1. Objective

This policy is established to provide a set guideline to the leaders regarding the process for team members with three (3) consecutive absences without proper notification or documentation provided to the company. This policy also aims to give team members a chance to report back to work by providing updates to the company on the status of their condition or state.

2. Scope 

This policy shall apply to all team members. 

3. Provisions

1. General Guidelines

1. Team members who were found to have at least three (3) consecutive absences without any prior notice given within the required time period (via SMS or chat through approved messaging applications) to their immediate supervisor will be tagged as Unauthorized Absences and will need to comply with the RTWO (Return to work order).

2. The immediate supervisor will process requests via the IO Knowledgebase form on the fourth day (4) of the team member's absence. 

3. The received notification will be acknowledged by HR ER. 

4. The notice will be automatically sent to the team members' personal email addresses stored on the HR ER database with the following details: 

1. Employee details

2. Date of absences

3. Immediate supervisor remarks. 

4. Infinit-O Philippines Inc. Policy on III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION – Rule 10. 

5. Invitation to report back to work. 

5. A calendar invite will be sent by HR ER to the team members one week following the notice provided to them.

6. The salary of the team members on RTWO will be placed on hold in the nearest payout.

7. If the team members are able to provide updates to their immediate supervisor or report back to work, the immediate supervisor can opt to allow the team member to report or to temporarily suspend them for violating policy and proceed with the scheduled administrative hearing. 

8. Immediate supervisor or Manager and HR ER representative must be present on scheduled administrative hearings. 

9. If a team member fails to respond or attend the initial scheduled administrative hearing, their immediate supervisor will need to submit a new RTWO request via the IO Knowledgebase to notify them about the second scheduled hearing.

10. If the team members still fail to show up or provide updates regarding their absences after the second invitation for an administrative hearing, HR ER will decide and create a notice of decision regarding the employment status of the team member. 

11. HR ER will send the notice of termination using the Company’s signing platform. 

12. The immediate supervisor must process exit via HRIS to notify IT of the deactivation of a team member’s access.

13. HR ER must update the separation tracker to notify the procurement team of accountability retrieval.

4. Responsibility

1. Operations

1. The immediate supervisor must check the team members' attendance before sending requests via the IO Knowledgebase. 

2. The immediate supervisor must process the request within 24 to 48 hours after three consecutive unauthorized absences of the team member.

3. The manager may file an RTWO request in the absence of the immediate supervisor.

4. If the request is submitted after the specified deadline, the immediate supervisor may get disciplinary action based on the company policy table of offenses under III - ACTS AGAINST OPERATIONAL POLICIES, NEGLIGENCE, INSUBORDINATION – Rule 2 - Failure to Take Corrective Action.

5. The immediate supervisor must initiate EXIT via HRIS. (Refer to CPP-HR-0309 Separation of Employment)

2. HR ER

1. HR ER is responsible for sending the following:

1. Signed RTWO notice.

2. Calendar invite for administrative hearing

3. Notice of decision 

2. HR ER must update the separation tracker for accountability retrieval. 

3. SSP

1. Schedule accountability retrieval. 

4. IT 

1. Initiate deactivation of access from EXIT notification request. 

2. Compute for the value of company assets. 

5. Finance Team.

1. Hold the salary of team members who are on AWOL. 

2. Compute possible charges for unreturned equipment. 

6. Team Member

1. Respond to the RTWO notice

2. Attend the scheduled administrative hearing.

5. Definition of Terms

1. RTWO – Return to work order

2. AWOL – Absent with official leave

6. Distribution   

1. HR ER

2. Team Members

3. Operations (Leaders and Managers)

4. IT 

5. SSP

6. Finance

7. References

1. Table of offenses

2. IO Knowledgebase

3. CPP-HR-0309 Separation of Employment

4. CPP-SSP-0303 Asset Retrieval

5. Article 297 [282] of the Labor Code

8. Records 

1. AWOL/RTWO Form

2. 201 File   

3. Notice of Decision

4. HRIS Records