medical Benefits
11.14.1 The Company will pay for employee personal medical expenses
whenever treatment is sought from the Company’s doctor subject to the
employees’ medical entitlement.
Any referral by the Company’s doctor for specialist treatment should seek
first the Company’s written approval. The approval if given would be in
accordance with the conditions in the Company’s Group Hospitalization
and Surgical Insurance Policy.
11.14.2 The Company will not pay for the cost of the following:
i. Medical or surgical or other appliances including spectacles.
ii. Dental charges including dentures.
iii. Any eye test, refractive errors of the eyes, including spectacles.
iv. Any treatment or surgical operation for congenial animosities or
deformities and/or circumcision.
v. Any treatment or surgical operation for pregnancy and miscarriage
vi. X-Rays fees.

vii. Any expenses arising out of proven self-inflicted injury, illness or

diseases.
viii. Any expenses for treatment of nervous and mental cases which
have been certified by a Government Hospital in charge of mental
cases
Any expenses incurred in respect of illness, injury or disablement arising
from any proven own fault, participation in or attending any hazardous
sports, pursuit of pastime, attempted suicide, the performance of any
unlawful act, exposure to any unjustifiable hazards (except when
endeavouring to save human life), provoked, assault, usage of drugs not
medically prescribed, excessive use of alcohol, or any breach of the
peace or disorderly conduct.
11.15 Insurance
11.15.1 Group Hospitalisation and Surgical Insurance
i. The Company provides Group Hospitalisation and Surgical

coverage to all employees. Schedules of benefits and its
exclusions can be referred to the relevant policy.
ii. The scheme covers employee only and NOT for members of
employee’s family.
iii. The scheme is non-contributory
11.15.2 Group Personal Accident Insurance
Employee will be insured by the Company against death or permanent

disablement under the Group Personal Accident Policy.
11.16 Marriage Leave
11.16.1 Marriage leave of two (2) working days shall be given to confirmed
employee on the occasion of their first legal marriage.
11.16.2 Applications for Marriage Leave must be supported by appropriate

documents and must be submitted to Supervisor and the Human
Resource Department through HRIS systems.
11.17 Maternity Leave
11.17.1 Every female employee shall be entitled to maternity leave for a period
of 60 consecutive days (including any rest days and public holidays
during such period) as provided for in the Employment Act 1955.

11.17.2 Maternity leave shall only be granted after 22 weeks of the pregnancy.
Leave on account of miscarriage or abortion of pregnancy prior to 22
weeks shall be considered as normal medical leave.
11.17.3 A female employee applying for maternity leave must submit her
application for such leave before the commencement and as early as
possible in advance, in order to facilitate work arrangements. Maternity
leave shall not commence earlier than thirty (30) days immediately
preceding and not later than the day immediately following her
confinement.
11.17.4 A female employee shall not be entitled for maternity allowance if at the
time of her confinement she has five (5) or more natural surviving
children.
11.17.5 It will be at the Company’s sole discretion to transfer any expecting
female employee to any other department or position in the Company for
the duration of her pregnancy if deemed necessary.
11.17.6 A copy of the Birth Certificate must be submitted to the Human Resource
Department for updating of the employee’s record.
11.18 Paternity Leave
11.18.1 Every married male employee shall be granted three (3) days paid leave,
inclusive of off-day and public holidays, upon the birth of every child not
exceeding five (5) deliveries by his first legal wife. A copy of the Birth
Certificate must be submitted to the Human Resource Department for
updating of the employee’s record.
11.18.2 The employee is required to notify his superior officer on the

commencement of Paternity Leave.
11.19 Compassionate Leave
11.19.1 Compassionate leave of four (4) consecutive days (including off days,
rest days and public holidays) will be given to employee in the event of:
i. Death of spouse
ii. Death of child
iii. Death of parents
iv. Death of siblings
v. Death of parents-in-law
vi. Death of grandparents
vii. Natural disasters
11.19.2 The employee is required to notify his superior officer on the

commencement of Compassionate Leave.

11.19.3 Applications for Compassionate Leave must be supported by the Police

Report or Death Certificate. These documents must be submitted to the
Human Resource Department via HRIS systems.
11.20 Emergency Leave
11.20.1 Employee may apply for emergency leave in genuine urgent situation
which is not anticipated. Genuine urgent situation shall be defined as
follows:
i. Injury of family member
ii. Accident / breakdown of vehicle
iii. Natural Disaster
iv. Sudden death of a family member(s)
v. Any other acceptable reason
11.20.2 Employees may apply for emergency leave by informing their Head of
Department or Human Resource Department before 10:00 am on the
same day via HRIS systems with supporting document. Such leave, if
approved shall be recorded as annual leave. However, if the annual leave
is exhausted, it shall be recorded as unpaid leave.
11.21 Unpaid Leave
11.21.1 Any employee who is yet to be entitled for annual leave or has exhausted
their annual leave may apply for unpaid leave in urgent situations. Prior
approval from HR Director is required and employees are not encouraged
to take unpaid leave unless necessary.
11.21.2 Any employee on approved unpaid leave shall not be entitled to any
payment of benefits or allowances during that period of absences
11.22 Haj and Religious Pilgrimage Leave
11.22.1 All Muslim employees shall be entitled for Haj (pilgrimage) leave as
follows (based on years of service):
a. 7 years to less than 8 years : 45 days

b. 8 years and above : 50 days
11.22.2 Any additional days required to perform the Haj or religious pilgrimage
shall be deducted from the annual leave. Applications for such leave must
be submitted at least three (3) months prior to performing the Haj or
religious pilgrimage and the employee is to inform the Company once
confirmation of his departure date has been obtained from the relevant
party.

12. SECRECY/CONFIDENTIALITY
12.1 Employee while being employed by the Company are not to expose any information
or knowledge pertaining to the business or affairs of the company to the competitors
and former employees. Employee is required to only use the said information or
knowledge for the purpose of the Company.
12.2 Employee must also use their judgement to prevent others from doing so. This is to
avoid employee from being charged for abetting the person that exposes the
information.
13. CODE OF ETHICS

13.1 Our customers count on us to do the right thing every day. Operating with the
highest standards of ethics is critical to our success and provides a competitive
advantage. Operating ethically and with integrity is not only about making good
business sense - it also shapes our culture and the open, honest environment we
are building where everyone feels engaged and comfortable to raise questions,
concerns and participate in conversation and decision-making.
13.2 Our Code of Ethics lays the foundation for our ethical conduct and provides
guidance for how we work. It also is built on these four principles of respect:
• Respect for each other,
• Respect for SG4S and its stakeholders,
• Respect for our customers, and
• Respect for our communities.
We must all follow these guidelines and hold firm to our principles, no matter what
business pressures we face.
14. BRIBERY ACT AND CORRUPTION POLICY

14.1 The company practices a zero-tolerance approach to bribery and corruption. All
employees are required to agree, abide and undertake the Bribery Act Corruption
Policy.
14.2 The Company is committed to acting professionally, fairly and with integrity in all of
its business dealings and relationships wherever the Company operates.
14.3 Bribery can be defined as a financial or other advantage. For example, any form of
offering, promising, giving, accepting or soliciting of an advantage as an
inducement for an action or activity are an act of bribery.
14.4 Bribe can take in any form from gift, loans, fees, rewards or other advantages such
taxes, services and donations. The bribe may not always be of large value but could
even be in the form of lunch or an invitation to a sporting event.

15. BUSINESS ETHICS POLICY
15.1 Business Ethics is the behaviour that a business adheres to in its daily dealings.
Employees are expected to maintain a high sense of values and conduct honest
and fair practises in all business dealings.
15.2 Business Ethics approach consists of these values: Approach to being a Good
Corporate Citizen, Standard of Business Practice, Approach to Corporate
Governance, the Company Commitments to Employee and Employees
Commitment to the Company.
15.3 Any action by an employee is been monitored on a regular basis via whistleblowing
reports facility, internal/external audit and ongoing management reporting.
Employees deliberately or recklessly breach this ethics policy may result in
disciplinary action and where appropriate, criminal proceeding will be instituted.
16. PERSONAL DATA PROTECTION ACT 2010
16.1 The Personal Data Protection 2010 [Act 709] regulates the collection, processing,
recording, holding or storing of clients/third party personal data for the purpose of
commercial transactions.
16.2 Employees are not to disclose, expose or share the data to a third party and need
to comply with the ACT while working with Safeguards G4S. Compliance to this
ACT is mandatory and failure to comply may amount to serious misconduct.
17. FINANCIAL SERVICES ACT
17.1 The Financial Services Act 2013 [FSA 2013] under Section 133, regulates the
disclosure of any document or information related to the affairs or account of any
financial institution’s customer.
17.2 Employees are not to disclose, expose or share the documents of any financial
institution’s customer to a third party and need to comply with the ACT while working
with Safeguards G4S. Compliance to this ACT is mandatory and failure to comply
may amount to a serious misconduct.
18. ANTI MONEY LAUNDERING

18.1 SG4S is to comply with all anti-money laundering laws and regulations and to assist
in the prevention of money laundering and activities that facilitate money laundering
or funding of terrorists or other criminal activity.
18.2 Money laundering is generally defined as engaging in lawful acts which are
designed to conceal or disguise the true origin of criminally derived proceeds so
that the unlawful proceeds appear to have derived from legitimate origins or
constitute legitimate assets. Generally, money laundering occurs in three stages:

Placement: Cash generated from criminal activities is converted into

monetary instruments, such as money orders or traveler's checks, or deposited into
accounts at financial institutions.
Layering: Funds are transferred or moved into other accounts or other

financial institutions to further separate the money from its criminal origin.
Integration: Funds are reintroduced into the economy and used to purchase
legitimate assets or to fund other criminal activities or legitimate businesses.
Terrorist financing may not involve the proceeds of criminal conduct, but rather an
attempt to conceal the origin or intended use of the funds, which will later be used
for criminal purposes.
19. ALCOHOL AND DRUG ABUSE POLICY
19.1 Safeguards G4S recognises the impact that both alcohol and drugs may have upon
an employee ability to work safely and correctly.
19.2 Employees may be subjected to disciplinary action when they distribute, consume,
possess or test positive for the presence of alcohol or drugs whilst at work.
19.3 Consumption of alcohol or illegal drugs whilst at work or during breaks will be
treated as a serious disciplinary offence and may lead to dismissal.
20. JOINT RESPONSIBILITIES

20.1 In cases where employee during work causes losses, shortages and
misappropriation, the company reserves the right to recover such losses.
20.2 The Company may deduct the salary or use other methods to recover the losses
from relevant employee either individually or jointly.
20.3 Employees are required to strictly abide by the Covid-19 Standard Operating
procedures (SOP) set by the Company and the Ministry of Health Malaysia (MOH).
Compulsory SOPs and preventive measures such as wearing double face masks
and maintaining physical distancing of at least 1 meter apart at all times during work
greatly lowers the risk of Covid-19 transmission.
20.4 It is within the responsibility of all employees to register for Covid-19 vaccination
through MySejahtera App and receive vaccinations as determined by the The
National Covid-19 Immunisation Programme. Employees in need of an exemption
from this due to a medical reason must inform and provide relevant supporting
documents to the Human Resource Department accordingly for our record.
20.5 In accordance with SG4S's duty to provide and maintain a workplace that is free of
known hazards, we are adopting this policy to safeguard the health of our
employees and their families; our customers and visitors; and the community at
large from infectious diseases, such as Covid-19, that may be reduced by

vaccinations and by strictly following the established SOPs as well as other

preventive measures.
21. RULES AND REGULATIONS

21.1 Hours of Work
21.1.1 Hours of work is the period during which employees are expected to carry
out the duties assigned by the Company. It does not include any break
allowed for rest, tea breaks and meals.
21.1.2 Employees are generally not required to work more than 5 consecutive
hours without a break. However, if the nature of the work requires
employees to continuously work for up to 8 hours, breaks will be provided
for meals. The breaks should be at least 45 minutes long in aggregate.
21.1.3 Employees are not allowed to work more than 12 hours a day. However,
the Company may ask employees to work more than 12 hours a day for in
the following circumstances:
i. An interruption of work that was impossible to foresee

ii. An accident or threat of accident
iii. Urgent task that cannot be avoided
21.2 Attendance, Absenteeism, Punctuality and Promptness
21.2.1 Attendance
Employee is considered having a good attendance when he:
i. Reports consistently to work.

ii. Comes to work at the scheduled shift start time.
iii. Leaves work at the scheduled shift end time (except when paid
overtime is required.)
iv. Be at work during working hours (excluding breaks)
v. Takes breaks that don’t exceed an expected duration.
vi. Notifies the Supervisor when he needs to be absent or late.
vii. Absent or late with good reasons only.
All employees need to record their work attendance (clock-in/clock-out).
If employee forgot to clock-in/clock-out, he must inform respective

Supervisor/Manager about his absence within two (2) hours of such
absence. Employee is responsible to submit supporting documents to
support such absence.
Employee on medical leave is required to submit his medical certificate

upon returning to their place of work. This will be recorded as medical
leave inside the HRIS. Any medical leave without a medical certificate will

be considered as absent and salary deduction will be made. In addition to

that, the Company will take the necessary disciplinary action.
21.2.2 Absenteeism
An unscheduled absence occurs when an employee is not present at work

during a normally scheduled work period.
This includes not coming to work frequently or taking excessive sick leave
without being able to submit medical certificates. The Company may take
disciplinary action, including dismissal, against employee on this
misconduct.
If employee cannot come in to work, he must notify his Supervisor

immediately. If unable to do so please contact Human Resource
Department instead.
The Company understands that employee may be absent for reasons such
as medical emergencies.
Employee that is absent from work for more than two (2) consecutive
working days without approval and without notifying the
manager/supervisor is considered absconded. He may be subjected to
disciplinary action and or/ immediate dismissal.
21.2.3 Punctuality and Promptness
Timely and regular attendance is expected from all Safeguards G4S

employees. It is important for employee to be at his desk/post on time.
Employee must notify his Supervisor / Manager of any tardiness in
advance. This includes coming in late, taking longer breaks than normal
and leaving earlier from work.
When an employee has accumulated multiple records of tardiness, he may

be subjected by disciplinary action process, up to and including termination
of employment.
21.3 Dress Code and Grooming Standards
21.3.1 Employees must maintain an appropriate standard of dress and personal

appearance at work. Employees need to conduct themselves in a
professional manner at all times both within the workplace and when
representing the Company.
The Company recognises the diversity of cultures and religions of its

employees and will take a sensitive approach when this affects dress and
uniform requirements. However, priority will be given to health and safety,
security and other similar considerations.

21.3.2 On Friday, employees are allowed to wear casual clothing such as jeans,
casual blouses or shirts/T-Shirts with collars.
21.3.3 Tattoos are to be kept covered during working hours. Facial piercings are
to be covered or removed during working hours.
21.3.4 Slippers are not allowed except for medical reasons.
21.3.5 The examples above do not cover everything in defining acceptable and
unacceptable standards of dress and appearance. Employee must use
common sense in adhering to the dress code and grooming standards.
21.4 Company Identification Tag
21.4.1 A Safeguards G4S identification tag (ID tag) with name, photo and
identification number will be issued to employee on the first day of
employment.
21.4.2 The ID tag also acts as an electronic key to enter the building and other
secured areas as needed.
21.4.3 For security reasons, all employees are required to wear their ID tag in a
visible position at all times during working hours.
21.4.4 If wearing an ID tag would pose health and safety risk or not suitable for
carrying certain work, employee may carry it without showing it.
21.4.5 ID tag badges must not be left unattended. They should either be locked
away or removed from the Company out of office hours.
21.4.6 If employees lose their ID tag, they need to make a police report and
forward the report to the Human Resource Department for replacement
process. The replacement fee of RM50.00 will be imposed on any lost ID
tag.
21.5 Internal Re-vetting Screening Process
21.5.1 Re-Vetting is a process of updating change in employee personal

information for record purposes. It is done by the Human Resource
Department once a year and once every two years depending on the types
of employees. All employees are required to participate in these
procedures when instructed by the Company whenever it is necessary.
21.5.2 Employee must notify the Company/Human Resource Department

immediately whenever his important personal information changes.
21.6 Grounds for Disciplinary Action
21.6.1 All employees shall at all times maintain reasonable standards of work,
conduct and discipline in accordance with expressed or implied obligation
to and expectation of the Company.

21.6.2 The Company reserves the right to take disciplinary action on grounds of
misconduct against employee concerned for any misconduct, indiscipline
or any breach of Company Standard Operating Procedures (SOP) in
accordance with the general principle of natural justice.
21.6.3 Misconducts can occur from the following scenarios:

i. Breach of assigned duties;
ii. Breach of express and implied conditions of service;
iii. Breach of Company SOP, Golden Rules and stipulated rules by the
Company;
iv. Offences involving moral; and
v. Committed an offence under the Penal Code.
21.6.4 Misconducts
Misconducts can be classified into 2 main categories:

i. Minor Misconduct; and
ii. Major Misconduct.
To determine which category does an act of misconduct falls into largely

depends on the merits of each individual case and the detrimental effect
that it has or can potentially bring to the Company.
21.6.5 Major Misconduct with Serious Nature
For all disciplinary cases, the Company shall pursue the due process
accordingly. However, for any major misconduct of a serious nature which
is dismissible offence as follows that is admitted unequivocally in writing
by the employee in response to the Company show cause letter, the
Company can pursue appropriate action for dismissal.
1. Theft, Fraud and Dishonesty

2. Misappropriation of Company Cash/Fund
3. Illegal Drug – In possession or consumptions whilst on duty
4. Violence at workplace
21.6.6 List of Minor and Major Misconducts
Examples of misconducts are as listed below:
1. Absenteeism
2. Unauthorized Leave/Sick Leave
3. Habitual Lateness
4. Cease working early (Early Out)
5. Loitering/Malingering
6. Work Interference

7. Tardiness
8. Improper Dress Code
9. Failed to attend CSG/Firearm Trainings/ Compulsory trainings
10. Failed to record Firearm release or restoration
11. PPE Compliance
12. Smoking whilst on duty/Company Premise
13. Insubordination
14. Neglecting Assigned Work
15. Patterned MC/Absence
16. Excessive MC/Sick Leave
17. Unpaid Leave without authorization
18. Usage of Company Facilities for personal use
19. Breach of Company Golden Rules/HSE Golden Rules
20. Breach of Safety Rules and Regulation
21. Failure of Duty Alertness/Performance
22. Money Lending/borrowing money from employees/customers
23. Display of Obscene Images
24. Leaving work station without authorization/approval
25. Alcohol Intoxication
26. Illegal Drugs – In possession or consumptions whilst on duty
27. Theft, Fraud and Dishonesty
28. Bribery
29. Participation in Illegal Strike/Picket
30. Violation (Threats)
31. Conviction of Crime
32. Conflict of Interest (Personal Business)
33. Disclosing Confidential Information of the Company
34. Destruction of Company’s Public Image
35. Falsified of document
36. Loss of Company Vehicle
37. Illegal Gambling in Company Premise
38. Sleeping on Duty
39. Failure to declare Health Status
40. Dangerous Conducts/Fighting/Assault

41. Immoral Activities/Sexual Harassment

42. Falsifies MC
43. Breach of Road Traffic Rules and Regulations
44. Misappropriation of Cash
45. Abuse of position of office or power
46. Use of abusive language towards other staff
47. Habitual Absence
48. Spreading false information or confidential information related to other
employees or Company via social media or other channels of
communication
21.6.7 Disciplinary Procedure
The general principle of natural justice shall apply to the execution of a

disciplinary procedure.
21.6.8 Disciplinary Action and Punishment
The disciplinary action to be applied will take into consideration the

seriousness of the case and any mitigating factors. The following
disciplinary action against an employee may be imposed:
Employees suspended from work 14 days with half pay
Domestic Inquiry Proceeding by Human Resource
Guilty Not Guilty
Punishment Report back to work

i. Final Warning
ii. Suspension without pay (14
days)
iii. Downgrading
iv. Dismissal

22. ETHICS HOTLINE

22.1 Ethics hotline is a global whistleblowing system that operates 24 hours a day and
seven days a week. It offers a confidential channel for employees to report concern
about serious wrongdoing.
22.2 Safeguards G4S want to create an environment where all employees can voice out
without fear of retaliation and that their concern will be investigated properly.
22.3 Examples of serious wrongdoing are theft, fraud, bribery, corruption, criminal act,
non-compliance of SOP, abuse of power, threats and violence.
22.4 For Malaysia, the Ethics Hotline toll-free number is 1 804 289 9611 and the
dedicated website is https://brinkshotline.ethicspoint.com. The Company urges all
employees that see or suspect any serious wrongdoing or breach of Code of Ethics,
to do the right thing and report it.
23. GRIEVANCE PROCEDURES

23.1 The Company acknowledges that employee may seek to resolve grievances that
arise from his day to day employment.
23.2 It is the Company’s policy to ensure any issues that occur during the course of
employment may be raised and where possible resolved quickly.
23.3 The parties concerned must make every effort to resolve the grievance between
themselves. If this is not possible due to the nature of the complaint, further action
can be taken.
23.4 Employee is advised to first use HR Helpdesk to get more information on this
matter. The HR Helpdesk toll-free number is 1-800-88-6862.
23.5 Informal
23.5.1 If an employee is unhappy about the treatment they have received or any
aspect of their work, they should discuss with the direct
manager/supervisor who will attempt to resolve the situation on an informal
basis.
23.5.2 Where an employee feels unable to approach their manager/supervisor

directly, they should approach the HR Department to discuss ways of
dealing with the matter.
23.6 Formal Action
23.6.1 Where informal action did not resolve the matter, an employee may raise
a formal grievance under Grievance procedure below.

23.6.2 No formal action should be taken without first consulting with the HR
Department for advice as it is important that the correct procedure is
followed.
23.7 Making the Complaint
23.7.1 Employees need to submit their grievance report in writing to their

immediate manager/supervisor.
23.7.2 The report needs to be as detailed as possible. For example, employees

need to include basic information such as what has happened, who is
involved, where it happened, when it happened and how it happened.
Please attach any necessary information to support the case such as
picture, documentations and witness information in the report.
23.7.3 In cases where the grievance is in relation to the employees’

manager/supervisor, the grievance should be submitted in writing directly
to the HR Department.
23.8 The Grievance Meeting
23.8.1 The manager dealing with the grievance (“the interviewing manager”) will
arrange for a meeting to discuss the grievance.
23.8.2 Before that, the employee needs to provide the interviewing manager with
sufficient information so that the manager knows the basis of the
grievance. The information can be provided either in the grievance report
itself as above, or by providing oral or written details separately.
23.8.3 Wherever possible, the grievance meeting should take place within 10
working days of receipt of the grievance by the employee’s
manager/supervisor.
23.8.4 The grievance meeting will only take place after the interviewing manager
has completed his investigation based on the information provided by the
employee. In certain cases, the interviewing manager may postpone a
grievance hearing in order to obtain further information or to enable further
investigation to take place.
23.9 After the Meeting
23.9.1 After the meeting the employee will be informed, within 7 working days of
the decision made in response to the grievance.
23.9.2 The outcome of this meeting will be final.

24. SEXUAL HARRASMENT

24.1 The Company is committed to providing a safe environment for all its
employees free from discrimination on any ground and from harassment at
work including sexual harassment. Company will operate a zero tolerance
policy for any form of sexual harassment in the workplace, treat all incidents
seriously and promptly investigate all allegations of sexual harassment. Any
person found to have sexually harassed another will face disciplinary action,
up to and including dismissal from employment. All complaints of sexual
harassment will be taken seriously and treated with respect and in confidence.
No one will be victimised for making such a complaint.
24.2 Sexual harassment is unwelcome conduct of a sexual nature which makes a

person feel offended, humiliated and/or intimidated. It includes situations where
a person is asked to engage in sexual activity as a condition of that person’s
employment, as well as situations which create an environment which is
hostile, intimidating or humiliating for the recipient.
24.3 Sexual harassment can involve one or more incidents and actions constituting
harassment may be verbal, non-verbal, visual, psychological or physical
harassment.
24.4 Anyone can be a victim of sexual harassment, regardless of their sex and of
the sex of the harasser. The Company recognises that sexual harassment may
also occur between people of the same sex. What matters is that the sexual
conduct is unwanted and unwelcome by the person against whom the conduct
is directed.
24.5 The Company recognises that sexual harassment is a manifestation of power

relationships and often occurs within unequal relationships in the workplace,
for example between manager or supervisor and employee. Anyone, including
employees, clients, customers, contractors or visitors who sexually harasses
another will be reprimanded in accordance with this internal policy.
24.6 All sexual harassment is prohibited whether it takes place within the Company
premises or outside, including at social events, business trips, training sessions
or conferences sponsored by the Company.
24.7 An employee who believes that she / he has been the subject of sexual
harassment should report the alleged act to her / his Supervisor or report the
case to the Human Resource Department for further action.

25. AMENDMENTS
25.1 The policies, rules and regulations contained in this Handbook may be amended
from time to time. The Company will inform employees of any changes via
Company’s circular.
25.2 Employees are requested to check with their immediate Manager/Supervisor or the
Human Resources Department if they have further questions or clarifications on the
content of this Handbook.
Notice of Amendment
No. Date Description of Amendment Revision No.
1 5 May 2020 First Release 0
2 June 2021 Second Release 1

ACKNOWLEDGEMENT FORM
SAFEGUARDS G4S SDN BHD EMPLOYEE HANDBOOK
FOR NON-OPERATIONS EMPLOYEES
Name :
Employees ID No :
Position :
I confirm that I have read "Safeguards G4S Sdn Bhd Employee Handbook, a Guide to
Policies, Rules and Regulations for Non-Operations Employees and fully understand and
comply with its requirements.
Signature :
Date :
Please sign and return a copy of your acknowledgement form to

Human Resource Department, Safeguards G4S Sdn Bhd
Level 1, Safeguards Business Centre, Lot 6, Jalan 225,
Seksyen 51a, 46100 Petaling Jaya, Selangor
or by email: hr@safeguards.g4s.com

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Safeguards G4S Sdn Bhd

A guide to policies, rules and regulations for

ABOUT SAFEGUARDS G4S

At Safeguards G4S, we take pride in providing our customers a comprehensive range of

1. Safeguards G4S Sdn Bhd

Safeguards G4S Sdn Bhd Page 1 of 44

The purpose of the Handbook is to:

● Set out and clarify the terms and conditions of employment

Safeguards G4S Sdn Bhd Page 2 of 44

3 WORKING DAYS / WORKING HOURS 13

4 TRANSFER, SECONDMENT AND PROMOTION 14

Safeguards G4S Sdn Bhd Page 3 of 44

11 COMPENSATION & BENEFITS 21

Safeguards G4S Sdn Bhd Page 4 of 44

11.11 Annual Leave 25

14 BRIBERY ACT AND CORRUPTION POLICY 31

15 BUSINESS ETHICS POLICY 32

16 PERSONAL DATA PROTECTION ACT 2010 32

17 FINANCIAL SERVICES ACT 32

19 ALCOHOL AND DRUG ABUSE POLICY 33

Safeguards G4S Sdn Bhd Page 5 of 44

21 RULES AND REGULATIONS 34

21.1 Hours of Work 34

Safeguards G4S Sdn Bhd Page 6 of 44

Diversity & Inclusion

Safeguards G4S Sdn Bhd Page 7 of 44

1.2 Health, Safety and Environmental Policy

4. Establish, implement and review HSE objectives, targets and programmes.

7. Promote a positive safety culture through clear communications to encourage

8. Encourage contributions from employees in the management of HSE via

9. Seek collaboration and knowledge sharing with HSE experts to continually

Safeguards G4S Sdn Bhd Page 8 of 44

1.3 HSE Golden Rules of Safety

Safeguards G4S Sdn Bhd Page 9 of 44

1.4.1 Approved Doctors shall mean Government medical officers or registered

1.4.4 Non-Operations Employee means groups of administrative employees

1.4.6 Dependent Children shall include natural children or legally adopted

1.4.9 MSS refers to a group of Secure Solutions employees working in Manned

1.4.10 ESS refers to a group of Secure Solutions employees working in Electronic

Safeguards G4S Sdn Bhd Page 10 of 44

2.1.1 Appointment of an employee will only be valid upon successful completion

i. Documentary evidence of age, educational and professional

2.2 Pre-employment Medical Examination

2.2.2 In the event that an employee has been permitted to commence

Safeguards G4S Sdn Bhd Page 11 of 44

2.3 Employee Personal Information

i. Signed copy of appointment letter

2.4 Induction Program

2.4.2 Department / Branch on-boarding and induction will be conducted by the

2.5 Probation and Confirmation

2.5.3 Employees will be required to attend a confirmation evaluation interview

Safeguards G4S Sdn Bhd Page 12 of 44

2.5.5 On successful completion of the probationary period, employees will be

2.5.6 The Company reserves the right to terminate an employee on

2.5.7 During the period of probation, employment may be terminated by either

3. WORKING DAYS / WORKING HOURS

3.2 Rest Day

3.3 Public Holiday

Safeguards G4S Sdn Bhd Page 13 of 44

4. TRANSFER, SECONDMENT AND PROMOTION

4.2.1 It is the Company’s policy, wherever possible, to upgrade or promote qualified

4.2.2 Promotion, if considered, is based on the following criteria:

ii. Eligibility of Candidates