Floating and Redundancy Policy

1.    Objective

This policy aims to establish a structure and transparent framework for the temporary suspension of team members across various departments or roles within Infinit-O.  

2.    Scope

This policy applies to all team members. 

3.    Definition

3.1. Floating status

3.1.1.     The suspension of employment due to a temporary suspension or cessation of business shall not exceed six (6) months from the start of effectivity date unless an agreement has been made between the employee and an employer that would last up to an additional six (6) months.

3.1.2.     A thirty days’ notice of floating status will be issued by HR ER. Effective date of floating will start 30 after the notice period.

3.2. Redundancy

3.2.1.     A form of dismissal that occurs when a job no longer exists or is not required anymore. Following redundancy, the job/position disappears from the company. This may be because the company is downsizing, closing down, or simply, the work is not required any longer.

4.    Provision

4.1. Floating Status Process

4.1.1.   Managers

4.1.1.1.      Managers notify HR ER by sending a ticket within 24 hours after receiving notification from the clients regarding changes to the account (downsizing, closing of business, position no longer needed). 

4.1.1.2.      Direct supervisors need to submit the names of the team members via IO Knowledgebase > Leaders Issuance > Floating Status Request before the discussion. 

4.1.1.3.      Managers can ONLY choose team members to be put on floating status based on the following:

4.1.1.4.      Last in, First out

4.1.1.5.      Performance or Attendance Issue.

4.1.1.6.      All team members if needed.

4.1.1.7.      Managers will discuss with all affected team members their employment status, identify the reason for floating status, and advise that their accountability will be scheduled for retrieval thirty (30) days after the effective date of their floating status.

4.1.1.8.      Managers will look for possible accounts to place their team members who are on floating status. 

4.1.1.9.      Managers need to submit the names of the team members via IO Knowledgebase > Leaders Issuance > Floating Status Request before the discussion. 

4.1.1.10.   Manager will notify HR ER after their discussion of floating status as queue of HR ER to send the letter via Signrequest. 

4.1.1.11.   Affected team members will receive a document via SignRequest for acknowledgement. 

4.1.1.12.   For team members who are on floating who will be placed on another account, managers need to submit a request via the IO Knowledge Base > Leaders Issuance > Floating Status > Floating Status Reactivation Request. 

4.1.1.13.   The previous manager should file “Posting” for transfer and supervisor change via Allsec HR IS.

4.1.1.14.   The previous manager should ensure that an open Manpower Request (MPR) and Seatcode to be used.

4.1.1.15.   If the team member resigns, the manager should file the revocation of the team member's access via the HRMS to process the revocation and clearance.

5.    HR ER

5.1.  HR ER will review and approve the form submitted by the managers via Leaders issuance form.

5.2.  HR Recruitment will receive notification of the floating request and the team will check for available accounts that will fit based on team members qualifications. 

5.3.  For team members who are qualified to join another account, HR REC must notify the Managers to process for Posting Request.

6.    IT

6.1.  IT team will receive notification of the revocation of team member’s access. 

6.2.  IT team must revoke team member’s access on the effective date of the floating status. 

6.3.  IT will notify the managers once access is revoked. 

7.    SSP

7.1.  SSP team receive floating status notification with the team members personal information to schedule pick up of their accountability from the effective date of the floating status. 

7.2.  SSP team will coordinate with the team member regarding the schedule of retrieval. 

7.3.  Once received, SSP shall notify IT team for documentation. 

7.4.  If employee is unreachable, SSP team may coordinate with team member's immediate supervisor/manager to get other details for the second attempt.

7.5.  If employee is not responsive after the second attempt at retrieval, SSP team may endorse the names of the team members to Legal Department.

8.    Legal

8.1.  Legal team will file a case under theft for team members who are unable to return their accountability.

8.2.  Information’s of team members who are unable to return their accountability will be provided by the SSP team.

9.    Team Members

9.1.  Team members must prepare their updated resume for HR Rec’s guide for possible endorsement to another account. 

9.2.  Team members must sign the SignRequest and acknowledge the floating status letter for reference. 

9.3.  Team members who are scheduled for interview must comply with the proposed date. 

9.4.  Team members who are refusing interviews or failing the interview intentionally are subject to disciplinary action or termination of employment. 

9.5.  Team members may refuse the account they are referred to by the recruitment team if and only if they are not qualified or fit for the position. 

9.6.  Team members are responsible for updating their immediate supervisor if they wish to resign or look for another job by submitting a resignation letter using the Allsec Exit module.

9.7.  Team members who have been requested to be reactivated on the same account must comply with the schedule. Failure to do so, the company to assume that team member is not interested and will process termination of employment after RTWO is processed. 

10. Redundancy Process

10.1.             HR ER

10.1.1.                 HR ER will monitor the team member’s floating period, once team members reach their 6th month of floating status, HR ER will need to prepare for the redundancy process.

10.1.2.                 Team members who are unable to be transferred to another account will be eligible for separation pay.

10.1.3.                 HR ER will coordinate with the team member regarding their employment status. 

10.1.4.                 HR ER will notify the finance team to calculate the separation pay. 

10.2.             Finance Team

10.2.1. The finance team will calculate the separation pay for the team member. 

10.2.2. The finance team is responsible for verifying if the team member is eligible for the separation pay by checking the team member's SSS contribution if it has been unpaid for 6 months.

10.2.3. Team members with Contributions/employment within the floating status will be paid.

11. Responsibility

11.1.             Managers

11.1.1. To explain floating status to affected team members.

11.1.2. To log affected team members via IO Knowledgebase Leaders issuance form using the floating status request.

11.1.3. To file reinstatement from floating using IO Knowledgebase Leaders Issuance form.

11.1.4. To file internal transfer of reinstated team members.

11.1.5. To file Exit request for resigned team members on floating status.

11.2.             HR ER

11.2.1. To ensure the floating status list is updated

11.2.2. To ensure affected members are endorsed to other accounts. 

11.2.3. To ensure appropriate pay is given to eligible employees

11.3.             IT

11.3.1. To ensure access is revoked

11.4.             SSP

11.4.1. To ensure all accountability is received. 

11.5.             Finance

11.5.1. To ensure separation pay is correct and deposited to eligible employees.

12. Frequency

12.1.               When clients or the company decide to downsize or close an account or business.  

13. Distribution

Team Member   

Immediate Superior 

HR-ER Team 

F&A Team 

SSP Team

IT Team 

Execom 

14. References  

Labor Code              

15. Records  

Assets Retrieval policy  

Floating status Notification

Redundancy Letter

DOLE Report