Equal Employment Opportunity (EEO) Policy

1. Scope

1.1. This Policy covers rules to be followed with respect to:

  • Anti-discrimination of employee for hiring and promoting;
  • Consequences if not followed;
  • Reporting Mechanism; or
  • Investigation & Resolution Mechanism.

1.2. My Payroll Solutions Limited, recognise that everyone has a contribution to make to our society and a right to equal opportunity.

1.3. No job applicant or employee, member, volunteer or organisation/individual to which we provide services will be discriminated against by us on the grounds of:

  • age;
  • colour;
  • gender (including sex, marriage, gender re-assignment);
  • race (including ethnic origin, colour, nationality and national origin);
  • disability;
  • national origin;
  • sexual orientation;
  • religion or belief; or
  • veteran status.

2. Applicability

Applicable to HR and all the staff and business partners.

3. Objective

3.1. My Payroll Solutions Limited has endeavoured to capture the spirit of the Equal Opportunity Act 2010.

3.2. Equal Opportunity Act 2010 replaced all previous anti-discrimination laws, including the Anti-Discrimination Act (1977), with a single Act, making the law easier to understand and strengthening protection in some situations.

3.3. My Payroll Solutions Limited is committed to promoting equal employment opportunities and a workplace that is free of all forms of discrimination. Equal opportunity means that all staff experience fairness, impartiality and equal access to all career initiatives in the My Payroll Solutions Limited.

3.4. My Payroll Solutions Limited commitment to equal opportunity promotes an inclusive work environment that values and accepts the diverse cultural and social backgrounds of its staff.

3.5. My Payroll Solutions Limited will take affirmative action to ensure that this Policy is implemented, with particular regard to: advertising, application procedures, compensation, demotion, employment, fringe benefits, job assignment, job classification, layoff, leave, promotion, recruitment, rehire, social activities, training, termination, transfer, upgrade, and working conditions.

4. Aim & Commitment

4.1. This Policy aims to make workplace free from discrimination, sexual harassment and victimisation.

4.2. We Aim

To promote equal opportunities, eliminate discrimination and harassment through the following:

  • Opposing all forms of unlawful and unfair discrimination.
  • All employees (whether part-time, full-time or temporary), associates, independent contractors and beneficiaries shall be treated fairly and with respect.
  • All employment opportunity announcements/vacancies will be advertised internally and externally simultaneously and will include a statement on equal opportunities to make it understood that the foregoing is Company Policy and all employment decisions are based on individual merit only. Selection for employment, promotion, training or any other benefit will be based on aptitude and ability. My Payroll Solutions Limited will continue by the employment entities with which it deals, that the foregoing is a mandatory Company Policy. All selection/rejection decisions will be recorded.
  • All employees (whether part-time, full-time or temporary), associates, independent contractors and beneficiaries shall be assisted and encouraged to develop their full potential and the talents and resources of individuals will be fully utilised to maximise the efficiency of the organisation.
  • It is the Company’s Policy to ensure and maintain a working environment free of coercion, harassment, and intimidation at all job sites, and in all facilities at which employees are assigned to work. All employees (whether part-time, full-time or temporary), associates, independent contractors and beneficiaries have a legal and moral obligation not to discriminate and to immediately report any violation of the policy or any incidents of discrimination against any individual or group of individuals to their supervision.
  • It is our Company’s Policy that all company activities, facilities, and job sites are non-segregated. Separate or single-user toilet and changing facilities are provided to assure privacy.

4.3. We Commit:

  • To create an environment in which individual differences and the contributions of all our staff, volunteers, members and beneficiaries are recognised and valued.
  • Every employee, volunteer, member and beneficiary are entitled to be part of an environment that promotes dignity and respect for all. No form of intimidation, bullying or harassment will be tolerated.
  • Training, development and progression opportunities are available to all staff members.
  • Equality is good management practice and makes sound sense. Breaches of our equality Policy will be regarded as misconduct and could lead to disciplinary proceedings or employee formal warning or termination of employment or cooperation.
  • This Policy is fully supported by the management committee and has been agreed upon by all its members and the employee representatives.
  • The Policy will be monitored and reviewed annually.

4.4. The successful implementation of this Policy depends on the awareness and commitment of all staff members and associates. Hence, all new staff members and associates will be made aware of its existence and on joining the organisation, and reminded they must conform with it on a regular basis.

5. Policy Objective

5.1. The objectives of this Equal Employment Opportunity (EEO) and Anti-Discrimination Policy are to ensure that all:

  • My Payroll Solutions Limited’s employees or potential employees do not suffer unfair discrimination in the workplace.
  • Individuals and groups within the My Payroll Solutions Limited work in an environment where all decisions are free of discrimination, where they have equal opportunity based on relevant abilities, skills and merit.
  • Employees are encouraged to take positive action towards promoting equal opportunity throughout the organization.
  • Personnel actions such as compensation, benefits, transfers, layoffs, company-sponsored training programs and social and recreational programs will be administered on a non-discriminatory basis.
  • Application of labour laws to be uniformly applied in the organization.

6. EEO & Provisions of Services

6.1. It refers to the principle which ensures that all employees and potential employees of My Payroll Solutions Limited are treated equitably and fairly regardless of their race, sex or disability.

6.2. Everyone has an equal chance when applying for jobs, transfers, promotions, training opportunities and in their working conditions.

6.3. The following activities shall be conducted in a uniform manner:

  • Recruitment procedure and selection criteria for appointment or engagement of a person as an employee;
  • Promotion and transfer of an employee;
  • Training and staff development for an employee; and
  • Terms of employment or any other employee-related activity

7. What is Workspace Discrimination

7.1. Discrimination occurs when someone is treated unfavourably because of a certain attribute. Discrimination may involve some or all of the following:

  • Conduct that can be considered harassing, coercive or disruptive, including sexual harassment.
  • Making offensive ‘jokes’ about another worker’s clan, ethnic background, colour, sex, appearance or disability.
  • Expressing negative stereotypes about particular groups, e.g., “married women shouldn’t be working”.
  • Judging someone on their political or religious beliefs rather than their work performance.
  • Using selection processes based on irrelevant attributes such as ethnic or clan group, age, sex or disability rather than on knowledge, skills and merit.

8. Parameters of Discrimination - Strictly Prohibited

8.1. My Payroll Solutions Limited and its employees shall strive to create a workplace that is free from discrimination in their employment practices against any potential or existing employees, and shall not discriminate on a person’s:

  • Age or other circumstances
  • Colour
  • Cultural or social beliefs such as religious
  • Educational background
  • Race, ethnicity or nationality
  • Spiritual, traditional or customary beliefs
  • Political opinion
  • Physical features or physical disabilities
  • Gender identity and expression
  • Marital status
  • Pregnancy or judging the impacts of potential pregnancy on decisions
  • Breastfeeding
  • Sexual orientation
  • Health or physical disability or impairment
  • Medical record
  • HIV status
  • Family responsibilities
  • Trade union membership
  • Reserve disciplinary forces, e.g., police

9. Modern Slavery Statement

9.1. My Payroll Solutions Limited has a zero-tolerance approach to any form of modern slavery and human trafficking.

9.2. These behaviours and acts are strictly prohibited and we are committed to acting ethically, with integrity and transparency in all business dealings and to implementing effective systems and controls in place to safeguard against any form of modern slavery taking place within our business or our supply chain.

9.3. We expect all those in our supply chain to comply with our values fully. We use the following key performance indicators to measure how effective we have been in ensuring that slavery and human trafficking are not taking place in any part of our business or supply chains.

10. Complaint Process & Procedures

10.1. A person wishing to make a complaint of discrimination can consult and file a complaint with the EEO & Anti-Discrimination (AD) Committee. The complaint should be made in writing and addressed to chairperson of the committee within five (5) working days of any such incident of discrimination.

10.2. The constitution of the Committee shall be:

  • Chair of the “EEO & Anti-Discrimination” Committee
  • Internal Officers - 2 Members from Middle-Level Management [One Female & One Male]
  • HR Department Head

11. Process to Be Followed

Once a complaint has been filed with the EEO & AD Committee:

11.1. Investigation

  • Once a complaint has been filed, an investigation will be undertaken immediately. In instances where there is an alleged respondent, the respondent will be notified immediately.
  • The complainant and the respondent will both be interviewed along with any individuals who may be able to provide relevant information.
  • Where the alleged discrimination is an organizational practice or procedure, that practice or procedure will be investigated immediately.
  • Where the investigation finds systemic discrimination within the organization, that practice or procedure will be changed promptly.

11.2. Mediation

  • My Payroll Solutions Limited supports resolving matters through mediation provided that it is consistent with organizational duties, obligations and needs. Mediation can only be undertaken voluntarily.
  • If both parties agree to participate, matters may be resolved through mediation in the following circumstances.
  • Once the matter has been investigated and My Payroll Solutions Limited has determined the facts of the case, My Payroll Solutions Limited may use mediation to develop appropriate solutions to the complaint; and, in rare instances, where the incident is an isolated event and the parties do not dispute the facts, My Payroll Solutions Limited will act diligently to ensure that matters are dealt with in a manner that ensures the safety and protection of everyone within the organization.

11.3. Timelines

  • My Payroll Solutions Limited will investigate all complaints immediately and will work towards the prompt resolution and prevention of discriminatory acts and practices.
  • The first round of investigation and conclusion shall be arrived at within ten (10) working days from the date of filing of the complaint.

11.4. Fairness

  • All complaints will be investigated in the same manner with the aim of promoting, fairness and equality.

11.5 Confidentiality & the Right to Privacy

  • My Payroll Solutions Limited will preserve the confidentiality of all individuals involved in a discrimination complaint. The preservation of confidentiality may be affected by the employer’s duty to prevent discrimination in/at My Payroll Solutions Limited and by the alleged respondent’s right to know the nature of the complaint being made against them and who has made it so that they can respond.
  • If the investigation fails to find evidence to support the complaint, no documentation concerning the complaint will be placed on the file of the respondent. My Payroll Solutions Limited will retain all documentation for twelve (12) months for informational purposes in the event that there is an internal appeal or a complaint filed with an outside agency.

11.6. Outcomes & Remedies

  • My Payroll Solutions Limited will act swiftly to ensure that the discriminatory practice is stopped as soon as possible and may remedy the situation in a number of ways.
  • Where the investigation determines that discrimination has occurred or the matter has been successfully mediated, outcomes may include moving the respondent to another department, changing the respondent’s job duties, or a letter of apology.
  • Actions taken to remedy a discriminatory situation should not have a negative effect on the complainant.
  • The main concerns of the employer will be to ensure that the discrimination ends and to restore workplace harmony.

11.7. Appeal Process

  • Within ten (10) days from the result of the first round of investigation, either the complainant or the respondent may make a written request that an investigation be reviewed stating which aspect of the investigation is inadequate. The request must be submitted to CEO of My Payroll Solutions Limited, who will determine if the investigation is to be re-opened in order to address the concerns raised.
  • In case the appeal is taken up, then the investigation shall be completed within fifteen (15) working days by the same committee with the inclusion of an independent member.
  • The result of the appeal shall be binding on the complainant, respondent and all related parties concerned for all purposes.

12. Special Circumstance & Exception

12.1. No exception to this Policy is allowed. Any Deviation from this Policy has to be approved by HR.

12.2. Any changes to this Policy need to be approved by Legal and Compliance.

13. Non-compliance & Consequence

13.1. Any instances of discrimination or favouritism with proper evidence that comes to or is brought to the notice of the management will be dealt with strictly in accordance with the terms of this Policy and any other appropriate policies of the Company.

Revised: 11/2024