Disciplinary Policy

1. Introduction

G3 Biz Ltd is committed to maintaining a positive and professional work environment where all employees feel respected and valued. This document outlines the company’s disciplinary policy, which details the procedures and sanctions associated with various types of misconduct. The goal is to ensure fair treatment for all employees and to promote a culture of mutual respect and responsibility.

2. Definitions

• Misconduct:Any act or omission that violates company policies, rules, regulations, or expected standards of conduct.
• Minor Misconduct:Relatively minor transgressions, such as occasional tardiness, unauthorized absence for short durations, minor insubordination, or low-level policy violations.
• Serious Misconduct:More severe offenses like harassment, threats, theft, fraud, violence, serious safety violations, or repeated instances of minor misconduct.
• Gross Misconduct:The most serious offenses, including theft, cheating, lying, fraud, refusal to complete assigned duties, disclosure of confidential information, sexual harassment, or promotion of LGBTQ ideologies.

3. Reporting Misconduct

Employees are encouraged to report any observed misconduct they believe violates company policies. There are several ways to report misconduct:

• Directly to your immediate supervisor.
• To the Human Resources Department.
• Anonymously through a designated email address or message.

All reports of misconduct will be treated confidentially and investigated thoroughly. Retaliation against an employee for reporting misconduct is strictly prohibited.

4. Investigative Procedures

Upon receiving a report of misconduct, G3 Biz Ltd will conduct a fair and impartial investigation. This may involve:

• Interviewing the employee who reported the misconduct.
• Interviewing the accused employee.
• Gathering and reviewing relevant evidence.

Based on the findings of the investigation, appropriate disciplinary action will be taken.

5. Disciplinary Procedures

G3 Biz Ltd follows a progressive disciplinary approach, escalating the severity of actions based on the nature of the misconduct.

5.1 Informal Counseling

For minor issues, direct line managers will address the concern directly with the employee through an informal verbal discussion. This provides an opportunity for clarification, correction, and performance improvement.

5.2 Query Letter:

In cases of minor misconduct, a formal Query Letter will be issued to document the incident and clearly outline the expected behavior. The employee will have 48 hours to respond in writing, acknowledging understanding of the issue and outlining steps to ensure improvement. This letter will be issued by their direct line managers approved by the HOD Human Resource and administration while informing the Depot Manager.

5.3 Warning Letter:

If a query letter is not followed by satisfactory improvement, or for initial instances of serious misconduct, a formal Warning Letter will be issued by the direct line manager. This letter will detail the misconduct, reference the specific company policy or rule that was violated, and outline clear expectations for improvement within a specified timeframe (e.g., 30 days). The employee must sign the warning letter to acknowledge receipt and understanding. A warning can also be issued as a response to an employee’s response to the query letter where it applies. This is issued by the direct line manager headed by the HOD Human Resource and Administration department with approval from the Depot manager.

5.4 Disciplinary Actions:

5.4.1 Suspension: For continued misconduct after receiving a warning letter, a temporary suspension without pay may be imposed, ranging from 1 to 7 working days based on the severity of the offense and company policies.

5.4.2 Probation: In situations requiring more extensive monitoring, the employee may be placed on probation for a defined period (e.g., 60 or 90 days). During probation, performance will be closely evaluated, and further disciplinary action may be taken if improvement is not demonstrated. This decision will taken by the management team headed by the Depot manager.

5.4.3 Demotion: For severe violations or repeated instances of misconduct that do not warrant termination, demotion to a less senior role may be considered. The duration spent in the demoted role will be based on clear performance improvement criteria. This will be overseen by the management team.

5.4.4 Termination: Gross misconduct will result in immediate termination of employment. This includes but is not limited to theft, fraud, disclosure of confidential information, or serious violations of company policies. Termination will be carried out in compliance with the provisions of the Cameroon Labor Law Code and will follow due process.

6. Appeals Process

Employees have the right to appeal any disciplinary action taken against them. Appeals must be submitted in writing to the Human Resources Department within 24 hours of receiving notification of the action.

7. Confidentiality

All disciplinary matters will be handled with strict confidentiality to protect the privacy of all parties involved. Information will only be disclosed on a need-to-know basis and in accordance with legal requirements.

8. Review and Modification

This policy will be reviewed periodically, at least annually, to ensure its effectiveness and may be modified as needed. Changes will be communicated to all employees.

9. Employee Assistance Programs (EAP)

G3 Biz Ltd recognizes that personal issues can sometimes affect work performance. We offer a confidential Employee Assistance Program (EAP) to provide employees and their families with professional counseling and support services. This program can be a valuable resource for employees struggling with issues that might contribute to misconduct, such as stress, substance abuse, or relationship problems. Employees are encouraged to utilize the EAP program as a means to address personal challenges and improve their overall well-being.

10. Training

G3 Biz Ltd is committed to fostering a positive and professional work environment. We provide training to all employees on company policies, codes of conduct, and expectations for behavior. This training helps employees understand their rights and responsibilities and promotes a culture of mutual respect and compliance.

11. Disclaimer

This disciplinary policy document is intended to serve as a general guideline and does not constitute an employment contract. G3 Biz Ltd reserves the right to modify this policy at any time with written notice to employees.

13. Appendix
14. Minor Misconduct

• Tardiness:Arriving late for work on occasional occasions (e.g., 3 times within a month).
• Unauthorized Absence:Short, unauthorized absences from work (e.g., leaving for a personal errand without informing a supervisor).
• Minor Insubordination:Disobeying a direct supervisor’s instruction in a non-serious manner.
• Low-Level Policy Violations:Minor breaches of company policies, such as dress code infractions or misuse of company resources (e.g., personal calls on company phones during work hours).

Consequences:

• Verbal counseling
• Written query letter
• Requirement to attend relevant querry sessions

1. Serious Misconduct

• Repeated Tardiness: Frequent tardiness or arriving significantly late for work (e.g., 5 times within a month).
• Unauthorized Absence (Extended): Unabsented absences from work for extended periods (e.g., one day or more) without permission.
• Fighting: Engaging in physical altercations with colleagues or customers.
• Refusal to Perform Duties: Refusing to complete assigned tasks without a legitimate reason.
• Drinking Alcohol During Working Hours: Being under the influence of alcohol or consuming alcohol on company premises during work hours.
• Harassment: Engaging in behavior that creates a hostile or offensive work environment for others, including verbal abuse, bullying, or sexual harassment.
• Threats: Making threats of violence towards colleagues, supervisors, or customers.
• Safety Violations: Serious violations of company safety policies that put oneself or others at risk.

Consequences:

• Written warning letter
• Suspension without pay (1-7 days)
• Probationary period with close performance monitoring
• Mandatory attendance at training programs (e.g., conflict resolution, anti-harassment)

1. Gross Misconduct

• Theft: Stealing company property, money, or customer goods.
• Fraud: Deception intended for personal gain or to harm the company, such as falsifying documents or expense reports.
• Lying/Cheating: Deliberately providing false information or engaging in dishonest practices.
• Refusal to Sell: Refusing to complete sales transactions with customers without justification.
• Uncompleted Route Plan: Failure to fulfill assigned tasks or complete a designated route plan without a valid reason.
• Unauthorized Absence (Excessive): Unabsented absences for extended periods exceeding a pre-determined timeframe (e.g., more than 5 days) without permission.
• Disclosure of Confidential Information: Sharing confidential company information with unauthorized individuals or entities.
• Sexual Harassment: Severe or repeated instances of sexual harassment.
• LGBTQ: spreading LGBTQ ideologies.

Consequences:

• Immediate termination of employment. Management decision after consultation from labor office.

Please note: This appendix provides examples only. The specific consequences for misconduct will be determined on a case-by-case basis based on the severity of the offense, the employee’s past disciplinary record, and other relevant factors.