Vehicle Policy Entitlem ent: The Jupiter Drawing Room (Cape Town) provides car allowances where it is a necessity for the employee to do his/her job. I.e. essential users as Client service employees, heads of departments. • • •
Car Allowances are built into an employee’s gross cost to company remuneration package and the allowance is based on the law governing the amount payable on his/her current vehicle. Car Allowances are calculated based on the position in The Jupiter Drawing Room (Cape Town) and distance travelled. Car allowances will be reviewed regularly, or when an employee is promoted or for other reasons at the discretion of Management or the Board of Directors.
Insurance Employees are responsible for insuring their own vehicles and the company will accept no liability for loss or damage of such vehicles. Use of private vehicles on Com pany business
• All employees who use their own vehicles or company vehicles for business purposes must be in • • • •
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possession of a valid drivers licence. The company will refund the employee per kilometre travelled at the rate of R2.10 per kilometre. Petrol claims should be submitted on a general expense claim form and authorised by the respective manager. Where an employee departs from home to the destination, the distance travelled will be calculated on the shorter distance between home to destination and workplace to destination. Repairs and maintenance are to be paid by the employee. Should an employee also receive a travel allowance any petrol claims will be taxed as a travel allowance according to the Income Tax Act.
Use of Com pany owned vehicle(s) on Company business •
Should an employee be required to use the company vehicle on company business, he or she should obtain prior authorization from his or her department head.
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Employees are to record kilometres in the logbook. Employees are to check the condition of the vehicle and report any damage or problems prior to commencing the journey. Keys must be returned promptly to the relevant person.
Traffic Fines • •
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Employees / drivers of company vehicles are responsible for operating their vehicles in a lawful manner. Traffic fines arising from traffic violations are for the employees’ own account and must be settled without delay. In the event that a driver does not settle the fine promptly, his/her Head of Department or Manager may authorise payment of the traffic fine. Such outlay will be treated as an advance and the amount will be deducted from any remuneration payable to the employee.
Licence Endorsement
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If, as a result of a criminal charge, a driver’s licence is endorsed resulting in the driver being unable to perform his/her duties, it is the responsibility of the individual concerned to ensure that they are able to perform their normal business duties.
Travel Policy Air travel
• All local travel involving air flight, car rental and/ or hotel accommodation should be authorised by the
employee’s immediate superior prior to incurring such an expense. All international business travel must receive prior authority of the Managing Director.
• In both instances, the order should be placed through the company and booked by the company’s official representatives in this regard.
• Known travel plans should be booked as far in advance as possible through Anthea Ross(International) or Tracey Samela(Local).
Meal Allowance and other allowances •
Expenses should be settled directly by the employee and claimed back from the Company after the trip.
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Keep all receipts.
• An employee will receive a daily allowance of up to R200 per day (incl. VAT) for local business travel i.e. travel in SA, including Namibia and Botswana. When the employee is conducting business internationally and not for holiday purposes, the following daily allowances will apply: • UK: 50pounds per day • Europe: 75Euro's • US: 100 dollars
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This policy excludes the Cannes Advertising Festival where other provisions apply.
Car Hire •
All staff utilising rented vehicles must NOT obtain insurance. The Group’s insurance cover covers this.
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Entertainment Policy
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The Jupiter Drawing Room (Cape Town) recognises the need to entertain clients for various purposes. The Company, however, expects that such entertainment is relevant, tasteful and within budget. All expenses should be reclaimed from the company through completion of an Expense Claim Form.
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The Jupiter Drawing Room (Cape Town) also acknowledges the need to provide from time to time refreshments and/or lunches for bona fide working groups of staff members within the offices. The costs of such will be borne by the relevant department.
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Any entertainment or staff functions require the approval of a Director prior to arrangement of the function.
Retirement Policy •
The official retirement age up to and including management level is 60 years.
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Retired staff may be retained by the company on a twelve-month contract basis, which will be reviewed annually.
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The company has the option, at its expense, to call for a medical report prior to agreeing to the continuance of employment.
Personal loans Policy It is company policy to discourage the lending of money to its employees. The granting of all personal loans will be subject to:
• Loan applications, without exception, to the maximum value of an employee's monthly gross salary. This facility is not available for loans less than R500-00.
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The following criteria: The purpose for which the loan is required. Extent of existing unpaid loans Level and salary of the employee Length of service Applications should be made to the Finance Director, whose decision is final.
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Interest will be charged according to the prime overdraft rate on any loan more than R20,000 not repaid within the same financial year.
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All loans more than R3,000 will be taxed as a fringe benefit according to the Income Tax Act.
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The recovery of the loan is to be made by regular deductions from the employee's monthly remuneration commencing the next pay period after the loan has been granted. On termination of service, the full outstanding amount will fall due for repayment.
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Loans must be repaid within an agreed period from when the loan was granted. This period will not exceed twelve months.
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A new loan may not be granted until the current loans have been repaid in full.
• Only employees having completed their three (3) month probationary period with the company will be eligible for applying for personal loans.
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Employees are forbidden from lending money to each other. The Jupiter Drawing Room (Cape Town) will not be responsible for nor get involved in the recovery of such monies.
Circum stances that would justif y the granting of personal loans: • • • •
Certain Industry related courses / studies (Prior approval from a Director as well as the HR Manager must be obtained for any educational assistance - see relevant policy) Repair to essential equipment e.g. motor vehicle Emergency situations such as death in the immediate family e.g. travel to funeral Management’s discretion on the validity of the reason.
Training and Education Assistance Policy
It is our policy to encourage an employee’s pursuit of further education or industry-related training programmes that will enhance the employee’s ability to do his/her current job or future job within The Jupiter Drawing Room. The company complies with the Skills Development Act and submits annual Workplace Skills Plans to the MAPPP Seta. With further education and industry-related training programmes, we refer to the following:
Any training courses relevant to the Advertising Industry Attendance to Industry related conferences (e.g. Adfocus, Design Indaba, etc) Attendance to Industry related advertising festivals (e.g. Cannes, Loeries, etc) Any other training programmes or seminars that applies to our business
Our Training objectives and goals are detailed in our Workplace Skills Plan and complies with the Skills Development Act No. 97 of 1998. The Jupiter Drawing Room has registered a Workplace Skills Facilitator with our SETA (MAPPP – Media, Advertising, Printing, Publishing & Packaging) who will administer and implement our Workplace Skills Plan. The granting of all training programmes or education assistance loans will be subject to: • The conference / seminar / festival / course material being absolutely relevant to the employee’s current job or proposed future job within The Jupiter Drawing Room. •
The Manager or Director’s approval of course content and relevancy.
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The course being offered outside of normal work hours or mutually convenient to ensure normal productivity of the department.
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The employee realistically being able to fit the proposed course of study into his/ her work and personal schedule.
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Employees may use up to a maximum of 2 days study leave per exam. This includes the provision of leave for the exam itself.
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A maximum of 10 days study leave may be taken in any calendar year. The maximum amount of 10 days will be apportioned should an employee not work at TJDR for the full calendar year.
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The amount of the company’s contribution for attendance to a festival / conference / seminar / course is discretionary and each application will be reviewed and decided on its merit. The employee’s length of service, position and performance will be taken into account.
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In the event of a formal training programme with subject examinations, the employee is expected to pass all of the exams. Failure will result in the employee having to refund the company all monies loaned for subjects not passed. The study leave will revert back to annual leave in the case of failing subjects.
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The employee must commit to continue his/her employment with The Jupiter Drawing Room for a specified time period after completing his/her course. This time period will be determined by the Directors and will be based on specific criteria such as attendance, course fees, length of festival or conference, cost involved, etc. If the employee resigns before the agreed time period, he/she will be obliged to refund the company the full amount loaned. In addition, any study leave previously granted in this regard will be converted to annual leave.
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Completed education assistance forms with all the relevant documentation must be handed in to the Human Resource Manager. Final approval for any educational assistance must be obtained in advance from one of the Directors, as well as the HR Manager. Unemployment Insurance Fund
• UIF contributions are payable by both the employer and the employee and each party’s contributions
are calculated on the basis of 1% of monthly earnings, up to a maximum earnings level of R149.736.00 per annum.
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In order to qualify for UIF, an employee must have been a UIF contributor and have worked for at least 13 weeks in the last year. He/ she must be unemployed at the time of making an application, either “permanently” (e.g. owing to resignation, retrenchment, retirement) or temporarily (e.g. maternity leave, illness).
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The HR Manager together with Payroll will assist employees in completing the required UIF application forms when needed.
Telephones, f axes, cellular phones, computers, photocopiers and printers Telephones and f axes • Private calls should be kept to an absolute minimum. • Telephone usage is monitored electronically and reviewed monthly. • Employees will be made aware of excessive costs by their manager and these may be deducted off their salaries if deemed necessary. Cellular Phones • The employee must pay for cellular phones. • The Jupiter Drawing Room (Cape Town) will only cover the cost of business related calls. • Employees must submit their cellular phone bill with their expense claim and highlight their business calls. Photocopiers and printers The printers and photocopiers are for The Jupiter Drawing Room (Cape Town) business only and are not permitted for personal use or other business. Prof essional Associations
• The company encourages employees to join the Professional Associations of their particular industry or profession (e.g. Chartered Accountants, etc)
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The purpose of this initiative is to stay current with new development and trends through reading the various Associations’ publications, attending meetings, seminars and the like.
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To this end The Jupiter Drawing Room (Cape Town) will pay the employee's full annual professional association subscription fees providing he/she is working for the company in his/her professional field.
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Employees are to hand the relevant invoice to the Financial Director for authorization and payment.
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Publications Subscriptions •
The company places high priority on employees staying abreast of development in their own industry and business in general.
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To this end the company subscribes to various industry and business magazines and journals.
• These magazines and journals are stored in the library and are available for perusal by employees. Employees should ensure the books and publications used are returned to its place.
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Employees who require a particular publication for work purposes may request this from their Department Manager and the Financial Director for approval.
Leave Policies Objectives The Jupiter Drawing Room (Cape Town) recognises the need for staff to avail themselves of various types of leave in a given calendar year. The objective of this policy is to clearly outline the conditions and procedures relating to all types of leave offered by the company and comply with the provisions as outlined in the Basic Conditions of Employment Act No 75 of 1997. Procedures The Jupiter Drawing Room (Cape Town) recognises the following types of leave:
1. Annual Leave (Vacation) 2. Public Holidays 3. Sick Leave 4. Leave of Absence 5. Maternity Leave 6. Family Responsibility Leave 7. Study Leave 8. Christmas/ New- Year Period All leave must be documented, approved and retained in the employee’s Personnel file.
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Annual leave Entitlem ent:
• All permanent staff are entitled to 15 working days leave per annum. • •
Managers are entitled to 18 working days per annum. Directors are entitled to 20 working days per annum.
• Staff with over five year’s service in the company or served in total within the Jupiter Drawing Room Group are entitled to 20 working days per annum.
Administration:
a) An employee’s right to take paid leave accrues at a rate of:
1.25 days for every month worked, where entitled to 15 working days per annum 1.50 days for every month worked, where entitled to 18 working days per annum, and 1.67 days for every month worked, where entitled to 20 working days per annum
b) All leave must be applied for in writing on the company’s leave application form, giving the following notice: c)
One day’s leave – one week’s notice One week’s leave – two weeks’ notice Three weeks’ leave – minimum of one month’s notice
The leave application form must be completed and authorised before any annual leave may be taken.
d) Heads of Departments are responsible for approval of their staff members’ leave applications and ensuring that leave does not seriously disrupt departmental work in progress. Approval of annual leave is therefore discretionary and must be arranged and taken at times convenient to both you and management. Where necessary, applicable cover must be arranged prior to the incumbent’s departure date.
e) An employee may not receive payment as an alternative to taking the prescribed amount of leave, except on termination of employment.
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On termination of employment, an employee is entitled to be paid for leave that has accrued in so far as it doe not exceed one years leave entitlement (15 0r 20 days maximum) or two years leave entitlement for directors.
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Public Holidays Entitlem ent: The Jupiter Drawing Room (Cape Town) recognises the following Public Holidays: • • • • • • • • • • • •
New Year’s Day Human Rights Day Good Friday Family Day Freedom Day Worker’s Day Youth Day National Women’s Day Heritage Day Day of Reconciliation Christmas Day Day of Goodwill
Administration: •
An employee is entitled to be paid for every public holiday.
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An employee who is instructed by his/her manager (and with the approval of a director) to work on a public holiday is entitled to time off in lieu of time worked.
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In terms of the Public Holidays Act 1994 (Act No. 36 of 1994), a public holiday is exchangeable for any other day, which is agreed to by The Jupiter Drawing Room (Cape Town) and the employee.
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If a public holiday falls within an employee's annual leave, he/she is entitled to an additional day's leave on full pay.
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Sick leave Entitlem ent: All employees are entitled to paid sick leave on the basis of one day for each completed month of service up to a maximum of 30 days, during each cycle of 36 consecutive months. After the completion of this three-year cycle, the balance of sick leave not taken falls away and a new cycle begins. Sick leave aims to provide employees with tenure in their jobs should serious illness occur. Abuse of sick leave provisions will not be tolerated. Optional: If as a result of serious illness/ accident the maximum entitlement is exceeded, the Directors may, at their discretion, grant a further period of sick leave taking the following factors into account: • Level of position • Length of service • Previous sick leave record • General Performance When exercising this discretion, Directors may wish to reduce the monthly income to two-thirds for one month and to half for a further month in order to spread the earnings as far as possible and to alleviate undue hardship as much as possible. Administration: • If an employee cannot report for work due to illness, he/ she is required to ensure that the manager is immediately advised of the reason and the probable duration of the absence.
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The Heads of Departments will complete the relevant section of the sick leave form and the employee will sign and confirm the dates upon his/ her return to work. The form will be forwarded to the Human Resource Department. Failure to provide a Medical Certificate after five (5) working days will result in the sick leave days reverting to annual leave.
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If the employee is absent for more than two consecutive working days, or on a Friday or a Monday or the working day following a public holiday, the manager must request that the employee produce a medical certificate as evidence of illness. A medical certificate must also be demanded prior to payment for any absence of two or more non-consecutive days in any eight (8) week period. The medical certificate must be issued and signed by a medical practitioner or any other person who is certified to diagnose and treat patients and who is registered with a professional council established by an Act of Parliament.
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If sickness occurs during annual leave and a medical certificate is produced for this period, the HR Manager may adjust annual leave records accordingly.
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Leave of Absence (Unpaid leave) Entitlem ent: Unpaid leave is discretionary. Each application will be assessed on its merits. The Department Manager will consider the following factors when making his/ her decision: • The moral responsibility of the company. • The workload and staffing of the department during the proposed period of absence. • The deemed ‘merit’ of the request. • The employee’s length of service. • The employee’s standing with the company. • The employee’s attitude and performance. Administration: •
The employee must complete a general Leave Application Form and obtain approval from his/ her Head of Department four weeks prior to the required period of leave.
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A Director must approve unpaid leave in excess of 5 working days.
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Deduction for unpaid leave will be made from the employee’s salary in the month in which the employee takes leave.
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The employee’s rate of accrual will be adjusted according to the number of days worked in the particular month.
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Maternity Leave Objective To implement maternity leave provisions, which comply with the legislation as, set out in the Unemployment Insurance Act and the Basic Conditions of Employment Act No 75 of 1997. Entitlem ent • The Jupiter Drawing Room (Cape Town) allows employees to take four (4) months maternity leave during which security of her employment is guaranteed. • Maternity leave must by law commence up to four weeks prior to the expected due date. • Employees may submit a claim to the Unemployment Insurance Fund (UIF) provided that she does not earn more than the amount prescribed by a Government Gazette. • In order to be eligible for UIF benefits an employee would have to have contributed to the fund for 13 weeks in the last 52 weeks prior to the expected date of her confinement. • The Jupiter Drawing Room (Cape Town) will continue to pay 40% of the employee’s gross salary. The Provident Fund deductions and Medical Aid deductions will be deducted from this amount. However, this payment of 40% of the employee’s gross salary will only be made provided the employee commits to at least 4 months employment after returning from maternity leave. • Should an employee subsequently not fulfill this 4 month employment commitment, then the full amount paid by TJDR during the maternity leave period is immediately due and payable to TJDR and this amount is not to be apportioned according to the period actually worked or not worked. • Employees are expected to return to full duties after the completion of their Maternity Leave. Extensions to Maternity Leave will not be granted, unless there is a medical reason prohibiting the employee from returning to work. In such cases the employee will have to apply for sick leave. Procedure • • •
Employees must complete a leave application form three months before the anticipated commencement of their Maternity Leave. Employees must submit their own applications to UIF. Employees are expected to contact their Head of Department two weeks before their return to work to confirm their starting dates and obtain any special briefings.
Conditions: • • • •
An employee may not work for six weeks after the birth of a child (unless her doctor certifies that she is fit to return to work). A woman who adopts a child under two years of age is entitled to the same maternity provisions as outlined above. Maternity leave must, by law, commence up to four weeks before the expected date of birth or at any earlier date if required for the employee's health and safety. Extensions to maternity leave will not be granted, unless there is a medical reason prohibiting the employee from returning to work. In such cases, sick leave entitlement will have to be utilised.
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Fam ily Responsibility Leave Entitlem ent
• A permanent employee with more than three (3) months service is entitled to, at the request of the
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employee, three (3) days paid leave when: ⇒ the employee's child is born or adopted (male employees), or ⇒ when the employee's child is sick, or ⇒ in the event of the death of: • the employee's spouse or life partner; or • the employee's parent, adoptive parent, grandparent, child, adopted child, grandchild or sibling An employee may take family responsibility leave in respect of the whole or part of a day. An employee's unused responsibility leave lapses at the end of the Annual Leave cycle in which it accrues.
Administration •
A general leave application form must be submitted and approved.
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Employees requiring more than 3 days may apply for discretionary unpaid leave.
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Study Leave Entitlem ent: •
Paid leave for examination purposes will be granted for the day(s) of each exam written in a given calendar year.
• An employee is entitled to 2 days study leave per exam taken including the day for the exam, up to a maximum of ten (10) days study leave per annum
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Study leave will revert to Annual leave if the employee fails a subject, subjects or a course. (Refer to Training and Education Assistance Policy).
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Employees must submit their exam timetable along with their General Leave Application Form to their Head of Department or Director.
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A manager is not obliged to grant study leave in respect of subjects, which are not relevant to the company. Christmas/ New Year Period
The Jupiter Drawing Room (Cape Town) automatically closes between Christmas and New Year. The company will advise staff towards the end of each year on the exact closing and opening dates and the arrangements regarding leave. Employees requiring leave during this time will have to apply for leave in the usual manner.
Recognition and Reward Policy Objective Our aim is to recognise extraordinary contributions to the company as well as long service and loyalty. Procedures
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Bonuses will be decided by the Board of Directors at its sole discretion and will be given for exceptional performance, above and beyond normal requirements.
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After five year’s service, employees will receive an extra five days leave per annum.
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After 10 year’s service, employees will receive a R10, 000 cash cheque.
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The Human Resources Manager will notify the Managing Director of all employees who reach the five/ten year (etc) service date.
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