Write a message to the bosses for the following memo context, and remind the boss that the allowance deduction will need to go through Acclime (payroll vendor). Also, please see if any amendments are needed, revise it, and add an acceptance and acknowledgement section for all employees: "INTERNAL MEMO

DATE: 21 May 2025 TO: All OFFICE STAFF FROM: HUMAN RESOURCES DEPARTMENT RE: PUNCTUALITY REMINDER AND COMPLIANCE WITH WORKING HOURS

Dear Team,

As we continue to strive for excellence in our operations, it is important that we maintain professional standards across all aspects of our work, including punctuality and adherence to official working hours.

Current Working Hours Policy
We would like to remind all staff that our official working hours are 9:00 AM to 6:00 PM, Monday through Friday. These hours constitute the standard 8-hour workday plus a 1-hour lunch break as stipulated in our employment contracts and in accordance with the Employment Act 1955.

Observation Of Recent Trends
It has come to management's attention that there have been inconsistencies in adherence to these working hours. We understand that occasional delays may occur due to unforeseen circumstances; however, regular punctuality issues affect team productivity and operational efficiency.

Flexible Hours And Compensation Time
To address this matter while maintaining flexibility:

a) Punctuality Standard: All employees are expected to arrive by 9:00 AM and complete a full 8-hour workday (excluding lunch break).

b) Arrival between 9:01 AM and 9:59 AM: • Employees arriving during this time must compensate for the exact duration of their lateness by extending their workday accordingly.

• Time compensation is calculated on a minute-for-minute basis (e.g., arriving at 9:15 AM requires working until 6:15 PM).

• Failure to compensate for the late time on the same day will be considered as leaving work early without approval and may result in disciplinary action according to company policy.

c) Arrival at 10:00 AM or later: • Employees arriving at or after 10:00 AM will be subject to a deduction from their monthly fixed travel/transportation allowance.

• The deduction will be calculated at RM1.00 per minute for the entire duration of lateness from 10:00 AM for that specific instance.  Example: Arriving at 10:05 AM (5 minutes late past 10:00 AM) will result in a deduction of RM5.00 from the fixed travel allowance for that occurrence.

• For each instance of arriving at 10:00 AM or later, the deduction will be made proportionally based on the number of minutes late.

Internal Memo: Punctuality Reminder And Compliance With Working Hours Date: 21 May 2025

Summary Table

Arrival Time Required Departure Time Deduction Applied 9:00 AM - 9:00 AM 6:00 PM None 9:01 AM - 9:30 AM 6:01 PM – 6:30 PM None 9:31 AM - 9:59 AM 6:31 PM – 6:59 PM None 10:00 AM or later 7:00 PM or later RM1 per minute late (allowance)

Please Note: • Regular, unapproved lateness and/or early departures will be recorded and may result in disciplinary action in accordance with company policy. • If you anticipate being late or need to leave early, please inform your superior/ management in advance and seek approval.

We appreciate your cooperation and commitment to maintaining a punctual and productive workplace.

For any questions regarding this policy, don't hesitate to get in touch with the HR Department.

Thank you.
Effective: Immediate Distribution: All Departments Reference: HR/RP/2025/"