HR FREQUENTLY ASKED QUESTIONS

PENSION

HMO

CONFIRMATION OF STAFF

ANNUAL LEAVE

HOUSING UPFRONT

ACCIDENT

PERFORMANCE APPRAISAL

UPFRONTS AND ADVANCES

PENSION

There are several instances where this can happen. First, if you did not provide correct details when filling your RSA opening form or perhaps you have changed your phone numbers. There is need to contact your PFA to fill a ‘customer update form. You can get this form online or you may contact HR for assistance

Backlogs of unremitted pensions.

Backlog of unremitted pension is a rare case, however this may happen if you did not submit your RSA account details immediately you resumed or at least before your first salary. Your pension is being kept in a general RSA account; your money will be credited once you provide HR with your RSA number. You can click on the link below to send a mail to HR now with necessary details; your name, PFA and RSA number. hr@redstarplc.com

Upon exit, you will have to contact your Pension Fund Administrator for a checklist. A request is normally sent to us to provide some of your basic information as contained in our records. This is one more reason to ensure you have full and accurate details in your employee file with us. Further information on pension withdrawal is available on www.pencom.gov.ng.
HMO

Have you filled the form? Have you submitted to HR? The process of printing HMO cards typically takes 3 weeks from date of pickup of the form. However delays may be caused due to inaccurate or incomplete information on the forms. If you need to visit the hospital within this period, you may contact HR; a special code can be obtained from the HMO to treat you without your HMO cards. This code can only be obtained if you have submitted your form.

Health Care Providers did not attend to me

The NHIS scheme works like insurance, in this case the HMOs act as middle men/brokers between us and the Health care providers (hospitals). In cases such as this, you are advised to call the HMO customer care line at the back of your HMO cards while still at the hospital. If the numbers are unreachable you may call any member of the HR team. If it is an emergency and the treatment is covered under the approved plan, you may treat privately and send your bill for a refund by the HMO. However, terms and conditions apply here; you should contact HR for further details.

Pick up a ‘change of hospital’ form, complete and submit within 48hrs. We advise that this is done at the end of the month if you want to commence with the new hospital by first week of the following month. If you want to change to hospital A in April, please submit your change of hospital form by 3rd week in March.

Now this is slightly different from change of hospital. HMOs are paid per quarter; hence your request to change HMO must align with when payments in your current HMO on your behalf have been exhausted. You may submit your request anytime though the change may not be effected immediately. HR will keep you informed in such cases.
CONFIRMATION OF STAFF

This depends largely on your terms of employment. Information on confirmation period can be found either in your employment letter or the employee handbook. In case of conflicting information, your employment letter supersedes.

What are the steps for confirmation?

The basic steps are stated in your employment letter, though this may vary depending on the job position or salary grade. The typical requirement is performance review from Job holder’s supervisor, satisfactory medical and background checks and a letter from the guarantor.

A change of salary is not applicable in all cases. It depends on role and salary grade. HR can advise based on individual cases.
ANNUAL LEAVE

The leave allowance is always stated on the offer of employment letter, Salary Review or Promotion letter.

When can I apply for my leave?

Staff are required to have been in employment for at least 12 months before being entitled to annual leave days and/or leave allowance. Your leave for the year is due upon anniversary of your employment. So, if you were employed in November 2017, you are entitled to leave from November 2018 and every other November you remain in employment with us.

We encourage all staff to observe their annual leave and no leave can be carried over. Your leave expires 3 months after a new one is due; for example November 2018 annual leave will expire by January 2020.

This information should ideally be with you, we ask that everyone keeps a copy of their leave certificates; you may call HR for confirmation when in doubt.
HOUSING UPFRONT

Write out a small memo or complete a housing upfront application form(available for download on the intranet); send the document to your HOD/Manager for approval. It is the HOD/manager that sends your approved application to HR. Staff members are not to send to HR directly. You can also apply via intra-mail. You are expected to apply 2 weeks before your birth month. This is done for cash flow purposes. In cases of transfer, apply 2 weeks before the expiration of the last upfront.

Has HR Received application letters?

We do get a lot of this enquiry the first two weeks of the month. The norm is for staff to call HR to confirm if this has been received. We are working on a more seamless approach where staff can have feedback on the status of their application. As stated earlier, housing allowances should only be sent to the Head of the Unit through the line manager before it gets to HR. It is important to track this chain before calling to confirm if it has gotten to HR.

Your authorized document is sent to Payroll for vetting to check if all previous housing upfront has been fully repaid. If yes, an approval is sent to HR and your letters are processed for dispatch from 2nd of the month (weekend not inclusive). If no, a feedback is sent to staff and the staff has to reconcile account with Payroll before the process can continue.

This is paid within the first two weeks of the month. There may be unforeseen circumstances especially with subsidiary company payments; HR follows through to ensure payments are made before the first deduction occurs.

ACCIDENT

Refer to the Accident report procedure on the intranet.
PERFORMANCE APPRAISAL

All jobs in the organization have job description; meet your line Manager immediately for a copy of yours. Your job description also contains your Key Result Indicators; these will form the parameters for appraisal. Your goal-setting for the period is done by you and your supervisor/line manager. You should also keep a performance log for yourself, records of achievements, innovative ideas that has improved your job (or those of others).

How often are appraisals done?

General appraisal is scheduled twice a year, although this is subject to many other factors. A quarterly departmental appraisal is done and records are kept with HR. All these are combined for promotion considerations when the general promotion period begins.
UPFRONTS AND ADVANCES
IMPORTANT NOTE
Please note that loans will be granted only if the take-home policy is not violated (take-home policy states that staff’s net pay must be equal to 1/3 of his/her gross pay every month).

As a Sales Executive or a Manager, Management approves certain amount to be disbursed as car loan. Deduction from salaries is done over 36months. To access this loan, you send a request to your Manager; this will then be forwarded to the DMD. Final approval for disbursement comes from the GMD. Since this is a work tool for the Sales team, a transport allowance is approved for the Sales executive pending when their Car loan is approved

Compassionate Loan

This loan is at Management’s discretion. You will need to prove the situation is unexpected, sudden and is weighty enough to cause financial strain on you. Consequences of acts of nature are also considered. Remember it is discretionary and deduction is typically over 6 months. Write out an application, you may use the advance form on the intranet (HR downloads) and send to your Manager for approval before submission HR.

Sudden financial pressure may arise in the course of the month; a salary advance may be used to take care of such unforeseen circumstances. Bear in mind the following conditions: 1. Approved amount must be equal to or less than 50% of net pay 2. Approved amount is deducted once from the net pay cycle Do an application letter to your line manager; this must be approved by your HOD to the Head of the Department to the HR Manager for approval.
Back to top
Click here (Employee Handbook) for more information on this and many other employee matters.
© 2016 RSE Information System