Human Resources Policy and Procedure Manual - Timely Logistics and Supply Company Ltd.

The Human Resources Policy and Procedure Manual for Timely Logistics and Supply Company Ltd. provides information about the company's history, services, and expectations for employees. It covers topics such as employment terms and conditions, behavior expectations, and policies and procedures. The manual also discusses the company's use of technology in its operations, including data analytics, transport management software, and RFID technology. Additionally, it outlines the company's order processing, inventory control, and warehousing operations.

Human Resources Policy and Procedure Manual 1
HUMAN RESOURCES POLICY AND PROCEDURE MANUAL
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TSLC
Human Resources
Policy and Procedure Manual
Contents
Human Resources Policy and Procedure Manual.............................................................1
Welcome............................................................................................................................ 2
Our Company History........................................................................................................3
What We Do...................................................................................................................... 5
Our Clients......................................................................................................................... 7
Our mission, vision & values..............................................................................................8
Mission Statement:.........................................................................................................8
Vision Statement:........................................................................................................... 8
Values:........................................................................................................................... 8
Your employment............................................................................................................... 9
Payroll............................................................................................................................ 9
Changing Pay Details.....................................................................................................9
Hours of Work................................................................................................................ 9
Overtime and Additional Hours.....................................................................................10
Lateness for work.....................................................................................................10
Reimbursement of Expenses.......................................................................................10
Travel........................................................................................................................... 10
Business Environment.....................................................................................................12
Work Areas.................................................................................................................. 12
Security........................................................................................................................ 12
Kitchen and Bathrooms................................................................................................12
Meeting rooms............................................................................................................. 13
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Printing......................................................................................................................... 13
Waste Bins................................................................................................................... 13
Recycling Bins.............................................................................................................. 13
Security Disposal/Shredders........................................................................................13
The noise factor...........................................................................................................14
Code of Conduct Policy...................................................................................................15
Purpose........................................................................................................................ 15
Principles......................................................................................................................15
Policy........................................................................................................................... 15
Dress Code Policy........................................................................................................... 18
Office Employees.........................................................................................................18
Warehouse/Factory Employees/Drivers.......................................................................18
General........................................................................................................................ 18
Prohibited Clothing.......................................................................................................19
Supply and Purchasing................................................................................................19
Maintenance.................................................................................................................19
Exceptions....................................................................................................................19
IT, Internet, Email & Social Media Policies.......................................................................20
Internet Use.................................................................................................................. 20
Email Use.....................................................................................................................20
Professional Use of Social Media.................................................................................21
Procedure..................................................................................................................... 22
Private / Personal Use of Social Media........................................................................23
Procedure..................................................................................................................... 23
Recruitment..................................................................................................................... 26
Policy........................................................................................................................... 26
Procedure..................................................................................................................... 26
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Induction.......................................................................................................................... 28
Policy........................................................................................................................... 28
Procedure..................................................................................................................... 28
Training & Development..................................................................................................29
Policy........................................................................................................................... 29
Probation......................................................................................................................... 30
Policy........................................................................................................................... 30
Procedure..................................................................................................................... 30
Occupational Health & Safety..........................................................................................31
Policy........................................................................................................................... 31
Manual handling policy.................................................................................................32
Workers’ compensation policy......................................................................................32
Injury procedure...........................................................................................................32
Smoking policy............................................................................................................. 33
Alcohol & drugs policy..................................................................................................33
Equal Employment Opportunity (EEO) & Anti Bullying.....................................................34
Policy........................................................................................................................... 34
Discrimination, Sexual Harassment and Bullying.........................................................34
Discrimination:.............................................................................................................. 34
Reasonable adjustments..............................................................................................36
Procedure: To make a complaint..................................................................................37
Procedure: To receive a complaint...............................................................................37
Procedure: To investigate a complaint.........................................................................38
Possible outcomes.......................................................................................................39
Pregnancy at Work.......................................................................................................... 40
Advising of pregnancy..................................................................................................40
Harassment while pregnant..........................................................................................40
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Safety at work..............................................................................................................40
Transfer to a safe job...................................................................................................40
Working until the birth...................................................................................................41
Return to work.............................................................................................................. 41
Breastfeeding at work...................................................................................................42
Other forms of parental support....................................................................................42
Flexible Working Arrangements.......................................................................................43
Options for flexible work practices................................................................................44
Leave............................................................................................................................... 46
General leave policy.....................................................................................................46
Annual leave policy......................................................................................................46
Personal (sick) leave policy..........................................................................................47
Carer's leave policy......................................................................................................47
Compassionate leave policy.........................................................................................47
Long service leave policy.............................................................................................47
Parental leave policy....................................................................................................48
Unpaid parental leave..................................................................................................48
Parental Leave types:...................................................................................................48
Parental Leave.............................................................................................................49
Concurrent Leave.........................................................................................................49
Special Maternity Leave...............................................................................................49
Parental Leave Pay......................................................................................................49
Primary Caregiver Pay.................................................................................................49
Dad and Partner Pay....................................................................................................50
Parental leave for partners...........................................................................................50
Applying for leave.........................................................................................................50
Adoption....................................................................................................................... 50
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Other Paid leave...........................................................................................................51
Annual leave.............................................................................................................51
Time off for antenatal appointments, adoption interviews or examinations...............51
Leave for pregnancy related illness..........................................................................51
Loss of a child while pregnant...................................................................................51
During parental leave................................................................................................52
Time in lieu policy.........................................................................................................53
Leave without pay policy..............................................................................................53
Jury duty policy............................................................................................................53
Emergency services leave policy.................................................................................53
Performance Management..............................................................................................54
Policy........................................................................................................................... 54
Procedure..................................................................................................................... 54
Performance improvement...............................................................................................55
Policy........................................................................................................................... 55
Procedure..................................................................................................................... 55
Gross or serious misconduct policy..............................................................................57
Procedure..................................................................................................................... 57
Grievance complaints......................................................................................................58
Policy........................................................................................................................... 58
Procedure..................................................................................................................... 58
Conflict of Interest............................................................................................................ 59
Policy........................................................................................................................... 59
Procedure..................................................................................................................... 59
Intellectual Property & Security........................................................................................61
Environmental Best Practice............................................................................................62
Policy........................................................................................................................... 62
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Procedure..................................................................................................................... 62
General..................................................................................................................... 62
Energy...................................................................................................................... 62
Water........................................................................................................................ 62
Waste....................................................................................................................... 62
Timely Logistics and Supply Company Ltd. - Policies and Declaration............................63
Employee Declaration:.................................................................................................64
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Welcome
Congratulations on your appointment and welcome to the team at Timely Logistics and
Supply Company Ltd.! We are excited that you have decided to join us and look forward
to a long, happy and successful partnership together. Our business is primarily about
order processing, inventory control, warehousing, transportation, material handling, and
the sourcing of information that pertains to proper management of the supply chain.
You have been hired because we believe you can help us to deliver these services with
high levels of customer satisfaction. We want to ensure that your interactions with other
Timely Logistics and Supply Company Ltd. employees and our customers will reflect the
value that Timely Logistics and Supply Company Ltd. places on delivering timely,
effective, and high quality services to its customers
The purpose of this Manual is to introduce you to the Timely Logistics and Supply
Company Ltd., give you some information about our history, our clients and what we do.
You will also find information about your terms and conditions and employment, our
expectations around your behavior and our policies and procedures. This manual should
be read in conjunction with your Contract of Employment.
This Manual is by no means an exhaustive guide to your employment with us. It has been
developed to act as a resource and reference for you. The policies within this Manual are
easily listed and easily accessed via the contents page. This Manual will be updated as
required as our business evolves and grows. You will be notified of any changes as they
occur. If you have any questions about the content, please do not hesitate to contact
Zane Thompson on 03 999 679.
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Our Company History
The story of Timely Logistics and Supply Company Ltd. started in 2010 when the founder
Zane Thompson, identified a need in the market for excellent product delivery services
both to manufacturers and the end customers. It was evident that the majority of
companies offering supply and logistics services did not deliver products in a timely
manner and the majority of products, especially those that were fragile, became damaged
along the way. Jack hence decided to start this company and make extensive use of
technology to optimize operations. The company was created to offer five major services.
These include order processing, inventory control, warehousing, transportation, material
handling. The company chose to own the entire supply chain and minimize the number of
partners to increase efficiency and reduce delays.
Once the company began carrying out these activities and employing technology to
optimize operations and maximize efficiency, it was able to break-even and began being
profitable. The major value for the firm is integrity. All employees are expected to be
honest about business operations. Additionally, the company has ingrained the culture of
team work in its employees and expects them to work collaboratively to solve any issues
and increase company effectiveness levels. The company’s track record has caused
customers to rely in the company for their deliveries.
Timely logistics and supply chain recognizes the importance of technology in its daily
operations and that is why the company uses a computerized chain management system.
This enables the employees to better track inventory. The technologies used by the
company allow for real time monitoring of the entire supply chain. This aids in enhancing
customer satisfaction since they are at times given the opportunity to track their inventory
in real-time. The use of technology has therefore been pivotal in the operations of the
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company and it has aided to reduce operational costs as well as improve the efficiency of
the firm by minimizing the number of errors that occur.
The different technologies used by the company include; first, the company makes use of
data analytics in all its decision making processes. Today, there is a lot of readily
available information which the company uses to predict trends (Sarnovsky et al. 2018);
(Ularu 2012); (Ohlhorst 2012a); (Ohlhorst 2012b). The data is sourced from call centre
logs, CRM transactions, customer surveys, and data from RFIDs.
Second, the company makes use of software that aids in transport management. Timely
logistics and supply company uses computerized shipping and tracking systems and the
software aids to integrate all data into one panel. This aids in the reduction of errors in the
process of shipping (Wang & Benaroch 2004); (Swaminathan & Tayur 2003); (Randall et
al. 2006); (Sodhi 2001). Another technology that the firm uses frequently is social media
to continually advertise its services and increase its customer base by showing potential
customers that it has a competitive edge over other businesses in the industry. Finally,
the firm uses booth radio and advanced weighing technologies. The use of Radio
Frequency Identification technology (RFID), the firm is able to monitor all its products
effectively and it also aids to avoid losses (Palmer & Markus 2000). The advanced
weighing technologies aid in enhancing the company’s productivity by ensuring that
trucks carry up to the maximum weights to minimize damages as well as save time and
resources.
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What We Do
The first stage of operations at Timely Supplies and Logistics company is order
processing. This is a very crucial part in the supply and logistics operations. At this stage,
the buyer places a purchase order to the supplier. A purchase order is the legal document
that serves as evidence of the transactions between the two parties. The purchase order
contains information about the technical details as well as the description of the products
that need to be supplied. These details include the agreed upon commercial terms, taxes,
payment terms, delivery period, and the price. Timely Logistics and Supply Company Ltd
being the supplier hence takes notes of all the elements and organizes the entire process
with deadlines to ensure that delivery is done in time.
The firm also carries out inventory control. This is the management of stock to ensure that
there is sufficient inventory to meet all the customers’ needs (Moitra & Ganesh 2005).
This process also needs to make sure that minimal costs are incurred (Mcafee 2009). At
this stage, the company keeps track of its inventory to ensure that extra inventory is
brought in when the stock reaches a certain minimum level. This is referred to as the set
par level of inventory management (Malone et al. 1987). To ensure effectiveness, the
company uses software that keeps the inventory levels in check and raises alarm when
they go below a given level.
The firm also carries out warehousing operations. This involves the storage of goods until
the time they are delivered to the customer (Johnson & Whang 2009); (Hackney et al.
2006); (Gulati et al. 2000). When making warehousing decisions, the company decides
where the warehouse will be located, the design, layout, size, and the number of
warehouses needed for the logistics system. It began with one warehouse but now has
about fifty warehouses spread out across the country.
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Timely Logistics and Supply Company Ltd also carries out transportation activities. This is
one of the most critical activities in the firm’s supply and logistics management (Fiala
2005). One major element that the company considers when choosing the most
appropriate mode of transport is the cost the organization will incur. However, urgency is
another crucial factor that is considered in this step.
The firm is also involved in material handling and storage. The company needs to use the
appropriate method of material handling to avoid delays and damages which bring about
extra company overheads. One critical method that the company has applied is the
automation and mechanization of the material handling process (Evgeniou 2002); (Dyer &
Nobeoka 2000). The company uses the volume of inventory to determine the most
appropriate method of material handling (Currie & Parikh 2006). The method of material
handling chosen ensures speedy movement in both storage and retrieval of inventory.
The storage system also needs to utilize the existing space to the maximum.
Finally, the firm ensures that inventory is well packaged to aid in storage space economy
and damage prevention. This step aids in the minimization of organizational costs (Amit &
Zott 2001). To stand out from its competitors, the company makes use of existing data
and information which aids in ensuring that they deliver high quality customer service by
catering to their individual needs. It uses IT tools to access, identify, analyze, store, and
retrieve information which is then used in the company’s decision making process to
ensure that the firm remains ahead of its competition.
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Our Clients
At Timely Logistics and Supply Company Ltd. we service many businesses from a variety
of industries, we are proud to list the following clients from the construction, food, and
electronics sectors.
1. LG
2. Teys
3. BGC cement company
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Our mission, vision & values
Mission Statement:
Your roadmap should start with your mission, it declares your purpose as a company and
serves as the standard against which you weigh your actions and decisions.
The mission of the company is to offer the best supply and logistics services to its clients
at fair costs and in a timely manner and to ensure that their products are in the right
conditions. It also aims to make use of data analytics to determine the best way to serve
its clients.
Vision Statement:
Our aim is to be:
 Known for high quality outcomes
 Known for high quality customer service.
 Known for timely deliveries
Values:
 Respect
 Trusted Advisors
 Highly qualified experts
 Flexibility
 Trustworthy
 Reliable
 Efficiency
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Your employment
Your employment with Timely Logistics and Supply Company Ltd. is essentially governed
by your contract of employment, Timely Logistics and Supply Company Ltd. Policies, in
conjunction with this Manual. The following section provides general information
regarding your pay, conditions and our expectations of you.
Payroll
Your pay cycle is monthly. Our pay cycle runs from the beginning to the end of the month
and they are processed in the last week of every month. Depending on which bank you
use, some people may be able to access their pay on the 28th of every month because
this is the day payroll is actually processed.
Pays will be automatically deposited electronically into the bank account details provided
to Timely Logistics and Supply Company Ltd.
Taxation payments are automatically deducted from your salary. Superannuation
payments are paid into your nominated fund.
Changing Pay Details
Please advise the human resource manager via email should you wish to change any pay
details like changing or closing your bank account. Please ensure you notify us prior to
the date you wish for the change to be effective by. Your payroll contact is the supply and
logistics supervisor at our Melbourne office and, all requests for changes should be made
via email.
Hours of Work
Office/Business hours are generally between 8 am to 6 pm Monday to Friday. Your hours
of work will depend on business needs and the requirements of the work you are
assigned.
Your Manager will work with you to establish your standard hours of work and break
times.
Timely Logistics and Supply Company Ltd. adopts a common sense approach to
managing work hours.
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Overtime and Additional Hours
Overtime is work which is performed at the direction of the manager and which is in
excess of your contracted hours of work. If you cannot for some reason work reasonable
additional or overtime hours you must notify your Manager as soon as practicable with the
reasons as to why. However, if you can manage to work overtime, you will receive
payment based on the number of hours that you will work which will be remitted at the
end of the month together with your monthly salary.
Lateness for work
Any absence or late arrival due to illness, injury or any other reason, and the expected
duration of leave must be personally reported to your supervisor as soon as practicable
(and prior to your normal starting time wherever possible). If you are unable to do this
personally, you are requested to ask someone to telephone on your behalf.
Subsequent to this, you must keep your Manager informed of your progress.
Wherever possible you should make dental, medical, business or other appointments
outside your normal working hours.
It is essential that you are ready to commence work at your normal commencement time
as other employees and the business depend upon you and your contribution.
Reimbursement of Expenses
Timely Logistics and Supply Company Ltd. will reimburse employees for pre-approved
expenses properly incurred by employees in the proper performance of their duties.
Reimbursement will be subject to employees providing the Practice with receipts or other
evidence of payment and of the purpose of each expense, in a form reasonably required
by the Timely Logistics and Supply Company Ltd. Employees will also be required to
complete the Expense Reimbursement Form which is included in the Office Forms
section of this Manual.
Travel
Reasonable travelling expenses, where incurred in the performance of an employee’s
duties, will be reimbursed, provided that all claims are made on the appropriate form,
signed by the appropriate Manager and supported with the necessary substantiating
documentation. The payment of expenses is at all times subject to the prior authorisation
of, and at the discretion of, the Practice.
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Employees should arrange travel and accommodation through the Timely Logistics and
Supply Company Ltd. preferred travel supplier prior to departure.
Generally, air travel will be by economy class, with a carrier chosen by the Timely
Logistics and Supply Company Ltd.
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Business Environment
Work Areas
Since the work mainly involves movement to supervise the work that other employees are
doing, it is crucial to respect their work space and not impose on their work not unless
they require assistance or are not properly executing their tasks. Your work will also
involve a large amount of paper work which must be properly managed to ensure that
your work station remains neat and tidy. You should always scan physical documents and
save them both in their physical form in the storage forms in the storage area and also
save them as soft copies. The soft copies should also be backed up to ensure that the
information is well saved and does not get lost at any time. You must also never sleep in
your work area even when there are minimal jobs since as the supervisor, you need to set
a good example for other employees.
Security
Entry to the Timely Logistics and Supply Company Ltd. premises during and / or outside
of normal business hours will be by way of keys/security pass.
It is the responsibility of every Timely Logistics and Supply Company Ltd. employee to
ensure that this key/security pass is kept in safe custody. It must be returned on demand.
If building access devices are lost or misplaced, you must notify your Manager
immediately so that they can be cancelled.
Employees must ensure that all confidential/sensitive documents are locked away at
night. You should make sure that your personal belongings and valuables are locked
away and secured. Personal property is not covered by Company insurance.
Kitchen and Bathrooms
Please keep the kitchen and bathroom areas clean at all times, cleaning up after use. You
should be mindful that these are public areas and you should be respectful to others by
always cleaning up after yourself. If you use dishes, then wash them immediately after
use.
If there are any issues with these facilities, you should notify your Manager immediately.
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Meeting rooms
If you need to book or use a meeting room, please ensure that you book through the
receptionist/office manager/booking system. Please tidy up after meetings, take away
your dirty cups, files papers etc. Place chairs back in position and clean all work away.
Printing
Save costs on printing wherever possible by printing on both sides of paper. Please pick
up all printed matter off the printer and ensure that the printer is stocked with paper at all
times. Colour printing should be kept to a minimum.
Waste Bins
Most individuals will have these under their desk. These bins should be used for any
items which are not recyclable eg; plastics, metal, a pen, food scraps etc. Please use
your discretion and be mindful of disposing food scraps in the office. Liquids should not
be poured/ placed into bins.
Recycling Bins
Please recycle where you can, using the appropriate bins. Only paper and cardboard with
NO company, client or candidate information is to be placed into these bins. NO general
rubbish is to be placed in these bins.
Security Disposal/Shredders
Paperwork with any sensitive or confidential Timely Logistics and Supply Company Ltd.
information needs to be disposed of by either being shredded or placed into the locked
security disposal bin. The key for this bin will be the responsibility of the Practice
Manager. Documents to be placed in the security bins include but are not limited to:
 Company Information
 Client information
 Forms
 Terms and conditions
 Policies
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The noise factor
Try to avoid shouting at each other across the office or on site at a client and respect
people’s busy periods or meeting times. Or if someone is engrossed in something at their
computer or there are more than two people meeting with someone, it usually means they
are busy. Try to talk quietly when you are on the telephone and respect others around
you.
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Code of Conduct Policy
Purpose
This policy affirms Timely Logistics and Supply Company Ltd.’s belief in responsible
social and ethical behaviour from all employees. This policy clarifies the standards of
behaviour that Timely Logistics and Supply Company Ltd. expects of all employees.
Principles
Our employees contribute to the success of our organisation and that of our Clients.
Timely Logistics and Supply Company Ltd. fully endorses that all employees are not
deprived of their basic human rights.
Furthermore, our employees have an obligation to the Business, our Clients and
themselves to observe high standards of integrity and fair dealing. Unlawful and unethical
business practices undermine employee and Client trust.
Employees also need to keep in mind that efficiency is extremely crucial to the
organization in a bid to provide high quality customer services to our clients and make
deliveries on time. Time management is therefore a critical element that should be
considered. All employees are also required to take the utmost care of our clients’
inventory to minimize damages and losses as much as possible.
Finally, our employees are supposed to work together collaboratively to ensure that the
company’s operations flow smoothly and in a bit to provide the best customer service to
our clients. Since the majority of the company’s operations use technological devices, it is
vital to integrate operations and consult across different departments to optimize
company operations and increase efficiency.
Policy
Our Code of Conduct policy applies to all employees and provides the framework of
principles for conducting business, dealing with other employees, Clients and suppliers.
The Code of Conduct does not replace legislation and if any part of it is in conflict, then
legislation takes precedence. This policy is based on the following:
 Act and maintain a high standard of integrity and professionalism
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 Be responsible and scrupulous in the proper use of Company information, funds,
equipment and facilities
 Be considerate and respectful of the environment and others
 Exercise fairness, equality, courtesy, consideration and sensitivity in dealing with
other employees, clients and suppliers
 Avoid apparent conflict of interests, promptly disclosing to a Timely Logistics and
Supply Company Ltd. senior manager, any interest which may constitute a conflict
of interest
 Promote the interests of the Supply and Logistics company.
 Perform duties with skill, honesty, care and diligence
 Abide by policies, procedures and lawful directions that relate to your employment
with Timely Logistics and Supply Company Ltd. and/or our Clients
 Avoid the perception that any business transaction may be influenced by offering
or accepting gifts
 Under no circumstances may employees offer or accept money
 Any employee, who in good faith, raises a complaint or discloses an alleged
breach of the Code, whilst following correct reporting procedures, will not be
disadvantaged or prejudiced. All reports will be dealt with in a timely and
confidential manner.
 Dress in the company’s uniform at all times while in the company’s premises.
 Dress in the right gear based on the work being done. Incidentally, employees
who are out in the field and warehouses should be dressed in protective clothing
to ensure that they do not get hurt by heavy inventory or machinery.
 Not knowingly put another employee in harm’s way since the company’s
operations may involve heavy machinery.
 Follow the company’s rules and regulations in relation to internet and computer
usage.
 Conduct themselves in an appropriate manner at all times and not harass or bully
other employees either physically, verbally, or non-verbally.
 Not discriminate against other employees on the basis of their gender, race,
sexual orientation, or religion, among other elements.
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 Not abuse drugs during work hours or in the company’s premises.
 Adhere to work schedules and report in time in case of lateness to provide
sufficient time for a replacement.
The Timely Supply and Logistics company expects co-operation from all employees in
conducting themselves in a professional, ethical and socially acceptable manner of the
highest standards.
Any employee in breach of this policy may be subject to disciplinary action, including
termination.
Should an employee have doubts about any aspect of the Code of Conduct, they must
seek clarification from the company’s human resource manager.
This policy will be regularly reviewed by Timely Logistics and Supply Company Ltd. and
any necessary changes will be implemented by the human resource manager.
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Dress Code Policy
Timely Logistics and Supply Company Ltd.’s aims at establishing a safe and comfortable
environment includes setting some standards for workplace dress code. This is to enable
all people to project a professional image that is in keeping with the needs of our clients
and customers to trust us. Because our industry requires the appearance of trusted
professionals a standard dress code is necessary for everyone. Timely Logistics and
Supply Company Ltd.’s has a uniform that will be provided to everyone.
Since the company is involved in business operations that may involve long distances in
some cases, it is expected that employees will dress in a manner that ensures that they
are well protected from any external adverse conditions. The company will also provide
employees with standard shoes that must be worn at all times when performing company
operations.
Office Employees
Office employees are expected to dress business casual during work hours. All office
employees will be given a uniform consisting of some bottoms, shirts, and a jacket.
Bottoms may include neat jeans, slacks or skirt. Skirts must be knee length or longer. If
not wearing the Timely Logistics and Supply Company Ltd.’s uniform, office employees
must dress in a neat and well-presented manner at all times. When entering the
{warehouse/workshop}, office employees should wear a high visibility safety vest.
Warehouse/Factory Employees/Drivers
All factory employees must wear high visibility clothing at all times. Timely Logistics and
Supply Company Ltd. supplies options for high visibility uniform consisting of {e.g. polo
and fleecy sweater}. All {warehouse/workshop} staff are required to wear blue shorts or
pants. No other bottoms are permitted. Caps or beanies and jackets should be those
offered by Timely Logistics and Supply Company Ltd.. Steel capped boots are to be worn
and provided by employees. This is a safety requirement.
General
Sales/Management or other employees who attend meetings with clients or potential
clients (valid only on meeting days)
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Clothing should consist of a Timely Logistics and Supply Company Ltd. shirt and black
slacks or skirt. Jackets should be the same colour as bottoms and should have a collar.
Management may request an employee to wear Timely Logistics and Supply Company
Ltd. uniform on any particular day. This may be due to client visits, or any other reason.
Prohibited Clothing
Employees should not wear ripped clothing of any sort, low cut clothing such as jeans and
shirts, track suits (pants or windcheaters) or thongs or open toed shoes.
Supply and Purchasing
Employees will be supplied with uniform when they commence employment. Uniforms
may need to be ordered in, therefore, employees will dress as per instruction from
management until a uniform is distributed. Employees may purchase additional uniforms
at cost price. New uniforms will be issued to staff when required at management’s
discretion. When an employee leaves the company they are required to give all issued
uniforms back.
Maintenance
All clothing worn, including uniform, should be clean and neatly pressed at all times.
Exceptions
Timely Logistics and Supply Company Ltd. will allow employees to wear casual clothing
on Fridays only. For OH&S reasons, {warehouse/workshop} staff and drivers must still
wear their high visibility clothing. Prohibited clothing as outlined above is still
unacceptable on Fridays.
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IT, Internet, Email & Social Media Policies
Internet Use
The internet is provided by Timely Logistics and Supply Company Ltd. for business use.
Limited private use is permitted if the private use does not interfere with a person’s work
and that inappropriate sites are not accessed e.g. pornographic, gambling. Management
has the right to access the system to check if private use is excessive or inappropriate.
Failure to comply with these instructions is an offence and will be subject to appropriate
investigation. In serious cases, the penalty for an offence, or repetition of an offence, may
include dismissal. Staff need to be aware that some forms of internet conduct may lead to
criminal prosecution.
Email Use
1. Email facilities are provided for formal business correspondence.
2. Take care to maintain the confidentiality of sensitive information. If emails need to
be preserved, they should be backed up and stored offsite.
3. Limited private use of email is allowed if it doesn’t interfere with or distract from an
employee’s work. However, management has the right to access incoming and
outgoing email messages to check if an employee’s usage or involvement is
excessive or inappropriate.
4. Non-essential email, including personal messages, should be deleted regularly
from the ‘Sent Items’, ‘Inbox’ and ‘Deleted Items’ folders to avoid congestion.
5. All emails sent must include the approved business disclaimer.
To protect Timely Logistics and Supply Company Ltd. from the potential effects of the
misuse and abuse of email, the following instructions are for all users:
1. No material is to be sent as email that is defamatory, in breach of copyright or
business confidentiality, or prejudicial to the good standing of Timely Logistics and
Supply Company Ltd. in the community or to its relationship with staff, customers,
suppliers and any other person or business with whom it has a relationship.
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2. Email must not contain material that amounts to gossip about colleagues or that
could be offensive, demeaning, persistently irritating, threatening, discriminatory,
involves the harassment of others or concerns personal relationships.
3. The email records of other persons are not to be accessed except by
management (or persons authorised by management) ensuring compliance with
this policy, or by authorised staff who have been requested to attend to a fault,
upgrade or similar situation. Access in each case will be limited to the minimum
needed for the task.
4. When using email a person must not pretend to be another person or use another
person’s computer without permission.
5. Excessive private use, including mass mailing, “reply to all” etc. that are not part of
the person’s duties, is not permitted.
6. Failure to comply with these instructions is a performance improvement offence
and will be investigated. In serious cases, the penalty for breach of policy, or
repetition of an offence, may include dismissal.
This policy also applies to all employees, contractors and sub-contractors of Timely
Logistics and Supply Company Ltd. who:
have an active profile on a social or business networking site such as LinkedIn,
Facebook, MySpace, Bebo, Friendster or Twitter;
write or maintain a personal or business’ blog; and/or
post comments on public and/or private web-based forums or message boards or any
other internet sites.
This policy does not form part of an employee’s contract of employment. Nor does it form
part of any contractor or sub-contractor’s contract for service.
Professional Use of Social Media
Timely Logistics and Supply Company Ltd. expects its employees to maintain a certain
standard of behaviour when using Social Media for work or personal purposes.
This policy applies to all employees, contractors and sub-contractors of Timely Logistics
and Supply Company Ltd. who contribute to or perform duties such as:
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 maintaining a profile page for Timely Logistics and Supply Company Ltd. on any
social or business networking site (including, but not limited to LinkedIn,
Facebook, MySpace, Bebo, Friendster or Twitter);
 making comments on such networking sites for and on behalf of Timely Logistics
and Supply Company Ltd.;
 writing or contributing to a blog and/or commenting on other people’s or business’
blog posts for and on behalf of Timely Logistics and Supply Company Ltd.; and/or
 posting comments for and on behalf of Timely Logistics and Supply Company Ltd.
on any public and/or private web-based forums or message boards or other
internet sites.
Procedure
No employee, contractor or sub-contractor of Timely Logistics and Supply Company Ltd.
is to engage in Social Media as a representative or on behalf of Timely Logistics and
Supply Company Ltd. unless they first obtain Timely Logistics and Supply Company Ltd.’s
written approval.
If any employee, contractor or sub-contractor of Timely Logistics and Supply Company
Ltd. is directed to contribute to or participate in any form of Social Media related work,
they are to act in a professional manner at all times and in the best interests of Timely
Logistics and Supply Company Ltd..
All employees, contractors and sub-contractors of Timely Logistics and Supply Company
Ltd. must ensure they do not communicate any:
 Confidential Information relating to Timely Logistics and Supply Company Ltd. or
its clients, business partners or suppliers;
 material that violates the privacy or publicity rights of another party; and/or
 information, (regardless of whether it is confidential or public knowledge), about
clients, business partners or suppliers of Timely Logistics and Supply Company
Ltd. without their prior authorisation or approval to do so; on any social or
business networking sites, web-based forums or message boards, or other
internet sites.
Confidential Information includes any information in any form relating to Timely Logistics
and Supply Company Ltd. and related bodies, clients or businesses, which is not in the
public domain. This includes, but is not limited to information relating to {Insert examples}.
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Private / Personal Use of Social Media
Procedure
Timely Logistics and Supply Company Ltd. acknowledges its employees, contractors and
sub-contractors have the right to contribute content to public communications on
websites, blogs and business or social networking sites not operated by Timely Logistics
and Supply Company Ltd. However, inappropriate behaviour on such sites has the
potential to cause damage to Timely Logistics and Supply Company Ltd., as well as its
employees, clients, business partners and/or suppliers.
For this reason, all employees, contractors and sub-contractors of Timely Logistics and
Supply Company Ltd. must agree to not publish any material, in any form, which identifies
themselves as being associated with Timely Logistics and Supply Company Ltd. or its
clients, business partners or suppliers.
All employees, contractors and sub-contractors of Timely Logistics and Supply Company
Ltd. must also refrain from posting, sending, forwarding or using, in any way, any
inappropriate material including but not limited to material which:
 is intended to (or could possibly) cause insult, offence, intimidation or humiliation
to Timely Logistics and Supply Company Ltd. or its clients, business partners or
suppliers;
 is defamatory or could adversely affect the image, reputation, viability or
profitability of Timely Logistics and Supply Company Ltd., or its clients, business
partners or suppliers; and/or
 contains any form of Confidential Information relating to Timely Logistics and
Supply Company Ltd., or its clients, business partners or suppliers.
 Contains solicitations, advertisements, and chain letters to other stakeholders.
All employees, contractors and sub-contractors of Timely Logistics and Supply Company
Ltd. must comply with this policy. Any breach of this policy will be treated as a serious
matter and may result in disciplinary action including termination of employment or (for
contractors and sub-contractors) the termination or non-renewal of contractual
arrangements.
Other disciplinary action that may be taken includes, but is not limited to, issuing a formal
warning, directing people to attend mandatory training, suspension from the workplace
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and/or permanently or temporarily denying access to all or part of Timely Logistics and
Supply Company Ltd.’s computer network.
For the purposes of this policy, the following definitions apply:
Social Media includes all internet-based publishing technologies. Most forms of Social
Media are interactive, allowing authors, readers and publishers to connect and interact
with one another. The published material can often be accessed by anyone. Forms of
Social Media include, but are not limited to, social or business networking sites (i.e.
Facebook, LinkedIn), video and/or photo sharing websites (ie. YouTube, Flickr),
business/corporate and personal blogs, micro-blogs (i.e Twitter), chat rooms and forums
and/or Social Media:
The staff of Timely Logistics and Supply company may use the internet for;
 Any extended personal use that is under the company’s policies
 Minimal personal use
 For work and other work-related reasons.
Limited use of the company’s internet is allowed in cases where it;
 Conforms to the file storage and management practices as stated in the
company’s technology procedures work book.
 Is in accordance to the procedures that are stated in the email maintenance
document.
 Does not lower the performance of the company’s network performance. For
example, in case employees send very large emails, they can reduce the
performance of the systems and even cause system outages.
 Does not impact the company’s capacity of electronic storage.
 Does not adversely affect the security of the systems of the company.
 Does not interfere with the organization’s operations.
 Does not interfere with the employee’s roles and responsibilities as well as those
of his colleagues.
 Is brief and not frequent.
Therefore, what would be considered to be reasonable personal use of the internet is the
usage in sending a short personal email, paying a bill, or conducting a short bank
transaction using online platforms.
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Timely Logistics and Supply company is aware that there are times when employees may
need to make use of the internet or email for a more extended personal use. In such
cases, the company expects that;
 The employee uses the internet during his or her break and adjust their time sheet
for that period accordingly.
 The staff member can also negotiate this extra use of the internet with the
manager.
The company also expects its employees to use the internet and avoid sites that could
compromise the safety of its computers and networks.
There should also be no downloading or uploading of movies, music, as well as other
software or material that is copyrighted.
Unauthorized illegal actions such as buying and selling of illegal products, fraud, or
hacking should not be carried out using the company’s computers.
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Recruitment
Policy
Timely Logistics and Supply Company Ltd. recognises a robust and professional
approach to recruitment and selection helps us to attract and appoint individuals with the
necessary skills and attributes to fulfil our aims and support our business goals.
All appointments should be made on the Principle of Merit, compliance with all relevant
Federal & State Legislation and adherence to this policy and related processes.
Our Business recruits people via the following methods:
 Internal
 External
 Employee Referred
Procedure
1. Create a simple position description for the job covering key activities, tasks, skills
required, expectations, deliverables and safety considerations. When advertising,
avoid discriminatory language e.g. young person. Target the requirements of the
job e.g. we seek an energetic person.
2. The recruitment process may include some or all of these: an application form,
interviews, practical testing, reference checks, right to work in Australia checks. If
undertaking an interview ensure there are no possible discriminatory requests for
information, for example Do you plan to have a family in the near future?
3. Give the successful candidate a contract of employment setting out clear terms
and conditions. This includes the nature of employment e.g. permanent part time,
casual. The contract should include a welcome note and start details.
4. Once the candidate has accepted, contact the unsuccessful candidates as a
matter of courtesy.
Timely Logistics and Supply company hires the majority of its employees on a full-time
basis. For those who are hired on a part-time basis, their payment is calculated based on
the number of hours they work. When the company is looking for new employees, it looks
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at its most efficient part-time employees and gives them a priority above other candidates.
The company also promotes from within if it feels that certain employees are effective in
their duties and can hence handle greater responsibilities. Timely Logistics and Supply
company also gives interns an opportunity to practise their skills by gaining experience in
the firm. The company provides them with a stipend and it also hires the best interns and
provides them with permanent work positions.
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Induction
Policy
Timely Logistics and Supply Company Ltd. will make sure all new employees feel
welcome and are ready to start work safely and competently through the use of a proper
formal Induction process which this manual forms part of.
Procedure
Complete an induction plan for each new starter with details of:
Timely Logistics and Supply company first introduces its recruits to other employees and
gives them an opportunity to get acquainted with them. The company carries out the
induction one week before the recruits are expected to report for their jobs. The recruits
are then provided with a beverage to welcome to the organization and they are provided
with a tur of the company premise. Since Timely Logistics and Supplies company uses
many technological equipment, the employees are shown how each one is used to
ensure that they can operate in any department when needed. The employees are then
informed of the company’s OH&S procedures and evacuation to ensure that they can
protect themselves in cases of danger. Once it is determined that the employees are
aware of all the work stations, they are informed of all the company operations to give
them a bigger picture of how their roles fit into the overall business operations. The
recruits are then introduced to the different heads of department and informed of the
company’s chain of command.
At Timely Logistics and Supply company, recruits are then introduced to their buddies
who had already been chosen for them to help them adjust to the working situation and
perform their roles effectively. The company’s working safety plan is then provided to
each of the new employees to ensure that they are aware of how to maintain their own
safety when working in the company. Next, the employees are provided with a copy of the
Fair Work Information Statement and they are also provided with the company’s
procedural and policy requirements. Once all this is done, they are left to continue with
the IT systems orientation to get accustomed with the company’s technological devices in
a bid to ensure that they are effective when they commence their work in the company.
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Training & Development
Policy
Timely Logistics and Supply Company Ltd. will give employees adequate training to do
their job safely and competently. Our business believes training is a two-way process. We
encourage employees to participate and to highlight any gaps in their own skills or
knowledge they believe they have.
Training includes internal on-the-job training, written instructions such as standard
operating procedures, coaching, external training and courses. Safety training takes
precedence.
Timely Logistics and Supply Company Ltd. commits to providing every employee with 30
Training days annually. The company promotes the concept of life-long learning among
its employees to ensure that it remains ahead of its competition especially in adapting to
technological advancements.
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Probation
Policy
The {3/6} month probationary period is a time for both the employee and the business to
assess suitability, fit and competency within a role. During this period the Timely Logistics
and Supply Company Ltd. commits to reviewing employee performance and at the end of
this time ongoing permanent employment will be confirmed. .
Procedure
1. Use system to track and monitor probationary periods
2. Managers to give informal and formal appraisal during the probation period.
3. Give at least one formal appraisal four weeks before the end of probation.
4. At the end of the probation period, complete a final probation appraisal and advise
the employee of the result via a formal written letter.
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Occupational Health & Safety
Policy
Timely Logistics and Supply Company Ltd. will, as far as practicable, provide a safe work
environment for the health, safety and welfare of our employees, contractors, visitors and
members of the public who may be affected by our work.
To do this, Timely Logistics and Supply Company Ltd. will:
 develop and maintain safe systems of work, and a safe working environment
 consult with employees and health and safety reps on safety
 provide protective clothing and equipment, and enforce its use
 provide information and training for employees
 assess all risks before work starts on new areas of operation, for example, buying
new equipment and setting up new work methods, and regularly review these
risks
 remove unacceptable risks to safety
 provide employees and contractors with adequate facilities (such as clean toilets,
cool and clean drinking water, and hygienic eating areas)
Ultimately, everyone at the workplace is responsible for ensuring health and safety at that
workplace.
All persons responsible for the work activities of other employees are accountable for:
 identifying practices and conditions that could injure employees, clients, members
of the public or the environment
 controlling such situations or removing the risk to safety. If unable to control such
practices and conditions, report these to their manager
 making sure workers use personal protective equipment (PPE), training workers to
use PPE correctly
 making sure PPE is maintained and working properly
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Timely Logistics and Supply Company Ltd. demands a positive, proactive attitude and
performance with respect to protecting health, safety and the environment by all
employees, irrespective of their position.
Manual handling policy
It is Timely Logistics and Supply Company Ltd.’s policy to provide all employees with a
safe and healthy workplace by identifying, assessing and controlling manual handling
risks.
While management is responsible for the health, safety and welfare of all staff, all
employees must report potential and actual manual handling hazards.
Never lift or manually handle items larger or heavier than you can easily support. If you
are in any doubt, do not hesitate to ask for help.
Workers’ compensation policy
All employees may be eligible for workers’ compensation benefits if injured while at work.
Injury procedure
If there is an injury:
1. The first priority is medical attention. The injured worker or nearest colleague
should contact one of Timely Logistics and Supply Company Ltd.’s first aiders. For
a serious injury also call an ambulance.
2. Any employee who is injured on the job, experiences a safety incident or a near
miss, must report the incident to their manager.
3. The manager must write a report in the Register of Injuries, Incidents and Near
Misses. This standard report must include:
 employee’s name and job details
 time and date of injury
 exact location the injury/incident occurred
 how the injury/incident happened
 details of the injury/illness and the part/s of the body injured
 names of any witnesses
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 name of the person entering details in the Register
 date the employer was notified
4. Timely Logistics and Supply Company Ltd. will let the injured employee know in
writing that we have received notification of any injury or illness reported in the
Register.
The manager must report serious injuries to Worksafe immediately.
Smoking policy
Timely Logistics and Supply Company Ltd. has a non-smoking policy. Smoking is not
permitted on Timely Logistics and Supply Company Ltd. property or in offices at any time.
Smokers who need to take breaks should do so in their allotted breaks (no more than 2
per day in addition to their lunch break). These breaks must be limited to 5 minutes from
leaving the workplace to recommencing work. These breaks must not be taken at the
entrance to Timely Logistics and Supply Company Ltd. offices. Excessive smoking breaks
will be regarded as absenteeism and performance improvement action may be taken.
Alcohol & drugs policy
Timely Logistics and Supply Company Ltd. is concerned by factors affecting an
employee’s ability to safely and effectively do their work to a satisfactory standard. The
business recognises alcohol or other drug abuse can impair short-term or long-term work
performance and is an occupational health and safety risk.
Timely Logistics and Supply Company Ltd. will do its utmost to create and maintain a
safe, healthy and productive workplace for all employees. Timely Logistics and Supply
Company Ltd. has a zero tolerance policy in regards to the use of illicit drugs on their
premises or the attending of other business related premises (e.g. clients) while under the
influence of illicit drugs. Contravening either of these points may lead to instant dismissal.
Timely Logistics and Supply Company Ltd. does not tolerate attending work under the
influence of alcohol. This may result in performance improvement action or dismissal.
Timely Logistics and Supply Company Ltd., at times, makes alcohol available to staff over
the age of 18. Limiting the consumption of any alcohol made available is the responsibility
of the employee. Driving over the legal limit or under the influence of illicit drugs is illegal.
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Equal Employment Opportunity (EEO) & Anti
Bullying
Policy
This policy applies to all staff including contractors and covers all work-related functions
and activities including external training courses sponsored by Timely Logistics and
Supply Company Ltd..
It also applies for all recruitment, selection and promotion decisions.
The objective of Timely Logistics and Supply Company Ltd.’s Equal Opportunity Policy is
to improve business success by:
 attracting and retaining the best possible employees
 providing a safe, respectful and flexible work environment
 delivering our services in a safe, respectful and reasonably flexible way
Discrimination, Sexual Harassment and Bullying
Timely Logistics and Supply Company Ltd. is committed to providing a workplace free
from discrimination, sexual harassment and bullying. Behaviour that constitutes
discrimination, sexual harassment or bullying will not be tolerated and will lead to action
being taken, which may include dismissal.
For the purposes of this policy, the following definitions apply:
Discrimination:
Direct discrimination occurs when someone is treated unfavourably because of a
personal characteristic that is protected under Victorian law.
Indirect Discrimination occurs when a rule seems neutral, but has a discriminatory
impact on certain people. For example a minimum height requirement of 6 foot for a
particular job might be applied equally to men and women, but would indirectly
discriminate on the basis of sex, as women tend to be shorter than men.
Sexual harassment includes unwelcome conduct of a sexual nature in circumstances in
which it could reasonably be expected to make a person feel offended, humiliated or
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intimidated a reasonable person, having regard to all the circumstances, would have
anticipated that the person harassed would be offended, humiliated or intimidated.
Workplace bullying may include behaviour that is directed toward an employee, or
group of employees, that creates a risk to health and safety e.g. physical and/or verbal
abuse, excluding or isolating individuals; or giving impossible tasks.
Timely Logistics and Supply Company Ltd. provides equal opportunity in employment to
people without discrimination based on a personal characteristic protected under state
and federal equal opportunity legislation.
Under State legislation they include:
 age
 breastfeeding
 carer status
 disability
 employment activity
 gender identity
 industrial activity
 lawful sexual activity
 marital status
 parental status
 personal association with someone having any of these characteristics
 physical features
 political activity/belief
 pregnancy
 race
 religious activity/belief
 sex
 sexual orientation
Any employee found to have contravened this policy will be subject to disciplinary action,
which may include dismissal as outlined in the complaint procedure below.
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Employees must report any behaviour that constitutes sexual harassment, bullying or
discrimination to their manager.
Employees will not be victimised or treated unfairly for raising an issue or making a
complaint.
Reasonable adjustments
Reasonable adjustments are changes that allow people with a disability to work safely
and productively.
Timely Logistics and Supply Company Ltd. will make reasonable adjustments for a
person with a disability who:
 applies for a job, is offered employment, or is an employee, and
 requires the adjustments in order to participate in the recruitment process or
perform the genuine and reasonable requirements of the job.
Examples of reasonable adjustments can include:
 reviewing and, if necessary, adjusting the performance requirements of the job
 arranging flexibility in work hours (see ‘Flexible work arrangements’)
 providing telephone typewriter (TTY) phone access for employees with hearing or
speech impairments
 purchasing screen reading software for employees with a vision impairment
 approving more regular breaks for people with chronic pain or fatigue
 buying desks with adjustable heights for people using a wheelchair.
When thinking about reasonable adjustments Timely Logistics and Supply Company Ltd.
will weigh up the need for change with the expense or effort involved in making it. If
making the adjustment means a very high cost or great disruption to the workplace, it is
not likely to be reasonable.
In some cases Timely Logistics and Supply Company Ltd. can discriminate on the basis
of disability, if:
 the adjustments needed are not reasonable, or
 the person with the disability could not perform the genuine and reasonable
requirements of the job even if the adjustments were made.
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Procedure: To make a complaint
If you believe you are being, or have been, discriminated against, sexually harassed or
bullied, you should follow this procedure.
1. Tell the offender the behaviour is offensive, unwelcome, and against business
policy and should stop (only if you feel comfortable enough to approach them
directly, otherwise speak to your manager). Keep a written record of the
incident(s).
2. If the unwelcome behaviour continues, contact your supervisor or manager for
support.
3. If this is inappropriate, you feel uncomfortable, or the behaviour persists, contact
another relevant senior manager. Employees may also lodge a complaint with the
Victorian Equal Opportunity and Human Rights Commission, the Australian
Human Rights Commission, or take action under the Fair Work Act 2009.
Employees should feel confident that any complaint they make is to be treated as
confidential as far as possible.
Procedure: To receive a complaint
When a manager receives a complaint or becomes aware of an incident that may
contravene Timely Logistics and Supply Company Ltd. EEO Policies, they should follow
this procedure.
1. Listen to the complaint seriously and treat the complaint confidentially. Allow the
complainant to bring another person to the interview if they choose to.
2. Ask the complainant for the full story, including what happened, step by step.
3. Take notes, using the complainant’s own words.
4. Ask the complainant to check your notes to ensure your record of the conversation is
accurate.
5. Explain and agree on the next action with the complainant.
6. If investigation is not requested (and the manager is satisfied that the conduct
complained is not in breach of Timely Logistics and Supply Company Ltd. EEO
policies) then the manager should:
 act promptly
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 maintain confidentiality
 pass any notes on to the manager’s manager
If an investigation is requested or is appropriate, follow the next procedure.
Procedure: To investigate a complaint
When a manager investigates a complaint, they should follow this procedure.
1. Do not assume guilt.
2. Advise on the potential outcomes of the investigation if the allegations are
substantiated.
3. Interview all directly concerned, separately.
4. Interview witnesses, separately.
5. Keep records of interviews and the investigation.
6. Interview the alleged harasser, separately and confidentially and let the alleged
harasser know exactly of what they are being accused. Give them a chance to
respond to the accusation. Make it clear they do not have to answer any questions,
however, the manager will still make a decision regardless.
7. Listen carefully and record details.
8. Ensure confidentiality, minimise disclosure.
9. Decide on appropriate action based on investigation and evidence collected.
10. Check to ensure the action meets the needs of the complainant and Timely Logistics
and Supply Company Ltd..
11. If resolution is not immediately possible, refer the complainant to more senior
management. If the resolution needs a more senior manager’s authority, refer the
complainant to this manager.
12. Discuss any outcomes affecting the complainant with them to make sure where
appropriate you meet their needs.
Possible outcomes
If after investigation management finds the complaint is justified, management will discuss
with the complainant the appropriate outcomes which may include:
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 disciplinary action to be taken against the perpetrator (counselling, warning or
dismissal)
 staff training
 additional training for the perpetrator or all staff, as appropriate
 counselling for the complainant
 an apology (the particulars of such an apology to be agreed between all involved)
 alternatively, the complainant may choose to pursue legal action if he or she is
unsatisfied with the results of the outcomes. In that case, the firm will accord the
victim the necessary support.
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Pregnancy at Work
Advising of pregnancy
Timely Logistics and Supply Company Ltd. encourages employees to inform their
manager of their pregnancy as soon as possible. However, we respect that an employee
may not wish to advise us of her pregnancy earlier than the minimum notice period.
We also respect an employee’s wishes regarding when it is appropriate to tell colleagues
about the pregnancy.
See the Parental leave policy on page 54 about requirements for taking unpaid parental
leave, including notice periods.
Harassment while pregnant
Timely Logistics and Supply Company Ltd. is committed to ensuring the safety of
pregnant employees and considers harassment, bullying and discrimination to be
unacceptable behaviour.
(See the Equal Employment Opportunity policy on page 40 for our general policy and
procedure on harassment, bullying and discrimination.)
Safety at work
Timely Logistics and Supply Company Ltd. understands pregnancy to be a healthy and
normal process and recognises that women have different experiences. When an
employee notifies her manager that she is pregnant, the manager will ask the employee
to let them know if they experience any changes to their work capacity during the
pregnancy. The employee and her manager will then discuss what is needed to keep the
employee safe at work and adjustments will be made accordingly where possible.
Options to reduce hours, change of duties, light duties, rotated tasks, provision of a chair
and provision of additional breaks are common ways to ensure safety at work, and will be
considered on a case-by-case basis.
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Transfer to a safe job
If it's not safe (due to illness, risks or hazards) for a pregnant employee who is entitled to
parental leave to continue in her usual position, she can be transferred to a 'safe job' with
no change to terms and conditions.
The employee needs to provide Timely Logistics and Supply Company Ltd. with
reasonable evidence that she is fit for work, but it would be inadvisable to continue in her
present position. Timely Logistics and Supply Company Ltd. may insist on a medical
certificate.
If Timely Logistics and Supply Company Ltd. can’t transfer the employee to a safe job,
she may take (or be required by Timely Logistics and Supply Company Ltd. to take) paid
‘no safe job’ leave for the time stated in the medical certificate or until the pregnancy ends
(either by giving birth or otherwise).
'No safe job' leave is not sick leave – it is a separate paid leave type (pregnancy- no safe
job). This leave will be paid at the rate specified in the award or agreement which, at a
minimum, can be no lower than the employee’s base rate of pay for her ordinary hours of
work. In the six weeks prior to the expected date of the birth of the child, an employer may
ask an employee on safe job leave for medical certificates stating that she would be fit to
perform a safe job, if one were available to her.
An employee may be required to take unpaid parental leave (instead of paid no safe job
leave) if she does not provide a medical certificate within seven days or if she provides a
medical certificate stating she is not fit for any work.
Working until the birth
A pregnant employee may work until the expected date of birth of her child. If she wishes
to continue working in the last six weeks of her pregnancy she may be requested to
provide a medical certificate within seven days confirming she is fit to work.
If the medical certificate indicates the employee is not fit for work, she may be required to
start parental leave or take a period of unpaid leave as soon as practicable. (See the
Parental leave policy on page 54.)
Return to work
If the employee has agreed to contact during leave, then towards the end of the leave
period, the manager should confirm the employee’s intention to return on the agreed date.
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The employee also may want to discuss any requests for flexible work arrangements at
this time (see Flexible Working Arrangements policy on page Error: Reference source not
found).
An employee must provide four weeks’ notice if they want to extend their leave beyond
the return date that was initially advised (see the Parental leave policy on page 54.)
The employee on parental leave has the right to return to the job they held prior to going
on leave, including any promotion. If that position no longer exists, the employee will be
given whichever other available position is nearest in status and remuneration to the
position they held prior to going on leave.
If an employee was placed in a safe work position prior to leave, the employee is entitled
to return to the position they held immediately before the safe work position.
If the pre-parental leave position no longer exists, Timely Logistics and Supply Company
Ltd. will follow its redeployment and redundancy procedures to determine if a suitable
alternative position is available.
Breastfeeding at work
Timely Logistics and Supply Company Ltd. aims to understand and support mothers in
the workplace, including accommodating breastfeeding as much as possible e.g.
providing a private space.
An employee should discuss her needs with her manager and Timely Logistics and
Supply Company Ltd. will endeavour to make a private space available or other
arrangements made by agreement. Depending on the employee’s duties this may include
cover while she is away from her work environment.
Other forms of parental support
Timely Logistics and Supply company will provide child care services for its employees as
they adjust themselves and find a permanent solution. The company will also allow
employees to come to work with their children one day per year to show them where and
how they work. There will also be a parents’ club in the company where employees can
interact with fellow parents and speak of their experiences being working parents and
encourage each other when needed. Parents who were on maternal or paternal leave will
also receive a back to work induction to catch them up on any developments that came
up when they were away.
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Flexible Working Arrangements
Employees may request flexible working arrangements based on parental and carer
responsibilities. Employees are encouraged to put the request in writing.
To comply with the Equal Opportunity Act, Timely Logistics and Supply Company Ltd. will
consider this request, and consider all relevant facts and circumstances in deciding
whether or not to agree to the request. Such a request will not be refused unless it is
reasonable to do so.
Circumstances that may be relevant to determining whether a refusal is or is not
reasonable include:
 the nature of the employee's work and parental or carer responsibilities
 the nature and cost of the arrangements required for an employee to fulfil their
family or carer responsibilities
 the financial circumstances of the employer
 the size and nature of the workplace and the employer's business
 the effect of the flexible working arrangements on the workplace, including the
financial impact on the business
 the consequences for the employer of having the flexible working arrangements
 the consequences for the employee of not having the flexible working
arrangements
Other factors that might be relevant in a particular case include:
 when the arrangements are to commence
 how long the arrangements will last
 information that has been provided by the employee about their situation
 the accrued entitlements of the employee, such as personal, carer's or annual
leave
 whether any legal or other constraints affect the feasibility of the employer
accommodating the responsibilities, such as occupational health and safety laws
or award penalty rates.
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In addition, under the National Employment Standards, employees who have at least 12
months continuous service, with responsibility for the care of a child under school age, or
for care of a child under 18 with a disability have the right to request flexible working
arrangements.
Flexible work arrangements will also be considered as a form of reasonable adjustments
to allow people with a disability to work safely and productively (see information on
reasonable adjustments above).
This right applies to all employees including permanent full-time and part-time employees,
as well as casual employees, regardless of role of job function.
Employees must put such a request in writing.
Timely Logistics and Supply Company Ltd. will provide a written response granting or
refusing the request within 21 days and will only refuse such requests on reasonable
business grounds. These reasons will be detailed in the written refusal.
Options for flexible work practices
Flexible work options which may be considered by Timely Logistics and Supply Company
Ltd. include:
 permanent, part-time work
 graduated return to work (for employees returning from parental leave), e.g. the
employee returns part time and then builds up to full-time work flexible start and
finish times for staff to accommodate child care and school pick-up requirements
 flexible rostering such as working split shifts
 job-sharing - where two or more employees share one full-time position, each
working on a part-time basis
 work from home
 purchased leave (48/52 leave) – where employees take an additional four weeks
leave per year by adjusting their salary to 48 weeks paid over the full 52 weeks
 compressed hours – where the employee works additional daily hours to provide
for a shorter working week or fortnight
This is not an exhaustive list, and other options may be agreed.
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Employees utilising flexible work practices will be treated no less favourably than any
other employee. Flexible working is not a barrier to promotion or supervisory
responsibilities.
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Leave
General leave policy
Unless specified otherwise, employees referred to in this policy mean permanent full-time
or part-time employees.
All employees are entitled to leave in accordance with the relevant awards or agreements
and statutory provisions. Where the entitlements or practices in this document conflict, the
applicable award, workplace agreement, employment contract or employment law takes
precedence.
All planned leave has to be mutually agreed, and take into account workloads and the
employee’s needs. Leave must be approved in advance, except when the employee can’t
anticipate the absence. Any documents regarding leave will be kept on the employee’s
personnel file.
Annual leave policy
Each employee is entitled to a minimum of 21 days’ annual leave a year (pro-rata for part-
time). Leave entitlements are calculated from the date they started work and accrue in
accordance with workplace relations legislation or industrial instruments. Annual leave
counts towards continuous service (used when calculating long service leave).
Applications for annual leave need to be lodged 2 weeks in advance.
An employee is expected to take accrued annual leave for business close down periods.
If insufficient leave is accrued, Timely Logistics and Supply Company Ltd. may direct an
employee to take unpaid leave.
Timely Logistics and Supply Company Ltd. will decide on a case-by-case basis whether it
will agree with an employee to ‘cash out’ annual leave as permitted by workplace
relations legislation or any industrial instrument.
In some circumstances, leave in advance of what leave has accrued may be approved.
This is conditional on the employee agreeing to the business deducting any advance in
the event of termination, or to the employee accepting leave without pay.
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Personal (sick) leave policy
An employee is entitled to a minimum of 10 days of personal/carer’s leave every 12
months which can all be taken as carer’s leave if required. Paid personal leave accrues at
the rate of 4 days per month of service and is cumulative.
An employee should notify his/her manager as soon as possible if they are unable to
attend work due to illness or injury. Management, at its discretion, may request evidence
such as a medical certificate showing that the employee was entitled to take personal
leave during the relevant period.
Carer's leave policy
Carer's leave is available to an employee for the care or support of an ill family or
household member or if an unexpected emergency affects a family or household
member. It is typically part of personal (sick) leave and is dealt with similarly to above.
Employees including casual employees are entitled to take up to two days unpaid carer’s
leave for each occasion of family or household member illness or unexpected emergency.
An employee cannot take unpaid carer’s leave if they could instead take paid carer’s
leave.
Compassionate leave policy
Compassionate leave is paid leave taken by an employee to spend time with a family
member/member of the employee’s household, who has a personal illness, or injury, that
poses a serious threat to his/her life, or after the death of a family member/member of the
employee’s household.
Each employee is entitled to a period of two days paid compassionate leave for each
occasion where a family member has died, or the employee needs to spend time with a
seriously ill family member. Additional unpaid leave maybe granted at management
discretion.
Casual employees are entitled to two days unpaid compassionate leave for each
occasion.
Long service leave policy
Employees are entitled to long service leave in line with Victorian long service leave laws
(or per a relevant Award or Agreement). This form of leave is entitled for employees who
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have worked in the company for a minimum of seven years. The employee can get a long
service leave of up to one month every year.
Parental leave policy
Parents are entitled to maternity leave, a safe job, and no safe job leave, partner and
paternity leave, adoption leave, and they have the right to go back to their old jb after the
leave.
Unpaid parental leave
Employees (including a de facto or same sex partner, or single person) who are expecting
a child or adopting a child are eligible for 52 weeks of unpaid parental leave if they are:
 permanent full-time or part-time with at least 12 months service prior to the
expected date of birth or adoption placement
 casual with 12 months regular and systemic service who have a reasonable
expectation of continuing regular and systematic work
After birth or adoption, the parent with responsibility for the care of the child is entitled to
unpaid parental leave. Employees who are pregnant may commence leave up to six
weeks before the expected date.
Employees may request to extend their leave by a further 12 months (for a total of 24
months maximum), to be submitted in writing at least four weeks before the end of the
original 12 months unpaid parental leave.
Timely Logistics and Supply Company Ltd. will respond in writing within 21 days and may
refuse only on reasonable business grounds. The written response will include details if
the request is refused.
Parental Leave types:
Available Parental Leave types at Timely Logistics and Supply Company Ltd. include:
 Parental Leave
 Concurrent Leave
 Special Maternity Leave
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Parental Leave
If you are the primary caregiver of your child, you can access up to 52 weeks of Parental
Leave. Parental leave is unpaid except in the instances where an employee is eligible for
Parental Leave Pay in line with legislation. Parental Leave with Pay is described in full in
the following section.
Concurrent Leave
Both employees of an employee couple may take leave at the same time for a maximum
period of 8 weeks. This leave must be taken within 12 months of the birth or adoption of a
child. The concurrent leave may be taken in separate periods. Each period must be no
shorter than 2 weeks unless the employer agrees.
Special Maternity Leave
Unpaid Special Maternity Leave is available to pregnant female employees in the case of
pregnancy-related illness or if the pregnancy ends within 28 weeks of the expected date
of birth. The duration of this leave should be agreed with the {Business Owners} as soon
as is practically possible, and any unpaid Special Maternity leave will reduce the amount
of Maternity Leave you are entitled to take by the same amount.
Parental Leave Pay
Available Parental Leave Pay types at Timely Logistics and Supply Company Ltd. include:
 Primary Caregiver Pay
 Dad and Partner Pay
Please note that Timely Logistics and Supply Company Ltd. will only make payments in
line with the two types of Parental Leave Pay detailed below. Where relevant, Parental
Leave Pay will be paid in line with the standard Timely Logistics and Supply Company
Ltd. pay cycles.
Primary Caregiver Pay
In line with legislation, eligible employees who are the primary caregiver may be entitled
to 18 weeks paid leave, paid at the minimum wage. Please note that a child’s primary
caregiver is the person who is most meeting the child’s physical needs. This will usually
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be the birth mother of a newborn child or the initial primary caregiver of an adopted child,
even if your child is in hospital.
This leave is not in addition to the 52 weeks parental leave mentioned above. Any periods
of unpaid and paid Parental leave must not exceed 52 weeks in total.
Employees may take subsequent periods of paid Parental Leave, however, in order to be
eligible for this, you must return to work and complete a minimum of 12 months
continuous service following your return from any previous paid Parental Leave.
Dad and Partner Pay
If your partner is the primary caregiver of your child, you may be entitled to 2 weeks of
Government funded paid Dad and Partner Pay whilst on Concurrent Leave. It is your
responsibility to check your entitlement to this payment with the Department of Human
Services.
Parental leave for partners
Generally, only the parent with responsibility for the care and welfare of the child is
entitled to take unpaid parental leave. However, up to three weeks unpaid parental leave
may be taken at the same time by both members of an employee couple, with the period
of concurrent leave starting on the day of the birth (unless the manager agrees to other
arrangements).
Applying for leave
An employee wishing to take unpaid parental leave must provide written notice at least 10
weeks before starting the leave (or as soon as is practicable) including the intended leave
start and end dates.
Leave dates or any changes of dates must be confirmed at least four weeks before the
leave starts. The manager will confirm the leave and any affected entitlements such as
continuous service in writing.
Adoption
Because Timely Logistics and Supply Company Ltd. recognises that the timing of
placement for an adopted child may be uncertain, employees should keep their manager
informed of any changes to the likely placement date and commencement of leave.
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Other Paid leave
Annual leave
If the employee has paid annual leave available, he or she may, in agreement with the
manager, take some or all of that leave at the same time as the unpaid parental leave.
Time off for antenatal appointments, adoption interviews or examinations
Personal leave may be available for attendance at medical appointments. Appointment
times and the availability of leave should be discussed with the manager.
An employee may take up to two days unpaid pre- adoption leave. Employees must
provide notice of the leave including expected leave period as soon as practicable (which
may be after the leave has started).
If an employee requires more than two days pre-adoption leave, they should discuss their
requirements with their manager.
Leave for pregnancy related illness
If an employee is ill during her pregnancy, she may access her ordinary sick leave
entitlements, including any accrued leave.
If an employee experiences extended illness due to pregnancy, she can access unpaid
‘special maternity leave’ for the period her treating doctor certifies is necessary. Special
maternity leave is included in the 52 weeks available unpaid parental leave period.
The employee must make a special maternity leave application as soon as practicable
which details the period of leave required. The manager may request a medical certificate
and if so, this must be provided by the employee.
Loss of a child while pregnant
If the pregnancy ends within 28 weeks before the due date without a live birth, the
employee may take unpaid ‘special maternity leave’ for the period her treating doctor
certifies is necessary. Unpaid parental leave is not available in this situation, instead
special maternity leave applies.
The employee must make a special maternity leave application as soon as practicable,
specifying the expected leave period and providing a medical certificate, if this is
requested by the manager.
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Timely Logistics and Supply Company Ltd. will be sensitive to the personal issues
associated with this type of leave.
During parental leave
Even though the employee is on leave, they will continue to be protected against
discrimination as an employee. See the Equal Employment Opportunity policy on page
40.
Timely Logistics and Supply Company Ltd. respects that some employees do not want
any contact while on leave, and others do. The manager should discuss with the
employee what sort of communication the employee would like while on leave, and record
this agreement.
While an employee is on unpaid parental leave, Timely Logistics and Supply Company
Ltd. will ensure that the employee is considered and kept informed of significant changes
that may occur in the business.
Where a decision will have a significant effect on the status, pay or location of the pre-
parental leave position, the Timely Logistics and Supply Company Ltd. will take all
reasonable steps to inform the employee and discuss the effect of the decision. During
any restructures, employees on parental leave will be treated no less favourably than
other employees and will be kept informed of the process.
If an employee has applied for less than 52 weeks unpaid parental leave, they can extend
the period of leave once to take the total leave up to a maximum of 52 weeks. The
employee must give at least four weeks’ notice prior to the end date of the original leave
period. A period of unpaid parental leave may be reduced by agreement between Timely
Logistics and Supply Company Ltd. and the employee.
An employee can resign while on parental leave but they must give the required notice of
resignation as set out in {insert award/contract/letter of offer}.
Employees should not undertake any activity during leave which is inconsistent with the
employment contract, including other employment and they should remain responsible for
the care of the child.
The employee’s position may be filled on a temporary basis while they are on leave.
Timely Logistics and Supply Company Ltd. will notify the replacement employee that their
employment in this role is temporary and that the pregnant employee has the right to
return to the position.
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Time in lieu policy
Timely Logistics and Supply Company Ltd. will grant time in lieu to an employee who is
required to work outside their normal hours. Time worked towards time in lieu must be
approved in advance unless exceptional circumstances exist, in which case management
will consider granting approval after the time is worked.
Time in lieu will be added to the employee’s annual leave. Timely Logistics and Supply
Company Ltd. will record time-in-lieu credits and debits. Generally, employee should take
time in lieu in the same financial year within which they accrue it. A manager must
approve time-in-lieu leave. An employee cannot accrue more than {X} hours of time in
lieu.
Leave without pay policy
Management has the discretion to approve leave without pay that an employee is not
otherwise entitled to.
Jury duty policy
An employee is entitled to paid leave for jury duty in accordance with legislation. An
employee on jury service should supply the official request to attend, the details of
attendance and the amount the court has paid them. Timely Logistics and Supply
Company Ltd. will reimburse the employee the difference between this amount and their
base salary. If an employee is absent because of jury service of more than 10 days in
total, the employer is only required to pay the employee for the first ten days of absence.
Emergency services leave policy
If an employee needs to take temporary absence from work because of voluntary
emergency management activities (for example, as a volunteer dealing with an
emergency or natural disaster as a member of SES, CFA or Army Reserve) then they
should ask management for leave as soon as possible after they become aware of the
need to take leave.
Timely Logistics and Supply Company Ltd. will support such activities wherever possible,
as an important community service.
Timely Logistics and Supply Company Ltd. may require evidence of these activities at its
discretion.
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Performance Management
Policy
The purpose of performance management is to improve performance. It is an ongoing
process. It should include informal and formal review. We encourage a two-way process,
that is, employees can also give management feedback on performance.
All employees will undergo a formal performance review with their immediate managers
at least 3 times a year.
Procedure
1. The manager and the employee agree on the date for a performance appraisal
meeting to allow time to prepare.
2. The manager and employee will meet and openly and constructively discuss
performance over the period.
3. The manager and the employee will agree any objectives and outcomes for the
next appraisal period.
4. Training and development will be considered as part of the process.
5. Notes should be taken of the meeting and copies kept.
6. Outside of this formal process, employees are encouraged to raise any issues
they have when they arise.
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Performance improvement
Policy
Where warranted Timely Logistics and Supply Company Ltd. will use improvement
processes to improve performance. Should such improvement processes be
unsuccessful in improving an employee’s performance, Timely Logistics and Supply
Company Ltd. may decide to end an employee’s employment. Depending on the
circumstances, performance improvement action may include verbal or written warnings,
counselling or retraining.
Timely Logistics and Supply Company Ltd. requires a minimum standard of conduct and
performance which will be made clear to employees in management appraisals. If an
employee does not meet this standard, Timely Logistics and Supply Company Ltd. will
take appropriate corrective action, such as training. Formal performance improvement
procedures will generally only start when other corrective action fails.
If an employee deliberately breaches business policy or procedure, or engages in
misconduct, Timely Logistics and Supply Company Ltd. may start improvement
procedures, or, in cases of serious misconduct or breach of policy, may dismiss an
employee.
Each employee must understand their responsibilities, be counselled and given the
opportunity to reach the standards expected of them. Timely Logistics and Supply
Company Ltd. will give an employee the opportunity to defend themselves before
management takes further action.
Note: If employees have a disability that requires reasonable adjustments to be made to
the workplace or job to allow you to work safely and productively, they should raise this
with their manager. Timely Logistics and Supply Company Ltd. will only refuse such
requests on reasonable business grounds.
Procedure
1. Timely Logistics and Supply Company Ltd. will advise the employee of any shortfall
in their performance, and give them an opportunity to respond.
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2. Once they respond, the manager will consider their response and decide if
performance improvement action should be taken. Timely Logistics and Supply
Company Ltd. will provide support such as training where appropriate.
3. If the employee is given a verbal warning, the manager should make a note of it, date
it and sign it.
4. The manager will advise the employee in clear terms what they see as the
performance problem or the unacceptable conduct. To highlight the deficiency they
should use specific examples, and refer to the correct policy or procedure.
5. The manager will allow the employee to respond before making a decision and
consider the employee’s responses. The employee may have a support person
present at such meetings.
6. The manager will decide if more action is needed.
7. If a written warning is to follow, the manager is to:
 document it and give the employee a copy
 give the employee the opportunity (and their support person the opportunity) to
sign the warning
 keep a copy on file
8. The warning must clearly define:
 the deficiency
 a clear explanation of the expected standard
 by when the employee needs to achieve it
 how the business will help the employee achieve the improvement required
 consequences of failing to improve
9. The manager concerned will keep a record of all meetings, training and/or coaching
given and a summary of discussions, and put a copy on the employee’s personnel
file. This should include date, location and time of discussion.
10. They will continue to support the employee and note the support they give, for
example, training or counselling.
11. If the employee’s performance or conduct doesn’t improve, the manager will give the
employee a final written warning and follow steps 4–10 above. This document needs
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to warn the employee in clear terms Timely Logistics and Supply Company Ltd. will
terminate their employment if there is not enough improvement, and a sustained
improvement in, their performance.
Note: some circumstances justify going straight to a second or final warning.
Gross or serious misconduct policy
Summary (instant) dismissal for gross or very serious misconduct is possible (depending
on the facts involved). Management should seek advice before taking this step.
Procedure
1. The manager is to investigate the alleged offence thoroughly, including talking to
witnesses, if any.
2. The manager should ask the employee for their response to the allegation (taking
notes of this discussion) and allow them to have representation. The manager
should also have a witness present. The manager shall give genuine
consideration to the employee’s response and circumstances.
3. If still appropriate, following a thorough investigation, the manager can
terminate/dismiss the employee.
4. The manager should keep a file of all evidence collected and action taken in these
circumstances.
5. Timely Logistics and Supply Company Ltd. will send the employee a letter of
termination noting brief details.
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Grievance complaints
Policy
Timely Logistics and Supply Company Ltd. supports the right of every employee to lodge
a grievance with their manager if they believe a decision, behaviour or action affecting
their employment is unfair. An employee may raise a grievance about any performance
improvement action taken against them.
We aim to resolve problems and grievances promptly and as close to the source as
possible. When necessary, Timely Logistics and Supply Company Ltd. will escalate a
grievance to the next higher level of authority for more discussion and resolution, and
continue escalating it to the level above until it is resolved.
Managers will do their utmost to action grievances objectively, discreetly and promptly. Be
aware that grievances that are misconceived, vexatious, and lacking substance may
result in disciplinary action being taken against the employee lodging the grievance.
Procedure
1. The employee should try to resolve the grievance as close to the source as
possible. This can be informal and verbal. At this stage, every possible effort
should be made to settle a grievance before the formal grievance process starts. If
the matter still can’t be resolved, the process continues and becomes formal.
2. To start the formal grievance the complainants must fully describe their grievance
in writing, with dates and locations wherever possible and how they have already
tried to settle the grievance.
3. The person(s) against whom the grievance/complaint is made should be given the
full details of the allegation(s) against them. They should have the opportunity and
a reasonable time to respond before the process continues.
4. If the grievance still can’t be resolved, refer the matter to the most senior manager
for consideration and a final decision. A grievance taken to this level must be in
writing from the employee.
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Conflict of Interest
Policy
Conflict of interest arises whenever the personal, professional or business interests of an
employee are potentially at odds with the best interests of Timely Logistics and Supply
Company Ltd..
All employees are required to act in good faith towards Timely Logistics and Supply
Company Ltd. Employees need to be aware of the potential for a conflict of interest to
arise and should always act in the best interests of Timely Logistics and Supply Company
Ltd.
As individuals, employees may have private interests that from time to time conflict, or
appear to conflict, with their employment with Timely Logistics and Supply Company Ltd..
Employees should aim to avoid being put in a situation where there may be a conflict
between the interests of Timely Logistics and Supply Company Ltd. and their own
personal or professional interests, or those of relatives or friends. Where such a conflict
occurs (or is perceived to occur), the interests of Timely Logistics and Supply Company
Ltd. will be balanced against the interests of the staff member and, unless exceptional
circumstances exist, resolved in favour of Timely Logistics and Supply Company Ltd..
It is impossible to define all potential areas of conflict of interest. If an employee is in
doubt if a conflict exists, they should raise the matter with their manager.
Procedure
Employees must:
 declare any potential, actual or perceived conflicts of interest that exist on
becoming employed by Timely Logistics and Supply Company Ltd. to
management
 declare any potential, actual or perceived conflicts of interest that arise or are
likely to arise during employment by Timely Logistics and Supply Company Ltd. to
management
 avoid being placed in a situation where there is potential, actual or perceived
conflict of interest if at all possible
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If an employee declares such an interest, Timely Logistics and Supply Company Ltd. will
review the potential areas of conflict with the employee and mutually agree on practical
arrangements to resolve the situation.
Employees must disclose any other employment that might cause a conflict of interest
with Timely Logistics and Supply Company Ltd. to their manager. Where there are
external involvements that do not represent a conflict of interest, these must not affect
performance or attendance whilst working at Timely Logistics and Supply Company Ltd..
If such involvement does affect performance or attendance it will be considered a conflict
of interest.
Employees must not set up or engage in private business or undertake other employment
in direct or indirect competition with Timely Logistics and Supply Company Ltd. using
knowledge and/or materials gained during the course of employment with Timely
Logistics and Supply Company Ltd..
Engaging in other business interests during work hours will result in strong performance
improvement action.
Failure to declare a potential, actual or perceived conflict of interest or to take remedial
action agreed with Timely Logistics and Supply Company Ltd., in a timely manner, may
result in performance improvement proceedings including dismissal.
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Intellectual Property & Security
All intellectual property developed by employees during their employment with Timely
Logistics and Supply Company Ltd., including discoveries or inventions made in the
performance of their duties related in any way to the business of Timely Logistics and
Supply Company Ltd., will remain the property of Timely Logistics and Supply Company
Ltd..
Employees may be given access to confidential information, data, business property,
keys to premises or any other business related property/information in the performance of
their duties. This must be protected and used only in the interests of Timely Logistics and
Supply Company Ltd..
Employees must not:
 disclose or use any part of any confidential information outside of the performance
of their duties and in the interests of Timely Logistics and Supply Company Ltd.; or
 authorise or be involved in the improper use or disclosure of confidential
information;
 during or after their employment without the Employer's written consent, other
than as required by law.
‘Confidential information’ includes any information in any form relating to Timely Logistics
and Supply Company Ltd. and related bodies, clients or businesses, which is not in the
public domain.
Employees must act in good faith towards Timely Logistics and Supply Company Ltd. and
must prevent (or if impractical, report) the unauthorised disclosure of any confidential
information. Failure to comply with this policy may result in performance improvement
proceedings including dismissal, and Timely Logistics and Supply Company Ltd. may also
pursue monetary damages or other remedies.
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Environmental Best Practice
Policy
Timely Logistics and Supply Company Ltd. will comply with all local, state and federal
laws and regulations on:
 disposing of hazardous waste (including EPA’s list of prescribed industrial waste),
trade waste (i.e. waste added to the sewer) and waste water
 noise
Procedure
Timely Logistics and Supply Company Ltd. will set targets each year to increase energy
and water efficiency, and seek opportunities for reducing and recycling waste. To do this,
we will:
General
 investigate ways to reduce consumption or recycle waste
 publish monthly energy and water use on the staff notice board including savings
made, and report on greenhouse gas emissions
 give preference to maintenance and other contractors using green products
Energy
 buy electrical and lighting systems rated as energy efficient
 use accredited Green Power, either in part or whole
Water
 buy appliances rated as water efficient
 buy plumbing devices (e.g. taps) with built-in flow restrictors in kitchen and
washing up areas, or add these to existing fittings
Waste
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 look for opportunities to exchange waste on the waste exchange database
website (wasteexchange.net.au)
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Timely Logistics and Supply Company Ltd. -
Policies and Declaration
You must read all the policies contained in this document and listed below. Company
policies are a part of your employment contract and therefore must be read and
understood to ensure you are fully aware of your responsibilities as an employee of
Timely Logistics and Supply Company Ltd..
Please read each of the policies listed below and tick where shown to indicate you are
aware of the rules and responsibilities you have whilst employed by Timely Logistics and
Supply Company Ltd..
1. Code of Conduct Policy
2. Dress Code Policy
3. IT, Email and Internet Policy
4. Recruitment & Selection Policy
5. Induction Policy
6. Training & Development Policy
7. Probation Policy
8. Occupational Health & Safety Policy
9. EEO and Anti-Bullying Policy
10. Pregnancy at work policy
11. Flexible Work Arrangements Policy
12. Leave Policy
13. Performance Management Policy
14. Performance Improvement Policy
15. Gross & Serious Misconduct Policy
16. Grievance and Complaint Policy
17. Conflict of interest Policy
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18. Intellectual Property & Security Policy
19. Environmental Best Practice
Employee Declaration:
I have read and understand the contents of this manual along with the above policies and
I agree to the terms of conditions of these documents.
Employee Name:
Employee Signature:
Date:
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