Personnel Handbook 15oct08 En-1

PERSONNEL HANDBOOK
Extracted from the QU Human Resources Policies
October 2008
Produced by Office of Institutional Research and Planning
QATAR UNIVERSITY
Personnel Handbook October 2008
INTRODUCTION
This Personnel Handbook provides a quick reference and guide to Qatar University (QU) employees in order to recognize their rights and responsibilities. All policies and procedures contained therein apply to all staff Faculty and Non-Faculty at QU. Any of the faculty rules, regulations and/or approved governing framework that are established (approved by President and/or Board of Regents), shall override the attached policies and procedures. Though the intent of this Handbook is for internal use, it may become accessible to interested applicants and third parties; meanwhile, the full contents of the Human Resources Policies and Procedures Manual are confidential and are intended for internal use only. Such manual is available for deans, directors and higher University administrators. Under no circumstances, the confidential contents of the HR manual be revealed to third parties without the express written permission of the HR Director.
The HR manual will be updated from time to time; therefore, the QU employee shall contact the HR department for the latest updates of the HR manual and for further information about policies enclosed in this handbook. The HR Director is the controller of the HR Policies and Procedures Manual, and is responsible for addressing all enquiries and matters relating to this Handbook.
The entire contents of this document are copyrighted to Qatar University (QU) with all rights reserved. Reproduction or use in any manner without permission is prohibited.
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QATAR UNIVERSITY
Table of Contents
Introduction 1
Planning
PL-HRM-PLA-003: Manpower Capacity Planning
5
5
Attaining
PL-HRM-ATT-001: Recruitment & Selection PL-HRM-ATT-004: Employment Contract
6
6 6
Integration
PL-HRM-INT-002: Probation/Confirmation
8
8
Retaining
Performance Management
PL-HRM-RET-001: Competencies PL-HRM-RET-002: Performance Development PL-HRM-RET-003: Promotions & Incentives PL-HRM-RET-004: Training Policy
9
9
9 9 10 12
Compensation
PL-HRM-RET-005: Salary Structure PL-HRM-RET-007: Overtime PL-HRM-RET-010: Loans and Advances
14
14 14 15
Leaves
PL-HRM-RET-011: Annual Leave PL-HRM-RET-012: Sick Leave PL-HRM-RET-013: Hajj Leave PL-HRM-RET-014: Maternity Leave PL-HRM-RET-015: Compassionate Leave PL-HRM-RET-016: Special Leave PL-HRM-RET-017: Leave of Absence
17
17 18 20 20 21 21 23
Allowances
PL-HRM-RET-018: Hiring Allowance PL-HRM-RET-019: Housing Allowance PL-HRM-RET-020: Furnishing Allowance PL-HRM-RET-021: Childrens Education Allowance PL-HRM-RET-022: Transportation Allowance
24
24 25 26 27 27
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Personnel Handbook PL-HRM-RET-023: Telecommunications Allowance PL-HRM-RET-024: Annual Air Tickets Allowance PL-HRM-RET-026: Hazardous Allowance PL-HRM-RET-027: Qatari Nationals Allowance PL-HRM-RET-028: End of Service Allowance PL-HRM-RET-029: Repatriation Allowance October 2008 28 28 29 29 30 30
Employee Relations
PL-HRM-RET-030: Business Travel & Expenses PL-HRM-RET-031: Attendance Control PL-HRM-RET-032: Working Hours PL-HRM-RET-033: Recognized Holidays PL-HRM-RET-037: Safety and Accidents PL-HRM-RET-038: Disciplinary Policy PL-HRM-RET-039: Grievance Policy PL-HRM-RET-040: Visas
32
32 38 38 40 40 43 47 47
Separation
PL-HRM-SEP-001: Resignation PL-HRM-SEP-002: Termination PL-HRM-SEP-003: Retirement PL-HRM-SEP-004: End of Service Payment
50
50 50 51 51
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PLANNING
PL-HRM-PLA-003: Manpower Capacity Planning
The University of Qatar is committed to ensuring that key roles within the University are occupied by suitable qualified individuals including appropriate planning in the event that such individuals are not available. 1 To achieve the QU objectives, all decisions made in connection with the organization structure development and management should be incorporated into an organization capability plan. The organization capability plan includes UoQs requirements for employees skills, competencies, numbers, and timeframes for hiring or displacing employees.
The organization capability plan defines the staff complement, skills sets and competencies required by all employees in a department and any hiring or displacing timeframe of employees that may be required in any department for a given year. The plan addresses both the maintenance and growth of existing employee numbers.
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ATTAINING
PL-HRM-ATT-001: Recruitment & Selection
The University recognizes its staff as being fundamental to its success. A strategic and professional approach to recruitment helps the University to attract and appoint staff with the necessary skills and attributes to fulfill its strategic aims, and support the Universitys values. The University is therefore committed to ensuring that the recruitment and selection of staff is conducted in a manner that is systematic, efficient, and effective. 1 All recruitment shall be done based on the approved organization capability plan. QU exercises a preference to select employees from within QU, wherever possible. This is to encourage and motivate existing employees to achieve their personal development objectives. Thus, for an existing vacancy the Department Director shall first examine the possibility of an internal promotion or transfer. If no suitable candidates are found internally, the HR Director recruits through external sources. For managerial and specialized positions, the HR Director may decide to recruit from external sources without advertising internally. All candidates undergo the selection process recommended by the HR Director and relevant Department Director/Dean. The HR Director and the relevant Head of Department/Dean specify the selection criteria and the selection tools to be used such as psychometric tests, technical tests, interviews, and assessment centers. They also recommend the assessors for specific vacancies and at different stages in the recruitment and selection process. Candidates are selected only if they are found to match the job requirements. Qatari nationals candidates are given preference for all vacancies if the job requirements are met.
PL-HRM-ATT-004: Employment Contract

Employment contracts and the employee registration process is an integral part of ensuring a systematic process of employment with a focus on clear and complete information documented and understood by both the University and the employee. All employees of QU should have a mutually agreed and defined employment contract.
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UoQ has the following types of employees: Employee Type Full Time Part Time Contractor Visiting Faculty Academic Non-Academic
3 3 3 3
3 3 3 2
1.1 QU has two categories of contracts. These are as follows: Nationals; and Expatriates
1.2 QU signs employment contracts with all its employees. Employment contracts are for an initial period of 3 years. Employee contracts are renewed upon the mutual consent of both parties. 1.3 The decision to renew the contract is made by the Vice President. A letter confirming renewal of contract will be given to the employee before the completion of the contract. This letter will take into account the notice period for the grade. The employment contracts will cover major terms and conditions of the contract such as: Title; Responsibilities; Salary grade; Benefits; Date of conclusion and date of effectiveness of contract; Employment duration; Location; Working hours; Probation; Leave; Point of origin; Termination conditions (including notice periods); Visa entitlement for employee and/or family; Confidentiality agreement; and Qatar Labor Law applicability and any other employment rules that may be applicable from time to time.
1.4 QU and the employee shall honor all the terms and conditions of the contract. 1.5 Once a contract is signed, an employee is not allowed to work for other organizations, part time (morning or afternoon) without a written approval from the University from the relevant Dean for Academic Staff and the HR Director for Non-Academic Staff.
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INTEGRATION
PL-HRM-INT-002: Probation/Confirmation
QU is committed to ensuring that both new hires and QU are able to evaluate each other during the initial employment period. The probation policy provides a fair opportunity for the new employee to understand the organization; the standards of performance required and are given the guidance and support to be effective in his or her new post. Probation also allows time for the manager of newly appointed staff to make a realistic assessment of their overall performance and ensure their competence in the new post.
All employees serve a six month probationary period (one year for academic faculty) as specified in the employment contract. During this period of probation, either party may terminate the contract with 7 calendar days notice. The Department Director or Head of Section In special cases- may recommend the extension of probation period for a maximum of three or six months. The Department Director, Head of Section or Unit observes the employee for work-related, ethical and moral issues. In the case of unacceptable behavior or unsatisfactory performance, the employee may be dismissed within the probationary period without any warning, however a notice period of 30 days may be granted at the discretion of the University. In this case the employee is not entitled to any end of service benefits. If the employees performance is found satisfactory on all the above counts, the employee is confirmed in employment in writing.
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RETAINING
PERFORMANCE MANAGEMENT PL-HRM-RET-001: Competencies
QU is committed to incorporating competencies into its hiring, selection and performance management processes. Competencies are measurable and observable skills, abilities and qualities that contribute to success in a job. Competencies are defined as something that a person is capable of doing or being that enables one to effectively perform the activities of a given occupation or function to the standards expected in employment. The following competencies identify the skills, abilities and qualities appropriate for each staff member employed in administrative positions throughout QU. Several specific outcomes are expected with this new competency-based assessment: Higher standards for delivering service. Reduction in administrative costs through improving and standardizing qualifications and competencies. Better service for customers through more stable support and service systems. Improved professional ethics and standards. Higher morale and more motivated employees.
PL-HRM-RET-002: Performance Development

QU is committed to evaluating the performance of each staff member at regular intervals to ensure training needs and eligibility for promotion are assessed in a timely manner. The appraisal process identifies job accountabilities and performance objectives and measures results against expectations.
1.1 The Department Director assigns appraisers for employees. In most cases this is the immediate supervisor. The immediate supervisor is responsible for setting objectives, discussing and agreeing expectations for the day to day duties of the employee. This shall be done at the beginning of the year and progress against these objectives shall form the basis of the review at the end of the year. It is recommended that new joiners also discuss objectives with their Department Director, Head of Section or Unit within one month of joining QU.
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1.2 The employee needs to be proactive during the year to discuss the progress against objectives, related issues, support required and seek any general advice and counseling that he/she may need to optimize his/her contribution to QU goals and plans. Thus the employee or the Department Director, Head of Section or Unit may seek periodic reviews of the performance against objectives set at the beginning of the review period. 1.3 Department Director, Head of Section/Unit are responsible for providing the appraisal rating and the HR Director determines the increment in conjunction with the Department Director based on the guidelines set by the QU Executive Management Team. 1.4 If an employee is rated as below expectations as part of annual performance appraisal for two continuing years, the University reserves the right to terminate his/her employment contract.
PL-HRM-RET-003: Promotions & Incentives

Annual Merit Increments
1.1 All employees are subject to the performance appraisal process. The performance appraisal process normally assesses the performance of an employee for a period of one year. 1.2 If the employee has joined QU in the middle of the year and has completed a minimum of 6 months service, he/she is given an annual merit increment based on his/her performance and contribution to the Department and QU. In the case of employees who are still in probation at the end of the year, the performance appraisal process is conducted in the following review cycle and no annual merit increment is given. 1.3 Based on the results of the performance appraisal process and subject to the above timescales, employees may be individually recommended for an annual increment. This is effective from the beginning of the next academic year (September) for staff that will continue with QU. 1.4 If the performance is assessed by the Department Director, Head of Section/Unit as below the minimum standard expected in the job, the employee is not granted an annual increment. 1.5 When an employee is at the maximum of his/her salary grade or when his/her annual salary increase exceeds the maximum of the salary grade, he/she will instead receive an increase to take him/her to the maximum. In addition, there will be a one-time bonus for the unused increase portion calculated as follows: Unused increase x 12 = One-time Bonus This bonus shall not be considered part of the individuals basic salary.
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1.6 Qatari National employee who will be retired prior to the annual salary reviews will receive a salary increase effective on the day immediately prior to the date of retirement. The increase will be calculated and in proportion from the date and budget amount percent of the last annual review. If he/she were at the maximum of his/her salary grade, then he/she will be given a retirement bonus equivalent to the salary increase amount x 12. 1.7 Faculty/supporting academic staff that are newly hired (even if they are still on probation) or have returned from approved leave in the first semester of the academic year are eligible for consideration of an annual performance review. Meanwhile, faculty/supporting academic staff that are hired or have returned from approved leave in the second semester of the academic year or during summer time will be eligible for review in the next academic year. However, the Director/Dean may decide to pro-rate their increase or award no increase after comparing their salaries to other Department employees. 1.8 Faculty/supporting academic staff that is on long-term academic programs in Qatar or overseas must present progress report from the academic supervisor in order to be eligible for the annual salary increment.
Merit Award Program (Bonus)

1.1 The merit award program allows the University President to reward academic and non-academic staffs who carry out important project or task, with performance level exceeding expectations, achieved significant contribution or cost saving, and/or enhanced the image of the University. 1.2 Nomination forms must be filled with justifications by the Director/Dean to nominate the employee with significant achievement and approved by the corresponding Vice-President.
Promotion
1.1 An employee is promoted if a suitable vacancy at a higher salary grade exists, the employee has the requisite skills and competencies to perform the new job, and the performance appraisal proves consistently high achievement levels. 1.2 In such a case, the employee is promoted if the Department Director, Head of Section or Unit recommends him for an existing vacancy at a higher salary grade within the department. 1.3 A promotion is also given if the existing job increases in content, scope or level of responsibility and is re-evaluated at a higher grade level. 1.4 The employee may also apply in writing for an internal vacancy when a notification is issued. 1.5 The employee goes through the normal selection process as prescribed by the HR Director.
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1.6 A promotion is given at any time during the year and is not linked to the timing of the appraisal process. All promotions are effective from the date of the promotion decision. 1.7 Employees promoted from one salary grade to another receive a minimum salary increase as specified in guidelines set by the HR Director; however, the new starting salary must not be less than the employees last salary. In this case, the employee will receive a 10% increase in the basic salary. This may vary in exceptional circumstances with the consent of the President. 1.8 All recommendations for promotions shall be co-ordinated with Departments Director and/ or HR Director. Promotions for staff at Head of Unit level and below must be recommended by the relevant Department Director and subsequently approved by HR Director; while promotions for staff higher than Head of Unit are to be approved by the Vice President based on the recommendation of the HR Director and that of the relevant department director in the case of section head and that of the relevant Department for Section Heads.
For Academic Staff Only

When a faculty/supporting academic staff is promoted to a higher job grade (or academic rank), his/her basic salary will be adjusted by a 10% increase of the basic salary or the minimum basic salary of the next salary grade, whichever is greater. However, promotion to the rank of Professor will not grant the faculty member a salary adjustment unless suitable salary grade vacancy for such academic rank exists. Qatari nationals are not limited to this condition, for the University is committed to develop Qatari human resources, therefore, new salary grade vacancies may be created for promoted Qatari faculty members.
PL-HRM-RET-004: Training Policy

QU is committed to the support and promotion of staff development and training based on a vision of continuous improvement. 1.1 It is the responsibility of the HR Director to co-ordinate with the Department Directors and/or relevant academic staff (Deans, etc) to determine the training requirements at both an individual and departmental level. Each Department/College shall have a training budget based on the assessed training requirements. The annual training plans (including type of training required, training periods, training objectives, costs, etc) and budget are developed once the departmental training requirements have been identified and collated into an annual organizational training plan. The Vice President (with feedback from the President as necessary) shall approve the training budget as per the overall budget approval process. Training Needs Analysis 1.2 The training needs of employees are based on the following criteria: Requirements of their present job;
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Possible promotions and transfers; and Skills gaps that may have been identified through the performance appraisal process or during the course of work.
1.3 The employee must be proactive in identifying training needs and seeking the support of his/her immediate supervisor. All such requests for training must be accompanied with a justification explaining the positive impact that such training is likely to have on the employees performance, and how this would benefit the University. Functional and Skills Training 1.4 The training needs analysis identifies the specific training requirements in functional, inter personal and management skills areas. These requirements may arise from performance reviews or at any time during the year. Training Evaluation 1.5 All training programs from both external trainers as well as internal personnel shall be evaluated to assess if they have met the training objectives. External trainers shall in addition be vetted for the quality of their training programs and the competency of their trainers. Repeat training shall be carried out only if the training course has added value, and the objectives of the training have been met.
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COMPENSATION PL-HRM-RET-005: Salary Structure

An employees salary shall be within the salary range that is assigned to the position based on the position's duties and responsibilities. 1.1 The job evaluation process determines the salary grade of the job/new recruit. Where the employee is placed on the salary grade structure is dependant on many factors such as technical skills and experience as evaluated during the selection process. The HR Director is responsible for assigning the salary grade, compensation and benefits for the new joiner.
PL-HRM-RET-007: Overtime
The University is responsible for paying employees consistent with the terms and conditions of their employment. Effective management of resources includes accurate accounting of hours worked.
Eligibility
1.1 Employees in grades 115 and lower are eligible to be paid overtime worked, when it has been appropriately authorized. 1.2 As a matter of routine, employees are expected to complete their work within the regular working hours. During times when this is not possible, the prior authorization of their immediate supervisor is necessary before overtime can be worked and overtime hours are calculated.
Overtime Rates
1.3 Overtime is recorded and paid for in units of one hour worked in excess of the established work schedules. No payment is made for periods of less than 1 hour. 1.4 The maximum overtime allowed is three hours on a working day and 9 hours on a rest day for each employee. 1.5 In cases where the employees are on variable hours per day/week, overtime may be calculated for a cumulative period where overtime is the number of hours worked in excess of the normal number of working hours. 1.6 Unauthorized absence is deducted from overtime calculations. 1.7 Overtime is paid at the following rates (only after 40 hours worked in a week) Overtime riyal value may not exceed 50% of employees basic salary for a
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month and is only for staff on grade 110-115 (minimum amount of QAR25). At least 1 continous overtime hour per day for a claim to be valid). Overtime Rate
For overtime hours worked on normal workdays. For all hours worked on Fridays, Saturday and public holidays. For shift workers, hours worked on a rest day. For shift workers, hours worked on a public holiday. The hourly rate is calculated as follows:
The basic hourly rate + 25% for each hour worked. The basic hourly rate + 50% for each hour worked. The basic hourly rate + 25% for each hour worked. The basic hourly rate + 50% for each hour worked.
Basic hourly rate = Annual basic salary during period in which overtime was worked Standard weekly hours*52
PL-HRM-RET-010: Loans and Advances

The University employees are highly valued and the University is committed to ensuring appropriate support is available where feasible. All Employees 1 New University employees (faculty and non-faculty) are granted a loan equivalent to 1-month basic salary repayable over 3 months. The employee will send a written request to the HR Director who is responsible for attaining approval from the Vice President. An interest free car loan, payable monthly over three years may be granted to the University employees once only for a regular contract; and every four years for a rolling contract after paying off the previous loan, during their employment at the discretion of the Vice President & CFO.
Qatari Nationals Only

1.1 Interest free loan may be granted at the discretion of the Vice President to Qatari employees as the result of an unplanned emergency. 1.2 A Marriage loan may be granted to Male Qatari employees at the discretion of the Vice President once only during their employment with the University, repayable within 5 years. If employee leaves prior to the 5 years, the loan balance will be due at the time of departure.
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1.3 Another interest free car loan after four years from the approval of the previous car loan, given that the previous car loan has been recovered.
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LEAVES PL-HRM-RET-011: Annual Leave

1.1 Employees in grades 110-119 are entitled to annual leave of 40 calendar days per year. The employee is not entitled to any earned leave during periods of unpaid absence. 1.2 Earned leave does not include public holidays (Independence Day, Eid Al-Fitr, Eid Al-Adha, or any other official holiday declared by the government or the Board of Regents). An employee can start or finish his/her leave only on a working day. i.e. public holidays lying within the period of employee leave are not deducted from the employee vacation balance. 1.3 All leave entitlements are calculated based on an employees appointment date. 1.4 Leave entitlements for a part of the year is calculated as follows: Annual earned leave = Annual leave entitlement * No. of days employed in the year 365 No. of days employed in the year are inclusive of weekends and public holidays. Sickness during annual leave 1.5 If an employee is hospitalized during his/her annual leave and produces a valid medical certificate, these days spent in the hospital count as sick leave and are not deducted from the annual leave entitlement. The HR Director verifies the authenticity of the medical certificate whenever necessary. Rate of pay 1.6 Leave pay is calculated as basic pay plus allowances. Allowances paid because of work or responsibilities such as temporary position substitution allowance and other such allowances, are not paid. Reimbursement for all other allowances such as housing, furniture, transport, education, utilities and travel tickets are not affected. Leave salary is calculated as follows (assuming a month is 30 days): Daily rate = Monthly salary including cash allowances (less specified allowances) 30 days Leave salary for the month = No. of days during leave period* Daily rate. Advance pay for earned leave 1.7 Leave pay is paid in advance in monthly amounts only if: 1 2 Leave period is not less than 26 days; and Leave application is submitted at least commencement of leave.
one
month
in
advance
of
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Rolling forward and encashment of annual leave 1.8 Employees are encouraged to utilize their earned leave subject to work commitments during the year. 1.9 Subject to work requirements and approval of the immediate supervisor, his department director and the HR Director, a Qatari employee may encash 100% of the total annual leave entitlement and may take the balance once in a calendar year. 1.10In the case of expatriate employees, if leave is not taken during the year, it lapses after two years, unless the employee is asked by the University in writing not to take leave because of extenuating work circumstances. In order to carry leave forward to the next year, the employee must have the advance written approval from the Vice President, based on a recommendation from the Department Director. 1.11The employee is responsible for planning his/her leave dates and obtaining the necessary approvals for encashment or carrying leave forward. 1.12Leave encashed is paid at the basic rate of pay only. For Qatar nationals this encashment is at basic pay plus National allowance.
Special Circumstances 1.13The University may require an employee to forgo some annual leave days in order to address job responsibilities that may arise. In this event, the employee may encashed the annual leave balance. This is based on approval from the Vice President and CFO.
PL-HRM-RET-012: Sick Leave

o If an employee falls sick during the probationary period, he/she must provide a medical certificate and the probationary period may be extended for the relevant number of days at the discretion of the immediate supervisor. An employee is entitled to sick leave (certified) not exceeding 45 days per calendar year. Sick pay during this period is calculated as follows: Period 15 days Next 30 days Any subsequent days Salary payable Full pay Half pay No payment
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The number of days of sick leave taken may be continuous or interrupted. Sick leave entitlements for a part of the year are prorated as follows:
Part sick leave entitlement =

(15/30/45 days)*No. of days employed in calendar year (incl. weekends and public holidays) 365
The employee or their representative should notify their immediate supervisor on the first day that they are absent from work. If the illness continues for two days or more, the employee must provide a medical certificate from the relevant doctor specifying: I. The nature of the illness; II. Confirmation that the employee is too ill to perform full or partial duties of his/her job; and III. Indicating the expected return to work of the employee. o Failure on the part of the employee to furnish such verification of illness from hi/her relevant doctor shall disqualify the employee from receiving sick pay. o A maximum of 3 days may be allowed as uncertified sick leave in a year and not more than 1 day on an occasion. In the case of a long period of sickness, it is the responsibility of the employee to inform his/her immediate supervisor of the dates of sick leave and return to work.
Rate of Sick Pay o Sick leave full pay is basic pay plus allowances. Allowances paid because of work or responsibilities such temporary position substitution allowance and other such allowances other than those mentioned below, are not paid. Reimbursement for allowances such as housing, furniture, transport, education, utilities and travel tickets are not affected. Sick leave at half pay is calculated by reducing the basic pay to half. Unpaid sick leave is calculated by reducing the basic pay to nil. No compensation is payable if the illness is the result of the employees misconduct. In the absence of a medical certificate the HR Director with input from the relevant Department Director/Dean may use discretion to treat the entire period as unauthorized absence.
o o o
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Illness Certificate Requirements o The Doctors certificate must be issued from Hamad Hospital or other government clinics that issues a health certificate accepted by the government health body and must include the following information:
Nature of illness; Confirmation that employees illness hampers performance of duties or is contagious; and Specifies estimated length of illness.
PL-HRM-RET-013: Hajj Leave

1.1 Hajj Leave is granted to Muslim employees for performing pilgrimage after completing a minimum of one year of continuous service. It is granted once during their entire service with full pay including allowance for 14 calendar days. 1.2 The leave is sanctioned based on the approval of the employees relevant supervisor and tracked by the HR Department to ensure it is only granted once.
PL-HRM-RET-014: Maternity Leave

Eligibility 1.1 Female employees are eligible to apply for maternity leave only after they have completed one (1) year of service. If the employee has not completed one (1) years service, the employee will be entitled to maternity leave at half pay. 1.2 Annual earned leave may be added to the maternity leave. cannot claim sick leave during the maternity leave. The employee
1.3 The employee may be granted a maximum of 100 days unpaid maternity leave under special circumstances based on medical advice in writing. Entitlement 1.4 Female employees are entitled to 60 days maternity leave (at full pay including allowances). This includes the period preceding and the period following confinement. 1.5 Within the 60 days, the employee has the discretion to decide the number of days to be taken before and after delivery. 1.6 Female employees are entitled to two hours daily directly after Maternity leave for nursing infants up to a period of one year for each new born. It is the employees decision when to take such leave during the day (morning/afternoon).
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PL-HRM-RET-015: Compassionate Leave

1.1 Due to reasons that cannot be foreseen or documented in advance, employees may apply for leave on compassionate grounds. The HR Director makes a decision on such applications on a case by case basis with input from employees immediate supervisor. The employee must provide the appropriate documentary evidence. 1.2 Compassionate leave is granted in the case of: Death of immediate relative (spouse, parents, and children) 7 calendar days; Death of other relative (brother, sister and grandfather) 3 calendar days; and Eddah Leave - four months and ten days granted to a female Muslim employee in the event of her husbands death
PL-HRM-RET-016: Special Leave

Special Medical Leave
1.1 Special Medical Leave may be granted for an employee for medical treatment inside or outside Qatar and it will be based on the decision of the treating hospital/clinic. Such leave will be at full pay and cannot exceed a period of 365 calendar days for Qatari employees and 90 calendar days for non-Qatari employees (both subject to Vice President approval). This is to be supported by both local medical records as well as confirmation from the treating hospital/clinic outside Qatar. This will also need to be certified by the relevant Qatar embassy indicating actual period of stay and nature of illness. Other documents may be requested at the discretion of the University.
Marriage Leave
1.2 Employees (Qatari or Non-Qatari) who complete the probation period successfully with the University are entitled once during their period of employment to Marriage Leave. Such leave is at full pay and is for a period of 14 calendar days.
Special Childcare Leave

1.3 Female Qatari employees are entitled to Special Childcare Leave in the case of having a new born child with special needs or disabilities for a maximum period of 2 years at full pay.
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1.4 If special childcare leave is required for a second time, it will be at basic salary (plus housing allowance if applicable) only for a period of 2 years at the discretion of the Vice President provided a minimum of four years has elapsed since any previous childcare leave being granted.
Casual Leave
1.5 Employees are entitled to Casual leave that is not more than 7 days in a calendar year (and not more than 3 consecutive days per time) which is granted by the Department Director. Casual leaves cannot be carried forward to the next financial year.
Working on weekends
1.6 Employees may work during weekends due to work circumstances (based on prior approval). The number of days worked will be accrued, but resultant time off during regular working hours must be taken within one month of the initial period of weekend work. The Director is responsible for keeping records of the hours worked on weekends. Days accrued may not be combined with Annual leave.
Medical Accompanying Leave (Qatari employees sponsored by Health

authorities only) 1.7 Medical accompanying leave (employee accompanying any of his/her relative for treatment outside Qatar) is granted as follows: For immediate relatives (father, mother, wife, husband, son, daughter, sister, brother), employee is entitled for a maximum period of 1 year at full pay (less transportation). This is to be supported by both local medical records as well as confirmation from the treating hospital/clinic outside Qatar. This will also need to be certified by the relevant Qatar embassy indicating actual period of stay and nature of illness. Other documents may be requested at the discretion of the University. In exceptional cases, the employee may be entitled for a maximum period of 3 years based on the approval of an internal committee comprising the President, the VP & CFO, the Legal Counsellor, and a technical advisor from the employees department.
Other Special Leave

1.8 In special unforeseen circumstances, an employee may request special leave, which is granted at the discretion of the Department Director. This is a maximum of 20 working days per calendar year. Such leave cannot be greater than 5 consecutive days per request. 1.9 All special leave requests should be supported by relevant documentation that are provided at the requesting stage or on return from leave. 1.10Examples of special leave include: Study leave; Examination leave; and Any other as approved by HR Director.
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PL-HRM-RET-017: Leave of Absence

Leave of Absence Without Pay
Leave of absence without pay is applied in the following situations:
Authorized leave of absence without pay
1.1 Leave of absence without pay is not normally granted. In exceptional cases, when an employee has exhausted the annual leave entitlement and unforeseen circumstances require additional leave to be taken, a maximum of 7 days leave without pay may be granted. This is determined on a case by case basis. Application for unpaid leave must be approved (by immediate supervisor) in advance and follows the same procedure as applying for annual leave. 1.2 During the period of the unpaid leave, basic salary and all work related allowances are not paid to the employee except the housing allowance which will not be affected. For any period beyond the seven days, basic salary and all allowances are not paid. Such extensions need approval from Department Director (with input from HR Director) if less than 3 weeks and from the Vice President if longer 1.3 Based on the approval of the president, an employee may be granted a leave without pay for a specific period, which must be reviewed annually.
Unauthorized leave of absence without pay
1.4 An employee who takes time off without prior approval or returns late from an authorized leave of absence, shall have all such time deemed as unauthorized and shall not receive pay for such time unless the employee can verify that such absence was beyond the employees control. 1.5 Any unauthorized time off shall be subject to disciplinary action up to and including termination from employment unless the employee can verify that such absence was beyond the employees control. 1.6 An employee who does not report to his/her work after 14 days have elapsed from the designated date of reporting back, the University has the right to terminate his/her employment.
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ALLOWANCES PL-HRM-RET-018: Hiring Allowance

1.1 Faculty and non-faculty employees joining the University from outside Qatar, are entitled to a joining package as specified below: Joining passage 1.2 One way air ticket from the city of residence registered at the time of joining or location of residence at the time of recruitment to Doha, Qatar for self, spouse and a maximum of 3 children up to the age of 18 years; and
1.3 The universitys contribution to reallocation through baggage allowance shall be from the location of residence at the time of recruitment to Doha, Qatar and is as follows: Grade Other Grades and Faculty Allowance 1. 300 Kgs of unaccompanied baggage (airfreight) for the employee; and 2. 200 Kgs of unaccompanied baggage (airfreight) for the spouse. 1. 150 Kgs of unaccompanied baggage (airfreight) for the employee; and 2. 100 Kgs of unaccompanied baggage (airfreight) for the spouse. None. Maximum Amount 1. Equivalent of USD 1,500 in Qatari Riyal 2. Equivalent of USD 1,000 in Qatari Riyal 1. Equivalent of USD 750 in Qatari Riyal 2. Equivalent of USD 500 in Qatari Riyal None
112-115 F-G
110-111
1.4 This allowance is applicable to expatriates and their spouses, working and residing outside Qatar at the time of recruitment; 1.5 The employee shall support the claim for this allowance with relevant invoices showing the actual amount paid (with the maximum amount mentioned in the above table), and in all cases it cant be settled for personal invoices on claims (i.e. issued by employee). 1.6 This allowance shall be paid in advance and once only based on the marital status of the employee at the time of joining QU; 1.7 The above allowance of excess weight is applicable to airfreight, while in the case of land freight or sea freight, the Maximum Amount applies (not the weight). 1.8 The university reserves the right to ask the prospective employee to submit more than one estimate.
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1.9 Joining passage of employee and family is based on actual purchase of tickets or a prepaid ticket advice. Cash equivalent is not paid to employees, unless authorized by the Vice President
1.10All claims for reimbursement should be settled within 90 days from the date of the invoice. Immigration documents 1.11QU is responsible for preparation, submission and payment for documents to the relevant authorities for obtaining visas for the employee and their immediate family (wife/husband and 3 children).
PL-HRM-RET-019: Housing Allowance

Temporary accommodation on arrival/departure/transfer 1.1 Temporary accommodation is provided to the employees who arrive at the place of work from outside Qatar. This may be a furnished apartment or hotel accommodation nominated by QU. The temporary accommodation is provided for a maximum period of 2 weeks. 1.2 On joining, housing allowance is payable to the new employee only after he/she moves out of the temporary accommodation. 1.3 QU reserves the right to either allocate suitable housing or paying a housing allowance as per the employee's contract. 1.4 Employees are entitled to a monthly housing allowance according to the following scheme and subject to the conditions listed below: 1.4.1 If an employees spouse is employed in a government department, government owned or an organization with substantial government shareholding (minimum 40%) and receives housing/housing allowance, the non-National QU employee will not be eligible for this allowance or housing from the university; however, the National employee will be eligible for single status allowance. A divorced female employee is entitled to a married type housing allowance if she is responsible for supporting her children (subject to court certificate).
1.4.2
1.5 Housing allowance is applicable to all staff based on their position's grade. However if husband and wife are employed at QU, only the one with the highest entitlement receives an allowance. 1.6 If the employee has leased accommodation above the maximum limit, QU is not accountable and the employee is responsible for covering all additional costs.
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1.7 This allowance will not be paid if the employee is provided with a house (villa, apartment and/or hotel accommodation) by QU..
PL-HRM-RET-020: Furnishing Allowance

1.1 Based on the conditions of the contract, employees are paid a one time furniture allowance upon joining QU. Notes: This allowance shall be paid in advance once only at the time of joining QU (only for new staff and not for renewal of contract or agreeing to a new contract if an existing employee of the University), any subsequent changes in employee grade, will not trigger further payment; The allowance shall accrue to the employee on a monthly basis and shall be amortized over 48 months; The QU at its discretion may provide suitable accommodation. If such accommodation is furnished then the employee is not eligible for this allowance, however if the employee is asked to vacate University accommodation such allowance may be payable; and If an employees spouse is employed in a government department, government owned or an organization with substantial government shareholding (minimum 40%) and receives furnishing allowance, the QU employee will not be eligible for this allowance. Single employee is entitled to 50% of the furniture allowance. 1.2 The initial furniture allowance is accounted for over a period of four years. The furniture belongs to the employee. If the employee leaves before the completion of four years, he/she is required to repay a proportion of the furniture allowance as follows: On completion of 1 year of service, 25% is written off and 75% is repaid to QU; On completion of 2 year of service, 50% is written off and 50% is repaid to QU; On completion of 3 years of service, 75% is written off and 25% is repaid to QU; and On completion of 4 years of service, 100% is written off and no repayment needs to be made to QU.
1.3 Repayment for part of a year is prorated. The amount to be repaid is deducted from the end of service benefits or recovered from the employee. 1.4 The university does not take back or buy any furniture from employees or faculty. 1.5 An employee who worked for the university before and left & is rejoining the university again, is eligible for the furniture allowance, given that the allowance has been accounted for.
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1.6 An employee who was employed in a governmental department, government owned organization or an organization with substantial governmental shareholding, and is joining the university is entitled to the furniture allowance.
PL-HRM-RET-021: Childrens Education Allowance
1.1
Based on the terms of the contract, employees may be entitled to a children education allowance as follows (Exceptions only by the President): Grade Children's Education Maximum amount of 45,000 Q.R. per child per year - (max 3 children under 18). Maximum amount of 30,000 Q.R. per child per year - (max 3 children under 18)
UG 118-119 Director 114 117 For Non-Arab Expatriate 1.2
If the actual school fees are more than the maximum permissible limit for the grade, the employee is responsible for paying the balance. As a guideline, the allowance covers only the following: School fees (including registration fees); Required school books as prescribed by the syllabus; and School transport if used by the child.
1.3
1.4
The allowance is paid against actual original invoices (including original receipt of payment from school) and is authorized by the HR Director. If there is any doubt as to whether an expense is payable or not, clarification should be sought from the HR Director. QU pays the children education allowance from the first grade up to 18 years. The first allowance is claimable for the term when the child enrolls for the first grade and the last being the end of the academic year in which the child celebrates his/her 18th birthday. If both husband and wife are working in QU, only one parent is entitled to children education allowance. The employee must provide the relevant invoices for school fees paid per year. If the employee leaves QU before the completion of the year for which fees have been paid, then the proportionate amount will be recovered from the employee.
1.5
1.6
1.7
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1.8
Married female employees are entitled to children education allowance if their husbands are not entitled to this allowance in their place of work. In such a case the female employee is required to obtain a letter from the husbands employer stating that he/she is not entitled to children education allowance. All such employees also have to give a declaration that they will inform QU if there is a change of status. If false information is provided and a claim for reimbursement of fees is made on incorrect grounds, the employee is liable for disciplinary proceedings and the amount thus claimed must be paid back to QU.
PL-HRM-RET-022: Transportation Allowance

1.1 Employees who are not assigned a University transport, are paid a monthly transport allowance to travel to and from their place of work as specified in their contracts: 1.2 All local travel within Doha is expected to be covered from the monthly transport allowance as applicable. 1.3 The following standard mileage allowances can be obtained in case of travel outside Doha using personal vehicles QAR 0.50/km.
PL-HRM-RET-023: Telecommunications Allowance

1.1 Employees who require mobile telephones for business needs (only positions/jobs declared as field jobs by the H.R. Director) shall be provided by approval of the Vice President (through a request from Department Director) of an allowance equivalent to actual telephone bill or QAR 400 whichever is lower.
PL-HRM-RET-024: Annual Air Tickets Allowance

1.1 Based on the terms of the contracts, eligible employees after probation period (and immediate family resident in Qatar) are provided with annual air tickets on the completion of every year of service (Academic year for faculty staff) to the point of origin specified in their employment contract, and validated by their passport. Standard direct flight rates on the relevant class on Qatar Airways shall apply. The allowances are as follows: Qatari Nationals 1. 1.5 months basic salary Non-Qatari Nationals Directors and faculty members in administrative positions such as deans and higher: Business class return tickets for self, spouse and a
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maximum of 3 children up to the age of 18 years for the city of residence registered at the time of joining or approved at a later date by the V.P. All other employees: Economy class return tickets for self, spouse and a maximum of 3 children up to the age of 18 years for the city of residence registered at the time of joining or approved at a later date by the V.P./CFO; and Grade 110-111: Economy class return tickets for self. In order to be eligible for air ticket allowance, the employee must take his annual leave based on University decision.
Notes: This allowance shall accrue to the employee on a monthly basis. 1.2 For non Qatari staff, if both the husband and the wife are working for QU, the allowance is provided to the employee with the higher entitlement. 1.3 Payment of air tickets allowance will be based on Qatar Airways June rates. This will include ticket taxes, etc. and paid cash to the employee. 1.4 For Qatari staff, if husband and wife are working for QU, they are both entitled to receive the equivalent of 1.5 of monthly basic salary 1.5 Newly hired employees during their first year of employment and after the probation period may receive early payment of leave airfares (in special circumstances approved by the Vice President), however if employee leaves the University employment earlier than a one year period, the value of the airfares will be recovered on a pro-rata basis. 1.6 All travel tickets accrue to the employee on a prorate basis. If the employee leaves then the cost of the tickets will be recovered on a pro-rata basis.
PL-HRM-RET-026: Hazardous Allowance

1.1 A hazard allowance may be paid based on the approval of the Vice President (based on request from relevant Department Director) to employees undertaking responsibilities within the University that are of a hazardous nature. 1.2 Applicable only to the positions/jobs declared as hazardous by the H.R. Director. 1.3 The value of the allowance is QAR 500.
PL-HRM-RET-027: Qatari Nationals Allowance

The following allowances apply to Qatar Nationals only.
National allowance
1.1 Qatar nationals with proof of Qatar nationality are granted a National Allowance. The National Allowance is paid monthly according to the job grade and marital status, as long as the nationality is retained.
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Note: If a married employee's spouse employed in a government department, government owned or an organization with substantial government shareholding (minimum 40%) and receives this allowance, the UoQ employee will be eligible for a "single" allowance.
Pension
1.2 All pension entitlements are as per Qatari Governments Pension Scheme and related regulation.
PL-HRM-RET-028: End of Service Allowance
1.1 Employees (faculty and non-faculty) are entitled to receive a gratuity sum at the end of their service, based on the duration of their employment (with a maximum of 10 years) in accordance with prevailing Qatari law. 1.2 The end of service allowance shall be equal to 1 months basic salary for each year of service on a pro-rata basis for a maximum of 10 years; Notes: This allowance shall accrue to the Non-Qatari employee on a monthly basis; and Qatari employees end of service benefit is governed by the Qatar General Retirement and Pension Authority rules and regulations. 1.3 After the completion of one year of service, gratuity for an incomplete year of service is paid on a pro-rata basis. 1.4 End of Service Allowance shall be paid when the employee is leaving QU and not on contract renewal or change of employee status. 1.5 If the last salary due to an employee at the time of his/her departure from QU is not sufficient to recover the dues to QU in the form of loans, notice pay, loss/damages then the remaining amount may be recovered from his/her gratuity entitlements. 1.6 If the employee leaves without giving notice, then one months salary in lieu of notice period may be deducted.
PL-HRM-RET-029: Repatriation Allowance

1.1 Based on the terms and conditions of the employment contract, faculty and nonfaculty employees are entitled to a repatriation package as specified below: 1.2 Based on the terms of the contract, all eligible employees and families are provided with an air ticket to the hometown/location of recruitment from Doha.
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The family is defined as the spouse of the employee and children (up to a maximum of 3) up to the age of 18 years. The allowance shall be as follows:
Grade Other Grades and Faculty
112-115 F-G
110-111
Allowance 300 Kgs of unaccompanied baggage (airfreight) for the employee; and 200 Kgs of unaccompanied baggage (airfreight) for the spouse. 1. 150 Kgs of unaccompanied baggage (airfreight) for the employee; and 2. 100 Kgs of unaccompanied baggage (airfreight) for the spouse. None.
Maximum Amount 1. Equivalent of USD 1,500 in Qatari Riyal 2. Equivalent of USD 1,000 in Qatari Riyal.
1. Equivalent of USD 750 in Qatari Riyal; and 2. Equivalent of USD 500 in Qatari Riyal.
None.
1.3 This applies to employee and spouse who are returning to their home country. If a no objection certificate is given and the employee is taking up employment with another organization in Qatar, he/she may not claim the repatriation package. This also applies to the cases of unacceptable resignation or discontinuation of work. 1.4 Repatriation of employee and family is based on actual purchase of tickets or a prepaid ticket advice. Cash equivalent is not paid to employees. 1.5 If a female/male employees husband/wife is entitled to repatriation for the family from his/her employer, then QU does not provide repatriation. 1.6 When an employee is married to another member of staff and both are sponsored by QU, only one joining and repatriation package is provided. 1.7 The university reserves the right to ask the employee to submit more than one estimate. 1.8 All claims for reimbursement should be settled within 90 days from the date of the invoice 1.9 The above allowance weight is applicable to airfreight, while in the case of land freight, or sea freight, the Maximum Amount applies not weight 1.10This contribution toward repatriation shall be paid based on actual invoices and cant be settled for individual invoices or claims (i.e. issued by the employee).
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EMPLOYEE RELATIONS PL-HRM-RET-030: Business Travel & Expenses

The University appreciates the efforts of those who travel on University business. Travellers should be comfortable while travelling, understand all travel-related policies, and obtain reimbursement for their business travel expenses on a timely basis. An individual travelling on University business should neither gain nor lose personal funds as a result of that travel. Travel should always be arranged to serve the best interest of the University. Employees should use the most direct route and the most economical transportation, taking into consideration travel time, expense, absence from campus, and convenience. Business travel expenses will be paid by the University only if they are reasonable, necessary and in accordance with this policy. Travellers must submit reimbursement requests with required supporting documents within ten business days of return from travel.
1. General
1.1 All business travel must be approved in writing through the Travel Authorization Form (TAF). In emergencies, verbal approval for travel may be given but must be supported in writing as soon as possible afterwards. QU pays (through the travel allowances) the following: 1.3 Transport to and from the destination by the most direct and cost effective route; The cost of accommodation, meals and other costs integral to the business journey as well as incidental costs such as taxis and personal telephone calls (included in daily allowance); Visa and immunization costs of foreign travel.
1.2
The employee undertaking business travel is responsible for ensuring that they are in adherence with the travel and expenses policy. No employee may approve a business travel for himself. The Employee Relations Section is responsible for issuing tickets or arranging for issuing them with travel agents.
1.4
1.5
2. Policy Section Mode of Travel

Air tickets for Official Delegations (delegation requires approval by President) 2.1 All senior employees representing QU in international and regional gatherings/conferences, i.e. Directors, Deans, and above: First class return tickets.
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2.2
For the rest of academic and non-academic grades: Business Class return tickets. However may be upgraded to First Class if traveling as part of a delegation which has staff of higher seniority.
Training Programs / Other Business Trips: 2.3 Qatar Airways is to be utilized whenever available. Class of travel will be based on employee grade as follows: President, VP, AVP, & U,A Grades: First Class Grades B-D & 118-119 (Directors Only): Business Class Grades 110-117, Economy Class.
Upgrading Provisions 2.4 An upgrade at the expense of the University will not be reimbursed unless approved by the Vice President. Upgrades may be permitted by the Vice President only under the following circumstances: If the authorized travel classification is unavailable; If travel in economy class would result in uneconomic delay or hamper business schedules; If a higher travel classification is warranted due to compelling health reasons; or If the University employee is traveling on a common business trip with one or more representatives from an external organization or with senior members of the University who are traveling at a higher airfare classification.
2.5
No more than two heads of function or three department members are to travel on the same flights unless authorized by the President.
Change of Class or Route 2.6 Employees may choose to travel at an airfare classification, and or by a route other than the ones authorized by the University. The University will however, limit the airfare payment to the authorized rate and classification of travel that the employee is eligible via the most direct route. The excess fare charge will be borne by the employee. If an employee requests a lower travel classification than is authorized by the policy, there will be no payment or credit to the requesting employee for the cost difference.
2.7
Frequent Flyer Programs 2.8 The University does not reimburse travelers for tickets purchased with frequent flyer miles. Travelers must always select flights that are the lowestpriced available for their business trips; frequent flyer membership should not take precedence in the choice of airline.
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3. Policy Section Other Transportation

Ground Transportation To and From Terminals 3.1 Transportation to and from air and other terminals is covered within the employees daily per diem allowance. Many hotels offer complimentary pickup and drop services that should be used when available.
Limousine Car Services 3.2 Private sedan or car services are covered within the employees daily per diem allowance.
Road travel: 3.3 If road travel is required in Qatar for visiting University work related sites and as approved by the relevant Department Director or Head of Section/Unit, the following rates apply: Private car based on mileage at the rate of QAR 0.50 per kilometer; and Taxi based on market rates (receipts required).
4. Policy Section Lodging

Stay in Hotels 4.1 When traveling on work outside Qatar, employees stay in a hotel is covered by the daily per diem allowance; In case accommodation is not covered by the employee, he/she qualifies for half the daily per diem allowance.
4.2
Room Charges 4.3 Room charges are covered by the daily per diem allowance
Payments to Local Hotels and Transportation Services for University Guests 4.4 If a guest is visiting the University for business purposes, and the University has agreed to provide lodging, meals and local transportation, payment for such expenses should be made directly to the hotel or transportation service. The invitation or acceptance letter should outline in monetary terms the type of charges that is covered by the university. It is the responsibility of the HR director to follow on this.
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5. Policy Section Travel Time Allowance

5.1 Travel time will be granted in connection with business trips as detailed in the table below Travel Time Allowance Out-of-Qatar Flight Duration A flight lasting less than seven hours (either outward or return). A flight lasting more than seven hours (either outward or return). Travel Time Benefits Two days (total).
Four days in total.
The travel time days will be paid at the business per diem rate as specified in the Per Diem Allowance Table in the following section. 5.2 If the host is providing accommodation, the amount to be paid to the employee would be 50 % of the daily allowance for the days covered by the host; whereas the university provides the full daily allowance for the other days not exceeding duration of the business trip including the travel time shown in the table. If an employee is traveling for up to or more than thirty consecutive days, QU provides him with an economy/excursion class ticket for his/her spouse. No other expenses are paid.
5.3
6. Policy Section Per Diems and Other Expenses

Per Diem Allowance 6.1 Employees required to travel outside Qatar are entitled to the following: Air tickets as specified; A flat unaccountable daily allowance for accommodation, meals and incidental expenses such as laundry, tips and taxis as specified in the table below:
Travel outside Qatar Flat unaccountable daily allowance for accommodation meals, transportation and any other expenses. Location Amount in QAR Europe, North America, South America, President: 4500 Australia, Japan, Korea, Singapore, VP, Deans, Directors: 3500 Malaysia and Similar Regions B-G & 112-119: 2500 Other countries President: 4000 VP, Deans, Directors: 3000 B-G & 112119: 2000 Note: If the period of stay is one month or greater, 50% of the per diem is paid.
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Telephone Expenses 6.2 Telephone expenses are covered by the daily per diem allowance.
Personal Expenses 6.3 Personal expenses incurred while traveling on University business are covered by the daily per diem allowance
Other Business Travel Costs 6.4 All other expenses incurred while traveling on University business are covered by the daily per diem allowance In some cases and based on a prior or a past approval of VP, an employee may be reimbursed for other expenses such as business dinner, if that was important for the business of the university; however the employee must submit a request for that and settle it with invoices.
6.5
7. Policy Section Travel Reimbursements

7.1 To obtain the relevant per diem, the travel expenses reimbursement request form, properly authorized, must be submitted within two weeks (10 business days) after the individual's return from travel.
Advances (up front per diem) 7.2 Employees can obtain the appropriate advance (based on estimated number of days of travel) with the approval of their immediate supervisor. The authorization of travel is the responsibility of the Department Director.
7.3
8. Policy Section Authorization of Travel Expenses

8.1 All forms related to travel must be signed by the traveler and by the Department Director or designee with appropriate decision-making authority. The authorized signer is responsible for ensuring compliance with this policy and must verify that expenses are reasonable and meet the following criteria: Information contained on forms and in accompanying documentation must be complete, accurate, and in accordance with this policy. Expenses must be charged to the proper accounts.
8.2
Travelers cannot authorize the reimbursement of their own travel expenses.
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9. Policy Section Special Situations

Consultants Traveling on University Business 9.1 Consultants traveling on University business may be reimbursed for reasonable and necessary business expenses as provided in the respective consulting agreements. If the provisions for reimbursement are not provided in the contractual agreement, they must be approved in advance by the VP. Consulting firms doing business with the University must provide a detailed list of all expenses for which reimbursement is requested and attach it to an invoice or bill for services. Such list must be separated by consultant and itemized by the following expense categories: 9.3 Travel; Lodging; Meals; and Others.
9.2
It shall not be necessary for the consulting firm to provide original receipts with the invoice; however, the University reserves the right to inspect such receipts if necessary. A Department Director or other University employee responsible for the consultant must review the request to determine if it is reasonable and in accordance with both University policy and the consulting agreement. The invoice with reimbursement request must be submitted to Accounts Payable for payment.
9.4
Non-Employees Traveling on University Business 9.5 Non-employees traveling on University business, for example, students, guest lecturers, and job recruits, may be reimbursed for normal travel expenses as defined in this policy. To receive reimbursement the non-employee individual must provide the hosting department or faculty with an itemization, accompanied by original receipts, of all expenses for which reimbursement is requested. A Department Director or other University employee responsible for the individual must review the request to determine if it is reasonable and in accordance with University policy before submitting the reimbursement request to Accounts Payable for payment. The signed request for reimbursement shall serve as the travelers authorization for the request.
9.6
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Business Travelers Accompanied by Family Members and Others 9.7 The University does not provide reimbursement for travel and entertainment expenses of family members and other companions who accompany University employees on business trips and special functions. This policy however, does not preclude family members and other companions from accompanying employees on business trips provided that all travel, meals, entertainment and other costs resulting from their presence are borne personally by the employee or companion. In all instances, the conduct of University business shall be of first importance during business travel. Exceptions to Policy on Travel Involving Family Members and Others 9.8 There are a limited number of instances when there is a bona fide business purpose for the presence of spouses and/or family members or other travel companions on University trips. Such exceptions are generally limited to deans and officers when they are hosting and/or representing the University at fund raising events and other important business functions. Exceptions should be discussed with the Vice President for Administration in advance. Approved exceptions must be documented with respect to the business purpose and communicated to the Head of Payables. The VP may approve tickets of the same class as the employee.
9.9
PL-HRM-RET-031: Attendance Control

1.1 Head of Section/Unit are responsible for controlling the attendance and punctuality of employees in their sections/units. They should note late arrivals and unauthorized absence during the day and informally counsel the employee, where appropriate; 1.2 When an employee is late more than three times in a month, he/she will be subject to a verbal warning by the relevant Head of Section/Unit in consultation with the HR Director; 1.3 Disciplinary action may be taken against an employee who is repetitively late and/or absent during working hours or has a high rate of unplanned/approved absenteeism. Informal counseling should be used first, where appropriate.
PL-HRM-RET-032: Working Hours

Regular Work Schedule
The University adopts variable work schedules to suit operational requirements. Employees should respect these work schedules. However, the nature of the work is such that there may, on occasion, be work requirements, which demand that the regular work hours be exceeded (Overtime is payable to the relevant grade as per
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the overtime policy only when 48 hours have been exceeded in a week). The current applicable schedules, which may change at the Universitys discretion, are summarized below:
Working Hours/Day 7 am to 2 pm
Hours/Week 35 Hours
Days/Week 5 Days
Rest Days Friday and Saturday
Shifts Work Schedule

1.1 A number of employees are assigned to work on shift schedules as determined by the nature of their work. Shift employees work according to the University approved shift schedules that may require different rest days and working hours.
1.2 All employees assigned to shift duty that includes a night duty or extends up to or beyond midnight work 35 hours per week.
Ramadan Month Work Schedule
1.3 During the month of Ramadan, working hours are reduced to comply with the notification received from the Qatari Government authorities. HR Director shall notify the employees about the working hours during Ramadan.
1.4 The Ramadan work schedule applies to all employees.
1.5 Hours worked in excess of the Ramadan working hours shall be treated as overtime.
Public Holidays
1.6 All holidays declared by the Qatari Government authorities.
1.7 If a public holiday coincides with an employee's annual leave schedule only, the holiday is added to the total entitlement.
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PL-HRM-RET-033: Recognized Holidays

Each year, the Human Resources department announces the specific calendar days on which holidays will be observed. The university holidays are: National Day (18 December); Eid Al Fetr 4 days; Eid Al Adha 5 days; Any Emiri or Council of Ministers leave granted; and Any holiday approved by the Board of Regents.
PL-HRM-RET-037: Safety and Accidents

The University considers employees (and third partys) safety while working onsite to be of paramount importance. All Department Heads and Deans shall ensure that adequate preventative measures are taken and that effective awareness are created regarding safety issues. Further, they should ensure that procedures are established to ensure corrective measures are taken as and when required. 1.1 It is QUs policy to take necessary steps to provide for the health and safety of all its employees. It is the duty of every employee to take care of their own health and safety at work and to ensure that they do not do anything to compromise the health and safety of others or themselves. Third Party Contracts 1.2 All contracts with third parties should contain a clause that workmens compensation is the responsibility of the third party and that QU has no responsibility in the event of a safety incident to third party employees working on QU property. A sample extract may be as follows: Except for any wilful misconduct or gross negligence by us, you agree to indemnify us to the fullest extent permitted by law against all liabilities, losses, claims, demands and reasonable expenses, including but not limited to legal fees and expenses and internal management time and administrative costs, brought against us by any party or person whatsoever, other than you, in connection with or arising out of the assignment.
Electrical apparatus 1.3 No employee should interfere with any electrical apparatus in the workplace (other than in the line of performing their duties).
Accidents or death on duty
General 1.4 If an employee dies or is injured during work, the University is to contact the Police immediately
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1.5 The Police report should include the employees name, age, occupation, address, nationality and an explanation of the circumstances surrounding the incident including steps to treat the employee 1.6 The Police is responsible for investigation which is recorded in the report, including witness statements and injured employees statement (if possible). The report is to include a section on the link between the employees duties and the injury/death 1.7 A copy of the Police report is to be sent to the University 1.8 The injured employee is to receive appropriate treatment in line with recommendations by the relevant health authority. This is fully paid by the University 1.9 If an employee sustains a permanent disability as a result of an employment accident or occupational disease, he/she shall be entitled to the same compensation as in the event of death
Benefits Death 1.10In the event of the death of an employee or an occupational disease results in the death of the employee then the beneficiary as nominated by the employee on joining and is entitled to the following payments: Compensation as per Islamic Sharia law and relevant Qatar labour laws; Terminal gratuity accrued during his/her employment with QU;
Any outstanding salary, leave pay, or leave travel allowance due to the employee at the time of death; Payment for transport of the personal effects of the deceased in a 20 foot container to their hometown by sea freight to nearest port; Payment for the cost of a coffin, embalming, transport and freight of the remains of the deceased to his/her hometown in their country of origin (if applicable); and Payment for the cost of repatriation of his/her spouse and up to three dependants under the employees sponsorship (if applicable).
1.11The above payments not normally made until a medical certificate approved by the relevant health authorities has established the cause of death, and the beneficiary is verified through the courts either in Qatar or their home country. Injury 1.12If a work accident (including accidents occurring on the way directly to or from work) or an occupational disease has caused the employee to be absent from
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QATAR UNIVERSITY
work, then the employee is granted full pay including benefits for the length of the treatment or for a maximum period of six months. If treatment is required for more than six months, the employee receives only half of the pay until treatment is complete or if ascertained that it is a permanent injury. 1.13Partial disability as well as compensation value is to be determined in line with relevant Qatar National laws and regulations 1.14The above is not granted in the following circumstances: a. If the employee intentionally causes the injury b. That the employee was under the influence of drugs or alcohol at the time of the incident or death and that this was the reason for injury or death c. That the employee did not adhere to occupational health and safety instructions in performing their duties d. If the employee refuses without acceptable reason medical examination or adhering to the treatment recommended by the specialist medical examiner Disputes 1.15If a dispute arises between the employee and the University in relation to the employees ability to resume work or for other medical matters related to the injury, illness or required/current treatment, the case should be referred to the specialist medical assessment of which decisions/recommendations would be final 1.16The right to compensation is waived in the event of injury or death if 1 year passes from the medical reports date confirming injury or disability resultant from work duties or from the date of death. Compensation Timing 1.17The University is to pay compensation no more than five months from confirming the employees disability/injury or from the date of confirmation of investigation into the disability/injury that it is the result of work duties 1.18The University is to pay compensation in the event of death within a period no more than 15 days from the date of death or from the date of the investigation report confirming death as a result of performing duties. The Qatari courts are to distribute compensation to the inheritors in line with Islamic Sharia law or as per applicable laws in the inheritors country. Such compensation is to be lodged to the Qatar government if not claimed within 3 years
Death off duty 1.19If the death of an employee is not as a result of a work accident or occupational disease connected with their work in the University then the beneficiary is entitled to the following payments: Terminal gratuity accrued during his/her employment with QU; Any outstanding salary, leave pay, or leave travel allowance due to the employee at the time of death; Payment for transport of the personal effects of the deceased in a 20-foot container by sea freight to the nearest port in hometown; Payment for the cost of a coffin, embalming, transport and freight of the remains of the deceased to his/her hometown (if applicable); and
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QATAR UNIVERSITY
Payment for the cost of repatriation of his/her spouse and up to three dependants under the employees sponsorship (if applicable).
1.20The above payments are not normally made until the cause of death has been established by a medical certificate approved by the relevant health authorities, and the beneficiary as declared by expatriates or as verified through the courts in the Qatar for nationals. The beneficiary must produce documentation confirming identity before the payment is made. Beneficiary in the event of death 1.21Expatriates joining the University have the option of signing a nomination naming the beneficiary to whom all dues may be paid in the event of their death. The declaration cannot however be acted upon if payment would contravene the provisions of the law in Qatar at the time of death. 1.22In case the employee has no family in Qatar, a person should be nominated to accompany the body of the deceased to the hometown. 1.23The HR Director is responsible for ensuring that nominations for a beneficiary in the event of death are made on joining. The employee is responsible for updating these when required.
PL-HRM-RET-038: Disciplinary Policy

The University of Qatar aims to provide a fair and disciplined work environment. It is expected that employees adhere to the disciplinary guidelines provided of which a breach will be subject to disciplinary action.
1.1 The maintenance of socially acceptable and ethically correct behavioral standards are essential and in the best interests of QU and its employees. 1.2 Where such standards are breached, the University has a right and responsibility to initiate corrective action. 1.3 The Universitys disciplinary code and disciplinary procedures are designed to make clear the behavioral standards required of QU employees and to specify the actions to correct unacceptable deviations from these standards. 1.4 The dismissal of an employee may take place only where corrective action has failed or subject to the seriousness and nature of incidents
The Disciplinary Code 1.5 QU aims to provide its employees with the contracted compensation, worthwhile employment, competitive conditions of service and fringe benefits, in return of a fair days work, acceptable behavior and adherence to the Universitys rules, regulations and standards of discipline. 1.6 QU therefore looks to its employees to:
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QATAR UNIVERSITY
Carry out the duties and responsibilities for which they have been engaged or subsequently appointed, in a conscientious and energetic manner, with due regard to the interest of the University and to other employees; Carry out instructions other than those considered to be unreasonable or illegal requests; and Maintain high standards of honesty with due respect for the property and possessions of the University and other employees.
1.7 Furthermore, employees are expected to abide by the current rules and regulations governing: Hours of work and timekeeping; Confidentiality; Cleanliness of QUs properties; Security of property; and Safety of themselves and other employees and respect them.
Gross Misconduct 1.8 Gross misconduct is conduct so serious that it effectively breaches the contract of employment and so justifies the University taking disciplinary action. While it is possible to give examples of actions which may constitute gross misconduct, each case must be considered in the light of its particular circumstances. These may include the nature of the job as well as the details of the offence. The following list of examples of offences normally regarded as gross misconduct is therefore illustrative and not exhaustive: Theft, fraud, deliberate falsification of records; Fighting or assault on another person; Deliberate damage to University property; Consuming Alcohol on University property or incapability through alcohol; Being under the influence of illegal drugs or other deliberately misused substances; An act or omission at work which results in unacceptable loss, damage or injury; Repeated willful disobedience of a reasonable instruction; Offensive behavior of a serious nature, including racial or sexual harassment; Serious breach of confidentiality; Deliberate disregard of a safety regulation or requirement; Improper use of the employees position for his/her or anothers private advantage, or an attempt to do so; Deliberate contravention of the Universitys financial policies; Criminal activities outside work where, in the reasonable opinion of management, such conduct is incompatible with the individuals employment; Use of bad language towards line managers or colleagues; and Bringing the University into disrepute.
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Disciplinary Actions 1.9 In the event of an employee committing misconduct, anyone of the following disciplinary actions may be taken depending on the nature and seriousness of the violation or misconduct and the implicated consequences (as appropriate): A verbal warning; A written alert; A first written warning; Salary deductions, not exceeding 45 days in a year, and 15 days in a single violation; Salary deduction and delay of promotion; A second written warning; Suspension from duties for no more than 3 months with salary deductions not exceeding 15 days per month Suspension from duties; A final written warning; Dismissal from work; and Dismissal from work and withholding the end of service benefit.
All disciplinary actions other than verbal warning and written alert must be taken after a formal hearing (refer to Formal Hearing below). Warnings 1.10In the interests of fairness and in terms of the prime objective of a warning (correction rather than censure), every warning should include the following: Facts and evidence that support/corroborate the warning; An explanation for the warning; An opportunity for the employee to give his/her point of view and to be fairly heard; The required behavioral standards clearly stated; An adequate, correct and fair record of the disciplinary process maintained; and The degree to which these components are elaborated upon or formalized depend on the nature of the breach of standards and the type of warning being given.
1.11By definition, a written warning is committed to paper and given to the employee, and a copy filed on the employees personal file. This shall be done after informing the HR director.
Formal Hearing 1.12There should be a formal hearing at which the employee must have a fair and reasonable opportunity to present his/her point of view unless this is clearly not possible, e.g. where an employee has absconded.
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1.13At the discretion of the Vice President, the violation may be referred to the legal advisor or the hearing committee. In that case, an unbiased hearing committee will be formed from a director of a department, the HR director and the University legal advisor will hear the employees views and report key findings of the hearing. No member of the committee should be directly involved in the situation giving rise to the hearing to avoid any actual or perceived personal involvement, bias or subjectivity. 1.14If the hearing is for a director, the President shall form the committee and to be chaired by the Vice President; the President shall approve any disciplinary action in that case. 1.15Hearings must be documented and signed by all members of the committee as well as the employee. 1.16Where legal action is required, disciplinary policy shall await the court decision. Approving a Disciplinary Action 1.17A director of a department shall be responsible for issuing a verbal warning and a written alert. 1.18The Vice President shall be responsible for issuing the following: a. Close the case; b. First and second written warnings; c. Salary deductions, not exceeding 15 days in a year; d. Delay of promotion. In addition to verbal warning and written alert to directors, 1.19The President shall be responsible for closing the case and issuing all other disciplinary actions and reviewing grievances. The decisions of the President, except those related to dismissal from work, are final. Dismissals 1.20Dismissal of an employee and withholding his/her end of service benefit, is the most serious form of censure and is appropriate only when corrective action has failed or when the nature of breach is so serious that continued employment is untenable. Evidence 1.21The evidence supporting dismissal should be firm, reliable and adequately documented, and only after a formal hearing.
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PL-HRM-RET-039: Grievance Policy

The University of Qatar is committed to providing a fair and consistent grievance policy. 1.1 It is recognized that on occasions an employee may feel that his/her supervisor and/or the University has unfairly dealt him/her. If this situation arises the employee is first advised to try and settle the grievance with his/her immediate supervisor. If, however this is not possible then he/she should contact the Department Director who attempts to resolve the grievance. If the above channels cannot resolve the matter, the next step for the employee is to put his/her grievance in writing to the HR Director. 1.2 The HR Director mediates in an attempt to arrive at a satisfactory solution and confirms any decision/proposed action to the employee. 1.3 The final authority for all grievances is the Academic Vice President for faculty staff and Vice President Administration for Non-Academic staff. 1.4 Staff submitting grievance claim will have a deadline of 1 week from date of incident to submit intention to initiate such an action.
PL-HRM-RET-040: Visas
The aim of this policy is to follow the legal requirements stipulated by Qatari Law and all other countries where QU employees may travel for business.
Residence Visas for Employees
1.1 All permanent expatriate staff must be sponsored by QU with the exception of married females who are already on their husbands sponsorship or single female who chooses to remain on their parents sponsorship. If recruited from within Qatar, the Head of Employee Relations Section arranges for a work permit for those already sponsored following receipt of permission from the sponsor. Such employees must move to QUs sponsorship. 1.2 For expatriates who are recruited directly from outside Qatar, a work permit should be arranged before the individual enters Qatar and details of this shall be sent directly to the employee or presented at the local airport on arrival. The procedure depends upon the immigration requirements of the country of origin. 1.3 QU does not take on temporary employees to work for short periods unless already sponsored (e.g. by their parents or husband).
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1.4 The Head of Employee Relations Section deals with all immigration formalities and matters related to local authorities. 1.5 Normal costs of obtaining the work permit and residence visas for employees are borne by QU. 1.6 The Head of Employee Relations Section shall endeavor to stay informed about local requirements as visa regulations change at short notice. 1.7 It is the responsibility of all employees to ensure their passports are valid at all times.
Generally the following documents are required in respect of Immigration and Labor formalities: 1.1 To obtain both a residence visa and work permit: Individuals passport or a copy; Passport photographs; Copies of relevant educational and experience certificates; Birth certificates for dependants; and Any other documents required by the authorities such as medical certificates. 1.2 To obtain a work permit only (married ladies on their husbands sponsorship, young men/women on parents sponsorship): Individuals passport; Passport photographs; Copy of husbands/parents passport; Letter of no objection signed by sponsor; Birth certificates for dependants; and Any other documents required by the authorities such as medical certificates. 1.3 QU retains the photocopy of the employees passport, work permit and visa at all times.
Residence Visas for Families
1.4 Employees are responsible for obtaining residence visas for their families with help provided by the Employee Relations Section in the HR Department. This applies for spouse and children living in Qatar. 1.5 For all grades, QU bears the costs of obtaining residence visas (not passport and ID) for the employees family (spouse and all dependant children). 1.6 QU does not pay for visit visas for children over the age of 18 or extended family members or family members not residing in Qatar
1.7 QU does not pay, more than one time a year, for visit visas for family members visiting the employee in the case that they are not residing with the employee in Qatar.
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Processing of Visas for Business Travel
The Head of Employee Relations Section undertakes the processing of all visas for business travel. Adequate notice (normally 2-8 weeks) must be given by the department to ensure that the visas can be processed and made available. The University shall cover the cost of travel insurance when required by the relevant embassy as well as the visa costs.
Cancellation of Sponsorship
1.1 The Head of Government Liaison Unit arranges for the cancellation of the employees sponsorship by QU (physically taking passport to Immigration) before any payments are made for the contract termination. In the case of married women who are not sponsored by QU only the work permit need be cancelled. 1.2 In addition to the cancellation of the employees residence visa and/or work permit by QU, he/she/she should, hereafter sign a No Claim Certificate disclaiming any further dues from QU.
Release of Employees to Work With Other Companies
QU reserves the right to refuse an employees request to transfer employment to a new employer where such transfer may result in a perceived conflict of interest and/or breach of confidentiality or any other. However, QU shall try to facilitate a smooth separation process.
Other Information
This policy should be utilized in conjunction with other HR Policies and Procedures. If clarities are required, staff should contact the HR Director.
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SEPARATION
PL-HRM-SEP-001: Resignation
The University is committed to a systematic and fair separation process to ensure that University intellectual and physical property is protected and that all relevant regulations are adhered to. 1.1 When an employee notifies QU of his/her intention to resign from his/her position as per the terms of his/her contract. The following notice periods apply to employees: Grades 110 115, 1 month Higher Grades, 3 months (may be shortened by the University) 1.2 All resignations must be addressed to the Department Director with a copy to the HR Director. The Department Director and/or Head of Section/Unit discuss the resignation with the employee and forwards it to the HR Director for further action. 1.3 If the Department Director is resigning, the resignation should be addressed to and approved by the Vice President. 1.4 During the notice period, the employee may request for or be asked to give an exit interview by the HR Department. The key points of the interview will be conveyed in confidence to the Head of the Department after the employee has left.
PL-HRM-SEP-002: Termination
1.1 An employees service may be terminated for one of a number of reasons: As a result of disciplinary action; For poor performance; Redundancy; End of a fixed term contract; For medical reasons; Inability to obtain a work permit; and Reach 60 years of age.
(This is not an exhaustive list)
1.2 In the case of termination during a probationary period, no advance notice is given.
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1.3 In all other cases QU shall provide or pay the notice period stated in the employees contract and shall pay all of terminal benefits. In return, a departing employee is expected to work during his/her notice period conscientiously and professionally.
PL-HRM-SEP-003: Retirement
1.1 Expatriates: There is no retirement applicable to expatriates as the contract is deemed terminated when expatriate employee reaches the age of 60. 1.2 Qatar Nationals: The normal retirement age is 60 years for male and 55 for female employees. At the discretion of the President, the retirement age can be extended to 65 years subject to QUs requirements and suitability of the employee. 1.3 In exceptional circumstances an employee may be asked to stay on for an additional period if his/her services are required by QU and subject to his/her medical fitness and approval from the relevant government authorities. 1.4 Retirement on medical grounds: QU reserves the right to retire a Qatari employee on medical grounds six months after the incidence of his/her illness or accident, if the employee is found unable to normally resume his/her duties as per the certification of a nominated medical doctor. In this case, the employee receives benefits in line with the General Retirement and Pension Authority guidelines.
PL-HRM-SEP-004: End of Service Payment

Final settlement of accounts 1.1 A final settlement showing all the amounts due to and from the employee is prepared. This is forwarded to the employee with a copy to the HR Director. The employee must revert to the HR Department within seven working days to seek clarifications, if required. 1.2 Thus, on termination the final settlement of accounts includes the following: Leave salary in lieu of days earned (up to last working day) but not taken; Where applicable, leave travel transportation tickets (the employee will be due a leave travel transportation tickets for the current year provided this has been earned by the passing of the service anniversary date on or before the last working day or the date on which outstanding leave is completed following the last working day); and Notice pay and allowances. End of Service Benefits 1.3 Qatar National employees are covered by the Qatari Pension scheme for Nationals. The General Retirement and Pension Authority will be informed to allow the individual to start collecting his/her pension (where applicable) based on the conditions stipulated in the Law.
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1.4 If eligible based on the contract terms, expatriate employees are entitled to receive a gratuity sum at the end of their service, based on the duration of their employment. Terminal gratuity is paid when the employee leaves QU and not on contract renewal or change of employee status. 1.5 Any leave outstanding just before termination may be encashed. During the leave period the employee remains contracted to QU and this is part of the gratuity calculation. Deductions 1.6 QU recovers any amounts outstanding such as: Basic salary and allowances in lieu of notice where the employee has not given sufficient notice; Advance or excess payments in respect of basic salary; leave; leave travel transportation allowance or any other amounts; and Any other amount due to the University.
1.7 A check should also be made if the employee is in possession of any assets that belong to QU. 1.8 If the last salary due to an employee at the time of his/her departure from QU is not sufficient to recover the dues to QU in the form of loans, notice pay, loss/damages then the remaining amount may be recovered from his/her gratuity entitlements. 1.9 If the employee abandons his/her service then one or three months salary in lieu of notice may be deducted based on his/her grade. 1.10When an employee is terminated because of disciplinary proceedings, deductions from the gratuity entitlements may be made based on the recommendations of the disciplinary committee. Retention amount 1.11The balance due to the employee less a retention amount is paid at least 2 weeks before his/her last working day, after all amounts due to the organization have been deducted. 1.12If the employee has a guarantor within QU who agrees to pay any amount owed by the employee to the University, the retention amount is also paid to the employee. 1.13The departing employee must report to the HR Department to collect his/her balance, a letter of service and any personal or legal documents that may have been retained by the HR Department during the employment period. 1.14The employee is also requested to sign a form agreeing to the end of service payment calculation before he/she is paid his/her dues.
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1.15 If the employee is an authorized signatory for QU, the Finance Director should be advised to cancel the individuals signature and inform the relevant departments and financial institutions of the change.
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Personnel Handbook 15oct08 En-1

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Personnel Handbook 15oct08 En-1

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PERSONNEL HANDBOOK

Extracted from the QU Human Resources Policies

Produced by Office of Institutional Research and Planning

PL-HRM-ATT-004: Employment Contract

PL-HRM-RET-002: Performance Development

PL-HRM-RET-003: Promotions & Incentives

Merit Award Program (Bonus)

For Academic Staff Only

PL-HRM-RET-004: Training Policy

COMPENSATION PL-HRM-RET-005: Salary Structure

PL-HRM-RET-010: Loans and Advances

Qatari Nationals Only

LEAVES PL-HRM-RET-011: Annual Leave

PL-HRM-RET-012: Sick Leave

Part sick leave entitlement =

PL-HRM-RET-013: Hajj Leave

PL-HRM-RET-014: Maternity Leave

PL-HRM-RET-015: Compassionate Leave

PL-HRM-RET-016: Special Leave

Special Childcare Leave

Medical Accompanying Leave (Qatari employees sponsored by Health

Other Special Leave

PL-HRM-RET-017: Leave of Absence

Unauthorized leave of absence without pay

ALLOWANCES PL-HRM-RET-018: Hiring Allowance

PL-HRM-RET-019: Housing Allowance

PL-HRM-RET-020: Furnishing Allowance

PL-HRM-RET-021: Childrens Education Allowance

UG 118-119 Director 114 117 For Non-Arab Expatriate 1.2

PL-HRM-RET-022: Transportation Allowance

PL-HRM-RET-023: Telecommunications Allowance

PL-HRM-RET-024: Annual Air Tickets Allowance

PL-HRM-RET-026: Hazardous Allowance

PL-HRM-RET-027: Qatari Nationals Allowance

PL-HRM-RET-028: End of Service Allowance

PL-HRM-RET-029: Repatriation Allowance

Grade Other Grades and Faculty

EMPLOYEE RELATIONS PL-HRM-RET-030: Business Travel & Expenses

2. Policy Section Mode of Travel

3. Policy Section Other Transportation

4. Policy Section Lodging

5. Policy Section Travel Time Allowance

Four days in total.

6. Policy Section Per Diems and Other Expenses

7. Policy Section Travel Reimbursements

8. Policy Section Authorization of Travel Expenses

Travelers cannot authorize the reimbursement of their own travel expenses.

9. Policy Section Special Situations

PL-HRM-RET-031: Attendance Control

PL-HRM-RET-032: Working Hours

Rest Days Friday and Saturday

Shifts Work Schedule

Ramadan Month Work Schedule

1.4 The Ramadan work schedule applies to all employees.

1.6 All holidays declared by the Qatari Government authorities.

PL-HRM-RET-033: Recognized Holidays

PL-HRM-RET-037: Safety and Accidents

PL-HRM-RET-038: Disciplinary Policy

PL-HRM-RET-039: Grievance Policy

Processing of Visas for Business Travel

(This is not an exhaustive list)

PL-HRM-SEP-004: End of Service Payment