HR Manual 2015

Human Resource Manual
OVERVIEW
The general purpose of this Human Resource Operations Manual is to communicate

the basic personnel policies, practices and procedures to all HR personnel to do their
jobs more effectively and efficiently.
This manual covers summarized information of all the functions of the Human
Resource Department i.e. Recruitment & Selection, Training & Evaluation,
Attendance & Payroll.
This Operations Manual is designed as a reference tool based on the best practices
as they existed at the time this manual was produced.
Use of this Operations Manual is the responsibility of each and every staff of STO
Human Resources Department, having regard to its mandate, capacity and
circumstances.
Last but not the least, we, request all staffs to carry out their responsibilities in a
way that reflects the core values of STO and apply our policies equitably and fairly.
The processes and procedures laid down in this operation manual is just a guide for
staff to perform to their duties to the acceptable standards which the company has
laid down. However, staff are the ones who are to keep the integrity, equality and
punctuality in carrying out their duties keeping in mind where we work.
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ACKNOWLEDGEMENT
We are extremely pleased to present the Human Resources Operations Manual to

our staff as a guideline of the processes and procedures which are to be carried out
in our day to day operations of the HR Department.
First and most importantly we would like to thank our Managing Director, Mr. Ahmed
Shaheer and the Executive Team of STO for providing us with unending
encouragement and support in all aspects. We are thankful to our HOD, Mr. Ahmed
Shifan for the aspiring guidance, friendly advice provided and for being abundantly
helpful in offering invaluable assistance and guidance in the successful completion of
this Operations Manual
We are sincerely grateful to Corporate & Legal Affairs Department for sharing their
illuminating views on issues related to this manual, especially the legal views and
opinions that matters in making our processes more fair and equitable to all
personnel of the company.
On Behalf of Human Resources Team
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DECLARATION OF UNDERSTANDING
This Operations Manual provides practical operational procedures for the day-to-day
operations of Human Resources Department of State Trading Organization PLC.
This Operations Manual is to improve our operational efficiency, provide greater
accountability, and stability within the department. These written procedures should
increase understanding and help to assure uniform practices of the HR functions
throughout the organization .
In addition, all staffs share responsibility for protecting the well-being of the company
and for adhering to norms of behavior that make this a better place to work.
We hereby, declare that the information given on this Operations Manual is to the
best of our knowledge, true, correct and complete in every aspect. This Operations
Manual is executed on 21 st July 2015 and should be reviewed whenever changes are
affected .
AHMED SHAHEER
Managing Director
31 Page
General Manager
TABLE OF CONTENT
OVERVIEW .................................................................................................... 1
ACKNOWLEDGEMENT....................................................................................... 2
DECLARATION OF UNDERSTANDING ..................................................................... 3
INTRODUCTION .............................................................................................. 7
1. MANPOWER PLANNING & BUDGETING............................................................... 8
1.1 MANPOWER PLANNING .................................................................................................................... 8
1.2 BUDGETING .................................................................................................................................... 8
2. RECRUITMENT, SELECTION, APPOINTMENT & INDUCTION ....................................... 9

2.1 RECRUITMENT PROCEDURE ................................................................................................................ 9
2.2 ASSESSING CANDIDATES .................................................................................................................. 10
2.3 APPOINTMENT & INDUCTION ........................................................................................................... 10
2.4 RECRUITMENT AND SELECTION PROCESS OF TRANSPORT VESSEL STAFF ..................................................... 12
2.5 RECRUITMENT AND SELECTION PROCESS FOR THE POSITIONS SPECIALIZED FOR PEOPLE WITH DISABILITY. ........ 13
2.6 RECRUITMENT AND SELECTION PROCESS OF DAY RATE STAFF ................................................................. 14
2.7 OPENING A PERSONAL FILE .............................................................................................................. 14
2.8 PERMANENT EMPLOYMENT ............................................................................................................. 15
3. WAGE & SALARY ........................................................................................ 16

4. ALLOWANCES & BENEFITS ............................................................................ 17
4.1 OVERTIME & EXTRA WORKING DAY .................................................................................................. 17
4.2 ATTENDANCE ALLOWANCE. ............................................................................................................. 17
4.3 QUALIFICATION ALLOWANCE............................................................................................................ 18
4.4 FERRY ALLOWANCES / OUTSTATION ALLOWANCE ................................................................................. 18
4.5 LOCATION, TIME AND FOOD AND HARDSHIP ALLOWANCE ...................................................................... 19
4.6 STAFF LOAN ................................................................................................................................. 19
4.7 LONG SERVICE ALLOWANCE ............................................................................................................. 20
4.8 AID ............................................................................................................................................. 21
4.9 STAFF RETIREMENT ........................................................................................................................ 21
4.10 PENSION .................................................................................................................................... 22
4.11 CREDIT SCHEME .......................................................................................................................... 22
4.12 RAMADAN ALLOWANCE ................................................................................................................ 22
4.13 INSURANCE................................................................................................................................. 23
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4.14 NON-PRACTICING ALLOWANCE ....................................................................................................... 23

4.15 MOBILE ALLOWANCE ................................................................................................................... 23
5. PERFORMANCE APPRAISAL ........................................................................... 24

6. BONUS .................................................................................................... 25
7. PROMOTIONS ........................................................................................... 26
8. STAFF TRANSFERS ...................................................................................... 27
9. TRAINING & DEVELOPMENT .......................................................................... 28
9.1 LONG TERM COURSES (LOCAL) ......................................................................................................... 28
9.2 SHORT TERM TRAINING (LOCAL) ....................................................................................................... 28
9.3 WORKSHOP / SEMINARS ................................................................................................................. 29
9.4 IN-HOUSE TRAINING ....................................................................................................................... 29
9.5 LONG-TERM (OVERSEAS) ................................................................................................................ 29
9.6 SHORT-TERM TRAINING (OVERSEAS) ................................................................................................. 30
9.7 STO BOARD SCHOLARSHIP .............................................................................................................. 31
10. ATTENDANCE RELATED............................................................................... 32

10.1 ABSENT NOTICE (SALAAM) ............................................................................................................ 32
10.2 ANNUAL LEAVE ........................................................................................................................... 32
10.3 FAMILY RESPONSIBILITY LEAVE ....................................................................................................... 33
10.4. NO PAY LEAVE ........................................................................................................................... 33
10.5. STUDY LEAVE (PAY LEAVE)............................................................................................................ 34
10.6 MATERNITY LEAVE ....................................................................................................................... 34
10.7 PARENTAL LEAVE ......................................................................................................................... 35
10.8 PATERNAL LEAVE ......................................................................................................................... 35
10.9
CIRCUMCISION LEAVE ............................................................................................................ 35
10.10 PILGRIMAGE (HAJJ) LEAVE ........................................................................................................... 36

10.11 RELEASE .................................................................................................................................. 36
10.12 LATE ....................................................................................................................................... 36
10.13 TIME CORRECTION ..................................................................................................................... 36
10.14 ATTENDANCE RELATED REPORTS................................................................................................... 36
10.15
ATTENDANCE APPRECIATION LETTER/CERTIFICATE ....................................................................... 37
11. STAFF IDENTIFICATION CARD ....................................................................... 38

11.1 NEW CARD. ................................................................................................................................ 38
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11.2 CARD RENEWAL .......................................................................................................................... 38

11.3 TERMINATED STAFF CARD ............................................................................................................. 38
12. CAUTIONS .............................................................................................. 39

12.1 VERBAL ..................................................................................................................................... 39
12.2 WRITTEN CAUTION / WARNING / FINAL WRITTEN WARNING. .............................................................. 39
12.3 SUSPEND ................................................................................................................................... 39
13. TERMINATION & RESIGNATION..................................................................... 41

14. FOREIGN STAFF ........................................................................................ 42
14.1 FOREIGN STAFF RECRUITMENT PROCEDURE ...................................................................................... 42
14.2 ONCE THE STAFF ARRIVE TO MALDIVES ............................................................................................ 43
14.3 RENEWAL................................................................................................................................... 43
14.4 LOST WORK PERMIT CARD ............................................................................................................ 44
14.5 CANCELLATION OF WORK PERMIT ................................................................................................... 44
14.6 CONTRACT OF FOREIGN STAFF........................................................................................................ 44
14.7 LEAVE TICKET OF FOREIGN STAFF .................................................................................................... 44
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INTRODUCTION
Human Resource is one of the most vital support service function

established to assist all the primary activities of STO.
Main activities of HR are manpower planning, recruitment, selection,

appointment, induction, termination, performance appraisal, training &
development, payroll and benefits
Identifying ways to increase the organization citizenship behavior.
SAP is used to monitor staff records, attendance related information & to

process payroll.
Location & Working Hours of Human Resources
HR Department is located in STO head office building 1st floor.
HRD staffs official working hours will be from 08:00hrs 16:00hrs Sunday to
Thursday.
Objective of the Manual
To assist the management of STO in the effective management and

development of its human resources.
To facilitate all the department heads (HOD) on taking decisions, relating to

human resource.
To help the Human Resources department in taking decisions and to guide

them on rules and regulations governing the staffs and their employment.
Circulation
This manual should be made available on the companys intranet for easy access for
those whom it is and maybe required. Furthermore, a hard copy of this manual to
be available in HRD at all times for staff to use.
Responsibility for Implementation & Revision
It is the solely the responsibility of HR department to implement the

procedures, rules & regulations provided in the manual.
HR should make the necessary amendments in consultation with the

relevant committees and users from time to time.
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1. MANPOWER PLANNING & BUDGETING

1.1 Manpower Planning
Reviewing and acquiring manpower resources, in a preplanned manner, on a
continuous basis according to the activities of State Trading Organization Plc. In
order to plan the following will be done.
Analyze the need of new positions required annually in consultation with the
departments.
Analysis of existing position in consultation with the departments.
Estimation of job vacancies based on the proposed budget and sales

turnover in consultation with the departments.
Analysis of existing position in consultation with the departments. Review

scope, purpose & job content of position to see if existing position
description is still suitable
1.2 Budgeting
Human Resources will mainly focus on major two areas when preparing the budget.
That is for staff training and development budget and staff wages and salary related
budget.
1. Before the training budget is been prepared HR will consult with other
departments & get their training requirements.
2. Once the data is received from the departments, HR will compile all the
data. Before a final budget is sent, all the executives will discuss the training
budget.
3. To prepare Human Resource recruitment budget, HR sends a specific format
to all departments to get the information about new staff requirements for
upcoming year(s).
4. HR will prepare the staff wages and salary budget based on the various
requirements from the departments.
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2. RECRUITMENT, SELECTION, APPOINTMENT & INDUCTION

2.1 Recruitment Procedure
Based on State Trading Organizations Equal Opportunity Affirmative Action, the
recruitment activities will be designated to coordinate compliance activities in line
with the commitment to the principle of equal employment opportunity. To this
regard the following procedures on recruitment will be followed;
1. Receiving the initial request from Requesting Department as Manpower
Indent Form and the position must be approved by HOD of the respective
department for any new or replacement position.
2. Manpower Indent Form should have the minimum information required (job
responsibility and necessary qualification, experience and skills required for
the specified post). If the required initials and information is not adequate,
HRD can reject the form or send back for revision.
3. Upon receiving the indent form to HR, the form will be checked and reviewed
by PA staffs & it will be sent for Head of Department of Human Resource and
Managing Directors approval. A manpower indent number will be given for
each indent by the PA supervisor. (indent log sheet will be managed by PA
supervisor)
4. When the indent is filled with all the necessary initials, the advertisement will
be prepared (Dhivehi / English) and will be checked by PA supervisor & signed
by Head of HR Department
5. Advertisement will be sent to HR Department / Admin Section to publish in
the gazette or newspapers and uploaded to STO website by PR & Media
6. The advertisement will be posted for at least five (5) working days. Based on
the urgency or nature of the job, some positions may require shorter/longer
posting periods.
7. Job applications forms will be available at the reception of STO Head office
and also can be downloaded from STO website. Where the advertisement is
for regional stores, job applications forms will be available at regional stores.
All the applicants must fill the Job Application form. All required documents
must be submitted along with the application forms. Any forms received after
deadline should be rejected.
8. Application forms should be submitted as per the instructions given in the
Advertisement and application form can be collected from any STO outlet /
Department.
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9. All the received applications must be entered to HR document register before

it is handed over to the respective PA staff.
10. Once the closing date has been reached, PA staff should check the received
application forms. If sufficient or potential candidates have not responded in
the time period given, this must be informed to the respective department.
Department may then request for re-advertisement.
11. The advertisement will be re-advertised without any change being made or
with changes required for five more days. If sufficient or potential candidates
have not applied again, the advertisement will be either reviewed, head
hunting for that position will be done or will be closed with the consultation
of the respective department.
12. STO has the right to hire staffs above 65 years although they are considered
as RETIRED with the approval of Managing Director. They are hired as a
NEW HIRE on contract basis.
2.2 Assessing Candidates
1. Based on the qualification and other requirements in the advertisement, PA
staff will review & log the applications.
2. A list of eligible candidates will be prepared. Screening applicants should be
based on the requirements stated in the advertisement.
3. Send the application forms & the list of eligible candidates to the respective
department. This process must be done within maximum 3 days after
deadline and the staff who handle this job must take the full responsibility to
deliver the proper documents timely.
4. In case shortlisting is required, shortlisting will be done by HRD in consultation
with the respective department.
5. PA staff will arrange a time, date and place for interview in consultation with
the person who deals with the recruitment process from the respective
department.
6. Once the date and time is finalized PA staff will call the candidates for the
interview. Interviewees are invited via telephone.
2.3 Appointment & Induction
1. Interview should be conducted within 7 days of expiry of the
advertisement.
2. Conduct interviews and assess candidates
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3. Main duty of HR PA staff is to facilitate and observe the interview process.

4. PA staff will be participating in the first interview to manage interview
process & facilitate the assessment of candidates to determine preferred
candidate and provide HR / HR related information to the candidates
(probation period, family members at STO etc.)
5. It is the responsibility of HR, PA staff to ensure that the interview
processes are done fairly and free of bias which is in line with STOs
commitment to the principle of equal employment opportunity and
Maldives Employment Law.
6. If a second interview is required, PA staff should contact suitable
candidates to inform that they have got through to the next step.
7. If a second interview is required, it will be conducted by the respective
department. PA staff will participate in this interview only if respective
department has that requirement. However, HR will be assisting to inform
the candidate for interview.
8. Accredited & attested certificates can be verified during the interview
process by HR personnel.
9. As soon as the interview process is completed, the selected candidate
should be informed to HR with Head of Departments approval (Selected
candidate application with signature of HOD).
10. Before finalizing the selected candidate, the selected candidate
information must be passed to Managing Director for approval.
11. PA staff will inform the selected candidate through phone and inform the
candidate to submit the police report, bank account no (deposit slip) and
resignation letter (if currently working).
12. If the offer is declined, PA staff should liaise with respective department
to negotiate, offer to second choice candidate or start recruitment
process again.
13. Once the candidate / candidates are selected, PA Staff should inform by
phone to those unsuccessful applicants who participated in the interview.
This process must be completed within 07 days after interview process is
completed.
14. Acquire a completed Criminal Record form or police report for the
selected candidate which is issued within the past three months.
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15. Requested department has to send Food & Hardship Form & JD form to
further process with the employment documents.
16. Once the allowances are identified, it will be entered into the SAP system,
along with the personal details, and job details.
17. 2 employment slips will be issued, one for staff & the other one for
personal file.
18. Issue of identification card
19. Issue of Employment Contract & Job description ( Refer to STO Staff
Handbook, chapter 2)
20. Selected candidate to sign on disclosure statement, code of conduct, staff
personal detail form, education qualification form. (Refer to appendix)
21. Personal file for staff will be opened.
22. Candidate information will be sent to the necessary departments.
23. Conduct the induction programs to newcomer. (Organizations rules, HR
policies, etc.)
24. Respective Department to introduce the new staff to key people and
colleagues.
25. Head of Department or immediate supervisor should inform the staff of
the expectation of the job given to him/her.
2.4 Recruitment and Selection Process of Transport Vessel Staff
All staffs employed to State Trading Organization transport vessel will be recruited as
contract staffs.
1. Receiving the initial request from Department as Manpower Indent Form
and the position must be approved by Head of Department of the
respective department for any new or replacement position.
2. There is a general advertisement published, which applications are
received and are logged separately, from which candidates are interviewed
and recruited based on the requirement.
3. Depend on urgency, sometimes advertisement are prepared and sent to
administration department to publish and normal recruitment procedure
is being followed (2. Recruitment, Selection, and Appointment & Induction)
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in addition to this STO management has the right to headhunt & select
staff.
4. For the Senior posts such as master , Chief Officer , Chief Engineer , Second
engineer foreign officers may be employed considering the situation where
local qualified & experienced officers & crew are not available at the time
of need
5. During selection process following areas are being assessed:
Police report
Medical Certificate
Continuous discharge certificate (Maritime related course certificates
required for the specific post)
2.5 Recruitment and Selection Process For The Positions Specialized for People with
Disability.
1. When preparing the yearly new recruitment budget, identify the positions
within the company that maybe suitable for a candidate with disability.
2. Provide facilities to interested parties to register with STO for employment
opportunities.
3. STO can provide a trial period of 03 Days for the candidate whether he/she
has performed well or can be suitable candidate for the job.
4. Manpower Indent Form and the position must be approved by HOD of HR
& MD as in the normal recruitment process.
5. With the Manpower Indent form Job description form should be submitted
by the respective department.
6. STO management has the right to select a staff to these positions without
a general job advertisement.
7. A non-competitive hiring process will be utilized to select the person for
the position, where person with disabilities can be hired without requiring
to compete for the job.
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8. When selecting the candidate for the position, skill set required for the
position will be compared with the available candidates skill set. Based on
the skill set most appropriate candidate will be selected.
9. Induction process will be carried out same as in the normal recruitment
process.
2.6 Recruitment and Selection Process of Day Rate Staff

1. Receiving the initial request (email, Indent form) from Respective department
with a requirement of recruiting day rate staffs with HOD approval.
2. Following factors are considered for the day rate recruitment.
a. Time constraint associated with selection (normal recruitment
procedure) of new staffs.
b. No application received for the particular advertisement.
3. Normal procedure for recruiting will be done through, but
State Trading
Organization management has the right to headhunt or selected from the

information logs maintained in the worksites when & where it is necessary.
4. Pay detail Day rate
a. The attendance details with relevant signatures will require to process
the salary. Salary will be processed by HR. Based on situation, urgency
or if staff has not provided a bank account respective worksites petty
cash can be used for the Day rate staff salary purpose, but this should
be done with consultation with HR & finance.
b. Id card copy, police report and other personal verification documents
c. For foreign day rate staff he/she should hold a valid passport and work
permit card
2.7 Opening a Personal File

Personal file for each staff will be created. Following should be placed.
1. Manpower Indent Form
2. Advertisements
3. Job application form & applied candidates list
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4. Food & Hardship Form & JD form

5. Staff identification card received sheet
6. Job description
7. Criminal Record form or police report
8. Employment Slip
9. Contract
10. Disclosure statement
11. Code of conduct
12. Personal detail Form
13. Education Qualification Sheet
14. Maslahath Iguraaru Form
2.8 Permanent Employment

1. All staffs are employed on a temporary basis and will be made permanent
after probation period.
2. Before 3 months, the staff will be evaluated & before three months probation
completion date the staff must be made permanent or other necessary action
must be taken (termination & extending his probation on contract basis.)
3. If the department instructs to make the staff permanent, HR will issue the
confirmation slip from SAP.
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3. WAGE & SALARY

Salary will be processed in the last week of every month. Fixed Allowances are given
from 01st to end of the month, hence variable allowance (such as overtime, extra
working day allowance, attendance allowance) are given from 21st of previous month
to 20th of following month. STO has the right to claim any overpayments paid to a
terminated staff during the payroll period.
1. The following documents are needed in order to prepare the salary sheets.
Tea allowance sheets.

Ferry Allowance Sheets
Cement staple allowance sheets.
Fuel handling & TRS Handling allowance sheets.
Tank Cleaning & TRS Cleaning Allowance Sheets
Int. / Territorial Waters allowance sheets.
Marine Overtime Sheet
Credit scheme list from FI Department
Staff Loan List from HRD
Attendance Sheet from TRS and Fuel Dhoani staffs
Course Pay Back Sheet
2.
All the above mentioned documents should be submitted on or before the (Deadline
22nd of each month) with the approval from the HOD
3.
Bank & Cash sheets will be prepared by HRD and sent to Finance Department &
Respective Banks.
4.
Salary Slips will be issued to those staffs who does not have Dhoadhi (Refer to
Appendix)
5.
Salary will be processed by SAP system.
6.
Salary structure revision should be conducted by HRD in consultation with the

Management under the guidance of the Salary Committee.
7.
Salary is processed from 21st of the past month up to 20th of the current month.
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4. ALLOWANCES & BENEFITS

4.1 Overtime & Extra Working Day
4.1.1 Time Sheet (Dhoadhi) Overtime forms
1. Overtime is filled from 21st of the previous month to 20th of the current
month. Time Sheet should be filled & approved / rejected timely.
Overtime done for the day should be filled the same day or the next
reporting day to work. (Refer to STO Staff Handbook chapter 7)
2. Some staff are given access to manage overtime on behalf of specific staff.
3. On Supervisors request some technical staff and on call staffs are given
access to fill overtime manually from Dhoadhi.
4.1.2 Time Sheet (Manual)
1. Worksites which do not have access to Dhoadhi, will fill manual time sheet.
Time sheet template will be provided by HR.
2. When the Time Sheets are received time entries are entered to SAP
system by the Time Admins.
4.2 Attendance Allowance.

Attendance allowance are given to below mentioned staffs range from 35 to 65
per day. (Refer to Appendix)
1. Foreign staffs 35 per day
2. Operational Staffs 45 per day
3. Shift in charges 55 per day
4. Supervisors, Assistant Managers, Technical Staffs 65 per day
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4.3 Qualification Allowance.

1. Qualification allowance is classified into two, that is technical & professional
allowance (Refer to Handbook chapter 6 )
2. Qualification allowance will be allocated from the date, the accredited
certificate is submitted to HRD.
3. For STO sponsored staff, this allowance can be allocated from the date, course
completion letter is submitted to HRD.
4. Temporary staff with the mentioned accredited certificates will be given
qualification allowance once they are made permanent.
5. STO management have the right to allocate qualification allowance to staff
certificates that are not accredited to the eligible MQA level
6. Once allowance is allocated HRD will issue a chit.
4.4 Ferry Allowances / Outstation Allowance

1. Ferry allowance is eligible for those who live in Villimale or Hulhumale &
come to work to Male or those who works at Male & live in Villimale or
Hulhumale (Refer to Appendix)
2. Staff who travel from Male to Thilafushi is also provided with Ferry
Allowance.
3. When requesting for ferry allowance staff should submit a written document
confirming that he/she is living in Hulhumale or Villingili. (Staff Handbook
Chapter 6 )
4. Once Ferry allowance is allocated a chit will be issued.
5. Outstation allowances are given to those living in Addu Atoll whose worksite
is different from the island they are living.
6. After receiving the request HR will issue an allowance chit.
7. Once Outstation allowance is allocated a chit will be issued.
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4.5 Location, Time and Food and Hardship Allowance

1. Location allowance is eligible for those who are working in Funadhoo &
Thilafushi.
2. Time allowance (Refer to Appendix) is based on the working hours of the
worksite. Food & Hardship will be allocated based on marks scored on Food
& Hardship evaluation form. For replacement staff food & hardship can be
allocated same as the replacing staff.
4.6 Staff Loan

4.6.1 Normal Loan Procedure
1. Loan is eligible for staffs who has served STO for 3 years, i.e. excluding off
service years. ( Ref to staff Handbook chapter 8)
2. When a loan form is received, personal records filled in the form will be
checked by HR. Also HR will fill caution records, attendance & will check
previous loan details of the applicant. (Refer to Appendix)
3. If the staff is eligible for the loan, enter the loan form details to the loan
list. If the staff is not eligible for loan, form will be rejected (excluding
emergency cases). The reason for form rejection would be informed to the
staff.
4. Then the form will be sent to Finance department to check for credit
scheme balance.
5. HR will arrange loan committee meeting in consultation with committee
members. Loan committee will be held once a month. Loan list, members
attendance sheet & committee agenda will be prepared by HR.
6. Loans granted in the previous month should be prepared as a list & should
be taken to the current months loan committee. A copy of the loan list
shall be forwarded to MD Bureau by 10th of each month.
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7. Loan committee will give the names of the selected staff for the particular
month.
8. After receiving the approved loan list, loan agreements will be prepared.
9. Loan agreement will be signed by HOD of HR & the staff.
10. Original loan agreement will be handed over to the staff. And a copy will
be filed in the staff personal file.
11. Give all the loan agreements to Payroll Administrator, to enter the loan
details to SAP system info type 45.
12. Loan will be deposited to the staff bank account with current month salary.
4.6.2 Urgent Loan Request.
1. Emergency Loan forms received before or after the loan committee will be
handled as an urgent loan request.
2. Check the personal records, caution records, attendance & scheme
balance from Finance.
3. Forward the mail to loan committee members for approval.
4. After receiving approval from the members prepare the loan agreement.
5. Loan Agreement will be signed by HOD of HRD & staff
6. After getting the staffs signature, send copy of loan agreement to Finance
Department as an Off-Cycle Payment to deposit.
7. If an off-Cycle loan deposit payment is done.
4.7 Long Service Allowance

1. Long service is eligible for those who continuously work for STO.
2. This allowance is given monthly along with the salary based on the number of
years served.
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3. Once a staff is eligible for long service allowance it will be informed through
Long service Allowance Slip to each staff. One copy will be filed in the
personal file once it is recorded for the salary sheet.
4.7.1 Normal Staff
Long service is eligible for STO staffs as follows:
10 years of service 20 % of basic salary
15 years of service or more 40 % of basic salary
4.7.2 Foreign Staff

Both Skilled & Unskilled foreign staffs of STO are eligible for Long service as
follows:
4.8 Aid
1. MVR 3000/- is given for the staff whose own child is to be circumcised.
2. MVR 2000/- is given for the staff whose immediate family member passed
away. If there are two staff from the same family, aid is given to only one
staff.
3. Copy of the details will be filed in the personal file. Aid form will be available
from intranet. (Sample in appendix)
4.9 Staff Retirement

STO retirement scheme (Refer to STO Staff Handbook chapter 29) is
classified into two categories.
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4.9.1 Mandatory Retirement Scheme

When a staff turns 65 years, he/she will be terminated from STO as retiree.
(Refer to STO Staff Handbook chapter 29)
4.9.2 Voluntary Retirement Scheme
1. Staff who wants to resign from STO & have served minimum of 10 years
will be eligible for this scheme. In the resignation letter staff has to
request to resign under this package. (Refer to STO Staff Handbook
Chapter 29)
2. If an ex-staff who has retired under a retirement package is to be hired
again, their service period is to be counted as a newly hired staff.
4.10 Pension
To contribute Maldives retirement pension scheme, 07% of Basic salary will
be deducted in each month from all local staffs as Staff Pension Deductions
and STO will contribute the same amount. (7%) (Refer to STO Staff Handbook
Chapter 33)
4.11 Credit Scheme

1. Credit scheme will be provided as per the credit scheme policy.
2. HR will deduct the monthly deduction from salary as per the Scheme
deduction details received from Finance Department. Finance will be notified
via mail after the monthly payroll.
4.12 Ramadan Allowance

1. This allowance is given once every year before the month of Ramadan.
2. This allowance is eligible to all Muslim staffs of State Trading Organization.
3. Ramadan allowance will be given as per employment Act
22 | P a g e
4.13 Insurance
1. Insurance will be provided to staff upon board approval for each year.
2. Insurance will be provided as per the approved policy.
4.14 Non-practicing Allowance

1. Non-practicing allowance is given to Executives, Managerial and Professional
level staffs. (Refer to Staff Handbook Chapter 6)
2. Executives are eligible for 15% of their basic salary while Managerial and
Professional level staffs are eligible for 35% of their basic salary as Nonpracticing allowance.
3. Staffs eligible for non-practicing allowance are restricted from serving
another organization for a pay which conflicts with their job at STO. (Excluding
Lecturing, Social work, conducting awareness programs. Etc.)
4. Staffs should request for the permission from the respective HOD and Human
Resources Department before serving another organization.
4.15 Mobile Allowance

1. Mobile Allowances are given to those staffs whose job duties requires the
frequent use of their mobile phones, in order to fulfill their job responsibilities.
(Refer to Staff Handbook Chapter 6)
2. All Managerial level staffs are eligible for this allowance upon the successful
completion of their probation period.
3. All other staffs (excluding Executives and Managerial level staffs should
submit the completed Mobile Allowance application to HRD with the
approval of the respective departments HOD. (Refer to Appendix)
4.16 Step Increment

1. Step increment is granted to staffs after the yearly evaluation.
23 | P a g e
5. PERFORMANCE APPRAISAL
1. Performance Evaluation committee are to be held once every month.
2. All the staffs (normal, contract & foreign) should be appraised once a year of
their employment. (Refer to Staff Handbook chapter 22)
3. HR will send the forms to respective department after completing the
attendance related area.
4. Appraisal form consists of 2 major areas. ( attendance related & work related)
5. Performance appraisal to be filled in the presence of the appraiser.
6. The appraisal forms are to be evaluated & relevant form is to be submitted to
the Appraisal committee, should be reviewed at the presence of the
respective HOD. (Time, date and place for evaluation will be informed to
members by HR)
24 | P a g e
6. BONUS
1. Bonus will be granted to all eligible staffs as per the approved bonus policy.
25 | P a g e
7. PROMOTIONS
1. Promotions are based on performance of the staff or achievement of an
educational qualification and it will be approved by the evaluation committee
/ HOD.
2. Qualification related promotions also can be processed with HODs approval.
3. Managerial & professional level promotions should be approved by MD.
4. Before any promotion is done through the SAP system, PA staff must prepare
a pre-approval chit which the PA manager will approve before the process.
5. Once the promotion is maintained in SAP system, payroll staff has to unlock
the change & confirm the changes for the payroll data.
6. 2 copies of position change slip will be issued. (Refer to Appendix) One for the
staff and the other slip for staff personal file.
26 | P a g e
8. STAFF TRANSFERS
1. Staff transfer could take place between inter-departments or to a subsidiary.
(Refer to Appendix for Staff Relocation form Inter-departments)
2. Reasons for staff transfer should be informed to HR.
3. Head of Department should approve of the transfer.
4. All the allowances should be checked from the system to verify if there is any
need to change the allowances.
5. Transfer Chit will be issued to the staff (Refer to Appendix)
6. Transfer details will be informed to all the concerned depts.
27 | P a g e
9. TRAINING & DEVELOPMENT

1. Training programs (short training) are conducted based on various
requirements of STO departments.
2. Development programs are organized in consultation with relevant HOD and
based on the approved budget.
3. Every year a training & development budget will be prepared in consultation
with all the departments.
4. Service bond details are in staff handbook.
5. Courses are also awarded to individual staff once approved by Head of
Department and Managing Director.
6. All courses should be approved by Managing Director
9.1 Long Term Courses (Local)

All the long term courses will be announced throughout STO, if there is no
qualified candidate or interested candidate, then it will be announced to public.
1. Announce the courses.
2. Reviewing the application forms.
3. Selecting candidates for the courses through scholarship committee.
4. Send selection letter.
5. Application form to the institute, together with relevant documents.
6. Send course fees and other fees to Institute through Finance department.
7. Signed service bond contract
8. Issue study leave chit.
9. Record and maintain attendance records and results
9.2 Short Term Training (Local)

1. Short training programs are conducted based on various requirements of STO
departments.
2. Departments will select the staffs and inform HRD
28 | P a g e
3. Application form to the institute, together with relevant documents will be

submitted.
4. Course related fees to the Institute will be paid through Finance department.
5. Course agreement will be signed based on the duration.
9.3 Workshop / Seminars

1. Send the information about the seminar / workshop to the relevant
department / outlets.
2. Departments will select the staffs and inform HRD.
submitted.
4. Course related fees to the Institute will be paid through Finance department.
5. Course agreement will be signed based on the duration.
6. Feedback form from participants and the workshop organizers.
9.4 In-house Training

1. Communicate and coordinate with the training centers based on the
requirement of STO.
2. Arrange all the stationeries and other needed equipments for the training.
3. Pay the course related fees to Institute through Finance department.
4. Arrange refreshment for the participants in coordination with Admin.
5. Record and maintain attendance records.
6. Feedback form from participants and the workshop organizers.
9.5 Long-term (Overseas)

1. Announce the courses.
2. Reviewing the application forms.
3. Selecting candidates for the courses through scholarship committee.
4. Send selection letter.
29 | P a g e
5. Application form to the institute, together with relevant documents.

6. Selected candidates should verify from Maldives Qualification Authority
(MQA) about the institute and course whether they accredit the course.
7. Inform the respective dept. head of the staff departure dates.
9. Signed service bond contract.
10. Reserve the seats/ purchase ticket
11. Arrange the transportation from Admin.
12. Allowance ( Stipend ), Departure allowance etc. from Finance department
13. Issue study leave chit.
14. Record and maintain attendance records and results
9.6 Short-term Training (Overseas)

1. Short training programs are conducted based on various requirements of STO
departments.
2. Departments will select the staffs and inform HRD.
submitted.
4. Inform the respective department head of the staff departure dates.
6. Signed service bond contract.
10. Issue release chit.
30 | P a g e
9.7 STO Board Scholarship

1. Announce the course to the public
2. Selection process through the Scholarship committee
3. Interview
4. Application form to the Institute, together with relevant documents
5. Application / Registration fee to Institute from Finance department
6. Inform the respective department head of the staff departure dates, if the
staff is working in STO
7. Semester fee
11. Service bond. (Refer to Staff Handbook Chapter 13)
12. Issue study leave, if the staff is working in STO
31 | P a g e
10. ATTENDANCE RELATED

10.1 Absent Notice (Salaam)
1. For every service year, staff will be given a paid 30 days sick leave quota.
2. If staff do not inform about sick leave 1 hour before the reporting time to
work, management has the right to mark that day as No Show.
3. Those who enter sick leave through Dhoadhi, it will be approved by HOD or
Time Management manager, HR.
4. Those who send sick leave form, it will be approved by their immediate
(Sample of sick leave form in Appendix) supervisor & will be entered in to SAP.
5. Sick leave forms sent will be filed in HR.
6. If a staff has 3 or more no show in a calendar year, management has the right
to terminate the staff.
7. If a staff is absent for 3 days & has not submitted medical documents before
payroll processing date, time admin should notify payroll staff to hold his/her
salary. When the staff submit the relevant documents, inform the payroll staff
to release payroll.
10.2 Annual Leave

1. For every serviced year staff will be issued a 30 day Annual leave Quota. In
case a staff wants a leave before a serviced year, staff can be issued an
advance leave of 5 days for every 60 days served. Yearly quota will be
generated after deducting the advance leave issued.
2. Those who have access to Dhoadhi, can apply annual leave from Dhoadhi &
once its approved staff will able to see it from Dhoadhi.
3. Those who send annual leave form (Annual Leave form sample in appendix)
will be approved by immediate supervisor.
4. Staff will be able to view annual leave balance from Dhoadhi.
5. HR time admins will be able to view staff annual leave balance from SAP (info
type 2006).
32 | P a g e
6. If leave application form is used, it will be approved by their immediate

supervisor & HOD. HR time admin will issue the leave from SAP (info type
2001).
7. If the staff do not have access to Dhoadhi, Leave Chit will be issued.
8. If the staff taking the leave is a supervisor who approves OT/ Clock in / out
corrections, time admin should inform the received delegation details to
OM/PA manager, HR
9. If a staff returns from leave before the return date, time admins should be
notified by the staff or immediate supervisor & necessary changes from SAP
should be done by the time admin.
10.3 Family Responsibility Leave

1. Family Responsibility Leave can be given for a maximum of 10 days. This leave
can be issued if the staff submit medical document of the immediate family
(Refer to Staff Handbook chapter 9). If staff wants to take Family responsibility
for any other reason, by looking into the seriousness of the issue Management
has the right to approve the leave. All Family responsibility requests will be
approved by the immediate supervisor.
2. HR time admin will issue the leave from SAP (info type 2001).
3. Once the leave is issued, those staff who have Dhoadhi access will be able to
view from Dhoadhi. A leave chit will be issued to those staff who do not have
Dhoadhi access.
4. If the staff taking the leave is a supervisor who approves OT / Clock in & out
corrections, time admin should inform the received delegation details to
OM/PA manager, HR.
5. If a staff returns from leave before the return date, time admins should be
notified by the staff or immediate supervisor & necessary changes from SAP
should be done by the time admin.
10.4. No Pay Leave

1. Condition for no pay leave is addressed on the staff handbook (Refer to Staff
Handbook Chapter 9)
2. All No Pay leave requests should be approved by immediate supervisor.
33 | P a g e
3. HR time admins will send a letter mentioning the consequences involved in

taking no pay leave.
4. Time Admin will issue the leave from SAP system (info type 2001)
5. Leave chit will be issued to the staff.
6. PA admin have to delimit STORC allowance from the system affective from no
pay leave.
7. Before reporting to work, No pay staff has to request to return to work, PA
admins will check the position availability & if position is available time admin
will proceed with their request and if the position is occupied PA admin will
reply to the staff.
8. If the staff returns back to work, PA admins have to maintain STORC allowance
from the return date.
9. When and where its necessary, staff back to work info will be mailed to
relevant departments. If a training related no pay, it will be informed by the
training Admin of HR, in other cases it will be informed by the Time Admin.
10.5. Study Leave (Pay Leave)

1. Staff has to work in STO for 5 years to be eligible for pay leave (Refer to Staff
Handbook Chapter 13 )
2. Study leave request will be approved by executive committee or HRD or other
relevant committee.
3. Before finalizing the leave, it must be passed for MDs approval.
4. Leave will be issued from SAP system (info type 2001)
5. Leave chit will be issued to the staff
6. Study leave agreement will be signed by the staff & HOD of HR.
7. When the staff returns from leave it will be informed to the relevant parties
by the Training admin.
10.6 Maternity Leave

1. Maternity leave can be given for a maximum of 60 days. (Refer to Staff
Handbook Chapter 9)
34 | P a g e
2. Leave will be issued from the SAP system (info type 2001)
3. Leave chit will be issued to the staff
10.6.1 Pre-Maternity Leave
Pre-Maternity Leave Pre-maternity leave can be given for a maximum of 28
days before child-birth. During this period staff will not be eligible for any kind
of pay from STO. This leave will not be included in the 60 days of Maternity
Leave.
10.6.2 Post-Maternity Leave
Post-maternity leave can be given for a maximum of 28 days after child-birth.
During this period staff will not be eligible for any kind of pay from STO. This
leave will not be included in the 60 days of Maternity Leave.
10.7 Parental Leave

1. Parental leave is eligible upon adoption of a child less than a year old. (Refer to
Staff Handbook Chapter 9)
2. A legal document related to adoption must be submitted when applying for leave.
3. Parental leave is provided for a maximum of 60 days. Staff must apply for this leave
before the child turns 01 year old.
4. Parental leave is provided for female staffs.
10.8 Paternal Leave

1. Paternal Leave can be given for a maximum of 3 days (Refer to Staff Handbook
Chapter 9)
3. Leave Chit will be issued upon to the staff upon request.
10.9 Circumcision Leave

1. Circumcision Leave can be given for a maximum of 5 days (Refer to Staff Handbook
Chapter 9)
3. Leave Chit will be issued to the staff upon request.
35 | P a g e
10.10 Pilgrimage (Hajj) leave

1. 40 days are eligible for those staff residing in islands, the rest of the staff 30 days.
2. Pilgrimage leave will be eligible to staff in every 5 years.
4. Leave Chit will be issued to the staff upon request.
10.11 Release
1. A staff can be released only after the approval from the head of department. (Refer
to Staff Handbook Chapter 27)
2. Release will be issued from SAP (info type 2002)
3. Release Chit will be issued the staff.
10.12 Late
1. If a staff is late, basic salary will be deducted as per Staff Hand Book. (Refer to Staff
Handbook Chapter 10)
2. Management has the right to mark the day as No show if a staffs late duration
is more than 50% of his duty.
10.13 Time Correction

1. Staff who have access to Dhoadhi can do their time correction from Dhoadhi Time
Sheet within three days of the date.
2. Staff who do not have Dhoadhi access, should send their time correction request
manually with immediate supervisor approval. This will be manually entered to SAP
(info type 2011) by HR time admin.
3. Time Corrections will be approved by immediate supervisor.
10.14 Attendance Related Reports

Attendance reports will be sent for staff confirmation, monthly, in 6 months &
yearly.
36 | P a g e
10.15 Attendance Appreciation Letter/Certificate

10.15.1 Attendance Letters.
Attendance Letters will be sent for the staff:a. Every three months of the calendar year
b. Every six months of the calendar year
c. Every nine months of the calendar year
10.15.2 Attendance Certificate
Attendance certificate is given to those who have 0 records attendance for
the calendar year
37 | P a g e
11. STAFF IDENTIFICATION CARD

11.1 New Card.
1. When new staff is employed a Staff Identification card will be issued.
2. After the card is issued, IT department will be notified by a mail for card activation.
3. Once the card is activated card number will be maintained in SAP (info type P50)
4. Staff cards dispatched will be documented by HR.
11.2 Card Renewal

1. Card is renewed if a staffs post if changed or damaged, card is lost or the staff
wants to change the photo.
2. New card details will be mailed to IT department for card activation & ICT will
de-activate the old card.
3. Once the card is activated card number will be maintained in SAP (info type
P50)
4. If the staff ID has been damaged by staffs irresponsibility or lost, he/she will
be fined.
11.3 Terminated Staff Card

Once staff termination detail is received, it will be mailed to ICT for de-activation.
38 | P a g e
12. CAUTIONS
Before giving a caution to a staff, supervisor or HOD must consult with HRD or
email the case to HRD to check the staff caution history.
12.1 Verbal
1. First caution given to any staff will be verbal caution( depending on the
situation State Trading Organization has right to take other action)
2. The first caution given to any staff must be a verbal caution (depends on the
situation)
3. When a caution is given verbally, a form will be filled by supervisor and will be
send to HRD. (Refer to Appendix)
4. It will be entered to SAP (Grievance).
5. Copy of verbal caution will be filed in the personal file.
12.2 Written Caution / Warning / Final Written Warning.

1. Written caution or warning is given, based on information given from
department Head or Supervisor.
2. All the information should be sent by an email or by a written document with
the approval of the head of department.
3. Written caution should be in a letter format or a caution form.
4. And will be entered to SAP (grievance) after staff signature.
5. After giving a written caution, a copy of caution will be send to Head
of
department and the supervisor.

6. Copy will be filed in the personal file.
12.3 Suspend
1. Suspend the staff based on the information received from HRD, relevant
department or grievance committee or any other committee of STO.
2. To inform the staff about suspension, give a letter by mentioning suspension
period and details.
3. De-Activate the staff card for the suspension period.
39 | P a g e
4. Enter the suspension details to the SAP (grievance)

5. Send a copy of suspension letter to the staffs supervisor and Head of the
Department.
6. Copy of suspension letter will be filled in personal file.
7. Monitor the suspension period and activate the staff card if the staff returns
from suspension.
40 | P a g e
13. TERMINATION & RESIGNATION

8. Staff should give one month notice if resigning from STO.
9. When a department wants to dismiss an staff, HRD will check whether all the
appropriate actions have been taken
10. Before termination HRD will do a clearance (STO clearance sheet) from
respective departments.
11. Before processing the Termination, details of the terminated staff will be sent
for MDs approval.
12. Termination Slip will be issued
13. Full & final payment must be processed within 7 days of termination date.
14. Finance department will contact staff regarding the pending payments.
15. Once payment is processed PA staff must close the staff personal file.
16. An exit interview will be conducted for every outgoing staff, except in case of
dismissal.
41 | P a g e
14. FOREIGN STAFF

14.1 Foreign Staff Recruitment Procedure
1. Receiving the initial request from Department as Manpower Indent Form with
Head of Department signature & Managing Director.
2. Manpower indent form will be received by the PA Supervisor/ Manager.
3. Manpower indent form number will be given by the PA Supervisor / Manager,
Indent numbers are issuing from Man Power Indent Log sheet, which will be
managed by PA supervisor.
4. STO will request the Recruiting Agency to get the candidate as specified in the
manpower indent form. (Job responsibility and necessary qualification,
experience and skills).
5. STO will provide the sponsor letter & forms with approved signature.
6. Agency will locate candidate.
7. Agency will provide the required documents (A copy of passport / if
professional copy of Educational Certificates are required.) to STO HRD.
8. The documents (Copy of Passport, Letter of Appointment, and Passport
Arrival Stamp, Experience Letter) will be uploaded to immigration online
portal to attaint new employment approval.
9. The passport copy that is provided by the agency should have agency stamp
or shall be forwarded from an official email of the agency.
10. For Employment approval the following documents must be submitted
Copy of Passport
Letter of appointment
Experience Letter
Passport size photo.
11. All the Documentation will be uploaded to Expat online through Expat User
account (this is endorsed by STO board resolution to STO staff)
12. Documents required for VISA includes Work Permit Copy and Insurance Copy.
13. Once the Employment approval is issued the expatriate can come to Maldives.
When the person arrives in Male he will be received by Agency and brought
to STO staff quarters.
42 | P a g e
14. STO will do an induction within 1 week of his arrival and employment slip and
staff ID card will be issued. Also the staff will be introduced to the worksite.
15. Within 3 months staff will be evaluated & contract will be signed.
16. If the staff fails to complete his probation period of three months, agency will
send back him without any charge to STO. This should be informed to the
agency within the first three months.
14.2 Once the Staff Arrive to Maldives

1. A medical checkup of the staff will be done.
2. Visa fee should be paid within 15 days of arrival. If not paid within 15 days a
fine of MVR 10 per day will be incurred. Visa fee of MVR 250 per month can
be paid up to the validity of work permit. It can only be paid for 3, 6, 9 or 12
months.
3. Insurance cover for the staff should be taken.
4. Apply for work visa card.
14.3 Renewal
1. Work permit renewal It can be applied for renewal within 3 months of
expiration.
2. Work visa fee can be paid once Work permit is renewed. Visa fee will incur
fine if not paid within the expiration time.
3. Work visa card renewal Work visa card can be renewed up to the validity of
work permit. To renew the work visa card work visa fee should be paid for at
least one month period.
4. Documents required for Work Permit Application Form includes Passport
Copy, Passport Size Photo and Contract of Employment.
5. To renew the passport, STO should inform the staff 2 months before the
expiry date.
6. All the expenses are borne by the staff.
43 | P a g e
14.4 Lost Work Permit Card

1. All expenses to make the new card will be paid by the staff.
2. STO have to submit stamp size photo, work permit original, passport copy.
14.5 Cancellation of Work Permit

1. When the staff resigned or STO terminate a staff work permit cancellation
form has to be submitted together with termination slip, with
acknowledgement sheet from the staff, ticket copy, and work permit original.
2. Work permit cancellation form has to be submitted.
14.6 Contract of Foreign Staff

1. All the semi/ unskilled workers contract are signed for 2 years, from the day
of arrival to Male.
2. Contract will be renewed for every 2 year.
3. Before the renewal of contract, HRD will consult with the relevant
departments whether to dismiss or to renew.
4. Retirement age of unskilled (odd jobbing) foreign laborers are 50 years of age.
14.7 Leave Ticket of Foreign Staff

1. After working for 2 years the staff is eligible for 30 days leave with return
ticket from STO.
2. After working for 1 year the staff is eligible for 30 days leave without return
ticket from STO.
44 | P a g e
APPENDIX
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STATE TRADING ORGANIZATION PLC.
HR Department
Name: __________________________________Applied Post: _______________________________
Education Qualification
1. GCE O Level
Start Date ___/___/_____ End Date ___/___/_____ School / Institute _______________________
2. GCE A Level
Start Date ___/___/_____ End Date ___/___/_____ School / Institute _______________________
Other Qualifications: * If you need further space please use an extra page.
A. Certificate
Course Name: ____________________________________ Institute / College: ________________
Start Date: __/__/_____ End Date: __/__/_____ MQA Accredited Level : ____________________
B. Diploma
C. Advance Diploma
D. Degree
E. Masters
Previous employment at STO:

Post Held:____________________________________ From: __/__/____ To: __/__/___
x
Please provide the previous employment records.

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HR
RD PURPOSE
ES
Remarks:
.
HRRefereenceNo:
PleasedepositMRF
..
toaccoun
ntnumber
for
Mr./Ms.//Mrs.
..
HeeadofDeparttment
Form no: .
Xbab YXZO X`\

Medical Leave Self Certification
U`h ZpeVZ_V Zâf ff\

State Trading Company PLC
STAFF DETAILS /`
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Employee name:
XwX
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staff Code:
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If you consult a doctor, please provide details
ZZ _afU^
Name of the Doctor:_________________________________
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Serial number of medical certificate: ____________________
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Hospital / Clinic:____________________________
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Signature of staff: _________________________
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Signed Date:
PREVIOUS MEDICAL LEAVE(S) TAKEN / XZWVbZO X`\ V_aU

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To /ma] ZXZ
Duration / ]cVX
From /ma] ZYb
To /ma] ZXZ
Duration / ]cVX
From /ma] ZYb
To /ma] ZXZ
Duration / ]cVX
From /ma] ZYb
To/ma] ZXZ
Duration /]cVX
APPROVAL BY IMMEDIATE SUPERIOR / cVT _eVWah\

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Name
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Designation
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Signature
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Date:
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TO BE FILLED OUT BY HUMAN RESOURCES DEPARTMENT
Received by:
]ab W`WT
Date:
Ta]
Time:
^_
Signature:
V\
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Remarks:
CC: Department Head
Please note that any records provided in this form will be taken into account during performance appraisal.
VTWcV XZbVPZYT .WVZWZPTYT Xab X ZaU _ 14:00 _TWc X]ab Warm YTbV TbYXZO X`\
.WVWZ_O` YVVf\V ag]mV _XaU fZ V_]_ _VTWc WZarm
THIS FORM SHOULD BE SUBMITTED BEFORE 14:00HRS OF THE NEXT REPORTING DATE, IF NOT BE
INFORMED THAT STO HAS THE RIGHT TO MAKE THE DAY AS NO SHOW HAAZIRUNUVAA
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.WZZla] Zc beW ZZ_

STATE TRADING ORGANIZATION PLC

MALE, REPUBLIC OF MALDIVES
QUALIFICATION ALLOWANCE CHIT

Chit No.
Date
Staff Code
Name
Permanent Address
Personnel Subarea
Org. Unit
Job / P.S.G
Position
QUAL.ALLOWANCE SLIP-933/2015
23.05.2015
0000XXXX
AAAAAAAA
XXXXXXX
GA.DHAANDHOO
MA.XXXXXXX
K.MALE'
Head Office
TRAINING AND EVALUATION
ASSISTANT MANAGER GR.1
ASST MGR- PAYROLL MGT-HR
Allowance Name
Basic Salary
Allowance Percent
Allowance Amount
Professional Allowance
5,610.00
40
2,244.00
Effective Date
Remarks
01.05.2015
Bachelor of Business Administration
Current Address
Qualification allowance has been allocated as stated above.
AHMED SHIFAN
GENERAL MANAGER

EMPLOYMENT SLIP
Chit No.
Date
Staff Code
Name
National ID No.
Permanent Address
Current Address
Employee Group
Employee Subgroup
Personnel Subarea
Org. Unit
Job / P.S.G
Position
Basic Salary
Allowances
Employed Date
Confirmation Date
Remarks
EMPLOYMENT SLIP-753/2015
29.03.2015
0000XXXX
AAAAAAA
AXXXXXX
XXXXXX
B.XXXXXXX
.XXXXXXXX
B.XXXXXX
Contract
Trainee
Pharmacy(SR76)
BA.GOIDHOO PHARMACY(SR76)-MS
ASST. SALES REP. GR.1
ASST SALES REP-PHARMACY(SR76)-MS
3,380.00
Food & Hardship Allowance
1,750.00
Time Allowance
200.00
Overtime Allowance
528.13
STORC Deduction
10.00
Employee Pension Ded.
236.60
29.03.2015
-
AHMED SHIFAN
GENERAL MANAGER

RELOCATION SLIP
Chit No.
Date
Staff Code
Name
Permanent Address
Current Address
RELOCATION SLIP-909/2015
12.02.2015
0000XXXX
AAAAAAAAA
DHAFTHARU NO RS 8752
K.MALE'
M XXXXXXXXXX - 4TH FLOOR
K.MALE'
Present
PSA
Org. Unit
Job / P.S.G
Position
Fuel DC
TECHNICAL & SUPPORT-FDC-LGS
SECURITY OFFICER GR.2
SECURITY-TECH&SPRT-FDC-LGS
New
PSA
Org. Unit
Job / P.S.G
Position
Thilafushi DC
TECHNICAL DIVISION 1- FL&S
SECURITY OFFICER GR.2
SECURITY-TECHNICAL DIVISION1-FL&S
Effective Date
Reason for Relocation
Remarks
03.02.2015
Reorganization
with ref no: C-7/2012
Please be advised of the changes as stated above.
AHMED SHIFAN
GENERAL MANAGER
State Trading Organization PLC

Male', Maldives.
SALARY SLIP
(Month), 2015
Page: 1
Staff Details
Staff Code
Name
Designation
Department
Worksite
Details
A.Payments
Basic Salary
Food & Hardship Allowance
Long Service Allowance
Time Allowance
Mobile Allowance
Dhonna Faisaa
Step Increment Step1
Step Increment Step 2
Professional Allowance
Technical Allowance
Non-Practicing Allowance
Overtime Allowance
Overtime Normal
Overtime Public Holiday
Extra Working Day Allowance
Attendance Allowance
Total
xxxxxxxx
Total
xxxxxxx
B.Retro Payments
Overtime Normal
Overtime Public Holiday
Extra Working Day Allowance
Attendance allowance
C.Deductions
STORC Deduction
Late Deduction
Staff Loan Deduction
Credit Scheme Deduction
Fine
Employee Pension Ded.
Total
xxxxxx
Total
xxxx
D.Retro Deductions
Net Amount [(A+B)-(C+D)]
STO Pension Contribution

Account Details
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxx
xxxxxxxx
xxxxx
Leave Application form
State Trading Organization Plc.

Details of Applicant

Staff Code
Name
Designation

Current Address
Date

Department / Worksite
/ Leave Details
/Pre-Maternity
/Annual Leave
/Family responsibility
/Paternity Leave
/Pilgrim Leave
/Maternity Leave
/Post- Maternity
/Office Trip
/Circumcision Leave
/No Pay Leave

:
) (

Start Date
Duration
......................:
.............:
Applicant/ Date
Immediate Supervisor/ Date
. . 41
THIS FORM SHOULD BE SUBMITTED 14 DAYS PRIOR TO THE COMMENCEMENT OF LEAVE
STAFF MAY GO ON LEAVE ONCE THE LEAVE CHIT IS ISSUED
Work delegated as follows /

Description
SAP Role
Name
Signature
1.
2.
3.
4.
Note: Executives / Manager / Supervisors to include separate sheet, mentioning key projects or vital works which are currently
being handled. Please mention the person, to whom the project /work/task is delegated
c

:
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:
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:
:
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)
:
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( )
:
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)2( :
g
STATE TRADING ORGANISATION PLC
MALE REBUPLIC OF MALDVES
STAFF RELOCATION FORM

Staff Details (to be filled by the current Supervisor)
Staff Name:
Staff code:
Designation:
Relocation Details (to be filled by the current Supervisor)

Department (As is):
Department (to be):
worksite (As is):
Worksite (to be):
Relocate Date:
New Extension No.
(With this form, please attached new job description for the staff)
Approvals and Access required (to be filled by the current and to be Supervisor)
SAP ROLE
Training Required
As is
PMS ACCESS
Attendance Module:
Absent Notice:
To be
As Is
To Be
Type the Module Name
Type the Module Name
Type the Role: Entry/Approve
Type the Role: Entry/Approve
Staff work will be delegated to

Staff name:
Staff code:
Designation:
Allowances (As is to be filled by HR, To be to be filled by his/her new supervisor)

Allowance
As is
To be
Food & Hardship

Ferry Allowance
Laundry Allowance
HOB Allowance
Location Allowance
Mobile Allowance
Time Allowance
Note: if eligible for an additional allowance regarding the relocation, please attach the relevant documents.
1|P a g e
Authorization (release and acceptance of staff relocation)

I hereby agree to the relocation and accept all necessary changes regarding worksite, allowance
and all other matters related to it.
Staff Name:
Signature:
I hereby agree to release the mentioned staff.

HOD Name:
Signature:
I hereby agree to accept the mentioned staff.

HOD Name:
Signature:
For HR USE
Database and system update
Y
Staff register updated
Workstation provided
PMS directory updated
Workspace accommodated
All system authorities updated
Staff card access provided
Staff duty site changed
Mailed to relevant personnel
2|P a g e
c
:

01
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HR Manual 2015

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Human Resource Manual

The general purpose of this Human Resource Operations Manual is to communicate

Human Resource Manual

We are extremely pleased to present the Human Resources Operations Manual to

On Behalf of Human Resources Team

Human Resource Manual

Human Resource Manual

2. RECRUITMENT, SELECTION, APPOINTMENT & INDUCTION ....................................... 9

3. WAGE & SALARY ........................................................................................ 16

Human Resource Manual

4.14 NON-PRACTICING ALLOWANCE ....................................................................................................... 23

5. PERFORMANCE APPRAISAL ........................................................................... 24

10. ATTENDANCE RELATED............................................................................... 32

CIRCUMCISION LEAVE ............................................................................................................ 35

10.10 PILGRIMAGE (HAJJ) LEAVE ........................................................................................................... 36

ATTENDANCE APPRECIATION LETTER/CERTIFICATE ....................................................................... 37

11. STAFF IDENTIFICATION CARD ....................................................................... 38

Human Resource Manual

11.2 CARD RENEWAL .......................................................................................................................... 38

12. CAUTIONS .............................................................................................. 39

13. TERMINATION & RESIGNATION..................................................................... 41

Human Resource Manual

Human Resource is one of the most vital support service function

Main activities of HR are manpower planning, recruitment, selection,

Identifying ways to increase the organization citizenship behavior.

SAP is used to monitor staff records, attendance related information & to

Location & Working Hours of Human Resources

HR Department is located in STO head office building 1st floor.

Objective of the Manual

To assist the management of STO in the effective management and

To facilitate all the department heads (HOD) on taking decisions, relating to

To help the Human Resources department in taking decisions and to guide

It is the solely the responsibility of HR department to implement the

HR should make the necessary amendments in consultation with the

Human Resource Manual

1. MANPOWER PLANNING & BUDGETING

Analysis of existing position in consultation with the departments.

Estimation of job vacancies based on the proposed budget and sales

Analysis of existing position in consultation with the departments. Review

Human Resource Manual

2. RECRUITMENT, SELECTION, APPOINTMENT & INDUCTION

Human Resource Manual

9. All the received applications must be entered to HR document register before

Human Resource Manual

3. Main duty of HR PA staff is to facilitate and observe the interview process.

Human Resource Manual

Human Resource Manual

Human Resource Manual

2.6 Recruitment and Selection Process of Day Rate Staff

Organization management has the right to headhunt or selected from the

2.7 Opening a Personal File

Human Resource Manual

4. Food & Hardship Form & JD form

2.8 Permanent Employment

Human Resource Manual

3. WAGE & SALARY

Tea allowance sheets.

Salary will be processed by SAP system.

Salary structure revision should be conducted by HRD in consultation with the

Human Resource Manual

4. ALLOWANCES & BENEFITS

4.2 Attendance Allowance.