APC Human Resources Manual

Version 15, July 2018

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Table of contents

1 INTRODUCTION....................................................................................................................................................................4
1.1 About this manual..............................................................................................................................................................5
1.2 APC employment and contracts.....................................................................................................................................5
1.2.1 APC as a USA employer...................................................................................................................................5
1.2.2 USA-based staff...............................................................................................................................................5
1.2.3 Non-USA-based staff........................................................................................................................................6
1.2.4 Contracts...........................................................................................................................................................6

2 HOURS OF WORK................................................................................................................................................................7
2.1 Work week............................................................................................................................................................................8
2.2 Flexitime...............................................................................................................................................................................8
2.3 Time off in lieu (TOIL) for time worked beyond normal working hours...................................................................8
2.3.1 When working extra hours is necessary......................................................................................................8
2.3.2 Additional time worked during meetings.....................................................................................................9
2.3.3 Time off in lieu (TOIL) for weekend work....................................................................................................9
2.3.4 Travel time.......................................................................................................................................................10
2.4 Time tracking....................................................................................................................................................................10

3 REMUNERATION POLICY................................................................................................................................................11
3.1 Job categories..................................................................................................................................................................13
3.2 APC salary ranges............................................................................................................................................................15
3.2.1 Locating individual salaries within a range...............................................................................................15
3.2.2 Base salary increases...................................................................................................................................15
3.3 Post adjustment...............................................................................................................................................................15
3.4 Recognition of individual contributions and promotions.........................................................................................16
3.5 Salary payments and loans............................................................................................................................................17
3.5.1 Monthly salary payments.............................................................................................................................17
3.5.2 Pay slips...........................................................................................................................................................17
3.5.3 Early salary payments and loans.................................................................................................................17

4 TAXATION............................................................................................................................................................................18

5 BENEFITS AND ALLOWANCES......................................................................................................................................19
5.1 Retirement and health insurance (benefits allowance)............................................................................................20
5.1.1 Health insurance............................................................................................................................................20
5.1.2 Other eligible medical and wellness expenses........................................................................................20
5.1.3 Retirement insurance.....................................................................................................................................21
5.2 Office expense allowance...............................................................................................................................................21
5.3 Travel allowances.............................................................................................................................................................21

6 EQUIPMENT ALLOWANCE, PURCHASE AND INSURANCE..................................................................................22
6.1 Equipment allowance......................................................................................................................................................23
6.2 Equipment purchase.......................................................................................................................................................23
6.3 Insurance of equipment..................................................................................................................................................24
6.4 Loss or damage to APC property and data back-up.................................................................................................24

7. TRAINING AND DEVELOPMENT POLICY...................................................................................................................25
7.1 Procedures........................................................................................................................................................................26
7.2 Criteria................................................................................................................................................................................27

8 PERFORMANCE ASSESSMENT....................................................................................................................................28

9 PROBATION ASSESSMENT............................................................................................................................................29

10 CONSULTANCY WORK..................................................................................................................................................30

11 ADDITIONAL WORK........................................................................................................................................................31

12 VALUES, PRINCIPLES OF PARTICIPATION, CODE OF CONDUCT.....................................................................32

13 SEXUAL HARASSMENT POLICY ...............................................................................................................................33

14 ANTI-DISCRIMINATION POLICY..................................................................................................................................34

15 LEAVE POLICIES..............................................................................................................................................................35
15.1 Annual leave....................................................................................................................................................................36
15.1.1 Staff members on 12-month renewable contracts...............................................................................36
15.1.2 Calculating your leave if you are not full time........................................................................................36
15.1.3 Calculating your leave when your FTE increases/decreases.............................................................36
15.1.4 Staff members on fixed-term contracts..................................................................................................37
15.2 Other types of leave.......................................................................................................................................................37
15.2.1 Public holidays.............................................................................................................................................37
15.2.2 Family responsibility leave..........................................................................................................................37
15.2.3 Compassionate leave..................................................................................................................................37
15.2.4 Study leave....................................................................................................................................................38
15.3 Sick leave.........................................................................................................................................................................38
15.3.1 Definition of sick leave................................................................................................................................38
15.3.2 Paid sick leave limitations..........................................................................................................................38
15.3.3 Administration of sick leave......................................................................................................................39
15.3.4 List of acceptable paid sick leave appointments..................................................................................39
15.4 Parental leave.................................................................................................................................................................39
15.5 Long leave.......................................................................................................................................................................40
15.6 Leave application procedure.......................................................................................................................................41

16 NO SMOKING POLICY....................................................................................................................................................42

17 NEW EMPLOYEE ORIENTATION PROCESS.............................................................................................................43

18 TERMINATION PROCEDURE.......................................................................................................................................44

19 DISCIPLINARY CODE AND PROCEDURE..................................................................................................................45

20 GRIEVANCE PROCEDURE.............................................................................................................................................46
20.1 Stages of the procedure...............................................................................................................................................47

APPENDIX A: HOW TO USE KIMAI...................................................................................................................................48

 

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