HR Maunal.pdf

7/26/2019 HR Maunal.pdf

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PACKAGES LIMITED

HUMAN RESOURCE MANUAL

2015

Particulars Description

Date of Approval and Implementation 1stMay, 2015

Next Review Date 30th April, 2016

Version Control 1.1

Proposed by:______________________

Kaifee Siddiqui

Group Head of HR

Approved by: ______________________ Approved by: ______________________

Rizwan Ghani Syed Hyder Ali

General Manager Managing Director


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Human Resource Manual - 2015 Packages Limited

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Table of Contents

SUBJECT PAGE NO

1.0 Introduction 5

1.1Company Introduction 5

1.2About This Document 8

1.3Vision and Mission 8

1.4Core Values 9

1.5Business Units 11

2.0 Corporate Policies 13

2.1 Statement of Ethical Business Practices 13

2.2 Whistle Blowing Policy 13

2.3 Quality Policy 15

2.4 Integrated Management System 16

2.5 Total Productive Maintenance 16

2.6 Code of Conduct 17

2.6.1 Foreword 17

2.6.2 General Principles 18

2.6.3 Ethics, Transparency, Fairness and Professionalism 18

2.6.4 Company Information 19

2.6.5 Conflict of Interest 19

2.6.6 Confidentiality 20

2.6.7 Public Activities and Relationships or Dealings with Agents, Sales 21

Representatives, Consultants, Government Officials, Media, Suppliers,

Intermediaries and Other Parties

2.6.8 Environment 22


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2.6.9 Workplace Harassment 22

2.6.10 Abuse of Alcohol or Drugs and Gambling 23

2.6.11 Equal Opportunity Employer 23

2.6.12 Protection of Company Assets and Proprietary Information 24

2.6.13 Email, Computers and Network Security 24

2.6.14 Dealings in Securities/Shares & Insider Trading 25

3.0 Employment Norms 27

3.1 Medical & Verification Check 27

3.2 Joining Report 27

3.3 Grade Structure 27

3.4 Orientation 27

3.5 Probation Period 28

3.6 Trainings 28

3.7 Dress Code 28

3.8 Registering Attendance 29

3.9 Resignation 30

4.0 Benefits and Facilitation Polices 31

5.0 Service Rules 36

5.2 Transfer Rules 36

5.3 Local Travel Rules 40

5.4 Overseas Travel Rules 44

5.5 Proprietary Personal and Confidential Information 49


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5.6 Leave Rules 52

6.0 Annexure 54

Annex A- Local Tour Entitlement Chart 54

Annex B Travelling Order (Local/International) 57

Annex C- List of various locations visited by staff members 58

Annex D- Company Listed Hotels 60

Annex E Travelling Bill (Local/International) 62

Annex F- International Travel Requisition Form 63

Annex G- Overseas Tour Entitlement Chart 64

Annex H Leave Application Form 65

Annex I Miscellaneous Cash Voucher/ Bill 66

Annex J- Surety Bond Specimen 67

Polices not part of this book are Gratuity Fund, Provident Fund, Pension Fund and Contributory Welfare

Fund.


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1.0 Introduction

1.1 COMPANY INTRODUCTION

Packages Limited was established in 1957 as a joint venture between the Ali Group of

Pakistan and Akerlund & Rausing of Sweden, to convert paper and paperboard into packaging

for consumer industry. Over the years, Packages has continued to enhance its facilities to

meet the growing demand of packaging products.

In 1968, with IFC participation, Packages integrated upstream by establishing a Pulp and

Paper Mill with a capacity of 24,000 tons per year based on waste paper and agricultural by-

products i.e. wheat straw and river grass. With growing demand the capacity was increased

periodically and in January 2003, total capacity was nearly 100,000 tons per year.

In 1982, Packages modified a paper machine to produce tissue paper in response to growing

awareness and demand for hygienic and disposable tissues. The Rose Petal brand name was

launched with facial tissues and was later expanded to include toilet paper, kitchen roll, and

table napkins.

In 1986, the Company established a flexible packaging unit to cater to the increasing demand

from consumers for sophisticated packaging used primarily in the food industry.

In 1993, a joint venture agreement was signed with Mitsubishi Corporation of Japan for the

manufacture of Polypropylene films at the Industrial Estate in Hattar, KPK. This project, Tri-

Pack Films Limited, commenced production in June 1995 with equity participation by

Packages Limited, Mitsubishi Corporation, Altawfeek Company for Investment Funds, Saudi

Arabia and general public.

Packages Limited owns 33% of Tri-Pack Films Limiteds equity.In July, 1994, Coates Lorilleux

Pakistan Li mited (currently DIC Pakistan Limited), in which Packages Limited has 55%

ownership, commenced production and sale of printing inks. During the same year, the

Company initiated the capacity expansion of its Paper and Board Mill to 65,000 tons per year

and conversion capacity to 56,000 tons per year. At the same time, the Company also

upgraded the quality of Packages products and substantially improved pollution control to


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meet the World Bank environmental guidelines. The said expansion was completed in 1998 at

a cost of PKR 2.7 billion.

In 1996, Packages entered into a joint venture agreement with Printcare (Ceylon) Limited for

the production of flexible packaging materials in Sri Lanka. The project Packages Lanka

(Private) Limited, in which Packages Limited has 79% ownership, commenced production in

1998.

During 1999-2000, Packages successfully completed the expansion of the flexible packaging

line by installing a new rotogravure printing machine and enhancing the carton line by

putting up a new Lemanic rotogravure inline printing and cutting creasing machine. In

addition, a new 8 color Flexo graphic printing machine was also installed in the flexible

packaging line in 2001.

Packages commenced production of corrugated boxes from its plant in Karachi in 2002.

In 2005, the Company embarked upon its Paper & Board expansion plan at a new site Bulleh

Shah Paper Mills (curently Bulleh Shah Packaging (Private) Limited), almost tripling its

capacity from 100,000 tons per annum to 300,000 tons per annum. Capacity expansion at

Bulleh Shah Paper Mills was completed in two phases., In the first phase, Brown Board

Machine PM-6 along-with high yield straw pulping & OCC plants and its back processes such

as 11 MW Power House, Gas Turbine and Primary Effluent Treatment Plant were capitalized

and commercial operations were commenced during the year 2007. Second phase comprising

of Writing and Printing Paper Machine PM-7, De-inking Pulp Plant, 41MW Power House,

Steam Turbine and Secondary Effluent Treatment Plant was completed in the year 2009.

In 2008, the Company embarked upon capacity expansion in its tissue division through

installation of a new tissue paper manufacturing machine PM-9 with production capacity of

33,000 tons per annum. With this capacity expansion, the Company is now in a position totake benefit from export potential of tissue products in the international market, particularly

the Middle East.

During 2011, a lamination machine was installed in the flexible department at a cost of PKR

96 million. This is Pakistans first high speed solvent-less automatic lamination machine. It


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has turret winders for automatic reel and a capacity of 450 meters per minute. The rebuild

project of Paper Machine PM-6, installed at Bulleh Shah Paper Mills, was completed in the

second quarter of 2011 leading to capacity expansion of 30,000 tons. The machine started

commercial operations with enhanced capability of producing high value added liquid

packaging and bleached board. Moreover, the Corrugator Machine in Kasur Plant was

upgraded in 2011 to improve efficiency, reliability, enhance capacity and reduce waste. This

upgrade activity resulted in increased capacity of 14%.

In 2012, to enable continuous growth and technical development in the Paper & Paperboard

segment, Packages signed a 50/50 Joint Venture agreement with Stora Enso OYJ Group of

Finland in its 100% wholly owned subsidiary, Bulleh Shah Packaging (Private) Limited. The

Joint Venture included Paper & Paperboard and Corrugated business operations at Kasur and

Karachi and involved initial equity participation by Stora Enso OYJ Group of 35% by way of

subscription of right shares with a commitment to increase the shareholding to 50% at a later

stage.

In the same year, Packages also invested in a New Rotogravure Machine for its Flexible

Packaging Business with a total estimated project cost of PKR 326 million as part of the

Companys efforts to remain abreast of improved technological developments in the

Packaging business.

In the year 2013, The Joint Venture Agreement with Stora Enso OYJ Group, signed in 2012,

was implemented in 2013 and Packages completed the transfer of assets and related

obligations of Paper & Paperboard and Corrugated business operations to Bulleh Shah

Packaging (Private) Limited along with cash equity injection. Packages now holds 65% equity

in Bulleh Shah Packaging (Private) Limited. The joint venture partner, Stora Enso OYJ Group,

is actively involved in providing technical expertise to further enhance the Paper &

Paperboard and Corrugated business operations.


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1.2 ABOUT THIS DOCUMENT

The aim in producing this document is to create a one-stop point where employees would be

able to read information they might require during their employment. This document

provides an overview of the company, corporate policies, employment norms and service

rules in addition to benefits and facilitation rules.

This employee handbook contains only general information and guidelines. It is not intended

to be comprehensive or to address all the possible applications of, or exceptions to, the

general policies and procedures described. If you have any question concerning eligibility for

a particular benefit or the applicability of a policy or practice, you should address the specific

questions to the Department Manager/Divisional Head or contact Human Resources

Department.

We hope you will find this text a useful guide during your employment period.

1.3 VISION,MISSIONAND CORE VALUES

Vision

Position ourselves to be a regional player of quality packaging and consumer products.

Mission

At Packages Limited our mission is:

To be a leader in the markets we serve by providing quality products and superior

service to our customers, while learning from their feedback to set even higher

standards for our products.

To be a company that continuously enhances its superior technological competence to

provide innovative solutions to customer needs.

To be a company that attracts and retains outstanding people by creating a culture that

fosters openness and innovation, promotes individual growth and rewards initiative

and performance.


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To be a company which combines its people, technology, management systems and

market opportunities to achieve profitable growth while providing fair returns to its

investors.

To be a company that endeavors to set the highest standards in corporate ethics in

serving the society.

Core Values

Underlying everything we do and everything we believe in is a set of core values. These guide

us to deal with every aspect of any issue we might encounter in our personal and professional

lives. These values help us grow inside & outside, personally and as an organization. They are

as follows:

Good Governance

We are committed to running our business successfully and efficiently, providing long-term

benefits to our employees and shareholders, and enriching the lives of those whom we serve

by fulfilling our corporate responsibility to the best of our ability. We expect excellence from

all processes, whether they relate to policy formation and accounting procedures or product

development and customer service.

Work Environment

Our policies and core values are aimed towards creating an informal yet stimulating team-

oriented work environment with a culture of sharing and open communication. We cherish

the diversity of viewpoint of every individual; we realize this encourages innovation and

develops character. All employees have the right to a stress and injury free work

environment. We ensure our employees health and safety by providing various in-house

facilities such as gym and by making sure that all staff understands and upholds our safety

policy. All our employees are permitted and encouraged to afford time and attention to

personal concerns.


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Our People

The success of any organization is largely dependent on the people working for it. Each

member of our team is considered equally important and is provided constant training,

motivation and guidance. We possess a dedicated staff of the highest caliber committed tomaking our business a success. We ensure that every employee has the opportunity for

maximum professional development. To achieve this goal, we seek to provide challenging

work prospects for all employees. Each person is compensated and rewarded for his or her

performance and hard work on a strict merit basis.

Conservation

We expect and encourage our employees to actively participate in community service and totake care of the environment entrusted to us as citizens sharing the earths resources.

Customer Satisfaction

We are customer-driven; we go the extra mile to make sure our clients expectations are met

and exceeded on every issue. We partner with leading companies to arm ourselves with the

latest technology and provide customers with innovative solutions in the most cost-effective

manner available.

Ethical Behavior

We make it clear that being a sincere, honest and decent human being takes precedence over

everything else. In the Packages family, there is an all-round respect for elders, tolerance for

equals and affection for youngsters. Managers are expected to lead from the front, train junior

colleagues through delegation, resolve conflicts quickly, be visible at all times and act as role

models for others.

We make sure that all our processes and methods conform to the highest ideals of

professional behavior. Our organizational structure is straight-forward and need-based;

accountability is transparent, consistent and both horizontal and vertical.


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1.4 BUSINESS UNITS

Folding Cartons

With over 56 years of experience in providing reliable service and quality, Folding Cartons

business provides a wide range of packaging products to tobacco, pharmaceutical, Fast

Moving Consumer Goods, personal & home care and food industries.

Folding Cartons business is equipped with state of the art machinery and a dedicated and

qualified workforce that is supported by strong backward and lateral integration. These

factors contribute to provide high volumes and consistent quality at a competitive price for

our customers.

Flexible Line

To accommodate increasing demand for sophisticated packaging, Packages established a

Flexible Packaging business unit in 1986 at its Lahore Plant. Flexible Packaging business

provides a one stop packaging solution by providing high quality detailed graphics in

Flexographic and Rotogravure printing.

Flexible packaging business also provides lamination for plastic films, aluminum foil, paper,

multi-layer blown film extrusion for high speed technology in multi-lane slitting, standalone

spout inserted bags, poly-bags, zipper-bags, sleeves and ice cream-cones.

Consumer Products

Packages started commercial production of tissue and other consumer products in 1982 at

the Lahore Plant. We currently provide a complete range of tissue and personal hygiene

products that are convenient, quick and easy to use; ranging from facial tissues to tissue rolls,

table napkins, pocket packs, kitchen rolls, wet tissues, party packs, paper plates, cups and

adult diapers. We provide consumers complete convenience with tissue and paper productsfor every occasion. With its high-quality tissue and consumer products, business unit makes

life more comfortable for consumers every day.


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Roll Covers & Mechanical Fabrication

Formed in the year 1957, the department has been providing services to all the business units

in Packages. Starting from the Paper and Board mill to the Tissue line, this department has

been providing services for each of our top quality products, catering to the exceedingly

growing rubberizing need; an in-house fully equipped rubberizing facility came into being.

This business also provides design and manufacturing facility for base foundations, chutes,

silos, hoppers, plate rolling and bending, rollers, cylinders, gears, shafts, sole plates, base

plates and HVAC designing, fabrications and related installations for internal customers as

well as for the market.


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2.0 Corporate Policies

2.1 STATEMENT OF ETHICAL BUSINESS PRACTICES

It is the basic principle of Packages to obey the law of the land and comply with its legal

system. Accordingly, every director and employee of the Company shall obey the law. Any

director or employee guilty of violation will be liable to disciplinary consequences because

of the violation of his/her duties. Employees must avoid conflicts of interest between their

private financial activities and conduct of the Companys business. All business transactions

on behalf of Packages must be reflected accordingly in the accounts of the Company. The

image and reputation of Packages is determined by the way each and every one of us acts

and conducts himself/herself at all times. Every manager and supervisor shall be

responsible to see that there is no violation of laws within his/her area of responsibility,

which proper supervision could have prevented. The manager and supervisor shall still be

responsible if he/she delegates particular tasks.

2.2 WHISTLE BLOWING POLICY

Purpose

Packages Limited is committed to high standards of ethical, moral and legal business

conduct. In line with this commitment, and Packages' commitment to open communication,

this policy aims to provide an avenue for employees to raise concerns and reassurance that

they will be protected from reprisals or victimization for whistle blowing.

This whistle blowing policy is intended to cover protections for the staff if they raise

concerns such as:

incorrect financial reporting;

unlawful activity;

activities that are not in line with Packages' policy, including the Code of Business


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Conduct; or

Activities, which otherwise amount to serious improper conduct.

Safeguards

Harassment or Victimization Harassment or victimization for reporting concerns under

this policy will not be tolerated.

Confidentiality - Every effort will be made to treat the complainant's identity with

appropriate regard for confidentiality.

Anonymous Allegations - This policy encourages employees to put their names to

allegations because appropriate follow-up questions and investigation may not be possibleunless the source of the information is identified. Concerns expressed anonymously will be

explored appropriately, but consideration will be given to:

The seriousness of the issue raised;

The credibility of the concern; and

The likelihood of confirming the allegation from attributable sources.

Bad Faith Allegations- Allegations in bad faith may result in disciplinary action.

Procedure: 1. Process for Raising a Concern

Reporting- The Whistle blowing procedure is intended to be used for serious and sensitive

issues. Such concerns, including those relating to financial reporting, unethical or illegal

conduct, may be reported directly to the Chief Executive, General Manager or Industrial

Relations Manager as the case may be.

Employment-related concerns should be reported through normal channels such as the

concerned Divisional Head, Head of Human Resources or the General Manager.

Timing-The earlier a concern is expressed, the easier it is to take action.


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Evidence - Although the employee is not expected to prove the truth of an allegation, the

employee should be able to demonstrate to the person contacted that the report is being

made in good faith.

Procedure: 2. How the Report of Concern will be Handled

The action taken by Packages in response to a report of concern under this policy will depend

on the nature of the concern. The Audit Committee shall receive information on each report

of concern and follow-up information on actions taken.

Initial Inquiries - Initial inquiries will be made to determine whether an investigation is

appropriate, and the form that it should take. Some concerns may be resolved without the

need for investigation.

Further Information - The amount of contact between the complainant and the person or

persons investigating the concern will depend on the nature of the issue and the clarity of

information provided. Further information may be sought from or provided to the person

reporting the concern.

2.3 QUALITY POLICY

Packages is strongly committed to produce quality products that conform toconsumers requirements at a competitive price.

We shall continually improve our Quality Management System (QMS) and quality

performance of all business processes.

We shall set quality objectives at all levels and allocate appropriate resources to

achieve them.

We shall ensure all employees are well aware of the Company Quality Policy and are

motivated to apply it in their areas of responsibility.


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2.4 INTEGRATED MANAGEMENT SYSTEM

Packages intends to be a world class company that not only delivers quality goods and

services but also takes care of its human resources health, safety and environment as a whole.

We are committed to achieving this by:

Complying with all applicable laws and regulatory requirements.

Setting objectives and targets for reviewing and improving management systems.

Developing an effective IMS system to prevent incidents/accidents, ill health,

pollution, waste reduction, hazards and environmental impacts.

Ensuring that all food related packaging material is produced, stored and delivered in

safe and hygienic condition as per relevant requirements.

Continually improving our Environment, Health & Safety (EHS) and food safety

management systems effectiveness.

Creating a safe and work friendly environment for all stakeholders.

Implementing individual accountability to comply with IMS requirements.

Managing our social impacts, such as human rights impact and supply chain

sustainability throughout our product life cycle.

Working with our suppliers to mitigate potential risks for continuous improvement.

This policy is applicable to each individual whether employee, contractor/sub-contractor,

supplier, visitor and any other stake holder of the Company.

2.5 TOTAL PRODUCTIVE MAINTENANCE

We believe that TPM provides the life cycle approach of improving the overall performance of

the machine/equipment through:

Improving productivity by highly motivated staff/workers.


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Satisfying the customer needs by delivering the right quantity at the right time with

desired quality.

We are committed to follow the TPM principles to enhance our competitive position in the

market and hence financial position in the market by achieving:

Zero accidents

Zero breakdowns

Zero defects

2.6 CODE OF CONDUCT

2.6.1 Foreword

Packages Limited has built a reputation for conducting its business with integrity, in

accordance with high standards of ethical behavior and in compliance with the laws and

regulations that govern our business. This reputation is among our most valuable assets and

ultimately depends upon the individual actions of each of our employees all over the country.

Packages Limited Code of Conduct has been prepared to assist each of us in our efforts to not

only maintain but enhance this reputation. It provides guidance for business conduct in a

number of areas and references to more detailed corporate policies for further direction.

The adherence of all employees to high standards of integrity and ethical behavior is

mandatory and benefits all stakeholders via our customers, our communities, our

shareholders and ourselves.

The Company carefully checks for compliance with the Code by providing suitable

information, prevention and control tools and ensuring transparency in all transactions and

behaviors by taking creative measures if and as required.

Packages Code of Conduct applies to all affiliates, employees and others who act for us

countrywide, within all sectors, regions, areas and functions.


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2.6.2 General Principles

Compliance with the law, regulations, statutory provisions, ethical integrity and fairness is a

constant commitment and duty of all Packages employees and characterizes the conduct of

the organization.

The Companys business and activities have to be carried out in a transparent, honest and fair

way, in good faith and in full compliance. Any form of discrimination, corruption, forced or

voluntary child labor is rejected. Particular attention is paid to the acknowledgement and

safeguarding of the dignity, freedom and equality of human beings.

All employees, without any distinction or exception whatsoever, shall respect the principles

and contents of the Code in their actions and behaviors while performing their functions and

according to their responsibilities, because compliance with the Code is fundamental for the

quality of their working and professional performance. Relationships among employees, at all

levels, must be characterized by honesty, fairness, cooperation, loyalty and mutual respect.

The belief that one is acting in favor or for the advantage of the Company can never, in any

way, justify not even in part any behavior that conflict with the principles and contents of

the Code.

The Packages Code of Conduct aims at guiding the Packages team with respect to standards of

conduct expected in areas where improper activities couldresult in adverse consequences to the

Company, harm its reputation or diminish its competitive advantage.

Every employee is expected to adhere to, and firmly inculcate in his/her everyday conduct;

this mandatory framework; any contravention or deviation will be regarded as misconduct

and may attract disciplinary action in accordance with the Company service rules and

relevant laws.

2.6.3 Ethics, Transparency, Fairness and Professionalism

In conducting its business, the Company is inspired by and complies with the principles of

loyalty, fairness, transparency and efficiency.


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Any action, transaction and negotiation performed and generally, the conduct of all employees

in the performance of their duties is inspired by the highest principles of fairness,

completeness and transparency of information, clarity and truthfulness of all accounting

documents, in compliance with the applicable laws in force and internal regulations.

Bribes, illegitimate favors, request for personal benefits of oneself or others, either directly or

through third parties, are prohibited without any exception.

It is prohibited to pay or offer, directly or indirectly, money and material benefits and other

advantages of any kind to third parties, whether representatives of governments, public

officers or private employees, in order to influence or remunerate the actions of their office.

Accepting gifts or any other form of hospitality is not allowed as commercial courtesy, as it

may compromise the integrity and reputations of either party and can be construed by an

impartial observer as aimed at obtaining undue advantages. Only company giveaways are

acceptable.

2.6.4 Company Information

Packages Limited ensures the correct management of Company information, by means of

suitable procedures for in-house management and communication to the outside.

2.6.5 Conflict of Interest

Packages Limited expects all employees to be free from actual or potential conflicts of

interest.

A conflict of interest occurs whenever the prospect of direct or indirect personal gain may

influence or appear to influence your judgment or actions while conducting the business.

Each employee has a prime responsibility towards the Company and is expected to avoid

activities or transactions that clash directly with the interest of the Company. Such situations

could arise in a number of ways.

Some of the specifically forbidden situations are outlined below. This list is, however, neither

exhaustive nor all inclusive. In case of doubt, the advice of the management should be sought.


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Any employee or any dependent member of his/her family (for the purpose of this

policy, family included parents, spouse and children) having an interest in any

organization supplying goods or services to the Company.

Any employee participating in any external activity directly or indirectly that competes

with the Company in any manner.

Any employee serving as an officer or CEO of any other Company, or in any

management capacity for, or as a consultant to any individual, firm or Company

seeking to do business with the Company or any affiliate company, except with the

knowledge and prior consent of top management of the Company.

Any employee conducting personal business activities on the Companys premises or

using Company facilities for such purposes.

Any member of Packages Limited having direct, indirect interest or family connection,

with an external organization that has business dealings with Packages, without fully

disclosing to the management of the Company details of such connections and

interests.

Any employee having any relative working with Packages Limited and not disclosing

details of the same to the management of the Company.

Any employee working full time or part time with any other organization without prior

consent of the top management of the Company.

2.6.6 Confidentiality

Any employee shall not keep or make copies of correspondence, documents, paper and

records, list of clients or customers without prior approval of the Head of department.

All copies of correspondence, documents, paper and records, list of clients or customers, shall

be surrendered to the Company when an individual leaves the Company's employment or is

no longer affiliated or connected with the Company.


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The Company information and records should be kept within the Company premises only.

Unpublished information may be disclosed to external organization or individual only on

need-to-know basis upon explicit management approval.

An employee shall not disclose or reveal any information on behalf of the Company to print /

electronic media as well as any other information medium. All information shall be released

through designated individual(s).

2.6.7 Public Activities and Relationships or Dealings with Agents, Sales

Representatives, Consultants, Government Officials, Media, Suppliers, Intermediaries

and Other Parties.

No employee shall support any political party or contribute to the funds of the groups whose

activities are calculated to promote party interests. The member shall not use any companys

entities, facilities, resources or finances to support either political parties or individual

politicians or any association directly or indirectly connected to a political party.

Agreements with agents, sales representatives or consultants shall clearly specify the services

to be performed for the Company, the amount to be paid and all other relevant terms and

conditions. All payments and transactions shall be supported by documents.

Relationships and dealings with Government officials, external agencies, parties and

individuals at all times should be such that the Companys integrity and its reputation shall

not be damaged if details of the relationships or dealings were to become public knowledge.

Furthermore, no employee shall have a representative role government bodies and trade

association unless duly authorized by the General Manager.

It is the responsibility of every employee to exercise good judgment so as to act in a manner

that will reflect favorably on the Company. The Company employees should make statements

to the media, speeches in public forums, or publish articles in the newspapers, etc, only with

prior authorization of the management in a personal capacity.

Due care should be taken while discussing the Company performances or plans with

outsiders. Any Company employee having questions on how to comply with this requirement

should seek guidance and advice from the management of the Company.


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2.6.8 Environment

All employees should promote resource conservation and minimize waste of paper and

resources.

2.6.9 Workplace Harassment

Packages Limited supports any initiatives aimed at implementing working methods for the

achievement of a better organization.

Every employee has the right to work in an environment that is free from harassment and in

which issues of harassment will be resolved without fear of reprisal. Harassment will not be

permitted or condoned within the Company, whether it is based on a persons race, c olor,

ethnic or national origin, age, gender, real or suspected sexual orientation, religion orperceived religious affiliation, disability or other personal characteristic.

Packages Limited demands that there shall be no harassment or mobbing behaviors in

personal working relationships either inside or outside the Company.

Such behaviors are strictly forbidden and are as follows:

Creation of an intimidating, hostile, isolating or in any case discriminatory

environment for individual employees or groups of employees.

Unjustified interference in the work performed by others.

Placing of obstacles in the way of work prospects and expectations of others merely for

reasons of personal competitiveness or because of other employees.

Any form of violence or harassment, either sexual harassment or harassment based on

personal and cultural diversity is forbidden. Such harassment is for instance:

Subordinating decisions on someones working life to the acceptance of sexual

attention or personal and cultural diversity.

Obtaining sexual attentions using the influence of ones role.


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Proposing private interpersonal relations despite the recipients explicit or reasonably

clear distaste.

2.6.10 Abuse of Alcohol or Drugs and Gambling

All employees shall personally contribute to promoting and maintaining a climate of common

respect in the workplace, particular attention is paid to respect the feelings of others.

Packages Limited shall therefore consider individuals who work under the effect of alcohol or

drugs, or substances with similar effect, during the performance of their work activities and in

the work place, as being aware of the risk they cause. Chronic addiction to such substances,

when it affects work performance, shall be considered similar to the above mentioned events

in terms of contractual consequences.

It is forbidden to:

Hold, consume, offer or give for whatsoever reason, alcohol or drugs, at work and in

the workplace;

Smoke in areas where smoking is not allowed

Gable or bet within the workplace.

2.6.11 Equal Opportunity Employer

Packages Limited recognizes the value of striving for a balanced work force and is committed

to the principles of equal opportunity, equality of treatment and creating a dynamic climate

where diversity is valued as a source of enrichment and opportunity. All phases of the

employment relationship including recruitment, hiring, training, promotion, compensation,

benefits, transfers, layoffs and leaves of absence will be carried out by all managers without

regard to race, color, religion, gender, age, ethnic or national origin or disability.


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2.6.12 Protection of Company Assets and Proprietary Information

Packages Limiteds physical and intangible assets, as well as its proprietary information are

the key to the Companys success. They should be used only to achieve business goals, and

they should be protected to preserve their value. Any use of Companys assets or proprietary

information by any employee in other business or personal activities is forbidden. All

Company assets and proprietary information must be returned to the Company on cessation

of employment.

Employees may know considerable amounts of proprietary or other information i.e.

confidential information as part of their job which may be in written, electronic, or any

other form. It should not be disclosed to anyone outside Packages Limited without the express

permission of his/her manager.

It is the duty of every employee to protect, use and operate all the corporate assets with

utmost care, due diligence and honesty. In case, it is observed by any employee that the

corporate assets are being misused/mishandled by some other members/individual, the

matter should be immediately reported to the Management of the Company. Please note that

corporate assets include all moveable and immovable property of the Company.

All Company employees are responsible for the security of authorized access to and proper

use of the Companys physical and intangible assets under their control and of third parties,

assets in their care.

2.6.13 E-Mail, Computers and Network Security

All employees must follow the Company policy to limit Internet access to official business.

However, employees are authorized to access the Internet for personal use after business

hours, in strict compliance with other terms of this policy.

All employees using Companys Internet connection and e-mail accounts are acting as

representatives of Packages and therefore should act accordingly in order to avoid damaging

the reputation of the Company.


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The introduction of viruses, or malicious tampering with any computer system, is expressly

prohibited.

No employee shall visit illegal or pornographic sites, nor distribute illegal or pornographic

material. Sexually related, derogatory or racially intolerant websites and material is also

forbidden.

Activities that compromise network security are strictly forbidden, the disclosure of system

IDs, passwords or information allow the circumnavigation of security features. Employees

shall not place Company material (copyrighted software, internal correspondence, etc.) on

any publicly accessibly Internet computer without proper permission.

The Company reserves the right to inspect the computer system of any employee of Packages

Limited for violations of this policy.

2.6.14 Dealings in Securities/Shares & Insider Trading

Packages Limiteds employee shall not trade on or pass on inside information at any time to

any other person, inside or outside Packages Limited. Inside information refers to the

information about Packages Limited, its business, or other companies with which Packages

Limited is doing business or negotiating that is not generally known to the public, but would

likely, if known generally, affect the price of a companys shares or influence a persons

investment decisions.

Packages Limiteds employee must not deal in Packages Shares if he/she is in possession of

inside information about Packages or deal in Packages Shares on consideration of a short

term nature.

Packages Limiteds employee should not pass on inside information at any time to any other

person or encourage another person to deal in shares of Packages or any other company on

the basis of such information, even if the employee does not profit directly from the

arrangement.


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Packages employee should not deal in the shares of another company with which Packages is

doing business or negotiating if in possession of inside information in relation to such

company.

Neither Packages employee nor a family member (spouse and children under 18 or anyone

living in his/her household on a permanent basis) may deal in Packages shares or another

companys shares if the employee or his/her family member is in possession of inside

information about Packages or another company.

Packages employee should be aware of and comply with any local laws and regulations

governing share dealings.

Some employees, because of their role and responsibilities, will be in regular possession of

inside information or may have access to such information in particular times of the year.

These individuals are referred to as Employee Insiders. The employee will be notified in

writing by the Company Secretary if he/she is in this category and hence may not deal in stock

until he/she obtains written notification that he/she may deal or has been taken off the

Insider List. The Company Secretary may be contacted for advice in this area.


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3.0 Employment Norms

Packages aims to recruit, induct, train and employ the best candidates based on merit and

competence.

3.1 MEDICAL &VERIFICATION CHECK

The candidate is required to undergo a medical examination. The appointment to the job will

be subject to passing both the reference and fitness check.

3.2 JOINING REPORT

On the day of joining the Company, new employees shall submit a joining report in writing to

maintain a record of their joining date. This report will be addressed to the Human Resources

department along with a copy forwarded to the in charge/manager. It will state the

employees date of joining, name, designation, and the name and designation of the officer

whom the employee has reported to on the first working day.

The IR department will thereby issue an employee card which shall indicate the department,

designation and employee number of the new employee.

3.3 GRADE STRUCTURE

MANAGEMENT GRADES

JE,JE1,E3,E2,E1,E,M,M1,M2,M3,M4&SM

TECHNICAL GRADES

TE, TE1, TE2, TE3, TE4, TE5, TE6 and TE7

PROCESS SPECIALIST GRADES

S1,S2&S3

3.4 ORIENTATION

New employees will be provided an orientation schedule to familiarize with the Company.


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3.5 PROBATION PERIOD

Probation period is the time for review and appraisal to make sure that both the Company

and the employee are satisfied that the role is as advertised and is being performed

adequately. Permanent employment is given once the employee successfully completes

his/her training period.

Training period for management trainees/trainee engineers will be of one year.

Probation period for new recruits at the executive level will be of three months, unless,

otherwise stated in the contract.

Any employee who is observed to be unfit, incompetent and does not meet the

performance criteria set by the management shall be terminated, or grace period maybe

granted to allow room for improvement.

On confirmation, the new employee shall be given a permanent employment card, which

he/she must carry while inside the factory perimeter.

3.6 TRAININGS

Packages has both local and international training programs for its employees. Employee

training needs are periodically reviewed, various in-house and customized training programs

are arranged for production, marketing, human resource, supply management and finance

personnel.

Packages is also recognized as a training organization as it is one of the platinum rated

training providers for Association of Chartered Accountants-UK. We also provide necessary

apprenticeships to industrial diploma holders in our production departments.

3.7 DRESS CODE

Employees are expected to be in business professional attire while in the office. Those

provided uniforms must wear it on duty.


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3.8 REGISTERINGATTENDANCE

Each employee should follow the protocol of the attendance system. Upon arrival each

morning, the employee is required to follow the procedures of attendance. The attendance

system will automatically record the in/out time of each employee. A monthly attendance

report will then be generated accordingly.

Late Arrival

Employees are considered late when they fail to report to duty at the exact time they are

scheduled to. However, 10 minutes is the grace period allowed to employees. Late arrival at

workplace affects Company operations, as well as the work of fellow employees.

Short Leave

If it should be necessary for an employee up to executive level to leave work early for

whatever reasons, he/she first must ask his/her immediate in charge/manager for approval.

Leaving work early without prior approval from the in charge/manager is not encouraged

and the individual may be liable to disciplinary action.

Absence/Leave

For absence due to sickness and other unavoidable reasons, the management must be

informed through written application or the employee must make a telephone call as soon as

possible, stating the reason for absence and the expected number of days employee will

remains absent from duty. The leave application form is attached asAnnex H.

For absence from duty due to sickness of more than one day, the employee must submit a

medical certificate from a Registered Medical Practitioner.

The absent employee must file a leave application form immediately on the day he/she

resumes the duty.


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3.9 RESIGNATION

A trainee/ probationer may resign from the service of the Company by giving 24 hours notice

in writing.

A permanent employee may resign from the service of the Company by giving notice in

writing as per the terms of appointment or depositing salary in lieu of notice period.


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4.0 Benefits & Facilitation Policies

The compensation and benefits program aims to balance your needs with the Companys

needs. That means responding to employee needs, controlling cost and maintaining a

competitive position. To balance these objectives, the details of the benefits and facilitation

program change from time to time.

Basic Pay

Basic salary is an amount which is paid to an employee in accordance with the grade in which

he/she is placed as per grade structure.

Conveyance Allowance

Conveyance allowance is allowed to all confirmed employees as per their respective grade.

House Rent Allowance

All employees are entitled to House Rent Allowance with respect to their respective grades

basic salary.

Cost of Living Allowance

All employees are entitled to Cost of Living Allowance as admissible to them according to law.

Grade Special Allowance

All employees from JE/TE and above are paid on a sliding scale, statutory special allowance(s)

as per practice.

Utility Allowance

All employees in JE/TE and above are entitled to Utility Allowance as per their respective

grade.

Special Allowance


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All employees in JE/TE and above are entitled to Special Allowance as per their respective

grade.

Supervisory Allowance

Employees having supervisory nature of job and are designated as a supervisor in their

respective grade are entitled Supervisory Allowance as stipulated in the grade till such time

they continue to perform such duties.

Attendance Allowance

All employees in grades JE, JE1, TE, and TE1 are given attendance allowance as per rules

provided they have not:

a) Reported late for duty by 15 minutes for more than 3 days in a month;

b) Availed more than three casual leaves in a month;

c) Availed leave without pay or Social security leave; and

d) Absented for any day in a month

Recreation Allowance

All employees in grades JE1 and TE1 are allowed Transport Fair Assistance for recreational

trip every year.

Night Shift Allowance

All employees in grades JE1 and TE1 are allowed Night Shift Allowance while performing

night shift duty.

Telephone Allowance

All employees in grades E3/TE2 and above are given telephone allowance as per the company

service rules.


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Emergency Medical Allowance

Emergency medical allowance is allowed to employees as admissible by the company service

rules.

Funeral Expenses

Employees are entitled to funeral expenses where admissible as per the company service

rules.

Disbursement of Pay

In order to have the companys designated salary transferred directly to a bank account; new

employees must open an a/c with NIB. Remuneration is paid to monthly staff on the last

working day of every month, unless that day is an intervening holiday or a Sunday, in which

case the salary is transferred earlier.

Annual Increment

Employees are entitled to an annual increment in the month of April in the agreement year

with CBA and in the month of January in the non-agreement year. For employees in grade M

and above, this happens in the month of January every year. This increase is subjected to the

performance of the individual during the preceding period. In case an employee improves

his/her qualification in line with his/her duties with prior approval of his/her

manager/supervisor, he/she is allowed an increment in his/her regular grade.

Promotion

Promotion in the Company is subject always to merit and sustainability of an employee to the

position for which he/she is being considered.

Bonus

The bonus is paid to all confirmed employees who are on the rolls of the Company on the 1 st

of January immediately preceding financial year.


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The bonus is paid, on pro-rata basis, on the basic salary, which is calculated on the basis of

average salary earned by an employee during the financial year. This payment is, however,

always subject to the terms and conditions stipulated in the Office Order announcing the

payment of bonus.

Ex-Gratia

Ex-Gratia is the amount, which is paid, as per the following schedule, at the time of retirement

or death of an employee. It becomes due as per the length of service given in the table below:

Length of service Ex-gratia Amount

Less than 5 years of service Nil

5 years to less than 7.5 years service One month Gross Salary7.5 years service to less than 10 years

service

1.5 months Gross Salary

10 years and above 3 months Gross Salary

In case of death 3 months Gross Salary

Employees Old-Age Benefit Scheme

All employees become member of the Employees Old-Age Benefit Scheme, which is set up by

the Government and shall be entitled to pension after attaining the age of 58 years. The

Company contributes 5% of an employees basic salary towards this scheme. An employee

also contributes 1% of the minimum salary and this amount is deducted from his/her salary.

Canteen

In order to ensure wholesome and quality food the Company is operating a canteen round the

clock. Not only lunch/dinner but also light snacks are served. The food is served at highly

subsidized rates and the employee has to pay a very nominal fixed price monthly. The main

meals are served on credit basis whereas breakfast, milk and afternoon tea is served against

coupons.

Sports Activities


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Promotion of sports plays a vital role at Packages. To carry out sports activities, the Company

provides an in-house sports complex facility. Every year, inter departmental tournament

starts the sports year and ends with the annual sports day celebrations.

Fair Price Shop

Packages has established a Fair Price Shop for employees to assist them for the purchase of

Company products and the commodities given in the law.

Scholarships

Packages offers merit scholarships to the children of employees to appreciate their talent and

promote healthy competition in the form of monitory reimbursement that varies with the

level of education.

Hajj Facility

Each year, Packages has the opportunity to send a number of its permanent employees for

Hajj through draw. This includes employees from non-executive staff and from executive and

management staff. Packages bears all expenses pertaining to this religious offering.

Long Service Awards

Packages offers awards to its employees as a token of appreciation for their continued

association with the Company based on their services.

The details of the awards are:

1. 10 years

2. 20 years

3. 25 years

4. 30 years

5. 35 years

6. 40 years


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5.0 Service Rules

MANAGEMENT MANUAL

PACKAGES LIMITED

LAHORE-PAKISTAN

TRANSFER RULES

SERVICE RULES

POLICY NO. 2

ISSUE. 2

LAST

AMENDMENT

DATE 15.04.2015

5.1 TRANSFER RULES

1. PURPOSE

1.1 The purpose of this Policy is to lay down the Rules for transfer and assignments of

employees anywhere in Pakistan.

2. DEFINITIONS

For the purpose of these Rules unless there is anything repugnant in the subject or

context:

2.1 Company means PACKAGES LIMITED.

2.2 Competent Authority means a person who is duly delegated the powers to issue

transfer order of an employee for and on behalf of the Company Management.

Normally the Division/Department Head shall recommend and the Competent

Authority shall issue the transfer order to employees duly approved by the GENERAL

MANAGER.

2.3 FAMILYmeans the wife and the dependent children of the employee.

2.4 PERMANENT TRANSFERmeans transfer of any employee for an indefinite period on

married/bachelor status as the case may be.

2.5 DAILY ALLOWANCE means the daily allowance to be paid to the employee for the

purpose of these Rules over and above the salary for the period of journey after

transfer from his/her present location to another within Pakistan.


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3. PERMANENT TRANSFER

All permanent employees are liable to be transferred in the interest of the Company,

anywhere in Pakistan for an indefinite period which may involve the move of the

employee with family, if applicable. On permanent transfer the entitlement of the

allowances and facilities to the employee shall be as under:-

3.1 Transfer letters shall be issued by the HR/IR Department on the recommendation of

the Division/Department Head concerned, with the prior approval of GENERAL

MANAGER.

3.2 TRAVELLING ALLOWANCE

Travelling Allowance for the employee and his/her family, if applicable for one way

journey from present location to the new location, shall be the same as laid down in

the Travel Rules. i.e., Ticket cost will be reimbursed to employee for his family (wife

and dependent children)

3.1.3 DAILY ALLOWANCE

The entitlement of Daily Allowance for this purpose shall be the same as laid down for

Local Travel Rules, for the employee and each dependant member of the family, if

applicable, during journey period.

3.1.4 JOINING LEAVE

All employees on transfer shall be allowed to avail one week joining leave including

intervening Sunday/Holiday but excluding travelling time. The joining leave shall not

be adjusted against any other type of leave entitlement.

4. FAMILY LEAVE PASSAGE FARE

4.1 All permanent employees in grades J.E and above shall be entitled to

re-imbursement of fare for self, wife and dependent children once in twelve months

while on annual leave of at least two weeks from the place of posting to the place of

appointment and back, provided they have completed a minimum stay of twelve

months at the place of posting as under:-

Employees in Grade JE-M2 : As per their entitlement laid down

in the Local Travel Rules.


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5. ACCOMMODATION

5.1 In case accommodation is not available to the individual at the place where he/she is

transferred he/she will be given fourteen days stay in a hotel (without family) or

lodging charges of self arranged accommodation and for the purpose of hotel

charges/lodging charges, he/she will be governed by the Travelling Entitlement chart

annexed with Travelling Rules. However, no such accommodation shall be provided

and no accommodation allowance shall be admissible if the transfer is to the home

town, i.e. permanent residence of the employee.

5.2 Immediately after the arrangement of the accommodation within the specified period

of fourteen days, the employee will be given passage back to the base for making

arrangements for taking his/her bag and baggage and family to the place of transfer.

For this purpose, the employee shall be entitled to Travelling Allowance only. No Daily

Allowance shall be admissible.

6. EXTRA AMOUNT

6.1 The employee on transfer will be eligible to receive an amount equal to one months

salary (basic) at the time of his/her departure from the present location to the place of

transfer.

6.2 The employee on transfer on married status i.e. with family and having school going

children will be eligible to receive one months gross emoluments at the time of

departure from present location.

7. EVK EXPENSES

The individual will be reimbursed with the actual EVK expenses for transporting

his/her car/scooter/motorcycle (if owned) to the place of transfer.

8. FREIGHT CHARGES

For the shifting of household effects the following rules will be applicable:-

Where the employee under transfer is single, he/she will be entitled to receive freight

charges by rail/truck on a 20 ft container of his/her luggage from the Company.


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8.1 The married employee will, however, have the entitlement to receive freight charges

by rail/truck on a 40 ft container.

8.2 The freight charges will be paid on the production of actual bills mentioning the size of

container from the Packers and Transporters approved by the Company.

9. GENERAL

9.1 Company reserves the right to cancel, amend, alter, or modify any of the provisions of

these rules at any time at its sole discretion.

9.2 Companys interpretation of these rules shall be final and binding on the employees.

9.3 Any deviation in these rules can only be allowed by the General Manager.

9.4 These rules will come into force with immediate effect, and supersede all previous

transfer rules.


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MANAGEMENT MANUAL

PACKAGES LIMITED

LAHORE-PAKISTANLOCAL TRAVEL RULES

SERVICE RULES

POLICY NO. 3

ISSUE. 3

LAST

AMENDMENT

DATE 15.04.2015

5.2 LOCAL TRAVEL RULES

1. PURPOSE

The purpose of these rules is to lay down the regulations for travel by the Companyemployees within Pakistan, on Companys business and determine their entitlement

for travel expenses, daily allowance and other travel compensations.

2. DEFINITIONS

For the purpose of these rules the terms:-

2.1 Company means PACKAGES LIMITED.

2.2 TRAVEL ENTITLEMENT means the chart attached to these rules as Annex A

showing grade wise entitlement of employees in respect of mode of travel, dailyallowance, hotel room charges and accommodation allowance.

2.3 DAILY ALLOWANCEmeans a fixed amount payable to employee for the duration of

tour as per travel entitlement chart.

3. AUTHORIZATION OF TRAVEL

The travel on Companys business must have prior approval in the following manner:-

3.1 All Division/Department employees from respective Division/Department Heads, as

the case may be.

3.2 All Division/Department Heads from General Manager.

3.3 Any travel, even on Companys business, without prior approval shall be considered as

unauthorized. T.A/D.A. claim for such unauthorized travel shall not be entertained


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unless formally regularized by a post dated Written Travel Order, giving reasons for

not obtaining prior approval.

3.4 All travel authorization should be approved on Travel Order form attached asAnnex

Bto these rules, to be filled in by the employee in duplicate.

3.5 Purpose of travel should be clearly mentioned on the Travel Order e.g. Company

business, to attend training course/seminar etc.

4. MODE OF TRAVEL

All employees shall travel in accordance with entitlement contained in the Travel

Entitlement Chart.Those who want to avail the facility of rented cars for official Inter

City travelling should get prior approval from the Competent Authority as per the

Travel Rules of the Company.

TRAVEL REQUISITION FORM

Travel Requisition Form for travel through air will be signed by:

In case of Local Travel:

General Manager;

Chief Financial Officer; or

Marketing Manager

But if the employee is not entitled to travel by air due to his grade entitlement,

travel co-coordinator or Departmental Head will get it signed by General Manager

mentioning the reason for special case.

In case of Foreign Travel

Only the General Manager will be authorized to sign the Travel Requisition form. Final

approval of MD/GM is required in all travel by air.

6.5. TRAVEL EXPENSES

5.1 All employees shall be paid travel expenses in accordance with the Travel Entitlement

Chart.

5.2 Daily allowance shall be admissible as under:-

5.2.1 If travelling period is less than eight (8) hours, half rate of daily allowance.


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5.2.2 If travelling period is eight (8) or more than eight (8) hours, full rate of daily allowance.

(Cut off time is 1200 hours midnight).

5.3 Travelling within a radius of 50 Km. from base station shall be treated as local

travelling and no daily allowance shall be admissible. Maximum distance one way to

each location, and amount of fare to be reimbursed per kilo meter, both for Rickshaw

and Taxi Cab, shall be as per Annex C. However, no Daily allowance will be

admissible for travel to Bulleh Shah Packaging (Pvt) Limited, Kasur.

5.4 Company shall reimburse telephone, postal, telegram, fax, toll tax, parking fee, and

local transport expenses provided they are incurred in connection with company

business.

5.5 No T.A/D.A. will be paid if the journey has not been undertaken/ completed.

5.6 Food charges, laundry charges, cooliage and tips to porters and waiters are included in

the daily allowance as admissible.

5.7 Car/Scooter/Motorcycle mileage allowance shall be payable by the company against a

claim by the user only for official business, as perAnnex A(2: MILEAGE RATES).

5.8 Car/Scooter/Motorcycle mileage shall also be reimbursed by the Company against

claim by the user only for official business including:-

5.8.1 Visits to office on rest days and after office hours.

5.8.2 Travelling to attend a course or seminar, courts and government offices on actual

mileage less normal distance from residence to office & vice versa.

5.8 No travelling expense shall be reimbursed to an employee entitled to overtime.

5.9 No overtime will be paid/compensatory leave allowed to the employee claiming daily

allowance for period of travelling/tour.

6 CASH ADVANCE

6.1 The employee may draw a reasonable amount of cash advance to meet necessary

travel expenses, as approved by the competent authority on Travel Order attached as

Annex B.

6.2 All unutilized cash shall be returned to the Accounts Department immediately on

return from a tour but not later than seven days.


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6.3 Further cash advances may not be allowed in case of non-submission of Travel Bill

attached asAnnex Eto Accounts Department for previous drawn for travel expense.

7. ACCOMMODATION ALLOWANCE/ HOTEL CHARGES

7.1 Accommodation allowance and hotel room charges are only admissible in case of

overnight stay.

7.2 Accommodation allowance will only be admissible to the employee, if he/she does not

avail the facility of staying at a hotel.

7.2 Hotel room charges shall be paid against actual hotel bills, as per entitlement of the

employee.

8. TRAVEL EXPENSE CLAIM

8.1 On completion of the tour, employee shall submit his/her Travel Bill within seven

days, duly verified by the approving authority to the Accounts Department.

8.2 Travel bill should be supported by memos, bills, receipt and other travel related

documents.

8.3 E-Tickets and Boarding passes in case of travel by air should also be attached with the

travel bill.

9. GENERAL

9.1 These rules are applicable for a maximum out station stay of thirty (30) days.

9.2 The Company reserves the right to cancel, amend, alter or modify any of the provisions

of these rules at any time at its sole discretion.


9.4.1 Companys interpretation of these rules shall be final and binding on the

employees.

9.5 These rules shall take effect immediately and supersede all previous rules/office

orders issued, in this regard.


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MANAGEMENT MANUAL

PACKAGES LIMITED

LAHORE-PAKISTAN

OVERSEAS TRAVEL RULES

SERVICE RULES

POLICY NO. 4

ISSUE. 3

LAST AMENDMENT

DATE 15.04.2015

5.3 OVERSEAS TRAVEL RULES

1. PURPOSE

The purpose of these rules is to lay down the regulation relating to overseas travel on

companys business, including attending to foreign training courses and

Seminars/Conferences.

2. DEFINITIONS

For the purpose of these rules, terms:-

2.1 COMPANYmeans PACKAGES LIMITED.

2.2 TOURmeans foreign travel of an employee from-to-base station/a foreign country on

companys business, including attending training courses, Seminars and

Conferences/Exhibitions, on bachelor status for a period not exceeding thirty (30)

days.

2.3 TRAVEL ENTITLEMENT means the Chart attached to these rules as Annex G,

showing grade-wise entitlement of employees in respect of mode of travel, per diem

allowance and hotel room charges.

3. APPROVAL FOR OVERSEAS TRAVEL

An employee may proceed on a tour overseas on behalf of the Company only after

obtaining Overseas Travel Authority duly approved by the GENERAL MANAGER.


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Purpose of the tour and the proposed itinerary will be submitted to GENERAL

MANAGER for approval through the Head of Division/Department.

4. TRAVEL AUTHORITY

4.1 Overseas Travel authority attached asAnnex Bduly approved shall define the travel

program, purpose of visit abroad, expected duration etc. Special terms, if any, shall also

be specified therein. If the travel is for a company project other than that of Packages

Ltd, it should be specified on the Overseas Travel Authority so that expenses are

charged accordingly.

4.2 After the approval of overseas travel, the employee concerned shall fill in Request Slip

for Overseas Travel as per Annex F and attach a copy of the Overseas Travel

Authority duly approved for necessary action by Travel department.

4.3 Surety bond will be required in case if any employee has served less than 8 years and

has been sent abroad for Supplier Visits, trainings, exhibitions and conferences etc.

Only Head of Human Resource/GM will be authorized to waive-off the requirement of

Surety Bond. Specimen of Surety Bond is inAnnexJ.

5. ENTITLEMENT OF EXPENSES INCURRED IN PAKISTAN

In relation to an approved overseas tour, the Company shall bear the following costs

incurred by or on behalf of the employee within Pakistan.

5.1 Cost of obtaining fresh passport or renewal of the expired one as well as endorsements

thereon.

5.2 Cost of obtaining visas to the countries the employee is required to visit.

5.3 Cost of all necessary medical tests, certificates, vaccinations etc. as applicable.

5.4 Cost of travel within Pakistan in respect of the employees journey from residence to

the Airport of departure/arrival in accordance with the Companys policy concerning

travel within Pakistan.


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5.5 Cost of air fare (economy class) from Pakistan to those points overseas that the

Company requires the employee to visit subject to the following :-

5.5.1 The air route taken by the Employee to and from the various approved places of

work overseas shall be the most economical and direct available. All deviations shall

require prior approval of the GENERAL MANAGER.

5.5.2 The purchase of air tickets shall be arranged by the company. All amounts paid directly

by the Company under this clause will be debited to the employees travel account and

will be adjusted on receipt of his/her Overseas Travel Expense Report.

6. ENTITLEMENT OF EXPENSES INCURRED OVERSEAS

6.1. For all Overseas Travel as defined in this Policy, the Company shall pay the followingexpenses incurred overseas by an employee.

6.1.1 HOTEL CHARGES AND PER DIEM ALLOWANCE

Maximum limits of hotel charges and per diem allowance are shown at Annex A to

this Policy which would normally be allowed by the company.

6.1.2 The per diem allowance besides hotel charges shall cover the following types of daily

expenses incurred by the employee, and these expenses will not be reimbursed

separately :-

6.1.2.1 Private Local Conveyance, however official expenses will be paid in addition to Daily

allowance.

6.1.2.2 Cost of own Meals.

6.1.2.3 Other petty expenses i.e. Laundry, Newspaper and Tips etc.

6.2 Actual local conveyance expenses for official travel at overseas shall be paid by the

Company without affecting the per diem allowance.

6.3 If any employee on overseas travel is provided free lodging/boarding by the person or

the Company he/she is visiting; he/she shall not be entitled to any hotel charges.


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However, he/she will be entitled to 50% of per diem allowance according to his grade

as shown atAnnex G.

6.4 The cost of transportation between various cities etc. where the

employee is required to go officially for which provision does not already exist in

the tickets, purchased in Pakistan prior to the employees departure.

6.5 The actual cost of any other reimbursable expenditure in accordance with Company

Rules, i.e. the cost of official postage, faxes, telephones, books, manuals or equipment

considered essential for official use.

7. TRAVELLING ADVANCE

7.1 To meet the employees cash expenses on an overseas tour, the Company shall provide

him/her with the necessary amount of rupees and also foreign exchange as allowed as

per grade entitlement. The amounts advanced will be adjusted on receipt of his/her

Travel Expense Report attached asAnnex E.

7.2. If the employees foreign expense entitlement exceeds the amounts advanced to

him/her, the difference shall be reimbursed in rupees on his/her return to Pakistan at

the current official rate of exchange.

7.3 However, if the amounts advanced exceed the amounts reimbursable, the amounts

held in excess will be returned to the Company immediately upon the employees

return to Pakistan, in the same currency, advance was allowed.

8. TRAVEL EXPENSE REPORT

8.1 On his/her return to Pakistan, the employee shall submit one consolidated Travel

Expense Report within two weeks of return so that his/her advance Travel accounts

in local and foreign currency can be adjusted. The report shall be prepared on

Overseas Travel Expense Report Form attached asAnnex E.

8.2 All expenses incurred in foreign currency shall be stated in respective currency.


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8.3 The reimbursement claims against expenses incurred by the employee during his/her

overseas tour, including the cost of the ticket purchased by the company should be

supported by the used air ticket and other supporting documents.

8.4 The employee should inform Travel Coordinator about any unutilized sector and the

Travel Coordinator will apply for refund from the Travel Agency.

8.5 All invoices for local and foreign tickets will be verified by the Travel Coordinator and he

will send to them to the Accounts department for payment.

9. GENERAL

9.1 The Company reserves the right to cancel, amend, alter or modify any of the provisions

of these rules at any time at its sole discretion.


9.3 Companys interpretation of these rules shall be final and binding on the employees.

9.4 These rules shall take effect immediately and supersede all previous rules/office

orders issued, in this regard.


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MANAGEMENT MANUAL

PACKAGES LIMITED

LAHORE-PAKISTAN

PROPRIETY PERSONAL AND

CONFIDENTIAL INFORMATION

SERVICE RULES

POLICY NO. 5

ISSUE. 1

LAST AMENDMENT

DATE

5.4 PROPRIETY PERSONAL AND CONFIDENTIAL INFORMATION

1. PURPOSE

This Policy lays down the basic regulations for controlling and protecting the

Companys information classified as propriety, personnel and confidential.

SCOPE

This Policy applies to all employees at Packages Limited.

2. DEFINITIONS

For the purpose of these rules, terms:-

2.1 COMPANYmeans PACKAGES LIMITED.

2.2 EMPLOYEES means any person on the pay roll of the Company on permanent,

contract or temporary basis, whether at the Head Office/Factory or any of its area

offices.

2.3 PROPRIETY INFORMATION means information of a confidential nature over which

management exercises control and which if disclosed, without due discretion, would

be likely:

To have an adverse effect on the relationship between the Company and any one of the

following:

Client/Customer.


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Other companies, suppliers, sub-contractors, or individuals providing material,

products, services, equipment or property to the Company.

Company employees.

General Public.

To result in other adverse circumstances through compromises of such information as:

Company rules, and administrative systems and procedures including management

policies, etc.

All types of financial information regarding cost, income, rates, profitability etc.

Designs and Design standards.

Contracts, Tenders, Guarantees, Sureties, Bonds, Agreements etc.

Technical principles, practices and techniques.

Studies, research work, feasibility reports.

2.4 PERSONAL AND CONFIDENTIAL INFORMATION

Personal and ConfidentialInformation means information regarding the employment

relationship between the Company and an employee/contractor and Company

business correspondence between Key Personnel intended solely for the knowledge

and use of the addressees. Further, the information is such that its disclosure would belikely to:

Result in undue embarrassment to an employee/contractor or Company.

Result in loss of opportunity, benefits or goodwill of an employee/contractor or the

Company.

Result in adverse circumstances or cause undue damage to the character or reputation

of the Company or employee/contractor.

3. REGULATIONS

3.1.1 Documents carrying propriety as well as personal and confidential information will

be concealed during normal working hours in locked desks, or locked cabinets, when

not in actual use.

3.1.2 Such documents must be marked as Propriety, Personal or Confidential as the


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case may be.

3.1.3 While mailing such documents, outside the Company, they must be sealed in unmarked

regular mailing envelope and dispatched through Registered A.D. cover or Courier

Service.

3.1.4 Such documents if received in absence of the addressee are opened by the

Division/Department Head. However Personal and Confidential envelope will be

opened by the addressee only.

3.1.5 Employees required to hand-carry propriety, personal and confidential documents

must protect the information at all times, against unauthorized disclosure.

3.1.6 Release of such classified information to unauthorized person or agency is strictly

forbidden. Any employee or contractee violating these regulations shall be liable to

severe disciplinary and/or legal action as applicable.


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MANAGEMENT MANUAL

PACKAGES LIMITED

LAHORE-PAKISTAN

LEAVE RULES

SERVICE RULES

POLICY NO. 10

ISSUE. 3

LAST AMENDMENT

DATE 31.12.2011

5.5 LEAVE RULES

(a) A permanent employee becomes entitled to Annual Leave after the completion of

twelve months continuous service with the Company.

(b) Employees in Junior Executive Grade and above with less than 14 years of service are

entitled to 15 working days for each completed year of service with a maximum

accumulation limit of 110 days.

(c) Employees in Junior Executive Grade and above having completed 14/21 years service

are entitled to 21 days for each completed year of service with a maximum

accumulation limit of 130/190days respectively.

(d) Employee intending to avail annual leave must obtain prior approval in writing from

their Divisional Manager.

(e) Annual Leave shall only be availed for more than 3 days at a stretch.

(f) Adjustment of Annual Leave against notice period, resignation, shall be permissible.

(g) If an employee proceeded on Annual Leave desires to extend his/her leave, he/she

shall seek permission to do so from the Div/department head before extending his/her

stay.

CASUAL LEAVE

(a) A permanent employee is entitled to 10 casual leaves or in proportion to his/her

length of service in a calendar year.

(b) Casual Leave becomes due from the date of appointment and can only be allowed after

confirmation.

(c) Casual Leave can be availed to a maximum of 3 days at a stretch.


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(d) In case of employees in Junior Executive Grade and above, un-availed casual leave is

converted into Annual Leave at the end of each calendar year subject, however, to the

limit of accumulation of Annual Leave.

(e) An employee must give prior intimation to avail casual leave.

(f) An intervening Sunday/Rest day or a Public Holiday shall be counted against casual

leave.

MEDICAL LEAVE

(a) All the permanent employees are allowed 8 days medical leave with full pay or 16 days

medical leave with half pay in a calendar year.

(b) Medical leave becomes due from the date of appointment and is allowed after

confirmation.

(c) For more than one days medical leave, a medical certificate issued by a Registered

Medical Practitioner is mandatory.

(d) Employees in Junior Executive Grade and above can accumulate up to 40 days medical

leave.

HAJ LEAVE

(a) One months leave with pay is allowed to all permanent employees for performing Hajj.

COMPENSATORY LEAVE

(a) In case, an Executive Grade III to Grade I employee works for full 8 hours on his/her

weekly day off or on a Gazette Holiday, he/she is entitled to one day compensatory

leave.

(b) Compensatory leave is to be availed within the same calendar year in which it falls due.

GENERAL

(a) During the notice period, on resignation or termination as the case may be, the

employee concerned shall cease to earn any type of leave.

(b) During notice period, no Casual/Sick leave can be availed by the concerned employee.


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6.0 Annexure

ANNEX A

MANAGEMENT MANUAL

PACKAGES LIMITED

LAHORE-PAKISTAN

SERVICE RULES

POLICY NO. 3

ISSUE. 22

DATE LAST

AMENDED

01.11.2013

LOCAL TRAVELING RULES

TOUR ENTITLEMENT CHART

1. TRAVEL MODE/HOTEL STAY

Category of Mode of travel Hotel Entitlement lodging

Employees By Air/By Rail/Bus charges all inclusive

Up to Grade-V/P-III By