Company Leave Policy

1.1 Annual Leave Policy

Objective

The objective of the Annual Leave policy is to provide all employees with a period of rest from their work and to
ensure that all staff is informed of the procedures around applying for Annual Leave.

Responsibility and Timing

Both the employer and worker should agree to the timing of leave. If they cannot agree, the employer makes
the final decision.

Leave must be granted not later than 6 months after the end of the annual leave cycle (12 month periods from
date of employment).

When granting Annual Leave to department staff, cognisance must always be taken of the fact that the
department still has to be staffed sufficiently for the essential services to be provided by the company.

It must be noted that it is against the provisions of the Basic Conditions of Employment Act to permit annual
leave to run concurrent with notice period.

Leave Entitlement at time of Appointment

Employees are entitled to paid leave for each period of 12 months’ continuous employment, as well as to leave
on statutory holidays.

21 consecutive days, or

15 working days leave in a 12 month cycle from date of employment, for the first 2 years of employment.

For every additional year of work with the company annual leave may be increased by 1 day, up to a maximum
of 18 working days per annum.

Leave Application

Leave should be applied for, in writing, using the relevant documentation and written approval should be
obtained prior to embarking on planned leave.

The Manager must check that the employee has sufficient annual leave accrued prior to granting the leave, by
checking the monthly leave report from HR Administration. Leave in excess of statutory and company

1
requirements should not be granted except in exceptional circumstances. If excess leave is granted, and the
employee resigns, the excess leave will be recovered from the employee’s termination pay.

Shut down period

The shutdown period runs between 16th of December and 2nd of January and all working days will be taken as
annual leave. If employee started employment with the Company after the 1 st of August it will be at the
discretion of Management if all shut down days will be taken as annual leave, so as not to place employee in a
negative annual leave position. The alternatives are for the employee to take some days as unpaid leave or to
be tasked with specific duties which must be completed as per Manager’s instructions.

Taking of Leave and Leave Accumulation

Annual leave may not be accumulated, i.e. must be taken within 6 months after employment anniversary date.

1.2 Sick Leave Policy

The objective of sick leave is to ensure that employees do not have to work whilst sick, risking their health and
that of their colleagues.

Entitlement

Paid sick leave is only granted for bona fide incapacity. During the first year of employment, an employee is
entitled to one days paid sick leave for every 26 days worked. Employees are entitled to sick leave equal to the
number of days the employee would normally work during a period of six weeks during a 36 month cycle.

Employees who work a 5 day week are entitled to 30 days’ sick leave in a sick leave cycle and employees who
work a 6 day week are entitled to 36 days’ sick leave in a sick leave cycle.

Unused sick leave will lapse at the end of the sick leave cycle.

Sick leave shall be granted to an employee only in respect of the absence from duty owing to an illness,
indisposition or injury.

Should an employee fall ill during an annual leave period when he is not supposed to be working then the
employee is not entitled to claim for sick leave or request any period of annual leave to be substituted for sick
leave when he returns to work.

When the sick leave entitlement is exhausted, the employee and manager must discuss the matter with
Human Resources and the following options will be given consideration.

Excess day’s sick leave can be taken off Annual Leave entitlement up to a maximum of 40% of the annual leave
entitlement, if not yet taken by employee during the year under review.
Excess day’s sick leave needed may be treated as unpaid.

Procedure

Absence due to sickness is to be reported directly to the employee’s Manager or Human Resources as soon as
it is possible to do so, stating the general nature of the illness and the estimated duration of absence.
Thereafter contact must be made at regular intervals (at least once a week) in the case of prolonged illness. It
is preferred that the employee personally contacts the company unless the employee is unable to do so, then a
relative or friend must contact the company.

It is Managements responsibility to ensure that sick leave is recorded on a Leave Application form, and that the
completed form, together with a doctor’s certificate (when applicable) be forwarded to Human Resources for
processing immediately after the employee returns to work.

2
 Medical Certificates or Proof of Incapacity

A medical certificate is required when an employee is absent for more than two consecutive days and the
medical certificate should state that the employee is unable to work for the duration of the sick leave period
requested. The Manager is entitled to request a medical certificate for sick days that fall on a Monday or a
Friday. A medical certificate is compulsory when sick leave is taken on these days.

Management may request a medical certificate if an employee has been absent on more than two occasions
during an eight-week period. Where an employee is off sick on a Monday or Friday or any other regular
interval. Disciplinary action may be taken in such cases to ascertain whether the individual has the capacity to
fulfil the employment contract.

Management may refuse to accept a medical certificate if it is not issued and signed by a registered medical
practitioner or another person who is certified to diagnose and treat patients and who is registered with the
Health Professionals Council of South Africa (HPCSA) or similar body established by an Act of Parliament.
The Company is not required to pay an employee if the employee has been absent from work for more than
two consecutive days or on more than two occasions during an eight-week period and does not produce a
medical certificate stating that the employee was unable to work for the duration of the employee’s absence.

1.3 Study Leave

Eligibility

This benefit is available to permanent employees who have been employed by the Company for at least one
year and who undertake part-time studies in line with their career plan and approved for by the company. All
study leave is granted on management’s discretion.

Policy

The company will grant two days study leave per subject per annum with a maximum of no more than 10 days
study leave in total per annum.

Any additional leave required for study purposes will have to be taken as unpaid leave. Annual leave may be
applied for if the employee has any excess annual leave balances.

Requests for study leave must be in writing by using the Company’s Leave Application form. Supporting
documentation must accompany the application (e.g. exam time table).

Study leave will not be granted for rewriting an exam and annual or unpaid leave will have to be applied for in
accordance with above.

1.4 Family Responsibility Leave

Family responsibility leave applies to an employee who has been in employment with an employer for longer
than four (4) months, and who works on at least four days a week.
An employer shall grant an employee during each annual leave cycle at the request of an employee, a total of
(3) days paid leave, which the employee is entitled to take, either when;

 The employee’s child is born;

 The employee’s child is sick.
 In the event of death of: The employee’s spouse or life partner; or
 The employee’s parent, adoptive parent, grandparent, child, adoptive child, grandchild or sibling.

Note: Learners participating in a Learnership will qualify for (3) days paid Family Responsibility Leave if they

3
 have been employed by the Company for more than 4 months and more than 4 days a week.

Before paying an employee for leave in terms of this policy, the Company may require reasonable proof of
an event which the leave was required.

Requests for Family Responsibility Leave must be in writing on the Company’s Leave Application form, which
must be authorised by the Head of Department.

Once authorised, the original leave application must be filed on the employee’s personal file and the duplicate
returned to the employee.

An employee’s unused entitlement to leave in terms of this policy lapses at the end of the annual leave cycle
in which it accrues.

Employees who have used all their Family Responsibility leave may, subject to the approval of the Head of
Department, apply for Annual Leave and/or Unpaid Leave.

1.5 Training & Development Policy

The Company’s training & development policy has been developed in line with the Company's overall vision
and strategy, it reflects a belief in the need to develop all permanent and temporary employees, whether
employed on a full-time or part-time basis. It is based on the following principles:

 The Company thinks of its workforce as an asset as well as a cost, and believes that it should invest in that asset.
 The Company believes that all its employees have the potential to grow, both in their work role and personally,
and it shall endeavour to provide opportunities for growth and personal development.
 The Company considers it appropriate to base such training and development opportunities on the requirements
of the business, and decisions about investment in staff training and development will be made accordingly.
 The Company believes that responsibility for training and development should be shared between the
Company and its employees.
 The Company will ensure that appropriate procedures are in place to plan, deliver and evaluate training and
development activity.
 The Company wants to empower its staff members to take some ownership of their own development, with
support from their managers and the Company as a whole.
 The Company believes that its line managers have a key role to play in people development.
 The Company will work within recognised good practice guidelines, to ensure that both the quality and
quantity of training and development is relevant and 'fit for purpose'.
 The Company will regularly review its overall level of investment in staff training and development to ensure
that adequate and appropriate resources are provided.
 The Company plans its training and development activities in line with industry standards, and maintains
relationships with relevant bodies.
Training and development initiatives

The Company will provide a range of training and development opportunities for staff, which fall into four
broad categories:

1. Programmes relating to the enhancement of skills for an employee's current position

These include on the job training, internal and external courses including technical training, for example on the
use of software packages, and specialist training relating to the skills that employees require for their job.

2. Programmes leading to a professional or academic qualification

The Company encourages employees who wish to do so to pursue continuous professional development and
where appropriate to gain further qualifications. The Company will pay the fees at the start of a programme
that is approved, provided that the employee signs an agreement with the company that they will repay the
fees if
4
they fail to complete the course, or if they leave the company within three years of signing the agreement, or
within one year of completing the programme.

3. Programmes that have specific management or supervisory focus

These include internal and external courses on management development, supervisory skills for line managers,
and leadership development programmes.

4. Health and safety training

This includes courses in manual handling, risk assessment, fire safety, first aid, and food and hygiene
regulations. Roles and responsibilities for implementation

Both line managers and employees have a responsibility to implement training and development initiatives.
There will be an opportunity to discuss development needs through the performance review process and
agree appropriate courses of training and or study. Line managers should encourage their staff to undertake
relevant programmes. Employees are expected to take up the opportunities provided and report back to their
line manager on their applicability once completed.

Line managers have a responsibility to monitor and evaluate the effectiveness of learning for employees who
have undergone training and development. Line managers can contact the HR Manager to give feedback on
internal and external training programmes, including their quality and cost effectiveness. Where possible, Line
managers will offer the employee the opportunity to use and develop newly acquired skills.

Planning and implementing new initiatives

Any new training initiatives will be planned as a result of training needs analysis activities, which in turn are
part of the Company's performance review process. In addition, the Company is committed to reviewing
training initiatives so that relevant training and development is provided for skills in specific job areas, where
work procedures have changed, or where new standards are introduced. Any new training and development
programmes offered to staff will be publicised through the Company's normal communication channels,
including staff notices and departmental meetings. The Company will make use, where appropriate, of e-
learning, and training will be provided to staff in how to access materials while at work and from home.

Individual requests for training and development

Employees can request training and development at any time but this will usually be done within the
performance review process, as outlined above. Employees should channel requests through their line
manager.

Monitoring and evaluating investment in training and development

The Company firmly believes that it is critical to the success of both the planning and delivery of training and
development activities that the resources invested are monitored and the outcomes achieved are measured.
Such outcomes may be demonstrated at an individual, departmental and corporate level. Senior managers
have an important role to play in this process. The Company uses its evaluation findings for future business
planning and the planning of continued investment in staff training and development. Accordingly the
evaluation findings will be regularly shared with the senior executive team.

Coaching and mentoring

The Company encourages line managers to provide coaching and mentoring support for staff who are
undergoing training and development. Managers have a responsibility to ensure that the skills and knowledge
of more experienced staff members are shared with more junior employees to ensure that learning occurs in a
planned way.

Recording of training and development activities

5
Following a performance review discussion, a copy of the approved personal development plan is placed in the
employee's personnel file. This information is collated annually to form the basis of the Company's forward
training and development plan. All training attended will be recorded by the HR department, along with costs
including for example, expenses for travel and subsistence. On completion of any internal or external course
the employee will complete a course evaluation form, countersigned by the line manager, and return this to
the HR department. Analysis of the evaluation forms gathered will be undertaken by the HR Manager and used
within the overall evaluation of training and development.

Equal opportunities

Decisions relating to training and development should be made fairly and consistently, and equality of
opportunity should be provided for all staff in this area.

1.6 Maternity leave entitlement

Maternity leave is for 4 months unpaid leave. The maternity leave should commence one month before the
expected date of birth of the child, and that the mother may not return to work for six weeks after the birth of
the child.

These periods may be varied upon written permission from a doctor or midwife. The Act does not stipulate at
what stage of the pregnancy the employee is obliged to inform the employer of her pregnant condition.

The Act stipulates only that the employee must notify the employer in writing of the date on which the
employee intends to commence maternity leave, and the date on which the employee intends to return to
work.

The Act stipulates further that the above a written notice must be given to the employer at least four weeks
before the commencement of the maternity leave. An employer is obliged to keep the employee's job open,
and no employee may be dismissed on grounds of pregnancy, or for any reason in relation to pregnancy or
intended pregnancy.

Any arrangements between the employer and employee regarding payment of salary or benefits during
maternity leave, remains a matter between employer and employee and has nothing to do with any provision
of the Act. The employee must inquire at the Department of Labour regarding maternity benefits payable in
terms of UIF.

I confirm that I have read and understood the terms & conditions.

Sign:

Name:

Date: