Numeral XII
Group Policies

Our official working hours are: 8h00 to 17h00; Mondays to Fridays. This includes breaks. Your hours could be different but then it needs to be agreed with your line manager and will be stated in your employment contract. We are not clock watchers, but it is important that you put your time in to get your work done.

To build a great company takes extra time and therefore it may mean that you need to put in some extra hours to do what needs to be done. Any deviation from these working hours will be discussed and agreed to with your manager.

You get one hour for breaks that you can use during the day for coffee breaks, smoking breaks, and lunch. You cannot use your break time to come in late or leave early.

What to do if you are going to be absent from work (for whatever reason)

• Let your manager know ASAP, and no later than 8h00 (also counts for being late). It is your responsibility to ensure that your manager gets the message, don’t assume a colleague will let them know

• This can be done via WhatsApp, text or phone call

• Advise your manager of the reason as well as when you will return to work
• Keep your manager updated if there is a possibility that you could return to work earlier or later than initially reported
• Make sure that your next of kin has your manager’s number so that they can call if you can’t
• Log your appropriate leave category on the day that you return to work

When you start working here, you will be on a 3-month probation period. This is used to determine whether you like working here and if you can do what we need you to do.

It is as much your responsibility as ours to ensure that you know what you are doing and have all the tools required to do your job properly and effectively.

Should you feel that you do not have the tools, guidance or clarity you should highlight same to your manager as soon as possible.

Do not wait until the end of the probation period to highlight any deficiencies, whatever they might be.

At the end of the probation period, if we see things have not, or will not work out, we either go our separate ways OR we may mutually decide to extend the probation period.

NB : You can’t take leave during your probation period, unless this is arranged and agreed upon by Line Manager prior to signing your employment contract.

This can be given by either you or us and is as follows:

• Period of employment Notice period
• 1 month (probation period) 1 week
• Remainder of probation period 2 weeks
• Remainder of employment 1 month

Rules for notice period are as follows:

• You can’t be forced to take leave and you can’t insist on taking leave during your notice period. You and your manager must both agree to it
• We can decide that you don’t have to work out your notice period and you will still be paid for it
• Payday for the notice period will be the last calendar day of a month and will include your salary for the days worked in the month and any accrued leave due to you.

If you’ve worked here for 5 years:

• you will get a voucher of your choice to the value of R5 000
• If you’ve worked here for 10 years: you will get a voucher of your choice to the value of R10 000

As a company we want to ensure that our team knows exactly what is expected of them. We want to see each individual grow and develop to the best of their ability and to reach great professional and personal heights. By doing quarterly / annual appraisals we will guide and assist each team member in their career path. The appraisal will give both you and your line manager the opportunity to have honest and open conversations regarding performance, behaviours and concerns in your position. Your contribution to this process is of high importance to ensure we understand your successes but also your development areas.

Any performance issues identified will be remedied by training, mentoring or possible role changes. Should this not be effective in remediating these performance issues, we might agree to go our separate ways. Feedback can be sourced from any third party that includes your colleagues, suppliers or internal clients in support of the performance review. Please see disciplinary overview for more information on this.

To assist you with how the KPA process will work, please click on the following links:

Staff KPA Process

Manager KPA Process

Accrued leave is the leave that is owed to you but has not been used. Accrued leave will be capped at 15 days (or whatever your annual leave allowance is) once your annual leave cycle becomes due. You will be allowed a further 6 months (after your cycle becomes due) in which you can take the leave above this cap.

Once your 6 months is over, all leave above the cap will be forfeited. You may be required to take at least 1 week’s leave in December every year. Any deviation hereto must be discussed and signed off by your manager. Reasons may include operational requirements etc.

Sick Leave

Staff have 30 days paid sick leave in a 36-month employment cycle. During the first 6
months of employment, a staff member is entitled to one day for every 26 days worked.
Sick leave is for when you are absent from work because you are unwell and unable to
perform your duties as normal. Sick leave is logged as soon as you return to work.
You need a valid medical certificate if you are sick:
• for more than 2 days
• on a Monday or a Friday
• on a day preceding or following a public holiday
• before or after you have logged/taken annual leave (note: if you have a sick note
for being sick while on annual leave, those days will be taken as sick leave, not
annual leave)
• on request by your manager
If you are sick more than twice during an 8-week period, we may ask you to give a medical
certificate every time you are off sick. We may also insist that you go to a doctor of our
choice (at our cost).
If you run out of sick leave, sick days will be deducted from annual leave and if you don’t
have annual leave left, it will be taken as unpaid leave.

Family responsibility leave

You get 3 days family responsibility leave in line with your annual leave cycle, in other
words 3 days for every year worked. These days do not accrue – you do not get paid out
for them and they lapse every year. This leave is to be used for when a child is sick or a
member of your immediate family passes away (spouse, life-partner, parent,
grandparent, child, grandchild, brother or sister).
Proof must be supplied when logging family responsibility leave.

Study leave

Study leave can be used for courses at a registered educational institution that will
increase your knowledge and skills and ultimately benefit and add value to us. This
includes but is not limited to:
• Courses or programmes where a sit-down examination is required
• On-line courses requiring assessments
• Studies that require submission of a project, dissertation and/or thesis
All staff members are granted 10 days study leave per annum.
Numeral All you need to know 2021
Guidelines for study leave:
• Two days study leave per subject (one for preparation and one for examination) to
all staff where sit-down examination is required
• Where two subjects are written on one day or on consecutive days, two- or threeday
study leave prior to writing the two exams may be considered
• Days required for submission of project, dissertation and/or thesis is handled on
a case-by-case basis
• Study leave may be used for the re-write of examinations only
by management review and approval

Maternity leave

If you worked for us for less than one year, you will get 4 months unpaid maternity leave.
If you worked for us for more than a year, you will get 4 months maternity leave and will
be paid 50% of your salary during these 4 months. Note: standard statutory deductions
will still be made (UIF, SDL, PAYE)
Rules for maternity leave:
• Must be applied for no later than 6 months before going on leave
• May begin 4 weeks prior to birth of your child (unless otherwise agreed by your
physician) or as is necessary for your health
• You may only return to work 6 weeks after the birth
• Annual leave accrual will not be affected during maternity leave
• If you have annual leave available, you may use these days and extend maternity
leave by up to a maximum of another month (by prior arrangement with us and if
your manager is happy to extend the annual leave)
• Service during maternity leave remains uninterrupted.
• All maternity leave must be paid back to us (the 50% of your salary over the four
months) if you resign within a year of resuming work. You must work for a full 12
months – starting from the date you return to work
Time off for doctors’ appointments during pregnancy or to attend
inoculations/consultations/ paediatricians after the birth of the child will be given ‘as
and when required’ by your manager, taking into account work requirements . Permission
won’t be unreasonably withheld.

Child adoption leave

If you are female and adopt a child, you are entitled to maternity leave in terms of the
normal maternity leave policy.
You will receive:
• 4 months if the child is less than 12 months old
• 1 month if the child is between 1 and 6 years old
Maternity leave will only be granted if the child is up to the age of 6 years old and has not
previously resided with the adoptive parents. A copy of the adoptive child’s birth
certificate would need to be provided.

Miscarriage or birth of a stillborn baby

Leave will be given as follows:
Length of Pregnancy Period of Leave
First and second trimester Sick leave as prescribed by medical
practitioner
Third trimester (26 weeks onwards) 6 weeks standard maternity leave from
the date of miscarriage or still birth.

Paternity leave

If you worked for us for less than one year, you would get 10 days unpaid paternity leave.
If you worked for us for more than a year, you would get 10 days paternity leave and will
be paid 50% of your salary for these days. Note: standard statutory deductions will still be
made (UIF, SDL, PAYE).
Notice of paternity leave should be given no less than one month prior to birth of the child.

We love it when our staff develop further skills and gain new knowledge that help them to do their job better. The following is seen as training and development

• Self-learning
• Formal training presented by us
• Training by external providers:

• Short term training
• Online programmes and courses
• Seminars, conferences and conventions

• Degrees, certifications and other academic courses

We may sponsor your training and/or studies if the area of study:

• Falls withing the scarce and critical skills requirement for the business
• Is relevant to your current or future role and development needs

We may pay for:

• Registration fees
• Tuition fees
• Examination fees

We do pay for (with management approval):

• Professional Body Fees
• CPD Courses

Check list for company sponsored training/studies:

• Studies undertaken with a registered learning institution
• The course benefits us and your role in the business
• You’ve worked for us for more than 1 year
• You can study in your own time

If we pay for your studies, you will be tied to a work back period (meaning that if you resign before the period is up you will have to pay us back). The period is based on the cost or duration of your studies as follows:

Cost/Duration of Training Work Back Period

• Less than R5 000 6 months
• R5 000 to R25 000 12 months
• More than R25 000 18 months
• 2-year course 24 months
• 3-year course/degree 36 months
• More than 7 years Equal to the number of months studying

How it works:

• Once you pass, the work back period will begin from the 1st of the month after we have your results
• If you fail, you will be given one more attempt to rewrite the exam (at your own cost)
• If you pass – work back period starts
• If you fail – the full cost of studies will be due back to us immediately
• If you resign before the work back period is over, you will have to pay the pro rata amount (how many months are left of work back period)

HOW TO APPLY FOR STUDY OR TRAINING ASSISTANCE:

1. Discuss the request for training or study assistance with your manager.

2. Complete the application form. Click here to access the form.

3. Make sure to attach all substantiating costs in the form of invoices or quotes.

4. Send the form to your manager to add their motivation and approval.

5. Send the form and all related information to HR for review and approval from Exco.

6. Make sure you send your results to HR as soon as you have them.

If you use your own vehicle for business travel, we will reimburse you at R4 per km. If you travel from home, we will only pay for the kilometres from the office to your destination and back. This travel must be approved by your Line Manger prior to travelling.

HOW TO CLAIM FOR TRAVEL EXPENSE:

1. Complete the travel expense form. Click here to access the form.

2. Attach substantiating information and send to your manager for approval.

3. Send the form with substantiating info to finance.

If your role requires you to make use of your own personal cell phone, we will provide you with a cell phone allowance. This will be discussed with you by your manager and agreed to in writing.

The retirement age of a staff member is 65 years and the retirement date is the end of the month you turn 65. We may decide to re-appoint you on a fixed term basis after you have retired, if the business needs your skills, expertise or experience.

Staff may apply for early retirement from the age of 55.

By working for us, you agree to the following:

• That you, your property and vehicle may be searched when you, your property and vehicle are at our premises – during and after working hours. Females will be searched by female security
• That you submit yourself to suspected illegal substance abuse/alcohol tests to determine if you are under the influence of alcohol or other unacceptable substances during working hours
• That you undertake to subject yourself to a polygraph test by a registered institution if we think it is necessary
• That you furnish us with information as requested, should any internal investigation be conducted

By working for us, you also accept that the results of the searches, illegal substance abuse testing, alcohol tests and polygraph tests is sufficient proof at a potential disciplinary hearing and possible dismissal.

• Although we respect the privacy of all our staff, it is important to note that we have the right to accesses, monitor and disclose information when required. This means we can:
• Restrict access to equipment, systems, or supplies
• Monitor or inspect without notice that you comply with rules and policies surrounding how you conduct your work
• Access any systems including its content. Although you have a password, remember that it still belongs to us which includes the content (emails, documents, browser history).
• Monitor and inspect usage of any system or equipment
• Claim any messages created or sent, transmissions or downloads as our property
• Ask you to handover passwords or other encryption keys.

We pay your salary every month in return for you doing your job to be the best of your abilities. It is your responsibility to use working hours to finish the tasks you are given and to remain focused.

• Too much time on your cell phone
• Excessive personal phone calls, emails, admin or any other private matters
• Spending time on Facebook, Twitter, Instagram, YouTube, TikTok or any other social media
• Surfing the web on non-work-related topics

Our company recognizes the importance of continuous learning and development for our employees. Therefore, we have established this policy to outline our commitment to providing training opportunities to enhance employee skills, knowledge, and abilities, including training for new staff and ensuring all staff are equipped to perform their duties adequately.

Policy:

1. Learning Needs Assessment: A learning needs assessment will be conducted annually to identify the learning and development needs of our employees, including new staff. This will be in line with both internal courses, such as product, soft skills, compliance etc. as well as external and more formalised courses. In terms of external courses, the normal study and bursary policies will apply.

2. Training Plan and Roadmap: A training plan will be developed to address the identified training needs, including specific training for new staff. The plan will outline the objectives, content, delivery method, duration, and evaluation methods for each training program.

3. New Staff Training: New staff will receive training on company policies, procedures, and job-related tasks, as well as any product specific training necessary to perform their roles effectively.

4. Training Delivery: Training will be delivered through a variety of methods, including but not limited to, classroom training, on-the-job training, e-learning, workshops, and conferences.

5. Eligibility: All employees, including new staff, are eligible to participate in training programs, subject to the availability of resources and approval by the employee’s supervisor.

6. Assessment Requirements for compulsory training: It should be noted that some training provided by the Company will be considered compulsory, in such cases, this will be communicated to our Staff. Such compulsory training may include but not be limited to product, compliance, POPI and the like. All staff will be required to complete assessments on training attended. They will be provided with three chances to obtain a 90% pass rate on each assessment. For accredited training one re-write will be allowed at whatever pass rate is required. If Staff do not achieve the required pass rate after the specified attempts, disciplinary action will be taken, as this will mean that their knowledge is not at the required level to perform their roles effectively. For non-compulsory training, the normal bursary and study leave policies will apply.

7. Evaluation: The effectiveness of the training programs will be evaluated through participant feedback, supervisor feedback, and post-training assessments. The evaluation results will be used to improve future training programs.

8. Record Keeping: Training records will be maintained for all employees, documenting the training completed, dates of training, and assessment results.

9. Continuous Improvement: The company is committed to continuously improving its training and development programs to ensure that they meet the evolving needs of the business and its employees.

10. Although the Company will endeavor to provide its staff with every support to succeed in terms of acquiring the necessary knowledge to effectively perform their roles, it remains the responsibility of each and every staff member to ensure they use the L&D tools provided and study thoroughly for each assessment, so as to ensure the required pass-rate is achieved.

Our dress code is smart casual. We expect you to dress appropriately for a working environment and look neat.

Management has the right to decide if you are dressed appropriately.

If you’re a smoker here are some guidelines:

• Don’t entice fellow workers to come smoking with you
• Only smoke in designated areas
• Make sure your smoke breaks come out of the time allocated for all breaks, you don’t get extra time for smoking.

We are an English-speaking company and therefore all verbal, written and electronic communication (social media and website) should be in English. Communications to a client must be in English, unless the client prefers to speak in another language.

Here’s when communication should always be English:

• In meetings where minutes and/or recordings are done
• Work related email correspondence
• Documentation, policies, procedures
• Training material and training sessions
• Staff communication

As a note: when someone joins a conversation and doesn’t understand the language you

are speaking, it’s the right thing to do to switch to English.

When we say relatives, we refer to any person related to you by blood or marriage within the third degree. This includes:

• people that live with you in a domestic partnership

• adopted children

• parents
• stepparents
• grandparents
• in-laws
• spouses or domestic partners
• Children
• stepchildren
• grandchildren
• siblings
• cousins
• uncles and aunts
• nieces and nephews.

We may hire a person or obtain products or services from a person who is related to one of our current staff members – on condition that we consider the person or provider to be the best fit for a position or requirement and it has been approved by Exco.

If we employ your relative, you will be consulted prior to the appointment to ensure your family’s business doesn’t become our business. Relatives may not report to each other

Exco and senior management should not become romantically involved in any way with any staff member.

Staff members would need to report relationships and make sure personal issues do not affect work. At management discretion, we may need to discuss transfer to a

different company, or alternative arrangements.

Also check out ‘Doing the Right Thing’

GOLDEN RULE: YOU ARE HERE TO DO A JOB AND DELIVER ON YOUR TASKS FIRST AND FOREMOST. SOCIAL MEDIA SHOULD NOT INTERFERE WITH THAT.

Guidelines for functioning in an electronic world are the same as the values, ethics and confidentiality policies that staff members are expected to live by every day – whether you’re tweeting, talking with customers or chatting over the neighbour’s fence. Remember, your responsibility to us doesn’t end when you are off the clock. For that reason, this policy applies to both company-sponsored social media and personal use as your social media use can have a negative impact on us.

Tips when using social media – what you should do:

• Be honest about who you are
• Make it clear that the views expressed are YOURS and not the company’s
• Remember that while you may speak for yourself, you also represent us, and can impact on our reputation and good will
• Use your common sense
• Play nice and honour differences (we will not tolerate discrimination regarding age, sex, race, colour, creed, religion, ethnicity, sexual orientation, gender identity, national origin, citizenship, disability, or marital status or any other legally recognised protected basis under our laws)
• The internet is a public space and remember – “What happens in Vegas…stays on Google!”
• Protect yourself: be careful about what personal information you share online

Never disclose:

•  Confidential information of any kind
• Internal communication
• Any personal information of colleagues, customers or yourself

Kids at the office can cause disruptions for the parents and their colleagues and can impact the work environment negatively. Therefore, children at work are discouraged and avoided – except in extreme emergency situations.

If it’s unavoidable, chat to your manager to discuss the situation and get permission.

Management will consider the age of the child, the duration of the presence and potential disruption before making a decision.

NO SICK CHILDREN are allowed, ever. If a child is at work, the parent should accompany them at all times.

We want to contribute to a solution to this very difficult health and social problem. We therefore aim to:

• Provide a drug and alcohol-free environment for all staff
• Maintain a safe and healthy workforce, free from the influence of substance abuse
• Create awareness and therefore prevent substance abuse and misuse
• Identify and encourage staff affected by substance abuse, to get assistance
• Assure staff of our support

Rules and guidelines:

• Don’t come to work or do your work while under the influence of any drugs or alcohol
• Don’t consume alcohol on our premises (it is strictly prohibited) except for certain special functions and if it’s approved by Exco
• Poor performance or misconduct arising from substance abuse will mean disciplinary action
• It is against the law to manufacture, distribute, dispense or use any prohibited substance in the workplace while on duty or on stand-by
• Only medication that is prescribed by a registered healthcare provider may be brought onto premises, but if misuse is suspected, each case will be dealt with on its own merits
• Consumption of substances may take place outside of working hours and away from our premises but can still have a negative effect on us. If anything happens that damages the trust between a staff member and us, there will be disciplinary action

Please seek help from management if you have a substance abuse problem. We will help where we can!

All of our staff and those acting on our behalf are entitled to respectful treatment. This means that everyone must be treated professionally. We believe that a person’s unique talents and perspectives should be valued. A respectful workplace is about more than compliance with the law. It is a working environment that is free of inappropriate behaviour, harassment and discrimination because of age, disability, marital status, race and/or colour, national origin, religion, sex, sexual orientation and/or gender identity. Incidents of harassment or inappropriate behaviour will not be tolerated!

Harassment is any unwelcome conduct towards anybody for any reason that creates an intimidating, hostile and/or offensive work environment. Examples include (but are not limited to):

• Oral and written communications that contain offensive name-calling, jokes, slurs, negative stereotyping, and threats
• Comments and jokes that are distasteful and targeted at individuals and groups based on age, disability, marital status, national origin, race and colour, religion, sex, sexual orientation and gender identity
• Nonverbal conduct, such as staring, leering and giving inappropriate gifts
• Physical conduct, such as assault and unwanted touching
• Visual images, such as derogatory and offensive pictures, cartoons, drawings and gestures. These prohibited images include those in hard copy and electronic form. Sexual harassment is a form of harassment that is based on a person’s sex that is sex-based behaviour. It is also sexual harassment for anyone in a position of authority to tie hiring, promotion, termination and any other condition of employment to a request and demand for sexual favours. Harassment may occur because of a relationship and if either person in the relationship engages in conduct in the workplace that is inappropriate and unwelcome.

Please note: Effective leadership requires that managers talk with staff about their job performance. Such discussions may be difficult and should always be done professionally and respectfully. However, performance management, constructive criticism and supervisory actions regarding performance deficiencies are not harassment or inappropriate behaviour.

IF YOU ARE A VICTIM OF HARRASSMENT: Report it to your manager or another senior manager and also follow the grievance procedure under ‘When thing go wrong’

From the first day you start to work with us and even after you have left our employ, you need to make sure that you treat all company information and documents as

STRICTLY CONFIDENTIAL.

You do not:

• Make copies, distribute or use company information when it is not a necessary part of doing your job
• Disclose any of our confidential information to anybody that does not work for us
• Disclose details of your contract – that includes your salary, incentives or other benefits – to anybody else inside or outside the company
• Company information includes, but is not limited to:
• Intellectual property, systems, methods and software
• Knowledge of customers and business associates
• Customer lists, names of customers and prospective customers and their requirements
• Marketing and/or financial information
• Contractual arrangements between us and its business associates
• Details of the financial structure and operating results
• Details of pricing structure and profit margins
• Information relating to the staff, including their remuneration and duties If you leave us, you will be required to return confidential information in your possession.

A conflict of interest happens when a situation benefits you but could have a negative impact on us. We need you to act in our best interests. As a staff member, we want you to be free from any conflict of interest that could affect your judgement, objectivity or loyalty to us. You may be part of other legitimate financial,

business, charitable and other activities outside of work, but any potential conflict of interest should be disclosed.

This means that you must:

• Advise your manager of outside activities, financial interests or relationships that may pose a real or potential conflict of interest
• Avoid personal relationships with other staff members where parties in the relationship may receive or give an unfair advantage or preferential treatment because of that relationship
• Avoid actions or relationships that might be in conflict with your job responsibilities or our interests
• Obtain necessary approvals before accepting any position as an officer or director of an outside business concern
• Tell management (before taking a position) on a board of directors of a bona fide charitable, educational and/or another non-profit organisation
• Tell us if any member of your family or close contact to you is employed or becomes employed by one of our competitors or has or gets any interest in a similar business

Avoid:

• Working with a business outside your company responsibilities that is in competition with our business
• Having a direct or indirect financial interest in, or a financial relationship with one of our competitors, suppliers or customers (except for insignificant stock interests in publicly held companies)
• Taking part in any company business decision involving a business that employs your spouse or other family members
• Having a second job where your other employer is a direct or indirect competitor, distributor, supplier and/or customer of ours
• Having a second job or a consulting relationship that affects your ability to satisfactorily do what you need to do here at work
• Using non-public company information for your or another person’s personal gain (like insider trading)
• Investing in an outside business opportunity in which we have an interest, except for having an insignificant stock interest in publicly held companies
• Receiving personal discounts or other benefits from suppliers, service providers or customers that are not available to all our staff
• Having romantic relationships  with other staff members where:

• There is an immediate reporting relationship
• There is no direct reporting relationship but it could cause others to lose confidence in the judgment or objectivity of either staff member, or the relationship could cause embarrassment to us

When in doubt rather disclose any issue that you think could be classified as a possible conflict of interest.

Apart from a conflict of interest, you should avoid acquiring any business interests or participating in any activity outside of the company that would create or appear to create an excessive demand on your time, attention and energy that would deprive us of your best efforts in your work.

You may not take up outside employment or hold outside business directorships without first getting company approval.

You must disclose (at least annually or when it occurs) any interest in or concern with or employment by any other business before getting involved.

You are not allowed to engage in any personal business activities with our customers, suppliers and competitors as it is seen as a direct conflict of interest.

Ensure that work for non-profit and/or community organisations do not conflict with your work.

Do not use company funds, facilities or other assets to make contributions for political purposes. Do not use your work time to engage in activities that support these political efforts. Ensure that your personal activities and contributions to political interests do not suggest our support or involvement.

Any property belonging to us must be treated with care and respect and be protected from misuse, loss, damage or destruction. This could be our facilities, equipment, supplies, raw materials, and all other physical assets.

You may not:

• Have any of our property in your possession without authorisation
• Use any of our property for private use
• Remove property from our premises without permission

Things to remember:

• If you break it intentionally or because you were careless, you pay! Either the cost, or the insurance excess
• We may at any time ask you to return all company property. If you don’t…it’s stealing

Email is there to assist you to do your job and should be used for company-related business only. Incidental or occasional personal use is permitted but know that it will be subject to the same access and disclosure principals as for business. We can’t protect confidentiality of any private information stored on our systems and we are under no obligation to return personal information stored on our systems whether you still work here or not.

When sending an email:

• It must contain your name
• Carefully screen the content and make sure that it does not harm our image
• Make sure that the tone is respectful and professional
• Wherever you can, please send documents in PDF format

Don’t:

• Include emotional responses
• Disclose any confidential or company proprietary information
• Send or receive anything that can be seen as insulting, disruptive, offensive, harmful to morale, discriminatory or harassing in nature
• Use it for anything illegal or anything that will harm our reputation
• Use it for personal gain or solicitation

A few don’ts when it comes to software and hardware:

• No user may connect any hardware or software to our systems without permission
• All downloaded software must be registered to us.
• Downloading unauthorised software is not allowed as this may be illegal and can transmit computer viruses Always follow all instructions that are given by the IT department’s security protection systems

While you are working for us:

• All concepts, processes or improvements on processes or procedures that you create will belong to us

• Any work, or information or products that you discover will belong to us

• Any designs or other developments you make will belong to us

• Always respect all copyright and don’t copy, retrieve, modify and/or forward copyrighted materials, unless you have permission.

We will always fight against fraud and corruption, both internally and externally. And we rely on our staff to perform their duties and responsibilities in accordance with the laws and regulations that govern us.

Any staff member who has a reasonable belief that there is corruption on misconduct relating to the below list should raise a concern (blow the whistle):

• Financial misconduct
• Health and safety risks
• Environmental damage
• Unfair discrimination
• Corruption and misconduct
• An unlawful civil or criminal offence
• Attempts to suppress or conceal any information relating to any of the above

Raising a concern regarding the above explained on next page.

How to raise a concern:

Step 1: If you are comfortable, raise this with your manager (either verbally or in writing)

Step 2: If you feel you can’t tell your manager, raise the matter with any other Exco member within any of the group companies. Please say if you wish to remain anonymous so that they can make an appropriate arrangement

Step 3: If these channels have been followed and you still have concerns, or if you feel that the matter is so serious that you cannot discuss it with any of the above. Send an email to: speakout@status.holdings

Once you have told us of your concern:

• We will investigate to decide what action should be taken. This may involve an internal inquiry or a more formal investigation
• The issue you raised will be acknowledged within 7 days
• If relevant, we will tell you how we propose to deal with it as well as an indication of how long it will take (8 – 22 days)
• If we decide not to investigate, we will give you reasons
• We will also tell you who will be handling the matter, how to contact them and if further assistance is required from you
• We will give you as much feedback as we can. If requested, we will confirm our response to you in writing
• Please note however, that we may not be able to advise you of the precise action we take

Important to note if you have a concern and want to raise it:

• No individual who in good faith reports a violation or suspended violation shall suffer harassment, retaliation or adverse employment consequences of any sort. In fact, the Protected Disclosures Act, Act 26 of 2000 (also known as the Whistleblowing Act) which became effective in February 2001, provides protection to staff members for disclosures made without malice and in good faith
• Concerns must be raised without malice and not for personal gain, and the individual must reasonably believe that the information disclosed, and any allegations contained in it, are substantially true
• A member of staff who does not act in good faith or who makes an allegation without having reasonable grounds for believing it to be substantially true, or who makes it maliciously, may be subject to disciplinary proceedings
• The issues raised may relate to a manager, another member of staff, or any division within the company or group
• The perpetrator can be an outsider, a staff member, a manager, a client or an ex-staff member
• You may even be aware of a system or procedure in use, which may cause us to break the law
• It is preferable that you put your name to the disclosure but if you ask us to protect your identity by keeping your details confidential, we will not disclose it without your consent
• Refrain from discussing the concern that has been raised with fellow staff members until the claim has been substantiated. Your confidentiality in this regard is to prevent office ‘gossip’ which could impact on the investigation as well as to potentially prevent evidence being tampered with
• If the situation arises where we are not able to resolve the concern without revealing your identity (for example where your evidence is needed in court), we will discuss with you how we can proceed
• A Whistleblower raises a concern about activity that affects others – the Whistleblower does not have to have a personal interest in the outcome of any investigation regarding their concern. As such, a Whistleblower is not expected to prove the malpractice as they are merely the messenger raising a concern which needs to be addressed by others. It is not the same as a complaint
• When you raise a concern, you may be asked how you think the matter might best be resolved. If you do have any personal interest in the matter, we do ask that you tell us at the outset. If your concern falls more properly within the Grievance Procedure, we will tell you
• We will give you as much feedback as we can. If requested, we will confirm our response to you in writing. Please note however, that we may not be able to advise you of the precise action we take.

IMPORTANT: We will not tolerate the harassment or victimisation of anyone raising a genuine concern. A staff member who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. It is preferable to keep all internal issues within the company. You should only contact outside regulators, other authorities or the media after having exhausted all internal reporting avenues

or if the below applies:

• The concern was raised internally and has not been properly addressed
• The concern was not raised because the Whistleblower reasonably believed he or she would be victimised
• The concern was not raised internally because the Whistleblower reasonably believed a cover-up was likely
• The concern was exceptionally serious

It is common practice that business gifts are given to strengthen business relationships and, with some restrictions, is a lawful business practice.

VERY IMPORTANT: Bribery is illegal and violates this policy. We do not allow for corrupt practices in any form, including bribery.

Accept or give a business gift if:

• It is nominal in value
• Small in quantity
• Not given on received frequently
• If you are the giver, make sure you have management approval

Don’t accept or give a gift if:

• It is given/received with the intent to influence the recipient’s business decision
• It is cash or the equivalent of cash such as gift cards
• It could be viewed as lavish
• It violates the law, regulations, agreements or this policy
• It is to reward a staff member
• It is tickets to an event where the person giving the gift accompanies the recipient If you get a gift and its value is R1000 or more (R3000 or more for management) disclose it in the gift registry kept at Head of Legal.

Example of acceptable gifts:

• Lunches or meals
• Gifts that can be used at the office (calendars, deskpads, pen bearing logo)
• Food and/or drink of a reasonable nature (single bottles of wine, boxes of chocolates)
• Tickets to local sporting events
• Other appropriate entertainment shows

This relates to what the law calls ‘misconduct’ and it is any sort of act that goes against the law or our rules, policies and code of conduct. It is anything that could be considered as unacceptable conduct. Any act or failure to do something (whether inside or outside of work) that we believe is harming the employment relationship could be considered unacceptable behaviour.

It would be impossible to list every little thing that could be seen as misconduct and often it is a matter of common sense. Below are some categories of offenses and some examples of transgressions.

Time keeping and being away from work

• Abuse of sick leave
• Arriving late for work, or leaving early
• Sleeping on duty
• Unexplained or unwarranted absence from work
• Consistently bad time keeping

Attitude

• Conduct that leads to inharmonious relationships at work
• Being rude, abusive, provocative, intimidating, aggressive
• Refusal or failure to carry out reasonable instructions
• Refusal or failure to follow the law, policies or procedures
• Harassment of any person
• Insubordination, serious disrespect, impudence (sassy), or insolence (cheeky)
• Bringing harm to our reputation
• Negligence (including neglecting your duties)
• Gross negligence – resulting in serious loss to us
• Keeping others from performing their duties
• Poor housekeeping or hygiene

Dishonesty

• Bribery, fraud, forgery
• Altering or falsifying any documents
• Doing unauthorised private work
• Possession of property (belonging to a client, colleague or us) without permission
• Disclosing company information without permission

Other

• Breaking the law in any way shape or form

• Assault, attempted assault, or threat of assault (verbal or physical)
• Inciting workers to partake in illegal industrial action
• Bringing our name into disrepute (shame)
• Intentional damage to our property or data
• Gambling or conducting illegal games of chance at or during work

Intoxication

• Being under the influence of mind-altering substances at work
• Having drugs or alcohol in your possession at work without permission
• Using alcohol or drugs while at work

Computer/cellphone or electronic media

• Spending excessive time on the internet
• Viewing porn or other offensive material
• Downloading or installing unauthorised software
• Copying files/documents/programs that belong to us
• Excessive use of private cell phones during working hours
• Excessive private use of our phones, emails, internet
• Hacking
• Sharing your login details with someone else
• Using company resources for anything illegal or malicious

Dangerous weapons

• Unauthorised possession of a firearm or weapon
• Unauthorised usage of a firearm or weapon
• Leaving a firearm or weapon unattended
• Threating anyone with a weapon

If you’ve done something wrong, we usually begin with corrective counselling (with or without HR).

But if your misconduct is very serious or you’ve done the same thing over and over again, then you will either get a verbal, written or final written warning. You may even go straight to an enquiry if we think it is serious enough.

You may get suspended if we suspect you’ve done something wrong or illegal and we think it is serious enough for you to not be at work while we investigate. During this time, you may not use company property or have access to any company information or systems. You may be reinstated without any action taken against you or will be notified of next steps in the case of disciplinary action.

If you get a warning:

• You may state your case to dispute the warning and put your objection in writing, but it is management’s discretion whether it will remain or be withdrawn
• It will be valid for a certain period (again depending on the severity)
• You can get several verbal and several written warnings, especially if it is for different offenses
• The warning/warnings will still be in your file, even if you refuse to sign it/them

In the case of a disciplinary enquiry:

• You will get a notice no less than 2 working days prior to the disciplinary action taking place
• Your rights in the disciplinary will be detailed on the notice you receive
• We will get an independent chairperson to chair the enquiry
• You may not be represented by anybody outside the organisation in the hearing
• If you fail to attend, the hearing will proceed in your absence
• The sanction (outcome) recommended by the chairperson may be a warning or dismissal or any other disciplinary sanction, including immediate dismissal without pay

This is what the law calls ‘incapacity due to poor work performance’. It is when you are unable to do what is required because you don’t have the required skills or capabilities or attributes. This is not about making mistakes or dropping the ball (that is negligence)

When this happens, you will receive a warning for poor performance and will be put on a performance improvement programme (PIP). A PIP is designed to allow you to be retrained (if required) and/or to give you an opportunity to improve your performance. Usually, it is a 3-month process, but it can be shorter and can be extended if needed.

PIP works as follows:

1. When you are notified of a PIP, your manger (and Human Resources) will have a discussion with you where we will review:

• Where you are not performing
• What we are expecting of you
• What training would be required for you to improve
• Your reasons for not improving (your input will be required for that)
• We will then agree on what you need to do and what we need to do to help you improve
• There may be worksheets or timesheets that need to be completed daily or weekly
• Weekly discussions will be held to review work and to assist in corrective action that needs to be taken
• Monthly performance reviews will be held to determine if there is improvement and to address further corrective action. The final performance review will result in the final outcome of the PIP

If your performance improves you will be removed from PIP, but the warning for poor performance will remain on file. If your performance does not improve, we will have a disciplinary enquiry with an independent chair who will review and decide if your employment would need to be terminated due to poor performance.

Should you have or contract HIV/Aids or any other dreaded disease while working for us, the following guidelines apply:

• You are not compelled to disclose your diagnosis, unless the disease can be spread through normal contact at work
• If management is aware that you have HIV/Aids or another dreaded disease, it will remain highly confidential
• We will not allow any discrimination or harassment of staff who have HIV/Aids or any other dreaded disease. If this happens, you can follow the grievance procedure
• You will be expected to continue to perform your duties for as long as possible
• Depending on the type of disease contracted, if you are unable to perform your duties, management may decide that you are too sick to work

This is what is known as ‘incapacity due to ill health or injury’ and happens when your health is affected so badly that you cannot work anymore. Or if you are in an accident or get injured in some way and you are no longer able to perform the work you were contracted to do.

We are within our rights to let you go if this happens within the following guidelines:

• All sick leave and annual leave must be used up
• Consider if this is permanent or temporary
• We may ask the opinion of an expert
• Consider if there is a different or alternative job you can do

You (or your next of kin) will be part of this process and we will make every effort to keep you employed as long as it makes sense

Absenteeism is when you are not at work and you don’t have permission to not be at work. This includes:

• Total absence
• Taking extended breaks
• Coming late for work or arriving late or leaving early

NB : Being absent after permission has been refused is extremely serious!

We will follow normal disciplinary action when this happens continuously and are within our rights to take this time as unpaid leave.

Desertion is when you are not at work and it is confirmed that you have no intention of returning to work.

If you’ve been absent from work for three days without notifying us, the below process will start:

• Notification will be sent to your last known address to request that you return to work immediately (proof that we sent or delivered this will be kept)
• Normal disciplinary action will take place if you return to work. If you still don’t return to work, your employment will be terminated with effect from the last day you were at work
• If you return to work after your employment was terminated, the disciplinary enquiry will be re-opened and reasons for absence and failure to contact us will be examined
• Employment may be reinstated if reasons are valid

If you have a grievance (complaint) or are unhappy or dissatisfied with regards to a work situation or conditions of employment, you have a right to lodge a grievance.

The following will apply:

• Anybody may lodge grievances that directly concern them

• Any grievance lodged will be attended to as speedily as possible

• Management will consider all grievances lodged in a fair and just manner

• No victimisation of any staff member who has lodged a grievance will be tolerated

• An interpreter can be used if necessary

• Parties can call witnesses to testify and question the witnesses who testify. Cross examination will be allowed.

• The investigation will not continue if the aggrieved party is not present

• Any staff member lodging a grievance may be accompanied and represented at any stage of the procedure by a colleague

This is the procedure:

1. Always try and first resolve the issue with your direct manager or discuss with HR. If it is not resolved through discussion, then advise HR and your manager that you wish for the matter to be treated as a formal grievance

2. If the grievance is not resolved within 5 days, you may ask to see the MD of your company who will try and resolve it with HR

3. If you still feel that it is not resolved, you may contact the CEO of the group who will try and resolve it with HR

If the grievance remains unsolved, either party may pursue a lawful course of action.

Please note that you cannot use the grievance procedure to resolve disciplinary matters or appeals against disciplinary matters or to try and negotiate or amend any agreement you have with us.

Industrial action is any form of:

• Strike
• Down tools
• Go slow
• Work to rule
• Boycott
• Friendly protest action
• Stay away

that is aimed to get management to agree to a demand. You are strongly encouraged not to take part in or incite any other staff to take part in

these types of activities, unless they are legal and in compliance with the Labour Relations Act guidelines. We’ve put enough processes and procedures in place to promote, enhance and maintain peace and harmony in the workplace and request that you follow these avenues instead.

This is known as termination of employment due to operational requirements. We may decide that a person’s employment needs to end for one of the following operational requirements (there may be more reasons):

• We are no longer making enough money and therefore need to save money by employing less staff

• We could make more money if we employ less staff

• Due to change in processes or procedures or automation, the particular role is no longer required

• When we are acquired or merged and there are dual roles

The following process will be followed:

1. You will get notified that there is an intention to retrench

2. Consultations will be held to discuss the possible retrenchments and will cover:

• Why we are retrenching
• What alternatives there are to retrenching
• What selection method was used to select staff being retrenched
• What the severance package will be

• What the date of termination would be if the outcome is retrenchment

3. Upon finalisation of the consultations, retrenchments happen unless alternatives were found. Everything will be done in writing, and you are allowed to get legal counsel, although no correspondence or other engagement will be done with a third party.

You have agreed to your salary in your employment contract and it is confidential. This means that you should not disclose your salary or wage to anyone within the

organisation other than your ‘Direct Report’.

Salaries are paid no later than the last working day of the month.

Full details of the breakdowns and deductions of your salary will be shown on your payslip – which will be given to you monthly.

No deductions will be taken from your salary without your consent unless:

• We are lawfully required to (like a garnishee order)
• You have signed an acknowledgement of debt for money owed to us
• Special leave: (maternity leave, child adoption leave and paternity leave)
• Unpaid leave

Overtime is time worked over and above your normal hours of work. If your contract says you are working other than normal working hours (8h00 to 17h00), then it means those hours are your normal hours and overtime will be for hours over and above that.

Overtime will be paid:

• If you earn below the Basic Conditions of Employment Act (BCEA) No. 75 of 1997 ‘earnings threshold’ which is R211,596-30 per annum (subject to change by law)
• When the business needs it
• When your manager approves it
• When the number of hours overtime required was agreed to before the time

Over time is paid for every completed half an hour as follows:

• Overtime on working days – 1.5 x hourly rate
• Saturdays – 1.5 x hourly rate
• Sundays – 2 x hourly rate
• Public Holidays – 2 x hourly rate

You can arrange for time off instead of the money but you cannot bank that time and have it paid out when you leave.

Bonus, incentives and commissions are solely at our discretion and will depend on the individual’s performance. Any bonus, incentive or commission structures will be agreed upon between the both of us. It may form part of your employment contract or an interim programme. Details of how it will work will be put in writing and agreed upon prior to its implementation.

We do not provide staff loans. You can apply for credit through LNDR, the lending company that is part of the group.

Please note:

• Credit checks will apply
• You will have to apply for the loan using regular application channels and it may be disapproved
• We will never lend you more than twice your monthly salary

What is an Advance?

An advance is when you ask for a portion of your salary to be paid earlier than the Company’s salary payment date. The full amount of the advance will then be deducted on the next pay day.

What are the rules?

• No more than 3 advances within any 12-month period may be applied for and not more than 2 consecutive advances may be granted.
• The amount requested may not be more than 50% of your net salary (take-home salary).
• You may not ask for a new advance until your current advance is fully paid off.
• Staff loans and advances may not run concurrently and the one must be repaid before application can be made for the other.

What is the process?

1. Should a staff member require an advance, this request must be logged with their Line Manager.
2. The Line Manager must then send an e-mail to HR with the full amount and how the advance will be paid back, as well as the reason for the advance.
3. HR will check on the payroll side to make sure such advances are in line with the Advance Policy rules.
4. Should all be in order HR will send the request through to the relevant party for approval. If the request does not conform to the rules, HR will provide such feedback to the Line Manager, who will in turn inform the staff member.
5. Finally, once the advance is approved, HR will provide finance with the detail and ask for the advance to be paid out. HR will compile an Advance agreement and action same on payroll.

All access in the building (like the lifts, basement and offices) is managed by the Gallagher app. This will be set up when you start your job and will be used instead of access cards.

Depending on your job, you may be allocated basement parking or parking in front of the building.

There are several boardrooms in the building that can be used for meetings with colleagues and/or customers. Bookings of all boardrooms are done with reception.

You can order food from the bistro or the slow lounge.

These orders are managed through the Munch app that you can download via Google Play or Apple Store.

Payments can be made:

• On account (which will be deducted monthly from your salary) or
• With your card set up as a payment option in the app.

As a staff member, you can make use of the on-site car wash. It is R100 per wash or R50 inside/outside only. Drop off your keys with reception and you will be given a receipt. All car washes are deducted from your salary at the end of each month

The on-site gym is available to all staff at R299 per month. There is no sign-up fee. The gym works on a month-to-month contract. This amount can be deducted from your salary or be paid via EFT.

Gym hours:

• Monday to Friday – 5h00 to 20h00
• Saturdays – 6h00 to 13h00
• Sundays – Closed
• Public holidays – Closed

The Rooftop is a venue that may be used for private functions. The bar may be open on Friday’s at 16h00. Drinks can be purchased using your Munch app:

• on account (deducted from your salary every month) or
• by using your card

We love it when our staff develop further skills and gain new knowledge that help them to do their job better. The following is seen as training and development

• Self-learning
• Formal training presented by us
• Training by external providers:

• Short term training
• Online programmes and courses
• Seminars, conferences and conventions

• Degrees, certifications and other academic courses

We may sponsor your training and/or studies if the area of study:

• Falls withing the scarce and critical skills requirement for the business
• Is relevant to your current or future role and development needs

We may pay for:

• Registration fees
• Tuition fees
• Examination fees

We do pay for (with management approval):

• Professional Body Fees
• CPD Courses

Check list for company sponsored training/studies:

• Studies undertaken with a registered learning institution
• The course benefits us and your role in the business
• You’ve worked for us for more than 1 year
• You can study in your own time

If we pay for your studies, you will be tied to a work back period (meaning that if you resign before the period is up you will have to pay us back). The period is based on the cost or duration of your studies as follows:

Cost/Duration of Training Work Back Period

• Less than R5 000 6 months
• R5 000 to R25 000 12 months
• More than R25 000 18 months
• 2-year course 24 months
• 3-year course/degree 36 months
• More than 7 years Equal to the number of months studying

How it works:

• Once you pass, the work back period will begin from the 1st of the month after we have your results
• If you fail, you will be given one more attempt to rewrite the exam (at your own cost)
• If you pass – work back period starts
• If you fail – the full cost of studies will be due back to us immediately
• If you resign before the work back period is over, you will have to pay the pro rata amount (how many months are left of work back period)

HOW TO APPLY FOR STUDY OR TRAINING ASSISTANCE:

1. Discuss the request for training or study assistance with your manager.

2. Complete the application form. Click here to access the form.

3. Make sure to attach all substantiating costs in the form of invoices or quotes.

4. Send the form to your manager to add their motivation and approval.

5. Send the form and all related information to HR for review and approval from Exco.

6. Make sure you send your results to HR as soon as you have them.

If you use your own vehicle for business travel, we will reimburse you at R4 per km. If you travel from home, we will only pay for the kilometres from the office to your destination and back. This travel must be approved by your Line Manger prior to travelling.

HOW TO CLAIM FOR TRAVEL EXPENSE:

1. Complete the travel expense form. Click here to access the form.

2. Attach substantiating information and send to your manager for approval.

3. Send the form with substantiating info to finance.

If your role requires you to make use of your own personal cell phone, we will provide you with a cell phone allowance. This will be discussed with you by your manager and agreed to in writing.

The retirement age of a staff member is 65 years and the retirement date is the end of the month you turn 65. We may decide to re-appoint you on a fixed term basis after you have retired, if the business needs your skills, expertise or experience.

Staff may apply for early retirement from the age of 55.

By working for us, you agree to the following:

• That you, your property and vehicle may be searched when you, your property and vehicle are at our premises – during and after working hours. Females will be searched by female security
• That you submit yourself to suspected illegal substance abuse/alcohol tests to determine if you are under the influence of alcohol or other unacceptable substances during working hours
• That you undertake to subject yourself to a polygraph test by a registered institution if we think it is necessary
• That you furnish us with information as requested, should any internal investigation be conducted

By working for us, you also accept that the results of the searches, illegal substance abuse testing, alcohol tests and polygraph tests is sufficient proof at a potential disciplinary hearing and possible dismissal.

• Although we respect the privacy of all our staff, it is important to note that we have the right to accesses, monitor and disclose information when required. This means we can:
• Restrict access to equipment, systems, or supplies
• Monitor or inspect without notice that you comply with rules and policies surrounding how you conduct your work
• Access any systems including its content. Although you have a password, remember that it still belongs to us which includes the content (emails, documents, browser history).
• Monitor and inspect usage of any system or equipment
• Claim any messages created or sent, transmissions or downloads as our property
• Ask you to handover passwords or other encryption keys.