Employee Handbook 3

EMPLOYEE HANDBOOK

1.1 

ADP INGÉNIERIE OFFICE IN UAE 

Welcome to ADP INGÉNIERIE U.A.E. 

Our offices are located in 

Business Bay, Blue Bay Tower, 

13 th Floor, Dubai. 

1.2 

PURPOSE & SCOPE 

This handbook is an effort to create a better understanding of 

company-wide human resources policies and procedures in the 

UAE. 

01 

INTRODUCTION 

The company reserves the right to make changes at any time 

to reflect current local policies, Administrative regulations and 

amendments when necessary. Information provided in this 

handbook is subject to change without notification and does 

not constitute a contract between the company and employee. 

This Handbook supersedes and voids all previous Employee 

Handbooks, policies and practices, which may be inconsistent in 

any way with that stated herein. 

This handbook shall be issued and maintained via the company’s 

publishing source or channels. Employee can have regular 

access to the handbook and it is maintained in the company 

shared folder (Q:\QUALITY\Quality Management System 

(QMS)). It is the responsibility of the employee to be familiar 

with the information contained in the handbook and any 

amendments thereof. Employee will sign an acknowledgement 

of understanding the content of this document. 

03

TABLE OF CONTENTS 

INTRODUCTION 03 

ADP INGÉNIERIE OFFICE IN UAE........................................... 03 

PURPOSE & SCOPE................................................................ 03 

TABLE OF DEFINITIONS 06 

POLICIES & PROCEDURES 08 

INTERNAL VACANCY & REFERRAL....................................... 09 

Policy 09 

Procedure / Guidelines 09 

NEW HIRE PROBATIONARY PERIOD..................................... 10 

Policy 10 


UPDATING OF PERSONAL RECORDS................................... 11 

SALARY TRANSFER/EMPLOYMENT CERTIFICATES & LETTERS 

12 

Policy 12 


EMPLOYEE LEAVES................................................................ 13 

Annual Leave 

Policy (full time permanent contracts) 13 


Rate of Pay 15 

Sick Leave 

Policy 15 


Rate of Pay 16 

Maternity Leave and Nursing Break 

Policy 16 

Procedure / Guideline 17 

Other Leave Entitlements – Policy & Guidelines 

Paternity Leave 17 

Marriage Leave 17 

Hajj Leave 18 

Compassionate (Grief) Leave 18 

Training / Study Leave 18 

ANNUAL TRAVEL TICKET........................................................ 19 

Policy 19 

Procedure / Guideline : Ticket Booking 20 

Procedure / Guideline : Ticket Encashment 20 

Procedure / Guideline : Addition or Deletion of Eligible 

Dependents 20 

MISSION / BUSINESS TRIP....................................................... 21 

Policy 21 


CORPORATE MOBILE POLICY - HANDSET/ SIM................... 22 

Allocation 22 

Staff use 22 

Personal use of company mobile phone 23 

CODE OF BUSINESS PRINCIPLES........................................... 24 

Policy 24 


WORK SCHEDULES................................................................ 27 

Policy 27 

Working hours 27 

ATTENDANCE POLICY........................................................... 28 

Policy 28 


TIME RECORDS...................................................................... 29 

OVERTIME AND COMPENSATORY OFF............................... 30 

Policy 30 


MONTHLY PAYROLL MANAGEMENT.................................... 32 

Policy 32 


ANNUAL PERFORMANCE REVIEW....................................... 33 

Policy 33 


SALARY CHANGES................................................................ 34 

EXCEPTIONAL HOUSING ALLOWANCE............................... 35 

Policy 35 


EXPENSE CLAIM..................................................................... 35 

Policy 35 


DISCIPLINARY......................................................................... 36 

Policy 36 


HEALTH & SAFETY................................................................... 37 

Policy 37 


EMPLOYEE SEPARATION / EXIT............................................. 39 

Policy 39 


END OF SERVICE PAYMENT.................................................. 40 

Policy 40 


GENERAL ADMINISTRATION................................................. 41 

Visitors to Company Premises 41 

Stationary /Office Supplies 41 

Meeting Rooms 41 

Copier / Printer/Fax usage & maintenance 41 

Facilites 41

TERM 

DEFINITION 

06 

Absenteeism 

Benefit 

Certified sick leave 

Code of Conduct 

Colleague 

Eligibility 

Employee 

Dependents 

Grievance 

Line Manager / 

Supervisor 

Misconduct 

Negligence 

Policy 

Procedure 

Salary 

Tardiness 

UAE Labor Law 

Year 

Failure of employees to report for work whenever they 

scheduled to work 

Non-wage compensation provided to employees in 

addition to their normal salaries 

Sick leave authorized and endorsed by official medical 

certificate 

Set of values, standards, principles and rules outlining the 

responsibilities of proper practices for an employee, or 

organization 

A co-worker or associate with whom employees works. 

Qualified to be chosen by the Company terms and 

conditions 

An individual who has been hired to work for the ADP 

INGÉNIERIE UAE 

Only Spouse and children of the Employee sponsored by the 

employee. Doesn’t include any relatives of the Employee. 

Eligible age of children as dependents is until 18 years. They 

must be resident in the UAE and sponsored by the employee 

A complaint submitted by an employee based on an 

unsatisfactory work related condition 

Person who holds authority in a vertical 'line' (chain 

of command), and/or over a team and to whom the 

employee reports for the purposes of work direction and 

attendance and performance management. 

Behavior not conforming to prevailing standards or laws; 

impropriety 

The failure to exercise a reasonable degree of care or effort 

to perform a job 

A definite course or method of action to guide and 

determine present and future decisions. A policy is a guide 

to decision-making under a given set of circumstances 

within the framework of corporate objectives, goals and 

management philosophies. 

A particular way of accomplishing something, or an 

established way of doing things. A procedure is a series of 

steps followed in a definite regular order that ensure the 

consistent and repetitive approach to actions. 

Is the total compensation that an employee receives 

in exchange for the services he/she performed for the 

Company. 

Arriving at work late or leaving early as well as exceeding 

scheduled lunch and rest breaks is considered "tardiness". 

The applicable law in UAE , Federal Law No.8 of 1980 (as 

amended) and its annexed rules and regulations 

Gregorian year, 365 (Three hundred and sixty five) days. 

TABLE OF 

DEFINITIONS 02

3.1 

INTERNAL VACANCY & REFERRAL 

ADP INGÉNIERIE exercises a preference to select employees 

from within the company, wherever possible. This is to 

encourage and motivate existing employees to achieve their 

personal development objectives 

POLICY 

Internal Vacancy 

 

 

 

 

 

ADP INGÉNIERIE exercises a preference to select 

employees from within the organization, wherever possible. 

Internal candidates are recruited and released at a date 

mutually agreed by the head of department and the 

prospective line manager 

To be considered for internal vacancy, employee should 

have completed a minimum of 1 year of service and 

obtained approval from his/her line manager 

Employee should not have any active disciplinary warnings 

on file 

Employee should have had no unauthorized absences 

within the previous 6 months from date of application 

Referral 

 

Employees can refer candidates for the company 

openings through the appropriate channels (link on career 

page or email to HR). However careful consideration 

should be given to the quality of the referral 

PROCEDURE / GUIDELINES 

 

 

 

Vacancies are advertised on the company career site and 

through internal communications. 

Employee should express their interest and formally apply 

online after obtaining approval of their line manager 

Employee shall be subject to normal company standard 

interview process that is specified for the role and shall be 

notified on the outcome of the assessment 

POLICIES & 

PROCEDURES 

 

If successful, employee shall be subject to 3 months 

performance review in their new role 

Referral 

 

 

Referred Candidates can file their applications on the 

career website and select the source of recruitment as 

referral 

Additionally, employee can send the candidate resume 

directly to Regional HR 

09

3.2 

NEW HIRE PROBATIONARY PERIOD 

ADP INGÉNIERIE makes every effort to ensure that its selection 

process produces the candidate of best fit for positions within 

the Company. The following policy is one of the processes 

designed to assure that the best possible employee has been 

hired 

POLICY 

 

 

 

Unless otherwise stated in their employment contracts all 

employees are hired on a probationary basis for the first six 

months of their employment (three months renewable of 

another maximum three months). The probationary period 

serves as a training or familiarization period, and during this 

period the employee will be under close observation by 

their Line Manager 

The decision to retain the individual as a regular employee 

depends, among other things, upon the quality and 

quantity of the work, team work, dependability, common 

sense, initiative, and other job related behaviors 

During the probationary period either party may elect to 

terminate the employment contract by giving one month 

written notice 


3.3 

UPDATING OF 

PERSONAL RECORDS 

Employees are solely responsible for 

updating their records with the most 

accurate data, in terms of marital 

status, family status, address change 

…etc. Any change in staff personal 

status should be notified to Regional 

HR and Administration department. 

Such information is necessary to ensure 

correct coverage for visa, work permit, 

medical insurance, etc. Failure to notify 

HR of any such changes or providing 

false information/records could result in 

disciplinary action, up to and including 

termination. 

 

 

 

 

 

 

The new employee’s Line Manager is sent a Probationary 

Review Form (PRF) as part of the new employee orientation 

information for review with the employee 

The Line Manager reviews the (PRF) with the employee and 

completes the probationary timelines on new Employee 

Induction Checklist Form 

Line Manager sets the performance indicators during the 

first month with the New Employee on the PRF. 

Probationary reviews shall be conducted at the end of 3 rd 

Month as a Mid Review and during 6th Month as a final 

review 

Line Manager must submit the final review before the 

timeline indicating successful or unsuccessful completion of 

performance review 

Regional HR & Administration Department will issue a letter 

of confirmation or dismissal of a probation period to the 

employee 

10 11

3.4 

SALARY TRANSFER/EMPLOYMENT CERTIFICATES & 

LETTERS 

3.5 

EMPLOYEE LEAVES 

ADP INGÉNIERIE shall endeavor to provide employment letters 

or certificates which reflect the employment nature and job 

specification of the employee working in the UAE. 

POLICY 

ADP INGÉNIERIE sets out earned 

leave entitlement and regards 

earned leave an important part 

of employee welfare. 

 

 

It is applicable to employees who receive their full or partial 

salary direct through the UAE Wage Protection System 

Employee must have a work permit from ADP INGÉNIERIE 

and their salary credited by ADP INGÉNIERIE UAE 

3.5.1 

ANNUAL LEAVE 

POLICY (FULL TIME PERMANENT CONTRACTS) 

 

 

 

 

 

ADP INGÉNIERIE has no objection to crediting the 

employee’s salary to a specified bank account for the 

period of service 

Salary Transfer letter can be provided to only one bank 

at a time and shall not be provided without a Bank 

Clearance Letter 

ADP INGÉNIERIE has the right to issue or deny provisions of 

the Salary Transfer Letter and any other terms/conditions 

specified by the concerned bank 

ADP INGÉNIERIE does not have any responsibility in 

repayment of the loan or overdraft facility extended by 

the bank to the employee. Any financial issue is at the full 

responsibility of employee 

Salary Certificates shall be addressed to a particular 

“Concerned party” and not “To whom it may concern” 


Salary Transfer Letter 

 

 

 

Salary Transfer Request Form must be filled by the 

employee and submitted to Regional HR & Administration 

Department 

Request shall be reviewed and sent for approval to 

Regional HR Director 

Once the Salary Transfer Letter is issued and received by 

the employee, the following salary shall be immediately 

credited to the bank respectively 

Salary Certificates / Employment Letters 

 

Employee shall send their request for employment 

certificates/letters through email to the Regional HR & 

Administration Department 

 

 

 

 

ADP INGÉNIERIE employees shall within each of year of 

service be granted an annual leave and rate of earning on 

calendar basis 

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2.5 calendar days per month – where the period of 

service is more than 12 months and thereafter 

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2 calendar days per month – where the period of 

service is more than 6 months but less than a year 

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Thus leave entitlement for UAE employees is of 30 

calendar days (including weekends) or 22 working days 

and shall be calculated as 22 working days annually 

All new Employees are expected to have worked for at 

least 6 months during their first year of employment before 

they become eligible to apply for a paid vacation 

Employee is not entitled to any earned leave during 

periods of unpaid absence 

Official Holidays during the period of earned leave will be 

credited to the employee’s pool of leave. 

Employees are expected to have worked for at least 12 

months to be eligible for payment in-lieu of vacation (but 

encashment is only granted on exceptional basis) 

 

 

In general, deferment of accumulated vacation is not 

encouraged. However, upon a written request from the 

Employee and provided that work requirements dictate it, 

vacations may be deferred to the following year subject to 

approval 

Maximum number of days that can be deferred is 30 days 

calendar or 22 days working and exceeding this, days shall 

lapse. 

Line managers are allowed to request employees to go 

on annual leave – only in extreme circumstances where 

business needs make it impossible for employee to take 

Employment Letters requiring project details will be issued 

his/her holiday, will encashment be permitted and only 

after receiving confirmation of Project Manager and/or 

12 

based on management approval 

Vice President, Operations 

13

Employees are allowed to split their vacation entitlement 

during a calendar year 

Leaves that are not taken (or encashed as approved) will 

lapse. 


 

 

 

 

 

 

 

 

 

 

At the beginning of the year, each employee provides 

tentative annual leave dates which are collated by the 

Line / Project Manager as a Leave Planner to ensure 

smooth flow of work commitment 

When scheduling a leave, an employee should remember 

that leaves should not interfere with the demands of the 

employee’s work schedule. Employees must complete 

and return a leave request form listing preferences for 

vacation dates to the Line and project Manager at least 

30 days in advance. Leaves not requested within that 

timeframe could be rejected by line/project manager 

without explanation 

Vacation requests are not deemed approved until the 

employee receives a written confirmation from all (and 

including) the final approver(s), including HR. Should an 

employee depart without approval (for whatever the 

reason) he/she may be facing disciplinary action. 

Generally, if the dates requested conflict with requests of 

other employees, the conflict is resolved in favor of the 

employee submitting the earliest request. 

It is the responsibility of the employee to verify with 

Regional HR & Administration their leave balance to avoid 

any rejection/delays in their application. 

Employee is required to handover their tasks to ensure 

seamless transition during his/her absence 

Line / Project Manager shall authorize leave while ensuring 

a proper coverage is in place 

Leave Applications are to be filed with Regional HR & 

Administration Department One Month before date of 

travel. 

Regional HR shall validate leave entitlements, if any, return 

any incorrect applications 

When the employee returns from leave, he/she must 

complete a resumption duty form and submit to Regional 

HR & Administration Department. 

3.5.2 

RATE OF PAY 

 

 

 

Leave Pay is calculated as basic salary plus fixed 

allowances (housing and transportation) 

Leave Encashment is paid at Basic rate of pay 

(Enchashment is exceptional, only based on approval from 

management) and only within the limit of 30 days) 

Leave entitlement is calculated from 01 st January to 31 st 

December each year 

SICK LEAVE 

ADP INGÉNIERIE recognizes absence of work due to bona 

fide illness and sets out to regularize the sick leave eligibility/ 

procedure. 

POLICY 

 

 

 

 

 

 

 

Employees who fall sick after completing their probationary 

period shall be entitled to sick leave as per Article 83 of 

UAE Labor Law 

Any illness of one day or longer for any employee requires 

a medical certificate. If at any time an employee’s 

absenteeism becomes chronic due to illness, ADP 

Ingénierie may require a complete physical examination 

by a company-designated physician to re-qualify the 

employee for continued employment 

Sick Leave entitlement is applicable for the current year 

(prorated* number of days employed) and no leave 

balance can be carried forward 

Employees should provide a medical attested certificate to 

obtain sick leave pay. 

If the medical treatment was done outside UAE, medical 

certificate in English should be attested from the country of 

treatment or provide a treatment summary/follow-up from 

UAE 

Employees are eligible for 3 days as uncertified sick leave in 

a year but not more than 1 day on an occasion (Site Based 

Employees – Refer to Project / Client Directives, which 

require UAE Ministry of Health attestation of any medical 

certificate received from abroad or Emirate other than 

Dubai) 

No compensation is payable if the illness is the result of the 

employee’s misconduct (eg: having consumed alcohol, 

etc.) 

14 15


 

 

 

 

 

 

Employees must notify their line/Project Manager when 

they fall sick on the first day that they are absent from work 

Employees should file ADP INGÉNIERIE Sick Leave 

Application (and any other related application) within 3-5 

days from the date of return. 

In the case of long period of sickness, it is the responsibility 

of the employee to inform line / Project Manager and 

Regional HR & Administration of the dates of sick leave 

Line / Project Manager shall authorize the leave 

application which shall be then send to Regional HR & 

Administration Department for validation 

ADP INGÉNIERIE Sick Leave Application shall be considered 

complete after obtaining Regional Director HR & 

Administration approval. 

Employees must submit Duty Resumption Form for leave 

taken more than 1 day 

RATE OF PAY 

 

 

 

 

 

 

 

Sick Leave for the first 15 days to be at full pay 

Sick leave for the next 30 days to be at half pay 

Sick leave for the subsequent 45 days at no pay 

Sick Leave full pay is Basic pay plus allowances 

Sick Leave at half pay is calculated reducing the basic 

pay to half 

Sick Leave at no pay is calculated by reducing the basic 

pay to nil. 

Leave entitlement is calculated from 01st January to 31st 

December 

3.5.4 

 

 

 

 

Within the 45 days, the employee has the discretion to 

decide the number of days to be taken before and after 

delivery 

Employee cannot claim sick leave during the maternity 

leave. It can be before or after the maternity leave 

Employee may be granted maximum of 100 days as leave 

without pay subject to approval 

During the 18 months following the delivery, employee has 

the right to have two intervals of 30 minutes for her nursing 

break 


 

 

 

 

 

Employee should inform her Line Manager of her 

pregnancy and delivery expected due date to properly 

plan the handover prior to start date of her maternity leave 

Employee applies by filing the ADP INGÉNIERIE Leave 

Application (including any other related application) and 

forward for approval to her Line / Project Manager 

It is the responsibility of the employee to update her Line/ 

Project Manager of any changes due to her condition 

Leave Applications are to be filed with Regional HR & 

Administration Department One Month before date of 

delivery 

When the employee returns from leave, she must complete 

a resumption duty form and submit to Regional HR & 

Administration Department 

OTHER LEAVE ENTITLEMENTS 

– POLICY & GUIDELINES 

PATERNITY LEAVE 

3.5.3 

MATERNITY LEAVE AND NURSING BREAK 

ADP INGÉNIERIE recognizes absence of work due to delivery 

and sets out to regularize the maternity leave eligibility/ 

procedure. 

 

 

Male employees are eligible for paternity leave if their 

baby is born in the UAE 

Male employees are entitled to maximum 2 days as a 

paternity leave to support their wife and newborn. They are 

required to complete all legal formalities during this period. 

POLICY 

 

Female employees hired on permanent full time basis 

are eligible for maternity leave only after they have 

completed 12 months of service 

If the employee has completed less than 12 months she 

MARRIAGE LEAVE 

shall be entitled to maternity leave at half pay 

Employees can avail 3 days as a special leave to 

Maternity leave is 45 days, this includes period preceding 

celebrate their wedding which is to be taken once during 

16 and the period following delivery 

their entire service with the company. 

17 

 

Employee must provide birth notification or certificate as a 

supporting document 

It is the responsibility of the employee to notify their line / 

Project Manager and file the necessary leave application

3.6 

ANNUAL TRAVEL TICKET 

POLICY 

All Eligible Employees must complete a minimum of 12 

months service or as otherwise specified in their contract 

of employment 

HAJJ LEAVE 

 

 

Hajj Leave is granted to Muslim employees for 

performing pilgrimage after completing a minimum 

of one year of continuous service (Refer Federal Law 

No.8, 1980, Article 87). 

It is granted once during their entire service up to 

thirty calendar days, depending on operational 

requirements as determined by the Line / Project 

Manager 

 

 

 

 

 

 

 

 

Travel Destination must be to the point of origin as specified 

in their contract and/or validated by the employee’s 

passport. Alternative travel destination could be used as 

long as cost does not exceed the cost of a ticket to their 

regular destination 

The point of origin must be to the nearest International 

Airport (any internal travel will be covered by employee) 

Employees eligible for family travel ticket will avail the 

benefit should the spouse and eligible children reside in the 

UAE and are sponsored by the employee 

Employees eligible for family travel ticket shall have a 

coverage for maximum of 3 children 

Eligible age of children as dependents shall not exceed the 

age of 18 years unless specifically mentioned otherwise in 

their employment contract 

Where an employee and his/her spouse are working for 

the company and are both entitled to family ticket, the 

benefit shall be granted to one employee 

If the employee is intending to travel during the peak 

season (i.e. Summer, Winter, Holiday Season) they should 

submit their request 3 months in advance prior to date of 

travel 

If the employee is intending to travel during low season, 

they may submit their request 45 days prior to travel date 

COMPASSIONATE (GRIEF) LEAVE 

TIMELINES 

 

 

Compassionate leave is granted in the case of: Death 

of immediate relative (spouse, parents, parents-inlaw, 

siblings, grandparents, and children) – up to a 

maximum of five days 

The employee may be requested to provide 

appropriate supporting documents (e.g. Death 

Certificate) 

TRAVEL IN 

December, January 

February, March, April, May 

June, July, August 

September, October, 

November 

APPROVED & BOOKED BY 

September 

45 days prior travel 

April 

45 days prior travel 

TRAINING / STUDY LEAVE 

ADP INGÉNIERIE will grant time-off without loss of pay 

to employees who attend recognized courses and 

examinations relevant to the advancement of their 

jobs, and as agreed with management. Approval 

18 must be obtained in advance. 

19

PROCEDURE / GUIDELINE – TICKET BOOKING 

 

 

 

 

Employees to furnish travel dates, names of spouse, 

children, date of birth, etc., for a booking to be made 

Regional HR & Administration Department shall coordinate 

with the approved travel agent to obtain flight option using 

the most competitive direct route where available 

Employee must check the flight details before sending their 

confirmation 

Once the travel tickets have been issued, the employee 

shall bear the cost for any fee associated with changes not 

mandated by the company 

PROCEDURE / GUIDELINE – TICKET ENCASHMENT 

 

 

 

 

If an employee advancing towards a leave and wishes 

to encash his/her tickets, they must provide a leave 

application selecting encashment option 

If an employee wishes to encash his/her ticket without 

going on leave, they will need to send an email request to 

Regional HR & Administration Department and Regional 

HR & Administration shall use an average annual rate for a 

direct route on an international or national carrier 

If an employee is unable to submit requests per the 

above timelines, they shall be provided with the company 

approved base rates 

Regional HR & Administration shall notify the employee of 

approved flight amounts and the payment shall be added 

to the monthly salary 

PROCEDURE / GUIDELINE – ADDITION OR DELETION OF ELIGIBLE 

DEPENDENTS 

 

 

 

 

Eligible employees are to fill a General Request Form 

requesting addition of their eligible dependents for flight 

tickets 

The form must be approved by their line manager and 

forward to Regional HR & Administration for validation and 

approval 

Employee shall receive notification for the inclusion 

approval 

If an eligible dependent no longer resides in the country, 

employee is requested to inform UAE Regional HR via 

email. 

3.7 

MISSION / BUSINESS TRIP 

ADP INGENIERIE UAE endeavors to provide guidelines on 

Mission / Business Trips 

POLICY 

 

 

 

 

Employees are afforded economy class of travel during 

their authorized Mission/Business trip 

Employees are reimbursed reasonable business expense 

incurred during their authorized Mission/business trip. 

Coverage may include : 

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Transportation to and from Domestic Airport and within 

the Destination 

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Cost of Accommodation 

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Visa and Immunization costs of Foreign Travel (if 

applicable) 

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Meals 

Project Manager / Line Manager are responsible for 

complying with reasonable business expense criteria 

Employees are covered under the Travel Insurance and 

Assistance during their authorized Mission/Business Trip 


 

 

 

 

 

 

Employees are to submit a Mission Request Form approved 

by Line Manager / Project Manager / Head of Department 

to be then forwarded to Vice President for Approval 

Project Name and Details are to be provided in the Mission 

Request Form 

Approved Mission Travels are to be submitted to Regional 

HR & Admin at least 3 days before travel 

Flights and Hotel Options are to be coordinated by the 

Regional HR & Admin with the Employee travelling on 

Mission 

Flight and Hotel Costs are to be authorized by the Project 

Manager/Line Manager/Head of Department and Vice 

President. 

Regional HR & Admin shall register the employees missions 

in Notilus (Software) to enable the traveler to receive travel 

insurance coverage and country information before their 

expected date of travel 

20 21

3.8 

3.8.1 

3.8.2 

CORPORATE MOBILE POLICY - HANDSET/ SIM 

The purpose of this policy is to provide guidance and to 

govern the usage of mobile phones by employees of the 

Company 

POLICY 

ALLOCATION 

The head of the department will ensure that there is a 

genuine business need or other benefit to the company, 

prior to purchasing and/or allocating a corporate mobile 

communication device. Genuine business need, includes 

where staff are: 

 

 

 

 

 

 

regularly out of their primary work location/office on work 

duties and/or travel on Company business; or 

required to be contactable or on call out of normal 

business hours; or 

not able to access a Company landline phone; or 

in roles with security or operational responsibilities that 

require them to be readily contacted by phone; or 

more effective and/or efficient by using mobile devices 

while working at an approved company location. 

Staff who are allocated corporate mobile devices must 

read and follow this procedure and other relevant policies 

and procedures such as the IT procedure. 

STAFF USE 

 

 

Corporate mobile communication device users are 

responsible for any and all activities associated with the 

use of that device. Staff who use corporate devices must: 

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Ensure their device use is in accordance with relevant 

Company policies and procedures. 

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Take reasonable care of the device, maintain it in good 

working order and take all reasonable precautions to 

prevent loss, damage or theft. 

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Be responsible for any cost of repair or replacement 

other than fair wear and tear 

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Report lost or stolen mobile devices 

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Return the device and SIM card to their manager, if the 

device is no longer required for them to reallocate to 

another staff member or cancel 

Staff must use reasonable endeavours to minimize voice 

and data costs, including accessing data from Company 

Wi-Fi services where possible. 

22 When not on Company property, users should, wherever 

the right to initiate disciplinary procedure up to termination, 23 

possible, access data on their mobile communication 

should there be a case of having used the company 

device via free Wi-Fi services. 

phone while driving 

3.8.3 

 

 

 

 

 

Staff must ensure that they are not exceeding the monthly 

data allowance. Any amount over the consumption limit 

would be considered personal usage and be deducted 

through payroll, unless employee justifies business need. 

Managers of staff with allocated corporate devices must 

monitor usage and expense (both voice and data) and 

discuss plan options with those staff who regularly generate 

business usage costs, either voice, data or both at the 

upper limit of or above expectations. 

Staff must use mobile communication devices owned by 

the Company responsibly, ethically and lawfully. Unlawful 

use that breaches this procedure will be dealt with as a 

misconduct matter 

The Company will not defend or support any authorized 

user who uses IT resources for an unlawful purpose. 

Prior to ceasing employment with the Company, 

staff members must return their corporate mobile 

communication devices, including SIM cards and 

accessories, to their managers. The relevant department 

head will be responsible for payment of any charges 

incurred as a result of non-returned mobile phones. 

PERSONAL USE OF COMPANY MOBILE PHONE 

 

 

 

 

 

 

 

 

 

 

The staff member is responsible for reimbursing the 

Company for personal usage of an allocated Company 

mobile phone through the payroll deduction. 

International use 

Staff must ensure that they have prior approval from their 

manager to use the corporate device before taking it 

overseas. 

Staff must use corporate mobile communication devices 

as cost effectively as possible while overseas. 

Use of non-company mobile communication devices 

Staff are permitted to use their personal mobile 

communication device to access the Company’s Wi-Fi 

network. 

Staff who have a claim for the costs of reasonable and 

genuine business use of their own personal devices, may 

submit a request for reimbursement to their manager 

The staff member must obtain approval from their 

manager, who will also obtain agreement to this 

arrangement from their manager, prior to incurring the 

costs. 

Use of company mobile device while driving 

Use of company mobile device while driving is strictly 

forbidden. Should any accident occur the company retain

3.9 

CODE OF BUSINESS PRINCIPLES 

POLICY 

Code of Conduct 

 

 

 

In addition to knowing and understanding these codes, 

each employee must understand the level of authority 

included in their job and must be careful to act within the 

limits of that authority 

The company conducts its business with honesty and 

integrity and with respect for the interests of those with 

whom it has relationships 

The company is required to recruit, employ and promote 

employees on the basis of the skills, qualifications and 

abilities required for the work to be performed 

Conflict of Interest 

 

 

The company expects its employees to avoid any personal 

activities and financial interests which may conflict with 

their commitment to effectively performing their jobs 

ADP INGÉNIERIE employees may not undertake any 

business or employment, for which they are paid in cash 

or kind. Should an employee undertake any other paid 

activity, they shall be liable to disciplinary action. 

Environment Friendly 

 

The company is committed to running its business in 

an environmentally sound and sustainable manner. 

Accordingly, its aim is to ensure that its processes and 

products have the minimum adverse environmental 

impact commensurate with legitimate needs of the 

business. 

Confidentiality 

 

 

ADP Ingénierie has developed certain types of private 

and confidential information that are classified as trade 

secrets of the company (“Confidential Information”). 

Confidential Information includes, but is not limited to, the 

employee handbook, customer lists, customer information, 

compensation, and financial information. 

All Confidential Information must be maintained in strictest 

confidence and shall not be disclosed directly or indirectly 

to any unauthorized person without the prior written 

consent of the designated company representative. All 

written material and documents constituting Confidential 

Information are the sole property of ADP Ingénierie. 

Employees shall return this information in full to the 

company if employment ceases for any reason. 

Violations of this policy may result in disciplinary action, up 

24 to and including termination and possible legal action. 

25 

 

The details of an employee’s terms of employment and 

compensation should also be treated as confidential 

matters and not disclosed to other employees, peers, 

colleagues and others 

Bribery 

 

The company or its employees may not give or receive 

bribes to gain business or financial advantages. The 

company’s employees are directed that any demand for 

or offer of such a bribe must be immediately rejected and 

reported to Regional Director, HR & Administration 

Alcohol and Substance 

 

 

 

No employee shall unlawfully sell, distribute, dispense, 

possess, transfer, or use alcohol nor controlled substance 

in the workplace or wherever the company’s work is being 

performed. 

No employee shall report to work under the influence 

of alcohol, controlled substances, or other drugs, which 

affect his or her alertness, coordination, reaction, response, 

judgment, decision-making or safety. 

No employee shall operate, use or drive any equipment, 

machinery or vehicle of the Company while under the 

influence of alcohol or controlled substances/drugs. 

Dress Code 

 

 

 

General dress code is “ Business or Smart Casual” except 

on the last day of the working week, when it is an optional 

“Casual 

Lengths of skirts and dresses worn by the female employees 

are to be at an acceptable length, preferably, below the 

knee 

Employees must be well groomed and present an 

appearance that is professional. 

Anti-Harassment and Workplace Conduct 

 

 

 

 

Harassment and discrimination includes, but not limited to, 

any unwanted, unreasonable and offensive behavior that 

makes people feel uncomfortable, humiliated, frightened, 

or threatened. 

Employees are expected to refrain from making 

derogatory, racist, religious, cultural unacceptable 

comments 

Employees are expected to refrain from spreading 

negative rumors about an employee/ADP INGÉNIERIE 

Employees are expected to refrain from offensive jokes, 

emails or gestures

Obligations following termination 

 

All employees should follow the ethical code whereby 

they should not seek employment with a competitor/ 

client/associated entity for a period of one year, disclose 

information about the company, plans, prices, programs 

or any information that may benefit the competitor and 

prove to be disadvantageous to ADP Ingénierie in the 

short or long term. In such a case ADP Ingénierie is free 

to take necessary action against the employee. (Refer 

Federal Law No.8, 1980, Article 127.) 

PROCEDURE / GUIDELINE 

 

 

 

Unauthorized use or disclosure of confidential information 

may result in disciplinary action, up to and including 

immediate termination, prosecution, or other available 

action 

Upon termination of employment, employees must return 

any and all confidential information, including all copies of 

such documents prepared or produced in connection with 

their employment at the Company pertaining to Company 

business or the employee’s services for the Company, 

whether made or compiled by the employee or furnished 

to the employee in connection with such services to the 

Company 

Any employee who violates this policy will be subject to 

disciplinarily action up to and including dismissal from the 

Company 

3.10 

WORK SCHEDULES 

POLICY 

 

 

 

 

 

 

ADP INGÉNIERIE may adopt variable work schedules to suit 

operational requirements 

Saturday may or may not be a working day 

During the month of Ramadan, working hours will be 

reduced in accordance with the UAE Labor Law. 

Hours worked in excess of the Ramadan working hours shall 

be treated as overtime for employees who are eligible for 

overtime 

Traveling time between the residence and the normal 

working place is not considered as part of the working time 

Traveling time between the normal working place and 

any other working place is considered part of the normal 

working hours 

WORKING HOURS 

Corporate Office Timings – 48 hours weekly 

 

Sunday - Thursday : 08:00 to 18:00 hrs 

Site Office Timings 

 

Will be determined by the site management in 

accordance with client requirements – as a general 

guideline, a maximum of 48 hours will be spread over 5 or 6 

days as scheduled by site management 

26 27

3.11 

ATTENDANCE POLICY 

ADP INGÉNIERIE requires its employees to report for work 

punctually as scheduled and to work all scheduled hours and 

any required overtime. Employee absenteeism and tardiness 

increases the workload of fellow employees, interferes with the 

flow of business, and affects morale and the quality of service 

to clients. 

POLICY 

 

 

 

 

 

The Company needs advance notice of attendance 

problems so that other arrangements can be made to 

cover employees’ absence, if necessary. “Proper notice” 

means that employee should call Line Manager prior to 

the start of their duty and personally notify them reason of 

their absence/delay, unless a verifiable emergency makes 

it impossible for the employee to do so. It is not sufficient to 

call in and leave a message with a coworker or someone 

else who is not in a supervisory/managerial position 

Employees must obtain approval from their supervisors in 

order to leave Company premises during scheduled work 

times 

Employees who must be absent for personal affairs or 

medical appointments should schedule such appointments 

outside working hours or during weekends if possible 

Unauthorized or excessive absences or tardiness may result 

in disciplinary action, up to and including termination 

Employees who are absent for two consecutive days 

without giving proper notice will be considered to have 

involved themselves with extended absenteeism. At that 

time the Company will formally invoke the disciplinary 

policy and procedure and advise the employee of the 

action 

3.12 

 

 

TIME RECORDS 

Corporate policy and client 

regulations require ADP Ingénierie 

to keep accurate records of the 

time worked by all its employees. 

Therefore, employees must maintain 

accurate records of the time they 

arrive and leave work, including 

lunch breaks. Time sheets are 

provided for this purpose. 

Failure to maintain time records, 

falsification of time records, signing in 

for another employee or requesting 

that someone do so, or knowingly 

permitting another to falsify time 

records are serious offenses, subject 

to disciplinary action, up to and 

including termination and possible 

legal action. 

PROCEDURE / GUIDELINE 

 

 

 

Managers are responsible for controlling the attendance 

and punctuality of employees in their departments. They 

should note late arrivals and unauthorized absence during 

the day 

When an employee is late without permission or reasonable 

excuse, disciplinary action shall be applied 

When an employee is absent from work without permission 

or reasonable excuse, written warning shall be issued and if 

the same offence is repeated, strict disciplinary action shall 

be taken which might lead to dismissal. 

28 29

3.13 

OVERTIME AND COMPENSATORY OFF 

Overtime is the amount of time an employee works beyond 

the prescribed working hours which are 48 hours weekly. 

Normal hours are determined by the provision of UAE Labor 

Law. 

POLICY 

 

 

 

 

 

 

 

Employees who are not in a supervisory/managerial 

positions/grade and support staff are eligible to be paid 

overtime when it has been correctly authorized or may 

choose to take a compensatory time off. 

No overtime work may be performed without the prior 

written approval of the Line/Project manager 

Employees such as Engineers, Architects and employees in 

supervisory and management positions are not entitled to 

overtime. 

Employees who are not entitled to overtime pay due to 

nature of their job position may be required to work during 

official holidays/weekend. They shall be granted time-off 

or in-lieu of the additional hours worked 

For travel on Friday – comp off will be given and should 

be taken either beforehand or consecutively on the day 

of travel, within the limit of 48 hours. Consequently, no 

postponement beyond this limit or any capitalization of this 

equivalence rest period will be accepted. For example, in 

the case of a mission abroad, the comp off must be taken: 

either before departure on mission - by anticipation or on 

return to work, as a matter of priority on the day of return of 

the mission or, at the latest, the following day 

The comp off shall be taken within 72 hours. No 

postponement beyond this limit, nor any capitalization of 

this equivalence rest period will be accepted. 

The application of these rules must be followed both by the 

employee concerned and line manager and, if necessary, 

by the project manager responsible for the mission 

abroad/weekend day worked. 

Overtime Rate 

OVERTIME 

For overtime hours worked on 

normal workdays between 

1800 to 2100 and 0400 to 0800. 

For overtime hours worked on 

normal workdays between 

2100 and 0400. 

For all hours worked on Fridays 

and public holidays 


Overtime Pay – Weekday 

Any overtime needs to be pre-approved by line or project 

management. No overtime request will be granted without 

such pre-approval 

 

 

Employee must fill their attendance sheets and send to 

their line/project manager for review/approval before 

forwarding it to Regional HR & Administration 

The attendance sheet must be received by Regional HR & 

Administration before the 10th of the month for processing 

and validation. Overtime Pay shall be included in the 

monthly payroll 

Overtime / Compensatory Off – Weekend/Day Off 

 

 

 

 

If employee is requested to work during his/her rest day 

or a public holiday, a pre-approval form must be 

completed prior the actual due date from Line 

Manager &Vice President, Operations 

Once the final approval is obtained, the 

employee can proceed to work overtime 

The approved pre-approval form 

must be forwarded Regional HR 

& Administration to compute 

entitlement 

Leave Application to be 

filed when the employee 

wishes to avail his/her 

compensatory days 

RATE 

The gross hourly rate + 25% 

for each hour worked 

The gross hourly rate + 50% 


The basic hourly rate + 50% 


 

 

Overtime is recorded and paid for in units of one hour 

worked in excess of the established work schedules. No 

payment is made for periods of less than 1 hour 

All minutes worked after working hours, which are less than 

30 minutes shall not be accumulated and are thus not 

deemed to be overtime 

30 31

3.14 

MONTHLY PAYROLL MANAGEMENT 

POLICY 

3.15 

ANNUAL PERFORMANCE 

REVIEW 

 

 

 

Monthly Payroll Cut-off Period is 10th of the month 

HR will process approved requests received on/before the 

above date for the current month payroll 

Following approved requests must be processed with the 

monthly payroll 

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Monthly Wages 

The annual performance 

appraisal is done every year 

to encourage a performance 

driven culture and help identify 

employees who will benefit from 

training and development 

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Overtime Pay 

POLICY 

 

 

 

űű 

Approved Salary Advance 

űű 

Approved Housing Advance 

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Approved Ticket /Leave encashment 

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Changes/Amendments/Deferment of Wages/Advances 

Employee wages are to be paid through Wage Protection 

System as per the UAE Regulations 

Every employee must have a bank account to be paid 

their monthly wages 

Changes of Bank Account must be notified before the cutoff 

period 


 

 

 

Email Request for Annual Leave Salary must be sent either 

at the time of filing of leave or before the cut-off period 

Advance Request Form must be submitted to HR for 

processing and validation before final approval 

Change in Bank Account Form and attendance sheet for 

Overtime pay must be filled and send to HR 

Communicating Performance Expectation (Role Mission) 

 

Line Manager shall meet with their employees to establish 

expectations regarding their employees’ performance, 

specify how employees’ actual performance will be 

measured and their success determined, and impart 

to them an understanding of how meeting these 

expectations will contribute to the achievement of the 

Company’s mission 

Employees shall be responsible for meeting their performance 

expectations 

 

The employee needs to be proactive during the year to 

discuss the progress against objectives, related issues, 

support required and seek any general advice and 

counseling that he/she may need to optimize his/her 

contribution to the company’s strategic goals and business 

plan. Thus the employee or the Line Manager may seek 

periodic reviews of the performance against objectives set 

at the beginning/during the review period. 

Addressing Poor Performance 

 

When an employee’s performance falls below 

expectations at any time during the performance 

cycle, the supervisor/line manager shall document the 

performance deficiency and take actions, including 

(if appropriate) disciplinary action, to assure that 

performance expectations will be met within a reasonable 

period of time 

Personal / Professional Growth 

 

Employees are encouraged to express interest in growing 

in their current positions or in furthering their careers in the 

Company 


Annual appraisals shall be done through the online HR 

Portal (Kiosque) 

32 

Employees shall receive the necessary access details 

33 

through their emails

Once the Line Manager initiates the appraisal, employee 

must fill all sections of the appraisal form and send to their 

manager for review 

Line Manager shall send an invite to employees for face to 

face interview and send their reviews/ratings through the 

online HR Portal (Kiosque) 

3.17 

EXCEPTIONAL HOUSING ALLOWANCE 

ADP INGÉNIERIE UAE specifies housing assistance provided to 

employee in the form of a loan 

POLICY 

 

 

Employees are to acknowledge the review and if he/she 

so wishes to discuss further, can redirect the review to their 

manager 

Line Manager shall have the final validation on the 

performance appraisal 

 

 

Employees can request housing allowance to be paid in 

advance and the loan settlement period shall not exceed 

6 months 

Such request should stay exceptional and should normally 

be given once – recurring loans are not a common 

practice and should not be renewed automatically 

3.16 

SALARY CHANGES 

Salary increases and/or bonuses are 

not automatic (based on seniority or 

the mere passage of time), nor are 

they guaranteed. ADP Ingénierie 

reserves the right to annually 

evaluate such cases based on a 

number of factors such as employee 

individual performance, department 

performance, company results and 

economic conditions and make 

decisions accordingly.. 

 

 

 

 

The Housing Advance can be granted after 1 month from 

the last installment. 

Housing Advance amount must not exceed the gratuity 

calculation of the employee in case of departure, 

otherwise ADP INGENIERIE UAE reserves the right to request 

the employee to submit any guarantee it deems suitable. 

In case an employee leaves the company before full 

repayment of the Housing Advance, the amount shall be 

recovered from his/her final dues 

Housing Advance is not an entitlement and hence, ADP 

INGENIERIE UAE reserves the right to approve or reject 

employee’s request for Housing Advance 


 

 

 

Employees are to submit an Advance Request Form to the 

Regional HR & Admin Department 

Regional HR & Admin Department will review the Request 

and obtain the necessary approvals of Senior Regional 

Director, HR & Administration and Vice President, 

Approved amount shall be paid through monthly payroll 

and recovered from the employee in monthly instalments. 

3.18 

EXPENSE CLAIM 

All expense claims must be authorized and it is the 

responsibility of the Project/Line Manager to ensure they 

are incurred in the course of ADP Ingenierie business. The 

company reserves the right to refuse reimbursement for any 

claims that has not obtained pre-approval from Line Manager 

or Vice President. Employees are to submit their expense 

claims online and attach receipt/relevant documents to 

ensure timely processing and approvals. 

34 35

3.19 

DISCIPLINARY 

3.20 

WORK SAFETY & INCIDENT REPORTING 

ADP INGÉNIERIE aims to provide a fair and disciplined 

work environment. The Company disciplinary code is in 

accordance to the stipulations of the UAE Federal Law - Article 

12 of the UAE Labor Law Section 12 – Disciplinary Code 

ADP INGÉNIERIE aims to provide a healthy and safe work 

environment for its employees 

POLICY 

POLICY 

 

 

 

 

 

 

 

 

 

Formal disciplinary action is not taken lightly. Where the 

Company has cause to believe that standard expected 

code has been breached, formal disciplinary procedures 

shall be invoked. 

The disciplinary actions for misconduct typically depend 

on the severity of the breach and whether or not the 

employee has a history of inappropriate behavior. 

Misconduct may lead to reprimand and warning 

Verbal warnings and first written warnings of one offence 

will remain valid for 3 to 6 months in employee file 

depending on the severity of the breach 

Final written warnings will remain valid for 12 months 

Investigation Proceeding must be carried out where the 

offence is considered a Gross Misconduct 

Employees will be requested to sign warning letters and will 

be given an opportunity to state their objections, if any. 

Should an employee refuse to sign a warning letter, this 

does not make the warning invalid. 

Cases of misconduct shall be immediately brought to the 

notice of Regional HR Director 

If the nature of misconduct requires immediate suspension, 

the employee concerned may be suspended immediately 

by Regional HR Director / VP, Operations before the 

investigation is carried out. Proceeding of the hearing shall 

be recorded in writing 

If the employee fails to appear for the hearing after being 

served due notice, proceedings may be held in his/her 

absence 


 

Line / Project Manager meets with the employee and fills 

the Incident &Disciplinary Action Form and forwards to the 

Regional HR & Administration 

 

 

 

 

 

 

 

 

 

It is the company’s policy to take necessary steps to 

provide for the health and safety of all its employees. It 

is the duty of every employee to take care of their own 

health and safety at work and to ensure that they comply 

with the company’s safety arrangements and do not do 

anything to compromise the health and safety of others 

and themselves 

Instructions are displayed detailing the action to be 

taken in the event of a fire alarm throughout the buildings 

occupied by the company. 

No employee should interfere with any electrical apparatus 

in the workplace (other than in the line of performing their 

duties). No tampering with electric controls or switches 

Pile materials, skids, bins, boxes, or other equipment so as 

not to block aisles, exits, fire-fighting equipment, electric 

lighting or power panel, valves, etc. FIRE EMERGENCY 

DOORS MUST BE KEPT CLEAR 

It is the policy of ADP INGENIERIE to investigate all 

accidents, which are defined under UAE law and for 

accidents resulting in an employee needing hospital 

treatment. An investigation report will be completed, on 

the ADP INGENIERIE Accident Investigation Report Form 

All accident investigations will be carried out by the HSE 

Manager and Safety Officer and will be formally recorded 

It is the responsibility of the employee to read the Health, 

Safety and Environment Policies and be familiar with their 

own safety duties and responsibilities 

Observe smoking regulations 

Report any unsafe condition or activities 

EMPLOYEE’S RESPONSIBILITIES 

 

Shall fully familiarize themselves with ADP INGENIERIE 

Health and Safety Policy and departmental systems of 

work, relevant codes of practice, systems of work and 

safe operating procedures and shall ensure that they are 

understood and applied at all levels within their areas of 

responsibility. 

 

Incident shall be reviewed and disciplinary action shall be 

Shall ensure, so far as is reasonably practicable, that all 

persons, who come within their area of responsibility, 

determined by the Regional HR Director & VP Operations 

including non ADP INGENIERIE Personnel receive sufficient 

as per Disciplinary Policy & Procedure 

information, instruction, training and supervision necessary 

Employee receives formal notification of disciplinary action. 

for them to avoid risks to their Health and Safety. 

36 37 

Shall ensure that adequate, suitable protective clothing

and equipment is provided, maintained and used within 

their areas of responsibility. 

Shall ensure that any Health and Safety problem, which is 

not resolved, is brought to the attention of their Manager or 

the Safety Officer. 

Shall assist, as necessary, in the completion of the Risk 

Assessments in areas for which they are responsible, 

together with the completion of necessary training as 

required. 

Shall carry out all tasks in line with documented Risk 

Assessments and identified control measures for which 

they have been given instruction. 

Shall investigate or assist in investigation of all accidents or 

near misses within their areas of control. 

Shall ensure that all persons under their control are 

consulted on Health & Safety issues that may affect them 

in their duties, and are kept informed of relevant Health & 

Safety information. 

Shall report to their supervisor any accident or near miss, 

whether anyone was injured or not, any practices, systems 

of work or conditions which they consider may create 

a risk to the Health and Safety of persons or damage to 

premises. 

Co-operate with ADP INGENIERIE by adhering to Company 

rules, safe working practices and all instructions necessary, 

to enable ADP INGENIERIE or other persons to comply with 

their legal responsibilities. 

Shall not intentionally or recklessly interfere with or misuse 

anything provided in the interests of Health, Safety or 

Welfare 


 

 

 

 

Any Incidents connected with work or a self-employed 

person working on ADP INGENIERIE premises, resulting in 

an injury, the accident must be reported to the immediate 

supervisor and provide all relevant information to the 

investigation team. 

If a situation occurs which does not result in a reportable 

injury, but is described as a dangerous occurrence, it must 

be reported immediately to the HSE Manager (e.g., by 

telephone) in copy to Human Resources. 

In the event of a major injury, or a death, of either a 

member of staff or visitor due to an accident, or a death 

under suspicious circumstances, the HSE MANAGER and 

Senior Regional Director, HR & Ad Regional Director, HR & 

Admin min must be immediately informed by the quickest 

practical means. 

The Accident/Incident reporting forms are kept by the 

HSE Manager. These forms will be photocopied once 

3.21 

EMPLOYEE SEPARATION / EXIT 

ADP INGÉNIERIE strives to extend to a separated individual all 

possible consideration, consistent with integrity, sound business 

practices, and the Company’s policies 

POLICY 

 

 

 

 

 

ADP INGÉNIERIE shall not terminate an employee during their 

approved leave and employees are not permitted to submit 

their resignation during an approved leave 

Leave is not normally taken during the notice period 

(unless exceptionally approved by management) and any 

outstanding vacation balances are paid out as part of the 

final settlement 

Retirement on medical grounds: ADP INGÉNIERIE reserves 

the right to retire an employee on medical grounds six 

months after the incidence of his/her illness or accident, if the 

employee is found unable to normally resume his/her duties 

as per the certification of a nominated medical doctor. (Refer 

Federal Law No.8, 1980, Article 85.). 

Upon cease of employment, on the last working day, 

passports will be requested for submission to allow 

cancellation of work permit, the employee/family have 30 

days to exit the country or transfer to another sponsor 

A departing employee is expected to work during their notice 

period conscientiously and professionally 


Termination 

In the case of termination during a probationary period, an 

advance notice of minimum 1 month and up to 3 months 

according to employee contract should be given on both 

sides. 

Once the termination decision is established, employee 

shall be requested immediately to start the exit process and 

handover all documentation/equipment 

 

 

 

Employee shall receive a tentative calculation of their End 

of Service and approved/finalized template at the time of 

cancellation of their labor contract 

Resignation 

 

 

 

 

Employee is to meet with Line/Project manager and discuss 

the reason of his/her resignation 

Line manager will sign the resignation letter acknowledging 

approval and last working day 

The approved resigned letter is then sent to Regional HR 

Director who will schedule an HR exit interview with the 

employee 

Regional HR Director shall obtain final approvals/ 

acknowledgement on the resignation letter 

Employee shall then receive a formal acceptance of 

resignation letter indicating the exit process 

completed, prior to posting the report to the respective 

38 39 

authorities to ensure a record of their completion is kept 

It is the responsibility of the employee to complete the exit 

within the building. These records will be kept indefinitely. 

checklist before/on the last working day to be provided the 

cancellation of labor contract.

3.22 

END OF SERVICE PAYMENT 

POLICY 

 

 

 

 

 

 

 

Employee who has completed a period of one or 

more years of continuous service shall be entitled to a 

severance/gratuity pay upon the end of his/her contract. 

Days of unauthorized absence shall not be included in 

calculating the period of service 

Severance/Gratuity pay shall be calculated on the last 

basic salary due to the employee 

Rate of Pay 

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Severance Rate is based on days for each year of 

service 

YEARS OF SERVICES 

RESIGNATION TERMINATION 

RATE 

RATE 

1 - 3 y 7 days 21 days 

3 - 5 y 14 days 21 days 

5 y 21 days 21 days 

5 y and above 30 days 30 days 

Final Settlement of Employee shall be accounted as 

follows: 

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Gross Salary up to the last working days 

űű 

Leave Salary in lieu of days earned (but to last working 

days) but not taken 

űű 

Annual Travel Tickets due to the employee till the last 

working day 

űű 

Notice Pay and Allowance 

űű 

Expatriation expense if and when applicable 

űű 

Deductions on Advances or excess payments in respect 

of salary/allowance 

űű 

Deductions/recovery of any outstanding amounts 

employee owes the company 

If the employee is leaving at the end of the month his/her 

salary will be deposited in the bank as part of the normal 

payroll process and the remaining amount will be paid 

after he/she signs the cancellation of labor contract 

If the employee abandons his/her service, their salary in 

lieu of notice period will be deducted 


 

Employees shall receive End of Service Calculation 

Do not adjust Thermostats and do not block heating/air 

template for review and acceptance before being paid 

conditioning vents 

their dues 

Turn off all lights in the office/cubicle when leaving work 

Final Settlement shall be transferred to the employee’s 

area. 

40 41 

bank account and bank will be notified of end of service 

transfer, as per UAE regulations 3.20. 

3.23 

GENERAL ADMINISTRATION 

VISITORS TO COMPANY PREMISES 

 

 

 

Employees should notify the Reception Desk when they are 

expecting visitors. 

Visitors shall sign-in at the reception and they shall be 

provided with visitor tag upon arrival. 

Employees are requested to escort the visitors to the 

meeting room to conduct their meetings 

STATIONARY /OFFICE SUPPLIES 

 

 

Employees desk are already equipped with basic office 

supplies. 

Any missing supplies must be directed through the Project 

Secretary (if any) to the Regional Administration Team 

MEETING ROOMS 

 

 

 

Meeting Rooms can be booked through outlook calendar, 

by selecting “Room” which is near “Location” or simply 

send invitation to the room name 

If the meeting room is booked, an autoreply will be 

received to inform the sender that the meeting room is not 

available during the timeframe allocated for the meeting. 

In case of conflict, priority will be given to the person who 

has booked the room through outlook calendar 

COPIER / PRINTER/FAX USAGE & MAINTENANCE 

 

 

IT Administrator is responsible for changing toner cartridges. 

Paper stacks are usually available near the copier 

machine, hence, staff should refill as and when needed 

FACILITES 

 

 

 

 

Please report any furniture, light or telephone problems to 

the Regional Administration Team 

Confidential/sensitive materials should be disposed 

properly preferably using the shredding machine 

Each cubicle has a trash can for general waste. Please 

use the trash cans in the break room for food remains / 

perishable food items. 

Shut down workstations at the end of the day including 

speakers and monitors

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