Revise Code of Conduct ver. 3.0

I. PURPOSE

This Code of Conduct and Discipline (the “Code”) establishes a framework of ethical standards and behaviors that guide TechIgnite Business Solutions, Inc. (the “Company”) in the proper conduct and management of the employees and stakeholders. It includes the policy principles and a system for identifying and managing corrective actions as required.

II. OBJECTIVES

The objective of this Code of Conduct and Discipline is to define acceptable behaviors and promote ethical decision-making across the Company. It aims to ensure compliance with laws and company policies, instill discipline and character reformation, and foster a positive, inclusive work environment. By setting clear expectations, the Code supports a culture of integrity, respect, and accountability among all stakeholders.

III. SCOPE

The Code applies to all personnel of the Company and its affiliates, regardless of status and rank, and covers all actions related to infringements or deviations committed during the discharge of official duties or while representing the organization within and outside its premises.
Certain regulations are of general application across all operations and personnel, while others are relevant only to designated classes of employees and operations. Although universal in nature, these rules are enforced within the boundaries of fairness and decency.

IV. TERMS AND DEFINITIONS

Aggravating Circumstances – are factors or circumstances that increase the severity of a violation and may lead to more severe disciplinary action.
Appeal or Motion for Reconsideration (MR) – is a formal request made by an individual or party to have a decision regarding disciplinary action reviewed or reconsidered. The appeal process allows the person subject to the disciplinary action to challenge the decision, either seeking a reduction in penalties or overturning the decision based on new evidence or procedural errors.
Approving Authority – is the individual or committee with the authority to review the recommendations from the Recommending Body and make the final decision on the appropriate disciplinary action.
Authorized Personnel (AP) – refers to person/s authorized to handle and process reports or complaints related to employee behavior, from the Reporting Person
Company – pertains to TechIgnite Business Solutions, Inc. and its affiliates.
Corrective and Preventive Action Report (CPAR) – outlines specific actions the employee must take to improve performance or behavior, along with measures the organization will implement to support the employee in achieving these goals. It serves as an attachment to the Notice of Decision and its issuance is subject to the severity of the violation.
Disciplinary Action – is a formal response or corrective measure taken to address violations of the Code of Conduct. This can include warnings, suspensions, or other penalties aimed at correcting and reforming behavior, and ensuring future compliance.
Disciplinary Committee – is the body created for the purpose of conducting the required investigation and/or hearing and the subsequent rendition of decision.
Discipline – the practice of training individuals to follow rules or a code of behavior by enforcing organizational policies and maintaining ethical standards.
Dismissal / Termination – pertains to permanent cessation of employee-employer relationship and deletion from the Company's payroll and list of employees.
Employee/s Concerned – any employee or group of employees who are directly involved in, affected by, or under investigation for potential violations under this Code.
Incident Report – is a written, signed, and evidence-based document created by any reporting person providing a detailed account of an unexpected or undesired event or occurrence within an organization. Incident reports serve as a formal record of the incident and are used for investigation, analysis, and the implementation of corrective measures.
Mitigating Circumstances – factors or conditions that, while not excusing a violation of the Code of Conduct, may reduce the severity of the disciplinary action.
Notice of Hearing or Conference (NOC) – is a formal document issued to inform an individual or entity that a conference or hearing will be conducted to further discuss a specific matter or resolve an issue. It serves as an official notification that outlines the details of the conference or hearing, including the date, time, location, and purpose.
Notice of Decision (NOD) – is a formal document issued to communicate the outcome or decision reached after a process of evaluation, investigation, or review. It serves as an official notification that informs the relevant parties about the result.
Notice to Explain (NTE) – is a written notice that narrates reported acts and informs an individual or entity that they have allegedly violated a rule, policy, regulation, or agreement. It gives the opportunity to the Employee Concerned to explain his/her behavior.
Preliminary Warning – includes documented verbal and written warnings and serves as preliminary to warranting disciplinary actions.
Preventive Suspension – is a temporary disciplinary action taken in response to an alleged violation or misconduct by an employee. Preventive suspension is usually implemented when there is reasonable ground to believe that the employee's continued presence in the workplace could potentially compromise the investigation process or pose serious or imminent threat to the safety, security, or well-being of others or the employee himself/herself. During the period of preventive suspension, the employee is not allowed to report for work and is placed on a without-pay status.
Recommending Body – is the individual or team responsible for reporting the incident, identifying the alleged infraction, and recommending potential sanctions. This could include the Unit or Team Leads or identified Authorized Personnel, as the case may be.
Reporting Person / Complainant – refers to a person who files or submits a report or complaint.
Suspension – is a penalty of forced temporary absence from duty on a without-pay status, the length of which is dependent on the nature of the offense and the effect thereof. Such a status of forced absence shall be considered as the temporary severance of the employee-employer relationship and shall be considered for all intents and purposes as not part of the employee's length of service. This shall be distinguished as different from the order of preventive suspension as provided for by the Labor Code
Written Reprimand – is a formal, documented notice issued after repeated infractions and failure to improve following prior verbal warning/s, or after a first serious violation of company policy. This signifies the need for immediate corrective action and warrants disciplinary measures. It outlines the specific behavior, performance, or conduct issues, provides corrective steps, and may include a timeframe for improvement and potential consequences. The reprimand is placed in the employee’s personnel file, often requiring the employee's acknowledgment by signature, and is accompanied by a Corrective and Preventive Action Report (CPAR) to ensure the issue is addressed and prevented from recurring.
Verbal Warning – is an informal, first-level warning issued to address minor infractions or performance issues. It is meant to serve as a reminder of the organization’s expectations and to give the employee an opportunity to correct their behavior or improve performance without formal disciplinary action. Verbal warnings are typically given in a private conversation where the employee is made aware of the issue, and guidance or support is offered to help them improve. Documentation is maintained to track progress and serve as a reference for future discussions. This approach promotes a constructive and supportive environment while addressing issues effectively.

V. PRINCIPLES

The Company endeavors to provide a work environment where everyone is treated with respect and dignity. It is the Company’s policy to always demand proper conduct and behavior from its employees and reserve the inherent prerogative to take appropriate disciplinary action against any employee found guilty of irregularities and of having violated any existing Company rules, regulations, procedures, including this Code, and the like.
The Company believes each member of the organization must be given the opportunity to be heard, coached, and counseled. The Code provides this mechanism to ensure that when deviations are committed, corrective action shall be constructive, consistent, objective, and fair.
The rule and the corresponding corrective actions shall be imposed with fairness. Due process of law and ample opportunity to be heard will be accorded to the errant employee, unless he or she waives the right to the same.
Corrective actions shall be commensurate with the offense committed.
Since the intention of this Code is to provide for preventive measures on possible misbehavior of an employee, corrective actions enumerated and expressed herein shall not be construed as limiting the prerogative of the Company, its officers and its management, to take appropriate measures for violations or misconducts not enumerated or not explicitly falling under any of the violations or offenses enumerated herein. Other violations or offenses shall be governed by the appropriate provisions of the Labor Code of the Philippines and other applicable labor regulations or issuances.
In cases where the penalty calls for the termination of employment, the provisions of the Labor Code, its implementing rules and regulations shall apply. All cases leading to an employee’s dismissal shall be related or analogous to the following:
a. Serious misconduct;
b. Willful disobedience of the lawful orders of his/her employer or representative in connection with his/her work;
c. Gross and habitual neglect by the employee of his/her duties;d. Fraud;
e. Willful breach by the employee of the trust reposed in him/her by his/her employer or his/her Immediate Head;
f. Commission of a crime against the person of the employer or any immediate member of his/her family or his/her duly authorized representatives;
g. An employee found to be suffering from any disease and whose continued employment is prohibited by law and is prejudicial to his/her own and/or co-employees’ health;
h. Analogous cases.

VI. ROLES AND FUNCTIONS

1. Employees

Regardless of status, rank, designation, or department, all employees of the Company shall:

a. Know and familiarize themselves with and abide by the Code;
b. Conduct themselves with integrity, honesty, and professionalism in all dealings, both within the organization and with external stakeholders;
c. Report any employee misconduct, infraction, violation or any irregularities to any Authorized Personnel of the Company;
d. Extend full cooperation with the members of the Authorized Personnel, Disciplinary Committee, Managerial and Supervisory Personnel and Human Resources Department, by way of observing all Company rules and regulations on all aspects of operations.

2. Recommending Body

a. The Recommending Body is composed of the Unit or Team Lead or Authorized Personnel, as applicable.

b. The roles and functions of the Recommending Body include the following:
i. Acknowledge the receipt of the report or complaint, either written or verbal, by the Reporting Person;
ii. Make and submit incident report or written statements relative to the submitted report or complaint which he/she directly received;
iii. Attend during the clarificatory hearing if so invited by the HR or Disciplinary Committee;
iv. Assist in the determining of the validity, truthfulness, genuineness, and due execution of the report, either written or verbal, by the Reporting Person.

3. Authorized Personnel

a. The Authorized Personnel is composed of any of the following:
i. Division Manager
ii. Department Manager / Head

iii. Unit or Section Manager / Officer-in-Charge / Assistant Manager
iv. Human Resource Officers

b. The roles and functions of the Authorized Personnel include the following:
i. Acknowledge the receipt of the report or complaint, either written or verbal, by the Reporting Person;
ii. Make and submit initial investigation or incident report or written statements relative to the submitted report or complaint which he/she directly received;
iii. Attend during the clarificatory hearing if so invited by the HR or Disciplinary Committee;
iv. Determine and ascertain the validity, truthfulness, genuineness, and due execution of the report, either written or verbal, by the Reporting Person;
v. If the infraction or offense is punishable by Preliminary Warning up to Written Reprimand, the Authorized Personnel, as provided under this Code, may proceed with his/her initial investigation as provided under this Code, and come up with the decision subject to the review and approval of the HR Manager.

v.1 If the matter is resolved successfully, he/she will submit the record of the case including the resolution to the HR Department.
v.2 The Employee Concerned may ask for a review of the decision by filing a motion for reconsideration submitted to the AP within a period of ten (10) days from receipt of the decision. The AP will submit the record of the case to the Disciplinary Committee for resolution.

4. Disciplinary Committee

a. The Disciplinary Committee (DC) shall be composed of the following:

Disciplinary Committee
Chairman	HR Manager (Voting Member)
Co-Chairman	HR or Legal Consultant
Member	Appointed Department or Unit Manager
	Appointed Department or Unit Manager
	Appointed Department or Unit Manager

TECHIGNITE_HR Memorandum No. 2024-089 Revised Code of Conduct and Discipline v3.0 (2).pdf
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