Company Policy Should Be Made Known To Employees; Sample Document Proving Receipt (in Filipino)

Company policy partakes of the nature of an implied contract between the employer and employee. (Abbott Laboratories vs. Alcaraz, G.R. No. 192571, July 23, 2013)

The Supreme Court, citing Parts Depot, Inc. vs. Beiswenger, (170 S.W.3d 354 (Ky. 2005)) held that employer statements of policy can give rise to contractual rights in employees without evidence that the parties mutually agreed that the policy statements would create contractual rights in the employee, and, hence, although the statement of policy is signed by neither party, can be unilaterally amended by the employer without notice to the employee, and contains no reference to a specific employee, his job description or compensation, and although no reference was made to the policy statement in pre-employment interviews and the employee does not learn of its existence until after his hiring.

The principle is akin to estoppel. Once an employer establishes an express personnel policy and the employee continues to work while the policy remains in effect, the policy is deemed an implied contract for so long as it remains in effect. If the employer unilaterally changes the policy, the terms of the implied contract are also thereby changed.

In the case of Aberdeen Court, Inc. vs. Agustin, it has been held that the rule on notifying a probationary employee of the standards of regularization should not be used to exculpate an employee who acts in a manner contrary to basic knowledge and common sense in regard to which there is no need to spell out a policy or standard to be met. In the same light, an employee’s failure to perform the duties and responsibilities which have been clearly made known to him constitutes a justifiable basis for a probationary employee’s non regularization. (cited in Guide to Valid Dismissal Second Edition page 48; Atty. Villanueva)

One of the crucial issues in the administration of the company’s policies, rules and regulations is the aspect of proof. The law requires that employer should prove the existence of said policies and that the employee is aware of it.

Failure of the employer to discharge the burden of proof results in the matter being decided in favor of labor.

Hence, the employer must come up with proof of employee knowledge.

Below is a sample of Undertaking of receipt of company policy, rules, and regulations. It is written in Filipino on the assumption that the recipient is not conversant in the English language. The company may have a version written in English as well.

Sample Undertaking of Receipt of Company Rules (Filipino version)

Republic of the Philippines )
City of ________________) S.S.

KATUNAYAN NA NATANGGAP ANG KOPYA NG MGA PATAKARAN SA KOMPANYA

            Ako si, RUBEN PADILLA, nasa hustong gulang, Filipino, at nakatira sa ___________________________________, matapos manumpa sa ilalim ng batas, ay nagsasaad na:

1. Ako ay empleyado ng Jalosa Canin Ulamna Patis Corporation;

2. Ako ay kinausap ng HR tungkol sa mga patakaran ng kompanya bilang bahagi ng pagtanggap sa mga bagong pasok na empleyado;

3. Ipinaliwanag sa akin ang mga patakaran, polisiya, at alitununin sa kompanya. Naintindihan ko ang mga ito at ang paliwanag dahil ito ay isinaad sa salitang aking naiiintindihan;

4. Binigyan din ako ng pagkakataon na na magtanong habang ang mga ito ay ipinapaliwanag ng HR;Easily Draft Your HR Forms, Notices and Contracts Soft Copy Version (With Over 150 Sample Templates Editable in Word File). Order Your USB/CD Here! Special Introductory Price Until March 15, 2019.

   

5. Binigyan ako ng kopya ng mga patakaran, alituntunin, at polisiya ng kompanya na nakasulat sa Employee Handbook at Code of Conduct;

6. Natanggap ko ng buo ang aking kopya ng Employee Handbook at Code of Conduct at mga papeles na nagsasaad ng mga patakaran sa kompanya at bilang patunay isinagawa ko ang Affidavit na ito;

7. Ako ay nangangako na tuparin at sumunod sa mga patakaran ng kompanya at sumasang-ayon sa mga parusang maaring ipataw kapag nilabag ko ang mga ito.

BILANG PATUNAY ako ay pumirma sa dokumentong ito ngayong ika ______ ng buwang ng ___________ 20______, sa Lungsod ng Makati.

                                                            RUBEN PADILLA

                                                                        Affiant
                                                                        ID: _________________________

            SUBSCRIBED AND SWORN TO, this ____ day of _________, 20___, the affiant personally appeared and presented to me a competent evidence of identity shown above.

 Doc. No.: ________;
Page No.: ________;
Book No.: ________;
Series of 2018.

Learn more about administration of company rules and regulations through the following books:

HR Forms, Notices & Contracts Volume 1

HR Forms, Notices & Contracts Volume 2

How to Design and Formulate Company Code of Discipline

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