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1 MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA MSD.

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Presentation on theme: "1 MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA MSD."— Presentation transcript:

1 1 MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA MSD

2 MANAGEMENT SERVICES DIVISION THE TEAM HUMAN RESOURCE MANAGEMENT HUMAN RESOURCE DEVELOPMENT HR SERVICES & PERFORMANCE MANAGEMENT HR OPERATIONS & SYSTEMS REMUNERATION EMPLOYEE BENEFITS & HR RELATION EMPLOYMENT (ACADEMIC) EMPLOYMENT (NON ACADEMIC) HR ACADEMIC MANAGEMENT HR ADMIN. DEVELOPMENT HR COMPENTENCY OCCUPATIONAL SAFETY AND HEALTH UNIT CORPORATE DEVELOPMENT

3 REFERENCES: a) IIUM Handbook b) IIUM Service Circular c) Staff Disciplinary Rules 2012 d) Term and Conditions of Appointment Coming Soon….. a) Exit Policy SERVICES

4 PROBATION PERIOD : 1- 3 YEARS CONFIRMATION IN SERVICE : a) Served on probation for a period of 1-3 years b) Successfully attended Induction Course c) Achieved a satisfactorily level of job performance d) Recommended by HOD SERVICES

5 SALARY MOVEMENT a) 1 ST JANUARY b) 1 ST APRIL c) 1 ST JULY d) 1 ST OCTOBER SERVICES

6 SUPPORT STAFF a) Has served the University at least *15 years on the appointment grade (excluding the duration of unpaid leave, half pay leave, AWOL etc b) APAR – 3 consecutive years c) Achieved minimum 42 points for CTD c) Asset Declaration Form(Form B) c) Clear from any disciplinary offenses c) Recommended by the HOD Example : or KP11-KP12 Reference : IIUM Service Circular 3/2010 PROMOTION

7 SUPPORT STAFF (2 nd LEVEL) & PROFESSIONAL & MANAGEMENT a) Has served the University at least 10 years on the promotion grade (excluding the duration of unpaid leave, half pay leave, AWOL etc b) APAR – 3 consecutive years (85%) c) Achieved minimum 42 points for CTD d) Satisfactory attendance record e) Asset Declaration Form(Form B) f) Clear from any disciplinary offenses g) Recommended by the HOD Example : or 41-44, Reference : IIUM Service Circular 8/2012 SERVICE MATTERS

8 COMPETENCY TALENT DEVELOPMENT

9 SERVICE MATTERS APAR ASSET DECLARATION

10 TRANSFER A transfer is an approach to helping employees develop a career path. A transfer provides experience in other areas of an employee's current department or in a new department within the organization LIBRARY - INTER CAMPUS TRANSFER  COST OF LIVING ALLOWANCE  OUTSTATION TRANSFER

11 11 MANAGEMENT SERVICES DIVISION INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA Employee Benefits and HR Relations Unit Management Services Division LEAVE

12 1.FULL PAY LEAVE - Annual Leave - Maternity Leave - Hajj Leave - Sick Leave - Unrecorded Leave -Substitutional Leave -Research Leave 2.HALF PAY LEAVE - Caring for sick dependents and immediate relatives 3. UNPAID LEAVE - Important personal reasons - Accompanying spouse - Caring for newborn baby - Next-of-kin who is under long medical treatment EMPLOYEE BENEFITS & HR RELATION UNIT

13 Annual Leave Definition: = Full pay leave given due to recognize service period in any particular year, from January to December. = Recognize service is the period of service (working) inclusive ofrest days and sick leave, but not inclusive of half pay leave, no pay leave, study leave and cancer and tuberculosis leave. EMPLOYEE BENEFITS & HR RELATION UNIT

14 Annual Leave = Formula for Annual Leave calculation: Recognized service period Annual X Leave 365 days Entitlement = Annual leave is accumulated based on number of days and months in a year of service – proportionately EMPLOYEE BENEFITS & HR RELATION UNIT

15 Provision of Annual Leave: 1) Base on entitlement 2) Recommendation from Superior 3) Approval from Head of Department 4) Balance of unutilized Annual Leave can be carried forward or compensated 5)Reasons that can change the Annual Leave entitlement are; -recorded 10 years of service -promotion -renewal of contract Annual Leave EMPLOYEE BENEFITS & HR RELATION UNIT

16 SUMMARY ON THE LEAVE ENTITLEMENT REFERENCE PP NO. 4/2002 ( ) - MRS PP NO. 20/2005 ( ) SSB 4/2005 ( ) PP NO. 14/2008 ( ) SSB 1/2009 ( ) STATUS OF APPOINTMENT Staff appointed before Staff appointed between Staff appointed on onwards GRED/SERVICE< 10 YRS= > 10 YRS< 10 YRS= > 10 YRS< 10 YRS= > 10 YRS Special Grade Note:Please take note on the date of appointment to determine annual leave entitlement EMPLOYEE BENEFITS & HR RELATION UNIT

17 Unutilized annual leave OPTION 2: Accumulated for cash compensation (Golden Handshake) - Maximum of fifteen (15) days or half of annual leave entitlement (which ever is lower) per year - Maximum one hundred and fifty (150) days of accumulated leave in service period - Only for staff appointed on permanent status -Formula: 1 Xlast drawn X number of 30 salary accumulated leave - To be awarded upon reaching the compulsory retirement age EMPLOYEE BENEFITS & HR RELATION UNIT

18 Unutilized annual leave OPTION 2: Accumulated for cash compensation (contract staff) - Maximum of fifteen (15) days per contract period. - Only for academic staff appointed on contract basis holding administrative positions -Formula: 1 Xlast drawn X number of 30 salary accumulated leave - To be awarded upon reaching the end of contract period. EMPLOYEE BENEFITS & HR RELATION UNIT

19 - Fifteen (15) days per year – from registered private panel clinics / hospitals - > 15 days per year – the M.C. must be certified by the IIUM Health and Wellness Centre or Government Medical Practitioners - M.C. must be approved by the superior EMPLOYEE BENEFITS & HR RELATION UNIT

20 Sick leave MCs more than 15 days, a staff could be asked to go for thorough medical check-up Full pay sick leave can be given up to 180 days in a calendar year. - < 90 of sick leave can be approved by the HOD - > 90 of sick leave must be approved by Medical Board EMPLOYEE BENEFITS & HR RELATION UNIT

21 Sick leave EMPLOYEE BENEFITS & HR RELATION UNIT 1 st 90 days Next 90 days Board out due to Medical Reason Approval Authority Head of Department IIUM Medical Sub- Committee IIUM Medical Sub- Committee & processed by MSD* Salary Entitlement Full Pay Half-PayUnpaid- Medical Documents Medical Certificates from recognized hospitals & clinics Medical Report from Governme nt Hospitals

22 Example of Good Practice of Leave Management 22 Absent without leave: -No annual leave eligibility -Liaison Officer of Leave certify balance of leave prior submission to approving officer -Approving officer decided based on annual leave eligibility or reason

23 - Eligible for a maximum of 300 days throughout the service with IIUM - Duration between 60 or 90 days for each delivery -Head of Department to notify MSD when the staff returns to work -14 days of advanced Maternity Leave prior to expected date of delivery(with supporting document) EMPLOYEE BENEFITS & HR RELATION UNIT

24 - Once only throughout the service - Forty (40) days of full pay leave - Permanent staff must have served at least 4 years and confirmed in service - Those on temporary basis must have served for more than 6 years continuously -Malaysian contract staff must served for more than 5 years continuously -International contract staff must served for more than 10 years continuously EMPLOYEE BENEFITS & HR RELATION UNIT

25 - Examination (on the day of examination only) -Paternity leave – husband whose wife has given birth (7 days) - Funeral Affairs of biological parents / biological daughter / son & spouse who have passed away (3 days) - Volunteer Organisations Activities -Sports Activities (national/international) -Natural Disaster -Radiation Leave - Associations: *Annual General Meeting *Extra Ordinary Meeting *Annual Training Camp EMPLOYEE BENEFITS & HR RELATION UNIT

26 - One day leave may be approved for: - every nine (9) hours of continuous work ; or - eight (8) hours of accumulate overtime work (alternative to those who are not entitled for overtime claim) - Overtime allowance cannot be claimed -No carry forward - to claim within three (3) months -to utilise within six (6) months EMPLOYEE BENEFITS & HR RELATION UNIT

27 - Maximum of 180 days - To apply only if there is no more annual leave - Based on length of service in the IIUM - Due to sickness of immediate relatives EMPLOYEE BENEFITS & HR RELATION UNIT

28 - Personal reasons locally/internationally - At least six (6) months in service in IIUM - Maximum of 360 days - Eligibility based on length of service in IIUM EMPLOYEE BENEFITS & HR RELATION UNIT

29 Section 14 (a) and (c) of Chapter 'C' of General Order (a) Head of Department Approves Unpaid Leave Head of Department may approve unpaid leave for officers on important personal reasons. The amount of unpaid leave shall be 30 days for each completed year of service up to a maximum of 360 days. (c) Personal Affairs Outside Malaysia Unpaid leave for personal affairs outside Malaysia may be approved when the officer has served for four (4) years. The leave can only be taken again four (4) years after the first leave

30 - Accompanying spouse to study/work/attend course -Must be a permanent staff -Unlimited duration if spouse is working with Malaysian Government -Maximum of three (3) years is spouse is working with a private company EMPLOYEE BENEFITS & HR RELATION UNIT

31 - Maximum of ninety (90) days - Immediately after the sixty (60) / ninety (90) days maternity leave ends - Maximum of five (5) times during the service (in addition to the maternity leave benefits) EMPLOYEE BENEFITS & HR RELATION UNIT

32 - Absence without prior leave or permission shall be a disciplinary offence(Staff Disciplinary Rules 2012) -Department to issue administrative warning letter (AWOL without justification and not approved by HOD) -Submit the case to Office of the Legal Adviser LIBRARY –RESIGNED & LEAVE EMPLOYEE BENEFITS & HR RELATION UNIT

33 1. Educational Privilege for staff studying at the IIUM 2. Educational Privilege for spouse and children of staff studying in IIUM  Discount up to 75% of Malaysian rate 3. Employee Provident Fund (EPF)  11% - employee’s contribution  13% - employer’s contribution (salary below RM5,000)  12% - employer’s contribution (salary above RM5,000)

34 4. Social Security Organization(SOCSO)  Statutory deduction for all employees with starting salary below RM per month except for those working with government.  Employees contribution is to fund the ‘ Invalidity Pension Scheme ’ – 24 hours coverage (Contribution will stop by the age of 60 years old)  Employer’s contribution is to fund the ‘ Employment Injury Scheme ’ – coverage is limited to work related incidents (contribution will continue until the last day of work, regardless of age)

35 5. Medical Benefits  Panel Clinics (RM45.00 per visit or 30% reimbursement)  Free treatment at government hospitals according to eligibility  Subsidy for coverage up to RM15,000 per year for private hospital treatment (through Group Hospitalization Insurance and Surgery Scheme)  Maternity packages up to RM2, per package (max. 5 packages)

36  Dental treatments  Subsidy up to RM for Health Screening  Subsidy up to RM for Breast Screening  Subsidy up to RM for circumcisions and immunizations

37 6. Loans  Subsidized housing loans up to RM450,  Subsidized car loan up to RM70,  Subsidized Motorcycle loan up to RM5,  Interest free computer loan up to RM5, Scholarship / Loan for staff to further studies  Scholarship for academic staff to further studies in Masters degree and PhD  Scholarship for professional and administrative staff to further studies (post graduate)  Interest free Study Loan up to RM10, for staff in support group

38 8. Appreciation  Quality Day  Staff Appreciation Ceremony(long service and retiree award)  Employee’s Children Education Excellent Award 9. End of contract benefits  Gratuity  Tickets and freight for staff and family members

39 10. Retirement Benefits  Employee Provident Fund (EPF)  Service gratuity  Retirement Benefit Fund(RBF)  Leave cash compensation / Golden Handshake  Free outpatient Medical treatment in IIUM Health and Wellness Centre  Free inpatient medical treatment at any government hospitals in Malaysia for life (including spouse and children)

40 12. Others  Trainings  Islamic Enhancement & Evaluation Programme  On campus housing for essential staff  IIUM Hajj Programme  Uniforms for Security Guards, Nurses, Drivers, Junior General Assistant.

41 1. Staff Khairat FundStaff Khairat Fund  Funeral Assistance  Educational Benefits  Accident / Sickness assistances  Calamities assistances  Others (birth, hajj, retirement marriage, disable child) LIBRARY(NON MEMBERS) LIBRARY - CLAIM 2. Staff Union and Associations  Kesatuan Kakitangan Am (KURNIA) – support group  Academic Staff Association (ASA) – academic staff  Professional and Management Association (PMA)  Kesatuan Kakitangan Sokongan 1 (KESATU)

42 3. Joint Collaborative Council (JCC)Joint Collaborative Council (JCC)  Platform for representatives of staff union and associations to meet the IIUM Top Management members to voice out problems or suggestions  Meeting are held four (4) times in a year 4. Remedial Grievance System (RGS)Remedial Grievance System (RGS)  Platform for staff to complaint or suggest anything related to a staff or work system for improvement. 5. Financial and Retirement Planning Programmes  Awareness programme for IIUM staff members to educate the importance of proper financial planning methods especially for retirement since IIUM did not have pension scheme.retirement pension scheme

43 43 One (1) month notice probation staff Three (3) months notice confirmed staff One (1) month’s salary in lieu of notice Even though on unpaid leave, the effective date cannot be backdated. Notice period does not include no pay leave period

44 Summary of retirement benefits Benefits / Age 40 to 49 years old 50 to before compulsory retirement age Compulsory Retirement Age (55/56/58 /60) Retirement Benefit Fund (RBF) √√√ Golden Handshake √√√ Service Gratuity (min. 10 years of service) X √ √ Outpatient medical treatment at IIUM Health Centre X√ √ Inpatient Medical Treatment at Government Hospitals including spouse/s (min. 10 years of service) X√ √ 44

45 For further inquiry: EMPLOYEE BENEFITS AND HR RELATIONS UNIT Management Services Division Level 3, Administration Building IIUM, Gombak Campus Telephone : 03 – (Sr. Rusnani) ext: 3982 (Sr. Raheme) ext: 3969 (Sr. Norsalihan) EMPLOYEE BENEFITS & HR RELATION UNIT


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