Online Human Resource Management System (HRIS)

Online 201 filing system

Pre-employment Requirements

• The employee uploads the documents to the Pre-employment Requirements tab. This includes the resume, NBI, Pag-ibig, Philhealth, SSS clearance and the pre-employment medical result.
• Additionally, employee credentials and bank details are uploaded here. The administration is reviewing the validity of these documents.

Movements

• To keep track of the changes made through the Personnel Change Notice (PCN), we use the “movement tab”. These changes concern the increase in salary, regularization, transfer of location, etc.

Disciplinary Activities

• The Disciplinary Activities tab maintains the DAF ( Disciplinary Action Form) acknowledged by employees. We find communications on violations of company rules and regulations.
• The terminated employees can appeal here for a maximum of seven days.

Contracts

• We can view the contracts signed by the employee in the Contracts tab.

Information System / Standardized HR Policies

Action policy for employees

• This policy guides and directs company officials to deal with offenses or acts of employees that deserve disciplinary sanctions.
• Classification of Offenses
  • Light Offenses - A crime that can be remedied and is a minute:
    • Impact on the Business and Organization - Has no negative impact on business. It does not mark the efficiency of the team, but it affects the professionalism and corporate image.
    • Finance - Does not cause a financial loss.
    • Security - Has minimal impact on the client, customer, business, and employee security. But jeopardizes the company's ability to adhere strictly to security policies.
    • Safety and Order - Does not hurt anyone but contributes to the disorder in the workplace.
    • Integrity - It does not imply a question of integrity.
    • Corrective Action - An infraction that deserves coaching or verbal warning on the first occurrence.
  • Minor Offenses - A non-conformance to which is considered minor in terms of:
    • Impact on the Business and Organization - This causes a less negative impact on business and treats minor offenses. Does not mark the effectiveness of the team but affects the professionalism and corporate image.
    • Finance - Does not cause or cause a small financial loss.
    • Security - Has minimal impact on the customer, customer, company, and employee safety. But compromises the company’s ability to observe strict compliance with security policies.
    • Safety & Orderliness - The causes of physical injury can range from nonexistent to mild. The offense contributes to disorder in the workplace.
    • Integrity - It does not imply a question of integrity.
    • Corrective Action - A violation that deserves written notice on the first occurrence.
  • Serious Offenses - A serious violation has occurred that could have caused significant damage. A violation is serious:
    • Impact on business and organization - causes delays in operations. Mark productivity and lost opportunities. Also endangers the effectiveness and relationships of teams. This can prevent the team from completing the assigned project or task. Achieve objectives or lead to customer dissatisfaction with the service provided.
    • Finance - This results in a considerable amount of financial losses.
    • Security - Action with high potential to compromise the safety of customers and employees of the company.
    • Safety & Orderliness - Poses a security risk and creates a potential risk of injury.
    • Integrity - contains many questions about integrity.
    • Corrective Action - A violation so serious that it negatively impacts business and merits. Termination on the first instance:
  • Grave Offenses - A violation so serious that it negatively impacts business and merits. Termination on the first instance:
    • Impact on the Business and Organization - Disrupts continuity of work/ operations. Highlights the public perception of the business which to a large extent can cause the business to lose clients/customers.
    • Finance - Causes financial loss for the business
    • Security - A critical crime compromised the security of customer information. The integrity of the client and/or company systems and the safety of the company's employees.
    • Safety & Orderliness - A breach or violation will result in personal injury.
    • Integrity - Places a strong and serious doubt on the integrity of the offender.
    • Corrective action - A violation deserves termination of employment.
• Supervisor’s Responsibility
  • Violations of company policy must be dealt with by the immediate supervisor within 72 hours of DISCOVERING the crime.
  • In the absence of the immediate supervisor, the next person in a position of authority will carry out the disciplinary procedure [ e.g. manager].
  • Failure to comply with the offense by the supervisor or manager to respond to the crime within the prescribed time frame is considered a dereliction of duty.
• Administrative Conference - Provide an avenue for clarifying situations and to have an employee heard about matters, this may not have been expressed in the written form, especially in serious and serious violations. The human resources manager may call an administrative conference attended by the employee, his supervisor, and a representative of the legal team or, in extreme circumstances, the internal lawyer or his representatives.

• Attendance Policy - As stated in the employee handbook, employees must be reliable and punctual when reporting for scheduled work. As we strive for operational excellence, one of the most important performance indicators of a person who strives for excellence is someone who is always on time.
  • Type of Infractions
    • Tardiness
      • Light Offenses
        1. An employee arrives at work one (1) second after the shift starts.
      • Less Serious Offenses
        1. Failure to notify the immediate supervisor that he will be late for work at least 15 minutes before the shift starts.
        2. An employee goes beyond the assigned or allowed breaks.
      • Serious Offenses
        1. An employee incurs more than three (3) cases of tardiness regardless of the duration within one month.
    • Absence
      • Less Serious Offenses
        1. Unauthorized absences, absences without prior permission.
        2. Failure to notify the immediate supervisor of absence at least 2 hours prior to the start of a shift, but able to notify within the shift.
      • Serious Offenses
        1. Absence without official permission or without notification ( No Call, No Show).
        2. Absence on disapproved leave.
        3. The employee incurs three (3) absences within a month.
    • Undertime
      • Serious Offenses
        1. An employee commits unauthorized undertime. Unauthorized if no explicit consent has been given by the immediate supervisor.
    • Failing to Log Using Timekeeping Devices
      • Light Offenses
        1. Failure to login in the company’s timekeeping device.
        2. Failure to logout in the company’s timekeeping device.
        3. Failure to log breaks in the company’s timekeeping device.
    • Attendance fraud
      • Grave Offenses
        1. Falsification of the timing device and / or timing records.
        2. Submit falsified proof of absence (e.g. false medical certificates, etc.)
  • Time Keeping
    • All employees of the company is required to login using the approved timekeeping devices of the company using the web, desktop or mobile app of bposeats.com
    • The employees may only use the timekeeping devices within the authorized IP addresses of the company and its locations. Disconnecting from the Wifi-Area of the company will result to immediate time off work and may only be adjusted using the payroll dispute feature of the tech.
• Desktop Application
• Web Application
• Mobile Application
  
• Critical Working Day Policy
  • There are days in the calendar year that are critical for BPOSeats to continue operations, especially when we are working towards a deadline. Some of these days are critical due to the requirement of the service. To avoid the possibility of business losses, it is imperative that employees are present during this time. Therefore, this policy is designed to define the days considered as critical working days.
  • The following days are considered as Critical Working Days:
    • The day before, during, and after the holidays.
    • The day during and after the payday.
    • The day before and after a requested holiday/vacation leave.
    • The day on a previously denied vacation leave.
  • Absence on critical working days are categorized as a serious crime and may initially merit a final written warning.
• Perfect Attendance Incentive
  • Further encourage employees to strive for 100% excellence in performing their jobs and duties. This policy aims to reward those who demonstrate exemplary behavior towards compliance with the attendance policy of the company.
  • Employees who are not specified in this policy will receive an additional incentive of up to one thousand pesos (1000 Php) per month, subject to the terms and conditions of this policy.
  • Coverage
    • Rank and file employees, in contract with the company who are regularized and / or company executives occupying the position of supervisor and below.
    • Employees in leadership positions, probationers, interns, and contract workers are not eligible for the Perfect Attendance Fee.
  • Terms
    • Perfect attendance refers to an employee who has not committed an attendance violation or an unplanned absence during the eligible period.
    • Employees who are eligible for the Perfect Attendance Bonus will receive five hundred pesos (500 PHP) added to their payroll.
    • The period covered for each monitoring is from the 1st of the month to the 15th and from the 16th of the month until the 30/31
    • An employee must not incur an attendance violation during the covered period to qualify for a Perfect Attendance Incentive.
    • Pre-approved vacation leaves will not affect an employee's qualification for the perfect attendance incentive.
    • Sick leave and unauthorized absence will disqualify an employee for the perfect attendance incentive for the cut-off.
    • A delay of one (1) second or more will disqualify an employee from the Perfect Attendance Bonus.
    • Holidays in the Philippines, cancellation of work due to Acts of God, Acts Majeure, Calamities, or Natural Disasters will NOT disqualify an employee from a Perfect Attendance Bonus.
    • An employee who resigns with an effective date within a cut off shall not be qualified for a perfect attendance incentive.
    • Management reserves the right to change, modify or remove this perfect attendance incentive at any time. It is NOT part of an employee's remuneration or benefits but is given as a REWARD / INCENTIVE, for the Company only and subject to the availability of funds.
  • Terms for Employees on Flexible Time
    • Employees with flexible hours will be eligible for the attendance bonus as they complete the required work hours for each day in the cut-off.
    • A flexible employee cannot make up for the lost time by taking overtime on other days within the cut-off.
• Leave Policy
  • Eligibility - Company employees who have completed a 6-month training period and/or those who have been regularized or transition to a project contract can use vacation credits under the terms below.
    • Issuance of Leave Credits
      • If an employee is eligible, he will start to accrue 1.25 SIL per month with a maximum limit of 15 SIL credits per year, depending on eligibility.
    • Expiration and Conversion of Leave Credit
      • Eligible employees for this policy may request the conversion of five (5) unused SIL credits to be paid out in February of the following year.
      • Unused excess SIL credits are carried over and can only be used until the first (1st) quarter of the following year. Unused rolled-over SIL credits expire on April 1 | 12:00 AM
    • Usage of the Leave Credits
      • Any eligible employee may choose to use the SIL benefit for vacation, sickness, or emergencies.
      • In order to use the SIL credits, an employee must file leave at least 2 weeks before the scheduled vacation date. Failure to observe this timeline can result in the application for leave being rejected. The employee must appeal to his supervisor or boss.
      • For sick and emergency leave, an employee must submit the leave within 48 hours of returning to work. Failure to file the leave within this prescribed time frame will void eligibility to apply SIL credits for absence. Without prejudice to the attendance policy.
      • For sickness and emergency leave, an employee must submit documentation or proof of sickness and/or of the emergency. Only for emergency leaves where incident images are accepted, subject to HR approval to allow the use of photo or video as evidence.
      • In the event of prolonged absence for medical or health reasons, the employee must provide information to the company. A corporate nurse may be called in to make a home or hospital visit.
    • Leave of Absence
      • Depending on environmental conditions, employees can apply for long-term leave and use the remaining SIL credits. If the employee is absent for more than a week, they should seek approval from HR on the recommendation of his or her supervisor.
      • Leave without pay must be approved by the supervisor/manager.
    • Birthday Leave
      • The employee who has worked in the company for at least 1 year from the start of his training or internship is entitled to one (1) day of birthday leave usable in the week of his or her birthday. If the birthday leave is not used, it will expire exactly seven (7) days after his birthday.
    • Bereavement Leave
      • An employee may use his SIL credits in cases of death in the family.
      • In cases where SIL credits are no longer available, an employee can take up to three (3) days for immediate family members and one (1) day for secondary family members.
        1. Direct family members are the employee's spouse, children, parents, and siblings.
        2. Secondary family members are defined as the employee's aunt, uncle, first cousin, and grandparents or the parents of the employee's spouse.
      • Employees may request extended leave subject to management approval.
  • Other Leaves
    • Paternity Leave
      • An extra seven (7) days of leave granted to male employees to help and care for the wife after giving birth. Under the Extended Maternity Leave Act, a woman can transfer an additional seven (7) days as paternity leave to the husband. Documentation from the spouse's company HR department must be provided in order to take advantage of this extended paternity leave.
      • To benefit from paternity leave, the employee must present the marriage certificate and live birth certificate of the newborn.
    • Maternity Leave
      • The law provides an additional benefit for mothers who have recently given birth to using their maternity allowance under the social security system. Leave up to 105 days after delivery. (Can be extended by 15 days with pay for single parents and 30 days without pay as the employer is given a long notice to extend maternity leave 45 days before the end of the initial 105-day period )
    • Solo Parent Leave
      • Additional leave of seven (7) days may be taken by single parents who are dependent on the child or who are the child's guardian.
      • Single-parent leave must be used for the benefit of the child and cannot be converted into additional leave or sickness credit.
      • To be entitled to this additional leave, a single parent must apply for single parent status with the (DSWD) Department of Social Welfare and Development.
    • Special Leave for Women Workers (R.A 9710)
      • This benefit can be used by female employees who have been employed continuously for six (6) months in the past twelve (12) months.
      • This leave allowance is paid for a maximum of two (2) months based on a gross monthly allowance for female employees undergoing surgery as a result of gynecological disorders.
    • Violence against women and children leaves (R.A 9262)
      • Employees who are victims of violence and / or their children are entitled to this leave.
      • The employee must obtain a certificate from the barangay captain attesting to the report of violence and be submitted to the human resources department when requesting leave.
      • A female employee can take ten (10) days off or until the issue is resolved.
    Unauthorized leave for two (2) consecutive days is considered an AWOL. An AWOL employee is then subject to a work return order, which requires the employee to return to work at least 24 hours after receiving the return to the work order. Failure to return to work within 24 hours of receipt of notice is considered a clear indication from the employee to terminate employment.
• Overtime Policy
  • Employees are entitled to an overtime premium for approved overtime hours. No employee shall work overtime without the express prior approval of the immediate superior. Extended hours worked beyond the 8-hour shift will not be compensated if there is no approval.
  • Managers are excluded from claiming overtime.
  • Whenever possible, no additional work should be done beyond 4 hours outside regular working hours as the extension of long working hours will affect the employee's condition for the next scheduled shift.
  
  • Application for Paid Overtime Work
    • Overtime requests must be approved by the immediate supervisor before performing overtime.
    • The employee must submit a request indicating the reason for the overtime and the number of hours he works overtime.
    
  • Approval of Overtime Request
    • Based on the needs of the department, upon receipt of the overtime request, the immediate supervisor will approve the overtime request before the employee works overtime.
    
  • Overtime Pay Premiums
    • Overtime premiums must follow the tables below:
• Budget Request and Liquidation Policy - To provide guidance and implement rules and regulations for requesting budgets for purchases, events, and other departmental or commercial expenses, this policy is written for the compliance of everyone involved in handling company funds and the proper disbursement and liquidation of those funds.
• Manpower Requisition Policy - With a view to structuring the hiring of replacements or adding new staff to maintain service levels or to meet additional staffing requirements, this policy has been designed to provide guidance on how to request the additional staff of the departments.
  • Requesting Approvals
    • Before hiring additional staff for your department, justify the need to hire staff or a replacement staff for downtime.
    • Approval of the recommendation comes from the general manager
    • Final approval is from the CEO or COO of the company.
  • Contents of the Request
    • The Department Head must fill out the Manpower Requisition Form where it indicates:
      • Job Title
      • Job Description
      • Salary Grade
      • Expected Start Date
      • Number of Hires
  • Manpower Requisition Form - A properly completed Labor Request Form (MRF) must be completed by the department manager and be submitted for approval to the General Manager. Further, the manpower requisition form can be sent out via email or hard copy which shall route through the approval process. After approval, the MRF goes to the HR department for processing for recruitment. Under no circumstances should recruitment take place without going through the appropriate approval process.
• Travel Policy
  • Considering the foreseeable growth of the company in the future, it is imperative that employees travel from time to time to fulfill services or to assist in setting up new offices/ sites for the company. Overall, business travel is unavoidable and hence the need to establish guidelines for traveling employees.
  • Per Diem
    • Domestic travel is accompanied by a daily allowance which will be used as a food allowance. The amount for the daily allowance is two hundred pesos (200 PHP) per day.
    • For international travel, there is a daily allowance that will be used as a food allowance. The amount for the Per Diem for international travel is five hundred pesos (500 PHP) per day.
    • Per Diem is subject to liquidation which must be submitted to the accounting within Five (5) days upon return to your original site. In case of prolonged travel assignment, Per Diem will be released every 15 days and be liquidated on or before the 20th day of the month.
    • Failure to liquidate the daily allowance will be deducted from the employee's salary.
  • Transportation Allowance
    • Travel from your home to the airport and from the airport to the designated hotel/office shall be provided. A standard fee of three hundred and fifty (350 PHP) pesos each way for domestic travel.
    • For international travel, the transport fee is the same for on-going and coming back transportation to Domestic Travel. However, for International to and from the airport will be five hundred (500php) pesos each way.
    • The transportation allowance must be liquidated and supported with a receipt of either gas or taxi. Any excess to the provided transportation allowance should be returned upon liquidation. Any overspend on the transportation allowance due to unforeseen reasons shall be subject to reimbursement requests.
    • Accomodation
      • For extended travel assignments, the company will provide a home for staff.
      • Housing is provided for temporary appointments of no more than five (5) days and no staff house has not been established or provided for by the company, accommodation shall be provided. The budget for accommodation must not exceed one thousand five hundred (1,500 PHP) pesos per night for Domestic Travel
      • For international travel, advance reservations must be made with approval from the CEO/COO.
    • Funds received for the trip are subject to liquidation. Official receipts must be presented together with the liquidation. Failure to liquidate the travel budget is not liquidated within five (5) days of return to the home office or for prolonged travel, on the 20th day after the first day of travel shall be subject for salary deduction and will be considered as an unpaid cash advance.
• Promotion Policy
  • As the business grows, the business also seeks to grow the careers of those who have worked in their area of expertise in the industry. The Company wishes to prioritize its talents in order to lead their respective teams or departments through internal promotion, in accordance with the guidelines set forth in this policy.
  • Eligibility for Promotion
    • An employee must have finished his initial Six (6) month probationary or observation period - Employees must have exceeded the performance and behavioral expectations of the first six month probation period. The extended probationary period or extended observation (for those under observation) will disqualify the employee from promotion.
    • An employee must not have any active disciplinary action on his file. - Leaders should lead by example. An employee with any disciplinary action cannot be considered for promotion until the disciplinary action has been cleansed from his file
    • An employee must have the skills, competencies necessary for the role. - Company loyalty is a big trait, but it is important that an employee who is interested in the role, possesses the basic knowledge, skills, and competences for the position.
    • An employee must have a tenure of at least One (1) year in the role that he is currently in - If an employee has transferred or has been promoted prior, the employee must have at least stayed in the role for at least a year. This condition only is waived for those who have never been promoted since.
    • A department manager must recommend an employee applying for a role - Wanting to be promoted or to transfer to another role in a different department must have the support of the department head. The department manager has seen the performance and growth in his own department, thus his recommendation is a requirement.
  • Applying for Promotion/ Lateral Transfer
    • Employees must submit a letter of intent indicating their interest in the position, signed by their direct supervisor and manager.
    • Employees must go through the selection process for the position.
  • Observation Period
    • An employee who has successfully completed the recruitment and selection process must complete a six (6) month observation period. During this period, the employee is trained for the role he has applied for. A 6 month evaluation period is applied to see if they have the skills, competencies, and knowledge necessary for the employee to be successful for their role.
    • During the observation period, the employee receives a taxable observation allowance. This allowance is the difference between the previous role’s salary and the salary rate of the new role. The observation allowance shall remain as an allowance until the employee is confirmed to the new role. Only after confirmation will the observation allowance be incorporated into the basic salary of the employee. Since the observation allowance is an allowance for convenience being in a new role, the 13th month is not affected. It is only after confirmation that this allowance becomes part of the new salary rate which in turn will affect the calculation of the 13th month.
  • Confirmation
    • Employees who are promoted or transferred are subject to a first, third, and fifth-month evaluation, which they must comply with.
    • Obtaining a satisfactory score of three (3) on the confirmation exam in 5 months will confirm that the employee will be in a new position.
    • Failure to pass the performance check twice during the observation period will result in the employee's promotion being canceled. Unless the manager decides otherwise, the employee should be subject to careful observation.
    • If the employee does not confirm his new role, he will return to his old position, without prejudice to his tenure. The employee’s observation allowance shall be removed and the employee’s pay remains as is the previous position.
• Referral Policy
  • As the business grows, the business also seeks to grow the careers of those who have worked in their area of expertise in the industry. It is the will of the business to prioritize its own talents to lead their respective teams or departments through internal promotion, in accordance with the guidelines set forth in this policy.
  • Eligibility for Referral Incentives - Employees of BPO sites, regardless of position, rank, and status are eligible for this Referral Award, which can recommend to clients who will be renting seats with the company.
  • Commission Structure
    The first Commission payment will be released once the Client pays the Seats. Subsequent payments from 11 to over 50 seats will be released every 5th day of the scheduled month according to the table above.
• Annual Merit Increase Policy
  • As part of the BPOSEATS retention efforts, this policy is hereby established to provide guidance on monetary movements to employees who meet or exceed expected performance in performing their duties with the company. The merit increase is linked to the employee's annual appraisal but can only be applied after approval by Human Resources.
  • To ensure the life of the program, certain qualifications must be followed and the merit increase limit is only up to three (3%) per year.
  • Terms and Conditions
    1. BPOSeats employees who have achieved a One (1) year with the company by June 30 of the calendar year are eligible for a possible merit increase.
    2. Employees of the BPOSeats who have reached a tenure of One (1) year with the company by June 30 of the calendar year are eligible for a possible merit increase.
       1. The annual evaluation of the performance evaluation corresponds to the average of 4 previous appraisals for the year.
       2. The equivalent earnings increase is based on the employee's final annual assessment as follows:
       
    3. The merit increase depends on the employee's annual performance appraisal.
    4. Final approval of a salary increase rests with the Human Resources department.
    5. Management may at any time refuse merit increases based on the company's financial situation or economic performance of the year.
• Asset Management Policy
  • It is the duty of every employee to ensure that company property is taken care of at all times may it be entrusted permanently or temporarily to an employee or to an employee's workplace. Therefore, this policy is designed to provide guidelines in the handling of company assets and the means of restitution in the event of damage, loss, or theft of said assets entrusted to the use and care of employees.
  • Company Assets - Company assets are the property of the Company, whether they can be used by any employee within our remote company premises. At any point in an employee's tenure with the company, he may be assigned company resources to assist with his job, to provide easy access, or to provide certain resources that will be placed under the employee's care and protection according to the needs of their line of work.
  • Type of Assets
    • Company Access and Information Assets
      1. Company ID and Sling
      2. Company RFID / Access Cards
      3. Locker Keys and Locker Units
      4. Mobile Pedestals and Pedestal Keys
      5. Company Handbook
      6. Training Manuals
      7. Company Booklets and Manuals
      8. Any other company confidential documents entrusted and authorized to be in possession by the employee.
      9. Any other company confidential documents entrusted and authorized to be in possession by the employee.
    • Company IT Assets
      1. Desktop Computer
      2. Computer Peripherals and Parts
      3. Laptops
      4. Mobile Phones or Tablets
    • Company Tools Assets
      1. All tools / devices use in Information Technology
      2. All tools / devices use in Maintenance Activities by Electricians, Aircon Technicians and Construction
    • Company Vehicle Assets
      1. Company cars or vehicles that may be driven by employees
  • Non-commodity consumables - Office supplies such as ballpoint pens, staplers, hole punches, folders, etc. They are consumables and will be subjected to the monthly office supply. A request is not required.
  • Issue of Company Assets - Company assets may be issued to an employee in accordance with the following:
    1. Request to use a company asset.
    2. Determination of duration of use, either permanent (entire duration of the tenure of the employee) or temporary (short term use only)
    3. Approval of the issue of company assets either by the General Manager or the CEO or the COO.
    4. Acknowledgment of company Asset issued to the employee.
  • Return of Company Assets - Company assets are expected to be returned to the company should an employee be separated by means of termination or resignation from the company.
  • Restitution
    • In the event of loss, theft, damage where the asset cannot be repaired or has to be recovered, the employee who assigned the asset is liable to refund the value of the assets of the company. 'business lost, damaged or stolen in the following schedule (subject to normal wear and / or factory defect)
    • The value of the asset is determined and confirmed by the Accounting Department and the Human Resources Department. The above percentage is for guidance only and cannot be applied to all company assets..
    • The recovery of the value of the company asset will be through the salary deduction, and in the event of separation, the full amount will be deducted from the Final Pay of the employee.
    

Automated Leaves

• Employee View
  • Premium employees have the access to request for leave
  • It can be found on the Job expandable section and then on the My Job section
  
• Leave Request Form
  • Filing a leave request would only be accepted if the employee has leave credits (1.25 leave credits are generated every month)
  • Each leave request has a specified condition. Check HR Policies for more information