5.7 | Human Resources Policies

5.7.1 | Employee Personnel Files

 

Employee personnel files are maintained by the Human Resources Department and are considered confidential. Managers and supervisors who want to get the files may contact HR Department. A manager or supervisor considering the hire of a former employee or transfer of a current employee may be granted access to the file. Personnel files may not be taken off campus. Representatives of government or law enforcement agencies, in the course of their duties, may be allowed access to file information.

 

5.7.2 | Dress Code

 

The University has a designated uniform that is provided to all staff members. Specific policies regarding dress code is regulated by Human Resources for all university members.

 

5.7.3 | Hiring, Promotion, and Development

 

The hiring process is initiated when a Unit Manager has a vacant position and completes a requisition form. The requisition form includes information related to the requirements of the job, minimum and preferred qualifications and competencies desired of candidates. HR follows up by posting the position and sourcing candidates who meet the minimum requirements detailed on the requisition form. HR assists the Unit Manager throughout the recruitment and hiring process. All vacant positions requiring external candidates are posted on the SU website. In addition, higher-level positions may be advertised through various media channels.

The University is supportive of providing opportunities for career growth for incumbent staff. The HR Department and Unit Managers actively work to identify talent and provide and support professional development designed to upgrade both skills and knowledge. Professional Development is provided internally and externally. Internal development is offered through in-house training, coaching and job shadowing. External development is available through conferences, trainings, workshops, and certification programs.

 

5.7.4 | Performance Management and Salary Review

 

The University has a performance appraisal cycle designed to promote communication between managers and staff. It is also designed to improve individual results and organizational performance. The Performance Appraisal Form for staff is provided by Human Resources.

1. Goal Setting
   The appraisal cycle starts at the beginning of each academic year with the identification of key objectives to be achieved during the academic year. These objectives form the Key Performance Indicators for each unit that are then communicated to each employee by his or her supervisor.
2. Mid-Year Review
   The Mid-Year Review is conducted between each employee and his/her supervisor. This includes a discussion and a review of the employee’s performance and progress at Mid-Year. Prior to these meetings, managers complete a Mid-Year Review Appraisal Form that documents key elements of the discussion. At the end of the discussion, both parties sign the form to acknowledge the completion of the review.
3. Year-End Appraisal
   The Year-End Appraisal is performed no later than June 1 of each academic year. This is a final evaluation of employee performance performed by his/her respective manager. As with the Mid-Year Review, managers must complete a Year-End Appraisal Form prior to the discussion with the employee. This appraisal is designed to be a two-way communication about accomplishments, challenges, and barriers to success, if any. At the end of the discussion, both parties sign the form to acknowledge the completion of the review. The result of this process is a performance rating based on key objectives and KPIs as agreed upon at the beginning of the academic year.

The performance rating categories for staff (administrative/technical professional employees) are:

1. Exceeds Expectations (rating 4)
2. Meets Expectations (rating 3)
3. Partially Meets Expectations (rating 2)
4. Doesn’t Meet Expectations (rating 1)

The final performance ratings impact decisions related to compensation. It also impacts decisions related to future promotions or movement within the organization. All increases in compensation must be approved by the President of SU.

 

5.7.5 | Employee Grades, Payment of Wages and Time Reporting

 

Staff employee levels are divided into grades as follows:

Grade	Staff Positions
19	Senior Manager
18	Manager
17	Manager
16	Senior Officer
15	Officer
14	Officer
11 – 13	Staff
Below 10	Non-Staff

All active full-time employees are paid monthly on the 25th of every month, or if the 25th falls on a weekend, they will be paid the preceding Friday.

All nonexempt employees must complete a timesheet for all hours worked. The timesheet must be submitted to the employee’s supervisor for review prior to required submission deadlines. A work hour is any hour of the day that is worked and should be recorded accurately. The normal workday is from 8am to 5pm with a 1-hour break per day. The normal workweek covers five consecutive days beginning on Monday and ending on Friday. The workweek period is 40 hours. Nonexempt staff are expected to work during normal operating hours.

Overtime is defined as hours worked by an hourly or nonexempt employee if working beyond 5.30 pm daily, but the University limits overtime work to no more than 9 hours per week. Overtime must be approved in advance by the employee’s supervisor and should be recorded accurately. Generally, all instances of overtime will be processed back to the employee as compensatory time. If wages will be paid for overtime worked, this must be approved in advance by the employee’s supervisor.

Exempt employees (Officer and Manager levels) are not eligible for overtime pay but are eligible for compensatory time when they work during weekends or public holidays. Officers who work beyond 8:00 pm are eligible for a transportation allowance.

 

5.7.6 | Employee Travel and Reimbusement

 

Employees who are engaged in University business requiring travel need to submit the Travel Request Form (TRF) and get approval from their Unit Manager. The booking arrangement for transportation and accommodations will be provided by the Internal Booker. Upon returning from a business trip, employees should provide receipts for reimbursements for all eligible expenses incurred in connection with approved travel on behalf of the University. Complete employee travel policies and procedures can be found under the Business Travel Policy.

 

5.7.7 | Benefits

 

The University provides a daily lunch allowance, a uniform, and benefits for employees according to their respective employee level.

Health Insurance

All full-time employees will receive health insurance that covers the employee and all eligible immediate family members in accordance with the Health Insurance policy and University regulations.

Life Insurance

All full-time employees with Indonesian citizenship are granted Life Insurance, Demise Insurance, Working Accident Protection Insurance, and Retirement Insurance provided by BPJS Ketenagakerjaan. Non-Indonesian employees are provided with appropriate insurance coverage for their appointment status, and should confirm these benefits with HR.

Telecommunication Benefits

The University provides a telecommunication allowance for all employees with Indonesian citizenship and eligible expatriate employees.

Child Tuition Fee Benefits

For local employees, the University provides a waiver of 50% of tuition for up to two children who enroll in Sampoerna Schools. A waiver of 30% applies for a third child and 15% for a fourth child and above.
For expatriates, the University fully covers the tuition for up to 2 children who enroll in Sampoerna Schools. A waiver of 50% applies for a third child and 25% for a fourth child and above.

Formalities Benefits (eligible only for expatriates)

The University covers all costs associated with obtaining work permits for employees and obtaining immigration authorization for their families (a spouse and up to two children).

 

5.7.8 | Outside Employment

 

No employee is allowed to engage in any outside employment or other activity that is directly incompatible with the duties and responsibilities of the employee’s position at the University, including any business transaction, private business relationship or corporate ownership that presents a conflict of interest.

The employee is not allowed to accept outside compensation for performance of University duties. This includes the acceptance of fees, compensation, gifts, rewards, gratuities, expenses or other things of monetary value that could result in preferential treatment, impediment of SU efficiency or economy, loss of complete independence and impartiality, decision making outside official channels and disclosure or use of confidential information acquired through University employment.

Employees who wish to seek/accept outside employment must complete the Employee Disclosure of Outside Employment form with approval of their supervisor and submit to Human Resources.