EMPLOYEE HANDBOOK

Last Revision: 1st October 2021

Handbook: 8th November 2019

Table of Contents

Introduction Section 3 : Benefits

Welcome Message from the Managing 3.1 Medical Benefits ………………………… 23

• 3 3.2 Panel Clinics ……………………………..
Director …………………………………… 23
3.3 Insurance ………………………………… 23
• Mission Statement, Vision & Values
UOA 4
3.4 Statutory Contributions …………………. 24
•
Disclaimer Notice ……………………….. 5
3.5 Marriage Gift …………………………….. 24
•
Definitions ………………………………... 6 3.6 Baby Gift …………………………………. 24
3.7 Long Service Award …………………….. 25
Section 1 : General Employment Terms 3.8 Sport & Recreational Activities ………… 25
1.1 Changes in Policy ………………………. 8
1.2 Appointment ……………………………... 8 Section 4 : Others
1.3 Personal Data Changes ………………... 8 4.1 Work Attire ……………………………….. 27
1.4 Hours of Work …………………………… 9 4.2 Attending Training/ Seminar/ Workshop 27
1.5 Overtime …………………………………. 9 4.3 Mileage Claim …………………………… 28
1.6 Attendance & Punctuality ………………. 9 4.4 Usage of Vehicles of the UOA Group … 28
1.7 Probation Period ………………………… 10 4.5 Company Vehicles………………………. 28
1.8 Termination Notice ……………………… 11 4.6 Internet Use ……………………………… 29
1.9 Resignation ……………………………… 4.7 Company Assets/ Properties ………….. 29
11
1.10 Transfer, Redesignation & 4.8 Safety at Workplace ……………………. 29
Reassignment …………………………… 12 4.9 Visitors at Workplace …………………… 29
1.11 Age of Retirement……………………….. 13
1.12 Restraint ………………………………….. 13 Section 5 : Disciplines
1.13 Confidentiality & Secrecy ………………. 13 5.1 Grievance Procedures ………………….. 31
1.14 Non-Disclosure Clause …………………. 14 5.2 Disciplinary Procedures ………………… 31
1.15 Payment of Wages ……………………… 14 5.3 Misconducts ……………………………... 32
1.16 Distribution of Monthly Payslips …..…… 14 5.4 Substance Abuse ……………………….. 34
1.17 Bonus and Increment …………………… 14 5.5 Tobacco Products ………………………. 34
1.18 New Employee Orientation …………….. 15
1.19 Performance Management System …… 15 Acknowledgement ………………………. 35

Section 2 : Leaves and Holidays

2.1 Public Holidays ………………………….. 17
2.2 Annual Leave ……………………………. 17
2.3 Emergency Leave ………………………. 18
2.4 No Pay Leave …………………………… 18
2.5 Absence ………………………………….. 19
2.6 Sick Leave ……………………………….. 19
2.7 Compassionate Leave ………………….. 20
2.8 Marriage Leave ………………………….. 20
2.9 Maternity Leave ………………………….. 20
2.10 Paternity Leave ………..………………… 21
2.11 Examination Leave ……………………… 21

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Employee Handbook: Last Revision 1st October 2021
Introduction

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Employee Handbook: Last Revision 1st October 2021
WELCOME MESSAGE FROM THE MANAGING DIRECTOR

It gives me great pleasure to welcome you as you become part of the UOA Group of
Companies (UOA Group).

The UOA Group, a real estate development and property investment group of companies, is
listed on the Australian Stock Exchange and Singapore Stock Exchange whilst the UOA Real
Estate Investment Trust and UOA Development Bhd are listed on the Main Board of Bursa
Malaysia.

Since our incorporation in 1987, we have achieved many years of building excellence and
diversified into companies with interests in real estate development, property investment,
building construction and building management. Through time and dedication, we have
expanded our reach beyond Malaysia with projects in Vietnam and Australia.

With many projects in the pipeline, the UOA Group needs a workforce that is multi-skilled and
dynamic to implement and realise our vision. Now more than ever, we are looking towards
you to pave the way to a smooth succession, a formidable generation that will lead the way
and inspire those colleagues who will join after us.

Our people are our greatest strength and together we have remained strong and have strived
for excellence in fulfilling our shared Corporate Vision. We value loyalty and commitment and
always seek to recognise and reward your contribution.

We are confident that you will achieve your personal and professional goals and have a
rewarding career with the UOA Group.

C.S. KONG
MANAGING DIRECTOR
2nd January 2020

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Employee Handbook: Last Revision 1st October 2021
 UOA MISSION STATEMENT

“To develop and invest in the highest quality properties,

products and services consistent with community,
environmental and government requirements; keeping in pace
with our changing environment to constantly value add
to what we do”

UOA VISION

To create a sustainable development of quality that will enrich

the lives of the community

UOA CORE VALUES

Loyalty
Positive Attitude
Integrity
Diligence
Quality
Customer Focused

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Employee Handbook: Last Revision 1st October 2021
DISCLAIMER NOTICE

This Handbook is designed to acquaint you with the UOA Group and provide you with general
information about the working conditions, benefits, procedures and policies that relates to your
employment.

The information contained in this Handbook applies to all employees of the UOA Group and
you are expected to comply and be guided by the procedures and policies set out in this
Handbook at all times. The contents of this Handbook, however, shall not constitute nor be
construed as the rights of the employees, the contents are subject to change at any time.

Due to changes in our business and our organisation from time to time, this Handbook shall
be updated as and when is required. Accordingly, the Management reserves the right to
amend, modify and/or eliminate any of these policies, rules, procedures and benefits at its
sole discretion.

Please familiarise yourself with the contents of this Handbook and if you are uncertain about
the interpretation of any part of the Handbook, please refer to your direct Superior or to our
Human Resources Department.

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DEFINITIONS OF THE COMPANY, THE UOA GROUP AND EMPLOYEES

In this Handbook the definition of:-

“The Company” includes UOA Development Bhd, UOA Holdings Sdn Bhd, UOA Asset
Management Sdn Bhd, Allied Engineering Construction Sdn Bhd, Dats Management Sdn Bhd,
UOA Komune Sdn Bhd, UOA Hospitality Sdn Bhd, URC Engineering Sdn Bhd, Asli Security
Services Sdn Bhd, Pertiwi Sinarjuta Sdn. Bhd., United Carparks Sdn Bhd and UOA Holdings
(AP) Sdn Bhd.

“The UOA Group” comprises of its related companies collectively and where the context so
permits, the reference “The UOA Group” shall mean any of them, jointly or severally.

“Employee” of the UOA Group is a person who regularly works for one of the UOA Group of
Companies on a waged or salaried basis and may include permanent, contractual and
temporary arrangements and those who are subject to the policies and directions of the UOA
Group in the performance of their duties.

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Employee Handbook: Last Revision 1st October 2021
Section 1

General Employment
Terms

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Employee Handbook: Last Revision 1st October 2021
1.0 GENERAL EMPLOYMENT TERMS

1.1 CHANGES IN POLICY

This Handbook summarises the key salient policies, procedures and benefits which
are currently in practice in our UOA Group.

The contents in this Handbook in respect of the said policies, procedures and benefits
mentioned herein are in line with the various provisions stated in the previous
memorandums, guidelines or policies that have been issued earlier on the relevant
subject matters.

In the event of any dispute in the interpretation of any of the policies, procedures and
benefits in this Handbook, the version in the original master copies of the previously
circulated memorandums, guidelines or policies shall be final.

As our business grows and changes with time, so too will these terms, conditions,
procedures and policies. We, therefore, reserve the right to interpret, change,
suspend, cancel with or without notice all or any part of our terms, conditions, policies,
procedures and benefits set out herein at any time. We will notify all employees of
these changes. Changes will be effective on the dates determined by the Management
of the Company and shall supersede all policies previously issued.

No individual supervisor or manager has the authority to change the terms, conditions,
procedures and policies. If you are uncertain about any terms, conditions, policies or
procedures, please refer to your direct Superior or the Human Resources Department.

1.2 APPOINTMENT
All new employees shall be appointed under a formal letter of appointment and are
eligible to all benefits stipulated therein.
We rely on the accuracy of information supplied by the employees in their application
form and the accuracy of other data offered by employees throughout the hiring
process and employment. Any misrepresentation, falsifications or material omissions
in any of these information or data may result in exclusion of the individual from further
consideration for employment or, if the person has been hired, immediate termination
of employment.
A new employee may be required to pass a medical examination conducted by the
appointed panel doctor of the Company before being offered employment.

1.3 PERSONAL DATA CHANGES

It is the responsibility of the employees to notify and update the Human Resources
Department as soon as there are any changes in their personal data such as marital
status, name of spouse, name and number of children, address (mailing and
permanent), contact numbers (home and mobile), individual to be contacted in the
event of an emergency and such other relevant information as may be required by the
Company.

All employees’ personal data should be accurate and current at all times.

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1.4 HOURS OF WORK

The hours of work, work days and one-hour lunch break for the workweek is stipulated
in the respective letters of appointment of the employees in accordance to the category
of work and the requirements of the Company. As the UOA Group consists of many
divisions of various work nature and duties, the working hours and lunch periods for
the workweek may vary from division to division. Employees may refer to their
individual letter of appointment.

The working hours are subject to change and the Company reserves the right to change
the working hours if it is deemed necessary in order to meet the needs of the business
of the UOA Group.

1.5 OVERTIME

Overtime is defined as the number of hours of work carried out in excess of the normal
hours of work during work day, public holiday, rest day at the request of the superior
and with the authorisation of the Head of Department.

Payment for overtime for eligible employees is governed by the prevailing law on the
definition of wages and nature of work carried out.

Replacement leave or an allowance for work done beyond the normal working hours
for employees who do not fall under the eligible group is determined by the
management of the Company at its absolute discretion.

Prior approval must be sought from the Superior before overtime work is to be
performed. Application form can be obtained from your Superior or Head of
Department. Employees are advised to submit all the required supporting document
for the claim to be finalised.

1.6 ATTENDANCE & PUNCTUALITY (Applicable for all types of method used)

The Company expects every employee to be punctual and regular in attendance.

All employees are expected to be at their workstations, post or designated site location
at the commencement of their stipulated hours of work.

All employees are required to clock-in upon arrival at their place of work and clock-out
upon leaving their place of work to register their attendance, using either manual punch
cards or electronic access cards, hand punch machine, fingerprint machine and others.

In the event that clock-ins or clock-outs or both are not registered in the attendance
report or the punch card, the employee must indicate the exact time on the attendance
report or on the punch card and provide reason for failing to clock-in or clock-out or
both. This must then be verified by his/her immediate Superior who will sign on the
attendance report or the punch card.

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Employee Handbook: Last Revision 1st October 2021
 No wage shall be paid for any working day if no evidence of employee’s clocked-ins or
clocked-outs or both unless verified and approved by his/her Superior. All employees
must adhere to the procedure for smooth control of attendance as described below:-

For Employees using the punch card/ access card/ hand punch/ thumbprint

Description of Absence Action to be taken by Staff

On leave (any type) including sick leave Record the type of leave taken on the
punch card or attendance report and
ensure that supporting document is
approved and submitted to Human
Resources Department.
Failure to punch in or out for any reason State the reason for not punching
in/out on the punch card or attendance
report and get your superior to initial
on it.
Late for work or leave work earlier than State the reason on the punch card or
normal working hours due to special reason attendance report and get your
or on reason permitted by the superior to initial on it.
superior/Company.

All employees using punch cards must not commit the following acts:-

i. Clock in or clock out on behalf of another employee regardless of reason.

ii. Request another employee to clock in or clock out on his behalf regardless of
reason.
iii. Tampers with his/her own or another employee’s punch card.

The Management views the above misconducts as very serious offences that warrant
instant dismissal.

1.7 PROBATION PERIOD

All new employees, depending on their respective category, are required to serve a
probationary period as set out below:-

Category Length of Probation Period

Assistant Manager & above 3 months or 6 months
Executive & below 3 months

During the probationary period, the performance of the new employee will be
evaluated.

The probation period may be shortened or extended at the discretion of the

Management.

At the end of the probation period and based on the evaluation by the superior or the
Head of Department, the Company may confirm his/her employment, extend the
probation period or release the unconfirmed employee from his/her services.

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Employee Handbook: Last Revision 1st October 2021
 Subject to the availability of a position within the Company which the unconfirmed
employee may possibly be suitable for, the Company may at its sole and absolute
discretion, transfer the unconfirmed employee to another division or related company
within the UOA Group instead of releasing the unconfirmed employee from his/her
services. Under such circumstances, the unconfirmed employee shall commence
his/her probation period effective from the date of transfer and the clause herein shall
apply.

An employee shall remain a probationer until he/she is confirmed of his/her

employment in writing.

1.8 TERMINATION NOTICE

a. During the probation period or any extended probation period, employment may be
terminated by either party giving the following required period of notice or salary in
lieu of such notice unless otherwise stated in the letter of appointment.

During Probation

Category Notice of Termination

Assistant Managers and above 1 week
Executive, Officer and Technical Staff 1 week (office) and 24 hours (Site)
Other Employees 24 hours
Security Guards 24 hours
Chargeman BO & Above 1 week

b. Upon confirmation, the employment may be terminated by either party giving the
other party the following required period of notice or salary in lieu of such notice:-

Upon Confirmation of Employment

Category Notice of Termination

Assistant Manager and above 1 – 3 months
Executive, Officer and Technical Staff 1 – 2 months
Other Employees 1 month
Security Guards 1 month
Chargeman BO & Above 1 month

c. It is the policy of the Company that outstanding leave(s) of any nature shall not be
used to shorten the notice period as stated in the letter of appointment.

d. The above termination notice during probation and after confirmation of

employment may vary by companies and positions, employee should refer to their
letter of employment as final.

1.9 RESIGNATION

All letters of resignation must be addressed to the Head of Department with a copy
extended to the Human Resources Department.

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Employee Handbook: Last Revision 1st October 2021
 A resigning employee must observe the following procedure before leaving the
Company:-

a) Attend an exit interview with either the Head of Department or the Head of Human
Resources (if requested to).
b) Perform proper hand-over of work to his/her superior as directed by the Head of
Department in accordance to the time schedule as set out by the Superior or Head
of Department.
c) Return all properties of the Company under his/her custody, including:-
i. Uniform, helmet, beret, scarves, whistles, baton, shoes, vest and others
ii. Hand phone, SIM card, manual and others
iii. Vehicle, car keys, manual, maintenance booklet
iv. Petrol fleet card
v. Parking disc/card
vi. Security access card
vii. Unutilised business name cards
viii. Office keys
ix. Hostel keys
x. Camera
xi. Laptops
xii. Tool Kits
xiii. Password to computers, files, worksheet, access to folders and others to the
Head of Department
xiv. Stationaries
xv. All files and records
xvi. Any other materials

Employees must settle all traffic summonses, town council summonses, fines and
others in relation to the company vehicles being used by the said employees during
their tenure of employment.

Final settlement of an employee’s pay will not be made until all items are returned in
good working condition, evidence of payment of fines and summonses produced and
the procedures fulfilled. The cost of replacing non-returned items, making good items
and unsettled fines and summonses shall be deducted from the employee’s final
paycheck. Any outstanding financial obligations owed to the Company will also be
deducted from the employee’s final paycheck.

1.10 TRANSFER, REDESIGNATION & REASSIGNMENT

During their service with the Company, employees may be transferred, re-designated
and reassigned to any location or department within the Company whether on a
temporary or permanent basis as the Company deems fit and proper from time to time
and all such decisions of the Company shall be final and binding on all parties.

An employee who refuses to go on transfer and/or fails to report to the new place of
work on the stipulated date and time as directed by the Company for any reason(s)
whatsoever shall be subjected to stern disciplinary action, including summary
dismissal, by the Company.

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1.11 AGE OF RETIREMENT

An employee shall retire upon attaining the age of sixty (60) that is on his/her 60th
birthday.

The Company may extend the service of the employee beyond his/her retirement age
with his/her consent on a contract basis for approximately six (6) months, at the sole
and absolute discretion of the Company. The tenure may be shorter or longer, as
deemed necessary by the company and such contracts will expire on either 30th June
or 31st December of each year for ease of administration.

The contract of service after retirement shall be subject to the employee being certified
medically fit by the appointed panel doctor of the Company.

1.12 RESTRAINT

An employee, during his/her working hours is required to devote all his/her whole time,
focus, attention and skills solely for the business of the Company and shall not without
prior written consent of the Company be involved in any other business or be
concerned or interested in any other business of a similar nature to or competitive with
the business carried out by the Company or in business solicitation or take benefit of
any kind from any party directly or indirectly pertaining to the nature of his/her work.

1.13 CONFIDENTIALITY & SECRECY

During his/her tenure of employment, an employee shall not disclose any secrets,
transactions, knowledge or information of a confidential nature concerning the affairs
of the Company to any third party. Information deemed confidential includes the
following:-

• Financial information
• Marketing strategies
• Project sales pricing
• Purchaser, tenants and occupants information
• Sub-contractor pricing
• Supplier pricing
• Contracts under negotiation
• Tender information
• Payroll records

Employees who improperly use or disclose confidential information will be subject to

disciplinary action, including termination of employment and legal action, even if they
do not actually benefit from the disclosed information.

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1.14 NON-DISCLOSURE CLAUSE

The employee shall agree and undertake that he/she shall at all times, notwithstanding
any termination or cessation of his/her employment with the Company or the UOA
Group, hold in strict confidence and shall not divulge or communicate to any person
(other than those with proper authority from the Managing Director/Director) any
information relating directly or indirectly to his/her employment except unless such
information has become available in the public domain through authorised disclosure
or dissemination thereof by the Company or as approved in writing by the Managing
Director/Director and will use such confidential information for no purpose other than
for the purpose of his/her employment or any other purposes as approved by the
Managing Director/Director in writing.

1.15 PAYMENT OF WAGES

All full-time confirmed employees will be paid on a monthly basis on the 1st day of the
following month and all wages will be banked into the bank account of the employee
with the assigned banker by the Company. Cheque payments, if applicable, will not
under any circumstances be given to any person other than the employee.

Certain resigning employees who are serving their last month of notice of termination,
employees with disciplinary problems, and certain categories of employees under
probation shall be paid by the 7th of the following month.

1.16 DISTRIBUTION OF MONTHLY PAYSLIPS

Individual payslips for each employee shall be prepared either in electronic format
(ePayslip) or manual hardcopy for site and security personnel.

The ePayslip can be downloaded from the Company’s E-Payslip Portal:

http://eleave.uoadevelopment.com.my/public/signin.aspx

1.17 BONUS AND INCREMENT

a) Bonus and increment will be given solely at the discretion of the Company and will
be based on Company’s performance and merit of the employees.

b) Bonus is applicable to confirmed employee only and will be based on the average
salary received during the year.

c) Bonus declared will automatically be forfeited should the employee tenders his/her
resignation, terminates or leaves the Company irrespective of reasons before the
scheduled date of bonus payment.

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1.18 NEW EMPLOYEE ORIENTATION

Orientation is a formal welcoming process that is designed to make new employees

feel comfortable, provide them with information about the Company and the UOA
Group and prepare them for their position. New employee orientation is conducted by
a Human Resources representative, which includes an overview of the activities of
UOA Group, an explanation of the core values, vision, mission, goals and objectives
of the Group.

The Superior or Head of Department, as decided by the Head of Department shall brief
the employee on the reporting structure, expectation, scope of work, department team
works, inter-departmental co-ordination as well as work methodology and procedures.

In addition, the orientation programme cover safety and health, induction and using
social media responsibly.

1.19 PERFORMANCE MANAGEMENT SYSTEM (PMS)

It is compulsory for all employees to participate in the Company’s Performance

Management System where employee’s performance is measured based on job
competencies, key performance indicators and target for the year in review.

The PMS cycle is divided into three stages as follows: -

• Stage 1: Annual Planning at the beginning of the year

• Stage 2: Mid-year review at the end of June each year
• Stage 3: Year-end review at the end of December each year

The Company encourage all managers to maintain ongoing discussions with their
employees to ensure clarity about performance expectations and that the employees
are provided with the right support to achieve their goals.

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Employee Handbook: Last Revision 1st October 2021
Section 2

Leaves and
Holidays

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Employee Handbook: Last Revision 1st October 2021
2.0 LEAVES & HOLIDAYS

2.1 PUBLIC HOLIDAYS

Employees shall be entitled to all public holidays gazetted for the Federal Territory of
Kuala Lumpur or State Government in which they are stationed.
However, the Head of the Security Department shall select only eleven (11) days public
holidays per annum as stipulated in the Employment Act for the Security Guards and
Auxiliary Police personnel. The list of selected Public Holidays of the following year
shall be communicated to all employees by end of each year.

2.2 ANNUAL LEAVE

a) The number of days of annual leave entitlement as stipulated in the respective

letters of appointment of the employees shall be based on the length of service.

b) All leave utilization by employees are to be planned so as not to coincide with other
colleagues’ leaves and should be applied at least one (1) week in advance.

c) Employees under probationary period are not entitled to any annual leave, and any
leave taken shall be deducted from his/her salary as no paid leave.

d) Upon confirmation of employment, the annual leave entitlement of the employee

shall accrue on a prorated basis from the date of his/her commencement of
employment.

e) All leave applications shall be submitted through our E-Leave system in accordance
to the procedures and levels of approval.

f) When an employee commences his/her leave without ensuring that it has been
approved, the said employee shall be deemed as being absent without leave and
such absence shall be considered as emergency leave. If an employee failed to
submit supporting document for his/her emergency leave after return to work,
he/she will liable for disciplinary action.

g) The confirmed employee is only allowed to utilise his/her earned leave and may be
allowed to apply for up to a maximum of three (3) days advance leave subject to the
approval of the Head of Department.

h) It is compulsory for all staff to utilise their annual leave before the end of the year of
which the staff entitle to. In the event the staff are unable to utilise their annual leave
before the end of the year, their annual leave shall be forfeited. While we
acknowledge the provision of the Employment Act 1955 towards the staff who are
governed by the Act, we encourage them to also utilise their annual leave before
the end of the year.

i) The Company reserves the right to deduct annual leave for all employees not
covered under the Employment Act 1955 in the event of a business or operational
closure, including during extended festive seasons. Employees who do not have
sufficient annual leave will be placed on unpaid leave for the duration of the closure.
Probationary employees may be permitted to take advanced leave, subject to the
Company’s discretion.

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2.3 EMERGENCY LEAVE

a) Emergency leave is leave that has not been applied for in advance. Examples of
emergency leave are sudden illness, death of close relative, accidents, fire or flood
which affects the employee, his/her property and belongings. In the event the
employee needs to go on emergency leave, the employee has to notify the Head of
Department and Human Resources Department via telephone calls, SMS,
WhatsApp, or any other acceptable mode of communication.

In addition, the employee has to inform the Head of Department the nature of the
emergency. Where the Head of Department is of the view that the situation is not
an emergency, he/she can decline the application and require the employee to
report for work.

Where the employee fails to report for work under such circumstances, he/she shall
be treated as being absent without leave and such absence shall be subject to
disciplinary action.

b) Upon returning to work, the leave application must be submitted as a formal record.

c) The employee is required to state the nature of the emergency in his/her leave
application together with the relevant supporting documentation (if applicable).

2.4 NO PAY LEAVE

a) The Management does not encourage employees to take No Pay Leave and the
Head of Department is to take extra caution when granting such No Pay Leave.

b) An employee has to apply for no pay leave in writing and supported by reasons if
the duration of the no pay leave exceeds one (1) week and the approval of the Head
of Department must first be obtained before going on leave.

c) No Pay Leave is granted solely at the discretion of the Management and once
approved, the official application must be forwarded to the Human Resources
Department for record and necessary action.

d) Only in exceptional circumstances will no pay leave in excess of one (1) month
either as a single period or several shorter periods be entertained.

e) During the no pay leave period, for periods of one (1) month or longer, all benefits
that are granted to the employee will be withheld (suspended) until the employee
resumes work. Annual leave entitlement shall be prorated accordingly.

f) Public holidays, off days and rest days within the stretch of no pay leave shall be
treated as no pay leave and not as paid leave.

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2.5 ABSENCE

a) Absence without prior consent, approval or without reasonable excuse is viewed as

misconduct and shall warrant disciplinary action.

b) An employee who is absent from work for more than two (2) consecutive working
days is deemed to have breached his/her contract of service with the Company if:-

i. The employee did not obtain prior approval for leave or does not have a
reasonable excuse for his/her absence.
ii. The employee did not inform or attempt to inform his immediate superior or the
Human Resources Department prior to or at the earliest opportunity during such
absence.

c) Where an employee is absent from work for more than two (2) consecutive working
days, all correspondences relating to his/her absence, employment status,
termination or dismissal and others which is sent via AR Registered mail to the
employee’s last known address shall be deemed to have been served on the
employee concerned.

d) ABSENCE IMMEDIATELY PRECEDING AND SUCCEEDING A PUBLIC

HOLIDAY

An employee who absents himself/herself from work on the working day

immediately preceding or immediately succeeding one or more consecutive public
holidays or any day(s) substituted therefore without prior consent of his/her Head of
Department shall not be entitled to any holiday pay for such holiday or consecutive
holidays unless he/she has a reasonable excuse for such absence.

2.6 SICK LEAVE

a) You shall be entitled to paid sick leave of not exceeding in the aggregate of 14 days
in each calendar year for the first two (2) years of service and after two (2) years of
service, the entitlement is in accordance to Section 60F of the Employment Act
1955. All sick leave is subject to the production of a medical certificate from any of
our panel doctors or government medical authorities.

b) An Employee shall be entitled to sick leave on the production of a medical certificate

from any of the panel doctors of the Company, government medical authorities or
Specialist Centres/Hospitals.

c) In case of sickness, it is the responsibility of the employee to notify his/her Head of

Department and the Human Resources Department before 8.30 am or 9.30 am
(depending on start work hour) of the day of absence and on each further day of
such absence.

Where an employee who absents himself/herself on sick leave but without

informing or attempting to inform his/her Head of Department and/or the Human
Resources Department of such leave within forty eight (48) hours of the
commencement of such leave, the employee concerned shall be deemed to absent
himself/herself from work without permission and without reasonable excuse for the
days on which he/she is so absent from work.

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 d) The employee, upon his/her return to work shall produce the medical certificate to
his/her Head of Department for verification before forwarding it to Human
Resources Department for record.

e) If employee falls sick during their annual leave, the annual leave shall be cancelled
if medical certificate from the panel doctors of the Company, government medical
authorities or Specialist Centres/Hospital can be produced.

f) If hospitalization is necessary, the employee shall be entitled to sixty (60) days in

the aggregate in each calendar year inclusive of sick leave already taken.

2.7 COMPASSIONATE LEAVE

A confirmed employee shall be granted paid compassionate leave at any one time in
any calendar year, non-cumulative on the following occasions:-

Event Days

Death of employee’s immediate family: Three (3) consecutive working

Parents, spouse and children days

a) The employee has to notify both the Head of Department and Human Resources
Department on his/her absence and reason of the absence.

b) Immediately upon returning to work, the employee has to submit his/her leave
application and attach with a copy of the Death Certificate for the Head of
Department to verify before forwarding to Human Resources Department for record.

2.8 MARRIAGE LEAVE

Confirmed employee shall be granted marriage leave of three (3) consecutive working
days for his/her first marriage.

A copy of the marriage certificate has to be attached with the leave application in order
to qualify for such leave.

2.9 MATERNITY LEAVE

a) The Company shall grant female employees, paid maternity leave up to sixty (60)
consecutive days inclusive of rest days and public holidays provided:-

i. She has worked with the UOA Group at any time in the four months immediately
before her confinement and for a period of, or periods amounting in the
aggregate to, not less than ninety (90) days during the nine months immediately
preceding her confinement.
ii. She has less than five (5) surviving children at the time of confinement.

b) Such leave may commence from any day within the period of 30 days prior to
confinement.

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Employee Handbook: Last Revision 1st October 2021
 c) A female employee who is going on maternity leave is required to fill up the
Maternity Leave Form not less than two (2) months prior to the date she desires to
commence her maternity leave, seek approval from her Head of Department and
submit the form to Human Resources Department for record and manpower
planning.

d) An employee who fails to resume duty on the expiry of the maternity leave without
notification and recommendation from the doctor will be deemed to have terminated
her employment without notice.

2.10 PATERNITY LEAVE

a) The Company shall grant one (1) day paid paternity leave for all married male
employees to attend to their spouse’s confinement subject to the births of the first
three (3) children from their first legal marriage only.

b) Such leave shall commence on the date the employee’s spouse give birth.

c) Employee must produce the proof of birth of their child as supporting document
immediately upon returning to work.

2.11 EXAMINATION LEAVE

Confirmed employee shall be granted three (3) working days as Examination Leave
with the following conditions:-

a) The confirmed employee must have completed at least one (1) year’s service with
the Company on the date of Exam.

b) The course of study must be related to the employee’s current job.

c) Applicable only if actual examination day falls on working day.

d) Applicable for first (1st) attempt and one (1) subsequent re-sit.

e) Application must be made two (2) weeks in advance with examination schedules
and details.

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Employee Handbook: Last Revision 1st October 2021
Section 3

Benefits

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Employee Handbook: Last Revision 1st October 2021
3.0 BENEFITS

3.1 MEDICAL BENEFITS

a) Outpatient Medical Benefit entitlement per annum

Category Medical Claim Dental Claim

Assistant Manager and above RM1,500 RM150
Executive and Officer RM1,200 RM150
Non-Executive and below RM900 RM150

b) Family Medical Benefit for Confirmed Employees per annum

Category Family Medical Claim

Assistant Manager and above RM1,000 per family
Executive and Officer RM800 per family
Non-Executive and below RM600 per family

The Family Medical Benefits cover only for employees’ non-working spouse and
non-working children aged 21 and below.

3.2 PANEL CLINICS

All employees who are entitled to the medical expenses benefit within the network of
the medical provider in Malaysia by using your Identity Card for outpatient medical
consultation and treatment subject to the annual limit set by the Company.

Employee may obtain a copy of the list of panel clinic from your respective department
or download a copy from the UOA internal web portal.

UOA Internal Web Portal:

http://iportal.uoa.local/

This cashless medical benefit is for outpatient treatment within Klang Valley only and
does not cover specialists, government hospitals and clinics in Malaysia and overseas.
Outstation panel clinic expenses reimbursable with original receipts.

3.3 INSURANCE

The Company provides all confirmed employees with the Group insurance coverage
during their tenure of service through an Insurance Company appointed by the UOA
Group.

Group Hospitalisation & Surgical Insurance Plan

All confirmed employees, with the exception of employees of security operation

department, are covered on a twenty-four (24) hours basis under the Group
Hospitalisation & Surgical Insurance with Plan(s) in accordance to their categories as
stated in the insurance policies and schedules.

Information on the insurance coverage is in the UOA staff internal web portal.

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Employee Handbook: Last Revision 1st October 2021
3.4 STATUTORY CONTRIBUTIONS

a) Employees Provident Fund (EPF), Employment Insurance Scheme (EIS) &

Social Security Organisation (SOCSO)

Monthly contributions to the Employees Provident Fund, Employment Insurance

Scheme and Social Security Organisation shall be made in accordance to the
prevailing legislation requirements.

b) Income Tax

The employee shall be solely responsible for the payment of all personal taxes
and other governmental duties and levies payable in Malaysia resulting from
his/her employment with the Company, including tax payable on his/her earnings
and any taxes arising out of benefits provided to him/her.

The Company may, in accordance with the tax laws of the Country, deduct
scheduler tax or withhold such portion of the sums due to the employee hereunder
for the purposes of satisfying such tax liabilities.

3.5 MARRIAGE GIFT

Upon receiving the marriage certificate of the employee, the Human Resources
Department will prepare payment as follows:-

Category Marriage Gift

Executive and above RM500

Non-Executive RM200

3.6 BABY GIFT

The Company shares the happiness of the new born child of the employee and a baby
gift shall be arranged and delivered to the employee on the birth of his/her first (1st)
child.

The value of the gift shall be as follows:-

Category Baby Gift

Executive and above RM150

Non-Executive RM150

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Employee Handbook: Last Revision 1st October 2021
3.7 LONG SERVICE AWARD

Long Service Awards will be awarded to eligible employees with good track record who
have served the UOA Group loyally and diligently.

At present, we have two (2) categories of award, that is, ten (10) years and fifteen (15)
years of service.

The Award is in kind with a letter of commendation to be presented during the UOA
Annual Dinner. Eligible employees will be informed by the Human Resources
Department accordingly.

3.8 SPORTS AND RECREATIONAL ACTIVITIES

To promote healthy lifestyle and enhance well-being of our UOA community, the Group
provides a Sports and Recreation Centre located at level 33A of our UOA Corporate
Tower equipped with Exercise Hall, Gym Room, Games Room, Entertainment Room
and others.

The sports and recreational activities are organised by the Sports & Recreational
Committee. Evening classes held on weekdays, for example, yoga, line dancing, tai
chi and others are fully subsidised by the Company.

The Recreation Centre is an ideal place for employees to relax, an opportunity to get
to know other colleagues better, foster closer team spirit and co-operation besides
having fun together during break time and after working hours.

Employees are encouraged to participate in the activities provided at least once a

week.

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Employee Handbook: Last Revision 1st October 2021
Section 4

Others

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Employee Handbook: Last Revision 1st October 2021
4.0 OTHERS

4.1 WORK ATTIRE

a. Employees should take pride in their personal appearance and looking smart not
only enhances your personality but also enhances the image of the Company. A
professional appearance is important at any time that you come in contact with
customers or potential customers. Employees should be well groomed and
dressed appropriately for our business meetings as representatives of our
Company.

Uniformed employees should always look smart and clean at all times.

b. The following items are considered inappropriate working attire for the Company:-
• Sneakers
• Slippers
• Shorts
• Hot pants
• Short sleeve shirts (for men)
• Round collar T-shirts
• Faded jeans
• Short skirts and dress with hemlines above mid-thigh or at the upper thigh
• Spaghetti-strapped shirts
• Tank tops or revealing shirts
• Sheer clothing
• T-shirts with inappropriate or offensive gestures or advertising

c. When meeting with business associates, consultants, clients, customers, potential

clients or potential customers, the dress code must be more business-oriented.
Appropriate attire includes:-

For Men : Long sleeve shirt and pants with ties

For Ladies : Blouse/shirt with slacks/skirt or suit

Dress

d. Consult your supervisor if you have any questions about appropriate business
attire.

4.2 ATTENDING TRAINING/SEMINAR/WORKSHOP

Approval must be sought from the Superior or Head of Department before any
employee registers himself/herself for any external seminar/workshop/training which is
conducted during working hours (regardless of whether they are complimentary or non-
complimentary in nature). Such seminar/workshop/training must be related to his/her
job). Notification must be sent to Human Resources Department before the date of
the seminar/workshop/training to enable Human Resources Department to record the
employees’ attendance.

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Employee Handbook: Last Revision 1st October 2021
4.3 MILEAGE CLAIMS

a) For approved travel for work, employees using their own vehicle and are not
receiving a fixed monthly traveling allowance, shall be entitled to mileage claims
based on the rate of 60 cent per km for motor vehicles and 20 cent per km for
motorcycles. The Management reserves the right to review and change the rate
from time to time, such changes of which will be advised to employees where
appropriate.

b) The table for mileage claims on road distances between UOA projects and
buildings in kilometres can be obtained from the UOA staff internal web portal.

c) The purpose of the mileage claim is to reimburse for fuel consumption as well as
to contribute towards the maintenance of the personal vehicle.

d) For toll charges and parking fees on official work purposes, original official receipts
must be produced for claims purposes.

4.4 USAGE OF VEHICLES OF THE UOA GROUP

a) Subject to availability of the spare vehicles of the Company in the pool, the
employee who has to carry out official duty may request the use of it.

b) In obtaining the authorisation for keys and procedures, please refer to the
personnel in-charge of Company vehicles.

4.5 COMPANY VEHICLE

An employee who is authorised to drive a Company vehicle must observe the following
conditions:-

i. The employee must be in possession of a valid driving license or valid commercial

driving license for specific vehicles.
ii. The vehicle must be kept in good running condition and in a presentable state.
iii. Although the vehicle is maintained by the Company at its own expense, any costs
arising from negligence or misuse of the vehicle shall be borne by the employee
concerned.
iv. Fines and summonses imposed by the relevant authorities shall be borne by the
employee concerned. To avoid this, all traffic rules and regulations must be
observed.
v. In the event of an accident, the Administration/Accounts Department must be
informed within 24 hours. Where necessary to process insurance claims, a police
report must be lodged within 24 hours of accident. Where damage is severe and it
is not possible to drive the vehicle, it must be towed to the manufacturer’s workshop
or other workshops authorised by the insurer.
vi. The vehicle must not be lent to any third party.
vii. Precaution must be taken to prevent the loss of the vehicle and its contents. Do not
park in unsafe areas.

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Employee Handbook: Last Revision 1st October 2021
4.6 INTERNET USE

Employees are allowed to use the internet and email facility when necessary in order
to perform their jobs and to serve our customers and to conduct the Company
business.

Use of the internet must not disrupt the operation of the Company computer network
and must not affect employee productivity. Employees are responsible for using the
internet in a manner that is ethical and lawful.

Internet message are public and not private. The Company reserved the right to
access and monitor all files and messages on its system.

4.7 COMPANY ASSETS/PROPERTIES

In the course of their work, employees may be assigned company

assets/properties/facilities such as laptops, desktop computers, internet access,
company cars, petrol cards, mobile phones and others.

Employees who are assigned such company assets/properties/facilities should ensure

that they are properly taken care off and that there should not be any abuse of such
assets/properties/facilities assigned.

4.8 SAFETY AT WORKPLACE

The Company provides information to employees about workplace safety and health
issues through regular internal communication. Each employee is expected to obey
safety rules and exercise caution and common sense in all work activities. Employees
must immediately report any unsafe conditions to their supervisor. Employees who
violate safety standards, cause hazardous or dangerous situations or fail to report,
where appropriate, may be subject to disciplinary action including dismissal after due
inquiry process.

4.9 VISITORS AT WORKPLACE

To ensure the safety and security of employees, visitors and facilities at the Company,
only authorised visitors are allowed in the premises of the Company as designated by
the Management of the Company. Restricting unauthorised visitors helps to maximise
security, to minimise insurance liability, to protect confidential information, to safeguard
employee welfare and to prevent any potential distractions and disturbances.

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Employee Handbook: Last Revision 1st October 2021
Section 5

Disciplines

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Employee Handbook: Last Revision 1st October 2021
5.0 DISCIPLINES

5.1 GRIEVANCE PROCEDURES

a) If an employee has a grievance, he/she should consult his/her Superior, and the
Superior shall endeavour to resolve the problem within three (3) working days.

b) Where clarification or resolution is not obtained, he/she should outline in writing the
reasons of dissatisfaction and proceed to the next level of management within
three (3) working days.

c) If he/she is not satisfied, then, the grievance shall be referred to the Human
Resources Department to arrange for a formal Grievance Committee Hearing.

It is intended for all grievance(s) to be resolved within two (2) weeks of its occurrence
and each grievance should ideally be resolved at the lowest level possible.

5.2 DISCIPLINARY PROCEDURES

a) If an employee is charged with having committed an act of misconduct, the

following procedures will be adopted:-

i. The immediate Superior shall bring to the attention of the Head of Department
who will decide whether it is a major or minor misconduct.

ii. A meeting will be held with the employee concerned to resolve minor act(s) of
misconduct while a show cause letter will be issued for alleged act(s) of major
misconduct.

iii. For acts of misconduct that is considered as very serious, the employee may be
suspended pending a domestic inquiry to be held against the employee
concerned.

b) Where an employee is suspended for the purpose of an inquiry, the employee shall
be paid half his basic salary for the initial two weeks of his suspension and
thereafter, he shall be paid his full basic salary. Provided that if the inquiry does
not disclose any misconduct on the part of the employee, the Company will restore
the full basic salary withheld.

c) During the period of suspension, for the purpose of inquiry, the employee may be
notified in writing to report to his normal place of work on such days and at such
times during working hours as may be required to enable the Company to carry
out the inquiry.

d) An employee who has been suspended from duty and who has been issued with
property and equipment belonging to the Company shall return such property and
equipment when expressly requested to do so.

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Employee Handbook: Last Revision 1st October 2021
 e) The Management may on the grounds of misconduct inconsistent with the
fulfilment of the express and implied conditions of the employee’s service, after
due inquiry: -

i. Dismiss the employee without notice.

ii. Downgrading the employee to one level below his/her existing position with
salary revision commanding the new position.

iii. Impose any other lesser punishment, as the Management deems just and fit.

f) All disciplinary letters issued and served on an employee must be duly

acknowledged by the employee concerned. Where the employee concerned
refuses to acknowledge such letter, further disciplinary action will be taken against
the employee concerned.

Under such circumstances, the superior who is serving the letter on the employee
will note on the letter of the employee’s refusal to acknowledge and obtain the
signature of a witness to confirm such refusal. Once this is done, the letter is
deemed served.

g) Verbal warnings

Verbal warnings will only be meted out to employees in instances of minor

misconducts. Where the misconduct is deemed to be serious in nature, a show
cause letter will be issued to the employee concerned.

All verbal warning(s) together with other form(s) of disciplinary actions or

punishments will be taken into consideration for the purposes of determining
eligibility for increments, bonus, promotions, company trips, service awards as well
as other entitlements and benefits awarded from time to time.

5.3 MISCONDUCTS

The work rules and standards of conduct of the Company are important and the
Management regards them seriously. All employees are urged to understand and
familiarise themselves with these rules and standards. In addition, employees are
expected to adhere to the rules and standards whilst performing their assigned tasks
and conducting the Company’s business.

Append below are a list of conducts that are considered unacceptable in the workplace.
Please note however, that the list is not exhaustive and summarises examples of
misconducts that includes but not limited to:-

• Reporting for work intoxicated or under the influence of alcohol or illegal drugs
• Falsifying/altering/deleting records of any nature
• Theft, fraud, dishonesty or attempted theft
• Insubordination/refusing to obey instructions from Superiors
• Gambling within the premises of the Group
• Clocking in/out of another employee’s punch card or request another employee to
punch his/her card on his/her behalf
• Clocking in but not at the work place during working hours

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Employee Handbook: Last Revision 1st October 2021
 • Destruction or defacing the property of the Group
• Fighting within the premises of the Group
• Using abusive or threatening language or rude behaviour
• Conviction/imprisonment for any criminal offence
• Improper behaviour within the premises of the Group
• Failure or refusal to be searched when required by authorised personnel of the
Group
• Conflict of interest
• Possession of any lethal weapon on the premises of the Group
• Smoking in non-smoking areas of the premises of the Group
• Leaving the work place without authorisation or approved leave application
• Reporting late for work or leaving early from work
• Persistent absenteeism
• Permitting outsiders/family members to enter and stay on in the office/work station
without authorisation
• Sleeping while on duty
• Disobeying safety and security regulations
• Instigation of any nature against fellow colleagues, superior, head of department or
the Company
• Involvement in unlawful activities such as drug abuse, gangsterism and others
• Driving Company’s vehicle without permission and/or driving without a valid driving
license
• Any act that shows disruption of work
• Sexual harassment of any nature whether physical, verbal, gesture or any implied
manner
• Any false material or statement declared in the “Application for Employment” form
• Any act that tarnishes the image of the Group and/or affects the morale of the
employees
• Receiving “kick-back” or commission from outside sources
• Failure to follow the policies or procedures of the Group resulting in loss by the
Group
• Act of sabotage
• Surfing the internet for purposes other than business; viewing or accessing website
for explicit contents such as pornography, movies, shopping, playing games,
download songs/videos, online chatting and others.
• Laziness resulting in failure to fulfil his/her duties
• Absence without notice/leave
• Unauthorised use of telephones or other equipment
• Unauthorised disclosure or divulging of business or trade secrets or confidential
information to third parties
• Violation of Human Resources policies
• Unsatisfactory performance or conduct
• Soliciting of business during working hours
• Abuse of power and position
• Criminal breach of trust
• Abuse of medical claims
• Abuse of petrol card
• Attending to personal matters during working hours

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Employee Handbook: Last Revision 1st October 2021
5.4 SUBSTANCE ABUSE

The Company is committed to provide a safe and productive workplace for its
employees. In keeping with this commitment, the following rules that guide alcohol
and drugs abuse have been established for all employees, regardless of rank and
position, including permanent and temporary employees. The rules apply to all
employees during working hours while they are on Company premises or elsewhere
on Company business.

• The manufacture, distribution, possession, sale or purchase of controlled

substances of abuse on the property of the Company (including all Company owned
or leased property used by employees) is prohibited.
• Being under the influence of illegal drugs, alcohol or substances of abuse on the
Company property is prohibited.
• Working while under the influence of prescription drugs that impair performance is
prohibited.

Any violation of the above shall render an employee liable to disciplinary actions.

5.5 TOBACCO PRODUCTS

The use of tobacco products is not permitted anywhere on the Company premises
except in authorised and designated locations. Employees must follow all rules posted
in designated areas and adhere to all policies associated with this policy.

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Employee Handbook: Last Revision 1st October 2021
 ACKNOWLEDGEMENT

I, ___________________________________NRIC
Khairol Amry Bin Shohaimy No.__________________
941110-14-5775
have read, understood the contents and acknowledged receipt of a copy of this
Employee Handbook. I agree to abide to the terms and conditions stated
therein.

_________________________
Signature

Designation : Human Resources Executive

Company : UOA GROUP

Date :
04/04/2025

The Management reserves the right to amend, add or delete the contents of the
Employee Handbook from time to time.

Please sign and return this acknowledgement page to the Human Resources
Department for records.

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Employee Handbook: Last Revision 1st October 2021