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Contents
Message from the Managing Director ................................................................................................6

Acknowledgment of Handbook ..........................................................................................................7

SECTION 1 ..........................................................................................................................................8

Company Objectives & Values .................................................................................................................. 8

1.1 Overview ................................................................................................................................... 8

1.2 Profitable Growth ..................................................................................................................... 8

1.3 Sharing of Success ..................................................................................................................... 8

1.4 Professionalism – Quality Advice & Services ............................................................................ 9

1.5 Professionalism – Market-Driven Services................................................................................ 9

1.6 Professionalism – Being Up-To-Date......................................................................................... 9

1.7 Professionalism – Corporate Identity ....................................................................................... 9

1.8 Teamwork ............................................................................................................................... 10

1.9 Employees’ Creativity & Responsibility................................................................................... 10

1.10 Decision-Making Through Participation.................................................................................. 10

1.11 Open Environment .................................................................................................................. 10

SECTION 2 ........................................................................................................................................ 11

General Employee Information .............................................................................................................. 11

2.1 Offer of Employment .............................................................................................................. 11

2.2 Medical Examination............................................................................................................... 11

2.3 Personnel Records .................................................................................................................. 11

2.4 Employment Classifications .................................................................................................... 12

2.5 Working Hours ........................................................................................................................ 12

2.6 Probation and Confirmation ................................................................................................... 13

2.7 Termination and Resignation .................................................................................................. 13

2.8 Contracts and Site Service Termination .................................................................................. 14

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2.9 Exit Interviews ......................................................................................................................... 14

2.10 Retirement .............................................................................................................................. 14

2.11 Transferability or Secondment ............................................................................................... 14

2.12 Temporary Contract ................................................................................................................ 15

SECTION 3 ........................................................................................................................................ 16

Employment Regulations ........................................................................................................................ 16

3.1 Disciplinary Action................................................................................................................... 16

3.2 Attendance & Absences .......................................................................................................... 16

3.3 Reporting Absence .................................................................................................................. 17

3.4 Outside Employment .............................................................................................................. 17

3.5 Confidentiality ......................................................................................................................... 17

SECTION 4 ........................................................................................................................................ 19

Compensation Administration ................................................................................................................ 19

4.1 Payment of Salary ................................................................................................................... 19

4.2 Statutory Payments – EPF, SOCSO & EIS ................................................................................. 19

4.3 Payroll Deductions .................................................................................................................. 19

4.4 Overtime and Meal Allowances .............................................................................................. 20

4.5 Bonus....................................................................................................................................... 21

4.6 Salary Reviews......................................................................................................................... 21

SECTION 5 ........................................................................................................................................ 22

Employee Claims, Reimbursements & Allowances (Subject to change from time to time) ................... 22

5.1 Authorization of Claims & Expenses ....................................................................................... 22

5.2 Mileage Reimbursement (Subject to change from time to time) ........................................... 22

5.3 Subsistence Allowance ............................................................................................................ 22

5.4 Entertainment Allowance ....................................................................................................... 23

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SECTION 6 ........................................................................................................................................ 24

Leave ....................................................................................................................................................... 24

6.1 Annual Leave ........................................................................................................................... 24

6.2 Application for Annual Leave .................................................................................................. 24

6.3 Accumulation of Annual Leave ............................................................................................... 24

6.4 Emergency Leave .................................................................................................................... 24

6.5 Medical Leave ......................................................................................................................... 25

6.6 Maternity Leave ...................................................................................................................... 25

6.7 Paternity Leave ....................................................................................................................... 25

6.8 Compassionate Leave ............................................................................................................. 26

6.9 Examination Leave .................................................................................................................. 26

6.10 Marriage Leave ....................................................................................................................... 26

6.11 Unpaid Leave........................................................................................................................... 26

6.12 Pro-rated Leave ....................................................................................................................... 27

6.13 Half Days ................................................................................................................................. 27

6.14 Festive Leave ........................................................................................................................... 27

6.15 Replacement Leave ................................................................................................................. 28

6.16 Public Holidays ........................................................................................................................ 28

SECTION 7 ........................................................................................................................................ 29

Training & Development ......................................................................................................................... 29

7.1 Employee Appraisal/Evaluation .............................................................................................. 29

7.2 Training ................................................................................................................................... 29

7.3 Professional Certification/Licenses ......................................................................................... 30

SECTION 8 ........................................................................................................................................ 31

Medical Benefits & Insurance Plans........................................................................................................ 31

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8.1 Outpatient Medical ................................................................................................................. 31

8.2 Hospitalisation & Surgical Benefits ........................................................................................ 31

8.3 Other Company-Provided Insurance Coverage ...................................................................... 32

8.4 Workmen’s Compensation ..................................................................................................... 32

SECTION 9 ........................................................................................................................................ 33

Other Benefits ......................................................................................................................................... 33

9.1 Other Company Assets............................................................................................................ 33

9.2 Employee Events ..................................................................................................................... 33

9.3 Use of Company Facilities & Equipment ................................................................................. 33

SECTION 10 ...................................................................................................................................... 34

Health, Safety & Work Environment....................................................................................................... 34

10.1 Overview ................................................................................................................................. 34

10.2 Systems Security ..................................................................................................................... 34

10.3 Head Office Security................................................................................................................ 34

10.4 Visitors to the Office ............................................................................................................... 35

10.5 Software & Copyright Policy ................................................................................................... 35

SECTION 11 ...................................................................................................................................... 36

Interpretation ......................................................................................................................................... 36

11.1 Improvement and changes to the Employee Handbook ........................................................ 36

11.2 Policy and Guidelines for the Conduct of Employees ............................................................. 37

SECTION 12 ...................................................................................................................................... 38

Appendices.............................................................................................................................................. 38

1. Health, Safety & Environment Policy Statement ........................................................................ 38

2. Penyataan Dasar Keselamatan & Kesihatan Pekerjaan .............................................................. 38

3. Adopted Policies from UK ........................................................................................................... 38

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Message from the Managing Director

Dear Fellow Knight Franker,

I am extremely pleased to present our new Employee Handbook to all Knight Frankers. On
behalf of Management, I would also like to welcome all new employees to our Knight Frank
family and wish you every success in your career with us. In KF, our people are our most valuable
asset and the diverse talents of KF will ensure that we continue to succeed in this competitive
global environment.

Commitment, loyalty, creativity, positive attitude, trustworthiness, teamwork, integrity


accountability and transparency are key attributes that will go a long way in ensuring that you
succeed in your career with us.

This handbook is provided to you as a source of information about a variety of functions which
affect you as an employee of Knight Frank Malaysia Sdn Bhd or Knight Frank Property
Management Sdn Bhd (henceforth collectively known as the “Company”). It is designed to
convey general information about the Company, its policies, procedures and employee benefits
in quick reference form. It is applicable to all employees, both management and non-
management, regardless of when employed.

Please read the handbook and keep it available as a reference. If you have any questions about
any of the contents, you should consult your Manager/Head of Department or seek clarification
from the Human Resources Department based in Head Office. Given that this is a dynamic
manual, the Company reserves the right to introduce, discontinue or otherwise modify any of
the policies and/or procedures in this Handbook, with or without prior notice.

Sarkunan Subramaniam

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Acknowledgment of Handbook

I acknowledge that I have received and read a copy of the Knight Frank Employee Handbook. I
further acknowledge that I understand, accept and agree to its provisions, none of which
constitutes a promise of continued employment or benefits. I understand that this Handbook
supersedes any previous handbook and the provisions herein may be amended at
Management’s sole discretion at any time without prior notice to me.

I further understand it is my responsibility to be familiar with the contents of this Handbook or


any subsequent amendments and agree to abide by the same. I understand that failure to
comply with any provisions of this handbook may be considered grounds for my dismissal.

I hereby agree that in the event of any inconsistency between the terms stated in my Letter of
Employment and matters stated in this handbook, the terms in this handbook shall prevail and
applied.

Employee Signature Date

Print Name Division

Please sign this page, detach it from the booklet, and return to Human Resources Department.
A copy of this acknowledgment will be retained in your personnel file.

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SECTION 1
Company Objectives & Values

1.1 Overview

As a successful company grows, it builds upon a core set of principles and beliefs in its dealings
with clients and employees. That set of principles and beliefs guide us and become a way of
doing things, i.e. company values.

The following is a summary of Knight Frank’s (KF) values. It is hoped that these values as
described will be reflected in the day-to-day work environment of the Company, and we hope
that it will help employees understand how and why decisions are made. This ensures
continuity in strategic plans, which can respond to the rapid changes in the business
environment both locally and globally and pave the way to capture the opportunities.

These principles and beliefs are not, however, intended to be rigid operating procedures, nor
are they intended to replace good common sense. They should serve as guidelines in our day to
day work life.

1.2 Profitable Growth

KF’s overall corporate objective is to offer clients, employees and shareholders a balanced
programme of growth based on profitability. It is our determination to become the foremost
Property Consultant in Malaysia with a reputation for giving the best impartial professional
advice and services. When these goals are realized, clients are assured that KF services provide
practical solutions to their real estate problems. Employees are assured that they share in
whatever success they hope KF achieves and shareholders are assured that the value of their
investment increases as the Company grows and prospers.

1.3 Sharing of Success

As KF continues to grow and prosper, it is important that employees, clients and shareholders
all share in that success.

Management will endeavour to secure employment for loyal and competent employees.
Retrenchment at difficult times will be the last resort. Employees will be developed to the best
of their potential. Promotions and rewards are not based on length of service but on overall
performance and competence demonstrated. KF will continue to reward all concerned fairly.

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1.4 Professionalism – Quality Advice & Services

Closely linked to profitable growth and building an impeccable reputation is professionalism


which is reflected in the quality of our services. KF’s goal is to provide the highest quality advice
and services, which are impartial, delivered on time and in conformance to clients’ objectives
and requirements.

Quality is a competitive issue, which has major importance for our continuing success. Keeping
clients up to date with reliable and timely information forms part of quality advice. In addition,
being client-oriented will ensure repeat customers and word-of-mouth referrals.

Quality, as a vital ingredient in the services we provide, will form the cornerstone and tradition
we will continue to uphold and build on.

1.5 Professionalism – Market-Driven Services

The concept of being market-driven, which is closely linked with profitability and growth, is
another KF value. KF services are on clients’ needs and it is the client who ultimately
determines the value of our efforts.

The main stay of our relationship with clients is the concept of partnership. We believe in long-
term, mutually beneficial partnerships with clients. This can only be brought about through
professionalism and well-founded expertise.

Being market-driven and working in partnership applies both in our professional services and in
our interaction with other group offices.

1.6 Professionalism – Being Up-To-Date

Today, the market demands information that can only be achieved by installation of modern
technology, the development of new, improved and market-driven services, a coverage that
allows assessment of the total market and as such, an employee has to have a high level of
calibre and be competent to provide, assess and act upon that information.

1.7 Professionalism – Corporate Identity

Although KF office is locally managed, we are part of the global Knight Frank identity. As such, it
is important for us to adhere to the global corporate branding in order to project a consistent
KF identity.

All employees are strongly encouraged to use the appropriate KF templates and to adopt the
global KF branding convention.

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1.8 Teamwork

To meet our clients’ needs and to provide a high level of service, it is critical that KF employees
work together as a cohesive team. Only through a high level of teamwork will KF be successful
in the competitive market we serve.

In assessing performance of employees, not only individual capabilities but contribution to


team (teamwork) will also be considered. There is no place for individual “superstars”.
Employees should put their team before self.

1.9 Employees’ Creativity & Responsibility

KF encourages employees to take initiative, be creative and incorporate a sense of


responsibility. Our dynamic, changing markets demand that we have highly-motivated and
creative people to respond to clients and market needs. Integrity and honesty are essential
virtues in our employees.

We firmly believe that every job and every person in the company is important to our success.
As a company, we strive to provide meaningful work and rewarding careers for our employees.

These beliefs manifest themselves in many ways – open environment, limited layers of
management, minimal bureaucracy, and a sense of personal involvement in interesting jobs.
Rules and regulations are kept to a minimum. KF operates on common sense rather than
legislation, in a climate of openness and trust where respect and dignity of each individual is
maintained.

1.10 Decision-Making Through Participation

KF’s style of decision-making depends on the participation of everyone who will be affected by
that decision. It is through such participation that we arrive at a consensus before moving
ahead. Under this style, all opinions and ideas are encouraged to be openly discussed and
where required be challenged. This approach is reflected at all levels, at departmental meetings
and management meetings.

1.11 Open Environment

Communication at all levels of the organization is encouraged. KF has an open and honest
communication environment, with an informal, first name style throughout the Company.
Employees are encouraged to ask questions, discuss issues, exchange ideas and suggestions at
all levels.

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SECTION 2
General Employee Information

2.1 Offer of Employment

The terms and conditions relating to employment with the Company are also specified in the
employee’s Letter of Employment. A counter-signed copy of the Letter of Employment will be
kept as a record of acceptance of the employment offer.

2.2 Medical Examination

The Company may at any time require an employee to undergo a complete medical
examination (at the company’s expense) before commencing work. Confirmation of
employments is subject to the passing of the medical examination and the Company reserves
the right to revoke the job offer if the results of the medical examination are not acceptable to
the Company.

2.3 Personnel Records

Employees’ personnel records are maintained on a confidential basis and are kept with the
Human Resources & Administration Department.

All new employees are required to complete an “Employment Application Form” and “Payroll
Details Form” detailing the bank account into which salary can be paid and other personal and
family details.

Subsequent changes to personnel particulars such as address, telephone number, education


level, etc. must be submitted to Human Resources Department, in writing, as soon as possible.
Where applicable, employees are required to furnish relevant documentary evidence of
changes in personal particulars (i.e. marriage, acquisition of new educational/professional
qualifications).

The employee will also be required to provide the following to the Human Resource
Department upon commencement of employment;
• Photocopy of Identity Card
• One passport sized photograph
• Photocopy of Bank passbook/statement (for salary credits)
• Curriculum Vitae/Resume (if not submitted earlier)
• Copy of Educational/Qualification Certificates and Transcript
• TP3 (Income Tax Form), where applicable

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2.4 Employment Classifications

Head Office/Branch Employee: An employee who is employed on an open-ended basis, until


such time that he resigns or the Company terminates his service for just cause.

Site Based Employee: An employee who is hired for a specific site, for the term of that site or
part of that site for which his services are required will be classified as Site Based Employee. If a
suitable position, either on another site or in Head Office is not available at the time of service
completion, termination with appropriate notice will be given as specified in the Contract of
Service and no termination benefits will be payable.

Fixed Term Contract Upon Retirement Age: An employee who is hired and has reached the
minimum retirement age of 60 as per the “Minimum Retirement Age Act 2012”.

2.5 Working Hours

Working hours for employees can vary throughout the organization. All personnel are expected
to be at work on time and to observe the designated lunch hour unless otherwise directed by
their Supervisor.

Head Office/Branches
Normal working hours for an employee based at Head Office/Branches are as follows:

Mondays to Fridays : 8.30 a.m. to 5.30 p.m.

Lunch break : 1.00 p.m. to 2.00 p.m.


(unless specified otherwise)

Half AM : 8.30 a.m. to 1.00 p.m.

Half PM : 2.00 p.m. to 5.30 p.m.

Site Employee
A site employee typically has different hours of work specific to the needs of that project site
and the Property Management Department will make known the site working hours to the
employee accordingly.
Due to the operational requirements of work on site, a site employee will be required to work
on shifts on normal working days, Saturdays, Sundays and public holidays. Applicable working
hours are specified in an employee’s Letter of Employment. The Company reserves the right to
make changes to the hours stipulated above as and when the need arises. Given the nature of
work on site, a site employee will be required to work longer hours as and when deemed
necessary

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2.6 Probation and Confirmation

New employees will be subject to a probationary period as follows:

Manager and Above - Six (6) months


Assistant Manager and Below - Three (3) months

Probationary period may be extended by the Company in the event the employee’s
performance requires further evaluation. For the avoidance of doubt unless an employee is
confirmed in his employment in writing by the Company, that employee shall be deemed to be
on probation.

Unless otherwise stated in the employee’s individual Letter of Employment, an employee will
not be eligible to receive any Company benefits during the probationary period such as
Outpatient Medical Benefits and Company’s Medical Plan. (Any leave applied for and allowed
by the Company shall be considered as Unpaid Leave.

2.7 Termination and Resignation

The notice period for termination or resignation for confirmed employees is as follows:

Manager and Above - Three (3) months


Assistant Manager and Below - One (1) month

The notice for termination during probationary period is as follows:

Manager and Above - One (1) month


Assistant Manager and Below - Fourteen (14) days

Written notice of termination or resignation is required from either party. Either party may
terminate the contract of employment by notice in writing by paying to the other party a
payment in lieu of notice or accrued annual leave, where applicable at the sole discretion of the
Company. The Company, reserves the right to request an employee to serve out his/her period
of notice if the Company’s priorities dictate so.

Upon termination of employment, access cards, keys, lap-top/computers and any other
company property must be returned to the employee’s immediate supervisor / manager or the
Human Resources Department. A completed “Personal Equipment Issue/Return Form” signed
by the employee and immediate manager is required before the release of any final payment
due to the employee.

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2.8 Contracts and Site Service Termination

An employee employed specifically for a site will receive a Contract of Service. The period of
employment shall be equivalent to the term of the Company’s appointment as a Property
Manager for the designated site/building.

In the event, the appointment of the Company as a Property Manager for the designated
site/building is terminated by the Client or otherwise comes to an end resulting in the Company
no longer providing Property Management Services at the designated site/building, the
employee’s position shall be regarded as redundant. The Company will endeavor to place the
employee in any alternative site/building where the Company provides Property Management
services, failing which the Company may terminate the employment of the employee by giving
notice in writing of thirty (30) days.

In the event the Company has received complaints from its building owners/management
corporations or such other party with whom the Company is contracted to provide property
management services (“Clients of the Company”) with regards to the employee’s conduct or
performance and if such Clients specifically request for the employee to be removed or
replaced from his position, then the Company reserves the right to terminate the employee by
giving notice in writing of thirty (30) days.

2.9 Exit Interviews

At the end of your employment, an exit interview may be conducted with you. The purpose is not only
to handle organizational details, but also to find out why an employee is leaving and what the Company
might do to improve the working environment for the future.

2.10 Retirement

Retirement age for all employees will be upon reaching the age of sixty (60) years. The
employee’s age will be determined by the date of birth shown in his/her identity card.

2.11 Transferability or Secondment

The company at its sole discretion may transfer or second an employee to any other
Department within the Company, other location, site/building where the Company provides
Property Management Services either within or outside Malaysia. The Company may at its sole
discretion transfer or second an employee to any other entity related to the Company, which
includes any entity with common shareholders or any subsidiary of the Company. Refusal and
or failure to comply with any transfer or secondment shall constitute grounds for dismissal.

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2.12 Temporary Contract

Temporary Contracts may be given for specific assignments or when a regular employee is on
prolonged leave and a temporary replacement is required. Employees on Temporary Contract
will not be eligible for benefits including annual leave, group medical benefits and bonus
payments.

Temporary Contracts automatically expire when the assignment is completed. The Company
may at its sole discretion offer to extend the period of the Temporary Contract where it deems
fit and necessary and such extension shall be notified in writing.

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SECTION 3
Employment Regulations

3.1 Disciplinary Action

Employees are required to perform their duties diligently and for the ultimate good of the
Company. The company may take disciplinary action against an employee in the event of
misconduct, inefficiency, lack of discipline or any breach of the terms and conditions of
employment. Any act of deceiving, accepting advantage or establishing any association which is
in conflict with the interests of the Company is strictly prohibited and shall be grounds for
summary dismissal.

Fighting, gambling, consumption of alcohol, drug usage or any activities of conduct in


contravention of the laws of Malaysia are strictly prohibited in or around the designated
workplace and may be grounds for summary dismissal.

An employee may be suspended for a period of up to two (2) weeks with half pay if the
Company requires to undertake investigation, concerning any acts or alleged misconducts
against an employee. Where necessary the Company may extend the suspension with notice in
writing.

The Company may where necessary, convene a due inquiry to enquire into any complaint of
misconduct against an employee. Should the Company find an employee guilty of misconduct
or failure to comply with the express or implied conditions of his service, the Company may do
one (1) of the following:

(a) dismiss the employee; or


(b) demote the employee; or
(c) impose any other lesser punishment as the Company deems just and fit, and where a
punishment of suspension without wages is imposed, such suspension shall not exceed
a period of two weeks.

3.2 Attendance & Absences

Each employee’s official working hours are stipulated in his/her Letter of Employment. It is the
expectation that every employee shall:

• Avoid absenteeism except for illness or approved absence.


• Avoid tardiness
• Be present in the office during working hours unless attending to office related matters.

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If an employee is absent without reasonable justification, the absence shall be considered
absence without approval. Frequent deviation from the obligations set out above shall be
viewed seriously by the Company and may lead to disciplinary action up to and including
termination of employment by the Company.

Employees who are absent without leave for more than two (2) consecutive working days
without valid reason are deemed to have breached his/her contract of service and the
Company may be at liberty to terminate the Letter of Employment.

3.3 Reporting Absence

Employees who are unable to report for work for any reason, or who are going to be late must
notify their immediate supervisor/manager prior to the beginning of the workday or at the
earliest opportunity. Any such notification to the immediate supervisor or Manager or Human
Resources Department shall be in verbal form followed by short messaging service, WhatsApp
or other similar services.

3.4 Outside Employment

An employee shall not be gainfully employed or otherwise engaged with any other entities or
person or perform any services for third parties without written consent of the Company.

An employee shall not engage or be engaged in any capacity with any other parties to conduct
an activity that would be deemed to be in conflict with the expressed terms of employment
with the Company.

3.5 Confidentiality

The business affairs and records of the Company are strictly Private and Confidential and should
not be discussed with or disclosed to persons outside the Company except by employees
authorized to do so. Reasonable safeguard precautions are to be taken with respect to the
confidentiality of all business, technical, financial, legal and contractual records. In particular,
this relates to:

• The handling of details of investment proposals, computer software, proprietary


information, marketing strategy/results and financial information; and
• In retaining or copying the Company’s documents or computer information. Such
documents or information (e.g., emails, faxes, letters, reports, drawings, calculations,
portable or fixed storage media and computer related peripherals) are only to be
retained or copied by employees if required for performance of their duties and must be
filed/stored in the premises of the Company to which such documents or information
relate.

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• Furthermore, where an employee has been allocated a password for the purpose of
accessing certain computerized information, such password is to remain known to and is
to be used only by the employee concerned.

This confidentiality condition shall continue to apply even if an employee ceases employment
with the Company.

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SECTION 4
Compensation Administration

4.1 Payment of Salary

Salary payment is made monthly and shall be payable directly to the employee’s bank account
or by crossed cheque at the discretion of the Company at the end of each month. Advances,
loans and/or early payment of wages will only be made upon approval of the Managing
Director.

4.2 Statutory Payments – EPF, SOCSO & EIS

As per the EPF Act 1951, all employees must contribute to EPF. The contribution will be made in
accordance with the EPF Act. The company will also make the necessary EPF contributions in
accordance with the EPF Act.

For employees who are liable to contribute, the employee and employer will make the
statutory contribution to SOCSO at the rate fixed by the Authority as stipulated by the
Employee Social Security Act 1969 (Act 4).

Employment Insurance System (EIS) ACT 2017 came into operation on 1 January 2018. The aim
of the EIS is to provide for certain benefits in the event of loss of employment.

4.3 Payroll Deductions

Scheduler tax deductions are made every month in accordance with government regulations
and the figure is reflected in the employee’s salary slips. At the end of every calendar year, the
company will provide all employees with their ‘EA’ forms required for the submission of
personal income tax returns.

All employees are to contribute to the Knight Frank’s Sports & Social Club on the basis of 50:50
portion by Company and employee. Employee’s contributions will be deducted from their
salary one (1) time per year.

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4.4 Overtime and Meal Allowances

Working hours are stipulated in each employee’s Letter of Appointment. All employees are
expected to work additional hours as and when necessary due to operational needs.

Employees who are entitled to Employees who are NOT entitled to Overtime claims
Overtime claims but entitled to claim for meal allowance
• Non-Executive Executive and above
Drivers • RM25.00 for Weekdays (HQ and site employee
Plumbers who work continuously after 9.00pm)
Wireman • RM25.00 for Saturday (Site employee who
Handyman work continuously after 3.30pm)
Technicians
Admin Assistant Weekend/Off Day/Public Holiday
Customer Relations Officer 4 hours and below
Concierge Executive RM20.00 + Replacement
• Chargeman A4 and below hours
AM and above RM25.00 + Replacement
*Overtime hourly rate calculation hours
is based on employee’s basic salary
with maximum capping at Above 4 hours
RM2,000.00 Executive RM40.00 + Replacement
hours
AM and above RM50.00 + Replacement
hours

*The computation of replacement hours is based on


actual working hours involved i.e. excluding travelling
to and from home to office/site office.

Guidelines on claiming Overtime and Meal Allowances;

• Approval must be obtained from Heads of Department or Directors.


• Application must be attached with After Work Application Form and Time Attendance
Sheet.
• If you are recalled for emergency from home, you are further entitled to mileage claim.

The company reserves the right to change the above claim guidelines at its sole discretion.

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4.5 Bonus

Any bonus paid is at the absolute discretion of the Company.

4.6 Salary Reviews

Main salary reviews for all eligible employees generally occur at the fiscal year end in December
and mid-year salary reviews may be carried out at the discretion of the Company in June.

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SECTION 5
Employee Claims, Reimbursements & Allowances (Subject to change from time
to time)

5.1 Authorization of Claims & Expenses

Any proposed expenditure on behalf of the Company should first receive authorization from
the Managing Director before a purchase is made.

In order to obtain reimbursement, the employee should complete an Expenses Claim Form,
attach original receipts and obtain his manager’s signature of approval before submitting the
form to the Accounts Department. Reimbursements will be made directly into the employee’s
bank account.

5.2 Mileage Reimbursement (Subject to change from time to time)

Employees who are required to travel on company business may claim mileage expenses as
follows:
For Cars: RM0.70 per kilometre (Employee/Associate Director)
RM0.80 per kilometre (Executive Director)
For Motorcycles: RM0.40 per kilometre (Employee/Associate Director)
Toll Charges are claimable for official journey on a reimbursement basis.

The Company reserves the right to change the above claim guidelines at the Company’s
discretion.

5.3 Subsistence Allowance

When required to travel overseas, employees are considered to be on outstation duty and will
be compensated with subsistence allowance associated with the business-related travel. In the
event an employee is on outstation duty, he/she can claim the following:

Country Executive & Others Asst. Manager/ Snr Manager/


Manager Associate Director/
Director
Malaysia (Outstation) RM80.00 per day RM100.00 per day RM150.00 per day
Europe, UK, Japan, Korea RM400.00 per day RM450.00 per day RM500.00 per day
South East Asia RM200.00 per day RM250.00 per day RM300.00 per day
HK, Singapore, Australia, NZ,
India, China RM300.00 per day RM350.00 per day RM400.00 per day
*Outstation claims are applicable to a radius of more than 100km per way from office.

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5.4 Entertainment Allowance

Guidelines on claiming of entertainment expenses;

• Approval from Department Head


• Fill up “Entertainment Claim Form”.
• Name(s) of Client(s) and Company name should be indicated in the receipt
• Expenses to be charged to respective department cost
• Claims to be submitted on the first week of the following month

23 KF HR/Version 1/03092018
SECTION 6
Leave

6.1 Annual Leave

All confirmed employees of the Company are entitled to Annual Leave. The annual leave year
commences on January 1st and ends on December 31st. The annual leave entitlement is
dependent on the employee’s years of service and will be increased by one (1) day for every
two (2) full years of service up to a specified maximum for each category of employee.

6.2 Application for Annual Leave

Applications for annual leave must be done online and approved by the employee’s immediate
manager. Except in the case of an emergency, all leave applications should be applied and
approved in advance of the commencement of the leave.

The management reserves the right to reject a request for leave if necessitated by work
requirements.

Leave application should be submitted at least three (3) working days in advance for the
Company’s approval.

6.3 Accumulation of Annual Leave

Subject to the approval of the Departmental Head, employees are allowed to carry forward half
(50%) of their leave entitlement from the prescribed year to the following year, which must be
taken within six (6) months from financial closing of December 31st.

There will not be any over accumulation of annual leave and the leave in excess of the
permitted maximum number of days not taken within the prescribed period will be
automatically forfeited at the end of the calendar year. No payment will be made for forfeited
leave. Annual leave entitlement does not include any accumulated replacement leave.

6.4 Emergency Leave

In the event of an emergency, an employee must inform his supervisor/ manager immediately
of the need for leave and apply online on or immediately after leave is taken. Leave applied less
than 3 days will be considered as Emergency Leave and will be deducted from Annual Leave.

24 KF HR/Version 1/03092018
6.5 Medical Leave

In the event of absence due to sickness or injury, employees must notify their
manager/supervisor as soon as possible. Within 3 days of resumption of work, employees must
apply online and attach their medical certificate from an approved doctor or hospital.

All employees who fall sick will be given, in each calendar year, medical leave with full pay to a
maximum of: -

Less than 2 years of service – 14 days

More than 2 years but less than 5 years – 18 days

More than 5 years – 22 days

Medical leave taken in excess of the above entitlement will be treated as leave without pay,
unless hospitalization is necessary. Should hospitalization be necessary the number of paid
medical leave days will increase to 60 days per calendar year. This 60 days will include the
number of medical leave utilized prior to or after the required hospitalization.

6.6 Maternity Leave

A female employee who has worked a minimum of 22 weeks with the Company will be granted
paid maternity leave for a maximum of sixty (60) consecutive calendar days per child up to a
maximum of five (5) surviving children. Such leave is to be taken not earlier than fourteen (14)
days preceding the day of her confinement.

Employees requesting maternity leave should obtain prior approval supported by a medical
certificate from a registered medical practitioner certifying the pregnancy and expected date of
delivery. In order to facilitate the planning of work schedules, application for maternity leave
should be submitted not less than fourteen (14) days prior to the planned commencement of
leave.

Any absence from work due to abortion or any other illness due to pregnancy shall not be
considered as maternity leave but as medical leave.

6.7 Paternity Leave

A male employee who has worked a minimum of six (6) months and confirmed in employment
(not applicable for probationer) will be granted paid paternity leave of two (2) days on the birth
of his legal child, up to a maximum of five (5) children. Documentary evidence is required.

25 KF HR/Version 1/03092018
6.8 Compassionate Leave

A permanent employee is eligible (at the discretion of the company) for paid compassionate
leave up to a maximum of three (3) days occasioned by the death of a member of his or her
immediate family or legal spouse’s immediate family (legal spouse, child, parent, brother,
sister, grandparent or grandchild). The leave must be consumed within 5 calendar days with the
date of death considered as the first day. The leave eligibility lapses if it is not consumed within
the 5 calendar days specified.

All applications for compassionate leave must be substantiated with either a death certificate
or a doctor’s note.

6.9 Examination Leave

Confirmed employee will be granted paid Examination Leave if he has received proper approval
for a course of study by the Company and the examination dates fall within working hours. The
period of leave will be the time required for the actual examination. The Company shall grant
up to a maximum of five (5) days examination leave in a 12-month study period. You are
required to submit the examination schedule when you apply for Examination Leave. Approval
will be at the sole discretion of the Company.

6.10 Marriage Leave

On the occasion of an employee’s first legal marriage, the company will grant marriage leave of
three (3) working days including the day of marriage. Only confirmed employees who have
completed at least one year’s service are eligible for marriage leave.

Employees have an option either to consume this leave for their legal (ROM) or customary
(official ceremony) marriage. If the leave is not consumed within the period of 1 calendar
month after the marriage, then the leave is considered forfeited.

All applications for marriage leave must be substantiated with either printed Wedding
Invitation or Marriage Certificate.

6.11 Unpaid Leave

All full-time employees may apply for unpaid leave on special circumstances with valid reasons.
The types of unpaid leave include:

• Medical Leave (if medical leave entitlement has been exhausted)


• Exhaustion of current year’s annual leave
• Exhaustion of Maternity Leave entitlement

26 KF HR/Version 1/03092018
Unpaid leave must be approved in advance by the Department Head. Employee is to give at
least three (3) days’ notice to the Company.

If the period of unpaid leave does not exceed one week, approval can be obtained from the
respective department head, otherwise, approval must be obtained from the Managing
Director.

Employee who has exhausted his annual leave for the financial year, but wishes to take leave,
has to seek approval from his Department Head. The leave taken will be considered as unpaid
leave. Employee will not be allowed to take advance leave from the next financial year.

A newly recruited employee is not allowed to go on annual leave, until he has successfully
completed the probationary period. In the event of an emergency, the employee may go on
unpaid leave, subjected to Department Head’s approval.

6.12 Pro-rated Leave

The Company reserves the right to deduct salary for annual leave taken beyond the employee’s
entitlement (on a pro-rata basis) if the employee resigns or his services are terminated during
the year.

6.13 Half Days

There will not be any half-day entitlement if the eve of the holiday falls on Saturday or Sunday.
The Company declares “half-day Off” on the eve of the following public holidays: -

• Chinese New Year


• Hari Raya Aidil Fitri
• New Year

6.14 Festive Leave

An employee may apply for a half-day leave for the eve of the celebrations below, and such
leave shall be considered as “Festive Leave”. Each employee is entitled to nominate one (1)
festive leave relevant to the religious belief of the said employee.

• Chinese New Year


• Hari Raya Aidil Fitri
• Deepavali
• Wesak
• Christmas

27 KF HR/Version 1/03092018
6.15 Replacement Leave

The replacement leave can be utilised on top of Annual Leave entitlement and can only be
applied subsequent to the extra time worked and must be utilised within three (3) months of
earning it or it will be forfeited. Replacement leave cannot be carried forward nor will it be
reimbursed in the event it is not utilised within the said three (3) months.

6.16 Public Holidays

The Company shall inform all employees at the beginning of each calendar year of the approved
Federal and or State gazette public holidays for the year. Observance of non-gazetted public
holidays shall be at the sole discretion of the Company and all employees shall be informed of
such holidays accordingly.

If a public holiday falls during an employee’s annual leave, the said public holiday will be
considered a holiday and not annual leave.

28 KF HR/Version 1/03092018
SECTION 7
Training & Development

7.1 Employee Appraisal/Evaluation


A formal Employee Appraisal/Evaluation Exercise is undertaken at year-end for all employees,
and covers the 12 months, or portion thereof as applicable. However, the informal employee
performance appraisal is done on an ongoing basis.

7.2 Training

Based on individual needs and Company objectives, employees may be nominated for training
programs or seminars which will enhance their contribution to the Company and their potential
for advancement.

Training needs/requirements are formally highlighted during the annual Employee Appraisal /
Evaluation meeting but employees are encouraged to discuss with their manager other training
courses which will benefit the development of the employee and the Company.

The Company may organize in-house training courses tailored to suit the needs of individual
groups. Opportunities are also available for employees to attend seminars/workshops related
to their work. Appropriate seminars/workshops will be decided by the Department Head and
approved by the Managing Director. A set of materials received during the seminars/workshops
should be placed at the Research Library for future references.

Depending on the requirements of the job, external training may be provided if it is found to be
more economical. The terms and conditions of such training, including the service bond and
other related conditions shall be determined by the Management on a case to case basis.

Following are some guidelines for course sponsorship (bond):


• Employee must have reached at least one year of service with the Company.
• The course must be relevant to the nature of work carried out by the employee.
• The Head of Department must recommend the course to the Managing Director for
approval.
• The course fee will be charged to the respective department cost.
• The employee will have to repay the course fee in full (regardless of the amount the
Company paid) if:
a. He leaves the Company during the course or bonding period;
b. He did not complete the course; and
c. He did not pass the examination and obtain the certificate (if applicable)

29 KF HR/Version 1/03092018
7.3 Professional Certification/Licenses

Confirmed employees can be reimbursed for a renewal of subscription fee for membership in a
professional body (related to their work), such as The Board of Valuers, Appraisers and Estate
Agents Malaysia, Royal Institution of Chartered Surveyors (RICS), Royal Institution of Surveyors
Malaysia (RISM), Malaysian Institute of Estate Agents (MIEA), Association of Valuers, Property
Managers, Estate Agents and Property Consultants in the Private Sector Malaysia (PEPS),
Malaysian Institute of Professional Property Managers (MIPPM). Evidence of membership and
original receipts are required for the claims and the approval of the reimbursement is at the
sole discretion of the Company.

30 KF HR/Version 1/03092018
SECTION 8
Medical Benefits & Insurance Plans

8.1 Outpatient Medical

All full-time employees are eligible for the company’s Outpatient Medical amounting to

• RM 600.00 per calendar year – Executive and below.


• RM 800.00 per calendar year – Assistant Manager and above (except Equity Partners).

Exclusions: -

• Optical and Dental treatment or purchase of equipment.


• Any expenses in respect of pregnancy, confinement, abortion, miscarriage, sterilization
or infertility programme
• Any expenses arising out of self-inflicted injury or illness or disease
• Cost of psychiatric treatment
• Any self-prescribed drugs or drugs not deemed necessary by a Doctor or General
Practitioner
• Any expenses incurred in respect of any illness or disablement arising from attempted
suicide, the performance of an unlawful act or the misuse of drugs
• Health screening test
• Cosmetic surgery

8.2 Hospitalisation & Surgical Benefits

All confirmed employees are eligible for the company’s hospitalisation and surgical benefits as
follows:

Level Plan
Director Plan A
Assistant Manager & Above Plan B
Executive Plan C
Non-Executive Plan D

Employees are advised to use the Medical Card provided wisely

31 KF HR/Version 1/03092018
8.3 Other Company-Provided Insurance Coverage

The company has arranged the following insurance schemes for its confirmed employees. Full
details of these schemes may be obtained from the Human Resources Department.

■ Group Term Life Plan: In the event of death, no matter the cause, whether work-related
or not. Details of the individual entitlement may be obtained from the HR Department.
Employees are advised to nominate their legal beneficiary(ies) upon confirmation of
employment.

■ Group Personal Accident: In the event of accidental death or temporary partial/total


disablement, whether work related or not. Benefits would be payable from Group
Personal Accident plan. Details of the individual entitlement may be obtained from the
HR Department.

8.4 Workmen’s Compensation

The SOCSO plan covers employees against work-related accidents arising during the course of
employment. The claim process is determined by the Employees’ Social Security Act 1969 (Akta
Keselamatan Sosial Pekerja 1969).

Employees who suffer job-related injury or illness should notify their managers and/or the
Human Resources Department immediately, so that necessary reports and claim forms can be
prepared and submitted on behalf of the employees.

32 KF HR/Version 1/03092018
SECTION 9
Other Benefits
9.1 Other Company Assets

Other Company assets include but are not limited to laptops and notebooks, cameras, small
tools, tool kits and hand-held equipment, office equipment like PCs, calculators, etc.

Responsibility for the asset lies solely with the employee to whom it has been issued. In the
event the asset is lost or stolen due to the employee’s negligence, the employee shall be
responsible to pay either the lost asset value an[d/or replacement value of the asset, whichever
is lower.

9.2 Employee Events

The Company organises various events for its employees as appropriate. Examples of these are:

• Annual Company Dinner


• Team Building
• Breaking Fast during Ramadhan
• Other events such as Sports Tournament i.e. bowling, badminton, etc
• Day of Giving (Company CSR Activity)

9.3 Use of Company Facilities & Equipment

The Company provides employees with various facilities and equipment e.g. telephones, email,
internet, mails service and computer systems.

These should be used for work-related activities only and should there be any abuse of these
facilities, the company reserves the right to withdraw these benefits and the employee may
face disciplinary action.

33 KF HR/Version 1/03092018
SECTION 10
Health, Safety & Work Environment

10.1 Overview

The Company is committed to maintaining high safety standards and strives for continuous
improvement in the area of Health, Safety and Work Environment throughout the Company.

Employees must strictly adhere to the Company’s Policies and Procedures on Safety,
undertaking work activities in a safe manner and generally setting a good example for other
employees and our clients in safety related matters.

The company’s Health, Safety & Environment Policy is posted at all office locations and sites,
and also contained as appendices in this Employee Handbook.

SAFETY IS THE RESPONSIBILITY OF ALL KNIGHT FRANK EMPLOYEES

10.2 Systems Security

The Company believes that the protection of the Company’s assets – people, property and
information is the responsibility of all employees.

System security is vital to the protection of the Company’s financial and business records and
intellectual property.

The Company requires all employees to protect electronic proprietary information to ensure
our competitive position in the marketplace is maintained at all times. Proprietary information
includes all plans, ideas, data, programs, emails or processes that the company would not want
a competitor or the general public to be aware of.

Employees should guard their email privacy. Never give out your account or password to any
other employee.

10.3 Head Office Security

Head Office employees are issued with electronic key cards that allow them to access in and
out of the office. Likewise, these are to be kept safely and any loss must be reported to the
Human Resources Department immediately.

34 KF HR/Version 1/03092018
10.4 Visitors to the Office

Visitors should always be met in the reception area and escorted to either a meeting room or
an office; they should not be allowed to wander around to a meeting point on their own. At the
conclusion of the meeting visitors must be escorted back to the Reception area.

Suppliers delivering goods or technicians servicing office equipment should also be


accompanied by an employee and escorted to the exit upon completion of their task.

10.5 Software & Copyright Policy

It is against the Company’s policy to duplicate or use third-party software.

The Company prohibits the use of pirated software and conducts regular audits on Company
PCs. Necessary remedial action will be taken if employees are found to be using pirated
software.

35 KF HR/Version 1/03092018
SECTION 11
Interpretation

In this Employee Handbook, wherever the context permits, words expressed in the singular
shall be deemed to include the plural and masculine to include the feminine gender and vice
versa in both cases except where the text clearly indicates otherwise.

“Company” means Knight Frank Malaysia Sdn Bhd and Knight Frank Property Management Sdn
Bhd

“Equity Partners” means Chairman, Managing Director, Senior Executive Director and Executive
Director.

“Head Office” means Knight Frank office located at Centrepoint South, Mid Valley City.

“KF” means Knight Frank Malaysia Sdn Bhd and Knight Frank Property Management Sdn Bhd.

“Management” means Executive Chairman, Managing Director and Equity Partners.

“Salary” means basic salary before statutory deductions and does not include allowances of
whatever kind unless otherwise expressly stated.

11.1 Improvement and changes to the Employee Handbook

The Managing Director is the owner of this manual and is responsible for its approval and the
approval of all subsequent updates.

The Human Resources Manager is the custodian of this manual and is responsible for:

• Developing, maintaining and disseminating this manual to all employees; and


• Initiating reviews of this manual at planned intervals, where there is an emergence of
any matter not covered in the manual or if significant changes occur.

All employees are required to read, understand and comply with the requirements set forth in
this Employee Handbook.

From time to time, as a result of the application of this Employee Handbook, employees may be
of the view that existing policies and procedures are perhaps deficient, ambiguous or not
reflecting current values and practices. Where individuals have reasonable suggestions to make
with regard to such policies and procedures these may be brought to the notice of
Management by outlining the problem and/or suggestion either verbally or in writing to their
Head of Department who in turn will bring it to the notice of the Human Resources Manager.

36 KF HR/Version 1/03092018
This Employee Handbook is a controlled and sensitive document. Recipients of this Employee
Handbook are responsible to ensure that unauthorised parties do not have copies of this
manual. Copies cannot be made without the prior approval of the Human Resources Manager.

11.2 Policy and Guidelines for the Conduct of Employees

The Employee Handbook is provided for the guidance of employees with the basic assumption
that all employees will carry out their duties on behalf of the Company in a completely honest
and trustworthy way. If any employee is uncertain about any aspect or the effect on any
situation in which they are or may be involved, the matter should be immediately discussed
with the respective superior for clarification and guidance.

Every employee shall serve the Company efficiently and promote the interests of the Company
and maintain absolute integrity at all times. The employee should ensure that the employee’s
private interest or objectives do not conflict with his obligations to the Company.

Every employee shall conform to and abide by the rules governing his service in the Company
and shall observe, comply with and obey all orders and directions by any person or persons
under whose jurisdiction or supervision he may be placed.

37 KF HR/Version 1/03092018
SECTION 12
Appendices

1. Health, Safety & Environment Policy Statement

2. Penyataan Dasar Keselamatan & Kesihatan Pekerjaan

3. Adopted Policies from UK

a. Knight Frank Global Anti-Bribery and Corruption Policy

b. Knight Frank Global Anti-Bribery Money Laundering Policy

c. Knight Frank Global Whistleblowing Policy

d. UK Gifts and Hospitality Policy

38 KF HR/Version 1/03092018

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