Expedise’s Guide to Respect, Responsibility, and Teamwork
Overview
At Expedise PH, we foster a fair, respectful, and productive workplace. This policy outlines behavioral expectations and the fair handling of any violations.
Who This Applies To
This policy applies to all employees—full-time, part-time, and contractual. It covers all company locations, client offices, job sites, remote work, company events, and any situation where you represent the company.
What Employees Should Do
Every Employee is expected to:
- Follow Company Rules and Policies
- Be professional and respectful to coworkers, customers and clients
- Speak up and report issues if they see any violations or misconduct.
Reporting of Issues:
- If you see a problem, issues, report it to any of our Culture Curator Team members. Culture Curators will keep reports private and protect employees from retaliation
Once the reported incident/offense is proven accurate and correct. Except for the immediate superior of the accused, members of leadership team, or Culture Curators, the person who reported the incident will be given one ( 1 ) Vacation Leave Credits.
How We Handle Violations
Issuance of Incident Report (IR)
When a violation occurs, an Incident Report (IR) must be filed to formally document the details. The IR serves as the initial step in the review process, ensuring a fair and thorough assessment of the situation.’
Who can file an IR?
- Any employee who witnessed or experienced the incident
- The immediate superior
- Culture Curator representative
Steps in filing the Incident Reporting Process
| 1 | Filling the incident report | The person reporting the incident fills out the IR Form with complete details: see this link: https://forms.clickup.com/25781067/f/rjrub-17038/WJS2CDQL3ZPT3TO1CG |
| 2 | Submission to Culture Curators | The submitted IR will be reviewed by Culture Curators |
| 3 | Preliminary Review | Culture Curators determines if the report needs further investigation. If necessary, the member of Culture Curator will form a Fact-Finding Committee (FCC) to gather more details. |
| 4 | Issuance of Notice of Explanation | If the IR confirms a potential violation, the Culture Curator will issue an NTE to the employee, giving them to explain their side. |
Notice to Explanation (NTE) Process
Before taking any serious disciplinary action, the employee will receive a Notice of Explanation (NOE), which:
- Clearly explains the alleged violation.
- Gives the employee 48 hours to submit a written response.
- Allows the employee to provide evidence or witnesses to support their case.
Steps in the NTE Process
| 1 | Issuance of NTE | Culture Curator provides a formal written NTE to the employee. |
| 2 | Employee Response | The employee submits their written explanation within 48 hours. |
| 3 | Acknowledge Receipt | Culture Curator will notify employee to confirm receiving the NTE |
Administrative Hearing Process
For serious or disputed cases such as Major and Grave Offenses, an administrative hearing will be conducted before finalizing disciplinary actions.
Who Attends the Admin Hearing?
- The Employee Accused, to explain their side.
- Member(s) of Culture Curator Team to Facilitate the hearing.
- Witness(es) if any, to testify.
- The Fact-Finding Committee (FCC) to present investigation findings.
- Two (2) Jurors, to help decide on the cases.
Role of the Jury
- Jurors consist of randomly selected employees and leaders from different teams.
- Their role is to listen, ask clarifying questions, and provide unbiased input.
- The jurors do not have the final decision-making power, but their feedback helps Culture Curators a fair judgment.
Steps in the Admin Hearing: 1hr and 30mins
| 1 | Presentation of the Case | 10 mins: Culture Curators explain the violation and present evidence with the help of FCC |
| 2 | Employee’s Defense | 15 mins: The accused employee shares their side |
| 3 | Witnesses (if any) Speak | 15 mins: People involved in the case may be called to testify |
| 4 | Jurors Ask Questions | 15 mins: Jurors clarify details if needed |
| 5 | Final Discussion | 15 mins: Culture Curators and Jurors discuss their thoughts on the case |
| 6 | Decision Making | 15mins: Culture Curator, with input from the jurors and FFC, finalizes the disciplinary actions |
| 7 | Employee Notification | 5 mins: The employee receives the final decision in writing |
Issuance of the Notice of Decision
After a thorough investigation, including the Incident Report (IR), Notice to Explain (NTE), and Administrative Hearing (if Applicable), Culture Curator will issue a Notice of Decision stating the final resolution of the case.
If an offense involves financial damage or costs, the Notice of Decision (NOD) will include the total amount to be paid and agreed – upon repayment schedule.
What the NOD Includes:
- A summary of the investigation and findings
- The final decision (e.g. warning, suspension, termination )
- The reason for the decision, supporting facts, evidences and company policy references
- If applicable, the required Corrective Action Plan (CAP).
- Employee’s right to appeal the decision within five (5) business days.
Steps in the Notice of Decision Process:
| 1 | Final Decision | After reviewing all gathered evidence, the Culture Curator, the Fact-Finding Committee (FCC), and leadership finalize the disciplinary action. |
| 2 | Employee is Notified | The NOD is formally handed to the employee in person (via mail if necessary) or via email with acknowledgement receipt (wet signature or reply via email). |
| 3 | Implementation of the Decision | The disciplinary action takes effect immediately. |
| 4 | Employee’s Right to Appeal | If the employee disagrees with the decision, they may file an appeal within five (5) business days for reconsideration. |
Fact Finding Committee (FFC)
For Major and grave offenses, a Fact-Finding Committee (FCC) will be formed to ensure a fair and thorough investigation.
Who Makes Up the FCC?
- One randomly selected member of the leadership team.
- Culture Curators
- One unbiased member chosen, based on its expertise to provide an objective perspective.
FCC Responsibilities:
- Gather all facts related to the offense.
- Interview involved employees and witnesses
- Review evidence, documents or records if applicable
- Provide findings and recommendations to Culture Curators and Leadership
- Maintain confidentiality and privacy of the company and affected employees.
The FFC does not decide on penalties but ensures that all cases are handled fairly and based on facts before the Culture Curator makes a final decision.
Preventive Suspension
Prevention suspension may be imposed on employees who are under investigation. A temporary removal of an employee from work, without pay.
When is it Applied?
- If the employee is involved in serious/grave misconduct.
- If their presence could influence witnesses or interfere with the investigation.
- If the safety of other employees is at risk.
Duration and Procedure
- The suspension will last until the investigation is completed, but not more than Thirty ( 30 ) calendar days as per labor laws.
- The employee will be notified in writing.
- If the employee is found not guilty, they will be reinstated with back-pay and with Five ( 5 ) additional Vacation Leave Credits.
If found guilty, proper disciplinary actions will be applied.
Accountability of Immediate Superior
Leaders, Heads or the Immediate Superior of the Employees play a key role in maintaining discipline in their teams. If an employee under a leader’s supervision repeatedly violates company policies with three (3) consecutive cases , the leader may also be held accountable.
Immediate Superior Responsibilities:
- Enforce company rules fairly and consistently.
- Address minor issues before they become major problems.
- Properly document warnings and discussions with employees.
- Work with Culture Curators to create Corrective Action Plans when needed.
- Monitor employee progress and provide necessary support.
If an Immediate Superior Fails to Act:
- … if ignores repeated violations in their team, Culture Curator will investigate their handling of the situation
- … if found negligent, they may receive their own disciplinary action, including a warning, performance review, or in severe cases, reassignment or termination.
Handling Offenses with Financial Damages or Costs
When an employee’s actions cause financial loss, damage to company property or operational expenses, they may be subject to cover the cost as part of their corrective action. The company follows these guidelines.
Evaluation of Financial Liability
- Assessment of Damage – Culture Curator, the employee’s immediate superior, and the FCC will evaluate the extent to the damage or financial loss during the investigation.
- Determining Responsibility – The Investigation will confirm whether the employee is directly responsible, negligent or involved in the incident.
- Cost Estimation – The company will compute the cost of repairs, replacement or financial loss based on actual receipts, repair quotes or financial impact reports.
Employee Payment Responsibility
- If an employee is found responsible, they may be required to partially or fully cover the financial cost.
- Payment may be deducted from their salary in manageable installments, not exceeding 20% of their monthly salary unless they agree otherwise.
- an Authorization To Deduct will be signed to confirm the repayment schedule and terms.
Corrective Action Plans
If an employee commits an offense, a Corrective Action Plan (CAP) may be required, especially for repeated minor offenses. This plan is designed to help employees improve and prevent further violations.
What the CAP Includes:
- Identifying the Issues – Clearly state what rule was violated.
- Action Steps – Outline steps the employee must take to correct the behavior.
- Support Measures – Any training or guidance needed to help the employee.
- Follow-Up Review – Set a timeline for improvement and a check-in date.
Important:
- For Written Warnings: Employees who successfully complete the CAP within the agreed timeframe may have the violation voided from their record.
- If the employee fails to complete the CAP, the violation remains, and further disciplinary action may follow.
Responsibility of the Immediate Superior
- Establish the agreement with the Employee the expectations for improvement.
- Help the employee create a realistic and effective CAP
- provide support through coaching, check-ins or additional training
- Monitor the employee’s compliance and progress
- Providing Culture Curators regular updates and final evaluation after the monitoring period
- Immediate superiors who fail to fulfill these responsibilities may be also subject to reevaluation.
Responsibilities of Culture Curators
- Review and approving the CAP content before implementation
- ensuring the violation is clearly explained and documented
- Guiding both the immediate superior and employee on the process
- Ensuring the CAP is stored securely in the employee’s 201 record
- Reminding involved parties of deadlines and evaluating compliance
- Issuing a Notice of Completion or next steps if non-compliance occurs.
Disciplinary Actions Explained
Friendly Reminder / Verbal Warning
- A casual, private verbal conversation between the employee
- It will be documented and attached to the employee’s 201 file.
- Immediate superior will be notified through a written notice.
Written Warning
- A formal notice that outlines the offense. The employee must acknowledge and sign the warning.
- It will be documented and attached to the employee’s 201 file.
- Immediate superior will be notified through a written notice.
- The employee must complete a Corrective Action Plan (CAP) to revoke the violations.
5 Day Suspension
- Violators will be barred from attending or entering the company premises and business transactions or events. The employee is suspended from work without pay for 5 business days.
- Immediate superior will be issued with an offense as “Negligence of duty” if the incident is not filed or reported by them.
- The employee will undergo evaluation and must complete a Corrective Action Plan (CAP).
Termination
- The employee is permanently dismissed from the company.
- The employee will receive a termination letter outlining the reason.
- Written notice will be sent to all employees, stakeholders and business partners.
- Immediate superior will be issued with an offense as “Negligence of duty” if the incident is not filed or reported by them.
- MUST be served in the morning of a business day.
- MUST NOT be served on Fridays, the day before holiday or restdays, or to someone who is on vacation.
Legal Actions
- The company will police reports, including pursuing legal claims, or other necessary steps to protect the customers, clients, service providers, business partners, the company and its employees.
Types of Offenses and Consequences
we group offenses into three levels based on how serious they are:
Minor Offenses ( Small Rule Breaks)
These are small issues that don’t cause major harm but still disrupt the workplace or company operations.
Examples:
- Repeatedly arriving late to work without notice.
- Missing work without informing your manager.
- Not following the dress code.
- Using company internet for personal browsing too often.
- Being too loud or distracting in the office.
What Happens If You Violate a Minor Rule?
| Occurrence | Action Takenfor Employee | Action Taken for Immediate Superior if did not report the Violation |
| First Time | Friendly Reminder | Written Notice |
| Second Time | Written Warning + CAP | Written Notice and Warning |
| Third Time | 5 Day Suspension + CAP | Issuance of “Negligence of duty“ as +1 Offense |
| Fourth Time | Termination | Issuance of “Negligence of duty“ as +1 Offense |
Major Offenses ( Serious Violators )
These offenses affect work, other employees, or the company’s reputation
Examples:
- Regularly not showing up to work without valid reason
- Ignoring work duties, causing problems in the office.
- Refusing to follow instructions from immediate superiors.
- Harassing, bullying, or discriminating against coworkers.
- Mishandling company information or property.
What Happens If You Violate a Major Rule?
| Occurrence | Action Takenfor Employee | Action Taken for Immediate Superior if did not report the Violation |
| First Time | Written Warning + CAP | Written Notice and Warning |
| Second Time | 5 Days Suspension + CAP | Issuance of “Negligence of duty“ as +1 Offense |
| Third Time | Termination | Issuance of “Negligence of duty“ as +1 Offense |
Critical / Grave Offenses ( Very Serious Violators )
These are severe actions that can result in immediate termination or legal action.
Examples:
- Stealing from the company, vendors, services providers, clients, customers or coworkers.
- Physically attacking or threatening another person.
- Lying or faking company records/documents.
- Sharing confidential company information.
- Using or selling illegal substances at work.
What Happens If You Violate a Critical/Grave Rule?
| Occurrence | Action Taken for Employee | Action Taken for Immediate Superior if did not report the Violation |
| First Time | Termination | Issuance of “Negligence of duty“ as +1 Offense |
Confidentiality and Retaliation
- All investigations and disciplinary actions are handled confidentially.
- Retaliation against employees who report misconduct is strictly prohibited and may result in disciplinary action.
Compliance and Review
- All employees are expected to comply with this policy. Non-compliance may result in disciplinary action.
- This policy will be reviewed periodically and updated as needed to align with legal and operational changes.