EMPLOYEE’S HANDBOOK

I. HIRING

A. REQUIREMENTS
1. Employee Priority
In looking fo/r a candidate for any job opening, priority shall be given to existing
qualified employee. Outside candidates may be considered when there is no one
from within whose abilities and qualifications are suitable for the position.

2. Employee Dismissal for Cause

Former employees who are dismissed for cause shall automatically be qualified
from re-employment with the company.

3. Resigned Employees
Former employees who resigned from the company will be qualified for re-
employment with the company only on a case for case basis.

4. Requirements for Applications

Applicants will be required to submit the following prior to filling up application
forms:
a. Bio-data
b. 2 colored ID pictures size 1x1
c. Transcript of Records (if college graduate)
d. Xerox Copy of license (if license)
e. NBI / Police Clearance ( with presentation of signed documents )

B. SELECTION
1. Qualifying Test – to assist in the evaluation of candidates, qualifying tests be
administered. In addition to qualifying test, candidates for supervisory/managerial
positions shall be required to undergo psychological examination.
2. Interviews - The preliminary interview shall be handled by the Personnel
Department. If the result of the test is passing, the applicant is scheduled for a series
of interviews. Personal interviews shall be conducted to draw from the candidate all
essential information that will help in determining his/her fitness to the job. Written
reports on the interviews shall be made by the interviewers to serve as a basis for
further evaluation.
3. Character Check – The Personnel Department then checks the report data. To
establish the candidate’s character and employment records, background check
shall be conducted.
 4. Employment Requirements – Before any successful candidate can be formally
hired, he/she has to comply with the following requirements.

a. Physical Examination
Only those who are physically fill shall be accepted for employment. No
candidate shall be hired unless he/she has passed physical examination
which includes x-ray examination, Urine Analysis, Stool Exam & Drug Test.

For purpose of control and reliability of findings, physical examination shall

be conducted by a medical hospital or clinic contracted or otherwise
authorized by the company. The X-ray films and results of the physical
examinations shall be forwarded to Personnel Department for safe-keeping
for SSS benefits, for Health Card and other purposes. Expenses of the
physical examination are for the account of the candidate.

Health Records of applicants who have undergone physical examination

within a period of six months shall be decided in a case to case basis.

b. SSS Registration
As a legal requirement, a candidate must be duly registered with the Social
Security System and issue an SSS number prior employment. Registration
may be done at any SSS Office.

c. Other requirements
In Addition, the candidate has to submit the following:
1. Tax Account Number
2. Recent Community Tax Certificate
3. Birth Certificate
4. Marriage Contract ( if married )
5. Letter of Recommendation (from references – if needed)
6. Employees Clearance from his/her latest employer
7. Yellow / Green Card from City Health Office

C. ORIENTATION/TRAINING
Only when employment requirements are completed that the candidate shall be
considered for orientation/training.

1. ORIENTATION
a. The Personnel Department will handle the first day of orientation on non-
technical matters:
 The Company, its background/direction and organizational set-up, its
executives, managers, supervisors, the working relationships with the other
department and employees.
  Company rules and regulations, working hours and time keeping policies
and procedures, employees benefits (vacation leave/sick leave/SSS
Benefits), and others
 Personal grooming, foundation, communications, work attitude and others.
b. Operations Department will handle the second day of orientation training on
technical matters:
 Standard greeting / operating procedures
 Job Descriptions
 Orientation of the premises.

2. ON THE JOB TRAINING

A sixty (60) day on the job training shall be required before the final assignment can
be given.

D. APPOINTMENT / EMPLOYMENT
Right after the last day of orientation, the Personnel Department prepares the issuance
of appointment papers, to wit:
a. Department prepares appointment /employment papers and explain to the
acceppted candidates the employment/contracts which stipulates the
nature of employment, position, date of effectivity, salary, duration,
benefits, conditions, job assignments and others. These
appointment/employment papers shall be passed on to the Operations
Department, Finance and Accounting department for review and endorse by
the General Manager for Final Approval
b. On the first day of work, Personnel Department endorses the newly hired
employee to the requisitioning department and introduced the new
employee to the different departments and co-employees.
c. It is the responsibility of the requisitioning department head to discuss the
job description and other duties and responsibilities of the new employee.
Office supplies need by the new employee should also be facilitated by the
Department concerned.
d. Personnel Department prepares temporary ID Cards and informs
Finance/Accounting department of newly hired employee for payroll
inclusion, submission of employee’s W-4 form for Bureau of Internal
Revenue (BIR) and submission of employee’s name to SSS.

II. WORK HOURS

A. POLICY
The Hotel shall observe regular work period of eight (8) hours a day and six (6) working
days per week. Office assigned personnel shall have their rest day on Sundays. While
hotel personnel shall have the rest days on their scheduled day-off.
B. GUIDELINES
1. Official Regular Hours
a. Office Personnel
 Work Day: Monday through Saturday
Work Hours: 8:00am - 12:00pm
1:00pm – 5:30pm
Or any 8-hour period in a day based on shift assignments
b. Hotel Personnel
Work Day: 6 days a week with one day-off scheduled
Any day from Monday to Sunday
Work Hours: 8 hours a day based on shift management
o 6:00am – 3:30pm
o 2:00pm - 11:30pm
o 10:00pm – 7:30am
2. Coffee/Meal Breaks
For Office employees, there shall be a coffee break of thirty minutes (30) minutes in
the morning and thirty (30) minutes in the afternoon.
For Hotel operations employees, one 30-minutes coffee break and one 30-minute
meal break hour within an 8-hour shift shall be allowed. The hotel stall shall have
their coffee/meal break according to their schedule. In order not to hamper the
hotel’s operation, meal and coffee break shall be scheduled by the department
supervisor.
The coffee break periods shall be counted as part of the number of hours worked.
The meal breaks for Hotel Operations employees shall also be included in the
number of hours worked.
3. Special Work Hours
The Company may in some instances set special work hours for certain employees
whose nature of tasks and responsibilities necessities a different schedule.
4. Work Outside of Regular Hours/Days
Work rendered beyond the regular eight (8) hour period especially during Sundays,
Holidays, and other non-working days may be required when unusual or pressing
work exigencies arise. Such is paid in accordance with existing laws.

III. TIMEKEEPING
A. POLICY
The Hotel shall maintain accurate records of daily attendance which shall be the basis
for determining the pay of employees in any payroll period.
B. GUIDELINES
1. Daily Time Record/ Daily Attendance Report
Employee’s attendance shall be monitored through the Daily Time Record/ Daily
Attendance Report to be confirmed by the Payroll Summary Sheet.
2. Time Recording
The Department-in-charge shall check the employee’s name at the start and at the
end time of its working shift. For proper monitoring purposes, the time cards shall
be punched accordingly:
Time-In : Upon reporting
Time-Out: At the end of the time shift
 For office employees, the time card shall be punched twice a day with a one-hour
lunch break.
3. Incomplete Time Record Entries
To be considered present the whole day, an employee must have complete entries
on his daily time record or daily attendance report, otherwise he/she shall be
considered absent during the particular half of the work day where entries are
incomplete. For clarification, incomplete entries shall be treated as follows.
FOR OFFICE EMPLOYEES:
a. No time in or time out in the morning shall mean presence in the afternoon only
provided the afternoon entries are in order.
b. No time in or time out in the afternoon shall mean presence in the morning only
provided that the morning entries are proper.
FOR HOTEL EMPLOYEES:
No time in or time out shall mean absence the whole work shift schedule.
4. Time Record for Overtime
Employees rendering overtime work should time out first at the end of his/her
regular work period. A non-compensate thirty (30) minutes break is advisable
before the overtime period to enable the employee to take his/her snack or early
dinner. Employee shall time-in before starting an overtime. Overtime work will be
considered for payment only if supported with prior written authorization.
5. Recording Another Employee’s Time Record
Recording of another employee’s time record or having one’s time recorded by
another is serious offense. Both parties involved are subject to dismissal at first
infraction.
6. Sign Out Slip
Employee who will be out of the office/hotel during the day shall notify their
immediate supervisor and sign the sign out slip. All sign out slips should be signed
and approved by the immediate Supervisor and should then be attrached to the
respective employee’s Daily Time Record.

IV. ATTENDANCE
A. POLICY
One of the basis on which the general efficiency of an employee shall be measured is his
attendance and punctuality. Furthermore, to avoid work descriptions, every employee is
expected to report for work regularly and punctually.
B. GUIDELINES
1. TARDINESS
a. Definition
Punctuality refers to reporting for work on time. Coming in late or after the
official start of regular work hours is tardiness.
b. Prevention
As a means of discouraging tardiness, a disciplinary action together with salary
deduction shall be imposed.
2. ABSENCE
a. CLARIFICATION
For the purpose of distinction do that proper control can be exercised, absences
hall be classified as:
1. Authorized
a. Scheduled Vacation Leaves
b. Sick Leaves
c. Legitimate Emergency Leaves
d. Maternity Leaves
e. Paternity Leaves
2. Unauthorized
a. Absence not duly notified within twenty-four (24) hours
b. Absence not duly notified but with valid reasons
c. Absence duly notified with valid reason but not properly covered by a
formal leave of application upon the employee’s return to work.
b. TREATMENT OF UNAUTHPRIZED ABSENCES
Unauthorized absences shall not be chargeable to against paid leave credits.
They shall not be paid and subject to disciplinary actions.
c. PRIOR AUTHORIZATION
Any absences shall require prior authorization to avoid work disruptions. Only in
understandable emergency shall absences without prior authorization be
allowed.
d. UNDERTIME
Absence for less than three (3) hours or one-half day shall be considered under
time. Unless for reason of illness under time shall not be chargeable against paid
leaves. Every minute of under time shall be without pay.
Under time shall be allowed only and shall not be considered as an offense
when the purpose is legitimate and is with prior notice and written approval of
employee’s immediate Supervisor.
e. LEAVE APPLICATION
Formal authorization for any absence whether chargeable or not against paid
leaves shall be secured through the application for leave pf absence. Application
for leave of absences authorization die to emergency reasons shall be filed
immediately upon the employee’s return to work.
f. ABANDONEMENT OF WORK
Absence from work for five (5) consecutive working days without formal
notification shall be considered abandonment of work and shall warrant the
necessary penalty.
Abandonment of work shall be immediately reported in writing by the
immediate supervisor of the employee concerned to Personnel Department for
proper steps that may be undertaken.
V. OVERTIME
a. POLICY
The Company shall pay the rate prescribed by lay for any work or service rendered on
any day in excess of (8) eight hours: as well as services rendered on occasions generally
observed or proclaimed as non-working days.
b. GUIDELINES
1. Need for Overtime Work
Work to be rendered beyond or outside of regular period of work shall be allowed
only when services so necessitate.
2. Authorization
Work on such instances shall have prior written authorization which shall be secured
through the Request for Overtime form. Department in charge shall be responsible
for determining the need, and for controlling and authorizing over time work.
3. Lunch/Dinner Breaks
A one (1) hour lunch break is allowed. The one-hour period shall not be counted as
part of the number of hours worked.

VI. COMPENSATION AND BENEFITS

a. PAY PERIOD
For Payroll purposes the pay period as follows:
Period Covered Pay Day (Check Distribution)
11th – 25th day of the Month - 30th day of the Month
26th -10th day of the Month - 15th day of the Month
Unless the pay day occurs on a weekend or holiday, then the work day preceding the
Holiday is the day pay checks will be distributed.
b. DEDUCTION
There are certain deductions that the law requires to be made and which are itemized
on the payroll such as deduction for Social Security, withholding tax, and other legally
mandated taxes or deductions. In addition, there may be deductions for items
authorized by the employee such as cash advance payments and others
c. DISBURSEMENT
To safeguard employee interests, The Company will not release the pay check to
another individual unless written authorization is presented and the Accounting
Department is so advised in advance.
For regular employees, as ATM account shall be maintained for them and their salary
shall be deposited directly to their account.
No employee shall be allowed to received and sign for the salary of another employee
unless so authorized.

VII. EMPLOYEE’S PERFORMANCE EVALUATION

a. POLICY
 As means of maintaining a higher degree of work efficiency which is vital to the viability
and growth of the company. Management shall periodically evaluate employee’s
performance.
b. GUIDELINES
1. Purpose
Performance evaluation shall be considered to:
a. Promote a high level of efficiency in work
b. Identify employee’s weakness so proper training maybe undertaken
c. Provide a basis of recognizing meritorious performance
2. Evaluation Parties
The evaluation shall be conducted by the Immediate Supervisor of the employee
and shall be endorsed to the next supervisor for review and confirmation. Final
Decision shall be made by the Manager/Owner.
3. Evaluation Period
The evaluation shall be conducted at least once a year and as frequently as may be
necessary. Where more than one evaluation is conducted in a year, the results shall
be averaged. The evaluation shall be undertaken every year coinciding with the
employee’s hiring anniversary.
4. Employee’s Covered
The employees subject for evaluation are from the managerial level down to the
rank and file.
5. Evaluation Factors
a. Job Knowledge
b. Volume of Work
c. Quality of Work
d. Dependability
e. Industry
f. Initiative
g. Leadership
h. Attendance & Punctuality
i. Proper Placement
j. Further Train
k. Work Progress
l. Honestly & Trustworthiness
m. Loyalty
n. Love of Work
o. Consistency
p. Direction
q. Personal Grooming
r. Customer Relations
s. Co-employee Relations

VIII. TRANSFER
a. POLICY
The Company shall institute employee lateral movements as the need may want.
b. GUIDELINE
1. Definition
Transfer shall mean the movement of an employee from one position to another of
equivalent level; the movement of an employee from the organizational unit
(section, department, branch etc.) or place of work to another or both.
Transfer from one position to another, whether in the same or another
organizational unit, may involve a change in designation or functions, but such shall
not mean any significant change in the scope, level and complexity of the duties and
responsibilities of the job.
2. Types of Transfer
For the purpose of distinction and clarifications, the following are types of transfers:
a. Position Transfer
A transfer from one position to another with a change in designation and
functions within the same organizational unit. This is merely a change of
position with no change of office.
b. Location Transfer
Transfer from one office to another with the same position. This is relocation or
change of work place assignment
c. Position and Location Transfer
Transfer from one position and office. This is change of job and office at the
same time
3. Reasons for undertaking Transfer
a. To meet operational needs like retrenchment, reorganization, expansion,
b. To enable the qualifications, talents experiences and training of employee to be
put to more effective use:
c. To enable the employee to learn other areas of work, ( job rotation ):
d. To correct misplacement
e. To provide outlets for blind alley job, relieve monotony or protect health of the
employees.
4. Transfer Initiated by Management
In every case of transfer initiated by Management, the employee shall be made to
fully understand the reason and need for the transfer.
5. Transfer of the Employee’s Instance
Transfer may be undertaken at the employee’s instance or request provided that
there is a suitable job opening and the reason coincides with those of the company.
6. Temporary Transfer
Temporary transfer may be undertaken where an employee shall be drawn from his
position and temporarily assigned to another as operations may require.
7. Reasons for Temporary Transfer
a. To fill in a position where occupant is on leave of absence:
b. To provide assistance to work groups which needs additional manpower during
peak loads and other occasions:
 c. To assist or participate in undertaking of special assignments, projects, activities:
d. To conduct observations, studies, fact finding, and other related tasks.
8. Request for Temporary Transfer
Request for temporary transfer of employees shall be initiated by the Department-
in-Charge who is in need of temporary manpower. The request shall then be
forwarded to the manager for approval.
IX. EMPLOYEE COMMUNICATIONs
a. BULLETIN BOARDS
Bulletin Boards are being maintained with the intention of discriminating information to
all employees. It is the responsibility of every employee to read all notices, messages
and memoranda and therefore he cannot rely on the excuse that he failed to read all
information publishes thereon.
b. TELEPHONE CALLS AND SOCIAL VISITS
Personal telephone calls and social visits during office/work hours are discouraged.
X. DECORUM AND EMPLOYEE BEHAVIOR
a. Employee’s Role
All employees are part of this service oriented organization. The responsibility of
building and maintaining good rapport and relations with the guests and all others is of
prime importance. Everybody, whether front desk clerks, cashiers, room boys, waiters,
managers, maintenance, etc. shall conduct themselves in a proper manner, and must be
committed to give professional and personalized service.
b. Employee appearance and attire
The employee’s personal appearance must project good image for and in behalf of the
the company.
The Following rules are to be observed:
1. Wear proper uniform correctly and neatly.
2. Wear the ID and/or name plate properly
3. Ensure that face make-up is proper.
4. The hair should be neatly done
5. No jewelries and accessories (except wrist watch) are to be worn.
6. Good posture shall be presented always
7. Good grooming and hygiene shall be maintained at all times.
XI. SAFETY AND SECURITY
a. All employees are required to submit themselves to hotel/APDC Security Rules
b. All employees are required to present their Identification (ID) Cards upon entering the
premises and wear their name plates throughout their stay with the resort/hotel
premises. The ID should not be used for any other purpose outside of APDC.
c. Employee must use the employee entrance when entering and leaving company
premises. The security personnel is authorized to inspect any bay, package or other
personal belongings being brought in/out by the employees.
d. Loitering within the Hotel/Resort (APDC properties) premises during off duty hours is
prohibited.
e. Entering hotel rooms outside of area of responsibility is considered a grave offense.
f. Using the guest room and facilities for personal use in likewise prohibited.
XII. GOOD HOUSEKEEPING
Everyone is expected to do his/her share in helping maintain cleanliness. In order to create
an atmosphere conducive to higher work efficiency; all employees are encouraged to
exercise proper care in handling hotel facilities and properties. The work areas should be
kept clean and neat at all time.
XIII. CONFIDENTIAL INFORMATION
During the course of employment, employee will have access to confidential information
about clients, sales techniques, technical procedures or company financial information. This
information should be properly safeguarded at all times and it does not become available to
unauthorized personnel. All accounting information and accounting areas are to be
considered confidential and are not be available to unauthorized employees. The Hotel’s/
Resort’s guest list and other guest-related information shall likewise be held confidential.
Disregard for this policy may result in employee’s termination.
XIV. NO SOLICITATION / DISTRIBUTION RULE
a. Employee No-Solicitation Rule
Solicitation by an employee of another employee is prohibited while either person is on
working time. Working time is the time when employee’s duties requires that he/she be
engaged in work tasks, but does not include an employee’s own time such as time
before or after a shift and personal clean-up time.
b. Employee No-Distribution Rule
Distribution of literature not related to work by employees in work areas is prohibited at
any time.
c. Non-Employee Rule
Trespassing, soliciting or distributing literature by non-employees in the Hotel premises
is prohibited at all times. Non-employees access should be limited to reception and
conference room areas only unless specifically approved by the Manager.
XV. COMPANY SUPPLIES /EQUIPMENT
Personal use of company supplies or equipment is not permitted. All postage, equipment
and supplies are for company business purpose only. Company stationary may not be used
for personal letters of any kind. Employees should not take company supplies or equipment
home without permission from the General Manager and the Resident Manager. Failure to
comply with this policy may result in immediate termination.
XVI. GUIDE TO ADMINISTRATION OF THE CODE OF CONDUCT
a. Guidelines
It is the responsibility of the Hotel Manager/Department Head and/or the Security
Guards to report to the Personnel Department and inform the General Manager any
incident of infraction or violation committed by an employee. The Personnel
Department then shall investigate based on the incident report, testimony of witness,
other evidences on the commission of the offense.

All employees, Administration of the corresponding penalty for any violation of offense:
shall be affirmed due process asking into considerations the following:
1. The Employee shall be notified by the Personnel Department in writing upon receipt
of a violation report or upon discovery of the violation.
2. The suspension shall require the employees concerned to submit a written
explanation as to why no disciplinary measure shall be imposed on him/her.
3. All pertinent records related to the case must be complied in the personal file (201)
of the employee.