Employee Policy & Code of Conduct
1. Purpose of This Document
This Policy & Code of Conduct has been established to create a disciplined, professional, and high‑performance work environment at Element SS. The objective is to ensure punctuality, accountability, productivity, and mutual respect among all employees, enabling the company to operate efficiently and deliver excellence to its clients.
All employees are required to read, understand, and strictly adhere to the policies outlined below.
2. Office Timings & Attendance Policy
- Official office timings are 11:00 AM to 8:00 PM, Monday to Friday.
- 11:00 AM – 12:00 PM will be considered a grace period. Arriving anytime within this window will not affect salary.
- Arriving after 12:15 PM will result in a half-day being marked.
- A half-day will be counted from 12:16 PM until 2:00 PM.
- Arriving after 2:00 PM will result in the employee being marked absent for the entire day.
Repeated late arrivals may result in disciplinary action.
3. Leave Policy
3.1 Annual Leaves
- Employees are entitled to 10 annual leaves per year.
- All annual leaves must be approved in advance by the reporting manager.
3.2 Casual Leaves
- Employees are entitled to 6 casual leaves per year.
- Casual leaves must be approved before availing them.
3.3 Sick Leaves
- Sick leaves are only applicable for long‑term illness.
- A valid medical certificate/receipt/prescription from a recognized hospital or medical center must be submitted.
- Short-term illness without documentation will not qualify as sick leave.
4. Absence & Salary Deduction Policy
- Any leave taken without prior approval or notification will result in a salary deduction of 5% per day.
- If no communication or response is received from the employee after one full working day of absence, a 10% salary deduction per day will apply.
- Consecutive unapproved absences may result in further disciplinary action, including termination.
5. Break & Time Management Policy
- Employees are allowed a maximum of 1 hour break per day, inclusive of lunch and Zuhr prayer.
- Randomly leaving the office or being unavailable for more than 30 minutes without approval will result in the day being marked as a half-day.
- Excessive or habitual misuse of break time will lead to disciplinary action.
6. Workplace Conduct & Professionalism
- Employees must maintain professional decorum at all times.
- Mutual respect, teamwork, and courteous behavior are expected.
- Unprofessional conduct, disrespectful behavior, or an unmannered tone is strictly discouraged and not tolerated.
7. Zero‑Tolerance Policy
The following are strictly prohibited within office premises and during working hours:
- Racism or discriminatory remarks of any kind
- Political discussions
- Religious debates or preaching
- Explicit or inappropriate conversations
- Abusive or offensive language
Any violation of this policy may lead to immediate disciplinary action.
8. Warning & Disciplinary Policy
To maintain workplace discipline, Element SS follows a 3‑Warnings Policy:
8.1 Unprofessional Behavior
- First 3 violations will result in formal warnings.
- If no improvement is observed, a 15% salary deduction will be applied.
- After three salary deductions, continued misconduct will result in termination of employment.
8.2 Absenteeism Without Notice
- Up to 3 warnings will be issued for unapproved absences.
- Continued violations will result in direct termination without further notice.
9. Productivity & Work Responsibility
- Employees are expected to utilize working hours productively.
- Personal work, excessive phone usage, or time wastage during office hours is discouraged.
- Failure to meet assigned responsibilities consistently may result in performance reviews or disciplinary action.
10. Compliance & Acknowledgement
- Failure to comply with any policy stated in this document may result in disciplinary action, including salary deductions or termination.
- All employees are required to acknowledge and comply with this Policy & Code of Conduct as a condition of their employment with Element SS.
11. Use of Company Assets
- All company-provided assets, including (but not limited to) laptops, software licenses, tools, internal platforms, email accounts, and login credentials, must be used strictly for official work purposes only.
- Any misuse, negligence, unauthorized access, or intentional damage to company assets will be taken seriously and may result in recovery of costs, salary deductions, disciplinary action, or termination, depending on the severity of the case.
12. Confidentiality & Data Protection
- Employees are strictly prohibited from sharing, leaking, copying, or misusing any confidential information, including client data, credentials, marketing strategies, internal documents, financial information, or operational processes.
- This confidentiality obligation applies during the course of employment as well as after employment ends. Any breach of confidentiality may result in immediate termination and legal action if required.
13. Notice Period & Exit Policy
- All employees are required to serve a mandatory notice period of one (1) month after submitting their resignation.
During the notice period, employees must:
- Complete all assigned tasks and responsibilities
- Properly hand over all work, data, access credentials, and company assets
- Ensure a clear and documented handover to the assigned replacement or reporting manager, whichever is available at that time
Failure to comply with the exit and handover process may result in delayed final settlement or other corrective actions.
14. Social Media & Public Representation
- Employees must accurately mention their designation and association with Element SS on professional platforms such as LinkedIn.
- Any form of misrepresentation, misleading claims, or false association with the company is strictly prohibited.
- Posting negative, defamatory, or harmful commentary about the company, its clients, team members, or internal matters on social media or public forums is strictly forbidden.
If any employee is found violating this clause, the company reserves the right to take strict disciplinary and legal action.
Acknowledgment
By continuing employment at Element SS, employees confirm that they have read, understood, and agreed to comply with all policies and code of conduct stated in this document.
