This employee handbook is a summary of policies, procedures, and practices related to human resource management at Ace the Himalaya.
The Managing Director (MD) is accountable for leading an effective staff team and is thereby accountable for the development and implementation of the policies outlined in this manual. Managers are responsible for human resource management within their staff teams and should reference this manual to ensure company consistency in the application of these practices.
The Managing Director is responsible for maintaining the procedures and systems that support human resource management for the company and is available to answer any questions or provide clarification on any content of this manual.
Who we are?
Ace the Himalaya is a trading name for the Ace the Himalaya Trekking Pvt. Ltd, established in 2006, and Ace the Himalaya Tours and Travels Pvt. Ltd was established in 2009 under registration with the Ministry of Culture, Tourism and Civil Aviation. Ace the Himalaya specializes in hiking, trekking, mountaineering, rafting, wildlife safaris, mountain biking, cultural tours, and special itineraries (honeymoon, photography, festivals, volunteerism, and student) guided by responsible and sustainable tourism. We aim to make a positive environmental, socio-cultural, and economic impact on the areas where we operate. We create a unique travel experience by providing services beyond expectations.
Mission
Our company’s mission is to fulfill the needs of clients and promote sustainable tourism through the preservation of the natural environment, local cultures, traditions, and heritages of Nepal by organizing treks, climbs, and tours in a socially responsible, eco-friendly, and ethical manner.
Preamble
This Policy shall apply to all employees of Ace the Himalaya except for those whose appointment has been made under a contract basis where a separate term and condition for employment is applicable for specific cases and for those whose engagement has been made temporarily under a wage basis for any specified work.
In case the provisions mentioned in the appointment letter are found to contravene National Law, due to amendments made to the act and Policy, the provisions of the amended Act and the Policy, shall be applicable.
HR Management Policy Framework and Employment Legislation
- HR management policies are formalized, documented, and approved by the MD.
- HR management policies comply with employment, workplace health and safety, and other related legislation as is applicable in the jurisdiction in which the company operates.
- HR management policies are reviewed on an annual basis and revised if necessary, under the final approval of the MD.
- HR management policies are made accessible to employees. One hard copy is available in the office.
Employment
Getting the Right People
Recruitment is through an objective, consistent process, and an approved job description is completed for all positions.
All individuals external to the company, who are offered a position, sign a letter of employment that outlines the working relationship between the individual and the company.
Employment Equity
The company is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, color, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical and/or mental handicap, or financial ability.
The company will only employ candidates above the age of 18 for full-time engagement. The company may engage candidates above the age of 18 through an internship or temporary part-time work contract (maximum 40 hours a week).
Orientation
All new employees to the company shall receive an orientation session, which will encompass an overview of general policies, procedures, and operations. They will have access to a copy of this Employee Handbook and will be expected to understand its contents.
Employee Duties
The employee will be selected for a particular job and the associated responsibilities, along with any additional tasks possibly required. From time to time, it may be necessary to amend an employee’s job description.
Probation
The first two (2) months of employment are probationary. During this time both parties may assess suitability for employment with the Employer. After the probation period, the employee and employer shall meet and review progress to date. At this time one of three things will occur:
- Probation will end
- Probation may be extended for an additional two months
- Employment will end
Annual Salary
The MD, based on the company’s set standards, and budget considerations and commensurate with the experience of the successful candidate, shall determine salaries. The company shall pay employees every month, less the usual and necessary statutory and other deductions payable by the Employer’s standard payroll practices. These payroll practices may be changed from time to time at the Employer’s sole discretion. Currently, payday occurs in every first week of the new month and covers the pay period ended the previous month.
Hours of Work
The company recognizes a full-time position as 48 hours per week and promotes flexible office time, due to the nature of the work. All employees are recommended to work on average 8 hours per day, Sunday through Friday, which includes a paid eating break of one hour.
The management may change the standard working hours and holidays from time to time as per the needs of the business.
Employees are each responsible for their work hours and tasks. If an employee misuses the flexible office time, the supervisor may intervene and pose restrictions or sanctions.
Employees are required to notify their supervisor, in advance, of planned days away from the office.
Lunch
The company will provide a proper lunch to all staff daily during the designated lunch hour. The company has managed the lunch in the nearest organic lunch place.
Statutory Holidays
The company recognizes fifteen (15) public holidays and other days for which staff will be paid. The company sets twelve of these. They are:
- New Year’s Day (1)
- Nepalese New Year (1)
- Ghatasthapana (1)
- Dashain (5)
- Tihar (3)
- Christmas Day (1)
Recognizing the cultural diversity of Nepal, the company allows for the remaining 3 public holidays to be decided by each staff. These holidays can only be consumed on actual ethnic and public holidays and employees are required to notify their supervisor at least one week (7 days) before the occasion.
Overtime
Some hours of overtime may be expected due to the nature of the work, though this should not be a regular occurrence. Should staff be required to work overtime equivalent to one full workday (8 hours) in one week, a time in lieu entitlement may be taken either the week prior or the week following the overtime? Time instead of overtime cannot be accumulated.
Time Away from Work
Vacation Time and Vacation Pay
Vacation will accumulate based on 1 day per month to a maximum of twelve (12) days per calendar year for full-time employees. Employees working less than full-time will have their rate of accumulation adjusted accordingly.
As vacation is designed to give employees a chance to rest and rejuvenate, the employer encourages taking vacation. For this reason, employees may only carry up to five (5) days from one year to the next.
Sick Leave
Employees will be entitled to seven (7) days of sick leave per calendar year. Sick leave can be used for personal illness, personal medical appointments, and visits to specialists. Upon the morning of their sick day, employees are required to notify their supervisor, as soon as could reasonably be expected.
Regardless of the amount of sick leave accumulated, sick leave will not be paid out upon resignation, retirement, or termination of employment for any reason. Furthermore, since Sick Leave has no cash value, employees may not use more than they have accumulated, without the express written permission of the MD. Employees working less than full-time will have their rate of accumulation adjusted accordingly.
Compassionate (Kriya) Leave
The company will grant up to fifteen (15) working days per event on the occasion of a death in the staff member’s immediate family. Immediate family is defined as: parent(s), children, sibling(s), and spouse. In the case of female employees, also father-in-law or mother-in-law.
Additional compassionate leave may be granted at the discretion of the Managing Director for reasons not covered elsewhere in this manual.
Maternity, Parental and Adoptive Leave
All permanent women employees shall be entitled to maternity leave on full remunerations up to 52 days, but this leave will not be granted more than twice during the entire service period.
If one or two children of a woman who has already utilized maternity leave twice do not survive and if she becomes pregnant again, she may obtain maternity leave under this section upon the birth of one or two more children.
All permanent men employees shall be entitled to paternity leave on full remunerations up to 7 days, but this leave will not be granted more than twice during the entire service period.
Leave without Pay
The MD may approve requests for leave without pay on a case-by-case basis.
Benefits
Medical Insurance
The company offers its employees group benefits provided by Ajod Insurance Ltd. These benefits are 100% paid by the employer.
Salary Appraisal
The Company will award an increment of the monthly salary of the Employee every year in Shrawan. The rate of increment is at least 10%. Depending on the Employee’s high performance and the Managing Director’s decision, the salary can increase by more than 10% as well. But, if the Company is at a loss, there will be no annual salary increment.
Other benefits that our company provides are here:
Loans and Advances
The MD may approve requests for loans or advances from time to time and decisions will be on a case-by-case basis. Loans and advances cannot be claimed as a matter of right.
Performance Bonus
Management may develop and provide a performance bonus scheme to reward and retain performing employees.
Festival Bonus
The employees who have completed 12 months of service with the company shall be paid their respective one month’s gross salary per year and those who have less than six months of service shall be paid on a pro-rata basis to the number of months served as Dashian Festival Bonus.
Profit Sharing Agreement
The company shares 10% of its annual profit among its employees. The employee who has worked in the company for at least 4 years is eligible for the sharing of the company’s annual profit. The annual profit will be distributed among the employee based on their salary ratio.
Award Scheme
The company organizes the annual retreat program as a group discussion and problem-solving gathering and at the same time company awards some of the staff for their best performance throughout the year. For example “Guide of the Year”, “Best Leader of the Year”, “Employee of the Year”, “Best Customer Service Award”, “Best Teamwork Award”, etc. The awarded employee will receive a certificate and a cash prize.
Professional Development
The company will strive to provide professional development opportunities that will give employees the chance to attain their maximum career potential.
Every employee’s training and development needs are reviewed at least annually and plans are established to address any gaps. During the development of the annual budget, consideration is given to including appropriate resources to fund employee training and development.
Internal Opportunities
The company will create learning opportunities for all staff on an annual basis to stimulate professional development. Internal learning opportunities can be provided in the form of:
- Peer-to-peer learning
- Responsible business / CSR learning day
- Bring in an external trainer
The company may decide to extend its internal learning opportunities to representatives of its contracted suppliers by including them in the program.
External Opportunities
At the discretion of the MD, employees may be able to attend conferences, training courses, seminars, and meetings, which may be beneficial to the employee’s professional development. If these opportunities are directly related to the employee’s position or are suggested by the MD, then the company will cover the cost of registration, course materials, and where relevant some travel expenses.
If the company has agreed to pay for a course, the fees will be paid on evidence of successful completion.
Departure
Termination for Cause
The Employer may terminate an Employment Contract at any time for cause, without notice or payment instead of notice or severance pay whatsoever, except payment of outstanding wages, overtime, and vacation pay to the date of termination. Cause includes, but is not limited to, any act of dishonesty, conflict of interest, breach of confidentiality, harassment, insubordination, or careless, negligent, or documented poor work performance.
Resignation
After completion of the first (1) year of the probationary period, employees must give the Employer two (2) months’ notice of resignation. The Employer may waive the resignation notice period in whole or in part at any time by providing payment of regular wages for the period so waived.
Layoff
Operation requirements are subject to change based on workload and the funding levels received on an annual basis. All efforts will be made to keep staff in a position similar, in scope and salary, to that they have become accustomed to. If the company is unable to do this, then employees will receive one (1) week’s notice for each year of service.
Employer Property
Upon termination of employment for any reason, all items of any kind created or used under the employee’s service or furnished by the Employer including but not limited to computers, reports, files, diskettes, manuals, literature, confidential information, or other materials shall remain and be considered the exclusive property of the Employer at all times and shall be surrendered to the MD, in good condition, promptly and without being requested to do so.
Confidential Information
From time to time, employees of the company may come into contact with confidential information, including but not limited to information about the company’s members, suppliers, finances, and business plans. Employees are required to keep any such matters that may be disclosed to them or learned by them confidential.
Work Environment
The company aims to provide an enabling work environment for its staff.
Freedom of Association
All our staff are at liberty to decide whether they would like to join a trade union or not.
Harassment
The company wants to provide a harassment-free environment for its employees. Mutual respect, along with cooperation and understanding, must be the basis of interaction between members and staff. The company will neither tolerate nor condone behavior that is likely to undermine the dignity or self-esteem of an individual or create an intimidating, hostile, or offensive environment.
Complaints / Dispute Procedure
Regrettably, conflict can occur in any working environment. To resolve conflict in an expedient, yet fair manner, the company recommends the following process for conflict or dispute resolution.
- Speak to the person you are having the dispute with. Many times disputes arise due to misunderstandings and miscommunications.
- If speaking to the individual does not work, speak to the Managing Director. The MD will arrange a meeting between those involved in the dispute, to determine a resolution.
- If the MD is unable to resolve a workplace dispute, the parties may be referred to mediation by an outside third party. The resolution of the mediator is binding on both parties of the dispute.
Representation to the Company
The company will have an annual all-staff meeting in which staff members can present important work-related matters to the management. During these meetings, employee satisfaction is measured and suggestions are taken into account.
Health and Safety
The company, along with its employees, must take reasonable precautions to ensure that the workplace is safe. The company complies with all requirements for creating a healthy and safe workplace.
Employees who have health and safety concerns or identify potential hazards should contact the MD.
Safe Work Environment
To ensure a safe work environment for all staff, the company will ensure:
- Daily cleaning of the work establishment with water, and use of disinfectants in toilets, sinks, drains, etc. according to need.
- Adequate hygienic water where staff can fill cups, glasses, and reusable bottles during the period of work.
- Sanitary toilet in an easily accessible place.
- Accessible first aid kit.
- Repair and repainting from time to time, ensuring that dirt and filth do not cause any stench, and thus maintaining the establishment in a neat and clean condition.
- Declaration of all or any part of the establishment as a non-smoking zone, according to the nature of the establishment.
- Office establishment will be checked for hazard safety (including earthquake and fire) at least once every 5 years by a professional advisor and recommendations for procedures will be documented and communicated to all staff.
Guidance on Health and Safety
All staff members receive periodic guidance and training regarding their roles, rights, and responsibilities regarding health and safety issues. This includes fire and relevant natural disasters (earthquakes, floods). These topics will at least be included in the annual all-staff meeting.
Ethical Code
- Employees shall not engage directly or indirectly in any activities, which are against the interest of the company.
- Employees shall not engage directly or indirectly in any transactions with the guests/vendors/agents/customers in which they have personal/financial interest. Where the employees have personal/financial interest in any guests/vendors customers, the information of such interest must be immediately disclosed to the Managing Director.
- This policy shall not prohibit employees of the company from (1) holding board membership for not-for-profits or (2) directorship of the subsidiary company established by Ace the Himalaya, which is subject to the approval of the Managing Director.
- Employees are prohibited from accepting gifts, charity, presents, or gratification of any kind by themselves or through their family, which may create an undue influence on the function of the company. During festivals or special occasions small gift items may be accepted, given they do not have any influence on the function of the individual staff and/or the company.
- Employees may represent the company in external forums only with prior approval of the MD.
Disciplinary and Grievance Procedures
Disciplinary situations include misconduct and/or poor performance. If employers have a separate capability procedure they may prefer to address performance issues under this procedure. If so, however, the basic principles of fairness set out in this Code should still be followed, albeit they may need to be adapted.
Grievances are concerns, problems, or complaints that employees raise with their employers.
These procedures do not apply to redundancy dismissals or the non-renewal of fixed-term contracts on their expiry.
Elements of Fair Procedures
Fairness and transparency are promoted by developing and using rules and procedures for handling disciplinary and grievance situations.
Where some form of formal action is needed, what action is reasonable or justified will depend on all the circumstances of the particular case.
- Employers and employees should raise and deal with issues promptly and should not unreasonably delay meetings, decisions, or confirmation of those decisions.
- Employers and employees should act consistently.
- Employers should carry out any necessary investigations to establish the facts of the case.
- Employers should inform employees of the basis of the problem and allow them to put their case in response before any decisions are made.
- Employers should allow employees to be accompanied at any formal disciplinary or grievance meeting.
- Employers should allow an employee to appeal against any formal decision made.
