ASP Crew Management

Shipboard Manual

ASP Crew Management Shipboard Manual

Table of Contents
1.

Introduction and Overview ........................................................................................ 4

1.1.
1.2

2.

Personnel and Operations ........................................................................................ 5

2.1
2.2
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
2.24

3.

Crew Management Policy...............................................................................................5

Manning..........................................................................................................................5
Crew Qualification / Verification (CM12 & CM13)...........................................................5
Operating Language.......................................................................................................6
Crew Change .................................................................................................................6
Crew List ........................................................................................................................6
Safety and Training ........................................................................................................6
Drug and Alcohol Policy .................................................................................................6
Working Clothes and Uniforms.......................................................................................7
Shore Leave ...................................................................................................................7
Mail.................................................................................................................................7
Personal Shipments / Excess Luggage..........................................................................8
Discipline ........................................................................................................................8
Seagoing Employee Development Reviews...................................................................8
Shipboard Promotion......................................................................................................9
Contract Extension .........................................................................................................9
Re-Employment..............................................................................................................9
Records and Filing .......................................................................................................10
Ship Laundry ................................................................................................................11
Crew Welfare Club .......................................................................................................11
Food Committee ...........................................................................................................11
Cargo Holds / Tanks Cleaning Allowance ....................................................................12
Bonded Store Issued (CM07) .......................................................................................12
Crew Roll / Articles of Agreement.................................................................................12
ITF Matters ...................................................................................................................12

Employment Terms................................................................................................. 13
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10

4.

Introduction.....................................................................................................................4
ASPCM Responsibilities.................................................................................................4

Conditions of Service ...................................................................................................13

Wage Scales ................................................................................................................13
Public Holidays .............................................................................................................13
Probationary Period......................................................................................................13
Sickness - Doctors Requisition Form (CM09)..............................................................13
Compassionate Leave..................................................................................................14
Regular Allotments and Special Allotments (CM05 & CM06).......................................14
Repatriation ..................................................................................................................15
Repatriation Due to an Illness or Injury ........................................................................16
Repatriation Due to Dismissal or Early Termination of Contract (CM17) .....................16

Payroll ..................................................................................................................... 16
4.1
General.........................................................................................................................16
4.2
Masters Cash Account (CM01)....................................................................................17
4.3
Summary of Account of Wages (CM02) .......................................................................18
Wage Account (CM03).............................................................................................................18

5.

Emergency Response............................................................................................. 20
5.1
5.2
5.3
5.4

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The Emergency Response Team.................................................................................20

Communications and Contact List (CM19)...................................................................21
Service to Vessels / Principals .....................................................................................21
Emergency ...................................................................................................................21
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5.5
5.6

6.

Logging.........................................................................................................................21
The Press .....................................................................................................................21

Summary Checklist for Master ................................................................................ 22

6.1.
6.2.
6.3.
6.4.
6.5.

7.

15th of every month (send via email to ASPCM)...........................................................22

End of every month (send via email to ASPCM) ..........................................................22
5 days after the end of each month (by courier to Singapore) .....................................22
Change of Master (send via email or fax to ASPCM, Singapore) ................................22
Every quarter end March, June, September and December ........................................22

ASPCM Crew Forms

1.

CM01

Masters Monthly Account

2.

CM02

Summary Account of Wages

3.

CM03

Wage Account

4.

CM04

Cash Advances to Crew

5.

CM05

Regular Allotment

6.

CM06

Special Allotment

7.

CM07

Bonded Store Issued

8.

CM08

Employee Development Review

9.

CM09

Doctor's Requisition Form

10.

CM10

Quarterly Personnel Report

11.

CM11

Crew List

12.

CM12

Personal Documents

13.

CM13

STCW Checklist

14.

CM14

Board Hearing

15.

CM15

Dismissal Notice

16.

CM16

Termination of Employment

17.

CM17

Early Termination of Employment

18.

CM18

Indemnity Form for Spouse / Passenger

19.

CM19

Company Information Sheet & Emergency Contacts

20.

General Principles on Dismissal of Seafarers

ASPCM Dismissal Forms

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CMPH01 - Show-Cause Letter

CMPH02 - Masters Report

CMPH03 - Notice of Dismissal

CMPH04 - Joint Affidavit

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1.

Introduction and Overview

1.1.

Introduction

ASPCM Crew Management (ASPCM) has been appointed by the Owners / Manager /
Operator (Principal) of your ship as Crew Manager for the vessel. In order to provide a
high level of crew management services expected by our principals, it is important that
we work closely with all parties involved, particularly the Master. In this manual, we
familiarise the Master with our crew management procedures and policies in order to
meet the requirements of our Principal.
The manual is intended to cover all crew matters pertaining to the day-to-day crewing
management of the vessel and should be kept readily accessible for reference whenever
required. We expect that the routines laid down are to be followed closely and please
request for clarification should there be any doubt. This manual together with the
corresponding computer disk should be handed over to the incoming Master whenever a
change of command takes place. This instruction is to be strictly adhered to for
continuity purposes and to avoid any disruption of services to our Principal.
It is important that this manual is kept as a live document, open for amendment and
modification to suit changing circumstances and improvement in the provision of our
services. In the course of our work, we welcome any feedback to develop this manual
into a useful guidebook for all of us, both at sea and ashore. This manual does not in
any way serve to override the authority of the Master in the performance of his duties
and responsibilities.
1.2

ASPCM Responsibilities

ASPCM is responsible to provide the following crew management services:

1.

Supply and management of marine crew based on agreed positions,

nationalities and number of seamen in accordance to the specification
established and on agreed wages and terms of employment.

2.

Appoint, manage and co-ordinates with subagents as may be required for the
supply of seamen.

3.

Effect and manage suitable contract of employment and collective agreements

for the employment of the marine crew.

4.

Administer the payroll and home allotments of the seamen.

5.

Administer and co-ordinate on P&I claim in accordance with employment

contracts and insurance policy.

6.

Co-ordinate with vessels and port agents for effecting crew changes and other
crew management matters.

7.

Liaise with Master for planning of crew changes and ensure that relevant crew
changes are carried out effectively in an economical manner.

8.

Co-ordinate on necessary safety training and upgrading of seamen, welfare for

the seamen and their families.

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2.

Personnel and Operations

2.1

Crew Management Policy

ASPCM objective is to provide our Principal with seamen who are qualified and
experienced, good performer with positive attitude and well-trained for the position in
which they are employed onboard. ASPCM manning policy is to provide continuous
employment, safety and training, and career development for the benefits of both the
seamen and our Principal. Our management is continuously reviewing our system of
recruitment, administration, training and computerisation to meet international manning
standards and regulations.
We monitor our performance through the following:

Our Principal and Masters satisfaction with crew from ASPCM.

Prompt response to our Principal, Master and crew and port agents.

Good planning and administration - accurate, timely and relevant information.

In order to improve the quality and standard of our services, it is important that we
receive constructive and regular feedback on the crew performance and our services.
We welcome any feedback from our principal, master, seamen and other associates
who can help us achieve this objective.
2.2

Manning

Minimum manning level is in accordance with Flag State and/or any applicable unions
collective agreement. The Master should ensure strict adherence to the minimum
manning complement and report any deficiency as soon as practicable.
Our principal will establish the operational manning level. They will specify the position,
nationalities and number of seamen to be supplied by ASPCM. Request for additional
manning should be coordinated with ASPCM before implementation.
2.2

Crew Qualification / Verification (CM12 & CM13)

All joining seamen shall be appointed with the approval of ASPCM. For senior positions,
ASPCM will coordinate with our Principal.
Upon joining of the seaman, Master shall satisfy himself that each seaman possess all
original certificates for the position held. This includes valid flag state certificates and
medical reports. Some flag states may issue interim certification or accept application
papers as proof of submission. The long term certificate will be sent to Master when
issued. Master shall collect and keep all relevant certifications at the time of crew
embarkation. These important documents must be kept readily available for inspection
when demanded. Please monitor the expiry date regularly and report timely to ASPCM
for rectification.
Master shall ascertain that each seaman is only assigned to jobs / tasks that are in line
with his position, qualification and experience, and that they are able to understand key
instructions. The basic requirements are in accordance with STCW 1995 (see CM13).
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Master shall notify ASPCM immediately if he finds any seaman not conforming to the
above.
Master must submit records of every crew licence, flag state, health and travel document
on appropriate checklist form CM12 upon each crew member joining the vessel.
2.3

Operating Language

English is the standard language used on all ASPCM managed vessels. All reports and
correspondences must be in English. Master should encourage every crew member to
speak and use English as the working language on board.
2.4

Crew Change

Crew change shall be initiated by ASP CM.

One month's notice in writing may be given to the Master prior to any crew wishing to
leave the vessel. Master shall advise ASPCM immediately of the seamen who have
given notice to disembark. All crew change will be effected at a convenient and
economical port at our Principal/ASPCM discretion. Crew is not permitted to insist or
demand to be relieved at his own convenience.
When the vessel's itinerary is known, Masters shall inform ASPCM of the vessels
itinerary, estimated arrival date and agent details in order for ASPCM to co-ordinate
relief and travel arrangements with the port agents. The travel arrangements and
personal details of the joining seamen will be advised to the local agent and the vessel.
Although every seaman was inducted before joining the vessel, new joining crew shall
be shown around the vessel by an officer appointed by the Master. They shall be
introduced to their tasks and duties and familiarise themselves with the ship's equipment
and safety, health and emergency procedures. The Master shall ensure that joining
seamen have correctly perceived and understood the duties assigned to them.
2.5

Crew List

The Master shall advise ASPCM promptly by email after the crew change has been
carried out and send an electronic copy of CM11. Please ensure that it is correctly
dated.
2.6

Safety and Training

In co-ordination with our Principal, ASPCM will arrange necessary safety and refresher
courses prior to the deployment of the seaman. Briefing will be conducted so that every
seaman understands the high level of safety standards and system implemented
onboard.
2.7

Drug and Alcohol Policy

All seamen are reminded that no alcohol is permitted to be brought aboard or kept
aboard the vessel by any individual. Alcohol may be consumed onboard only in
compliance with Company and Client policy. All seamen are reminded that no
prohibited drug is permitted to be carried, consumed or kept onboard.
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Similarly, misuse of drugs intended for medical treatment will be regarded as a breach of
the Drug and Alcohol Policy. If there is any doubt about the likely effects of prescribed
medication a seamen should seek medical advice. Joining seamen must advise the
Master of any medication they are taking and this information is to be recorded by the
Master.
All seamen are subject to unannounced drug and alcohol tests upon demand by any
authorised authority, and by ASPCM/Principle.
2.8

Working Clothes and Uniforms

Officers and ratings joining the vessel shall be supplied with uniforms, coveralls and
safety shoes issued by ASPCM offices or its agents. Working apparels issued to the
seamen remain the property of the vessel.
All officers on duty shall wear uniforms (white shirt with black slack and appropriate
epaulet) in accordance with our Principals standing instruction (except where overalls
are required to be worn).
2.9

Shore Leave

Subject to the safety and security of the vessel, shore leave shall only be granted on
Masters discretion when the vessel is alongside at berth. No crew is permitted to leave the
vessel without Masters permission. As per ISPS code, Master must organise gangway
watch to prevent unauthorised person from board or leaving the vessel. When launch
service is required to transfer crew to and from shore leave, Master shall seek permission
from our Principal before he organises shore leave.
Every seaman should possess a minimum of 10 recently taken photographs in case it is
required by the port authority. Please note that our Principal will not pay for the cost of
taking personal photograph whilst onboard.
Due to restrictions imposed world-wide by consular offices of USA and other countries, ,
shore leave may not be possible. No shore leave will be granted when the vessel calls
at US ports or any port where restriction is imposed by local authority and/or a seafarer
does not hold the relevant visa.
2.10

Mail

All seamen may send regular letters at the vessel's cost whilst onboard. However any
parcel of special delivery request is to be paid by the seaman himself.
Mail for the ship's crew is handled by ASPCM. Parcels containing books, medicines or
foodstuff will not be accepted. Such items may be disposed without prior notice to the
sender or addressee. Mails from crewmember families should be addressed to ASPCM
or our sub agents address indicating the crews full name, position and the vessels
name. Improperly addressed mails will delay the delivery of mails to the vessel and will
be discarded without notice.
No crew mail should be sent directly to our Principals address.

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2.11

Personal Shipments / Excess Luggage

Shipments of personal effects, including the Agent's handling fee, customs clearance,
etc. shall be paid by the sender. Baggage is restricted to the allowance granted by the
airlines. Excess luggage is for the seamen's account. All excess luggage charges shall
be paid in cash by the individual at the time of sending. Master must remind agent not
to accept any such charges under companys account.
2.12

Discipline

Every seaman is expected to maintain a high standard of conduct and carry him self in a
professional manner at all times. In particular, he should ensure the following:

2.13

Do not allow overtime other than hours deemed necessary or allocated by

the ship manager and actually worked. Other compensation or allowances
are governed strictly in line with our Principals policy. Demand for additional
compensation or overtime will not be ordinarily be considered.

The Master is authorised to conduct spot checks on disembarking crew

luggage if he suspects any crew of removing items from the vessel.
Similarly, crew may not remove any items from ships cargo.

Seagoing Employee Development Reviews

2.13.1. For ASP Ship Management Vessels:

The purpose of this procedure is to ensure that each Master and all other crewmembers
will, on an annual basis, individually prepare for and share in a thorough discussion of
their past performance and future development.
The aims of the discussion are to obtain an assessment of past performance, as seen
by their supervisor and the individual, to discuss the individual's career goals, assess the
individual's growth potential and record training and other development needs.
V-OAM-003 - Employee Development Review (EDR) will be completed for all sea staff
on an annual basis for permanent employees and at the end of the contract for
contracted employees. More frequent reviews may occur at the request of the supervisor
or the employee being reviewed.
The supervisor responsible for completion of the EDR shall be:

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Supervisor

To Review

Ship Manager

Master & Chief Engineer

Master

All deck Officers

Chief Engineer

All Engineering Staff

Chief Officer

Ratings and Catering Staff

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All EDR undertaken onboard shall be forwarded to the Ship Manager when completed.
The Ship Manager shall review the document. The Ship Manger shall forward all
completed EDR (including those undertaken by the Ship Manager) to the Crew
Manager/Agent in electronic or paper format as agreed.
ASPCM shall review all EDR and record requested and required training.
A procedure shall be established by ASPCM such that ASPCM shore personnel, Fleet
Manager and the Individual reviewed have access to the relevant EDR upon request.
The Seagoing Employee Development Reviews are also used for training and
development, succession planning, promotion, counseling and termination. It is
expected that the supervisor responsible will undertake the task professionally, report
factually and not allow personal issues to influence the review.
2.13.2. For non ASP Vessels:
ASPCM shall ensure that a similar procedure is implemented such that each Master and
all other crewmembers will, on an annual basis, individually prepare for and share in a
thorough discussion of their past performance and future development. CM08 Employee Development Review (EDR) The results of each review shall be dealt with in
a similar manner to the ASP Procedure.
2.14

Shipboard Promotion

ASPCM encourages every crew to excel in their performance. Consistent good

appraisal will be given due recognition and individual recommended for promotion by
Master and Chief Engineer is subject to ASPCM / Principal approval. Upon promotion,
the total wage computations of the two positions within a calendar month should not
exceed 30 days.
2.15

Contract Extension

Application for contract extension has to be approved by Master or Chief Engineer

respectively and subject to final approval and discretion of ASPCM and Principal.
Favourable consideration will be given depending on their work performance.
Crew who is serving the extended period shall always satisfy Masters expectation of
performance and interest in their daily routine. General health and mental alertness of
the crew must always be in good condition.
Extension is also subject to availability of ex-crew on vacation. ASPCM can revoke crew
extension in circumstances where an ex crew is ready and available for assignment.
Crew who is granted extension of contract must accept our decision to relieve them at a
convenient date and economical port. They can not demand on where and when they
wish to disembark during the extended period.
2.16

Re-Employment

Disembarking crew should report to our crew agency at their home country as soon as
they return home. They shall be advised of their re-employment status and an indicative
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date of their next assignment if known. This is only an indication and shall not be
considered as a binding obligation.
2.17

Records and Filing

The Master shall maintain a personal file for each seaman onboard.
matters shall be handled as confidential.

All personnel

The articles of Agreement signed by each seaman states in part the Master and/or
Owner has the right to discharge any crew prior to the termination of the voyage by
giving written notice of such termination to the seamen.
Most countries Maritime Law requires that the Master shall record entries in the log book
for "every offence for which disciplinary measure has been taken. It includes a
notation on any verbal warning given to the seaman.
It is not possible to lay down a standard set of rules for Master to follow in handling each
disciplinary problem, since each case has a different set of circumstances. However, we
have had occasions found that seamen who were supposedly discharged for cause,
were not notified in writing or no entries been made in the vessel's Log Book to justify
the discharge.
In several cases, seamen who were removed were given
recommendation letter by Master or other departmental head, and subsequently have
made demands for either re-employment or wages for the rest of their unexpired
contract. Without copies of written notice of dismissal or log book entries, these
demands have been difficult and/or impossible to repudiate. This is particularly true in
those cases where the seaman has been issued a good discharge or in possession of a
recommendation letter.
It appears that a common mistake made by Masters and department heads is to let first
offences of a minor nature go without taking any action. Similarly, if a reprimand is
given, no written notation was recorded in the log book. Such error of judgement often
comes to light at a later date when the offender had persisted in his misconduct to the
extent that the Master must decide to dismiss the seaman. If the action is then
contested, he is not able to produce written records to substantiate the fact that the
offence started some time prior to the dismissal. Therefore, he is unable to justify his
decision to dismiss the offender. If prompt and well-concerted action is taken at the
outset and is properly recorded in the Log Book, the Master has provided himself with a
definite starting point from which to develop his further handling of the case. Surely, if a
man's performance onboard has been so bad as to warrant dismissal, there should be
records in the Log Book to substantiate the discharge for cause.
Gross incompetence when supported by sufficient evidence has always been upheld as
legal cause for dismissal. To dismiss a seaman for incompetence (other than for gross
incompetence) must be approached with caution. The Courts have already ruled, as in
many cases, a dismissal based on the loosely substantiated facts may be considered a
very harsh penalty to impose on the seaman. In cases of this nature, the observance of
due process is most desirable prior to dismissal and repatriation.
Before a seaman is discharged for cause, Master should conduct a formal investigation
onboard (CM14) with a panel of representatives consisting of Master, officers and petty
officers from different departments. The offender must be given an opportunity to
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defend the allegation and to bring in his own witnesses. The whole proceedings must
be correctly and factually recorded, signed and logged (including the statements of
witnesses). Upon a decision being taken by the Master, the offender must be given a
letter stating the reason for discharge (CM15). If the offender refuses to sign the
documents, a notation to that effect must be witnessed and countersigned by the
representatives. The procedure adopted by Philippine Authority provides a good
guideline in handling disciplinary cases. Copy of the General Principles on dismissal of
Filipino seafarers is attached in the Appendix for your easy reference.
Masters should use the forms shown in appendix for any dismissal case. Copies of
signed records including the log extract are to be forward to ASPCM within one week
after the seaman had left the vessel.
2.18

Ship Laundry

The catering crew who undertake washing and ironing of ships laundry such as towels,
linen, bed sheets and pillow cases, may be paid an allowance. Such allowance should
be shared equally by the number of persons involved in such work. ASPCM or its
Principal will inform Master of the monthly allowance. Payment of laundry allowance is
to be effected from the Masters Cash Account (CM01).
Sending of ships linen ashore for laundering is not permitted unless approved by our
Principal. In this case, laundry allowance will not be payable to the ship crew if shore
assistance is used.
2.19

Crew Welfare Club

To promote recreations and welfare onboard, our Principal may provide the necessary
gymnasium and welfare equipment. Apart from portion of the profit from the sale of
bonded stores (refer Part 2.22), crew are encourage to contribute a fair amount of
money to the welfare club to purchase videotapes, books, magazines, games, or
musical equipment. Items bought under the welfare club fund remain the property of the
vessel for future crew to use and should not be removed from the vessel when any crew
signs off. If our Principal agrees to contribute additional money for the general welfare
of the crew, such contribution will be added to the shipboard recreation fund.
Master shall establish a welfare club committee to manage the fund and organise
recreational activities for the crew onboard.
2.20

Food Committee

A food committee comprising of representatives from each department, with Master as

Adviser, shall be elected by the crew. The food committee shall be responsible for the
proper management of food quality, quantity and daily menu for the crew.
Carrying of provisions, ship stores and bonded stores are the responsibility of every
crew onboard. Deck and engine departmental heads shall allocate sufficient hands for
this purpose.

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2.21

Cargo Holds / Tanks Cleaning Allowance

Crew may be paid an allowance to clean the cargo holds or tanks at our Principals
discretion. The amount, so determined and advised, will be shared equally among the
crew who participated in the holds/tanks cleaning. Such allowance will be paid after the
surveyor had passed the cargo holds or tanks for loading. Payment of this allowance is
to be deducted from Masters Monthly Cash account (CM01).
2.22

Bonded Store Issued (CM07)

The Third Officer is normally assigned to handle the bonded stores on the vessel. He is
accountable for the stocks as well as replenishing, recording and up keeping of the
bonded store. He shall be personally liable for restitution in case of any shortfalls found
during periodical stock taking or at handover.
The sale of bonded stores to crew shall include a percentage profit margin on the
purchase price of the bonded items. At his discretion, Master may pay part of the profit
to the officer who is charged with the responsibility to handle the bonded store and
distribute the remaining profit to the crew welfare club (see Part 2.19) for the general
benefit of the crew on board.
All bonded stores issued for the purpose of Owners and Charterers representation are to
be charged at the actual purchase costs. No profit margin must be added when
accounting for this expense.
2.23

Crew Roll / Articles of Agreement

Flag state may require the vessel to carry a valid crew roll or Articles of Agreement in
one form or another. Master may be required to submit crew change report on specific
form. Please make sure that these documentations are properly completed, updated
and renewed before it expires. Master should ensure a spare copy of each document is
kept on board at all times.
2.24

ITF Matters

The terms and conditions of each crews employment would either by governed by
national regulations, flag state or in accordance with a collective agreement signed with
the Union. ASPCM will advise you of the specific arrangement together with the
necessary documentation.
Please maintain a file containing all crew documentation, readily accessible in case of
visit by ITF inspector. This includes union certification papers, payroll and overtime
records. Emphasis should be given to make sure that working hours records are
accurately and honestly maintained and that overtime hours worked are in line with
STCW/MLC regulations. Please clarify with us if the monthly overtime hours are
exceeded regularly.
Apart from occasional unannounced boarding by ITF inspector, most of the visit
eventuated from direct complaints filed by the crew. Therefore, it is important that any
contentious grievance should be properly administered and resolved onboard to avoid
undesirable consequences.
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The gangway watch-keepers must be given strict instruction to be vigilant at all times. In
case of boarding by ITF inspector, he must be escorted personally and directly to the
Masters office. He should never be left alone to wander around or speak to any crew
onboard before he speaks to the Master.

3.

Employment Terms

3.1

Conditions of Service

The conditions of service for all seamen are governed by the Agreements entered
between ASPCM or our manning agent and the Union; or by individual contract directly
with the crew. Master will be provided with copy of the pertinent documents.
3.2

Wage Scales

The seamen wages will be set out in their Contracts and/or in accordance with the terms
of the collective bargaining agreement (CBA). The Master will be given the relevant
wages details of the joining crew by ASPCM.
3.3

Public Holidays

Public holidays shall be according to gazetted holidays stipulated in the agreement. If

there be no standard agreement, the list of public holidays shall be decided by the
Company. Copy of public holidays shall be posted in the ship main notice board.
3.4

Probationary Period

Every new crew recruit will have to undergo a probationary period when he joins the
vessel. ASPCM policy for the probation period is 3 months duration or in accordance
with the timeframe stipulated in the collective agreement, if applicable. During this
transition period, senior officers must monitor the performance of the new crew closely
and notify us soonest if the crew is incompetent (must be properly substantiated with log
book entries) so that we can pre-terminate his contract legally and to replace the
incumbent at the same time. After the probation period, it is impossible to take
appropriate action to remove the seafarer without incurring additional liability for our
Principal.
3.5

Sickness - Doctors Requisition Form (CM09)

Each time a crew request to visit a doctor or dentist, the Doctor's Requisition Form
(CM09), shall be completed with reason for visit indicated. The form should be
completed by the attending physician including the cost of the treatment. Please send
the endorsed form to ASPCM after the seaman has been treated by the doctor.
Master should use his discretion when deciding to send the crew ashore for medical
attention. Please ensure that medical cost is kept within reasonable limit. Except for
emergency situation, Master should first consult the agent for an estimate medical cost
including sea and land conveyance charges. Visit to doctors should be arranged during
normal working hours as far as practicable to avoid high overtime charges.

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Master should ensure that the seaman is genuinely sick before been allowed to seek
medical consultation ashore. This is to prevent abuse by crew that may be seeking
medical treatment for minor ailments that could have been easily treated onboard from
ships medical locker. In some cases, seaman may have some pre-existing illness or
medical condition where he needs new supply of medication. When the medication
runs out, the seaman may visit the doctor merely to seek additional supply or medicine
under Companys expense. Such practise should never be allowed by Master.
Visit to dentist must also be monitored as Owners will only pay for extraction cost. Tooth
filling, cleaning and other exploratory costs and medication relating to tooth extraction
will be under the seamans own account. For such cases, Master should request for
dental and transport expenses from the port agent in order to deduct from the seaman
wage account onboard.
Similarly, Owners may not bear medical expenses relating to non-work related illness or
injury, self-inflicted injury, sexually transmitted diseases or breach of the Drug and
Alcohol policy.
3.6

Compassionate Leave

Compassionate leave shall be granted according to the terms and conditions of the
individual contract or collective agreement. In general, compassionate leave may be
granted under the following circumstances:
1. Serious illness or death of the seamen's immediate family member. Immediate
family member refers to the seaman's next-of-kin. For bachelor, next-of-kin refers
to parents while for married man; next-of-kin is only restricted to parents, spouse
and legitimate children. Siblings or other relations are excluded from the list.
2. Repatriation expenses of a seaman granted compassionate leave shall be
according to the terms and conditions stipulated in the contract or Collective
Agreements.
3. ASPCM will make every effort to release the seaman for compassionate leave.
However, the seaman shall continue with his duties until relieved.
4. Compassionate leave will be granted subject to a relief being available.
3.7

Regular Allotments and Special Allotments (CM05 & CM06)

Master must submit via electronic mail a list of Regular Allotments and Special
Allotments (nil return required) on or before 15th of each month. If the final total
deduction on the month-end payroll differs from the submitted CM05 and CM06, Master
must inform ASPCM immediately to prevent excess or short payment of the crew
allotments.
It is mandatory for each Filipino seaman to contribute minimum 80% of his basic wage
as monthly Regular Allotment (CM05); sent to home country, to comply with the
Philippines labour code. The first home allotment shall start on a full calendar month
after the crew embarked and cancel on the last full calendar month before he leaves the
vessel. There shall be no regular home allotment in the month of joining or leaving the
vessel unless the respective date falls on the 1st or the last day of the month
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respectively. Master is required to adhere strictly with this policy to ensure that all
allotments are properly deducted in the payroll.
Once the amount is decided, regular allotment cannot be changed during the seamen's
contract except in the case of a shipboard promotion or a change in the wage scale.
The revised allotment of promoted crew shall only take effect from the next full calendar
month following the date of promotion.
Regular Allotments of seamen shall be paid by ASPCM or their manning agents, by the
7th of the following month. As an example; the seamans beneficiary will receive his
March allotment by 7th April. The home allotments are paid in equivalent local currency
at the banks prevailing exchange rate or in accordance with governmental regulation.
The Master will be advised of the allotment to deduct from crew wages.
(Prorated and monthly regular allotments of all PRC crew should be deducted onboard
from the date of leaving the point of engagement till their return to the homeport. Our
PRC agent will issue separate instruction to the Master).
Other nationals are not required to make regular allotments however it is general
practice to do so for all employees.
Seamen may request additional money to be remitted by means of special allotments
(CM06), provided that they have sufficient accrued balance of wages on board
(excluding leave pay) to cover the extra allotment. Special allotments shall be paid
either by ASPCM (or by the Sub-Agent) by the 7th of the subsequent month similar to
regular allotment.
For URGENT special allotment, the seamen must provide Master with a valid reason for
the urgency. Upon receipt of the urgent request, ASPCM or Sub-Agent shall remit the
money to the seamans beneficiary bank account, within 3 working days.
Occasionally, there may be delay in remitting Regular Allotments and Special Allotments
if ASPCM do not receive funds from our Principals. ASPCM will do utmost to ensure that
funds are sent on time. There may be isolated cases where the remittance may be
received late because of a receiving bank transactional problem or that the beneficiary
account is located in remote province. Please remind the beneficiary to contact our
manning office directly if the allotment fails to arrive on time.
Remittances are paid in U.S. dollars.
Masters shall not accept cash from the crew for special allotment purpose.
allotments shall be deducted from the seamans wage account onboard.
3.8

All

Repatriation

ASPCM shall cover the cost of repatriation in accordance with the terms of the seamans
employment contract.

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3.9

Repatriation Due to an Illness or Injury

Master should consult the Ship Captains Medical Guide or contact CIRM, Rome
(email: telesoccorso@cirm.it; Fax: 39-65-92333; Tel: 39-65-4223045) when immediate
medical attention or advice is needed during a sea passage.
Master must notify ASPCM of all cases of injuries and medical repatriation as soon as
practicable. When medical repatriation is recommended, it must be supported with
doctors report on Form CM09 stating specifically that the crew is unfit for work and
repatriation is required. The medical form, statements and medical log including all
medical report and invoices received must be sent to ASPCM in order to support our
insurance claim.
On his return to his home country, the sick or injured seaman must report to our
manning office within 3 working days (Saturday included) of his arrival for a post-medical
examination by the Company doctor. This instruction must be complied with to prevent
aggravation to his injury or illness. The Companys liability to pay medical benefit shall
be forfeited if the sick or injured crew fails to adhere with this instruction.
Entitlement of medical benefits shall be in accordance with the individual employment
contract or the collective agreement, if applicable.
3.10

Repatriation Due to Dismissal or Early Termination of Contract (CM17)

Seaman who resigns or is dismissed shall be required to pay all expenses in accordance
with the term of his employment contract. In this regard, Masters shall not pay the
seamans balance of wages and accumulated leave pay onboard unless otherwise
advised by the Company. The accrued wages due to the crew will be settled by our
manning office after the crew change expenses are collated.
In all cases of voluntary repatriation, the Seaman shall submit a written request for early
termination of his contract (CM17). The purpose is to substantiate or avoid any counter
claim of unfair dismissal.

4.

Payroll

4.1

General

The Master is responsible for the proper management of the shipboard portage bill and
cash in accordance with ASPCM Accounting procedures and policies.
The following forms are to be sent to ASPCM Singapore:
15th every month

CM05 - Regular Allotment form

CM06 - Special Allotment form (notation of nil return
required)

After end of the month

CM01 - Masters Monthly Account

CM02 - Summary Account of Wages

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Signed off crew

CM03 - Wage Account

Change of Master

Handover CM01 - Masters Monthly Account

Master should take into consideration the following economical means of communication
to sent Form CM05, CM06, CM01 and CM02 to ASPCM:
1st option

email zipped attachments without ASPCMs logo if vessel is at sea and not
calling into port within the next 3 days when it falls due;

2nd option fax through port agent (if vessel is in port or calling into port soon); or
3rd option

email in summarized format.

When sending the summarized format in option 3, please indicate rank, names and
allotment amount. Please include beneficiary full name and bank details in the case of
Special allotments (CM06).
Master shall prepare a complete set of monthly wage accounts for all crew engaged
through ASPCM. The payroll accounting concept of ASPCM is based on accrual
method. This means that crew are not paid off monthly wages in full at the end of each
month. Monthly wages are accrued and carried forwarded at the end of each month and
crew are allowed to draw cash advances against their outstanding balance of wages. In
addition, crew are also permitted to remit their accrued wages by means of special
allotments to their bank or beneficiary if they so choose. Please refer to 3.6 for details.
Negative balance of wages at end of each month (excluding accumulated leave pay) is
not permitted. Master should avoid it through restriction of paying excessive cash
advances.
No crewmember shall insist to demand for his full wages or cash advance in US dollars
if cash is unavailable.
4.2

Masters Cash Account (CM01)

Masters shall prepare the Masters Cash Account (CM01) at the end of each month and
whenever change of command takes place. In the case of your vessel, please indent
your cash requirements directly to our Principal in Melbourne. However, we will provide
you a guideline on our general procedure for your information.
A minimum of 7 working days notice must be given to ASPCM for your cash
requirement so that CTM can be arranged. Please provide the port agent details and
vessels ETA. ASPCM will then liaise with the agent or ship-chandler for bank details to
arrange transfer of CTM to the vessel.
CTM will be delivered in US dollars and provided the handling and delivery charges do
not exceed 2% of the required CTM. Certain countries impose very high bank and
delivery charges for the supply of US dollars. This makes bank remittance expensive
and uneconomical to remit. Under such circumstances, ASPCM will decide if to arrange
CTM to the Master.
Masters shall be held personally responsible for the safe custody of the CTM regardless
if he or other officer nominated by him is tasked to handle the cash. Masters must check
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and sign for the receipt of CTM. The money must always be kept under lock in a safe
place. To alleviate the risk of losing money, CTM received must be disbursed by paying
off cash advances and disembarking crews final wages promptly. ASPCM may recover
from Masters wage if the money is not handled safely. Masters must also declare the
cash held in his custody at ports where it is required by the local customs or port
authorities.
All receipts and disbursements in Masters Cash Account must be supported by original
signed vouchers, invoices and receipts; cash advance (CM04), final pay-off (CM03), etc.
Master should avoid showing crews final pay-off on CM01 only. This settlement should
be properly reflected and accounted for in CM02 as a normal procedure.
Crew incidental expenses e.g. allowances, agency charges, food and travel allowance
and transport reimbursement; etc if advised by Company shall be paid from Masters
cash account. It should not be reflected in CM02 as it should be used only for crew
wage accounting.
4.3

Summary of Account of Wages (CM02)

This summary must be balanced by cross checking the columns with the rows total.
Special attention must be taken to ensure that the individual wage balances and
accumulated leave pay are correctly carried forward to the next months wage account.
For easy and quick reference, the summary should be segregated into 2 groups, namely
regular crew remaining on board at the end of the month and crew who have signed-off
in another group. The new joining crew in the month should be included in the former
group. Each group is further sub-divided into officers and ratings for our accounting
system. Separate sub-totals must be provided for each group with an overall grand
total.
It is important to segregate the signed-off crew and regular crew into the different blocks
provided in CM02. This helps us to verify the correct balances and accumulated leave
pay to be carried forward next month. Also be reminded that the final pay-off of the
disembarking crew should show zero wage balances. If insufficient cash is available
onboard, please issue a special allotment (CM06) for any outstanding payable amount
and we will organise to settle it with the crew directly.
A third group is provided to account riding gang wages. This differentiation is necessary
for the accounting of riding crew wages separately.
Please refer to 4.4.1 for guideline on wage calculation.
Wage Account (CM03)
Joining crew will deliver a Payroll Information Sheet (PIS) and employment contract to
Master to facilitate the preparation of wage accounting. A wage account CM03 shall be
issued to each officer and rating at the end of each month and at the time of signing-off.
Crews final pay-off shall be settled according to the wage accounting guideline.
Information on the crew wages and dates of employment provided in the top boxes are
useful to compute the crew earnings. In the month of signing-on and off and whenever
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change of position takes place, please provide the dates of departure and arrival at
homeport as well as the effective date of promotion for those who are promoted
onboard.
Allotments and other applicable deductions shall be deducted according to the payroll
information sheet provided by our manning offices. CM02 must also include other
relevant deductions such as cash advances, bonded store taken, private radio charges
and union dues as well as other specific deduction issued to the Master.
4.4.1 Wages
Basic wage and leave pay commences from date of departure home airport to join
vessel and cease upon arrival at the home airport after sign-off. Domestic travelling time
and airfare is not payable unless otherwise prior approval is given by us.
Fixed overtime and other allowance shall only commence from the date seaman joined
the vessel till the date he disembarks from the vessel.
Crew that joins or disembarks the vessel for less than a calendar month shall be paid
pro-rated wages based on the actual number of days served in that particular month.
For the purpose of wage calculation, a calendar month is taken as 30 days regardless of
the number of days in that particular month. The formula to us for calculating prorated
wage is as follows:
monthly total wage x number of days worked
30
For example, if a crew left his homeport on 2nd May and embarked the vessel on 3rd, he
will be paid a full-month basic wage and leave pay (30 days from 2nd to 31st May.
However, he is only entitled to 29 days compensation for his fixed overtime and other
allowances (3rd to 31st May). Actual physical worked days computation also applies to
month of February which only has 28 or 29 days but the denominator must also be
based on 30 days/month.
4.4.2 Overtime
Officers and ratings are expected to work on Sunday, public holidays and overtime at
the discretion of Masters and Head of Department. The recording of overtime worked by
each rating should be carefully recorded to avoid any misunderstanding.
4.4.3 Leave Pay
Crew is entitled to leave pay (and subsistence allowance if applicable) in accordance to
applicable employment contract or pro-rated if serving an incomplete month. Leave pay
is accrued at the end of each month. Crew will be paid the accumulated leave pay
before they sign off the vessel subject to availability of US dollars onboard.
At the time of signing off a crew, the full accumulated leave pay should be transferred
from item 33 to item 5 of the Wage Account (CM03) to derive the total amount due to the
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disembarking crew. Similar transfer must be reflected in CM02 as well. Please do not
pay the accrued leave pay separately from the final pay-off balance or through CM01.
4.4.4 Shipboard Promotion
In the case of promoted crew, please calculate the prorated wages based on the actual
number of days served in respective position. The total number of days in a month for
the 2 positions should not exceed 30 days notwithstanding that calendar month may
have more or less than 30 days.
The outstanding wages and leave pay earned from the old and new positions should be
accounted separately in 2 different rows and should not be paid off at the date of
promotion. The respective balance wages and earned leave pay of both positions
should then be carried forward as one gross total in the following months wage account.
4.4.5 Final Balance of Wages when signing-off
If US dollars are available, Master may settle the disembarking crews balance of wages
and leave pay. Otherwise, ASPCM will make arrangement to pay off the crews balance
wages through the respective manning office. Please issue a special allotment (CM06)
request for the outstanding amount so that we can settle it. The wage of signed off crew
should be shown as zero balance in both CM02 and CM03. We request that Master
should exercise due care and diligence when computing and paying the final balance
wages of disembarking crew. We must emphasize that any overpayment of wages
made to the crew will be problematic to recover.
Master may settle the balance wages and leave pay of a transferred crew at the time of
disembarkation. ASPCM should be informed if Master is unable to pay-off the
transferred crew so that alternative settlement can be made.
4.4.6

Pre-delivery Costs

On some occasion, ASPCM may be directed to arrange advance joiners to sail with a
vessel before taking delivery of the vessel. In this instance, the advance joiners wages
will be kept separately until the delivery date. Master shall prepare and apportion such
wages into two parts i.e. from the date of travelling up to the date before the vessel is
actually delivered; and secondly, from the date of handover till the end of the month
following the vessels delivery. The second part of the wage apportionment shall be
combined with the rest of the crew who will join on the delivery of the vessel.

5.

Emergency Response

5.1

The Emergency Response Team

The Emergency response Team of ASPCM consists of the following personnel:

General Manager

Regional Senior Manager

Operations Manager

Personnel Coordinator

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5.2

One or all of the office staff, if required.

Communications and Contact List (CM19)

ASPCM operations and emergency contact list is attached in the appendix (CM19). The
list is updated regularly or whenever there is a change of information in the Emergency
Group.
Please use our group email address crewingalertrecipients@aspships.com for
communication with the office. During office hours, please contact the Emergency
Group through the offices telephone, fax, or email. After office hours, contact via mobile
phone. If the person is not available immediately for whatever reason, quickly move on
to contact the next person on the list.
The Emergency Groups personnel carry mobile telephone for easy access. The mobile
phone will facilitate the member to establish initial communication when required.
5.3

Service to Vessels / Principals

The main obligation of the Emergency Group is to be of service to the vessels and
Principal, and to render all possible assistance to the vessels and those assisting her.
This is to keep interested parties informed of the situation as it develops. Disclosure of
information is subject to Owners and the officer-in-charge of handling the emergency.
5.4

Emergency

Upon receiving an emergency call, whether it comes from sea or ashore, it will always
be acted upon immediately. However, in order to do that, it is of vital importance that
details of the situation are noted down carefully. Normally the Emergency Group shall
be called into the office and to give our Principal and vessels whatever support and
information that may be required under the circumstances.
Situation considered not serious may be handled outside the office after consulting the
senior management and our Principal.
It must be emphasised that any emergency instruction given to the vessel by our
Principal must be complied with first. ASPCM emergency response team is basically set
up to support the action of our Principal and in no ways serves to override their duties
and responsibilities.
5.5

Logging

From the time of the first emergency call, all relevant information will be properly logged.
5.6

The Press

If the emergency situation attracts the interest of the public, it is important that the press
is handled in a professional manner. No information will be given by the vessel or
Emergency Group member unless officially cleared with our Principal, but in any case, it
is expected that such situation will normally be handled the Principal.

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6.

Summary Checklist for Master

6.1.

15th of every month (send via email to ASPCM)

CM05 - Regular Allotment List
CM06 - Special Allotment List (if any)

6.2.

End of every month (send via email to ASPCM)

CM01 - Masters Monthly Account
CM02 - Summary Account of Wages

6.3.

5 days after the end of each month (by courier to Singapore)

Hard copies of all payroll papers and other relevant documents including the following:
CM09 - Doctors Requisition Report
CM10 - Quarterly Personnel Report
CM11 - Crew List
CM12 - Personal Documents
CM13 - STCW Checklist
6.4.

Change of Master (send via email or fax to ASPCM, Singapore)

CM01 - Masters Monthly Account

6.5.

Every quarter end March, June, September and December

(Send by courier to Singapore with other month-end reports)

CM10 - Quarterly Personnel Report

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