Professional Documents
Culture Documents
Note for Language: Arabic is the official language of Saudi Arabia, and therefore, whenever contradicts is seen
then the Arabic version will prevail.
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INDEX
Chapter
Subject
1-
2-
Joining work
3-
Probation Period
4-
Working Hours
5-
Hospitality gift and First Time Arrival Loan for new employees
6-
Attendance
7-
Performance Evaluation
8-
Family Status
9-
Salary Payment
10-
Allowances Policy
10-1
10-2
10-3
10-4
10-5
10-6
10-7
11-
Issuing Iqama
12-
Passport Custody
13-
14-
15-
16-
17-
18-
Medical Insurance
19
20
Social Services
21
Leaves
21-1 Paid Leaves
21-2 Emergency Unpaid Leaves
21-3 Delay in returning from Vacation
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21-4 Employee discontinuity from the work / Not return from vacation
22
23
24
25
26
27
28
29
Commercial Visa
30
Renewal of Iqama
31
Renewal of Passport
32
33
34
35
Damaged/Lost of Iqama
36
Damaged/Lost of Passport
37
38
39
40
41
42
Experience Certificates
43
44
End of Service
45
45
46
HRA KPIS
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1-
Introduction
Page 4 of 50
2-
3-
Probation Period
All new employees are subject to work a probation period not exceeding 90 days and its
allowed with written agreement between the employee and the company to extend the
probationary period, but not exceeding 180 days and employees will be assigned
permanently in case they successfully completed the probation period.
Eid Al-Fitr, Eid Al-Adha holiday and sick leaves are not included in the calculation of the
probationary period.
4-
5-
Hospitality gift and First time arrivals loan for new employees:
5-1 The company shall provide an amount of SR 200 as a hospitality gift to all employees
who are arriving on the company visa and it shall be delivered to the employee at the
airport upon arrival, effective from 05/05/2015.
5-2 Expatriate who arrives on company visa are entitled to a first time arrival loan as
follows:
1. Manager & Staff
2. Technician & Labors
The employee shall be given the above mentioned arrival loan at his first working day
by administrator of the concerned division/project. This advance loan will be deducted
from the employees salary in first month or in first two subsequent months.
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6-
Attendance:
6-1 In the working places which the time attendance recording machines are available
Employee IDs shall be registered at Hand swipe machines after issuing file number from
Personnel Department to register their daily attendance at the start & end of working hours
and at lunch breaks and when he is leaving his work premises during the working hours for
any reason (In & out). The employee is responsible to monitor his attendance through ESS
(Employee Self Service) and if there is any discrepancy (delay or absence) in time
attendance data may justified within 24 hours and his managers may approve for the same,
as follows:
1. To change break time for staff to be one hours instead of half an hours without
increasing daily working hours according to the timings specified by the concerned
division management.
2. The staff members are allowed a total of 2 days (17 hours) per year to cover emergency
delays, so no need for justification regarding delay in arriving to the work place in the
morning or leaving early before the end of working hours.
3. Employees are responsible to report on their work place. In case any employee needs
to leave during the working, for emergency case he must boo in advance through
ESS/MSS the departure time and the actual return time. The employee manager will be
asked afterwards to approve the request.
4. In case the employee consumes the quota of the 17 hours then any extra delays or
absence shall be considered as unjustified absence.
5. If employees are engaged in meetings or other engagements outside the work place,
this will be justified by the employee and approved by the his immediate manager.
6. Alfanar would like to promote a higher level of discipline amongst its employees as part
of a professional and constructive work culture. As such, discipline will be one of the
factors affecting the staff assessment and will be taken into consideration upon yearly
bonus in line with the predefined guidelines which will be published.
6-2. All employees who attend the office premises during the weekends or after working hours,
they should register their attendance at Reception, whether they required to swipe
attendance or not.
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7-
Performance Evaluation
7-1
7-2
7-3
The employees are grouped as per their position for the purpose of conducting their
performance evaluation. The performance evaluations of each position (e.g. Managers,
Engineers, Accountants, Admin Staff etc...) are conducted on one time defined by ER
department.
7-4
The increment will be active from the month that follows the end of evaluation process.
7-5
Any salary increment or grade change should be only as a result of the evaluation processes
that have a specific timetable. And not through employee request.
7-6
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8- Family Status:
-The Non-Saudi employee who is drawing a basic salary of SR 4000 or above and from Grade
(E1) is entitled for family status and he has the right to recruit his family provided that his
children must not exceed 18 years either by recruitment visa or visit visa after he
successfully completes the probation period (three months unless extended to another
three months).
- Saudi Employees are entitled family status regardless the category of his position.
9- Salary Payment
All employees salaries shall be paid on the last day of the Gregorian month as the salaries
transferred to employees personal bank accounts. As for the new employee, the salary is
paid by cheque temporary until his Iqama is issued and his bank account is opened.
10- Allowances Policy
10-1 Housing Allowance Policy: Non-Saudi staff:
-
Company provided comfortable housing for staff who interested and if possible.
A monthly housing allowance will be paid to the employees who live outside the
company housing which will be equivalent of an annual value of the actual rent paid in
accordance with the following:
10-1-1 A monthly housing allowance will be paid (maximum of three monthly basic salaries) in case
of providing the actual rent contract.
10-1-2 Three monthly basic salaries maximum of SAR 42,000 (Twenty Four thousand Riyals) per
year as a housing allowance is paid in case of not providing the actual rent contract.
10-1-3 Above mentioned system in items (10-1-1 and 10-1-2) is applied to the staffs who work in
the following cities: Mekkah, Medina, Riyadh, Jeddah, Taif, Dammam, Khobar, Jubail, and
Khamis Mushayt.
10-1-4 The employees who works outside the cities mentioned above in item (10-1-3) don't need
to provide a house rent contract and a housing allowance is paid to them up to three
months of basic salary per annum.
10-1-5 Housing allowance of three basic salaries annually will be paid for the employees working
in DAR, AT&C and IT without providing housing rent contract.
10-1-6 Housing allowance of three basic salaries for staff members (non-Saudis) who live with their
parents after submitting evidence documents.
10-1-7 In case of transferring of the employee from the place of work to another area (other city),
the value of the transfer of furniture is paid by land after approved by the Administrative
Manager.
Housing allowance loan
1-
The new staff are to be given housing allowance loan equivalent to six months in advance
one time in case of they would like to leave the company housing after approval from
Executive Manager, HRA as per the following cases:
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1-1 In case the employee wants to leave the company housing, provided its within one month
of the date of leaving.
1-2 If the employee is transferred to another branch outside the city he lives in within one
month from the actual date of transfer.
2-
The employees who are already living outside the company housing and the Housing Loan
System does not apply on them and their salaries are less than SAR.10,000, their requests
should be approved exceptionally for one time by the HRA Executive Manager and the
maximum amount of the total loans should not exceed SAR. 60,000
3-
4-
In case the employee basic salary is SAR 6000 and above, staying in one of city which rental
contract is required then he will be paid a housing loan of 1.5 basic salary equivalent to six
month housing rent and he will provide original contract or undertake to provide actual
rent contract within one month from the date of loan payment.
5-
In case the employee took the housing loan and does not live the company housing then
he should return the loan to the company or employee rent a house with less amount of
the loan then he should return the difference amount to the company within month from
the date of receiving the loan.
The non-Saudi staff are to be given housing improvement bonus equivalent to one Basic
Salary Yearly as well as housing allowance (three months per year) on the following
conditions:
1-1 Submit the lease of own house which is not shared with any other party to the HRA
Specialist in the concerned division or to the payroll section in HO for scrutinizing. In case
of the contract renewal, the copy of contract and original receipt from the same Rental
Office should be provided to Payroll Section.
1-2 The actual rental value paid should not be less than 85% of the total four basic salaries
(three basic salary + one month's salary bonus).
1-3 If the value of the actual rent paid is less than 85% of the total four basic salaries (three
basic salary + one month's salary bonus), 115% of the actual rent will be reimbursed to the
employee.
1-4 The employees who own homes and live in it, the housing allowance will be equivalent to
three months of basic salary + one month's salary bonus per year with a maximum amount
of SR 120000 (one hundred and twenty thousand) Saudi Riyals.
1-5 Employees are given a monthly housing allowance equivalent to three months of basic
salary + one month's salary bonus per year with a maximum amount of SR 120000 (one
hundred and twenty thousand) Saudi Riyals.
1-6 If the total annual housing allowance (three basic salaries) exceeds SR 120000 (one hundred
and twenty thousand), a monthly housing allowance equivalent to three basic salaries per
year will be paid to the employee.
1-7 In case of not submitting the updated Housing Rental Contract then the Housing Allowance
will be changed to minimum as per the company policy.
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1-8 Housing bonus will be paid for actual paid amount, therefore in case of Renting Furnished
housing, this should be taken through authorized agency (which is a rental suits and units,
which is a subsidiary of an establishment or company having a relevant license of hotel or
commercial registration providing hotel services and building is fully furnished, which is being
rented out on a daily basis monthly annually).
Employee will be entitled to housing allowance in addition to the bonus improve housing
annually does not exceed the actual value of the lease and a maximum of (three basic salaries
housing allowance + one salary housing bonus), Therefore, in case of an employee submit
rental contract of furnished apartment, he should provide copy of license or commercial
registration related to the furnished apartment. The above condition (1-2 and 1-3) is not
applicable.
1-9 In case of transferring the employee from his place of work to another city, a compensation
for period of the actual lease and has not benefited from will be paid, under the condition
that the lease does not exceed (three basic salary + one month bonus) per year. In case of
the rent exceeded this limit, compensation will be paid on the basis of (three basic salary +
one month bonus) per year, In addition to paid the difference of tuition fees of their sons for
the current semester (which previously paid by the employee) after providing original
receipts.
2- Housing Allowance Policy for Saudi Employees:
2-1
The Saudi staffs are to be given housing allowance equivalent to three basic salaries months
per year without bringing the original lease contract.
2-2
As a contribution from the company to improve the level of staff's housing and because of
the high rents that happened recently, the employee is granted a reward equivalent to one
basic salary as well as the housing allowance mentioned in item (1) above and that is under
one condition that the total amount given doesn't exceed SR 120000 (one hundred and
twenty thousand).
2-3
If the total annual housing allowance (three basic salaries) exceeds SR 120000 (one hundred
and twenty thousand), a monthly housing allowance equivalent to three basic salaries per
year will be paid to the employee.
2-4
Employees working at ATS Jubail and their Basic salary is less than SAR 6250 will take Two
month Housing bonus not exceeding actual yearly housing SAR 25,000.
2-5
Note:
1.
Housing rent contract includes (Actual housing rent + Agent fees + Water) only.
2.
Housing Rental Contract should contain location of the house (City, District and street) and
employee declares that the documents provided by him to company (housing contract or
payment receipts voucher etc.,) are valid and correct, in case, it is proved that the above are
forged then it is a sufficient reason to terminate the contract with company.
3.
In case of the contract or receipt are not issued or not stamped from Rental Office then he
should provide a letter confirming the activity of establishment and a copy of the owners ID
and the ownership of the property signed by the owner of the property mentioning the
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amount, period and name of renting person in case he is renting directly from the house
owner.
4.
Housing allowance will be paid for actual availed entitled annual leave yearly at end of the
contract, according to the housing allowance paid on the last month of the contract.
The company gives SR 400 monthly transportation allowance to the employee regardless he is
residing in the company housing or not, for those who do not have company cars under their
custody and using company transportation to their working place except for the Non-Saudi workers
and technicians.
2-
The company gives SR 500 monthly to the employees working in second industrial zone (factories)
in Riyadh and don't have own cars and they are residing outside the company housing or whom
residing inside company housing without getting benefited of the company transportation except
for the workers and technicians.
3-
The company gives SR 800 monthly to the employee who own insured cars and they use it for work
when needed.
4-
The company gives SR. 800 monthly transportation allowance to the Saudi employees their position
is Guards.
5-
Considering the specific situation of women with regards to transportation, The company gives
monthly transportation allowance and transportation incentive for the female staff effective from
01/04/2015 as follow :
5-1 SR.1000 One thousand Riyadh (SR.800 monthly transportation allowance +SR.200 monthly
transportation incentive for the female staff working in the alfanar office other than alfanar
industrial city in Riyadh.
5-2 SR.2000 Two thousand Riyadh (SR.800 monthly transportation allowance +SR.1200 monthly
transportation incentive for the female staff working in alfanar industrial city in Riyadh.
In case the employee rents a car, the monthly transportation allowance will be paid as per the
Salary Scale of his category or the actual rent amount whichever is less.
In case of promote the technician to foreman with one year contract and 30 days vacation and
stopped the overtime allowance, the company gives SR 400 monthly as transportation allowance.
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Basic Salary
(SR)
Car's Value
not less than
Car value/60
Months
Financing
Cost
Fuel
Charge
Total
Transportation
Allowance
Bonus
28,800
480
120
200
800
48,000
800
188
200
800
388
60,000
1000
230
200
800
630
72,000
1200
273
200
800
873
96,000
1600
358
200
800
1,358
120,000
2000
443
250
800
1,893
150,000
2500
549
300
800
2,549
180,000
3000
656
400
800
3,256
240,000
4000
868
400
800
4,468
2. Some of employees would like continue using their cars which exceeds five years (from the
manufacturing date) which covered above mentioned allowance system. The company
would like to give them the opportunity/facility to continue using it. And shall be provided
the under mentioned benefit system for transportation allowance after completing the
period of first 5 years with the car value as follows with corresponds to value of car and
above Transportation Allowance scheme:
Car Value after
five years
manufacturing
date should not
be less than
Second year
after completion
of first 5 year
period
Fourth year
after completion
of 5 year period
Fifth year
after
completion of
5 year period
120,000
96,000
72,000
60,000
Used
2 180,000 SAR
96,000
72,000
60,000
Used
Used
3 150,000 SAR
72,000
60,000
Used
Used
Used
4 120,000 SAR
60,000
Used
Used
Used
Used
5 96,000 SAR
48,000
Used
Used
Used
Used
3. If the employee continues to use the same car after completing above period, then he will
get SAR 800 as Transportation Allowance.
4. In case the employee purchased a new car on his own through some external agencies by
"rent ending in ownership" basis, he will get his transportation allowance in line with
the car value (excluding rental commissions etc.) and as per his basic salary category.
5. If the employee purchased a car outside this system, then he will get his transportation
allowance as per category based on the sale value of his car as determined by the
Corporate Admin Services Dept.
6. The transportation allowance and improving transportation bonus based on the basic
salary categories are considered as the maximum amount due to the employee as
follows: 6-1: In case the employee purchased a car with a value more than the category of his basic
salary, then he will get his transportation allowance as applicable to his basic salary
category.
6-2: In case the employee purchased a car with a value less than the category of his basic
salary, then he will get his transportation allowance and improving transportation bonus
as per the category of his car value.
6-3 : In case the employee purchased a car with higher price than his category scale and he
got a salary increment in any year of the five years of purchasing date then the
transportation allowance will be increased from the date of salary increment as per the
new salary scale category as mentioned in the above table.
7.
If the employee sold his car, then he has to inform the relevant admin services dept.
which in turn will inform the HR Dept, (payroll section) and he has to pay all remaining
installments fully to the bank. His transportation allowance, then, will be changed as
per the system. In case of violation, the employee will face all the legal penalties.
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8.
In case of canceling the car insurance or selling the car, the employee should inform the
concerned departments, otherwise the company has the right to take the necessary
measures against him.
9.
In case the employee was using the company car and he wanted to have his own car
and he insured on it, the transportation allowance will be modified starting from the
date of handing the company car and not from the date of purchasing or insuring on
the his own car.
10. The transportation allowance will be paid for the yearly vacation as per the above
mentioned category scale system, according to the Transportation allowance paid on
the last month of the contract.
11. In case the employee who is leaving the company sell his car during the notice period
due to issue final exit visa then the transportation allowance SAR 800 will be calculated
in the end of service.
12. In case the employee who is leaving the company using company car till the notice
period then the transportation allowance SAR 300 will be calculated in the end of
service and for the labors and technicians SAR. 100.
13. Vehicles should be insured as comprehensive insurance by the employee or by the
company.
14. Employees should provide renewal of comprehensive insurance documents for the car
at time of purchasing the car and renewing comprehensive insurance yearly, otherwise
it will be paid minimum transportation allowance SAR. 400 or SAR. 500 those employees
working in 2nd industrial city.
15. The company will issue letter of guarantee (for bringing the employee and paying any
penalty), those employee arrested by police or traffic police, in case of car accident in
condition that the employee is under the sponsorship of the company and car is insured
by the comprehensive policy. This will be applicable after the employee submits a
written request to HRA department by confirming and undertaking that he will shoulder
all the cost involved (whatever in its nature) in this guarantee and shall not ask for exit
re-entry. The employee will not be given any clearance unless he obtains official
documents from the government parties and case has been closed and not required by
the government.
16. In case of sale of his own car/car renting with ownership, employee should provide
documents to payroll department, date of sell of the car.
17. In case the car is total loss by the insurance company then transportation allowance will
be minimum from the date of issue of cheque in addition the employee will granted 15
days to purchase another car.
C- Special instructions
1. The employee commits to provide copy of purchasing the actual car invoice to Payroll
Department in HRA Dept which is not include additional features.
2. The employee bears all the car expenses as insurance, registration and transferring
ownership etc.
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3. In case the used car, it must not exceed five years age (including year of manufacturing)
in order to employee is entitled to transportation bonus according to market value as
per company policy.
4. The car must be registered with the employee name or rental ending in ownership.
5. Transportation allowance will be applicable as per the above mention categories from
the date of car comprehensive insurance.
1-2
1-3
1-4
1234-
1-5
1-6
1-7
1-8
2-
In case employee request within six months from the end of the contract, will not deduct
ticket value and it will be settled at the end of his contract with entitled ticket 100%.
Family Air tickets entitlement: The following conditions must be verified for tickets
entitlement for the family:
2-1.
A staff member must be entitled for family status.
2-2.
2-3.
2-4.
Air Ticket entitled for wife and 5 children their age should be less than 21 years.
2-5.
First time arrival Air Tickets will be issued PTA (economy excursion tickets will be
issued for family from employees countrys capital city. And entitled round trip
tickets after the renewal of employees contract for his family as per item 10-3 (1-2)
above.
2-6.
The child born in KSA is entitled for a round trip ticket from the employees capital city
(Excursion Ticket but no selective airline) at the renewal of his father's contract, in
case of his birth before the end of his father's contract.
2-7.
The child born outside KSA is entitled for first time arrival ticket from employees
countrys capital city and a round trip ticket at the end of his fathers contract in case
he was added before the end of the contract.
2-8.
The family will be entitled Air Ticket from employees countrys capital city, in case
they arrived on visit visa due to non-possibility of getting residence visa. In case they
returned back after getting family residence visa, they will be entitled first time air
ticket from employees countrys capital city and also they will be entitled round trip
ticket at the end of contact at same year after approval of executive manager.
2-9.
In case the family is arrived KSA by road or by any other means then the SAPTCO ticket
fare will be reimbursed.
Due to the work necessities, new policies of telecommunication allowances and mobile allowances
for alfanar employees have been put according to the actual needs, which is published in Admin
Memo No. 12-2013 dated 08/06/2013.
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12- Employees granted Mobile allowances according to actual nature of work not according to
division, it is possible some departments due to their nature of work is different (Projects,
Sales, Admin, and Production).
13- alfanar company make special agreement with Saudi Telecom Company to provide mobile
lines with contributions symbolic which enables user to communicate free and unlimited
within the group and provides call value for employees who use the mobile phone in
business purpose with alfanar employees , in addition , employee can get more than one
mobile line for communication also with the family
10-7 Petty cash Allowance
The petty cash allowance will be entitled for permanent petty cash holder, which is as follows:
Petty cash
From 5000 and less than 15000
From 15000 and less than 50000
From 50000 and more
11-
Allowance
200 Riyals
300 Riyals
500 Riyals
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13-
Bachelor of Engineering.
Procedure:
1- Fill the form of Engineering Registration, make sure to fill the full information of
the first page and also the information of scientific qualifications in the second
page and the rest of the date/information is optional.
2- Authorization and undertaking with name, date and signature.
3- Send the singed original form with photos, undertaking and certificates with
copy of passport & iqama to personnel department.
a. Photos background must be white and their size should be 5*5 cm, which is
not used before and not modified by any photo processing program.
4- Scan colored clear copy of educational certificates both sides, mark sheet and
certificate of (CAV) and send it to personnel department VIA e-mail in PDF
format.
a. Mark sheet is required if the employee graduated from Non Arabic
universities.
b. CAV is required for Filipino Nationals.
5- If any employee registered at council in previous sponsor then it should provide
a copy of registration certificate, in case of non-availability the number of
membership should be provided.
6- The concerned administrators should provide the documents by E-mail on the
second day of the employees arrival and the documents should be scanned
colored, clear and readable.
Remarks:
In case the iqama profession is an engineer or employees who are arrived on company visa
as an engineer and the Education Certificates are not available then there is no possibility
to register their certificate at Council of Engineers. Therefore, there is no possibility to
renew/ issue of Iqama. Therefore, when any candidate get an engineer visa its a must to
check he has bachelor degree of engineering with minimum years of education should be 4
years.
Page 23 of 50
123456-
As per regulation of Saudi Organization for Certified Public Accountants any employee with
profession of an accountant with bachelor degree in accountant to register at Saudi
Organization for Certified Public Accountants (SOCPA) in order to link their data electronic
to complete the residence visa application and all other government activities (renew
iqama , issuing iqama or profession change etc). will be linked in the near future .
Therefore all employees who have their profession in iqama (accountant , accountant
manager , financial analyst, economic analyst..etc.) to keep their original education
certificate attested with them inside KSA.
Requirement of registration as follow:
Original bachelor degree in accountancy or any other equivalent certificate as may be
deemed acceptable by the competent authority.
A copy of professional qualification (if any).
A clear copy of iqama
A clear copy of passport
Colored photograph 4*6
Fill out membership application online through the website of SOCPA which will be
provided later on.
Important Notice: Any employee his profession in iqama (accountant, accountant manager,
financial analyst, economic analyst, etc.), and not hold the qualification degree, must submit
a profession change request immediately.
14-
The main purpose of opening a bank account to employees is to pay all their dues, such as salaries,
wages, allowances and other benefits by transferring it directly to their bank accounts instead of
paying through checks or cash, as follows:
1.
Upon receiving the new iqama, the same employee will fill the bank form with
appropriate signatures on it.
2.
Attach a clear iqama copy with identical signature, as on the bank form.
3.
The concerned administrator has to check the correctness of form and the
signatures, and will send it to personnel department.
4.
The personnel specialist will check the form , approve it and submit it to the
bank.
5.
After receiving the bank account and ATM Card, the personnel specialist will
send the same to the concerned divisions to be distributed.
6.
After receiving the bank ATM card the employee should visit the nearest bank
branch to activate the ATM Card.
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15-
To raise the level of transportation means of all the staff that are working in Saudi Arabia and who
wish to obtain a loan through the banks to finance the purchasing of a car as follows:
1- The employee must fill the undertaking prepared by the Bank which is stating his
approval to transfer of all salary and financial benefits of the employee to the financing
bank.
2- In case of existing a previous car loan, a written pledge must be written by the
employee to pay this previous loan within 7 days from the date of receiving the new
loan from the bank
3- The employee must be on the company sponsorship as for the non-Saudis.
4- The employee must complete the probation period successfully (three months).
5- Employee commits to provide a copy of the purchasing bill to the Department of
Human Resources.
6- Employee is committed to issue the car insurance either through the company or by
other insurance company and provide a copy of the insurance policy to the human
resources Dept.
7- Employee commits and signs undertaking that his salary and dues will be transferred
to the concerned bank.
8- The employee bears all the expenses of the car insurance, registration and the
ownership transfer, etc.
9- In case the car is a secondhand (used), the car age should not exceed five years
including the year of manufacturing.
10- The vehicle must be registered on behalf of the employee name only.
11- The monthly installments and installments numbers will be determined according to
the credit agreement signed between the Bank and the employee.
12- In case of the termination of employee's contract with the company in any of the
following methods: (resignation - termination dismissal - non-renewal of contract);
the loan value will be settled as per the agreement signed between the Bank and the
employee without any responsibility on the company.
13- In case of termination of the employee's contract with the company, the bank will be
informed directly by the payroll section, and the Bank will take the formal and
necessary procedures as per the agreement signed between the Bank and the
employee.
14- Employees should purchase the car as per the loan amount granted by the bank, if they
did not commit then the company has the right to take the necessary action.
16- Personal Loan From Banks
1. The following conditions must be applied on the employee to be entitled for personal loan:
1-1 He must complete one year at least at service
1-2 His basic salary is SR 3000 and above excluding non-skilled employees category.
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17-
2- After making sure of the money source by Personnel Manager, the request will be
forwarded to Managing Director for approval.
Page 26 of 50
18-
Medical Insurance:
1. All the employees of alfanar Group are covered under Medical Insurance from the first
day of their work and they are classified into three types:
Class VIP : Includes Division Manager, GMs, and Executive managers and category who are
getting VIP benefits.
Class A : Includes employees whose basic salaries SR.3500 & above and their category
should be staff.
Class B :Includes Non-staff employees and staff their basic salary less than SR. 3500.
2. VIP class limit is SR 500,000 non-deductible.
3. Class A limit is SR 400,000 with 20 % deductible (Max. SR100) per visit
4. Class B limits is SR 250,000 with 20 % deductible (Max. SR20 ) per visit
5. Glasses (frame & lenses) is covered maximum SR 1000 for VIP non-deductible.
6. Glasses frame & lenses is covered maximum SR 500 for (class A) with 20% deductible (Max.
SR100).
7. Glasses frame & lenses is covered maximum SR 250 for (class B) with 20% deductible (Max.
SR20).
8. No prior approval for out-patient up to SR 3000 for Class VIP & SR 1500 for Class A
& SR.1000 for Class B.
9. As for In-Patient; no deductibility on employees end.
10. The medical insurance includes for Saudi Employees and their wives (one wife) and their
male children age should be less than 21 years and female children (not married, widows,
divorced) which are not working and depend on the employee.
11. The medical insurance includes the Non-Saudi Employees (family status) and their wives
(one wife) and their male children age should be less than 21 years and female children (not
married, widows, divorced) which are not working and depend on the employee and they
should be either on a residence visa/visit visa
12. If the salary of the employee is changed during the validity of the current Medical Insurance
policy, his class will not be changed unless it is time to renew the policy, except for the VIP
employees.
13. Medical treatment must be done at hospitals authorized by Medical Insurance Company as
per the attached list, so the sick leaves from these hospitals can be accepted.
14. No treatment outside the medical network is accepted unless it is an emergency and
according to a medical report and no reimbursement for the invoices of dental/optical
treatment outside the network.
15. If it is decided to make surgery for the employee or one of his family member and he wishes
to be held in his country, approval of medical insurance company must be taken by
providing detailed medical report to the medical insurance supervisor who will follow up to
Page 27 of 50
get the approval, and the employee applies for a leave without pay since the sick leave
covered within the KSA only.
16. In case the families are travelling outside Kingdom for maternity care and delivery purpose,
Employees should take a prior approval from Insurance Company (before incurring
maternity care and delivery treatment) by providing medical report with a copy of Medical
Insurance Card to the Medical Insurance Officer in HRA for follow up and get the approval.
17. After the completion of treatment, the employee brings the medical bills stamped to be
provided within 90 days from the date of treatment to sent to medical insurance Co.
18. Reimbursement cash claim is subject to network rating.
19. In case of conditions not covered by medical insurance, it's submitted to the company
doctor for recommendation, it will be sent to the HR Executive manager for discussion.
Adding staff and families to the medical insurance: (for non-saudi, the employee should be entitled for
family status).
1. The newly arrived employee on the company visa is added as soon as he arrives to the
Kingdom.
2. The locally recruited employee and his family is added after as soon as he joins the work.
3. The recruited family on a residence visa or visit visa is added as soon as they entered to the
KSA
4. Saudi employee and his family are added as soon as he joins the work
The cancellation of staff member and families from the medical insurance:
1. The medical insurance for the Saudi employee and his family is cancelled in the case of
termination of contract and the medical insurance cards are received for cancellation,
except in the case of absence from work or resignation without delivering the cards.
2.
The non-Saudi staff member and his family who are traveling on a final exit visa are
cancelled on the next day of travelling.
3.
The non- Saudi employee and his family who are approved to transfer their sponsorship
are cancelled at the end of the policy or when the sponsorship is transferred before the
end of the medical policy.
Non-Saudi employees are registered after joining work immediately or after transferring his
sponsorship (if joined locally) in the General Organization of Ssocial Insurance (GOSI) under
occupational hazards coverage.
2.
Saudi employee who is joined locally will be registered at (GOSI) to the company in GOSI under
occupational hazards coverage and Pensions.
3.
Social insurance contributions are paid monthly in Riyadh to all branches before the fifteenth
of each month, according to the monthly changes.
4.
Medical insurance card will not be used in the treatment of work injuries.
5.
The head office of (GOSI) in Riyadh specifies authorized hospital for the treatment of work
injuries to the staff of alfanar in different locations.
Page 28 of 50
6.
Work Injuries:
6-1 In case of injury, the injured employee inform his immediate manager and the personnel
specialist or his concerned division administrator and the information of the injury should be
entered in GOSI website same time of injury within maximum of 3 days, then the injured
employee shall be transferred to the accredited hospital by GOSI in the area for treatment and
follow the case until closing the case file at GOSI.
6-2 In case there were no accredited hospitals by GOSI in the area of work, the injured employee
should be transferred as an emergency to the nearest hospital or clinic for treatment, and the
original treatment invoices should be sent within three days of the date of injury to GOSI with
a proper letter from the company for re-imbursement and Personnel Specialist or concerned
administrator should follow the case until closing the case file at GOSI.
6-3 The employee informs his manager in case he received a sick leave before he takes the rest.
6-4 The sick leave salary should be paid to the employee, and the re-imbursement from GOSI
should be followed up.
6-5 After receiving the check from (GOSI) it should be sent to the concerned accountant who will
deposit it in the company bank account or the check should be sent to the injured employees
as compensation in case a partial or total disability is resulted from the injury.
6-6 The personnel specialist or the concerned administrator will be responsible of following up
the work injury cases with the social insurance and provide them with the supporting
documents and required information.
20- Social Services:
1.
The company hold social activities to promote friendship and brotherhood among the
employees which positively affects the job environment.
2.
Preparing annual journey for labors ( non-staff) to Makkah to do the Omrah ritual.
3.
Take the initiative to congratulate the employees in their personal occasions and presenting
some symbolic gifts to develop the belonging to the company.
4.
Breakfast gathering at the 1st day after returning from Eid holidays or Haj holidays to the
work.
5.
Sending greeting cards on holidays and special occasions to the Companies and the clients
who deal with the company.
6.
The company grants 10000 SAR as a marriage gift for Saudi employees who have completed
one year in the company and their salaries are less than 3750 SR according to their
performance.
7.
The company grant a marriage present to the newly married couple two nights at a hotel
with 450 SAR per night, it will paid based on an original invoices paid by employee, and
reimbursed by the company. This present is granted after the marriage immediately and in
the first week of the brides arrival to the kingdom (in case of visit and residence visa) and
not to be delayed more than one month maximum in case of work requirement.
Page 29 of 50
21- Leaves
Annual Leaves
1. The Company gives 21 or 30 days annual paid leaves depending on the contract of the
employee. If Employees completes 5 years of service continuously in the company, his
annual paid leave will become 30 days from 21 days.
2. All actual leaves will be automatically treated as unpaid leaves, and the annual entitled
leaves days shall be paid at the end of the contract yearly.
3. The Immediate manager has the right to recommend the excess leave unless it does not
contradict with the work. He can do so by mentioning the reason for this excess annual
leave, which should not exceed 6 weeks. Any vacation more than 6 weeks it should be
approved by the concerned Executive Manager and General Manager.
4. Employees shall submit their vacation/leave request through ESS it should be approved by
concerned authorized managers and employees may submit Business trips request through
ESS (Internal as well as external).
5. When an employee is proceeding for vacation, he shall be paid as per WPS system to his
departure, the salary will be paid till the date of commencing of his leave.
6. Employee should sign the start vacation note and resumption of work after return from the
vacation.
7. In case of employee request for a vacation during the first contract (one year or two year),
he should deposit recruitment fees, residence visa amount. Furthermore, he should
shoulder the round trip Air-Ticket and bear the exit re-entry fees
In case, if he travels un-entitled vacation after first contract (One year or two year) he
should shoulder the round trip Air-Ticket and bear the exit re-entry fees.
Submitting leave applications and booking air ticket reservations:
Employees have to submit their vacation requests and approve it by concerned managers
to take an air ticket reservation for himself and his family by the travel section, HRA three
months before the travel date. Air ticket fare pre-determined by Travel Agency on a
monthly basis and published on alfanar portal.
In case the employees request an air ticket reservation in a period less than the above
mentioned period and the fare is more than the pre-determined entitled fare then the
difference cost to be borne by the employees.
Page 30 of 50
Marriage: Five days paid leave maximum and for one time during his service in the
Company, incoordination of his Immediate Manager for submission of leave
application.
2.
When a new child is born: Three day in condition that spouse added to employee
residence iqama or family visit visa and availability of the parents in same country at
time of delivery.
3.
4.
5.
Holiday Leave: Eid Al Fitr holidays are 4 days starting from the next day of 29th Ramadan
as per Um-AlQura Calendar. Eid Al Adha holidays are 4 days starting from Arafa day. The
employee is paid full salary for holiday vacations if it comes during his annual leave on
condition that this leave does not exceeds 60 days and this happens one time only per
year.
6.
Weekends (Friday and Saturday), if it falls during/within Eid holidays: Weekends will
be entitled, if the employees took a vacation not exceeding one week only before start
of the Eid holidays and resumed the duty on first day after eid.
7.
Haj Vacation: The Employee is granted 10 days including the Eid Al Adha holidays for
the purpose of Haj for one time only during his service period with the company. The
Employee has to complete minimum two years continuous services and brings Haj
Declaration to be entitled for this vacation and Hajj vacation start from 07th Dhualhijja,
the management has the right to specify the number of employees that shall be granted
this vacation according to work requirements.
Note: Employee not allowed to perform the Hajj without obtaining TASREEH from the
concerned authority. In case of non-availability of TASREEH, employee will be deported
on final exit visa through passport office and not returning to the kingdom for ten years.
Page 31 of 50
8.
9.
Examination Leave: The Company allows the employees who are completing their
education until the Bachelor Degree (does not include the higher studies) inside KSA a
full paid leave for the duration of the Exam as follows:
1. Candidate should inform in written when he is hired about his study and take a prior
approval of the management.
2. If the employee decides to pursue his study after joining he should submit a request
for this.
3. The employee should submit the acceptance from the University.
4. The employee should submit the schedule of Exams.
5. The employee should submit the vacation 15 days before the exam and it should be
approved by concerned managers.
6. The employee is entitled paid vacation for unrepeated study year and unrepeated
exams and the vacation would be as per the actual date of exam.
7. The employee is entitled for unpaid vacation for repeated study year and repeated
exams after the submitting the necessary documents.
8. If it has been proved that the employee did not attend the exam, then the exam
vacation will be deducted with penalty.
Page 32 of 50
From 8 to 11 absent days: A warning letter shall be issued to the employee and he shall
be suspended for three days from his duties. No additional leave shall be given for the
next vacation.
11 and over Absent days: The employee will not resume his duty unless company review
his work performance and make a decision either to terminate him or suspend him for five
unpaid days and no additional leave shall be given during the next vacation.
The late employee at any of the above cases will not resume his work until the Personnel
Dept. Manager review his case.
21-4
7- The applications for exit re-entry of employee for vacation or business purpose should
be submitted at least one month before the date of travel.
8- Employees who are traveling to the Gulf Countries on business trips or vacations should
check whether their professions on the passport allow them to enter without Visa. Or
check with the concerned embassies to check the eligibility and get a visa.
9- In case the employee did not travel on business trip or vacation, they are kindly required
to return their unused air-tickets to Travels Section HRA for reimbursement.
10- The employee is entitled exit re-entry visa for him and his family maximum (wife + 5
children) for one time per end of contract in case they actually travelled.
11- Travel during eid holidays (Eid Al Fitr, Eid Al Adhah) Employees are would like to travel
during eid holidays, submit their approved vacation request before one month of date
of Eid holidays. Since, the passport office will be crowded during such days.
12- Validity of exit re-entry: is allowed to stay in the Kingdom maximum of 90 days starting
from date of issue of visa or until the date ( Departure before ) which mentioned in the
visa whichever comes first (this period will not be counted exit re-entry duration).
In case of employee or family member did not travel he should cancel exit re-entry visa
before two weeks from expiry date. If he did not cancel the exit re-entry visa, then the
penalty of SAR 1000 will be shoulder by the employee/administrator responsible of not
cancelling the visa.
13- No possibility to enter in the kingdom if iqama is expired or exit re-entry expire
(whichever is prior).
14- Exit re-entry is valid to the passport holder including all dependents in the same
passport.
15- In case of final exit, passport and tickets will deliver to concerned administrator in the
division to send him to his country.
23- Multiple Exit-Re-Entry Visa:
Multiple exit-re-entry visa will be issued only in case of three business trips minimum during 6
months and it will not be issued for vacations or any other reason.
1- In case the family consists of wife only, her passport and 3 photographs in addition
to a medical report which is done inside the Kingdom after arrival are required.
2- In case the family consists of wife and children added to the same passport,
passport with 3 group photographs and medical reports for them all are required.
3- If family consists of wife and children in separate passports, their passports with 3
group photographs for each member of the family are required in addition to
medical reports for them all.
4- Vaccination card of the new born baby from inside the Kingdom or from the
employees country.
5- In case the baby was born in KSA, the original Saudi certificate should be sent.
27- Dependent (Baby born inside Kingdom) addition in Iqama:
1- The baby is added on the wife's passport or a separate passport is issued for him
from the embassy after issuing a birth certificate from the civil affairs.
2- Both the passports of the wife and the baby with the original birth certificate and 3
photographs of the baby are sent to personnel department.
28- Dependent (Baby born outside Kingdom) addition in Iqama :
1- Wifes passport and babys passport are sent with 3 photographs for baby.
2- Check that the entry visa is stamped by the entry border.
3- Personnel department shall pay S.R.2000 baby addition fees and it will be charged
on the employees concerned division.
4- The documents should be sent to personnel department immediately after entering
the kingdom in order to avoid paying 1000 SR penalty which is imposed by the
passport office in case the dependent was added after three month of the arrival
date.
5- Vaccination card of the new born baby from inside the Kingdom or from the
employees country.
Apply Commercial visa request submit through Portal attached copy of passport and
getting necessary electronic approval.
2-
Personnel Specialist will enter the information at website of ministry of foreign affairs
and get approval of Executive Manager, HRA for attestation.
3-
Personnel Specialist will send a copy of attested request to the concerned units in the
divisions to the requestor.
4-
The requestor will print copy of the attested request and visit saudi embassy in the
concerned country to get the visa on passport.
5-
5-1 The validity of visa (starts from the date of issuance of the visa, its the duration
during which the visitor can enter the Kingdom).
5-2 The validity period of stay (length of residence specified with the visa and
calculated from the date of entry to the KSA and it's the time allowed to the visitor
to stay in the KSA.
5-3 Visa types:
-
Single: allows the visitor to enter the kingdom for one time only and it could be
extended inside the kingdom. In case the visitor needs to stay more than the period
specified in the visa, it must be extended 6 days prior to its expiry date.
Multiple: allows the visitor to do many travels during the validity period of the visa and
it can be extended one time only.in case the visitor needs to stay more than the
specified period, there will be two options:
1. The visitor can go out the kingdom ( more than once) before the end of the period
allowed for him to stay in the kingdom, this period will be renewed on each time he
enters the kingdom until the visa is expired. In the last entry before the visa ends,
the visa can be extended for one time only.
2. In case the visitor needs to stay more than the period specified in the visa without
travelling outside the kingdom, then the visa is extended for one time only and the
extension to be done before six days from the visa expiry date, the visitor should
travel before the end of the extension. He can come back to kingdom if the visa is
still valid but without any more extension.
8. In case the profession of the employee in iqama is simple like (worker, carpenter,
mason and electrician, etc., ) and he has a family , then the committee form should be
filled and sent with all old passports of the employee.
31- Passport Renewal:
1. Personnel Specialist will send a list of employees whose passports will expire to the
concerned administrator in the divisions in order to communicate to concerned employees
for renewal.
2. The employees submit a Passport Release Request through Portal ESS for the purpose of
renewal.
3. After renewal of passport, the employee submits the old and new passports to the
concerned personnel specialist or administrator to send to Personnel Department, Head
office to transfer the information or update the information at Passport Office.
Page 40 of 50
e. The employee will bring the new passport along with attested cheque to be
issued in the name of SAMA (Saudi Arabian Monetary Agency) and give it to
the personnel specialist who will do the information transfer.
-
In case the employee wants to cancel any family member in the passport office, he should
submit a written request about that and the original iqama should be sent for deletion; in
case the family was outside the kingdom the deletion would be performed after one month
of the expiry date of exit re-entry visa and in case the family is inside the kingdom a final
exit will be issued.
Page 41 of 50
2.
The Candidate will not start the work unless complete the process of sponsorship or after
approval of labor office.
3. Release Letter validity should be for one month and the date of attestation by Chamber of
Commerce should not exceed one week, taking into consideration that sponsorship transfer
will not be done, if release letter is expired.
4. Personnel department will keep original passport, iqama and release letter and iqama will
be returned back to the employee after transferring his sponsorship.
5. Submit all old passports to concerned personnel specialist. And after sponsorship
transferred the old passport will be handover to the concerned employees.
6. The passport should be valid and visa information should be available in the current
passport.
7. The iqama should be valid.
8. The male children ages which are added in the iqama should not exceed 21 years.
9. Four personal photographs with white background.
10. A letter will be given to the employee to be able to move inside the city, and he will not be
able to travel outside the city by this letter, and if it was necessary to travel, then the iqama
will be delivered to him.
11. If profession is dependent, then it will be changed during sponsorship transfer to any other
profession. In this case employee shall submit certificates attested by Saudi consulate in
their country in order to change the profession according to the certificates. Otherwise, if
no certificate is available, then profession will be changed to labor.
12. In case the iqama profession is Engineer then the education certificate should be provided
with the attestation of Saudi consulate in their country and he should be registered at Saudi
Engineering Council.
13. Not to recruit those with housemaid professions like private driver, farmer or housemaid
labor etc, as these professions cant be changed and transferred to the co.
14. Not to recruit those whose their sponsor is a (prince), as it is not possible to transfer them
to company.
15. If employee submits a forged release letter, then he will be terminated immediately.
16. In case the forgery is traced by the passport office, they might request the employee in
person for investigation.
Page 42 of 50
In case the employee completes successfully the probation period (3 months) the company
should avoid to terminate him before the end of his contract except for compelling reasons and
must, in this case, present the issue to HR dep.
2.
In case the manager wants to terminate the services of the employee, he must do the following:
2-1 Termination form should be filled and sent it to the ER Department, which will respond within
three working days maximum.
2-2 The letter of termination is delivered to the employee by his immediate manager personally.
3 In case the employee is terminated and then re-appointed in one of alfanar companies with
the same salary or more, and the period of unemployment did not exceed 6 months the
employee keeps the same file number to benefit from the continuous service with the same
file number as follows:
3-1 The end-of-service benefits are not paid and the contract is considered as continuous.
3-2 The period of unemployment is considered as a vacation and its not included in the end-ofservice benefits and annual leaves.
3-3 The employee is assigned with the same salary and in case the salary or the position was
higher, this should be approved by concerned division manager.
4 In case the employee is terminated and re-appointed in one of alfanar companies with lower
salary, a new contract should be signed. His end-of-service benefits should be settled and paid
(except sales and commissioned staff) after he completes three months in his new Job.
5 In case the contract of the employee who takes monthly sales incentives is terminated and they
were re-hired then the End of Service benefits should not settled. If they travel on final exit or
sponsorship transfer then the ESB will be prepared.
6 When the employee is terminated, his immediate manager has the right to exempt him from
attending to work.
7
In case the employee resigns during the first contract, all the recruiting expenses, visa fees and
governmental expenses, air tickets mentioned in item No. 8 of the Employment contract will
be deducted from him.
8 In case of issuing final exit visa to the employee, automatically a final exit visa will be issued to
the dependents in case they are available inside KSA and dependents iqama will be cancelled
in case they are available outside KSA.
Page 43 of 50
Alfanar IT
they have to sign an undertaking to come to KSA only when the company needs them in
other projects.
7In case of emergency the terminated employee may be given exit re-entry for a
short period not exceeding one month, by the approval of Executive Manager, HRA for one
time only.
8Passport and release letter should not be handed over to the terminated employee
unless he brings an authorized letter from the company that he wants to transfer his
sponsorship to, and this letter must be certified by Chamber of Commerce.
9The personnel specialist should follow up the transferring by sending reminding
letters to the employee and the company that requested the employee transferring.
10When the sponsorship is transferred, employees are going to send iqama copy to
personnel specialist, will forwarded to concerned person in order to start final settlement
and cancel employee data from labor office, GOSI and Medical Insurance in addition to
close his file.
b. In case of dismissal, the employee doesnt deserve the (EOS) benefits according
to Article No. 80 of the Labor Law.
5-2 In case of resignation; the EOS benefits will be calculated as follows:
a. the Employee does not deserve the benefits if his services in the company was
less than two years.
c.
The Employee deserves 1/3 of the benefits if his service was from two to
five years (the two years are included)
d.
The Employee deserves 2/3 of the benefits if of his services was from five
to ten years (the five years are included)
e.
The Employee deserves full benefits if his service was ten years or more.
Page 46 of 50
Page 47 of 50
46- Benefits of alfanar Group high management (B4 and above) working in Saudi Arabia
1. The annual school expenses for the children
1. Annual school expenses of SR 20,000 maximum per the child and SR 60,000 maximum for
all the children on the following conditions:
- Payment shall be done according to original stamped invoice, which include annual
fees study, books, transportation and uniform.
- The study period covered by this scheme is for the basic school education (starting
from elementary till secondary stage only) should be inside KSA.
- The study must be regular and covers one full study year
2. In case the amount was disbursed for a whole year and the employee is terminated or
resigned, he will not be asked to refund the amount.
3. In case of appointing higher management or in case he was promoted during the study
semester, the school expenses are paid for the whole semester 10,000 per child and 30,000
for all the children per the semester.
4. In case of termination or resignation during the first study semester and the company didn't
pay the second term expenses, it will not be disbursed.
5. In case the employee is recruited on the company visa and he has no money to pay for the
childrens school, he will be granted the school loan after the approval of the HR executive
manager and he should bring the actual invoices within one week.
6. The school expenses should be paid for the new study year at the beginning of the first
semester.
2. Air Tickets:
2-1 Business Class airline tickets for internal/external business trips and In case non-availability
of booking in business class then travel will be on economy class.
2-2 Business class tickets for annual vacations.
2-3 in case the employee didnt travel or he traveled by road, the ticket will be reimbursed as
per the economic class.
2-4 If the employee travels to a country other than his home country, the due tickets will be
reimbursed as per the value of the business class ticket to his home country and a copy of
the actual tickets should be provided to Payroll section.
2-5 Air tickets are provided for the whole family members of the higher management.
7-1 In case the employee is promoted to an Executive Manager or has been granted higher
management advantages during his current contract, he deserves business class tickets for
himself and his family at the end of the contract on condition that he had not already used
the tickets.
7-2 One additional travel ticket in Business class will be granted, in case the family is not
resided with him during the year (Admin Memo).
In this case it is not allowed extra ticket for encashment, but can be converted to their
equivalent of higher tickets in number and less in class (Excursion ticket instead of business
Page 48 of 50
class) within the limits of cost of Business Class to visit family as per their city mentioned in
the employment contract and it should approved by Executive Manager, HRA.
3.
Medical Insurance:
In case the employee is promoted or granted the benefits of higher management then the
medical insurance will be upgraded to VIP for him and his family; effective from the date of
promotion.
Company will provide alfanar High Management a category of medical insurance for the
employee and his family members on VIP Class which includes booking of a standard suite in
case of admission in hospital. Moreover, company will cover the medical insurance class B for
their domestic driver (one) and female housemaid (one).
4.
Page 49 of 50
Process description
Process
Duration
(Period in Days)
7
Submit of request
Submit of request
Submit of request
30
Documents Receivable
21
Documents Receivable
Submit of request
Submit of request
10
Submit of request
11
12
Submit of request
13
14
Submit of request
14
14
Submit of request
15
14
Documents Receivable
16
30
Submit of request
17
30
Documents Receivable
18
30
Submit of request
19
60
Submit of request
20
30
Submit of request
21
22
30
Submit of request
23
Submit of request
24
Emergency exit-reentry
25
Exit-reentry
26
Electronic Exit-reentry
2 Hours
27
Iqama Renewal
15
Documents Receivable
28
New Iqama
21
Documents Receivable
29
Sponsorship Transfer
30 days
30
(according to
embassy)
31
30 days
32
3 days
30 days
33
Page 50 of 50