VS HYDRO (PVT) LTD

MEMORANDUM
FROM
TO
COPIES
SUBJEC
T
DATE

Country Manager Kenya

All Project Managers
MD, CEO, COO
Obtaining Services of Sub-contractors

Please ensure following procedure is followed for payment of overtime (OT).

(1) OT defined as any work carried out beyond the normal working hours. This is
not applicable for shift workers.
(2) Normal working hours are 10 hours; 8.00 a.m. to 6.00 p.m. on weekdays as
well as on Saturdays inclusive of 1 hour for lunch. These times are at the work
station and will not include travelling to/from work station.
(3) Sundays and statutory holidays are considered off-days.
(4) Payment for OT will be made on an hourly rate and will be at a standard rate of
1 times for any day.
(5) Working OT is usually not required, but becomes a necessity only if such work
is essential to be carried out beyond normal working hours due to essential
and specific requirements of the company. Additionally, urgent work needing
to be completed promptly may be carried out beyond working hours. OT also
may be applicable to specific work that requires to be continued until
completed, as stopping at the end of working hours may be inadvisable, e.g.
completion of bore holes, finishing prepared material when the material cannot
be kept until the next day, like concreting, etc.
(6) OT should be requested by the sector supervisor clearly indicating and
specifically justifying the requirement of OT.
(7) Usually, requirement of OT is known in advance, hence approval to work OT
should be taken in advance from the Project Manager.
(8) The Project Manager is the OT granting authority. However, he may delegate
such authority in writing to a responsible person, but the overall accountability
of the requirement of OT still remains with the Project Manager. He is
eventually answerable and should be able to account for the amount of OT
carried out in relation to the project progress.
(9) OT without prior approval may be done only on exceptional, unexpected and
urgent instances. Even then, oral approval should first be obtained and
followed up with covering written approval at the first available opportunity
after the OT. First available opportunity in this sense means during the first
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few working hours immediately after doing such OT. That could be mentioned
under Remarks in Section 1 of the Overtime Approval Form.
(10) OT is not be requested, approved or done for routine requirements and/or
work that is reasonably expected to be carried out during the normal working
hours.
(11) Approving authority and the sector supervisor should be absolutely certain
that whatever work to be carried out beyond normal working hours is (a) a
requirement of the company, (b) it cannot be completed during normal
working hours, and (c) it is essential to be carried out after working hours due
to urgency or practicability, and that it cannot be kept pending until
commencement of next working hour. In order to achieve this, they should
check and verify that work carried out by the relevant individual during the
normal working hours and be satisfied that normal working hours have been
utilised properly and productively in performance of duties.
(12) Approval for OT should be granted only when above mentioned criteria are
fulfilled and satisfied.
(13) Travelling to and from the work station is not considered as working hours
hence will not form part of OT.
(14) The attached Overtime Approval Form (VSH/DRF/204|2011) is to be used
to obtain approval for OT and copies of all such approvals are to be retained
for later scrutiny. Single form may be used for many employees, but only if
they are employed as a team to do the same work.

............................
Lt. Commander; Ruwan Mapa (SLN Retired)
Country Manager Kenya
VS Hydro (Pvt) Ltd

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