THE ZAMBIA UNION OF FINANCIAL INSTITUTIONS AND ALLIED WORKERS COLLECTIVE AGREEMENT
1. INTRODUCTION
This collective agreement is made on the ................between the Pensions and Insurance Authority (PIA) and the Zambia Union of Financial Institutions and Allied Workers (ZUFIAW), having met in free association to negotiate the salaries/wages and conditions and service for eligible employees as determined by the recognition agreement of 23rd February 2004. It is mutually agreed that this collective agreement will run from 1st January 2016 to 31 December 2016.
2. ELIGIBILITY
This Collective Agreement and any amendments which may be made thereafter from time to time, is applicable to the unionised staff of the Pensions and Insurance Authority.
3. INTERPRETATIONS
In this agreement, unless the context otherwise requires, the singular shall include the plural and the masculine the feminine and the following words and expressions shall have the following meanings:
“Authority’: means The Pensions and Insurance Authority
“Basic Salary” means the basic pay exclusive of all allowances;
“Child” means offspring, legally adopted child or stepchild under the age of 21 years or if over 21 years, undergoing education at a recognised institution but subject to age limit of 25;
“Eligible employee” means Unionised employee of the Pensions and Insurance Authority.
“Management” means management of the Pensions and Insurance Authority; “Leave year” means calendar year;
“Union” means the Zambia Union of Financial Institutions and Allied Workers
4. APPOINTMENTS
4.1 All appointments shall be made by the Registrar or any officer of the Authority duly exercising the authority of the Registrar.
4.2 Employment shall be deemed to have commenced on the date the employee first reports for duty and is in receipt of a letter of appointment signed by an authorised officer of the Authority.
5. MANAGEMENT AND EMPLOYEE RESPONSIBILITIES
5.1 The Authority has the sole responsibility to conduct its business and manage its operations in such a manner, as it shall see fit. Accordingly, the Authority shall have the right at its sole discretion to:
(a) Set policy, manage its business, conduct operations, which shall include determining working days and shift patterns, time, methods and manner of work, allocation of work and number of employees required in any division or department;
(b) Determine that work is done in accordance with operational requirements, to establish the methods, speed and quality of work to be performed;
(c) To control and regulate the use of all equipment and property of the Authority;
(d) To ensure discipline and effect disciplinary measures within the PIA disciplinary code.
5.2 The employee shall at all times;
(a) Perforin conscientiously and to the best of his/her ability, any work that the Authority may require him/her to perform;
(b) Attend work as scheduled
(c) Obey and comply with all lawful orders given by the Authority;
(d) Observe all the rules, regulations and arrangements of the Authority in force for the management of the Authority’s property or for the maintenances of health, safety and welfare and good conduct of the employees
6. HOURS OF WORK
6.1 Working hours of the Authority are-:
| 08.00 hours - 1300 hours | Morning |
| 13. OO hours - 14.00 hours | Lunch |
| 14.00 hours - 17.00 hours | Afternoon |
6.2 Working days shall be Monday to Friday excluding holidays.
6.3 Any hours beyond this shall constitute overtime for all unionized employees.
7.O VERTIME
Employees requested to work beyond working hours will be entitled to overtime as follows:-
7.1 Normal working day - Hourly rate X 1.5
7.2 Public holidays, Saturdays and Sundays - Hourly rate X 2
8.0 SALARY
The Authority hereby agrees with the Union to award all unionised workers a salary increase of 14% effective 1 January 2016.
9.0 ALLOWANCES
9.1 Acting Allowance
Employee appointed to act in a senior position shall be eligible for acting allowance provided;
(a) The appointment is in writing and prior approval is obtained from relevant authorities
(b) The acting period is not less than 10 working days.
Acting allowance shall either be 30% of the employee’s monthly basic pay or the difference between the actual monthly basic pay of the two employees whichever is higher.
9.2 Responsibility Allowance
Employee given additional responsibilities shall be eligible for responsibility allowance provided that;
(a) The allocation of additional responsibilities is in writing and prior approval is obtained from relevant authorities
(b) The period is of not less than 10 working days.
(c) Responsibility allowance be 30% of the employee’s monthly basic pay.
9.3 Transport Allowance
(a) The Authority shall pay transport allowance of ZMW900 to all unionised members of staff who not entitled to fuel allowance
(b) Management shall ensure that staff asked to work after 18:00 hrs is either provided with a taxi fare or transport.
9.4 Fuel Allowance
The Authority shall pay each unionized employee in grade 4 the equivalent of 150 litres net of tax - fuel allowance per month.
9.5 Kilometre Allowance
Where an employee is granted to use his or her personal vehicle for official duties outside a total radius of 25 kilometres, the Authority shall pay the following to cover fuel and vehicle maintenance;
a) 4x4 vehicles
Fuel Cost = Distance x (fuel price x 1.1 x 2)/5
b) Saloon Cars
Fuel Cost = Distance x (fuel price x 1.1 x 2)/10
Where:
10 = the average fuel consumption of saloon/estate vehicles per kilometre
5 = the average fuel consumption of four-wheel drive vehicles per kilometre
2 = Return distance covered
1.1 = The cost of fuel plus 10 for contingency
9.6 Lunch Allowance
A lunch allowance of ZMW100 shall be paid to:
i. An employee who is required to be away from the duty station on official business
ii. An employee who works over lunch time
iii. Lunch allowance will however not be given without prior approval. At the same time the supervisor shall provide the work in advance
9.7 Airtime
A provision for airtime is granted at the following rates;
Grade 4 at K200/
Grade 5 at K180/
9.8 Travel On Duty Allowance (Subsistence Allowance)
9.8.1 Where employee opts to make own lodging arrangements whilst on local travel, the Authority shall pay such employee a rate of ZMW550 per day as subsistence allowance.
9.8.2 In case where the Authority pays for the cost of boarding and lodging at a hotel or rest house for employees travelling on local authorised tours, such employee shall be entitled to an out of pocket allowance of ZMW200 per day.
The provisions of 9.8.2 above shall cover, but will not be limited to employees attending Union duties (functions), seminars, workshops and business functions.
9.9 Foreign Travel Allowance
The Authority shall pay the prevailing Government rates to an employee travelling abroad on duty.
However, where an employee in exceptional circumstances is required to incur expenditure greater than the entitlement, the employee shall seek re-imbursement of extra expenditure incurred provided that there is prior approval and if unattainable such expense should be supported by receipts and a full explanation of circumstances which gave rise to the claim.
9.10 Repatriation Allowance
The matter shall be considered based on the Employment Act
10.0 CONTRACT GRATUITY
Employees shall qualify for contract gratuity on satisfactory completion of 3 years of service at the rate of 35% of the Final Salary and shall be payable at the end of the contractual period.
In the event that employee dies, or service is terminated before expiry of the contract, the Authority shall pay gratuity proportionate to the period served.
11.0 LEAVE
11.1 Annual Leave
All employees shall be obliged to take annual leave of not less than twenty-one days in every twelve months. For the purposes of this provision, the period of twelve months shall be the period starting on the date the employee reported back for work from annual leave taken or the date of reporting for work as a new employee whichever may be the case.
Entitlement
The following leave days shall accrue to employees-
a) Grade 4-734 days per annual
b) Grade 8-1130 days per annum
Utilization
The date on which leave may be granted and the period of such leave shall be subject to the convenience of the Authority. The following conditions shall apply:
a) Approved leave shall be exclusive of Saturdays, Sundays and Public Holidays.
b) Leave taken shall form part of the service period of an employee
c) Leave that has accrued to the credit of the employee shall not be considered as part of the period of service until that leave has been taken.
d) Leave accrued will be paid to the employee in the termination of employment or to the employee’s estate in the event of death
11.2 Sick Leave
The Authority shall grant leave to an employee who is unable to execute normal duties due to ill health or injury provided that any absence is covered by a medical certificate from a registered medical or dental practitioner. In case of prolonged absence, an employee shall be: -
a) On full pay for the first 90 days
b) On half pay for a further period of 90 days
c) Thereafter on unpaid leave for a further period of 90 days after which an employee shall be recommended for medical board to determine his/her fitness for continued employment.
d) If retired, he/she shall be paid accrued gratuity.
11.3 Maternity leave
The Authority shall grant female employees maternity leave provided:
a) Employee has completed at least 6 months of continuous service with the Authority or two years has elapsed since her last maternity leave.
b) Such employee is entitled to a maximum of 90 calendar days with full pay.
c) The maternity leave is exclusive of any other leave to which a female employee may otherwise be entitled.
d) Breast feeding mothers will be entitled to 2 hours per day for six (6) months after returning from maternity.
11.3 Paternity Leave
The Authority shall grant male employees 5 calendar days as paternity leave provided;
a) Has completed 6 months of service with the Authority
b) On production of record of birth record signed by a registered medical practitioner
c) The child is from the registered spouse
11.4 Compassionate Leave
The Authority shall grant seven days compassionate leave under the following circumstances: -
a) Death of spouse
b) Death of child (including legally adopted children)
c) Death of other dependants who live/reside with employee
d) Death of biological parents, sister or brother
11.5 Study Leave
Study leave shall be granted to an employee who requires time off to prepare for approved examinations. Study courses approved by the Authority, which requires full time attendance not exceeding three months at the institution of learning shall be dealt with by special arrangements as prescribed in the training policy.
Local studies
Employees undertaking studies will be entitled to leave at the following rates
Study: 4 days per each examination paper Examination: 1 day
11.6 Unpaid Leave
Provision provided for un paid leave up to 1 year subject to the governing eligibility conditions.
12.0 PUBLIC HOLIDAYS
The Authority shall observe all Gazetted public holidays in the Republic of Zambia.
13.0 LOANS AND ADVANCES
Subject to availability of funds, only employees who have been confirmed shall be eligible to apply for advances and loans
13.1 Salary Advance
Salary advances shall only be granted at the discretion of management. The recovery period shall be not more than 6 months. 25% of gross pay as take home to apply
13.2 Staff Loans
(a) Personal loan (multi-purpose)
A personal loan may be granted to an employee upon application up to 50% of one’s annual basic salary. The loan is recoverable in not more than 24 months and shall attract interest at 5% per annum on the outstanding balance
(b) Car loan
A car loan may be granted to an employee upon application up to ones total annual salary. The recovery period shall not exceed the remaining period of the contract and shall attract interest at 5% per annum on the outstanding balance.
(c) Housing Loans
The maximum is 300% of one’s annual gross pay at 5% interest for a maximum repayment period of 10 years for grade 4 and a maximum of 400% of one’s annual gross pay at 5% interest for a maximum repayment period of 10 years for grade 5 to 10.
For those on contract but in the union, the period shall be within their contract
The following conditions on housing loans shall be followed;
i) Insurance to be taken on the loan and to be incurred by applicant
ii) Up to 10 years recovery period but within the retirement age of 55 years
iii) Disbursements subject to Management’s discretion and approval of the committee which has one seat from the union and based on approved budgetary allocation
iv) Facility to be based on a revolving fund
v) Outstanding payments shall be due on termination of employment
vi) Property to be secured by the Authority
vii) 5% interest on the housing loan
viii) 25% of gross pay as take home to apply
(d) Study Loan
Employees are entitled up to 30%of the annual basic salary. In a case of contract staff, recoverable period shall not exceed remaining period.
All loans and advances shall be approved on condition that the employee does not have less than twenty five per cent of his/her gross earnings as net pay.
Loan Restructuring
An employee shall have opportunities to restructure his or her loans. However the modalities will be defined by Management in due course.
14.0 GROUP LIFE ASSURANCE
The Authority shall take Group Life Assurance (GLA) policy providing compensation of not less than 3x the annual basic salary.
15.0 GROUP ACCIDENT COVER.
The Authority shall take Group Personal Accident (GPA) cover to provide compensation for accidents on duty.
16.0 HEALTH AND SAFETY
The Authority shall development a comprehensive Wellness Policy which shall specify health matters, HIV/AIDS and safety provisions. Such will also focus on preventive measures such as provision for sport for workers.
With respect to medical care and service the Authority shall subscribe to least one medical scheme for its employees with the following provisions;
16.1 Eligibility
Only employees of the Authority and their registered dependants are eligible
16.2 Benefits
i. Doctors consultation fees which shall include specialist fees provided at the request of the consulting doctor
ii. Tests required by the consulting doctor
iii. Treatment by the consulting doctor
iv. Surgical and gynaecological procedures
Where service is not available at the University Teaching Hospital (UTH), refund may be given for services obtained elsewhere on production of receipt. Refunds shall also be sought when service is sought outside town; upon production of receipt (s) and within the policy entitlement.
The scheme does not provide for cost of
i. Special equipments such as wheel chairs etc and
ii. Overseas treatment
17.0 UNIFORMS AND PROTECTIVE CLOTHING
The Authority shall provide protective clothing per year as follows: -
17.1 Drivers
1 Work suit, 1 Overall, 1 safety shoe, 1 rain coat
17.2 Office Assistants
1 dust coat, 1 working suit, 1 pair of shoes, 2 pair of canvas
17.3 Care Taker
3 pairs of industrial gloves, 2 working suits, 3 gum boots, 2 rain coats, 1 pair of shoe
18. DRESS CODE
18.1 Monday - Thursday
Formal office dress (unless expecting mothers)
18.2 Friday
Formal office dress or casual wear provided one adorns on approved corporate attire.
19. END OF YEAR PERFORMANCE APPRAISAL
Appraisals shall be the basis on which annual salary adjustments shall be based apart from the union agreed percentage. No favourable adjustment shall be made following poor performance in the appraisals.
20. FUNERAL GRANT
20.1 In the event of death of employee in grade 4-10, the Authority shall provide
i. A coffin/casket of up to ZMW4,000
ii. Cash grant of ZMW5,000
iii. Funeral parlour service. This includes transport for the
a. coffin.
iv. Burial site of up to ZMW5,000
v. Transport for mourners shall be provided
vi. Preparation of body for burial and provision of chairs for the family during burial
vii. Wreaths worth K500
20.2 In the event of employee’s registered spouse in grade 4-10, the Authority shall provide;
i. A coffin of up to ZMW4,000
ii. A cash grant of up to ZMW3000
iii. Funeral parlour service. This includes transport for the coffin.
iv. Preparation of body for burial and provision of chairs for the family during burial
v. Subject to availability of funds and provided it is in Lusaka, transport for mourners shall be provided ,
* Mr. Muyoya Chibiya
Delegation Leader
* Mr. Simon Chinyama
* Mr. Bob M Musenga
* Mr. Eliya Mvula - Member
* Mrs. Velika S Mpundu - Management
* Mr. Mucholo Mudenda - Member
* Ms Sharon Kamaloni - Management
* Mr. Mubanga Chitalu - Member
* Mrs. Abigail Moono - Human Resource and Administration Manager Secretary