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Section 3

COMPENSATION & BENEFITS

3.1 JOB GRADING

Objectives

Policy

  1. All staffs shall be assigned to a job grade based on the evaluation of the staff’s job responsibility in relation to his knowledge, accountability and problem solving capability.
  2. This list of job grades is not meant to be exhaustive. In the event of any doubts, reference should be made to the HR Department for clarification or confirmation.
  3. The job grading structure is as follows:

     

    Administrative

    Category Grade Position
    Managerial E1 – E2 Senior Manager, Sr. Accountant, Finance Manager, Manager, Accountant, Solution Architect, Project Manager, Researcher
    Executive E3 – E5 Translator, Personal Assistant, Senior Executive, Senior Librarian, Research Assistant, Executive, Officer, Librarian, Asst. Translator, Associate Accountant, Sr Account Executive, Accounts Executive, Accounts Officer, Network & Security Engineer, System Administrator, Jr Network Engineer, Software QC, Flash Developer, Web Developer, Analyst Programmer, Multimedia Programmer, Instructional Designer, Graphic Designer, IT Support Officer, Jr. System Administrator, Jr. Multimedia Designer, Jr. Network Engineer, Jr. Instructional Designer
    Non-Executive NE1 – NE2 Accounts Asst, Accounts Clerk, Senior Admin, Assistant Receptionist / Front Desk Representative, Senior Technician, Accounts Assistant, Admin Asst., Technician, Driver, Asst. Librarian, Dispatch / Office Boy, Janitor / Cleaner

     

    Academician

    Category
    Grade
    		Position
    Managerial
    A5
    		Professor
    A4
    		Associate Professor
    A3
    		Assistant Professor
    Executive
    A2
    		Lecturer
    A1
    		 Tutor

     

Procedures

  1. Reference should be made to the Head of HR with regards to the job grading of staffs in terms of recruitment, job placement, promotion, transfer, and salary matters.
  2. Where guidelines in the Job Grading are insufficient, the Head of HR shall consult Management for a decision on matters relating to the creation of new positions and the salary range for the candidate concerned.

 

3.2 PERFORMANCE MANAGEMENT

Objective

Policy

  1. This is a periodic exercise undertaken to evaluate staffs based on the following criteria:
    • job performance;
    • contribution;
    • competencies;
    • productivity;
    • training needs; and
    • Career development.
  2. The staff performance review shall serve as one of the criteria for recommending any salary increment, bonus payment, promotion or transfer as well as identifying the individual’s training requirements.
  3. Any increment which the staff may receive will be based on the merits of his performance evaluated by Heads of Department/Faculty and are subjected to the financial performance of the University and within the Group.
  4. All Heads of Department shall communicate to the staff on how they are evaluated and what are the areas of improvement so that they can improve themselves and be more productive.
  5. The overall coordination of staff’s performance review shall be the responsibility of HR Department. The evaluation of each staff shall be carried out by his immediate superior and reviewed by the Heads of Department/Faculty within one (1) month prior to the submission date.
  6. The immediate superior shall complete the appropriate Staff Performance Management Form (HR 008) and arrive at the overall performance evaluation after a discussion with the staff concerned.
  7. The immediate superior shall plan to meet with the staff to discuss his evaluation. Each appraisal interview must be honest and specific. The interview should be objective and job-oriented.

Procedures

  1. The HR Department shall distribute the staff review list including the Performance Management Form to the respective Heads of Department / Faculty at the beginning of Financial Year (FY) period.
  2. There are two (2) different sets of appraisal forms for the different categories of staffs:
    • Non-Managerial;
    • Managerial.
  3. The immediate supervisors will conduct a discussion with his staff to clarify expectations and outcome (Performance Planning)
  4. Once the Performance Planning part is completed, each Heads of Department / Faculty must send a copy of the Performance Targets that have been planned to the HR Department
  5. One month before the end of FY period, all supervising staffs are required to conduct a discussion to review their staff’s performance. The discussions shall address the followings:-
    • Outcomes of the targets planned
    • Provide overall feedback of the overall individual performance
    • Review any training and development program
    • Future direction of Department / Faculty and the staffâ’s role in the plan
  6. Following the completion of the evaluation meeting, the staff shall sign his Staff Performance Management Form and return it to his immediate superior.
  7. This Staff Performance Management Form shall be returned to the HR Department for consolidation and filing purposes.
  8. HR Department shall then tabulate all Performance results by department
  9. The summary shall be made available for top management.

 

3.3 ANNUAL LEAVE

Objectives

Policy

  1. All staffs are entitled to paid annual leave and entitlement for annual leave is as follows:
    Service Years Non-Executive Executive Manager & above
    Up to five (5) years 17 working days 20 working days 23 working days
    Five (5) to ten (10) years 20 working days 23 working days 26 working days
    Above ten (10) years 23 working days 26 working days 29 working days
  2. Annual leave shall be in addition to rest days, public holidays and sick leave to which staff is entitled.
  3. New staff member is only allowed to take the annual leave after twelve (12) month after reporting for duty.
  4. A staff shall be entitled to the annual leave after serving the university continuously for 12 months. However, in cases of emergency, advance leave shall be granted. Leaves granted in advance however shall not exceed the staff’s earned leave available.
  5. When staff has completed 12 months continuous service after initial engagement, his annual leave entitlement shall be calculated up to the end of the calendar year during which he has completed such 12 months service, thus converting annual leave entitlement to calendar year basis. Thereafter he shall be granted annual leave during the calendar year in respect of service during the calendar year.
  6. However, if staff has not completed 12 months of continuous service with the university during the year in which his contract of service terminates, his entitlement to paid annual leave shall be in direct proportion to the number of completed months of his service.
  7. There shall be no encashment of unutilised leave. Pay-in-lieu of notice of annual leave shall only be granted in cases of resignation, retirement and retrenchment. Dismissal as the outcome of misconduct shall not be entitled to the above.
  8. Annual leave not utilised in any one year may be accumulated to the following year up to half (1/2) of his entitlement only.
  9. Accumulated annual leave not utilised during the calendar year which are beyond the maximum stated in above, shall be forfeited.
  10. Staff who becomes ill or injured while on annual leave may have his annual leave extended by one day for each working day he is certified unfit for work either by the University doctor or a registered medical practitioner provided the staff or his representative informs the University the number of days sick leave and approval is sought for extension of annual leave.
  11. The University reserves the right to nominate common annual leave days, not exceeding a total of five (5) working days in any calendar year. All staffs must proceed on leave on the nominated common annual leave days.
  12. The University reserves the right to call a staff back from his leave or reject his leave application due to exigencies of work.
  13. A staff may use the balance of his annual leave to offset the whole or part of the required notice period of his resignation.

Procedures

  1. Staff shall apply for the annual leave 5 days in advance and shall not absent themselves from duty for the purpose of annual leave without prior approval of the university.
  2. Application for annual leave must be made on the prescribed form and submitted for approval to the Heads of Department or Faculty.
  3. Annual leave shall be deemed approved once the Head of Department/ Faculty has endorsed on the Leave Application Form (HR 009) and not before.
  4. After approval is obtained, the staff shall return form immediately to HR Department.

 

3.4 SICK LEAVE

Objectives

Policy

  1. Paid medical leave shall be granted to staffs that are certified to be medically unfit for work by the University’s Panel Doctor or a registered medical practitioner in the case of an emergency.
  2. Registered Medical Practitioner is defined as a Medical Practitioner registered under the Medical Act 1971. This does not include traditional practitioners, Sports therapist, homeopathy or the sorts.
  3. Paid medical leave shall be granted for a maximum period of:
    • Where no hospitalization is required:
      • 14 days per annum for staffs who has served the University for less than 5 years.
      • 20 days per annum for staffs who has served the University for 5 years or more.
    • 60 days per annum, in addition to the above where hospitalization is required, or, if hospitalization is required but the staff is not hospitalized due to acceptable reasons.
  4. Medical leave in excess of the above limits shall be treated as annual leave and shall be deducted from the staff’s annual leave entitlement. If his annual leave has been fully utilized, the excess medical leave shall be treated as unpaid leave.
  5. Where staff who seeks medical treatment from the University’s panel doctor or any registered medical practitioner is not subsequently granted sick leave, he shall report for duty as soon as possible after the completion of medical examination.
  6. Staff on medical leave is required to notify his immediate superior or the HR Department within 48 hours.
  7. Any staff who fails to inform the University of his Medical Leave within 48 hours is deemed to have breach his contract of service and may be liable for termination.

Procedures

  1. Staff on sick leave must inform his immediate superior as soon as he gets a Sick Leave from authorised university’s panel
  2. If his superior is not available he must inform the representative of the his superior or his next higher level superior
  3. Medical leave certificate must be submitted to the Heads of Department / Faculty immediately for certification after returning to work.
  4. The certificate will then be passed to HR for recording purposes.
  5. Staff who is recommended by the University’s doctor for hospital admission shall have to inform the HR Department to arrange for the ne cessary documentation.

 

3.5 PROLONGED ILLNESS

Objectives

Policy

  1. On the recommendation of the University’s doctors or specialist referred by the University’s doctor, staff found to be suffering from prolong illness such as tuberculosis, cancer, leukemia, AIDS or other illness with hospitalization may be granted a Prolonged Illness as follows:
    • Four (4) months with full pay
    • Four (4) additional months with half pay
    • Four (4) months additional months with no pay
  2. The University may consider medical boarding out at the end of the prolonged medical leave period, without further compensation.

Procedures

  1. Applications for prolonged medical leave must be in writing together with certification and medical reports from the doctor.
  2. The medical report must be submitted to HR Department for verification and recording purposes.

 

3.6 MATERNITY LEAVE

Objectives

Policy

  1. Maternity leave shall only be applicable to confirmed female staffs who have served the University for at least ninety (90) days of continuous service as at the time of application.
  2. All female staffs shall be granted a maximum of sixty (60) consecutive days of maternity leave with full pay. Maternity leave will only be granted after the twenty-eight (28) weeks of pregnancy.
  3. Leave on account of miscarriage prior to the twenty-eight (28) week of pregnancy will not be considered as maternity leave but as medical leave. (Refer to the policy on medical leave)
  4. The sixty (60) consecutive days of maternity leave shall cover rest days and public holidays within the 60-day period.
  5. If upon the expiry of the maternity leave of sixty (60) consecutive days, if a female staff is certified by a panel of doctors to be unable to resume work owing to illness arising from pregnancy and confinement, such excess shall be treated as normal sick leave provided she still have unconsumed sick leave. Otherwise, it shall be treated as no-pay leave or annual leave.
  6. A married female staff is entitled to maternity leave to a maximum of five (5) surviving children. In the event that the staff has more than five (5) surviving children, it shall be considered as no-pay leave.
  7. A female staff can commence her maternity leave on any day within 14 days immediately preceding the expected date of confinement or from the day immediately following the confinement. If the staff is required to report for work before the expiry date of her confinement, she will be provided monetary compensation.

Procedures

  1. Application for maternity leave must be submitted thirty (30) days before the commencement of such leave together with a letter from a doctor giving the expected date of confinement to the HR Department.
  2. The HR Department shall liaise with the staff as to:
    • the date at which she is expected to report back for work; and
    • whether she wishes to report for work earlier.
  3. Medical certification shall be submitted to the HR Department on the 1st day of reporting back for work.

 

3.7 CONGLATULATORY LEAVE

Objective

Policy

  1. Married male staffs shall be granted paid paternity leave for three (3) working days for the birth of his legal child.
  2. Staff shall be required to obtain prior permission before taking such leave by notifying the Department / Faculty Head on the estimated date.
  3. Paid Marriage Leave shall be granted to a staff for a maximum of three (3) consecutive working days on the occasion of his first legal marriage.

Procedures

  1. All staffs will be required to obtain prior permission before taking the above leaves by filling the Leave Application Form at least one (1) week before such leave.

 

3.8 COMPASSIONATE LEAVE

Objectives

Policy

  1. The University shall grant its staff a paid compassionate leave in the event of death or critical illness of own parents, spouse, brothers, sister, children, grandparents and parents-in-law as follows:
    • Local - 2 working days
    • Outstation – 3 working days
  2. In the event of natural disaster that directly affects the staffs and / or his properties or belongings, the university shall grant three (3) working days of compassionate leave.
  3. Natural Disaster is defined as any such disasters as fire, flood, earthquakes, flooding, hurricane, tornados, landslides or any other disasters defined as Act of God.

Procedures

  1. Prior permission shall be obtained before taking the leave. When this is not possible, the staff shall advise his/her management on the duration of absence thereafter by telephone.
  2. Upon reporting to work, staff may be required to produce documentary evident of the leave taken.
  3. Staff is required to submit a leave application if the leave exceeds the entitlement as provided for here and relevant supporting documents.

 

3.9 UNPAID LEAVE

Objective

Policy

  1. Unpaid leave is generally not encouraged. The approval for such leave shall be granted at the discretion of the University.
  2. It shall be granted on a case to case basis taking into consideration the workload of the department and shall not exceed seven (7) days in any one calendar year
  3. Application for unpaid leave will not be considered where annual leave is available.
  4. The following formula will apply on calculation of one day salary not paid for such leave:
    Monthly Basic salary = Salary rate per day,

    26 days
    Salary rate per day X number of unpaid leave


Procedures

 

3.10 EXAMINATION LEAVE

Objectives

Policy

  1. The University shall grant special paid leave to the staff on application in attending the examination.
  2. Examination leave shall be available only to confirmed staffs (at the time of applying for such leave) and at the sole discretion of Management.
  3. Examination leave shall be granted based on the actual number of days of the examination.
  4. The examination must be relevant to the particular job of the staff; and the course is approved by an approved education authority such as National Accreditation Board (LAN)/ Ministry of Higher Education (MOHE).
  5. Examination leave is restricted to the first attempt for each subject of the course.
  6. Examination leave shall only be granted for one (1) course pursued. A staff taking two (2) courses simultaneously shall not qualify for examination leave for both courses.
  7. The duration of examination leave would be discretionary subject to a maximum of four (4) days in one calendar year.

Procedures

  1. Application for examination leave must be made at least one (1) week before the relevant examination using the “Application for Examination Leave” form (HR 010)
  2. The application must be approved by Heads of Department / Faculty
  3. Documentary evidence must be supported together with the application
  4. The Department must submit the approved leave form to the HR Department for recording purpose
  5. The employee will be notified of approval or otherwise of such leave by the HR Department

 

3.11 UNRECORDED LEAVE

Objectives

Policy

  1. Staff may apply for unrecorded leave for the following reasons:
    • Attending Outward Bound Courses or similar courses .
    • Attending seminars / conferences / workshops / on the job training, familiarization visits / vendor training during a rest day or public holiday, and
    • Who attending religious courses approved by the University

Procedures

  1. All staffs will be required to obtain prior permission before taking the above leaves by filling the Leave Application Form at least one (1) week before such leave.
  2. Refer to policy of Annual Leave

 

3.12 EMERGENCY LEAVE

Objective

Policy

  1. Emergency leave must be approved by the Heads of Department/ Faculty under exceptional circumstances only. Reasons and documentary proof (where applicable) must be stated/submitted with the application form to ensure that leave requested is bona fide.
  2. Upon the approval of such leave, it shall be treated as annual leave taken. In the event that the reasons are not deemed acceptable, emergency leave shall be treated as unpaid leave.
  3. As the name suggests is only available to a staff who must take leave to meet an emergency.
  4. The staff must inform his superior or the HR Department on the same day justifying the reason(s) for taking emergency leave.

Procedures

  1. Refer to the policy on annual leave.


3.13 SALARY INCREMENT

Objective

Policy

  1. Annual increments may be awarded to full-time confirmed staffs based on their satisfactorily performance and the profitability and performance of each cost centre of the University.
  2. Annual increments are not mandatory entitlements nor are they automatic. They will be granted at the discretion of Management. Annual increments shall take effect on 1st January of every year irrespective when the staffs first joined the University.
  3. A confirmed staff who has not completed a year of service with the University, shall be paid a proportionate annual increment based on the number of completed months of service. Any incomplete month of fifteen (15) days or more shall be calculated as one (1) month.
  4. Staffs who have resigned or who are serving their notices shall not be entitled to any annual increment.
  5. Management reserves the right to withhold the annual increment for poor work performance and/or for unsatisfactorily conduct as deemed fit by the respective Heads of Department / Faculty.
  6. Recommendation for increments must be submitted together with the performance management form endorsed by the immediate superiors and recommended by respective Heads of Department.
  7. The HR Department shall summarise the salary recommendations for review of respective Deputy Rectors and approval of the Rector.
  8. Upon approval, the HR Department shall issue increment letters to the staffs concerned.

 

3.14 BONUS

Objective

Policy

  1. The award of a bonus is discretionary.
  2. Bonus is only paid to confirmed staffs. Should a staff’s service be less than a year, the amount will be pro-rated to the number of completed months.
  3. In deciding the quantum of bonus payment, the following factors are usually considered:
    • the financial performance of the University;
    • the performance of individual units and their contributions to the University’s profit; and
    • the individual staff’s performance during the period under review.
  4. Bonus shall not be awarded to the following:
    • Staff who have resigned from the University;
    • Staff who is serving notice period; and/or
    • Staff with unsatisfactory work performance.
  5. Staffs who are still on probation may be paid an ex-grated sum based on a goodwill basis and/or exemplary performance.

Procedures

  1. Management shall issue guidelines to the Heads of Department / Faculty on the submission of recommendations for bonus.
  2. Such recommendations are to be returned to HR Department for compilation
  3. HR Department will evaluate and analyze the overall results
  4. Head of HR will then submit the overall results and recommendation to the Rector for consideration and approval.

 

3.15 OVERTIME CLAIMS

Objective

Policy

  1. A staff may be required to work outside his normal working hours by the University. Overtime shall only perform at the request of the management and is only payable to a staff whose salary is RM 1,500.00 per month and below.
  2. Staffs earning in excess of RM 1,500.00 are not eligible for overtime pay for working beyond the normal working hours. However, they may be compensated via a fixed rated of payment with recommendation by the respective Heads of Department and approved by the Rector.
  3. The calculation of overtime claims for staffs earning below RM1,500.00 per month is in compliance with the rates provided in the governing laws of the country.

Procedures

  1. Staff must fill-up Overtime Request / Claim Form (HR 011) and send to immediate superior for verification
  2. All overtime claims must be approved by the Heads of Department before submission to the HR Department for processing.
  3. All overtime claims (together with the duly signed form) should be submitted by the 15th of the current month. This is to facilitate for payment by the end of the month.
  4. The period for overtime claims shall be from 16th of the previous month to 15th of current month.

 

3.16 OVERTIME (FOR EXECUTIVE & ABOVE) AND ON CALL ALLOWANCE

Objective

Policy

Salary between RM1,501.00 – RM1,999.00

Description Condition OT Allowance (RM)
Work on weekdays or weekends 1. Extra hours of work performed must be at minimum of continuous 2.5 hours

2. There is a business needs for the work to be done and approved by the Department Heads.

 RM 5.00 per hour up to a maximum of RM 40.00 per day
Staff who work more 8 continuous extra hours may opt for a day replacement leave

Salary above RM2,000.00

Description Work continuously Allowance / (RM)
Any job More than 2.5 hours Meal Allowance (RM7.00)
Work on off day / public holiday More than 8 hours 1. Meal Allowance RM7.00
2. Replacement Leave of one day


Limitation :

Call Back Allowance

Description Compensation (RM)
When an employee has left the work site and is requested to be present at the office on short notice due to an emergency work situation to:
• avoid significant service disruption,

• avoid placing employees or the public in unsafe situations, or protect and/or provide emergency services to property or equipment

• respond to emergencies with staff or students.
  1. Claim mileage, toll expense
  2. RM 5.00 per hour of work
  1. Staff must fill-up Overtime Request / Claim Form (HR 011) and send to immediate superior for verification
  2. All overtime claims must be approved by the Heads of Department before submission to the HR Department for processing.
  3. All overtime claims (together with the duly signed form) should be submitted by the 15th of the current month. This is to facilitate for payment by the end of the month.

The period for overtime claims shall be from 16th of the previous month to 15th of current month.

 

3.17 MILEAGE CLAIMS

Objective

Policy

  1. Staffs who are required to travel within Malaysia using own transportation may claim mileage payments as follows:-
    Mode of Transportation Distance Below 1500 cc Above 1500 cc
    Motorcar 1st 500 km
    2nd 500 km
    Subsequent km    		 RM 0.60 per km
    RM 0.55 per km
    RM 0.50 per km    		 RM 0.70 per km
    RM 0.65 per km
    RM 0.60 per km
    Motorcycle
    A flat rate of RM 0.25 per km
  2. Claims for reimbursement of parking expenses and toll charges incurred while on official duty must be accompanied with receipts.
  3. Staff who does not have his own transport shall be reimbursed for actual expenses incurred for example, taxi fares, railway tickets, etc.
  4. The University shall not be responsible for any damage to their personal vehicles arising out of accident or any other reasons whatsoever during official travel.
  5. Staffs who are entitled to a fixed monthly travelling allowance / reimbursement shall not be entitled to mileage claim but may claim any incidentals. For example: parking, ferry and toll charges incurred whilst on official duties.
  6. The University will not reimburse the following:
    • mileage claims on non-university related social functions (for example, staffs functions, etc.);
    • mileage expenses for journeys to and from the normal place of work; or
    • fines incurred by staffs in respect of traffic or other offences committed whilst on official duties.
  7. Mileage claims are to be accumulated and reimbursed on a monthly basis. Frequent travellers may be considered reimbursement twice a month.

Procedures

  1. Staffs are to complete the Travelling Expenses Claim Form (HR 012)
  2. All claims must include the original receipts of expenses and to be submitted for approval of the respective Heads of Department or Faculty.
  3. Claims without receipts may be rejected and not reimbursable.
  4. After the approval of Head of Department / Faculty, the claim form shall be sent to HR Department for verification
  5. HR Department will then send to Finance for payment

 

3.18 ENTERTAINMENT CLAIMS

Objective

Policy

  1. The University shall reimburse actual business entertainment expenses incurred by Managers and Officers. The expenses shall be subject to the approval of the Rector with recommendation of Heads of Department / Faculty.
  2. All entertainments claims must include the specific names of clients and other necessary details of clients.

Procedures

  1. The Entertainment Claim Form (HR 013) shall be completed by the staff attaching appropriate supporting documents for approval.
  2. The claim is to be submitted to the HR Department for verification and forwarded to Finance Department for reimbursement.
  3. All claims must be submitted within 30 days after incurring the expenses.
  4. Claims shall be processed and reimbursed to the staff concerned within one (1) month.

 

3.19 DOMESTIC & OVERSEAS BUSINESS TRAVEL

Objectives

DOMESTIC TRAVEL

Policy

  1. All outstation trips whether by flight or road transport require approval from Heads of Department and Faculty.
  2. Outstation means travelling more than 90km radius from base office.
  3. Travel by flight must be on economy class
  4. Where possible staff must use the most economical and practical means of transportation.
  5. When travelling to outstation staff will be entitled for Subsistence Allowance and Accommodation / Lodging Allowances
  6. Subsistence Allowance Entitlement
    • Daily allowances are payable to staff who is away outstation for more than twelve (12) hours a day and/or a continuous period of up to maximum of 29 continuous days
    • Staff travelling outstation (local) for a period of twelve (12) hours or more will be entitled to the allowance as follows:
      Category
      Rate per day (RM)
      Rector / Deputy Rectors
      70
      Deans/Directors/General
      60
      Managers Manager / Senior Manager
      50
      Executive
      40
      Non Executive
      35
    • Should the staff travel locally less than twelve (12) hours, the subsistence allowance can be claimed proportionately subject to the meal period involved. Eligibility of meal period is based on the following percentage of subsistence allowance:
      Code Type of Meal Percentage
      Eligibility
      B Breakfast 20 %
      Leaving base office before 9:00 am
      L Lunch 35 %
      Leaving base office before 1:00 pm
      D Dinner 45 %
      Leaving base office before 5:00pm
    • There shall be no meal allowance where:
      • meals are provided for by the University or its associates; or
      • a staff member has been entertained to a meal or where he is entertaining business clients to a meal; or
      • meals are provided on board the flight.
    • In the event where the staff is required to travel outstation on university business for a continuous period of thirty (30) days the staff shall be entitled to 75% of the prevailing daily meal allowance rate inclusive of the departure day and the day of return provided that the departure is before noon and arrival is after 5:00 pm.
  7. Lodging / Accommodation Allowances
    • In the event accommodation is required, staff can claim actual expenses or lodging allowance as per the rate below:
      Category
      Hotel Rate
      (Maximum)
      RM
      Lodging Allowance
      (RM)
      Rector / Deputy Rectors
      Actual (Suite / Superior room)
      80
      Deans/Directors/General Managers
      180
      75
      Manager / Senior Manager
      160
      70
      Executive
      130
      60
      Non Executive
      100
      45
    • The University shall arrange and pay for hotel accommodation for staffs who are required to travel outstation/ overseas on official duties.
    • All bookings for reservation shall be made through the designated Administrator for the university.
    • When more than one staff is travelling to the same place, accommodation is on a twin-sharing basis for staffs of the same gender and grade.
    • In the event of more than one staff of the same gender travelling to the same place and where at least one of the staffs is of General Manager and above, single rooms will be provided.
    • In the event that both staffs of different grades travel, the accommodation shall be based on the higher grades.

Procedures

  1. Staffs must complete and summit the Travelling Application Form (HR 014) together with the itineraries to the Head of Department / Faculty.
  2. The Heads of Department/Faculty will then approve the application
  3. For travel by air, bookings of flight must be made through the designated Administrator for Corporate Office and University.
  4. Travelling expenses must be claimed within seven (7) days of returning using a Travelling Expenses Claim Form and send to Department Heads / Faculty for approval
  5. All claims supported with the original receipts of expenditures must be submitted to the HR Department for verification.
  6. Once verified, the HR Department will send to Finance for payment.

OVERSEAS TRAVEL

Policy

  1. Approvals must be obtained from the Rector prior to any plans made for the overseas trip. The approval shall include the budgeted expenditure of the trip.
  2. Managers, Executive & Non-Executive category staffs shall travel on economy class and where possible on the cheapest fare available.
  3. Upgrading is allowed subject to exigency of the case and/or due to overseen circumstances and requires approval from the Rector.
  4. Overseas Subsistence Allowance
    • Staff who is travelling abroad on university’s business purpose shall be entitled to claim subsistence allowances on a daily basis as follows:
      Kingdom of Saudi Arabia
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 120 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 100 20 % 35 % 45%
      Egypt
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 100 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 80 20 % 35 % 45%
      Gulf States
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 140 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 100 20 % 35 % 45%
      USA/ Canada
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 200 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 150 20 % 35 % 45%
      India/ China
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 100 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 80 20 % 35 % 45%
      UK/ Europe
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 235 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 185 20 % 35 % 45%
      Australia
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 180 20 % 35 % 45%
      E6 – N3 (Non-Managerial) 140 20 % 35 % 45%
      Indonesia
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 70 20 % 35 % 45%
      E6 – N3 (Non-Managerial)
      Singapore
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 105 20 % 35 % 45%
      E6 – N3 (Non-Managerial)
      Thailand
      Rate (RM) Breakfast Lunch Dinner
      E1 – E5 (Managerial) 90 20 % 35 % 45%
      E6 – N3 (Non-Managerial)
    • Should the University provides meal to the staff, or the no subsistence allowance can be claimed
    • The entitlement of each meal allowance is further subject to condition indicated in Table A.

      Table A

      Code Type of Meal Condition
      B Breakfast Leaving base office before 9:00 am
      L Lunch Leaving base office before 1:00 pm
      D Dinner Leaving base office before 5:00pm
    • In instances where a staff travels to more than one (1) country in a day, the meal allowances payable will be based on the country where he spends the night.
  5. Accommodation / Lodging AllowanceThe entitlement shall be as follows:
    Maximum rate
    Kingdom of

    Saudi Arabia /

    Gulf States

    (RM)
    Egypt

    (RM)
    USA / UK / Europe

    (USD)
    Other Countries
    Managerial & above
    300
    250
    180
    Reasonable Actual (Superior)
    Executive
    250
    200
    150
    Reasonable Actual (Standard)
    Non Executive
    200
    150
    120
    Reasonable Actual (Standard)
  6. Own Accommodation (Lodging allowance without receipt)The University shall also reimburse staffs should they choose to stay at their own accommodation. The reimbursement amount is as follows:
    Maximum rate
    Kingdom of

    Saudi Arabia /

    Gulf States

    (RM)
    Egypt

    (RM)
    USA / UK / Europe

    (USD)
    Other Countries
    Managerial & above
    160
    140
    180
    120
    Executive
    130
    110
    150
    100
    Non Executive
    100
    80
    120
    80
  7. Reimbursement for Passport

    • Employee who are required to travel by the university will be paid a subsidy of the cost of their passport renewal / new passport of RM200.00
    • The subsidy will be made once in five (5) years

    Procedures

    1. Staff must complete and summit the Travelling Application Form together with the flight itineraries and other necessary supporting documents to the Heads of Department / Faculty.
    2. The Heads of Department / Faculty will verify them and recommend for approval of Rector.
    3. All requisitions for overseas approval should be allowed a one week processing time. Any application received within a shorter time period will be addressed on a case-to-case basis.
    4. All bookings of flight must be made through the designated Administrator for Corporate Office and University.
    5. The original copy of the Travel Application Form will be kept by the HR Department and a photocopy will be given to the staff concerned.
    6. Staff must fill up the Travelling Expenses Claims Form within two (2) weeks from the returning date.
    7. All claims must be supported with the original receipts of expenditures and must be submitted to the HR Department for verification.
    8. Once approved, HR will send to Finance for payment process

 

3.20 RELOCATION ALLOWANCE

Objectives

Policy

  1. Staffs are transferable at the discretion of Management. Transfers may come in the form of inter department transfers, inter company within the group and also transfer to a different location where the university’s parent company has business interest there.
  2. Relocation allowance shall only be granted if the transfer is for more than a year from their base office to another city/ state / country.
  3. Expenses incurred in packing and transporting luggage shall be reimbursed against receipts subject to a maximum of RM 1,000 (within the same country) and RM 2,000 (transfer to other country)
  4. A staff shall be granted 3 days’ relocation leave to assist him in settling down in the new location.
  5. The one-time relocation allowance shall be granted subject to the following:
    • the transfer is not within the same town or state; and
    • the staff has to move the family residence to a new location or has to take up separate residence from his family.

Procedures

  1. Staffs are required to complete and submit the Expenses Claim Form to HR Department for verification.
  2. This form must be attached with original receipts for all relocation expenditures, copy of transfer letter and prior approvals for additional expenditure incurred (if any).

 

3.21 PUBLIC HOLIDAYS

Objective

Policy

  1. The University observes all gazetted public holidays made by the Government.
  2. Where a public holiday falls on a rest day, the following day shall be the replacement for the public holiday.
  3. Where a public holiday or any other day substituted thereof falls within the period during which the staff is on annual leave, he shall be granted another day in substitution thereof.
  4. A staff who absents himself from work on the working day immediately preceding or immediately succeeding a public holiday without prior consent of the Heads of Department and without reasonable excuse shall not be entitled for Public Holiday pay.

 

3.22 MEDICAL BENEFIT

Objective

Policy

  1. Staffs are eligible to receive free medical attention and treatment from the University. They have the option to obtain medical attention and treatment from the University’s panel of clinics or certified private doctors or polyclinics or government doctors.
  2. Outpatient Treatment
    • The University shall pay medical expenses for each staff up to a maximum of :-
      Job Grade Maximum Amount per year
      E1-E3 RM 900
      E4-E5 RM 700
      E6-E8 RM 500
      N1-N3 RM 300
    • Medical expenses for immediate family are limited to:-
      Job Grade Maximum Amount per year
      E1-E3 Nil
      E4-E5 RM 200.00
      E6-E8 RM 200.00
      N1-N3 RM 200.00
    • Eligible members of the family must be residing in Malaysia.Married staffs can opt to exclude their immediate families and enjoy the full entitlements of total limit amount of staff and independent per annum.
  3. All traditional treatments are not recognised and shall not be reimbursed by the University.
  4. The University shall not be responsible for the cost of:
    • cosmetic treatment, consultation or drug;
    • medical check-up for pre-natal or post natal;
    • any cases related to obstetrics and gynaecology;
    • routine physical examination;
    • any charges associated with eye-glasses, hearing aids or dental care and treatment or any other medical, surgical appliances or examinations for such prescriptions;
    • hospitalisation or surgical expenses not reimbursable under the Group Hospitalisation Insurance;
    • any self-prescribed drugs or drugs not deemed necessary by the University’s doctor;
    • any treatment or drugs for mental illness or functional disorder;
    • any treatment or drugs for international self-inflicted injuries or attempted suicide or provoked assault or break of peace or disorderly conduct; and
    • Any treatment relating to any illness or accident arising out and in the course of employment which constitute a valid claim under the Government’s legislation such as SOCSO.

    Procedures

    1. Staffs must produce their staff identification cards of the University to obtain treatment from the appointed panel of clinics.
    2. If staff visited non panel clinics, he must first pay and keep the receipt.
    3. All medical claims of non-panel clinics and maternity expenses must be submitted to HR Department for verification and forwarded to Finance Department for payment within 2 weeks.
    4. The HR Department shall monitor and keep records of all medical expenses incurred by each staff.

 

3.23 SOCIAL SECUTIRY ORGANIZATION (SOCSO) SCHEME

Policy

  1. All staffs earning up to RM 3000 are required to be registered as a member of Social Security Organisation (SOCSO) and make monthly contribution.
  2. The objective of this scheme is to provide compensation to staffs if they are injured in the course of their work or death arising thereof.
  3. Staffs who had before contributed to SOCSO must continue contributing based on the SOCSO’s “once in, always in” rule.
  4. The scheme shall be contributed by both the University and staff.
  5. Expatriate staff shall be covered under Workmen Compensation Scheme or Takaful Plan

Procedures

  1. The staff’s next of kin shall notify the HR Department of in case on industrial accident
  2. The HR Department shall notify the immediate superior / Heads of Department / Faculty immediately of the accident.
  3. The HR Department shall compile the following documents for submission to the SOCSO Department:
    • Regulatory Forms;
    • Police Report;
    • Accident Location Map; and
    • Original Medical Claims
  4. The staff shall submit original medical certificate to the HR Department for onwards submission to SOCSO.

 

3.24 TAKAFUL / INSURANCE SCHEME

Objective

Policy

  1. The University shall provide Takaful / Islamic insurance coverage for confirmed staffs under the policy which will be determined at the university’s discretion.
  2. All confirmed staffs shall be included in the scheme i.e. from the date of implementation and subsequently for new staff from the date of confirmations of employment; to the dates of retirement or the dates of cessation from employment with the University.
  3. The beneficiary of this scheme shall be the University who will at its sole discretion; pay the benefits where applicable to the staff, his named beneficiary or his next-of-kin.
  4. Benefits provided under the scheme shall be subjected to the prevailing terms and exclusion clauses spelt out in the policy.
  5. The University shall not be responsible for any expenses incurred by virtue of all the exclusion clauses and expenses incurred in excess of insured amount as indicated in the policy.
  6. All staff are covered as per below Takaful scheme:
    • Takaful Group Personal Accident (GPA)
      Under the scheme, staffs are insured against death, permanent and total disablement due to accidents.
    • Group Term Life (GTL) – Natural Causes
      Under the scheme, staffs are insured against death, permanent and total disablement due to natural causes

 

3.25 EXPATRIATES ADMINISTRATION

Objective

Policy

  1. The HR Department will request all relevant documentation from the new staff in order to submit to Immigration Department
  2. All the payment for expatriates will be borne by the University.
  3. Offer Letter of new appointment will be issued to new staff once the application is approved by the Immigration Department.
  4. Coverage of family members of expatriates are subject to terms and conditions stated in the Offer of Appointment.

 

3.26 FRINGE BENEFIT

i) Professional Membership

Policy
Actual monthly / annual subscription entrance fees up to a maximum of two (2) professional bodies subject to the Rector’s approval.

ii) Dean / Deputy Dean / Department Head Allowance

Policy
Staffs who are appointed to the above positions of a faculty and / or Academic Affairs or any Departments, may be given allowances as shown below:

Position Allowance (RM) p/mth
Dean 500.00
Department Head 300.00

Acting Allowance rate is 80% of each particular rate. The allowance will be credited into the staff monthly payroll.