STATUTE OF AFFILIATE EMPLOYEE
You are now a member of the Lotus Charity Foundation. This is definitely a great happiness for us and for you as we are working together for the ideal of helping people, helping life. We are a transparent, legitimate and well-governed organization. Therefore, you need to read this pamphlet to learn what you are allowed and not allowed to do, and to understand your rights and responsibilities.
Here are the definitions:
Lotus Charity Foundation: will abbreviate to Fund.
Means Expense or Means Working Fund: the budget for operating expenses, not derived from donor contributions.
Affiliate Employee: employee who signs a full-time contract with the Fund.
Benefactor: those who contribute to the fund.
Beneficiary: subjects that the Fund helps, can be individuals or collectives.
Collaborator: employee working part-time with the Fund.
Volunteer: employee working on a case with the Fund.
PART 1: UNDERSTANDING ABOUT THE LOTUS CHARITY FOUNDATION
Article 1. Main Characteristics
- Lotus Charity Foundation is a charity fund that has no administrative costs. Operating expenses are not derived from donors’ contributions, but are contributed by the Founders and the Board of Management, also known as a Means Expense or Means Working Group.
- Lotus Charity Foundation is a transparent and legal fund, audited by a reputable audit company, revenue and expenditure is conducted on the basis of network technology, real-time updates, helping the philanthropists can choose to help specific projects that is running contributions.
- Lotus Charity Foundation not only provides money or material to the Beneficiary but also focuses on spreading compassion, spiritual therapy, transforming suffering.
- Lotus Charity Foundation focuses on the effectiveness of projects by verifying multiple layers , reviewing results after implementation of each project, and building databases for charitable work.
Article 2. History
Lotus Charity Fund was established under Decision No. 24 / QD-BNV licensed by the Ministry of Home Affairs on January 5, 2018. The Lotus Foundation is an extended version of the Charity Fund of Ho Chi Minh City, established through Decision 2267 / QD-UBND of the People’s Committee of Ho Chi Minh City on 5 May 2012. The Lotus Charity Foundation is a private charity fund.
The Fund is located at 5th floor, 7-9-11 Mai Thi Luu Street, District 1, HCMC. Lotus Charity Foundation inherits from Charity Fund of Ho Chi Minh City many projects, such as providing cheap meals like the Smile Eateries – Social Restaurant of 2,000 VND, medical assistance projects, helping the poor and in need, etc.
The Lotus Charity Foundation is neither a political organization nor a religious organization.
Article 3. Organization Chart
The Lotus Fund is managed by the Board of Management. Members of the Management Board are recognized by the Ministry of Home Affairs with Decision 745 / QD-BNV dated May 3, 2018. Based on the Fund’s charter recognized by the Ministry of Home Affairs, the Fund also has a Director of the Fund and specialized committees gather in the Executive Board to run the day-to-day business of the Fund.
The Fund operates in the following fields: providing cheap meals for the poor, helping with medical examination and treatment costs, helping the disabled, the lonely poor, helping with the study costs for poor pupils and students, support for livelihoods, disaster relief from floods and storms, etc.
PART 2: CODE OF CONDUCT FOR AFFILIATE EMPLOYEE
Article 4. For beneficiaries of projects.
With all our heart to understand and love, we respectfully and conscientiously cherish the Beneficiary. We need to love, support them, share their sadness and happiness with them, whether they belong to any race, class, any religious tradition or tendency to think.
We act on behalf of the Donors to do this with a non-discriminatory mind. Even if the Beneficiary does not have access to a good education, does not have good morals or a high culture, we may be faced with unpleasant situations, we still value them, accept them.
We will have to use the criterias as a measure when reviewing support projects. However, we do not work by the book as a machine officer, we stand for the applicant, dedicate to completing the procedure to help them disburse as quickly as possible.
We do not stop at the task of giving items or money, but we do the mission of spreading compassion, bringing the beauty of giving to the community.
Article 5. For philanthropists.
- The philanthropists authorizes us to act as a bridge to relay their money and goods to those in need. We are happy that we are trusted to do this. We must know how to cherish the money and goods of the philanthropist, because it has not only material value, but also a very spiritual value. It is an expression of benevolence, though not visible to the naked eye, compassion is the precious pearl that we are fortunate to be a carrier.
- Sometimes there are also benefactors, besides the kindness that wants to give away, they still get stuck in everyday necessities such as wanting to promote their image, wanting to be famous in charity. They may have unpleasant attachments to charity work with us, such as filming too much photography. Sometimes they say untruthful, overstate their charitable activities or donations to seek for the praise of society. In this case, let’s take a deep, slow breath and then smile to see that we are lucky not to get caught in those thoughts. And after all, their kindness, even though it has not been fully shown, is a good seed even if it is small, so that tomorrow it can flourish.
- Many philanthropists have thoughts of volunteering to accumulate merit for tomorrow. Regardless of the motivation to do charity, we still need to bow our heads to respect charitable contributions. Sometimes philanthropists contribute with conditions allowing them to spread their religion. For example, the gift of an item is useful to the poor, but on the item there is a picture of the sovereign in the religious faith of the benefactor. While we deeply respect the hearts and religious beliefs of everyone, we must carefully refuse and guide donors to find appropriate religious organizations such as temples and churches for donating items bearing religious images. The Lotus Charity Foundation is not a religious organization, and does not promote religion.
Article 6. For partners and other charitable organizations
To accomplish the work of the Fund, we are not alone but often have partners working together to implement the project. Partners can be authorities, social associations or religious organizations such as temples, churches, etc.
We should agree to the terms of cooperation with the partner in writing before working on the project together. Partners may be very enthusiastic about doing charitable work, but they may also forget, lack skills, like to change, and do not follow agreements. The more transparent and clearer the cooperation agreement is, the less obstacles to cooperation will become in implementation. The written agreement should also cover the possible suspension of the project in the event of a serious breach of the agreement by the partner, because we are obligated to properly use the contributor’s item or money. In the process of project implementation, we regularly contact, check, and remind to avoid obstacles for the project.
For other charitable organizations, whether small groups or large-scale organizations, we must bow our heads in respect and find ways to share, support and cooperate with them. We practice better how to break win-or-lose complex so we can easily share compassion in harmony with everyone.
Article 7. For colleagues and superiors.
Members of the Fund have a sense of tolerance, harmony, generous and cooperation. However, internally we will certainly have different opinions at work, even opposing each other. We need to listen to conflicting internal opinions, calmly review, and consider right and wrong when making arguments. We may reserve our opinion but must comply with the final decision of the person with higher authority, as outlined in the Authorization document.
The Fund will organize events to build teamwork. If we are still stuck in our thoughts, we all boldly speak our thoughts in a constructive and tolerant spirit.
Article 8. For criticism from the community.
Our Foundation is an open and transparent organization. We need to listen to community opinion. In those feedbacks, it is possible that there are criticisms in harsh words. We have to be very calm, listen to critical information, filter out the hostility that comes from cruel pleasure, to find valid arguments in criticism. Those valid critical arguments will greatly help us in improving our organization. We do not monopolize reason. We sincerely want to do better, and we want to correct mistakes if happened. We do not shut the door and cover our ears, assuming ourselves always do the right thing.
PART 3: WORK ETHIC AND WORKING HOURS
Article 9. Communication behavior.
As a member of the Fund, you will become a representative of the Fund when you interact with donors and beneficiaries. The social community will look at you to evaluate the Fund.
- Keeping a gentle and fresh manner is the most important thing. You cannot successfully run a charity project if you are stressed out with a lot of problems. Do not raise your voice and try to control your anger as much as possible. You have to practice how to always present yourself with a fresh atmosphere to the community, for everyone.
- The Affiliate Card is the most important form of self-proof when you need to introduce yourself in communication. The sequence of ID numbers and QR codes on the card as well as on the business card will provide complete information, your working history for everyone to know about you. People can use mobile phones, computers, etc. to scan the QR code or enter the ID number to get full information about the specific Fund’s member they are communicating with. Membership cards are issued for a term of 6 months or 1 year.
- How to greet: you don’t have to do this but we encourage you to greet people in an asymmetrical lotus, like the Foundation logo. When you say hello, keep your body low to show respect for the person you interact with
- Uniforms: We provide you with outfits and tools bearing the Foundation logo for you to use while working for the Fund. You need to use at least one outfit or symbolic item to let people know that you are working for the Fund. The more the better if possible. Outfits and tools include: Shirts, Pants, Skirts (Summer or Winter), Hats, Bags or Backpacks, Coat Badges, Notebooks, Pens, etc.
Article 10. Telecommunication means
We provide you with telecom costs so that you can get the best communication for your business needs. You need a smartphone to work. If not available, you can apply for a salary advance to buy a smartphone. The advance can be deducted over 12 months to not affect your income.
You use your smartphone to receive help requests, write reports, apply for approval for work expenses, approve projects, collect donations from donors, etc. The fund will subsidize the telecommunications costs outside your salary so you can pay for telephone and internet cost.
In addition, you must have accounts on popular social networks such as Facebook, Youtube, Viber, Skype, Wechat for communication. You must register to the Foundation’s human resources department with the official account names of each social network in order for the Foundation to contact you. These account names also need to be featured on your business card and info page.
You must also open an electronic mail account (email) on Gmail or Yahoo or another provider. When sending an email, you can attach images or video clips. Remember to shrink (resize) the images, each image is only around 1 MB when attaching via email. In case the video clip is larger than 10 MB, you must publish it on Youtube in the unlisted mode except for the person who has the link, and then send the link to the recipient.
You must always keep the phone on enough battery to function. If necessary, you must have backup batteries.
Opening a bank account is also required. You need to open an account and online payment applications to transact with the Fund.
Article 11. Work amount and working hours
The employment contract with an employee is full-time, but due to the nature of the job, the rules governing your work are very different from those of office workers. Generally, you will work 6 days per week , 8 hours a day. However, we need you to work with your heart rather than enough time.
- If the locality where you work has an office of the Fund, you come to work at this office 8 hours per day. Starting time and ending time will depend on the actual situation. You and your direct management will agree upon the working hours.
- If there is no office of the Fund in the locality, you can stay anywhere as long as there is enough internet to do the work. In this case, we also have to specify working hours so that you must pay attention to customer service during these working hours.
- Outside working hours, you do not need to be on duty but still have to turn on the phone to respond to unexpected tasks. If you must work overtime, you will be counted for overtime according to the overtime regulations. If you work overtime while on a business trip, you are not entitled to an overtime allowance because you have received a work allowance. The Fund encourages you to take compensatory leave with these overtime hours, the validity of the leave is one year from the date the overtime is incurred.
- You have the following full paid days off: weekends (usually Sunday or a suitable regular day), public holidays, New Year, annual leave as defined in the Labor Code.
Article 12. Business trip
You often have to travel on business trips to verify and run projects in remote areas outside of your province.
- Before each trip, you use applications on your phone to apply for approval for the trip including budget approval vehicle approval, business allowance, accommodation expenses, etc. The amount and approval is based on Work Allowance Regulations. In case of emergency, only trip approval and transportation cost are needed, other allowances may be approved more slowly because there is clear Work Allowance Regulations.
- While on business trip, you are entitled to a business trip allowance for personal expenses in addition to your salary. However, you cannot be subsidized for overtime because the Fund only charges one type of allowance. In the case of special projects that require you to work overtime a lot, you can explain to your supervisor for additional benefits when settling the cost of your trip.
- You can use public transport, private transport or the transportation provided by the Foundation for business trips.
- In business trip approval, you can estimate costs such as partner communication, purchase of business items for business trip, etc.
- Training: Each year you will attend from 1 to 2 intensive training sessions to train more hard skills and soft skills.
Article 13. Labor contract and cost saving
The expenses you need to work are all from the Means Working Group, not from philanthropists. You need to use sparingly in every cost proposition because the resources are not very large.
As the cost of your salary and other benefits is not taken from the Fund, you will sign an employment contract with the Means Working company to receive salary, benefits and allowances.
PART 4: WAGES, BONUSES, AND BENEFITS
Read this section to learn about the salary policy, bonuses and other benefits you will receive from working for the Fund.
Article 14. Salary
- The Fund pays you salary according to the monthly salary regime. That means whether a month has many working days (31 days month) or few working days (holidays, New Year), you will get the same salary. When you are traveling for business and are working on a holiday, you will be scheduled to rest for the following days.
- Salary is distributed on the 5th of every month. If the 5th falls on a Sunday or a holiday, you may receive your pay sooner. Salary information is confidential. The Fund does not encourages you from finding out other people’s wages or disclosing your salary to others.
- Salary increase: Every year, the Fund will reconsider to increase your salary. Salary will increase based on the following factors:
- a) Salary increases according to price slippage during the year, based on the price slippage index of each region, summarized and announced annually by the Ministry of Finance.
- b) Salary increase according to work performance. There will be 4 ratings: Excellent: up by 8%. Good up 4%. Moderate: up 2% and Weak: up 1%
- c) Unexpected salary increase, based on special proposal of the Executive Board or the Management Council.
- Day off with full salary
- a) For every 12 months you work, you are entitled to 12 days of annual leave and enjoy 100% of your salary during the days off. The number of annual leave days is increased with the length of service. For every 5 year working period, 01 (one) day off will be added.
- b) The number of days allowed to take leave once a year or divided into many times off. Before leaving, you must get permission and get approval from your supervisor.
- c) The leave of this year, if not all, will be reserved until the end of December of the following year.
- Public holidays enjoy full salary
Calendar New Year (January 1): 01 (one) day
Lunar New Year (1 day at the end of the year and the first 3 days of the lunar year): 04 (four) days
The anniversary of Hung Vuong’s death anniversary (March 10th of lunar calendar): 01 (one) day
National Unification Day (April 30 of solar calendar): 01 (one) day
Labor Day (May 1 of solar calendar): 01 (one) day
National Day (September 2): 01 (one) day
If the above holidays coincide with the weekly holiday, you will be entitled to the next day off. These holidays are subject to change according to the regulations.
- Personal leave with full salary
In addition, you can take a separate leave and still enjoy full salary in the following cases:
You get married yourself, take 03 (three) days off
Your child gets married, takes 01 (one) day off
Father, mother (wife’s side, husband’s side), wife, husband, and children die, take 03 (three) days off
Article 15. Rewards
- Each year, in addition to the salary, you will receive an additional 2 months salary in July and January every year. The one-time bonus is equal to the average salary of the previous 6 months.
In case you have not worked for 6 months, you will receive an amount proportional to the number of months you have worked at the Fund.
- In addition, in some special cases the Foundation also offers special bonuses to encourage your work ethic.
Article 16. Welfare and gifts
In addition to salary and bonus, you also have a little more enjoyment with the following gift policy
- Gifts for the Lunar New Year , if you work for the full 12 months, will be paid 2,500,000 VND. Those who have worked at the Fund for less than 12 months will be granted an amount proportional to the number of months you have worked at the Fund. The time is from the official commencement date to the first day of the lunar new year.
- Gift for International Women’s Day 8/3 (only for women, of course!) You will get 200,000 VND.
- Gift for Hung Vuong’s death anniversary is 200,000 VND.
- Gifts for the occasion of 30/4 and 1/5 are 200,000 VND.
- Gifts for your children on the International Children’s Day (only for children under 16 years old) 100,000 VND per child.
- Mid-Autumn Festival gift : Your portion will be 100,000 VND, your children if under 16 will be 80,000 VND each.
- Gifts for National Day September 2: 200,000 VND
- New year gifts: 200,000 VND.
- Lucky money: the first day of the lunar new year, if you are present on the first day of the lunar new year, the Fund will celebrate 200,000 VND.
- Your wedding gift: 1,000,000 VND for your wedding day. If the bride and groom are in the Fund, they will receive 2 shares.
- If you get sick or have an accident, you need to be treated at the hospital for 3 days or more (from the date of hospital admission) will receive a gift worth 200,000 VND.
- If your loved one dies , the Fund will also share with you the loss with a gift of inquiry. If you are biological parents (of husband or wife), you will be entitled to 1,000,000 VND / rate. If the wife or husband or children will be 2,000,000 VND / rate. If they are grandparents (paternal and maternal grandparents), they will receive 200,000 VND / interest.
Article 17. Other benefits and insurance regimes
You are also entitled to the following benefits and insurance regimes:
- Lunch: Taking care of your lunch is also the responsibility of the Foundation. If the Fund does not organize the cooking for you by itself, the Fund will pay the lunch amount for you at 20,000 VND / day, in case you work over 4 hours, you will have a snack at 10,000 VND.
- Health insurance:After signing the labor contract, the Fund will buy health insurance for you at the rate of 3% of salary . Also as a rule, you also have to pay 1.5% of your salary for the purchase of health insurance. You can choose the most convenient hospital from the list of hospitals provided by the social insurance agency to be served when sick.
- Unemployment Insurance:According to the law, the Fund will pay unemployment insurance 1% of salary, employees also have to deduct 1% of salary to pay unemployment insurance. Later, you can apply for unemployment benefits when you cannot find a legal job.
- Social insurance: Paying social insurance is a right and an obligation . Under the current rules, you will get the Social Insurance Fund to buy 16%, and you will buy 6% of your salary. You will have a social insurance book to record how much you and your Fund paid for. When you quit your job, you will be paid out all the time or when you retire, you will receive a substantial pension for a lifetime
For the new members, it is possible the Fund will sign a temporary contract. During this time the payments for Health Insurance, Unemployment Insurance and Social Insurance will be calculated directly into your salary. After the end of the temporary contract period, if you continue to sign a term employment contract with the Fund, the Fund will now buy you insurance as required.
- Health insurance for relatives: The Foundation always wants you and your family to have a healthy life, the Fund accepts the minimum payment of voluntary health insurance for your family (namely, children over 6 years old, foster parents and your spouse). Your family can choose the most convenient hospital from the list of hospitals provided by the social insurance agency to be served when sick. As soon as you purchase voluntary health insurance for your family in the ward and commune where you live, you only need to copy your health insurance card, receipt of payment of health insurance premium, household registration book or documents proving your relationship with the person. To buy voluntary health insurance, the Fund will pay this cost into your salary right in that month.
PART 5: VOLUNTEER, COOPERATOR
Before becoming a Fund Affiliate Employee, you should become familiar with the job as a Volunteer or Collaborator. Also, when you have another job, cannot join the Lotus Charity Foundation full time, you can also join to be a volunteer or become a collaborator.
Article 18. Collaborator
1. If you only work part-time for Lotus Charity Fund, you can sign a work agreement with the Fund as an collaborators.
2. Collaborators will follow the case contract regime. When a project is needed, the Collaborator will participate in the project, sometimes just one day, sometimes days but not full time. They are entitled to full salary for working days for the Fund.
3. Every month, regardless of project or project, the Collaborator is entitled to a grant called a fixed grant to maintain connection with the Fund.
4. Collaborators are entitled to other subsidies for their jobs such as subsidy for telecommunications costs, subsidy for work expenses like same as affilate employee.
5. Collaborators will be able to attend training sessions with affilate employees.
Article 19. Volunteers
Volunteers have the same work and benefits as collaborators except for a fixed allowance and training benefits
Article 20. Amendment of the Statute of Affiliated Employee
Regulation on affilate employee consists of 5 parts and 20 articles. This Regulation is used internally within the Lotus Charity Fund. Depending on the circumstances, can be tailored accordingly. The most current version of these Guidelines is the one available on the Fund’s website.
APPENDIX: WORK EXPENSES
|I.||Fees and work expenses:|
|Transport||Personal vehicles||Fund’s vehicles||Public transport|
|A.||Working for the day:|
|1||The distance is less than 40km||Business fee||none|
|Support for transportation||1,200VND / km|
(min 7,000VND / trip)
|Actual payment for gasoline|
(can issue gas vouchers)
|Actual payment by transport ticket|
|2||Distance from 40km or more||Business trip for over 8 hours||100,000 VND / trip|
|Business trip for over 12 hours||150,000 VND / trip|
|Support for transportation||1.200VND / km||Actual payment for gasoline|
(can issue gas vouchers)
|Actual payment by transport ticket|
|B.||Working for many days:|
domestic distances in VN
|Business fee||150,000 VND / day|
|Support for transportation||1,200VND / km||Actual payment for gasoline and motorbike rental locally (if any)||Actual payment by transport ticket|
|Accommodation costs||Savings, not more than 200,000 VND / person / day|
|II.||Receipt of travel expense payment|
|– Browse business expenses for trips from 40km upwards|
– Invoices; Legal proof of purchase of tickets in accordance with the law when traveling on business by means of transport or receipt of the vehicle owner, homestay rental will have the signature and phone number of the owner ). Particularly, the payment voucher for air tickets is the ticket stub (boarding pass (or e-ticket) and the invoice issued by the ticket office.