Human Resources Policy and Procedure Manual - Timely Logistics

This document presents a comprehensive Human Resources Policy and Procedure Manual for Timely Logistics and Supply Company Ltd. It covers various aspects of employment, including payroll, working hours, code of conduct, dress code, IT usage, recruitment, induction, training, health and safety, equal opportunity, pregnancy at work, flexible working arrangements, and leave policies. Furthermore, the manual outlines procedures for performance management, grievance complaints, conflict of interest, intellectual property protection, and environmental best practices. The manual emphasizes the company's mission, vision, and values, aiming to provide a structured and fair approach to managing employees while ensuring legal compliance and promoting a positive workplace culture. The document also includes an employee declaration, signifying understanding and commitment to the outlined policies.

Human Resources Policy and Procedure Manual 1
HUMAN RESOURCES POLICY AND PROCEDURE MANUAL
Name
Course
Professor’s Name
University
City (State)
Date
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 1 of 73

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
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 2 of 73

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
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 3 of 73

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
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 4 of 73

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
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 5 of 73

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
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 6 of 73

Procedure..................................................................................................................... 62
General..................................................................................................................... 62
Energy...................................................................................................................... 62
Water........................................................................................................................ 62
Waste....................................................................................................................... 62
Timely Logistics and Supply Company Ltd. - Policies and Declaration............................63
Employee Declaration:.................................................................................................64
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 7 of 73

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.
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 8 of 73

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
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 9 of 73

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.
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 10 of 73

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.
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 11 of 73

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.
Document valid when printed only
Last printed 21/02/2013 12:48:00 PM Page 12 of 73