EMPLOYEE E-HANDBOOK

PHILIPPINE FIRE AND MARINE INSURANCE CORPORATION

Head Office: 5th Floor Lepanto Building, 8747 Paseo de Roxas, Makati City. Telephone:
(02) 892-2981 to 85 Fax No.: 813-6163 Mobile No.: (+63922) 857-8161
http://www.philfire.com.ph

TABLE OF CONTENTS
CHAPTER I :

CHAPTER II :

CHAPTER III :

12

CHAPTER V :

CHAPTER VI :

INTRODUCTION

CHAPTER IV :

PRIVILEGES & BENEFITS

13
CHAPTER VII :

CODE OF CONDUCT/TABLE
OF PENALTIES

26

APPOINTMENTS

COMPANY OPERATING
POLICIES & PROCEDURES

21

CLASSIFICATION

CAREER & PERSONNEL

DEVELOPMENT

25

Welcome to PHILFIRE!
You have joined a rm engaged in non-life insurance. Whether you come to the
company as an assistant, or a supervisor, a technical specialist or a manager, bear
in mind that you play an invaluable role in the life of PHILFIRE. We hope that you
will nd your stint here as a fruitful and rewarding experience.
This employee e-handbook was prepared by the Human Resources Department
to acquaint you with the various policies of PHILFIRE. It is intended to give you a
better understanding of your responsibilities and the conditions under which
you work. In a nutshell, it contains a brief description of its mandate, functions
and operations, and the rules and regulations governing the workplace. This
employee e-handbook should answer the questions most frequently asked by
the employees and serve as a ready reference for you during the course of
your employment. Your immediate superior or the HR Department can help you
with any questions you might have that are not answered in this e-handbook.
We are pleased to have you as part of PHILFIRE.
Sincerely,
The Management

DISCLAIMER
I understand that I am responsible for reading the employee e-handbook,
familiarizing myself with its contents and adhering to all of the policies and
procedures of PHILFIRE, whether set forth in this employee e-handbook or
elsewhere.
The policies, procedures and standard practices described in this manual are not
conditions of employment. This manual does not create an express or implied
contract between PHILFIRE and any of its employees located in the dierent
designated locations where this manual is applicable.
PHILFIRE periodically reviews personnel policies in part or as a whole, to ensure
that they continue to reect Companys current operational standards and are
consistent with existing trends and laws. I further understand that this manual is
the property of PHILFIRE.

Using this Employee E-Handbook

The policies and practices included in this employee e-handbook may be
modied as deemed necessary by the Management.
This e-handbook is intended for use by all employees of PHILFIRE and
presented for information purposes only.
Your department/division has additional specic procedures for many of the
general policies stated in the handbook. You are expected to learn your
respective divisions procedure and comply with them. You are also expected to
conform to the professional standards of your occupation.
Please direct any questions to your immediate superior or to the Human
Resources Department.

CHAPTER I
INTRODUCTION
ABOUT US
1. The PHILFIRE History
The Philippine Fire and Marine and Insurance Corporation (PHILFIRE) has but a
solid reputation, based on years outstanding performance and reliable service.
The Company traces its roots to Manila Underwriters Insurance Company, Inc.,
which was established in 1949, during the exuberant period of post-World War II
in the Philippines.
In 1977, the Company was acquired by Lepanto Investment and Development
Corporation (a subsidy of Lepanto Consolidated Mining Company), Far East Bank
and Trust Company, the Fernandez-Palanca group, Filsyn Corporation, and the
Tugu Insurance Company Ltd., (a HongKong subsidiary of Pertamina the
Indonesia Oil and Gas Company). It was subsequently renamed as Philippine Fire
and Marine Insurance Corporation.
Drawing from the strength of its new owners, PHILFIRE has become one of the
most reputable and stable non-life insurance companies in the country.
2. Our Reputation
RESPONSIBILITY GROWTH
PHILFIREs growth reects the prudent vision of its owners and management.
The collective experience and expertise of some of the countrys top nancial
and industrial leaders who serve on its Board are brought to bear on plans,
policies, and decisions. The company is committed not only to the furtherance
of its own interest, but also to the industrys welfare.
STABILITY
A forerunner in nonlife insurance, the company has built and maintained a client
base whose continued condence in PHILFIRE for varied insurance needs
manifest abiding faith in the stability of the company. PHILFIRE now serves the
nonlife insurance requirements of over fty (50) companies in a wide range of
industries.
4 | INTRODUCTION

2. MISSION
To be the nation's most valued non-life insurance company.
3. VISION
Pursue excellence by providing quality comprehensive non-life insurance
products and services to all insuring public.
4. RESPONSIBILITY GROWTH
PHILFIRE'S growth reects the prudent vision of its owners and management.
The Company is embedded with a multitude of business actors and has taken
responsibility for the ways the company's operation impact its stakeholders.
With the call for sustainability and increased expectations on both its bottom
line and organizational development, the company is committed not only to the
furtherance of its own interest but also to the industry's welfare.
5. STABILITY
For more than a decade now, the foundation of PHILFIRE's success has been the
tailored and individualized products and services we oer to our customers.
Within the company and beyond, all employees are integrated into the PHILFIRE
community and its aliates enhancing their knowledge base and capabilities.
Combining our extensive knowledge in non-life insurance and continuous
product research enable us to perform and develop synergies between our
employees, the management and our customers in our business operations.
5. OUR VALUES
Dynamic
Integrity
Dependable

INTRODUCTION | 5

CHAPTER II
APPOINTMENTS
Oces are created by the Board of Directors which prescribes and denes the
powers, functions and duties attached to such oces as recommended by the
President.
Employees are appointed by the President upon recommendation of the Head of
Oce or Immediate superior. Those classied under group VI and the Heads of
Oces under group V are appointed by the President subject to the conrmation
of the Board of Directors if required by the By-Laws of PHILFIRE (referred also as
Company).
No position in the Company is lled in either on an ad interim or temporary basis
without the prior approval of the President or in accordance with the provisions
of the By-Laws of PHILFIRE.
Employment and Hiring Policies
Recruitment, Selection and Placement
All manpower requisitions are initiated using an approved Manpower Requisition
Form (MRF). Only Supervisors and Managers are allowed to initiate requisition for
personnel. The MRF must be duly signed and approved by Department/Division
Head, the HRD, FinanceManager and the VP Operations. All requisitions should
be accompanied with a detailed Job Description for the vacant positions.
Requesting party should coordinate with HR Department for the development of
the Job Descriptions.
Priority will be given to existing PHILFIRE employees (internal candidates) who
meet the minimum qualications for the vacant positions. If no employee is
qualied, HR Department shall proceed with external hiring.
PHILFIRE uses a number of sourcing methods to encourage qualied candidates
to apply for available positions. These include posting job advertisements on
newspapers of general circulation and online job postings. Depending on the type
of position available and qualications, recruiting eorts may be local or
expanded.

6 | APPOINTMENTS

All applicants undergo the standard recruitment process conducted by the HR

Department as follows:
Resume screening by HR and requesting department/division
Battery of Exams by HR
Initial interview by HR
Second Interview by Requesting Department Manager/Representative
Panel Interview by Management Group
Background Investigation/Reference Check by HR
Medical Examination
Job Oer by HR
Contract Signing by HR
Candidates are selected on the basis of professional qualications, personal and
academic background, and work experiences. The Company also looks at physical
and mental tness, aptitude, skills and positive attitudes that will enable him to
satisfactorily perform the responsibilities of a certain position. All applicants shall
be evaluated and selected based on the following general qualications:
Must be a graduate of four-year course
Must possess required knowledge, skills and work experience
required for the job
With at least average written and oral communication skills
Has strictly passed all screening requirements
Selected candidates shall submit the following pre-employment
requirements to HRD within one (1) month from the date of
employment:
1x1 Colored ID photo with white background (2pcs)
SSS Number - photocopy of any of the following:
Photocopy of SSS digitized ID card
Photocopy of E1 form
Photocopy of approved SSS E-6 stub (Application for SSS ID)

APPOINTMENTS

| 7

 SSS Loan remittance summary from previous employer, if any

HDMF (Pag-Ibig) Number / ID
HDMF (Pag-Ibig) Loan remittance summary from previous
employer, if any
Philhealth Number / ID
Taxpayer Identication Number - photocopy of any of the following:
If employee has previous employer/s during the current year
Photocopy of BIR Certicate of Compensation (2316)
in current year
1905 received by the BIR Regional District Oce where
TIN was applied
If employee has NO previous employer/s in current year
2305 & 1905 received by the BIR Regional District
Oce where TIN was applied
Attachment: Photocopy of Birth Certicate, Marriage
Contract & Birth Certicate of Qualied Dependents
If employee has no TIN/ Employee has no TIN yet
BIR form 1902 with attachments

NBI Clearance
Transcript of Records/ Diploma/ Certicate of Graduation
Clearance from most recent employer/ Certicate of Employment
Photocopies of Training Certications, if any
Favorable Medical Exam and Drug Test Results

| APPOINTMENTS

The applicant shall report to the HR Department on the rst day of employment.
HR shall ensure that the following are accomplished on the rst reporting day of
the newly hired employee before deployment to the requesting
department/division:
(a) Signing of Contract and other pertinent documents
(b) Submission of pre-employment requirements
(c) Employee Orientation
(d) Introductions and Oce Tour
Employment Records
PHILFIRE maintains a systematic and updated employment record of all
employees. The employment record includes information about employees
personal details, work history and all personnel actions initiated for and against
him like promotions, non-conformance, etc.
If there is any change in the employees residence, civil status, educational
attainment or anything related to his personal data, employee should personally
proceed to HR Department to update his records. Updating records in the 201 le
is the responsibility of employees.
Employment Status
There are categories of employees in the company:
A. REGULAR EMPLOYEE. Employee who has successfully completes the
probationary period and shall enjoy the benets of a regular employee.
B. PROBATIONARY EMPLOYEE. Employee is put under observation and evaluation. A probationary employee becomes a regular employee after a period of 6
months. The probationary period may be extended for another 6 months in case
the employee needs additional period to qualify for the position he/she is hired
for.
BUT, if at least 3 months, such that employee has satisfactorily accomplished the
minimum requirements based on the employees appraisal conducted by the
immediate superior, a probationary employee may become a regular upon
recommendation of the immediate superior and approval of the President.

APPOINTMENTS

| 9

C.
TRAINEE. All new employees without professional experience are under
training period of 6 months. Three weeks before the end of training period, the
Department Head shall submit to the HRD the conducted appraisal.
D.
CONTRACTUAL. Employed for a denite period or hired for seasonal
employment. This status of employment will not be converted to regular
employment without appointment to the eect issued by the company.
2. TRANSFER
Management reserves the right to transfer an employee to a vacant position of
the same (lateral) or higher (promotion) job level, when it deems necessary to do
so, in view of organizational requirements.
It is the policy of the company to transfer or approve request for transfer of
employees to other vacant positions, whereas talent can be utilized provided that
requirements are met.
For the good of the service, as when necessity and urgency so require, employees
may be transferred from one oce to another without diminution in rank, salary
and other privileges they currently have.
This takes place when an employee is moved to another equivalent rank or of
same pay level within an organization from one job. A transfer of an employee
may occur within the same department or to another shift or from one department to another.
3. PROMOTION
General Considerations. Promotion in general, is an upward reclassication of an
employee to a position with a corresponding increase in responsibilities or skills
required and salary.
Promotion usually takes two forms: promotion within one group (horizontal
promotion) or promotion to one group to another (vertical promotion).
Horizontal promotions are acted upon by the Head of Oce who noties the
Accounting Manager of such action. Vertical promotions, however, are
recommended by the Head of Oce to the President for approval.

10 | APPOINTMENTS

Horizontal promotions are acted upon by the Head of Oce who noties the
Human Resources Manager and Finance Manager subject for approval of the VP
for Operations of such action. Vertical promotions, however, are recommended
by the Head of Oce to the VP for Operations and President, if necessary for
approval.
Promotion depends upon the evaluation of the Head of Oce. In recommending
candidates for promotion, the Head of Oce should be guided by the group
classication of employees (refer to CHAPTER III). This will assure employees that
their compensation will be commensurate to their job and work performance.
Critical Factors for Promotion
i) Attendance and Punctuality
ii) Performance
iii) Professional Experience/ Training & Seminar
iv) Discipline
v) Length of Service
4. SEPERATION FROM SERVICE
Separation from service is governed by the terms of the contract. It may be
brought by resignation (without prejudice to the conditions stipulated in the
contract with PHILFIRE) and such causes provided by law. The contract may be
terminated at any time during the period by either of the parties for causes
stipulated in CHAPTER VIII, but the requirements of the law must be observed.
Voluntary resignation must be done in writing at least thirty (30) days prior to the
eectivity of the resignation.
5. RESIGNATION
An employee who decides to resign from a position should observe ample notice
of his or her intention to leave so as to allow supervisors and managers in the
department to assess their needs in replacing the individual, as well as to
provides time for the processing of nal salary and other due payments upon
termination.
An employee shall tender a notice of resignation at least one (1) month prior to
eectivity date of resignation.
An employee without 30 day notice forfeits all the benet earned from company
and hold the employee liable for damages.
APPOINTMENTS

| 11

An employee shall undergo clearing period 3 days before eectivity date of

resignation or termination before issuance of certicate of employment and
release of claims, if any.
6. EXIT INTERVIEW
This shall be conducted by Human Resources Department during clearing period.
7. CLEARING PERIOD
The reigning/terminated employee shall undergo clearing period. Employee shall
be responsible to seek the clearance in departments involved before issuance of
the certicate of employment, and claims, if any.
Employee shall accept Release and Quitclaim issued by HRD upon release of
claims.
CHAPTER III
CLASSIFICATION
PHILFIRE Employees, in general, are classied according to group.
In PHILFIRE, as in any organization, positions are grouped according to similarity
of job descriptions, functions, or duties. In grouping, several factors are taken into
consideration, such as educational attainment, experience and training, length of
service, complexity of duties, skills essential to the position, job responsibility, etc.
Employee classication provides the basis for a wage and salary structure.
1. According to Group
Group I. SERVICE PERSONNEL. They are those in the Carpentry,
Maintenance, Canteen, Janitorial, Messengerial and Printing Press
Divisions. The drivers are also classied under this group.
Group II. ADMINISTRATIVE PERSONNEL WITHOUT BACHELORS DEGREE.
They may be employed as secretaries or general clerks in the difeerent
departments and telephone operators.

12 | CLASSIFICATION

Group III. ADMINISTRATIVE PERSONNEL WITH BACHELORS DEGREE.

These are the new employees with a beachelors degree or those in
Group II who are automatically promoted to Group III upon attaining
bachelors degree.
Group IV. SENIOR PERSONNEL. These are some of the Heads secretaries
who have been promoted to this group, or the more senior secretaries or
senior clerks in the dierent oces who exercises some degree of super
vision or who handle more responsibilities. The Supervisors and Account
Executives of the Service Personnel likewise belong to this group.
Group V. SPECIAL PERSONNEL. Those who fall under this group include
the following: Executive Secretary, Assistant Treasurer, Chief Accountant,
Finance Assistant, Company Cashier.
Group VI. THE SENIOR MANAGEMENT. This is composed of
Corporate Ocers who assist the President the executive Administrator
of the Company in decision-making and in governing the Company.
They are the Vice Presidents, Senior Managers, Accounting Managers,
Legal and Administrative Ocers and Managers, and Human Resource
Manager.
CHAPTER IV
PRIVILEGES AND BENEFITS
Employee benets typically refers to health insurance, vacation leave pay, sick
leave pay, maternity leave, Emergency leave, holiday pay, retirement pay,
bonuses are forms of value, other than payment, that are provided to Philre
employee in return for their signicant contribution to the organization, that is,
performing job.
Appreciation from a boss, likelihood for promotion, nice oce, etc., are also one
of the intangible benet of an employee.
It is the policy of the Company to provide an opportunity for the employees to
rest, and in case of sickness, the opportunity to convalesce, and to attend a
pressing personal or family need.

PRIVILEGES AND BENEFITS | 13

STATUTORY BENEFITS
1. Service Incentive Leave
The Labor Code prescribes the minimum of ve (5) days vacation leave with pay.
This is required to be paid in order to aord him needed rest and to acquire new
vitality. This may be used for sick and vacation leave purposes. The unused
service incentive leave is commutable to its money equivalent at the end of the
year.
An employee must notify the HRD as soon as possible and Leave form must be
led immediately upon returning back to work. More than two (2) days of
absence will require a medical certicate from a registered physician indicating
that the employee is t to work.
2. Parental leave - refers to leave benets granted by law to a solo parent to
enable him/her to perform parental duties and responsibilities where physical
presence is required.
Conditions for Entitlement
A solo parent employee shall be entitled to the parental leave under the
following conditions:
1. He/she has rendered at least one (1) year of service, whether continuous or
broken;
2. He/she has notied his/her employer that he/she will avail himself/herself of
it, within a reasonable period of time; and
3. He/she has presented to his/her employer a Solo Parent Identication Card,
which may be obtained from the DSWD oce of the city or municipality
where he/she resides.
This benet is not convertible to cash if not availed of by the employee. A change
in the status or circumstance of the parent claiming the benet under the law,
such that he/she is no longer left alone with the responsibility of parenthood,
shall terminate his/her eligibility.

14 | PRIVILEGES AND BENEFITS

3. SSS Sickness Benet

Features
A member-employee shall be entitled to a daily cash allowance to assist him
when he is unable to report for work due to sickness or injury.
The daily cash allowance is equivalent to 90% of employees average daily salary
credit.
A member-employee can be granted 120 days of the sickness benet for every
calendar year. The sickness benet shall not be paid for more than 240 days on
account of the same illness. If the sickness or injury still persists after 240 days,
the claim will be considered a disability claim.
Eligibility
A member-employee must have remitted at least three monthly SSS premium
contributions within the 12-month period immediately preceding the semester of
sickness.
Guidelines
A member-employee shall be entitled to a daily cash allowance to assist him
when he is unable to report for work due to sickness or injury. The employee
must have:

Been conned due to sickness either in the hospital or at home;

Been conned for at least four days;

Been unable to report for work

Notied his employer within ve calendar days from the start of sickness;

Exhausted all current leave credits with pay.

PHILFIRE oce hours are from 8:30 am until 5:30 in the afternoon.
One-hour lunch break is provided that can be consumed depending on
the time allotted by the management. Fifteen-minute coee breaks may
be arranged with the respective Heads of the dierent oces.

PRIVILEGES AND BENEFITS

| 15

4. SSS Disability Benet

Features
The disability benet is a cash benet paid to a member who becomes totally or
partially disabled, either in the form of a monthly pension or lump sum amount
depending on his contributions.
Eligibility
Members who suer partial or total permanent disability, regardless of the
number of monthly contributions paid to SSS, are qualied.
Types of Benets
1. Monthly Pension cash benet paid monthly to a disabled member who has
paid at least 36 monthly contributions.
2. Lump Sum Amount granted to those who have not paid the required 36
monthly contributions.
Types of Disability Benets
1. Permanent Partial Disability a condition that is incurable but the member is
not totally prevented to engage in any gainful occupation. Amember declared as
partially disabled will receive a monthly pension payable for a limited number of
months.
2. Permanent Total Disability an ailment that permanently prevents a member
to engage in any gainful occupation. A member declared as totally disabled will
receive a monthly pension for as long as the member is disabled.
5. SSS Maternity/Paternity Benets
(a)

Maternity/Paternity Leave

PHILFIRE grants maternity and paternity leave benets to its employees in

accordance with the Social Security System (SSS) Laws. Application for maternity
or paternity leave must be submitted to the Accounting Manager before the
employee concerned goes on actual maternity or paternity leave.

16

| PRIVILEGES AND BENEFITS

5. SSS Maternity/Paternity Benets

(a)

Maternity/Paternity Leave

PHILFIRE grants maternity and paternity leave benets to its employees

in accordance with the Social Security System (SSS) Laws. Application for
maternity or paternity leave must be submitted to the Accounting
Manager before the employee concerned goes on actual maternity or
paternity leave.
SSS Member:
As dened by law, all ladies are qualied to avail the Maternity leave whether
married or unmarried. The expectant or qualied employees can avail maternity
leave at full pay:
a. 60 days normal delivery, abortion or miscarriage or;
b. 78 days caesarian section delivery at the rate of thirty percent of the
average daily salary credit as dened in section of SSS Law.
Maternity leave shall be limited to the rst 4 children as mandated by law.
The Paternity leave shall be limited to the rst four (4) deliveries of the
employees lawful wife. It covers all married regular male employees.
The leave shall be for Seven (7) days, with full pay, consisting of basic salary.
5. Home Development and Mutual Fund
6. Philhealth
8. Salaries

PRIVILEGES AND BENEFITS

| 17

It is PHILFIREs desire to pay all employees wages and salaries that are
competitive with other employers in a way that will be motivational, fair and
equitable. Salaries are based on a salary structure approved by the Management.
Existing jobs, position classications and salary scales are reviewed regularly. On
the basis of any signicant ndings, the job hierarchy and salary ranges shall be
revised accordingly.
Generally, PHILFIRE grants three (3) types of salary increases to its employees:
Merit increases are adjustments based on the individuals meritorious work
performance. Those who would qualify to this type of increase are selected on
the basis of a thorough review of their performance through the Management by
Objectives (MBO). The amount of increase is pre-established and is usually
equivalent to the employees pay step within the established salary range for his
job level.
Increases due to Promotion or Re-classication are adjustments given when there
is a change of position from one job to another of a higher classication.
General increases are across-the-board increases regardless of work
performance. This type of increase could be in the form of general economic
adjustment that the Company may grant unilaterally or in compliance with the
mandatory provisions of laws or decrees promulgated by the government (e.g.
Wage Regulatory Board increase).
Salaries for all employees are paid semimonthly through a designated bank and
ATM every two weeks. They shall receive their pay slips that show the composition of their salaries and deductions through the Payroll Section of the
Finance/Accounting Department.

18 | PRIVILEGES AND BENEFITS

8. Paid Holidays
There are eleven (11) regular holidays in a year under Executive Order No. 203, as
amended by Republic Act 9177, namely:
Regular Holidays

New Years Day

Maundy Thursday
Good Friday
ArawngKagitingan
Labor Day
Independence Day
National Heroes Day
EidlFitr
Bonifacio Day
Christmas Day
Rizal Day

January 1
Movable Date
Movable Date
April 9
May 1
June 12
Last Sunday of August
Movable Date
November 30
December 25
December 30

Nationwide Special Holidays

NinoyAquino Day
All Saints Day
Last Day of the Year

August 21
November 1
December 31

As a policy, the company shall compensate the holiday if the employee either
reports for work or les a leave with pay on the work day immediately preceding
the holiday. Where there are two (2) successive regular holidays, such as Maundy
Thursday and Good Friday, an employee will not be paid for both holidays if he
absents himself from work on the day immediately preceding therst holiday,
unless he works on the rst holiday, in which case he is entitled to his holiday pay
on the second holiday.

PRIVILEGES AND BENEFITS

| 19

9.Overtime
As the need arises, employees may be required by their supervisors to work more
hours than their normal schedule. Such work are treated as overtime and
requires a minimum of one (1) hour to be considered, in addition to the ocial
required daily hours of work.
Employees who are to engage into overtime work are required to obtain consent
from their superiors/Managers by ling an Overtime Request at least two (2) days
prior to actual overtime work subject for approval of the VP Operations. This is
integrated with the payroll every scheduled pay day.

20 | PRIVILEGES AND BENEFITS

CHAPTER V
COMPANY OPERATING POLICIES AND PROCEDURES
1. Observance of Oce Hours
Every employee is bound by his/her contract to render eight (8) hours work per
day for ve (5) days a week in the oce or department to which he/she is
assigned in accordance with the general working schedule of PHILFIRE. Due to
the exigencies of the service, a special time schedule for certain groups of
employees may be allowed by the President or his duly authorized
representative.
PHILFIRE oce hours are from 8:30 am until 5:30 in the afternoon. One-hour
lunch break is provided that can be consumed depending on the time allotted by
the management. Fifteen-minute coee breaks may be arranged with the
respective Heads of the dierent oces.
2. Timekeeping
PHILFIRE is using a BUNDY CLOCK timekeeping system. Employee must register
his time of arrival and departure from work daily. .
Reconciled record of the Bundy Clock is the basis of computing employees
salaries for purposes of payroll.
3. Attendance Records
PHILFIRE expects all employees to conduct themselves in a professional manner
during their employment that includes practicing good attendance habits.
4. Tardiness, Undertime, Absence
Every employee is expected to be in his workstation at the start of the ocial
working hours. Any tardiness, under time, and absence incurred by an
employee creates a disruption on the overall ow of business operation.
TARDINESS is incurred when an employee reports for work beyond the start of
the ocial working hours.

COMPANY OPERATING POLICIES AND PROCEDURES | 21

5. Dress Code
To maintain a professional atmosphere at work at all times, everyone is required
to wear proper attire or clothes that are appropriate for corporate dealings. All
employees are expected to appear presentable before the public at all times. For
this reason, all employees are required to observe the dress code schedule set by
the Company.

DAYS
Monday to Thursday
Friday to Saturday

DRESS CODE
Uniform/Corporate/Business
Attire
Corporate/Business Attire

Wearing of micro-mini skirts, shorts, halter, tube, tank tops, sleeveless,

spaghetti-strapped, faded/torn denims, oversized shirt/pants and excessive
accessories such as metallic chains, oversized earrings, bling bling, is prohibited.
Men are not allowed to wear earrings.
The dress code policy shall be enforced by the Superior or Manager. Employees
who are improperly dressed may be instructed by their Superiors/Managers to
return home to change clothes. The employee may not be compensated for such
time away from work.
Only the following cases shall be considered as valid excuses for non-compliance
to prescribed dress code:
(i) pregnancy
(ii) eld/technical work, as duly authorized by the immediate supervisor
6. Oce Decorum
PHILFIRE desires to create an oce environment that is dignied, pleasant, and
conducive to serious professional work. Such an environment calls for the
adoption and observance of certain standards of propriety, renement, and
formality that, along with competence and moral integrity, marks a true
professional.
Employees are encouraged to foster a work atmosphere conducive to
productivity. They should perform whatever tasks they have in hand in order,
intensity, and constancy and upon the completion of one task, should take up the
22 | COMPANY OPERATING POLICIES AND PROCEDURES

Whereabouts employees should inform their superiors of their whereabouts or

itineraries daily to insure continuity of communications.
Use of Computers/laptops - should be used exclusively for business purpose
unless authorized otherwise.
Use of Telephone in order to keep telephone lines open for business calls,
employees are discouraged to make personal calls. Personal unavoidable call
when taken or made should be for the shortest possible time only. The use of the
telephone by outsiders in employees respective working areas is likewise
discouraged, unless it is in connection with the companys business.
All telephone calls should be answered promptly and all inquiries handled
courteously. Greet the caller pleasantly, courteously and be always at their
service. Determine what the caller wants. If you cannot supply the needed info,
transfer the call to the proper person, or jot down the number and the message.
Wearing of IDs- PHILFIRE IDs/ Badges should be worn by all employees at all
times in visible location.
Use of Bundy Clock Lobby/entrance doors should never be propped open,
especially during o-hours and employees who nd them open should shut them
immediately. Using the access of Bundy Clock, employees will be permitted to
PHILFIRE oce during oce hours. Under no circumstances should the Bundy
Clock be available to anyone who is not an employee of PHILFIRE.
Use of Shredder Leaving condential data at printers, fax and other equipment
is prohibited. To protect ourselves and the condentiality of all company
proprietary materials, it is a must that every unnecessary document, paper and
other eects should be shredded.
7. Conict of Interest
All employees should make the fulllment of their responsibilities to PHILFIRE the
focal point of their professional activities. They have an obligation to conduct
business within guidelines that prohibit actual or potential conict of interest.
The employees of PHILFIRE should not engage in direct competition with the
company either personally or through a rm in which they have a substantial
interest.
COMPANY OPERATING POLICIES AND PROCEDURES

| 23

8. Workplace Organization
Maintaining a clean and safe environment as well as having an organize facility is
a group eort and requires the competence of all employees in making sure the
workplace remains
9. Proper Accountability
Every employee is responsible for all PHILFIRE properties entrusted to him by
virtue of the functions of his oce.
a. Employees entrusted with keys to oces, stock rooms, etc., shall be
held accountable for all losses and damages suered by the Company by
virtue of his neglect in the use of the keys.
b. The employee shall be held liable for damages to and losses of
Companys properties according to the degree of his participation.
c. Computers (Laptops, Desktops) and Mobile phones issued to
employees are ones responsibility and shall be held liable for any
damages or loss.
10. Condentiality
No employee shall divulge or furnish a copy to a third person any record of the
Company without the knowledge and written consent of the Company.
Contracts including wages and salary are deemed condential and therefore it is
necessary not to be discussed amongst employees in or outside company
premises.
11. Disciplinary Action
The company adheres to the provisions of the Labor Code of the Philippines, as
amended, in all matters concerning employment. It also abides by the provisions
of the law in relation to acts and omissions, which are just causes for the
cessation of employer-employee relations, which may be initiated by the
employee, by the employer, or by reasons, or causes not directly attributable to
either of the two. Termination of employment shall be done only within the
limits set by existing laws on dismissal. Omission or violation of the internal
policies of the Company, likewise, shall be subject to discipline in accordance with
the corresponding penalties as set hereunder.
24

| COMPANY OPERATING POLICIES AND PROCEDURES

CHAPTER VI
CAREER AND PERSONNEL DEVELOPMENT
It is the policy of PHILFIRE to encourage its employees to develop in their jobs so
that they may improve job performance and qualify for more advanced positions.
Tofurther this policy, the company oers training and career development
services.
Trainings and Seminars
PHILFIRE recognizes that the eectiveness of its professional sta is largely
dependent upon sound sta training. As part of this sta training, the company
encourages sta to participate in classes, seminars, and trainings that will
enhance the knowledge and performance of its sta.

CAREER AND PERSONNEL DEVELOPMENT

| 25

CHAPTER VII
CODE OF CONDUCT/TABLE OF PENALTIES

26

| CODE OF CONDUCT/TABLE OF PENALTIES

(OSDA) OFFENSES SUBJECT TO DICIPLINARY ACTION

A = written warning
B = 1-3 days suspension
C = 3-7 days suspension
D = 7-15 days suspension
E = Dismissal

DISCIPLINARY ACTION

Acts pertaining to failure in following Company policies and

1.0
1st oense 2nd oense 3rd oense
procedures.
1.1
1.2
1.3
1.4

1.5
1.5.1
1.5.2
1.6
1.6.1
1.6.2
1.7
1.8
1.8.1
1.8.2
1.8.3
1.8.4
1.9
1.9.1
1.9.2
1.9.3
1.10
1.11
1.12
1.13
1.14

Refusal to accept Company notices, memos and/or orders

Loitering during oce hours. Except on ocial business, no
employee shall loiter, during oce hours, in places other than
his designated working area.
Wearing prohibited attire. All employees should wear proper
oce/business attire.
Allowing visitor/guests within prohibited area. Employees shall
entertain visitors either in the reception area or at the
designated receiving area of the department.
Consuming alcoholic beverages while on duty (except on
special occasions), or the possession or consumption of illegal
drugs.
Alcoholic beverages
Illegal drugs
Reporting for work in an unsafe condition, which includes but
is not limited to, being under the inuence of alcoholic
beverages or drugs. An employee who so reports shall be sent
home with pay pending investigation.
Inuence of Alcoholic beverage
Inuence of illegal drugs
Sleeping while on duty.
AWOL - Failing to report for work without giving the
employee's supervisor or department head notice of absence
prior to the start of the employee's shift.
Absence without notication for a day.
Absence without notifying superior or HR department for
more than 3 days
Absence without notifying superior or HR department for
more than 6 days
Absence without notifying superior or HR department for
more than 10 days
Excessive tardiness
8 times or more instances of being tardy in a 30-day period.
5 times or more instances of being tardy in a 15-day period
Failure to swipe/punch "in" time card for at least ve (5) times
in a 15-day period.
Failing to swipe/punch "out" the time card on four (4)
occasions within any six (6) consecutive pay periods.
Posting unauthorized materials on walls or bulletin boards;
defacing or removing authorized material from bulletin
boards.
Smoking in prohibited areas.
Vending, soliciting, or collecting contributions on the
Company's time or premises without prior appropriate
authorization from the Company.
Misuse of internet facility provided such as accessing proxy
server, changing system passwords, overriding restrictions)

B-C

B-C

B-C

C
E

B
E
A/B

C/D

C/D

A/B

C/D

A
A

B
B/C

C
D

B/C

D/E

B/C

C/D

A/B

B/C

D/E

D/E

D/E

OSDA CHART | 27

(OSDA) OFFENSES SUBJECT TO DICIPLINARY ACTION

1.15
1.16
1.17

1.18

A = written warning
B = 1-3 days suspension
C = 3-7 days suspension
D = 7-15 days suspension
E = Dismissal
Misuse of Company email (Indecent/ Inappropriate mails/
chatting, chain mails)
Gambling, lottery or any other game of chance on the
employer's premises during working hours.
Abuse of power by superior to its subordinates. Abuse not
limited to physical abuse (verbal, emotional and
psychological).
Failure to comply with any of the Company policies and
procedures not mentioned herein that aects the perormance
of the department or the company as a whole.
Intentionally not complying with Company policies and
1.18.1
procedures
1.18.2 Exessive non-compliance of policies and procedures
Non-compliance of policies and procedure that causes harm
1.18.3
and loss to the Company.

2.2

2.3

2.4
2.5

2.6
2.7
2.8
2.9
2.10

28

B/C

D/E

A-E

A-E

B-E

A-D

B-E

D/E

Action by an employee that aects the name of the

Company

2.0
2.1

DISCIPLINARY ACTION

Immoral or indecent conduct.

Deliberate or careless conduct endagering the safety of self or
other employees including the provocation or instigation of
violence.
2.2.1 Deliberately causing violence.
Careless conduct causing violence/harm done on co2.2.2
employee/s.
Inattentiveness to work, including but not limited to, failing to
start work at designated time, quitting work before proper
time, or leaving assigned work area, building, or project
without authorization from appropriate supervisor.
Unauthorized use or disclosure of condential information
without the express permission of the management.
Fighting, provoking, instigating or taking part in a ght within
company premises, except in legitimate self-defense.
2.5.1 Without physical harm done on co-employees
2.5.2 With physical harm done on co-employees
2.5.3 With the use of any deadly weapon on the incident.
Threatening, intimidating, coercing or interfering with fellow
employee in so far as such actions interfere with working
relationship.
Using obscene, insulting or oensive languages or words
against co-employee within company premises.
Assault made upon the person of a co-employee, any member
of management or immediate member of the latter's family,
in connection with employee's work.
Commission of a crime or oense against his co-employee or
superior or any immediate member of the latter's family
Conviction of nal judgement of a crime involving moral
turpitude.

OSDA CHART

A-E

D/E

A/B

C/D

B/C

A-E

B/C
C/D
E

D/E
E

A/B

C-E

A-C

C/D

E
E

(OSDA) OFFENSES SUBJECT TO DICIPLINARY ACTION

A = written warning
B = 1-3 days suspension
C = 3-7 days suspension
D = 7-15 days suspension
E = Dismissal
Insubordination or refusal to comply with employer's
instructions, unless such instructions are injurious to the
employee's safety and health.
Neglect of duty by the employee. Neglect of duty includes not
nishing the deliverables, ignoring direct orders from it's
superior, working below Company standard, and others that
lead to unproductive state.
Violation of any safety practices mandated both by the
government and Company.

2.11

2.12

2.13

3.2

Falsication of Company documents/records or submitting

false certication/document.
Knowingly swiping/punching the time card of another,
allowing one's time card to be swiped/punched by another, or
unauthorized altering of time card.
3.2.1 Swiping of another employee's time card.
3.2.2

3.3

3.4

A-C

C/D

A-C

C/D

A-C

Any acts of dishonesty by an employee

3.0
3.1

DISCIPLINARY ACTION

Letting another employee swipe/punch "in" his/her time card.

3.2.3 Altering own time card without authorization
Altering another employees time card without proper
3.2.4
authorization.
Theft, fraud, providing false or misleading information.
3.3.1 Theft or fraud
Providing false information/ breach of trust reposed to
3.3.2
him/her by the Company.
Any act of dishonesty that caused harm to the name of the
3.3.3
Company.
Making false and malicious statements/comments against
company ocials, co-employees and/or that can , in any
manner, aects the namesake of the Company.

A-D

A-D

D/E

E
E
A-E

A-E
A-C

D/E

OSDA CHART | 29

Condential Information
I am aware that during the course of my employment, condential information
will be made available to me (major products, processes and other information,
etc.). I understand that this information are proprietary and are critical to the
success of Philippine Fire and Marine Insurance Corporation and must not, in
any case, be given out or used outside of PHILFIRES premises or disclosed to
non-employees of the Company. In the event of termination of employment,
whether voluntary or involuntary, I hereby agree not to utilize or exploit this
information with any other individual or company, or else risk litigation.
_______________________________
Employees Printed Name & Signature
______________________________
Position and Date

CONFIDENTIAL INFORMATION

| 30