AL-WASMI HOLDING COMPANY

HR POLICIES &
PROCEDURES

[HUMAN RESOURCES PROCEDURE MANUAL]

(I) OBJECTIVE OF HR POLICY MANUAL

(II) COMPANY VISION
(III) COMPANY PHILOSOPHY
(IV) OUR CULTURE
(V) HR VISION
(VI) HR MISSION
(VII) HRD QUALITY OBJECTIVES
(VIII) HR STRATEGY

INTRODUCTION
AL-WASMI
HOLDING
COMPANY
Human
Resources Policy and Procedure Manual provide the
policies and procedures for managing and
developing staff. It also provides guidelines to
administer these policies, with the correct
procedure to follow.

AL-WASMI HOLDING COMPANY will keep HR

Policies current and relevant. Therefore, from time
to time it is necessary to modify and amend some
sections of this policies and procedures, or to add
new procedures.

Any suggestion, recommendations or feedback on

the policies and procedures specified in this
manual are welcome.

These policies and procedures apply to all ALWASMI HOLDING COMPANY Employees.

ABDUL AZIZ WASMI AL KHALEEB

CHAIRMAN

General conditions
Purpose and scope
The purpose and benefit of the Human Resources Policies and Procedures Manual
(also called the Personnel Manual) is to:

Document the Personnel policies of Al-Wasmi Holding Company in a

complete and up-to-date format

Provide a basis for management to ensure that personnel policies are applied
fairly, uniformly and consistently. Supplement and clarify the terms stated in
employment contract.

Serve as a point of reference and confirmation for all HR staff that policies
and procedures are being properly applied

Provide a management tool to assist in addressing personnel issues

Provide continuity of personnel procedures despite changes in personnel

Promote compliance with Saudi Labour Law.

In case of conflict with other policies provided in the Labor Law, the Labor Law will
supersede the companys Human Resources Policies.

Abbreviations and Definitions

Chairman

Chairman

GM

General Manager Operation

GM

General Manager Pipeline Division

FM

Finance Manager

HRM

Human Resources Manager

Management

Project Manager, Procurement Manager,

Contracts Manager, QA/QC Manager, IT Manager,

PCD
Manager, Store Manager, Safety Manager, Quality
Management
Representative
Professional

Engineers, Inspectors, Supervisors

Skilled/Rank & File:

Staff

Responsibilities
The Human Resources Manager is the controller of this manual. All inquiries and
issues relating to the manual should be addressed to him.
The Companys Quality Management Representative upholds the administrative
responsibilities spelled out in this Manual and are also responsible for the effective
enforcement of the Company Rules and Regulations.
Contents of this manual are confidential and intended for internal use only. Under no
circumstances may the contents of this manual be revealed to third parties without
the express written permission of the Chairman.
Duties, Obligations, and Privileges
Business Ethics
Al-Wasmi Holding Company requires all its employees to observe high standards
of business and personal ethics in conducting their duties and responsibilities.
The protection of confidential information is vital to the interests and success of AlWasmi Holding Company. Employees shall refrain from doing any activities in
which they could use, or might appear to have the opportunity to use information of
special knowledge as a result of their relationship with Al-Wasmi Holding
Company, for their personal gain. No confidential information may be divulged to
any party unless specifically authorized.
All employees shall discharge their duties and responsibilities in a manner
consistent with these policies and consistent with all applicable laws of any country
in which they perform work for Al-Wasmi Holding Company.
Employees who fail to act responsibly or are found to have violated the provisions of
these policies will be subject to disciplinary action, including termination of
employment.
Conflict of Interest

Each employee has a duty to act in the best interest of Al-Wasmi Holding
Company

It is imperative for employees not to compromise themselves in the

discharge of their duties by offering to accept, directly or indirectly, any gift, reward,
benefit, or favour or using their position for personal or private gain.
Employees, who have, directly or through family or business connections, an
interest in supplier of goods or any service providers, or in contractors or potential
contractors with Al-Wasmi Holding Company, shall not act for Al-Wasmi
Holding Company in any transaction involving that interest.
No staff shall participate in the selection, award or administration of a contract with
any party with whom he or she is negotiating potential employment or has any
arrangement concerning potential employment.
Employees shall avoid outside employment or business activity involving obligations
which may in any way conflict, or appear to conflict, with Al-Wasmi Holding
Company interest.
Each employee shall provide full disclosure of any business or financial enterprise or
activity in which he or she is involved which might influence, or might appear to
have the capacity to influence his or her official decisions or actions on Al-Wasmi
Holding Company matters. Disclosure shall be in writing, submitted to the HR
MANAGER.
No employees shall act in any Al-Wasmi Holding Company matter involving a
member of his or her immediate family, including but not limited to, matters
affecting such family members employment, evaluation or advancement in AlWasmi Holding Company, without first making full disclosure to the HR
MANAGER.
Employees are prohibited from having direct or indirect personal interest in outside
business activities or seeking to do business with our clients, other than them being
employees of Al-Wasmi Holding Company doing business with our clients.
Implementation
The HR MANAGER is responsible for obtaining a signed statement from each
employee, acknowledging these business ethics and conflict of interest policies and
undertaking to comply with them.

References
Saudi Labour Law issued by Decree M/51, dated 23/8/1426H.
Saudi Labour Law issued by Decree M/46, dated 05/06/1436H.

Resources
Nil

TABLE OF CONTENTS
Chapter 1

Manpower Planning & Recruitment

Page
Chapter 2

Work Schedule, Breaks & Overtimes

Page
Chapter 3

Salaries, Bonuses & Allowances

Page
Chapter 4

Benefits

Chapter 5

Vacations

Page
Chapter 6

Employees Performance Appraisal

Page
Chapter 7

Compensation of Expenses

Page
Chapter 8

Work Relations

Page
Chapter 9
Page

End of Service

Page

Chapter 10 Government Relations

Page

Chapter 11 Authority Matrix

Page

CHAPTER 1
MANPOWER PLANNING & RECRUITMENT
Manpower Planning
Objectives
Manpower Plan
1.0 :

Policy & Purpose

1.1 :

Saudization

1.2 :

Recruitment Budgeting

1.3 :

Job Description

1.4 :

Recruiting / Resources

1.5 :

Recruitment Process

1.5.1

In-Kingdom Recruitment

1.5.2

Overseas Recruitment

1.5.3

Transfer

Databank of Curriculum Vitae

1.6 :

Interview & Selection Process

1.7 :

Employment Offer and Employment Contract

1.8 :

Crew Induction Program

1.9 :

Effective Date of Employment and Joining Report

1.10 :

Transfer of Sponsorship

1.11 :

Employees File

1.13 :

Limitation to the Policy

Manpower Planning
Manpower Planning is an annual exercise carried out at the beginning of
each fiscal year conducted in-line with the overall strategy of the company
and based on the anticipated personnel needs and organizational structure.

Objectives
The objectives of manpower planning at Al-Wasmi Holding Company are
to:

Ensure adequate manpower resources with a proper blend of Skill and

Knowledge and to ensure that balance is maintained in terms of Agemix, Qualification-mix & Skill-mix to meet its operational requirements.

Assess the financial implications of manpower resources.

Meet Saudization requirement of Government.

Enable requisitioning for allocation of work visas.

Initiate process of recruitment to ensure availability of manpower, as

and when required.

Preferred method of filling job vacancies is through internal

promotion and transfer.
Manpower Plan
Project Managers and Department Heads provide their projections of the
staffing levels required for their respective departments / projects.
Details of current staffing position projected staffing requirements and the
planned methods of filling the job vacancies. HR Manager is responsible
for final preparation of the manpower plan.
approved the Manpower Plan.

The General Manager

Decisions regarding the non-renewal of contracts for existing employees

(based on appraisals) are incorporated at this stage.
General Manager and Department Heads identify the method (i.e. internal
transfer, local or foreign recruitment) for filling each vacancy at Head
Office keeping in view the various government regulations in effect.
Based on final list of vacancies, HR Manager identifies positions that
require new visas and initiates the process for applying for allocation of
work visas.
The HR Manager files the details of the Manpower Plan.
During the subsequent periodic reviews of the Business Plan, the
Manpower Plan is also reviewed and updated if considered necessary.
RECRUITMENT
1.0:

Policy & Purpose

The Recruitment Policy at Al-Wasmi Holding Company aims at

enriching its talent pool by acquiring skills and functional expertise
that strengthen its goal to become a leader in its chosen areas on the
pivots of a set of committed, motivated and empowered employees.
The objective of the Recruitment Policy is to source the best talent
from Internal and External resources to achieve the Business
Objectives and Goals of the Company.

Meet the Saudization

Percentage needed by Labor Office. Meet the position requirements of

the job in terms of qualifications, experience and other criteria used in
evaluation of candidates (job Description)

Al-Wasmi Holding Company shall employ sell sufficient, well trained

qualified, skilled professional and craft workforce to execute all the
construction activities.

The craft labour should read and write

English to facilitate accurate communications.

Based on the forecast requirements for manpower pooling, an
application shall be made for a block visa for the importation of all the
necessary labour which are available in the company and from the
local supply. The block visa will be filled as required for the efficient
utilization of labour during the construction phase. It may be amended
by subsequent application following definite planning exercise and
during the project in the light of updated requirements.
Al-Wasmi Holding Company shall give priority to the recruitment of
professional and crafts people who have been employed previously
and with good track record.

Many Al-Wasmi Holding Company

employees have been loyal to the company and have advanced their
careers through the training and skill-polishing programs of Al-Wasmi
Holding

Company.

Normally,

Al-Wasmi

Holding

Company

personnel are recruited from the Indian sub-continent (India, Nepal, Sri
Lanka, Bangladesh and Pakistan) and from the Far East (Philippines)
and Middle East.
Every new employee will be given a full safety training course before
starting work which includes orientation and induction into both
Clients and Subcontractors safety methods and procedures.
1.1

Saudization

All things being equal and to promote Saudization in Al-Wasmi

Holding Company, Saudi candidates will be given preference over
others in the recruitment and selection of candidates for employment

especially in departments/crew teams with low percentage of Saudi

workers.
HR Department is committed to meet Saudization requirement set by
Ministry of
Labor and Clients and to comply with applicable Saudi Laws to have
high percentage
of Saudi workers.

1.2:

Recruitment & Budgeting

Upon approval of the Annual Manpower Plan, it will be the responsibility

of the HR Manager in coordination with Department Heads to prepare the
Recruitment Budget in the last quarter of year for all positions that need
to be filled in the following year. This is to be submitted to the General
Manager and Finance Manager for planning the company wide budget at
the end of the third quarter of each year.
1.3:

Job Description

Department Heads and Project Managers in coordination with HR

Department

will

prepare

(as

needed)

written

and

approved

job

descriptions for each position. Job descriptions shall include a position

title, typical duties and responsibilities, educational or experience
qualifications required, type and extent of supervision received and
given, and any other pertinent information.
All job description should be continually updated to reflect changes in job
responsibility. Periodic review, at least annually or whenever there is a
change in the organizational structure or a change in job responsibility is
necessary.

1.4:

Recruiting / Resources

Internal Selection: Al-Wasmi Holding Company gives priority to its

employees, by promoting qualified applicants within the company for
vacant position(s).
Saudi Nationals will be given preference over Non-Saudi employees. If no
qualified or suitable Saudi employee is found, then non-Saudi employee
is considered for promotion.
External Recruiting: An advertisement is placed in local newspapers
under the approval of the General Manager and in consultation with
appropriate department heads.

1.5:

Recruitment Process

1.5.1 in-Kingdom Recruitment

Saudi candidates are preferred over non-Saudi candidates if the
recruitment is from within the Kingdom, however in vice-versa a
Non-Saudi candidate is considered.
Process details
1. Recruitment Request Form for new hire and replacements
2. Candidate identification CVs HR department
3. Shortlist candidates presented to Department Manager
4. Candidate assessment interview (panel comprising HR
representative, Direct Department Head) and tests
5. Candidates selection
6. Employment offer present to candidate, acceptance and/or
negotiation
1.5.2 Overseas Recruitment

Recruitment from other countries is through recruiting firms, if

suitable candidate is not available in the Kingdom.
1.5.3 Transfer
Objectives
Employee Transfer is carried out to achieve following objectives:
1. Develop human resources of the company
2. Fill vacancy in another department or location
3. Change staffing in a department/location, if considered
necessary by management
4. Provide alternative jobs to existing employees.
5. All decisions regarding transfers are to be approved by HRM of
Al-Wasmi Holding Company.
Internal Transfer (Department to Department)
Inter departmental employee transfer is subject to the following
conditions:
1. The position to which the employee is to be transferred is
approved under the Companys organization structure and
annual manpower plan,
2. The proposed employee fulfills the position requirements,
3. The position to which an employee is transferred is at least at
the same grade as the current position held by employee.
Data Bank of Curriculum Vitas
1. Recruitment section will maintain a Data Bank of CVs of
potential candidate for a period not exceeding 6 months. This
Data Bank will replenish CVs received from all sources.
2. All CVs' received through above sources are screened,
evaluated and stored in the Data Bank by converting these
into Wasmi Holding Company format and allotting a unique
number.
3. During the recruitment process priority is given to CVs stored
in the Data Bank. CVs matching position requirement will be

sent immediately to the concerned Department-in-charge for

review and selection. In case no qualified candidate is found,
recruitment section will utilize other options.
1.6: Interview & Selection Process
Qualified applicants are required to fill in an Employment
Application Form and initially screened and interviewed by the
proponent department for local recruitments, and approved
recruitment agency for overseas recruitment.

If the applicant

proves to be qualified, an interview with the assigned team as

mentioned in the approve Authority matrix from Wasmi Holding
Company is arranged.
The Interview Assessment Form of selected candidates will be
submitted to the HR Manager by the interviewers immediately
upon completion of interview or upon return from interview trip
for overseas candidates.
1.7: Employment Offer & Employment Contract
General

Manager

and

Finance

Manager

are

responsible

depending on job level for approving the compensation provision,

i.e. base salary, allowances, etc., of the offer for all positions
prior to the offer being extended to the prospective employee.
The employment offer will be issued only by the HR Department
as requested by Department Head.
The Employment Offer Form will be used for preparing the
Official Employment Contract.
Once the job offer is signed the candidate will be provided with
appropriate Employment Contract:

a. The

employment

contract

being

used

in

the

organization having dual language (Arabic and English)

for legal purposes.
b. For all positions, the employment contract period should
be initially minimum 2 years.

Employees Grade &

Salary shall be fixed according to their qualification and

experiences in compliances with the Approved Job
Description & Qualification Requirements as specified in
this manual.
Joining Formalities Orientation & Induction of New
Employee
Following documents shall be verified
1. Appointment or Employment Letter
2. Work Experience Letter
3. Resume / CV
4. Copy of Academic and other certifications
5. Copy of National ID (Saudis), or relevant pages of Passport
(Non-Saudis)
6. Medical Report
7. All other documents as mentioned in letter of intent
The

employee

is

summoned

for

an

orientation

program

conducted by HR personnel. Foreign Nationals will submit their

passports to Government Affairs Department to process their
Residential Permit if their contract states them as residents in the
Kingdom in accordance to Passport Office and Laws Relations.
INDUCTION

OBJECTIVE: To familiarize the new hire/entrant with Organizations

Operational processes, systems, practices, safety and other crucial
aspects.

1.8: Employee Induction Program

The Supervisor introduces new employee on the first day to all other
staff.

HSE induction training is given to the new employee by the

safety advisor. The Camp Boss familiarizes the new employee with the
camp, the new employee room, office and the camp facilities. Finally,
the new employee undergoes an orientation program during which he
spends time in different operation areas to obtain an overall
understanding of the Companys operations.
1.9: Effective Date of Employment and Joining Report
The effective date of employment of a Saudi, or a locally hired
employee is the date on which he reports to work.
The effective date of employment for a non-Saudi employee recruited
from overseas is the date on which he arrives in the Kingdom and
makes himself available to start work, as per labor law.
As soon as the Medical Test and Orientation session are completed, the
employee is transferred to the assigned location.
PROBATION PERIOD AND EMPLOYEE CONFIRMATION
POLICY
Probation is a period of review and appraisal to confirm the
effectiveness of the new employee on his assigned position/task.
Employee will only be considered as permanent employee when the
new

employee

satisfactorily

completed

their

three

(3)

months

probationary period.

In the event that the company found the

employees performance unsatisfactory during the probationary period,

HR Manager will serve the employee termination paper within the 90
day period.
1.10: Transfer of Sponsor
Non-Saudi candidates selected locally for employment are required to
transfer sponsorship prior to start of employment with Wasmi
Holding Company.
Wasmi Holding Company will borne all expenses related to transfer
of sponsorship as well as change of profession fee levied by the
Passport Office (if employee current job tile does not match Wasmi
Holding Company job title) as per Ministrys requirement.
1.11:

Employees File

The employee file is divided into many sections, which include

documents such as: (refer to HR file check list):

Employee Summary Data

Basic Information Form (Expats)

Appointment & Contracts

Nationality / Immigration Documents

Education

Course Certificate

Work Experience

Recruitment & Joining

Promotions/Increments and Transfers

Performance Evaluation

Grievances and Appeals

1.12:

Disciplinary Action

Termination Documents

Clearance Letter

Limitations to the Policy

Former employees who left the company in good standing may be

considered for reemployment, but those who resign without notice or
who were dismissed for cause will not be reemployed.
A former employee, if reemployed, will be considered a new employee
from the date of reemployment.
Human Resources Development Program
Detailed employees Training and Improvement procedure established separately.
Academic / Technical Training
It is the responsibility of Wasmi Holding Company to harness the knowledge base
of its workforce. This is done through training and skills uplifting seminars to satisfy
the companys current and emerging needs, either through its own facilities of
those of a private training provider. These programs shall be consisted of courses in
English and the craft/operator courses such as Metals, Mechanical, Electrical and
Instrument skills training. As required, the company shall also provide special
training in the area of QA/QC Inspection, certification in rigging, coating, RTR,
scaffolding, drivers and operators training, etc. These programs are necessary to
help the employees to enhance their skills and reach their full job potential. These
training programs should comply with ISO 9001:2008 clause 6.2.

Job Certification / Mentoring

Upon successful completion of the required clerical or technical training, either
through Wasmi Holding Company or from outside training provider, the
employees shall undergo rigorous mentoring and job certification programs for
administrative and industrial jobs to ensure the assimilation of the learned skills and
mastery of discipline being pursued. This shall be done by assigning senior
employees to guide the trainee until he reaches a certain level of proficiency
required for certification. Wasmi Holding Company will provide the necessary
tolls, methods and standards to conduct the necessary job certification and engage
its qualified staff to perform the required mentoring during this important and
critical process. The job certification process hall entail; the following:

Analysis of job performance requirements and establishment of job task

standards for use in employees certification.
Establishment of standard training requirements for specific job targets.\
Development of standard certification tests.
Recording and monitoring employee progress.

Expatriates employees shall be included in the job certification program upon

getting the assurance of minimum 2 years service with the company after
certification.

CHAPTER 2
Work Schedules, Breaks, and Overtime
2.0 :

Overtime

2.1 :

System

.
2.2 :

Head Office Working Hours

.
2.3 :

Store Working Hours

2.4 :

Overtime and Compensatory Leave

..
2.5 :
Attendance

2.0: Overtime
2.1: The System
The company maintains the lowest levels of overtime that work requires.
Overtime is planned and paid for according to Saudi Labor Laws and
Human Resources regulations and procedures.
2.2: Head Office Working Hours

Standard working time is 10 hours; this excludes time reserved for

prayer, rest and meals.

Head Office standard working hours are 7:00 A.M. to 5:00 P.M. with
2 hours lunch break

Head Office standard working week is Saturday to Thursday.

Friday is day of rest with full pay for all Head Office staff of Wasmi
Holding Company

During the month of Ramadan, working hours will be reduce to 6 hours

day for Muslim employees and still standard working time hours for
non-Muslim.
2.3: Projects Working Hours

The standard working hours for Project Sites is 10 hours; 6 days a

week.

During the month of Ramadan, standard working hours are reduced

to 6 hours a day for Muslim and still standard working hours for nonMuslim.

2.4: Overtime and Compensatory Leave

Subject to prior approval by concerned Department Head, Head Office

employees are eligible for overtime pay if they work more than the
weeks regular hours
(48 hours a week)
Rate of overtime pay is one and a half times the regular basic pay per
hour, and it is paid together with the monthly payroll.
2.5: Attendance
The HR Department monitors attendance of Head Office employees
and Project Managers will monitors attendance of project staff.
For any valid reason, if the employee expects to report late or work o
leave early, or need to absent himself for a short period during the
day, he must obtain prior permission from his department head.
At the end of the month, HR department summarizes attendance for
the week in terms of numbers of hours worked by each employee.
For head office, the HR Manager and for Project Sites, the Project
Manager will send attendance details to payroll for monthly salary
calculation.

CHAPTER 3
Salary, Bonuses, and Allowances
3.0 :

The Principle

3.1 :

Responsibilities

3.1.1

Head of Department Responsibilities

3.1.2

Human Resources Responsibilities

.
3.2 :

Employment Salary.

.
3.3 :

Basic Salary

3.4 :

Salary Increment

3.5 :

Employee Promotion

...
3.6 :

Allowances

..
3.6.1

House Allowance

3.6.2

Merit

3.7 :

Transportation Allowance

..
3.7.1

Transportation

3.8 :

Bonuses

OBJECTIVE
To integrate growth opportunities, motivate employees for better
performance and ensure continuity in management positions.
Main objective behind awarding Promotions and Increments is to recognize
the employees activities, production level and their contribution to company
profit.
By rewarding employee performance adequately, the company achieves the
following secondary objectives:

Initiate healthy competition among employees

Boost employees morale

Ensure loyalty of employee

Promote teamwork

Reduce employee turnover and maintain high retention

3.0

The Principle

Wasmi Holding Company ensures that payroll and compensation system

is based on fair and consistently applied rules that aim to be competitive, to
attract and encourage qualified employees.
3.1

3.1.1 :

Responsibilities
Head of Department Responsibilities

Head of Department responsibilities regarding payrolls are:

Review and evaluate their employees and offer appropriate

recommendations regarding their salary increase according to
company regulations.

Specify and update information about job responsibilities, new

positions, changes made to current positions, or request changes in
new or existent job descriptions for job evaluation.

3.1.2 :

Human Resources Responsibilities

Prepare and review all recommendations regarding payroll and

compensation, and ensure these are fair and appropriate.

Offer advice and assistance to all administrative departments to

inform, explain and implement payroll regulations and procedures.

Observe salary levels, changes in everyday living costs, and other

economical changes in Saudi Arabia and other countries (from which
Wasmi Holding Company recruits)

Carry out or participate in studies regarding salaries and appropriate

recommendations to the General Manager and Chairman.

3.2

Employment Salary

A new employee who meets the minimum requirement of qualification and

experience (according to the job description) is hired with a salary
determined by Wasmi Holding Company, which would not be lesser than
the minimum salary appropriate for the positions grade.
3.3

Basic Salary

This is the employees main salary, which does not include overtime,
compensation, or any other form of benefit.
3.4

Salary Increment
After completion of employees contract. If employee desired to
extend/renew his/her contract, the employee will be evaluated and
according to the level of his performance the company will revise his
contract and other benefits.
.

Table 1
Final Result of
Performance Evaluation
Excellent
Very Satisfactory

Grade Code

Increment Percentage
(on Basic Salary only)

Satisfactory
Need Improvement
3.5

Approved percentage
by Chairman

Employee Promotion

Employees are promoted according to a credited promotion plan if they meet

the following conditions:

The employees performance evaluation should be Very Satisfactory or

higher (according to his last evaluation)

A vacant position should be available.

Authorized person should approve the promotion plan, as per authorization

matrix. Promotion is implemented according to the credited plan.
To make changes in the plan, approval from a higher Management Officer
must be obtained.
3.6

Allowances

3.6.1 House Allowance

3.6.2 Merit
Any employee not availing Wasmi Holding Company accommodation and
not living in the company provided accommodation is entitled for House
Allowance.
Standard House Allowance
Any employee qualified for 3.6.2 above, merit a Monthly House Allowance at
the rate of 25% of his basic salary.
House allowance is paid to the employee on a monthly basis all employees,
Saudi employees and to non-Saudi employees.
3.7

Transportation Allowance

3.7.1 Transportation
Wasmi Holding Company reserves the right to provide the transportation
between employees accommodation and the place of work by any of the
following means:

Provide suitable transportation for the convenience of the employee

between his accommodation and place of work or

Pay the employee a monthly transportation allowance or

Provide the employee with a Company Car.

Transportation Allowance (where applicable) is paid along with basic salary

as a part of monthly payroll.
Continuance or suspension of Transportation Allowance

No transportation allowance is allow/paid to employee who use

company vehicle from their residence to work location.

No Transportation Allowance is allowed/paid to employee who lives in

the vicinity of his work location.

3.8

Bonuses
Objectives

The main purpose of awarding Bonus is to recognize the employees

activities production level and their contribution to Wasmi Holding
Company profit.
By rewarding employee activities production adequately, Wasmi Holding
Company achieves the following secondary objectives:

Initiate healthy competition among departments and projects

Boost employees morale

Acquire employees loyalty to the company

Promote teamwork

Reduce employee turnover and maintain high level of retention

CHAPTER 4
BENEFITS
4.1 :

The Principle

.
4.2 :

Responsibilities

.
4.2.1.

Human Resources Responsibilities

.
4.2.2

Direct Supervisors

Responsibilities
4.3 :

Medical Services

.
4.3.1

Merit
4.3.2

Compensation for Medical

Expenses
4.3.2.1: Employees who Merit
Compensation.
4.3.2.2: Medical Reimbursement in Case of
Emergencies..
4.3.3

Cases not included in Health

Insurance.
4.3.4

Emergency Medical

Cases

4.4 :

Employees Loyalty

Award..
4.4.1

Merit
4.4.2

Certificates and

Award.
4.4.3

Gifts
4.5 :

End-of-Service

Benefit
4.6 :

Industrial Disability

Revenues
4.7 :

Payment to the Wife of a Deceased

Employee.
4.8 :
Merit.
4.9 :

Loan

Payment.
4.10 :

Emergency

Loan
4.11 :

Social

Insurance

4.1

The Principle

Wasmi Holding Company system states that employees will be given a group of
revenues to fulfill their basic needs, meet regular obligations, and to strengthen the
company's competitive standards in recruitment circles.
4.2

Responsibilities

4.2.1 :

Human Resources Responsibilities

a. Prepare and review the procedure for employees' revenues.

b. Implement revenue's regulations.
c. Generalize all revenue systems to the company's administrations and
answering questions.

4.2.2 :

Direct Supervisors' Responsibility

Direct Supervisors must understand revenue systems thoroughly so as to be able to

explain to his subordinates, whenever need arises.
4.3

Medical Services

4.3.1 :

Merit

The company provides medical care for each and every employee and their eligible
dependents (as stated in the contract).

Employee has to submit an official proof that his daughter(s) 19 years or

older are not married.

(or) Give a declaration to HR Department or his Department Head, on location.

There is no age limit for mental or physical disabilities.

Health insurance will continue to cover sons who are 24 years or older,

if they are regular students.

There is no age limit for mental or physical disabilities.

4.3.2 :

Compensations for Medical Expenses

4.3.2.1

Employees who Merit Compensation

Employees and credited family members included in the health insurance list.

4.3.2.2

Medical Reimbursement in case of Emergencies

1. Inside Saudi Arabia

Employees and their credited family members included in the health
insurance list are entitled to receive emergency medical care at all Insurance
company's Clinics, Dispensaries or Hospitals contracted with the company.
2. Outside Saudi Arabia
If an illness occurs while the employee is on assignment or training, he will be
compensated as per Insurance company policy states.
4.3.3 :

Cases are not included in Health insurance

Please refer to the insurance company policy coverage.

4.3.4 :

Emergency medical cases:

1. In case of medical treatments at Clinics and Hospitals not authorized by the

Insurance Company, invoices and Medical reports (original) have to be
submitted to HR within 60 days of billing date. HR will, then, submit to
Insurance Company to assist the medical case.
2. Bills will not be processed if case is not deemed as Emergency.
3. Employee will be compensated with what has been assisted by the medical
agreement.
4.4

4.4.1 :

Employees Loyalty Award

Merit

The company gives its employees a certificate at the end of every 5 years of
consecutive service.

4.4.2 :

Certificates and Award

1. Employees who completed 5 years & above in the crew will be presented gift
by the General Manager or Chairman.

2. Employee who completes 5 40 consecutive years of service is presented

with Certificate during a ceremony with the Chairman.

4.4.3 :

Gifts

Gifts will be distributed according to the following schedule i.e. SR ______/Year:

Years of Service

10

20

30

40

Price of gift (SAR)

Note: Authority for signing Service Certificate is with the Chairman.

4.5 :

End-of-Service Benefits

According to Saudi Labor Law every employee is entitled to an end-of-service award

from his company on retirement.

4.6 :

Industrial Disability Revenues

Any employee with an industrial disability (partial or full) is compensated according

to GOSI regulations.

4.7

Payment to the Wife of a Deceased Employee

4.8

Merit

If an employee dies while in service, his heirs are entitled to settlement from the
company.
A settlement estimated as three times of monthly basic salary, minimum 10,000 SR
will be given. If there is no wife, the amount will be paid to the deceased employee's
next of kin.

4.9

Loan Payment

Permanent employees are allowed to avail the following advances/loans:

Employee Advance Entitlement
Current Months Salary

Finance Dept.
Start deduction from next day loan
was taken.
Deduct Housing allowance from next
months salary with an amount

Housing Allowance

equivalent to monthly entitlement of

Housing Allowance.

An interest-free loan up to two

months basic

Deduct in up to 10 equal monthly

installments starting from the
following month

HR Manager will review and forward Loan request for final approval from the GM
and Finance Manager.

Upon HM & FM approval a copy of employees approved

request will be send to Accounts Department to process; Payroll department, on

monthly basis, will do the deductions.
An employee cannot apply for another loan/advance unless he has cleared the
previous one and cannot proceed on vacation unless another employee guarantees
his loan. If the employee does not come back from his vacation the guarantor is
responsible for all dues.
A guarantor cannot proceed for vacation unless the employee returns from his
vacation.

4.10 :

Emergency Loan:

In case the employee is in desperate need exceeding his loan limit due to
some emergency case which requires some money:
The Chairman will establish a committee consisting of three members (HR,
Finance and Payroll)

To study the case and if assessed as needed by the requested employee; send a
recommendation to GM & FM about the loan with attachment of Loan Form for
approval.

4.11 :

Social Insurance

According to the General Organization for Social Insurance (GOSI) rules, all
permanent Company employees are insured.
All obligations, rights and compensations of the employees are discussed and
resolved according to the GOSI rules issued under the Royal Decree No. M/22 dated
06/09/1389H and subsequent decisions of the Council of Ministers and the Minister
of Labor and Social Affairs.
The GOSI rules provide the following cover:

Full social insurance for Saudi employees,

Occupational hazards insurance for both the Saudi and Non-Saudi employee.

The total wages for the purpose of computation of contributions to the GOSI include
basic salary and housing allowance.
The Company provides the necessary information to the GOSI immediately following
the recruitment and the termination of an employee.

CHAPTER 5
VACATIONS
5.1 :

The System ..

.
5.2 :

Annual Vacation

.
5.2.1.

Merit

..
5.2.2

Leave Entitlement

5.2.3

Employees Leave

Entitlement.
5.2.4

Annual Leave

Procedures
5.2.4.1: Public Holidays during Vacations
5.2.4.2: Illness during Vacations.
5.2.4.3: Illness before going on Annual Vacation
5.3 :

Extending Vacation

Leave..
5.4 :

Deferment of Leave

Entitlement
5.5 :

Sick

Leave..
5.6 :

Leave without

Pay

5.7 :

Unauthorized

Leave
5.8 :

Emergency

Leave.
5.9 :

Holidays & Public Days

Leave.
5.10 :

Haj Leave of

Absence
5.12 :

Governmental Arrest of the

Employee
5.13 :

Leave/Ticket

Encashment.
5.14 :

Returning from Leave and Joining

Report.
5.15 :

Passport and Residential

Permit..

5.1

The System

LEAVE POLICY
Purpose
The objective of this policy is to explain the leave entitlement and
procedure for availing leave. Wasmi Holding Company allows
certain leave benefits for employees.

The company's system states that employees shall be granted different kinds of
leave such as Annual Vacation, Paid Leave (holidays, examination off, sick leave
etc.), or Unpaid Leave. The purpose of Leave or vacation is to allow the employee a
recreational time to renew his energy and meet his personal obligations.

5.2

5.2.1 :

Annual Vacation
Merit

a. All employees merit an annual vacation according to their contract.

5.2.2 :

Leave Entitlement

a. Annual leave entitlements exclude intervening public holidays.

b. Annual leave is accrued for each completed month of service by dividing the
total annual leave entitlement for the year by 12.
c. Annual leave cannot be taken until completion of the probation period.
d. The department heads prepare a summary of the department annual leave
plan to be submitted and approved by the HR Manager.

5.2.3:

Employees Leave Entitlement

a. Wasmi Holding Company employees are entitled to a prepaid annual leave

of not less than 21 days, to be increased to a period of not less than 30 days
if the employee spends five consecutive years in the service.
b. Wasmi Holding Company employee shall enjoy his leave in the year it is
due. He may not forgo it or receive cash in lieu during his period of service.
c. Any Wasmi Holding Company employee may, with the management
approval, postpone his annual leave or days thereof to the following year.
d. Wasmi Holding Company management may postpone, for a period of not
more than ninety days any workers leave after the end of the years it is due
required by work condition. If work conditions require extension of the
postponement the workers consent must be obtained in writing. Such
postponement shall not, however, exceed the end of year following the year
the employees leave is due.

5.2.4: Annual Leave - Procedure

The approved original Leave Application Form must be sent to the HR Department
for filing in the personnel file 30 days prior to actual leave day.
Copy of the approved Leave Application Form must be sent to the Government
Affairs Department to process Exit & Re-entry visa and air tickets (as applicable).

5.2.4.1:

Public Holidays during Vacations

Public Holidays includes Id Al-Fitr, Eid Al-Adha', and National Day. If these public
holidays fall between an employees annual vacations, then these (public holidays)
are not counted as part of annual leave.

5.2.4.2:

Illness during Vacations

If an employee is sick during his annual vacation, the sick days will not be counted
in the annual leave. Sick Leave will be attached to the annual leave PROVIDED the
following stipulations are met:

The sick leave must be issued by the company's clinic, a contracted hospital
or dispensary, or a governmental hospital or dispensary.

The employee must notify his department about his sickness and sick leave.

An accredited medical authority of Wasmi Holding Company must approve

this sick leave.

5.2.4.3:

Illness before Going on Annual Vacation

An employee has the right to postpone his approved annual vacation provided he is
given a sick leave before his annual leave begins.

5.3

Extending Vacation Leave

In case the employee wants to extend his leave, he is required to contact his
respective Department Head one week before of his scheduled return date, who in
turn will advise HR department manager about the employees request with details.
If the company found the employees reason for extending his vacation invalid,

company will levied penalty amount to be deducted to the employees future

salaries with the company.

Employees should confirm his acceptance for this

penalty before the company start the process of extending his re-entry visa.

5.4

Sick Leave

The Company allows sick leave if an authorized medical practitioner of Wasmi

Holding Company confirms the illness and issues a Medical Certificate stating the
same condition.
The employee must also inform his Department Head on the first day of his absence
due to illness. He is required to submit the medical certificate on reporting to work.
Any excess is treated as leave without pay. In regards to Sick Leave pay it will have
to be treated in accordance to Labor Office Law Chapter 4, Article 117:
A worker whose illness has been proven shall be eligible for a paid sick
leave for the first thirty days, three quarters of the wage for the next
sixty days and without pay for the following thirty days, during a single
year, whether such leaves are continuous or intermittent.
A single year shall mean the year which begins from the date of the first
sick leave.

5.6

Leave without Pay

Under extreme circumstances, the manager concerned may approve leave without
pay for a specific period.
Leave without pay is not included in the computation of basic salary, allowances,
accrued leave and period of service in the Company for the purpose of calculating
the end of service award.
The company can grant an unpaid leave if the operating requirements permit and if
the employee presents acceptable reasons. (Please refer to Authority Matrix)
Following table should be used for unpaid leave over 30 days:

Leave days
Up to 30 days
30 - 90 days
Over 90 days

Resulting payables
Employee will pay all 20% of GOSI (Saudi)
Days will not be counted for End of Service
Benefits.
Company will not provide medical services.

5.7

Unauthorized Leave

Sick leave without proper certification, unapproved extension in vacation and

absence without prior authorization is considered unauthorized leave.
In addition to the deduction of salary and all benefits for days of absence, an
employee who takes unauthorized leave is penalized as follows:

100% of daily gross pay for each day of absence.

5.8

Emergency Leave

The employee is entitled to a leave with full pay in each of the following cases:
SR
.
1
2
3

Emergency Type

Leave Days

Documents

3 days with Full

To produce Marriage

Wife, Ascendant or

Pay
3 days with Full

Certificate
To produce Death

Descendants death

Pay

Child Birth

1 day with Full Pay

Certificate
To produce Birth

Marriage leave

Certificate

For all Emergency Leaves, Employee will bear his ticket cost.
The Company requires the employee to produce certified documents in support of
each of the above cases. Emergency leave must be taken within 10 days of the
event, failing which the entitlement is negated.

5.9: Holidays & Public Days Leave

Employees are entitled to a full paid leave in the following cases:
a. Three-day leave for Eid Al-Fitr including the 29 th of Ramadan.
b. Four-day leave for Eid Al-Adha'.
c. Saudi Arabia's National Day.
These leaves will be stated in the company's annual calendar.

5.10: Hajj Leave of Absence

A 10-15 day leave of absence with pay is granted to Muslim employees who
complete 2 years employment with the company to perform pilgrimage. This leave
is granted once during company employment. Eid Al-Adha' leave will be considered
part of the Hajj leave itself. Management has the right to decide on the number of
employees to get this leave during the same year depending on work conditions
and needs.

5.12: Governmental Arrest of the Employee

5.12.1: Governmental Arrest of the Employee for Reasons Related to the
Company Itself
In the case of work related arrest Wasmi Holding Company pay this leave
according to the Article (97) of Saudi labour law which states:
If a worker is detained or taken into custody by the competent
authorities in case related to work or occasioned by it, the
employer shall continue to pay the worker 50% of the wage until
the case is decided, provided that the period of detention or
custody shall not exceed one hundred eighty days. If said period
exceeds that, the employer shall not be required to pay any
portion of the wage for the excess period. If the worker is acquitted
or the investigation is closed for lack of evidence or invalidity
thereof, the employer shall return to the worker the amount
previously deducted from his wage. However, if he is convicted,
none of the payments made shall be recovered unless the
judgment provides otherwise.

5.12.2: Governmental Arrest of the Employee for Reasons Not Related to

the Company
If the employee is arrested for reasons not related to the company, then Wasmi
Holding Company has the authority to implement the following procedures:
-

If the employee does not report to work without notifying the

company:

a. A written warning will be sent to the employee after 5 days demanding that
he reports to work in the next 10 days. Failure to comply with this will result
in dropping the employee from payroll without a month notice.
b. If the employee does not report to work on the 11 th day, his name will be
dropped from the payroll.
-

If the company is notified of the arrest, the following might take

place:

a. The employee will be given a 30-day postponement starting from the first day
of the arrest. When he does report to work later, he must present official
documents proving his acquittal before he is reinstated in the payroll again.
The days spent in prison will be considered part of his vacation leave. Excess
days will be recorded as leave without pay.
b. If the employee does not report to work after the first 30 days, the company
reserves the right to extend this period into another 60 days.
c. The company will terminate employment as is stated in labor law if the
employee does not report to work after the allocated 90 days and does not
present acquittal papers.

5.14: Ticket Entitlement

An employee cannot request for his annual earned ticket or leave for the previous
year to be cashed.

5.15: Returning From Leave and Joining Report:

After an employee returns from his leave, he should report to HR Department.
Based on the information received, HR Department will fill Arrival Note Form,
will retain original in employees file and copy to payroll department for salary
calculation purpose.

5.16: Passport & Residential permit

Upon the return of an employee from his vacation, he must submit his passport
to Government Affairs department and collect his Residential permit (Residence
book) or an equivalent travel letter in order to go his work location.

d. The employee will be fired after 90 days of absence or after his contract
expires, whichever occurs first.

CHAPTER 6
EMPLOYEE PERFORMANCE UNIT
6.1 :

Objective

6.2 :

Probation Period

6.3 :

Annual Performance Appraisal

6.0

Objectives

Probation Period Evaluation:

Allow Wasmi Holding Company to evaluate the performance of the new

employee,

Provide new employee a chance to understand Wasmi Holding Company,

its culture, working environment and make an informed decision about his
long-term prospects with the Company.

Annual Performance Appraisal:

Provide formal feedback to employees on their performance

Identify

areas

of

improvement

and

assist

employees

in

improving

performance.

Monitor progress from the previous periods

Identify areas for training of employees

Identify employees who are ready for promotion.

6.1

Probation Period

All new employees are subject to a probation period of three months at the end of
which, employment is confirmed, if the employee's performance is satisfactory.
Direct Employee Supervisor/Department Head evaluates through Probationary
Review Form.If performance is not found to be satisfactory, the employment is terminated unless
the evaluation indicates that performance may improve if the employee is given
more time. In such a case the probation period may be extended by a maximum of
three months.
During the probation period, the employee is not entitled to any loan or advance.
Probationers are not allowed to take housing allowance in advance. Instead they are
paid a monthly allowance along with the payroll.

Probationers are not entitled to any leave or vacation. However, GM and Chairman
have the discretion to allow emergency leave to a probationer.
During the probation period, the Company or the employee may terminate the
employment contract without notice and without assigning any reason.
If the Company terminates an employees services during the probation period, the
employee is entitled to his salary up to the last working day. A repatriation ticket is
also provided to employees recruited from foreign countries.
If the employee resigns during the probation period, he is entitled only to his salary
up to his last working day and should compensate the company with all the
expenses bear by the company during his recruitment and during his initial
deployment in the Kingdom, i.e. visa expenses, residence certificate, work permit,
etc. etc.
6.2 Annual Performance Appraisal
Annual performance appraisal is applicable to Managers and professional staff and
is carried out during last quarter of the year.
To initiate the process, the appraiser fills an Appraisal Form for the employee giving
his ratings as well as his recommendations for training, promotion increment, etc.
The appraiser provides his comments on self-appraisal form and discusses it with
the employee.
Following the reviewers signature, the form is sent to the HR Manager who initiates
the necessary action to implement the decisions made. The form is filed in the
personnel file of the employee.

CHAPTER 7
COMPENSATION OF EXPENSES
7.1 :
The System
7.2 :
Responsibilities
7.2.1
:
Employees Responsibilities
7.2.2
:
Responsibilities of the Direct Supervisor
7.2.3
:
Responsibilities of the Human Resources
Department
7.2.4
:
Responsibilities of Accounting Department
7.3 :
Employees Vacation Compensation for Travel
Ticket
7.3.1
:
Travelling Tickets Merit for Expatriate
Employees
7.3.2
:
Cases when Travel Ticket is not granted
7.3.3
:
Credited Family Members
7.4 :
Renewal Charges
7.5 :
Business Travel Expenses
7.5.1
:
Air Travel
7.5.2
:
Compensation of Expenses
7.6 :
Travel Expenses
7.6.1
:
General
7.6.2
:
Travel Department
7.6.3
:
Air Travel
7.6.4
:
Hotels
7.6.5
:
Train
7.6.6
:
Car Rentals
7.6.7
:
Meeting and Events
7.6.8
:
Taxi and Public Transportation
7.7 :
Compensation for Mobile Phone
7.8 :
Compensation for Expenses of SAG License
7.9 :
Compensation for Air Ticket
7.10 :
Course Expenses

7.1: The System

The company has an obligation to compensate employees for their expenses while
doing a job for the company.

7.2: Responsibilities
7.2.1:

Employee's Responsibilities

An employee has to keep records and documents as proof of his expenses while
performing a job for the company. He should submit a reimbursement request via
his direct Supervisor with regard to specific timings, deadlines and accurate
activities.
7.2.2: Responsibilities of the Direct Supervisor
Direct Supervisor should review the expense reports and reimbursement requests
submitted by his employee and ensure accuracy and compliance with Wasmi
Holding Company procedures before forwarding to onward review and approval.
7.2.3: Responsibilities of the Human Resources Department
Human Resources will prepare and explain the company's procedures regarding
reimbursements, ensuring that they are in accordance with the credited system,
reviewing them, and suggesting necessary modifications.
7.2.4: Responsibilities of Accounting Department
Accounting Department handles reimbursement procedures according to the
company's system and in a timely manner.

7.3: Employees Vacations Compensation for traveling tickets

All expatriate employees are entitled to economy vacation ticket after each
completed period mentioned in contract. Vacation tickets for the family are provided
on the same basis as applicable to the employee.

For employee requests, to claim the monetary value of tickets entitled, he will follow
Authority Matrix.

7.3.1: Traveling tickets' merit for expatriate employees

Expatriate employees and their dependent family members (wife and 2 children
under 18, as per Gregorian calendar) are given traveling tickets according to their
contracts which states a merit every Gregorian year in case of traveling, and end of
service. The tickets will be for economy class. The expatriate employee and his
family will be given the tickets' monetary value if they spend their vacation inside
the Kingdom according to the following:
a. Hiring: Wasmi Holding Company gives the expatriate employee and his
eligible family economy class air ticket and transportation (only one-way
ticket) when he is hired. And for residence visa case the employee should be
granted with a round trip ticket as per the regulations of Embassy and
immigrations.
b. Annual Leave: RHM gives the expatriate employee and his eligible family
returns economy class air ticket from Airport closest to work location. If
employee wants to travel from outside the country (for example Bahrain)
employee will have to bear the cost difference and transportation.
c. End of Service: Wasmi Holding Company gives the expatriate employee
and his eligible family economy class (one-way air ticket) at the end of his
service to travel from Saudi Arabia to his country. This will not be given if the
employee and his family decide to remain in the Kingdom for any reason.
d. In case employee does not want to travel or wish to arrange his trip to other
destination than stated in his contract, company shall provide him the
entitled ticket cost as per quotation from its travel agents.

7.3.2: Cases when traveling tickets are not granted

1. When the expatriate employee was hired via transferring his sponsorship
inside Saudi Arabia.
2. When the expatriate employee signs a renewal of his contract with the
company while already having tickets from his previous contract.

7.3.3: Credited family members

Credited family members are those who are brought with an active visa by the
company (this does not include those who are brought in exception to this).
7.4: Renewal Charges for expatriate employees passport, working licenses,
Residential permits (Iqama) and transfer of sponsorship
Table 7.1:
Expense

1
2

Issuing Residential permit

(renewal)
Issuing working license (renewal)

For Employee

For Credited Family

Members

Company

Company

Company

N/A

Company

Company

Exit-Reentry Visa (Once per year

3

when given a traveling ticket for

annual leave)

Issuing new passport (renewal)

Employee

Employee

Transferring sponsorship to RHM

Company

N/A

*Multiple Exit/ Re-entry visa

Company

Company

*Applicable for employees whose work requires the need of the multiple exit/ reentry Visa.

7.5 Business Travel Expenses

7.5.1 Air Travel
Employees travelling on Company business are eligible for certain travel classes
depending on their class and length of the trip. Criteria for determining travel class
are shown below:

Chairman

First Class

General Manager

Business Class

Department Heads

Business Class

All other employees

Economy Class

*Business Class special approval must be granted by the Chairman in case of urgency and lack of
availability of seats.

7.5.2 Compensation of Expenses

Wasmi Holding Company will reimburse the actual expenses for out of country
location trips (up to amount fixed, shown below) for food, accommodation, and
transportation occurred during Official Business Trip duly approved by the
Management. In exceptional cases, the Chairman may approve expenses exceeding
the ceiling. These expenses are paid per day.
The employee will submit to the Company all receipts and invoices for
reimbursement.

Classification

Per Day
Outside KSA

Within KSA

CHAIRMAN & GM
DEPARTMENT HEAD
SUPERVISOR

7.6

Travel Expenses

INTRODUCTION
This Wasmi Holding Company TRAVEL POLICY applies to all employees of
Wasmi Holding Company and is intended to provide guidelines and
establish procedures when incurring business travel expenditure on the
companys behalf.
Prior making any travel arrangements, you should first consider if a
conference call can satisfy the objectives of your meeting, as these facilities
present an opportunity for employees to control costs, improve productivity
and preserve their health and quality of life.

7.6.1: General
In order to ensure the effective management of the travel budget and
maximize the benefit of all air, hotel, car and train discount programs,
Wasmi Holding Company has a specific Travel Department. This
Department will help you to organize your travel according to travel policies.
The Travel Department is instructed to propose to you only Wasmi Holding
Companys preferred partners.
You are encouraged to book as early as possible to take advantage of the
best deals. Trips for internal meetings are to be arranged at least 15 days in
advance.
7.6.2: Travel Department
a. The travel department, must be used for all airline, car rental, hotel

bookings (for both economic and safety reasons).

b. Usage of the self booking could be done only if the travel Department

is unable to do it and after approval by the HR Manager.

7.6.3: Air Travel
a. Restricted air tickets are mandatory (In exceptional professional

circumstances, employees might ask for full flexible tickets) use of

flexible tickets will be tracked and reported to GM and Finance
Manager. Travel agencies will be asked to book restricted tickets by
default. These tickets are 20% to 80% cheaper than "fully flexible"
tickets.
b. The travel agent is responsible for proposing the best available prices

=> you will not be able to specify an airline.

c. If by using a suitable alternative airport an overall end-to-end travel

saving may be made, or if there is more than one non-stop flight

between the requested airports within 60 minutes of your desired
departure time, the cheapest option will be offered. Where possible
you should make every effort to accept this cost effective option and
adapt your meeting/work schedule accordingly.
d. To achieve maximum savings you are expected to book tickets as early

as possible, ideally 2 weeks or more in advance. The company

recognizes that when booking restricted tickets (with exchange or/and
refund restrictions) that a small percentage of these may need to be
cancelled or change fees applied when circumstances change. In most
cases, however, this will still be economical compared to late bookings.
Price difference can be up to 80% cheaper than public fares.
e. E-ticket is mandatory when available.
f.

Travelers are requested to use the same airline both ways

7.6.4: Hotels
a. The travel department must be used for all hotel bookings
b. For long stays, you are expected to look at corporate apartments

instead of hotels.
c. If you wish to cancel a hotel reservation you MUST email the travel

department. Otherwise you will not be able to claim any penalty

charges incurred.
7.6.5: Train
a. Day: 1st class travel, must be restricted to long-distance travel (more

than 4 hours).
b. Night: 1st class sleeping car.

7.6.6: Car Rentals

a. _____________________
b. _____________________

7.6.7 Meeting and Events

The organization of meetings and events should go through the travel
department.
7.6.8: Taxi and Public Transportation
In many cities, it is easier and cheaper to take the public transport rather than taxis.

7.7: Compensations for mobile phone bills

1. Mobile Phone is issued for official / business use to raise the work efficiency
by saving up time and effort. Therefore, personal calls will be paid by the
employee.
2.

Department Head is the requisitioning authority, HR is the recommending

authority and the GM and FM is the approving authority.

3. Wasmi Holding Company will provide Mobile phone expenses as

mentioned:
a. Staff that requires use of mobile phone during working hours will have
a limit of SAR ______.
b. Staff that requires use of mobile phone during and outside of working
hours will have a limit of SAR ______.
c. The exceptions to the limits above are the Department Managers &
employees whose Limits are determined according to their work needs,
and the approval of the GM and FM.
4. International Roaming service will not be provided as part of the coverage
except under approval of Chairman.
**Direct Department Head of employee decides, depending on employees need for a Mobile Phone.

7.8: Compensation for expenses of driving licenses.

When the employee's work demands a use of company car, company will pay for
expenses that are related to employees needs to the company driving licenses.

7.9: Compensation for air tickets not availed

In case the employee did not departed for his annual leave to his origin destination
(mentioned in contract), the company will not pay the cost of his un-availed ticket.

7.10 Course Expenses

Any Training course required for employee will have to be approved as per shown in
the matrix. The Training plan and course contents have to be submitted to HR
Department with the Approval form to arrange the following:

Embassy Visa (if necessary)

Booking & issuing of Travel Tickets

Request Finance for Cash Advance

CHAPTER 8
WORK RELATIONS
8.1

The Principle

8.2

The Employees Responsibilities

8.3

Grievances

8.3.1 :

The Principle

8.3.2 :

Informal Appeal Procedure

8.3.3 :

Formal Appeal Procedure

8.4

Disciplinary Action

8.4.1 :

Authority for Enforcing Disciplinary Action

8.5

Conduct

8.5.1 :

Conduct within the Company

8.5.2 :

Conduct outside the Company

8.6

Safety

8.7

Industrial Injuries and Occupational Diseases

8.8

Medical Care

Grievance System
:The objective of this chapter is to

Allow employees a fair chance to be heard

Allow management to redress grievance and improve employee morale

Define in unambiguous term, the norms for acceptable behavior and conduct
by the employees.

Remove subjectivity from decisions and opinions formed by all concerned,

regarding conduct of employees.

Ensure consistency in Formal Disciplinary procedure in handling disciplinary

matters in Wasmi Holding Company.

Ensure impartiality and fairness in administering discipline

8.1: The Principle

The Company's Policies are based on creating an environment suitable for
developing a smooth and effective relationship between Wasmi Holding Company
and its employees. To achieve this goal, the company encourages communication
between itself and its employees to strengthen understanding of goals, regulations,
and procedures. In order to help in executing its systems, the company has
established a course of action to deal with transgressions by guidance and looking
into grievances.

8.2: The Employee's Responsibilities

a. Avoid anything that could jeopardize his job whether on location or not.
b. Be polite to all his colleagues.
c. Restrict working hours to performing company tasks delegated to him by his
superiors with honesty.
d. Adhering to work's prevention measures and executing safety guidelines in
order to avoid injuries.

e. Maintaining the company's assets and equipments entrusted to him and use
them only for work.
f.

Every employee is responsible for his own actions and every supervisor is
responsible for ensuring good behavior and performance within his authority.

g. Adhering to fixed working hours without absence unless there's a legitimate

reason or a superior's permission.
The employee is not allowed to:
a. Misuse his authority.
b. Use his influence to interfere in others work without a valid reason.
c. Directly or indirectly accept gifts, premiums, or bribes.
d. Release confidential information learnt on account of his position, after end of
employees service.
e. Work for another establishment without company's approval.
f.

Superiors should not use their subordinates for any personal favors.

g. Keep work documents or copies outside work location.

h. Make statements or give information to the Press or Media. Employee is also
not allowed to lecture or write articles concerning Wasmi Holding Company
without latters prior approval.
i.

Start any commercial activity without the company's approval.

8.3: Grievances
8.3.1: The Principle
The employee has the right to complain about any behavior or procedure against
him that he perceives as unjust. He can address his grievance to labor office or
concerned international sections.
8.3.2: Informal appeal Procedure
An employee may complain and discuss his written grievance addressed to his
Department Head within two weeks of the incident or decision, which gave rise to
the grievance.

The employee may discuss his grievance with the direct Supervisor concerned. If
informal discussions with Supervisor concerned failed, or if the employee considers
he has a justifiable reason to go he can go to his respective Department Head
directly.
If the complaint is not addressed by the Department Head, concerned may initiate
the formal appeal procedure.
8.3.3 Formal Appeal Procedure
The employee wishing to make a formal appeal files a Grievance Review Request
and submits this to the HR Manager within one month of the incident or decision
against him, which gave rise to the grievance.
On the receipt of the request, HR Manager conducts an inquiry and communicates
the decision in writing within one week.
If not satisfied with the decision, the employee can further bring his case to the GM
or Chairman of the Company for a final review. He does this by submitting a fresh
Grievance Review Request within one week of the response by the HR Manger.
Copies of earlier request and response are attached to this form.
GM obtain information about the case, meet with the concerned employee, discuss
the grievance and give decision in writing generally within two weeks of receiving
the form for the final appeal. GMs decision is final and the company entertains no
further appeals.
Copies of all communications are filed in the employees personnel file.
Disciplinary Action :8.4
The Company ensures that a schedule of violations and penalties duly approved by
the Ministry of Labor is displayed at the head office and employees notice boards in
.compliance with the provisions in Saudi Labor Law on yearly basis

The GM has the authority to make any change in the schedule of violations and
.penalties
Penalties are not imposed on any employee for offences/violations other than those
.listed in the defense
The Company is required to inform the employee concerned of the offense
committed within 15 days and impose the penalty (if recommended) within 30 days
.of the offense being proven
The types of penalties that may be imposed depending on the seriousness of the
:offenses are

Written warning

Fines not exceeding ______ days basic salary

Suspension from work without pay for a period not exceeding five days

Dismissal from service

.The employee may not be subjected to more than one penalty for the same offense
:Please refer to Table of Type of Violations
Sr

Violations

.
1
2
3
4
5
6
7

Violation on Wasmi Holding Company s Code

of Ethic
Health and Safety Violation

Insubordination
Absents and Tardiness
Misuse of Authority
Violation on Kingdom Laws and Regulations
Violation on Companys Disclosure Policy

First

Second

Violation

Violation

Third
Violati
on

8
9

Misuse of Companys Properties

Violation on Wasmi Holding Company s
Policies and Procedures

The GM makes final decision on dismissal from services jointly. For all other
.penalties, the HR Manager has the final authority to take decision independently
The immediate supervisor reports to the Department Head/Project Manager
.concerned reports violation of any policy or rule verbally
The Department Head or Project Manager determines whether any disciplinary
action is necessary. If he agrees, he also determines the appropriate course of
.action as to whether an oral reprimand is enough at the first instance
If the Department Head or Project Manager considers further action necessary, he
refers the matter to the HR Manager by completing and signing the Disciplinary
Action Form.
The HR Manager discusses the matter with the employee concerned in view of the
details given by the Department Head or Project Manager. He also refers to the
previous record of the employee concerning disciplinary action. In case the HR
Manager agrees to the need of a disciplinary action, he decides whether to give a
verbal warning or impose a penalty.
The GM discuss the matter with the employee after taking input from the
Department Head or Project Manager, the HR Manager and all other parties
.concerned
In case the GM agrees on dismissal from service, procedures described in next
.chapter are followed
The HR Manager implements the decision on disciplinary action and relevant
.papers/evidences are filed in the employee file for record
If the employee concerned does not agree with the disciplinary action or the
.penalties as a result, he may initiate an appeal process

8.4.1: Authority for Enforcing Disciplinary Action

Please refer to Authority Matrix Table
If the employee reports to a higher management, the higher management will be
the one to enforce the penalty.
8.5: Conduct
8.5.1: Conduct within the Company
The Company treats all its employees equally and without any favor or prejudice.
The employees, on their part, are also expected to treat other employees without
any favor or prejudice on account of color, nationality or beliefs.
The employees are required to interact with other employees, including their
superiors and subordinates, within the framework of policies and guidelines of the
Company with confidence and dignity. At no time may an employee exceed the
authority limits, without the prior approval of the appropriate authority.
Employees are expected to show proper deference to superiors and consideration to
colleagues and subordinates. They are also expected to resolve misunderstandings,
differences of opinion, etc. informally amongst themselves or with the assistance of
a superior, before initiating formal action.
Employees must adhere to the Saudi Arabian Laws and must not at any time intend
to violate the country laws while they are at the Company premises.
8.5.2: Conduct Outside the Company
The manner in which employees interact with outsiders largely reflects the
Companys culture and values. Hence the employees are required to realize the
importance of the role of a Company representative.
While interacting with clients and other outside agencies, employees must behave
in a courteous and dignified manner. They should not say anything or act in a way
that offends the outsiders feelings or cause damage to the Companys reputation.

No employee is allowed to make any representations on behalf of the Company

unless he is explicitly authorized by the GM, Project Managers, Department Heads,
to do so.
Employees are expected to adhere to Saudi Arabian Laws and must not at any time
intend to violate the country laws while they are outside of the Company premises.

8.6: Safety
8.6.1: All employees must abide by safety instructions and precautions of Wasmi
Holding Company to prevent accidents and dangerous situations.
8.6.2: The company implements a program for preventing accidents, reviews it,
and then follows up in order to avoid any shortcomings by:
a. Providing a safe working environment.
b. Providing personal prevention measures and creating/spreading safety
awareness among employees inside and outside the kingdom.
c. Maintaining working environment and minimizing health hazards to the
minimum level possible.
d. Regularly inspecting work locations to ensure the safety of equipment and
implementation of safety measures.
e. Suggesting necessary modifications to operating methods and safety
equipments.
f.

Preparing reports for company management regarding safety.

g. Strengthening preventive awareness in employees.

h. Examining accidents, recording and preparing reports about them that would
include methods and preventive action / precautions to be able to prevent
recurrence. This report is sent to the company's management.
i.

Keep a record of accidents and prepare appropriate statistics.

8.7: Industrial Injuries and Occupational Diseases

8.7.1: If an employee suffers an industrial injury or an occupational disease, he has

to immediately inform his supervisor who in turn will notify the concerned
department, which informs Occupational Hazards branch of GOSI.
8.7.2: Companys clinic must inform management about any indicators of
occupational diseases or epidemics among employees.
8.7.3: The regulations regarding industrial injuries and occupational hazards are
taken from GOSI system.

8.8: Medical Care:

The company provides its employees and their families with medical care in
accordance with the company's credited health service system.

CHAPTER 9
END-OF-SERVICE
9.1

The Principles

9.2

Responsibilities

9.3

Types of End-of-Service

9.3.1 :

End-of-Service Due to Resignation

9.3.2 :

End-of-Service by Early Retirement

9.3.2.1:

Reaching Early Retirement Age

9.3.3 :

End-of-Service by Employees Death

9.3.4 :

End-of-Service for Medical Reasons

9.3.5 :

End-of-Service According to Labor Laws

9.3.5.1

End-of-Service during Probation Period

9.3.5.2

End-of-Service Due to Transactions

9.3.6 :

End-of-Service Due to Permanent Full Disability

9.3.7 :

End-of-Service Due to Governmental Issues

9.3.8 :

End-of-Service Due to an Agreement

9.4

Prior Notice of End-of-Service

9.4.1 :

Resignation

9.4.2 :

Termination

9.4.3 :

Deduction of One-Month Notice

9.5

Severance Award

9.6

End-of-Service Certificate

9.7

End-of-Service Ticket

9.8
:
ended.

Re-Instating an Employee whose service with Company has

The chapter covers the policies and procedures for

termination and renewal of contracts, and also describes the
method of computing end-of-service award for different types of
termination.
Objectives :

Termination of employment may be due to the following:

Expiry of contract (not renewed by Company or as notified by employee)

Resignation during contract period

Death or serious disability of employee,

Dismissal

9.1: The Principles

Wasmi Holding Company ensures that its employees will continue working for it
by providing a work atmosphere which is consistent with, effective and economical
occupational requirements. However, the company realizes that a number of its
employees will leave for different reasons.

When the employees service with the company ends (especially when company
ended the service), the company will study each case of end-of-service to ensure
that regulations and procedures will be implemented fairly and that awards will be
given accordingly to labor laws.

9.2: Responsibilities
9.2.1: The Employees Responsibilities
The employee has to adhere to the companys internal regulations and labor laws in
order to stabilize his position and to continue working for the company.
9.2.2: Responsibilities of Human Resources Dept.
a. Providing guidelines to departments regarding implementing severance
procedures.

b. Reviewing each case to discover severance justifications and whether they

are in accordance with credited regulations or not.

9.2.3: Approval Authority

Authority to approve the employees end-of-service has to be in accordance with the
companys credited approval authority schedule.

9.3: Types of End-of-Service

9.3.1: End-of-Service Due to Resignation
a. The Employees Right to Resign
An employee with an unlimited time contract has the right to end his service to the
company by resignation. The process for this case is for the employee to present an
advance Thirty (30) days notice to his Department Head before the end of his
service with the company.
b. Specifying Resignation Reasons
Before the employees resignation is accepted, his immediate Department Head
must investigate the reasons for it. He should also coordinate with other concerned
departments and Human Resources to find out the reasons behind the employees
resignation.
c. Effective Date for End-of-Service
The end-of-service will be effective the day after the employees last day at work.

9.3.2: End-of-Service via Early Retirement

9.3.2.1: Reaching Early Retirement Age
The Standard age of retirement is when the employee is 60 years old according to
the Article 74 clause 4 of Saudi labor Law that states.

The worker attains the age of retirement, which is sixty years for males and
fifty five years for females, unless the two parties agree upon continuing work
after this age. The retirement age may be reduced in cases of early retirement
as provided for in the work organization regulation. If it is a fixed-term work
contract which extends beyond the retirement age, it shall terminate at the
end of its term.

9.3.3: End-of-Service by the Employee's Death

The employee's service with the company will end if he dies. The date for end-ofservice would be the death date as stated in labour law, and the employee is paid
till the end of month in which he died.

9.3.4: End-of-Service for Medical Reasons

The company can end an employee's service if he stops reporting to work due to
health issues for more than the allowed time. This stipulation will be enforced if the
employee has exhausted all his sick and annual leaves' days.

9.3.5: End-of-Service According to Labor Law

9.3.5.1: End-of-Service during probation Period
The company can end the employee's service during probation period without
giving him advanced notice and without a severance award. This will be enforced if
it is proven that the employee is unable to perform tasks delegated to him in a
satisfactory manner, or if the employee cannot meet his position's requirements.

9.3.5.2: End-of-Service Due to Transactions

The company can end the employee's service without giving him advanced notice
and without a severance award if the employee commits a transaction listed in
article 80 of Saudi Labour Law.

9.3.6: End-of-Service Due to Permanent Full Disability

The company can terminate the employee's service in case of a permanent full
disability, which has to be proven with a medical report issued from a credited
medical facility. The authorized management will determine the end-of-service date.

9.3.7: End-of-Service Due to Governmental Issues

An employee's service can be terminated if a governmental authority cancels his
working license, residential permit (Residential permit), or if one or both of them
were not renewed. However, the employee is entitled to a severance award.

9.3.8: End-of-Service Due to an Agreement between the Company and

the Employee
An end-of-service can be processed if the company and the employee agree to it.
The employee will be entitled to a severance award.
9.3.9: The employee's service ends with the end of the contract signed between
him and the company. The employee is entitled to a severance award in this case. In
addition, the end-of-service effective date will be the day after the employee's last
day at work as stated in his contract.

9.4: Prior Notice of End-of-Service

9.4.1: Resignation
If an employee wishes to resign, he has to submit a written notice 30 days before
his resignation becomes effective.

9.4.2: Ending the Employee's Service by Company Command

If the company decides to end an employee's service, a written notice will be issued
and addressed to the employee stating that he has a 30-day warning period. The
following cases are the exceptions to these rules:
a. Ending the employee's service when he is still on probation period.
b. End-of-Service due to an issue stated in Labor Law.
c. If the employee dies.

9.4.3: Deduction of One-Month Notice

If an employee stops reporting to work during the one-month notice without prior
approval, it will be deducted out of his end-of-service earnings. However 1-month
notice can be paid if the employee presents a justified reason.

9.5: Severance Award

9.5.1: An employee's severance award will be calculated according to Labor Law
system.

9.5.2: Settling Severance Award Earnings

The company settles all end-of-service earnings that include but are not limited to:
a. The employee's salary up to his last working day.
b. Severance award according to Labor Law.
c. Any monetary amount owed by the employee to the company will be
deducted.

9.6: End-of-Service Certificate

Human Resources Dept. will issue a service certificate for each employee whose
service with the company has ended. This certificate would include the employment
date, end-of-service date, job title for his last position, and a manifestation of the
employee's last salary. Employees who havent completed 6 months service period,
or below is not entitled for such certificate.

9.7: End-of-Service Ticket:

When an expatriate employee ends his service, the company will issue traveling
tickets for him and his credited family members.

9.8: Re-Instating an Employee whos Service with the Company has

Ended
9.8.1: An employee whose service has ended due to article 80 of Labor Law or for
unapproved absence can be re-hired if he meets the following stipulations:
1. His absence has not exceeded 180 days.
2. The company accepts the reason for absence.
3. His position has not been filled yet and work needs him to be re-instated.
4. Approval of GM has to be obtained.
5. Employee has submitted the filled-in Joining Form

9.8.2: Settlement for Period of Absence

After the employee has been reinstated, the absence period will be deducted from
his annual leave. If his leave balance is not enough, the rest of the absence period
will be considered an unpaid leave.

CHAPTER 10
Government Relations
10.1 :

Issuing of Residence Permit for a new employee

10.2 :

Requirements of issuance and renewal of work

permit
10.3 :

Renewing the residence permit for the employees

and their families

10.4 :

Single Exit Re-entry Visa

10.5 :

Multiple Exit Re-Entry Visa

10.6 :

Final Exit Visa

10.7 :

Visa Requirements for Families

10.8 :

Requirements for obtaining Business Visit Visa

10.9 :

Family Visit Visa

10.10:

Extending Employees Visit Visa Request

10.11:

Extending Family Members Visit Visa Request

10.12:

Adding Family Members to Employee Resident

Visa
10.13:

Adding Recent Born Children to Employee

Resident Permit
10.14:

Renewal of Employee Passport

10.15:

Obtaining a Work Visa from Embassies in the

Kingdom
10.16:

Transfer of Sponsorship

10.17:

Information Transfer from old to new Passport

requirements
10.18:

Issuing or Renewing Saudi Driving License

Requirements

10.1: Issuing of Residence Permit (Iqama) for a new employee:

a. Requirement: Original Passport, 12 personal photographs size 4X6
(white background), comprehensive medical report from approved
centre in Saudi Arabia, health insurance for employee as soon as he
enters country, finger prints on entering Airports or Passport office.
b. The department of the employee needs to coordinate with the
Government Affairs Department to obtain the functional I.D. number
and with the HR department to obtain the Health Insurance card.
10.2: Requirements for issuance and renewal of work permit:
a. Original passport.
b. The original residences permit of the employee.
c. The original license in case of renewal.
d. Filling up the form of the Labor office regarding the issuance or
renewal of work permit.
e. To the work permit, it is necessary to insert the new data in the USB of
the Labor office.
f.

Extracting data of employees through withdrawal of USB from the

Labor work to issue a new work number.

g. Extracting data of employees through withdrawal of USB from the

Labor work to issue a new work number.

10.3: Renewing the residence permit for the employees and their families:
a. Requirements: original passport of the employee and his family,
original residence permit of the employee and his familys residences,
proof of blood group, personal photographs of the employee and his
family separately [ 6 photographs size 4X6 ],
b. Every employee who has children over the legal age (18) years is
required immediately to arrange for issuing a separate residence
attaching the academic certificate for the son/ daughter who wish to

separate him/ her endorsed and translated as to avoid paying the

lawful penalty
c. In case, there are students for the employees outside the Kingdom
and wish to obtain an exit and re-entry visa for more than 6 months,
the employee and his family should immediately renew their
residence permit in the event of insufficiency of period in the
residence permits.
d. While renewing the Residence Permit of all members (including the
head of the family) should be inside the Kingdom.
10.4: Single Exit Re-entry Visa:
a. Requirement: original Passport, clear copy of employee Residential
permit, 1 picture, pay traffic violation if any.
b. Department has to organize with Government relations to submit
signed form prior to 21 days of leave, and 30 days prior to leave
during Official Holidays.

10.5: Multiple Exit Re-entry Visa:

a. Requirement: original Passport, and original employee Residential
permit, 1 picture, pay traffic violation if exists.
b. Department has to organize with Government relations to submit
signed form prior to 7 days of leave, and 14 days prior to leave
during Official Holidays.
c. This is applicable to all company employees in accordance to their
work need for it, and with CEO approval or who has the authority.
Please refer to Authority Matrix.
10.6: Final Exit Visa:
a. Requirement: original Passport, clear copy of employee Residential
permit, 1 picture, pay traffic violation if exists.
b. HR Department has to submit a formal notification of ending the
services of the employee to the Government Relations Department.

c. Employees Department has to coordinate with Government relations

prior to 15 days before his leave.
d. Final Settlement of employee has to be processed before issuing Final
Exit visa.

10.7: Visa Requirements for Families:

a. Fill in the form of Visa request and personal guarantee of the
accuracy of the educational certificates.
b. Original certificates translated into Arabic and certified by the Saudi
Embassy in the country of origin.
c.

Marriage contract and original Birth for wife and children Certificates
translated into Arabic and certified by the Saudi Embassy in the
country of origin.

d. Clear Copies of Family members Passports

e. Original Residential permit and clear copy

10.8: Requirements for obtaining a business visit visa (for work)

Information should be available in the demand letter to obtain a visa:
a. The name in four-fold according to the visitors passport, nationality
and date of birth
b. Job title (the visitors profession).
c. Name of Company or authority that the visitor is working with, outside
the Kingdom of Saudi Arabia.
d. The commercial activity of the authority, in which the visitor is
working with, outside the Kingdom of Saudi Arabia.
e. The period required for the visit visa.
f.

Type of visa: multiple or single.

g. The Consulate authority, which should send the visa to them.

h. A clear copy of the visitors passport.
Important Points

a. The department request for visiting visa should take all approvals
before proceeding with the request.
b. The visa application form be filled up and authenticated from the
Chamber of Commerce and Industry and submitted to the Ministry of
Foreign Affairs.

10.9: Family Visit Visa request:

a. Fill in the form for Visit Visa request to include family information, and
point of origin.
b. Original Educational Certificates translated into Arabic and certified
by Saudi Embassy in country of origin.
c.

Marriage contract and original Birth Certificates translated into

Arabic and certified by the Saudi Embassy in the country of origin.

d. Clear Copies of Passports visiting Family members

e. Original Residential permit and clear copy
10.10: Extending Employees Visit Visa request:
a. Requirements: original Passport, Recent pictures.
b. Employee has to check the validation date of the visit visa as soon as
he receives it from Saudi Embassy in country of origin.
c. Visa validation start from date of employee entering Saudi Arabia.
d. Employees Department has to coordinate with Government Affairs
and send original passport prior to expiration of visa by at least 7
days.
e. Just to be informed, in case visiting employee has delayed sending
his passport for extending his stay the penalty charged by Passport
office is SAR 10,000 and sending him to his country of origin, and
possible sentenced Jail time.
f.

Extension of visa is done to the highest period possible depending on

the Passport office system.

10.11: Extending Family members Visit Visa request:

a. Requirements: Fill in official extension form for visit visas, original
Passport, Recent pictures for person need to renew his visa, clear
copy of Residential permit.
b. Employee has to check the validation date of the visit visa as soon as
he receives it from Saudi Embassy in country of origin.
c.

Visa validation start from date of employee entering Saudi Arabia.

d. Employees Department has to coordinate with Government Affairs

and send original passport prior to expiration of visa by at least 7
days.
g. Just to be informed, in case visiting employee has delayed sending
his passport for extending his stay the penalty charged by Passport
office is SAR 10,000 and sending him to his country of origin, and
possible sentenced Jail time.
e. Extension of visa is done to the highest period possible depending on
the Passport office system.
10.12: Adding family members to employee Residential permit after they
arrive to Saudi Arabia with resident visa requirements:
a. Original family members passport.
b. Original Employee Residential permit
c. 6 recent pictures for each family members size 4 by 6 with white
background.
d. Medical report for family members

10.13: Adding recent born children of employee to Residential permit after

they arrive to Saudi Arabia with resident visa requirements:
10.13.1 Born Inside Saudi Arabia:
a. Original Employee Residential Permit and Passport.
b. Original passport for new born.
c.

Original Passport of mother.

d. 6 recent pictures of new born child [size 4 x 6 with white

background].
e. Original and copy of Saudi Birth certificate.
f.

Vaccination report.

g. Employee pays for all expenses to add newborn child to his

Residential permit if his contract status is Single.
10.13.2 Born Outside Saudi Arabia:

a. Original Employee Residential permit and Passport.

b. Original passport of new born.
c. 6 recent pictures of new born child [size 4 x 6 with white
background].
d. Original birth certificate translated into Arabic and certified by the
translation office.
e. Vaccination Report.
f.

Employee pays all expenses to add new born child to his Residential
permit if his contract status is Single.

10.14: Renewal of Employee Passport:

a. Fill in form for renewal request from employee Embassy
b. Original passport.
c. Original and a copy of Residential permit of employee.
d. Recent personal pictures for employee as per the embassy request.
e. Employee has to comply with his Embassy directions to renew his
passport.
f.

Employee has to send passport for renewal at least 1 month prior to

the date of expiry of passport.

10.15: Obtaining a work visa from the Embassies in the Kingdom:

Requirements:
a. Fill up the visit application form from the Embassy and observe the
requirements of the request and the visit.
b. Original passport
c. Exit and Re-entry visa for non-citizens.
d. Original travelling ticket matching with its flights for the dates of the
visit visa.
e. Invitation letter from the Company or the authority for the country to
be visited and contains information of the employee and date of visit
and its expiration and the purpose of the visit sent to the Embassy of
the country in the Kingdom.
f.

A letter from the Company in both Arabic and English Language

attested by the Chamber of Commerce and Industry, which shows the

information of the employee (position, salary, etc) and the purpose of

the visit.
g. Copy of the Hotel reservation according to the dates of visit.
h. Medical insurance for the period of the visit
i.

Personal interview shall be made in case requested.

10.16: Transfer of sponsorship

Requirements:
a. The original letter of waiver from the previous sponsor attested by the
Chamber of Commerce for the Companies & Establishments and certified by
the Police and the Chief or Riyadh Passport department in case the sponsor is
an individual.
b. Original passport renewed for a period of not less than 6 months in addition
to the old passports from the date of entering the Kingdom.
c. Original of Residence with renewed period not less than 6 months.
d. 6 new personal photographs.
e. Graduation certificate translated and certified from the Saudi Embassy and
the Cultural Attach of the employees country.
f.

Current and all old (expired) Passports, which were holding KSA visa
Information.

Important points:
a. Expenses for transfer of sponsorship will be from the company.
b. The profession of the employee on his iqama should be transferable
profession set forth by Labor Office.
c. The employee who wishes to transfer the sponsorship on the Company
should have spent at least full 2 year with his previous sponsor.
d. Validity of waiver letter 3 months only from the date of issuing.

10.17: Information Transfer from Old to New Passport requirements:

a. New Original Passport
b. Original Old Passports
c.

Recent employee pictures.

10.18: Issuing or renewing Saudi Driving License requirements:

a. Original and clear copy of employee foreign driving license translated
and certified (new)
b. Original Saudi Driving License (renewal)
c. Fill in form of Traffic Office
d. Clear Copy of Resident Permit
e. Clear Copy of Passport
f.

Letter of introduction of employee from Sponsor

g. Employee Follow up with Traffic Police for driving check up and eye
sight test (Eye vision is free from Traffic office but chargeable from
any hospital).

10.19: Renewing of Vehicles Registration:

Requirements:
a. Request made to renew registration by Transport Department.
b. Original Vehicle Registration
c.

Motor Vehicle Periodic Inspection

d. Traffic Department Filled form for renewal.

Important Points:
After requirements have been prepared and submitted, Government
relations will send the documents and original paper work to renew the
registration and receive new license plates (if necessary to be
replaced).

CHAPTER 11
Authority Matrix
11.0: Authority Matrix Table80