MANAGEMENT SERVICES DIVISION
INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA
MSD
1
MANAGEMENT SERVICES
DIVISION
THE TEAM
HUMAN
RESOURCE
MANAGEMENT
HUMAN
RESOURCE
DEVELOPMENT
HR SERVICES &
PERFORMANCE
MANAGEMENT
HR OPERATIONS
& SYSTEMS
HR ACADEMIC
MANAGEMENT
HR ADMIN.
DEVELOPMENT
REMUNERATION
EMPLOYEE
BENEFITS & HR
RELATION
HR
COMPENTENCY
OCCUPATIONAL
SAFETY AND
HEALTH UNIT
EMPLOYMENT
(ACADEMIC)
EMPLOYMENT
(NON
ACADEMIC)
CORPORATE
DEVELOPMENT
SERVICES
REFERENCES:
a)
b)
c)
d)
IIUM Handbook
IIUM Service Circular
Staff Disciplinary Rules 2012
Term and Conditions of Appointment
Coming Soon…..
a) Exit Policy
SERVICES
PROBATION PERIOD : 1- 3 YEARS
CONFIRMATION IN SERVICE :
a)
b)
c)
d)
Served on probation for a period of 1-3
years
Successfully attended Induction Course
Achieved a satisfactorily level of job
performance
Recommended by HOD
SERVICES
SALARY MOVEMENT
a)
b)
c)
d)
1ST JANUARY
1ST APRIL
1ST JULY
1ST OCTOBER
PROMOTION
SUPPORT STAFF
a)
Has served the University at least *15 years on the
appointment grade (excluding the duration of unpaid leave,
half pay leave, AWOL etc
b)
APAR – 3 consecutive years
c)
Achieved minimum 42 points for CTD
c)
Asset Declaration Form(Form B)
c)
Clear from any disciplinary offenses
c)
Recommended by the HOD
Example : 17-22 or KP11-KP12
Reference : IIUM Service Circular 3/2010
SERVICE MATTERS
PROMOTION
SUPPORT STAFF (2nd LEVEL) & PROFESSIONAL & MANAGEMENT
a)
b)
c)
d)
e)
f)
g)
Has served the University at least 10 years on the promotion
grade (excluding the duration of unpaid leave, half pay
leave, AWOL etc
APAR – 3 consecutive years (85%)
Achieved minimum 42 points for CTD
Satisfactory attendance record
Asset Declaration Form(Form B)
Clear from any disciplinary offenses
Recommended by the HOD
Example : 22-26 or 41-44, 44-48
Reference : IIUM Service Circular 8/2012
SERVICE MATTERS
COMPETENCY TALENT
DEVELOPMENT
SERVICE MATTERS
APAR
ASSET DECLARATION
TRANSFER
TRANSFER
A transfer is an approach to helping
employees develop a career path. A
transfer provides experience in other areas
of an employee's current department or in
a new department within the organization
ISSUE @ LIBRARY - INTER CAMPUS TRANSFER
 COST OF LIVING ALLOWANCE
 OUTSTATION TRANSFER
MANAGEMENT SERVICES DIVISION
INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA
LEAVE
Employee Benefits and HR Relations Unit
Management Services Division
11
1. FULL PAY LEAVE
EMPLOYEE BENEFITS & HR
RELATION UNIT
2. HALF PAY LEAVE
- Annual Leave
-
- Maternity Leave
- Hajj Leave
Caring for sick
dependents
and immediate
relatives
- Sick Leave
- Unrecorded Leave
- Substitutional
Leave
- Research Leave
3. UNPAID LEAVE
- Important personal reasons
- Accompanying spouse
- Caring for newborn baby
- Next-of-kin who is under long
medical treatment
EMPLOYEE BENEFITS & HR
RELATION UNIT
Annual Leave
Definition:
= Full pay leave given due to recognize
service period in any particular year, from
January to December.
= Recognize service is the period of service
(working) inclusive of rest days and sick
leave, but not inclusive of half pay leave,
no pay leave, study leave and cancer
and tuberculosis leave.
EMPLOYEE BENEFITS & HR
RELATION UNIT
Annual Leave
=
Formula for Annual Leave calculation:
Recognized service period
----------------------------------- X
365 days
=
Annual
Leave
Entitlement
Annual leave is accumulated based on number of
days and months in a year of service
–
proportionately
EMPLOYEE BENEFITS & HR
RELATION UNIT
Annual Leave
Provision of Annual Leave:
1) Base on entitlement
2) Recommendation from Superior
3) Approval from Head of Department
4) Balance of unutilized Annual Leave can be carried
forward or compensated
5) Reasons that can change the Annual Leave
entitlement are;
- recorded 10 years of service
- promotion
- renewal of contract
EMPLOYEE BENEFITS & HR
RELATION UNIT
SUMMARY ON THE LEAVE ENTITLEMENT
REFERENCE
STATUS OF
APPOINTMENT
PP NO. 4/2002
(01.11.2002) - MRS
PP NO. 20/2005 (01.09.2005)
SSB 4/2005 (29.12.2005)
PP NO. 14/2008 (01.01.2009)
SSB 1/2009 (20.1.2009)
Staff appointed before
31.08.2005
Staff appointed between
01.09.2005 - 31.12.2009
Staff appointed on
01.01.2010 onwards
GRED/SERVICE < 10 YRS = > 10 YRS < 10 YRS
Note:
= > 10 YRS
< 10 YRS
= > 10 YRS
Special
Grade
30
35
30
30
25
25
31 - 54
30
35
30
30
25
25
21 - 30
25
30
25
30
25
25
1 - 20
20
25
20
25
20
25
Please take note on the date of appointment to determine annual leave entitlement
EMPLOYEE BENEFITS & HR
RELATION UNIT
Unutilized annual leave
OPTION 2:
Accumulated for cash compensation (Golden Handshake)
-
Maximum of fifteen (15) days or half of annual leave entitlement
(which ever is lower) per year
-
Maximum one hundred and fifty (150) days of accumulated
leave in service period
-
Only for staff appointed on permanent status
- Formula:
1
30
X
last drawn
salary
X
number of
accumulated leave
- To be awarded upon reaching the compulsory retirement age
EMPLOYEE BENEFITS & HR
RELATION UNIT
Unutilized annual leave
OPTION 2:
Accumulated for cash compensation (contract staff)
-
Maximum of fifteen (15) days per contract period.
-
Only for academic staff appointed on contract basis
holding administrative positions
- Formula:
1
30
X
last drawn
salary
X
number of
accumulated leave
- To be awarded upon reaching the end of contract period.
EMPLOYEE BENEFITS & HR
RELATION UNIT
-
Fifteen (15) days per year – from
registered private panel clinics /
hospitals
-
> 15 days per year – the M.C.
must be certified by the IIUM
Health and Wellness Centre or
Government Medical
Practitioners
-
M.C. must be approved by the
superior
Sick leave
EMPLOYEE BENEFITS & HR
RELATION UNIT
MCs more than 15 days, a staff could be asked to
go for thorough medical check-up
Full pay sick leave can be given up to 180 days in
a calendar year.
-
< 90 of sick leave can be approved by the HOD
-
> 90 of sick leave must be approved by
Medical Board
EMPLOYEE BENEFITS & HR
RELATION UNIT
Sick leave
Board out due
to Medical
Reason
1st 90 days
Next 90
days
Next 90
days
Next 90
days
Approval
Authority
Head of
Department
IIUM
Medical
SubCommittee
IIUM
Medical
SubCommittee
IIUM
Medical
SubCommittee
IIUM Medical
SubCommittee &
processed by
MSD*
Salary
Entitlement
Full Pay
Full Pay
Half-Pay
Unpaid
-
Medical
Documents
Medical
Certificates from
recognized
hospitals & clinics
Medical
Report from
Governme
nt Hospitals
Medical
Report from
Governme
nt Hospitals
Medical
Report from
Governme
nt Hospitals
Medical Report
from
Government
Hospitals
Example of Good
Practice of Leave
Management
Absent without leave:
- No annual leave eligibility
- Liaison Officer of Leave
certify balance of leave
prior
submission
to
approving officer
- Approving officer decided
based on annual leave
eligibility or reason
22
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Eligible for a maximum of 300 days
throughout the service with IIUM
- Duration between 60 or 90 days for
each delivery
- Head of Department to notify MSD
when the staff returns to work
- 14 days of advanced Maternity Leave
prior
to
expected
date
of
delivery(with supporting document)
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Once only throughout the service
- Forty (40) days of full pay leave
- Permanent staff must have served at least 4 years
and confirmed in service
- Those on temporary basis must have served for
more than 6 years continuously
- Malaysian contract staff must served for more than
5 years continuously
- International contract staff must served for more
than 10 years continuously
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Examination (on the day of examination only)
- Paternity leave – husband whose wife has given birth
(7 days)
- Funeral Affairs of biological parents / biological daughter /
son & spouse who have passed away (3 days)
- Volunteer Organisations Activities
- Sports Activities (national/international)
- Natural Disaster
- Radiation Leave
- Associations:
*Annual General Meeting
*Extra Ordinary Meeting
*Annual Training Camp
EMPLOYEE BENEFITS & HR
RELATION UNIT
- One day leave may be approved for:
- every nine (9) hours of continuous work ; or
- eight (8) hours of accumulate overtime work
(alternative to those who are not entitled for
overtime claim)
- Overtime allowance cannot be claimed
- No carry forward - to claim within three (3) months
- to utilise within six (6) months
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Maximum of 180 days
- To apply only if there is no more annual leave
- Based on length of service in the IIUM
- Due to sickness of immediate relatives
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Personal reasons
locally/internationally
- At least six (6) months in
service in IIUM
- Maximum of 360 days
- Eligibility based on length of
service in IIUM
EMPLOYEE BENEFITS & HR
RELATION UNIT
Section 14 (a) and (c) of
Chapter 'C' of General Order
(a) Head of Department Approves
Unpaid Leave
Head of Department may approve
unpaid leave for officers on
important personal reasons. The
amount of unpaid leave shall be 30
days for each completed year of
service up to a maximum of 360
days.
(c) Personal Affairs Outside Malaysia
Unpaid leave for personal affairs
outside Malaysia may be approved
when the officer has served for four
(4) years. The leave can only be
taken again four (4) years after the
first leave
EMPLOYEE BENEFITS & HR
RELATION UNIT
-
Accompanying spouse to
study/work/attend course
-
Must be a permanent staff
-
Unlimited duration if spouse
is working with Malaysian
Government
-
Maximum of three (3) years
is spouse is working with a
private company
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Maximum of ninety (90) days
- Immediately after the sixty (60) /
ninety (90) days maternity leave
ends
- Maximum of five (5) times
during the service (in addition
to the maternity leave benefits)
EMPLOYEE BENEFITS & HR
RELATION UNIT
- Absence without prior leave or permission shall be
a disciplinary offence(Staff Disciplinary Rules
2012)
- Department to issue administrative warning letter
(AWOL without justification and not approved by
HOD)
- Submit the case to Office of the Legal Adviser
LIBRARY –RESIGNED & LEAVE
1.
Educational Privilege for staff studying at the IIUM
2.
Educational Privilege for spouse and children of staff
studying in IIUM
 Discount up to 75% of Malaysian rate
3. Employee Provident Fund (EPF)
 11% - employee’s contribution
 13% - employer’s contribution (salary below RM5,000)
 12% - employer’s contribution (salary above RM5,000)
4. Social Security Organization(SOCSO)

Statutory deduction for all employees with starting salary
below RM3000.00 per month except for those working with
government.

Employees contribution is to fund the ‘Invalidity Pension
Scheme’ – 24 hours coverage
(Contribution will stop by the age of 60 years old)

Employer’s contribution is to fund the ‘Employment Injury
Scheme’ – coverage is limited to work related incidents
(contribution will continue until the last day of work,
regardless of age)
5. Medical Benefits
 Panel Clinics (RM45.00 per visit or 30%
reimbursement)
 Free treatment at government hospitals
according to eligibility
 Subsidy for coverage up to RM15,000 per
year for private hospital treatment (through
Group Hospitalization Insurance and Surgery
Scheme)
 Maternity packages up to RM2,300.00 per
package (max. 5 packages)
 Dental
treatments
 Subsidy up to RM300.00 for Health
Screening
 Subsidy
up to RM150.00 for Breast
Screening
 Subsidy up to RM100.00 for circumcisions
and immunizations
6. Loans
 Subsidized housing loans up to RM450,000.00
 Subsidized car loan up to RM70,000.00
 Subsidized Motorcycle loan up to RM5,000.00
 Interest free computer loan up to RM5,000.00
7. Scholarship / Loan for staff to further studies
 Scholarship for academic staff to further studies in Masters
degree and PhD
 Scholarship for professional and administrative staff to
further studies (post graduate)
 Interest free Study Loan up to RM10,000.00 for staff in
support group
8. Appreciation
 Quality Day
 Staff Appreciation Ceremony(long service and
retiree award)
 Employee’s Children Education Excellent Award
9. End of contract benefits
 Gratuity
 Tickets and freight for staff and family members
10. Retirement Benefits
 Employee Provident Fund (EPF)
 Service gratuity
 Retirement Benefit Fund(RBF)
 Leave cash compensation / Golden
Handshake
 Free outpatient Medical treatment in IIUM
Health and Wellness Centre
 Free inpatient medical treatment at any
government hospitals in Malaysia for life
(including spouse and children)
12. Others
 Trainings
 Islamic Enhancement & Evaluation
Programme
 On campus housing for essential
staff
 IIUM Hajj Programme
 Uniforms for Security Guards, Nurses,
Drivers, Junior General Assistant.
1. Staff Khairat Fund
 Funeral Assistance
 Educational Benefits
 Accident / Sickness assistances
 Calamities assistances
 Others (birth, hajj, retirement marriage, disable child)
LIBRARY(NON MEMBERS) LIBRARY - CLAIM
2. Staff Union and Associations
 Kesatuan Kakitangan Am (KURNIA) – support group
 Academic Staff Association (ASA) – academic staff
 Professional and Management Association (PMA)
 Kesatuan Kakitangan Sokongan 1 (KESATU)
3. Joint Collaborative Council (JCC)
 Platform for representatives of staff union and associations to
meet the IIUM Top Management members to voice out
problems or suggestions
 Meeting are held four (4) times in a year
4. Remedial Grievance System (RGS)
 Platform for staff to complaint or suggest anything related to a
staff or work system for improvement.
5. Financial and Retirement Planning Programmes
 Awareness programme for IIUM staff members to educate the
importance of proper financial planning methods especially
for retirement since IIUM did not have pension scheme.
43
One (1) month notice
probation staff
Three (3) months notice
confirmed staff
One (1) month’s salary
in lieu of notice
Even though on unpaid
leave, the effective date
cannot be backdated.
Notice period does not
include no pay leave
period
44
Summary of retirement
50 to before
40 to 49
benefits
compulsory
Benefits / Age
years old
retirement
age
Compulsory
Retirement Age
(55/56/58 /60)
Retirement Benefit Fund
(RBF)
√
√
√
Golden Handshake
√
√
√
Service Gratuity
(min. 10 years of service)
X
√
√
Outpatient medical
treatment at IIUM Health
Centre
X
√
√
Inpatient Medical
Treatment at Government
Hospitals including spouse/s
X
√
√
EMPLOYEE BENEFITS &
HR RELATION UNIT
For further inquiry:
EMPLOYEE BENEFITS AND HR RELATIONS UNIT
Management Services Division
Level 3, Administration Building
IIUM, Gombak Campus
Telephone :
03 – 6196 4978 (Sr. Rusnani)
ext: 3982 (Sr. Raheme)
ext: 3969 (Sr. Norsalihan)