PERSONNEL POLICY SUPPLEMENT...Eid Millad-un-Nabi 1 day* Independence Day August 14 Iqbal Day November 9 Birthday of Quaid-i-Azam December 25 & Christmas PERSONNEL POLICY SUPPLEMENT

PERSONNEL POLICY SUPPLEMENT

PAKISTAN NATIONAL STAFF

Revised: 1 January 2016

PERSONNEL POLICY SUPPLEMENT PAKISTAN NATIONAL STAFF

1 Revised: 1 January 2016

CONTENTS

REVISED: 1 JANUARY 2016 ....................................................................................................... 1

1. HOURS OF WORK AND OVERTIME............................................................................. 3

2. LOCAL HOLIDAYS ............................................................................................................ 3

3. SALARY POLICY ............................................................................................................... 4

3.1 PAY PERIOD .............................................................................................................4

4. HOST COUNTRY TAXATION ......................................................................................... 4

5. BENEFITS & ALLOWANCES .......................................................................................... 4

5.1 TRANSPORT ALLOWANCE .........................................................................................4

5.2 UNIFORM ALLOWANCE ............................................................................................4 5.3 MEAL ALLOWANCES ...............................................................................................5

5.4 OVERNIGHT ALLOWANCE / HOTEL ACCOMMODATION ............................................5 5.5 EXTENDED STAY OUT OF STATION ...........................................................................5

6. STAFF LOAN ....................................................................................................................... 5

7. MEDICAL, LIFE, AD&D AND LTD INSURANCE COVERAGE ................................ 6

8. DEATH BENEFITS ............................................................................................................. 6

9. PROVIDENT FUND ............................................................................................................ 6

10. LEAVE .................................................................................................................................. 7

10.1 ANNUAL LEAVE .......................................................................................................7

10.1 CASUAL LEAVE ........................................................................................................8

10.2 MEDICAL LEAVE ......................................................................................................8 10.4 LEAVE TO ATTEND COURTS OR SUMMONS ...............................................................9 10.5 LEAVE TO VOTE AT ELECTIONS ................................................................................9

10.6 MATERNITY LEAVE ..................................................................................................9 10.7 STUDY LEAVE .......................................................................................................10

10.8 UNPAID LEAVE ......................................................................................................10 10.9 COMPENSATORY LEAVE .........................................................................................10

11. RETIREMENT AGE ......................................................................................................... 11

12. SEPARATION BENEFITS ............................................................................................... 11

12.1 GRATUITY .............................................................................................................11

12.2 PAYMENT FOR UNUSED ANNUAL LEAVE ................................................................11

13. TERMINATION ................................................................................................................. 11

13.1 REDUNDANCY/COMPENSATION .............................................................................11 13.2 UNSATISFACTORY PERFORMANCE ..........................................................................12 13.3 NOTICE OF TERMINATION ......................................................................................12

14. DISCIPLINE AND DISCIPLINARY PROCEDURES .................................................. 12

15. GRIEVANCE PROCEDURE ........................................................................................... 12

APPENDIX I ................................................................................................................................. 13



BENEFITS AND ALLOWANCES ........................................................................................13

APPENDIX II ............................................................................................................................... 14

MEDICAL, LIFE, AD&D AND LTD INSURANCE COVERAGE ...........................................14 Medical Insurance .........................................................................................................14 Life insurance................................................................................................................14 Accidental Death & Disability benefit (AD&D) ..........................................................15

Long-term Disability Insurance ....................................................................................15

IWMI is subject to the contract provisions and funding decisions of

donors. Therefore, IWMI’s Board and Management reserve the right to

act on such considerations and change, suspend or terminate any of its

policies and procedures as deemed necessary.



1. Hours of Work and Overtime

1.1 Employees other than those who work on a rostering system are expected to work

eight hours per working day between the hours of 8.00 a.m. to 4.30 p.m. Monday to

Thursday with a lunch break of half an hour. Staff may take an extended lunch

break of one hour on Fridays for prayers. For staff who avail this option, working

hours will extend to 5.00 p.m. on Fridays. The Regional Director/Head of Office

may change the normal hours of work to fit special situations.

1.2 Staff assigned to fieldwork will have working hours agreed with their supervisors.

1.3 Overtime is defined as work in excess of 8 hours per working days and work

during IWMI holidays.

1.4 Staff members in Support Services Levels 6-9 and Research/Research Support

Level 5-6 are eligible for overtime pay, at the rate of one and a half times the

normal rate, for those extra hours worked on week days, and, at the rate of two

times the normal rate for overtime on IWMI holidays.

1.5 Staff members in Support Services Levels 6-9 whose work requires unusual shifts

or duty hours outside IWMI working hours are entitled to overtime pay.

1.6 Staff members in Support Services Levels 1-5 and Research/Research Support

Levels 1-4 may take compensatory leave for work on IWMI holidays (See section

10.9).

2. Local Holidays

2.1 National staff will follow the calendar of holidays published by the government of

Pakistan.

2.2 The holidays will be published and made known to all staff at the beginning of the

calendar year. The normal holidays are as follows:

New Year’s Day January 1 Kashmir Day February 5 Pakistan Day March 23 Labour day May 1 Eid-ul-Fitr 2 days* Eid-ul-Azha 2 days* 9th and 10th Muharram 2 days* Eid Millad-un-Nabi 1 day* Independence Day August 14 Iqbal Day November 9 Birthday of Quaid-i-Azam December 25 & Christmas



*Depending on sighting of the moon. Number of days vary each year and

is dependant on the decision of the Government of Pakistan.

3. Salary policy

(a) IWMI’s policy is to establish salaries that are comparable with those paid by other comparable organisations, NGO’s, and other international organisations

in Pakistan for equivalent positions and caliber of staff, with due regard to

availability of funds.

3.1 Pay Period

3.1.1 The salary as well as all allowances, if any, provided to employees are quoted and

paid in Pakistan Rupees.

3.1.2 The pay period is a calendar month. Each employee should open a bank account

for deposit of his/her salary. IWMI will credit the net salary of the employee to

the bank account directly. A pay slip listing the details of monthly salaries and

deductions will be issued to each individual employee at the end of the month.

4. Host Country Taxation

4.1 Employees are subject to the Income Tax Laws of Pakistan. Accordingly, staff are

expected to pay the taxes and to file their returns for which they are liable under

the laws of Pakistan.

4.2 IWMI will withhold income taxes from the salaries of the employees as required

by Law, credit to the Income Tax Authorities, and, inform the employees

accordingly.

5. Benefits & Allowances

5.1 Transport allowance

5.1.1 All employees are eligible to receive a fixed monthly transport allowance as

determined by the Director, Human Resources in consultation with the Head of

Office. See Appendix 1 for details.

5.1.2 Regular field research staff who work at field locations will normally be provided

with a motor cycle. Comprehensive insurance and a safety helmet are provided.

5.1.3 Such staff are expected to possess a valid motorcycle operations license.

Maintenance and cost of the fuel for official travel is the responsibility of IWMI.

5.2 Uniform allowance



5.2.1 A uniform allowance will be provided annually to certain categories of employees.

Normally two sets each of winter and summer uniforms will be provided. (See

Appendix 1).

5.2.2 Employees eligible for uniforms should wear their uniforms while on duty.

Uniforms must be kept in a clean, pressed and mended condition.

5.3 Meal Allowances

5.3.1 If an employee makes an official trip away from his/her duty station, the employee

will be entitled to meal allowances provided he/she is in travel status outside

Lahore and suburbs during meal times as specified below:

Breakfast 0630 - 0730

Lunch 1300 - 1400

Dinner 1930 – 2030

5.3.2 The rates for meal allowance will be fixed and revised from time to time as deemed necessary by the Head of Office in consultation with the Director, Human

Resources (Refer Appendix 1).

5.3.3 In addition, staff may claim the specified daily allowance for each complete 24 hour

period of travel from home/office base and return to home (see Appendix 1). This

will cover incidental expenditure such as telephone calls, laundry charges, tips, etc.

5.4 Overnight allowance / Hotel accommodation

5.4.1 An employee is eligible for an overnight allowance where an overnight stay is

involved on an official trip. No overnight allowance is applicable when IWMI

provides suitable accommodation (See Appendix 1).

5.4.2 In addition to the overnight allowance, employees on official travel will be entitled to the meal allowances during the periods as defined in section 5.3.

5.5 Extended stay out of station

5.5.1 For official travel exceeding 14 overnights, special arrangements may be approved

by the Head of Office in consultation with the Director, Human Resources and an

appropriate living allowance authorized.

6. Staff Loan

6.1 Each confirmed employee will be entitled to a staff loan up to a prescribed limit (refer Appendix 1) to be repaid over twelve equal installments by salary

deductions. These loans will be interest free.

6.2 A second loan will not be approved until the previous loan has been fully repaid. These loans assist staff facing financial difficulties due to family commitments,



medical needs, urgent repairs to house & property and other unforeseen

circumstances.

6.3 Fixed term contract staff who have completed 6 months service would be eligible for loans, provided duration of contract covers the full repayment period.

6.4 Employees who wish to avail themselves of such a loan should apply in writing to

the Head of Office.

7. Medical, Life, AD&D and LTD Insurance Coverage

7.1 Staff on indefinite and fixed term contracts and their authorized dependants will

be insured under a comprehensive Medical, Life, Accidental Death and Disability

and Long-term Disability insurance coverage through Cigna. See Appendix II for

details.

7.2 Proof of dependants: The staff member is required to furnish IWMI with the

following documents to cover the family member:

a) Original birth certificate/s to cover the dependant minor child

(children)/authorized dependants.

b) Original marriage certificate or a written statement identifying spouse/partner.

8. Death Benefits

8.1 If an employee dies while in IWMI employment from whatever cause, his/her

beneficiaries will receive all entitlements normally specified for separation due to

resignation. In addition, the beneficiaries will receive the benefits due under the

Cigna insurance policy (see Appendix II)

8.2 If a staff member dies while on assignment by IWMI to another workplace, the

cost of transferring the deceased to his/her family shall be borne by IWMI.

9. Provident Fund

9.1 All regular employees who have successfully completed their probationary period are entitled to join the IWMI Employees Provident Fund. The Government of

Pakistan through the Commissioner of Income Tax, Lahore Zone-B has accorded

recognition to the IWMI Employee Provident Fund effective July 1, 1988. Joining

the fund results in a 10% deduction of the employee’s salary matched with 10%

contribution by IWMI.



10. Leave

a) Unless leave has been approved or unforeseen circumstances such as sudden illnesses occur, employees are expected to be at work during the agreed hours.

b) An employee who misses work due to unforeseen circumstances is required to inform the supervisor or other appropriate authority by email, telegram or

telephone stating the reason for leave and the number of days leave required.

The employee is required to submit a leave application on his/her return to

work and obtain a covering approval.

c) Types of leave covered in these procedures are as follows:

Annual leave

Casual leave

Medical leave

Leave to attend courts or summons

Leave to vote at elections

Maternity leave

Study leave

Unpaid leave

Compensatory leave

10.1 Annual Leave

10.1.1 Annual leave must be approved by the employee’s supervisor. In some exceptional circumstances employees may not be allowed to take leave over certain periods due

to service needs. Supervisors will ensure that the Head of Office/Regional Director

and the HR Director has been informed and is in agreement.

10.1.2 Each calendar year (the period from 1 January to 31 December) during which an

employee has been in continuous employment, he or she is entitled to take, in the

following year, paid annual leave on the following basis:

i) 14 working days leave if the employment commenced on or after 1 January

but before 1 April.

i) 10 working days leave if the employment commenced on or after 1 April but before 1 July;

ii) 7 working days leave if employment commenced on or after 1 July but before 1 October; and

iii) 4 working days leave if employment commenced on or after 1 October.

10.1.3 The year following one full calendar year of employment an employee is entitled

to the full quota of leave: 14 working days. When employment is terminated,

either by IWMI or by the employee, the employee is entitled to take the annual



leave earned in the previous year, plus the days earned during the year of

termination on the basis of one day for every completed month of service, less any

annual leave taken during that year.

10.1.4 When employment is terminated without notice or the period of notice is

insufficient for the employee to take earned leave, or if IWMI is unable to grant

leave, the employee is entitled to payment at the current salary level for unused

annual leave credits. Employees are encouraged to take their annual leave within

the year following that in which it was earned.

10.1.5 An employee may elect to accumulate his annual leave up to a maximum of 28

days. If the employee has not been able to take annual leave due to demands of

service he/she will be entitled to payment in lieu (up to a maximum of 28 days) at

the time of separation from IWMI. All requests for payment in lieu of annual leave

must be confirmed by the supervisor.

10.1.6 Annual leave is based on working days and excludes weekends and IWMI

holidays.

10.1.7 Employees on fixed term contracts of employment are entitled to one day of annual leave per month of completed service.

10.1 Casual Leave

10.1.1 Employees are entitled to seven working days of casual leave beginning with their second calendar year of employment.

10.1.2 During the first year of employment, they are entitled to one day of casual leave for every two months of completed service.

10.1.3 Casual leave normally is not granted for more than two consecutive working days. Employees are required to apply for casual leave before taking it in the same way

as in the case of annual leave.

10.1.4 Casual leave cannot be accrued. Unused casual leave is not compensated at termination of employment.

10.2.5 Employees on fixed term contracts of employment are entitled to one half day of

casual leave per completed month of service.

10.2 Medical Leave

10.3.1 IWMI may grant to an employee medical leave up to 14 working days per year for medical reasons from his/her first year of employment. An employee may take

two day’s medical leave without submitting a medical certificate.

10.3.2 If an employee has to keep away from work due to medical reasons for more than two days, he/she must send a medical certificate acceptable to IWMI as early as



possible. Employees who fail to submit a medical certificate as stated above will

be liable to disciplinary action.

10.3.3 The Director, Human Resources/Head of Office may permit an employee to utilize

these unused medical leave earned over the previous five year period in cases

when an illness or accident requires a prolonged period of hospitalization and/or

recuperation. Granting of such leave will be considered only if all other available

casual and annual leave have been exhausted.

10.3.4 Employees will be required to submit appropriate medical certificates to support

an extended period of medical leave. Employees will not be compensated for

unused medical leave at the time of separation from IWMI.

10.3.5 Employees on fixed term contracts of employment are entitled to one day of

medical leave per completed month of service.

10.4 Leave to attend courts or summons

10.4.1 If an employee is required to attend court as a witness or on summons, his/her

absence from work will be charged against the annual/casual leave entitlement. If

the employee has no leave remaining, he/she will be placed on no-pay leave for

such absences.

10.4.2 If the employee is summoned to give evidence on any matter arising out of his/her

official duties with IWMI, or jury duty, he or she should be granted duty leave.

10.5 Leave to vote at elections

10.5.1 Employees who are qualified to vote at elections under the auspices of the

Commissioner of Elections will be granted leave with pay up to 4 hours to vote.

10.5.2 Employees who request leave for this purpose must produce documentary

evidence to the Personnel Department that they are qualified to vote and the

polling district where he or she is registered to vote.

10.6 Maternity leave

10.6.1 Employees are entitled to leave on full pay for a period of 2 calendar weeks before

and 10 calendar weeks after confinement provided the employee was not pregnant

on the date of employment.

10.6.2 The above is available only for the first and second confinements. The employee may have the choice to take all of the 12 calendar weeks after confinement.

10.6.3 For the third and subsequent confinements and for stillbirth the entitlement will be as follows:

a) Two calendar weeks before and four weeks after confinement, with full pay. The staff member may have a choice to take all of six calendar weeks after

confinement.



10.6.4 Employees who claim maternity leave are required to submit appropriate medical certificates.

10.6.5 If medical complications of pregnancy require additional leave this may be taken as

sick leave.

10.7 Study Leave

10.7.1 Employees are entitled up to 2 days of study leave annually for purpose of taking

examinations for courses of study relevant to IWMI’s concerns. Documentary

evidence should be produced and dates should be agreed with the supervisor.

10.8 Unpaid Leave

10.8.1 Unpaid leave is a period of leave without pay. Such leave is not an entitlement. It

may be granted at the sole discretion of the Head of Office/Regional Director in

consultation with the HR Director, in exceptional situations. Examples of such

situations are when an employee (a) wishes to sit for an examination, (b) wishes to

enroll in a suitable training course, or (c) for other urgent personal reasons.

10.8.2 Employees who wish to apply for unpaid leave should submit a leave application to the Head of office through their supervisors with documentary evidence to

support their request.

10.8.3 Requests for unpaid leave will normally not be granted to employees with less than 12 months of service with IWMI, and unpaid leave will not normally exceed

12 months.

10.8.4 IWMI guarantees that an employee who returns from an approved leave of absence will be given a position at least at the same grade and level as the

employee enjoyed immediately before the commencement of the leave of absence.

10.8.5 An employee on approved unpaid leave for the purpose of higher level studies may be entitled to count that period of leave as being in employment for the

purposes of benefits related to the length of service.

10.9 Compensatory leave

10.9.1 If an employee has worked more than five hours on a Saturday, Sunday or IWMI holiday and is not eligible for overtime, then one day’s compensatory leave may

be granted.

10.9.2 Compensatory leave must be taken at a time convenient to IWMI and the employee and should normally be taken within three months from the date earned.

If such leave is not taken during that time, it will be forfeited. Employees should

avail themselves of available compensatory leave prior to availing casual or

annual leave.



10.9.3 An employee who wishes to take advantage of compensatory leave should advise the Office Manager in writing, certified by the supervisor, on the next regular

working day, of the date and hours worked on a holiday.

11. Retirement Age

11.1 Staff members will be required to retire from IWMI at the age of 60 years. Staff

will normally retire on the last day of the month in which they reach the retirement

age.

12. Separation Benefits

12.1 Gratuity

12.1.1 All regular employees are entitled to the payment of gratuity for every completed

year of service or any part thereof in excess of six months ((under the West

Pakistan Industrial and Commercial Employment (Standing Orders) Ordinance

1968, Section 12 sub-section 6)) as follows:

On Death / Retirement / resignation, termination by the employee of his/her

services on any other ground, termination by operation of law, redundancy

dismissal by IWMI.

= Last drawn basic pay per month X number completed years of service.

12.1.2 Gratuity procedure

a) The gratuity shall be paid within thirty (30) days of the end of employment or within thirty (30) days of an employee’s death, as the case may be. In the

case of death, the gratuity shall be paid to the employee's designated person.

b) From the gratuity payable, IWMI will be entitled to deduct an amount on account of damage or loss caused to IWMI by the employee where the

latter's services are terminated for reasons of fraud, misappropriation of

IWMI funds, willful damage to IWMIs property or causing the loss of goods,

articles or property of IWMI. The amount of such deduction will not exceed

the extent of the damage or loss so caused by the employee.

12.2 Payment for unused annual leave

12.2.1 At separation only, staff will be entitled for payment at current salary for any

unused annual leave up to a maximum of 28 days at the date of termination.

13. Termination

13.1 Redundancy/Compensation



13.1.1 Continued regular employment with IWMI is conditional upon it receiving adequate funding to carry out its activities. The Director General, in consultation with the

Head of Office will determine which activities are to be curtailed and which

employment contracts are made redundant.

13.1.2 If a staff position is declared redundant before the appointment of the staff has expired, IWMI will pay the staff member one month's salary multiplied by the

number of years of service to the nearest 100th in excess of one full year, up to a

maximum of 12 months’ salary, as compensation for loss of service.

13.2 Unsatisfactory performance

13.2.1 If the staff member is not fulfilling the terms of his/her appointment, the Director

General retains the right to terminate the staff member’s contract.

13.3 Notice of Termination

13.3.1 If a staff member’s contract is terminated for non-disciplinary reasons such as

continued poor health, redundancy, etc., IWMI will give the staff member advance

notice or salary and salary associated benefits in lieu of notice. Staff who have fixed-

term contracts with effective dates prior to January 1, 2016 will receive six months’

notice of termination. Staff with new appointments or contract renewals effective on

or after January 1, 2016 will receive a minimum of 3 months’ notice in writing.

14. Discipline and Disciplinary Procedures

14.1 IWMI’s Code of Conduct sets forth the standards for staff conduct, action and

behaviour to ensure that the highest ethical and professional standards are met and

maintained. Employees are expected to adhere to the Code of Conduct and behave

responsibly and within IWMI policies at all times.

14.2 Disciplinary proceedings will result if employees display unsatisfactory conduct;

contravene IWMI policies and procedures, or neglect duties and obligations.

14.3 Detailed disciplinary policy and procedure is available on the Intranet.

15. Grievance Procedure

15.1 IWMI aims to provide fair treatment for all employees at work. Where employee

grievances arise, IWMI tries to achieve resolutions that are acceptable and reasonable to all

parties.

15.2 The first option is to manage the issue informally.

15.3 IWMI recognizes that in some circumstances formal procedures may need to be followed.

Employees may refer the grievance policy and process on the Intranet for details.

http://intranet.iwmi.org/Data/Sites/1/Documents/HR_Office_Files/PDF/IWMI_Disciplinary_Policy_Jan10.pdfhttp://intranet.iwmi.org/Data/Sites/1/Documents/HR_Office_Files/PDF/IWMI_Grievance_Policy_Jan10.pdf



Appendix I

Benefits and Allowances

Traveling and Subsistence

Meal Allowances

Breakfast PKRs.400/-

Lunch PKRs.500/-

Dinner PKRs.600/-

Daily Allowance PKRs.200/- for each complete 24 hour period of travel from home/office base and

return to home.

Overnight Allowances

Karachi/Lahore/Islamabad-Rawalpindi

Faisalabad/Peshawar/Hyderabad and - PKRs.7000/- per night plus taxes

other major cities (on production of proper hotel receipts)

Mardan/DI Khan and other small - PKRs.5000/- per night plus taxes

cities/towns (on production of proper hotel receipts)

Uniform Allowance

Set of uniforms to comprise

Summer: (every year) - two shirts and two pairs trousers

two salwar kameez for gardeners and cleaning staff

Winter: (once in two years) includes a pullover

Transport Allowance

PKRs.6000/- per month

Staff Loan

Up to a maximum of four month's salary, or PKRs.197,500/- whichever is lower,

repayable in twelve (12) equal consecutive installments.

Contract staff would be eligible, provided duration of contract, as at date of loan, covers

full repayment period.

Note: All deductions from monthly salary shall not exceed 45% of salary.

Fee for membership

Fees for membership in Professional US$250/- or its equivalent in

Associations (IWMI job related) Pakistan Rupees



Appendix II

Medical, Life, AD&D and LTD Insurance Coverage

A comprehensive Medical, Life, Accidental Death & Disability and Long-term Disability

insurance coverage is provided through Cigna.

Medical Insurance

The medical insurance scheme through Cigna provides the insured staff member and

his/her authorized dependants the following:

Medical insurance coverage of maximum US$16,000 per calendar year per insured;

100% reimbursement in respect of medical ambulatory (requiring non-hospitalization)

treatment & hospitalization;

Preventive screening for babies and immunizations for children;

Vision coverage - eye examination and lenses (80%);

Women’s wellness;

Reimbursement of dental (80%) and psychiatric (50%) treatment– up to a maximum

of US$300 and US$600 respectively per person per calendar year;

Reimbursement of medical expenses related to the HIV virus. This includes cost of

medication, testing, vaccines & consultation;

Medical reimbursement in case of emergencies (with prior approval of Cigna) in any

part of the world, except Singapore & North America.

Dependant Eligibility:

The following are covered:

Spouse or Partner and

Unmarried, dependant children until the age of 21 or until the age of 26 if continuing with studies and depends solely on the staff member.

Life insurance

Employees are entitled to a death benefit equal to 3 times the annual base salary if death

occurs before attaining retirement.

The benefit entitlement will be paid through the Policyholder to the rightful claimants in

accordance with the insured’s instructions, upon receipt of the following documents:

the notice of death, given by the policyholder and containing information on the circumstances of the death; and

a death certificate.



Accidental Death & Disability benefit (AD&D)

The AD&D benefit is provided in case of death or disability occurring within 90 days of a

covered accident. The accidental death benefit amounts to 3 times the insured’s annual

base salary.

In case of total permanent disability as a consequence of an accident, an amount equal to

3 times the staff member’s annual base salary is paid.

In case of partial disability as a consequence of an accident, a portion of this capital will

be paid. This portion is determined on the basis of the continental scale of disabilities.

For disabilities of less than 33%, no capital will be paid; for disabilities of 66% and more,

the capital to be paid by the plan will be 100% of 3 times the annual salary.

Long-term Disability Insurance

Long Term Disability is a monthly benefit payable in the event that, due to either sickness

or accident, the staff member is continuously and totally disabled for over 180 days to the

extent they are unable to perform all the duties of their usual occupation.

The staff member will receive a benefit equal to 60% of monthly base salary earned

immediately prior to the disability.