中银国际控股有限公司行政总务管理规定(英文版).doc

BOC International Holdings Limited General Administration Management Policy(Jan 2015)79Document Control - Change RecordDateVersionChange TypeChange ReferenceJan2015Y2015Critical1. Reclassify and streamline the 2012 version of Administration fixed asset and administration management policy, mainly focused on improving the section of renovation and maintenance projects, non-IT fixed asset management, company credit card management, established the addition chapter of Administrative Management of Overseas Subsidiary and Representative offices, Club membership management, Usage and management of conference room, internal mail distribution, Management and Lending service of book library , corporate printings material, Nominated travel agencies and contracted hotels, etc. and renamed into BOC International Holdings Limited General Administration Policy .2. English Version is established.ContentChapter 1 General Provisions4Chapter 2 Procurement and Management of Non-IT Fixed Asset5Chapter 3 Office Maintenance and Renovation12Chapter 4 Arrangement, Usage and Maintenance of Company Vehicle24Chapter 5 Management of Company Credit Card28Chapter 6 Office Security and Access Control35Chapter 7 Other General Admin Affairs40Section 1 Office Stationeries40Section 2 Corporate Gift & Premium42Section 3 Business Card45Section 4 Management of Club membership49Section 5 Procurement of Insurance52Section 6 Subscription of Newspapers, Magazines and Information Technology materials at public expenses54Section 7 Management of Environmental Protection, Office Cleanliness and Green Office56Section 8 Usage and Management of Conference Rooms59Section 9 Internal Mail Distribution61Section 10 Management and Lending Service of Book Library63Section 11 Corporate Printing materials65Section 12 Nominated Travel Agency and Contracted Hotel67Chapter 8Administrative Management of Overseas Offices and Representative Offices69Chapter 9 Supplementary77Appendices 78Chapter 1 General Provisions1. With the aim of strengthening overall management of Non-IT fixed asset, renovation and maintenance, company credit card and other administrative matters of BOC International Holdings Limited (hereinafter referred to as “BOCI” or “the Company”), this version is based on the 2012 version, and renamed into “BOC International Holdings Limited General Administration Policy” (BOCI General Administration Policy). 2. General administration management shall align with the needs of company business development and management. Continuous improvements of this policy are necessary to prevent potential business risk and to increase efficiency and effectiveness for the Company. 3. The provision of each chapter and section could be defined as independent rules and regulations. The adoption of compilation mode is to facilitate tracking and understanding to the overall administrative works and requirements. 4. Unless specified in the corresponding chapter, chapter 2 to 7 of this guideline is applied to BOCI and all the subsidiaries offices located in Hong Kong. Chapter 8 of this guideline is applied to subsidiary and representative offices outside Hong Kong.Chapter 2 Procurement and Management of Non-IT Fixed AssetI. General provisions1. Fixed asset in this chapter applies to Non-IT fixed asset (hereinafter referred to as “fixed asset”), mainly includes real estate (construction, fitting-out, renovation and maintenance), transportation, equipment and office furniture, etc. IT Department is responsible for the procurement and management of IT fixed assets in relation to computer and relevant electronic equipment.2. According to “BOCI Fixed Asset Management Policy”, fixed asset defined as the tangible asset with a value equal to or greater than US$300 and has a useful life of at least one year. Durable goods with values less than US$300 shall be categorized as low value durable goods including calculator, desk and chair, binding machine, puncher, etc. Unless otherwise specified, it shall be controlled by fixed asset or other relevant guideline.3. All requisition of fixed assets and the internal approval procedure for processing fixed assets purchases should strictly adhere to the “BOCI Procurement Management Policy”, “BOCI Centralized Procurement Guideline” and “BOCI Business Expenses Policy”. Currently, any procurement of real estate, building and the extension of existing property, shall be done in accordance to “Reporting Lines and Delineation of Work between Senior Management and Board of Directors for BOC International Holdings Limited” and shall be reported to Board of Directors for approval.II. Procurement and Management of Fixed Asset1. All fixed asset acquisition is controlled by budgetary management every year. Respective Division / Department of front line office and back office shall prepare the annual budget in accordance with the budgeting requirements prescribed by Finance & Treasury Department, and shall adhere to the proper and approved budget procedures. When requesting fixed assets purchases, respective Division and/or Department should clearly state in full that such request is within the approved budget, and the request shall be presented to Administration Division for review and approval. If the procurement request is outside the budget, it shall strictly follow “BOCI Business Expenses Policy” in regard to the extra budget application approval process and acquisitions are not allowed without any authorization and permission.2. Administration Division is responsible for application review, procurement and overall management of fixed asset. 3. In case of any replacement of fixed assets, the useful operating life, depreciation value, maintenance and condition status, life expectancy, business need, information security and confidentiality of assets shall be put into consideration and evaluation. 4. Before the procurement is made, Division / Department shall complete a Purchase Requisition Form (as shown in Appendix 1). Respective Division / Department shall have the responsibility to ensure all assets acquired must be within the yearly budget and shall be agreed and signed by the head of Division / Department before presented to Administration Division for approval or pass to Management / Centralized Procurement Committee (“CPC”) for further approval when required. III. Management and maintenance of fixed asset 1. Following procurement of the fixed asset, Administration Division shall be responsible for assigning a fixed asset number base on the auto-generated number in BEST system. Each fixed asset shall be tagged with the dedicated fixed asset number. Administration Division shall record and maintain the detail information of the fixed asset in Fixed Asset listing including item name, fixed asset number, date of purchase, user and location of asset, etc.).2. Division / Department shall be directly responsible for physical safekeeping of any fixed asset controlled or used by them. Administration Division shall hand over the purchased fixed asset items to dedicated Division / Department for custody and maintenance. Division / Department shall authorize a representative to manage and control its fixed asset such as office equipment and facilities to ensure proper safekeeping of fixed assets. In event of damage, loss (include component parts of fixed assets) or impairment of fixed assets, Division / Department representative should promptly report to Administration Division and Administration Division shall liaison with supplier for maintenance arrangement. If the fixed asset is needed to be written off, Administration Division shall be responsible for handling and processing write-off application with appropriate approvals.3. Administration Division shall be responsible for the management and maintenance of fixed asset in public area. Any damage, loss, impairment of a fixed asset or the component parts of any fixed asset in public area Administration Division shall provide all possible maintenance recommendations before obtain further approval. In the event that loss or damage of fixed asset is deemed to be caused by man-made damage, Administration Division shall undertake an internal investigation. The Company reserves the right to file a claim against the staff involved and shall punish in accordance to company rules and regulations. 4. When fixed assets are found to be internally transferred, Administration Division shall record and notify Finance & Treasury Division immediately for record updates. 5. Administration Division is responsible for conducting fixed asset inventory inspection at the end of each year. Finance & Treasury Division shall be responsible for the preparation of fixed asset inventory list and Division / Department shall fully cooperate with auditing and provide assistance when required. In case of surplus or loss is found in the course of the inventory inspection, it shall be handled in accordance to “BOCI Fixed Asset Management Policy”. 6. To ensure an effective monitoring and control function in asset management, Administration Division shall perform fixed asset checks randomly in Division / Department. Division / Department shall assist in providing the information of fixed asset (such as quantities, asset location, user name, etc) and other necessary support. 7. In adhere to the principle of resource-saving and cost effectiveness, Division / Department shall return any extra fixed asset, or any fixed asset which are no longer needed to Administration Division. Administration Division shall re-assign the asset ownership to necessary Division/Department.8. Prior to any upcoming large scale renovation, Administration Division and the affected Division / Department shall conduct the fixed asset inventory inspection, and shall handle fixed asset deployment, write off, inventory loss or inventory surplus management base on the situation and functionality of related fixed assets. 9. Any appliances with low failure rate, long usage life, fast cycle time or relatively high maintenance cost, such as televisions, digital products; basically, the warranty should not be extended after maintenance service contract has been expired.IV. Write-off / Transfer of fixed asset1. Once a fixed asset is satisfied to one of the following criteria the fixed assets write-off shall be applied in comply with “BOCI Fixed Assets Management Policy”):1) Equipment is not functional and has been fully depreciated according to the company policy. 2) Equipment which is no longer usable such as damaged, demolished, lost, or suffered environment damage/changes, even though it has not been fully depreciated. 3) Assets are damaged under normal operation circumstances and without any repair value (it will not create any material value even after repair) or the estimated maintenance fee of fixed assets is higher than the cost of new purchase. The approval authority of the disposal of fixed assets, prior-disposal of fixed assets and impairment loss of fixed asset shall be done in accordance with “BOCI Fixed Asset Management Policy”.2. Irrespective of whether the fixed asset is fully depreciated or not, according to the “BOCI Fixed Asset Management Policy”, the Fixed asset write-off form shall be completed (Appendix 2), Following the confirmation of Division Head of the requesting department by signature it shall be submitted to relevant authorized person for approval. Administration Division shall record on the Fixed Asset Listing before its sent to Finance & Treasury Division for record updates. Write off and disposal process of fixed assets shall be categorized based on the asset classes as follow:1) Renovation and Maintenance assetsBuild-in fixed assets such as furniture, existing compartments, E&M and Air-conditioning works that are no longer reused or recycled resulting from office renovation and removal can be disposed. Write off will be applied in accordance to the net value of the asset with appropriate approval from Division Head, thereafter Administration Division shall submit a recommendation to the relevant authorized persons for approval. 2) Old FurnitureOther than the build-in furniture, any disposal or write off of office furniture such as staff chairs, tables, cabinets shall be based on the principle of cost savings and cost effectiveness to ensure the effective use of existing resources. In case the fixed asset is recognized as unusable without any damages but still valuable, Administration Division shall launch an internal auction through internal intranet or other means and shall offer to highest bidder. In the event that any old furniture could not be sold in the internal auction, Administration Division shall source a collector / recycler to estimate the value for recycling and collection or seek other solutions. 3) Office equipmentIn case of any damage on the office equipment such as fax machine and copier, Administration Division shall request for a trade-in allowance and/or discount with vendor when purchasing a new office equipment, so as to reduce the cost of new equipment. 4) VehiclesIf the net value of the companys vehicle equals to zero, and no repair value but is still valuable in use, Administration Division shall request for a trade-in allowance / discount with supplier when purchasing a new vehicle or shall base on the principle of openness and transparency to hold an internal auction through intranet and shall offer to the highest bidder. Administration Division shall submit a disposal recommendation to Management member in charge for approval. In case of the net value of vehicles is greater than zero but completely damaged or is not valuable in use after the confirmation of third party, Administration Division shall write off the vehicle following granting an approval from top management taking charge of Administration Division. 3. When dealing with a fixed asset that is not being used, the Company should comply with the principles of openness and transparency in order to improve fairness in the process with the introduction of competitive mechanism. The approval authority in relation to the disposal of idle fixed asset (including construction in progress), or any loss on disposal of fixed asset (including construction in progress), or any dispute loss arising from construction, and procurement and shall comply with “BOCI Fixed Asset Management Policy”. 4. Any transfer of fixed assets in relation to office renovation, furniture and office equipment shall be confirmed by both Division Head of transferor and Division Head of transferee with signature. Administration Division shall responsible for maintaining an appropriate record and inform Finan