Mobica Limited Sp. z o.o.

Oddzia w Polsce

EMPLOYEE HANDBOOK

Date: Version: File Name:

13-08-2010 1.4
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Copyright Mobica Ltd 2004 - 2010 Copyright of this document is vested in Mobica and the document is issued in confidence for the purpose only for which it is supplied. It must not be reproduced in whole or in part except under an agreement or with the consent in writing of Mobica and then only on the condition that this notice is included in any such reproduction.

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Change History
Date 12-11-2006 01-12-2006 20-12-2006 09-08-2010 10-08-2010 Ver 1.0 1.1 1.2 1.3 1.4 By TK TK TK JO TK Description Initial Version, derived from the English version Changes in overtime, maternity leave, expenses sections Overtime synchronized with Polish Labour Code Detailed normal hours description added, new Expenses regulations added Health & safety instructions added, fire procedures updated

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CONTENTS
1. COMPANY BACKGROUND AND ORGANISATION........................................................... 4 2. CONDITIONS OF EMPLOYMENT...................................................................................... 5 2.2 Salaries.......................................................................................................................... 5 2.3 Salary Reviews............................................................................................................... 5 2.4 Recording of Hours........................................................................................................ 5 2.5 Illness and Absence at Work.......................................................................................... 7 2.6 Leave.............................................................................................................................. 7 2.7 Confidentiality and Security............................................................................................ 9 2.8 Copyright and Intellectual Property Rights.................................................................... 10 2.9 Career Reviews and Engineers Appraisals.................................................................. 10 2.10 Resignation................................................................................................................. 10 2.11 Responsible Use of Computer Equipment................................................................... 10 2.12 Smoking...................................................................................................................... 11 3. BENEFITS......................................................................................................................... 12 3.1 Training and Academic Fees........................................................................................ 12 3.2 Private Health Insurance.............................................................................................. 12 4. WORKING ON-SITE.......................................................................................................... 13 4.1 Hours............................................................................................................................ 13 4.2 Use of Facilities............................................................................................................ 13 4.3 Travel Time.................................................................................................................. 14 4.4 Assignments Abroad.................................................................................................... 14 4.5 Travel Insurance........................................................................................................... 14 4.6 Back-ups...................................................................................................................... 14 5. OFFICE PROCEDURES.................................................................................................... 15 5.1 Internal & External Timesheets.................................................................................... 15 5.2 Keys............................................................................................................................. 15 5.3 Telephone & Faxes...................................................................................................... 16 5.4 Desks and Personal Belongings................................................................................... 17 5.5 Computers and Development Equipment...................................................................... 17 5.6 Parking.......................................................................................................................... 17 6. EXPENSES........................................................................................................................ 18 6.1 Travel Expenses........................................................................................................... 18 6.2 Other Business Expenses............................................................................................ 19 6.3 Subsistence and Entertaining....................................................................................... 19 6.4 Non-Car Travel............................................................................................................. 19 6.5 Use of Private Cars...................................................................................................... 19 6.6 Sundry Expenses......................................................................................................... 20 6.7 Long-term Assignments .............................................................................................. 20 7. HEALTH & SAFETY........................................................................................................... 22 It is the Employers responsibility to: ................................................................................... 22 7.2 Responsibilities............................................................................................................. 22 7.3 Fire............................................................................................................................... 23 APPENDIX A DISCIPLINARY PROCEDURE...................................................................... 25 APPENDIX B GRIEVANCE PROCEDURE.......................................................................... 27 APPENDIX C TIME & EXPENSE RECORDING.................................................................. 28 APPENDIX D ALLOWANCES AND BONUSES.................................................................. 29 APPENDIX E WHOM TO CONTACT FOR WHAT.............................................................. 30

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1.

Company Background and Organisation

Mobica is an independent software services company founded in 2004 by Nick Stammers and Jon Clayton. We provide consultancy, software development and integration services for electronics companies, software product developers and leading technology users across the world. Although primarily working in new technology areas, we pride ourselves on good old-fashioned values: honesty, reliability and hard work. And getting the job done! Our customers confirm our view that it's better working with people who have a solid technical base and enough drive to expand their knowledge. We have specialist skills in: Comms, mobile telecoms and wireless embedded and real time systems high reliability and mass market products Our customers use our services time and again because we: deliver solutions reliably, honestly, and effectively understand customers' needs for confidentiality work hard to build long term relationships Mobicas core values are:
> > > >

Quality - skilled teams, effective systems, robust design, thorough planning & testing Value - competitive prices, leading technology, high quality solutions Independent - freedom to develop the most appropriate solutions Reliable - honest & flexible, motivated engineers with extreme technical competence

The company consists of three offices. The head office is located in Manchester, while the Polish offices are located in Warsaw and d. The Executive Board of the company comprises: Nick Stammers Jon Clayton Mike Gibbons Paul Sherwood Tomasz Krawczynski

The Managing Director of Mobica Limited is Mike Gibbons The Commercial Director of Mobica Limited is Paul Sherwood The Managing Director of the Polish Branch Office is Tomasz Krawczynski. The Site Manager of the office in Lodz is Rafal Janczyk The Director of Engineering (UK) is Jim Carroll The Director of Engineering (Poland) is Ralph Scott An employees manager should be the first point of contact for employment or other issues but an employee is free to approach any Director about any concern. To find out who deals with other administration functions see APPENDIX E Whom to Contact for What. Most importantly work hard and Have Fun!

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2.

Conditions of Employment

This section deals with the conditions of employment generally applicable to all Engineers. It is an amplification of and thus part of the contract of employment which each employee signs when accepting a Mobica job offer. The guidelines in this section should generally be adhered to. However, there may be occasions when working/holiday arrangements need to differ from those specified here. The Board has discretion to agree to different arrangements. Where such an arrangement is entered into, it should be recorded in a memorandum from a Director to the employee and kept in the employees personnel file. 2.2 Salaries

Salaries are paid directly into employees bank accounts on or before the last day of each month. On joining the company, or changing banks, employees must ensure that the Administrator is informed of their bank, branch name and sort code, account name and number. Salaries are paid monthly on the last working day of the month. Overtime payments are normally paid not later than with the following months to salary. Overtime will be paid at the prevailing rates according to the Polish Labour Code. Expenses claims and Travel Expenses Claims (Rozliczenia delegacji) should be delivered by 15 th day of the month following the month during which they occurred. This will allow Administration to arrange the payments together with the Salary by the end of the month. Delivering Expenses Claims and Travel Expenses Claims (Rozliczenie delegacji) after 15 th day deadline will result in processing the Expenses Claims and Travel Expenses Claims one month after. Contract employees (working on umowa zlecenie) working on hourly rate will receive their remuneration after timesheets for current month have been received and approved. This can take up to 7 days of the month which follows. Employees who join late in a month, after the payroll has been run, will have the part months salary added to the following months salary. Employees leaving before the end of the month will not receive their residual pay entitlement until the companys payroll is run. 2.3 Salary Reviews

There is one salary revision each year - 1st January. A change of salary at any other time will be in exceptional circumstances only. Junior Engineers can expect a review at six-monthly intervals. Other Engineers will normally have a salary review each year, effective from 1st January. Engineers should be informed of their new salary on or before the date on which it comes into effect. 2.4 Recording of Hours

Employees are responsible for the accurate and timely recording of hours worked on Internal and External Timesheets (see 5.1 Internal & External Timesheets). 2.4.1 Normal Hours

The normal working day is 8 hours worked. In accordance with Article. 134 of the Labour Code, the employee is entitled to a quarter-hour break, if the daily working time exceeds 6 hours. The lunch break which lasts more than 15 minutes is not included in the working hours.

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Due to the weariful character of work with computer displays employee is entitled to take at least 5-minute break, which will count as working time, every hour of uninterrupted work in front of the computer. Breaks do not add up and cannot be postponed. All Engineers are on flexitime unless otherwise specified in their employment contract or job description and subject to the following criteria: Employees working on clients sites must work in line with the clients normal working day. Core hours must always be worked; namely 9.30 12.00 and 14.00 16.30 The maximum number of hours that can be worked in any one day is 11. Under special circumstances the employer can change the scheme of the working hours in such a way that regular working hours could be extended to 12 hours a day, but in this mode the working hours cannot exceed 40 hours during an average regular week (5 working days) within a month recording time. The total number of hours worked in a month should be the number of working days times 8 (i.e. 21 days = 168 hours). Some Engineers may be subject to different core hours related to their jobs. In this case, the core hours will be defined in their employment contract or job description. 2.4.2 Abnormal Hours

Where the working hours over an extended period are wholly or substantially (at least 50%) outside the normal working day (e.g. To fit in with a clients pattern of work) then the hours worked and rates paid will be considered and agreed beforehand with a Director. 2.4.3 Overtime

Overtime is the hours worked in excess of the normal monthly hours. Overtime will only be paid where authorised in advance by a Manager or Director. Engineers should only work extra hours when asked to do so by a Manager or Director, usually to meet deadlines. Overtime hours may alternatively be put into the Time Bank (see below) and used by the Employee upon a written request. Overtime is paid according to the regulations of the Polish Labour Code. Overtime is not available to Directors, Salespersons and Managers unless by special arrangement. Maximum number of overtime hours in a calendar year is 416 hours 2.4.4 Time Bank

Time Bank is a mechanism to compensate for overtime by converting it to leave which may be taken at a later date. For example, if you work 166 hours in a four week (160 hour) month, then the outstanding 6 hours are added to your Time Bank hours. The following rules apply to Time Bank hours: The hours from the Time Bank have to be taken in the next month. In special circumstances (approved by the Managing Director) the Time Bank hours can be brought after more than one month. Under no circumstances the number of hours at your Time Bank can be lower than 0 (zero) on the last working day of each month The hours from the Time Bank are not paid and should be used for flexible management of employees working time.

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Any working hours above 8 hours a day should be added to the Time Bank If an employee collected more than 40 hours in his/her Time Bank in the end of month, and is not able to compensate them with the leave during the following month (due to the project requirements) the employer will pay the hours from the Time Bank as an overtime according to the Polish Labour Code. The overtime is paid within 30 calendar days from the approval of the Managing Director of Mobica Limited Sp. z o.o. Oddzia w Polsce. 2.4.5 Night work

Working at night is from 10 pm to 7 am Work at night is paid according to the regulations of the Polish Labour Code

2.5

Illness and Absence at Work

The Employee is required to notify the Company by telephone early (before 10am) on the first day of absence if they are unable to attend for work due to sickness or injury. As far possible, they should also inform the Company when they expect to return to work, and make contact again if the illness is for a longer period than originally expected. In case of an illness absence the employee is required to provide a standard Polish medical absence certificate issued by authorised medical practitioner. A medical certificate confirming inability to work due to illness should be provided within 7 days from the date of its issue. Absence at Work for a day or part of a day without prior notification of the Employer and his approval is justified only by the following reasons: Accident or sickness requiring separation (quarantine) Accident or sickness of the family member requiring the personal care from the Employee Circumstances requiring the personal care of the Employee over the child below 8 years Unusual circumstances disabling the Employee to appear at the office Necessity to rest after the night business trip within 8 hours from finishing the trip, if the conditions of the business trip did not allow the rest within the night time. In the above cases the Employee should provide the Employer the following profs of the absence: Medical absence certificate or decision of appropriate sanitary inspector Written statement signed by the Employee describing the necessity to exercise personal care over the child below 8 due to unexpected closure of the kindergarten, school etc. Written request issued by an appropriate court, prosecutor, police or other public administration agency for the Employee to report in character of witness or defendant, with the written confirmation of the presence of the Employee during a trial. The Employee on the first day after his absence is requested to provide a written statement of his absence. The recognition of the absence as justified or unjustified is the responsibility of the Employer of the person appointed by the Employer. 2.6 2.6.1 Leave Annual Leave Entitlement

The Employee has the right to annual paid leave. The Employee cannot resign from the leave. The entitlement to the annual leave is exercised as follows:
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20 working days if the total employment is lower than 10 years 26 working days if the total employment is 10 or more years Full time employees are entitled to their leave according to the regulations of the Polish Labour Code, in addition to public holidays, with the leave year running from the 1st January, or the first working day of the year, to the 31st of December. The Company may specify when 5 days of this leave are to be taken usually to coincide with office closedown periods (e.g. between Christmas and New Year). At the beginning of the year the Employee should present their holiday plan for the actual year. The plan does not include holidays known as leave on request. Postponement of leave or cancelation is possible at the request of the employee and has to be agreed with the manager. The following approval procedure is used for holidays: Holidays Request Forms Holiday requests forms are available in the administration and in the MobicaWiki https://warsaw.mobica.pl:8888/ScrewTurnWiki/ (also attached with the Employee Handbook) Holiday requests forms should be approved by client Project Managers, Mobica Project Managers and Mobica Director. Confirmation of this approval from the client should be kept in the email box and/ or noted on the holiday request. If the client raises an objection to a request, Engineers must inform a Manager or Director who will discuss the request with the client. Employees should not automatically assume that the leave will be approved. In particular, they should not book tickets or make similar commitments until after approval. At least a month's notice should be given for 1 week's holiday. If holiday of longer than a week is required, at least 2 (ideally 3) months' notice should be given. Requests made with the appropriate notice are very likely to be approved. Requests made with shorter notice will be considered sympathetically but may well be refused. Engineers needing small amounts of time off to attend to personal matters, including visits to the doctor or dentist etc. should make up their hours via flexitime. Otherwise they should book leave. Employees are encouraged to take their full annual leave entitlement. The following rules apply to unused leave: In some circumstances with prior approval by a Manager or Director some of the unused leave may be carried forward to the Q1 of the following year. A continuous holiday running from December into January may be set against the leave entitlement of either or both years. In case the Employee hasnt booked all the leave within the year, The Employer has the right to make the Employee to use his leave within the first quarter of the following year. The Employee cannot refuse such an arrangement. The change of the booked leave is possible only: On the Employees written request, justified with important reasons On the Employers important reasons, if the absence of the Employee could create a serious disturbance in the company operations. If an employee leaves Mobica having taken more or less holiday than their entitlement up to the date of leaving, then their final pay will be adjusted accordingly. Employees are, however, encouraged to take all their holiday entitlement before they leave.

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2.6.2

Unpaid Leave

In exceptional circumstances, unpaid leave may be allowed at the discretion of a Manager or Director. However, it is the company policy not to give the accept the unpaid leave. In such case the Employee should notice the Employer and re-apply for the job, after the unpaid leave is completed. 2.6.3 Maternity Leave Policy

It is the Company Maternity Leave Policy to follow the regulations of the Polish Labour Code. 2.6.5 Compassionate Leave

The compassionate leave is allowed following the death of an employees partner, or an employees or partners ancestor, descendant or sibling according to the regulations of the Polish Labor Code. The amount of days of the Compassionate Leave follows the rules at the Polish Labour Code. 2.6.6 Public Holidays

Wherever you are working you should take local public holidays. Where this results in an engineer taking more public holidays than the Polish entitlement then the surplus shall be classified as part of the engineers holiday entitlement. Public holidays do not count as working days in the month and are recorded separately on the internal timesheet. When working outside Poland, a Manager should be notified in advance of public holidays other than normal Polish holidays and these should be noted on your internal timesheet. Factory holidays present a particular problem. When working at a site that closes for annual holiday, you should discuss with a Manager, at the earliest opportunity, how this time can best be used, e.g. by working off-site, training, or working on another project for a short time. 2.7 Confidentiality and Security

Mobica and its customers work on very commercially sensitive projects and take confidentiality very seriously. All information relating to Mobica or client commercial operations is strictly confidential. Engineers are required under the terms of their contract of employment to keep such information confidential. That means you should not discuss, or disclose in anyway, to anyone outside of Mobica (and not limited to): The names of customers, suppliers and Engineers Details of projects Details of meetings Sales and pricing information, marketing data, business plans and processes relating to Mobica, customers or suppliers If you are in doubt as to whether you should disclose an item of information, seek guidance firstly from the manager or a Director. In addition, for certain projects, clients request Engineers to sign individual confidentiality agreements. Engineers must not sign any such document without first checking with a Director or direct manager, who will examine the exact wording of the agreement in order to protect Mobicas interests and Intellectual Property Rights. Engineers should note that in the case of public sector work legislation may apply, whether or not an agreement is signed. Do not take confidential material out of the office or out of a client site without prior authorisation. When travelling with confidential material, do not read it where it can seen by other travellers.
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Think carefully before sending confidential information via Email. Avoid including customer names in Emails. Do not leave confidential Email lying around on PCs, especially on client sites. When travelling with a laptop keep it with you at all times. Never leave it unattended in an insecure place. Hard drives have to be always encrypted. Engineers are reminded that the confidentiality obligation continues after leaving Mobica, as defined in the Employee contract. 2.8 Copyright and Intellectual Property Rights

Engineers are reminded that the copyright of all work produced by the employee during the employment with Mobica remains the property of Mobica or Mobicas client when this has been agreed between Mobica and the client. The provisions of this clause extend to all works created by the employee outside of normal working hours, with the exception of any work that is wholly unconnected with the employees employment with Mobica. 2.9 Career Reviews and Engineers Appraisals

In order to provide direction for the employees career development, appraisals are carried out each year by a Manager or Director. The appraisal is normally in November or December with the preceding year being discussed and the good and bad points of the Engineers professional work and Mobicas performance identified. Plans are made for the next period to develop the Engineers knowledge and experience. These plans will take into account, as far as possible, the persons preferences regarding career development, such as location and the type of assignments. At the Appraisal Update (in May/June), the primary task is to monitor how the actions/ plans identified at the main appraisal are proceeding, are they still correct, have actions been overlooked, etc. The results of the appraisal are recorded on review forms so that they can be referred to at the next appraisal. Engineers should prepare their comments in writing before an appraisal in order to make the discussion more constructive. 2.10Resignation From time to time employees may wish to leave the company. The employee must provide written notification including the last anticipated day at work. The employee will be invited to a resignation interview to discuss the reasons for leaving and remedy them if possible. It is in everyones interests to inform the company as early as possible that they are looking for another job. Advance warning gives more time to solve any issues and allows project work to be handed over in good order. The employee must return any company property and confidential information in their possession including keys, computer equipment, documents, and files on CD etc. Employees who leave will normally be welcome to rejoin at a later date. 2.11Responsible Use of Computer Equipment It is desirable to take a break from the screen during the day. There is a legal requirement to take at least 5 minutes break after working a period of 1 hour and for health reasons it is best taken away from a screen. Four absolute rules regarding the use of computers: 1. Computer games are not permitted at any time.

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2. Internet surfing during work hours is limited to project related research. The internet may be used after hours and during lunch breaks. Offensive, indecent and obscene material is strictly prohibited. 3. Unauthorised and unlicensed software must not be loaded. 4. Monitors must be switched off at night. 2.12Smoking Smoking is not permitted in Mobica offices.

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3.
3.1

Benefits
Training and Academic Fees

Mobica will consider paying all, or part of, the fees for any relevant training or academic course that an employee starts while working for Mobica. If a member of Engineers resigns, he or she may become liable for fees recently paid out in relation to training or academic courses attended. E.g. fees for any Mobica subsidised course attended in the twelve months immediately preceding resignation. 3.2 Private Health Insurance

The Company will provide a private health insurance for each employee working on site at the office in Warsaw and d. Medical package will be covered to the amount of 120 PLN by the company, in the case of the more expensive package, or family medicine, the difference will be deducted from the salary. Depending on the statutory regulations part of medical package will be added to the employees income.

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4.

Working On-Site

This section deals with aspects of employment specifically related to working on client sites. A major consideration is that the client will judge Mobica as a company by the behaviour of its Engineers on site. In general you should avoid doing anything you would dislike if you were the client. In particular, the following should guide your conduct: always act in the clients best interest where this is not at odds with the interest of Mobica Be aware of confidentiality issues, and in particular do not divulge anything about Mobicas other clients, or other Mobica projects. keep the client informed, through your project leader if appropriate tell the truth be courteous and reliable if you are treated inconsiderately do not take offence, but in the event of any serious problem with client Engineers or site conditions do flag the issue to Mobica at the earliest opportunity Credibility is hard to gain and easy to lose. You must always be punctual and reliable. Never give estimates for completing a task to the client unless you are completely sure you have ample time to deliver - it is much better simply to report progress. If necessary, refer the client to the Mobica Manager responsible for that client, who will provide an estimate if essential. Dont guess - if you are not sure of the answer to a question, say so and offer to find out. Fee rates should never be discussed with clients. If the question of fees arises, these should always be referred to a Manager or Director. When working at a client site, employees must ensure that the Administrator at the Mobica office is promptly advised of the telephone number and extension at which they can be contacted. 4.1 Hours

You should ensure that you work the hours contractually agreed between Mobica and the client. These will normally be 8 hours per day plus half an hour for lunch. In general you will be expected to work in the same manner as the clients Engineers. For example, if they clock on and off you should do so as well. In particular, do not arrive late in the morning or take extended lunch hours. These things are invariably noticed by the client (or his Engineers) and disliked. Leave should be agreed in advance with the client, even if it is only a few hours. If overtime is required please make sure that it is authorised by the client. Check this with the Mobica Manager responsible for the client, as only authorised overtime will be paid. You must record your hours on an external timesheet and have it signed by your manager (see 5.1 Internal & External Timesheets). 4.2 Use of Facilities

When working on site, the client should provide you with similar working conditions to those of his own Engineers. If you think your conditions are unsatisfactory let a Manager know, so that they can attempt to rectify the situation. Do not use client facilities such as those listed below, unless required to in relation to your professional work:

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the photocopier the fax machine the telephone internet (web & email) the stationery store the subsidised canteen (unless specifically permitted by the client) reserved parking Travel Time

4.3

Travelling time to clients sites is to be in staffs own time due to the flexible requirements of the Business. Exceptions are inter-continental travels lasting more than 8 hours. In this case, the trip should be reported as an internal time. 4.4 Assignments Abroad

Make sure that your passport is in order and that you have the appropriate visas for the countries you will be visiting. You should normally allow at least 2 weeks for obtaining visas. 4.5 Travel Insurance

All employees are covered by medical insurance abroad. The person from the administration should give the person leaving the insurance number and tell how to contact the insurance company when that becomes necessary. 4.6 Back-ups

When working on site ensure that reliable and frequent backups of your work are being produced. If you have any doubt about the safety and reliability of the client site backup mechanisms offer to maintain your own backups, and do so.

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5.
5.1

Office Procedures
Internal & External Timesheets

Mobica works on a calendar month basis. Internal and External Timesheets must completed accurately and given or faxed to the Administrator by the end of each month. Internal timesheets are used to analyse Engineers time and for recording sickness, holidays and overtime. See also APPENDIX C Time & Expense Recording. Our cash flow depends on prompt issuing of invoices. An External Timesheet must be completed for each customer project worked on whether carried out on-site or in-house. To eliminate delays it helps if you arrange with the appropriate manager (or his/her deputy) to have the timesheets authorised. The external and internal timesheet should be verified and delivered before the end of the month to the administration. External Timesheets must be filled out and returned regardless of whether or not client authorisation is necessary. 5.2 Keys

All Engineers will be issued with a standard means of entry to the front door of the building they are assigned. This may vary depending on the security present at the building and is likely to be ether a key, security code, security device. This may be used between the hours of 8 am and 7 p.m. For added security, additional keys/codes, burglar alarm combination etc is required for access outside these hours. Please talk to your manager or an administrator for specific details of your building. If you require access to the building outside of normal hours then please inform your manager. An authorised key holder will normally be available to open and secure the building in these circumstances. Subject to approval and necessity (i.e. if you are likely to be first in or last out of the office), your manager may appoint additional authorised key holders and issue the additional security as described above. 5.2.1 Authorised Key Holders

Authorised key holders are responsible for opening the building in the morning and securing it at night. The procedure is different in each building and the specific details will be provided when a key holder is appointed. In general the first person into the office should disarm the security alarm. They should be familiar with the security system. The last person to leave the office must follow the steps below before leaving: 1. Switch off all monitors. 2. Close and lock ALL windows, close ALL blinds and switch off the office lights. 3. Close the internal doors and lock the doors to the landing. 4. Switch off the photocopier 5. Switch off all lights. 6. If there is no one else left in the building (check all rooms/floors), set the burglar alarm, again, make sure you are familiar with the system.

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5.3

Telephone & Faxes

Telephone operation will depend on the phone system in use at your building. Please ask a colleague/Manager/administrator for basic training and/or manual. Most of our phone systems have the following common operation. 1. For outgoing calls there is no prefix, please select the area code and the phone number or select one of the line buttons. 2. To transfer an incoming call press HOLD which will put the line on hold. Select the appropriate extension and confirm that the person wishes to take the call. Replacing the receiver will connect the caller with the selected line. 3. When calling abroad please dial 00 plus the country code. Personal calls are acceptable within reason. Long conversations, even if local, are unacceptable because they tie up lines. Long distance/international calls, unless urgent, should be avoided. When answering the phone, please follow the rules below: Answer : Good Morning/Afternoon, Mobica When they ask for someone : Ask who's calling When you transfer a call : Tell the person who it is calling Never give out names of Mobica Engineers except when asked for names of Directors. Ask what the call is regarding and transfer the call to the appropriate person. If unsure take their number and get the Administrator or a Manager to call them back.

Never give out on-site telephone numbers.

5.3.1 Telephone Messages

Offer to pass a message to the person concerned. If someone is insistent or difficult, pass them on to a Manager or Director.

If you are unable to put a telephone call through to the person for whom it is intended, or pass it on to someone else who can help, you should obtain and write down: the name of the caller date and time of the call his or her company name and telephone number any message that they wish to leave Please pass messages on as quickly as possible. If you are unable to reach the person send the message via Email. When the person concerned is in a meeting, the meeting should not be interrupted unless specific instructions have been given for calls to be put through. However, every effort should be made to deliver messages before the end of the working day and it may be necessary to interrupt a meeting that is going on after 5.00 p.m. 5.3.2 Faxes

A Facsimile Form (Fax Header) should be used as the first page of all outgoing faxes. Hard and soft copies are available from the Administrator. 5.3.3 Mobile Phone Policy

The company does not provide mobile phones except in exceptional circumstances (e.g. for trips in some overseas countries). The cost of business calls can be claimed through expenses. International calls should be avoided and land lines used where possible. To obtain a refund the bills/billings or invoices are required.

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5.4

Desks and Personal Belongings

Before starting an assignment at a client site please clear your desk and ask the Administrator to arrange safekeeping of any items you wish to keep. Move all personal files from local hard disks onto the server. Files not loaded onto the server may be deleted. Let the Administrator know whether you wish to have your mail (subscriptions etc.) kept in the office or forwarded to you. On returning to work in the office you will be allocated a desk where you can transfer your belongings out of storage. 5.5 Computers and Development Equipment It is obvious that all equipment, whether our clients, or ours should be treated with care. If the equipment belongs to a specific project, check with the project leader before using it. In all cases, read the equipment manual before use. The administrator records all loaned equipment in a Loaned Assets account. They must be informed whenever new equipment arrives, and whenever equipment changes location (so that we may arrange appropriate insurance). Check when installing software that Mobica has a license for it! You should always obtain permission from your manager before loading any software onto a computer. Be equally careful of other peoples program and data files. Do not run programs that may cause file corruption without checking that a backup copy exists. Do not delete files without checking with the owner that they are either obsolete or backed-up. In general, leave equipment as you would like to find it. PCs should always be switched off at night unless running tests etc., except for certain general service machines (see 5.). 5.6 Parking Please consult a manager for any local rules concerning parking.

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6.
6.1

Expenses
Travel Expenses

When working abroad the staff will be paid either the allowances according to the Polish Labour Code regulations or have their expenses reimbursed by the company according to the bills documenting of the costs incurred. The choice of the method of the travel costs reimbursements remains at the discretion of the employee. If a daily allowance plus an allowance for transport are paid to the Employee, no other receipts will be allowed as claims for expenses. See APPENDIX E Whom to Contact for What for the specific admin person to contact in relation to expenses, travel and accommodation arrangements. The following principles and guidelines apply to all expenses and travel rules: Before the travel the Mobica Travel Form has to be filled. (Available here: https://warsaw.mobica.pl:8888/ScrewTurnWiki/ and in the administration staff) All fields must be completed, the form should be signed by the employee and authorized person. Trips should be scheduled and travel booked as far in advance as possible to reduce costs. All travel, flights, trains, hotels to be booked through admin. Trains should always be booked in advance where advance tickets are cheaper. Taxis should only be used where public transport is not possible. Any regular use of taxis must first be approved by an Administrator. Any cost of additional meals which appear on the hotel bill present in the business settlement are deducted from the daily allowances. Mobica travel rules include use of low cost airlines wherever possible, indirect flights if cheaper, Bed and Breakfasts or Budget Hotels, Taxis only paid where absolutely no public transport options possible, all journeys planned/booked well in advance to avoid increased costs. Any Flight over 250 GBP is considered expensive and requires Director approval. (if it has to be more expensive: if the ticket is reimbursed by the client - requires Tomek Krawczyski, Ralph Scott, Przemek Krokosz or Rafal Janczyk, if not refunded require the consent of Tomek Krawczyski) Any flight over 350 GBP that is not authorised/paid for by a customer will only be authorised if Business Critical MD, or FD approval required Maximum limit for Hotels is 50/night GBP, unless exceptional circumstances MD/FD approval required While working abroad monthly limit for flight of 350 GBP is assigned. If an employee buys a ticket for his close person, the ticket cannot be more expensive than the 200 GBP (subject to the condition of limit 350 GBP per month). The limits will not move from month to month. Travel Business Settlement Form (rozliczenie delegacji) must wherever possible be supported by receipts showing the goods or services supplied and the VAT registration of the supplier. Credit card receipts are not VAT receipts and where a credit card is used, a separate VAT receipt must also be obtained.Every employee is required to deliver the Travel Business Settlement (rozliczenie delegacji) not later than 15rd day of the month following the month in which the travel took place.
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Travel budgets:

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Business trip run from the exit of PL to the next arrival. If the employee does not return every month, the statement should close the last day of the month. Settlement of the business trip after the approval and signature by Tomasz Krawczyski will be paid at the end of the month. Average exchange rate will be taken from the 15th of each month. Delivering Travel Business Settlement after 15th day deadline will result in processing the Travel Business Settlement one month later. Those employees, who fail to comply with the above WILL NOT receive advance payments for the next trip and will receive reimbursement on the basis of the Expense Claim form, together with the bills. Employees are obliged to prepare Travel Business Settlements (rozliczenia delegacji) by themselves, administration in Warsaw or in od can give some guidance to the firsttimers. Other Business Expenses

6.2

If the employee buys things at the expense of the company should complete Purchase Approval Form. Any advance payments received for purchases for Mobica must be cleared as soon as the invoice from the provider is delivered. After purchasing the employee should complete the Expenses Claim and attach to this bill or purchase invoice. All Expenses Claims should be delivered by 15th day of the month following the month during which they occurred. This will allow Administration to arrange the payments together with the Salary by the end of the month. Delivering Expenses Claim after 15 th day deadline will result in processing the Expenses Claim one month later.

6.3

Subsistence and Entertaining

Please note the following definitions: Subsistence - This relates to expenditure for meals, accommodation etc. incurred on company business except where defined as entertaining (below). It also covers business lunches where only Mobica Engineers are present. VAT can be reclaimed on subsistence expenditure provided a VAT receipt is obtained. Entertaining - This applies to expenditure where non-Mobica Engineers are included. cannot be reclaimed on entertaining (even of overseas clients). VAT

When you spend nights away from home in the course of company business, you may claim as subsistence the cost of an evening meal, overnight accommodation, and breakfast, unless the assignment is a long term residential assignment, where the rules in 6.7 Long-term Assignments apply. 6.4 Non-Car Travel

All travel to be in standard class. Receipts must be obtained. Note that in major cities most journeys are quicker by public transport than by car or taxi, which should therefore be avoided unless clearly more cost-effective. 6.5 Use of Private Cars

When you use your own car on company business, you should claim a mileage allowance at the current rate (see APPENDIX D Allowances and Bonuses). When claiming business mileage
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details of the journey start point, end point and distance should be recorded on the expense claim form and also the car make, model and engine size. This information is required by the Tax Authorities in order to justify the expense claim. The mileage/cost of normal travel to work should be entered in the Travel Deduction column and deducted from the total. 6.6 Sundry Expenses

Expenses for items such as books, stationery, postage and telephone calls will be incurred and claimed from time to time. The expense should be fully itemised on the expenses claim form and the appropriate receipt should be attached wherever possible. In an emergency, where a project is in danger of being delayed and no Director or Manager is available to authorise the expense, an employee may commit to spend up to 1000pln on essential items such as technical manuals, software packages, computer hardware or repairs. Naturally, however, the Directors would prefer that you check with them beforehand if possible, lest Mobica already own the item or an appropriate alternative. 6.7 Long-term Assignments

For long-term assignments the company may arrange non-hotel accommodation (e.g. a rented apartment or house) which you may be required to share with other Mobica Engineers. For longterm assignments the company will reimburse the full costs of the following: Accommodation costs Reasonable Telephone calls on long term assignments will be paid by the company as long as cheap rate phone cards are used. Use of Hotel phones will not be reimbursed. To receive reimbursement for the phone you must provide your phone bill or billing charge and the selected numbers, which calls are recoverable Cost of travel for visits home. The number of visits must be agreed with a manager before starting the assignment and will be determined by cost and practical travel time. More frequent visits are acceptable when it is practical and cost effective. Flights must be booked as far in advance as possible to ensure lowest cost fares. The monthly limit is 350 GBP In case of a flight for a family member/partner, the company can pay for it if the employee hasnt been returning home for at least one month and has resigned from such a flight. The flight cannot cost more than 200 GBP The amount of 350 GBP is for a one month and can be used only during calendar month, it means that the amount is not transferred to the next month The following is a guideline for what might be minimum number of visits: Poland Weekly UK, EuropeMonthly, possibly combined with a long weekend. Asia/USA To be agreed on case by case principle. For hotel accommodation: Breakfast and evening meal For non-hotel accommodation: Costs for utilities (gas, electricity, water). Internet
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Gardening costs as required by tenancy agreement. Meals will not in general be covered when cooking facilities are provided. However, occasional meals out may be claimed.

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7. HEALTH & SAFETY

It is the Employers responsibility to: Familiarise the employees with the regulations concerning the health, safety and fire safety Provide the appropriate training upon entry of each Employee regarding the use of office and personal equipment, as well as conduct periodical trainings in these areas for all employees. Organise the work in such a way that it conforms to the safety regulations Send each employee for medical examinations upon entry and periodically, according to the Polish regulations. Before leaving the work place the Employee is requested to clean it, close the windows, check the safety and security of the equipment, make sure that all the company documents are stored in appropriate place and protected from unauthorised access, switch off the lights and heating. 7.2 Responsibilities

Overall and final responsibility for health and safety rests with Tomasz Krawczynski Day-to-day responsibility for ensuring our policy is put into practice is delegated to Jerzy Wiluk. To ensure health and safety standards are maintained and improved, the following people have responsibility in the following areas: Jerzy Wiluk Risk Assessments, First Aid, Fire Safety & Co-ordinator All Engineers must cooperate with management on health and safety matters; must take reasonable care of their own health and safety; and must report all health and safety concerns to Jerzy Wiluk and Tomasz Krawczyski. Engineers must not interfere with anything provided to safeguard their health and safety. Health and Safety risks arising from our work Risk assessments will be undertaken by Jerzy Wiluk. The findings of the risk assessments will be reported to the Management Team in the monthly management meeting and minuted for action. Risk assessments will be carried out at least every year, and the results discussed with all Engineers. Safe Plant & Equipment Jerzy Wiluk is responsible for identifying all equipment needing maintenance; Jerzy Wiluk will be responsible for ensuring effective maintenance procedures are drawn up, or appropriate maintenance contracts let; and for ensuring that all the necessary work is done.

Information, instruction, etc The Health and Safety Law posters are displayed at all offices. Accidents, first aid and work-related ill-health A First Aid box is kept in all kitchens and with all first aiders. Qualified First Aiders appointed is: Jacek Stanusz in Warsaw, Piotr Winiewski in Lodz.
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Monitoring We will monitor our working conditions, and ensure that good practice is being followed, specifically: Jerzy Wiluk is responsible for investigating accidents Jerzy Wiluk is responsible for investigating work related causes of sickness and absences Jerzy Wiluk responsible for acting on the findings of such investigations, to avoid any recurrence.

Fire and Evacuation Tomasz Krawczynski is responsible for ensuring fire risk assessments are carried out and acted. Escape routes are checked by Tomasz Krawczynski; Fire extinguishers are maintained and checked by a suitably qualified company and the on site fire officers. Alarms are tested by Tomasz Krawczynski monthly. Emergency evacuation will be tested every 12 months. 7.3 Fire

All Employees should familiarise themselves with fire the exits and the location of fire alarms and extinguishers. Fire exits must not be obstructed in any way e.g. by desks, chairs, personal belongings etc. On hearing the fire alarm, employees should leave the building by the nearest exit and report immediately to the assembly area, If you discover a fire, you should: FIRST SECOND THIRD FOURTH FIVE Raise the alarm / Inform the fire officer Call the Fire Brigade If practicable without risk of personal injury close all windows, turn off any fans & air conditioning. The last person out of the office should close the door If practicable without risk of personal injury attempt to extinguish the fire Evacuate the building as quickly and sensibly as possible

On being notified of the outbreak of fire, the fire officer or senior member of Engineers should: Ensure that the fire brigade has been called Pending the arrival of the fire brigade, go to the scene of the fire and supervise the fire fighting Clear everyone, except those engaged in the fire fighting, from the immediate vicinity of the fire Order the evacuation of the building as soon as it becomes apparent that fire or smoke is spreading. Do not wait until the fire is out of control Take a roll call of all Engineers when the premises have been evacuated (in-the event of any uncertainty, in-house Engineers can be determined from the current availability sheet). 7.4.1 Use of Fire Extinguishers

Do not attempt to tackle a fire with an extinguisher unless you are trained and confident that you can operate the equipment. Take a position where access to the fire is unrestricted, but where a quick and safe retreat is possible, i.e. on the side of the fire nearest an exit.

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Crouching will help the operator to keep clear of smoke and avoid heat and allow a closer approach to the fire. Always ensure that a fire is completely extinguished and not liable to re-ignite or continue smouldering. Carbon dioxide extinguishers are suitable for use on electrical apparatus (though some damage may be caused by extreme cold). It should not be used in confined spaces where there is a danger that fumes may be inhaled. To operate the extinguisher, raise the horn so that it can be pointed at the fire, remove the pin and squeeze the grip together. DO NOT hold the horn or the base of the cylinder as these become intensely cold. The jet will make a loud noise, will stretch about 6-7 feet and will last about 14 seconds. Do not stop and start when using the extinguisher. On fires in electrical equipment, switch off the current and then direct the jet or horn straight at the fire. Where the equipment is enclosed, direct the jet or horn into any opening with the object of penetrating the interior. NOTE: the concentration of carbon dioxide required to extinguish a fire is 40%. This is a LETHAL concentration: withdraw immediately. Extinguishers are only to be used to deal with small fires. Do not continue to fight a fire if it is dangerous to do so, if there is a possibility that the escape route may be cut off by fire or smoke or if the fire continues to grow in spite of your efforts. If you have to withdraw whenever possible close windows and doors behind you to limit the spread of flames and smoke.

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APPENDIX A Disciplinary Procedure

The Disciplinary Procedure within Mobica is designed to make clear the standards of performance and conduct required by Mobica, encourage improvement where possible, and provide a fair process to deal with unsatisfactory performance, breach of company rules or other breach of discipline. It applies to all employees. At each stage the employee will be interviewed. They will have the right to be accompanied by a fellow employee. The reasons for the disciplinary procedure being initiated will be stated, and the employee will have an opportunity to present their point of view. The outcome of the procedure will either be issuing of the appropriate warning, or a decision that no recorded action is required. The stages below will apply to the disciplinary procedure. For each stage: The employee will be informed in advance the level of the procedure being applied. The employee will be informed in writing of the outcome, and where appropriate set targets and standards for improvement, and the timescales to achieve this. A record will be kept in the employees personnel file; this record will lapse after the specified period of satisfactory performance. All disciplinary interviews will be conducted by one of the employees managers and a Director (normally that Director to whom the manager reports) or a Site Manager If the employee reports direct to a Director, then two Directors will normally be involved. For misconducts of the safety and working regulations, unjustified absence, reporting to work being under influence of alcohol or drugs, the Employer can exercise the financial fine over the Employee. The financial fine for each offence cannot exceed a regular Daily Rate, and total of all the financial fines cannot exceed 1/10th of the Employees remuneration, after the advances described in the art 87 1 pkt 1-3 of the Polish Labour Code. The income from the financial fines should be spent on increase of the safety and working conditions. The financial fine cannot be exercised after 2 weeks from the reception of the information on the offence and more than 3 months after the commitment of the offence. Such a fine can be exercised only after formal disciplinary meeting with the Employee. If the 2 weeks period for formal disciplinary meeting cannot be met due to the absence of the employee it is suspended until the day when the Employee reports to the office. Stages Formal Warning (in Polish: UPOMNIENIE) This applies in cases of minor misconduct or poor performance. A Formal Verbal Warning will be given, and this will be confirmed in writing. Formal Verbal Warnings will lapse after 6 months. Formal Written Warning (in Polish: NAGANA) More serious cases of misconduct or poor performance may be dealt with by issuing a Formal Written Warning. This may be invoked as a first stage or follow a Formal Verbal Warning. Formal Written Warnings will lapse after 12 months. Financial fine (in Polish: KARA PIENINA) For some types of misconduct (described in detail in the Polish Labour Code, most often relating to violations of Health and Safety regulations, unjustified absence at work, as well as alcohol consumption during work) the Employer can

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exercise a financial fine on the Employee. Such fines cannot exceed a Daily Rate per instance, and the total of all the financial fines during one month cannot exceed a tenth of monthly salary. Final Disciplinary Stage This stage will be reached after exhausting the other stages, and standards for improvement failing to be met. The Final Disciplinary Stage may result in Transfer to another job within the organisation on the same pay or lower Dismissal Suspension without pay Gross Misconduct An employee may be dismissed instantly for Gross Misconduct. The following represent Gross Misconduct; however this list is indicative only and is not comprehensive. Theft, Fraud, Falsification of Company Documents Violence or assault at work, abusive behaviour towards another employee Deliberate damage to company property, property rented by the company or property of another employee whilst at work Acting against Mobicas commercial interests, or acting on behalf of a competitor. Sexual or racial harassment, discrimination on the grounds of sex, race or disability Being unfit for work through alcohol or drugs Gross negligence Gross insubordination Appeal The employee may appeal against the Final Disciplinary Stage. The appeal will be heard by two Directors; wherever possible they will be Directors who have not been involved in the previous stages of the process.

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APPENDIX B Grievance Procedure

The Mobica grievance procedure is designed to provide employees with a grievance relating to their employment with a procedure, which can help to resolve issues quickly and as fairly as possible. The following stages apply to grievances Informal Discussion Initially, any grievance should be raised informally with one of your immediate managers. We hope that the majority of grievances can be dealt with at this stage. Written Stage If the matter is not resolved by informal discussion, then the matter should be put in writing to the manager responsible. The manager must then arrange a meeting within 5 working days, where your grievance will be discussed. At this meeting you may be accompanied by a fellow employee, and a second Mobica manager will also be present. A written response must be given within 5 working days. Appeal Stage If the matter is not resolved, then you may appeal to a Director, in writing. If your direct manager is a Director, then a different Director will take this stage of the procedure. The Director must then arrange a meeting within 5 working days, where your grievance will be discussed. At this meeting you may be accompanied by a fellow employee. The Director must give a written response within 5 working days Final Stage If the matter is still not resolved by the above stage, then you may put your grievance in writing to a Director. You shall be entitled to a meeting with the Director to discuss the issue. The Director will give a written response within 10 working days. The Director may delegate this activity, in particular if they have been involved in a previous stage of the procedure. The Directors (or delegates) decision is final.

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APPENDIX C Time & Expense Recording

Hours and expenses must be recorded against project codes on Internal & External Timesheets and Expenses Claim forms. Hours and Expenses without a valid project code will NOT be paid If you have difficulty in completing the forms please ask a Divisional Manager or an Administrator for help.

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APPENDIX D Allowances and Bonuses D.1 Private Cars Used for Company Business

Mileage rate for private cars is described in the official statement made by the Minister of Finance every quarter.

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APPENDIX E Whom to Contact for What Category

Strategy

TOP
Board Board Board Board

Item
Business Plan Company targets Sales Plan & Targets Assign Responsibilities Allocate accounts Recruit & manage sales team Sales meetings & Presentations WEB, PR, brochure and marketing etc. Bid review Account management Project management, estimating, planning, costing etc Follow-up on-site projects Advertising & Agencies Internal communications Events (meals etc) Appraisals & Training etc Discipline & Grievance Handbook CVs Interviews Job offers Computers & printers etc Software & development tools furniture Coffee & biscuits etc Internal forms Employment law Legality of operations Terms & Conditions NDAs Travel all travel to be booked by admin Accommodation all Hotels to be booked by admin Collect and verify timesheets & expenses Confirm first with customer if working on site. Send email request to Jon Clayton, confirm to admin (Clare) Accounts, Payroll, VAT, NI Invoices, Bills & Debtors Insurance

Day-to-day
Directors Directors Directors Directors Directors Directors Directors, Managers, Sales, Engineers Directors, Managers, Sales TWO Directors Directors, Managers, Sales Directors, Managers, Seniors Directors, Managers, Sales Managers Directors, Managers Directors, Managers, Admin Directors, Managers Directors, Managers Directors Managers, Engineers Directors, Managers, Seniors Directors, Managers Directors, Managers Directors, Managers Admin Poland (MD) Admin Poland (MD) Admin Poland (MD) Directors Directors Directors Directors Admin Poland (MD) Admin Poland (MD) Admin Poland (MD) Admin Poland (MD) Admin Poland (MD) Admin Poland (MD) Directors, Admin Poland (MD)

Sales

Directors Directors Directors Directors Directors Directors

Operations HR

Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors Directors

Legal

Directors Directors Directors Directors

Expenses

Directors Directors Directors

Holidays Finance

Directors Directors Directors Directors

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