📌 Announcements
Staff Braai & Year-Mid Celebration — 27 June 2026
Posted: 19 April 2026
IFS will be hosting a team braai at the Cape Town depot. All staff and their families are welcome. More details to follow from HR. We look forward to celebrating YOU!
Updated Leave Policy — Effective 1 May 2026
Posted: 19 April 2026
All leave requests must now be submitted a minimum of 5 working days in advance via the Leave & Wellness tab on this platform. Contact HR for any queries.
Safety First — New PPE Requirements for Warehouse Staff
Posted: 19 April 2026
Effective immediately, all warehouse and loading bay staff are required to wear high-visibility vests and steel-capped boots at all times on site. PPE can be collected from your branch supervisor.
⚡ Quick Access
👤 Employee Profiles
📄 Job Descriptions
| Job Title | Department | Grade | Status | Last Updated |
|---|
📊 Performance Reviews & KPIs
📝 Contracting Agreements
🗂️ Performance Reviews
🎯 KPIs
🔁 Succession Planning
📝 HR Forms & Templates
| Form Name | Category | Description | Actions |
|---|
⚖️ Disciplinary Register
| Employee | Date | Offence | Sanction | Status | HR Officer |
|---|
👋 Exit Interviews
| Employee | Department | Last Day | Reason for Leaving | Would Recommend IFS | Conducted By | Status |
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🏢 Company Organogram
💳 Payslips & Payroll
💡 Your payslips are managed through the Sage payroll system. Contact HR if you need assistance accessing your portal or if you have a payslip query.
Payday: Last working day of each month
Payroll queries: Contact Portia May — HR
Cut-off for changes: 20th of each month
Payroll queries: Contact Portia May — HR
Cut-off for changes: 20th of each month
🎁 Employee Benefits
Medical Aid
Company contribution towards approved medical aid scheme. Speak to HR for scheme details and enrolment.
Provident Fund
Retirement savings plan with company and employee contributions. Beneficiary nomination forms available in HR.
Travel Allowance
Applicable to qualifying roles. Confirm your eligibility with HR.
Cell Phone Allowance
Applicable to qualifying management roles. Subject to company policy.
PPE & Uniform
Provided to all operational staff. Collect from your branch supervisor. Refer to PPE policy for details.
📈 Salary Grade Structure
| Grade | Level | Examples | Review Cycle |
|---|---|---|---|
| A | Entry / Operational | Driver, Warehouse, Admin | Annual |
| B | Skilled / Supervisory | Senior Driver, Supervisor, Coordinator | Annual |
| C | Management | Fleet, Transport, HR, IT Manager | Annual |
| D | Senior Management | National Fleet, Operations Director | Annual |
| E | Executive | CEO | Board Review |
Specific salary ranges are confidential and managed by HR. Speak to Portia May for any salary queries or review discussions.
📋 Salary Review Process
Annual Review
Salary reviews are conducted annually, typically in January. Reviews are linked to your performance rating.
Performance-Linked Increases
Increases are directly linked to your annual performance review outcome. Outstanding / Exceeds Expectations ratings qualify for above-average increases.
Bonus Structure
Discretionary bonuses are awarded based on company performance and individual contribution. Communicated via letter by end of Q4.
Queries
All compensation queries must be directed to Portia May. Salary discussions remain strictly confidential between employee and HR.
📊 Monthly Attendance & Overtime Upload
HODs submit this by the 20th of each month. Download the template, fill in attendance, OT hours and allowances, then upload. The system will log it against the relevant month.
Uploaded Records
🔗 Systems & Quick Links
Sage Self-Service
Access your payslips, tax certificates, and personal HR information.
→ Open Sage Portal
Fleet Management System
Vehicle tracking, maintenance logs, and fleet scheduling.
→ Open Fleet System
Leave Applications
Apply for leave, check your balances, and view approval status.
→ Go to Leave & Wellness
My Employee Profile
View and update your personal details, emergency contacts, and documents.
→ Go to HR
Company Policies
Access all IFS HR policies, compliance documents, and guidelines.
→ Go to Policy Register
Training & Development
Watch training videos, complete assessments, and track your learning.
→ Go to Training
📝 Downloadable Forms & Templates
📁 Policy Documents
Policy documents will appear here once uploaded by HR. To upload a policy document, go to
📋 Policies and attach files to the relevant policy record.
📚 SOP Documents Library
Upload the actual form files here — they become clickable links inside each SOP
📞 Key Contacts
PM
Portia May
CEO / HR Lead
HR, Payroll & General Queries
portia@ifs.co.za
portia@ifs.co.za
IT
IT Helpdesk
Systems & Technical Support
System access, equipment, email
it@ifs.co.za
it@ifs.co.za
FL
Fleet Manager
Fleet & Vehicle Queries
Vehicle issues, PPE, uniforms
fleet@ifs.co.za
fleet@ifs.co.za
FN
Finance
Payroll & Expense Queries
Expense claims, tax queries
finance@ifs.co.za
finance@ifs.co.za
❓ Frequently Asked Questions
How do I apply for leave?▾
Go to the 💚 Leave & Wellness tab and click Apply for Leave. Select your leave type, dates, and reason. Your application will be sent to Portia May for approval. You will be notified once it has been reviewed. All leave must be applied for a minimum of 5 working days in advance.
When is payday?▾
Salaries are paid on the last working day of each month. If payday falls on a public holiday or weekend, payment will be made on the last working day before that date. Any payroll queries must be submitted to HR by the 20th of the month to be processed in the current pay run.
How do I get my payslip?▾
Payslips are available via the Sage Self-Service Portal. Go to the 💰 Compensation tab and click Access Your Payslip. If you have not been set up on Sage yet, contact IT or HR and they will assist you.
What do I do if I am sick and cannot come to work?▾
Contact your direct manager or HR before your shift starts on the day of your absence. For absences of more than 2 consecutive days, a medical certificate from a registered practitioner is required. Submit your sick leave application on this platform under 💚 Leave & Wellness.
How do I update my personal or banking details?▾
Personal detail changes (address, next of kin, contact number) can be updated in your Employee Profile under the 👤 HR tab. Banking detail changes require a stamped proof of banking and must be submitted to Portia May directly. Changes are only processed at the beginning of a pay cycle.
How do I raise a grievance or complaint?▾
IFS has a formal grievance process. Start by discussing the matter with your direct manager. If unresolved, download the Grievance Submission Form from the 🗂️ Tools & Resources tab and submit it to HR. All grievances are handled confidentially and must be resolved within 5 working days of submission.
How do I find out my leave balance?▾
Your current leave balances — annual, sick, and family responsibility — are displayed in the 💚 Leave & Wellness tab as soon as you log in. Balances are updated in real time as leave is applied for and approved.
Who do I contact about my provident fund?▾
Provident fund queries must be directed to Portia May in HR. Beneficiary nomination forms are available in the 🗂️ Tools & Resources tab. It is important to keep your beneficiary nomination up to date, especially after major life events such as marriage, divorce, or the birth of a child.
What is the dress code / PPE requirement?▾
All warehouse and loading bay staff must wear high-visibility vests and steel-capped boots at all times while on site. Office staff are required to dress in smart casual attire. Uniforms where applicable are issued by your branch supervisor. Refer to the PPE & Uniform Policy in the Policies tab for full details.
What happens during my probation period?▾
All new employees serve a 3-month probation period. During this time you will receive an induction, be assigned a line manager, and be assessed on your performance and conduct. At the end of probation, a formal review will be conducted and a probation sign-off letter issued. Concerns during probation should be raised with HR immediately.
🔺 Escalation Process
1
Speak to your Direct ManagerRaise the concern verbally first. Most issues can be resolved at this level within 24 hours.
2
Contact HR — Portia MayIf unresolved after 24 hours, contact Portia May directly. HR will facilitate a resolution within 3 working days.
3
Submit a Formal GrievanceComplete the Grievance Submission Form (available in Tools & Resources) and submit to HR. Formal process kicks in with a 5-day resolution target.
4
Escalate to CEOIf the matter remains unresolved after the formal grievance process, it may be escalated to the CEO for a final decision.
🛡️ Compliance Hub
Track your statutory and regulatory obligations in one place. Update status, upload certificates and set deadlines below.
📆 12-Month Review Spread — 2026
👥 Policy Responsibilities by Owner
📊 Overall Review Progress
🎓 Employee Training Videos
Watch the training videos below. Once you have watched a video, tick the acknowledgement box — this records that you have completed the training.
📋
SAGE HR Leave Workshop Quiz
Complete this quiz after watching the training videos · Pass mark: 70%
Q1 How many days of annual leave is an employee entitled to per leave cycle under the Basic Conditions of Employment Act (BCEA)?
⚠️ Please select an answer.
Q2 How many sick leave days is an employee entitled to in a 3-year leave cycle under the BCEA?
⚠️ Please select an answer.
Q3 After how many consecutive days of sick leave must an employee provide a medical certificate?
⚠️ Please select an answer.
Q4 How many days of maternity leave is an employee entitled to under the BCEA?
⚠️ Please select an answer.
Q5 How many days of family responsibility leave is an employee entitled to per year?
⚠️ Please select an answer.
Q6 Can an employer refuse to grant an employee their annual leave?
⚠️ Please select an answer.
Q7 What is the correct process for applying for leave at this company?
⚠️ Please select an answer.
Q8 What happens to unused annual leave if it is not taken within the leave cycle?
⚠️ Please select an answer.
Q9 Name ONE type of leave that is available to employees at this company (other than annual leave).
⚠️ Please enter an answer.
Q10 Why is it important for employees to follow the correct leave application process?
⚠️ Please enter an answer.
🌿
SAGE HR Leave Workshop Quiz
19 questions · 2 points each · Total: 38 points · Pass mark: 70%
Q1 Why are we having this workshop?
⚠️ Please select an answer.
Q2 Annual Leave is:
⚠️ Please select an answer.
Q3 Sick leave is:
⚠️ Please select an answer.
Q4 Unpaid leave is:
⚠️ Please select an answer.
Q5 Family Responsibility is when:
⚠️ Please select an answer.
Q6 Do you know how many leave days you currently have available?
⚠️ Please select an answer.
Q7 Choose the correct leave application process on Sage HR:
⚠️ Please select an answer.
Q8 How do you currently apply for leave on Sage ESS?
⚠️ Please select an answer.
Q9 Good planning means?
⚠️ Please select an answer.
Q10 How long in advance do you need to request before taking annual leave?
⚠️ Please select an answer.
Q11 Which rules below are important?
⚠️ Please select an answer.
Q12 When is a medical certificate required?
⚠️ Please select an answer.
Q13 Which of the following areas are impacted when employees take unplanned or excessive leave?
⚠️ Please select an answer.
Q14 What is the biggest impact when a team member is unexpectedly absent?
⚠️ Please select an answer.
Q15 Employee responsibility is to?
⚠️ Please select an answer.
Q16 Manager's responsibility is to?
⚠️ Please select an answer.
Q17 Leave is?
⚠️ Please select an answer.
Q18 What would help you manage your leave better?
⚠️ Please select an answer.
Q19 By the end of this session, employees should:
⚠️ Please select an answer.
🔄 Standard Operating Procedures & Workflows
Select a role below to view its step-by-step workflow. Each step shows the action, responsible party, and associated forms.
Internal Operations
Freight Operations
💚 Employee Leave & Wellness Dashboard
Leave balances update automatically when applications are approved. Wellness alerts recalculate in real time.
👤 My Leave Balance
Select your name to view your balances
Select your name above to see your current leave balances and application history.
🚨 Wellness Alerts
ℹ️ How categories are calculated (BCEA 3-year sick leave cycle = 30 days)
🔴 CRITICALSick balance negative (overdrawn) OR HR flagged as excessive / under investigation / counselling
🟠 MONITOR15+ sick days taken in cycle (≥50% of entitlement used)
🟡 WATCH10–14 sick days taken in cycle (33–46% of entitlement used)
🟢 NORMALUnder 10 sick days taken — within expected range
📋 Employee Leave Register — March 2026
| Emp # | Name | Branch | Annual Balance | Annual Liability | Family Resp. | Sick Taken | Sick Balance | Usage | Status | Leave Plan | Comment |
|---|