Table of Contents
- Purpose
- Service Awards
- Retirement Ceremony
- Weddings
- Childbirth
- Sickness
- Death
- Award of Royal Honors and Decorations
- St. Nicolaas Party
- Christmas Presents
1. Purpose
The purpose of this procedure is:
To define the formalities relating to:
- The issue of service awards·
- Retirement from the company
To define Company participation in:
- Weddings
- Childbirth
- Sickness
- Death
To define Company's action with regard to:
- Award of royal honors and decorations
- St. Nicolaas party
- Christmas presents
2. Service Awards
Employees are entitled to a service award after each 5 years of service.
Up to 25 years of service the employee can choose one of the following types of award:
- Lapel pin
- Tie clasp
- Brooch
- Bracelet
To identify the number of service years the awards are decorated with:
- A pearl - for 5 years of service
- A sapphire - for 10 years of service
- A ruby for - 15 years of service
- An emerald for - 20 years of service
- A diamond for - 25 years of service
- A diamond for - 30 years of service and every 5 years thereafter
In this case the employee can choose one of the following types of award:
- Belt buckle
- Circle brooch
- Cufflinks
- Key ring
- Locket
- Money clip
- Necklace
- Stickpin
2.1 The Issue of Service Awards
The Human Resources Department shall issue, before the 15th of each month a list of those employees who will complete 5, 10, 15, 20, 25, 30 and 35 years of service in the following month. Copies shall be distributed to the Managing Director and the appropriate Department Managers.
2.2 5 Year Service Award
The Department Manager or his designate will arrange a small gathering at which the service award will be presented to the employee in the presence of his/her supervisor and some colleagues.
The service award will be handed to the Department Manager by the Human Resources Department some days prior to the event.
2.3 10, 15 and 20 Year Service Award
The Department Manager or his designate will inform the employee, preferably on the anniversary date, that he/she is invited to the next Company pin party (held on a Saturday in May) to be presented with the service award.
2.4 25 Year Service Award
2.4.1 In consultation with the employee, the Department Manager shall specify the date and time at which the service award will be presented. Preference should be given to the day of the anniversary.
2.4.2 The Human Resources Department shall ensure that the notification of the anniversary:
- Appears on notice boards
- Is announced in the personnel association magazine to inform among others the pensioners and the long-term sick.
2.4.3 The Department Manager shall invite the employee, who will receive the service award, and partner, the direct supervisor, a select group of colleagues (6) and the Manager of Human Resources for a lunch in the Company restaurant.
2.4.4 At the lunch the Department Manager will present the pin and an envelope with one month gross salary (tax free).
2.4.5 The Manager Office Services is responsible for the preparations and the transportation necessary for this event.
2.5 30 and 35 Year Service Award
2.5.1 In consultation with the employee, the Department Manager will specify a day, and a time at which the service award will be presented. Preference will be given to the day of the anniversary.
2.5.2 The Human Resources Department shall ensure that the notification of the anniversary:
- Appears on notice boards
- Is announced in the personnel association magazine to inform among others the pensioners and the long-term sick.
2.5.3 The employee and partner will be invited by the Manager of Human Resources for a dinner attended by the Managing Director, the Department Manager with the Manager of Human Resources and a select group of colleagues (6). Invitees may be accompanied by their partners.
2.5.4 At the dinner the Managing Director or his delegate will present the pin.
2.5.5 The Manager Office Services is responsible for the preparations and the transportation necessary for this event.
2.6 Pin Party
2.6.1 The pin party will be held every year on a Saturday in May.
2.6.2 The Manager Office Services will invite to the party:
- All employees who have completed 10, 15, 20, 25, 30 and 35 years of service in the period 1 June of the previous year to 1 June of the current year
- Their partner
- Directors and Department Managers (Schedule A) and their partner.
All invitations shall be signed by the Managing Director.
2.6.3 The Managing Director will make a speech and present the awards.
2.6.4 The Manager Office Services is responsible for all the necessary arrangements for the pin party.
3.1 Each year in November the Human Resources Department shall issue a list of the retirements for the following year. The list shall be sent to the Managing Director, appropriate Department Managers and the Manager Office Services.
3.2 Prior to the retirement date the employee is contacted by the Human Resources Department to check whether he/she wishes a ceremony.
3.3 If the employee desires a ceremony the following procedure is applicable.
3.3.1 The employee and partner are invited by the Manager of Human Resources for a reception and lunch in the Company restaurant.
The Department Manager with direct line responsibility, the immediate supervisor and the Manager of Human Resources are also invited.
In addition the employee may invite 6 - 8 colleagues to this lunch.
Time schedule: 13.00 - ± 13.30 drinks ± 13.30 - ± 14.30 lunch ± 14.30 - ± 15.30 tour of offices ± 15.30 - ± 17.00 reception ± 17.00 - ± 18.00 taxi
3.3.2 Other employees may attend the reception held in the Company restaurant.
At this reception the Manager of Human Resources will present the retiring employee with a gift and a testimonial from the company.
The amount of the gift depends on the number of service years:
- With 10 years of service or more the gift will be one quarter of a month salary
- With less than 10 years of service the same gift might be given at the discretion of the Managing Director
- It should be noted that only in case of 10 years of service and more, the gift will not be subject to tax, according to present regulations
3.3.3 Transport to and from the office is provided by the company, organized by the Human Resources Department.
4. Weddings
4.1 The company will not take any action when an employee does not give prior notification in writing to his Department Manager and/or the Manager of Human Resources of his intention to marry, supplying date, time and place.
4.2 In the event that an employee gives formal notification of the intention to marry, the Human Resources Department will arrange:
- That the employee receives a bouquet of flowers
- If desired an announcement is made in the personnel association magazine.
4.3 The Department Manager or his designate will attend the reception.
5. Childbirth
5.1 Prior to taking the formal pregnancy leave, the employee shall notify the Department Manager and/or Manager of Human Resources whether or not she wishes to remain in the employment of the company.
5.2 The employee shall notify the Department Manager and/or the Manager of Human Resources of a new birth in the family.
5.3 The Human Resources Department will arrange for the employee to receive:
- A bouquet of flowers
- If desired an announcement is made in the personnel association magazine.
5.4 If after childbirth the employee wishes to terminate the employment agreement, she will have to notify the Human Resources Department in writing, immediately after childbirth, in order to observe the legal notice period of one month.
6. Sickness
6.1 In the event of sickness the employee will inform the Human Resources Department in accordance with the policy stated in section B.11 of the Green Book.
6.2 When an employee is admitted to a hospital, the Human Resources Department will either send flowers or fruit.
6.3 During prolonged illness the Human Resources Department will maintain regular contact with the employee and his family and with the Department Manager.
6.4 Every other month the Human Resources Department shall issue to the Managing Director a list of employees on long term disability.
6.5 After a continuous period of two years of 100% certified illness, the contract of employment will be terminated. This will be con firmed in writing by the Human Resources Department.
7. Death
7.1 Death of an Employee
7.1.1 Upon receiving the notification of death of an employee, the Human Resources Department will inform Management and the appropriate Department Manager.
7.1.2 The Human Resources Department shall ensure that a notification appears
- On the notice boards
- In the personnel association magazine
7.1.3 The Human Resources Department shall provide, if appropriate, a wreath or flowers.
7.1.4 The Manager of Human Resources will visit the family to offer condolences on behalf of the Management of Company and offer assistance in making whatever arrangements may be necessary on behalf of the family.
7.1.5 The Department Manager will coordinate representatives to attend the funeral. The Manager of Human Resources will in every case be in attendance.
7.1.6 If so desired by the family, the Manager of Human Resources will select the individual to deliver the funeral oration.
7.2 Death of a Relative
7.2.1 Immediate Family (partner, child)
7.2.1.1 Upon receiving the notification of the death of an employee's relative, the Human Resources Department will inform Management and the appropriate Department Manager.
7.2.1.2 A condolence visit or letter will be arranged by the Human Resources Department on behalf of the company.
7.2.1.3 The Human Resources Department shall provide, if appropriate, a wreath or flowers.
7.2.2 Other Relatives (parents, grand parents, sister, brother, family-in-law).
7.2.2.1 By means of a request for special leave the employee will inform the Department Manager and the Human Resources Department.
7.2.2.2 The Human Resources Department will send a letter of condolence.
8. Award of Royal Honors and Decorations
8.1 By means of a request for special leave the employee will inform the Department Manager and the Human Resources Department.
8.2 Flowers will be sent by the Human Resources Department to the person being honored, being either the employee or his/her partner.
9. St. Nicolaas Party
9.1 Company organizes a children's party each year to celebrate St. Nicolaas.
9.2 The children between the ages of 4 and 9 of:
- Company Employees
- In house Subcontractors
- In house Clients
are invited.
9.3 The Manager Office Services is responsible for all the necessary arrangements for this party.
10. Christmas Presents
10.1 Company and the Personnel Association jointly send Christmas presents to:
- The long-term sick in active service
- WAO-ers (ex-Company employees)
- Surviving partner of a deceased employee
- Retired employees
10.2 The Human Resources Department is responsible for the total organization including the updating of the list of beneficiaries.