Deloitte 

Office Policies & Procedures

for Trainee Students .…

Mirza Faizan Baig

Assistant Manager Human Resources

M. Yousuf Adil Saleem & Co.

Chartered Accountants
A member firm of Deloitte

May 27, 2010

Audit.Tax.Consulting.Financial Advisory.
Deloitte 
Deloitte 

Objective:

To provide an orientation
to the newly inducted
Trainee Students regarding
Human Resources &
Administrative Policies &
Procedures
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Introduction
Policies and Procedures are the strategic
link between
Policies andthe Company'sare
Procedures Vision
theand its
strategic link between the Company's
day-to-day operations.
Vision and its day-to-day operations.

Policy: Benefits
• Identifies company rules in General • Good practice
• Tells when the rule applies • Improved efficiency
• Describes who it covers • Greater consistency
• Shows how the rule is enforced • Avoids misunderstandings
• Describes the consequences • Saves staff time
Procedure:
• Identifies specific actions
• Explains when to take actions
• Describes alternatives
• Includes warning & cautions
 Deloitte 

POLICIES / PROCEDURES TO BE
DISCUSSED

Time Leave Stipend

Management Policy &
Conveyance

Performance Appearance
Appraisals &
& Dress Code
Promotions

M. Yousuf Adil Saleem & Co. A member firm of

Deloitte Touche Tohmatsu
Chartered Accountants
 Deloitte 

M. Yousuf Adil Saleem & Co. A member firm of

Deloitte Touche Tohmatsu
Chartered Accountants
Deloitte 

TIME MANAGEMENT
Office Timings
Days Starting Closing Lunch/Prayer Break
Time Time
Monday to Thursday 9:00 AM 6:00 PM. Normal 1:00 PM to 2:00 PM
DLS 2:00 PM to 3:00 PM
Friday 9:00 AM 6:30 PM Normal 1:00 p.m. to 2:30 PM
DLS 2:00 PM to 3:30 PM

 Saturday and Sunday are treated as weekly holidays.

 While reporting to office, your attendance needs to be marked

in the attendance register, which is kept with Messrs Junaid Bin
Yousuf (MAH/INK) and Mr. Fuzail (AAS/NYA & ERS)

 While working at client’s office having different working hours,

Trainee Students should conform to the client’s timings.
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TIME MANAGEMENT

Attendance Time Sheets Policy

• While in office, Trainees can • Trainee Student’s are required

mark their attendance on the
Attendance Register placed in
Audit Halls
• Late coming will be marked after
9:15
• Strict disciplinary action can be
taken against staff marking their
attendance on the register for
the previous days
to submit monthly Time Sheets
by the 10th of the preceding
month, duly approved by their
respective Manager
• Students going on exam leave
should submit the time sheets of
approved leave days in advance
• Time sheets provide information
on client visits.
 M. Yousuf Adil Saleem & Co.
TIME SHEET FOR THE MONTH OF OCTOBER 2007
Chartered Accountants

Name: Muhammad Hunain Position : Supervising Senior Code: 2452 MRT: Mushtaq Ali Hirani Counselor: M. Asad Supervisor: Sohail Sikandar

A. CHARGEABLE TIME
Technical Experience (Client Premises / Client work in Office) M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W
WORK
JOB LINE OF HEAD OF Grand
CLIENT PERFOR Year 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Total
CODE SERVICE ACCOUNT
MED
-

Total Chargeable Hours - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

B. Other Approved Training (NON-CHARGEABLE TIME) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Grand
Total

1610 - Training / Professional Development -

1620 - Office Work 6.5 6.5 6.5 6.5 4.5 - - 6.5 6.5 6.5 6.5 4.5 - - - 8.0 - 8.0 8.0 - 8.0 8.0 8.0 8.0 8.0 - - 8.0 8.0 8.0 149.0

1630 - Public Holidays (Days) 8.0 8.0 16.0

1640 - Un Occupied - -

1670 - Privileged Leave -

1660 - Other Leave (Days) Sick & Casual -

Exam Leeave -

Total Non-chargeable Hours 6.5 6.5 6.5 6.5 4.5 - - 6.5 6.5 6.5 6.5 4.5 - - 8.0 8.0 8.0 - 8.0 8.0 - 8.0 8.0 8.0 8.0 8.0 - - 8.0 8.0 8.0 165.0

Grand Total - Chargeable / Non Chargeable Hours 165.00

Standard Hours for the Month 165.00
Prepared by Checkd by Approved by
Overtime Hours -
Name _____________________ Name _____________________ Name _____________________

Signature __________________ Signature __________________ Signature __________________

Total Working days for the month 23

LINE OF SERVICE Work Performed IFRS Descirptions

1100- Audit and Assurance 3000 - System Review 2000 - Assets 2210 - Share Capitals 2600 - Revenue 2650 - Other Expenses
1200- Accounting and Financial Reporting 3100 - Audit 2010 - Non Current Assets 2250 - Other Reserves 2610 - Cost Os Sales 2660 - Finance Costs
1300- Taxation 3200 - Report Preparation 2050 - Current Assets 2300 - Minority Interest 2620 - Other Income 2670 - Share Of Profit Of Associates
1400- Financial Management and Corpora Service 3300 - Financial Statement 2100 - Equity & Liabilities 2400 - Non-Current Liabilities 2630 - Distribution Cost 2680 - Income Tax Expenses
1500- Information Technology 3400 - ITGCS 2200 - Equity Attributable 2500 - Current Liabilities 2640 - Admin Expenses 2700 - Others
1600- Other Approved Training (OAT) 3500 - Vouching - Verification
3600 - Existence
3700 - Others
Issues with Time Sheets
Field name Recurring Problems Desired Corrections Example/Clarification

Staff’s Name Full name is not being Please mention your full name “Imran Ahmed Siddiqui” instead of just “Imran”
mentioned

Position Most of our staff change Please change the Position after
their Position before the approval from your respective
promotion lists are even Partner(s)
signed by Partners

Code # Mentioned incorrectly; Please write correct time sheet code, Staff members inducted after November 2007
often confused with instead of employee code. have only one staff code. All other staff members
Employee/Staff Code have two codes (Timesheet Code and
Employee/Staff Code)

Client Name Client Name is being Abbreviation of client name is not Bristol Myers Squib instead of “BMS” only
mentioned in abbreviation acceptable. Please mention full name
of the client

ICAP Registration Newly introduced, often Please note that mentioning ICAP
Number overlooked Registration Number is essential to
maintain your training records;

Job Code Mostly found blank Please note that mentioning Job Code SA – For Statutory Audits,
is mandatory; we will not entertain any IA – For Internal Audit
timesheet without Job Code. SP– Special Assignment

Year End Found blank or written as Ensure that both Month and Year June 2007, or December 2007
07-08 mentioned (see Example)
Issues with Time Sheets
Field name Recurring Problems Desired Corrections Example/Clarification

Font/printing Timesheets printed are Please make sure to use printers that Please keep font size above 10pt, and font Arial
unreadable either due to printing are working properly and Fonts that
problems or small font size. are readable

Leave Leave are being mentioned Please mention all Non working days Quaid-e-Azam Day is a Public Holiday; Exam
inappropriately appropriately. leave taken are Privileged Leave; Sick or
casual leave have a separate column, and are
to be mentioned therein.

MRT MRT is being confused with the MRT means Member Responsible for Instead of Writing AAS/NYA or INK in the MRT
Reporting Partner Training. The only MRT in Karachi Field, Please only write MAH or Mr. Mushtaq Ali
Office is Mr. Mushtaq Ali Hirani Hirani

Counselor Counselor name not written as
per requirement of ICAP.
Please advise your staff that counselor
name is to be mentioned as per their
ICAP’s registration form (Form R).
MAH Section – Muhammad Asad
INK Section – Muhammad Sohail (SA)
AAS/NYA Section – Shoaib Amin Ghazi and
Naresh Kumar
ERS – Zafar Hussain Memon
FAS – Abdul Rab

Time sheet Incorrect/old Time Sheet Please use the format available at Please ask the trainees to contact Mirza Faizan
Format template is being used \\fileserver\Time Sheet Formats Baig or Mr. Fuzail Ahmed for any problems in
this regard
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Leave
Leave Entitlement Over the Period of Articleship = 130 Days

Examination Leave
Schedule for Submission of Examination leave for ICAP trainee
Trainees appearing in the following examinations are required to submit their examination
leave applications as per under noted program.

Intermediate Examination
Exams held in Last date of submission of leave applications

March by December 31
September by June 30

Professional Examination
Exams held in Last date of submission of leave applications
June by March 31
December by September 30

Please ensure that you submit your clearance Forms and Timesheets (Current and for the
leave period) at the last working day before exam leave
Deloitte 

LEAVE - Firm’s Leave Entitlement for

CA Examination Leave

SEPTEMBER - DECEMBER
For ICAP Registered Trainees

1st Attempt 2nd Attempt 3rd Attempt 4th Attempt

Days Days Days Days

Module F 45 35 25 20
Module E 45 35 25 20
Module C & D 25 20 15 15
Deloitte 

LEAVE - Firm’s Leave Entitlement for

CA Examination Leave

MARCH - JUNE
For ICAP Registered Trainees

1st Attempt 2nd Attempt 3rd Attempt 4th Attempt

Days Days Days Days

Module F 55 45 35 25
Module E 55 45 35 25
Module C & D 30 25 20 15
Deloitte  Leave - 2
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Leave - 3
Deloitte  Leave - 4
Deloitte 

STIPEND
Rupees
Per Month

INTERMEDIATE PASSED/EXEMPTED TRAINEE

STUDENTS (Effective From July 1, 2008

On commencement of training – un-registered 1,000 MYASCO

On commencement of training contract 6,500 ICAP
On passing of Module E 10,000 ICAP
On passing of Module F 25,000 ICAP
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CONVEYANCE
ALLOWANCE

Conveyance Rates
Deloitte 

CONVEYANCE ALLOWANCE
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PERFORMANCE APPRAISALS

Performance Management Defined:

Performance management is defined as a systematic approach to
improving and developing the performance of individuals and
teams, in-order to increase overall Firm’s effectiveness.

Policy:
Appraisals to be conducted every six months or after major
assignments.
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Faithful Unfaithful

Competent

Incompetent
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PERFORMANCE APPRAISALS

Why Appraisals?

• To provide feedback & obtain subordinate’s input

• To motivate high / good performers

• To identify low performers

• To improve performance, productivity and quality of work

Deloitte
 PERFORMANCE APPRAISALS
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PROMOTIONS

CRITERIA FOR PROMOTION OF • SENIOR

AUDIT TRAINEES
• PROBATIONER
– On joining the Firm till
registration with ICAP
• JUNIOR
– On registration of training
contract with ICAP
• SEMI SENIOR
– 12 months after registration /
joining
– Satisfactory Performance
– Module E attempted
– Minimum 12 months of training
after promotion as Semi Senior
– Satisfactory Performance
• SUPERVISING SENIOR
– Module F attempted
– Period Completed
– Satisfactory Performance
• OR
– CA Qualified within period
– Satisfactory Performance
In exceptional cases, based on
performance and experience, earlier
promotions may be considered.
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APPEARANCE / DRESS CODE

The Official Dress Code for Trainee Students - Boys

• Formal / Dress Shirt, Dress / Formal Trouser, Tie and Well

polished/maintained Dress Shoes

• Decent Kameez, Shalwar with Waist Coat and Well polished /

maintained Dress Shoes

The Official Dress Code for Trainee Students- Girls

• There are no specific dress code requirements for Girls,

however, it is expected of them to dress professionally and
modestly.
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APPEARANCE / DRESS CODE

Grooming is fundamental
• Hair clean and styled appropriately
• Clean shaved or properly trimmed beards
• Clean nails, skin and teeth
• Check fragrance and clothing care
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APPEARANCE / DRESS CODE

Registered Trainee Students are issued the Firm’s ID Card.

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Shared Values

Our collective culture is based on Four Shared

Values:

 Integrity

 Outstanding value to markets and clients

 Commitment to each other

 Strength from cultural diversity

Deloitte 

Ethical Principles of Deloitte

Member Firms
• Honesty and Integrity • Confidentiality
– “We act with honesty and “We respect the confidentiality of
integrity” information”

• Professional Behavior • Fair Business practices

– “We operate within the letter and “We are committed to fair
the spirit of applicable laws” business practices”

• Competence • Responsibility to society

– “We bring appropriate skills and “We recognize and respect the
capabilities to every client impact we have on the world
(internal/external) assignments” around us”

• Objectivity • Accountability and

– “We are objective in forming our decision making
professional opinions and the “We lead by example, using our
advice we give” Shared Values as our foundation”
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A Few other things……

• Plan for taking Tuition classes
• Pursuing other qualifications
• Ethics, Independence and Entity
Reputation Risk
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Thank you!
Any Questions?